1995-063E:~WPDOCS\ORD\MUSEUM.HOT
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT BETWEEN
THE CITY OF DENTON AND THE DENTON COUNTY HISTORICAL MUSEUM FOR THE
PAYMENT AND USE OF HOTEL TAX REVENUE; AND PROVIDING AN EFFECTIVE
DATE.
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the Mayor is hereby authorized to execute an
agreement between the City of Denton and the Denton County
Historical Museum for the payment and use of hotel tax revenue,
under the terms and conditions contained in the agreement, a copy
of which is attached hereto and made a part hereof.
SECTION II. That this ordinance shall become effective immed-
iately upon its passage and approval.
PASSED AND APPROVED this the~/~ day of ~ , 1995.
BOB CASTLEBERRY, MA~ ~
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
BY: ~~ /~~
APP D AS TO LEGAL FORM:
MICHAEL A. BUCEK, ACTING CITY ATTORNEY
AGREEMENT BETWEEN THE CITY OF DENTON AND
THE DENTON COUNTY HISTORICAL MUSEUM
PROVIDING FOR THE PAYMENT AND USE OF HOTEL TAX REVENUE
THIS AGREEMENT made between the City of Denton, Texas, a muni-
cipal corporation (the "City"), and the Denton County Historical
Museum, a non-profit corporation incorporated under the laws of the
State of Texas (the "Museum"):
WHEREAS, TEX. TAX CODE § 351.002 authorizes the CITY to levy
by ordinance a municipal hotel occupancy tax ("hotel tax") not
exceeding seven percent (7%) of the consideration paid by a hotel
occupant; and
WHEREAS, by Ordinance 86-67, the CITY has provided for the
assessment and collection of a municipal hotel occupancy tax in the
City of Denton of seven percent (7%); and
WHEREAS, TEX. TAX CODE ~351.101 (a)(5) authorizes the CITY to
use revenue from its municipal hotel occupancy tax to promote
tourism and the convention and hotel industry performing historical
restoration and preservation projects or activities or advertising
and conducting solicitations and promotional programs to encourage
tourists and convention delegates to visit preserved historic sites
or museums at or in the immediate vicinity of convention center
facilities, or located elsewhere in the municipality or its
vicinity that would be frequented by tourists, convention dele-
gates, or other visitors to the municipality; and
WHEREAS, the MUSEUM is well equipped to perform those
activities; and
WHEREAS, TEX. TAX CODE §351.101 (c) authorizes the CITY to
delegate by contract with the MUSEUM as a private organization the
management and supervision of programs and activities of the type
described hereinabove funded with revenue from the municipal hotel
occupancy tax;
NOW, THEREFORE, in consideration of the performance of the
mutual covenants and promises contained herein, the CITY and the
MUSEUM agree and contract as follows;
I. HOTEL TAX REVENUE PAYMENT TO MUSEUM
1.1 Consideration. For and in consideration of the activities to
be performed by the MUSEUM under this Agreement, the CITY agrees to
pay to the MUSEUM a portion of the hotel tax revenue collected by
the CITY at the rates and in the manner specified herein (such
payments by the CITY to the MUSEUM sometimes herein referred to as
"the agreed payments" or "hotel tax funds").
1.2 Amount of Payments to Museum.
(a) As used in this agreement, the following terms shall have
the following specific meanings:
(i) The "hotel tax revenue', shall mean the monies col-
lected and received by the CITY during any relevant period of
time (i.e., fiscal year or fiscal quarter) as municipal hotel
occupancy tax at the rate of seven percent (7%) of the price
paid for a room in a hotel, pursuant to TEX. TAX CODE ~351.002
and City Ordinance 86-87, together with and including any sums
of money received by the CITY from taxpayers during any
relevant fiscal quarter or calendar month as attorney's fees,
court costs, or other expenses of collection of hotel tax, but
excluding interest and penalties received by the CITY from
taxpayers.
(ii) The term "base payment amount" shall mean an amount
of money equal to the total hotel tax revenue collected by the
CITY during any relevant period of time (i.e. fiscal year or
fiscal quarter), less (1) such amounts incurred during such
relevant period of time for costs of collection of hotel taxes
from taxpayers or auditing taxpayers for tax payment compli-
ance, such collection and auditing costs to include fees paid
to attorneys or agents not in the regular employ of the CITY
and which attorneys or agents effect collection of the hotel
tax from taxpayers or audit such taxpayers; and (2) court
costs and expenses incurred in litigation against or auditing
of such taxpayers.
