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HomeMy WebLinkAbout26-03 RESOLUTION• RESOLUTION NO. 26-03 A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE AND THE DOWNTOWN DICKSON ENHANCEMENT PROJECT (DDEP) IN AN AMOUNT NOT TO EXCEED TWENTY THOUSAND DOLLARS ($20,000.00) TO PROVIDE PLANNING, DESIGN, AND ECONOMIC DEVELOPMENT SERVICES. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract between the City of Fayetteville and the Downtown Dickson Enhancement Project (DDEP) in an amount not to exceed Twenty Thousand Dollars ($20,000.00) to provide planning, design, and economic development services through June 30, 2003. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 18th day of February, 2003. • r ATTEST: By: AO- SONDRA SMITH, City Clerk APPROVED: By: • • CITY OF FAYETTEVILLE CON'T'RACT FOR SERVICES This Agreement is entered into on this 1" day of January 2003, between the City of Fayetteville, hereinafter known as the "City" and Downtown/Dickson Enhancement Project, Inc , hereinafter known as "DDEP," an Arkansas not-for-profit corporation. WHEREAS preserving and enhancing the historic core of the City benefits Fayetteville through increased tax revenue and an exceptional quality of life WHEREAS the City has determined that a public need exists for safe and inviting pedestrian linkages between downtown Fayetteville commercial, civic and residential areas more specifically illustrated by the DDEP areas shown in Exhibit A WHEREAS DDEP has developed an organization to develop and implement a master plan to enhance and promote the vitality, further development and marketing the Downtown/Dickson area. NOW, THEREFORE in consideration of the mutual covenants contained herein, the City and DDEP agree as follows 1. This agreement will begin on the date first written above. 2 Downtown/Dickson Enhancement Project, Inc. (DDEP) agrees to perform the following services for the City of Fayetteville. a. Develop and submit to the Fayetteville Planning Commission and the City Council a plan to aid and assist city planning staff in the development of priority and design for streetscape and sidewalks throughout the DDEP district. The first draft will be submitted to the Commission on or before April 15th of this year. Ongoing work will include coordination with city planning staff to fully develop these standards and recommendations. b. At the City's request, find or investigate possible grant and other funding sources to implement streetscape enhancements, stimulate economic development and support mutual goals for the described area c. Submit all grant applications to the City for City approval, which require matching City funds, or require future City funding for maintenance or operation expenses prior to submitting the grant application to the granting agency. • • • d Serve on the task force to assist the City Planning Division with a project to amend the existing zoning code and develop standards and guidelines for downtown Fayetteville. (Downtown Zoning Study). A report from this task force will be a joint effort between the city planning staff and DDEP. Said report will be furnished to the council donor before June 1" of this year e. Serve on the Walton Arts Center's Cultural Development Plan Committee to develop a Cultural District for Northwest Arkansas. f Research and facilitate plans to merge and expand existing Improvement Districts within the DDEP district or form a Master Improvement District, or other entity appropriate for providing long- term funding for improvements within the district. g. Assist in maintaining the economic vitality of the DDEP district by actively assisting existing business in customer and tenant retention, promoting the area to potential new business tenants and tracking commercial business activity and turnover within the district A report detailing promotion activities such as website development, newsletters, promotion films, marketing contacts and a summary of business activity in the district will be presented to the council on June 1" of this year. 3. DDEP agrees to provide written reports to the City twice a year that describes the activities undertaken during the preceding period on the services pursuant to paragraph 2, or as requested. 4. To make available all records for review by the City and City auditors as requested. DDEP agrees to comply with the Arkansas Freedom of Information Act as applicable. 5. For the purpose of the Agreement, the Project Coordinator for the City will be the City Urban Development Director or his/her successor or designee. The Project Coordinator for DDEP will be Executive Director Bootsie Ackerman or her successor or designee. Communications pertaining to this agreement will be through the respective Project Coordinators for the City and DDEP. 6. DDEP will hold harmless, defend, and indemnify the City, from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the performance or nonperformance of the services or subject matter of this agreement. 