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Home My WebLink AboutC-2726AGREEMENT FOR SERVICES A(00 — 4 0 FY 2012 -2013 City of Arcadia and Arcadia Chamber of Commerce This Agreement for Services ( "Agreement ") is entered into this�ay of , 2012 by and between the Arcadia Chamber of Commerce ( "Chamber "), a not -f - profit organization and the City of Arcadia ( "City "), a municipal corporation and charter city. RECITALS A. The City and the Chamber have long cooperated on areas of mutual interest to the Arcadia civic and business community. 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 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. AGREEMENT Now therefore, the City and the Chamber do hereby agree as follows: In A. Responsibilities of the Chamber M 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. 2. The Chamber shall assist the City in its economic development, civic 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. B. Responsibilities of the City 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 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. D. Amendment This Agreement may be amended by mutual written consent of the parties. M E. Termination n 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. F. California Law This Agreement shall be governed by the laws of the State of California. In witness whereof, the parties have executed this Agreement as of the date first set forth hereinabove. CHAMBER: CITY: President City Manager Arcadia Chamber of Commerce City of Arcadia Dated: Y1-11112-- Dated�uwh '8.2AIZ Approved as to form: (� 1 City Attorney Attes City Jerk n Services Provided by Arcadia Chamber of Commerce to the City of Arcadia FY 2011 -2012 and Projected for 2012 — 2013 Attachment A 1. The Chamber shall provide the following services to the City and Agency: Public Relations A. Maintain regular office hours with qualified personnel. 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. -4- M II. Business Development E5 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 provided 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 Arcadia 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 /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. I. 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. -5- 70MA 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. Work with other business area on Live Oak, Duarte and other sectors to 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. III. Government/Legislative 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. B. Review and recommend proposed business legislation and concerns to City. 10