(b) The CITY shall pay to MUSEUM an amount of money equal to
eleven and ninety-four one hundredths of a percent (11.94%) of the
base payment amount for the period of October 1, 1994, through
September 30, 1995 or Sixty Thousand One Hundred Ninety-two Dollars
($60,192.00), whichever is less.
1.3 Dates of Payments to Museum.
(a) The term "quarterly payments" shall mean payments by the
CITY to the MUSEUM of those amounts specified in ¶1.2 above as
determined by the hotel tax revenue collected by the CITY during
any one fiscal quarter during the term of this Agreement.
(b) CITY shall pay the MUSEUM the agreed payments specified
in ¶1.2 above by quarterly payments paying eleven and ninety-four
one hundredths of a percent (11.94%) of the base payment amount
(quarterly) for the first three quarters of 94-95 and the percent-
age of the base payment amount for the last quarter shall be
adjusted so that the total of the quarterly base payment amounts
shall not exceed Sixty Thousand One Hundred Ninety-two Dollars
($60,192.00). Each such quarterly payment shall be paid to the
MUSEUM on or before the forty-fifth (45th) day after the last day
of such respective fiscal quarter for which such payment is due.
PAGE 2
If quarterly financial and performance reports are not received
within thirty (30) days of the end of the applicable quarter, then
CITY may withhold the quarterly payment(s) until the appropriate
reports are received and approved.
(c) The funding of this project in no way commits the CITY to
future funding of this program beyond the current contract period.
Any future funding is solely the responsibility of the MUSEUM.
(d) It is expressly understood that this contract in no way
obligates the General Fund or any other monies or credits of the
CITY.
II. USE OF HOTEL TAX REVENUE BY MUSEUM
2.1 Use of Funds. For and in consideration of the payment by the
CITY to the MUSEUM of the agreed payments of hotel tax funds
specified above, the MUSEUM agrees to use such hotel tax funds only
for the following purposes:
(a) advertising and conducting solicitations and promotional
programs to attract tourists and convention delegates or regis-
trants to the municipality or its vicinity; and
(b) historical restoration and preservation projects or
activities or advertising and conducting solicitations and promo-
tional programs to encourage tourists and convention delegates to
visit preserved historic sites or museums;
(i) at or in the immediate vicinity of convention center
facilities or visitor information centers; or
(ii) located elsewhere in the municipality or its
vicinity that would be frequented by tourists and convention
delegates.
as authorized by TEX. TAX CODE § 351.101(a) (2)-(5).
2.2 Administrative Costs. The hotel tax funds received from the
CITY by the MUSEUM may be spent for day-to-day operations, sup-
plies, salaries, office rental, travel expenses, and other admini-
strative costs that are incurred directly in the performance by the
MUSEUM of those activities specified in ¶2.1 above and are allowed
by TEX. TAX CODE ~ 351.101(f).
2.3 Specific Restrictions on Use of Funds.
(a) That portion of total administrative costs of the MUSEUM
for which hotel tax funds may be used shall not exceed that portion
of the MUSEUM'S administrative costs actually incurred in con-
ducting the activities specified in ¶2.1 above.
PAGE 3
(b) Hotel tax funds may not be spent for travel for a person
to attend an event or conduct an activity the primary purpose of
which is not directly related to the promotion of tourism and the
convention and hotel industry or the performance of the person's
job in an efficient and professional manner.
iii. RECORD KEEPING AND REPORTING REQUIREMENTS
3.1 Budget.
(a) On or before July 31st of each calendar year during the
term of this Agreement, the MUSEUM shall prepare and submit to the
City Manager of the CITY an annual budget for the next ensuing fis-
cal year of this Agreement for the MUSEUM and any other operation
or function of the MUSEUM in which the hotel tax funds shall be
used by the MUSEUM. This budget shall specifically identify
proposed expenditure of hotel tax funds by the MUSEUM. In other
words, the CITY should be able to audit specifically where the
funds in the separate account relating to hotel tax funds will be
expended. The CITY shall not pay to the MUSEUM any agreed payments
or hotel tax funds during any fiscal year of this Agreement unless
such budget for such respective fiscal year has been approved in
writing by the Denton City Council.
(b) The MUSEUM acknowledges that the approval of such budget
by the Denton City Council creates a fiduciary duty in the MUSEUM
with respect to the hotel tax funds paid by the CITY to the MUSEUM
under this Agreement. The MUSEUM shall expend hotel tax funds only
in the manner and for the purposes specified in § 351.101(a) TEX.
TAX CODE and in the budget as approved by the CITY.
3.2 Separate Accounts. The MUSEUM shall maintain any hotel tax
funds paid to the MUSEUM by the CITY in a separate account.
