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HomeMy WebLinkAboutC-2073AGREEMENT FOR SERVICES FY 2007- 2008 This Agreement for Services ( "Agreement ") is entered into this 1st day of July, 2007 by and among the Arcadia Chamber of Commerce ( "Chamber "), a not - for - profit organization, the City of Arcadia ( "City "), a municipal corporation and charter city, and the Arcadia Redevelopment Agency ( "Agency'), a public body, corporate and politic. RECITALS A. The City, the Agency, 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 and Agency. 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 FY 2006 -07 has further contributed $55,000 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. D. The City and the Chamber have extended the previous Lease between the City and the Chamber, which commenced December 3, 2006, for five (5) more years to December 3, 2011. E. The City, the Agency, and the Chamber desire to memorialize their relationship for FY 2007 -2008. F. The City desires and intends to pay the Chamber the amount of $49,600 and the Agency desires and intends to pay the .Chamber $12,400, for a total amount of $62,000 in FY 2007 -2008 for the business, economic and civic promotion services set forth in Attachment "A." G. The Chamber desires and intends to provide the City and the Agency the business, economic, and civic promotion services set forth in Attachment "A." AGREEMENT Now therefore, the City and Chamber do hereby agree as follows: A. Responsibilities of the Chamber The Chamber is and shall serve as an independent organization entirely separate from the City and the Agency, 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. 0 0 2. The Chamber shall assist the City and the Agency in their economic development, civic promotion, and marketing efforts by providing the services and materials to the City and the Agency set forth in Attachment "A" to this Agreement, which is made a part hereof. 3. Within five (5) working days after May 1, 2007, the Chamber shall submit to the City and Agency a progress report describing their performance under this Agreement for the period July 1, 2007 to April 30, 2008. B. Responsibilities of the City and Agency 1. The City and Agency 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 in FY 2007 -2008 for the products and economic development and civic promotion services set forth on Attachment "A" C. Audit and Inspection of Chamber records 1. The Chamber shall provide to the City and Agency a complete and accurate financial statement of the Chamber by September 30, 2007 for the previous fiscal year ending June 30, 2007, and by September 30, 2008 for the fiscal year ending June 30, 2008. 2. The City and the Agency 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 the Agency, and their 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 and /or the Agency. D. Amendment 1. This Agreement may be amended by mutual written consent of all parties. E. Termination 1. This Agreement may be terminated by any party giving the others effective written notice of termination 180 days prior to the effective date of termination. The rights, duties and responsibilities of the City, the Agency, 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. -2- F. California Law 1. This Agreement shall be governed by the laws of the State of California. G. Attorney's Fees. 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 forth hereinabove. Ca'/PR -T 3R President Arcadia Chamber of Commerce CITY: 1.$44 0 City Manager City of Arcadia Approved as to form: ry/,,- City Attorney AGENCY: gy xecutive Director Approved as to form: Agency Counsel -3- 0 0 Services Provided by Chamber of Commerce to the City of Arcadia and Arcadia Redevelopment Agency FY 2007- 2008 Attachment "A" 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 residents and business people who walk -in; phone, write, e-mail, or fax the Chamber. C. Prepare and maintain the monthly community calendar of civic group events. D. Provide all new Arcadia residents 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, print and circulate the annual civic directory which lists all civic, cultural, social, educational, and business groups, addresses, meeting dates, etc. (due annually no later than Jury 2007 and Jury 2068) G. Through the Board and Committee structure (e.g., Business Promotion Committee, Government Affairs Forum, Multicultural Committee, Ambassador Club, Emergency Preparedness Committee), and Chamber functions (Business Mixers, Breakfasts and Luncheons) bring civic leaders and City /Agency staff together with business people and citizens monthly. H. Prepare a tourist map of the City (Downtown, Mall, Race Track, Arboretum, West Arcadia); provide 200 copies to the City. Provide continued assistance to the City and Agency with the East Huntington Drive hotel /restaurant association, e.g., marketing