2004-289S:\Our Documents\Ordinances\04~Denton Black Chamber-Blues Festival Ord.doc
ORDINANCE NO. L;O0d'-
AN ORDINANCE OF THE CITY OF DENTON AUTHORIZING AN AGREEMENT BETWEEN
THE CITY OF DENTON, TEXAS AND THE DENTON BLACK CHAMBER OF COMMERCE
FOR ARTS AND ENTERTAINMENT AT THE BLUES FESTIVAL; PROVIDING FOR THE
EXPENDITURE OF FUNDS THEREFORE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Denton hereby finds that the Program and the
agreement between the City and the Denton Black Chamber of Commerce. attached hereto and made
a part hereof by reference (the "Agreement") serve a municipal and public purpose and is in the
public interest; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION 1. The findings set forth in the preamble of this ordinance are incorporated by
reference into the body of this ordinance as if fully set forth herein.
SECTION 2. The City Manager, or his designee, is hereby authorized to execute the
Agreement and to carry out the duties and responsibilities of the City under the Agreement, including
the expenditure of funds as provided in the Agreement.
SECTION 3. This ordinance shall become effective immediately upon its passage and
approval.
PASSED AND APPROVED this the 65~/~ d f
ay o wv, 2004.
EULINE BROCK, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
HERBERT L. PRO~TY,~CITY ATTORNEY
BY'. '-'~
Ci~OCOME-l\userkLOCALS~l\TempXDenton Black Chamber Agreement.do~
SERVICE AGREEMENT
BETWEEN THE CITY OF DENTON, TEXAS AND THE
DENTON BLACK CHAMBER OF COMMERCE
This Agreement is hereby entered into by and between the City of Denton, Texas, a Home Rule
Municipal Corporation, hereinafter referred to as "City", and the Denton Black Chamber of
Commerce, a Texas Non-Profit Corporation, hereinafter referred to as "Chamber":
WHEREAS, City has determined that the proposal for services merits assistance and can
provide needed services to citizens of City and has provided funds in its budget for the purpose of
paying for contractual services; and
WHEREAS, this Agreement serves a valid municipal and public purpose and is in the public
interest as it will promote tourism and economic development within the City, among other things;
NOW, THEREFORE, the parties hereto mutually agree as follows:
I. SCOPE OF SERVICES
Chamber shall in a satisfactory and proper manner perform the following tasks, for which the
monies provided by City may be used:
The funds being provided shall be used by the Chamber to offset the costs/expenses for arts
and entertainment at the Blues Festival, which is open to the public.
II. OBLIGATIONS OF CHAMBER
In consideration of the receipt of funds fxom City, Chamber agrees to the following terms and
conditions:
A. One Thousand Nine Hundred Twelve Dollars and 75/100 ($1,912.75) shall be paid to
Chamber by City to be utilized for the purposes set forth in Article I.
B. Chamber will establish, operate, and maintain an account system for this program that will
allow for a tracing of funds and a review of the financial status of the program.
C. Chamber will permit authorized officials of City to review its books at any time.
D. Chamber will reduce to writing all of its roles, regulations, and policies and file a copy
with the City along with any amendments, additions, or revisions whenever adopted.
E. Chamber will not enter into any contracts that would encumber City funds for a period
that would extend beyond the term of this Agreement.
F. Chamber will appoint a representative who will be available to meet with City officials
when requested.
G. Chamber will submit to City copies of year-end audited fmancial statements.
Ill. TIME OF PERFORMANCE
The services funded by City shall be undertaken and completed by Organization within the
following time frame:
September 1,2004 through September 30, 2004, unless the contract is sooner terminated under
Section Vii "Suspension or Termination".
IV. PAYMENTS
A. PAYMENTS TO CHAMBER. City shall pay to Chamber the sum specified in Article II after
the effective date of this Agreement.
B. EXCESS PAYMENT. Chamber shall refund to City within ten (10) working days of City's
request, any sum of money which has been paid by City and which City at any time thereafter
determines:
1) has resulted in overpayment to Chamber; or
2) has not been spent strictly in accordance with the terms of this Agreement; or
3) is not supported by adequate documentation to fully justify the expenditure.
