HomeMy WebLinkAboutItem 2a: Agreement with Chamber of CommerceDevelopment Services Department
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0: Honorable Mayor and City Counci'
The Arcadia Chamber of Commerce assists the City's economic development and
marketing function pursuant to an annual Agreement for Services contract. Chamber
staff plans programs that benefit its members and the business community, some of
which are regular recurring events and others that are one -time or special projects that
often provide unique opportunities for its members or the broader community. The
Chamber's programs and activities complement the City's efforts with local businesses.
The annual contract is usually renewed either concurrent with or shortly after the
adoption of the City budget.
:�• -• r
The City's FY 2012 -13 Budget, which was approved at the June 19 City Council
meeting, included $62,000 for the Chamber of Commerce, which is the amount they
have received for the last five years. In previous years, the cost of the Chamber
contract was split evenly between the General Fund and the Redevelopment Agency.
Due to the elimination of Redevelopment, the entire FY 2012 -13 contract payment is
coming from the General Fund. Since the General Fund has had to absorb the vast
majority of the costs that were previously paid by Redevelopment, the proposed 2012-
13 Chamber contract amount has remained unchanged.
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The Chamber of Commerce offers a variety of services to the business community in
Arcadia, including:
Chamber Agreement FY 12 -13
July 3, 2012
Page 2 of
monthly 1. Providing reference and referral information about the City to brokers, realtors,
merchants, business operators, and interested public.
2. Communicating frequently via e-mail with Constant Contact
calendars and weekly event reminders, regular website updates, and printed
3. Utilizing new media, including Facebook and Twitter, to expand outreach for
events, including mixers, business breakfasts, and ribbon cuttings.
4. Organizing and operating the annual Business Expo, which was held at Santa
Anita Park for the first time in 2012. The Chamber has also held a business exp,-#,
highlighting new business members.
5. Promoting and managing the annual Taste of Arcadia event, which has become
. signature
6. Organizing and providing staff support for the monthly Government Affairs
Forum, Ambassadors meeting, Strategic Planning Committee, Small Business
Development Center (SBDC) Mastermind Lunch Meetings, Asian Business
Outreach Committee, Business Networking Breakfasts, and mixers.
7. Working with and supporting the Arcadia Downtown Business Association
through the evaluation of Property Based Business Improvement District (PBID)
consulting proposals and the start of the PBID process.
During the 2011 -2012 Contract, additional Chamber accomplishments included the
Distribution of City and street maps to all 25,000 homes and businesses, and the City
Directory to 10,000 doors — the first time these items were delivered directly to
Arcadians. The Chamber also co- sponsored with the City of Arcadia a luncheon
meeting for the business community on understanding the Americans with Disabilities
Act (ADA).
As reflected in their proposal that is included as Attachment A, the Chamber has
requested that the City increase its financial support to $100,000 annually. The
Chamber's accomplishments during 2011 -12 (Attachment B), their proposed $100,000
contract for FY 2012 -13 (Attachment C), and their financial report (Attachment D) are
also provided. As discussed above, the Budget approved by the Council on June 19 for
the Chamber contract is unchanged at $62,000. An Agreement for Services with the
Chamber for FY 2012 -13 in the amount of $62,000 is included as Attachment E.
The City Council could choose to provide the $100,000 that has been requested by the
Chamber for their FY 2012 -13 contract. It is recommended that the City Council
authorize the $62,000 that was approved in the Budget for the Chamber contract. This
Chamber Agreement FY 12-13
July 3, 2012
Page 3 of 3
ootmount is consistent with the funding provided to the Chamber for the past five year"
Due to the end of Redevelopment, the entire amount will come from the General Fund.i
l9imill Max"I
A total of $62,000 was included in the adopted General Fund Budget. The City also
provides below market rent for the City-owned Chamber offices at $400 per month. The
current five year lease was approved on November 15, 2011.
14ML21991
It is recommended that the City Council authorize the City Manager to enter into an
Agreement with the Arcadia Chamber of Commerce for $62,000 for Fiscal Year 2012-
13.
ri TOOT167 M-1 I
�Domir��icLaz�zar
City Manager
Attachments:
Attachment A: May 4, 2012 letter to the City Manager
Attachment B: Progress Report July 1, 2011 — May 11, 2012
Attachment C: Proposed Chamber Contract with City Contribution of $100,000
Attachment D: Chamber of Commerce Financials
Attachment E: Proposed Chamber Contract with City Contribution of $62,000
May r 2012 letter to the City
Mr. Dominic Lazzaretto, City Manager
Members • the Arcadia City Council
240 West Huntington Drive
Arcadia, California 91007
ARCADIA
Re: Arcadia Chamber of Commerce & City of Arcadia (homber of Commerce
20122013 Annual Agreement
In curl- ,90,
KORMAMTURINTIMI =
With this past year's transition to a new Chamber Executive Director and, more
recently, a new City Manager, we believe it is appropriate time for a thorough re-
examination • the Chamber's contract for services provided to the City.
