HomeMy WebLinkAboutItem 11c - Agreement for Services with the Arcadia Chamber of Commerce
DATE: June 5, 2018
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director
By: Tim Schwehr, Economic Development Analyst
SUBJECT: AGREEMENT FOR SERVICES WITH THE ARCADIA CHAMBER OF
COMMERCE IN THE AMOUNT OF $77,960
Recommendation: Approve
SUMMARY
The Arcadia Chamber of Commerce (the “Chamber”) provides programming and
activities that benefit its members and the business community. The City of Arcadia
and the Chamber execute an annual Agreement for Services (“Agreement”). As
proposed in the Agreement for Fiscal Year 2018-19, the City will provide the Chamber
with $77,960 for its efforts on behalf of the business community, and to complement the
City’s marketing activities. It is recommended that the City Council approve, and
authorize and direct the City Manager to execute, the Agreement for Services with the
Arcadia Chamber of Commerce for Fiscal Year 2018-19, in the amount of $77,960.
BACKGROUND
The Chamber and the City have long cooperated concerning issues and projects of
mutual interest to the Arcadia civic and business community. As part of this mutual
cooperation, the City enters into an annual Agreement for Services with the Chamber to
provide public relations, business development, and government/legislative services in
support of the Arcadia business community and economic development in general. For
many years, the Agreement for Services with the Chamber of Commerce had been set
at $72,000 with no annual increase built-in for inflation. In 2015, the budget was
increased to $73,761 and it was agreed that future Chamber of Commerce budgets
would be tied to annual CPI increases. In 2016, the Chamber Budget was increased to
$74,430 based on a CPI increase of 0.9% for the previous year, and in 2017 was
increased to $75,837 based on a CPI increase of 1.9%. In addition to the annual
payment, the Chamber also utilizes the City-owned property at 388 West Huntington
Drive for its offices. The current lease with the Chamber was approved in December
2016 and will be up for renewal in December 2021.
Agreement for Services with the Arcadia Chamber of Commerce
June 5, 2018
Page 2 of 4
In February 2016, Karen Mac Nair was named the Arcadia Chamber CEO. Since that
time, Ms. Mac Nair and her staff have implemented a number of exciting changes to the
Chamber’s website, social media presence, branding and marketing efforts, member
events, and business assistance and outreach programs. The Chamber Summary
Report included as Attachment “A” highlights some of these changes during the
previous fiscal year, as well as the many successful events and programs implemented
by Ms. Mac Nair’s predecessors that continue today. City Staff has a very strong
working relationship with Ms. Mac Nair and the Chamber Staff, and in the coming year
will continue collaborating with them on business events, outreach, and assistance
efforts.
DISCUSSION
The Chamber of Commerce offers a variety of important services to the business
community in Arcadia, including:
Providing reference and referral information about the City to brokers, realtors,
merchants, business operators, and interested public.
Communicating frequently via e-mail with Constant Contact monthly event
calendars and weekly event reminders, and regular website updates.
Utilizing new media, including Facebook, Twitter, and Instagram, to ex pand
outreach for events, including mixers, business breakfasts, and ribbon cuttings.
Promoting and managing the annual Taste of Arcadia event, which has become
a signature event for the City.
Developing and operating an annual business expo .
Organizing and providing staff support for the monthly Community Connection &
Coffee meeting, Ambassadors meeting, Taste of Arcadia Committee, Business
Networking Breakfasts, and business mixers.
Working with and supporting the Downtown Arcadia Improvement Association
(“DAIA”), including with various planning activities and events held in the
Downtown.
For the monthly Business Networking Breakfasts, the Chamber names a
business icon that gets honored for longevity in Arcadia, and has a business or
non-profit member speak about a topic of interest to the attendees.
Agreement for Services with the Arcadia Chamber of Commerce
June 5, 2018
Page 3 of 4
Participating with the City on business visits to learn about the different
businesses in Arcadia, and provide the business owner with contact information
and services available through the City and the Chamber.
Coordinating with the City on retail recruitment and targeted eco nomic
development opportunities.
A detailed summary of the Chamber’s accomplishments during Fiscal Year 2017-18 is
included as Attachment “A”; the Chamber’s annual financial reporting is included as
Attachment “B”; and the Agreement for Services with the Chamber for Fiscal Year 2018-
19 is included as Attachment “C”. The Agreement provides for annual financial support
from the City, and includes an exhibit that further details the Chamber’s services to and
for the City.
The Proposed Agreement includes a CPI increase of 2.8% based on the U.S.
Department of Labor Consumer Price Index increase for the Los Angeles-Riverside-
Orange Co. Region for the 2017 calendar year. This amounts to a total of $2,123 added
to the Agreement as compared to the previous Fiscal Year. For the 2017-18 Fiscal
Year, the City’s contract with the Chamber will account for approximately 17% of its
overall budget of nearly $433,000.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
A total of $77,000 is included in the proposed Fiscal Year 2018-19 General Fund
Budget for the Annual Agreement for Services with the Chamber . Adequate funds are
available to cover the costs in the budget, as the additional $960 will be covered by
contract services funds budgeted by the Economic Development Division . The City also
provides below market rent for the City-owned Chamber offices at a rate of $400 per
month; the current at-market rate is estimated to be $3,800 per month for a 1,900
square-foot office in central Arcadia.
RECOMMENDATION
It is recommended that the City Council approve, and authorize and direct the City
Manager to execute an Agreement for Services with the Arcadia Chamber of
Commerce in the amount of $77,960.
Agreement for Services with the Arcadia Chamber of Commerce
June 5, 2018
Page 4 of 4
Attachment “A” – Chamber Summary Report July 2017 – June 2018
Attachment “B” – Chamber of Commerce Financials
Attachment “C” – Agreement for Services for Fiscal Year 2018-19
Mission Statement
To play a critical and integral role in maintaining a healthy business environment, contributing
to the economic growth of the members, the city, and enhancing the city’s image.