information and materials, coordination of joint activities and programs with the City of Monrovia and the Monrovia Chamber of Commerce. -4- II. Business Development A. Under the Business Promotion Committee, organize and hold the annual "Business Expo" and two (2) additional EXPOs (Health, Fitness & Safety, Home Improvement, Environmental, Senior Information) to market their products and services to each other and to the community including hanging the Chamber /City banner. The City will be provided free and prominent space at the Expos. B. Prepare and print (every third year) "City Map ", including economic and civic information on Arcadia (next due 2009 - 2010); provide 200 copies to the City and as many as requested to Fire and Police Departments. C. Prepare and print the 'Business Directory" (next issue due September, 2007); provide copy to all Arcadia businesses, and to residents; provide 50 copies to the City annually. D. Conduct special community and business forums, e.g., City Council candidates forum, Trash /Recycling, or assist City to inform the community of meetings, e.g., community workshops on large development projects. E. Assist the City during emergencies, by providing liaison at Emergency Operations Center; coordinate with the City EOC and 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, print, and mail monthly "newsletter" to members providing information on business activities and legislation; provide space for a City column; provide 20 copies to the 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 at least five seminars and training sessions for merchants and business members under SBA, SCORE, SGVED, SBDC and other governmental and educational programs. J. Work to create business associations in Downtown, West and South Arcadia similar to the former downtown business association (ABA). -5- III. Govern ment/Leoislative 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 the City. C. As needed or requested by the City, conduct membership survey on general business topics, e.g., parking, smoking, ride share, recycling, spray paint, signage, to inform the City of business concerns. Based upon historical experience, the Chamber will provide to the City the following approximate number of referrals and other services: Referrals to City of Arcadia: Business License Senior Citizens /Recreation Economic Development Planning /Building Public Works Services City Attorney City Clerk 100- 150 /month 150 /month 10 -15 /month 8 /month 20 /month 5 /month 15 /month Maps and /or directions 100 - 150 /month New resident and business relocation packets 40 -50 1month Calls on Utilities (e.g., water, phone, gas, electric, cable, trash) 75 /month Civic Directory Information (Service Clubs, legislators etc.) 20 -30 /month �f ot'p -,30 AGREEMENT FOR SERVICES FY 2004 -2005 This Agreement for Services ( "Agreement ") is entered into this 1st day of July, 2004 by and among the Arcadia Chamber of Commerce ("Chamber"), a not - for - profit organization, the City of Arcadia ( "City "), a municipal corporation and charter city, and the Arcadia Redevelopment Agency ( "Agency'), a public body, corporate and politic. RECITALS A. The City, the Agency, 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 and Agency. 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 FY 03 -04 has further contributed $55,000 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. D. The City and the Chamber have extended the previous Lease between the City and the Chamber, terminating December 12, 2001, for five (5) more years to December 12, 2006. E. The City, the Agency, and the Chamber desire to memorialize their relationship for the fiscal year 2004 -2005. F. The City desires and intends to pay the Chamber the amount of $51,250, and the Agency desires and intends to pay the Chamber $3,750 in FY 2004 -2005 for the business, economic and civic promotion services set forth in Attachment "Al and A2 ". G. The Chamber desires and intends to provide the City and the Agency the business, economic, and civic promotion services set forth in Attachment "A1 and A2 ". AGREEMENT Now therefore, the City and Chamber do hereby agree as follows: A. Responsibilities of the Chamber The Chamber is and shall serve as an independent organization entirely separate from the City and the Agency, 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. The Chamber shall assist the City and the Agency in their economic development, civic promotion, and marketing efforts by providing the services and materials to the City and the Agency set forth in Attachment "A" to this Agreement, which is made a part hereof. Within five (5) working days after May 1, 2005, the Chamber shall submit to the City and Agency a progress report describing their performance under this Agreement for the period July 1, 2004 to April 30, 2005. B. Responsibilities of the City and Agency The City and Agency 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, $55,000 to the Chamber in FY 2004 -2005 for the products and economic development and civic promotion services set forth on Attachment "A„ C. Audit and Inspection of Chamber records The Chamber shall provide to the City and Agency a complete and accurate financial statement of the Chamber by September 30, 2004 for the previous fiscal year ending June 30, 2004, and by September 30, 2005 for the fiscal year ending June 30, 2005. 