Approximately 90% of the services provided by the Chamber benefit the
City of Arcadia's business sector and community at large, directly or
indirectly, much of which the City would need or desire to fund at much
greater expense to City if the Chamber did not exist. (Breakout on
attached pages, including many required delivery items by City)
The Chamber's service fee to the City currently represents less than 21 %
of the Chamber's costs to provide these services, and this annual fee
charged to City has increased only once since the 1990s, a bump of less
than 13% ($7,000) five years ago in 2007.
The City's annual sales tax revenue alone, which is somewhat attributable
to, and sustained by the Chamber's services, stands at more than $9
million, having grown $2.3 ml. per year (34%) since 2000, despite the
recession since 2008.
The Chamber proposes a five-year services contract with the City, reviewable
annually, to cover 50% of the Chamber's annual budget. For 2012-13, the
Chamber's projected budget remains roughly flat at about $310,000. The City's
$155,000 fee ($100,000 cash — only 1.1 % of the City's sales tax revenue) in the
form of:
0 111 •-•
The Arcadia Chamber of Commerce is the second largest Chamber in the San
Gabriel Valley. Here are 2 few highlights of Arcadia Chamber services:
1111011=3
City/Community:
01 Second "front door" to the City as de facto Visitors Center, especially
given Chamber's prominent office location that invites hundreds of weekly
walk-in visitors and phone calls seeking all manner of City and community-
oriented information. (City of Pasadena funds its own Visitors Bureau --
this Chamber service saves the City of Arcadia considerable expense.)
Produce two • City's biggest signature events of year: Taste • Arcadia;
Citizen
• Year/ Installation Dinner
City street maps, City directory — first time ever to all 25,000 homes in
2011, plus free supplies to City, Police, Fire, etc,
Promotional/marketing vehicle for City/non-profit organization events,
activities via printed fliers, Expos, new web site, social media, etc,
* Promotion/hosting partner with City on seminars, programs
* Showcase community non-profit groups such as Arcadia Welfare & Thift
* Provide monthly community calendar for Coordinating Council; partner
with Arcadia Chinese Association on Asian Business Night and more.
Support schools -- Measure A parcel tax; theater programs; student
participation in Chamber flash mob.
Enclosed are financial reports with budget comparisons. We appreciate your
continued interest and support of the Arcadia Chamber of Commerce.
Scott Hettrick Pete Siberell
Executive Director President, 2012-2013
Attachment B.--
Progress Report
July 1, 2011 — May 11, 2012
Er 1 1_1_2012
Arcadia Chamber of Commerce
The Chamber has been very busy - many activities & accomplishments thus far,
Taste of Arcadia - More than 900 attended and more than 40 restaurants and
wineries, breweries participated. Plans already set for Taste 2012 Sept. 17
Citizen of Year / Installation Dinner - nearly 200 attended
Council Candidates Forum in March; first and biggest in community
Planning Conference, including State of City report from City Manager
Business Expo - first-ever at Santa Anita Park during live racing
0 Street map of Arcadia delivered first time to all 25,000 homes, businesses
0 City Directory delivered first time to 10,000 doors
G Re-started Asian Business Outreach Committee and hosted very successful
Asian Business Night Dec, 8 featuring keynote by Congresswoman Judy Chu
6 Created first-ever Chamber flash mob at Santa Anita Park with hundreds of
community participations from age five to 75 introduced to Chamber in support of
Amercian Cancer Society's Relay for Life
0 First-ever Community Builder Presenting Sponsor of Chamber by Westfield
0 Created new Membership application brochure - distributed thousands
0 70 New Members in the past year!
0 Won City approval to hire consultant to establish Business Improvement District
0 More than a dozen Business Mixers, including three this month in May
0 Promoted L.A. and California Citizen Business Planner awards for Executive
Director Scott Hettrick
0 More than 3,000 Re-designed Newsletters distributed with flyer inserts
0 Web site: elaborate new site launched in April
0 Chamber Business Awards Breakfast scheduled for July 19 - expecting record
turnout for Networking Breakfast to honor Westfield and CPK
a 10 o re tha n 100 C h am ber com mittU-e I I IVU U i 1g
0 Chamber representatives attended more than 50 civic meetings & events
4D Hosted 10 monthly Networking Breakfasts; more than 300 combined attendees
Government Affairs Forum met 10 times presenting informative speakers,
including first-ever Secret Service presentation, elected officials' updates &
recommendations regarding pending legislation
20 Grand Openings / Ribbon Cuffing Ceremonies
Assisted more than 1,000 walk-in visitors with directions, information, maps,
business referrals
Responded via phone, fax, email & Internet to thousands of requests for
business referrals and information about Arcadia
Provided thousands of tourist & visitor information brochures
Ambassador visits/calls to more than 150 members during the past year
Hundreds of boardroom rentals ranging from one-time to monthly
Supporters of SGV Economic Partnership, SCORE, SBA & SBDC counseling
services; monthly Mastermind series, Foothill Workforce Board seminars, etc,
AGREEMENT FOR SERVICES
FY 2012 - 2013
City of Arcadia and Arcadia Chamber of Commerce
This Agreement for Services ("Agreement") is entered into this 1 st day of July, 2012 by
and between the Arcadia Chamber of Commerce ("Chamber"), a 501 (c)6 not-for-profit
organization and the City of Arcadia ("City"), a municipal corporation and charter city.