7. Budget. The City agrees to pay $20,000 for services rendered for a six month period through June 301,2003. The City Council has committed to a review of additional funding for the calendar year 2003. Such review will occur at • • • • the first council meeting in June of this year. The amounts paid for services in future budget years are dependent on the amounts appropriated by City Council for each budget year. 8. DDEP will render to the City, a request for Payment at the end of each month and the City will pay the invoice within thirty days of receiving the invoice in the City's Accounting Division. IN WITNESS WHEREOF, we have hereunto set our hands on the date first written above. Downtown/Dickson E ancement Project, Inc. President Attest`cd Attested By: • 6 NAME OF FILE: CROSS REFERENCE: Resolution No. 26-03 Document • NOTES: 1 02/18/03 Res. 26-03 w/Contract for Services 2 02/06/03 Staff Review Form w/attachment 2/5/03 memo to mayor/city council copy of contract 3 02/25/03 memo to Hugh Earnest NOTES: FAYETTEdi LLE THE CITY OF FAYETTEVUIE ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Hugh Earnest Chief Administrative Officer From: Clarice Buffalohead-Pearman City Clerk Division Date: February 25, 2003 Re: Res. No. 26-03 Attached are executed copies of the above resolution and the contract approving with Downtown Dickson Enhancement Project (DDEP) to provide planning, design and economic development services. The original contract will be microfilmed and filed with the city clerk's office. If anything else is needed please let the clerk's office know. /cbp Nancy Smith, Internal Auditor t1 • X •Agenda Request _ Contract Review Grant Review STAFF REVIEW FORM =For the Fayetteville City Council meeting of February 18.2003 FROM: Hugh Earnest Administration Name Division at citeultse_ YQ�cc.�a -4-49 di" 1, Department ACTION REQUIRED: Approval of a Contract with Downtown Dickson Enhancement Program for a six month period with a progress report due to City Council during the fust meeting in lune 2003. COST TO CITY: $ 2 U, 000 Cost of this Request /010. 6 6Q .C73Y.Oo Account Numbcr Project Number BUDGET RE Budget Manager $ 20, Doo Category/Project Budget $ D Funds Used to Date $ 20, 000 Remaining Balance /Budgeted Item Category/Project Name Program Name Fund Administrative Services Director Budget Adjustment Attached CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: -144511,2_--7 liceja3 unting Manager Date ty ttomey Date AtolOS Purchasing Officer Date ADA Coordinator STAFF RECOMMENDATION: Approval of the Resolution and Budget Adjustment Date Cross Reference Date New Item: Yes No Prey Ord/Res #: Orig Contract Date: Division Head strative Services Director Mayor Date /0.3 Date 2_ L-0� Date 21643 Date • Page 2 STAFF REVIEW FORM • Description Meeting Date Comments: Budget Coordinator S 20/670 f4'd G Reference Comments: Lvr° st..,.t, a m' ov t- or i:? nroor4y IASrelemr rfS Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor 1 AD 57.-e-vc r . AYETTEPILLE ' THE CRY OF FAYETTEVILLE, ARKANSAS • Date: February 5, 2003 To: Mayor and City Council From: Hugh Earnest Chief Administrative Officer Subject: DDEP Contract Background For the past several years the City has supported the efforts of the Downtown Dickson Enhancement Program through a yearly purchase of services from the organization. This particular non-profit organization was organized as a dues paying group with the specific purpose of developing and enhancing a wide range of activities in and around the Dickson Street corridor. The most visible activity has been the ongoing re -construction and improvement of Dickson Street. The group has also been active in promotions associated with this important part of downtown Fayetteville. Current Situation Representatives from the DDEP Board and the City have met and worked out a proposed lease that addresses the concerns raised during the City budget process in December. It is clearly understood by DDEP that the group will focus on grants (with prior notification to the City), assist in the merger of existing improvement districts or the creation of a new district and, in more general terms, continue to serve as a catalyst for continued development in its target area. Recommendation The contract, as proposed, is for six months with a report on progress to the City Council required the first meeting in June 2003. We recommend that the Council approve the contract as submitted. 