2. The City and the Agency 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 the Agency, and their 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 and/or the Agency. D. Amendment This Agreement may be amended by mutual written consent of all parties. E. Termination This Agreement may be terminated written notice of termination 180 termination. The rights, duties and and the Chamber will continue f termination and the effective date portion of the agreed compensation. -2- by any party giving the others effective days prior to the effective date of responsibilities of the City, the Agency, )r the period between the notice of of termination, including any prorate F. ' California Law 1. This Agreement shall be governed by the laws of the State of California. G. Attorney's Fees. 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 forth hereinabove. CHAMBER: President Arcadia Chamber of Commerce CITY: [e.Koq City Manager City of Arcadia Approved as to form: Rj City Attorney AGENCY: 9 Executive Director Approved as to form: k„�„ ' . f� Agency Counsel -3- Services Provided by Chamber of Commerce to the City of Arcadia and Arcadia Redevelopment Agency FY 2004 -2005 The Chamber shall provide the following services to the City and Agency: I. Public Relations A. Maintain regular office hours with qualified personnel. B. Provide accurate and timely information and market the City and business areas to residents and business people who walk -in, phone, write, e-mail, or fax the Chamber. C. Prepare and maintain the monthly community calendar of civic group events. D. Provide all new Arcadia residents 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, print and circulate the annual civic directory which lists all civic, cultural, social, educational, and business groups, addresses, meeting dates, etc. (due annually no later than June, 2004 and June 2005). G. Through the Board. and Committee structure (e.g., Business Promotion Committee, Government Affairs Committee, Intercultural Committee, Ambassador Committee, Emergency Preparedness Committee), and Chamber functions (Business Mixers, Breakfasts and Luncheons) bring civic leaders and City /Agency staff together with business people and citizens monthly. H. Prepare a tourist map of the City (Downtown, Mall, Race Track, Arboretum, West Arcadia); provide 200 copies to the City. Provide continued assistance to the City and Agency with the East Huntington Drive hotel /restaurant association, e.g., marketing information and materials, coordination of joint activities and programs with the City of Monrovia and the Monrovia Chamber of Commerce. Exhibit Al me II. Business Development A. Under the Business Promotion Committee, organize and hold the annual "Business Expo" and Country Faire for Arcadia businesses to market their products and services to each other and to the community (Faire — Fall, 2004; Expo — Spring 2005) including hanging the Chamber /City banner. The City will be provided free and prominent space at the Expo and at the annual Fall Country Faire. (Country Faire to be restricted and renamed.) B. Prepare and print (every third year) "City Map ", including economic and civic information on Arcadia (next due 2005 - 2006); provide 200+ copies to the City. C. Prepare and print the "Business Directory" (next issue due August, 2005); provide copy to all Arcadia businesses, and to residents; provide 50 copies to the City annually. D. Conduct special community and business forums, e.g., City Council candidates forum, Trash /Recycling, or assist City to inform the ' � community of meetings, e.g., community workshops on large development pojects. E. Assist the City during emergencies, by providing liaison at Emergency Operations Center; coordinate four or five Emergency Business 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, print, and mail monthly "newsletter" to members providing information on business activities and legislation; provide space for a City column; provide 20 copies 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 at least five seminars and training sessions for merchants and business members under SBA, SCORE, SGVED, RBAN and other governmental and educational programs. J. Work to create business associations in Downtown, West and South Arcadia similar to the former downtown business association (ABA). K. If requested by the City, research a banner program whereby local merchants can purchase banners for display on street light poles; design the program, and forward to the City for review. IN- 9 0 III. Govern ment/Leoislative A. Through the Legislative Committee, provide business information to membership and serve as a forum for City, County, State and Federal interrelationships and dialogue. B. Review and recommend proposed business legislation and concerns to the City. C. As needed or requested by the City, conduct membership survey on general business topics, e.g., parking, smoking, ride share, recycling, spray paint, signage, to inform the City of business concerns. Based upon historical experience, the Chamber will provide to the City the following approximate number of referrals and other services: Referrals to City of Arcadia- Business License - Senior Citizens /Recreation - Economic Development - Planning /Building - Public Works Services - City Attorney - City Clerk - 100- 150 /month 100 /month 10 -15 /month 8 /month 20 /month 15 /month 10 /month Maps and /or directions - 100 - 150 /month New resident and business relocation packets - 40 -50 /month Calls on Utilities (e.g., water, phone, gas, electric, cable) - 75 /month Civic Directory Information (Service Clubs, legislators etc.) - 20 -30 /month 10 CHAMBER OF COMMERCE /CITY OF ARCADIA SCOPE OF SERVICES PROJECTION FOR 2004 — 2005 PUBLIC RELATIONS: A. The chamber will continue to maintain regular office hours with qualified personnel. B. We will also continue to provide timely and accurate information and to market the city and business areas to residents, tourists, etc. About 100 packets of information will be distributed each month. We will continue to deliver maps as needed to businesses, and hotels. The 2003 -04 Directory was finished September 2003 and delivered to residents and businesses, either in person or by mail. We will continue to update information, demographics, etc., as information is available to us. A quarterly report to the City will be provided. C. The Community Calendar will be maintained, and a copy to the City within 5 days of Coordinating Council Meetings. We will also enter our community events on the new City Web site Calendar. D. It is standard procedure to provide all new residents with a welcome package via the Realtors. About 25 per month will continue to be distributed. Also, we send new resident packets to those on the Water Department list. A sample is included. E. Business relocation packages will be provided as per request. Several dozen are provided to potential businesses every month. F. The Civic Directory maintenance & circulation draft will be sent to the City Manager two weeks prior to final printing for approval. 20 copies are due no later than June 30, 2004. G. The Chamber plans to continue to meet on a monthly basis with the Business Promo Committee, Govt. Affairs Forum, Multicultural Committee, Taste Around Arcadia, Executive Board of Directors/Board of Directors, Ambassador Club, Emergency Prep Committee (bi- monthly). Such functions as Business Mixers, Breakfast Connections, Networking at Noon (new), and meetings with staff, City, civic leaders, business people & citizens will continue as needed. The Chamber will list the number of attendees at such events in the quarterly report. H. Centennial Map delivered in 2002. No map planned until late 2005. We have several thousand in stock. I. To provide continued assistance with the Huntington Crossing,&rea, the Arcadia & Monrovia Chambers of Commerce, along with Duarte, have planned a "Summer MADness" Mixer on August 25 at the Holiday Inn. The Chambers encourage restaurants & hotels to participate in this event. Several informal meetings have been held and continue to be scheduled for the purpose of increasing tourism & regional use of this area. Recently, Beth met with the Auto Club regarding a page in Westways Magazine promoting tourism in our area. The new Huntington Crossing Dining, Lodging & Entertainment Guide advertising is being sold right now. Monrovia, Sierra Madre & Arcadia are participating, with Core Media doing the selling & printing, to be delivered July 1, 2004. BUSINESS DEVELOPMENT A. Planned for October 15 - 17, 2004, the Carnival will be accompanied by an auto show, not the craft fair. The Business Promo committee has met to begin planning. The consensus is that we are trying to promote business & a new car /RV show seems to be more on target. As always, the City & various City Departments will be provided space in this event. Included in this report is the final 2003 Craft Fair & Carnival and the final Expo 2004 Report. B. The Centennial Map was produced in 2002 and will not be produced again until late 2005, depending on how long it takes to distribute those we have. We continually supply City Hall and Arcadia Transit with maps. C. The Business Directory