04-0615_KT COMMUNITY RELATIONS_Action Reminder9
0
��v1��\- ��•RCL
• CITY CLERK'S DEPARTMENT - ACTION REMINDER u, q`o l
TO: Assistant �*lty Tiilariagei
FROM: k DATE: June 15, 2007
SITUATION:
At their meeting on June 15, 2004, the City Council of the City of San Juan Capistrano
approved a Personal Services Agreement with KT Community Relations to provide Public
Relations and Community Liaison services.
ACTION REQUESTED:
Said Agreement states services shall be completed by June 15, 2005.
On April 1, 2005, said agreement was extended to June 30, 2006.
On March 7, 2006, said agreement was extended to the term of July 1, 2006 thru June 30,
2007.
Please notify this office if agreement has been extended or completed.
AC=ION^TO BETAKEN: -kV ��� -d&,W -L
• �s � ,Wow- C!4r /t 47 u.ArGrc, av v A ! Sc� 7)A1&
t,4.W 3 ca✓r72ty- /�Pocl� y Ce
,TUa ,,Loo?
DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:
""A."6 a �, �� 1 ?—
SIGNATURE
SIGNATURE OF OFFICIAL TAKING ACTION:
DATE SIGNED: 6 O
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
Tickler Date: 05/16/05 06/01/06 06/15/07
Deadline Date: 06/15/05 06/30/06 06/30/07
(600.30/1d comm)
•
0
0 0
CITY CLERKS DEPARTMENT - ACTION REMINDER
TO: Bill Huber, Assistant City Manager
FROM Christy Swanson, Secretary
6911tty-1WORF
DATE: June 1, 2006
At their meeting on June 15, 2004 the City Council of the City of San Juan Capistrano
approved a Personal Services Agreement with KT Community Relations to provide Public
Relations and Community Liaison services.
ACTION REQUESTED:
Said Agreement states services shall be completed by June 15, 2005.
On April 1, 2005, said agreement was extended to June 30, 2006.
Please notify this office if agreement has been extended or completed.
ACTIOM TO BE TAKEN:
Tuve 30, Zoo?
DATE WHEN NEXT ACTION S) SHOULD BE TAKEN:
SIGNATURE OF OFFICIAL TAKING ACTION: 4zl
DATE SIGNED:
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
Tickler Date: 05/16/05 06/01/06
Deadline Date: 06/15/05 06/30/06
(600.30/1t comm)
0
9N
AMMENDMENT NO. 2
PERSONAL SERVICES AGREEMENT
THIS amendment No. 2 to Personal Services Agreement between the
City and KT Community Relations dated June 15, 2004 (Original Agreement) is
made and entered into this m day of March 2006.
RECITALS:
WHEREAS, Pursuant to Section 2 of the Original Agreement, the City
Manager or his designee shall have the authority to extend the contract for two
(2) one year periods. Extension shall only be granted provided that Consultant
has performed in a competent and satisfactory manner and that any rate or fee
increases can be mutually agreed upon and are within market rates; and
WHEREAS, KT Community Relations has performed in an outstanding
manner and has demonstrated that she is fully competent in all requirements of
the contract and has exceeded the contract expectations as set forth. KT
Community Relations has excelled in not just putting out City news and
information, which is only a fraction of her job, but she also excels at handling
and coordinating events, City special activities and working with City staff on
projects. KT Community Relations is able to efficiently handle multiple tasks, is
flexible and can also be counted on as a valuable member and asset to the City
of San Juan Capistrano; and
WHEREAS, KT Community Relations has submitted a letter dated March
29, 2005 requesting a 4% increase (From $4635/Mo to $4820/Mo) in her contract
hourly rates effective July 1, 2006; and
WHEREAS, the City Manager based on KT Community Relations
excellent work record, finds the request to be within market rates and consistent
with CPI.
NOW, THEREFORE, City and Consultant mutually agree to the
amendments to the original agreement as follows:
Section 2. Term.
The City grants an extension of the term of the contract for one year commencing
July 1, 2006 to June 30, 2007.
%
Section 3. Compensation.
3.1 Amount.
This section is amended as follows:
Total compensation for the scope of services for this Project shall not
exceed $ 4,820 per month, as set forth in Exhibit "A," of the original agreement,
excepting there from those incidental expenses as indicated. Compensation will
be based on the hourly rate schedule as set forth in Exhibit "B" revised
(attached), however in no case shall it exceed $ 4,820 per month, plus incidental
expenses.
Work requested and mutually agreed upon between the City and Consultant not
covered in the Scope of Work in Exhibit "A" of the original agreement shall be
compensated at the consultant's hourly rate as provided in Exhibit "B" revised
(attached).
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement.
CITY OF SAN JUAN CAPISTRANO
CONSULTANT
By:
Kelly Tokars
ATTEST:
R. Monahan, City Clerk
AS TO FORM:
(a --
John . Shaw, City Attorney
a
r
Exhibit `B'
Amended fee schedule
(July 1, 2006 through June 30, 2007)
Fee schedule and rate
KT Community Relations will work 20 to 25 hours per week for the city of San Juan
Capistrano at $53.56 per hour.
The fixed salary is not to exceed $4,820 per month and is subject to negotiation.
Mailings, postage and things not covered by the city will be charged as an additional cost
plus 15%. Vehicle mileage at $0.33/mile and other direct expenses will be charged in
addition to the maximum fee stated above.
AMMENDMENT NO. 1
PERSONAL SERVICES AGREEMENT
THIS amendment No. 1 to Personal Services Agreement between the
City and KT Community Rel do ated June 15, 2004 (Original Agreement) is
made and entered into this day of April 2005.
RECITALS:
WHEREAS, Pursuant to Section 2 of the Original Agreement, the City
Manager or his designee shall have the authority to extend the contract for two
(2) one year periods. Extension shall only be granted provided that Consultant
has performed in a competent and satisfactory manner and that any rate or fee
increases can be mutually agreed upon and are within market rates; and
WHEREAS, KT Community Relations has performed in an outstanding
manner and has demonstrated that she is fully competent in all requirements of
the contract and has exceeded the contract expectations as set forth. KT
Community Relations has excelled in not just putting out City news and
information, which is only a fraction of her job, but she also excels at handling
and coordinating events, City special activities and working with City staff on
projects. KT Community Relations is able to efficiently handle multiple tasks, is
flexible and can also be counted on as a valuable member and asset to the City
of San Juan Capistrano; and
WHEREAS, KT Community Relations has submitted a letter dated March
29, 2005 requesting a 3% increase in her contract hourly rates effective July 1,
2005; and
WHEREAS, the City Manager based on KT Community Relations
excellent work record, finds the request to be within market rates and below the
current CPI.
