1995-061E:\WPD0CS\0RD\FAIR.HOT
ORDIN CE NO. q.C-OO/
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT BETWEEN
THE CITY OF DENTON AND THE NORTH TEXAS STATE FAIR ASSOCIATION 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 North Texas State Fair
Association 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, MA7 ~
/
ATTEST
:
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
MICHAEL A. BUCEK, ACTING CITY ATTORNEY
AGREEMENT BETWEEN THE CITY OF DENTON AND
THE NORTH TEXAS STATE FAIR ASSOCIATION
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 North Texas State Fair
Association, a non-profit corporation incorporated under the laws
of the State of Texas (the "Association,,):
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) authorizes the CITY to use
revenue from its municipal hotel occupancy tax to promote tourism
and the convention and hotel industry by advertising and conducting
solicitations and promotional programs to attract tourists and con-
vention delegates or registrants to the municipality or its
vicinity; and
WHEREAS, the ASSOCIATION is well equipped to perform those
activities; and
WHEREAS, TEX. TAX CODE ~351.101 (c) authorizes the CITY to
delegate by contract with the ASSOCIATION as a private orqanization
the management and supervision of programs and activit[es 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
ASSOCIATION agree and contract as follows;
I. HOTEL TAX REVENUE PAYMENT TO ASSOCIATION
1.1 Consideration. For and in consideration of the activities to
be performed by the ASSOCIATION under this Agreement, the CITY
agrees to pay to the ASSOCIATION 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 ASSOCIATION sometimes
herein referred to as "the agreed payments" or "hotel tax funds").
1.2 Amount of Payments to Association.
(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 ASSOCIATION an amount of money
equal to thirteen and fifty-seven one hundredths of a percent
(13.57%) of the base payment amount for the period of October 1,
1994, through September 30, 1995 or Sixty-eight Thousand Four
Hundred Dollars ($68,400.00), whichever is less.
1.3 Dates of Payments to Association.
(a) The term "quarterly payments" shall mean payments by the
CITY to the ASSOCIATION 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 ASSOCIATION the agreed payments
specified in ¶1.2 above by quarterly payments paying thirteen and
fifty-seven one hundredths of a percent (13.57%) of the base
payment amount (quarterly) for the first three quarters of 94-95
and the percentage 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-eight Thousand Pour Hundred Dollars
/$68,400.00) . Each such quarterly payment shall be paid to the
ASSOCIATION on or before the forty-fifth (45th) day after the last
day of such respective fiscal quarter for which such payment is
due. 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.
PAGE 2
(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 ASSOCIATION.
(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 ASSOCIATION
2.1 Use of Funds. For and in consideration of the payment by the
CITY to the ASSOCIATION of the agreed payments of hotel tax funds
specified above, the ASSOCIATION 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;
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 ASSOCIATION may be spent for day-to-day operations,
supplies, salaries, office rental, travel expenses, and other
administrative costs that are incurred directly in the performance
by the ASSOCIATION 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
ASSOCIATION for which hotel tax funds may be used shall not exceed
that portion of the ASSOCIATION'S administrative costs actually
incurred in conducting the activities specified in ¶2.1 above.
(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 ASSOCIATION shall prepare and submit to
the City Manager of the CITY an annual budget for the next ensuing
fiscal year of this Agreement for the ASSOCIATION and any other
operation or function of the ASSOCIATION in which the hotel tax
funds shall be used by the ASSOCIATION. This budget shall
specifically identify proposed expenditure of hotel tax funds by
the ASSOCIATION. In other words, the CITY should be able to audit
PAGE 3
specifically where the funds in the separate account relating to
hotel tax funds will be expended. The CITY shall not pay to the
ASSOCIATION any agreed payments or hotel tax funds during any
fiscal year of this Agreement unless such budget for such respec-
tive fiscal year has been approved in writing by the Denton City
Council.
(b) The ASSOCIATION acknowledges that the approval of such
budget by the Denton City Council creates a fiduciary duty in the
ASSOCIATION with respect to the hotel tax funds paid by the CITY to
the ASSOCIATION under this Agreement. The ASSOCIATION 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 ASSOCIATION shall maintain any hotel
tax funds paid to the ASSOCIATION by the CITY in a separate
account.
3.3 Financial Records. The ASSOCIATION shall maintain complete
and accurate financial records of each expenditure of the hotel tax
funds made by the ASSOCIATION and, upon reasonably advance written
request 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 ASSOCIATION shall furnish to the CITY (1) a perfor-
mance 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 ASSOCIATION
shall promptly respond to any request from the City Manager of the
CITY for additional information relating to the activities
performed under this Agreement.
