HomeMy WebLinkAboutC-2872City of
Arcadia
Dominic Lazzarctto
City Manager
240 West Huntington Drive
Post Office Box 60021
Arcadia, CA 91066 -6021
(626) 574 -5401
(626) 446 -5729 Fax
dlaz7arerro(�r,' ci.arcadia.ca.us
www.d.arcadia.ca.us
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July 8, 2013
Floretta K. Lauber, President
Arcadia Historical Museum Foundation
PO Box 661514
Arcadia, CA 91066
RE: Museum Education Center Funding, Use and Operation
Agreement
Dear Ms. Lauber:
This letter serves as an agreement between the City of Arcadia (City) and
the Arcadia Historical Museum Foundation (Foundation) for the funding,
use, and operation of the planned Museum Education Center. On June 4,
2013, the Arcadia City Council approved a contract between the City and
TKE Construction, Inc. (TKE) for the design and construction of a Museum
Education Center (Center) to be built between the existing Arcadia
Community Center and the Gilb Museum of Arcadia Heritage (Museum).
The approval of the Center was contingent on a financial contribution of
$500,000 from the Foundation. In addition, once constructed, the Center
will be utilized for programs organized and operated by both the
Foundation and the City. As such, the City and Foundation, by this letter
of agreement, intend and agree to the following:
1, The primary purpose of the building is as an education center for
classes, presentations, and lectures pertaining to Museum related
activities, exhibits, and subjects (Museum Education Activities) during
normal operating hours of the museum. Dance classes, exercise
classes, and other active recreational uses during Museum operating
hours are not compatible with this purpose, and will not be allowed
while Museum Education Activities are scheduled.
2. The Foundation shall provide a total of $500,000 to the City to fund the
design, construction, and completion of the Center. The funds shall be
provided in three installments using the following milestones:
Museum Edi - ion Center Agreement Letter
July 8, 2013
Page 2
• A payment of $165,000 shall be provided to the City following the
execution of the contract with TKE.
• A payment of $165,000 shall be provided to the City following the
approval of the rough framing inspection by the City's Building
Official.
• A payment of $170,000 shall be provided to the City following the
final inspection by the City's Building Official.
The City shall provide notification of each of these project milestones
to the Foundation in writing. The Foundation shall provide the required
payment within five (5) business days of the date of notification. Failure
to provide a payment within the five (5) day period may lead to project
delays or a stop work order issued to TKE.
3. Museum Education Activities shall have priority in the scheduling of the
Center, and up to 60% of available monthly scheduling time may be
allocated for such activities. The City shall avoid scheduling active
and /or noise - producing activities when Museum Educational Activities
are taking place.
4. The Foundation and Friends of the Museum shall have first priority to
schedule dates for annual fundraising events, provided that the dates
are scheduled with the City at least 60 calendar days prior to the event.
5. The Foundation shall be provided with a locked cabinet or storage area
within the Center for purposes of securely storing their organizational
papers and supplies. The Foundation shall be responsible for insuring
any and all of its property stored in the Center, and the City shall not
be responsible for any loss pertaining to such property.
6. The City shall control access to the building. The Foundation shall
coordinate with City staff to access the Center and to lock and secure
the Center following use. Whenever possible, the Foundation will
schedule its access to the Center during normal operating hours of the
Community Center and /or Museum. Providing at least 2 hours' notice
prior to requiring access is highly desirable.
7. The City will be responsible for all necessary maintenance and staffing
of the building.
r '
Museum Education Center Agreement Letter
July 8, 2013
Page 3
Any dispute between the parties concerning this agreement, or any
change in the points of this agreement, shall be resolved by mutual
agreement of the Foundation's President, or his /her designee, and the
City of Arcadia City Manager, or his /her designee.
If you are in agreement with the above, please execute this letter where
indicated and return to me. For your convenience, a duplicate original is
enclosed.
Sincerely,
Dominic Lazzaretto
City Manager
AGREED:
City of Arcadia
in
Title.
Date:
1
Arcadia Historical Museum
Foundation
By:
Title:
Date: 7/t/