A. The City and the Chamber have long cooperated on areas of mutual interest to t
Arcadia civic and business community. I
B. The Chamber has provided numerous economic development and marketing
services to the City.
C. For many years, the City has provided to the Chamber at a below market lease rate
the full use of the City-owned building at 388 W. Huntington Drive, Arcadia in recognition
of its services to the City, and in 2011 - 12 has further contributed $62,000 to the Chamber
as the City's share of the cost of the economic development and marketing services
provided that fiscal year by the Chamber, which we would propose to continue for FY 2012
—2013.
D. The City and the Chamber recently extended the Lease between the City and the
Chamber, for five (5) years to December 3, 2016.
E. The City and the Chamber desire to memorialize their relationship for five years
through fiscal year 2016-17, to be reviewed annually, beginning with the fiscal year 2012-
13.
F. The City desires and intends to pay the Chamber in fees, services and lease
discounts the amount of $150,000, with annual fees of $100,000 in quarterly payments for
each year of the agreement, beginning July 1 in FY 2012-2013 for the business, economic
and civic promotion services set forth in Attachment A.
G. The Chamber desires and intends to provide the City the business, economic, and
civic promotion services set forth in Attachment "Al and A2".
- E99UTI
Now therefore, the City and Chamber do hereby agree as follows:
IN Is R WE
1 The Chamber is and shall serve as an independent organization entirely
separate from the City and shall operate under its own bylaws as a
membership organization serving the interests of business in the greater
Arcadia area. For purposes of this Agreement, the Chamber is and in all
respects shall be deemed to be an independent contractor.
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2. The Chamber shall assist the City in its economic development, civic
promotion, and marketing efforts • providing the services and materials to
the City set forth in Attachment "A" to this Agreement, which is made a part
hereof.
3. Within five (5) working days after May 1, 2013, the Chamber shall submit to
the City a progress report describing the Chamber's performance under this
Agreement for the period July 1, 2012 to April 30, 2013.
ZOMMINEEMMI
The City shall assist the Chamber in its business service and developme
efforts by means of the City leasing to the Chamber for the remainder of t
term of the lease described in the Recitals hereof, and any extension, t
facility at 388 W. Huntington, and by providing, in the aggregate, $150,000
the 1
Chamber for 2012-2013 for the products, economic development
promotion services set forth on Attachment "A". 1
Review and Inspection of Chamber Records
The Chamber shall provid(
statement of the Chamber
year ending June 30, 2012
ending June 30, 2013.
to the City a complete and accurate financial
by September 30, 2012 for the previous fiscal
and by September 30, 2013 for the fiscal year
2. The City shall have the right to review and/or audit the records of the
Chamber to verify that the Chamber's expenditures of the City's funds are
consistent with this Agreement. For this purpose, the Chamber shall make
available to the City and its representatives, all records of the Chamber for
purposes of review and audit during normal business hours of the City, upon
reasonable demand by the City.
This Agreement may be amended by mutual written consent of the parties.
E. Termination
This Agreement may be terminated by any party giving the other party
written notice of termination 180 days prior to the effective date of
termination. The rights, duties and responsibilities of the City and the
Chamber will continue for the period between the notice of termination and
the effective date of termination, including any prorata portion of the agreed
compensation. Section C of this Agreement entitled "Review and Inspection
of Chamber Records" shall survive any termination of this Agreement.
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9000� .,
IFIRIIIIII 111 11110 1
1 Should a dispute arise between the parties to this Agreement resulting in
legal action, the prevailing party or parties shall be entitled to an award of
reasonable attorney's fees and costs incurred.
In witness whereof, the parties have executed this Agreement as of the date first set fo
hereinabove. I
*159MCION
NM
President City Manager
Arcadia Chamber of Commerce City of Arcadia
Executive Director
UITOTOT*7�• •�
City Attorney
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Services Provided by Arcadia Chamber of Commerce
to the City of Arcadia
on FRIZTFFI�s
reTIMST-111100710 �_Tll 0 11W., iWors0mr0=1
Provide accurate and timely information and market the City and business
areas to hundreds of residents and business people who walk-in, phone,
write, e-mail,
• fax the Chamber each month.
C. Prepare and maintain the monthly community calendar of civic group events.
D. Provide as many new Arcadia residents as requested through the water dept
statement with a "welcome" package within one month of City notification-,
the package shall include materials provided by the City.
E. Provide information on Arcadia to realtors for a "business relocation"
package which commercial agents give to new businesses in the City.
F. Prepare and make available a civic directory which lists all civic, cultural,
social, educational, and business groups, addresses, meeting dates, etc.
G. Through the Board and Committee structure (e.g., EXPO Committee,
Government Affairs Forum, Asian Business Outreach Committee,
Ambassador Club, Emergency Preparedness Committee, Strategic Planning
Committee), and Chamber functions (Business Mixers, Networking
Breakfasts, various legislative gatherings and forums, Citizen of the Year
Award & Installation Dinner, Business Awards Lunch, and Taste of Arcadia)
bring civic leaders and City/Agency staff together with business people and
citizens every month.
