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AGREEMENT FOR SERVICES
FY 2009 — 2010
City of Arcadia and Arcadia Chamber of Commerce
This Agreement for Services ( "Agreement ") is entered into this 25th day of June, 2009
by and among the Arcadia Chamber of Commerce ( "Chamber "), a not - for - profit
organization, the City of Arcadia ( "City "), a municipal corporation and charter city, and the
Arcadia Redevelopment Agency ( "Agency "), a public body, corporate and politic.
RECITALS
A. The City, the Agency, and the Chamber have long cooperated on areas of mutual
interest to the Arcadia civic and business community.
B. The Chamber has provided numerous economic development and marketing
services to the City and Agency.
C. For many years, the City has provided to the Chamber at a below market lease rate
the full use of the City -owned building at 388 W. Huntington Drive, Arcadia in recognition
of its services to the City, and in 2008 - 09 has further contributed $62,000 to the Chamber
as the City's share of the cost of the economic development and marketing services
provided that fiscal year by the Chamber, which we would propose to continue for FY 2009
—2010.
D. The City and the Chamber have previously extended the Lease between the City
and the Chamber, for five (5) more years to December 12, 2011.
E. The City, the Agency, and the Chamber desire to memorialize their relationship for
the fiscal year 2009 -2010.
F. The City desires and intends to pay the Chamber the amount of $31,000, and the
Agency desires and intends to pay the Chamber $31,000 in FY 2009 -2010 for the
business, economic and civic promotion services set forth in Exhibit A.
G. The Chamber desires and intends to provide the City and the Agency the business,
economic, and civic promotion services set forth in Exhibit A.
AGREEMENT
Now therefore, the City and Chamber do hereby agree as follows:
A. Responsibilities of the Chamber
The Chamber is and shall serve as an independent organization entirely
separate from the City and the Agency, and shall operate under its own
bylaws as a membership organization serving the interests of business in
the greater Arcadia area. For purposes of this Agreement, the Chamber is
and in all respects shall be deemed to be an independent contractor.
2. The Chamber shall assist the City and the Agency in their economic
development, civic promotion, and marketing efforts by providing the
services and materials to the City and the Agency set forth in Attachment "A"
to this Agreement, which is made a part hereof.
3. Within five (5) working days after May 1, 2010, the Chamber shall submit to
the City and Agency a progress report describing their performance under
this Agreement for the period July 1, 2009 to April 30, 2010.
B. Responsibilities of the City and Agency
1. The City and Agency shall assist the Chamber in its business service and
development efforts by means of the City leasing to the Chamber for the
remainder of the term of the lease described in the Recitals hereof, and any
extension, the facility at 388 W. Huntington, and by providing, in the
aggregate $62,000 to the Chamber for 2008 -2009 for the products,
economic development & civic promotion services set forth on Attachment
«A„
C. Review and Inspection of Chamber records
The Chamber shall provide to the City and Agency a complete and accurate
financial statement of the Chamber by September 30, 2009 for the previous
fiscal year ending June 30, 2009, and by September 30, 2010 for the fiscal
year ending June 30, 2010.
2. The City and the Agency shall have the right to review and /or audit the
records of the Chamber to verify that the Chamber's expenditures of the
City's funds are consistent with this Agreement. For this purpose, the
Chamber shall make available to the City and the Agency, and their
representatives, all records of the Chamber for purposes of review and audit
during normal business hours of the City, upon reasonable demand by the
City and /or the Agency.
D. Amendment
1. This Agreement may be amended by mutual written consent of all parties.
E. Termination
1. This Agreement may be terminated by any party giving the others effective
written notice of termination 180 days prior to the effective date of termination.
The rights, duties and responsibilities of the City, the Agency, and the Chamber
will continue for the period between the notice of termination and the effective
date of termination, including any prorata portion of the agreed compensation.
-2-
F. California Law
1. This Agreement shall be governed by the laws of the State of California.
G. Attorney's Fees.
1. Should a dispute arise between the parties to this Agreement resulting in
legal action, the prevailing party or parties shall be entitled to an award of
reasonable attorney's fees and costs incurred.
In witness whereof, the parties have executed this Agreement as of the date first set forth
hereinabove.
CHAMBER:
—, �Z� r
�- President
Arcadia Chamber of Commerce
XM
City Manager
City of Arcadia
Approved as to form:
�� 1.', r
City Attorney
AGENCY:
Executive Director
Approved as to form:
Agency Counsel
-3-
EXHIBIT A
Services Provided by Chamber of Commerce to the
City of Arcadia and Arcadia Redevelopment Agency
FY 2009 -2010
The Chamber shall provide the following services to the City and Agency:
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 residents and business people who walk -in, phone, write, e-mail, or
fax the Chamber.
C. Prepare and maintain the monthly community calendar of civic group events.
D. Provide all new Arcadia residents with a "welcome" package within one
month of City notification; the package shall include materials provided by
the City.