NOW, THEREFORE, City and Consultant mutually agree to the
amendments to the original agreement as follows:
Section 2. Term.
The City grants an extension of the term of the contract for one year
commencing July 1, 2005 to June 30, 2006. The following from the original
agreement shall continue to be applicable.
Work under the agreement shall commence on the effective date of this
Agreement and continue for one year. The City Manager or his designee shall
have the authority to extend the contract for two (2) one year periods. Extension
SD
9 •
shall only be granted provided that Consultant has performed in a competent and
satisfactory manner and that any rate or fee increases can be mutually agreed
upon and are within market rates.
Section 3. Compensation.
3.1 Amount.
This section is amended as follows:
Total compensation for the scope of services for this Project shall not
exceed $ 4,635 per month, as set forth in Exhibit "A," of the original agreement,
excepting there from those incidental expenses as indicated. Compensation will
be based on the hourly rate schedule as set forth in Exhibit "B" revised
(attached), however in no case shall it exceed $ 4,635 per month, plus incidental
expenses.
Work requested and mutually agreed upon between the City and Consultant not
covered in the Scope of Work in Exhibit "A" of the original agreement shall be
compensated at the consultant's hourly rate as provided in Exhibit "B" revised
(attached).
0
0
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement.
CITY OF SAN JUAN CAPISTRANO
CONSULTANT
By: '6"k
Kelly Toka ki
ATTEST:
R. Monahan, City Clerk
AS TO FORM:
R. Shaw, City Attorney
Exhibit `B'
Amended fee schedule
(July 1, 2005 through June 30, 2006)
Fee schedule and rate
KT Community Relations will work 20 to 25 hours per week for the city of San Juan
Capistrano at $51.50 per hour.
The fixed salary is not to exceed $4,635 per month and is subject to negotiation.
Mailings, postage and things not covered by the city will be charged as an additional cost
plus 15%. vehicle mileage at 0.33/mile and other direct expenses will be charged in
addition to the maximum fee stated above.
0 0
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 15`x' day of June 2004, by and
between the City of San Juan Capistrano (hereinafter referred to as the "City") and
KT Community Relations (hereinafter referred to as "Consultant').
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal for Public Relations and Community Liaison services; and,
WHEREAS, Consultant is qualified by virtue of experience, training, education
and expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scone of Work.
The scope of work to be performed by Consultant shall consist of those tasks as
set forth in Exhibit 'A" attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of
its profession.
Section 2. Term.
Work under the agreement shall commence on the effective date of this
Agreement and continue for one year. The City Manager or his designee shall have the
authority to extend the contract for two (2) one year periods. Extension shall only be
granted provided that Consultant has performed in a competent and satisfactory
manner and that any rate or fee increases can be mutually agreed upon and are within
market rates.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not
exceed $ 4,500 per month, as set forth in Exhibit "A," attached and incorporated herein
by reference, excepting there from those incidental expenses as indicated.
Compensation will be based on the hourly rate schedule as set forth in Exhibit "B",
however in no case shall it exceed $ 4,500 per month, plus incidental expenses.
001
0 0
Work requested and mutually agreed upon between the City and Consultant not
covered in the Scope of Work in Exhibit "A" shall be compensated at the consultants
hourly rate as provided in Exhibit "B".
3.2 Rate Schedule.
The services shall be billed to the City at the rate set forth in Exhibit "B,"
attached and incorporated herein by reference. Included within the compensation set
forth in Exhibit "B" are all the Consultant's ordinary office and overhead expenses
incurred by it, its agents and employees, including meetings with City representatives to
perform the stipulated services Submittals shall be in accordance with Consultant's
proposal.
3.3 Method of Payment.
Consultant shall submit semi-monthly invoices based on total services
which have been satisfactorily completed and specifying task and amount of time, plus
any incidental costs. Work not specifically covered under the scope of this contract will
be billed to the City under a separate invoice. The City will pay progress payments twice
per month for periods from the first (15) to the fifteenth (15th) and from the sixteenth
(16th) to the end of the month based on approved invoices in accordance with this
Section.
3.4 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be
made available at reasonable times to the City.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not
an agent or employee of the City, and shall obtain no rights to any benefits which
accrue to the City's employees.
Section 5. Limitations Upon Subcontracting and Assianment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for the City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required
without written approval of the City. This Agreement may not be assigned, voluntarily or
by operation of law, without the prior written approval of the City. If Consultant is
permitted to subcontract any part of this Agreement by the City, Consultant shall be
responsible to the City for the acts and omissions of its subcontractor as it is for persons
directly employed. Nothing contained in this Agreement shall create any contractual
relationships between any subcontractor and the City. All persons engaged in the work
will be considered employees of Consultant. The City will deal directly with and will
make all payments to Consultant.
Section 6. Changes to Scope of Work.
In the event of a change in the Scope of Work provided for in the contract
documents as requested by the City, the Parties shall hereto agree on a fee for the
additional services pursuant to Sections 3.1, 3.2 and 3.3 herein.
Section 7. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 8. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant
in connection with the performance of its services pursuant to this Agreement are
confidential to the extent permitted by law, and Consultant agrees that they shall not be
made available to any individual or organization without prior written consent of the City.
All such reports, information, data, and exhibits shall be the property of the City and
shall be delivered to the City upon demand without additional costs or expense to the
City. The City acknowledges such documents are instruments of Consultant's
professional services.
Section 9. Indemnity.
Consultant agrees to protect, defend and hold harmless City, its elected and
appointed officials and employees from any and all claims, liabilities, expenses or
damages of any nature, including attorneys' fees, for injury or death of any person or
damage to property or interference with use of property and for errors and omissions
committed by Consultant arising out of or in connection with the work, operation or
activities of Consultant, its agents, employees and subcontractors in carrying out its
obligations under this Agreement.
Section 10. Insurance.
Insurance required herein shall be provided by Admitted Insurers in good
standing with the State of California and having a minimum Best's Guide Rating of A -
Class VII or better.
0 0
10.1 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full
force and effect Comprehensive Automobile Liability coverage, including owned, hired
and non -owned vehicles as required by law in the State of California.
10.2 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
proof of insurance to the City Clerk's office for certification that the insurance
requirements of this Agreement have been satisfied.
Section 11. Termination.
City and Consultant shall have the right to terminate this Agreement without
cause by giving thirty (30) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated for cause by providing ten (10)
days' notice to the other parry of a material breach of contract. If the other parry does
not cure the breach of contract, then the agreement may be terminated subsequent to
the ten (10) day cure period.
Section 12. Notice.
All notices shall be personally delivered or mailed to the below listed addresses,
or to such other addresses as may be designated by written notice. These addresses
shall be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: William Huber,Assistant City Manager
To Consultant: KT Communications
32 Rambling Lane
Aliso Viejo, CA. 92656
Attn: Kelly Tokarski
Section 13. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
0
0
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
Joeoto Mayor
SU ANIS
By: IJQ LC AZAi
Kelly Toka i
ATTEST:
Cti
R. Monahan, City Clerk
APPROVED AS TO FORM:
John aw,City Attorney
. Exhibit `A' 0
SCOPE OF SERVICES
The Consultant shall perform the tasks as set forth herein:
Press Releases
Consultant shall work with staff and City Council in the preparation of all Media Press
Releases. Releases must be handled in a timely manner to ensure appropriate local
paper deadlines are met. Consultant must have ability to develop releases that properly
represent the Cities position in a factual and concise manner. Graphics or photos
accompanying releases may be supplied by the City or provided by the consultant.
Consultant may be requested to prepare release from existing materials, staff reports,
and attendance at meetings or interviews with Council or staff. In all instances
consultant shall be responsible for all materials released to the press to ensure quality
and accuracy. All press releases must be near newspaper copy ready as possible to
ensure minimum loss of information due to space restrictions and editing. Consultant
shall also coordinate with staff and Council, if necessary, on requests for information
and provide appropriate response.
City Hall Updates
The City of San Juan Capistrano prepares and supplies to the local newspaper on a
weekly basis, updates on important City issues. Consultant shall work with staff and City
Council in the preparation of all City Hall Updates. The City Hall Updates must be
handled in a timely manner to ensure appropriate local paper deadlines are met.
Consultant must have ability to develop the Updates to properly represent the Cities
position in a factual and concise manner. Graphics or photos accompanying the
Updates may be supplied by the City or provided by the consultant.
Consultant may be requested to prepare Updates from existing materials, staff reports,
and attendance at meetings or interviews with Council or staff. In all instances
consultant shall be responsible for all information in the Updates released to the press
to ensure quality and accuracy. All Updates must be near newspaper copy ready as
possible to ensure minimum loss of information due to space restrictions and editing.
Mayors Messages
The Mayors Message is a bi-weekly regular feature in the local newspaper. The Mayors
Message provides important information to the community on a variety of topics. The
Consultant shall work with the Mayor and city staff on the preparation of the Mayors
Message to ensure quality and timeliness.
City Hall Meetings/Mayor Meetings
Consultant shall meet with Department Heads and City Manager's representative on a
regular basis to determine most news worthy information and activities. Consultant shall
coordinate with City Managers office on appropriate items and activities to report on.
Council Meeting attendance will be required where media coverage is required for
significant projects.
Consultant shall meet with the Mayor and other Council Members on an as needed
basis to facilitate and prepare Mayors Messages and other media information.
Speech Preparation
Consultant shall work with Council and staff in the preparation of speeches for the
Mayor and Council Members as appropriate. Consultant shall be responsible for the
quality and accuracy of the prepared speeches.
Community/Media Event Coordination
Consultant may from time to time be required to coordinate not only the media portion of
a community event but also to ensure the event is properly coordinated and attended.
This may include sending out notices to individuals, inviting speakers, coordination of
set up and tear down, securing appropriate facilities, food ordering etc. Venues may
include but are not limited to Chamber of Commerce, Downtown Merchants
Association, Rotary, and Senior's Club etc. Events may be scheduled either day or
night.
Public Relation/Community Outreach Campaigns
Consultant shall work with the City on all assigned public relation and community
outreach campaigns. Consultant shall provide information on most appropriate use of
available resources and proposed media campaign that will best achieve the City
desired results.
Consultant shall work with appropriate staff and prepare for review all City media
information.
Media Relations
Consultant must maintain a good working relationship with key media personnel at all times
Other Assigned Duties
From time to time other duties may be assigned that are not specifically addressed
above. Additional duties will be discussed and reviewed with consultant and paid for at
the set hourly rate in the contract.
Exhibit `A'
0 0
Exhibit `B'
Fee schedule and rate
KT Community Relations will work 20 to 25 hours per week for the city of San Juan
Capistrano at $50 per hour.
The fixed salary is not to exceed $4,500 per month and is subject to negotiation.
Mailings, postage and things not covered by the city will be charged as an additional cost
plus 15%. Vehicle mileage at 0.33/mile and other direct expenses will be charged in
addition to the maximum fee stated above.
Exhibit `B'
California - Proof of W Anstatem
Auto Insurance Card You re In good hands_
Allstate Indemnity Company
1819 Electric Road SW, Roanoke, VA 24018 NAIC N 19240
Craig & Kelly Tokarski
32 Rambling
Aliso Viejo CA 92656-2946 For Registration Purposes
This policy meets the requirements of the applicable California
financial responsibility law(s).
POLICY NO MDEF.. YEAR I MAKE I MODEL
0 67 848682 071D7 05 BMW 3301
EFFFJTIVE DATE VERIELE ID NWEER
07,117,105 WBAEV53485KM40155 -
r FXPIRATION DATE j
811D7N5 A
9+..�,Titickercfmoslbe eerrieainlhe velrklr. el all limes a.+evi0enco olinnnunte. k
i
•
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493.1053 FAx
www.sanjuancapistrano.org
July 22, 2005
KT Community Relations
32 Rambling Land
Aliso Viejo, CA 92656
-� � �
Rm
�
EST RRIISIfR 1961
1776
MEMBERS OF THE CITY COUNCIL
RE: Compliance with Insurance Requirements — Public Relations Services
11 Automobile Liability Certificate 7/7/2005
SAM ALLEVATO
DIANE SATHGATE
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
Please submit updated documentation to the City of San Juan Capistrano, attention City
Clerk's office, 32400 Paseo Adelanto, San Juan Capistrano, CA 92675. If you have any
questions, please contact me at (949) 443-6310.
Sincerely,
MVOcNz
Deputy City Cler
cc: Bill Huber, Assistant City Manager
101 Pnnte on 2cydl ower
San Juan Capistrano: Preserving the Past to Enhance the Future
0
0
CITY CLERK'S DEPARTMENT - ACTION REMINDER
TO: Bill Huber, Assistant City Manager
FROM: Mitzi Ortiz, Deputy City Clerk DATE: May 16, 2005
SITUATION:
At their meeting on June 15, 2004 the City Council of the City of San Juan Capistrano
approved a Personal Services Agreement with KT Community Relations to provide Public
Relations and Community Liaison services.
