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HomeMy WebLinkAboutC-4145 C--4 I`k5 AGREEMENT FOR SERVICES BY AND BETWEEN THE CITY OF ARCADIA AND ARCADIA CHAMBER OF COMMERCE FOR FISCAL YEAR 2018-19 ill, Agreement for Services ("Agreement") is entered into this /71 day of ie, 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. In witness whereof, the Parties have executed this Agreement as of the date first set forth herein above, CHAMBER: CITY: Presider Domini�zzaretto— Arcadia Chamber of Commerce City Manager APPROVED AS TO FORM: C of Executive Officer Arcadia Chamber of Commerce City A orney ATTEST: )01 (AV) &et. City Irk 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: 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. ll. 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 these 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 / 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 informthe 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.