Subject:
Title
Two Chamber Marketing and Visitor Center Funding Agreement Master Contract Forms for use in contracting with Chambers of Commerce to provide visitor services.
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Recommended Action:
Recommended Action
Approval by the County Administrator to use the Chamber Marketing and Visitor Center “Standard” and “Special” Funding Agreement Master Contract Forms when contracting with Chambers of Commerce to provide visitor services.
• Convention and Visitors Bureau (CVB) worked with Crossroads Consulting Services LLC (Crossroads) and chambers during Fiscal Year (FY) 2024 to develop a new more equitable chamber funding formula that would serve as the basis of the CVB’s Chamber Funding Program beginning in FY25.
• A new Chamber Marketing and Visitor Center “Standard” Funding Agreement was developed to reflect the priorities of the new funding formula.
• A Chamber Marketing and Visitor Center “Special” Funding Agreement was also developed to assist six chambers in their efforts to resume visitor services after being severely impacted by the recent hurricanes.
• On October 16, 2024, the CVB presented the revised Chamber Funding Program, including the development of a Special Funding Agreement, to the Tourist Development Council and the Council had no objections.
• CVB budgeted $600,000 in FY25 for distribution to 13 chambers of commerce for providing visitor services.
• Approval of these two forms, by itself, does not have a fiscal impact.
Body
Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.1 Maximize partner relationships and public outreach
Foster Continual Economic Growth and Vitality
4.6 Support a vibrant community with recreation, arts, and culture to attract residents and visitors
Summary:
The two Master Contract Forms will provide standardized agreements for use in contracting with 13 chambers for visitor services during FY25. The CVB anticipates the “Standard” Master Contract Form will be used for FY25 and future years, but the “Special” Master Contract Form will only be used in FY25.
Background/Explanation:
The CVB worked with Crossroads on the development of a new chamber funding formula. During the process, the CVB hosted workshops, roundtable discussions and training sessions with chambers to gain input on the metrics for the new funding formula. Together, the CVB and Crossroads assigned weights, scored chambers against the metrics, and established funding allocations dependent on the rank of each chamber. On October 16, 2024, the Chamber Funding Program was presented to the TDC including the Special Funding Agreement. After discussion, the TDC had no objections.
Both the Standard and Special agreements reflect revised visitor metrics and allow staffing reimbursements for chamber executives or management. Further revisions to the Special agreements include:
• Addition of repairs and relocation expenditures.
• Reduced chamber deliverables to achieve the lowest financial obligation.
• Removed 1:1 match for staffing reimbursement.
The Chamber Marketing and Visitor Center Standard Agreement Master Contract Form will be used in FY25 and future years unless substantial changes are made, at which time the agreement will be rerouted for approval. The Special Agreement Master Contract Form will be used in FY25 to assist six chambers in their efforts to resume visitor services after being severely impacted by recent hurricanes.
The CVB budgeted $600,000 in FY25 to support 13 Chambers of Commerce for visitor services.
Fiscal Impact:
N/A
Delegated Authority:
Authority for the County Administrator to approve use of the Chamber Marketing and Visitor Center Standard and Special Agreement Master Contract Forms is granted under Code Section 2-62 (a)(1).
Staff Member Responsible:
Brian Lowack, Director, Convention and Visitors Bureau
Partners:
Tourist Development Council
Attachments:
Chamber Marketing and Visitor Center Standard Agreement Master Contract Form
Chamber Marketing and Visitor Center Special Agreement Master Contract Form