HomeMy WebLinkAboutItem 2j - Agreement for Services with Arcadia Chamber of Commerce- 7�4-, �
DATE: June 18, 2013
TO: Honorable Mayor and City Council
STAFF REPORT
Development Services Department
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director
By: Jerry Schwartz, Economic Development Manager
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE AN
AGREEMENT FOR SERVICES BETWEEN THE CITY OF ARCADIA AND
THE ARCADIA CHAMBER OF COMMERCE FOR FISCAL YEAR 2013-
14
Recommendation: Approve
SUMMARY
The Arcadia Chamber of Commerce provides programing and activities that benefit its
members and the business community. The City of Arcadia and the Chamber execute
an annual agreement for services. In the agreement for Fiscal Year 2013 -14, the City
will provide the Chamber with $72,000 for its efforts on behalf of the business
community and to complement the City's marketing activities. The City will also provide
$40,000 for improvements to the Chamber's offices, located in a building owned by the
City of Arcadia at 388 West Huntington Drive. This agreement is based on direction
given by the City Council at a May 7 Study Session, and the City budget, which was
approved at the June 4 Council meeting.
BACKGROUND
The City's FY 2013 -14 Budget, which was approved at the June 4 City Council meeting,
included $72,000 for the Chamber of Commerce, which is an increase over the amount
they received for the last six years. The larger payment is based on direction provided
during a May 7 Study Session regarding funding for the Chamber of Commerce. During
the Study Session, the Council also approved providing $120,000 to the Chamber over
a three year period for improvements to their building, which is owned by the City. This
is the second year since the end of redevelopment that the General Fund has absorbed
the entire cost of the agreement with the Chamber of Commerce.
Chamber of Commerce Agreement for FY 2013 -14
June 18, 2013
Page 2
DISCUSSION
The Chamber of Commerce offers a variety of services to the business community in
Arcadia, including:
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 monthly event
calendars and weekly event reminders, regular website updates, and printed
newsletters.
3. Utilizing new media, including Facebook and Twitter, to expand outreach for
events, including mixers, business breakfasts, and ribbon cuttings.
4. Promoting and managing the annual Taste of Arcadia event, which has become
a signature event for the City.
5. Developing and operating an annual business expo, which in 2012 -13, was held
for the first time during and in conjunction with the Taste of Arcadia.
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 during
the process to establish a downtown Community Benefit District. The Chamber
has played an important role in the parking and wayfinding signage committees.
8. During the 2012 -13 Contract, the Chamber worked on a new updated business
directory, which will be ready for distribution early in the new fiscal year. Starting
in 2013, the Chamber names one long standing business as the business icon of
the month, with recognition occurring at the monthly Business Networking
Breakfasts.
As reflected in their proposal that is included as Attachment A, the Chamber requested
a new formula be used for determining the City's financial support. The City Council
held a Study Session on this issue as part of its May 7 meeting and voted to increase
the financial support for the Chamber for FY 2013 -14 to $72,000. The Council also
voted to provide $40,000 per year for the next three years to fund improvements to the
Chamber offices at 388 West Huntington Drive, which are owned by the City and leased
to the Chamber.
Chamber of Commerce Agreement for FY 2013 -14
June 18, 2013
Page 3
The Chamber's accomplishments during 2012 -13 (Attachment B), their financial report
(Attachment C), and a memo regarding improvements to their offices (Attachment D)
are also provided. An Agreement for Services with the Chamber for FY 2013 -14 is
included as Attachment E. The Agreement provides for the increased financial support
and the funding for improvements to the Chamber offices.
FISCAL IMPACT
A total of $72,000 for the Chamber Agreement was included in the adopted General
Fund Budget. An additional $40,000 was included for the first year allocation toward
improvements to the Chamber offices at 388 West Huntington Drive. 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.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute an Agreement for Services between the City of Arcadia and the Arcadia
Chamber of Commerce for Fiscal Year 2013 -14.
Approved.
