Exhibit A Chamber Scope of Services 2016-17 FINAL
SCOPE OF SERVICES
CHAMBER OF COMMERCE
FY 2016/17
EXHIBIT A
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LOS GATOS VISITOR INFORMATION CENTER $35,000
The following services and information will be coordinated and provided by the Chamber of
Commerce 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.
Distribute Los Gatos relocation packets in coordination with the Town.
Post Town and Visitors’ Bureau sponsored events in Chamber marketing materials including
email notifications and newsletters.
Maintain a dedicated “Visiting 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 such as
merchant and parking directories. .
Allow Town sponsored business related meetings to be conducted at the Chamber offices
during mutually agreed upon times and days including meetings such as crime prevention and
education and other Los Gatos business related subject in which the presenters and/or
coordinators are Town staff in collaboration with the Chamber.
Provide bi-annual reports in December and May that 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 with the goal of connecting
participants to volunteer and non-profit community organization opportunities. The Town will have
a staff liaison available to assist the Chamber with Town facility reservations and other tasks as
needed.
The Chamber agrees to provide invoices to the Town for the following:
Coordination Fee: The Town will pay the Chamber of Commerce $10,000 to coordinate the
Leadership Los Gatos Program. $5,000 following the first session, and $5,000 after the final
session is held.
SCOPE OF SERVICES
CHAMBER OF COMMERCE
FY 2016/17
EXHIBIT A
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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 or five Town staff
participants.
Expenses: Tuition fees paid by participants shall be used to offset program expenses. At year-
end, the Town 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 Program shall include the following:
A ten-month program, running from September through April with meeting sessions one
time per month, and a graduation ceremony taking place in May.
Sessions shall be held on the first Friday of each month, October through May, unless
otherwise agreed upon by the Chamber Executive Director and Town Manager, or his/her
designees.
Prepare, distribute, market, and collect program applications.
Lead the selection process of applicants. A Town staff member shall be part of the selection
process, or the Town manager shall provide approval prior to acceptance letters being issued.
Schedule monthly speakers, presenters, facilities, and transportation when needed
Prepare, copy and distribute program materials
Provide morning 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-program report in December and final program end report in June, containing
session topic, speakers, food vendors, attendance and project completion records, costs, and
revenue.
To successfully complete the Leadership Los Gatos program, participants must:
o Attend the first session in September
o Attend a minimum of six Leadership sessions
o Attend one Town Council Meeting
o Attend one Planning Commission meeting
o Complete a volunteer project or two hours of volunteer service in the Los Gatos
community
o Participate in one police ride along with a Los Gatos-Monte Sereno Police Officer
SCOPE OF SERVICES
CHAMBER OF COMMERCE
FY 2016/17
EXHIBIT A
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Session topics shall be agreed upon in advance by the Chamber Executive Director and Town
Manager or his/her designees. Sessions shall include content that introduces and educates
participants on subjects including but not limited to:
o Role of Town government in the community
o Town infrastructure
o Land use and economic vitality
o Leadership development
o Public health, safety, and disaster preparedness
o Los Gatos education opportunities
o Community based arts and culture
o Speakers and topics that are directly related to serving in Los Gatos volunteer roles
including topics such as ethical decision making, presentation and communication
skills, negotiation, and meeting leadership.