H. Develop and maintain social media network to promote Chamber, City, and
business activities and news, including Chamber web site with calendar,
Facebook, and Twitter, and any new technologies that develop.
ME
A. Under the Business EXPO Committee, organize and hold at least one
annual "Business Expo" and possibly more as demand dictates to market
Chamber business member products and services to each other and to the
community. The City will be provideI free and prominent space at the
Expos.
B. Prepare and print (approximately every third year) a City Map, including
economic and civic information on Arcadia; provide as many copies to the
city and Fire & Police Departments as needed.
C. Prepare and print the "Business Directory"; provide copy to all Arcadi2-
businesses, and to residents, provide as many copies to the City as needed.
D. Conduct special community and business forums, e.g., Trash/Recycling
pick-up events, or assist City to inform the community of meetings, e.g.,
community workshops on large development projects, proposed city
measures, initiatives and propositions, transportation concerns, including
Gold Line/Metro, etc.
E. Assist the City during emergencies, by providing liaison at Emergency
Operations Center; coordinate with the City EOC & Red Cross and
Emergency Centers throughout the City in the event of earthquake or
disaster; working with Chamber Emergency Business Preparedness plan for
emergencies.
F. Provide ambassadors to existing and new businesses throughout the year to
monitor concerns, assist in resolving problems with the Chamber or the City,
meet other Arcadia businesses (e.g., monthly networking / orientation
breakfasts).
G. Prepare and distribute newsletters to members providing information on
business activities and legislation; make space available for City
column /bldg; provide 20 copies of any printed editions to City.
H. Work actively on business recruitment, expansion and retention efforts
throughout the City, e.g., business CEO/Chamber/City official meetings.
Organize and publicize seminars and training sessions for merchants and
business members under SBA, SCORE, SGVED, Foothill Workforce
Investment Board, Women at Work, and other governmental and
educational programs.
J. Continue to work with newly created Arcadia Downtown Business
Association to maintain momentum and support growth, organization and
marketing efforts.
Be
K. As needed or requested by the City, conduct membership survey on general
business topics, e.g., parking, ride-share, recycling, signage, etc. to inform
the City of business concerns.
Work with other business area on Live Oak, Duarte and other sectors IFF
initiate regular events and marketing.
M. Develop new media marketing opportunities for business members through
Chamber such as All Access Pass and Electronic interactive Chamber lobby
display.
Ill. Government/Lggig!gfivLe
A. Through the Legislative Committee, provide business information to
Chamber members and serve as a forum for City, County, State and
Federal interrelationships and dialogue.
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i.
Financial Overview —July 1, 2011 — April 30, 2012
The 2011-12 year has been one of management and financial transition for the
Chamber. We have yet to bottom out from the recession that has resulted in a
significant decline of members to less than 500, and a more than 45% decline in
asset value in the past four years from $178,000 in 2008 to $114,000 a year ago
and $97,000 as of April 30, 2012.
The Chamber staff includes only two full-time employees, with salaries of
$40,000 and $49,000, and two part-time employees with salaries of about
$15,000 each.
Staff salaries are mostly covered my Chamber member dues, which are
budgeted at about $100,000,
Remarkably, the Chamber remains on budget due to implementing many cost-
saving measures totaling about $15,000 this year, including withholding the new
Executive Director's car lease and monthly expense stipend (overall $6,000
annual savings), and no budgeted salary increase for 2012-13. The Chamber
also created new revenue-generating iniatives such as the All Access Pass
($3,500 so far), a door hanger marketing piece ($3,000 net), and first-time
member Community Builder and Keystone Club sponsor packages ($21,000,50
far).
Despite suffering a 32% decline in members due to a combination of business
closures and cutbacks and cleansing the member roles of non-paying members,
the Chamber is only down about $1,000 in overall member dues as the result of
a $15 member fee increase and the Community Builder / Keystone Club member
sponsors.
Attached are three financial reports:
a Balance Sheet
* P&L Budget vs Actual
* P&L Prev YR Comparison
* Please note that the City's final quarterly payment of $15,500 was received the
first week of May and is therefore not reflected in the income of these reports
through April 30.