is slated to begin ad sales early in 2005. This next directory will go out to bid to our local printers first. The Chamber will continue to provide directory copies to the City as requested. D. Over the last year, the Chamber has provided a forum for the sign issue, and a luncheon meeting for the various members of the emergency preparedness community to come together is slated for May 11, 2004. Also, the Chamber Awards Lunch (upcoming, June 25), and a City Council Candidate Forum are ongoing events which will continue in 2004 — 05. The Chamber continues to listen to the parking issue, and is encouraging the merchants in Downtown to rebuild the ABA. In June we will attend a breakfast hosted by Supervisor Antonovich. Our Multicultural Committee (the only such chamber group in the SGV) has hosted Seminars on doing business with the Korean, Japanese & Armenian cultures as requested by our members. SCORE is continuing to counsel businesses here monthly, & by appointment, & to offer specific seminars each month in different locations. E. The Chamber has distributed several hundred Emergency Packets to businesses. We will continue to have these packets available for our Ambassadors and for the Fire Department to pass out during each of their respective visits, Our Emergency Prep Committee meets bi- monthly and several of the members will continue to attend the EOC exercises when offered. The Executive Director is a member of the Arcadia Red Cross Disaster Action Team and will continue to meet monthly with them. We will need to obtain the SB 198 disaster plan requirements for review. F. The Ambassadors visit or call all members at least once every year, and will continue to do so. They are instructed to meet & greet all attendees at all chamber - sponsored events. We now have chamber information for membership in Chinese to help our Asian business community get involved in our chamber. We plan to continue the monthly Breakfast Connections and evening events such as mixers, dinners, seminars, etc. Just added & very popular, Networking at Noon is gathering monthly with 20 to 45 attendees at each lunch. G. In addition to the mailed monthly Newsletter, our web site offers parts of our newsletter on the web. Chamber Staff will continue to be in contact with City Staff regarding city items for the newsletter. 20 News & Views are sent to City Hall every month. H. An ongoing process, we continually work on business recruitment, expansion & retention. Recently, our efforts included discussions with some So. Arcadia businesses regarding how to do more business. Assemblymember Carol Liu walked with about 15 Chamber members down Live Oak and met with many business owners to discover their concerns. Discussions ranged from raising the minimum wage, to worker's comp woes, to questions as to why the city is unable to erase the blight. RJ Collins Plumbing's move to Arcadia from Monrovia will result in a ribbon cutting soon. Hale Corporation's new developments held open houses & the chamber assisted in welcoming them — we have sent them several potential tenants, too. Also, we have met with numerous potential businesses regarding available properties in town. We dispense demographic information to developers, Realtors & others and continue to do so. I. Staff is instructed to post, email, fax, or include in the newsletter, all information regarding SBA, SBDC, the Economic Partnership, EDD, WIB, SCORE, our Doing Business With Other Cultures Seminars and other business related workshops. Some meetings are conducted in the Boardroom, but we dispense information for any business- related meeting or workshop as a courtesy to our members. J. In the coming year, we plan to continue to encourage the creation of business associations in the various business districts. The Sign Committee is anxious to assist the city in the sign code restructuring. We will continue to sponsor meetings in each, of these areas, but realize that they have to have an interest in the concept first. GOVERNMENT/LEGISLATIVE A. The Chamber is moving into a proactive position on legislative issues. Our Chamber has joined a San Gabriel Valley Legislative Coalition with about 15 other Chambers. We are meeting and studying legislative issues pertaining to business once a month. A Legislative Lunch was held in January 2004 - 350 business people from the SGV and all state elected officials from our district attended. We are writing letters, inviting our legislators to dialog on certain issues and taking stands on legislation through our own Chamber meetings. We often print the stands taken by the Chamber in News & Views. Our newly approved "Legislative Priorities" pamphlet is designed to simplify the legislative process within the Chamber. B. The Chamber newsletter which includes support & opposition to legislation is mailed to City Staff & City Council. Usually, there