Dominic Lazzar
City Manager
Attachments:
Attachment A: April 17, 2013 Letter to the City Manager
Attachment B: Progress Report July 1, 2012 —April 14, 2013
Attachment C: Chamber of Commerce Financials
Attachment D: April 18, 2013 Memo Regarding Improvements to Chamber Offices
Attachment E: Proposed Chamber Agreement with City Contribution of $72,000 and
three year commitment to fund improvements to the Chamber Offices
ATTACHMENT
APRIL 17, 2093 LETTER TO THE CITY MANAGER
April 17, 2013
Mr. Dominic Lazzaretto, City Manager
Members of the Arcadia City Council
240 West Huntington Drive
Arcadia, California 91007
Re: Arcadia Chamber of Commerce & City of Arcadia ARLADTA
Camber of Commerce
2013 -2014 Annual Agreement
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Dear Mr. Lazzaretto and Council Members:
The Arcadia Chamber of Commerce is pleased to submit the enclosed annual
performance report and new contract for services to the City for FY 2013 -2014.
We thank the City for its decision a year ago to use General Funds to replace the
annual $31,000 supplement for Chamber fees for services that were lost from the
demise of the Redevelopment Agencies.
We were pleased to work closely once again with the City all year on the
following specific events of specific mutual benefit:
• ADA Compliance seminar May 30
• Business Expos: 3 City expo tables at Winners Circle Biz Expo at Santa
Anita Park, and Business Showcase at the Taste of Arcadia.
• Downtown Community Benefits District and Arcadia Towne Center
Business Association, plus parking, wayfinding signage sub - committees
• Taza coffee shop — start -up and neighbor issues
The Chamber would like to re- address last year's proposal to re- examine the
basis for the fee paid to Chamber for services provided to the City. In a nutshell,
the Chamber would like to ask for the following:
Therefore the Chamber proposes a new service fee model:
• Five -year services contract with the City, reviewable annually, to allow the
Chamber to better project expenses long -term.
• Annual fees for Chamber services to be based on City revenue generated
by business - related sales taxes and permits /licenses (currently about $12
million).
• Annual fee to represent 1 % (one- percent) of above business- related
income to City each year ($120,000 this year).
• Other considerations to be deducted from annual fee, such as:
• Revised tease rate for building, i.e. triple to $1,200 monthly
from $400 ($14,400 annually) vs $1 per year for Hospital
• capital improvements each year to interior of building and
outdoor signage, as approved by City, which owns property.
(attached project bids range from $15,000 - $190,000)
Page 2 of 3...
The rationale for the proposed new fees - for - services model:
• 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 City's annual sales tax revenue alone, which is somewhat attributable
to, and sustained by the Chamber's services, stands at more than $10
million, having grown by more than $2 ml. per year since 2000, despite the
recession since 2008. Business licenses and permits account for another
$2 mil. per year.
• The Chamber's service fee to the City, which no one can remember on
what is based, currently represents less than 21 % of the Chamber's costs
to provide these services. 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.
Summa of Chamber services
The Arcadia Chamber of Commerce is one of largest Chambers in the San
Gabriel Valley; which requires operating budget that is among top 40 largest in all
of L.A. County. Here are a few highlights of Arcadia Chamber services:
Business:
• Hundreds of hours spearheading, supporting Downtown Business District
Advocate /voice and liaison to City for business owners — ie Taza Coffee
• Resource for information, seminars, such as May 30 lunch on ADA
• Vital promotion and marketing partner through ribbon - cuttings, business
mixers, fliers, printed newsletters, and especially this year with new web
site, photos, videos, and social media e- mails, Facebook, Twitter, etc.
