HomeMy WebLinkAbout54-09 RESOLUTIONRESOLUTION NO. 54-09
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT
OF $38,500.00 TO FUND AN ECONOMIC DEVELOPMENT
"FAYETTEVILLE FORWARD" SUMMIT AND TO APPROVE
A LETTER AGREEMENT WITH THE UNIVERSITY OF
ARICANSAS SAM M. WALTON COLLEGE OF BUSINESS TO
FACILITATE THE "FAYETTEVILLE FORWARD" SUMMIT
FOR $17,500.00.
NOW, 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
budget adjustment of $38,500.00 to fund an economic development "Fayetteville Forward"
summit and to approve a letter agreement with the University of Arkansas Sam M. Walton
College of Business to facilitate the "Fayetteville Forward" summit for $17,500.00.
PASSED and APPROVED this 3rd day of March, 2009.
APPROVED:
ATTEST:
By:
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SONDRA E. SMITH9
, ity C erk/Treasurer
10 February 2069
City of Fayetteville
Mayor Lioneld Jordan
This document is to serve as a letter of agreement between the City of Fayetteville and the University of
Arkansas Sam M. Walton College of Business Center for Management and Executive Education (Exec Ed),
with regard to retaining Exec Ed to provide services for the Fayetteville Forward Summit. Please sign and
retum one copy of this letter if it does indeed serve as an appropriate statement of the arrangement between
US.
This agreement contains five parts: •
1. Summit definition and schedule
2. Nature of City of Fayetteville and ExecEd collaboration
3. Program Logistics and Arrangements
4. Commercial and Preparatory issues
5. Intellectual Property
1. Workshop Definition and Schedule
ExecEd is retained to provide facilitation for the Fayetteville Forward Summit on April 2 and 3, 2009.
Additional dates can be added for the same dollar amount per date if agreed upon by both parties.
Facilitation will be conducted by Bliss Browne, Imagine Chicago, Chicago, IL, pre -approved by the Center for
Applied Sustainability and the City of Fayetteville in prior conversation.
2. Nature of City of Fayetteville and Exec Ed Work
Exec Ed will assist in summit design and development of summit materials and provide facilitation through
the preparation and delivery of all lectures, provision of instructional and case materials used, as well as
relevant review and summary.
3. Program Logistics and Arrangements
The City of Fayetteville will be responsible for:
> Facility rental
> Meals/Breaks
> Promotion of the event
> Event registration
Exec Ed will be responsible for:
1.= Contracting facilitator and facilitator travel
> Materials for the event
> Assistance in Summit design and delivery
4. Commercial and Preparatory Issues
For the above-described work, the City of Fayetteville agrees to compensate Exec Ed in the amount of
$17,500 for Fayetteville Forward Summit. .
Pagel o12
4
Included in the $17,500 fee:
> Summit facilitation
> Summit materials
Summit documentation and article reprint permissions
> Assistance in Summit design and delivery
Workshop Cancellation
Should the City of Fayetteville cancel the program within 14 days or less of the scheduled date, the City of
Fayetteville shall pay Exec Ed for professional development costs incurred in preparation for the course
delivery and any out-of-pocket costs (travel) incurred after due efforts to obtain reimbursement. Appropriate
paperwork and receipts shall support all expenses presented for payment.
The payment of the professional fee plus reimbursement for out-of-pocket expenses shall be made to Exec
Ed within 30 calendar days of the end of each course, upon receipt of detailed payment request from Exec
Ed
5. Intellectual Property
The City of Fayetteville and Walton College agree that all rights, title and interest to the course materials,
including rights to any trademarks, patents or copyrights, shall vest jointly in the City of Fayetteville and
Walton College. The Parties agree not to disclose the course materials to any third parties without the prior
written consent of the other Party. Walton College agrees that it will not use the course materials developed
for the City of Fayetteville for any purpose other than those set forth in this Agreement and will not disclose
information, concepts, ideas or other material whatsoever disclosed to it by the City of Fayetteville.
