CITY COUNCIL MEETING
May 9, 2022
ITEM 4.h
Authorize City Manager to send 30-day notice cancelling the Marketing Services contract with Cogs & Marvel in accordance with contract terms in preparation for restructure of marketing operations.
Additional Materials Received from Consultant after publication of Agenda May 4, 2022
Ms. Xenia Bradford, MPP, JD
City Manager
City of Solvang
1644 Oak Street
Solvang, CA 93463
RE: 30 Day Notice of Termination of contract dated February 16, 2022 Ms. Bradford
It has been a sincere pleasure working with the City of Solvang in various capacities since November of 2019. Since that time, we set out a clear strategy for growing tourism through carefully curated marketing and highly focused events. We set out a clear, written, “Crawl Walk Run” plan during the pandemic; updated our strategy for the changing climate and continued to execute against each item in the strategy while meeting or exceeding each mutually accepted KPI. Despite a pandemic that decimated tourism worldwide and especially hit small towns throughout California, our efforts have helped to generate record breaking TOT revenue and Sales Tax revenue for the City of Solvang.
We have enjoyed a healthy working relationship and opportunity to work together with City Staff and it is clear that the City is now ready to head in a new direction. We fully support the City’s efforts to create a sustainable and local model moving forward.
In the spirit of the long and healthy working relationship we have enjoyed, we want to ensure that we have wrapped up outstanding commitments under our previous contract and help to ensure a seamless transition under the existing contract prior to our departure. In an effort to ensure transparency we have outlined what we believe to be the steps necessary for an orderly transition. This is not meant to be exhaustive and final but meant to serve as an outline for further conversation with you to agree on outstanding deliverables.
For the 2022 H1 Contract executed on February 16, 2022 we propose to terminate at a date convenient to the City based on its operational and financial needs. We are happy to waive our right to a 30 day notice period if that helps the City with its planning. We will adjust all costs and provide accounting up to the date of mutually accepted termination. It is our understanding, based on conversations with you, that we have completed all contractual obligations to date under this agreement. While we continue to perform functions as outlined in this agreement, we strongly recommend that the City outline any transition items it will require from us prior to our termination and we will happily accommodate.
For the 2021 H2 Contract executed on July 12, 2021 we have 2 outstanding deliverables. Based on our conversation with you on May 3, 2022 we understand the following:
● Refresh of the Solvang Visitor Center Interior against the design approved by the DRC. ○ Pause the execution/construction phase
○ Transfer all purchased furniture to the City at a mutually agreed time and place. ○ Provide costs to date based on design and review time as well as hard 3rd party costs and credit memo as necessary.
● Update of the SolvangUSA.com website to include creative elements approved by the DRC
○ Pause the 3rd party programming and forward the detailed quote from the City’s partner to you for review.
○ Provide a cost estimate to date for costs associated with copy updates and non creative structural changes to date and credit memo as necessary.
We are committed to working with you to ensure a smooth transition. We look forward to viewing from the sidelines Solvang’s bright future and reemergence as a tourism destination for a new generation.
With Warm Regards,
Aedamar Drummond
Managing Director
Cogs & Marvel USA, Inc.
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1 Annamarie Porter
From: Greg Millikan < >
Sent: Monday, May 9, 2022 9:36 AM
To: City Clerk
Cc: Rodger Olds
Subject: Item 5 May 9, 2022: 2022-2023 LLMD Budget
Dear Council,
Concerning Item 5, the Solvang Mesa LLMD Budget for 2022‐2023, as a Skytt Mesa parcel owner, I have reviewed the Report included with the Agenda. The annual assessment set at $1,296/parcel, the same as last year, which is good news. I personally have no objections to any of what is proposed in the Report.
Regarding the special lighting project, last week (Tuesday 5/3), I met on site with Rodger Olds, the new Solvang Director of Public Works. Rodger and I walked down Skytt Mesa Drive from Petersen to Hwy 246 to review the new lighting needs. He is now up to full speed on the owners' concerns. He will work with PG&E to locate the new lights appropriately and to use fixtures that will produce the quality and amount of light we need.
After meeting with him, I'm optimistic about our LLMD's future working relationship with Rodger.
I am out of town today(May 9) and unable to attend the meeting. Thank you for taking these comments into account.
Kind regards,
Greg Millikan
, Solvang, CA 93463
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SEE ATTACHED PARADE ROUTE MAP