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FY2008-35 Agreement Between Kodiak Island Borough and Kodiak Island Convention & Visitors Bureau for Destination Marketing and Tourism Development Services for FY2009 DESTINATION MARKETING & TOURISM DEVELOPMENT PROGRAM AGREEMENT C f'{ 'LOD~ ~ ~6' THIS AGREEMENT is entered into by and between the Kodiak Island Borough, Alaska, (Borough) and the Kodiak Island Convention and Visitors Bureau (contractor) for the purpose of setting forth the terms and conditions pursuant to which the contractor shall be contracted to provide destination marketing and tourism development activities for the Kodiak Island Borough. Section 1. INTENT OF AGREEMENT. The contractor is hereby contracted to provide a Marketing Committee (KICVB Board of Directors) and one full time equivalent to focus on destination marketing and tourism development in the Kodiak Island Borough. Section 2. SCOPE OF WORK. The contractor will work with the Marketing Committee to accomplish the following tasks identified in the document, such as: a. Produce collateral marketing materials, including the Explore Kodiak Visitor Guide b. Continue to provide information about Kodiak region to the traveling public c. Maintain and staff the Kodiak Visitor Center d. Keep the Borough Assembly and community at large informed as to the results of marketing efforts and the state of the local tourism industry e. Work with the Alaska Travel Industry Association and other statewide marketing organizations to ensure Kodiak is represented in their ongoing national and international marketing programs f. Continue work with the communities in the Kodiak Island Borough to determine the role tourism does and can play in the community economies g. Work with the Kodiak Chamber of Commerce to transform the visitor industry into a significant component of the Kodiak region's economy h. Continue development of the kodiak.org website to improve its usability and visibility to visitors, potential businesses and residents 1. Work with Kodiak College, the Kodiak Island Borough School District, Kodiak Area Native organizations, and other organizations to encourage entrepreneurship and assist small business development in the visitor industry J. Develop a travel press kit to be available on the kodiak.org web site, develop a distribution plan for the kit to various travel media k. Explore new employment and business opportunities related to the Kodiak visitor industry 1. Continue work with the airline industry and the Alaska Marine Highway System to maintain and improve access to the Kodiak region m. Work with the Kodiak Branding and Marketing Committee to develop cooperative marketing opportunities in culinary tourism n. Continue participation in the Comprehensive Economic Development Strategy committee to foster an understanding of the tourism industry and opportunities and challenges facing the industry I l E - ~ A minimum of four Marketing Committee meetings will be scheduled during the term of this Agreement for the purpose of maintaining committee input and guiding the efforts of the contractor. A report of all marketing activities of the contractor will be submitted to the Borough Manager on a quarterly basis. An annual report to the Kodiak Island Borough Assembly shall be presented each spnng. Section 3. TERM. This agreement will remain in effect July I, 2008 through June 30, 2009, unless earlier terminated. Either party shall have the right to terminate the agreement without penalty upon one month's written notice to the other. Section 4. COMPENSATION. As compensation for all services rendered under this agreement, contractor shall be paid $55,000.00 by the Kodiak Island Borough. Said compensation shall be paid in equal installments of $13,750.00 on the second Friday of July and October 2008, and January and April 2009. IN WITNESS WHREROF the parties have executed this Agreement on this :s cJ ~day of June 2008. KODIAK ISLAND BOROUGH Attest: KODIAK ISLAND CONVENTION & VISITORS BUREAU ~ ~;. . Emel'al", W"f> "fl/,{.~ ...... " ......". I. . 1 :< KODIAK I.land Convention 6f Vi.iton Bureau Kodiak Island Convention & Visitors Bureau 2008-2009 Budget Presentation and Report to the Kodiak Island Borough May 15, 2008 Our Mission: The purpose of the Kodiak Island Convention & Visitors Bureau shall be to promote sustainable development of the tourism industry throughout the Kodiak Island Borough, thereby increasing economic opportunities, jobs, and local tax revenues. The Bureau encourages travel by the public to and through the Kodiak Island Borough and maintains a continuing interest in the well-being of visitors to the area. Achievements 2007-2008 · Completion of the Kodiak Island DVD, which is being distributed and shown for promotional purposes. To date approximately 350 DVD's have been distributed, sold or wholesaled to members for resale at their businesses. It is used for recruitment and educational purposes by many of Kodiak's largest employers including Providence Kodiak Island Medical Center, the school district and the u.s. Coast Guard. Creates another small income stream for the KICVB and our member businesses. · Completion of the Bruce Nelson postcard. This proprietary product is sold in the visitor center both retail and wholesale to our members who resell it at their businesses. Creates another small income stream for the KICVB and our member businesses. · Completed hiring of new staff. As of this summer the KICVB has a completely new team, including member services specialist Georgene Inga from Old Harbor who brings a new perspective to the KICVB on Native cultures and tourism development in the villages. · Developed new website, which will go live in the summer of2008. The new website includes enhanced coverage of all aspects of Kodiak but special attention has been given to the villages, family travel, winter travel and recreational opportunities as well as eco-tourism such as kayaking, hiking, birding and wildlife viewing. The website will be a tool that continues to evolve along with tourism on Kodiak Island. · Committed to continued outreach to the entire Kodiak Island Archipelago and outlying villages. The Board of Directors and staff traveled to Ouzinkie on May 8 to meet with city and tribal leaders to discuss the potential for tourism in their community. This visit is the first in a series of trips to outlying communities to assist with the development of tourism and/or to educate existing businesses on marketing opportunities available through the KICVB. · Regular publication of "Bear Tracks," the informational newsletter published by KICVB. It is now consistently emailed each month to KICVB membership, government officials and interested parties. In addition to "Bear Tracks" there is regular communication with membership regarding legislative action that directly impacts tourism in the state of Alaska and Kodiak. Opportunities for advertising and other promotional opportunities are sent periodically as well. · Successful completion of a B&B Crawl. KICVB coordinated a community open house to member bed and breakfasts. · Partnered with Chamber of Commerce to Product "Cruise Ship Coupons" to help stimulate retail sales during cruise ship calls. · Created performance opportunities and revenue for nonprofit organizations in conjunction with cruise ship visit. · Coordination of media visits. KICVB coordinated a visit by the BBC in late April. The broadcasting company was in town for three days filming "Fry in America," a documentary with a very popular British actor who visited every state in the U.S. · Mailed 10,000 visitor guides worldwide from the visitor center and distributed thousands more through the statewide affiliations with other convention and visitors bureaus and agencies as well as Ted Stevens International Airport. · Attended the 2008 Great Alaskan Sportsman's Show in Anchorage and distributed 1,500 visitor guides during this three-day event. · Maintained presence with state legislature through testimony before Senate subcommittees relevant to statewide tourism budget. Also attended Southwest Alaska Municipal Conference. Maintained partnership with the Alaska Travel Industry Association. . Served approximately 7,000 visitors at the Marine Way visitor center. Kodiak Island Convention & Visitors Bureau 2008-2009 Budget Presentation and Report to the Kodiak Island Borough May 15, 2008 Looking Toward the Future Strategic Planning Highlights: Each year the Board of Directors meets in retreat to discuss the future of tourism and priorities for the Kodiak Island Convention & Visitors Bureau. These are highlights from that retreat. Planning 1. Emphasize sustainable tourism while maintaining quality of life on Kodiak Island 2. Assess services available and needed in Kodiak for successful integration oftourism with commercial fishing and community life 3. Take a leadership role in planning tourism on Kodiak Island. Involve community in all aspects of planning and discussion. 