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Home My WebLink About07-23-12 Regular Meeting of La Porte City Council LOUIS RIGBY DARYL LEONARD JOHN ZEMANEK TOMMY MOSER DOTTIE KAMINSKI JAY MARTIN MIKE MOSTEIT MIKE CLAUSEN CHUCK ENGELKEN CITY COUNCIL MEETING AGENDA Notice is hereby given of a Regular Meetingof the La Porte City Council to be held July 23, 2012, beginning at 6:00 p.m.in the Council Chambers of City Hall, 604 West Fairmont Parkway, LaPorte, Texas, for the purpose of considering the following agenda items. All agenda items are subject to action. The City Council reserves the right to meet in a closed session on any agenda item should the need arise and if applicable pursuant to authorization by Title 5, Chapter 551, of the Texas Government Code. 1. CALL TO ORDER 2. INVOCATION 3. PLEDGE OF ALLEGIANCE 4.PRESENTATIONS, PROCLAMATIONS and RECOGNITIONS (a) (b) (c) 5. PUBLIC COMMENTS 6. CONSENT AGENDA (All consent agenda items are considered routine by City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember requests anitem be removed and considered separately.) (a) (b) (c) 7. AUTHORIZATIONS/ORDINANCES/RESOLUTIONS (a) 8. DISCUSSION OR OTHER ACTION (a) (b) (c) 9. STAFF REPORTS (a) (b) (c) (d) 10. ADMINISTRATIVE REPORTS (a) (b) 11. COUNCIL COMMENTS 12. EXECUTIVE SESSION Texas Government Code, Section 551.072 – Texas Government Code, Section 551.074 – 13. RECONVENE 14. ADJOURN I n compliance with the Americans with Disabilities Act, the City of La Porte will provide for reasonable accommodations for persons attending public meetings. To better serve attendees, requests should be received 24 hours prior to the meeting. Please contact Patrice Fogarty, City Secretary, at 281.470.5019. CERTIFICATION Council Agenda Item July 23, 2012 1.CALL TO ORDER 2.INVOCATION 3.PLEDGE OF ALLEGIANCE 4.PRESENTATIONS, PROCLAMATIONS and RECOGNITIONS (a) (b) (c) 5.PUBLIC COMMENTS *********************************************************************************** La Porte Recognized as Silver Star Affiliate by KEEP TEXAS BEAUTIFUL KEEP TEXAS BEAUTIFUL, a statewide grassroots environmental and community improvement organization, recently named the City of La Porte a Silver Star Affiliate, a designation conferred on just a handful of KEEP TEXAS BEAUTIFUL’s more than 360 affiliates in 2011.KEEP TEXAS BEAUTIFUL formally recognized La Porte as a Silver Star Community during its 45th Annual Conference in downtown San Antonio, which was held June 26-29, 2012. The City of La Porte successfully re-implemented programs to prevent litter, reduce waste, beautify community areas and educate local citizens last year with a KEEP IT CLEAN LA PORTECampaign. KEEP LA PORTE BEAUTIFUL and Recycling Program brochures and window decals were handed out at different events and are still available at various City facilities. Please Don’t Litter signs were installed around the City on major thoroughfares and the City ndrd held its 2and 3Annual Trash Bash events in April last year and again this year.In addition, the City of La Porte has a Litter Pick-up Program, which gives non-profit organizations the opportunity to earn $200 by organizing a group volunteer effort to help pick up litter. Also this year’s Arbor Day, with the help of , we were able to distribute 330 large 15 gallon trees to citizens of La Porte for beautification, instead of the usual seedlings. Keep Texas Beautifulstrives to educate and engage Texans to take responsibility for improving their community environment. KEEP TEXAS BEAUTIFUL and its more than 360 affiliates work with government, businesses, civic groups and volunteers to ensure every Texan has the opportunity to make Texas the cleanest, most beautiful state in the nation. Distinguished Budget Presentation Award Request Photo and Press Release Employee of the Second Quarter The City of La Porte is pleased to recognize Tammy Adams, telecommunicator in the police department, as the Employee of the Second Quarter 2012. Tammy has been in the department for over sixteen years and is a Certified Training Officer for the dispatch center. On June 6, 2012, Tammy was working the evening shift and received a 911 call from a mother who had found her child unresponsive in the swimming pool. Tammy was able to calm the hysterical mother and give her clear and concise CPR instructions to save the child’s life. Tammy also sent the EMS/FIRE to the mother’s location