15 Desk ItemMEETING DATE: 08/05/13
ITEM NO: I j
DESK ITEM
DATE: AUGUST 5, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: ANNUAL RENEWAL OF AGREEMENT FOR SERVICES WITH THE LOS
GATOS CHAMBER OF COMMERCE TO MANAGE THE TOWN'S
INFORMATION CENTER AND COORDINATE THE LEADERSHIP LOS
GATOS PROGRAM
(Continued from June 17, 2013)
REMARKS:
Staff received additional questions from the Town Council regarding this item. The questions and
responses are as follows:
Q: What do the Chamber dollars actually "buy" in the way of staffing, rent, printing, etc. for the
Town Information Center? -
A: Staff will defer to the Chamber staff who will be present at the Council meeting to respond to
this question. The Chamber could also provide information about its options if the Chamber did
not receive this funding from the Town.
Q: Could the funds for the Town Information Center or Leadership Los Gatos be reallocated to
provide some or all of these services internally?
A: Town Information Center — The Town began providing funds to the Chamber of Commerce in
2001 to operate a Town Information Center. The services provided by the Center were viewed as
supplementary and complementary to Town services. Prior to that time, the Chamber did not
have a dedicated location for visitors, residents, and potential residents to obtain information.
With the funding provided by the Town, the Chamber was able to open a location in the
Downtown where people could get information. This service is commonly provided by
Chambers in many cities.
PREPARED BY: PAMELA JACOBS
ASSISTANT TOWN MANAGER
Reviewed by: Assistant Town Manager Town Attorney Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ANNUAL RENEWAL OF AGREEMENT FOR SERVICES WITH THE LOS
GATOS CHAMBER OF COMMERCE TO MANAGE THE TOWN'S
INFORMATION CENTER AND COORDINATE THE LEADERSHIP LOS
GATOS PROGRAM
AUGUST 5, 2013
If the Town were to provide more visitor and resident information services of the type provided
by the Chamber, this service would most likely be located in the Town Manager's Office during
existing business hours only, and would likely require additional funding for staffing and
materials. Staff believes that provision of these services at the Civic Center would not likely be
as convenient or cost-effective as the services historically provided by the Chamber.
Leadership Los Gatos — If the Town were to provide this services internally, existing staff would
need to absorb the recruitment, program coordination and logistics responsibilities, as it would not
be feasible to hire staff using the $10,000 coordination fee paid to the Chamber. If existing staff
assumed these responsibilities, it is likely that other assigned duties would be delayed or reduced.
Should the Council not approve the contract with the Chamber of Commerce, then staff would
return to Council at a later time with recommended budget or staff changes to accommodate some
of the work previously done by the Chamber.