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R-91-1659 - 9/26/1991WHEREAS, Section 380.001 of the Local Government Code authorizes the City to establish and provide for the administration of one or more programs for making loans and grants of public money and providing personnel and services of the City to promote state or local economic development and to stimulate business and commercial activity in the City, and WHEREAS, said Section also authorizes the City to contract with another entity to administer such a program, and WHEREAS, a contract has been proposed with the Round Rock Chamber of Commerce to administer such a program, and WHEREAS, the City Council wishes to approve said contract, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City a contract with the Round Rock Chamber of Commerce for the administration of an economic development program. RESOLVED this 26th day of September, 1991. ATTEST: /TOW/ 0641,G J Cd(12 LAND, City Secretary RS09261C RESOLUTION NO. //,05 MIKE ROBINSON, Mayor City of Round Rock, Texas STATE OF TEXAS COUNTY OF WILLIAMSON CRREDAGREE ECONOMIC DEVELOPMENT FUNDING AGREEMENT W I T N E S S E T H: 11059 i2 1- Economic Development Funding Agreement Between the City of Round Rock and the Round Rock Chamber of Commerce WHEREAS, §380.001 of the Local Government Code, V.A.T.S. authorizes municipalities to enter into contracts for the administration of economic development programs; and WHEREAS, the City of Round Rock, Texas, hereinafter called "City" and the Round Rock Chamber of Commerce, hereinafter called "Chamber ", seek to promote economic development activity in the Round Rock area; and WHEREAS, the purpose of this Agreement is to authorize the City to provide public funds to the Chamber under the terms and conditions hereinafter set forth; Now Therefore It is Agreed As Follows: I. Administration Chamber agrees to provide a qualified and competent staff including a full time professional to be assigned to the promotion of economic development and the attraction of business and industry in Round Rock and in this connection, provide the management and administrative services necessary to operate the Chamber and to present a viable marketing program including, but not limited to, the gathering and dissemination of information and ideas, research, publications, promotional programs, advertising, target marketing, prospect development and client services and assistance. II. Program Review Chamber agrees to provide to the City regular reports, at least quarterly, regarding the operation of the economic development programs during the term of this Agreement. Reports will include, but not be limited to, information concerning staff assignments, activities and programs, travel to meetings, conferences, prospect visits, and work with other groups and organizations, site selection professionals, and other economic development professionals. Additionally, monthly reports will be given regarding the budget and use of funds. It is understood that information of prospects and active economic development clients will be exchanged in such a way as to protect and preserve any confidential information concerning such prospects and clients. III. Budget Attached hereto as Exhibit "A" is the Chamber's proposed line item budget and annual plan of action for the operation of the economic development program for fiscal year 1991 -92. By execution of this agreement, the Council hereby approves said budget and plan of action and the City agrees to contribute $75,000 to the Chamber for fiscal year 1991 -92. Hereafter, the Chamber shall submit a proposed annual Economic Development budget for approval of the Round Rock City Council on or before June 1 of each year, such budget to be in a form compatible with that used by the City. An annual plan of action should also be submitted in conjunction with the budget. The City will also be provided a copy of the annual compilation of the Chamber's financial statement which is inclusive of the economic development funds. The Chamber agrees to permit audit of these expenditures by the City or its designated auditor. 2. IV. Compensation The Chamber agrees to perform its obligations hereunder for a sum as budgeted and approved by the Round Rock City Council and the Board of Directors of the Chamber. Compensation from the City will be paid, upon written request, in equal quarterly payments each City fiscal year with payments scheduled on November 1, February 1, May 1, and August 1. It is understood that the Chamber will continue to provide financial support for economic development programs on an annual basis as budgeted and approved by the Chamber's Board of Directors. V. Term of Agreement The term of this Agreement shall commence on the execution hereof and extend to September 30, 1992. This is a general Agreement antici- pating a long term multi -year relationship between the City and the Chamber, subject to annual renewals thereof. Pursuant to this general Agreement, an annual program and budget are to be submitted by the Chamber for recommendation to the City. This annual program and budget will be attachments to this general Agreement and become the substantive basis for the continuation of this general Agreement upon approval by the City on a fiscal year basis. The annual program and budget are to be the basis for any funding which the City may choose to make. VI., Amendment This Agreement may not be altered, waived, amended or extended except by an instrument in writing approved by the City Council and the Board of Directors of the Chamber. 