and Tammy remained on the phone with the mother, encouraging her during the emergency until help arrived. The telecommunicators are an essential, and yet largely unseen, piece of the exceptional emergency services provided by the La Porte Fire, Police, and EMS personnel. They are the first point of contact for all emergency calls for service and their contributions do not go unnoticed. Therefore, it is my honor to recognize Tammy Adams as Employee of the Second Quarter. LOUIS RIGBY DARYL LEONARD JOHN ZEMANEK TOMMY MOSER JAY MARTIN DOTTIE KAMINSKI MIKE CLAUSEN MIKE MOSTEIT CHUCK ENGELKEN MINUTES OF THE REGULAR MEETING OF THE CITY COUNCILOF THE CITY OF LA PORTE JULY 9, 2012 Monday,July 9, 2012, 6:00 p.m 1.CALL TO ORDER 2.INVOCATION 3.PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5.CONSENT AGENDA (All consent agenda items are considered routine by City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember requests an item be removed and considered separately.) (a) (b) (c) MOTION PASSED. Page 1 of 4 July 9, 2012, City Council Meeting Minutes 6. AUTHORIZATIONS/ORDINANCES/RESOLUTIONS (a) MOTION PASSED. (b) MOTION PASSED. (c) Ordinance2012-3422: Page 2 of 4 July 9, 2012, City Council Meeting Minutes MOTION PASSED. 7. STAFF REPORTS (a) (b) 8. ADMINISTRATIVE REPORTS (a) (b) (c) (d) 9. COUNCIL COMMENTS 10.EXECUTIVE SESSION Page 3 of 4 July 9, 2012, City Council Meeting Minutes 11. RECONVENE 12.ADJOURN Page 4 of 4 July 9, 2012, City Council Meeting Minutes REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested: July 23, 2012 Source of Funds:N/A Requested By:Michael Dolby, CPA Account Number:N/A Department: Finance Amount Budgeted:N/A Report: Resolution: Ordinance:XX Amount Requested:N/A Exhibits: Budgeted Item:YESNO Exhibits: Exhibits: SUMMARY & RECOMMENDATION Action Required by Council: Approved for City Council Agenda Corby D. Alexander, City Manager Date From:Dolby, Michael To:Wolny, Shelley Subject:FW: Payment to the Economic Alliance Port region Date:Wednesday, July 11, 2012 1:50:41 PM fyi From: Leach, Traci Sent: Wednesday, May 16, 2012 9:01 AM To: Dolby, Michael Subject: Payment to the Economic Alliance Port region Michael: At the May 14, Council meeting, the Council unanimously approved the Settlement Agreement with the Economic Alliance Port Regionfor the termination of the existing lease. Pursuant to this agreement, the City will pay the Alliance $65,000 in final and full consideration for all claims and credits that were due under the existing lease agreement. Please use this email as your documentation for the payment to the in the amount of $65,000 from the General Fund. Traci E. Leach Assistant City Manager, City of La Porte 281-470-5012 office 281-813-6094 mobile leacht@laportetx.gov "Positioning La Porte for success by embracing our heritage, community values, and future opportunities, while enhancing the quality of life for our citizens" The court is requesting a ďƵĚŐĞƚĂŵĞŶĚŵĞŶƚƚŽƚƌĂŶƐĨĞƌ $50,000 from the Reserve Technology Fund to the Operating Technology Fund, account number 03260645124081. Backup is attached. We are moving forward with our hosted imaging system and electronic process for downloading DOT tickets. These are projects that will be started before the next Fiscal Year. BREAKDOWN: Imaging: $56,305. Audio 9,000. (To become a court of record) DOT Ticket Download 3,000. (Electronic ticket download) Monthly Fees 8,754. (SETCIC, Incite fees, etc.) TOTAL: 77,059. Existing Balance 20,404. (Currently available in Operating fund) Refund from Tyler 6,655. (Refund check from Tyler Tech.) BALANCE: 50,000. Please let me know if you have questions. Thank you. From:Bedford, Michelle To:Wolny, Shelley Cc:Adcox, Kenith Subject:Child Safety Fund Budget for Amendment in July 12.xlsx Date:Tuesday, May 15, 2012 11:47:28 AM Attachments:Child Safety Fund Budget for Amendment in July 12.xlsx Attached is the budget for the Child Safety Fund that will require a budget amendment in July. Thank you, Michelle Bedford Office Coordinator 281-842-3190 bedfordm@laportetx.gov From:Collins, Gay To:Wolny, Shelley Subject:FW: Northside Housing - GEN611 Date:Wednesday, July 11, 2012 11:49:35 AM From: Lee, Peggy Sent: Thursday, June 07, 2012 4:02 PM To: Dolby, Michael; Rinehart, Phyllis; Collins, Gay Cc: Tietjens, Tim Subject: Northside Housing - GEN611 th On June 11, Council will consider allocating funds for the City’s match portion of the