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HomeMy WebLinkAboutC-2537/lDo -20 AGREEMENT FOR SERVICES FY 2010 - 2011 City of Arcadia and Arcadia Chamber of Commerce This Agreement for Services ( "Agreement ") is entered into this 1St day of July, 2010 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 2009 -10 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 2010 —2011. D. The City and the Chamber have previously extended the Lease between the City and the Chamber, for five (5) years to December 12, 2011. E. The City, the Agency, and the Chamber desire to memorialize their relationship for the fiscal year 2010 -2011. F. The City desires and intends to pay the Chamber the amount of $49,600, and the Agency desires and intends to pay the Chamber $12,400 in FY 2010 -2011 for the business, economic and civic promotion services set forth in Attachment A. G. The Chamber desires and intends to provide the City and the Agency the business, economic, and civic promotion services set forth in Attachment "Al and A2 ". AGREEMENT Now therefore, the City and Chamber do hereby 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 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, 2010 to April 30, 2011. B. Responsibilities of the City and Agency 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 2010 -2011 for the products, economic development & civic promotion services set forth on Attachment "A", C. Review and Inspection of Chamber records 1. The Chamber shall provide to the City and Agency a complete and accurate financial statement of the Chamber by September 30, 2010 for the previous fiscal year ending June 30, 2010, and by September 30, 2011 for the fiscal year ending June 30, 2011. 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 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 M 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: CITY: President Donald Penman Arcadia Chamber of Commerce City of Arcadia Dated: �7- /Z/ , 2010 Dated: TL -• - t7 , 2010 APPROVED AS TO FORM: 9 � eq—� P. 6 C V-t - Stephen P. Deitsch City Attorney AGENCY: Donald Penman Executive Director APPROVED AS TO FORM: pci� P, A�� Stephen P. Deitsch Agency Counsel lVEW911 Z k JOAA City rk -3- n n Services Provided by Chamber of Commerce to the City of Arcadia and Arcadia Redevelopment Agency FY 2009 -2010 and Projected for 2010 — 2011 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 as many new Arcadia residents as requested through the water dept statement 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 forms, 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. Prepare a tourist map of the entire City of Arcadia and provide as many copies to the City as needed 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- Attachment "A" n II. Business Development M 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 fall 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 quarterly newsletters, and monthly email calendar /newsletter to members providing information on business activities and legislation; provide space for a City column; provide 20 copies to City. H. Work actively on business recruitment, expansion and retention efforts throughout the City, e.g., business CEO /Chamber /City official meetings. New hire is in the field everyday meeting our members and recruiting new members. Organize and publicize at least five seminars and training sessions for merchants and business members under SBA, SCORE, SGVED, Foothill Workforce Investment Board, Women at Work, and other governmental and educational programs. -5- Attachment "A" M M Work to create business associations in Downtown, West and South Arcadia similar to the former downtown business association (ABA). Letters of invitation for a June meeting of downtown businesses to encourage the formation of an association will be sent soon. Govemment/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 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: 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 Etc.) will provide to the City the following 25 /month 150 /month 10 /month 8 /month 20 /month 2 /month 15 /month 100- 150 /month 30 /month 75 /month 20 -30 /month New Programs and Services 2009 — 2010 Constant Contact email program for members; due to success of E -Waste pick -up program, we will continue to do more; Chamber travel programs, at least one a year; Tourist Board concept and marketing for Arcadia; Breeders' Cup, etc; 75th Anniversary and Diamond Jubilee; Historic marker for Chamber; more educational programs for businesses. Also, Shop Arcadia campaign, and the Gold Line Station upgrades, Art in Public Places, Arcadia Downtown Business Association creation — all began in 2009 -2010. 0 Attachment "A" THE CHAMBER SHALL PROVIDE THESE SERVICES TO THE CITY AND REDEVELOPMENT AGENCY FOR THE FISCAL YEAR July 1, 2010 — June 30, 2011 ARCADIA COMMUNITY INFORMATION CENTER & SERVICES • Will continue to act as the Information Center for Arcadia, providing information and referrals to all citizen requests via drop -ins, telephone, Fax, E -Mail, and Web Site. Information is dispensed from SBA, city /school district business, economic development, maps- directions, and schedules of events, local organizations, churches & temples, provided in both English and Chinese. Chamber Email receives about 150 requests for directions, service information every day. CITY DIRECTORY /MAP • We will produce 15,000 City Directories, to be delivered late fall, 2010, and distributed to 9,000 households, plus businesses, and hotels over the next 14 — 20 months. Several thousand more will be included in real estate packets for those interested in moving to Arcadia, new residents, new business, visitors & residential inquiries. CITY MAP: When ready, we will submit the proof to the PD, FD, & City Engineering