3.3 Financial Records. The MUSEUM shall maintain complete and
accurate financial records of each expenditure of the hotel tax
funds made by the MUSEUM and, upon reasonably advance written re-
quest of the Denton City Council or the City's Executive Director
of Finance or his designee, shall make such financial records
available for inspection and review by the Denton City Council or
the City's Executive Director of Finance or his designee.
3.4 Quarterly Reports. Within thirty days after the end of every
quarter, the MUSEUM shall furnish to the CITY (1) a performance
report of the work performed under this Agreement, in the form
determined by the City Manager describing the activities performed
under this Agreement during that quarter, and (2) a list of the
expenditures made with regard to hotel tax funds pursuant to the
TEX. TAX CODE ANN. § 351.101(c) (Vernon 1994). The MUSEUM shall
promptly respond to any request from the City Manager of the CITY
for additional information relating to the activities performed
under this Agreement.
PAGE 4
3.5 Notice of Meetings. The MUSEUM shall give the City Manager of
the CITY reasonable advance written notice of the time and place of
general meetings of the Denton County Historical Museum Board of
Directors as well as any other meeting of any constituency of the
MUSEUM at which this Agreement or any matter the subject of this
Agreement shall be considered. This provision shall not be deemed
to require the MUSEUM to give notice of any executive session of
the Executive Committee of the MUSEUM.
IV. REIMBURSEMENT AND INDEMNIFICATION
4.1 Reimbursement of Museum for Administrative Costs. In the
event that this Agreement is terminated pursuant to Section 5.2(a),
the CITY agrees to reimburse the MUSEUM for any and all expenses
and costs undertaken by the MUSEUM in performance of those
activities specified in ¶2.1 above or expenses or costs incurred by
the MUSEUM as described in ¶2.2 above. The CITY is obligated to
reimburse the MUSEUM for expenses and costs as described in ¶2.2
above only for the period commencing upon the date notice of
termination is given and ending upon the date of termination.
Further, this obligation shall be limited to the lesser of the
actual expenses and costs incurred by the MUSEUM during the one
hundred eighty day period preceding termination or the agreed
payments otherwise due and payable to the MUSEUM for such period.
4.2 Reimbursement of Museum for Contractual Obligations. In the
event that this Agreement is terminated pursuant to Section 5.2(a),
the CITY agrees to reimburse the MUSEUM for any and all contractual
obligations of the MUSEUM undertaken by the MUSEUM in performance
of those services specified in ¶2.1 above, conditioned upon such
contractual obligations having been incurred and entered into in
the good faith performance of those services contemplated in ¶2.1
above, and further conditioned upon such contractual obligations
having a term not exceeding the full term of this Agreement.
Notwithstanding any provision hereof to the contrary, the obliga-
tion of the CITY to reimburse the MUSEUM or to assume the perfor-
mance of any contractual obligations of the MUSEUM for or under any
contract entered into by the MUSEUM as contemplated herein shall
not exceed THREE THOUSAND DOLLARS ($3,000.00). Such monetary
limitation is cumulative of all contractual obligations and shall
not be construed as a monetary limitation on a per contract basis.
4.3 Payment of Reimbursement to Museum.
(a) With respect to expenses and costs incurred by the MUSEUM
for which the CITY is obligated to reimburse the MUSEUM pursuant to
¶4.1 above, the CITY shall pay such reimbursement amount due, if
any, to the MUSEUM on or before the forty-fifth (45th) day after
the date of termination of this Agreement.
(b) With respect to contractual obligations undertaken by the
MUSEUM for which the CITY is obligated to reimburse the MUSEUM as
provided in ¶4.2 above, the CITY shall reimburse the MUSEUM for
PAGE 5
such monetary obligations required in such contractual obligation
in such amounts and at those times such contractual costs and
expenses are due and payable according to the terms of such
contract limitation set forth in ¶4.2 above.
4.4 Indemnification. The MUSEUM agrees to indemnify, hold
harmless, and defend the CITY, its officers, agents, and employees
from and against any and all claims or suits for injuries, damage,
loss, or liability of whatever kind or character, arising out of or
in connection with the performance by the MUSEUM or those services
contemplated by this Agreement, including all such claims or causes
of action based upon common, constitutional or statutory law, or
based, in whole or in part, upon allegations of negligent or
intentional acts of MUSEUM, its officers, employees, agents,
subcontractors, licensees and invitees.