113 WEST MOUNTAIN 72701 473621.7700 FAX 473676-0257 • • • • CITY OF FAYETTEVILLE CONTRACT FOR SERVICES This Agreement is entered into on this la day of January 2003, between the City of Fayetteville, hereinafter known as the "City" and Downtown/Dickson Enhancement Project, Inc., hereinafter known as "DDEP," an Arkansas not-for-profit corporation. WHEREAS preserving and enhancing the historic core of the City benefits Fayetteville through increased tax revenue and an exceptional quality of life. WHEREAS the City has determined that a public need exists for safe and inviting pedestrian linkages between downtown Fayetteville commercial, civic and residential areas more specifically illustrated by the DDEP areas shown in Exhibit A. WHEREAS DDEP has developed an organization to develop and implement a master plan to enhance and promote the vitality, further development and marketing the Downtown/Dickson area. NOW, THEREFORE, in consideration of the mutual covenants contained herein, the City and DDEP agree as follows: 1. This agreement will begin on the date first written above. 2. Downtown/Dickson Enhancement Project, Inc. (DDEP) agrees to perform the following services for the City of Fayetteville. a. Develop and submit to the Fayetteville Planning Commission and the City Council a plan to aid and assist city planning staff in the development of priority and design for streetscape and sidewalks throughout the DDEP district. The first draft will be submitted to the Commission on or before April 15th of this year. Ongoing work will include coordination with city planning staff to fully develop these standards and recommendations. b. At the City's request, find or investigate possible grant and other funding sources to implement streetscape enhancements, stimulate economic development and support mutual goals for the described area. c. Submit all grant applications to the City for City approval, which require matching City funds, or require future City funding for maintenance or operation expenses prior to submitting the grant application to the granting agency. d. Serve on the task force to assist the City Planning Division with a project to amend the existing zoning code and develop standards and guidelines for downtown Fayetteville. (Downtown Zoning Study). A report from this task force will be a joint effort between the city planning staff and DDEP. Said report will be furnished to the council donor before June 1" of this year. e. Serve on the Walton Arts Center's Cultural Development Plan Committee to develop a Cultural District for Northwest Arkansas. f. Research and facilitate plans to merge and expand existing Improvement Districts within the DDEP district or form a Master Improvement District, or other entity appropriate for providing long- term funding for improvements within the district. g• Assist in maintaining the economic vitality of the DDEP district by actively assisting existing business in customer and tenant retention, promoting the area to potential new business tenants and tracking commercial business activity and turnover within the district. A report detailing promotion activities such as website development, newsletters, promotion films, marketing contacts and a summary of business activity in the district will be presented to the council on June 1" of this year. 3. DDEP agrees to provide written reports to the City twice a year that describes the activities undertaken during the preceding period on the services pursuant to paragraph 2, or as requested. 4. To make available all records for review by the City and City auditors as requested. DDEP agrees to comply with the Arkansas Freedom of Information Act as applicable. 5. For the purpose of the Agreement, the Project Coordinator for the City will be the City Urban Development Director or his/her successor or designee. The Project Coordinator for DDEP will be Executive Director Bootsie Ackerman or her successor or designee. Communications pertaining to this agreement will be through the respective Project Coordinators for the City and DDEP. 6. DDEP will hold harmless, defend, and indemnify the City, from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the performance or nonperformance of the services or subject matter of this agreement. 7. Budget. The City agrees to pay $20,000 for services rendered for a six month period through June 30',2003. The City Council has committed to a review of additional funding for the calendar year 2003. Such review will occur at • • the first council meeting in June of this year. The amounts paid for services in future budget years are dependent on the amounts appropnated by City Council for each budget year. 8. DDEP will render to the City, a request for Payment at the end of each month and the City will pay the invoice within thirty days of receiving the invoice in the City's Accounting Division. IN WITNESS WHEREOF, we have hereunto set our hands on the date fust written above. Downtown/Dickson E ancement Project, Inc. , President Attested By: