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98-361OR{GINAL Presentetl By: RESOLUTION CITY OF$AINT PAUL, MINNESOTA Councii File # �X �3 � / Greensheet# 62U66 Referred To: {/ (/ CommiHee: Date t 2 3 4 s 6 ] e 9 10 it t2 13 t4 15 56 1] 18 19 20 2t � 23 24 25 � 2] 28 29 30 31 32 33 34 RESOLVED, that the proper city officiafs are authorized and directed to enter into an agreement with Hamline University for rental of facilities af Hamline University to hold graduation ceremonies for new fire fighter recruits, a copy of said agreement to be kept on file at the Department of Financial Services. Adoption Certified by Council Secretary: By: Approved by Mayor: D � , By: �� Requested by Department of: Fire and Safety Servi es By: ,yxy C C Approval Recommended by Budget Director: By: �. Fortn Approved by CiTy Attorney: By: By: to �snntwm euaenanwW4U+mex re.v:� /� Adopted by Council: Date i�_o_.,_(o �� DEPARTMENT/OFFICE/COUNCIL DATEINITIATED ��—�� v Fire and Safety Services 4/6/98 GREEN SHEET No 62066 � CONTACT PERSON & PHONE IN TUW�A"fE INRUVDn7E Dave Pieasants 228$223 1 nevaxn.+�rvroinECroR �� 4 crtrcouxca MUST BE ON COUNCIL AGENDA BY (DAl'� ❑2 crtrn,rortxer y o¢o 1B ❑cmo�nic ❑r�tuxcvasomcESOw._ ❑ FlNqNCIFL5ERV1pCCTG �MAYOR(ORA556TANi�� u TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) CT10N REQUESTED Approval of the attached Council Resolution authorizing the Department of Fire and Safety Services to enter into an agreement with Hamline University. RECOMMENDATIOM AppiOYZ (A) OT RCjfC} (R) PERSONAL SERVICE CONTRACTS MUST ANSrVERTHE FOLLOWING QUESTIONS: 1. Has this personlfirtn ever worked under a contraci for this tlepartment� PLANNING COMMISSION YES NO CIB COMMITTEE 2 Has this persoNfirm ever been a aty employee? ' CIVIL SERVICE COMMISSION YES NO 3. Does this persoMfum possess a slull not no`mally possessed hy any cuaent city empbyee? YES NO 4. Is this persoNfirm a fargetetl vendor� YES NQ Explain all yes answers on separete sheet and attach to green sheet INITIATING PROBLEM ISSUE, OPPORiUNIN (WHO, WHAT, WHEN, WHERE, WH� The Department of Fire and Safety Services wishes to rent facilities at Hamline University to hold graduation ceremonies for new fire fighter recruits June 17, 1998, and June 12, 1998. ADVANTAGES IF APPROVED �E�r��E� 4�a. 'i�;��'gs 2/;�m A formal ceremony will be held for new fire fighter recruits. �.v s.�e ,�. APR 2 4 199� �� ,� a F R o DISADVANTAGESIFAPPROVED ' None. ,� � r�� DISADVANTAGES IF NOTAPPROVED The Department of Fire and Safety Services will not have proper facilities to hold graduation cermonies. TOTAL AMOUNT OF TRANSACTION � 300.00 COST/REVENUE BUDGETED (CIRCLE ONE) YES NO VQI:lSia:� .��'',;'e�"^"f: :.^,�," a2i FUNDING SOURCE ACTIVIN NUMBER 05100 � FINANqAL INFORMATION (EXPLAIN) � 2 � g�� . 9��3�/ HAMLINE UNIVERSITY Letter of Agreement Between Hamline University And Date Prepared: Contracting Group: Contact: Address: Phone: Event Name: Date and Time: Mazch 12,1448 Department of Fue and Safety Services, City of St. Paul Dave Pleasant 100 East Eleventh S4eet St. Paul, MN 55101 612-644-9133 ofFce fax home St. Paul Fire Fighters Graduation ii�� Oit•ector of Scbe�l�: ct�z�lCorrfi , Thursday, June 11, 1998 from 2:00 to 3:00 p.m. for Reheazsal (1 hour) Friday, June 12, 1998 from 1:00 to 3:00 p.m. for Ceremony (2 hours) Friday, June 12, 1998 from 2:00 to 3:00 p.m. Receprion in Fine Arts Lobby (1 hour) FACILITY RENTAI,: Sundin Music Hall, Lobby, Green Room (no dressing room available) Fine Arts Lobby RATES: Fine Arts Lobby Sundin Music Hall: Facility Manager: EQUIPMENT: SERVICES: Ticket Sales Public Relations Recording Piano Tuning $300 for fout hour muumum $ 50 an hour for each additional hour $ 60 an hour for each hour prior to 8:00 a.m. or after 11:00 p.m. $ 8 an hour, included in rental rate Any additional equipment TBD $ 50 for two weeks of service (Innited to only 2 weeks, optional) $ 25 printing of rickets (op5onal) $ 7 an hour to staff ricket booth at event (optional) $ 10 an houz for public rela6ons services (oprional) $ 25 recording fee, includes tape (oprional) $ 80 piano hming fee (opfional) The rental rate for the above faciliries and services listed aze estimated at 300.00 . No Chazge $300.00 [ Ci�]� Additional Services: The University shall provide additional seroices, such as audio visual equipment, provided that the conhacting group has made a request to the University for such services not less than fourteen (14) days prior to the date such services Drew Hall • 1536 He�vitt Avenue, Saint Paul, M.