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Home My WebLink AboutPR 18625: APPROVING A CONTRACT WITH LAMAR STATE COLLEGE-PORT ARTHUR AND THE PORT ARTHUR HISTORICAL SOCIETY FOR FUNDING THE MUESEUM OF THE GULF COAST City of Port Arthur Finance Department Memorandum To: John A, Comeaux, P.E., Interim City Manager From: Deborah Echols, Director of Finance plife " Date: September 23, 2014 Re: PR 18625 Recommendation I recommend that the City Council adopt Proposed Resolution 18625, approving a contract between the City, Lamar State College-Port Arthur and the Port Arthur Historical Society for the purpose of funding the Museum of the Gulf Coast for the 2014-2015 fiscal year in the not-to-exceed amount of$166,336. Background The City provided funding in the amount of $48,000 per year for 1993 through 1997, for the Museum of the Gulf Coast. In fiscal 1998, the funding level increased to $60,000 per year. In the 2001 fiscal year, the funding level increased to $71,000. The Museum received a funding increase to $76,000 for 2007 and 2008. From 2009 through 2011, funding was provided at $144,336. Funding was increased to $169,336 in 2012 to provide additional funding for the Pompeiian Villa. City funding, along with funding from Lamar State College-Port Arthur and the Port Arthur Historical Society, provides the operating budget of the Museum. This resolution provides support of$166,336. Budgetary Effect Funds are provided in the 2014-2015 proposed budget to provide for the $166,336 support of the Museum, Hotel Occupancy Tax Account 140-1405-551.59-00, Project M97904. Summary I recommend that the City Council adopt Proposed Resolution 18625, approving a contract between the City, Lamar State College — Port Arthur and the Port Arthur Historical Society for the purpose of funding the Museum of the Gulf Coast for the 2014-2015 fiscal year in the not-to-exceed amount of$166,336. P. R. NO. 18625 DHE 10/06/14 RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF PORT ARTHUR, LAMAR STATE COLLEGE-PORT ARTHUR AND THE PORT ARTHUR HISTORICAL SOCIETY FOR THE PURPOSE OF FUNDING THE MUSEUM OF THE GULF COAST FOR THE 2014-2015 FISCAL YEAR, IN THE NOT-TO-EXCEED AMOUNT OF $166,336.00. HOTEL OCCUPANCY TAX ACCOUNT NO. 140-1405-551.59-00,M97904 WHEREAS, the City Council recognizes that the Port Arthur Historical Society and the operation of the historic museum known as the Museum of the Gulf Coast are valuable assets in the community and serve a valid public purpose; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager is authorized to execute the contract attached hereto as Exhibit "A" on behalf of the City of Port Arthur with the Port Arthur Historical Society and Lamar State College- Port Arthur providing funding for a portion of the operating budget of the Museum of the Gulf Coast; and THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of October, 2014, AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Mayor ATTEST: Sherri Bellard, City Secretary C- APPROVED AS TO FORM: //gL Val Tizeno, City Attor y APPROVED FOR ADMINISTRATION: John A. Comeaux, P.E., Interim City Manager APPROVED AS TO AVAILABILITY OF FUNDS: ii_ 1 Deborah Echols, Finance Director iF. Z:finance/resolutions/museum Exhibit "A" THE STATE OF TEXAS * KNOW ALL MEN BY THESE PRESENTS; COUNTY OF JEFFERSON * AGREEMENT THIS AGREEMENT, made and entered into at Port Arthur, Jefferson County, Texas, between the PORT ARTHUR HISTORICAL SOCIETY (the "SOCIETY"), non-profit corporation, LAMAR STATE COLLEGE-PORT ARTHUR ("STATE COLLEGE") and the CITY OF PORT ARTHUR, TEXAS (the "CITY"), a municipal corporation; WITNESSETH: WHEREAS, the SOCIETY owns the building located at 700 Procter Street in the City of Port Arthur, Texas, for the operation of an historical museum known as THE MUSEUM OF THE GULF COAST (the "MUSEUM"), with a purpose to collect, preserve, protect and display the history of Port Arthur