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Attachment 2 EXHIBIT A Page 1 of 4 SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2018/19 I. LOS GATOS VISITOR INFORMATION CENTER: $40,000 The following services and information will be coordinated and provided by the Chamber of Commerce (Chamber) as a part of the operations of the Los Gatos Information Center: • Offer Los Gatos Information Center services from 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 commerce, and other related visitor information topics. • Coordinate and distribute various Los Gatos marketing materials such as maps, guides, and wayfinding collateral that is open to and inclusive of all applicable businesses, and not exclusive to Chamber of Commerce membership. • Assist with the assembly and distribution of Los Gatos relocation packets in coordination with the Town. • Promote Town events in Chamber marketing materials including email notifications and newsletters. • Maintain a dedicated “Experience Los Gatos” webpage within the Chamber’s website in which visitors to the Town’s website will be redirected and be able to access information relating to Los Gatos merchants, restaurants, lodging, entertainment, and parking guides, inclusive of both Chamber and non-Chamber member businesses. • Allow Town meetings with the business community to be conducted at the Chamber offices during mutually agreed upon times and days. • Provide bi-annual reports in December and May that account for services rendered under this agreement. • Invoice the Town for payment of services. II. LEADERSHIP LOS GATOS: NOT TO EXCEED $5,000 The Chamber agrees to assist with the coordination and facilitation of the Town’s Leadership Los Gatos Program. This eight-month program shall meet once a month and is intended to educate and engage Los Gatos residents and members of the Los Gatos business community on Town and community operations, with the goal of engaging participants to volunteer, lead, and participate in a variety of community organizations. A minimum of twenty (20) qualified participants shall be enrolled by the first session for the program to be conducted, unless mutually agreed upon by the Town Manager and Chamber of Commerce Executive Director. Sessions are scheduled one time each month, October through May, and may not be cancelled, postponed, or rescheduled without written agreement between the Town and Chamber. EXHIBIT A Page 2 of 4 SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2018/19 The Chamber will: • Promote the Leadership program and distribute marketing materials using the branded marketing materials provided by the Town. • Assist applicants as needed during the application process. • Collect tuition in the amount of $400 each from participants. • Schedule non-Town affiliated presenters, facilities, and transportation. • Coordinate the logistics of the graduation lunch. • Copy and distribute any requested printed program materials. • Provide coffee and light breakfast, mid-morning snacks, and lunch at each session. (Whenever possible, any food or supplies used for the program should be sourced from Los Gatos based businesses). • Provide the Town with an updated revenue and expense report within one week of each Leadership session that includes all expenses and revenues to date, including program supplies. • A final budget report shall be provided to the Town within thirty (30) days of the final Leadership session, along with an invoice for any expenses that exceed the tuition collected up to an additional $2,000. • In coordination with the Town, provide support with logistics and presentation materials, and support to participants and speakers. • Be a visible presence and have an active role at all Leadership sessions and the graduation in coordination with the Town. The Town will: • Provide program management including session content and program oversight. • Develop the online application and provide the Chamber with a link for applicants. • Design and prepare all branded marketing materials and documents necessary for the program, and provide materials to the Chamber for their marketing efforts. • Schedule, create, and coordinate paid marketing efforts in the Community Newspaper. • Provide marketing support to the Chamber by posting application/program information on the Town website and social media accounts. • Review applications, verify eligibility, and select Leadership candidates. EXHIBIT A Page 3 of 4 SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2018/19 • Issue letter of acceptance in collaboration with Chamber Executive Director. • Reserve all Town facilities and coordinate with Town Council Members, Town staff, and Town affiliated Committees, Commissions, and groups for presentations when applicable. • Prepare and electronically distribute agendas to the class for each session. • Maintain attendance, class requirements, and session surveys. • Prepare graduation certificates and program logistics including speaking points for graduation presenters. • In coordination with the Chamber, attend each Leadership session and provide support with logistics and presentation materials, and support to participants and speakers. Compensation and Expenses for Leadership Los Gatos: Compensation: The Town will compensate the Chamber of Commerce $3,000 for the successful execution of this Scope of Services related to the Leadership Los Gatos program. The Chamber may invoice the Town in two installments: $1,500 each in September and May. Tuition: The Chamber will collect the tuition from each participant at the rate of $400 per participant. All tuition fees collected remain with the Chamber to