V. EVALUATION
Chamber agrees to participate in an implementation and maintenance system whereby the
services can be continuously monitored. Chamber agrees to make available its financial records for
review by City at City's discretion. In addition, Chamber agrees to provide City the following data
and reports, or copies thereofi
A. All external or internal audits. Chamber shall submit a copy of the annual independent
audit to City within ten (10) days of receipt.
B. All external or internal evaluation reports.
C. An explanation of any major changes in program services.
D. To comply with this section, Chamber agrees to maintain records that will provide accurate,
current, separate, and complete disclosure of the status of funds received and the services performed
under this Agreement. Chamber's record system shall contain sufficient documentation to provide in
detail full support and justification for each expenditure. Chamber agrees to retain all books,
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records, documents, reports, and written accounting procedures pertaining to the services provided
and expenditure of funds under this Agreement for five years.
E. Nothing in the above subsections shall be construed to relieve Chamber of responsibility
for retaining accurate and current records that clearly reflect the level and benefit of services
provided under this Agreement.
VI. DIRECTORS' MEETINGS
During the term of this Agreement, Chamber shall deliver to City copies of all notices of
meetings of its Board of Directors, setting forth the time and place thereof wherein this program is a
part of the subject matter of the meeting. Such notice shall be delivered to City in a timely manner to
give adequate notice, and shall include an agenda and a brief description of the matters to be
discussed. Chamber understands and agrees that City's representatives shall be afforded access to all
meetings of its Board of Directors.
Minutes of all meetings of Chamber's governing body shall be available to City within ten (10)
working days of approval.
VII. TERMINATION
The City may terminate this Agreement for cause if Chamber violates any covenants,
agreements, or guarantees of this Agreement, the Chamber's insolvency or filing of bankruptcy,
dissolution, or receivership, or the Chamber's violation of any law or regulation to which it is bound
under the terms of this Agreement. The City may terminate this Agreement for other reasons not
specifically enumerated in this paragraph.
vm. EQUAL OPPORTUNITY AND COMPLIANCE WITH LAWS
A. Chamber shall comply with all applicable equal employment opportunity and affirmative
action laws or regulations.
B. Chamber will furnish all information and reports requested by City, and will permit access
to its books, records, and accounts for purposes of investigation to ascertain compliance with local,
State and Federal rules and regulations.
C. In the event of Chamber's non-compliance with the non-discrimination requirements, the
Agreement may be canceled, terminated, or suspended in whole or in part, and Chamber may be
barred from further contracts with City.
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IX. WARRANTIES
Chamber represents and warrants that:
A. All information, reports and data heretofore or hereafter requested by City and
furnished to City, are complete and accurate as of the date shown on the information, data, or report,
and, since that date, have not undergone any significant change without written notice to City.
B. Any supporting financial statements heretofore requested by City and furnished to
City, are complete, accurate and fairly reflect the financial conditions of Chamber on the date shown
on said report, and the results of the operation for the period covered by the report, and that since
said data, there has been no material change, adverse or otherwise, in the financial condition of
Chamber.
C. No litigation or legal proceedings are presently pending or threatened against
Chamber.
D. None of the provisions herein contravenes or is in conflict with the authority under
which Chamber is doing business or with the provisions of any existing indenture or agreement of
Chamber.
E. Chamber has the power to enter into this Agreement and accept payments hereunder,
and has taken all necessary action to authorize such acceptance under the terms and conditions of this
Agreement.
F. None of the assets of Chamber are subject to any lien or encumbrance of any
character, except for current taxes not delinquent, except as shown in the f'mancial statements
furnished by Chamber to City.
Each of these representations and warranties shall be continuing and shall be deemed to
have been repeated by the submission of each request for payment.
X. CHANGES AND AMENDMENTS
A. Any alterations, additions, or deletions to the terms of this Agreement shall be by
written amendment executed by both parties, except when the terms of this Agreement expressly
provide that another method shall be used.