Furthermore, all material provided to Walton College by the City of Fayetteville will be maintained by Walton
College in complete confidence and be used solely for the purpose of creating course materials for the
benefit of the City of Fayetteville. Notwithstanding the foregoing, the City of Fayetteville acknowledges that
Walton College may use generic or pre-existing intellectual property not obtained from or specifically
developed for the City of Fayetteville for use in developing the course materials, and that Walton College
retains all rights for future use and development of such generic or pre-existing intellectual property.
6. Indemnity & Insurance
tinder Arkansas law, the University of Arkansas may not enter into a covenant or agreement to hold a party
harmless or to indemnify a party from prospective damages. However, with respect to loss, expense,
damage, hability, claims or demands, either at law or in equity, for actual or alleged personal injuries or
property damage arising under the Agreement by the University and its employees, agents, or
subcontractors, University agrees with the City of Fayetteville that: (1) it will cooperate with the City of
Fayetteville in the defense of any action or claim brought against the City of Fayetteville seeking the
foregoing damages or relief; (2) it will in good faith cooperate with the City of Fayetteville should the city of
Fayetteville present any claims or the foregoing nature against the University to the Claims Commission of
the State of Arkansas; (3) it will not take any action to frustrate or delay the prompt hearing on claims of the
foregoing nature by the Claims Commission and will make reasonable efforts to expedite hearing; provided,
however, University reserves its right to assert in good faith all claims and defenses available to lt in any
proceeding in the Claims Commission or other appropriate forum.
By affixing their signatures as provided below, the City of Fayetteville indicate their acceptance of the terms
of this agreement.
Date: 12 February 2009
By
pate:
Theres W. Stiefer Name
Director, Executive Education Title
Sam M. Walton College of Business Organization
/,649
Page 2 of 2
p•
Phase 1
Moving ....Vartteviga-71-9rwarcl
Fayetteville Forward - Economic Development Summit
Summit Events
Discovering the Dream
There are 3 opportunities for participation in Phase 1 of the summit.
Citizens can chose a session that works with their schedule.
Tuesday - March 31,2009 6:00 p.m. - 9:00 p.m. Town Center
Thursday - April 2, 2009 6:00 p.m. - 9:00 p.m. Town Center
Friday - April 3, 2009 9:00 a.m. - 4:00 p.m. UA Global Campus
Phase 2 Design and Deploy
Saturday - April 4, 2009 8:00 a.m. - 5:00 p.m. UA Global Campus
Fayetteville Forward Social
Friday, April 3, 2009
Hosted by the Fayetteville Public Library
6:00 p.m.
- 8:00 p.m.
To register or for more information about the Fayetteville Forward Summit go to the event web site at:
http://fayettevilleforward.accessfayetteville.org
Steering Committee Members
Meetings Fri. - Feb. 20 3:30 p.m. - 5:00 p.m. Room 219, City Hall
Wed. Mar. 4 3:30 p.m. - 5:00 p.m. FPL - Walker Room
Wed. Mar. 25 3:30 p.m. - 5:00 p.m. FPL - Walker Room
Summit Events are listed above. Some Steering Committee members will
need to be at each Phase 1 event and all will need to be present at the
Phase 2 event.
Responsibilities: Steering Committee members will be responsible for assist-
ing in defining the goal and areas of focus for the summit. They will perform
interviews and recruit committed summit participants.
you
Steering
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CC Agenda Request
Exhibit C
ettevill
,rWair
02/13/2009
The Fayetteville Forward summit is about more than economic developrnent. It is an open, inclusive,
participatory event that elicits the best ideas and heartfelt desires for the community, building on
existing work, and connecting these efforts to create a compelling vision for the future of our com-
munity. The result of this summit will lay the foundation for economic development - moving the City
of Fayetteville Forward for a sustainable future.
What makes Fayeffeville Forward different from other participatory events?
The Fayetteville Forward (FF) summit does not seek to reinvent the wheel or duplicate previous work.
Instead, the FF summit seeks to build on and connect previous work including City Plan 2025, the Eva
Klein study, UACDC Light Rail study, and others. Participants in the summit will create action steps
through collaborative exercises so that implementation can begin immediately. The end product
will be a detailed economic development plan and time line through 2012.
