Item 11 Staff Report Adopt Resolution Authorizing the Town Manager to Execute an Agreement Amendment with the Los Gatos Chamber of Commerce for FY 98/99 ServicesDATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 10/19/98
ITEM NO.
COUNCIL AGENDA REPORT
October 12, 1998
MAYOR AND TOWN COUNCIL ,,\ftd
TOWN MANAGER
//
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN
AGREEMENT AMENDMENT WITH THE LOS GATOS CHAMBER OF COMMERCE FOR
FY 98/99 SERVICES
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to execute an Agreement Amendment with the Los Gatos Chamber of
Commerce for FY 98/99 services.
BACKGROUND:
By Council approval August 18, 1997, the Town entered into an agreement with the Los Gatos Chamber of Commerce
to provide community services during FY 97/98. The agreement was amended in April 1998. The Chamber was granted
up to $20,000 to staff an Office 30 hours per week, distribute maps, and design and produce one general community
brochure, plus two inserts (dining and shopping guide, and a lodging/conference facilities guide).
The brochure was completed last fiscal year. It includes color photos and generic copy highlighting Los Gatos
accommodations, attractions, entertainment, fine dining, historic sights, sightseeing, visitor services, recreational
opportunities, etc. It was designed to remain current. In contrast, the Guides were designed as inserts so that periodic
revision could occur without great expense.
DISCUSSION:
As part of the Town's FY 1998/99 Operating Budget, Council approved funds for office hours, maps, and the Cultural
Arts Guide. The Chamber proposes that the $4,500 for the Guide be allocated to a general "brochures" account to allow
flexibility necessary to print the Guide and inserts as needed.
ENVIRONMENTAL ASSESSMENTS:
This project is not a project defined under CEQA, and no further action is required.
PREPARED BY: Regina A. Falk
D ctor
Reviewed by: k F' Atto i Revised: 10/12/98 2:39 pm
Reformatted: 10/23/9 csd46a:\cnclrpts\Igchamber.rpt
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: CHAMBER OF COMMERCE
October 12, 1998
FISCAL IMPACT:
Funds are budgeted in 8040-72077 at $20,000:
Account
Establish following project budget (8040-72077-CHAMB99-601XX)
Description
Revised
60100
Office Hours
$12,000.00
60104
Maps
$3,500.00
60103
Brochures
$4,500.00
Total Project
$20,000.00
Attachments: 1 Draft Resolution (with Exhibit A)
Distribution: Sheri Lewis and Kent Cooper, Town of Los Gatos Chamber of Commerce, c/o Pro Color,
59 B. North Santa Cruz Avenue, Los Gatos, CA 95030
Attachment 1
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS AUTHORIZING
THE TOWN MANAGER TO EXECUTE AN AGREEMENT AMENDMENT WITH THE
LOS GATOS CHAMBER OF COMMERCE FOR FISCAL YEAR 1998/99 SERVICES
WHEREAS, TOWN and CONTRACTOR executed an Agreement for Community
Services dated September 23, 1997, approved by Council August 18, 1997; and,
WHEREAS, TOWN and CONTRACTOR executed an Amendment to Agreement for
Community Services approved by Council April 20, 1998; and,
WHEREAS, the Town Council has approved an allocation of funds for Fiscal Year
1998-99 to CONTRACTOR;
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVES AS FOLLOWS:
That the Town Manager is authorized to execute the Agreement Amendment (Exhibit
A) with the Los Gatos Chamber of Commerce, an affiliate of the San Jose Metropolitan Chamber
of Commerce, for FY 1998/99.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 19th day of October, 1998, by the following vote:
csd08:A:\Resos\cs 101998.r01
COUNCIL MEMBERS:
AYES:
NAYES:
ABSENT:
ABSTAIN:
SIGNED:
ATTEST:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
csd08: A:1Resos\cs 101998. r01
OFFICE OF THE f(+W N i.t�;-21{
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RESO
AMENDMENT TO AGREEMENT FOR COMMUNITY SERVICES
BY AND BETWEEN THE TOWN OF LOS GATOS
AND THE TOWN OF LOS GATOS CHAMBER OF COMMERCE
FISCAL YEAR 1998-99
This AMENDMENT TO AGREEMENT is entered into this day of
, 1998, and is effective as of the 1st day of July, 1998, by and between TOWN OF LOS
GATOS, a municipal corporation ("TOWN") and THE TOWN OF LOS GATOS CHAMBER OF
COMMERCE ("CONTRACTOR").