PY 2012 HOME grant. We are asking for $59,640, plus $9,108 in contingency for a total of $68,748 for Project GEN611. GEN611 currently has a negative balance of $23,150 due to expenditures related to our application. Additionally, we would like to earmark the balance of GEN859-Northside Neighborhood Project, which is $23,958.52, for expenditures related to the current project. Pleaseletmeknowifyouhaveanyquestions. Peggy Lee, Office Coordinator City of La Porte Planning Department 604 W. Fairmont Parkway, La Porte, TX 77571 Phone: 281-470-5057, Fax: 281-470-5005 leep@laportetx.gov From:Harrison, Mary Ann To:Wolny, Shelley Subject:RE: Budget Amendment Form Date:Monday, July 09, 2012 11:27:02 AM Shelley, I’m not sure this is what I need. There havebeen several building repair expenses we have endured over the past several weeks. I think we need to amend our current budgetabout $1500. Thanks, Mary Ann Harrison Sr. Deputy Court Clerk LaPorte Municipal Court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rom:Osborne, Stacey To:Wolny, Shelley Subject:parking lot on 3rd street Date:Friday, June 22, 2012 1:30:20 PM Shelley, rd The EDC is going to purchase the parking lot on 3 street. The total amount is $23,900. It was approved by the EDC on 5/15, and by Council on 6/11. I presume we will need to do some budget transferring—can you advise me on how to proceed? I’m getting the necessary paperwork from Kathy and I will do a check req for the amount due, but I’m not sure what account to take it out of, and if I need to do a transfer of some kind within the 038-6030 fund. Let me know if you have any questions… Thanks, Stacey Stacey F. Osborne Economic Development Coordinator City of La Porte (281) 470-5017 office REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:July 23, 2012 Source of Funds: N/A Requested By:Traci Leach Account Number: N/A Department: CMO Amount Budgeted:N/A Report: Resolution: Ordinance: Amount Requested: N/A Exhibits: Amendment 2 to ILA Budgeted Item:YESNO SUMMARY & RECOMMENDATION Action Required by Council: Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested:July 23, 2012 Source of Funds: N/A Requested By:Katherine Anderson/Jeff Suggs Account Number: N/A Department: Human Resources/OEM Amount Budgeted:N/A Report: Resolution: Ordinance: X Amount Requested: N/A Exhibits: 2012 Emergency Pay Policy with Revisions Budgeted Item:YESNO 2012 Emergency Pay Policy(clean) 2009 Emergency Pay Policy(current) Title 29 CFR, Section 541.604 Ordinance/Employee Policies Handbook SUMMARY & RECOMMENDATION Staff recently conducted a comprehensive review of the City’s Emergency Pay Policy. The last update of this policy was approved by Council on March 23, 2009,as adopted through Ordinance No. 3129. This item was previously presented to Council on June 11, 2012. The item was postponed to provide the new Human Resources Manager the opportunity to review the policy. The policy has been reviewed and revised by the Human Resources Manager andis now being presented to Council for approval. The purpose of the recent review was to provide clarification on certainaspects of the policy and modify areas that were not consistent with the policy as a whole. The proposed changes provide for greater documentation of work performed and require additional review and approval prior to payment. Changes were also made to the sectionsthataddress compensation during each emergency period of the policy. In particular,the pay for exempt employees has been revised for clearer compliance with the Department of Labor, Wage and Hour Division, Title 29 CFR, Section 541.604, which has been provided to Council as an Exhibit. The proposed changes are outlined in the attached Exhibits. This policy is included in the City of La Porte Employee Policies Handbook and therefore an ordinance must be approved to adopt the revisions. Staff recommends Council approve the ordinanceto accept the proposed changes to the Emergency Pay Policy. Action Required by Council: Consider approval or other action of an ordinance adopting the revisedCity of La Porte Employee Policies Handbook to incorporate the updated Emergency Pay Policy. Approved for City Council Agenda Corby D. Alexander, City Manager Date 8.17 EMERGENCY PAY POLICY Scope Declaration of Emergency Notification of State of Emergency/Disaster: Emergency Periods Pre-Impact Period Emergency Period Post Impact/Recovery Period