cover program expenses. The starting program budget will be calculated based on the tuition rate of $400 times the number of leadership participants. If the Chamber chooses to offer scholarships to any participants, this must be paid for by the Chamber and not absorbed within the Leadership program budget. The Town will provide a payment of $400 for each Town staff participating in the program separate from this agreement. Session Guest Speakers: Guest speakers will invoice the Town directly and the Town will remit payment directly to guest speakers. For those speakers coordinated by the Chamber, a mutually agreed upon rate must be established no less than one month prior to the scheduled session. Expenses: The Chamber will use the tuition fees collected to cover the program expenses in which the Chamber is responsible for including food, beverages, non-Town facility rentals, non-Town transportation, graduation luncheon and ceremony expenses, and other incidentals such as paper, printing costs, flowers, linens, etc. Should the expenditures of the Chamber exceed the program budget provided through tuition, the Town will reimburse the Chamber up to $3,000 at year-end, following the submittal of the final program budget and supporting documentation (receipts) of expenditures. III. GENERAL SUBSIDY FOR THE CHAMBER OF COMMERCE: $5,000 In recognition of the support the Chamber of Commerce provides the businesses and shopping districts in the Town of Los Gatos, the Town will provide a subsidy of $5,000 to the Chamber to support the programs provided by the Chamber. The Chamber may invoice the Town for $5,000 after July 1, 2018 EXHIBIT A Page 4 of 4 SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2018/19 and must provide a brief summary of how the funds were used no later than May of 2019. This summary may be included in the bi-annual report required under Section I of this Scope of Services. Exhibit B Memo To: Town of Los Gatos & Town Manager From: Catherine Somers Executive Director, LGCC Brayton Gosling President, Board of Directors Subject: Year End Report (for completed services from 2018-19 – see exhibit A) $40K for Town Information Center $5K subsidy for Town wide marketing $3K for staff to help with facilitation of the 2018/19 Los Gatos Leadership Program Date: May 31, 2019 The Los Gatos Chamber of Commerce is an independent contractor that is paid a fee for service by the Town of Los Gatos. This memo details the ways in which the Chamber is fulfilling the scope of services outlined in the Town Contract for the following: Los Gatos Information Center and Leadership Los Gatos. Purpose of the Chamber of Commerce Mission: The Los Gatos will serve the community first and foremost by being a catalyst for business growth and success; acting as a convener of community leaders and influencers to get things done; and serving as a champion for a thriving business community. Vision: The Los Gatos Chamber of Commerce will be a strong, unified voice of the spirited Los Gatos business community… recognized as a catalyst for business growth and advocacy. Being a champion for the town of Los Gatos, the Chamber will work to preserve the cherished quality of life and integrity in our town … and will be admired for its skill in listening to the concerns of all segments of the community and acting as a convener of all for dialogue and for problem solving. Los Gatos Information Center @ $40K The Town of Los Gatos’ Information Center is open all year, Monday – Friday, 9 a.m. – 5 p.m. except for scheduled holidays. Often, we will open for part of the day on a Saturday or Sunday, particularly on Holiday or Special Event weekends. We respond to all Los Gatos visitor and resident inquiries regarding shopping, dining, lodging, events, relocation, general commerce, and other related visitor information topics. We distribute Los Gatos promotional materials and replenish the brochures as needed all the while working with the town to fulfill any relocation requests. Some say we act as a local concierge service trying to fulfill the needs and entertain our town guests. This year, the Chamber added a few items to our list of responsibilities including but not limited to a social media destination marketing campaign and an attempt to form a Business Improvement District for the Downtown core. We also led a few beautification initiatives that are now coming to fruition. Plenty of others are on our to do list. The Chamber also covers the rent of the Town Information Center space which is approximately 500 sq. ft. including our meeting room. We pay for staff help as it relates to visitor services and we maintain the only public restroom in town. Town Marketing efforts include:  Los Gatos Dining and Places to Stay Guides (produced and maintained by the LGCC)  Los Gatos Real Estate Listings and Offices  Los Gatos Self-Guided Walking Tours – Discover Lost Los Gatos (funded by LGCC)  Los Gatos Event Venue Guide (produced and maintained by the LGCC)  Los Gatos Creek Trail, Lexington, Vasona, Villa Montalvo, and other informational brochures  Advertising and editorial content in local newspapers/magazines including: Los Gatos Magazine, Los Gatos Weekly, Discover Silicon Valley, San Jose Mercury News, Content Magazine and The Metro  Los Gatos Town Map (produced and maintained by the LGCC)  Los Gatos Downtown Tourist Map (coming soon)  Santa Cruz Mountain winery maps/ Santa Clara winery maps/Livermore winery maps  Town Wide radio advertising on KRTY/KBay  Los Gatos Local Resource Guide and Directory – (sent to 15,000+ LG residents and 3500 Monte Sereno residents produced and maintained by the LGCC)  Updated historical videos