ACTION REQUESTED:
Said Agreement states services shall be completed by June 15, 2005.
Please notify this office if agreement has been extended or completed.
Ac I/ l�O� BE TAKEN: ���oTa� ��►vvd/� .�Jo�/ iir�ssr
� c7'uuf �. zoob
DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:
�-"Y I; 200b
SIGNATURE OF OFFICIAL TAKING ACTION:
DATE SIGNED:
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
Tickler Date: 05/16/05
Deadline Date: 06/15/05
(600.30/kt comm)
SRN -7-2005 15:25 FROM:CHUCK RL S RLLSTA (949)789-0149 T031053 P.2
WAIIState.
You're in good hands.
CALIFORNIA ALLSTATE
PROOF OF AUTO INSURANCE CARD You're in good hands.
------------------------------------------------------------------------------
ALLSTATE INDEMNITY COMPANY NAIC : 19240
1819 ELECTRIC ROAD, SW. ROANOKE, VA 24018
CRAIG & KELLY TOKARSKI
32 RAMBLING
ALISO VIEJO CA 92656
This policy meets the requirements of the applicable California financial
responsibility law(s).
POLICY NUMBER
067848682
EFFECTIVE DATE
01/07/2005
EXPIRATION DATE
07/07/2005
YEAR MAKE MODEL
2002 IS300
VEHICLE ID NUMBER
JTHBD192320046477
If you have an accident or loss:
- Get medical attention if needed.
- Notify the police immediately.
- Obtain names, addresses. phone numbers (work & home) and license plate
numbers of all parsons involved including passengers and witnesses.
- Call 1-800 ALLSTATE (1-800-255-7828), logon to allstate.com
or contact your Allstate agent or broker.
CHUCK ALLAN
(949) 788-0198
101 Pacifica
Irvine
G52-2
Suite 260
CA 92618
1— Z
7RN-7-2005 15:25 FROM:CHUCK AL 'S RLLSTA (949)788-0149 TQ: 4931053 P,3
(WAI1StMe.
You're in good hands.
CALIFORNIA ALLSTATE
PROOF OF AUTO INSURANCE CARD You're in good hands.
----------------- ----------------------------------
----------------- --
ALLSTATE INDEMNITY COMPANY NAIC : 19240
1819 ELECTRIC ROAD. SW, ROANOKE. VA 24018
CRAIG & KELLY TOKARSKI
32 RAMBLING
ALISO VIEJO CA 92656
This policy meets the requirements of the applicable California financial
responsibility law(s).
POLICY NUMBER
067848682
EFFECTIVE DATE
01/07/2005
EXPIRATION DATE
07/07/2005
YEAR MAKE MODEL
2005 330I
VEHICLE ID NUMBER
WBAEV53485KM40155
If you have an accident or loss:
- Get medical attention if needed.
- Notify the police immediately.
- Obtain names, addressesphone numbers (work & home) and license plate
numbers of all Persons involved including passengers and witnesses.
- Call 1-800-ALLSTATE (1-800-255-7828). logon to allstate.com
or contact your Allstate agent or broker.
CHUCK ALLAN
(949) 788-0198
101 Pacifica
Irvine
G52-2
Suite 260
CA 92618
Z -Z
JfRN-7-2005 15:25 FROM:CHUCK RS RLLSTR (949M8-0149 4931053 P.4
WAIIState.
You're in good hands.
Print Key Output Page 1
5722SS1 V5R2MO 020719 A4000080 01/07/05 15:22:16
Display Device . . . . . QPADEVOOK3
User . . . . . . . . . . SCA01102
Insured: CRAIG & KELLY TOKARSKI Pol. No.: 067848682 07/07
Home: ( 949 ) 643 - 3996 **ITEM COVERAGES**
Item No: 2005 330I
CODE COVERAGES DEDUCTIBLES PL 0 LIMITS
AA Bodily Injry 100,000 / 300.000
BB Prop Damage 100,000
DD Collision 500 1
Waiver Coll. Yes
HH Comp 250
LG2 Loan Gap
SS Uninsured BI 100,000 / 300,000
Total Policy Premium:
(ENTER) CONTINUE {
G52-2
$877.05 Total Item Premium
PREMIUMS PRM TYPE
$93.06
$52.30
$200.46
860.37
$17.40 COLLISN
$4.83 COMPNSV
827.42
$455.84
} (F1) HELP (F3) QUIT (F4) BACK (F8) REVIEW REN'L MORE
_TRN-7-2005 15:25 FROM:CHUCK RL S RLLSTR (949)788-0149 1-0:4931053 P.5
Print Key Output
5722SS1 V5R2MO 020719 A4000080
Display Device . . . . . QPADEVOOK3
User . . . . . . . . . . SCA01102
Insured: CRAIG & KELLY TOKARSKI Pol
Home: ( 949 ) 643 - 3996 **ITEM COVERAGES**
Item No: 2002 IS300
QDAllstate.
You're In good hands.
Page 1
01/07/05 15:22:14
No.: 067848682 07/07
CODE COVERAGES DEDUCTIBLES PL 0 LIMITS
AA Bodily Injry 100,000 / 300.000
BB Prop Damage 100,000
DO Collision 500 1
Waiver Coll. Yes
HH Comp 250
SS Uninsured BI 100,000 / 300,000
Total Policy Premium
(ENTER) CONTINUE (
R52-2
PREMIUMS PRM TYPE
$148.09
$51.21
$154.32
$37.43
$30.16
$877.05 Total Item Premium: $421.21
} (Fl) HELP (F3) QUIT (F4) BACK (F8) REVIEW REN -L MORE
SRN -7-2905 15:24 FROM:CHUCK RS ALLSTR (949)788-0149
Allstate Insurance
Chuck Allan Agency
101 Pacifica Ste 260
Irvine, CA 92618
Phone (949) 788-0198 Fax (949) 788-0149
4931053 P.1
(WAlism e.
1buYs'in good hands.