Recovery Period Emergency Administrative Leave/General Provisions Employee Responsibilities Employee Safety Employee Status January May 1st Emergency Essential e.g. Emergency Non-Essential Post-Impact/Recovery Assigned Emergency Duty Assignment Compensation for Hours Worked During a Declared State of Emergency or Disaster Non-Exempt Personnel: Emergency Exempt Personnel: Summary of Emergency Pay Provisions Recovery Pre-Impact Period Emergency Period Post-Impact Period Period Period Description Period Begins: Period Ends: Non-Exempt:Non-Exempt:Non-Exempt: Non-Exempt: Exempt: How do you pay for each Exempt:Exempt:Exempt: period? Exempt: How do you pay if on pre- approved leave? 8.17 EMERGENCY PAY POLICY Scope Notification of Emergency/Disaster: Emergency Periods Pre-Impact Period Emergency Period Post Impact Recovery Period Emergency Administrative Leave/General Provisions Employee Responsibilities Employee Safety Employee Status May 1st Emergency Essential Emergency Non-Essential Emergency Duty Assignment Compensation for Hours Worked During a Declared Emergency or Disaster Non-Exempt Personnel: Exempt Personnel: Summary of Emergency Pay Provisions Pre-Impact Period Emergency Period Post-Impact Period Recovery Period Period Description Period Begins: Period Ends: Non-Exempt:Non-Exempt:Non-Exempt: Non-Exempt: Exempt: How do you pay for each Exempt:Exempt:Exempt: period? Exempt: How do you pay if on pre- approved leave? 8.17 Emergency Pay Policy Mayor Scope Declaration of Emergency Notification of State of Emergency Emergency Periods Pre-Impact Period Emergency Period This period Post Impact/Recovery Period Emergency Administrative Leave/General Provisions Employee Responsibilities Employees Safety Employee Status st January 1 Emergency Non-Essential Emergency Essential e.g. Post-Impact/Recovery Assigned Emergency Duty Assignment Compensation for Hours Worked During a Declared State of Emergency Post Impact/Recovery Pre-Impact Period Emergency Period Period Summary of Emergency Pay Provisions Starts – Starts – Starts End Ends Ends For Persons Designated as Essential: Non Exempt - Non Exempt Non Exempt Exempt ExemptExempt For Persons Not Designated as Essential: Non Exempt - Non Exempt Non Exempt ExemptExemptExempt Department of Labor Wage and Hour Division e.g., REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:July 23, 2012 Source of Funds:N/A Requested By:Michael Dolby, CPA,Director of Finance Account Number:N/A Department:Finance Amount Budgeted:N/A Report: Resolution: Ordinance: Amount Requested:N/A Exhibits: Budget Calendar Budgeted Item:YESNO Exhibits: Exhibits: SUMMARY & RECOMMENDATION Action Required by Council: Approved for City Council Agenda Corby D. Alexander, City Manager Date BUDGET CALENDAR FY 2012-2013 DAY DATE ACTIVITY 15 days 30 days* 10 days IF NEEDED IF NEEDED IF NOT ADOPETED WITH BUDGET REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: July 23, 2012 Appropriation Requested By: Stephen L. Barr Source of Funds: Fund 001 Department: Parks & Recreation Acct Number: 015-9892-622-1100 Report:X Resolution: Ordinance: Amount Budgeted: $1,030,000 Attachments: Bid Tabulation - #12024 Requested: Attachments: Bid List - #12024 Budgeted Item(s): YES XNO Attachments: _____________________________________________________________________________________________ SUMMARY & RECOMMENDATION th Bids were opened on Monday July 9for the Lomax Park Improvement Project.Although the bid package was sent to twenty-ninecontractors and plan rooms, only threecontractors submitted bids. Unfortunately, the bids were significantly higher than anticipated by staff and the architect’s estimate(see attached Bid Tabulation).The low base bid for the Pavilion and Storage Building was $1,095,237, which is higher than thetotal budget, including the replacement of the Arena Roof.As seen over the last several bid openings, prices are running higher for construction work than was anticipated, due mostly to inflationary pressure for materials, transportation and other variables that affect construction pricing. Because of the disparity between expected and realized costs, staff is recommending one of two approaches: 1.Defer the arena roof replacement to the Phase II Lomax Park improvement package.The arena roof was repaired last year and is expected to continue to be viable for the next 4 years. Staff expects to be able to value engineer the Pavilion and Storage Building and save enough money to possibly paint the structural steel at the Arena to improve its appearance until the roof can be replaced in a future Phase II capital improvement project, without increasing the funding that iscurrently have budgeted. 