shown daily  Partnered with a firm which maintains a display rack of information promoting tourism and things to do in Northern California  Work more closely with Visit California and Team San Jose, encouraging them to feature Los Gatos in their tourist publications  Community wide events posted in our front windows  Weekly updates to our Chamber website and the Community Calendar  Daily updates to all social media platforms-- including Facebook, Instagram and Twitter, Next Door and Linked In  Host/Organize multiple community-wide events – and we advertise and are present at all of them  Weekly Town-wide event newsletter  Summer Event Guide (produced and maintained by LGCC)  Promotional posters and banners for the town promoting summer events and other happenings  Holiday Campaign and Celebration  Host monthly Food and Wine meetings  Host quarterly Merchant Meetings  Host quarterly service organization meetings and service provider meetings We send all requested materials free of charge via USPS. We consistently update our website and other social media platforms on all information regarding Town and resident and visitor events. We have a robust Community Calendar which we update on a daily basis, posting community events. We inform community members who are on our Constant Contact list of upcoming Town Council or Planning Commission meetings and any other important information, such open as Town commission and committee positions. Additionally, the Town Information Center sells LG swag and other merchandise. Items for sale include:  Cooking Los Gatos Style Book  Legendary Locals of Los Gatos Book  Women’s Visors  Men’s Hats  Pens  License plate frames  Note Cards  Los Gatos post cards  Tote Bags  Water Bottles We randomly survey visitors as to what else they would like to purchase in our store. Subsidy for Los Gatos Marketing @ $5K This year – the Chamber spent all of this subsidy on our street pole banners. Design, Printing, hanging etc. came to a grand total of $10K. Leadership Los Gatos @ $3K The Leadership Los Gatos Program was a great success again this year. 21 students graduated on Friday May 10th with a celebration luncheon at the Toll House on the patio. We are hopeful that most of these graduates will seek leadership positions in our Town. We were fortunate to work more closely than ever with the Town this year on rebranding the program and rethinking the organizational structure and purpose. As you may know, in the past the Town gave the Chamber $10K to help with the facilitation of the program. This then dropped to $8K as the Town took on more of the responsibilities. This past year, the amount dropped again to $3K. Our responsibilities include but are not limited to: - Meeting with Town reps to determine program curriculum. Identify relevant topics, interesting speakers, possible field trips, etc. - Marketing of the Program. Printing the postcards and distributing town-wide. - Soliciting possible candidates for the program from the Chamber’s own membership - Maintain an updated page on our website regarding Leadership, including a link to the Application. - Collecting all tuition payments and doing all of the accounting from that point forward for the 8 month program. - Preparing name tags and rosters and all other pertinent material for the first meeting. - Helping with Welcome Letter and making personal phone calls to each of the participants telling them what to expect and answering any questions they may have. - Organizing the tour bus for the first meeting. - Arranging speakers for a few of the sessions and planning agendas with them. - Ordering and preparing all meals – breakfast, snack and lunch at all of the sessions. - Prepping for all of the sessions – being sure we would have everything needed. - Communicated with all Service Organizations and Service Providers to attend the Session entitled “Community Connections”. - Wrote thank you notes as needed - Monthly check-ins with participants. - Coordination of all graduation festivities, luncheon, flowers, program, etc. including billing of all guests. EXHIBIT C Page 1 of 1 SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2019/20 LOS GATOS VISITOR INFORMATION CENTER: $40,000 The following services and information will be coordinated and provided by the Chamber of Commerce (Chamber) as a part of the operations of the Los Gatos Information Center: • Offer Los Gatos Information Center services from 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 commerce, and other related visitor information topics. • Coordinate and distribute various Los Gatos marketing materials such as maps, guides, and wayfinding collateral that is open to and inclusive of all applicable businesses, and not exclusive to Chamber of Commerce membership. • Assist with the assembly and distribution of Los Gatos relocation packets in coordination with the Town. • Promote Town events in Chamber marketing materials including email notifications and newsletters. • Maintain a dedicated “Experience Los Gatos” webpage within the Chamber’s website in which visitors to the Town’s website will be redirected and be able to access information relating to Los Gatos merchants, restaurants, lodging, entertainment, and parking guides, inclusive of both Chamber and non-Chamber member businesses. • Allow Town meetings with the business community to be conducted at the Chamber offices during mutually agreed upon times and days. • Provide bi-annual reports in December and May that account for services rendered under this agreement. • Invoice the Town for payment of services. EXHIBIT D SCOPE OF SERVICES COMPARISON COMPARISON OF SCOPE OF SERVICES TO ACTUAL SERVICES PERFORMED The below bullet points are the scope of services outlined in our contract with the Town and how we fulfill them.  