is representation at our Government Affairs Forum from the City, and that representative is in on the discussion & present for the vote of action. Also, either the President or Director will bring to a City Council Meeting a particular concern, when applicable. C. A survey is slated for the July News & Views. Some areas of concern include worker's comp, minimum wage increases, hiring new employees, expansion of business, a Chamber rating, among others. CHAMBER ADDITIONS A. A Chamber Strategic Planning Meeting is planned for June 11, 8:30 to 2:30, to plan the Chamber direction for the next year under the direction of Mikki Porretta. B. The Chamber brochure in Chinese is printed and available to be distributed when a potential Asian business is approached for membership. C. The Chamber had plans to hold monthly meetings beginning in the fall to invite potential members for an informal "coffee" type of gathering. This is engineered to bring in new members in a very "low key" situation, as we no longer have a commissioned sales person. The concept is still there, but with Networking at Noon added, staff has a lot on their plates. We will try again in July. V J CITY ADDITIONS A. The Chamber is looking forward to the May 27 Community Sign Meeting at City Hall, and meeting with the Sign Consultant. Our membership strongly concurs with the City Council decision to retain the 1/3 — 2/3 English & foreign language provision in the new sign ordinance. The Chamber Sign Committee (created in October 2003) is ready to be actively involved in the process of drafting a new sign ordinance. Zad 3 -zaoq c zoa AGREEMENT FOR SERVICES FY 2003 -2004 This Agreement for Services ( "Agreement ") is entered into this 1st day of July, 2003 by and among the Arcadia Chamber of Commerce ( "Chamber"), a not - for - profit organization, the City of Arcadia ( "City "), a municipal corporation and charter city, and the Arcadia Redevelopment Agency ( "Agency "), a public body, corporate and politic. RECITALS A. The City, the Agency, 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 and Agency. 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 FY 02 -03 has further contributed $55,000 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. D. The City and the Chamber have extended the previous Lease between the City and the Chamber, terminating December 12, 2001, for five (5) more years. E.' The City, the Agency, and the Chamber desire to memorialize their relationship for the fiscal year 2003 -2004. F. The City desires and intends to pay the Chamber the amount of $52,150, and the Agency, desires and intends to pay the Chamber $3,750 in FY 2003 -2004 for the business, economic and civic promotion services set forth in Attachment "A ". G. The Chamber desires and intends to provide the City and the Agency the business, economic, and civic promotion services set forth in Attachment "A ". AGREEMENT Now therefore, the City and Chamber do hereby agree as follows: A. Responsibilities of the Chamber The Chamber is and shall serve as an independent organization entirely separate from the City and the Agency, 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. LASER IMAGED A 2. The Chamber shall assist the City and the Agency in their economic development, civic promotion, and marketing efforts by providing the services and materials to the City and the Agency set forth in Attachment "A" to this Agreement, which is made a part hereof. 3. On or before May 1, 2004, the Chamber shall submit to the City and Agency a progress report describing their performance under this Agreement for the period July 1, 2003 to April 30, 2004. B. Responsibilities of the City and Agency 1. The City and Agency 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, $55,000 to the Chamber in FY 2003 -2004 for the products and economic development and civic promotion services set forth on Attachment "A„ C. Audit and Inspection of Chamber records 1. The Chamber shall provide to the City and Agency a complete and accurate financial statement of the Chamber by September 30, 2003 for the previous fiscal year ending June 30, 2003, and by September 30, 2004 for the fiscal year ending June 30, 2004. 2. The City and the Agency 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 the Agency, and their 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 and /or the Agency. D. Amendment 1. This Agreement may be amended by mutual written consent of all parties. E. Termination 1. This Agreement may be terminated by any party giving the others effective written notice of termination 180 days prior to the effective date of termination. The rights, duties and responsibilities of the City, the Agency, 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. -2- F. California Law 1. This Agreement shall be governed by the laws of the State of California. G. Attorney's Fees. 