July 2017
to
June 2018
Public Relations
Rebranding
To continue with rebranding, the Chamber designed new logos for each Chamber event, to
keep with consistency and a fresh appearance. Two events
also have new names: Networking Breakfast has been
renamed Rise & Shine Arcadia; and Member Orientation is
now Chambering 101. The fresh new logos keep with the
Chamber’s commitment to modernization and keeping up
with today’s trends.
Website
Analytics www.ArcadiaCaChamber.org
Most reads per day: 2579
Most visited day: 1777
Visitors per month: avg. 27,000
Reads per month: avg. 39,000
Analytics www.TasteOfArcadia.com
Most reads per day: 985
Most visited day: 960
Visitors per month (July – September): avg. 6301
Reads per month (July – September): avg. 10565
Updates continue to improve and drive the Arcadia Chamber website. With the addition of the
Taste of Arcadia website, members and non-members have a plethora of information on the
Chamber itself and the Chamber’s biggest event of the year. TasteOfArcadia.com gives guests
the opportunity to view attending Business Showcase vendors, Food vendors, Entertainment
and more, plus tickets can be purchased on the site itself. Vendor booths have already been
booked for the 2018 Taste via this website.
A promotional opportunity for a banner ad on the Chamber’s calendar page was added as well,
with H Mart being the first sponsor to take this opportunity.
Social Media
Social media continues to be a focus for the
Arcadia Chamber of Commerce. The Chamber’s
social media presence now includes Instagram,
along with Facebook and Twitter. Member
shares, likes and tags continue to increase on all
platforms. The Chamber also provides ‘like us’
and ‘tag us’ links at events, to encourage sharing
photos and info on events while they are happening, for a ‘live’ interaction with members and
followers. Facebook Live videos also bring guests unable to attend right to the action as it
happens. Facebook likes started on July 2016 at 979 and ended as of June 2018 at 1624. Reach
per month averages 9000. Twitter followers are 1085, showing a growth of 58 followers over 6
months, with 1449 total likes as of June 2018. Instagram was newly introduced for the Chamber
in 2016, starting with 87 followers as of June 30, 2016 and ending June 2018 with 645. Taste of
Arcadia is also on Instagram, with 257 followers. Constant Contact subscriber numbers reached
a total of 3546 by June 2018. Snapchat was also added for Taste of Arcadia, with 6,700 views on
the day of the event, from 8 am to 11 pm. 199 swipes and 185 users of Snapchat were recorded,
for a 93% usage.
Committees
Committees continue to build momentum for the Board and
Ambassadors through the guidance of the Strategic Planning
Conference, the Chamber added the Installation Dinner, New
Member and Retention committees. These consist of 8
members of the Board or Ambassadors meeting once a
month to discuss improvements in their areas of focus.
The New Member Committee this year created two separate information kits, potential sales
information and the new member sales kit. They worked alongside the Ambassador team on
30-60-90 day engagement calls to new members. When a new business receives their license
from the City, the Chamber began mailing welcome letters to each individual business owner.
A new member application was also created, along with JoinOurChamber.org.
The Retention Committee did focus groups, making phone calls to members and asking specific
retention questions. A survey was sent out to all membership with questions on how they best
use what the Chamber has to offer and what suits their needs. A ‘We Want You Back’ postcard
was sent out to recently dropped members to entice them to rejoin. The option to pay monthly
at $22 per month was created vs. one lump sum payments per year, with an additional option to
auto-pay. The New Member page on the website was also created.
The Installation Dinner Committee worked on a new theme of Superheroes in our Community,
encouraging guests to dress as their favorite superhero. The Committee worked on being
‘committee run’ instead of being staff run.
Member Events
Rise & Shine Arcadia
Rise & Shine Arcadia has grown since December to an
average of 83 participants per month; the previous
average was 65. Sponsored by Rose Hills Memorial
Park, who have committed to sponsoring again in 2018,
and held monthly, alternating between the DoubleTree,
Courtyard Marriott and Embassy Suites, Rise & Shine Arcadia continues to provide members
an opportunity to connect over breakfast, build business, promote themselves and just enjoy
each other’s company. New networking activities have been the focus monthly, to help
members communicate effectively and talk about their businesses, to help their businesses
grow.
Mixers
Also, held monthly, mixers were rebranded as The MIX in
2017. This event showcases a different venue each month,
providing multiple Chamber
members an opportunity to
promote their venue. Typically
attended by a wide variety and
number of guests, The MIX provides networking activities in a
more casual environment. The largest MIX was over 100 people at
the Holiday event, held at the newly remodeled Embassy Suites.
Love Lunch
Love Lunches are also held monthly, allowing members throughout the San
Gabriel Valley the opportunity to
promote their business and
encourage guests to try new things,
all while having the chance to
network. The casual environment and earlier time
period bring a different crowd and feel to this event
overall. Love Lunches generally are attended by 30 to
40 guests, with people coming and going as they please,
which helps build overall numbers. The May Love
Lunch was held at Villa Catrina and held 55 guests, the
largest to this day, giving a great networking
opportunity for all guests.
Chambering 101
The Member Orientations is newly rebranded as Chambering 101, which is held in the Chamber
conference room. Done monthly now in 2018, Chambering 101 is just that – a chance to learn
how to ‘Chamber’ and use what the Chamber offers to best benefit and grow your business.
This seminar gives members, both new and old, a chance to find out ‘what the Chamber can do
for you.’ Attended by an average of 25 guests,
with food and drinks provided by a Chamber
member, guests are encouraged to ask questions
and interact with the Chamber staff to get the most
out of their
membership.