3.5 Notice of Meetings. The ASSOCIATION shall give the City
Manager of the CITY reasonable advance written notice of the time
and place of general meetings of the North Texas Fair Association
Board of Directors as well as any other meeting of any constituency
of the ASSOCIATION at which this Agreement or any matter the
subject of this Agreement shall be considered. This provision
shall not be deemed to require the ASSOCIATION to give notice of
any executive session of the Executive Committee of the ASSOCIA-
TION.
IV. REIMBURSEMENT AND INDEMNIFICATION
4.1 Reimbursement of Association for Administrative Costs. In the
event that this Agreement is terminated pursuant to Section 5.2(a),
the CITY agrees to reimburse the ASSOCIATION for any and all
PAGE 4
expenses and costs undertaken by the ASSOCIATION in performance of
those activities specified in ¶2.1 above or expenses or costs
incurred by the ASSOCIATION as described in ¶2.2 above. The CITY
is obligated to reimburse the ASSOCIATION 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 ASSOCIATION
during the one hundred eighty day period preceding termination or
the agreed payments otherwise due and payable to the ASSOCIATION
for such period.
4.2 Reimbursement of Association for Contractual Obligations. In
the event that this Agreement is terminated pursuant to Section
5.2(a), the CITY agrees to reimburse the ASSOCIATION for any and
all contractual obligations of the ASSOCIATION undertaken by the
ASSOCIATION 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 obligation of the CITY to reimburse the ASSOCIA-
TION or to assume the performance of any contractual obligations of
the ASSOCIATION for or under any contract entered into by the
ASSOCIATION as contemplated herein shall not exceed THREE THOUSAND
FIVE HUNDRED DOLLARS ($3,500.00). 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 Association.
(a) With respect to expenses and costs incurred by the
ASSOCIATION for which the CITY is obligated to reimburse the
ASSOCIATION pursuant to ¶4.1 above, the CITY shall pay such
reimbursement amount due, if any, to the ASSOCIATION 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
ASSOCIATION for which the CITY is obligated to reimburse the
ASSOCIATION as provided in ¶4.2 above, the CITY shall reimburse the
ASSOCIATION for 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 ASSOCIATION 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 ASSOCIATION or those
services contemplated by this Agreement, including all such claims
PAGE 5
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 ASSOCIATION, its officers, employees,
agents, subcontractors, licensees and invitees.
4.5 Insurance. The ASSOCIATION 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 Tez,L. 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
ASSOCIATION;
(ii) The insolvency of the ASSOCIATION, the filing of a
petition in bankruptcy, either voluntarily or involuntarily,
or and assignment by the ASSOCIATION 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
ASSOCIATION for more than thirty (30) days after written
notice of such breach is given to the breaching party by the
other party; or
(iv) The failure of the ASSOCIATION to submit a finan-
cial report which complies with the recording procedures
required herein and generally accepted accounting principles
prior to the beginning of the next contract term.
PAGE 6
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 ASSOCIATION with another private entity, person, or
organization for the performance of those services described in
¶2.1 above. In the event that the ASSOCIATION enters into any
arrangement, contractual or otherwise, with such other entity,
person or organization, the ASSOCIATION shall cause such other
entity, person, or organization to adhere to, conform to, and be
subject to all provisions, terms, and conditions of this Agreement
and to TEX. TAX CODE Chap. 351, including reporting requirements,
separate funds maintenance, and limitations and prohibitions
pertaining to expenditure of the agreed payments and hotel tax
funds.
6.2 Independent Contractor. The ASSOCIATION 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 ASSOCIATION shall have exclusive control of its
operations and performance of services hereunder, and such persons,
entities, or organizations performing the same and the ASSOCIATION
shall be solely responsible for the acts and omissions of its
directors, officers, employees, agents, and subcontractors. The
ASSOCIATION shall not be considered a partner or joint venturer
with the CITY, nor shall the ASSOCIATION be considered nor in any
manner hold itself out as an agent or official representative of
the CITY.
6.3 Assignment. The ASSOCIATION 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 ASSOCIATION
City Manager President
City of Denton North Texas State Fair Association
215 E. McKinney P.O. Box 1695
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
shall be binding upon and inure to the benefit and obligation of
the CITY and the ASSOCIATION and their respective successors and
assigns.
PAGE 7
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 Headings. 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.