How will we get from here to there...and beyond?
,Through a two phase process - Phase 1 - Discover and Dream, and Phase 2- Design and Deploy.
Discover A community must understand what makes it strong if it is to participate effectively in
decisions that affect local livelihoods. The Discover phase seeks to generate stories, to enrich the im-
ages and inner dialogue among stakeholders, and to bring the positive core more fully into focus.
The results of Discovery include:
• The formation of new relationships and alliances, that bridge across traditional barriers.
• City-wide sharing and learning from stories of best practices, innovations and exemplary actions.
• Greatly enhanced city knowledge and collective wisdom.
Dream: The Dream phase is an energizing exploration of "what might be" - a time for people to
explore their hopes and dreams for their community. It is a time for groups of people to engage in
thinking big, thinking out of the box, and thinking beyond the limitations of the past
The intent of the Dream phase is to identify and spread generative, affirmative, and hopeful images
of the future. Collaborative discussions of stakeholders explore:
• Creative images of the organization's most positive potentials.
• Innovative strategic visions.
• An elevated sense of purpose.
Design: With a positive vision in place and a recognition of the strengths the community can bring
to bear to achieve that vision and make it a reality, it is time to begin the design phase. What must
the community do to achieve the vision? Are there initiatives that need to be launched? Are there
priorities that emerge in terms of funding? Is the infrastructure in place? What needs to be cre-
ated?
Deploy: In this phase, goals and time lines are attached to the vision and the design. Who will be
responsible for specific action steps. This is where the rubber meets the road so to speak. What are
the priorities of the community? What are the metrics for success?
What can we expect to achieve at the Fayetteville Forward Summit?
• A compelling vision. • Alignment of key stakeholders around the vision.
• A set of initiatives designed to support the vision. • Action items.
CC Agenda Request
Item
Exhibit D 02/13/2009
yettevil
...areAtvezem
Proposed Budget - February 13, 2009
Summit Facilitation & Event Materials
Room Rental
UACEd
Town Center
Summit - Lunch
Summit - Breakfast & Snacks
Evening Social - Apr 3 (Friday)
Evening Discover/Dream Phase - Mar 31
Evening Discover/Dream Phase - Apr 2
Advertising
Utility Bill Inserts
PSA provided to other stations
Flyers/Postcards/ Handouts
Total
In -House Items
Project Planning & Coordination
Publicity & Advertising Design Work
Event Website Design & Maintainence
Public Service Announcement Production
Event Taping
$ Amount
NOTES
17,500 FacilitatorAgreement w/ UA CMED
2,200
1,500
Friday 4/3 & Saturday 4/4
Tuesday 3/31 & Thursday 4/2
5,000 Friday 4/3 & Saturday 4/4
2,500 beverages & snacks for daily events
3,000 at FPL - hors d'oeuvre & beverages
1,000
1,000
Tuesday
Thursday
3,750
50 for disc & tapes provided to other stations
1,000
38,500
JMcQuade
2/73/09
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2009
Department: General Government
Division: Miscellaneous
Program: Miscellaneous
Date Requested
2/13/2009
Adjustment Number
Project or Item Added/Increased:
$38,500 in the Economic Development Funds capital
project.
Project or Item Deleted/Reduced:
$38,500 from the Designated Unreserved Fund Balance
account earmarked for Economic Development (Wilson
Springs).
Justification of this Increase:
The funding is for the development of a Economic
Development forum.
Justification of this Decrease:
Currently the Economic Development Fund has
$1,072,790.66.