• In- office touch - screen for biz member ads (also online):
ht!p://www.toucharcadia.com/
• New ChamberMail service for members to reach new residents:
hiip: / /www.chamb_ermail.us /shop ?p= catalog&&parent =132
• New eLocal video and new resident info site:
http: / /www. elocallink. tv/ clients3 /ca/areadia/tourplaYphp ?movie= areacaco
c12 iwd &spon= welcome
• Annual Business Awards & introduced new monthly tribute to Arcadia
Business Icon (member or not), and added Corp Citizen of Year award
• Producing Visitors 1 Biz Developer videos in 2013 -14 to share with City
• Unlike Chambers in cities such as Irwindale, dominated by industrial
businesses with big budgets, the Arcadia Chamber services wide -range of
business types, from home -based services and small retail, to a giant
mail, hospital, and horse race track, plus residential members.
Page 3 of 3.. .
City /Community:
• Produced "Arcadia's Got it All!" video that has already had nearly 1,000
views on YouTube and Internet, shown 100 times on local cable system
ESPN, TNT, and TBS during March Madness and Opening Day baseball
games, and soon to be added to City's cable channel
• Coordinated promotion and high - profile ribbon - cuttings for introduction of
Pasadena Pops and Cal Phil at new locations summer 2012
• 6,000 info calls, walk -in visitors each year. Chamber is 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,
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 of City's biggest signature events of year: Taste of Arcadia
(700 -800 attendees); Citizen of Year 1 Installation Dinner (200 attendees)
• City street maps, City directory — 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.
• Introduce board to City /member facilities at monthly meetings
• Promotion /hosting partner with City on seminars, programs
• Showcase & support community non - profit groups including Relay for Life
with last year's first -ever flash mob, etc.
• Provide monthly community calendar for Coordinating Council.
• Support schools -- Measure A parcel tax; Performing Arts Center.
• Offer unique global travel vacations; plus "Getting to Know Sri Lanka"
event at Chamber
• Monthly Governmental Affairs Forums considered the best in region
• Community informational seminars such as Jan. 29 Micosoft Office 2010
training.
Support partner for community info on Gold Line and Gas Co Advanced
Meters
Enclosed are financial reports with budget comparisons. We appreciate your
continued interest and support of the Arcadia Chamber of Commerce.
Sincerely,
Scott Hettrick Arlynn Robinson
Chief Executive Officer President, 2013 -2014
ATTACHMENT B
PROGRESS REPORT -
JULY 1 2012 -APRIL 14, 2013
Progress Re ort July 1 2012 —April 14 2013
Arcadia Chamber of Commerce
Just a few Chamber activities & accomplishments in first 10 months of Fiscal Year;
• Taste of Arcadia and first -ever Business Showcase at the Taste — More than 700
attended, more than 75 food and business vendors participated.
First -ever Chamber production of "Arcadia's Got it All!" video
• Citizens of Year/ Installation Dinner -- nearly 200 attended
• First annual Corporate Community Contributor award added to Installation above
• Planning Conference, including State of City report from new City Manager
4 First -ever All Access Pass program yielded dozens of participants
• First -ever Keystone sponsors of Networking Breakfast, Gov Affairs Forum
• New monthly Arcadia Business Icon tribute includes non - members
• Hosted 10 monthly Networking Breakfasts with 33% increase to 400 attendees
• Hosted monthly Downtown Community Benefits District meetings
• Westfield renewed for 2 "d, 3rd years as Community Builder Presenting Sponsor
50 New Members in the past year.
• Arcadia Downtown Improvement District going out to Petition in May
• 15 Business Mixers and Ribbon - Cuttings in 10 months since July 1, 2012
• More than 2,500 printed newsletters distributed
• Web site: continued additions /enhancement including Member Directory
• Chamber Business Awards Breakfast scheduled for July 18
• More than 60 Chamber committee meetings attended by 872 in 10 months
• Chamber reps attended more than 75 civic meetings & events
• Government Affairs Forum met 10 times presenting informative speakers,
elected officials' updates & recommendations regarding pending legislation
• Assisted more than 2,000 walk -in visitors with directions, information, maps,
business referrals
• Responded via phone, fax, email & Internet to more than 5,000 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
• More than 150 boardroom rentals ranging from one -time to monthly
• Supporters of SGV Economic Partnership, SCORE, SBA & SBDC counseling
services; Foothill Workforce Board seminars, etc.