Ribbon Cuttings
As needed, members contact the Chamber for a ribbon
cutting to celebrate a grand opening, specific event, or
milestone for that member. This
provides the member with an
opportunity to promote their
business in a unique way,
bringing together members of the community along with
legislative reps, who generally present certification the member
can display. Ribbon cuttings are attended anywhere from 20 to
100s of people, depending.
Community Connection
To help engage community and boost participation,
Government Affairs was
rebranded as Community
Connection and Coffee in early 2017. The average number of
attendees is 20 people, who can listen to speakers and various topics
that affect the community. However in May, the Chamber moved
Community Connection to Embassy Suites for a special edition
featuring Arcadia Police Chief Robert T. Guthrie, who spoke on
issues concerning homelessness and businesses. This event held over
65 guests. During this time, topics introduced included Voting Districts in the City of Arcadia,
the Pasadena Humane Society, the LA County Arboretum, and information on the growing
economic developments in the City.
Pop-Up Happy Hour
New to the Chamber for 2018 and keeping with
popular trends, the Arcadia Chamber proudly
introduces Pop-Up Happy Hour. A venue is chosen and kept secret until
just prior to the event, when it is announced on Social Media. This has
been a success with businesses such as food trucks and pop-up shops in
recent years and will give a Chamber member a chance to specifically
showcase their happy hour. Pop-Up Happy Hour averages 25 guests,
with the largest being 45 at Matt Denny’s in April.
Business Development
The Chamber continued its desire to help business and
the community grow in the City of Arcadia. Staff toured
the new facility of Foothill Unity Center and cut the
ribbon at their grand reveal, attended the Senior Citizen
of the Year Luncheon,
honoring Chamber
Ambassador Mary
Hansen, and was
present at the Arcadia City Council Restructuring. The second
Westfield Business Showcase is scheduled for June 9th, which is
a popular event for local businesses.
Taste of Arcadia
Taste of Arcadia 2017 was held on September 25th and invited businesses and food vendors
from the local community to come and highlight themselves to a captive audience. With the LA
County Arboretum as the backdrop, guests tasted bites from 47 food
vendors and received info from 42 businesses. The night offered not only
food and business, but entertainment as well,
with a four-piece band in Memphis Mike and
the Swinging 8 Balls, steel drummer Chris
Arpad, and DJ John Villa of Dance Syndicate.
Post Alarm sponsored this year’s Beer
Garden, with Anheuser-
Busch once again in
attendance.
Continuing Community
Improvement
To continue the relationship between the City, the Chamber and the overall community,
Chamber CEO Karen Mac Nair continues to collaborate with Tim Schwehr, the City of
Arcadia’s Economic Development Analyst. Together, they walk Foothill and LaPorte, 1st
Avenue and Huntington Drive in the Downtown area, Live Oak Avenue, and Baldwin Avenue
to engage small businesses, answering questions, taking comments, or offering assistance from
the Chamber. The Chamber itself also promoted Small Business Saturday for the second year in
a row.
The Chamber’s LED signs also provide information for drivers, highlighting such things as
water conservation, city events and spotlighting the City of Arcadia’s 2017 Eddy Award for
Most Business Friendly City. CEO Karen Mac Nair has also assisted the Arcadia Improvement
Association Downtown Board in the execution of the Patriotic Festival and Holiday Market, as
well as continuing on the Executive Board as treasurer.
Looking Ahead – 2018
Plans for the future include:
July – Launch of new Membership Database System, event
page, calendar page
Monday, September 24 – Taste of Arcadia
Upcoming Chamber Events
Love Lunch
July - FrontRunner
August – Sheraton San Gabriel
September - None
October – Cabrera’s
November - Jake’s Roadhouse
December – None
The MIX
July – Max’s
August – Areum Apartments
September - None
October – Custom Comfort
November – Foothill Credit Union
December – Embassy Suites
Chambering 101
3rd Wednesday of each month at the Chamber office
Community Connection
July – N/A
August – N/A
September – Taste of Arcadia
October – MADIA Tech Launch Group
November – Waste Management
December – City of Arcadia Business Licensing Department
Pop-Up Happy Hour - Check social media!