4.5 Insurance. The MUSEUM shall provide insurance as follows:
$500,000 Commercial General Liability
Statutory Workers' Compensation and Employers' Liability
($250,000/$500,000/$250,000)
$500,000 Business Automobile Liability
The CITY must be named as an additional insured (except Workers'
Compensation) and proof of coverage shall be submitted prior to any
payment by the CITY.
V. TERM AND TERMINATION
5.1 Te~aL. The term of this Agreement shall be for one-half year,
commencing April 1, 1995 and terminating at midnight on September
30, 1995. This term shall be a period of six (6) months.
5.2 Termination.
(a) This Agreement may be terminated by either party by
giving the other party one hundred eighty (180) days advance
written notice.
(b) This Agreement shall automatically terminate upon the
occurrence of any of the following events:
(i) The termination of the corporate existence of the
MUSEUM;
(ii) The insolvency of the MUSEUM, the filing of a
petition in bankruptcy, either voluntarily or involuntarily,
or and assignment by the MUSEUM for the benefit of creditors;
(iii) The continuation of a breach of any of the terms
or conditions of this Agreement by either the CITY or the
MUSEUM for more than thirty (30) days after written notice of
PAGE 6
such breach is given to the breaching party by the other
party; or
(iv) The failure of the MUSEUM to submit a financial
report which complies with the recording procedures required
herein and generally accepted accounting principles prior to
the beginning of the next contract term.
VI. GENERAL PROVISIONS
6.1 Subcontract for Performance of Services. Nothing in this
Agreement shall prohibit, nor be construed to prohibit, the agree-
ment by the MUSEUM with another private entity, person, or organi-
zation for the performance of those services described in ~2.1
above. In the event that the MUSEUM enters into any arrangement,
contractual or otherwise, with such other entity, person or organi-
zation, the MUSEUM shall cause such other entity, person, or orga-
nization to adhere to, conform to, and be subject to all provi-
sions, terms, and conditions of this Agreement and to TEX. TAX CODE
Chap. 351, including reporting requirements, separate funds main-
tenance, and limitations and prohibitions pertaining to expenditure
of the agreed payments and hotel tax funds.
6.2 Independent Contractor. The MUSEUM shall operate as an
independent contractor as to all services to be performed under
this Agreement and not as an officer, agent, servant, or employee
of the CITY. The MUSEUM shall have exclusive control of its
operations and performance of services hereunder, and such persons,
entities, or organizations performing the same and the MUSEUM shall
be solely responsible for the acts and omissions of its directors,
officers, employees, agents, and subcontractors. The MUSEUM shall
not be considered a partner or joint venturer with the CITY, nor
shall the MUSEUM be considered nor in any manner hold itself out as
an agent or official representative of the CITY.
6.3 Assignment. The MUSEUM shall not assign this Agreement
without first obtaining the written consent of the CITY.
6.4 Notice. Any notice required to be given under this Agreement
or any statute, ordinance, or regulation, shall be effective when
given in writing and deposited in the United States mail, certified
mail, return receipt requested, or by hand-delivery, addressed to
the respectfve parties as follows:
CITY MUSEUM
City Manager Chair, Board of Trustees
City of Denton Denton County Historical Museum
215 E. McKinney P.O. Box 2800
Denton, TX 76201 Denton, TX 76202
6.5 Inurement. This Agreement and each provision hereof, and each
and every right, duty, obligation, and liability set forth herein
PAGE 7
shall be binding upon and inure to the benefit and obligation of
the CITY and the MUSEUM and their respective successors and
assigns.
6.6 Application of Laws. All terms, conditions, and provisions of
this Agreement are subject to all applicable federal laws, state
laws, the Charter of the City of Denton, all ordinances passed
pursuant thereto, and all judicial determinations relative thereto.
6.7 Exclusive Agreement. This Agreement contains the entire
understanding and constitutes the entire agreement between the
parties hereto concerning the subject matter contained herein.
There are no representations, agreements, arrangements, or under-
standings, oral or written, express or implied, between or among
the parties hereto, relating to the subject matter of this agree-
ment, which are not fully expressed herein. The terms and con-
ditions of this Agreement shall prevail notwithstanding any
variance in this Agreement from the terms and conditions of any
other document relating to this transaction or these transactions.
6.8 Duplicate Originals. This Agreement is executed in duplicate
originals.
6.9 ~eadings. The headings and subheadings of the various sec-
tions and paragraphs of this Agreement are inserted merely for the
purpose of convenience and do not express or imply any limitation,
definition, or extension of the specific terms of the section and
paragraph so designated.
EXECUTED this~/~day of ~ , 1995.
