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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 1 C'r11111�' C'p11111111111ij'!)11C1L' thr'C)wh 1)i1S111C'SS SlllC'C' 1920! 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 �nnlilnllq�IliAl�lninfll lliillllnll 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