9:26 AM
05/08/12
Cash Basis
July 2011 through April t
Jul'11 -Apr 12
Budget
$ Over Budget
% of Budget
Ordinary income /Expense
Income
4010 • Member Dues
M931.00
75,000.00
- 4,069.00
94.6%
4020 • New Member Dues
9,385.00
8,334.00
1,051.00
112,6%
4025 • Visionary Fund Income
3,895.00
3,330.00
565.00
117.0%
4030 • Event Income
68,281.20
91,668.00
- 23,386.80
74.5%
4031 • Directory/Maps
9,365.15
7,500.00
1,665.15
124.9%
4040 • City of Arcadia
46,500.00
51,668.00
.5,168.00
90.0%
4045 • Access Pass Income
3,250.00
4070 • Delegation Letters
0.00
1,000.00
- 1,000.00
0.0%
4080 • Income - Other
4,852.33
4,334.00
516.33
112.0%
4090 Interest Income
322.60
750.00
- 427.40
43.0%
4100 • Advertising Income
4050 • Newsletter advertising
862.50
4100a • Door Hanger
20,000.00
4100 • Advertising Income - Other
2,050.00
3,668.00
- 1,618.00
55,9%
Total 4100 • Advertising Income
22,912.50
3,668.00
19,244.50
624,7%
Total Income
239,694.78
247,252.00
- 7,557,22
96.9%
Expense
4800 • Depreciation
2,250,00
6000 • Labor Expenses
6001 • Gross Salaries & Wages
103,39233
106,668.00
- 3,275.27
96.9%
6002 • Employer Payroll Tax Expense
10,292.88
9,420 -00
872.88
109.3%
6003 • Payroll Service
681.85
1,668.00
- 986.15
40.9%
6004 Contract Labor
116.00
100.00
16.00
116.0%
6005 • Er Retirement Contribution
4,349.49
5,830.00
- 1,480.51
74.6%
6006 • Insurance-Health
10,170.00
10,420.00
- 250.00
97.6%
6007 • Workmans Comp Ins
862.22
1,080.00
- 217,78
79.8%
6000 • Labor Expenses • Other
1,000.00
J
-
Total 6000 • Labor Expenses
130,86517
135,186,00
4,320.83
96.8%
6100 • Presidents Expense
0.00
1,000.00
- 1,000.00
0.0%
6150 • Director Expenses
249.00
1,500.00
- 1,251.00
16.6%
6200 • Occupancy Costs
6201 • Rent
4,000.00
4,000.00
0.00
100.0%
6202 • Property Taxes
1,992.17
2,170.00
- 177.83
91.8%
6203 • Utilities
2,566.92
2,500.00
66.92
102.7%
6204 Bldg Repairs & Maintenance
443.97
1,250.00
- 806.03
35.5%
6205 • Custodian
1,600.00
1,500.00
100.00
106.7%
6206 • Other
57.21
Total 6200 • Occupancy Costs
10,660.27
11,420.00
- 759.73
93.3%
6300-insurance
6301 • Auto insurance
0.00
830.00
- 830.00
0.0%
6304 • Director & Officers ins
3,153.00
3,670.00
- 517,00
85,9%
Total 6300 • Insurance
3,153.00
4,500.00
- 1,347.00
70,1%
6321 • Employee Payroll Tax Expense
6305 • Director & Officers
400.00
6321 • Employee Payroll Tax Expense - Other
105.00
Total 6321 • Employee Payroll Tax Expense
505.00
6350 • Telephone
5,213.50
4,000.00
1,213.50
130.3%
6360 Postage and Delivery
2,41537
2,670,00
- 254,23
90.5%
6400 Printing Expenses
6401 • Newsletter
4,728,10
4,500.00
228.10
105,1%
6402 • Printing & Reproduction
476.78
1,250.00
- 773.22
38.1%
6403 • Other Printing
3,430.98
250.00
3,180.98
1,372,4%
Total 6400 • Printing Expenses
8,635.86
6,000,00
2,635.86
143.9%
9:28 AM
05/08/12
Cash Basis
6410 • Equipment Purchase
6411 Equipment Rental
6412 • Equipment Repair
6420 • Accounting & Legal
6430 • Dues and Subscriptions
6500 • Plaques & Awards
6510 • Stationery & Supplies
6520 • Nospltality
6530 • Computer Supplies
6540 • Computer I Website Maintenance
6600 • Training & Conference
6620 • AdvertlsinglPromo/Website
6640 • Event Expenses
6720 • Licenses & Permits
6730 • Contingencies /Bank Charges
6740 • • Income Tax
6800 • Miscellaneous
Total Expense
Net Ordinary Income
Other Income /Expense
Other Expense
7020 • Visionary Fund Disbursements
Total Other Expense
Not Other Income
Net Income
Arcadia . • Commerce
Profit & Loss Budget
July .. through
Jul'11 • Apr 12
Budget
$ Over Budget
% of Budget
70.62
830.00
- 759.38
8.5%
3,594.71
3,170.00
424.71
1114%
35512
420,00
-64.78
84.6%
2,500.00
5,000.00
- 2,500.00
50.0%
391.42
1,170.00
- 778.58
33.5%
0.00
420.00
- 420.00
00%
1,289.47
2,080.00
- 790.53
62.0%
980.29
1,670.00
- 689.71
58.7 %
86.98
670,00
- 583.02
13.01A
5,346.00
5,000.00
346.00
106,99%
0.00
420.00
- 420.00
U%
20,046.50
4,500.00
15,546,50
445.5%
37,930.27
50,000.00
- 12,069.73
75.9%
175.00
125.00
50.00
140.0%
2,112.55
2,000.00
112.55
105.6%
234.87
549.08
2.000.00
- 1,450.92
27.5%
239,610,55
245,751.00
6,140.45
97.5/
84.23
1,501.00
- 1,416.77
