Item 22 Staff Report Adopt Resolution Authorizing the Town Manager to Execute an Agreement Amendment with the Los Gatos Chamber of Commerce for FY 97/98 ServicesCOUNCIL AGENDA REPORT
DATE: April 14, 1998
TO: MAYOR AND TOCOUNCIL
FROM: TOWN MANAGE
SUBJECT:
MEETING DATE: 4/20/98
ITEM NO.
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN
AGREEMENT AMENDMENT WITH THE LOS GATOS CHAMBER OF COMMERCE FOR
FY 97/98 SERVICES
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to execute an Agreement Amendment with the Los Gatos Chamber of
Commerce for FY 97/98 services.
BACKGROUND:
By Council approval on 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 required, in part, that the Chamber design and produce
three distinct brochures: a General Community Brochure, a Dining and Shopping Guide, and a Lodging/Conference
Facilities Guide. This approach has been reconsidered. It is now proposed that the Chamber design and produce one
General Community Brochure, plus two inserts: Dining (and Shopping) Guide, Lodging/Conference Facilities Guide.
DISCUSSION:
The brochure, described in the attached Agreement Amendment, will include color photos and generic copy highlighting
Los Gatos accommodations, attractions, entertainment, fine dining, historic sights, sightseeing, visitor services,
recreational opportunities, etc. It will be designed so as not to require frequent revision. In contrast, the Guides will be
designed as insects so that occasional revision can occur without great expense. In addition, the Amendment provides
that the Chamber donate design, lay -out and pre -press work for a Cultural Arts Guide currently being developed by the
Town of Los Gatos Arts Commission (printing and distribution scheduled for FY 98/99). The Chamber's donation will
allow the Guide to be designed as a companion piece to the General Community Brochure.
The proposed amendment increases the copies available for distribution from 3,000 to 9,500 at no additional cost to the
Town.
Products
Quantity
Current Proposed
General Community Brochure
Insert: Dining & Shopping Guide
Insert: Lodging/Conference Facilities Guide
Total
1,000 7,500
1,000 1,000
1.000 1.000
3,000 9,500
PREPARED BY:
Regina A. Fal
munity Ser !e`' P irector
Reviewed by: C, Z.-Attorney ' finance
Revised: 4/14/98 3:56 pm
Reformatted: 10/23/95
n:\csd\barbaralbrochl .csc
PAGE 2
MAYOR AND
SUBJECT:
April 14, 1998
TOWN COUNCIL
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN
AGREEMENT AMENDMENT WITH THE LOS GATOS CHAMBER OF COMMERCE FOR FY
97/98 SERVICES
ENVIRONMENTAL ASSESSMENTS:
This project is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The Agreement Amendment shifts costs for the additional 6,500 brochures, but does not change the overall amount to
be paid for these materials. This Amendment does not result in other fiscal changes, (see following):
Account
PROJECT $8040 (CHAMBER OF COMMERCE) BUDGET
Establish following project budget (8040-72077-CHAMBER-601XX)
Description
Adopted
Proposed
Revised
60100
Office Hours
$12,000.00
$0.00
$12,000.00
60101
General Community Brochure
$1,500.00
$1,500.00
$3,000.00
60102
Insert: Dining & Shopping Guide
$1,500.00
($750.00)
$750.00
60103
Insert: Lodging/Conference Facilities Guide
$15,000.00
($750.00)
$750.00
60104
Maps
$3,500.00
$0.00
$3,500.00
Total Project #8040
$20,000.00
$0.00
$20,000.00
Attachments:
1. Draft Resolution
2. Letter from Sheri Lewis
Distribution: Town of Los Gatos Chamber of Commerce: Sheri Lewis and Kent Cooper
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 1997/98 SERVICES
THE TOWN COUNCIL OF THE TOWN OF LOS GATOS 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 1997/98.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 20th day of April, 1998, by the following vote:
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:\Resos\cs0420.00
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11[ii
FIRST 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 1997-98
This first AMENDMENT TO AGREEMENT is entered into this day of
, 1998, and is effective as of the 1st day of July, 1997, 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; and,
WHEREAS, the Town Council has approved an allocation of funds for Fiscal Year
1997-98 to CONTRACTOR;
AGREEMENT:
IT IS THEREFORE AGREED by the parties that Exhibit B (Scope of Services) of
the Agreement be amended as follows:
1. Replace Section 2 , categories A, B and C, through page two, paragraph 2, up
to sentence 3, with the following:
A. General Community Brochure - This brochure is to be a generic glossy
brochure, 11" X 17" fold over with two folds, finished size of 8 1/2" x 3 3/4" with
twelve 8 1/2" X 3 3/4" panels of photography, copy and map. The outside three
panels to contain a full bleed photo on the outside with a key attraction phrase, a
short directory of contents and a welcome paragraph. Three panels to contain a map
of Los Gatos including two inset maps (one preferably the map being developed by
the Town Signage program to be posted at entry points to the downtown and a second
to be a Bay Area map with freeways showing town location). Six panels to be
devoted to a minimum of twelve color photos with generic copy regarding:
Accommodations, Attractions, Entertainment, Fine Dining, Historic Sights,
Sightseeing, Visitor Services, Recreational Opportunities, etc. (this is a change from
the 9 1/2" x 11" two sided brochure as mentioned in the contract). This brochure will
and not require frequent revision.
B. Dining (and Shopping) Guide - This Guide to be a generic glossy insert, 8" x
3.5" glossy card stock, designed to go with the General Community Brochure. Due
to frequent changes in this category, the Guide will have a short shelf life and need
updating every six months.
C. Lodging/Conference Facilities Guide - This Guide to be a generic glossy insert
similar to the Dining (and Shopping) Guide, requested only by people planning to
attend conferences and/or stay overnight.
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 possible inclusion for printing for next fiscal year.
2. Replace the first three sentences with the following wording:
The Chamber will consult with the Town on the progress of the brochure and
inserts prior to and during development. The Town will have final "check-
off" approval of all materials prior to the final printing and will authorize
$4,500 for payment upon final check -off. The Town will pay one-half of the
$3,000 for the normal 50% printer deposit for the brochure and, prior to June
30, 1998, must receive an invoice for the balance of the $4,500 for the
completed brochure and inserts.
3. Replace Section 2 of outlined box on page two of Exhibit B - Scope of
Services with the following:
2. Brochure and Inserts
A. General Community Brochure
B. Inserts
i. Dining & Shopping Guide
ii. Lodging/Conference/Recreation
iii. Cultural Arts Guide (design &
layout, only)
7,500 copies
1,000 copies
1,000 copies
$3,000
$ 750
$ 750
4. The terms and conditions of the original Agreement 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, 1997.
APPROVED AS TO FORM: TOWN OF LOS GATOS:
Orry P. Korb, Esq.
Town Attorney
David W. Knapp
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
CSD 19:A:\Contractkhamber.com
3
MAR 2 % ;jag
Attachment 2
Dave Knapp
Town Council of Los Gatos
Dear Town Council Members:
The Town of Los Gatos Chamber of Commerce Brochure Committeehas
made a study of producing a town brochure for the Town of Los Gatos.
The Towns request regarding brochure production is listed in Exhibit B-
Scope of Services of the Chamber Agreement dated August 6, 1997.
The study included but was not limited to:
1. Talking with other towns and studying their brochures
2. Determining the types of requests the Chamber currently gets and
what materials are used in response to each type of request
3. Studying what is currently in use and being distributed including the
Community Hospital sponsored Chamber folder and materials, fact
sheets including Town of Los Gatos Information, the Los Gatos
Historic Walking Tour, the map sponsored by the Community
Foundation
4. Looking at who currently distributes town information and what
other potential distributors of town information exist
5. Talking with the Los Gatos Arts Commission regarding the
information they would like to see in a brochure
6. Looking at what is due to be published through the San Jose -Los
Gatos Chamber connection: The Los Gatos Guide of twelve pages will
be included close to the front of the San Jose Chamber of Commerce
Directory and there will be an overprint of 1500 for use by the Los
Gatos Chamber at no cost to Los Gatos
This information was presented to Dave Knapp at a meeting on March 5th.
along with the Brochure Committee's recommendations.