\ Si104-1284 � 61?-523•z474 � Fae: 612-5233049 liifri?esnt,t; �i� st i nie_;s%h' m.1 TYc�drire ��fYio�?eerirt3°Sirrce I8�-f -'. _...�p"Jer.lr,:�o�t-cu•evrer��_. , : .. 9��3�� are required. There will be additional charges for services such as audio visual equipment rental and catering services {food served in addirion to cafeteria meals). SUNDIN GENERAL USE POLICIES: See attached. The contracting group agzees to abide by the Sundin Music Hall General Use Policies as outlined. CATERING SERVICES: To be detemuned Proper attire (including shirt and shoes) as well as identifica?ion will be required at all times. Participants aze not allowed to take food out of the dining hall. The con4acfing group may purchase additional guest meal passes. Azrangements for special catered funcrions must be made dicecdy with the University Catering Duector: 612-523- 2410, at least two weeks prior to the evem date. DEPOSITS: By March 27. 1998, the contracting group will rehun this signed agreement with a deposit of 7$ 5•QO• which represents a total of riventy-five percent (25%) of the estimated housing and cafeteria meals. This agreement is void if not returned by the above date with the deposit. GUARANTEES:. Hamline University does not guazantee availability of housing accommodarions, thru-line food services and/or meering facilities in excess of 105% of the guaranteed numbers. If a fmal declazarion of numbers is not given to Aamline University thirty (30) days prior to the date of the fust event, the contracting group wi116e responsible for payment of expenses for eighty percent (80%) of the estunated attendance. CANCELLATIONS: Either party may cancel this agreement under the following conditions: A. The con4acring group may cancel sixty (60} days prior to the fust date of faciliries use and receive a fifry percent (50°/a) deposit refund. If the off conuacting group cancels less than siYry (60) days prior to the check-in/registrarion time, its deposit will NOT be refunded. B. It may be necessary to relocate the meeting faciliry andfox housing accommodarion assignments made on behalf of the conhacting group, in order to best use the meeting faciliries andlor housing accommodarions that are available at Hamline University during the dates of the contracting group's event. If this is deemed necessary by the Scheduling Office, the contracting group will be norified of the changes as £az in advance as possible, and every effort will be made to fmd suitable altemative facilities. Further, Hamline University reserves the right to terminate the reservarions made on behalf of the contracting gxoup, should unforseen emergencies occur which make it inadvisable, illegal, or impossible for the contracting group to occupy particular facilities. If Hamline University fmds it necessary to tenuinate reservations made on behalf of the contracting groug, Hamline University will issue a full deposit refund to the group. BILLING: The full payment is due to Hamline University 30 days after the conclusion of the event. Any changes incurred above the written estimate of costs will be billed ixnmediately following the event. All unpaid accounts will be due no later than thirty (30) days after ffie date indicated on the bIlling statement. If the balance is not paid by the date on the fmal invo3ce a ten percent (10%) late fee will be assessed if the bill becomes ninety (90) days oveidue than the late fee will be raised to rivenry-five percent(25%). In the evem that Hamline University Y�as to incur any expenses in collecting payment from the conffacting group, the contracting group agrees to pay all of the University's cost of collection. This includes, but is not limited to, a collecrion agency fee and/or a reasonable attomey's fee. INSiIl2ANCE: The contracting shall obtain its own insurance from an outside source in the amount of no less than $ I,OOQ000. Hamline University is to be nazned as an