To: ( tcy
Attie LNZVLgil'
Fax1 • C 3 - \ U 5-3 Ph:
Fax2: Pgs: J Coversheet not included
Date:
From: Regina
Re:
CC: Fax:
❑ Urgent 0 For Review ❑ Please Reply ❑ Per Your Request
G52-2
CITY OF SAN JUAN CAPISTRANO
INTER -DEPARTMENTAL MEMORANDUM
TO: John Shaw, City Attorney FROM:
DEPT: City Attorney DEPT: 64 `"e
SUBJECT: Document Review DATE:
PHONE EXT:
NOTE: IF THIS IS A "RUSH" ITEM. PLEASE COMPLETE IN RED INK
ATTACHED ARE THE FOLLOWING (please describe document, i.e. agreement, contract, consultant
60,, Iiiac -//- /Z rxl-� T�,SUrlrLt4 rc
(1) For your approval and signature [ ]
(2) For your review and comment [ ]
PLEASE:
(3) For your information [ ]
(4) As requested
(5)
(A) Keep for your files [ ]
(A) When completed, return to: [ ]
(C) Date/Time
Ext.
JUN -18-2004 J4:08 Ff20M:CHUCK
Y
RLS'S RLLSTR (949)788-0149 04931053
P.2
W z
C
Vou're if�0od hands.
mm
U
G
J
Z Q
Ci
v >
Q d
> ?
zLLI
9°8 a
LL
rO
Nppp
i
OF
RO
O �Fo w
LL
:D G l6
0
�
HJ
N O
h
n d
C•
�+
m W
w
a and U
T E
O
v
77
fa 44
m C
a g9Emo
I-.
it
co
cc w
U
N LLY
LU
C
yvcV
WO
r� O
m
0:
LL 0(L 0N u�
>
m
3 m m
;7-
O LL V ` F D
ly
Q
Wr—n n Z0W
OLL
O g cmm'= O
U 0 U C O« O ¢ 4 2
H
m « m c o l0
W
s
N
& a �my'�
W
K
Y
(D
g
S o c .s u
o 'e �c> >
'
w
my
w 0`oq>� 8
LL
U
JO
C
N
z2U
WxC'm0
C
0 LU
V)
W�
jj
L°o8 '° m
mL"
O
N
au
a�
�d�"� ° 0
U
C. O.
a.
a U= m n C p
H N u O CD
n
J
z
y
uNi
a
O
—
c
w
Z
m
E
Wo
W Y
W
Z
7
J
O
0 Z
?
®
®
®
®
c 10
r
LLUL
Om
roc
F- 8
m�
}
O]
o _
c
0 0 `
cU
e
m
Szc
'_m
�N
O
NQ
L�L d
❑❑m'
Si
m
N
O
C n
m n
N
O
F -M
! ._
m y m
m
N
9 W
=i¢
1n O
040
O
U)
U❑
Qan
L m W
cc
Tv
U
JJ
ww
w
Q❑
❑®N
'�m F -
_a
N
i' O r O N
m
Z
W
Q 5 G
Zr E �' cu O1
x 0 m
O
J
>
Z
m. w NoE v
ca=au��s c
0
C. 7N C m
W
F2
W
C 4V$ N
a
�M W'R 0
a,
yy
r
Q
Z
W
n Eck c
00H E5 �
UU 3 00� N#
a
m5•,
o
o
Ix
_0 3�Cc
W on wN� z
c
¢
¢
Z���U�nQN�>
,F Q
a
W
}
O
U
m m m«€ O
�c
G'��'
,(Np
cW QO
}Qi1
7 N
jQJi
O W
W
J
t
A m tI
im
ZZN
2'!3
0D
Of= w
OW
Zcm)
w
cc
O
2
$y
_
cA�B�
W WEcZ
0
F-
s
EEOc¢z—O
owo
6 0 m2
oIE❑❑
LJ
E
O
w
d w
¢
E»�t tr1�p
E
zcc
❑
v40
3
o
mix
t ad s
G52-2
WO
Section 11. Insurance.
Insurance required herein shall be provided by Admitted Insurers in good
standing with the State of California and having a minimum Best's Guide Rating of A -
Class VII or better.
11.1 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full
force and effect Comprehensive Automobile Liability coverage, including owned, hired
and non -owned vehicles as required by law in the State of California.
11.2 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
proof of insurance to the City Clerk's office for certification that the insurance
requirements of this Agreement have been satisfied.
Section 12. Termination.
City and Consultant shall have the right to terminate this Agreement without
cause by giving ten(10) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated for cause by providing ten (10)
days' notice to the other party of a material breach of contract. If the other party does
not cure the breach of contract, then the agreement may be terminated subsequent to
the ten (10) day cure period.
Section 13. Notice.
All notices shall be personally delivered or mailed to the below listed addresses,
or to such other addresses as may be designated by written notice. These addresses
shall be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Cindy Russell, Acting Assistant City Manager
To Consultant: KT Community Relations
32 Rambling Lane
Aliso Viejo, CA 92656
Attn: Kelly Tokarski
TO:
DEPT:
SUBJECT:
City
ATTACHED ARE THE
agr"ent, etc.):
PLEASE:
0
CITY OF SAN JUAN CAPISTRANO
INTER -DEPARTMENTAL MEMORANDUM
it Attorney% FROM:
DEPT:
v v DATE:
G PHONE EXT:
ISIS
A "RU " ITEM PLEASE COMPLETE !INREDIN
WING (please describe document, i.e. agreemgW,contract, consultant
(1) For your approval and signature
(2) For your review and comment [ ]
(3) For your information
(4) As requested
(5)
(A) Keep for your files /[ `]
(A) When completed, return to: �(R eoajq ]
"'SC) I Ext.
(C) Date/Time needed:
0
cc
7
-
7
-
\
)
!
w
k \
�
®
�
09 P
-7EE
-
kSO
|
j k
)H§ 6
!k
§ �
�}E.
$ k'r
L.1 ccZVO
/Z
R #k\W
£ !
0
JUN -18-2004 14:08 FROM:CHUCK VN'S ALLSTA (949)788-0149 4931053
Chuck Allan Agency
101 Pacifica Ste 260
Irvine, CA 92618
Phone (949) 788-0198 Fax (949)788-0149
= do
To:
Attire
Faxl: q�(� �R 3 - Goey, 3 Ph:
Fax2:
Pgs:
P.1
(WAIIState.
Vouh In good hands.