The Committee recommends the following to the town:
1. That the General Community Brochure (as listed in the contract) be a
generic glossy brochure, 11 x 17 fold over with two folds, finished
size of 8 1/2 x 3 3/4 with twelve 8 1/2 x 3 3/4 panels of
photography, copy and map; The outside three panels with a full
bleed photo on the outside containing a key attraction phrase, a short
directory of contents and a welcome paragraph. Three panels to
contain a map of Los Gatos including two inset maps (one preferably
the map being developed by the Town Signage program to be posted
at entry points to the downtown and a second to be a Bay Area map
with freeways showing town location). Six panels to be devoted to a
minimum of twelve color photos with generic copy regarding:
Accommodations, Attractions, Entertainment, Fine Dining, Historic
Sights, Sightseeing, Visitor Services, Recreational Opportunities, etc.
(This is a change from the 8 1/2 x 11-two sided brochure as
mentioned in the contract). This brochure will have a long shelf life
not needing frequent revision.
2. That a Dining (and Shopping) Guide be a generic glossy insert,
8" x 3.5" glossy card stock, designed to go with the General
Community Brochure. Due to frequent changes in this category, this
has a short shelf life and would need updating every six months.
3. That Lodging/Conference Facilities Guide be a generic glossy insert
similar to the Dining (and Shopping) Guide as this would be
requested only by people planning to attend conferences and/or stay
overnight.
4. That a Los Gatos Arts Guide (or Cultural Arts Guide) companion piece
be planned for under the direction of the Los Gatos Arts Commission
with donation of design, layout and pre -press work provided by the
Chamber for possible inclusion for printing funding for next fiscal
year.
Additional information is that major in -kind contribution of services has
been guaranteed by members of the Chamber including:
1. Toll House contributing the time of their corporate marketing
director for design & layout.
2. 1-800-ProColor, Inc. contributing the time for electronic color and
pre -press work as well as preparing request for bids.
3. Bill Horn of Bill Horn Photography contributing the photography.
The combined total of in -kind services is more than $4500.00.
It is the desire of the Chamber and the Brochure Committee that the
monies contracted for the brochure(s) shall be reserved for printing
a high quality, cost-effective way of presenting the town. This is the
basis for the above recommendations for the production of the
brochure.
It is also the commitment of the Chamber and the Brochure Committee that
the brochure be a reflection of the Community Values as stated in
the draft Town of Los Gatos Strategic Plan for July 1, 1998 - June 30,
2003 dated April 21, 1998.
For these reasons we suggest that the committee recommendations as
listed above in #1, 2, 3 and 4 be adopted as an amendment to Section 2 of
Exhibit B of the Chamber Agreement dated August 6, 1997 up to p. 2,
paragraph 2 sentence 3. We suggest sentence 3 read: "The Chamber will
consult with the Town on the progress of the brochure and inserts prior to
and during development. The Chamber will submit an invoice prior to
June 30 with printing quote(s) when the brochure and inserts are ready
for production and the Town will have final "check off' approval prior to
final printing. $4500. will be authorized for payment with final check -off.
One-half to be paid for the normal 50% printing deposit. The balance to
be paid with completion of the job.
The balance of the wording on p. 2, paragraph 2 to stand as is.
A change would be required in the outlined box of p. 2 to read:
2. Brochures
A. General Community Brochure 7500 copies $3,000 est.
B. Dining (& Shopping) Guide 1000 copies 750. est.
C. Lodging/Conference Facilities Guide 1000 copies 750. est.
D. Cultural Arts Guide, design & layout No funding for printing in
this budget
We request your approval for these changes.
Sincerely,
Sheri Lewis Linda Asbury
Chair, The Brochure Committee
Town of Los Gatos Chamber of Commerce
cc:
Executive Director
INTERNAL TRACKING
DEPTMENT:
AGENDA ITEM:
NJA/n741
-161q-p39
RESO/ORD NUMBER:
DAB
fa
LIST IN BOOK
ON DISC OR SHARE. FORM SENT TO DEPT.