Accrual Basis Wednesday, May 2, 2018 04:27 PM GMT-7 1/2
Arcadia Chamber of Commerce
STATEMENT OF FINANCIAL POSITION
As of April 30, 2018
TOTAL
AS OF APR 30, 2018 AS OF APR 30, 2017
(PY)
CHANGE % CHANGE
ASSETS
Current Assets
Bank Accounts
1000 Citizens Checking 9771 49,101.95 60,933.99 -11,832.04 -19.42 %
1010 Cash on Hand 238.21 180.93 57.28 31.66 %
1700 Visionary Fund - FCU - 2900 7,507.16 2,822.94 4,684.22 165.93 %
1710 Taste Savings Account-CBB-0655 17,786.94 3,398.24 14,388.70 423.42 %
Total Bank Accounts $74,634.26 $67,336.10 $7,298.16 10.84 %
Accounts Receivable
1200 Accounts Receivable 48,737.92 55,543.00 -6,805.08 -12.25 %
Total Accounts Receivable $48,737.92 $55,543.00 $ -6,805.08 -12.25 %
Other Current Assets
1203 Prepaid Expenses 7,589.53 6,988.65 600.88 8.60 %
1208 Prepaid Auto Insurance 0.00 795.11 -795.11 -100.00 %
1210 Prepaid TofA Expenses 0.00 108.70 -108.70 -100.00 %
Total 1203 Prepaid Expenses 7,589.53 7,892.46 -302.93 -3.84 %
Total Other Current Assets $7,589.53 $7,892.46 $ -302.93 -3.84 %
Total Current Assets $130,961.71 $130,771.56 $190.15 0.15 %
Fixed Assets
1400 Furniture & Fixtures 4,964.00 4,964.00 0.00 0.00 %
1410 Equipment 6,638.00 6,638.00 0.00 0.00 %
1450 Computer 5,165.00 5,165.00 0.00 0.00 %
1490 Accumulated Deprec.-16,767.00 -16,671.66 -95.34 -0.57 %
Total Fixed Assets $0.00 $95.34 $ -95.34 -100.00 %
TOTAL ASSETS $130,961.71 $130,866.90 $94.81 0.07 %
LIABILITIES AND EQUITY
Liabilities
Current Liabilities
Accounts Payable
2000 Accounts Payable 0.00 1,336.38 -1,336.38 -100.00 %
Total Accounts Payable $0.00 $1,336.38 $ -1,336.38 -100.00 %
Other Current Liabilities
2310 Prepaid Revenue 56,749.50 58,834.99 -2,085.49 -3.54 %
2315 Prepaid TofA Revenue 13,498.00 10,582.00 2,916.00 27.56 %
2335 Prepaid Holiday Sponsor Revenue 0.00 1,000.00 -1,000.00 -100.00 %
2336 Prepaid All Access Pass Income 5,468.75 5,468.75
2337 Prepaid Boardroom Rental 1,725.00 1,725.00
Total 2310 Prepaid Revenue 77,441.25 70,416.99 7,024.26 9.98 %
2400 Retirement Fund Payable 1,400.00 0.00 1,400.00
2600 Access Pass Liability 5,202.85 524.85 4,678.00 891.30 %
Accrual Basis Wednesday, May 2, 2018 04:27 PM GMT-7 2/2
TOTAL
AS OF APR 30, 2018 AS OF APR 30, 2017
(PY)
CHANGE % CHANGE
Total Other Current Liabilities $84,044.10 $70,941.84 $13,102.26 18.47 %
Total Current Liabilities $84,044.10 $72,278.22 $11,765.88 16.28 %
Total Liabilities $84,044.10 $72,278.22 $11,765.88 16.28 %
Equity
3110 Retained Earnings 66,839.85 79,090.37 -12,250.52 -15.49 %
Net Revenue -19,922.24 -20,501.69 579.45 2.83 %
Total Equity $46,917.61 $58,588.68 $ -11,671.07 -19.92 %
TOTAL LIABILITIES AND EQUITY $130,961.71 $130,866.90 $94.81 0.07 %
Accrual Basis Wednesday, May 2, 2018 04:36 PM GMT-7 1/5
Arcadia Chamber of Commerce
BUDGET VS. ACTUALS: 2018 FORECAST - FY18 P&L
July 2017 - April 2018
TOTAL
ACTUAL BUDGET OVER BUDGET % OF BUDGET
Revenue
4-1000 Member Dues
4-1100 Renewing Members 7,625.00 -7,625.00
4-1105 Business Members 76,097.50 70,017.50 6,080.00 108.68 %
4-1106 Business Monthly 373.34 241.67 131.67 154.48 %
4-1115 Home Based Business Members 5,365.00 4,625.00 740.00 116.00 %
4-1116 HBB Monthly 155.00 139.50 15.50 111.11 %
4-1125 Non-Profit Members 4,485.00 3,910.00 575.00 114.71 %
4-1135 Resident Members 2,530.00 2,300.00 230.00 110.00 %
Total 4-1100 Renewing Members 89,005.84 88,858.67 147.17 100.17 %
4-1200 New Members
4-1205 Business Members 21,078.00 21,510.00 -432.00 97.99 %
4-1215 Home Based Business Members 2,425.00 1,870.00 555.00 129.68 %
4-1225 Non-Profit Members 920.00 575.00 345.00 160.00 %
4-1235 Resident Members 115.00 115.00 0.00 100.00 %
4-1245 New Member Set Up 10,300.00 9,800.00 500.00 105.10 %
Total 4-1200 New Members 34,838.00 33,870.00 968.00 102.86 %
Total 4-1000 Member Dues 123,843.84 122,728.67 1,115.17 100.91 %
4-2000 Sponsorships
4-2010 Chamber Presenting Sponsor 25,000.00 25,000.00 0.00 100.00 %
4-2020 Love Lunch Sponsor 1,600.00 1,600.00 0.00 100.00 %
4-2030 Community Connection Sponsor 1,300.00 1,733.33 -433.33 75.00 %
4-2040 Business Showcase Sponsor 0.00 0.00
4-2050 Monthly Event Sponsor 500.00 500.00 0.00 100.00 %
4-2060 Chamber Holiday Card Sponsor 1,000.00 1,000.00 0.00 100.00 %
4-2070 Facebook Posts 1,900.00 2,500.00 -600.00 76.00 %
4-2080 Chamber Entertainment Sponsor 1,000.00 1,000.00 0.00 100.00 %
4-2090 e-Newsletter Sponsor 1,000.00 1,150.00 -150.00 86.96 %
4-2100 Business Showcase - Spring Event 0.00 0.00