• Two new member outreach services for new residents via mail (ChamberMail)
and Internet (eLocal), the latter with exclusive Arcadia promo video
• Weekly e-mail newsletters
• More than 900 postings on web site, Facebook, Twitter
• Introduced more efficient and cost - effective phone, e-mail and IT systems
ATTACHMENT C
CHAMBER OF COMMERCE FINANCIALS
Arcadia Chamber of Commerce
Financial Overview July 1, 2012 — March 31, 2013 (page 1 of 2)
The 2012 -13 year saw the Chamber's finances stablilize somewhat, though at a
consistently lower base, continuing declines in ad sales, and with members and
income continuing a slight decline due primarily to the yet -to- fully- rebound
economy, (Renewing member dues down $2,300 FY to date — nearly 4% - to
$62k.)
After suffering a 32% decline in members the previous year due to a combination
of business closures, cutbacks and cleansing the member roles of non - paying
members, overall membership dues are up more than $7,000 this FY to date,
with total membership holding relatively steady all year at nearly 500 members.
Other income factors primarily contributing to the relative stabilization:
• $15,000 renewal of Westfield Santa Anita's Presenting Sponsor
commitment
• $31,000 commitment by City's commitment to use General Fund monies
to replace the loss of Redevelopment Agency funds that represented 50%
($31 ,000) of the City's annual fee for services provided by the Chamber.
$7,000 (approx net) in New Member dues — largely due to promotion of
increased member service offerings and paying commission to contract
sales person to recruit new members. (Existing member dues down
$2,300)
$15,000 increase in net revs for Taste of Arcadia, including new Biz
Showcase
New revenue streams included the following:
• $5,000 (approx net): First -time Business Showcase at the Taste
• $3,000 (approx net): First -time annual All Access Pass for members
• $2,500: First -time Networking Breakast sponsor (Rose Hills)
• $2,500: First -time Gov Affairs Forum sponsor (Expedia)
Meanwhile, the Chamber has cuff overall expenses by about $10,000 each of
past two years and $52,000 in past five years (more than 15 %).
Total Expenses historical snapshot:
2007 -08: $333,700
2010 -11: $306,648
2011 -12: $298,199
2012 -13 (Projected): $286,000
-- Arcadia Chamber Financial Overview 2012 -13 Page 2 --
Balance Sheet (Asset Value) for partial FY year 2012 -13 as of March 31, 2013:
• $62,563, down slightly from $64,455 the prior year
-- down nearly 60% from peak of 2008: $155,983 after dramatic drops
each year from 2008 - 2012.
Budget: $281,000 (Note: down from $305,000 in 2007 -08)
Net income: $231,300 (vs 2008: $264.3k)
+$12,430 vs $217,300 year ago
+$7,000 vs Budget
Total expenses: $228,341 (vs 2008: $263.9k)
-$427 vs $228,768 year ago
+$6,600 vs Budget
Excludng the CEO (no budgeted increase from $49,000 annual salary since
being hired in March 2011), the first modest raises were given to the lone full -
time staff and two -part time staff in many years and work hours were fully
restored to part-time staff to pre - cutback levels of 2009 -2010 (24 -hours each per
week; about $20,000 per year), all of which cumulatively amounted to only
$3,400 increase during the period duly 1, 2012 — March 31, 2013. And the CEO
was provided a vehicle after a two -year delay in this agreed employment benefit,
with the Chamber working out its best car lease ever at only $100 per month
from Sierra Honda.
The Chamber has yet to be able to afford to replace more than $30,000 in
Reserves depleted in March 2011 to cover salary expenses and long overdue
bills at the time of retirement of previous Chamber Executive Director.