5.6%
0.00
2,080.00
- 2,080,00
0,0%
0.00
2,080.00
- 2,080.00
0.0%
0.00
- 2,080,00
2,080.00
0.0%
84.23
•579.00
663,23
-14.5%
Page 2
11 :30 AM Arcadia Chamber of Commerce
05/09/12 Balance Sheet
Accrual Basis As of April 30, 2012
Total Liabilities
Apr 30, 12_
ASSETS
Current Assets
94,852,13
Checking/Savings
3,219.43
1000 Citizens Checking 9771
16,391.34
1010 Cash on Hand
200.00
1030 • one West CD-2157
3,296,37
1035 • One West CD-3893
33,182.51
1700 - Visionary Fund Reserve - FF CU
13,755.96
Total Checking/Savings
66,826.18
Accounts Receivable
Accounts Receivable - Directory
1202 • Allowance for Doubtful Accounts
-1,615,25
Accounts Receivable - Directory - Other
185.00
Total Accounts Receivable - Directory
-1,430.26
1200 - Accounts Receivable
25,499,46
1702 • Visionary Fund Receivable
-2,747.32
Total Accounts Receivable
21,321,89
Total Current Assets
88,148,07
Fixed Assets
1300 • Leasehold Improvements
17,984,00
1400 • Furniture & Fixtures
54,709,58
1410 - Equipment
8,875.75
1450 Computer
44,898,34
1490 Accumulated Deprec.
117,261.33
Total Fixed Assets
9,206.34
TOTAL ASSETS
97,354.41
LIABILITIES & EQUITY
Liabilities.
Current Liabilities
Accounts Payable
2000 • Accounts Payable
-1,614.57
Total Accounts Payable
-1,614.57
Other Current Liabilities
2400 • Retirement Fund Payable
897.42
Total Other Current Liabilities
897,42
Total Current Liabilities
-71715
Total Liabilities
-71715
Equity
3110 • Retained Earnings
94,852,13
Net Income
3,219.43
Total Equity
98,071.56
TOTAL LIABILITIES & EQUITY
97,354.41
9:37 AM
05/08112
Cash Basis
Ordinary IncomelExpense
Income
4010 - Member Dues
4020 • New Member Dues
4025 • Visionary Fund Income
4030 • Event Income
4031 - Directory/Maps
4040 City of Arcadia
4045 - Access Pass Income
4055 Pasadena Newspaper Promotion
4080 • Income - Other
4090 • Interest Income
4100 - Advertising Income
4050 • Newsletter advertising
4051 Computer Advertising
4100a • Door Hanger
4100 • Advertising Income - Other
Total 4100 • Advertising Income
Arcadia Chamber
Comparison Profit & Loss Prev Year
July 2011 through
Total Income
Expense
4800, Depreciation
6000 - Labor Expenses
6001 - Gross Salaries & Wages
6002 • Employer Payroll Tax Expense
6003- Payroll Service
6004 • Contract Labor
6005 • Er Retirement Contribution
6006 • Insurance - Health
6007 - Workmans Comp Ins
6000 • Labor Expenses - Other
Total 6000 • Labor Expenses
6100 - Presidents Expense
6150 • Director Expenses
6200 - Occupancy Costs
6201 - Rent
6202, Property Taxes
6203 - Utilities
6204 , Bldg Repairs & Maintenance
6205 - Custodian
6206, Other
Total 6200 • Occupancy Costs
6300•Insurance
6301 • Auto Insurance
6304 , Director & Officers ins
Total 6300• Insurance
6321 • Employee Payroll Tax Expense
6305 - Director & Officers
6321 - Employee Payroll Tax Expense - Other
Total 6321 , Employee Payroll Tax Expense
6340 • Int. Expense
6350 - Telephone
6360 • Postage and Delivery
6400 • Printing Expenses
6401 • Newsletter
6402 - Printing & Reproduction
6403 • Other Printing
Total 6400 - Printing Expenses
Jul'11 -Apr 12
Jul '10 -Apr 11
$ Change
% Change
70,931,00
72,94135
- 2,01035
-2.8%
9,385,00
8,292.00
1,093.00
13.2%
3,895,00
3,810.00
85.00
2.2
68,281.20
85,810.75
- 17,529.55
-20A%
9,365.15
1,500.00
7,86515
524.3%
46,500.00
62,000.00
- 15,500.00
-25,0%
3,250,00
0.00
3,250.00
100.0%
0.00
2,275.00
- 2,275,00
- 100,0%
4,852,33
2,099.97
2,752.36
131.1%
322.60
861.39
- 538.79
-62,6%
862.50
3,679.00
- 2,816.50
-76,6%
0.00
949.00
- 949.00
100,0%
20,000.00
0.00
20,000.00
100.0%
2,050.00
0.00
2,050.00
100.0%
22,912.50
4,628.00
18,284.50
395,1%
239,694,78
244,218.66
- 4,524.08
1.9
2,250,00
0.00
2,250.00
100.0%
103,392.73
106,687.97
- 3,295.24
-3.1%
10,292.88
9,419.19
873.69
93%
681.65
1,663.61
- 981.76
-59.0%
116.00
25.00
91.00
364.0%
4,349.49
5,868.25
- 1,518.76
-25.9%
10,170.00
10,413,00
- 243.00
-2.3%
862.22
1,085.00
- 222.78
-20.5%
1,000,00
0.00
1,000.00
100.0%
130,865,17
135,162,02
- 4,296.85
-3,2%
0.00
925.00
-925,00
- 100.0%
249.00
2,530,41
- 2,261.41
-90.2%
4,000.00
4,000,00
0.00
0.0%
1,992,17
2,513.16
520.99
-20.7%
2,566,92
2,313.86
253.06
10.9%
443,97
1,512.67
- 1,068.70
-70.7%
1,600.00
1,260.00
340.00
2TD%
57.21
0.00
-
57.21
100,0%
10,660.27
11,599,69
- 939.42
- - -81%
0.00
969.06
- 969,06
- 100.0%
3,153.00
3,678.94
- 525.94
-14.3%
3,153.00
4,648.00
- 1,495.00
-32.2%
400.00
0.00
400.00
100.0%
105.00
0.00
105.00
100.0%
505.00
0.00
505.00
100.0%
0.00
197,85
- 197.85
- 100.0%
5,213,50
3,702,54
1,510.96
40.8%
2,415,77
2,359.70
56.07
2.4%
4,728.10
4,379.64
348,46
8.0%
476.78
2,10.55
•1,626.77
- 77.3%
3,430.98
21217
3,218,81
1,517,1%
8,635.86
6,695.36
1,940.50
29D%
9:37 AID
05/08112
Cash Basis
6410 • Equipment Purchase
6411 Equipment Rental
6412 • Equipment Repair
6420 • Accounting & Legal
6430 • Dues and Subscriptions
6510 Stationery & Supplies
6520 Hospitality
6530 • Computer Supplies
6540 • Computer I Website Maintenance
6600 • Training & Conference
6620 ° Advertising /PromotWebsite
6640 • Event Expenses
6700 • Automobile Expense
6720 • Licenses & Permits
6730 • Contingencies /Bank Charges
6740 • - Income Tax
6800 • Miscellaneous
Total Expense
Net Ordinary Income
Net Income
Arcadia Chamber of Commerce
Profit & Loss Prev Year Comparison
July 2011 through April 2012
Jul'it -Apr 12
Jul'10 - Apr 11
$ Change
% Change
70.62
0.00
70.62
100.0%
3,594,71
4,375.56
- 780.85
-17.9%
355.22
256.61
98.61
38.4%
2,500.00
4,040.00
- 1,540.00
-381%
391.42
1,157.87
- 766.45
-66.2%
1,289.47
1,914.24
- 624.77
-32,6%
980.29
1,722.48
- 742.19
-431%
86.98
639.86
- 552.88
-86.4%
5,346.00
5,630.00
- 284.00
-5,0%
0.00
65.00
-65.00
- 100.0%
20,046.50
4,150.90
15,895,60
382.9%
37,930.27
50,443.29
- 12,513.02
-24.8%
0.00
454.35
- 454.35
-100.0%
175.00
45.00
130.00
288.9
2,112.55
3,646.86
- 1,534.31
-42.1%
234.87
0.00
234.87
100,0%
549.08
0.00
549.08
100.0%
239,610.55
246,362,59
- 6,752.04
-27
84.23
- 2,143.73
2,227,96
103.9%
84.23
- 2,143.73
2,227.96
103.9%
Page 2
AGREEMENT FOR SERVICES
FY 2012-2013
Cit,y of Arcadia and Arcadia Chamber of Commerce
A. The City and the Chamber have long cooperated on areas of mutual interest to t
Arcadia civic and business community. I
B. The Chamber has provided numerous economic development and marketirfo
services to the City. I
C. For many years, the City has provided to the Chamber at a below market lease rate
the full use of the City-owned building at 388 W. Huntington Drive, Arcadia in recognition
of its services to the City, and in 2011-12 has further contributed $62,000 to the Chamber
as the City and Redevelopment Agency's share of the cost of the economic development
and marketing services provided that fiscal year by the Chamber.
D. The City and the Chamber have previously extended the Lease between the City
and the Chamber, for five (5) years to December 3, 2016,
E. With the demise of redevelopment in California and of the Arcadia Redevelopment
Agency, the City will assume the sole responsibility for the contractual relationship with the
Chamber.
F. The City and the Chamber desire to memorialize their relationship for the fiscal year
2012-2013.
G. The City desires and intends to pay the Chamber the amount of $62,000 in FY
2012-2013 for the business, economic and civic promotion services set forth in Exhibit A.
H. The Chamber desires and intends to provide to the City the business, economic,
and civic promotion services set forth in Exhibit A.
=11:4 mil
The Chamber
separate from the City, and shall operate under its own bylaws as a
membership organization serving the interests of business in the greater
Arcadia area. For purposes of this Agreement, the Chamber is and in all
respects shall be deemed to be an independent contractor.
2. The Chamber shall assist the City in its economic development,
promotion, and marketing efforts by providing the services and materials to
the City set forth in Exhibit A to this Agreement, which is made a part hereof.
3. Within five (5) working days after May 1, 2013, the Chamber shall submit to
the City a progress report describing the Chamber's performance under this
Agreement for the period July 1, 2012 to April 30, 2013.