2.Move forward with the award of the base bid for Arena Roof replacement and alternates, by adding monies to the budget from available funds. This option will still require a second phase for the park improvement because there is still work to be done which includes landscaping, announcer’s stand, bleachers, etc.to complete the project. 3.Defer the Pavilion construction to the Phase II Lomax Park improvement package. This would allow the Arena roof work to be completed in Phase I, would include the restroom, the concession building, the meeting room and the storage room. The only featurethat would be deferred would be the open air pavilion. By moving the Pavilion construction to Phase II, the needs of the community for everyday events, meetings, and some special eventswould still be met. Staff believes that with value engineering and the largedeferred cost, this option can be accomplished within or close to the existing budget that is available. This option will require more study to verify the estimated cost savings.There would be some additional engineering required to make this happen asthere is currently no internal roof on the restrooms. Shade structures could be added to the outside for seating and eating and possibly temporary walkways could be installed to ease access to the arena from the restroom/concession area. Staff is recommendingeitherthe first optionor the third option, as those appear to be the best options for meetingthe facility and programming needs forthe Lomax community while staying within theexisting budgeted funds. Staff has met with the Architect and has developed some cost savings on the major project components through value engineeringfor Option 1 above.Areas of the project where cost savings can be achieved are: Changing the pavilion roofline from bungalow style to gable style is expected to save +/- $100,000 Removing insulationandthe concrete floor from the StorageBuildingand replacing with perimeter beam and limestone baseis expected to save +/- $18,000 Reducing the stainless tables and shelving in the concession area by onehalf, is expected to still meet the Association needs and save +/- $5,000 Allow CPVC plumbing pipe and fittings, and cast iron drain pipe in lieu of copper pipe is expected to save +/- $6,000 Combining the proposed Meeting Room and the proposed Office into a single combination Meeting Room/Office is expected to save +/- $25,000 Removing the proposed new lighting for the Arena (included in this component for economies of scale) is expected to save +/- $68,000 Total expected savings should reduce a re-bid of the project by approximately $222,000, which would bring thebase bid down to $873,237, assuming other components of the bid are identical. This reduction would not appreciably affect the operation of the new facilities and would still meet the needs of the Association and the Lomax community. Option 1 above also provides a reasonablecontingency, allows forneeded utility site work and possible inclusion of some of the alternates, and for the cosmetic painting of the Arena, as mentioned above. Courtesy quotes for the Arena prep and painting is $17,250. Based on additional input received, staff is currently working with the architect to evaluate cost savings related to Option 3. Action Required by Council: Provide direction on proceeding with the Lomax Park Improvement Project. Approved for City Council Agenda ___________________________________________________________ Corby D. Alexander, CityManager Date BIDDER’SLIST SEALEDBID#12024–LOMAXPARKIMPROVEMENTS BrookstoneConstructionJCStonewallConstructors 3715DacomaSt13011MulaLn Houston,TX77092Stafford,TX77477 Attn:KimberlyDerryorAndrewAttn:AlanPCalawayorJeridT.Colwell Richardson JordanGeneralContractors C.F.Jordan,L.P. 15115FM1488 9801Westheimer,Suite320 Magnolia,TX77354 Houston,TX77042 Attn:TrentTacker Attn:JayNelson MillenniumProjectSolutions,Inc.HUB ComexCorporation 14026FM2100,SuiteC 9841SpencerHwy. Crosby,TX77532 LaPorte,TX77571 Attn:LukeMorgan Attn:DavidWalker OatesIndustries CoxCommercialConstructionLLC 2900EastXSt 1300RollingbrookDr#500 LaPorte,TX77571 Baytown,TX77521 Attn:DannyEarp