Attached are three financial reports;
• Balance Sheet
• P &L Budget vs Actual
• P &L Prev YR Comparison
4:68 PM Arcadia Chamber of Commerce
04,08/113 Balance Sheet Prev Year Comparison
Cash Basis As of March 31, 2013
ASSETS
Current Assets
Checking/Savings
1000 • Citizens Checking 9771
1010 - Cash on Hand
1030 - One West CD -2157
1035 - One West CD -3893
1045 - Wells Fargo CD - 4347
1700 - Visionary Fund Reserve - FF CU
Total Checking/Savings
Total Current Assets
Fixed Assets
1300 - Leasehold Improvements
1400 - Furniture & Fixtures
1410 - Equipment
1450 • Computer
1490 • Accumulated Deprec.
Total Fixed Assets
TOTAL ASSETS
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
2400 - Retirement Fund Payable
2600 - Access Pass Liability
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
Equity
3110 - Retained Earnings
Net Income
Total Equity
TOTAL LIABILITIES & EQUITY
Mar 31, 13 Mar 31, 12 $ Change % Change
9,371.58
12,829.38
- 3,457.80
-27.0%
200.00
200.00
0.00
0.0%
0.00
3,304.55
- 3,304.55
- 160.0%
33,356,50
33,258.42
98.08
0.3%
3,316.42
0.00
3,316.42
100.0%
9,471.61
7,457.25
2,014.36
27.0%
55,716.11
57,049.60
- 1,333.49
-2.3%
55,716.11
57,049.60
- 1,333.49
-2.3%
17,984.00
17,984.00
0.00
0.0%
54,709.58
54,709.58
0.00
0.0%
8,875.75
8,875.75
OM
0.0%
44,898.34
44,898.34
0.00
0.0%
- 119,620.33
- 119,061.33
- 559.00
-0.5%
6,847.34
7,406.34
-559A0
-7.6%
62,563.46
64,455.94
- 1,892.49
-2.9%
1,018.72
886.61
132,11
14.9%
1,295.00
OM
1,295.00
100.0%
2,313.72
886.61
1,427.11
161.0%
2,313.72
886.61
1,427.11
161.0%
2,313.72
886.61
1,427.11
161.0%
59,300.58
75,050.87
- 15,750.29
-21.0%
949.15
- 11,481.54
12,430.69
108.3%
60,249.73
63,569.33
- 3,319,60
-5.2%
62,563.46
64,455.94
- 1,692.49
-2.9%
4.99 PM Arcadia Chamber of Commerce
04108x3 Profit & Loss Budget vs. Actual
Cash Basis July 2012 through March 2013
Ord'^ary Income /Expense
Income
4040 - Member Dues
4020 • New Member Dues
4026 - Visionary Fund Income
4030 - Event Income
4034 • DlractoryfMaps
4040 - City of Arcadia
4045 • Access Pass Income
4061 • Taste ofArcadia Revenues
4062 - AdveRlaing -TofA
4063 • Sponsorships -TofA
4063A • Donations - TOA
4064 • Ticket Sales -TofA
4065 - Individual Ticket Sales -TofA
4065A - Beneficiary Sales - TOA
4066 • Ordine Ticket Sales -TofA
4066 • Table Sales -TofA
4064 • Ticket Sales -TofA - Other
Total 4064 • Ticket Sales -TofA
4067 • Raffle Tickets -TofA
4007A - Drink Tickets - TOM
4069 • Business Showcase - TofA
40611 • Taste of Arcadia Revenues -Other
Total 4061 -Taste of Arcadia Revenues
4070 - Delegation letters
4080 • Income - Other
4082 - Boardroom Rental
4084 - Certificate of Origin
4086 • Donations
4080 - Income - Other - Other
Total 4080 - Income - Other
4090 - interest Income
4100 • Advertising Income