B. It is understood and agreed by the parties hereto that changes in the State, Federal or
local laws or regulations pursuant hereto may occur during the term of this Agreement. Any such
modifications are to be automatically incorporated into this Agreement without written amendment
hereto, and shall become a part of the Agreement on the effective date specified by the law or
regulation.
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C. Chamber shall notify City of any changes in personnel or governing board
composition.
XI. INDEMNIFICATION
To the extent authorized by law, the Chamber 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 Chamber 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 Chamber, its officers, employees, agents,
subcontractors, licensees and invitees.
XII. CONFLICT OF INTEREST
A. Chamber covenants that neither it nor any member of its governing body presently has any
interest, direct or indirect, which would conflict in any manner or degree with the performance of
services required to be performed under this Agreement. Chamber further covenants that in the
. performance of this Agreement, no person having such interest shall be employed or appointed as a
member of its governing body.
B. Chamber further covenants that no member of its governing body or its staff,
subcontractors or employees shall possess any interest in or use his/her position for a purpose that is
or gives the appearance of being motivated by desire for private gain for himself/herself, or others;
particularly those with which he/she has family, business, or other ties.
C. No officer, member, or employee of City and no member of its governing body who
exercises any function or responsibilities in the review or approval of the undertaking or carrying out
of this Agreement shall participate in any decision relating to the Agreement which affects his
personal interest or the interest in any corporation, partnership, or association in which he has direct
or indirect interest.
XIII. NOTICE
Any notice or other written instrument required or permitted to be delivered under the terms of
this Agreement shall be deemed to have been delivered, whether actually received or not, when
deposited in the United States mall, postage prepaid, registered or certified, return receipt requested,
or via hand-delivery or facsimile, addressed to Chamber or City, as the case may be, at the following
addresses:
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CITY
CHAMBER
City of Denton, Texas
Attn: City Manager
215 E. McKinney
Denton, TX 76201
Fax No. 940.349.8591
Elihu Gillespie, Chairman
Denton Black Chamber of Commerce
P.O. Box 51026
Denton, TX 76206
Fax No. 940.498.3234
Either party may change its mailing address by sending notice of change of address to the other
at the above address by certified mail, return receipt requested.
XIV. MISCELLANEOUS
A. Chamber shall not transfer, pledge or otherwise assign this Agreement or any interest
therein, or any claim arising thereunder to any party or parties, bank, Ixust company or other financial
institution without the prior written approval of City.
B. If any provision of this Agreement is held to be invalid, illegal, or unenforceable, the
remaining provisions shall remain in full force and effect and continue to conform to the original
intent of both parties hereto.
C. In no event shall any payment to Chamber hereunder, or any other act or failure of
City to insist in any one or more instances upon the terms and conditions &this Agreement consti-
tute or be construed in any way to be a waiver by City of any breach of covenant or default which
may then or subsequently be committed by Chamber. Neither shall such payment, act, or omission
in any manner impair or prejudice any right, power, privilege, or remedy available to City to enforce
its rights hereunder, which rights, powers, privileges, or remedies are always specifically preserved.
No representative or agent of City may waive the effect of this provision.
D. This Agreement, together with referenced exhibits and attachments, constitutes the
entire agreement between the parties hereto, and any prior agreement, assertion, statement,
understanding, or other commitment occurring during the term of this Agreement, or subsequent
thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if
appropriate, recorded as an amendment of this Agreement.
E. This Agreement shall be interpreted in accordance with the laws of the State of Texas and
venue of any litigation concerning this Agreement shall be in a court of competent jurisdiction sitting
in Denton County, Texas.
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IN WITNESS ~/H/~OF, the~parties do hereby affix their signatures and enter into this
Agreement as of the ~/.~' day of~J~)ff~, , 2004.
CITY OF DENTON, TEXAS
EUL1NE BROCK, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
HERBERT PROUTY, CITY ATTORNEY
BY: ~~
DENTON BLACK CHAMBER
OF COMMERCE
gLIHU GILLESPIE~ CHAIRIV~N
ATTEST:
BY:
SECRETARY
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