Coversheet not included
Re: r.1-- If r L- _ . J
CC:
Fax:
❑ Urgent <e- or Review ❑ Please Reply
G52-2
0 Page 1 of 1
Maria Guevara
From: Meg Monahan
Sent: Monday, June 21, 2004 11:37 AM
To: 'Kelly Tokarski'
Cc: Maria Guevara
Subject: RE: insurance
Kelly, I will have Maria get back to you on this. She is returning Tuesday, Jun 22,d
'I'hanks,
M°c� Mow(�hG7w, Gita CL2v'R,
SP.v, Jwriv C str�
a?uno prnser. ��ie�civ,,te
o
-----Original Message -----
From: Kelly Tokarski[mailto:KTcommunityrelations@msn.com]
Sent: Monday, June 21, 2004 9:22 AM
To: Meg Monahan
Subject: insurance
good morning! hope you had a lovely weekend!
was wondering if you received the proof of insurance that my agent faxed to the main fax
number on friday. i also gave maria a simple copy of my insurance card but i wanted to
make sure that i gave you what is required.
thanks
Kelly Tokarski
KT Community Relations
(949) 395-4448
Get more from the Web. FREE MSN Explorer download: http://explorer.msn.com
6/23/2004
•
32400 PASEO ADEI—ANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAx
www.sanjuancapistrano.org
April 1, 2005
Kelly Tokarski
KT Communications
32 Rambling Lane
Aliso Viejo, CA 92656
Dear Kelly:
MEMBERS OF THE CITY COUNCIL
SAM ALLEVATO
DIANE BATHGATE
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
Enclosed is an executed, original Amendment No. 1 to a Professional Services
Agreement related to providing public relations and community liaison services, for your
records.
This agreement is for the term of July 1, 2005 through June 30, 2006. At that time, you
may proceed with work under this agreement in coordination with the William M. Huber,
Assistant City Manager (949) 443-6336.
Yours truly,
cc: William M. Huber, Assistant City Manager
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Panted an mgclea paper
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAX
www.sanjuanca/nstrano. org
June 17. 2004
Kelly Tokarski
KT Community Relations
32 Rambling Lane
Aliso Viejo, CA 92656
Dear Kelly:
Jam► C, •
IAIOAPOAAIfA
fslAottsxte 1961
1776
MEMBERS OF THE CITY COUNCIL
On February 17, 2004 the City Council approved a Personal Services Agreement
related to providing public relations and community liaison services. An original
agreement is enclosed for your records.
SAM ALLEVATO
DIANE L. BATHGATE
MATT HART
JOE SOTO
DAVID M. SWERDLIN
Though your evidence of insurance on file with this office is current — please be aware
that the comprehensive automobile liability coverage we have on file expires on July 7,
2004. Our documents must remain current, or all work under this agreement must stop
and all payments for services rendered will be withheld, until these documents are
brought current.
You may proceed with work under this agreement in coordination with the project
manager, Bill Huber, Assistant City Manager, (949) 443-6336.
Yours truly,
CMC
Agreement
cc: Bill Huber, Assistant City Manager
San Juan Capistrano: Preserving the Past to Enhance the Future
6/15/2004
AGENDA REPORT D 5
TO: Dave Adams, City Manager`
FROM: William M. Huber, Assistant City Manager
SUBJECT: Consideration of Approval of a Personal Services Agreement with
KT Community Relations to Provide Public Relations and Community
Liaison Services.
RECOMMENDATION
By motion, approve a personal services agreement with KT Community Relations to
Provide Public Relations and Community Liaison Services commencing July 1, 2004.
SITUATION
A. Summary and Recommendation
Staff solicited five (5) Requests for Proposals from qualified consultants to provide a
variety of public relations and community liaison services for the City. Two (2)
proposals were actually received. The City Manager and Assistant City Manager
reviewed the proposals and determined KT Community Relations best meets the
proposal requirements and needs of the City. Staff therefore recommends approval
to engage the services of KT Community Relations.
B. Background
Public relations services are needed by the City to provide effective and efficient
communication to the media on a variety of topics including such things as the
Mayor's Message, City Hall Updates and press releases. Additionally, a number of
Community Liaison and special event services are needed to coordinate
community -wide events and programs including speeches and letters for the Mayor
and Council Members, special activities such as Earth Day and Creek Clean Up
Day and coordination of presentations at community meetings along with a variety
of other activities.
The current contract with KT Community Relations will expire on June 30, 2004. In
order to continue to provide outreach services in an effective and cost efficient
manner it was necessary to solicit proposals for Fiscal Year 2004-2005.
Agenda Report
Page 2
C. Proposal Process/Review
June 15, 2004
Staff prepared and sent out a Request for Proposals to the following five (5)
qualified public relations firms:
KT Community Relations
Ann Romano
Dee Bower
Mary Urashima
Panagraph
Two (2) proposals were actually received from KT Community Relations and Dee
Bower. One firm did not respond due to family commitments and one felt the
process was too cumbersome. The third firm did not respond to staffs request in
time for the agenda item.
The City Manager and Assistant City Manager reviewed the proposals with
consideration of the following criteria:
1. Consultant's experience in dealing with City Government media relations
issues, community relations and event coordination.
2. Consultant's expertise
3. Consultant's ability to handle volume and meet time frames.
4. Consultant's experience and expertise at working effectively with Mayor and
Council to achieve desired results.
5. Consultant's fee schedule and identification of any costs extras.
The proposals were very competitive and all demonstrated a high degree of
expertise and knowledge related to the scope of services. Upon review of the
proposals it was determined that KT Community Relations best met the proposal
requirements and the evaluation criteria. In addition, KT Community Relations has
worked as the City's Public Relations Consultant for nearly the past four months
and has demonstrated that the firm provides a very high quality and professional
level of service when it comes to writing press releases, Mayor's Messages, and
City Hall Updates. Previous experience by the firm working for the local press has
also proven to be beneficial in working to assure information is reported accurately
and in a timely manner. The firm has also done an excellent job in coordinating
media information and special events coordination for activities such as Earth Day,
Fiesta de Agua, Coffee Chat, Chamber of Commerce and Rotary presentations.
The firm has proven that they not only have met or exceeded all expected time
frames but the firm is very proactive in seeking information for media releases and
event coordination.
0
Agenda Report
Page 3
0
June 15, 2004
The proposal requested the services to be provided for a range of 20-25 hours per
week but that the consultant provides a not -to -exceed maximum fee per month.
KT Community Relations maximum monthly fee is $4,500 based on an hourly rate of
$50. The fee was the lowest monthly fee of the proposals as well as the lowest hourly
rate of proposals received. Dee Bowers' fee ranged from $5,500 to $7,500 per month,
with hourly rates ranging from $110 to $125. Staff also checked with the other
solicited firms and found the hourly rates to range from $110 to $150. This additional
follow up information assures the competitiveness of the proposal from KT
Community Relations as the lowest fee and the best proposal for the City.
Based on review of the proposals it has been determined that KT Community
Relations is the best qualified with the lowest overall fee. Staff therefore recommends
City Council approve the Personal Services Agreement with KT Community Relations
to Provide Public Relations and Community Liaison Services.