WHEREAS, TOWN and CONTRACTOR executed an Agreement for Community
Services dated September 23, 1997, approved by Council August 18, 1997; and,
WHEREAS, TOWN and CONTRACTOR executed an Amendment to Agreement
for Community Services approved by Council April 20, 1998; and,
WHEREAS, the Town Council has approved an allocation of funds for Fiscal Year
1998-99 to CONTRACTOR;
AGREEMENT:
IT IS THEREFORE AGREED by the parties as follows:
1. Term of the contract be extended from July 1, 1998, to June 30, 1999.
2. Replace existing Exhibit B with revised Exhibit B, attached and incorporated
herein.
3. The terms and conditions of the original Agreement and the subsequent
amendment as described in the Recitals, except as herein expressly amended,
shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment to the Agreement for
Community Services on the date written above, effective July 1, 1998.
APPROVED AS TO FORM: TOWN OF LOS GATOS:
Orry P. Korb, Esq. David W. Knapp
Town Attorney Town Manager
ATTEST: LOS GATOS CHAMBER
OF COMMERCE
Marian V. Cosgrove Kent Cooper
Town Clerk Chairman of the Board
APPROVED AS TO CONTENT:
Regina A. Falkner
Community Services Director
C SD 19: A: \Contract\chamber2. com
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EXHIBIT B - SCOPE OF SERVICES
The Chamber will provide the following services at an office open to the public in Los Gatos:
1. Answer requests for general information about the Town of Los Gatos and the community in
such areas as services available, who to contact for services, community events, recreational
opportunities, retail shopping and dining opportunities, lodging and conference facilities,
local schools, maps and directions to and within Los Gatos, and other general information
questions. The Chamber shall provide this information without regard to an individual's or
business' status as a Chamber member or non-member.
The Town will compensate the Chamber at the rate of eight (8) dollars for each hour that the
office is open, up to 30 hours each week. The maximum annual amount that the Town will
compensate the Chamber for this service is $12,000 per year. The Town shall reimburse the
Chamber on a quarterly basis after receiving a report from the Chamber indicating the num-
ber of hours of service provided during the prior quarter. The Cumber will provide the
Town information on the number and type of informational request handled by the Cham-
ber. The reimbursement will occur within 30 worldng days after receiving an invoice from
the Chamber. The first quarter shall begin on October, 1997.
2. Develop, produce, and distribute the different informational brochures about Los Gatos, as
listed in their individual quantities below. Each brochure shall be on glossy "brochure qual-
ity" .paper which is at least 8.5 inches by 11 inches with information on both sides. Each
brochure shall be designed in the same style and quality as the "Town of Los Gatos, Gem of
the Foothills" general coziuxiunity brochure, Los Gatos Meeting Venues and Accommoda-
tions" guide, and "Dining in Los Gatos" guide, all produced for the Town by the Town of Los
Gatos Chamber of Commerce in FY 1997-1998.
The categories for these brochures shall be:
A. General Community Brochure - This brochure will have a long shelf life and will not require
frequent revision, but will need reprinting when supplies run out.
B. Dining in Los Gatos Guide - Due to frequent changes in this category, the Guide will have a
short shelf life and need updating and reprinting every six months.
C. Los Gatos Meeting Venues and Accommodations Although this guide requires less frequent
changes than the Dining Guide, it may need updating and will need reprinting when sup-
plies run out.
D. Cultural Arts Guide - This companion piece to be planned by the Town of Los Gatos Arts
Commission with donation of design, Layout and pre -press work provided by the Chamber
for printing this fiscal year.
E. Additional Town Brochures - In its capacity as the official information source for the Town of
Los Gatos, the Chamber assumes responsibility for working with the Town to develop, de-
sign, and produce additional informational brochures about the Town. This could include
donation of design, layout, and prepress work being provided by a Chamber Merztber through
the Chamber in order to maximize the money for brochures allocated in this contract for
printing.
i
3. The Chamber will consult with the Town on the progress of brochures prior to and during
development The Town will have final "check -off' approval of all materials prior to the
final printing and will authorize payment upon final check -off. The Town will pay the nor-
mal 50% deposit for the brochure(s) and, prior to June 30 of the current fiscal year, must
receive an invoice for the balance. The Chamber will consult with the Town on each new
brochure category prior to development, and the Town will have final "check off' approval
prior to production. Each brochure shall acknowledge that funding, at least in part, was
provided by the Town of Los Gatos, It is anticipated that the Chamber may provide supple-
mental funding to finance each brochure either from general Chamber revenues or from pri-
vate contributions. Private contributors providing cash or "in kind" services equal to or
exceeding the Town's contribution for the brochure may receive an acknowledgment in the
same manner as the Town on the brochure. The Chamber may place the logo of the Los
Gatos Chamber of Commerce on the brochures.