Increase Budget
Account Name Account Number Amount Project Number
Contract Services
Account Name
1010 6600 5315 00 38,500 08050 0901
Decrease Budget
Account Number Amount Project Number
Use Of Designated Fnd Bal 1010 0001 4999 98 38,500 08050 0901
Approval Signatures
udget Director
r ent Pirector
2-- ft
Date
2 71 -0
Date
z/(y-o,
Date
O. • 2- )1 -09
Fmanc irector
Date
Budget & Research Use Only
Type: A B C E
General Ledger Date
Approval Date
Posted to General Ledger '
Posted to Project Accounting
Initial Date
Initial Date
Initial Date
Don Marr
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
3/3/2009
City Council Meeting Date
Agenda Items Only
Division
Action Required:
Administration
Department
z
Approve a budget adjustment and resolution appropriating $38,500 to fund an Economic Development "Fayetteville
Forward" Summit. Also authorize Mayor Jordan to execute a letter of agreement with the University of Arkirisas Sam
M. Walton College of Business Center for Management and Executive Education to provide services relatedlo the
summit.
Cost of this request
1010 6600 5315 00
Account Number
08050-0901
Project Number
Budgeted Item
Category / Project Budget -
Economic Development
Program Category / Project Name
Funds Used to Date Program / Project Category Name
General
Remaining Balance Fund Name
Budget Adjustment Attached
p /Director
Don Marr
Ccity-AtErie7
•
2/13/2009 Previous Ordinance or Resolution #
Date
Original Contract Dale:
Original Contract Number:
2--13-oq
Date
2 -11-09
nce and Internal Services Director Date
ef Staff
Mayor
Date
/to
Received in
Mayor's Office
ln21)
Comments:
Revised January 15,2009
RESOLUTION NO.
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT
OF $38,500.00 TO FUND AN ECONOMIC DEVELOPMENT
"FAYETTEVILLE FORWARD" SUMMIT AND TO APPROVE A
LETTER AGREEMENT WITH THE UNIVERSITY OF ARKANSAS
SAM M. WALTON COLLEGE OF BUSINESS TO FACILITATE
THE "FAYETTEVILLE FORWARD" SUMMIT FOR $17,500.00
NOW, 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
budget adjustment of $38,500.00 to fund an economic development "Fayetteville Forward"
summit and to approve a letter agreement with the University of Arkansas Sam M. Walton
College of Business to facilitate the "Fayetteville Forward" summit for $17,500.00.
PASSED and APPROVED this 17'h day of February, 2009.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E SMITH, City Clerk/Treasurer
Wardle
To: City Council
Thru: Mayor Lioneld Jordan
From: Don Marr
Date: February 13, 2009
RE: Approving a budget adjustment in the amount of $38,500.00 to fund an Economic
Development "Fayetteville Forward" Summit and a Letter of Agreement with the University of
Arkansas Sam M. Walton College of Business Center for Management and Executive Education.
Background
The City Council authorized a Letter ofAgreement with the University of Arkansas Technology
Development Foundation (UATDF) for a $75,000 cost -share in the preparation of Phase One of
an Economic Development Strategic Plan on August 19, 2008. This request is to allow a budget
adjustment to fund the next recommended step - a full citizen input and vetting of the prior study
for development of an action plan.
During the August 19th meeting there was discussion about the importance of using local
knowledge, resources and city staff to coordinate such projects, instead of bringing in outside
consultants. Additionally, Mayor Jordan promised during his campaign for Mayor that he would
work to establish a detailed economic development plan within the 1st quarter of his term, and
the final recommendation forwarded by the Economic Development Sub -Committee of the
Mayor's Transition Team recommended that Mayor Jordan hold an economic development
summit in order to build upon the Eva Klein report and to gauge the public's reaction to the
recommendations contained in that report. Since that time, Governor Mike Beebe and the
Arkansas Economic Development Commission have released the state's Strategic Plan for
Economic Development, which has as one of its principles meeting the special needs and taking
advantage of the extraordinary assets of various areas of the state. It will be to our advantage to
have our own economic development strategy and community vision that draws on these
documents.
With the above ideas in mind, the City is coordinating a multi -day economic development
summit called "Fayetteville Forward." The process being used for the summit - called
Appreciative Inquiry - was recommended by Mayor Jordan's Transition Team because this
process results in actions to be taken and implementation steps outlined by the end of the
summit - not to be developed months later - and this process has been used at the University of
Arkansas for various industries and governmental entities.