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 forth hereinabove.. I-- - WWI ULTIRNUR CITY: ant'- -- City Manager 3 Chamber of Comm4rce City of Arcadia Approved as to form: ki&LO i1 City Aftorney AGENCY: Execative Director Approved as to form: Agency Counsel -3- Services Provided by Chamber of Commerce to the City of Arcadia and Arcadia Redevelopment Agency -FY 2003 -2004- The Chamber shall provide the following services to the City and Agency: I. Public Relations A. Maintain regular office hours with qualified personnel. B. Provide accurate and timely information and market the City and business areas to residents and business people who walk -in, phone, write, e-mail, or fax the Chamber. C. Prepare and maintain the monthly community calendar of civic group events. D. Provide all new Arcadia residents 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, print and circulate the annual civic directory which lists all civic, cultural, social, educational, and business groups, addresses, meeting dates, etc. (due annually no later than June, 2003 and June 2004). G. Through the Board and Committee structure (e.g., Business Promotion Committee, Government Affairs Committee, Intercultural Committee, Ambassador Committee, Emergency Preparedness Committee), and Chamber functions (Business Mixers, Breakfasts and Luncheons) bring civic leaders and City /Agency staff together with business people and citizens monthly. H. Prepare a tourist map of the City (Downtown, Mall, Race Track, Arboretum, West Arcadia); provide 200 copies to the City. I. Provide continued assistance to the City and Agency with the East Huntington Drive hotel /restaurant association, e.g., marketing information and materials, coordination of joint activities and programs with the City of Monrovia and the Monrovia Chamber of Commerce. Attachment A Business Development A. Under the Business Promotion Committee, organize and hold the annual "Business Expo" and Country Faire for Arcadia businesses to market their products and services to each other and to the community (Faire — Fall, 2003; Expo — Spring 2004) including hanging the Chamber /City banner. The City will be provided free and prominent space at the Expo and at the annual Fall Country Faire. B. Prepare and print (every third year) "City Map ", including economic and civic information on Arcadia (next due 2005 - 2006); provide copies to the City. C. Prepare and print the "Business Directory" (due no later than July, 2003); provide copy to all Arcadia businesses, and to residents; provide 50 copies to the City annually. D. Conduct special community and business forums, e.g., City Council candidates forum, Trash /Recycling, or assist City to inform the community of meetings, e.g., community workshops on large development projects. E. Assist the City during emergencies, by providing liaison at Emergency Operations Center; coordinate four or five Emergency Business Centers throughout the City in the event of earthquake or disaster; working with Chamber Emergency Business Center Task Force 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, print, and mail monthly "newsletter" to members providing information on business activities and legislation; provide space for a City column; provide 20 copies 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 at least five seminars and training sessions for merchants and business members under SBA, SCORE, PIC and other governmental and educational programs. J. Work to create business associations in Downtown, West and South Arcadia similar to the former downtown business association (ABA). K. If requested by the City, research a banner program whereby local merchants can purchase banners for display on street light poles; design the program, and forward to the City for review. • • III. Govemment/Legislative A. Through the Legislative Committee, provide business information to membership and serve as a forum for City, County, State and Federal interrelationships and dialogue. B. Review and recommend proposed business legislation and concerns to the City. C. Conduct membership survey on general business topics, e.g., parking, smoking, ride share, recycling, spray paint, signage, to inform the City of business concerns. Based upon historical experience, the Chamber will provide to the City the following approximate number of referrals and other services: Referrals to City of Arcadia- Business License - Senior Citizens /Recreation - Economic Development - Planning /Building - Public Works Services - City Attorney - City Clerk - 100 - 150 /month 100 /month 10 -15 1month 8 /month 20 /month 15 /month 10 /month Maps and /or directions - 100 - 150 /month New resident and business relocation packets - 40 -50 /month Calls on Utilities (e.g., water, phone, gas, electric, cable) - 75 /month Civic Directory Information (Service Clubs, legislators etc.) - 20 -30 /month