THE CITY OF DENTON, TEXAS
· BOB CASTLEBERRY, MAY7 ~
/
ATTEST: APPROVED AS TO LEGAL FOPS4/:/
IF~ WALTERS, MICHAEL A. BUCEK,
S~ECRETARY ACTING CITY ATTORNEY
NORTH TEXAS STATE FAIR ASSOCIATION
By:
President
ATTEST: APPROVED AS TO LEGAL FORM:
By: By: Secretary
E: \WPDOCS\K\NTFAIR. K
PAGE 8
AGREEMENT BETWEEN THE CITY OF DENTON AND
THE NORTH TEXAS STATE FAIR ASSOCIATION
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 North Texas State Fair
Association, a non-profit corporation incorporated under the laws
of the State of Texas (the "Association"):
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) authorizes the CITY to use
revenue from its municipal hotel occupancy tax to promote tourism
and the convention and hotel industry by advertising and conducting
solicitations and promotional programs to attract tourists and con-
vention delegates or registrants to the municipality or its
vicinity; and
WHEREAS, the ASSOCIATION is well equipped to perform those
activities; and
WHEREAS, TEX. TAX CODE §351.101 (c) authorizes the CITY to
delegate by contract with the ASSOCIATION 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
ASSOCIATION agree and contract as follows;
I. HOTEL TAX REVENUE PAYMENT TO ASSOCIATION
1.1 Consideration. For and in consideration of the activities to
be performed by the ASSOCIATION under this Agreement, the CITY
agrees to pay to the ASSOCIATION 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 ASSOCIATION sometimes
herein referred to as "the agreed payments" or "hotel tax funds").
1.2 Amount of Payments to Association.
(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 ASSOCIATION an amount of money
equal to thirteen and fifty-seven one hundredths of a percent
(13.57%) of the base payment amount for the period of October 1,
1994, through September 30, 1995 or Sixty-eight Thousand Four
Hundred Dollars ($68,400.00), whichever is less.
1.3 Dates of Payments to Association.
{a) The term "quarterly payments" shall mean payments by the
CITY to the ASSOCIATION 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 ASSOCIATION the agreed payments
specified in ¶1.2 above by quarterly payments paying thirteen and
fifty-seven one hundredths of a percent {13.57%) of the base
payment amount (quarterly) for the first three quarters of 94-95
and the percentage 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-eight Thousand Four Hundred Dollars
($68,400.00). Each such quarterly payment shall be paid to the
ASSOCIATION on or before the forty-fifth {45th) day after the last
day of such respective fiscal quarter for which such payment is
due. 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.
PAGE 2
(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 ASSOCIATION.
(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 ASSOCIATION
2.1 Use of Funds. For and in consideration of the payment by the
CITY to the ASSOCIATION of the agreed payments of hotel tax funds
specified above, the ASSOCIATION 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;
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 ASSOCIATION may be spent for day-to-day operations,
supplies, salaries, office rental, travel expenses, and other
administrative costs that are incurred directly in the performance
by the ASSOCIATION 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
ASSOCIATION for which hotel tax funds may be used shall not exceed
that portion of the ASSOCIATION'S administrative costs actually
incurred in conducting the activities specified in ¶2.1 above.
(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 ASSOCIATION shall prepare and submit to
the City Manager of the CITY an annual budget for the next ensuing
fiscal year of this Agreement for the ASSOCIATION and any other
operation or function of the ASSOCIATION in which the hotel tax
funds shall be used by the ASSOCIATION. This budget shall
specifically identify proposed expenditure of hotel tax funds by
the ASSOCIATION. In other words, the CITY should be able to audit
PAGE 3
specifically where the funds in the separate account relating to
hotel tax funds will be expended. The CITY shall not pay to the
ASSOCIATION any agreed payments or hotel tax funds during any
fiscal year of this Agreement unless such budget for such respec-
tive fiscal year has been approved in writing by the Denton City
Council.
(b) The ASSOCIATION acknowledges that the approval of such
budget by the Denton City Council creates a fiduciary duty in the
ASSOCIATION with respect to the hotel tax funds paid by the CITY to
the ASSOCIATION under this Agreement. The ASSOCIATION 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 ASSOCIATION shall maintain any hotel
tax funds paid to the ASSOCIATION by the CITY in a separate
account.
3.3 Financial Records. The ASSOCIATION shall maintain complete
and accurate financial records of each expenditure of the hotel tax
funds made by the ASSOCIATION and, upon reasonably advance written
request 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 ASSOCIATION shall furnish to the CITY (1) a perfor-
mance 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 ASSOCIATION
shall promptly respond to any request from the City Manager of the
CITY for additional information relating to the activities
performed under this Agreement.
3.5 Notice of Meetings. The ASSOCIATION shall give the City
Manager of the CITY reasonable advance written notice of the time
and place of general meetings of the North Texas Fair Association
Board of Directors as well as any other meeting of any constituency
of the ASSOCIATION at which this Agreement or any matter the
subject of this Agreement shall be considered. This provision
shall not be deemed to require the ASSOCIATION to give notice of
any executive session of the Executive Committee of the ASSOCIA-
TION.