S. Responsibilities of the City
1. The City shall assist the Chamber in its business service and development
efforts by means of the City leasing to the Chamber for the remainder of the
term of the lease described in the Recitals hereof, and any extension, the
facility at 388 W. Huntington, and by providing, in the aggregate, $62,000 to
the Chamber for 2012 -2013 for the products, economic development & civic
promotion services set forth in Exhibit A.
C. Review and Inspection of Chamber Records
1. The Chamber shall provide to the City a complete and accurate financial
statement of the Chamber by September 30, 2012 for the previous fiscal
year ending June 30, 2012, and by September 30, 2013 for the fiscal year
ending June 30, 2013.
2. The City shall have the right to review and /or audit the records of the
Chamber to verify that the Chamber's expenditures of the City's funds are
consistent with this Agreement. For this purpose, the Chamber shall make
available to the City, and its representatives, all records of the Chamber for
purposes of review and audit during normal business hours of the City, upon
reasonable demand by the City.
1 . This Agreement may be amended by mutual written consent of the parties.
This Agreement may be terminated by any party giving the other party wrift
notice • termination 180 days prior to the effective date • termination. Tf 1m;
rights, duties and responsibilities • the City and the Chamber will continue
the period between the notice of termination and the effective date
termination, including any prorata portion of the agreed compensation. Secti
C of this Agreement entitled "Review and Inspection of Chamber Records" sh
survive any termination • this Agreement. I
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hereinabove.
lemwm�
President City Manager
Arcadia Chamber of Commerce City of Arcadia
Fill •
City Attorney
Attest:
City Clerk
Services Provided by Arcadia Chamber of Commerce
to the City of Arcadia
Attachment A 1.
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B. Provide accurate and timely information and market the City and business
areas to hundreds of residents and business people who walk-in, phone,
write, e-mail, or fax the Chamber each month.
C. Prepare and maintain the monthly community calendar of civic group events.
D. Provide as many new Arcadia residents as requested through the water dept
statement with a "welcome" package within one month of City notification;
the package shall include materials provided by the City.
E. Provide information on Arcadia to realtors for a "business relocation"
package which commercial agents give to new businesses in the City.
F. Prepare and make available a civic directory which lists all civic, cultural,
social, educational, and business groups, addresses, meeting dates, etc.
G. Through the Board and Committee structure (e.g., EXPO Committee,
Government Affairs Forum, Asian Business Outreach Committee,
Ambassador Club, Emergency Preparedness Committee, Strategic Planning
Committee), and Chamber functions (Business Mixers, Networking
Breakfasts, various legislative gatherings and forums, Citizen of the Year
Award & Installation Dinner, Business Awards Lunch, and Taste of Arcadia)
bring civic leaders and City/Agency staff together with business people and
citizens every month.
H. Develop and maintain social media network to promote Chamber, City, and
business activities and news, including Chamber web site with calendar,
Facebook, and Twitter, and any new technologies that develop.
In
111,11411111
A. 41nder the Business EXPO Committee, organize and hold at least one
annual "Business Expo" and possibly more as demand dictates to markell
Chamber business member products and services to each other and to the
community. The City will be provided free and prominent space at the
Expos.
910. Prepare and print (approximately every third year) a City Map, including
economic and civic information on Arcadia; provide as many copies to the
city and Fire & Police Departments as needed.
D. Conduct special community and business forums, e.g., Trash/Recycling
pick-up events, or assist City to inform the community of meetings, e.g.,
community workshops on large development projects, proposed city
measures, initiatives and propositions, transportation concerns, including
Gold Line/Metro, etc.
E. Assist the City during emergencies, by providing liaison at Emergency
Operations Center; coordinate with the City EOC & Red Cross and
Emergency Centers throughout the City in the event of earthquake or
disaster; working with Chamber Emergency Business Preparedness plan for
emergencies.
F. Provide ambassadors to existing and new businesses throughout the year to
monitor concerns, assist in resolving problems with the Chamber or the City,
meet other Arcadia businesses (e.g., monthly networking / orientation
breakfasts).
G. Prepare and distribute newsletters to members providing information on
business activities and legislation; make space available for City
column/blog; provide 20 copies of any printed editions to City.
H. Work actively on business recruitment, expansion and retention efforts
throughout the City, e.g., business CEO/Chamber/City official meetings.
Organize and publicize seminars and training sessions for merchants and
business members under SBA, SCORE, SGVED, Foothill Workforce
Investment Board, Women at Work, and other governmental and
educational programs.
J. Continue to work with newly created Arcadia Downtown Business
Association to maintain momentum and support growth, organization and
marketing efforts.
M
K. As needed or requested by the City, conduct membership survey on general
business topics, e.g., parking, ride-share, recycling, signage, etc. to inform
the City of business concerns.
L. '1Vork with other business area on Live Oak, Duarte and other sectors ti,
initiate regular events and marketing.
M. Develop new media marketing opportunities for business members through
Chamber such as All Access Pass and Electronic interactive Chamber lobby
display.
111. Govern ment/Lqgljllative
A. Through the Legislative Committee, provide business information to
Chamber members and serve as a forum for City, County, State and
Federal interrelationships and dialogue.
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