THE C~D~
By:
BOB CASTLEBERRY' MAY7 ~
ATT~T: . , ~ APPROVED AS TO LEGAL FOR~: /
/J~NNI~R WALTERS, MICHAEL A. BUCEK,
Q~ITY~ECRETARY ACTING CITY ATTORNEY
DENTON COI/NTY HISTORICAL MUSEUM
By:
Chair, Board of Trustees
ATTEST: APPROVED AS TO LEGAL FORM:
By: By: Secretary
E: \WPDOCS\K\~SE~. K
PAGE 8
AGREEMENT BETWEEN THE CITY OF DENTON AND
THE DENTON COUNTY HISTORICAL MUSEUM
PROVIDING FOR THE PAYMENT AND USE OF HOTEL TAX REVENUE
THIS AGREEMENT made between the City of Denton, Texas, a muni-
cipal corporation (the "City"), and the Denton County Historical
Museum, a non-profit corporation incorporated under the laws of the
State of Texas (the "Museum"):
WHEREAS, TEX. TAX CODE § 351.002 authorizes the CITY to levy
by ordinance a municipal hotel occupancy tax ("hotel tax") not
exceeding seven percent (7%) of the consideration paid by a hotel
occupant; and
WHEREAS, by Ordinance 86-67, the CITY has provided for the
assessment and collection of a municipal hotel occupancy tax in the
City of Denton of seven percent (7%); and
WHEREAS, TEX. TAX CODE §351.101 (a)(5) authorizes the CITY to
use revenue from its municipal hotel occupancy tax to promote
tourism and the convention and hotel industry performing historical
restoration and preservation projects or activities or advertising
and conducting solicitations and promotional programs to encourage
tourists and convention delegates to visit preserved historic sites
or museums at or in the immediate vicinity of convention center
facilities, or located elsewhere in the municipality or its
vicinity that would be frequented by tourists, convention dele-
gates, or other visitors to the municipality; and
WHEREAS, the MUSEUM is well equipped to perform those
activities; and
WHEREAS, TEX. TAX CODE §351.101 (c) authorizes the CITY to
delegate by contract with the MUSEUM as a private organization the
management and supervision of programs and activities of the type
described hereinabove funded with revenue from the municipal hotel
occupancy tax;
NOW, THEREFORE, in consideration of the performance of the
mutual covenants and promises contained herein, the CITY and the
MUSEUM agree and contract as follows;
I. HOTEL TAX REVENUE PAYMENT TO MUSEUM
1.1 Consideration. For and in consideration of the activities to
be performed by the MUSEUM under this Agreement, the CITY agrees to
pay to the MUSEUM a portion of the hotel tax revenue collected by
the CITY at the rates and in the manner specified herein (such
payments by the CITY to the MUSEUM sometimes herein referred to as
"the agreed payments" or "hotel tax funds").
1.2 Amount of Payments to Museum.
(a) As used in this agreement, the following terms shall have
the following specific meanings:
(i) The "hotel tax revenue" shall mean the monies col-
lected and received by the CITY during any relevant period of
time (i.e., fiscal year or fiscal quarter) as municipal hotel
occupancy tax at the rate of seven percent (7%) of the price
paid for a room in a hotel, pursuant to TEX. TAX CODE §351.002
and City Ordinance 86-87, together with and including any sums
of money received by the CITY from taxpayers during any
relevant fiscal quarter or calendar month as attorney's fees,
court costs, or other expenses of collection of hotel tax, but
excluding interest and penalties received by the CITY from
taxpayers.
(ii) The term "base payment amount" shall mean an amount
of money equal to the total hotel tax revenue collected by the
CITY during any relevant period of time (i.e. fiscal year or
fiscal quarter), less (1) such amounts incurred during such
relevant period of time for costs of collection of hotel taxes
from taxpayers or auditing taxpayers for tax payment compli-
ance, such collection and auditing costs to include fees paid
to attorneys or agents not in the regular employ of the CITY
and which attorneys or agents effect collection of the hotel
tax from taxpayers or audit such taxpayers; and (2) court
costs and expenses incurred in litigation against or auditing
of such taxpayers.
(b) The CITY shall pay to MUSEUM an amount of money equal to
eleven and ninety-four one hundredths of a percent (11.94%) of the
base payment amount for the period of October 1, 1994, through
September 30, 1995 or Sixty Thousand One Hundred Ninety-two Dollars
($60,192.00), whichever is less.
1.3 Dates of Payments to Museum.
(a) The term "quarterly payments" shall mean payments by the
CITY to the MUSEUM of those amounts specified in ~1.2 above as
determined by the hotel tax revenue collected by the CITY during
any one fiscal quarter during the term of this Agreement.