additional insured in that policy and will receive a certificate of said insurance no less than thirty (30) days before the first date that appeazs on the contract. Failure to provide the necessary insurance documentation is grounds for canceliation of the event. INDEMNITY & DAMAGES: The contracting group aa ees that all the participants of their group are under the direct and complete supervision of the con4acting group. The mles and regularions of Hamline University wIll be adhered to and followed by all participants of said group and enforced by ffie conaacting group's leader(s). The conhacting group and the undersigned individual will be liable of any and all damages resulting from the group and 9�'�3b / its participants' and guests' use of the facilities and services of Hamline University. The contracring group and the undersigned individual will reimburse Haniline University for all the damages to faciiiries and services used by the contracting group, iYs participants, or guests. The contracting a oup and the undersigned will hold harmless Hamline University against any and all claims for loss, injury or damage to persons andlor property arising out of activities of the contracting group, its participant, or its guests. Hamline University assumes no liability for any property placed or left by the contracting group, its participants, or its guests in Hamline's facilities. SMOT�tG AND ALCOHOL: Smoking and alcohol aze not pem�itted wiflvn any meeting faciliry or residence hall at the Han�line University campus. TELEPHONES: Hamline Universiry will accept only emergency calls for the participants during the time of the conh�acting gfoup's event. The group wili designate one of its members to contact the Conference office at 612-523- 2474 during normal working hours to detemune if any such calls have been received. If there are any after hours emergencies, they must be duected to the Office of Safety and Security, which is open twenty-four houcs a day at 612-323-2100. ENTIRE AGREEMENT: This contract constitutes the complete agreement between the contracting group and Hamline Universiry and no amendment to this contract will be valid unless signed by both the contracting group and Aamiine University. CONFII2MATION: If the arrangements contained within this Letter of Agteement meet with your approval, please si� and retum the extra copy by March 27. 1998 along with the required deposit. Afrer this date, the rooms will no longer be held. If these artattgements do not meet with yow approval, please do not hesitate to the Scheduling Office at 612-523- 2474. On behalf of Hamline University On behalf of: Department of Fire and Safety Services Name: Dazcy Senst Name: Dave Pleasant Tifle: D'uector of Scheduling and Conferences Tifle: Date: March 12, 1998 Date: Billing Information (please complete): Name: Tifle: Date: OR{GINAL Presentetl By: RESOLUTION CITY OF$AINT PAUL, MINNESOTA Councii File # �X �3 � / Greensheet# 62U66 Referred To: {/ (/ CommiHee: Date t 2 3 4 s 6 ] e 9 10 it t2 13 t4 15 56 1] 18 19 20 2t � 23 24 25 � 2] 28 29 30 31 32 33 34 RESOLVED, that the proper city officiafs are authorized and directed to enter into an agreement with Hamline University for rental of facilities af Hamline University to hold graduation ceremonies for new fire fighter recruits, a copy of said agreement to be kept on file at the Department of Financial Services. Adoption Certified by Council Secretary: By: Approved by Mayor: D � , By: �� Requested by Department of: Fire and Safety Servi es By: ,yxy C C Approval Recommended by Budget Director: By: �. Fortn Approved by CiTy Attorney: By: By: to �snntwm euaenanwW4U+mex re.v:� /� Adopted by Council: Date i�_o_.,_(o �� DEPARTMENT/OFFICE/COUNCIL DATEINITIATED ��—�� v Fire and Safety Services 4/6/98 GREEN SHEET No 62066 � CONTACT PERSON & PHONE IN TUW�A"fE INRUVDn7E Dave Pieasants 228$223 1 nevaxn.