4. The Town acknowledges that it is the intent of the Chamber to provide a consistent, high -
quality image for the Town via these and other informational and promotional avenues. It is
consistent with this intent and the informational accountabilities as stated in Item 1 of this
contract to have the brochures appear on the Chamber's website: www.losgatosweb.com
The Chamber volunteers to exchange links with the Towns website, so that visitor's to
either website will have easy access to both.
5. Acquire 1,166 street maps of Los Gatos and distribute the maps upon request by the public.
The Town will provide $3,500 to the Chamber for this service.
Description
Number*
Maximum
Payment"
1. Office Hours ($8/hr)
1,500 hours
$12,000
2. Brochures and Inserts
$4,500
3. Maps
1,166 maps
$3,500
* Annual goals and payments unless otherwise indicated.
2
6. Payments to Contractor:
a. GENERAL. TOWN agrees to pay CONTRACTOR for the performance of the
services, work and duties, subject to and performed in connection with the
Agreement a sum of money not to exceed the amount set forth in the Agreement.
These payments are made on a monthly or quarterly basis. The statement or
statements requesting payment shall be in a form approved by the Town, and the
CONTRACTOR shall specify the services performed by the CONTRACTOR
during the month or quarter for which payment is sought.
b. TOWN REVIEW. It shall be the policy of the Town to pay promptly (net 30
days) all bills which become due and payable by the Town. Payment to the
CONTRACTOR shall be made 30 days after receipt by TOWN of the monthly or
quarterly invoices. The CONTRACTOR'S invoice must be mailed to the Town of
Los Gatos, Accounts Payable at P.O. Box 949, Los Gatos, California 95031, and
must include the Town's purchase order number. The TOWN will determine
whether payment can be made under the Agreement and may rely upon the
certification by CONTRACTOR that items appearing on the statement and its
supporting data are eligible items under the PROGRAM. However, no such
determination shall constitute a waiver by the TOWN of its right to recover from
CONTRACTOR any monies paid on items that were not eligible to payment
under the PROGRAM and the Agreement.
3
ACTION
AGENDA ITEM:
DESCRIPTION:
INTERNAL TRACKING
COMPLETE AND INITIAL EACH STET
(97)/ip/9)
RESO/ORD NUMBER: /99' D
DATE
LIST IN BOOK
ON DISC? MARIAN'S FORM SENT TO DEPT.
PUBLISH IF REQUIRED -
SUMMARY Y/N
DATE of Publication.
WHEN SIGNATURE AND /s/ COPY (1 EACH) returned,
LIST ON SIGNATURE TRACKING & SEND TO MAYOR
/?j 6)
SEND COPIES TO DEPT. DISTRIBUTION LIST
Dist. Report Date: NO.of COPIES:
f 1 l y `7/
PROOF OF MAILING SENT:
SIGN BY CLERK/SEAL
ENTER INTO ECM ORDINANCE/RESOLUTION FILE
PUT OUR /s/ COPY IN OUR FILE.
POSTED
FILE IN VAULT
SEND FOR CODIFICATION IF ORDINANCE !
clkcams\ordres2
RESOLUTION 1998 - 166
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS AUTHORIZING
THE TOWN MANAGER TO EXECUTE AN AGREEMENT AMENDMENT WITH THE
LOS GATOS CHAMBER OF COMMERCE FOR FISCAL YEAR 1998/99 SERVICES
WHEREAS, TOWN and CONTRACTOR executed an Agreement for Community
Services dated September 23, 1997, approved by Council August 18, 1997; and,
WHEREAS, TOWN and CONTRACTOR executed an Amendment to Agreement for
Community Services approved by Council April 20, 1998; and,
WHEREAS, the Town Council has approved an allocation of funds for Fiscal Year
1998-99 to CONTRACTOR;
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVES AS FOLLOWS:
That the Town Manager is authorized to execute the Agreement Amendment (Exhibit
A) with the Los Gatos Chamber of Commerce, an affiliate of the San Jose Metropolitan Chamber
of Commerce, for FY 1998/99.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 19th day of October, 1998, by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor Linda Lubeck.