Discussion
The Fayetteville Forward summit is about more than economic development. It is an open,
inclusive, participatory event that elicits the best ideas and heartfelt desires for the community,
building on existing work, and connecting these efforts to create a compelling vision for the
future of our community. The result of this summit will lay the foundation for economic
development - moving the City of Fayetteville Forward for a sustainable future.
What makes Fayetteville Forward different from other participatory events?
The Fayetteville Forward (FF) summit does not seek to reinvent the wheel or duplicate previous
work. Instead, the FF summit seeks to build on and connect previous work including City Plan
2025, the Eva Klein study, UACDC Light Rail study, Governor Beebe's Strategic Plan for
Economic Development, and others. It will be open to every resident of our comthunity.
Participants in the summit will create action steps through collaborative exercises so that
implementation of an economic development plan can begin immediately. The end product
will be a detailed economic development plan and time line which can be utilized through
2012.
A professional facilitator with experience in the recommended process leads the Mayor to
consider the Letter of Agreement with the University of Arkansas Sam M. Walton College of
Business Center for Management and Executive Education as a continuation of partnership
efforts with the University.
City staff will coordinate the summit, including all logistics and publicity, and will continue to
work in partnership with the University of Arkansas in designing the summit agenda and related
activities. The cost for internal project management will be a less than if outside consultants were
hired to manage the project.
A budget adjustment (Exhibit A), the Letter of Agreement with the University of Arkansas Sam
M. Walton College of Business Center for Management and Executive Education (Exhibit B), a
Fayetteville Forward Summit overview (Exhibit C), and proposed budget (Exhibit D) are
attached for your review.
Recommendation
Approve a budget adjustment in the amount of $38,500.00 ($35,000.00 with a $3,500.00
contingency) to fund an Economic Development "Fayetteville Forward" Summit and authorize
the Mayor to execute a Letter of Agreement with the University of Arkansas Sam M. Walton
College of Business Center for Management and Executive Education for summit related
services.
Clarice Pearman - Original Letter Agreement
From:
To:
Date:
Subject:
Clarice Pearman
Marry Don
3.4.094:21 PM
Original Letter Agreement
Page 1 of 1
Don:
Do you have the original letter agreement with Sam Walton Business College approve for the summit? I need the original to
get the mayor's signature please. Let me know the status. Have a good evening.
Thanks.
Clarice
file://CADocuments%20and%20Settings\cpearman.000\Local%20Settings\Temp\XPgrpwise\49AEAA8EF 3.4.09
10 February 2009
City of Fayetteville
Mayor Lioneld Jordan
This document is to serve as a letter of agreement between the City of Fayetteville and the University of
Arkansas Sam M. Walton College of Business Center for Management and Executive Education (Exec Ed),
with regard to retaining Exec Ed to provide services for the Fayetteville Forward Summit. Please sign and
return one copy of this letter if it does indeed serve as an appropriate statement of the arrangement between
us.
This agreement contains five parts:
1. Summit definition and schedule
2. Nature of City of Fayetteville and ExecEd collaboration
3. Program Logistics and Arrangements
4. Commercial and Preparatory issues
5. Intellectual Property
1. Workshop Definition and Schedule
ExecEd is retained to provide facilitation for the Fayetteville Forward Summit on April 2 and 3, 2009.
Additional dates can be added for the same dollar amount per date if agreed upon by both parties.
Facilitation will be conducted by Bliss Browne, Imagine Chicago, Chicago, IL, pre -approved by the Center for
Applied Sustainability and the City of Fayetteville in prior conversation.
2. Nature of City of Fayetteville and Exec Ed Work
Exec Ed will assist in summit design and development of summit materials and provide facilitation through
the preparation and delivery of all lectures, provision of instructional and case materials used, as well as
relevant review and summary.
3. Program Logistics and Arrangements
The City of Fayetteville will be responsible for:
D Facility rental
> Meals/Breaks
D Promotion of the event
D Event registration
Exec Ed will be responsible for:
> Contracting facilitator and facilitator travel
D Materials for the event
D Assistance in Summit design and delivery
4. Commercial and Preparatory Issues
For the above-described work, the City of Fayetteville agrees to compensate Exec Ed in the amount of
$17,500 for Fayetteville Forward Summit. .