D. Anreement
The agreement provides for the following as it relates to the required services:
• The Agreement is for one (1) year plus two (2) one-year extensions if the
work is satisfactory and any adjustments in fees can be mutually agreed
upon.
• Payment will be based on hourly rates but shall not exceed monthly fee for
work within scope as defined in the agreement.
• Consultant must disclose all potential conflicts of interest.
• Agreement can be terminated without cause in 30 days and with cause in
10 days.
COMMISSION/BOARD REVIEW AND RECOMMENDATIONS
Not Applicable
FINANCIAL CONSIDERATIONS
The operating budget identifies $56,000 from the General Fund for Public Relations work in
Fiscal Year 2004-2005. In addition, services provided for Public Relations related to
Enterprise Funds or major Capital Projects will be charged to those funds. It is believed the
current funding level will be adequate.
0
Agenda Report
Page 4
NOTIFICATION
KT Community Relations
June 15, 2004
By motion, approve a personal services agreement with KT Community Relations to
Provide Public Relations and Community Liaison Services commencing July 1, 2004.
Respectfully submitted,
William M. Huber
Assistant City Manager
WMH:sc
Attachments: 1. Professional Services Agreement
0
0
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 15th day of June 2004, by and
between the City of San Juan Capistrano (hereinafter referred to as the "City") and
KT Community Relations (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal for Public Relations and Community Liaison services; and,
WHEREAS, Consultant is qualified by virtue of experience, training, education
and expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by Consultant shall consist of those tasks as
set forth in Exhibit "A," attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of
its profession.
Section 2. Term.
Work under the agreement shall commence on the effective date of this
Agreement and continue for one year. The City Manager or his designee shall have the
authority to extend the contract for two (2) one year periods. Extension shall only be
granted provided that Consultant has performed in a competent and satisfactory
manner and that any rate or fee increases can be mutually agreed upon and are within
market rates.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not
exceed $ 4,500 per month, as set forth in Exhibit "A," attached and incorporated herein
by reference, excepting there from those incidental expenses as indicated.
Compensation will be based on the hourly rate schedule as set forth in Exhibit "B",
however in no case shall it exceed $ 4,500 per month, plus incidental expenses.
ATTACHMENT
0
Work requested and mutually agreed
covered in the Scope of Work in Exhibit
hourly rate as provided in Exhibit "B".
3.2 Rate Schedule.
0
upon between the City and Consultant not
"A" shall be compensated at the consultants
The services shall be billed to the City at the rate set forth in Exhibit "B,"
attached and incorporated herein by reference. Included within the compensation set
forth in Exhibit "B" are all the Consultant's ordinary office and overhead expenses
incurred by it, its agents and employees, including meetings with City representatives to
perform the stipulated services Submittals shall be in accordance with Consultant's
proposal.
3.3 Method of Payment.
Consultant shall submit semi-monthly invoices based on total services
which have been satisfactorily completed and specifying task and amount of time, plus
any incidental costs. Work not specifically covered under the scope of this contract will
be billed to the City under a separate invoice. The City will pay progress payments twice
per month for periods from the first (1s) to the fifteenth (15th) and from the sixteenth
(16th) to the end of the month based on approved invoices in accordance with this
Section.
3.4 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be
made available at reasonable times to the City.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not
an agent or employee of the City, and shall obtain no rights to any benefits which
accrue to the City's employees.
Section 5. Limitations Upon Subcohtractina and Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for the City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required
without written approval of the City. This Agreement may not be assigned, voluntarily or
by operation of law, without the prior written approval of the City. If Consultant is
permitted to subcontract any part of this Agreement by the City, Consultant shall be
responsible to the City for the acts and omissions of its subcontractor as it is for persons
0 0
directly employed. Nothing contained in this Agreement shall create any contractual
relationships between any subcontractor and the City. All persons engaged in the work
will be considered employees of Consultant. The City will deal directly with and will
make all payments to Consultant.
Section 6. Chancres to Scope of Work.
In the event of a change in the Scope of Work provided for in the contract
documents as requested by the City, the Parties shall hereto agree on a fee for the
additional services pursuant to Sections 3.1, 3.2 and 3.3 herein.
Section 7. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 8. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant
in connection with the performance of its services pursuant to this Agreement are
confidential to the extent permitted by law, and Consultant agrees that they shall not be
made available to any individual or organization without prior written consent of the City.
All such reports, information, data, and exhibits shall be the property of the City and
shall be delivered to the City upon demand without additional costs or expense to the
City. The City acknowledges such documents are instruments of Consultant's
professional services.
Section 9. Indemnity.
Consultant agrees to protect, defend and hold harmless City, its elected and
appointed officials and employees from any and all claims, liabilities, expenses or
damages of any nature, including attorneys' fees, for injury or death of any person or
damage to property or interference with use of property and for errors and omissions
committed by Consultant arising out of or in connection with the work, operation or
activities of Consultant, its agents, employees and subcontractors in carrying out its
obligations under this Agreement.
Section 10. Insurance.
Insurance required herein shall be provided by Admitted Insurers in good
standing with the State of California and having a minimum Best's Guide Rating of A -
Class VII or better.
0 0
10.1 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full
force and effect Comprehensive Automobile Liability coverage, including owned, hired
and non -owned vehicles as required by law in the State of California.
10.2 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
proof of insurance to the City Clerk's office for certification that the insurance
requirements of this Agreement have been satisfied.
Section 11. Termination.
City and Consultant shall have the right to terminate this Agreement without
cause by giving thirty (30) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated for cause by providing ten (10)
days' notice to the other party of a material breach of contract. If the other party does
not cure the breach of contract, then the agreement may be terminated subsequent to
the ten (10) day cure period.
Section 12. Notice.
All notices shall be personally delivered or mailed to the below listed addresses,
or to such other addresses as may be designated by written notice. These addresses
shall be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: William Huber,A§sistant City Manager
To Consultant: KT Communications
32 Rambling Lane
Aliso Viejo, CA. 92656
Attn: Kelly Tokarski
Section 13. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
0
0
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
BE
CONSULTANT
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John K. Shaw, City Attorney
0 Exhibit `A' 0
SCOPE OF SERVICES
The Consultant shall perform the tasks as set forth herein:
Press Releases
Consultant shall work with staff and City Council in the preparation of all Media Press
Releases. Releases must be handled in a timely manner to ensure appropriate local
paper deadlines are met. Consultant must have ability to develop releases that properly
represent the Cities position in a factual and concise manner. Graphics or photos
accompanying releases may be supplied by the City or provided by the consultant.