4050 • Newsletter advertising
4051 • Webslle Advertising
4101 - Comm Builder Advertising
4100 - Advertising Income - Other
Total 4100 - Advertising Income
Total Income
Expense
4800 - Depreciation
6100 • Bad Debts
6000 - Labor Expanses
6001 • Gross Salaries a Wages
6002 • Employer Payroll Tax Expense
6003 • Payroll Service
6004 • Contract Labor
6005 • Er Retirement Contribution
6006 - Insurance -Hear
6007 - Workman Comp Ins
6009 -Labor Expense - Other
6000 - Labor Expenses - Other
Total 6000 - Labor Expenses
5160 - Director Expenses
6200 - Occupancy Costs
6201 -Rent
6202 • Property Taxes
6203 • Utilities
6204 • Bldg Repairs S Maintenance
6205 • Custodian
Total 9200 - Occupancy Costa
6300 •Insurance
6303 - Umbrella Policy
6304 - Director & Officers Ins
Total 4300- Insurance
6350 • Telephone
6360 - Postage and Delivery
6400 - Printing Expenses
6401 • Newsletter
6402 • Printing & Reproduction
6403 • Other Printing
Total 6400 • Printing Expenses
Jul 42 - Mar 13 Budget $ Over Budget
62,116,70
16,570.00
2,895.00
18,675.00
83.00
46,500,00
1,595.00
2,10.00
18,970.00
25.00
18,393.67
250.00
4,440,00
7,500.00
31,357,67
580.00
2,760.00
7,721.99
56.48
64,381.14
225.00
845.00
750.00
1,020.00
7,538.57
10,153.57
10.22
650.00
1,420.00
4,500.00
1,541.16
6,111.16
231,315,79
0.00
090
95,733.42
8,328.27
765,41
2,834.00
4,960.76
9,104.00
1,170.82
0.00
123.064.68
369.45
3,600.00
1,941.12
2,847.35
3,654.98
1,440.00
13,483.45
2,533.50
2,815.00
5,348.50
4,253.72
3,934.87
5,369.10
1,416.49
1,537.65
6,323.24
66,750.02
15,750.00
3,000,01
25,500.01
3,749.99
46,500.00
1,125.00
2,500.00
16,000.06
0.00
16,000.00
0.00
4.500.00
7,000.00
27,500.00
500.00
2,500.00
5,000.00
54,000.00
- 4,633.32
820.00
- 105.01
- 6,625.01
- 3,666.99
0.00
470.00
410.00
2.970.00
25.00
2,393.67
250.00
-60.00
500.00
3,857.67
80.00
260.00
2,721.99
10,381.14
1,350.00
- 505.00
1,350.00
- 600,00
1,225.00
- 205.00
0.00
7,538.57
3,925.00
8,228.57
225.00
- 214.78
1,900.00
- 1,250,00
1,900.00
- 480.00
0.00
1,541,16
3,800.00
4,311,16
224,325.03
0.00
93,752.00
8,623.00
748.00
5,675.00
4,12390
9,374.00
748.00
1,000.00
123,993.00
675.00
3,600.00
1,000.00
2,250.00
900,00
9,190.00
3,000.01
% of Budget
93.1%
105.2%
96.5%
73.2%
2.2%
100.0%
141.6%
116.4%
118,6%
100.0%
115.0%
100.0%
98.7%
107.1 %
114.0%
116.0%
110.4%
154A%
119.2%
62.6%
55.6%
83.3%
100.0%
258.7%
4.5%
34,2%
74.7%
100.0%
213.5%
6,990.76 103.1 %
0.00 0.0%
1,981.42
102.1%
- 294.73
96,6%
17.41
102.3%
- 2391.00
50.4%
837.76
120,3%
- 270.00
97.1%
422.82
156.5%
- 1,000.00
0.0%
- 92812
99.3%
.305.55
54.7%
0.00
100.0%
941.12
194.1%
597.35
126.5%
2,754.98
408,1%
0.00
100.0%
4,293.45
146.7%
- 466.51
84.4%
3,000.01 2,348,49 179.3%
4,500.00 - 246.28 94.5%
2,250.00 1,684.87 174.9%
4,150.00 1,219.10 129.4%
4,150.00 - 2.733.51 34.1%