4-2110 Electronic Sign Sponsor 350.00 -350.00
Total 4-2000 Sponsorships 33,300.00 34,833.33 -1,533.33 95.60 %
4-3000 Events
4-3100 Monthly Events
4-3110 Networking Breakfast
4-3111 Networking Breakfast Tickets 11,713.00 11,196.00 517.00 104.62 %
4-3112 All Access Pass Portion 1,818.72 1,976.47 -157.75 92.02 %
4-3114 Business Awards Breakfast Sponsor 1,000.00 1,000.00 0.00 100.00 %
4-3115 Networking Breakfast Sponsor 5,000.00 5,000.00 0.00 100.00 %
Total 4-3110 Networking Breakfast 19,531.72 19,172.47 359.25 101.87 %
Total 4-3100 Monthly Events 19,531.72 19,172.47 359.25 101.87 %
4-3200 Annual Events
4-3210 State of the City
Accrual Basis Wednesday, May 2, 2018 04:36 PM GMT-7 2/5
TOTAL
ACTUAL BUDGET OVER BUDGET % OF BUDGET
4-3211 State of the City Sponsor 3,000.00 3,000.00 0.00 100.00 %
Total 4-3210 State of the City 3,000.00 3,000.00 0.00 100.00 %
4-3220 Installation Dinner
4-3221 Installation Dinner Tickets 5,250.00 5,250.00 0.00 100.00 %
4-3222 All Access Portion 1,575.00 1,575.00 0.00 100.00 %
4-3223 Installation Dinner Tables 1,550.00 1,550.00 0.00 100.00 %
4-3225 Installation Dinner Sponsor 3,000.00 3,000.00 0.00 100.00 %
Total 4-3220 Installation Dinner 11,375.00 11,375.00 0.00 100.00 %
4-3230 Taste of Arcadia 2,360.00 2,360.00 0.00 100.00 %
4-3231 Taste of Arcadia In Person Tickets 9,961.00 9,961.00 0.00 100.00 %
4-3232 Taste of Arcadia Online Tickets 15,769.00 15,769.00 0.00 100.00 %
4-3233 All Access Portion 2,342.79 2,342.79 0.00 100.00 %
4-3234 Taste of Arcadia VIP Tables 6,700.00 6,700.00 0.00 100.00 %
4-3235 Taste of Arcadia Business Showcase
Spaces
13,567.00 13,567.00 0.00 100.00 %
4-3236 Taste of Arcadia Auto Showcase
Spaces
2,396.00 2,396.00 0.00 100.00 %
4-3237 Taste of Arcadia Program Ads 500.00 500.00 0.00 100.00 %
4-3238 Taste of Arcadia Sponsors 23,500.00 23,500.00 0.00 100.00 %
Total 4-3230 Taste of Arcadia 77,095.79 77,095.79 0.00 100.00 %
Total 4-3200 Annual Events 91,470.79 91,470.79 0.00 100.00 %
Total 4-3000 Events 111,002.51 110,643.26 359.25 100.32 %
4-4000 City Payments 63,197.50 63,197.50 0.00 100.00 %
4-5000 Other Income 56.53 56.53
4-5010 All Access Pass 465.59 465.59 0.00 100.00 %
4-5020 Boardroom Rental 5,005.00 4,750.00 255.00 105.37 %
4-5030 Certificate of Origin 2,200.00 1,950.00 250.00 112.82 %
4-5040 Interest Income 7.90 7.90 0.00 100.00 %
4-5050 Website Advertising 350.00 350.00 0.00 100.00 %
Total 4-5000 Other Income 8,085.02 7,523.49 561.53 107.46 %
4016 Total Member Dues
4010 Member Dues
Home Based Business Member Dues 0.00 0.00
Total 4010 Member Dues 0.00 0.00
Total 4016 Total Member Dues 0.00 0.00
Total Revenue $339,428.87 $338,926.25 $502.62 100.15 %
Cost of Goods Sold
5-0000 Other Costs of Services - COS
5-1000 Costs of Member Dues
5-1100 Renewing Member
5-1110 Bank Charge Costs 488.89 497.54 -8.65 98.26 %
Total 5-1100 Renewing Member 488.89 497.54 -8.65 98.26 %
5-1200 New Members
5-1210 Bank Charge Costs 602.96 611.68 -8.72 98.57 %
5-1220 Commission Costs 20,164.10 20,183.10 -19.00 99.91 %
Total 5-1200 New Members 20,767.06 20,794.78 -27.72 99.87 %
Total 5-1000 Costs of Member Dues 21,255.95 21,292.32 -36.37 99.83 %
Accrual Basis Wednesday, May 2, 2018 04:36 PM GMT-7 3/5
TOTAL
ACTUAL BUDGET OVER BUDGET % OF BUDGET
5-2000 Costs of Sponsorships
5-2100 Bank Charge Costs 808.60 767.31 41.29 105.38 %
5-2200 Commission Costs 279.00 279.00 0.00 100.00 %
Total 5-2000 Costs of Sponsorships 1,087.60 1,046.31 41.29 103.95 %
5-3000 Costs of Events
5-3100 Monthly Events
5-3110 Networking Breakfast
5-3113 Bank Charge Costs 182.77 195.60 -12.83 93.44 %
5-3114 Location Costs 10,714.76 10,810.42 -95.66 99.12 %
Total 5-3110 Networking Breakfast 10,897.53 11,006.02 -108.49 99.01 %
Total 5-3100 Monthly Events 10,897.53 11,006.02 -108.49 99.01 %
5-3200 Annual Events
5-3210 State of the City
5-3212 Food Costs 2,069.49 2,400.00 -330.51 86.23 %
Total 5-3210 State of the City 2,069.49 2,400.00 -330.51 86.23 %
5-3220 Installation Dinner
5-3221 Location Costs 5,962.28 5,962.28 0.00 100.00 %
5-3223 Supplies 40.71 40.71 0.00 100.00 %
5-3224 Bank Charge Costs 47.63 47.63
5-3225 Invitation Costs 591.30 591.30 0.00 100.00 %
5-3227 Postage Costs 330.00 330.00 0.00 100.00 %
5-3228 Gifts Costs 475.56 475.56 0.00 100.00 %
5-3229 Awards Costs 206.57 206.57 0.00 100.00 %
5-3230 Centerpieces Costs 232.44 149.94 82.50 155.02 %
5-3231 Programs Costs 657.00 657.00 0.00 100.00 %