+�rvroinECroR �� 4 crtrcouxca MUST BE ON COUNCIL AGENDA BY (DAl'� ❑2 crtrn,rortxer y o¢o 1B ❑cmo�nic ❑r�tuxcvasomcESOw._ ❑ FlNqNCIFL5ERV1pCCTG �MAYOR(ORA556TANi�� u TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) CT10N REQUESTED Approval of the attached Council Resolution authorizing the Department of Fire and Safety Services to enter into an agreement with Hamline University. RECOMMENDATIOM AppiOYZ (A) OT RCjfC} (R) PERSONAL SERVICE CONTRACTS MUST ANSrVERTHE FOLLOWING QUESTIONS: 1. Has this personlfirtn ever worked under a contraci for this tlepartment� PLANNING COMMISSION YES NO CIB COMMITTEE 2 Has this persoNfirm ever been a aty employee? ' CIVIL SERVICE COMMISSION YES NO 3. Does this persoMfum possess a slull not no`mally possessed hy any cuaent city empbyee? YES NO 4. Is this persoNfirm a fargetetl vendor� YES NQ Explain all yes answers on separete sheet and attach to green sheet INITIATING PROBLEM ISSUE, OPPORiUNIN (WHO, WHAT, WHEN, WHERE, WH� The Department of Fire and Safety Services wishes to rent facilities at Hamline University to hold graduation ceremonies for new fire fighter recruits June 17, 1998, and June 12, 1998. ADVANTAGES IF APPROVED �E�r��E� 4�a. 'i�;��'gs 2/;�m A formal ceremony will be held for new fire fighter recruits. �.v s.�e ,�. APR 2 4 199� �� ,� a F R o DISADVANTAGESIFAPPROVED ' None. ,� � r�� DISADVANTAGES IF NOTAPPROVED The Department of Fire and Safety Services will not have proper facilities to hold graduation cermonies. TOTAL AMOUNT OF TRANSACTION � 300.00 COST/REVENUE BUDGETED (CIRCLE ONE) YES NO VQI:lSia:� .��'',;'e�"^"f: :.^,�," a2i FUNDING SOURCE ACTIVIN NUMBER 05100 � FINANqAL INFORMATION (EXPLAIN) � 2 � g�� . 9��3�/ HAMLINE UNIVERSITY Letter of Agreement Between Hamline University And Date Prepared: Contracting Group: Contact: Address: Phone: Event Name: Date and Time: Mazch 12,1448 Department of Fue and Safety Services, City of St. Paul Dave Pleasant 100 East Eleventh S4eet St. Paul, MN 55101 612-644-9133 ofFce fax home St. Paul Fire Fighters Graduation ii�� Oit•ector of Scbe�l�: ct�z�lCorrfi , Thursday, June 11, 1998 from 2:00 to 3:00 p.m. for Reheazsal (1 hour) Friday, June 12, 1998 from 1:00 to 3:00 p.m. for Ceremony (2 hours) Friday, June 12, 1998 from 2:00 to 3:00 p.m. Receprion in Fine Arts Lobby (1 hour) FACILITY RENTAI,: Sundin Music Hall, Lobby, Green Room (no dressing room available) Fine Arts Lobby RATES: Fine Arts Lobby Sundin Music Hall: Facility Manager: EQUIPMENT: SERVICES: Ticket Sales Public Relations Recording Piano Tuning $300 for fout hour muumum $ 50 an hour for each additional hour $ 60 an hour for each hour prior to 8:00 a.m. or after 11:00 p.m. $ 8 an hour, included in rental rate Any additional equipment TBD $ 50 for two weeks of service (Innited to only 2 weeks, optional) $ 25 printing of rickets (op5onal) $ 7 an hour to staff ricket booth at event (optional) $ 10 an houz for public rela6ons services (oprional) $ 25 recording fee, includes tape (oprional) $ 80 piano hming fee (opfional) The rental rate for the above faciliries and services listed aze estimated at 300.00 . No Chazge $300.00 [ Ci�]� Additional Services: The University shall provide additional seroices, such as audio visual equipment, provided that the conhacting group has made a request to the University for such services not less than fourteen (14) days prior to the date such services Drew Hall • 1536 He�vitt Avenue, Saint Paul, M.\ Si104-1284 � 61?-523•z474 � Fae: 612-5233049 liifri?esnt,t; �i� st i nie_;s%h' m.1 TYc�drire ��fYio�?eerirt3°Sirrce I8�-f -'. _...�p"Jer.lr,:�o�t-cu•evrer��_. , : .. 9��3�� are required. There will be additional charges for services such as audio visual equipment rental and catering services {food served in addirion to cafeteria meals). SUNDIN GENERAL USE POLICIES: See attached. The contracting group agzees to abide by the Sundin Music Hall General Use Policies as outlined. CATERING SERVICES: To be detemuned Proper attire (including shirt and shoes) as well as identifica?ion will be required at all times. Participants aze not allowed to take food out of the dining hall. The con4acfing group may purchase additional guest meal passes. Azrangements for special catered funcrions must be made dicecdy with the University Catering Duector: 612-523- 2410, at least two weeks prior to the evem date. DEPOSITS: By March 27. 