HomeMy WebLinkAboutRecords Storage of City of Cypress DocumentsDATE: September 24, 1998
TO: June Alford, City Clerk
FROM: °Don Penman, Deputy City Manager /Dev. Services Director ,
SUBJECT: RECORDS STORAGE���,�
The City of Cypress has asked us to store a small box of their microfilmed documents. Bill
indicated he wants to accommodate this request. Cypress sent a simple agreement executed
by their City Clerk and are requesting you to sign. I would recommend you sign it. We can
store the microfilm materials in Engineering or if you prefer, in your area.
Please let me know if you have any questions.
Attachment
Cc: William R. Kelly, City Manager
RECORD STORAGE AGREEMENT
This is an Agreement for the provision of mutual storage of microfilmed drawings entered
into on July 30, 1998, by and between the CITY OF CYPRESS, a California Charter Municipal
Corporation, hereinafter called "CYPRESS" and CITY OF ARCADIA, a California Charter
Municipal Corporation, hereinafter called "ARCADIA."
WHEREAS, the Cities of Cypress and Arcadia have microfilmed their respective
infrastructure drawings and related records; and
WHEREAS, to avoid loss of said microfilm due to fire or other natural disaster, each
City desires to store offsite duplicate copies of said microfilm; and
WHEREAS, both Cities have the facilities to securely store said microfilm.
NOW, THEREFORE, the parties hereto agree as follows:
A. CYPRESS agrees to accept from ARCADIA duplicate microfilmed records and
store them in a fireproof vault at no cost to ARCADIA. Said records shall be sealed in boxes
with appropriate labels identifying them as the property of the City of Arcadia being stored
pursuant to this agreement. ARCADIA shall be fully responsible for delivery of said boxes to
the City of Cypress. All records shall be delivered to the attention of the City Clerk for the City
of Cypress.
B. ARCADIA agrees to accept from CYPRESS duplicate microfilmed records and
store them in a fireproof vault at no cost to CYPRESS. Said records shall be sealed in boxes
with appropriate labels identifying them as the property of the City of Cypress being stored
pursuant to this agreement. CYPRESS shall be fully responsible for delivery of said boxes to the
City of Arcadia. All records shall be delivered to the attention of the City Clerk for the City of
Arcadia.
2. RETRIEVAL
Stored records may be retrieved by each respective City in person by presenting a City
identification card to the City Clerk who will then release said records.
3. INDEMNIFICATION
A. CYPRESS agrees to indemnify and hold harmless ARCADIA, and its officials
and employees from and against any and all claims, demands, damages of any kind or nature
resulting from the loss of any of CYPRESS microfilmed records stored at ARCADIA, under the
terms of this Agreement.
B. ARCADIA agrees to indemnify and hold harmless CYPRESS, and its officials
and employees from and against any and all claims, demands, damages of any kind or nature
resulting from the loss of any of ARCADIA's microfilmed records stored at CYPRESS, under
the terms of this Agreement.
4. NOTIFICATION
All notices and written communications sent to each City under the Agreement shall be
sent to the following addresses:
City Clerk
City of Cypress
5275 Orange Ave.
Cypress, California 90630
City Clerk
City of Arcadia
240 West Huntington Drive
Arcadia, California 91007
Any such notices and written communications by mail shall be conclusively deemed to
have been received by the addressee five (5) days after the deposit thereof in the U. S. Mail,
first -class postage prepaid and properly addressed as noted above, or upon actual receipt thereof
if delivered by personal service.
5. ENTIRE AGREEMENT
This Agreement is the complete, final, entire and exclusive expression of the Agreement
between the parties hereto and supersedes any and all other agreements, either oral or in writing,
between the parties with respect to the subject matter herein. Each party to this Agreement
acknowledges that no representations by any party which are not embodied herein and that no
other agreement, statement, or promise not contained in this Agreement shall be valid and
binding.
6. MODIFICATION OF AGREEMENT
The terms are subject to modification by mutual agreement between CYPRESS and
ARCADIA which such changes shall be incorporated by written amendments to this Agreement.
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This Agreement shall be in full force and effect beginning August 1, 1998, and shall
remain in effect until terminated by mutual agreement of both parties.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date first
shown above.
CYPRESS:
City of Cypress
ARCADIA:
City of Arcadia.
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Dated: �g'1 V Dated: ' 6` _ �.S"
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