Total 5-3220 Installation Dinner 8,543.49 8,413.36 130.13 101.55 %
5-3250 Taste of Arcadia
5-3251 Location Costs 1,000.00 1,000.00 0.00 100.00 %
5-3252 Support Service Costs 400.00 400.00 0.00 100.00 %
5-3253 Bank Charge Costs 1,029.45 1,029.45 0.00 100.00 %
5-3254 Ticket Costs 150.08 150.08 0.00 100.00 %
5-3255 Entertainment Costs 700.00 700.00 0.00 100.00 %
5-3257 Equipment Rental Costs 32,709.36 32,709.36 0.00 100.00 %
5-3258 Permit & License Costs 150.00 150.00 0.00 100.00 %
5-3259 Food Booth Supplies Costs -
Cups/Ice
2,516.05 2,516.05 0.00 100.00 %
5-3260 Wine Glasses Costs 4,082.62 4,082.62 0.00 100.00 %
5-3261 Plates Costs 2,981.60 2,981.60 0.00 100.00 %
5-3262 Volunteer T-Shirts Costs 597.90 597.90 0.00 100.00 %
5-3263 Meeting & Meal Costs 439.05 439.05 0.00 100.00 %
5-3265 Program Costs 3,506.93 3,506.93 0.00 100.00 %
5-3266 Centerpiece Costs 1,092.50 1,092.50 0.00 100.00 %
5-3267 Commission Costs 1,505.00 1,505.00 0.00 100.00 %
5-3268 Advertising Costs 4,058.43 4,058.43 0.00 100.00 %
5-3269 Valet Parking Costs 8,276.49 8,276.49 0.00 100.00 %
5-3270 Banners Costs 2,090.19 2,090.19 0.00 100.00 %
5-3271 Water Bill Inserts Costs 1,016.51 1,016.51 0.00 100.00 %
Total 5-3250 Taste of Arcadia 68,302.16 68,302.16 0.00 100.00 %
Accrual Basis Wednesday, May 2, 2018 04:36 PM GMT-7 4/5
TOTAL
ACTUAL BUDGET OVER BUDGET % OF BUDGET
Total 5-3200 Annual Events 78,915.14 79,115.52 -200.38 99.75 %
Total 5-3000 Costs of Events 89,812.67 90,121.54 -308.87 99.66 %
Total 5-0000 Other Costs of Services - COS 112,156.22 112,460.17 -303.95 99.73 %
Total Cost of Goods Sold $112,156.22 $112,460.17 $ -303.95 99.73 %
GROSS PROFIT $227,272.65 $226,466.08 $806.57 100.36 %
Expenditures
6-0000 Expenses
6-1000 Labor Expenses.
6-1100 Gross Wages 89,056.27 88,707.73 348.54 100.39 %
6-1150 Bonus 150.00 150.00 0.00 100.00 %
Total 6-1100 Gross Wages 89,206.27 88,857.73 348.54 100.39 %
6-1200 ER Retirement Contribution 3,500.00 3,500.00 0.00 100.00 %
6-1300 ER Payroll Tax Expense 8,858.99 8,929.59 -70.60 99.21 %
6-1400 HR Payroll Services 3,059.95 3,059.95 0.00 100.00 %
6-1500 Payroll Processing Fee -100.00 -100.00 0.00 100.00 %
6-1600 Health Insurance 4,000.00 4,000.00 0.00 100.00 %
6-1700 Workers Comp Insurance 908.50 919.50 -11.00 98.80 %
Total 6-1000 Labor Expenses.109,433.71 109,166.77 266.94 100.24 %
6-2000 Independent Contractors
6-2100 Accounting Expense 28,811.15 28,958.15 -147.00 99.49 %
6-2200 Advertising Expense 5,470.01 5,495.01 -25.00 99.55 %
6-2400 Sales Labor Expense 13,434.00 12,785.00 649.00 105.08 %
6-2500 Website Maintenance Expense 1,564.00 1,564.00 0.00 100.00 %
6-2600 IT Maintenance Expense 6,150.00 6,150.00 0.00 100.00 %
Total 6-2000 Independent Contractors 55,429.16 54,952.16 477.00 100.87 %
6-3000 Overhead Expenses
6-3100 Rent Expense 4,000.00 4,000.00 0.00 100.00 %
6-3200 Utilities Expense 6,392.27 6,520.34 -128.07 98.04 %
6-3300 Repairs and Maintenance Expense 7,389.50 7,389.50 0.00 100.00 %
6-3400 Property Taxes Expense 2,294.44 2,294.44 0.00 100.00 %
6-3500 Janitorial Expense 1,580.00 1,740.00 -160.00 90.80 %
6-3600 Insurance Expense
6-3610 Umbrella Policy 2,012.86 2,016.69 -3.83 99.81 %
6-3620 Director & Officers 926.64 929.06 -2.42 99.74 %
Total 6-3600 Insurance Expense 2,939.50 2,945.75 -6.25 99.79 %
Total 6-3000 Overhead Expenses 24,595.71 24,890.03 -294.32 98.82 %
6-4000 Operational Expenses
6-4100 Bad Debts Expense 7,250.00 7,250.00 0.00 100.00 %
6-4101 Business 22,140.00 22,110.00 30.00 100.14 %
6-4102 Home Based Business 2,895.00 2,895.00 0.00 100.00 %
6-4103 Non-Profit 1,385.00 1,385.00 0.00 100.00 %
6-4104 Residential 1,445.00 1,445.00 0.00 100.00 %
Total 6-4100 Bad Debts Expense 35,115.00 35,085.00 30.00 100.09 %
6-4120 Telephone / Internet / Email Expense 4,286.96 4,302.55 -15.59 99.64 %
6-4130 Postage Expense 1,637.85 1,491.85 146.00 109.79 %
6-4140 Printing Expense 3,219.02 3,344.02 -125.00 96.26 %
6-4150 Equipment Rental Expense 6,026.74 6,026.73 0.01 100.00 %
Accrual Basis Wednesday, May 2, 2018 04:36 PM GMT-7 5/5
TOTAL
ACTUAL BUDGET OVER BUDGET % OF BUDGET
6-4170 Equipment Repair Expense 445.00 445.00 0.00 100.00 %
6-4180 Dues and Subscriptions Expense 1,064.54 1,210.32 -145.78 87.96 %
6-4190 Office Supplies Expense 2,353.16 2,533.94 -180.78 92.87 %
6-4200 Computer Supplies Expense 5,160.23 5,096.91 63.32 101.24 %
6-4210 Meals and Entertainment Expense 2,268.40 2,137.46 130.94 106.13 %