1998, the contracting group will rehun this signed agreement with a deposit of 7$ 5•QO• which represents a total of riventy-five percent (25%) of the estimated housing and cafeteria meals. This agreement is void if not returned by the above date with the deposit. GUARANTEES:. Hamline University does not guazantee availability of housing accommodarions, thru-line food services and/or meering facilities in excess of 105% of the guaranteed numbers. If a fmal declazarion of numbers is not given to Aamline University thirty (30) days prior to the date of the fust event, the contracting group wi116e responsible for payment of expenses for eighty percent (80%) of the estunated attendance. CANCELLATIONS: Either party may cancel this agreement under the following conditions: A. The con4acring group may cancel sixty (60} days prior to the fust date of faciliries use and receive a fifry percent (50°/a) deposit refund. If the off conuacting group cancels less than siYry (60) days prior to the check-in/registrarion time, its deposit will NOT be refunded. B. It may be necessary to relocate the meeting faciliry andfox housing accommodarion assignments made on behalf of the conhacting group, in order to best use the meeting faciliries andlor housing accommodarions that are available at Hamline University during the dates of the contracting group's event. If this is deemed necessary by the Scheduling Office, the contracting group will be norified of the changes as £az in advance as possible, and every effort will be made to fmd suitable altemative facilities. Further, Hamline University reserves the right to terminate the reservarions made on behalf of the contracting gxoup, should unforseen emergencies occur which make it inadvisable, illegal, or impossible for the contracting group to occupy particular facilities. If Hamline University fmds it necessary to tenuinate reservations made on behalf of the contracting groug, Hamline University will issue a full deposit refund to the group. BILLING: The full payment is due to Hamline University 30 days after the conclusion of the event. Any changes incurred above the written estimate of costs will be billed ixnmediately following the event. All unpaid accounts will be due no later than thirty (30) days after ffie date indicated on the bIlling statement. If the balance is not paid by the date on the fmal invo3ce a ten percent (10%) late fee will be assessed if the bill becomes ninety (90) days oveidue than the late fee will be raised to rivenry-five percent(25%). In the evem that Hamline University Y�as to incur any expenses in collecting payment from the conffacting group, the contracting group agrees to pay all of the University's cost of collection. This includes, but is not limited to, a collecrion agency fee and/or a reasonable attomey's fee. INSiIl2ANCE: The contracting shall obtain its own insurance from an outside source in the amount of no less than $ I,OOQ000. Hamline University is to be nazned as an additional insured in that policy and will receive a certificate of said insurance no less than thirty (30) days before the first date that appeazs on the contract. Failure to provide the necessary insurance documentation is grounds for canceliation of the event. INDEMNITY & DAMAGES: The contracting group aa ees that all the participants of their group are under the direct and complete supervision of the con4acting group. The mles and regularions of Hamline University wIll be adhered to and followed by all participants of said group and enforced by ffie conaacting group's leader(s). The conhacting group and the undersigned individual will be liable of any and all damages resulting from the group and 9�'�3b / its participants' and guests' use of the facilities and services of Hamline University. The contracring group and the undersigned individual will reimburse Haniline University for all the damages to faciiiries and services used by the contracting group, iYs participants, or guests. The contracting a oup and the undersigned will hold harmless Hamline University against any and all claims for loss, injury or damage to persons andlor property arising out of activities of the contracting group, its participant, or its guests. Hamline University assumes no liability for any property placed or left by the contracting group, its participants, or its guests in Hamline's facilities. SMOT�tG AND ALCOHOL: Smoking and