Attachment 2
Memorandum of Understanding and Request for
Additional Funds for the Los Gatos Chamber of Commerce effectively serve as the
Town’s Information Center and to maintain the level of service we currently provide.
Date: May 15 , 2018
To: Town of Los Gatos Staff and Council Members
Submitted by: Catherine Somers, Executive Director,
Los Gatos Chamber of Commerce
I would like to thank the Town Council and the T own staff for considering the renewal of the
Information Center’s contract with you. Attachment A outlines the Scope of Services that
we will continue to perform during this next fiscal year. It is our pleasure to perform these
duties for the Town of Los Gatos and we do our best at making visitors feel welcome here.
We also very much enjoy our role as facilitator of the Leadership Los Gatos Program. The
Los Gatos Chamber of Commerce Board values this program a great deal and is very
pleased with the way it has evolved over the past few years. This year, in particular, the
collab oration between the Town staff and the Chamber of Commerce was remarkable.
Together, we are truly developing leaders for the future.
Please note - the request for an additional $5,000 for the 2018 -1019 fiscal year reflects a
slight increase in rent, a higher minimum wage, social media expense s , higher printing
costs, subscriptions to Survey Monkey and higher postage costs . In order to maintain our
level of service, we need these extra funds.
Additionally, I am request ing more funding to help with our Community Vitality efforts which ,
as you can appreciate, benefit the whole town. See Attachment B. Community Vitality
Subsidy .
As a Chamber of Commerce , we are first and foremost responsible to our members ; those
people who pay dues . However, the Los Gatos Chamber of Commerce is more than that as
you have all witnessed in th is past year. We serve the whole town in a myriad of ways : we
act as a c atalyst for economic growth, a c onvener of leaders and influencers and a
c hampion for busin ess and community vitality. As Los Gatos does not have a Visitor’s
Bureau, a Downtown Business Association or an EDC, the Los Gatos Chamber fill s in when
and where needed.
This past year, our responsibilities expanded and costs have risen. While many Town’s set
aside a portion of the ir revenues from the TOT for destination marketing and community
vitality , we do not . I believe the Council should allocate some money for community vitality
to ensure we attract out -of -town visitors and keep our commercia l districts at their finest. The
Council should also make a financial commitment to reinvest dollars into the beautification
and vitality of all our commercial districts .
Outlined in Attachment B are a few of the items needing additional funding . Perhaps the
most important one at the moment, is the Summer Block Parties . I am hoping the Council
review the list and decide to support the Chamber . We have done a cost analysis on these
items so the dollar figure beside each one is fairly ac curate. The Chamber has grown in the
past two years and has garnered more community support than it has had in a long time.
With our work ethic and commitment, you can be assured that if given the money for these
projects, we would complete the task at hand to the best of our ability. Quarterly reviews
would be welcomed as would audits of expenditures.
Thanks so much .
LOS GATOS INFORMATION CENTER @ $40 ,000
The following services and information will be coordinated and provided by the Chamber of
Commerce as a pa rt of the operations of the Los Gatos Information Center:
Offer Los Gatos Information Center services f r o m the Chamber of Commerce offices 40
hours a week, 52 weeks a year except for scheduled holiday closures.
Respond to Los Gatos visitor and resident inquiries regarding shopping, dining, lodging,
events, relocation, general comme rce, and other related visitor information topics.
Coordinate design, and distribute various Los Gatos marketing materials :
Maps – local, regional and state
Downtown Guides
Other Wayfinding Collateral for wedding inquiries, reunions, corporate meetings,
etc.
* Inclusive of all applicable businesses, not exclusive to the Chamber of
Commerce membership.
Help a ssemble and Distribute Los Gatos relocation packets and make available to all
who inquire .
Post Town and Community -sponsored events in Chamber marketing materials
including e -blasts and newsletters and on all social media outlets related to the
Chamber of Commerce.
Maintain a dedicated “Experience Los Gatos” webpage within the Chamber’s website in
which visitors to the Town’s we bsite will be redirected and be able to access information
relating to all merchant s , hotel s , restaurant s, things to do in the area and parking
directories .
Allow Town sponsored business -related meetings to be conducted at the Chamber
offices during mutually agreed upon times and days .
Continue work on various Shop Local campaigns which benefit the entire business
community.
Provide bi -annual invoices and reports to the Town staff and Council in December and
May . Reports shall account for services rendered under this agreement.
Invoice the Town for payment of services .
LEADERSHIP LOS GATOS , NOT TO EXCEED $15,000
Through this contract, the Chamber agrees to fully coordinate and facilitate the Town’s
Leadership Los Gatos Program . This program is intended to educate Los Gatos residents
and those working in the Los Gatos business community on Town and Community
operations . The goal is to connect participants with the various volunteer and non -profit
opportunities in town. The Town will have a staff liaison available to assist the Chamber
with T ow n facility reservations and other tasks as needed.