(b) CITY shall pay the MUSEUM the agreed payments specified
in ¶1.2 above by quarterly payments paying eleven and ninety-four
one hundredths of a percent (11.94%) of the base payment amount
(quarterly) for the first three quarters of 94-95 and the percent-
age of the base payment amount for the last quarter shall be
adjusted so that the total of the quarterly base payment amounts
shall not exceed Sixty Thousand One Hundred Ninety-two Dollars
($60,192.00). Each such quarterly payment shall be paid to the
MUSEUM on or before the forty-fifth (45th) day after the last day
of such respective fiscal quarter for which such payment is due.
PAGE 2
If quarterly financial and performance reports are not received
within thirty (30) days of the end of the applicable quarter, then
CITY may withhold the quarterly payment(s) until the appropriate
reports are received and approved.
(c) The funding of this project in no way commits the CITY to
future funding of this program beyond the current contract period.
Any future funding is solely the responsibility of the MUSEUM.
(d) It is expressly understood that this contract in no way
obligates the General Fund or any other monies or credits of the
CITY.
II. USE OF HOTEL TAX REVENUE BY MUSEUM
2.1 Use of Funds. For and in consideration of the payment by the
CITY to the MUSEUM of the agreed payments of hotel tax funds
specified above, the MUSEUM agrees to use such hotel tax funds only
for the following purposes:
(a) advertising and conducting solicitations and promotional
programs to attract tourists and convention delegates or regis-
trants to the municipality or its vicinity; and
(b) historical restoration and preservation projects or
activities or advertising and conducting solicitations and promo-
tional programs to encourage tourists and convention delegates to
visit preserved historic sites or museums;
(i) at or in the immediate vicinity of convention center
facilities or visitor information centers; or
(ii) located elsewhere in the municipality or its
vicinity that would be frequented by tourists and convention
delegates.
as authorized by TEX. TAX CODE § 351.101(a) (2)-(5).
2.2 Administrative Costs. The hotel tax funds received from the
CITY by the MUSEUM may be spent for day-to-day operations, sup-
plies, salaries, office rental, travel expenses, and other admini-
strative costs that are incurred directly in the performance by the
MUSEUM of those activities specified in ¶2.1 above and are allowed
by TEX. TAX CODE § 351.10t(f).
2.3 Specific Restrictions on Use of Funds.
(a) That portion of total administrative costs of the MUSEUM
for which hotel tax funds may be used shall not exceed that portion
of the MUSEUM'S administrative costs actually incurred in con-
ducting the activities specified in ~2.1 above.
PAGE 3
(b) Hotel tax funds may not be spent for travel for a person
to attend an event or conduct an activity the primary purpose of
which is not directly related to the promotion of tourism and the
convention and hotel industry or the performance of the person's
job in an efficient and professional manner.
III. RECORD KEEPING AND REPORTING REQUIREMENTS
3.1 Budget.
(a) On or before July 31st of each calendar year during the
term of this Agreement, the MUSEUM shall prepare and submit to the
City Manager of the CITY an annual budget for the next ensuing fis-
cal year of this Agreement for the MUSEUM and any other operation
or function of the MUSEUM in which the hotel tax funds shall be
used by the MUSEUM. This budget shall specifically identify
proposed expenditure of hotel tax funds by the MUSEUM. In other
words, the CITY should be able to audit specifically where the
funds in the separate account relating to hotel tax funds will be
expended. The CITY shall not pay to the MUSEUM any agreed payments
or hotel tax funds during any fiscal year of this Agreement unless
such budget for such respective fiscal year has been approved in
writing by the Denton City Council.
(b) The MUSEUM acknowledges that the approval of such budget
by the Denton City Council creates a fiduciary duty in the MUSEUM
with respect to the hotel tax funds paid by the CITY to the MUSEUM
under this Agreement. The MUSEUM shall expend hotel tax funds only
in the manner and for the purposes specified in § 351.101(a) TEX.
TAX CODE and in the budget as approved by the CITY.
3.2 Separate Accounts. The MUSEUM shall maintain any hotel tax
funds paid to the MUSEUM by the CITY in a separate account.
3.3 Financial Records. The MUSEUM shall maintain complete and
accurate financial records of each expenditure of the hotel tax
funds made by the MUSEUM and, upon reasonably advance written re-
quest of the Denton City Council or the City's Executive Director
of Finance or his designee, shall make such financial records
available for inspection and review by the Denton City Council or
the City's Executive Director of Finance or his designee.