IV. REIMBURSEMENT AND INDEMI~IFICATION
4.1 Reimbursement of Association for Aclministrative Costs. In the
event that this Agreement is terminated pursuant to Section 5.2(a) ,
the CITY agrees to reimburse the ASSOCIATION for any and all
PAGE 4
expenses and costs undertaken by the ASSOCIATION in performance of
those activities specified in ¶2.1 above or expenses or costs
incurred by the ASSOCIATION as described in ¶2.2 above. The CITY
is obligated to reimburse the ASSOCIATION 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 ASSOCIATION
during the one hundred eighty day period preceding termination or
the agreed payments otherwise due and payable to the ASSOCIATION
for such period.
4.2 Reimbursement of Association for Contractual Obligations. In
the event that this Agreement is terminated pursuant to Section
5.2(a), the CITY agrees to reimburse the ASSOCIATION for any and
all contractual obligations of the ASSOCIATION undertaken by the
ASSOCIATION 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 obligation of the CITY to reimburse the ASSOCIA-
TION or to assume the performance of any contractual obligations of
the ASSOCIATION for or under any contract entered into by the
ASSOCIATION as contemplated herein shall not exceed THREE THOUSAND
FIVE HUNDRED DOLLARS ($3,500.00). 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 Association.
{a) With respect to expenses and costs incurred by the
ASSOCIATION for which the CITY is obligated to reimburse the
ASSOCIATION pursuant to ¶4.1 above, the CITY shall pay such
reimbursement amount due, if any, to the ASSOCIATION 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
ASSOCIATION for which the CITY is obligated to reimburse the
ASSOCIATION as provided in ¶4.2 above, the CITY shall reimburse the
ASSOCIATION for 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 ASSOCIATION 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 ASSOCIATION or those
services contemplated by this Agreement, including all such claims
PAGE 5
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 ASSOCIATION, its officers, employees,
agents, subcontractors, licensees and invitees.
4.5 Insurance. The ASSOCIATION 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
ASSOCIATION;
(ii) The insolvency of the ASSOCIATION, the filing of a
petition in bankruptcy, either voluntarily or involuntarily,
or and assignment by the ASSOCIATION 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
ASSOCIATION for more than thirty (30) days after written
notice of such breach is given to the breaching party by the
other party; or
(iv) The failure of the ASSOCIATION to submit a finan-
cial report which complies with the recording procedures
required herein and generally accepted accounting principles
prior to the beginning of the next contract term.
PAGE 6
VI. GENERAL PROVISIONS
6.1 Subcontract for Perfoxmance of Services. Nothing in this
Agreement shall prohibit, nor be construed to prohibit, the agree-
ment by the ASSOCIATION with another private entity, person, or
organization for the performance of those services described in
¶2.1 above. In the event that the ASSOCIATION enters into any
arrangement, contractual or otherwise, with such other entity,
person or organization, the ASSOCIATION shall cause such other
entity, person, or organization to adhere to, conform to, and be
subject to all provisions, terms, and conditions of this Agreement
and to TEX. TAX CODE Chap. 351, including reporting requirements,
separate funds maintenance, and limitations and prohibitions
pertaining to expenditure of the agreed payments and hotel tax
funds.
6.2 Independent Contractor. The ASSOCIATION 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 ASSOCIATION shall have exclusive control of its
operations and performance of services hereunder, and such persons,
entities, or organizations performing the same and the ASSOCIATION
shall be solely responsible for the acts and omissions of its
directors, officers, employees, agents, and subcontractors. The
ASSOCIATION shall not be considered a partner or joint venturer
with the CITY, nor shall the ASSOCIATION be considered nor in any
manner hold itself out as an agent or official representative of
the CITY.
6.3 Assignment. The ASSOCIATION 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 ASSOCIATION
City Manager President
City of Denton North Texas State Fair Association
215 E. McKinney P.O. Box 1695
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
shall be binding upon and inure to the benefit and obligation of
the CITY and the ASSOCIATION and their respective successors and
assigns.
PAGE 7
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 Headings. 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.
THE CITY OF DENTON, TEXAS
BOB CASTLEBERRY, MAYO~ ~
/
ATTEST: APPROVED AS TO LEGLL FO~:
By: ~/~/f~2.-~/~~ By: /~~ ~ J
IF~ WALTERS, MICHAEL A. BUCEK,
~[ECRETARY ACTING CITY ATTORNEY
NORTH T~S STATE ~A~SOCIATION
ATTEST: APPROVED AS TO LEGAL FORM:
By: By: Secretary
E:\WPDOCS\K\NTFAIR.K
PAGE 8