Consultant may be requested to prepare release from existing materials, staff reports,
and attendance at meetings or interviews with Council or staff. In all instances
consultant shall be responsible for all materials released to the press to ensure quality
and accuracy. All press releases must be near newspaper copy ready as possible to
ensure minimum loss of information due to space restrictions and editing. Consultant
shall also coordinate with staff and Council, if necessary, on requests for information
and provide appropriate response.
City Hall Updates
The City of San Juan Capistrano prepares and supplies to the local newspaper on a
weekly basis, updates on important City issues. Consultant shall work with staff and City
Council in the preparation of all City Hall Updates. The City Hall Updates must be
handled in a timely manner to ensure appropriate local paper deadlines are met.
Consultant must have ability to develop the Updates to properly represent the Cities
position in a factual and concise manner. Graphics or photos accompanying the
Updates may be supplied by the City or provided by the consultant.
Consultant may be requested to prepare Updates from existing materials, staff reports,
and attendance at meetings or interviews with Council or staff. In all instances
consultant shall be responsible for all information in the Updates released to the press
to ensure quality and accuracy. All Updates must be near newspaper copy ready as
possible to ensure minimum loss of information due to space restrictions and editing.
Mayors Messages
The Mayors Message is a bi-weekly regular feature in the local newspaper. The Mayors
Message provides important information to the community on a variety of topics. The
Consultant shall work with the Mayor and city staff on the preparation of the Mayors
Message to ensure quality and timeliness.
0 0
City Hall Meetings/Mayor Meetings
Consultant shall meet with Department Heads and City Manager's representative on a
regular basis to determine most news worthy information and activities. Consultant shall
coordinate with City Managers office on appropriate items and activities to report on.
Council Meeting attendance will be required where media coverage is required for
significant projects.
Consultant shall meet with the Mayor and other Council Members on an as needed
basis to facilitate and prepare Mayors Messages and other media information.
Speech Preparation
Consultant shall work with Council and staff in the preparation of speeches for the
Mayor and Council Members as appropriate. Consultant shall be responsible for the
quality and accuracy of the prepared speeches.
Community/Media Event Coordination
Consultant may from time to time be required to coordinate not only the media portion of
a community event but also to ensure the event is properly coordinated and attended.
This may include sending out notices to individuals, inviting speakers, coordination of
set up and tear down, securing appropriate facilities, food ordering etc. Venues may
include but are not limited to Chamber of Commerce, Downtown Merchants
Association, Rotary, and Senior's Club etc. Events may be scheduled either day or
night.
Public Relation/Community Outreach Campaigns
Consultant shall work with the City on all assigned public relation and community
outreach campaigns. Consultant shall provide information on most appropriate use of
available resources and proposed media campaign that will best achieve the City
desired results.
Consultant shall work with appropriate staff and prepare for review all City media
information.
Media Relations
Consultant must maintain a good working relationship with key media personnel at all times
Other Assigned Duties
From time to time other duties may be assigned that are not specifically addressed
above. Additional duties will be discussed and reviewed with consultant and paid for at
the set hourly rate in the contract.
Exhibit `A'
0
Exhibit `B'
Fee schedule and rate
0
KT Community Relations will work 20 to 25 hours per week for the city of San Juan
Capistrano at $50 per hour.
The fixed salary is not to exceed $4,500 per month and is subject to negotiation.
Mailings, postage and things not covered by the city will be charged as an additional cost
plus 15%. Vehicle mileage at 0.33/mile and other direct expenses will be charged in
addition to the maximum fee stated above.
Exhibit `B'
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 4931171
(949) 493-1053 FAX
www.satijuancapistrano.org
June 16, 2004
0
IAIAAYAAAIfA
• tsiAlusem 1161
1776
NOTIFICATION OF ACTION BY THE
CITY COUNCIL OF SAN JUAN CAPISTRANO
MEMBERS OF THE CITY COUNCIL
SAM ALLEVATO
DIANE L. BATHGATE
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
On June 15, 2004 the City Council of San Juan Capistrano met regarding:
"Consideration of Approval of a Personal Services Agreement with KT
Community Relations to Provide Public Relations and Community Liaison
Services" Item No. 135.
The following action was taken at the meeting: Personal services agreement with KT
Community Relations to provide public relations and community liaison services
commencing July 1, 2004 approved.
If you have any questions regarding this action, please contact William M. Huber,
Assistant City Manager at 443-6313 for more detailed information.
Thank you,
MitziOrtiY
Deputy City Clerk
Cc: KT Community Relations; William M. Huber, Assistant City Manager
San Juan Capistrano: Preserving the Past to Enhance the Future
•
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493.1171
(949) 493-1053 FAx
www.sanjuaneapistrano.org
E
MEMBERS OF THE CITY COUNCIL
NOTIFICATION OF MEETIRG-UP POTENTIAL INTEREST
OF THE SAN JUAN CAPISTRANO CITY COUNCIL
SAM ALLEVATO
DIANE L. BATHOATE
WYATT HART
JOE SOTO
DAVID M. SWERDLIN
The City Council of San Juan Capistrano will meet at 7:00 p.m. on June 15, 2004, in the
City Council Chamber in City Hall, to consider: "Consideration of Approval of a
Personal Services Agreement with KT Community Relations to Provide Public
Relations and Community Liaison Services" — Item No. D5
If you have specific thoughts or concerns regarding this item, you are encouraged to
participate in this decision making process. You can communicate with the City Council
through correspondence addressed to the Board and/or by attending the meeting and
speaking to the Council during the public meeting.
Correspondence related to this item must be received at City Hall by 5:00 p.m. on
Monday, June 14, 2004 to allow time for the Council to consider its content.
If you would like to speak at the meeting, please complete a blue 'Request to Speak"
form found inside the entrance to the Council Chamber. This form is turned in at the
staff table, just in front of the Council dais. You will be called to speak by the Mayor
when the item is considered.
You have received this notice at the request of the City staff member William M. Huber,
Assistant City Manager. You may contact that staff member at (949) 443-6313 with any
questions.
The Agenda, including agenda reports, is available to you on our web site:
www.san'uancapistrano.org. If you would like to subscribe to receive a notice when
agendas are posted to the web site, please make that request by sending an e-mail to:
council-agendas(a)sanivancapistrano.org.
Thank you for your interest,
Meg Monahan, CMC
City Clerk
cc: KT Community Relations; William M. Huber, Assistant City Manager
Received staff report
San Juan Capistrano: Preserving the Past to Enhance the Future