4. Outreach to villages 5. Partner with Chamber of Commerce whenever feasible Marketing 1. Emphasize cultural tourism; improve coverage of villages in visitor guide/website 2. Emphasize activities for non-fishing visitors, e.g., hiking, bird watching, whale watching, kayaking, family travel 3. Educate members and visitors on activities/events throughout the Kodiak Archipelago Projects 1. Partner with appropriate agencies and governments to revitalize Kodiak Airport 2. Plan a Kodiak event for the 50th anniversary of Alaska 3. Encourage visitor friendly signage 4. Pursue open air arts and crafts market 5. Develop proprietary products to sell in visitor center with a goal of increasing revenue stream j.'" 5 Emer..,o' W..," \I'f/~.... ~ '- /' ('t 1- _ '" KODIAK Island Convention If Vwtor!J Bureau KODIAK ISLAND CONVENTION & VISITORS BUREAU J)lll'l~l' Budget 2008-2009 May 15, 2008 REVENUES Public Funding City Grant -- General Borough Grant Other Grants & Donations TOTAL PUBLIC FUNDING $ 85,000.00 $ 55,000.00 $ 140,000.00 $ 140,000.00 Membership Support Membership Dues Airport Brochure Racks Label Program Meetings & Events Fees Trade Shows--Brochures Visitor Guide Advertising Website Advertising Walking Map Advertising $ 42,800.00 $ 3,360.00 $ 3,120.00 $ 1,000.00 $ 800.00 $ 72,000.00 $ 4,000.00 $ 1,120.00 TOTAL MEMBERSHIP SUPPORT $ 128,200.00 $ 128,200.00 Earned Income Fundraising Income $ 10,000.00 Interest Income $ 200.00 Other Revenue $ 2,000.00 VIC/Retail Sales $ 13,000.00 Wholesale sales $ 1,800.00 Total Earned Income $ 27,000.00 $27,000.00 TOTAL REVENUES $ 295,200.00 EXPENSES Convention Development Marketing/Advertising Marketing/PR Collateral Materials Travel Postage Phone TOTAL CONVENTION DEVELOPMENT $1,500.00 $500.00 $650.00 $0.00 $500.00 $370.00 $3,520.00 $ 3,520.00 Tourism Development Advertising Marketing/Public Relations Collateral Materials Postage Phone Trade Shows Travel Dues & Subscriptions Membership/Marketing VIC Expenses Visitor Guide Expense TOTAL TOURISM DEVELOPMENT $ 13,000.00 $ 6,500.00 $ 1,560.00 $ 6,000.00 $ 3,800.00 $ 12,000.00 $ 1,450.00 $ 400.00 $ 13,800.00 $ 5,900.00 $ 50,000.00 $ 114,410.00 $ 114,410.00 MEMBERSHIP Collateral Materials Postage Phone Membership Meeting Travel Total Membership Expenses $ 1,100.00 $ 600.00 $ 650.00 $ 1,000.00 $ 650.00 $ 4,000.00 $ 4,000.00 OPERATING EXPENSE Salaries Benefits/Payroll Taxes Employment Costs Professional Services Postage Phone Copier Lease Equipment Repair Fundraising Expense Insurance Local Meetings & Mileage $ 101,000.00 $ 44,000.00 $ 750.00 $ 20,520.00 $ 985.00 $ 980.00 $ 2,400.00 $ 300.00 $ 3,000.00 $ 2,750.00 $ 250.00 nlll'."'I' EXPENSES (CaN'T) Office Supplies Rent & Utilities Equipment TOTAL OPERATING EXPENSE $ 3,000.00 $ 6,500.00 $ 500.00 $ 186,935.00 $ 186,935.00 TOTAL EXPENSES $ 308,865.00 TOTAL REVENUES $ 295,200.00 TOTAL BUDGET DEFICIT $ (13,665.00) J) Ililli")' KODIAK ISLAND BOROUGH AGENDA STATEMENT June 5, 2008 REGULAR MEETING ITEM NO: 13.A.1 TITLE: Contract No. FY2008-35 Between the Kodiak Island Borough and Kodiak Island Convention & Visitors Bureau for Destination Marketing and Tourism Development Services For FY2009. SUMMARY: The Kodiak Island Convention & Visitors Bureau (KICVB) has been providing destination marketing and tourism development for the Kodiak Island Borough for several years. Funding support from the Borough and the City of Kodiak has been used to support the KICVB. The Borough's bed tax revenue funds the KICVB. This contract would renew this relationship for the 2009 fiscal year. The duties to be accomplished for this period are spelled out in the attached agreement document. FISCAL NOTES: Account No.: 277-287-448-364 Amount Budgeted: $55,000 Expenditure Required: $55,000 APPROVAL FOR AGENDA ~ .i RECOMMENDED MOTION: Move to authorize the manager to execute Contract No. FY2008-35 with Kodiak Island Convention & Visitors Bureau for Destination Marketing and Tourism Development Services for FY 2009 in the amount not to exceed $55,000.