8,300.00 23.24 100.3%
4:59 PM
04!08!13
Cash Basis
6410 • Equipment Purchase
6411 - Equipment Rental
6412 • Equipment Repair
6420 • Accounting & Legal
6430 • Dues and Subscriptions
6600 • Plaques & Awards
6510 • Stationery & Supplies
6870. Hospitality
$530 • Computer Supplies
6540 • Computer I Webslte Maintenance
6600 • Training & Conference
6620 • AdverHsingtPromolWebslte
8830 - TOA Event Expenses
6630A • Bank Charges - TorA
66308 • Support Services
66300 . Special Event Insurance
6631 • Advertising
6632 • Electric
6633 • Entertainment
8634 • Equipment Rental
6636 • Food and Wine
6636 • Permits and Licenses
6637 • Printing
6638 • Supplies
6639 • Beneficiary Sales Donations
6630 • TOA Event Expenses - Other
Total 6630 • TOA Event Expenses
6640 • Everd Expenses
6720 • Licenses & Permits
6730 • Bank & CC Charges
6740 • - Income Tax
6600 - Miscellaneous
Total Expense
Net Ordinary Income
Other IncomelExpensa
Other Expense
7020 • Visionary Fund Disbursements
Total Other Expense
Net Other Income
Net Income
Arcadia Chamber of Commerce
Profit & Loss Budget vs. Actual
July 2012 through March 2013
Jul '12 - Mar 13
1.379.81
3,413.83
0.00
4,962.50
595.00
590.13
2,412.37
905.Ot
365,47
4,650.06
56,00
300.00
55176
630.00
420,61
4,275.00
5,860.00
2,500.00
13,412.67
260.00
250.00
1,335,20
3,116.48
1,910.00
34,741.92
12,734 39
10.00
2,312.40
39,24
93.60
228,341.64
2,974.15
2,025.00
Budget
74.98
3,150.00
374.99
2,624.99
299.98
1,199.98
1,125.00
374.99
5,249.98
3,749.99
500.00
500,00
400.00
3,800.00
6,000,00
1,800.00
13,500.00
390.00
700.00
1,500.00
3.000.00
2,000.00
0.00
34,000.00
14,818.16
149.99
1,874.98
225.00
524.98
221,726.00
2,599,03
S Over Budget
1,304.83
263.83
- 374.99
2,337.51
295.02
1,212.39
- 219.99
-9.52
599.92
- 3,449.99
51.76
330,00
20.61
475.00
- 140,00
700.00
-87.13
-20.00
- 450.00
- 164.80
116.48
-90.00
741.92
- 2,063.77
- 139.99
437.42
- 185.76
-431.38
6,615.64
% of Budget
1,840.2%
108.4%
0.0%
189.0%
198.3%
201.0%
60.4 %
97.5%
88.6%
6.0%
110.4%
166.0%
105.2%
112.5%
97.7%
138.9%
99.4%
93.3%
35.7%
89.0%
103.9%
95.5%
102.2%
85.9%
6.7%
123.3%
17.4%
17.8%
1 03,0%
375.12 114.4%
2,025.00
,2,025.00
949.15 2,599.03 - 1,649,98 36.6%
Page 2
ATTACHMENT D
APRIL 18, 2013 MEMO REGARDING IMROVEMENTS
TO CHAMBER OFFICES
]( ARCADIA
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info PArcadiaCaChamher.arg CHAMBER OF COMMERCE
www.Arcadia a harn6er.or
e�(d saNra ANEra ezEseN SPONSOR zo
388 West Huntington, Drive, Arcadia, California 91007
Tel; (626) 447 -2159 * Fax: (626) 445 -0273
Memo: Jerry Schwartz, City of Arcadia
From: Scott Hettrick
April 18, 2013
Per our discussions, the Arcadia Chamber would like to make many major improvements
in the interior or the building that is owned by the City.