and the Gulf Coast; and WHEREAS,the SOCIETY, STATE COLLEGE, and the CITY, in recognizing the importance of said museum and the benefits to be derived therefrom by patrons of the SOCIETY, the students, faculty, and staff of the STATE COLLEGE, and the citizens and visitors to the preservation of the history of the CITY and economic development of downtown have jointly resolved to enter into an agreement to provide operating funds for said facility; and WHEREAS, the CITY has agreed to provide operating funds for the MUSEUM for the fiscal year in a sum not-to-exceed $166,336 said appropriation having been included in the CITY budget for the 2014-2015 fiscal year; and WHEREAS, the remainder of the operating funding will be provided jointly by the SOCIETY and STATE COLLEGE. NOW THEREFORE, in consideration of the mutual promises, covenants and agreements herein set forth, it is agreed between the parties as follows: THAT the SOCIETY agrees to operate the facility known as the MUSEUM for the benefit of the STATE COLLEGE, the CITY and the public with the operating funds for fiscal year 2014-2015 being provided jointly by the SOCIETY, STATE COLLEGE, and the CITY and any other entities or persons that agree to provide a portion of said funds. THAT, the CITY agrees to fund the SOCIETY a sum not-to-exceed $166,336 for the 2014- 2015 fiscal year (October 1, 2014 through September 30, 2015), provided however, said sum shall be reduced if any other entities or persons in addition to the CITY, the SOCIETY and STATE COLLEGE agree to provide a portion of said operating costs. THAT, the SOCIETY hereby agrees to use the funds payable hereunder from the CITY in accordance with the budget attached hereto and incorporated herein as Exhibit "A-1" and said funds shall be used only for public purposes. THAT, the SOCIETY shall keep books of account on all MUSEUM expenses and revenues and shall submit a financial report to the CITY reflecting all receipts and disbursements by the SOCIETY to operate the MUSEUM. THAT the City Manager or his designated representative shall have, upon reasonable notice, the right to inspect all books and records of the SOCIETY. THAT upon termination of the operation of the MUSEUM or dissolution of the SOCIETY, the SOCIETY shall deliver to the CITY all funds paid under this contract that have not been expended in accordance with this contract. Signed and agreed to on the day of , 20 . PORT ARTHUR HISTORICAL SOCIETY By: Sam Monroe, President Signed and agreed to on the day of , 20 . CITY OF PORT ARTHUR, TEXAS By: John A. Comeaux, P.E., Interim City Manager Signed and agreed to on the day of , 20 . LAMAR STATE COLLEGE -PORT ARTHUR By: President MUSEUM OF THE GULF COAST Operating Budget 2014-2015 2013-2014 2014-2015 SALARIES $ 267,738 $ 267,738 Professional Staff 122,150 Classified Employees 54,390 Student Employees 9,500 Benefits(ins.,retirement, 59,698 sick leave,vacation) Security Personnel 22,000 UTILITIES Electricity 62,000 62,000 Natural Gas 2,500 2,500 Telephone 4,200 4,200 Water/Sewer Service 2,100 2,100 Web Page 400 400 INSURANCE Building and General Liability 50,000 56,271 BUILDING MAINTENANCE AC Cooling Tower Supplies/Maintenance 4,500 4,500 Elevator Service 5,400 5,400 Grounds/Contract Labor 1,100 1,100 Pest Control 250 250 Security Alarm 2,800 2,800 MISCELLANEOUS EXPENSES Advertising/Public Relations 8,300 8,300 Audit Expense 9,300 9,300 Conservation Supplies 1,500 1,500 Contingency Allowance 2,000 2,000 Contract Labor 12,000 12,000 Education Coordinator 25,000 25,000 Exhibit Expense 4,000 4,000 Expendable Supplies 2,500 2,500 Goodwill/Volunteer Expense 1,000 1,000 Institutional Memberships 1,000 1,000 Maintenance and Operations 2,000 2,000 Office Supplies 3,500 3,500 Postage 2,500 2,500 Printing 3,500 3,500 Programming 12,000 12,000 Shipping 2,700 2,700 Travel 500 500 Traveling Exhibits 7,500 7,500 TOTAL EXPENSES $ 503,788 $ 510,059