3.4 Quarterly Reports. Within thirty days after the end of every
quarter, the MUSEUM shall furnish to the CITY (1) a performance
report of the work performed under this Agreement, in the form
determined by the City Manager describing the activities performed
under this Agreement during that quarter, and (2) a list of the
expenditures made with regard to hotel tax funds pursuant to the
TEX. TAX CODE ANN. § 351.101(c) (Vernon 1994). The MUSEUM shall
promptly respond to any request from the City Manager of the CITY
for additional information relating to the activities performed
under this Agreement.
PAGE 4
3.5 Notice of Meetings. The MUSEUM shall give the City Manager of
the CITY reasonable advance written notice of the time and place of
general meetings of the Denton County Historical Museum Board of
Directors as well as any other meeting of any constituency of the
MUSEUM at which this Agreement or any matter the subject of this
Agreement shall be considered. This provision shall not be deemed
to require the MUSEUM to give notice of any executive session of
the Executive Committee of the MUSEUM.
IV. REIMBURSEMENT AND INDEMNIFICATION
4.1 Reimbursement of Museum for Administrative Costs. In the
event that this Agreement is terminated pursuant to Section 5.2(a),
the CITY agrees to reimburse the MUSEUM for any and all expenses
and costs undertaken by the MUSEUM in performance of those
activities specified in ¶2.1 above or expenses or costs incurred by
the MUSEUM as described in ¶2.2 above. The CITY is obligated to
reimburse the MUSEUM for expenses and costs as described in ¶2.2
above only for the period commencing upon the date notice of
termination is given and ending upon the date of termination.
Further, this obligation shall be limited to the lesser of the
actual expenses and costs incurred by the MUSEUM during the one
hundred eighty day period preceding termination or the agreed
payments otherwise due and payable to the MUSEUM for such period.
4.2 Reimbursement of Museum for Contractual Obligations. In the
event that this Agreement is terminated pursuant to Section 5.2(a),
the CITY agrees to reimburse the MUSEUM for any and all contractual
obligations of the MUSEUM undertaken by the MUSEUM in performance
of those services specified in ¶2.1 above, conditioned upon such
contractual obligations having been incurred and entered into in
the good faith performance of those services contemplated in ¶2.1
above, and further conditioned upon such contractual obligations
having a term not exceeding the full term of this Agreement.
Notwithstanding any provision hereof to the contrary, the obliga-
tion of the CITY to reimburse the MUSEUM or to assume the perfor-
mance of any contractual obligations of the MUSEUM for or under any
contract entered into by the MUSEUM as contemplated herein shall
not exceed THREE THOUSAND DOLLARS ($3,000.00). Such monetary
limitation is cumulative of all contractual obligations and shall
not be construed as a monetary limitation on a per contract basis.
4.3 Payment of Reimbursement to Museum.
(a) With respect to expenses and costs incurred by the MUSEUM
for which the CITY is obligated to reimburse the MUSEUM pursuant to
¶4.1 above, the CITY shall pay such reimbursement amount due, if
any, to the MUSEUM on or before the forty-fifth (45th) day after
the date of termination of this Agreement.
(b) With respect to contractual obligations undertaken by the
MUSEUM for which the CITY is obligated to reimburse the MUSEUM as
provided in ¶4.2 above, the CITY shall reimburse the MUSEUM for
PAGE 5
such monetary obligations required in such contractual obligation
in such amounts and at those times such contractual costs and
expenses are due and payable according to the terms of such
contract limitation set forth in ~4.2 above.
4.4 Indemnification. The MUSEUM agrees to indemnify, hold
harmless, and defend the CITY, its officers, agents, and employees
from and against any and all claims or suits for injuries, damage,
loss, or liability of whatever kind or character, arising out of or
in connection with the performance by the MUSEUM or those services
contemplated by this Agreement, including all such claims or causes
of action based upon common, constitutional or statutory law, or
based, in whole or in part, upon allegations of negligent or
intentional acts of MUSEUM, its officers, employees, agents,
subcontractors, licensees and invitees.
4.5 Insurance. The MUSEUM shall provide insurance as follows:
$500,000 Commercial General Liability
Statutory Workers' Compensation and Employers' Liability
($250,000/$500,000/$250,000)
$500,000 Business Automobile Liability
The CITY must be named as an additional insured (except Workers'
Compensation) and proof of coverage shall be submitted prior to any
payment by the CITY.
V. TERM AND TERMINATION
5.1 Term. The term of this Agreement shall be for one-half year,
commencing April 1, 1995 and terminating at midnight on September
30, 1995. This term shall be a period of six (6) months.