6-4220 Community Event Expense 729.89 629.89 100.00 115.88 %
6-4250 Automobile Expense.1,004.13 1,118.16 -114.03 89.80 %
6-4260 Business License Expense 86.00 86.00 0.00 100.00 %
6-4270 Miscellaneous Expense 3,105.02 3,105.02 0.00 100.00 %
6-4280 Income Tax Expense 10.00 10.00 0.00 100.00 %
Total 6-4000 Operational Expenses 66,511.94 66,622.85 -110.91 99.83 %
Total 6-0000 Expenses 255,970.52 255,631.81 338.71 100.13 %
6730 Bank & CC Charges
6735 QuickBooks Payments Fees 0.00 0.00
Total 6730 Bank & CC Charges 0.00 0.00
Total Expenditures $255,970.52 $255,631.81 $338.71 100.13 %
NET OPERATING REVENUE $ -28,697.87 $ -29,165.73 $467.86 98.40 %
Other Revenue
7-1000 Visionary Fund Income.10,300.00 10,300.00 0.00 100.00 %
Total Other Revenue $10,300.00 $10,300.00 $0.00 100.00 %
Other Expenditures
8-2000 Electronic Sign Expenses.1,524.37 1,524.37 0.00 100.00 %
Total Other Expenditures $1,524.37 $1,524.37 $0.00 100.00 %
NET OTHER REVENUE $8,775.63 $8,775.63 $0.00 100.00 %
NET REVENUE $ -19,922.24 $ -20,390.10 $467.86 97.71 %
Events Social Media
Networking Breakfast Facebook
Average Monthly Attendance 69 Likes as of 12/30/16 1,265
Highest Monthly Attendance 85 Likes as of 5/09/17 1,330
Average Amount Received 25.92$ Likes as of 12/15/17 1,526
Highest Monthly Revenue 2,473.25$ Likes as of 5/18/2018 1,624
Number of Events 12 Instagram
Followers as of 12/30/16 217
Mixers Followers as of 5/09/17 251
Average Attendance 50 Followers as 12/15/17 442
Highest Monthly Attendance 100 Followers as 5/18/2018 647
Number of Events 12 Twitter
Followers as of 12/30/16 865
Love Lunch Followers as of 5/09/17 909
Average Attendance 30 Followers as of 12/15/17 1,027
Highest Monthly Attendance 65 Followers as of 5/18/2018 1,085
Number of Events 11 Constant Contact
Subscribers in Database as of 12/30/16 2,782
New Member Orientation Subscribers in Database as of 5/09/17 2,860
Average Attendance 25 Subscribers in Database as of 12/15/17 3,477
Number of Events 6 Subscribers in Database as of 5/18/2018 3546
Member Count
Ribbon Cuttings As of 05.16.18
Number of Events 14 Business 360
Home-based Business 37
Community Connection (formerly Gov't Affairs)Non-Profit 45
Average Attendance 25 Residential 26
Highest Monthly Attendance 65 Total 468
Number of Events 10
Retention Member Percentage
Business Award Breakfast As of 04.30.18 64.99%
Attendance 83
New Members
Lunch & Learn 2017 Joined from 07.01.17 through 05.16.18
Attendance 25 Business 84
Number of Events 6 Home-based Business 13
Non-Profit 8
Boardroom Rentals Residential 0
One-Time Rentals 16 Total 105
Monthly Recurring Rentals 10
Total Revenue - July through April 5,005.00$
Taste of Arcadia
Number of Attendees 1,472
Business Showcase Vendors 43
Food / Drink Vendors 47
Auto Showcase Vendors 5
Entertainment Vendors 3
VIP Tables 26
Volunteers 170
Taste of Arcadia Profit 9,264.43$
Taste of Arcadia Revenue 77,095.79$
Taste of Arcadia Expenses 67,831.36$
STATS - July 2017 through June 2018
AGREEMENT FOR SERVICES BY AND BETWEEN THE
CITY OF ARCADIA AND ARCADIA CHAMBER OF COMMERCE
FOR FISCAL YEAR 2018-19
This Agreement for Services ("Agreement") is entered into this ______ day of
June, 2018 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 concerning issues and projects of
mutual interest to the Arcadia civic and business community.
B. The Chamber has in the past provided, and desires and intends to provide in
the City's fiscal year ("fiscal year") 2018-2019, various services to the City, as
described hereinafter.
C. For many years, the City has, pursuant to a certain lease entered into by the City
and the Chamber (the "Lease"), provided to the Chamber at a below market lease
rate the full use of a certain City-owned building at 388 West Huntington Drive,
Arcadia ("Leased Premises"), in support and recognition of the Chamber's
ongoing services to the City, and the Lease extends through December 2 , 2021.
D. The City desires and intends to make payment to the Chamber in the amount of
$77,960 for certain business and economic development, marketing, civic
promotion, and similar services to be provided by the Chamber to the City during
Fiscal Year 2018-2019, as set forth in Exhibit "A" attached hereto (the "Services").
E. The Chamber desires and intends to provide the Services to the City in
consideration for the City's payments and appropriation of funds as described
herein.
