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Exhibit A 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.