PUBLISH IF REQUIRED - Date of Publication
ORDINANCES ONLY
WHEN SIGNATURE AND /s/ COPY (1 EACH) returned,
LIST ON SIGNATURE TRACKING & SEND TO MAYOR
MAIL TO DISTRIBUTION LIST
NO.of COPIES:
PROOF OF MAILING PREPARED
SIGN BY CLERK/SEAL
ENTER INTO ECM ORDINANCE/RESOLUTION FILE
FILE IN VAULT
CODIFICATION IF ORDINANCE !
clk: d 16: \oUur\ordres2
Or r'ICE OF THE TOWN CLERK
ORDINANCES & RESOLUTIONS
ORIGINATING DEPT:
COUNCIL AGENDA DATE:
COUNCIL AGENDA ITEM:
SUBJECT:
Number:
Date of Adopt:
Oz-rY\-/T-Nr) • Z2A-17":‘
41 . IF
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Cha.ml�r (9-Q a ni nl Q--'( e--
RESOLUTION
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PUBLICATION REOUIRED:
COUNCIL ACTION:
AYES:
NAYS:
ABSENT:
ABSTAIN:
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: D7: RESO-ORD
RESOLUTION 1998 - 46
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 1997/98 SERVICES
THE TOWN COUNCIL OF THE TOWN OF LOS GATOS 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 1997/98.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 20th day of April, 1998, by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor Linda Lubeck
NAYES:
ABSENT:
ABSTAIN:
ATTEST:
None
None
None
SIGNED: /s/ Linda Lubeck
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
csd08:A:1Resos\cs0420.00
RESOLUTION 1998 - 46
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 1997/98 SERVICES
THE TOWN COUNCIL OF THE TOWN OF LOS GATOS 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 1997/98.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 20th day of April, 1998, by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor Linda Lubeck
NAYES:
ABSENT:
ABSTAIN:
ATTEST:
None
None
None
SIGNED: /s/ Linda Lubeck
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
cs d 0 R: A:1R esos\cs0 42 0. 0 0
Town Council Minutes April 20, 1998
Redevelopment Agency Los Gatos, California
PASSENGER VAN PURCHASE/RESOLUTION 1998-43 (19.28)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-43
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE AGREEMENT FOR THE PURCHASE OF ONE 1998 15
PASSENGER VAN THROUGH THE STATE OF CALIFORNIA DEPARTMENT OF
GENERAL SERVICES. Carried unanimously.
COMMUNICATIONS EQUIPMENT/POLICE DEPARTMENT/RESOLUTION 1998-44 (20.09)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-44
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE AGREEMENT WITH MOTOROLA FOR THE PURCHASE OF
COMMUNICATION EQUIPMENT. Carried unanimously.
PARKING CITATIONS/ENFORCEMENT TECHNOLOGIES/RESOLUTION 1998-45 (21.09)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-45
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE A THREE YEAR AGREEMENT AND FUTURE ANNUAL
EXTENSION FOR UP TO TWO YEARS WITH ENFORCEMENT TECHNOLOGIES TO
PROCESS PARKING CITATIONS. Carried unanimously.
LOS GATOS CHAMBER OF COMMERCE FOR 1997-98 SERVICES/RESOLUTION 1998-46 (22.20)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-46
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 1997/98 SERVICES. Carried unanimously.
HEARINGS
TOWN OF LOS GATOS STRATEGIC PLAN 1998-2003/HEARING (23.10)
Mayor Lubeck announced that this was the time and place so noted for public hearing to consider the
Town of Los Gatos Strategic Plan for July 1, 1998 to June 30, 2003.
There was no one from the audience to speak to this subject.
Mr. Blanton noted for the record that the statement on page 8, to build a new public library when
funding materializes, could cause some conflict when competition for funding occurs between
building a new parking structure, funding road improvements and constructing a library. He believes
that Council should prioritize these projects, and note the difference in the strategic plan so readers
do not make false assumptions concerning the items addressed in the plan.
Motion by Mr. Hutchins, seconded by Mrs. Benjamin, to close the public hearing. Carried
unanimously.
TC: D 10: MM042098
6