DerkHarmsen PatakConstruction,Inc. 2820CenterSt 1927Hwy.146 Deerpark,TX77536 Kemah,Texas77565 Attn:SteveWiggington Attn:TimPatak FollisConstruction SpawGlassConstruction,Inc. 111NBroadway 13800WestRoad LaPorte,TX77571 Houston,TX77041 Attn:MarkFollis Attn:LindseyBoraurd GammaConstruction SummitBuildersConstruction 2808Joanel 15825TomballParkway#5 Houston,TX77027 Houston,TX77068 Attn:PamHaynesorKeithWilliams Attn:J.Brinich;BaileyKern (Pres) TealConstructionCompany GeneralContractorServices,Inc.HUB 1335BrittmooreRd 8400LaPorteRd. Houston,TX77043 Houston,TX77012 Attn:AmberTimmermeyerorJohnMurray Attn:PamelaTelschick (President) Hale-MillsConstruction 3700BuffaloSpeedway,Suite1100 Houston,TX77098-3708 Attn:SeanM.Butler TurnerConstructionCo. 4263DacomaSt Houston,TX77093 Attn:MichaelGrindelorJoeGlowacki BidOcean P.O.Box40445 GrandJunction,CO81504 Attn:EricJohnson CDCNews 4201WPalmerLn#A200 Austin,TX78727 Attn:LindaHighland HoustonAGCPlanroom 3825DacomaSt Houston,TX77092 Attn:AshleyZupp VirtualBuildersExchange 3910KirbyDr.,Suite131 Houston,Texas77098 Attn:SarrahHearnorJoshMeyer AddedfromAdvertisement–PlanPickup, Pre-BidConference,etc. TexCorConstruction,Inc. P.O.Box2682 LeagueCity,TX77573 Contact:MarkYoung AmtekPlanRoom 4001Sherwood Houston,TX77092 Contact:ToddKimball DTConstruction 1023N.HoustonAve. Humble,TX77338 GrantSexton 10802Elizabeth LaPorte,TX77571 FrostConstruction Contact:SteveFrost AztecConstruction Mr.Mohammed PlanPickupInPerson TriPointConstruction Contact:JamesHealy REQUEST FOR CITY COUNCIL AGENDA ITEM Budget Agenda Date Requested: July 23, 2012 Source of Funds:n/a Requested By:Katherine Anderson (Chapter 172) Account Number:n/a Department: Human Resources Amount Budgeted:n/a Report: x Resolution: Ordinance: Amount Requested: o Exhibits:Power Point Presentation Budgeted Item:YES x NO Exhibits: Exhibits SUMMARY & RECOMMENDATION Action Required by Council: Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested: July 23, 2012 :N.A. Source of Funds Julian Garza Requested By: Account Number: N.A. Department: Planning Amount Budgeted: N.A. Report: _X__Resolution: _ _Ordinance: ___ Amount Requested: _N.A. Exhibit Budgeted Item: YES NO SUMMARY _____________________________________________________________________________________________ Action Required by Council: _____________________________________________________________________________________________ Approved for City Council Agenda ___________________________________________________________ Corby Alexander, City Manager Date Bay Area Houston CVB Scope of Services for Member Cities, 2011-12 ADVERTISING I. BAHCVB will structure an advertising program through print, internet, radio, A. and/or TV media outlets that results in 10 million gross impressions. BAHCVB will structure an advertising program targeting business/meeting sector B. utilizing the media outlets listed above, as well as trade publications and listings, which will result in 250,000 gross impressions. BAHCVB will offer its members at least 36 discounted cooperative placement C. opportunities in select media. Expected return from total advertising program D. 7,200 identified room nights (direct or indirect), broken out by city and 1. reported quarterly to each city 70,000 consumer information requests 2. 7,500 referrals to industry partners 3. WEBSITE II. BAHCVB will maintain an internet presence with an on-linebooking engine that A. includes all member hotels that wish to participate. In addition, BAHCVB will maintain updated listings of all appropriate restaurant/retail/entertainment establishments and events, as provided to us by members. Member cities will also receive a page on the website dedicated to their city, in which they have the option to provide contact info, website address, photo, logo, and marketing copy. Expected return B. 100,000 visitors 1. 