Offer Los Gatos Information Center services from the Chamber of Commerce offices 40 hours a week, 52 weeks a year except for scheduled holiday closures. o The Town of Los Gatos’ Information Center is open all year, Monday – Friday, 9 a.m. – 5 p.m. except for scheduled holidays. Often, we will open for part of the day on a Saturday or Sunday, particularly on Holiday or Special Event weekends. o Some say we act as a local concierge service trying to fulfill the needs and entertain our town guests.  Respond to Los Gatos visitor and resident inquiries regarding shopping, dining, lodging, events, relocation, general commerce, and other related visitor information topics. o We respond to all Los Gatos visitor and resident inquiries regarding shopping, dining, lodging, events, relocation, general commerce, and other related visitor information topics. o We send all requested materials free of charge to those asking via USPS.  Coordinate and distribute various Los Gatos marketing materials such as maps, guides, and wayfinding collateral that is open to and inclusive of all applicable businesses, and not exclusive to Chamber of Commerce membership. o Los Gatos Dining Guide (produced and maintained by the LGCC) o Los Gatos Lodging & Event Guide (produced and maintained by the LGCC) o Los Gatos Self-Guided Walking Tours – Discover Lost Los Gatos (funded by LGCC) o Los Gatos Creek Trail, Lexington, Vasona, Villa Montalvo, and other informational brochures o Santa Cruz Mountain winery maps/ Santa Clara winery maps/Livermore winery maps o Los Gatos Town Map (produced and maintained by the LGCC) o Los Gatos Downtown Tourist Map (coming soon) o Los Gatos Local Resource Guide and Directory – (sent to 15,000+ LG residents and 3500 Monte Sereno residents produced and maintained by the LGCC) o Partnered with a firm which maintains a display rack of information promoting tourism and things to do in Northern California  Assist with the assembly and distribution of Los Gatos relocation packets in coordination with the Town. EXHIBIT D SCOPE OF SERVICES COMPARISON  Promote Town events in Chamber marketing materials including email notifications and newsletters. o Advertising and editorial content in local newspapers/magazines including: Los Gatos Magazine, Los Gatos Weekly, Discover Silicon Valley, San Jose Mercury News, Content Magazine and The Metro o Town Wide radio advertising on KRTY/KBay o Community wide events posted in our front windows o Weekly updates to our Chamber website and the Community Calendar o Weekly Town-wide event newsletter o Summer Event Guide (produced and maintained by LGCC) o  Maintain a dedicated “Experience Los Gatos” webpage within the Chamber’s website in which visitors to the Town’s website will be redirected and be able to access information relating to Los Gatos merchants, restaurants, lodging, entertainment, and parking guides, inclusive of both Chamber and non-Chamber member businesses. o We consistently update our website and other social media platforms on all information regarding Town and resident and visitor Events. o We have a robust Community Calendar which we update on a daily basis, posting community events. o We inform community members who are on our Constant Contact list of upcoming Town Council or Planning Commission meetings and any other important information, such open as Town commission and committee positions.  Allow Town meetings with the business community to be conducted at the Chamber offices during mutually agreed upon times and days. o Host outreach meetings with the Town to educate the business (not just members) about Town initiatives – such as the One-Way pilot, holiday safety concerns, parking consultant o Host monthly Food and Wine meetings o Host quarterly Merchant Meetings o Host quarterly service organization meetings and service provider meetings o Veteran’s Foundation routinely uses our conference room for their meeting In addition to the above list, outside of our scope of services, the Chamber has performed the following additional items:  We maintain the only public restroom in town  We are the keeper of the only community Town-wide Calendar  We have initiated a social media destination marketing campaign  We are facilitating the formation of a PBID (Business Improvement District) for the Downtown core.  We have led a few beautification initiatives that are now coming to fruition. Plenty of others are on our to-do list. EXHIBIT D SCOPE OF SERVICES COMPARISON  We are working more closely with Visit California and Team San Jose, encouraging them to feature Los Gatos in their tourist publications.  Our Los Gatos Yule Love It Campaign promotes Los Gatos for the holiday season.  Daily updates to all social media platforms-- including Facebook, Instagram and Twitter, Next Door and Linked In  Host/Organize multiple community-wide events – and we advertise and are present at all of them.  Promotional posters and banners for the town promoting summer events and other happenings.  Respond to new businesses interested in coming to Los Gatos.  