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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.