NAYS:
ABSENT:
ABSTAIN:
None
None
None
SIGNED:
/s/ Linda Lubeck
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
OFF . OF THE TOWN CLERK
ORDINANCES & RESOLUTIONS
ORIGINATING DEPT:
COUNCIL AGENDA DATE:
COUNCIL AGENDA ITEM:
SUBJECT:
Number:
Date of Adopt:
j/� �C ry-, . fir.
V &A. Bvvc.
10. !or.
RESOLUTION%,,
lat90/6
/Q 161. 5?
PUBLICATION REOUIRED;
COUNCIL ACTION:
AYES:
NAYS:
ABSENT:
ABSTAIN:
11
COUNCIL MEMBERS NAMES:
Number:
Date of Intro:
Date of Adopt:
ZONE CHANGE:
Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor(or Chairman) LINDA LUBECK
ORDINANCE
ORDINANCES and RESOLUTIONS MUST BE RETURNED TO TOWN CLERK
BY WEDNESDAY AT 12 NOON.
ORDINANCES MUST BE READY FOR IMMEDIATE PUBLICATION
TC:07:RESO-ORD
Town Council Minutes October 19, 1998
Redevelopment Agency Los Gatos, California
MINUTES OF OCTOBER 5, 1998 (05B.V)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, that Council approve the Minutes of
October 5, 1998 as corrected on page 7: 1) Mr. Hutchins' statement, "If the item was to return
to the General Plan Committee for consideration he questioned if the larger issues would be
addressed and not just the word definitions." 2) Mr. Hutchins' vote on the second motion, "Mr.
Hutchins voted no because it seemed too site specific to agree to." Carried unanimously.
CLAIM REJECTION/JENNIFER RODRIGUEZ (06.01)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, to reject claim of Jennifer Rodriguez for
alleged false arrest occurring on March 10, 1998, filed with the Town Clerk on September 10,
1998. Carried unanimously.
BUS STOP AT 208 EAST MAIN (07.40)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, to accept report requesting a bus stop at
208 East Main. Carried unanimously.
DEPARTMENT OF PARKS AND PUBLIC WORKS/POSITION CLASSIFICATIONS (09.10)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, that Council authorize reclassification of
Engineering Technician to Junior Civil Engineer funded with salary and benefit savings; and
authorize transfer of Junior Civil Engineer, salary ($51,700) and benefits ($18,100), from 5040
(Inspection) to 5030 (Engineering); and authorize increase in Engineering budget for purchases
of two (2) computers (5030-77000) in the amount of $9,500 funded from benefit savings (5030-
52000). Carried unanimously.
LOS GATOS CREEK TRAIL RENOVATION/PROJECT 9926/RESOLUTION 1998-165 (10.35)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, that Council adopt Resolution 1998-165
entitled, RESOLUTION OF THE TOWN OF LOS GATOS APPROVING PLANS AND
SPECIFICATION FOR PROJECT 9926 - LOS GATOS CREEK TRAIL RENOVATION AND
AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH RE -NEW
SEALERS INC. IN THE AMOUNT OF $33,979. Carried unanimously.
LOS GATOS CHAMBER OF COMMERCE/1998-99 SERVICES/RESOLUTION 1998-166 (11.19)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, that Council adopt Resolution 1998-166
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE AN AGREEMENT AMENDMENT WITH THE LOS GATOS
CHAMBER OF COMMERCE FOR FISCAL YEAR 1998/99 SERVICES. Carried unanimously.
COMMERCIAL MIXED PAPER/RECYCLING PROGRAM/RESOLUTION 1998-167 (12.14)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, that Council adopt Resolution 1998-167
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE THE AGREEMENT WITH GREEN VALLEY DISPOSAL
COMPANY FOR A SIX MONTH COMMERCIAL RECYCLING PILOT PROGRAM. Carried
unanimously.
EDELEN PARKING DISTRICT/COMMERCIAL PROPERTIES/RESOLUTION 1998-168 (13.39)
Motion by Mrs. Benjamin, seconded by Mr. Attaway, that Council adopt Resolution 1998-168
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AMENDING RESOLUTION 1992-
128 PROHIBITING PARKING EXCEPT BY PERMIT ON EDELEN AVENUE, MILES
AVENUE. MULLEN AVENUE, BENTLEY AVENUE. UNIVERSITY AVENUE. Carried
unanimously.
TC:D10:MM101998
2