alcohol aze not pem�itted wiflvn any meeting faciliry or residence hall at the Han�line University campus. TELEPHONES: Hamline Universiry will accept only emergency calls for the participants during the time of the conh�acting gfoup's event. The group wili designate one of its members to contact the Conference office at 612-523- 2474 during normal working hours to detemune if any such calls have been received. If there are any after hours emergencies, they must be duected to the Office of Safety and Security, which is open twenty-four houcs a day at 612-323-2100. ENTIRE AGREEMENT: This contract constitutes the complete agreement between the contracting group and Hamline Universiry and no amendment to this contract will be valid unless signed by both the contracting group and Aamiine University. CONFII2MATION: If the arrangements contained within this Letter of Agteement meet with your approval, please si� and retum the extra copy by March 27. 1998 along with the required deposit. Afrer this date, the rooms will no longer be held. If these artattgements do not meet with yow approval, please do not hesitate to the Scheduling Office at 612-523- 2474. On behalf of Hamline University On behalf of: Department of Fire and Safety Services Name: Dazcy Senst Name: Dave Pleasant Tifle: D'uector of Scheduling and Conferences Tifle: Date: March 12, 1998 Date: Billing Information (please complete): Name: Tifle: Date: OR{GINAL Presentetl By: RESOLUTION CITY OF$AINT PAUL, MINNESOTA Councii File # �X �3 � / Greensheet# 62U66 Referred To: {/ (/ CommiHee: Date t 2 3 4 s 6 ] e 9 10 it t2 13 t4 15 56 1] 18 19 20 2t � 23 24 25 � 2] 28 29 30 31 32 33 34 RESOLVED, that the proper city officiafs are authorized and directed to enter into an agreement with Hamline University for rental of facilities af Hamline University to hold graduation ceremonies for new fire fighter recruits, a copy of said agreement to be kept on file at the Department of Financial Services. Adoption Certified by Council Secretary: By: Approved by Mayor: D � , By: �� Requested by Department of: Fire and Safety Servi es By: ,yxy C C Approval Recommended by Budget Director: By: �. Fortn Approved by CiTy Attorney: By: By: to �snntwm euaenanwW4U+mex re.v:� /� Adopted by Council: Date i�_o_.,_(o �� DEPARTMENT/OFFICE/COUNCIL DATEINITIATED ��—�� v Fire and Safety Services 4/6/98 GREEN SHEET No 62066 � CONTACT PERSON & PHONE IN TUW�A"fE INRUVDn7E Dave Pieasants 228$223 1 nevaxn.+�rvroinECroR �� 4 crtrcouxca MUST BE ON COUNCIL AGENDA BY (DAl'� ❑2 crtrn,rortxer y o¢o 1B ❑cmo�nic ❑r�tuxcvasomcESOw._ ❑ FlNqNCIFL5ERV1pCCTG �MAYOR(ORA556TANi�� u TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) CT10N REQUESTED Approval of the attached Council Resolution authorizing the Department of Fire and Safety Services to enter into an agreement with Hamline University. RECOMMENDATIOM AppiOYZ (A) OT RCjfC} (R) PERSONAL SERVICE CONTRACTS MUST ANSrVERTHE FOLLOWING QUESTIONS: 1. Has this personlfirtn ever worked under a contraci for this tlepartment� PLANNING COMMISSION YES NO CIB COMMITTEE 2 Has this persoNfirm ever been a aty employee? ' CIVIL SERVICE COMMISSION YES NO 3. Does this persoMfum possess a slull not no`mally possessed hy any cuaent city empbyee? YES NO 4. Is this persoNfirm a fargetetl vendor� YES NQ Explain all yes answers on separete sheet and attach to green sheet INITIATING PROBLEM ISSUE, OPPORiUNIN (WHO, WHAT, WHEN, WHERE, WH� The Department of Fire and Safety Services wishes to rent facilities at Hamline University to hold graduation ceremonies for new fire fighter recruits June 17, 1998, and June 12, 1998. ADVANTAGES IF APPROVED �E�r��E� 4�a. 'i�;��'gs 2/;�m A formal ceremony will be held for new fire fighter recruits. �.v s.�e ,�. APR 2 4 199� �� ,� a F R o DISADVANTAGESIFAPPROVED ' None. ,� � r�� DISADVANTAGES IF NOTAPPROVED The Department of Fire and Safety Services will not have proper facilities to hold graduation cermonies. TOTAL AMOUNT OF TRANSACTION � 300.00 COST/REVENUE BUDGETED (CIRCLE ONE) YES NO VQI:lSia:� .��'',;'e�"^"f: :.^,�," a2i FUNDING SOURCE ACTIVIN NUMBER 05100 � FINANqAL INFORMATION (EXPLAIN) � 2 � g�� . 