HomeMy WebLinkAboutC-4243 AGREEMENT FOR SERVICES BY AND BETWEEN THE
CITY OF ARCADIA AND THE ARCADIA CHAMBER OF COMMERCE
FOR FISCAL YEAR 2019-20
This Agreement for Services ("Agreement") is entered into thiscbU" day of June,
2019 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") 2019-2020, 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
$80,922 for certain business and economic development, marketing, civic promotion,
and similar services to be provided by the Chamber to the City during Fiscal Year
2019-2020, 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.
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2. The Chamber shall provide to the City during Fiscal Year 2019-2020 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 2019, and again in May of 2020 describing in reasonable detail the
Chamber's performance and provision of the Services under this Agreement
for the period July 1, 2019 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 2019-2020, the City shall make payment to theChamber
of the sum of eighty thousand nine-hundred twenty-two dollars ($80,922),
payable in equal quarterly installments, the first of which is due on or before
July 1, 2019 (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, 2019 and September 30, 2020, as applicable, the
Chamber shall provide to the City a complete and accurate financial
statement of the Chamber for Fiscal Year 2018-2019 (i.e., ending June 30,
2019) and 2019-2020 (i.e., ending June 30, 2020), respectively.
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, 2019 and shall
extend through June 30, 2020 (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,
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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:
1 '4 1 UPresident D 'nic La aretto
Arcadia Chamber of Commerce City Manager
/ APPROVED AS TO FORM:
hi-xecutive Officer
Arcadia Chamber of Commerce aC
Stephen P. Deitsch
City Attorney
ATTEST:
G� tviatI -k cL
City' erk
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EXHIBIT "A"
SERVICES PROVIDED BY ARCADIA THE CHAMBER OF COMMERCE
TO THE CITY OF ARCADIA
Fiscal Year 2019-2020
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.
Il. 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.
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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.
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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.
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