HomeMy WebLinkAboutAgenda Statement 1987/09/08 Item 7• COUNCIL AGENDA STATEMENT
Item 7
Meeting Date 9 8 87
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ITEM TITLE: RESOLUTION: Approving an agreement with
the Chamber of Commerce for
providing general information
services.
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SUBMITTED BY: Deputy City Manager
REVIEWED BY: City Manager
4/5th Vote Yes No x
At the budget review session of June 17, 1987, the City
Council appropriated $24,200 in the Non-Departmental budget
for funding general information services provided by the
Chamber of Commerce. The Council further directed that the
final negotiated agreement include provisions to better
determine actual costs of the service and to determine the
level and quality of service provided by the Chamber.
• RECOMMENDATION: That Council adopt the resolution
approving the agreement with the
Chamber of Commerce.
BOARDS/COMMISSIONS RECOMMENDATION: N.A.
DISCUSSION
In April 1987, the Chamber submitted its revised request for
City funding of costs related to its providing general
informational services to the general public (Attachment
A). The $24,200 budgeted was based on this revised request.
However, Council indicated that this amount should be re-
evaluated to determine if the amount was the most
appropriate one. Because of the benefit of this service to
the City's economic development effort, staff will be
recommending that the Redevelopment Agency fund one-half of
the cost of this project.
Because of the lack of reliable data on the actual cost of
the service, staff worked with the Chamber to clarify the
breakdown of the proposed cost and to develop methods in the
contract with the Chamber (Attachment B) to ensure
subsequent years' funding, if any, is based on reliable cost
• figures.
Page 2, item ~
Meeting Date 9/8/87
• The proposed $24,200, which covers the entire 1987-88 fiscal
year, is broken down as follows:
Staff salaries. $18,000
This figure is based on 1 1/2 full-
time equivalent positions at an
average hourly rate of $5.77.
Postage, printing, office supplies. 3,500
Figure based on 1985 actual costs
provided by the Chamber.
Membership and subscription dues. 500
Covers CONVIS membership and other
information-related publications.
Miscellaneous. 2,200
Includes purchase of items such as a
computer for information management,
other small one-time equipment purchases,
and a small contingency to cover unfor-
seen expenditures. (After the first year,
a miscellaneous component would probably
not be needed. Future budgets could be
based more accurately on actual costs
• during the previous year.)
TOTAL 24,200
The attached one-year contract was developed to accomplish
several goals. It will ensure a high level of accountability
by the Chamber in terms of tracking costs related to the
service. It will provide methods by which the City can
monitor and evaluate the quanitity and quality of service
being provided by the Chamber. In addition, it clarifies the
Chamber's role in disseminating information and establishes
minimum service levels for providing specified services.
A summary of the provisions of the contract is given below:
1. Term The term of the agreement is for one year, from
July 1, 1987 to June 30, 1988.
2. Payment The City will pay to the Chamber $24,200, in
four quarterly payments of $6,050.
3. Termination The City or Chamber may terminate the
agreement at any time and for any reason by providing thirty
days advance notice.
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Page 3, item 7
Meeting Date 9/8/87
• 4. Scope of services As detailed in Section 4 of the
attached contract, the Chamber is required to provide
trained, courteous staff to respond to all types of
inquiries within specified time periods. The Chamber will
develop and use standardized information packages that meet
with the approval of the City for routine inquiries.
Inquiries related to major business relocations will be
coordinated with the City's Community Development
Department. The Chamber shall also provide updated,
relevent information to the two visitor information centers.
5. Record keeping The Chamber will maintain and submit to
the City on a quarterly basis records showing the number and
type of inquiries broken down by categories. In addition,
the Chamber shall provide a break-down of costs associated
with providing the service, including staff time, salaries,
office supplies, postage, phone calls, etc.
6. Evaluation Response cards will be made available to the
public and included in each package of information mailed by
the Chamber. These cards will be addressed to the City to
provide feedback on the quality of service provided by the
Chamber. The City may also evaluate the service by using
unannounced phone, mail and walk-in inquiries, random checks
of Chamber staff knowledge, and periodic observations of
• Chamber staff responding to inquiries.
7. Chamber members Information services provided by the
Chamber shall show no preferential treatment to Chamber
members.
8. Insurance The Chamber shall provide appropriate hold
harmless statements and insurance as specified by the City's
Risk Manager.
FISCAL IMPACT: Approval of this agreement involves the
expenditure of $24,200 budgeted for this purpose. If this
agreement is approved, staff would intend to seek
Redevelopment Agency reimbursement to the General Fund for
50% of the cost of this item.
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