Page 1 of 2
Included in the $17,500 fee:
> Summit facilitation
• Summit materials
S. Summit documentation and article reprint permissions
> Assistance in Summit design and delivery
Workshop Cancellation
Should the City of Fayetteville cancel the program within 14 days or less of the scheduled date, the City of
Fayetteville shall pay Exec Ed for professional development costs incurred in preparation for the course
delivery and any out-of-pocket costs (travel) incurred after due efforts to obtain reimbursement. Appropriate
paperwork and receipts shall support all expenses presented for payment.
The payment of the professional fee plus reimbursement for out-of-pocket expenses shall be made to Exec
Ed within 30 calendar days of the end of each course, upon receipt of detailed payment request from Exec
Ed.
5. Intellectual Property
The City of Fayetteville and Walton College agree that all rights, title and interest to the course materials,
including rights to any trademarks, patents or copyrights, shall vest jointly in the City of Fayetteville and
Walton College. The Parties agree not to disclose the course materials to any third parties without the prior
written consent of the other Party. Walton College agrees that it will not use the course materials developed
for the City of Fayetteville for any purpose other than those set forth in this Agreement and will not disclose
information, concepts, ideas or other material whatsoever disclosed to it by the City of Fayetteville.
Furthermore, all material provided to Walton College by the City of Fayetteville will be maintained by Walton
College in complete confidence and be used solely for the purpose of creating course materials for the
benefit of the City of Fayetteville. Notwithstanding the foregoing, the City of Fayetteville acknowledges that
Walton College may use generic or pre-existing intellectual property not obtained from or specifically
developed for the City of Fayetteville for use in developing the course materials, and that Walton College
retains all rights for future use and development of such generic or pre-existing intellectual property.
6. Indemnity & Insurance
Under Arkansas law, the University of Arkansas may not enter into a covenant or agreement to hold a party
harmless or to indemnify a party from prospective damages However, with respect to loss, expense,
damage, liability, claims or demands, either at law or in equity, for actual or alleged personal injuries or
property damage arising under the Agreement by the University and its employees, agents, or
subcontractors, University agrees with the City of Fayetteville that: (1) it will cooperate with the City of
Fayetteville in the defense of any action or claim brought against the City of Fayetteville seeking the
foregoing damages or relief; (2) it will in good faith cooperate with the City of Fayetteville should the city of
Fayetteville present any claims or the foregoing nature against the University to the Claims Commission of
the State of Arkansas; (3) it will not take any action to frustrate or delay the prompt hearing on claims of the
foregoing nature by the Claims Commission and will make reasonable efforts to expedite hearing; provided,
however, University reserves its right to assert in good faith all claims and defenses available to it in any
proceeding in the Claims Commission or other appropriate forum.
By affixing their signatures as provided below, the City of Fayetteville indicate their acceptance of the terms
of this agreement.
Date: 12 February 2009 Date:
By:
1
By
Theres W. Stiefer Name
Director, Executive Education Title
Sam M. Walton College of Business Organization
Page 2 of 2
Clarice Pearman - Res. 54-09
From:
To:
Date:
Subject:
CC:
Attachments:
Clarice Pearman •
Marr, Don
3.19.09 5:09 PM
Res. 54-09
Audit; Fell, Barbara
Audit; Fell, Barbara
Page 1 of 1
Don:
Attached is a copy of the above resolution passed by City Council regarding the letter agreement for the Fayetteville Summit. I
will forward to Budget & Research the budget adjustment for this item. Please let me know if there is anything else needed for
this item. Thank you for your assistance in getting the original signature from the University. Have a good evening.
Clarice
Clarice Buffalohead-Pearman, CMC, CAMC
City Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
c_pearman@ci.fayetteville.ar.us
•
file://CADocuments%20and%20Settings\cpearman.000\Local%20Settings\Temp\XPgrpwise\49C27C4FF... 3.19.09