2:35 average length of session 2. BAHCVB Scope of Services Page of 14 COLLATERAL III. BAHCVB will develop, print, and distribute 100,000 regional visitors guides, A. including listings for all regional accommodation properties and up to five specific visitor-oriented establishments provided by each member city. BAHCVB will develop, print, and distribute 5,000 meeting planner guides, B. including listings for all regional meeting space facilities as provided by the members. BAHCVB will offer at least 12 advertising opportunities to industry partners in C. BAHCVB collateral. PUBLIC RELATIONS IV. BAHCVB will distribute press releases for events, articles of interest, and A. announcements that are relevant to the visitor destination industry. Press releases will be sent to the appropriate target market, gleaned from a distribution list that will include 300 qualified media outlets located throughout the drive market, the state, and the shoulder regions. Expected return 1. a)24 press releases b)12 media inquiries c)48 stories picked up by the media outlets BAHCVB will distribute calendar listings of events (as provided by members) to B. statewide print and website media outlets. Expected return: 1. a) 144 events serviced BAHCVB will host qualified media representatives on familiarization tours of the C. region. Expected return 1. a)72 media representatives BAHCVB Scope of Services Page of 24 BUSINESS AND MEETING OUTREACH INITIATIVES V. BAHCVB will develop and maintain a database of 300 qualified prospects for A. business and meeting travelers, and sales calls to at least 60 targeted prospects will be made. In addition, BAHCVB will participate in at least 12 tradeshows and/or networking opportunities with targeted meeting and business sectors and host site visits of regional facilities. Expected return 1. a)2,500 room nightsthrough business/meeting/group traveler leads, broken out by city and reported quarterly to each city VISITOR SERVICES VI. BAHCVB will manage a regional visitor center, offering relevant visitor collateral as A. provided by members, as well as collateral from other sources. Expected return 1. a)3,600 meeting and group delegates serviced b)7,200 guests serviced BRAND DEVELOPMENT VII. Member city’s collateral (as provided by member) will be distributed at no cost to A. members to leads generated by advertising and public relations programs. Expected return 1. a)70,000 visitor information requests BAHCVB will schedule at least 6 speaking engagements at local and regional B. associations and/or other appropriate establishments to promote the region as a visitor destination. Each member and major attraction will be prominently highlighted at each engagement. BAHCVB will provide regional representation at exhibitions throughout targeted C. visitor market, offering members the chance to participate when appropriate. Exhibition program will include at least 18 opportunities for industry partner discounted or free participation at trade or consumer exhibits. BAHCVB Scope of Services Page of 34 INDUSTRY REPRESENTATION VIII. BAHCVB will exert reasonable efforts to conduct regular (4/year) visitations with A. hotel management at their properties. BAHCVB will fund membership and actively participate in the Texas Hotel & B. Lodging Association and its programs to ensure advocacy for the travel and hospitality industry within our region and member cities. BAHCVB will represent the region in state and national travel and hospitality, C. travel and meetings trade organizations, including Texas Travel Industry Association, US Travel Association, Texas Association of CVBs, Destination Marketing Association International, Meeting Professionals International, SKAL, Executive Women International, Women in Film and Television-Houston Chapter, and others. REPORTING AND ACCOUNTABILITY IX. BAHCVB will provide a quarterly, comprehensive report to each member city that A. details regional progress toward each topic outlined in the scope of services. All information will be reported on a regional level. Room nights will be calculated according to CVB and industry standards. BAHCVB will review our annual program with the Texas Hotel & Lodging B. Association for expert evaluation that all activities and scope of services are within the legal bounds of Texas hotel occupancy tax revenues usage legislation. BAHCVB Scope of Services Page of 44 Council Agenda Item July23, 2012 9. (c) Receive report ofFiscal Affairs Committee *********************************************************************************** Council Agenda Item July 23, 2012 10.ADMINISTRATIVE REPORTS (a) (b) 11. COUNCIL COMMENTS 12.EXECUTIVE SESSION Texas Government Code, Section 551.072 – Texas Government Code, Section 551.074 – 13. RECONVENE . *********************************************************************************** Council Agenda Item July 23, 2012 14. ADJOURN ***********************************************************************************