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Item 5E - City of Southlake, Texas MEMORANDUM February 12, 2002 TO: Billy Campbell, City Manager FROM: Greg Last, Director of Economic Development SUBJECT: Authorize the Mayor to approve a Scope of Service Agreement with the Southlake Chamber of Commerce for 2001-2002. Action Requested: Approval of the FY 01-02 Scope of Services Agreement with the Southlake Chamber of Commerce. Background Information: Attached is an Agreement for Service with the Southlake Chamber of Commerce for fiscal year 2001-02, 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. Financial Considerations: The approved budget amount of $15,000 / year would be made in monthly payments of$1,250. Citizen Input/ Board Review: None Legal Review: The attorneys have reviewed the previous year's agreement. Few changes has 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. Provide complimentary copies of annual Chamber Community Directory that is mailed to all Postal Patrons within the City. In 2001, over 7,350 directories were mailed out of the 12,500 produced. Each directory is mailed in a pre - printed envelope. Also, approximately 800 Community Directories are provided to several City facilities for distribution. 2. Provide a complimentary Information Packet to prospective residents on request. In 2001, the Chamber assembled and mailed 96 packets and handed out approximately 180. 3. Work cooperatively with the City to produce a street map, distribute to all postal patrons with the chamber directory and provide copies for distribution to all City facilities. Approximately 20,000 will be produced. 4. Provide City representation at various meetings, often as the sole City representative. 5. Organize and coordinate the Leadership Southlake program (approximately 15 people) by selecting and working to facilitate programs, organizing presentations, and providing meals and materials. 6. Facilitate and participate in various community activities: e.g. Drug and Alcohol Awareness Committee, Family First Night Out, Southlake Stampede 5K Race, Carroll Education Foundation, Greater Southlake Women's Society blood drive, Arts Council of Northeast Tarrant County, and the Southlake Women's Club Art in the Square. 7. The Chamber organizes and hosts 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. Provide information for and jointly participate in representing the City at trade shows and other marketing opportunities. 9. Distributes a monthly newsletter containing Chamber news, events and opportunities to an estimated 13,000 people. City 1. Provide staff liaison that offers guidance and information to Chamber as needed. 2. Provide monthly report on activities impacting the City and its economic health and development. 3. Have City representative attend monthly Chamber board meetings. 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 2 PAYMENT FOR SERVICES City agrees to pay to the Chamber the sum of Fifteen Thousand Dollars ($15,000) per year, or One Thousand, Two Hundred Fifty Dollars ($1,250), each month, 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, 2001 and ending September 30, 2002. IN WITNESS WHEREOF the City and Chamber have executed this agreement as of this 12 day of February, 2002. Approved as to legal form and adequacy: Attorney at Law Mayor, City of Southlake Chair, Southlake Chamber of Commerce 3 City of Southlake, Texas MEMORANDUM February 12, 2002 TO: Billy Campbell, City Manager FROM: Greg Last, Director of Economic Development SUBJECT: Authorize the Mayor to approve a Scope of Service Agreement with the Southlake Chamber of Commerce for 2001 -2002. Action Requested: Approval of the FY 01 -02 Scope of Services Agreement with the Southlake Chamber of Commerce. Background Information: Attached is an Agreement for Service with the Southlake Chamber of Commerce for fiscal year 2001 -02, 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. Financial Considerations: The approved budget amount of $15,000 / year would be made in monthly payments of $1,250. Citizen Input/ Board Review: None Legal Review: The attorneys have reviewed the previous year's agreement. Few changes has 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.