E. Provide information on Arcadia to realtors for a "business relocation"
package which commercial agents give to new businesses in the City.
F. Prepare, print and circulate the annual civic directory which lists all civic,
cultural, social, educational, and business groups, addresses, meeting
dates, etc. (Due annually no later than June 30, 2010 and June 30, 2011).
G. Through the Board and Committee structure (e.g., EXPO Committee,
Government Affairs Forum, Asian Business Outreach Committee,
Ambassador Club, Emergency Preparedness Committee, Strategic Planning
Committee), and Chamber functions (Business Mixers, Networking
Breakfasts, various legislative gatherings and forums, Citizen of the Year
Award & Installation Dinner, Business Awards Lunch, and Taste of Arcadia)
bring civic leaders and City /Agency staff together with business people and
citizens every month.
H. Provide continued assistance to the City and Agency with the East
Huntington Drive hotel /restaurant association, e.g., marketing information
and materials, coordination of joint activities and programs with the City of
Monrovia and the Monrovia Chamber of Commerce.
-4-
II. Business Development
A. Under the Business EXPO Committee, organize and hold the annual
"Business Expo" and possible additional EXPOS (Health, Fitness & Safety,
Home Improvement, Environmental, Senior Living) to market their products
and services to each other and to the community including hanging the
Chamber /City banner. The City will be provided free and prominent space
at the Expos.
B. Prepare and print (approximately every third year) a City Map, including
economic and civic information on Arcadia (next due 2010 - 2011); provide as
many copies to the city and Fire & Police Departments as needed.
C. Prepare and print the "Business Directory" (next issue due spring 2010);
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., City Council
Candidates forum, School Board Candidate Forum, Trash /Recycling pick -up
events, or assist City to inform the community of meetings, e.g., community
workshops on large development projects, proposed city measures,
initiatives and propositions, transportation concerns, including Gold
Line /Metro, etc.
E. Assist the City during emergencies, by providing liaison at Emergency
Operations Center; coordinate with the City EOC & Red Cross and
Emergency Centers throughout the City in the event of earthquake or
disaster; working with Chamber Emergency Business Preparedness plan for
emergencies.
F. Provide ambassadors to existing and new businesses throughout the year to
monitor concerns, assist in resolving problems with the Chamber or the City,
meet other Arcadia businesses (e.g., monthly networking / orientation /
breakfasts).
G. Prepare, print, and mail monthly "newsletter" to members providing
information on business activities and legislation; provide space for a City
column; provide 20 copies to City. In 2009 -2010, the monthly calendar will
be emailed to all members. The Newsletter sent via mail every other month
and a smaller bulletin will be sent by email on the alternate months.
H. Work actively on business recruitment, expansion and retention efforts
throughout the City, e.g., business CEO /Chamber /City official meetings.
Organize and publicize at least five seminars and training sessions for
merchants and business members under SBA, SCORE, SGVED, SBDC
and other governmental and educational programs.
-5-
J. Work to create business associations in Downtown, West and South Arcadia
similar to the former downtown business association (ABA).
III. Government/Legislative
A. Through the Legislative Committee, provide business information to
Chamber members and serve as a forum for City, County, State and
Federal interrelationships and dialogue.
B. Review and recommend proposed business legislation and concerns to the
City.
C. 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.
Based upon historical experience, the Chamber
approximate number of referrals and other services:
Referrals to City of Arcadia -
Business License -
Senior Citizens /Recreation -
Economic Development -
Planning /Building -
Public Works Services-
City Attorney -
City Clerk -
Maps and /or directions -
New resident and business
Relocation packets -
Calls on Utilities
(e.g., water, phone, gas,
Electric, cable, trash) -
Civic Directory Information
Service Clubs, legislators
will provide to the City the following
IV. New Programs and Services for 2009 — 2010
100- 150 /month
150 /month
10 -15 /month
8 /month
20 /month
5 /month
15 /month
100- 150 /month
40 -50 /month
75 /month
20 -30 /month
A. Constant Contact e-mail program for better communication
B. E -Waste pick -ups for business will continue and maybe accelerate
C. Tourist Board Concept will evolve and market Arcadia
D. Historic Marker slated for the Chamber building on July 16, 2009
E. New educational programs for business owners, managers.
W
Attachment B
ARCADIA CHAMBER OF COMMERCE 2009 -2010 BUDGET
RECEIPTS:
Chamber Member Dues
New Member Dues
Newspaper Promo
Event Income
Directory /Maps
City of Arcadia
Newsletter/Website Advertising
Delegation Letters
Pasadena News Promo
Income - Other
Interest Income
TOTAL RECEIPTS
DISBURSEMENTS:
LABOR EXPENSES:
Office Salaries & Wages
Employer Payroll Taxes
Payroll Service
Outside Contracting (1099)
Retirement Contributions
Health Insurance
Workers Comp Ins
Long Term Disability
TOTAL LABOR EXPENSES
ALLOWANCES:
President's Expenses
Executive Director
TOTAL ALLOWANCES
OCCUPANCY:
Rent
Taxes & License
Utilities
Repair & Maintenance
Custodian
TOTAL OCCUPANCY
INSURANCE:
Auto
Umbrella
Director & Officer
TOTAL INSURANCE
XWrcCofC\2006 -07 Budget
BUDGET
2007 -2008
104,000
15,000
17,500
131,200
5,500
62,000
5,000
4,500
200
10,000
5,000
359,900
150,000
13,000
1,200
500
5,000
12,500
1,000
5,700
188,900
1,500
3,000
4,500
5,500
2,200
3,500
1,200
2,000
14,400
1,200
4,200
3,000
8,400
ACTUAL
6/30/08
YEAR END
87,628
17,801
16,822
107,128
8,020
62,000
5,899
5,076
896
8,193
4,967
324,430
136,213
11,301
1,279
200
6,609
11,585
1,180
5,309
173,676
1,350
2,750
4,100
5,709
2,329
3,317
1,019
1,632
14,006
1,139
709
3,065
4,913
BUDGET
2008 -2009
90,000
18,000
118,000
5,000
62,000
6,000
5,000
500
8,200
4,000
316,700
140,000
11,800
1,400
200
6,800
12,000
1,200
5,400
178,800
1,350
3,000
4,350
5,800
2,400
3,400
1,200
1,920
14,720
1,200
600
3,200
5,000
PROPOSED
BUDGET
2009 -2010
92,000
15,000
107,000
8,000
62,000
7,500
500
1,500
7,500
3,500
304,500
133,500
11,300
1,500
200
7,000
15,000
1,500
5,400
175,400
1,500
1,800
3,300
6,000
2,300
3,600
1,000
1,900
14,800
1,100
600
2,300
4,000
ARCADIA CHAMBER OF COMMERCE 2009 -2010 BUDGET
OPERATIONAL SERVICES:
Telephone
Postage
Newsletter - Printing
Printing & Reproduction
Other Printing
Equipment Purchase
Equipment Rent
Equipment Repair
Accounting
Dues & Subscriptions
TOTAL OPERATIONAL SVCS
SUPPLIES:
Plaques & Awards
Stationery & Supplies
Hospitality
Computer Supplies
TOTAL SUPPLIES
MISCELLANEOUS:
Training & Conference
Newspaper Expense
Advertising /Promo/Website
City Event/Program Expense
License & Permits
Contingencies
TOTAL MISCELLANEOUS
TOTAL DISBURSEMENTS
ACTUAL
338,442
PROPOSED
BUDGET
6/30/08
BUDGET
BUDGET
2007 -2008
YEAR END
2008 -2009
2009 -2010
11,190
10,000
5,000
5,366
5,400
5,500
8,500
7,386
7,500
5,800
6,500
9,410
9,000
6,000
3,000
732
1,000
1,000
1,200
1,648
1,500
4,000
700
5,500
5,772
5,800
4,800
700
723
800
1,000
6,000
5,805
6,000
6,000
1,900
1,191
1,500
1,500
39,000
38,033
38,500
35,600
500
999
1,000
1,000
4,000
4,258
4,000
3,000
2,000
2,329
2,400
1,800
1,000
945
1,000
1,000
7,500
8,531
8,400
6,800
2,000
3,295
2,500
2,500
16,000
16,128
10,000
7,217
7,000
900
66,500
64,842
66,000
53,000
200
10
2,500
3,691
3,500
4,500
97,200
95,183
79,000
60,900
TOTAL DISBURSEMENTS
359,900
338,442
328,770
300,800
OPERATING INCOME (LOSS)
-0-
(14,012)
(12,070)
3,700
Visionary Fund Receipts
7,500
11,190
10,000
5,000
Visionary Fund Disbursements
(7,500)
(14,768)
(8,000)
(5,000)
NET INCOME(LOSS)
-0-
(17,590)
(10,070)
3,700
X \ArcCofC\2006 -07 Budget
ARCADIA CHAMBER OF COMMERCE
BUDGETED EVENT INCOME 2009 - 2010
EVENT
Mixers /Breakfast Connection
Business Expos
Taste of Arcadia
Installation Dinner
Recognition Luncheon
Golf Tournament
Other
TOTALS
X\CI \ArcCo1C\2006.07BudgetPg2
GROSS
NET
INCOME
COSTS
INCOME
8,500
4,500
4,000
8,600
2,000
6,600
59,000
26,000
33,000
8,500
6,500
2,000
3,000
2,200
800
10,000
6,000
4,000
9,400
5,800
3,600
107,000
53,000
54,000