9��3�/ HAMLINE UNIVERSITY Letter of Agreement Between Hamline University And Date Prepared: Contracting Group: Contact: Address: Phone: Event Name: Date and Time: Mazch 12,1448 Department of Fue and Safety Services, City of St. Paul Dave Pleasant 100 East Eleventh S4eet St. Paul, MN 55101 612-644-9133 ofFce fax home St. Paul Fire Fighters Graduation ii�� Oit•ector of Scbe�l�: ct�z�lCorrfi , Thursday, June 11, 1998 from 2:00 to 3:00 p.m. for Reheazsal (1 hour) Friday, June 12, 1998 from 1:00 to 3:00 p.m. for Ceremony (2 hours) Friday, June 12, 1998 from 2:00 to 3:00 p.m. Receprion in Fine Arts Lobby (1 hour) FACILITY RENTAI,: Sundin Music Hall, Lobby, Green Room (no dressing room available) Fine Arts Lobby RATES: Fine Arts Lobby Sundin Music Hall: Facility Manager: EQUIPMENT: SERVICES: Ticket Sales Public Relations Recording Piano Tuning $300 for fout hour muumum $ 50 an hour for each additional hour $ 60 an hour for each hour prior to 8:00 a.m. or after 11:00 p.m. $ 8 an hour, included in rental rate Any additional equipment TBD $ 50 for two weeks of service (Innited to only 2 weeks, optional) $ 25 printing of rickets (op5onal) $ 7 an hour to staff ricket booth at event (optional) $ 10 an houz for public rela6ons services (oprional) $ 25 recording fee, includes tape (oprional) $ 80 piano hming fee (opfional) The rental rate for the above faciliries and services listed aze estimated at 300.00 . No Chazge $300.00 [ Ci�]� Additional Services: The University shall provide additional seroices, such as audio visual equipment, provided that the conhacting group has made a request to the University for such services not less than fourteen (14) days prior to the date such services Drew Hall • 1536 He�vitt Avenue, Saint Paul, M.\ Si104-1284 � 61?-523•z474 � Fae: 612-5233049 liifri?esnt,t; �i� st i nie_;s%h' m.1 TYc�drire ��fYio�?eerirt3°Sirrce I8�-f -'. _...�p"Jer.lr,:�o�t-cu•evrer��_. , : .. 9��3�� are required. There will be additional charges for services such as audio visual equipment rental and catering services {food served in addirion to cafeteria meals). SUNDIN GENERAL USE POLICIES: See attached. The contracting group agzees to abide by the Sundin Music Hall General Use Policies as outlined. CATERING SERVICES: To be detemuned Proper attire (including shirt and shoes) as well as identifica?ion will be required at all times. Participants aze not allowed to take food out of the dining hall. The con4acfing group may purchase additional guest meal passes. Azrangements for special catered funcrions must be made dicecdy with the University Catering Duector: 612-523- 2410, at least two weeks prior to the evem date. DEPOSITS: By March 27. 1998, the contracting group will rehun this signed agreement with a deposit of 7$ 5•QO• which represents a total of riventy-five percent (25%) of the estimated housing and cafeteria meals. This agreement is void if not returned by the above date with the deposit. GUARANTEES:. Hamline University does not guazantee availability of housing accommodarions, thru-line food services and/or meering facilities in excess of 105% of the guaranteed numbers. If a fmal declazarion of numbers is not given to Aamline University thirty (30) days prior to the date of the fust event, the contracting group wi116e responsible for payment of expenses for eighty percent (80%) of the estunated attendance. CANCELLATIONS: Either party may cancel this agreement under the following conditions: A. The con4acring group may cancel sixty (60} days prior to the fust date of faciliries use and receive a fifry percent (50°/a) deposit refund. If the off conuacting group cancels less than siYry (60) days prior to the check-in/registrarion time, its deposit will NOT be refunded. B. It may be necessary to relocate the meeting faciliry andfox housing accommodarion assignments made on behalf of the conhacting group, in order to best use the meeting faciliries andlor housing accommodarions that are available at Hamline University during the dates of the contracting group's event. If this is deemed necessary by the Scheduling Office, the contracting group will be norified of the changes as £az in advance as possible, and every effort will be made to fmd suitable altemative facilities. Further, Hamline University reserves the right to terminate