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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