LG swag and other merchandise. We are the only outlet in Town for Los Gatos postcards. In light of the above additional responsibilities we have taken on, and the increase in rent, wages, printing costs and other costs of doing business, we are asking the Council for an increase in our contracted amount for the Los Gatos Visitor Information Center to $55,000, and increase of $15,000. Exhibit E Proposed Partnership between the Town of Los Gatos and the Chamber of Commerce For Facilitation of the Leadership Los Gatos Program for 2019-20: @ $5K not to exceed $7K The Chamber agrees to assist with the coordination and facilitation of the Town’s Leadership Program. This eight to nine month program shall meet once a month and is intended to educate and engage Los Gatos residents and members of the Los Gatos business community on Town and community operations, with the goal of engaging participants to volunteer, lead, and participate in a variety of community organizations. A minimum of twenty (20) qualified participants shall be enrolled by the first session for the program to be conducted, unless mutually agreed upon by the Town Manager and the Chamber of Commerce Executive Director. Sessions are scheduled one time each month, and may not be postponed, or rescheduled without written agreement between the Town and the Chamber. The Chamber’s role and list of responsibilities include: • Promote the Leadership program and distribute marketing materials using the branded marketing materials provided by the Town. Print all marketing materials. • Assist applicants as needed during the application process. Have application tools available on Chamber’s website. • Collect tuition in the amount of $400 (?) each from participants. • Schedule non-Town affiliated presenters, facilities, and transportation. Coordinate with all presenters at the session entitled “Community Connections”. • Coordinate all the logistics of the graduation lunch. Program/flowers/ gifts/ speakers/ etc. • Copy and distribute any requested printed program materials. • Provide coffee and light breakfast, mid-morning snacks, and lunch at every session. (Whenever possible, any food or supplies used for the program should be sourced from Los Gatos based businesses). Have all necessary serving utensils, cups, plates, linens on hand at each session. • Provide the Town with an updated revenue and expense report within one week of each Leadership session that includes all expenses and revenues to date, including program supplies. • A final budget report shall be provided to the Town within thirty (30) days of the final Leadership session, along with an invoice for any expenses that exceed the tuition collected up to an additional $2,000. • In coordination with the Town, provide support with logistics and presentation materials, and support to participants and speakers. • Be a visible presence and have an active role at all Leadership sessions and the graduation in coordination with the Town. • In addition, finally plan the much anticipated Leadership Los Gatos Alumni Reception in the Fall of 2019. The Town will: • Provide program management including session content and program oversight. • Develop the online application and provide the Chamber with a link for applicants. • Design and prepare all branded marketing materials and documents necessary for the program, and provide materials to the Chamber for their marketing efforts. • Schedule, create, and coordinate paid marketing efforts in the Community Newspaper. • Provide marketing support to the Chamber by posting application/program information on the Town website and social media accounts. • Review applications, verify eligibility, and select Leadership candidates. • Issue letter of acceptance in collaboration with Chamber Executive Director. • Reserve all Town facilities and coordinate with Town Council Members, Town staff, and Town affiliated Committees, Commissions, and groups for presentations when applicable. • Prepare and electronically distribute agendas to the class for each session. • Maintain attendance, class requirements, and session surveys. • Prepare graduation certificates and program logistics including speaking points for graduation presenters. • In coordination with the Chamber, attend each Leadership session and provide support with logistics and presentation materials, and support to participants and speakers. Compensation and Expenses for Leadership Los Gatos: Compensation: The Town will compensate the Chamber of Commerce $5,000 for the successful execution of this Scope of Services related to the Leadership Los Gatos program. The Chamber may invoice the Town in two installments: $2,500 each in September and May. Tuition: The Chamber will collect the tuition from each participant at the rate of $500 per participant. All tuition fees collected remain with the Chamber to cover program expenses. The starting program budget will be calculated based on the tuition rate of $500 times the number of leadership participants. If the Chamber chooses to offer scholarships to any participants, this must be paid for by the Chamber and not absorbed within the Leadership program budget. The Town will provide a payment of $500 for each Town staff participating in the program separate from this agreement. Session Guest Speakers: Guest speakers will invoice the Town directly and the Town will remit payment directly to guest speakers. For those speakers coordinated by the Chamber, a mutually agreed upon rate must be established no less than one month prior to the scheduled session. Expenses: The Chamber will use the tuition fees collected to cover the program expenses in which the Chamber is responsible for including food, beverages, non-Town facility rentals, non-Town transportation, graduation luncheon and ceremony expenses, and other incidentals such as paper, printing costs, flowers, linens, etc. Should the expenditures of the Chamber exceed the program budget provided through tuition, the Town will reimburse the Chamber up to $2,000 at year-end, following the submittal of the final program budget and supporting documentation (receipts) of expenditures.