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HomeMy WebLinkAboutMINUTES Advertising and Public Relations Committee 1973-12-12RECORD OF PROCEEDINGS Advertising and Public Relations Committee December 12, 1973 Committee: Chairman Wagner; Trustees Prosser and Dannels Attending: Chairman Wagner; Trustee Dannels Also Attending: Town Administrator Dale G. Hill, Martin Jelsema, Chairman of the Chamber of Commerce Advertising Committee, and Mrs. Barbara Murphy, President of the Chamber of Commerce. Absent: Trustee Prosser ADVERTISING AGREEMENT 1974: Mrs. Murphy and Mr. Jelsema explained the Chamber of Commerce Advertising plans for the coming year. The effect of the gasoline shortage on the Estes Park economy and a related advertising program was discussed at length. Both the Town and Chamber of Commerce Committees feel a more viable advertising program that can be directed to a potential market on short notice would be most desirable. The attached 1974 Advertising Agreement between the Town of Estes Park and the Estes Park Chamber of Commerce is received to the Board of Trustees for approval. There being no further business, the meeting adjourned. Dale G. Hill„ Town Administrator APPPOq JAN 14 1974 TOWN OF ESi ES Pr:,,( BOARD 01 TRUSTEES AGREEMENT THIS AGREEMENT, made and entered into this day of , by and between the TOWN OF ESTES PARK, '2OLORADO, a Colorado municipal corporation, party of the first 'art, hereafter referred to as the Town, and THE ESTES PARK AREA CHAMBER OF COMMERCE, a Colorado corporation, hereafter referred to as the Chamber, WITNESSETH: WHEREAS,the parties have mutual interests in advertising and promoting the Town of Estes Park, and WHEREAS, the Town is willing to furnish advertising and promotion funds and WHEREAS, the Chamber is willing to furnish its services and facilities for the placing of advertising and the promotion of the Town of Estes Park NOW, THEREFORE, in consideration of the premise and the covenants and agreements herein contained, it is agreed: 1. That the Town shall pay to the Chamber the sum of $20.000.00 for the calendar year of 1974, to be expended solely for advertising and promoting the Town of Estes Park as hereinafter provided, which sum shall be paid to the Chamber in the following installments: $5,000.00 on the 15th day of January, March and May and $1,666,67 on the 15th day of July, September and November, 2. The Chamber shall spend the sum of $20,000,00 funded by the Town for the following purposes: A, The Chamber shall use only the following media for advertising and promoting the Town of Estes Park, Colorado: newspapers, magazines, brochures, radio, television, signboards, posters, and other similar facilities; provided, however, that all expenditures except those for purchased advertising shall be limited to publicity releases, posters, trade journals, badges, name tages, brochures, pamphlets or promotion Page 2 of "tours" and "package" plans. Production costs of advertising are an allowable cost. B. In the event funds are spent for the purpose of pro- moting the Town of Estes Park as a location for new industry and business the total amount spent for this purpose may not exceed $2,000.00. The Chamber shall use only those media as listed in "A" above. The exceptions listed in "A" above shall also apply to this section. Up to twelve (12) percent of the above amount may be spent by the Chamber for postage and secretarial costs incurred in replying to inquiries generated through advertising, for new business and industry for the Town of Estes Park. This advertising shall be aimed at attracting non -retail types of business to the town. C. In the event funds are spent for the purpose of promoting the Town of Estes Park to Convention groups the total amount spent for this purpose shall be at least $4,000.00. The Chamber shall use only those media as listed in "A" above. The exceptions listed in "A" above shall also apply to this section. Fifteen (15) cents per mile for driving incurred specifically in pursuit of convention or .group business may be used from this portion of the adver- tising income provided that the maximum amount that may be spent for mileage shall be less than twenty-five (25) percent of the above amount. 3. The Chamber may not expend any portion of the above amount to contract with any advertising agency without first receiving the approval of. the Advertising Committee of the Town of Estes Park Chamber. The Town shall not be made a party to any contract between the Chamber and any advertising agency nor incur any liability thereunder. 4.. The Chamber, in accordance with the provisions hereof, shall handle the Town's promotional advertising. A11 of the . aRe 3 advertising and promotion of the Town of Estes Park done by the Chamber hereunder shall be subject to the approval of the Town. 5. The Chamber shall report to the Town's Advertising Com ittee,.in writing, quarterly, beginning March 31, 1974. The reports shall advise such committee of the sums expended to date hereunder. The Chamber shil submit future plans for advertising with the above mentioned financial report. 6. The Chamber shall expend, during the contract year of 1974, at least one-half of all sums collected by it from the sale cf advertising in any of its brochures. This expenditure shall be in addition to the sum paid by the Town as herein provided. 7. This agreement shall not be asianed without the written consent of the Town of Estes Park. 8. In the event the Chamber finds itself financially unable to administer the advertising program provided for in this agreement it shall so notify the Town in writing and at such time shall relinquish all ris*hts to receiving any additional advertising funds from the Town. No further funds shall be paid hereunder unless this agreement is amended by the parties to provide for changes herein. 9. The Chamber may, with the approval of the Town, transfer all or any portion of the summer or winter advertising allotments to the convention promotion program. 10. All covenants and agreements herein contained shall be binding upon the successors and assigns of the respective parties hereto. IN '1ITNESS WHEREOF, the parties have set their hands the day and year first above written. Town of Estes Park- Mayor .Attest : Town Clerk Chamber c,f Commerce- Presic'.ent Attest : Chamber Manager