Many of the elements of the building have not been ugraded since the 1960s. The Chamber
is coming to the City first, since the City is owner and therefore our landlord, to see what,
if any, of the improvements that City would be willing to fund.
Most of the desired improvements are cosmetic -- window treatments, wall coverings /paint,
etc.; some are technology upgrades: ceiling mounted projector; some are environmentally
efficency- related -- HVAC system that requires less energy and can be controlled for each
room; but some could involve some minor or major structural changes such as slight
modfication of walls, completely re -doing the restrooms to bring them in to compliance
with ADA codes, and some of which may also open up issues such as electrical wiring and
perhaps issues related to asbestos, etc.
All are desired to bring the building into the 21" century aesthetically and code -wise, and
make it appear more professional and preseentable to the thousands of visitors and
members who come in and out of the building every month and use the building for group
meetings, as well as be more efficient for the staff during working hours five days per
week.
I have sent you separately bids from two different contractors, and a third is on the way.
Each bid includes cost estimates for everything we would like to do on our "wish list."
We want to be clear that none of these improvements is of an urgent nature but if we were
to prioritize which things would be our biggest priuority is the conference room: 1.)
window treatments (ideally around whole building); 2.) replacing current 50- year -old
kitchen facilities, and make accessible only on opposite side of wall of conference room;
3.) replace wood paneling (ideally thorughout building).
Please feel free to have City contractors make bids. We will be happy with whatever level
of improvements the City can provide and are willing to work this expense into a modified
Services Fee and/or Lease Agreement with City.
ATTACHMENT E
AGREEMENT WITH CHAMBER OF COMMERCE
FOR FY 2013 -2014
AGREEMENT FOR SERVICES
FY 2013 -2014
City of Arcadia and Arcadia Chamber of Commerce
This Agreement for Services ( "Agreement ") is entered into this day of , 2013
by and between the Arcadia Chamber of Commerce ( "Chamber "), a not - for - 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 2012 -13 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.
D. The City intends to provide the Chamber with $40,000 in FY 2013 -14 for
improvements to the Chamber offices, as part of a three year, $120,000 commitment to
upgrade the building.
E. The City and the Chamber have previously extended the Lease between the City
and the Chamber, for five (5) years to December 3, 2016.
F. After the demise of redevelopment in California and of the Arcadia Redevelopment
Agency, the City has assumed the sole responsibility for the contractual relationship with
the Chamber.
G. The City and the Chamber desire to memorialize their relationship for the fiscal year
2013 -2014.
H. The City desires and intends to pay the Chamber the amount of $72,000 in FY
2013 -2014 for the business, economic and civic promotion services set forth in Exhibit A.
I. 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:
A. Responsibilities of the Chamber
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, 2014, the Chamber shall submit to
the City a progress report describing the Chamber's performance under this
Agreement for the period July 1, 2013 to April 30, 2014.
B. 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, by providing, in the aggregate, $72,000 to the
Chamber for 2013 -2014 for the products, economic development & civic
promotion services set forth in Exhibit A, and by providing $40,000 for
improvements to the building in the first of a three year, $120,000
commitment for building upgrades.
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, 2013 for the previous fiscal
year ending June 30, 2013, and by September 30, 2014 for the fiscal year
ending June 30, 2014.
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.
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.
F California Law
1. 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:
President
Arcadia Chamber of Commerce
Dated:
CITY:
City Manager
City of Arcadia
Dated:
Approved as to form:
City Attorney
Attest:
City Clerk
Services Provided by Arcadia Chamber of Commerce
to the City of Arcadia
FY 2012 -2013 and Projected for 2013 — 2014
Exhibit 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
13
II. Business Development
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 1 orientation I
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 Arcadia Downtown Community Benefits District and
Arcadia Towne Center Business Association to establish a business district,
improve parking and wayfinding sigange, and support marketing efforts.
-5-
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. Continue to develop new media marketing opportunities for business
members through Chamber.
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.
M