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