AGREEMENT
Now, therefore, the City and the Chamber do hereby agree that the foregoing Recitals
are true and correct and are incorporated into this Agreement, and made a part thereof
as if fully set forth herein, and further agree as follows:
A. Responsibilities of the Chamber
1. The Chamber is and shall serve as an independent organization entirely
separate from the City, and shall operate under its own bylaws as a
membership organization serving the interests of business in the greater
Arcadia area. For purposes of this Agreement, the Chamber is and in
all respects shall be deemed to be an independent contractor.
2. The Chamber shall provide to the City during Fiscal Year 2018-2019 the
Services set forth in Exhibit "A" attached hereto and incorporated herein
by reference.
3. The Chamber shall submit to the City a written progress report in December
of 2018, and again in May of 2019 describing in reasonable detail the
Chamber's performance and provision of the Services under this Agreement
for the period July 1, 2018 through the date of said reports.
B. Responsibilities of the City
1. In consideration of the provision of the Services by the Chamber to the City
during Fiscal Year 2018-2019, the City shall make (1) payment to the
Chamber of the sum of seventy-seven thousand nine-hundred sixty dollars
($77,960), payable in equal quarterly installments, the first of which is due
on or before July 1, 2018 (the "Payment for Services") and each
subsequent payment due on or before the first date of the quarterly month.
C. Review and Inspection of Chamber Records
1. On or before September 30, 2018, the Chamber shall provide to the City a
complete and accurate financial statement of the Chamber for Fiscal
Year 2017-2018 (i.e., ending June 30, 2018).
2. The City and its representatives shall have the right to review and/or audit the
records of the Chamber to verify that the Chamber is providing the Services
and making reasonable and appropriate expenditures from the Payment for
Services in furtherance of providing the Services. For this purpose, the
Chamber shall make available to the City and its representatives all records
of the Chamber to allow the accomplishment of review and audit during
normal business hours of the City, upon reasonable demand by the City.
D. Amendment
1. This Agreement may be amended by mutual written consent of the parties.
E. Termination
1. This Agreement shall be deemed to commence on July 1, 2018 and shall
extend through June 30, 2019 (the "Term"). This Agreement may be
terminated earlier by either party giving the other party written notice of
termination; provided that such notice of termination shall be given at least
180 days prior to the effective date of termination and shall be transmitted by
email, facsimile, U.S. mail, or personal delivery to the person or persons
occupying the indicated position(s) of the other party signing this Agreement.
The rights, duties, and responsibilities of the City and the Chamber shall
continue for the period between the Notice of Termination and the effective
date of termination. Any portion of the Payment for Services due and owing
to the Chamber following such notice of termination shall be prorated to
cover only the period up to the effective date of termination, and any portion
of the Payment for Services already made to the Chamber for the remainder
of the period following the effective date of termination shall be prorated and
promptly refunded to the City by the Chamber to cover the period following
the effective date of termination. Notwithstanding any provision of this
Agreement to the contrary, Section C of this Agreement entitled, "Review
and Inspection of Chamber Records" shall survive the Term and any
termination of this Agreement.
F. California Law
1. This Agreement shall be governed by the laws of the State of California.
[SIGNATURES ON NEXT PAGE]
In witness whereof, the Parties have executed this Agreement as of the date first set
forth herein above.
CHAMBER: CITY:
___________________________ ______________________________
President Dominic Lazzaretto
Arcadia Chamber of Commerce City Manager
__________________________ APPROVED AS TO FORM:
Chief Executive Officer
Arcadia Chamber of Commerce
_______________________________
City Attorney
ATTEST:
_______________________________
City Clerk
EXHIBIT "A"
SERVICES PROVIDED BY ARCADIA THE CHAMBER OF COMMERCE
TO THE CITY OF ARCADIA
Fiscal Year 2018-2019
The Chamber shall provide the following services to the City:
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 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 information on Arcadia to realtors and commercial brokers to
assist with business recruitment, business retention, and new
commercial development.
E. Prepare and make available a civic directory which lists all civic, cultural,
social, educational, and business groups, addresses, meeting dates, etc.
F. Through the Board and Committee structure (e.g., Taste of Arcadia
Committee, Ambassador Meetings, Chamber Board Meetings), and
Chamber functions (e.g., Business Mixers, Networking Breakfasts,
Community & Connection Meetings, Citizen of the Year and Corporate
Community Contributor Awards & Installation Dinner, Business Awards
Events, the Taste of Arcadia, and other various legislative gatherings and
forums) bring civic leaders and City/Agency staff together with business
people and citizens every month.
G. Maintain social media network to promote Chamber, City, and business
activities and news, including Chamber web site with calendar, Facebook,
Twitter, and any new effective technologies.
II. Business Development
A. Under the Taste of Arcadia Committee, organize and hold at least one
annual "Business Showcase" as part of the Taste of Arcadia. Consider
holding additional business expos 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 se
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 a 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 I
orientation I breakfasts).
G. Work actively on business recruitment, expansion and retention efforts
throughout the City, e.g., accompanying City staff on business visits to
existing businesses and potential new businesses.
H. Organize and publicize seminars and training sessions for merchants and
business members under SBA, SCORE, SGVEP, Foothill Workforce
Investment Board, Women at Work, and other governmental and
educational programs .
I. Continue to work with Downtown Arcadia Improvement Association on the
downtown community benefits district, improved parking and way-finding
signage, and marketing efforts and events.
J. 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
K. Work with other business areas on Live Oak Avenue, Duarte Road, Baldwin
Avenue, Foothill Boulevard, and other sectors to initiate regular events and
marketing.
L. Continue to develop new media marketing opportunities for business
members through the Chamber.
Ill. Government/Legislative
A. Through the monthly Community Connection & Coffee meetings, 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.
C. Organize and hold the annual “State of the City” event each year.