Dept. Presently, map ad sales to begin early 2011, as we are looking for a sponsor to defray expenses. BUSINESS EDUCATION • Seminars & Workshops for business owners /managers are scheduled to be held periodically. Information in the chamber office is very popular & is picked up daily. WIB, SCORE, SBDC, Social Networking, Computer Programs, insurance, employee and EDD are all educational programs we schedule. CHAMBER AFFILIATIONS • Chamber will continue memberships with California Chamber of Commerce, San Gabriel Valley Economic Partnership and Valley Association of Chamber Executives in order to receive latest legislative, employment, business, economic and chamber benefits information. We are affiliated with the Arcadia Chinese Association, PAN, & SGV Legislative Coalition of Chambers. POLICE, FIRE DEPARTMENT, CITY & LEGISLATIVE PARTNERSHIPS • We will distribute Business Watch information in lobby • We will distribute Police Department information in lobby • We will provide FREE tables to City, PD and Fire Departments at all events • We will provide ribbon - cutting /grand opening ceremonies which include invitations to City Council (Mayor), chamber businesses, & elected officials. • We will contact all new businesses from license list provided by City • Distribute City Demographics, services & city history to those requesting. PRESS RELEASES, STREET BANNERS • We will advertise current and upcoming events, conduct press conferences when appropriate • We will provide large street banners for Taste of Arcadia & other large events. REFERRALS • Every week we answer mail, phone, fax, email, online presence and walk -ins inquiries nearing 100 per day, 5 days a week. We refer business to our member companies daily. This calculates to over 20,000 inquiries a year. SPECIALIZED GUIDES, LISTS, DEMOGRAPHICS • We will provide the community with updated guides, lists, and city demographics: i.e. Arcadia City Map, Directory, membership and legislative or city contact lists. Lists of hotels, restaurants, retirement facilities, schools and service clubs are very popular. CANDIDATE FORUMS and VISITING DELEGATION SEMINARS • We hope to conduct more delegation meetings in the boardroom. We will continue to write letters of invitation to visit and learn more about US Government & Chambers of Commerce. • Candidate Forums will be held as appropriate. RIBBON CUTTINGS /GRAND OPENINGS Always conducted with the city participation, ribbon cutting ceremonies each month, coordinating with elected official's representatives. Attachment A2 MEETINGS /SEMINARS HOSTING AND ATTENDING • Our job is to keep the Coordinating Council Calendar in office and online to attempt to coordinate all larger community events. • The Chamber Staff and Directors will attend City Council, workshops, conventions, and receptions, VACCE, SGV Economic Partnership Meetings, LACO Board of Supervisor Hearings to keep the Chamber informed and visible. We also attend certain regional business expos to increase our exposure & increase possible memberships. MIXERS • We will calendar monthly Mixers to showcase businesses to our members and for networking purposes. • Our goal is for over 1200 yearly attending Mixers. MEMBERSHIP & CHAMBER AWARDS LUNCHEON • Chamber Awardees are feted for their chamber related achievements. This year, July 29 we will honor the award winners and the chamber members who have been members over 25 years. THIRD THURSDAY NETWORKING BREAKFAST • We will hold 12 networking breakfasts with topics that affect the business community. Average attendance is 40. Our goal is 500 yearly attendees. GOLF TOURNAMENT • There is no scheduled golf tournament for 2011. We are making changes in the format of this event, and its future. ENERGY EFFICIENCY /EDUCATION • We will continue to maintain energy conservation, provide energy conservation information in the office & articles in the newsletter. CHAMBER COMMITTEES • Asian Outreach Committee will produce Asian Business Night & EXPO or other event to include Asian owned /run businesses. • Ambassador Club continues to welcome new members, call on all members, and attend ribbon cutting ceremonies. New addition: Invites all new members to an ambassador meeting for orientation & find out more them. • Emergency Prep Committee We plan to resurrect this committee, but need a focus & leader. • EXPO Committee will manage 2 Expos per year. • Government Affairs Forum will continue to focus on legislation that is important to business. We will inform City Council and other elected officials, the media, etc of our support or opposition to certain legislation. • Taste of Arcadia Committee will promote and produce this city -wide event attracting over 1,200 attendees. The chamber's major fund raising event. • Strategic Planning Committee: The continuing mission of this committee is to plan for the chamber for the years ahead, and to head off any future challenges before they become problems. NEW & EMERGING EVENTS, PROGRAMS & SERVICES • Chamber facility upgrades: No upgrades planned for next 12 months. • The Chamber will explore new methods of increasing funding during 2010 -11. • Art in Public Places: the Chamber will continue to pursue art in public places as an economic stimulus component. • The Gold Line: We will continue to support the Gold Line and in enhancing and adding betterments the station, the Transit Plaza, the nearby pedestrian walking areas. The streets, businesses and • ARCADIA DOWNTOWN BUSINESS ASSOCIATION: The process will continue to move forward with the help of the chamber until this association becomes self sufficient. Next step is by -laws. Attachment A2 n M MISSION STATEMENT: To play a critical and integral role in maintaining a healthy business environment, contributing to the economic growth of the city, and enhancing the City's image. Attachment A2