5.2 Termination.
(a) This Agreement may be terminated by either party by
giving the other party one hundred eighty (180) days advance
written notice.
(b) This Agreement shall automatically terminate upon the
occurrence of any of the following events:
(i) The termination of the corporate existence of the
MUSEUM;
(ii) The insolvency of the MUSEUM, the filing of a
petition in bankruptcy, either voluntarily or involuntarily,
or and assignment by the MUSEUM for the benefit of creditors;
(iii) The continuation of a breach of any of the terms
or conditions of this Agreement by either the CITY or the
MUSEUM for more than thirty (30) days after written notice of
PAGE 6
such breach is given to the breaching party by the other
party; or
(iv) The failure of the MUSEUM to submit a financial
report which complies with the recording procedures required
herein and generally accepted accounting principles prior to
the beginning of the next contract term.
VI. GENERAL PROVISIONS
6.1 Subcontract for Perfo&a%ance of Services. Nothing in this
Agreement shall prohibit, nor be construed to prohibit, the agree-
ment by the MUSEUM with another private entity, person, or organi-
zation for the performance of those services described in ¶2.1
above. In the event that the MUSEUM enters into any arrangement,
contractual or otherwise, with such other entity, person or organi-
zation, the MUSEUM shall cause such other entity, person, or orga-
nization to adhere to, conform to, and be subject to all provi-
sions, terms, and conditions of this Agreement and to TEX. TAX CODE
Chap. 351, including reporting requirements, separate funds main-
tenance, and limitations and prohibitions pertaining to expenditure
of the agreed payments and hotel tax funds.
6.2 Independent Contractor. The MUSEUM shall operate as an
independent contractor as to all services to be performed under
this Agreement and not as an officer, agent, servant, or employee
of the CITY. The MUSEUM shall have exclusive control of its
operations and performance of services hereunder, and such persons,
entities, or organizations performing the same and the MUSEUM shall
be solely responsible for the acts and omissions of its directors,
officers, employees, agents, and subcontractors. The MUSEUM shall
not be considered a partner or joint venturer with the CITY, nor
shall the MUSEUM be considered nor in any manner hold itself out as
an agent or official representative of the CITY.
6.3 Assignment. The MUSEUM shall not assign this Agreement
without first obtaining the written consent of the CITY.
6.4 Notice. Any notice required to be given under this Agreement
or any statute, ordinance, or regulation, shall be effective when
given in writing and deposited in the United States mail, certified
mail, return receipt requested, or by hand-delivery, addressed to
the respective parties as follows:
CITY MUSEUM
City Manager Chair, Board of Trustees
City of Denton Denton County Historical Museum
215 E. McKinney P.O. Box 2800
Denton, TX 76201 Denton, TX 76202
6.5 Inurement. This Agreement and each provision hereof, and each
and every right, duty, obligation, and liability set forth herein
PAGE 7
shall be binding upon and inure to the benefit and obligation of
the CITY and the MUSEUM and their respective successors and
assigns.
6.6 Application of Laws. Ail terms, conditions, and provisions of
this Agreement are subject to all applicable federal laws, state
laws, the Charter of the City of Denton, all ordinances passed
pursuant thereto, and all judicial determinations relative thereto.
6.7 Exclusive Agreement. This Agreement contains the entire
understanding and constitutes the entire agreement between the
parties hereto concerning the subject matter contained herein.
There are no representations, agreements, arrangements, or under-
standings, oral or written, express or implied, between or among
the parties hereto, relating to the subject matter of this agree-
ment, which are not fully expressed herein. The terms and con-
ditions of this Agreement shall prevail notwithstanding any
variance in this Agreement from the terms and conditions of any
other document relating to this transaction or these transactions.
6.8 Duplicate Originals. This Agreement is executed in duplicate
originals.
6.9 ~eadlngs. The headings and subheadings of the various sec-
tions and paragraphs of this Agreement are inserted merely for the
purpose of convenience and do not express or imply any limitation,
definition, or extension of the specific terms of the section and
paragraph so designated.
EXECUTED this~/~day of ~ , 1995.
THE CITY OF DENTON, TEXAS /
ATT~T: , , ) APPROVED AS TO LEGAL FOPS: /
/J~NNI~R WALTERS, MICHAEL A. BUCEK,
~ITY ~ECRETARY ACTING CITY ATTORNEY
DENTON COUNTY HISTORICAL MUSEUM
'Ch~fir, Board of TrUstees
ATTEST: APPROVED AS TO LEGAL FORM:
By: By: Secretary
E: \WPDOCS\ K\MUSEUM. K
PAGE 8