the reservarions made on behalf of the contracting gxoup, should unforseen emergencies occur which make it inadvisable, illegal, or impossible for the contracting group to occupy particular facilities. If Hamline University fmds it necessary to tenuinate reservations made on behalf of the contracting groug, Hamline University will issue a full deposit refund to the group. BILLING: The full payment is due to Hamline University 30 days after the conclusion of the event. Any changes incurred above the written estimate of costs will be billed ixnmediately following the event. All unpaid accounts will be due no later than thirty (30) days after ffie date indicated on the bIlling statement. If the balance is not paid by the date on the fmal invo3ce a ten percent (10%) late fee will be assessed if the bill becomes ninety (90) days oveidue than the late fee will be raised to rivenry-five percent(25%). In the evem that Hamline University Y�as to incur any expenses in collecting payment from the conffacting group, the contracting group agrees to pay all of the University's cost of collection. This includes, but is not limited to, a collecrion agency fee and/or a reasonable attomey's fee. INSiIl2ANCE: The contracting shall obtain its own insurance from an outside source in the amount of no less than $ I,OOQ000. Hamline University is to be nazned as an additional insured in that policy and will receive a certificate of said insurance no less than thirty (30) days before the first date that appeazs on the contract. Failure to provide the necessary insurance documentation is grounds for canceliation of the event. INDEMNITY & DAMAGES: The contracting group aa ees that all the participants of their group are under the direct and complete supervision of the con4acting group. The mles and regularions of Hamline University wIll be adhered to and followed by all participants of said group and enforced by ffie conaacting group's leader(s). The conhacting group and the undersigned individual will be liable of any and all damages resulting from the group and 9�'�3b / its participants' and guests' use of the facilities and services of Hamline University. The contracring group and the undersigned individual will reimburse Haniline University for all the damages to faciiiries and services used by the contracting group, iYs participants, or guests. The contracting a oup and the undersigned will hold harmless Hamline University against any and all claims for loss, injury or damage to persons andlor property arising out of activities of the contracting group, its participant, or its guests. Hamline University assumes no liability for any property placed or left by the contracting group, its participants, or its guests in Hamline's facilities. SMOT�tG AND ALCOHOL: Smoking and alcohol aze not pem�itted wiflvn any meeting faciliry or residence hall at the Han�line University campus. TELEPHONES: Hamline Universiry will accept only emergency calls for the participants during the time of the conh�acting gfoup's event. The group wili designate one of its members to contact the Conference office at 612-523- 2474 during normal working hours to detemune if any such calls have been received. If there are any after hours emergencies, they must be duected to the Office of Safety and Security, which is open twenty-four houcs a day at 612-323-2100. ENTIRE AGREEMENT: This contract constitutes the complete agreement between the contracting group and Hamline Universiry and no amendment to this contract will be valid unless signed by both the contracting group and Aamiine University. CONFII2MATION: If the arrangements contained within this Letter of Agteement meet with your approval, please si� and retum the extra copy by March 27. 1998 along with the required deposit. Afrer this date, the rooms will no longer be held. If these artattgements do not meet with yow approval, please do not hesitate to the Scheduling Office at 612-523- 2474. On behalf of Hamline University On behalf of: Department of Fire and Safety Services Name: Dazcy Senst Name: Dave Pleasant Tifle: D'uector of Scheduling and Conferences Tifle: Date: March 12, 1998 Date: Billing Information (please complete): Name: Tifle: Date: