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Item 5ECity of Southlake, Texas MEMORANDUM May 31, 2006 TO: Shana Yelverton, City Manager FROM: Greg Last, Director of Economic Development SUBJECT: Authorize the Mayor to execute a Scope of Service Agreement with the Southlake Chamber of Commerce for 2005 -2006 Action Requested: Authorize the Mayor to execute a Scope of Services Agreement with the Southlake Chamber of Commerce for 2005 -2006. Background Information: Attached is an Agreement for Service with the Southlake Chamber of Commerce for fiscal year 2005 -06, basically identical to agreements of prior years. The agreement identifies the various services the Chamber provides to the benefit of Southlake in exchange for the monthly payment of $1,250. The Chamber provides various services that are not listed in the agreement, including fielding numerous questions on a daily basis regarding city services, such as who does one contact to have water turned on, and conducting a business retention and expansion program that is continuing to evolve. This year's service agreement has 2 additions over the past agreements: - Provide limited access to the City's cable channel broadcast, in accordance with the City's Cable Channel Policy, to promote events where the City of Southlake holds an affiliate role. - Provide limited access to the City's meeting rooms, in accordance with the City's Town Hall Use Policy, to committees where the City of Southlake holds an active role. Financial Considerations: The approved budget amount of $15,000 / year would be made in quarterly payments of $3,750. Citizen Input/ Board Review: None Legal Review: The attorneys have reviewed the previous year's agreement. Few changes have been made. The attached agreement only reflects updated activities in the Chamber scope of services. Alternatives: Denial or revised approval. Supporting Documents: Agreement is attached Staff Recommendation: Recommend approval per the approved budget. AGREEMENT FOR SERVICE STATE OF TEXAS § COUNTY OF TARRANT § THIS AGREEMENT is entered into by and between the City of Southlake, Texas, a home rule municipal corporation located in Tarrant County and Denton County, Texas, acting by and through its authorized City Manager (hereinafter referred to as "City "), and the Southlake Chamber of Commerce (hereinafter referred to as "Chamber ") a nonprofit corporation operating in Southlake, Tarrant County, Texas as an organization described in section 501(c)6 of the Internal Revenue Code, acting by and through its duly authorized President. WHEREAS, the purpose of the Chamber is to promote the economic, cultural, and civic welfare of the City of Southlake by encouraging the growth of existing businesses and industries, and assisting new firms and individuals in locating to the City while maintaining the highest professional and social standard; and WHEREAS, the City and the Chamber desire to enter into an Agreement whereby the Chamber will provide various services for the benefit of the City; NOW, THEREFORE, KNOW ALL BY THESE PRESENT: That the City and the Chamber do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES The scope of Service shall include: Chamber 1. Produce 12,500 Southlake street maps listing the City of Southlake as a co- sponsor. 2. Produce 12,500 Membership and Community Directories annually that include pertinent City and school district information. Mail the Membership and Community Directory and City Map to every household, and others as requested (approximately 8,000 per year). 3. Distribute approximately 400 Southlake relocation packets annually to prospective residents. 4. Host Leadership Southlake in conjunction with the City. 5. Host events that bring visitors to Southlake Town Square from within the community as well as from the entire Dallas/Fort Worth Metroplex. The fourth annual Southlake Oktoberfest had an estimated attendance of 55,000. 6. Co- sponsor annual Southlake Sidewalk Sale event to be held the 2 nd weekend in June. The premier event (in 2005) had 65 retail participants from 18 different centers. 7. Organize and host an annual awards banquet. Awards presented include Citizen of the Year, Youth of the Year, Small Business of the Year, Corporate Business of the Year, Economic Development Impact Award, Director of the Year and Chairman's Awards. 8. Attend events, such as tradeshows, at the invitation of City's economic development director in order to help promote the City of Southlake. 9. Provide editorial space in the Chamber's newsletter. 10. Track, answer, and refer City of Southlake calls and emails, as well as, forward possible leads to the City of Southlake's Economic Development department. 11. Provide two ex- officio board seats to the City of Southlake held by the City Manager and Economic Development Director 12. New committees are working to identify ways to help with workforce development, business retention in the community, keeping tax dollars local, and more 13. Provide realtors tools to help them bring prospective residents to Southlake. City 1. Provide staff liaison that offers guidance and information to Chamber as needed. 2. Provide limited access to the City's cable channel broadcast, in accordance with the City's Cable Channel Policy, to promote events where the City of Southlake holds an affiliate role. 3. Provide limited access to the City's meeting rooms, in accordance with the City's Town Hall Use Policy, to committees where the City of Southlake holds an active role. 4. Provide monthly report on activities impacting the City and its economic health and development. 5. Have City representative attend monthly Chamber board meetings. Chamber of Commerce Service Agreement— June 6, 2006 2 SECTION 2 CHAMBER OPERATIONS 1. Hours of Operation shall be solely defined by Chamber. 2. The City shall have the right to review the books and records kept incidental to the services provided by Chamber to the City. SECTION 3 PAYMENT FOR SERVICES City agrees to pay to the Chamber the sum of Fifteen Thousand Dollars ($15,000) per year, or Three Thousand, Seven Hundred Fifty Dollars ($3,750), each quarter, in payment for services described in Section 1 hereinabove. SECTION 4 TERM OF AGREEMENT The term of this agreement shall be for a period of one (1) year beginning October 1, 2005 and ending September 30, 2006. IN WITNESS WHEREOF the City and Chamber have executed this agreement as of this day of , 2006. Approved as to legal form and adequacy: Attorney at Law Mayor, City of Southlake President, Southlake Chamber of Commerce Chamber of Commerce Service Agreement— June 6, 2006 3