The Leadership Los Gatos Program shall run from September through June with meeti ng
sessions one time per month. The Chamber m ust provide invoice s to the Town for the
following:
Coordination Fee : The Town will pay the Chamber of Commerce $10,000 to coordinate
the L eadership L os G atos program. $5,000 following the first session , $5,000 after the
final sessi on is held.
Tuition : The Town will provide payment of $400 for each participating Town of Los Gatos
employee; maximum tuition fee paid by Town will not exceed $2,000.
Expenses : Tuition fees paid by participants shall be used to offset program expenses. At
year -end, the Tow n will reimburse the Chamber up to $3,000 for expenses exceeding
total tuition revenues. Payment will be based upon submittal of a year -end expense
report, with supporting receipts and documentation identifying program costs .
The Leadership Los Gatos Pr ogram shall include the following :
An eight month program, running from October through May with meeting sessions one
time per month, and a graduation ceremony scheduled within one month of the
conclusion of the program.
Sessions hall be held on the seco nd Friday of each month , October through May , unless
otherwise agreed upon by the Chamber Executive Director and Town Manager, or
his/her designe e s .
Sessions may not be cancelled, postponed or rescheduled without written agreement
between the Town Manager and Executive Director at the Chamber, or his/her
designees.
The Chamber will:
Prepare, distribute, market the program, and direct applications to the Town staf f
designee.
Collaborate with the Town on the selection process of applicants. The Town
manager shall review and provide approval of the accepted applicant list prior to
acceptance letters being issued.
Schedule monthly speakers, presenters, facilities, and transport ation when needed.
Prepare, copy and distribute program materials.
Provide morning continental breakfast, snacks and lunch at each session.
Maintain attendance and group project completion records.
Any sessions that are facilitated by Town staff, or those requesting Mayor/Council
member participation must be scheduled at least 2 months in advance through the
Manager’s Office.
Whenever possible, any food or supplies used for the program should be sourced
from Los Gatos based businesses.
Provide a mid -prog ram report in December and final program end report in June,
containing session topic, speakers, food vendors, attendance and project completion
records and budget tracking.
Facilitate the Graduation certificates and gifts, key note speaker for Graduation
Luncheon.
To successfully complete the Leadership Los Gatos program, participants must:
Attend the first session in October
Attend and actively participate in a minimum of seven Leadership sessions
Attend one Town council Meeting
Attend one Planning Co mmission meeting
Participate in one police ride along with a Los Gatos -Monte Sereno Police Officer
Session topics and speakers shall be arranged prior to the start of the applicant
recruitment process in August , and will be agreed upon by the C hamber Executive
Director and Town Manager, and or his/her designees. Sessions will include content
that introduces and educates participants on subjects such as: Role of Town
Government in the community; Town infrastructure; land use and economic vitality;
lead ership development skills ; public he alt h and safety; volunteer opportunities in the
Los Gatos community; and, similar subject areas that foster effective civic engagement ,
public participation and community outreach.
Community Vitality Subsidy
For the Los Gatos Chamber of Commerce
2018 -2019 Fiscal Year
Additional Funding for the Summer Block Parties
Promote 3 Summer Block Parties happening in Los Gatos via Facebook and
Instagram (needed more than ever, now that we are losing our local paper)
Extra funding needed for supplies , sound, music, street performers and all
else.
$7,500
Los Gatos Yule Love It – Trim the Town for the Hol idays Dec. 2018
Work would include decoratin g the Downtown and other commercial
distric t s for t he holidays. May include wreaths , ligh ts and other decoration
ap proved by Town staff and PPW.
$10,000
Street Pole Banners – Town Beautification
Partnership with Town, Community Foundation and Beautification
Committee . Chamber will design and purchase a series of colorful banners
for North Santa Cruz, Main Street, Los Gatos Boulevard and Winchester to
enhance the character of the Town. In kind hanging servic es will be
helpful.
$5000 for 1 set
Destination Marketing to promote Los Gatos as a regional destination.
May include:
Print Media – Metro & Mercury News $2,000
Video Production $3,000
Attendance at Concierge & Tourism Trade Fair $500
Ads in Regional Publications
Such as Explore Silicon Valley & Santa Cruz Coast , which are displayed
year -round in over 12,000 guest rooms at the majority of key hotels in San
Jose, Santa Clara, Campbell, Sunnyvale, Los Gatos and Saratoga as well as
the Santa Cruz coast. Reaches 1.75 million people.
$7,000
Fam Trip Promotions – 2 per year
F MATripAstandsAforA“familiarization”Atrip.ATheAtoursAare organized
by travel providers with the purpose of educating about your town &
ser vices, and promoting them.
$5 ,000