3. VII. Cancellation Except as provided below, this Agreement may only be cancelled or terminated upon mutual consent of the parties, or by either party by written notice by certified mail, at the end of each renewed year of this Agreement. Upon termination as provided herein, all obligations shall cease herein, and the City shall only provide funding for expenses actually expended up to the date of termination. Any and all funds paid to the Chamber in accordance with Article IV of this Agreement, which are not used to pay actual expenses prior to date of termination, shall be returned to the City. If either party defaults in the performance of this agreement or materially breaches any of its provisions, the defaulting party shall have thirty (30) days after delivery to it of written notice of such default within which to cure such default. If the defaulting party fails to cure its default within such period of time, then the nondefaulting party shall have the right without further notice to terminate this agreement. VIII. Notice Notice, as required by this Agreement, shall following: City: Bob Bennett City Manager City of Round Rock 221 East Main Street Round Rock, Texas 78664 It is IX. Miscellaneous 4 . Chamber: be in writing to Round Rock Chamber of Commerce 212 East Main Street Round Rock, Texas 78664 the mutually understood and agreed that the covenants and conditions herein contained shall inure to the benefit of and be equally binding upon the respective executors, administrators, heirs, successors, and assigns to the parties hereto. It is mutually understood and agreed by and between the parties that the Chamber is hired and engaged as an independent contractor and is not an officer, agent or employee of the City. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on this the Q day of QC ____ , 1991. CITY: CHAMBER: 14 �ounc ?OM C1-4A M$ President Mike Robinson ATTEST: nne Land, City Secretary 5. PERSONNEL Salary & Fringe Benefits of President /CEO $60,000 Administrative Assistant 10,000 (plus fringes) (part -time) PROMOTIONAL MATERIAL Community profile (2000 copies at $1.25 each) Executive Summary (1500 copies at $2.50 each) Site sheet updates (300 at @ $5.00 each) Development of Round Rock Video DIRECT MAIL Mailing Lists ($4.00 /name) Four mailings per year (includes postage and other mailing costs) DISPLAY ADVERTISING Ad placements in special editions of site location magazines and /or target industry trade publications. Approximately $2,250/ad). ROUND ROCK CHAMBER OF COMMERCE 1991 -1992 ECONOMIC DEVELOPMENT BUDGET 90/91 Actual 91/92 Current Estimated* Projected 9,000 $48,750 3,400 * Please keep in mind that the economic development program has only been operational for three (3) quarters (December thru September) of the City's fiscal year, yet received funding for the entire year. An attempt has been made to keep spending to a minimum this year while developing the framework /foundation for a more proactive and aggressive economic development program which can be added to each year. $60,000 18,000 (full -time) 2,500 2,000 2,500 2,500 1,750 3,750 2,500 500 1,500 10,000 1,000 600 2,000 5,000 1,500 10,000 11,200 13,000 Page 2 Economic Development Budget RESEARCH MATERIALS /TRAINING /MEMBERSHIPS Subscriptions to magazines, trade journals, research reports, etc., attendance at e.d. seminars /workshops, 2,000 memberships in TIDC, SIDC, Texas Marketing Team, and Austin /San Antonio Corridor Council. ALLIES /RETENTION PROGRAM Quarterly update meetings with reception, newsletter, national speaker once a year, establishment of manufacturers council and other networks for opening lines of communication. COMPUTER SOFTWARE /DATABASE DEVELOPMENT TELEMARKETING Screening calls to target industries for marketing trips, follow -up calls, etc. ( @$7.00 /call) TRAVEL AND ENTERTAINMENT 90/91 Actual 91/92 Current Estimated Projected 1,500 1,500 2,600 5,000 23,000 200 1,500 700 2,250 Two major out -of -state marketing trips annually. 5,000 2,000 5,000 ($2500 /trip) Ten "Hot Lead" follow -up trips to $750 each (to 7,500 1,500 7,500 include trade show opportunities that arise during the year). Business retention corporate headquarters visits (2 -4 /year) 5,000 2,250 5,000 Discretionary travel and entertainment for Central Texas 10,000 3,000 5,000 area business visits TOTALS $125,000 $80,150 $175,000 DATE: September 24, 1991 SUBJECT: City Council Meeting, September 26, 1991 ITEM: 9.C. Consider a resolution authorizing the Mayor to enter into an Economic Development contract with the Round Rock Chamber of Commerce. STAFF RESOURCE PERSON: Bob Bennett STAFF RECOMMENDATION: This is a renewal of the current Economic Development contract with the Chamber of Commerce. There have been no changes to the contract. Staff recommends approval.