HomeMy WebLinkAboutRecords Storage of City of Cypress Reocords-- i
` i of October 2, 1998 OCT 0 2 1998
1 i t cadia CITY OF ARCADIA
Development
Mark Christoffels
Services Director of Public Works
Department City of Cypress
5275 Orange Grove
Cypress CA 90630
Dear Mark:
Don Pc=an
DeputyChyAla —gerl Enclosed is the Record Storage Agreement executed by June Alford,
Development Arcadia City Clerk. Your documents will be stored in the Clerk's vault. As
weer we are not as far along in the records storage process as Cypress,
are"or Arcadia has no files for storage at this time. However, as we develop a
new system, we may call upon you in the future to reciprocate.
Sincerely,
Don Penman
Deputy City Manager /Development Services Director
Cc: William R. Kelly, City Manager
June Alford, City Clerk
240 West Huntington Drive
P.O. Box 60021
Arcadia, CA 91066 -6021
(626) 574 - 5414
(626) 447 - 3309 Fax
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:
1. STORAGE
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.
7. TERM
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
Cit Cl erk
Dated: 8
ARCADIA:
City of Arcadia.
` g � _CVt
Ci"erk
Dated: 9- jO -