Exhibit E 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.