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02-06-2001 - Grant to Historical Society for the Heritage Gardens Taylor House (2)i TO: Daniel G. Hobbs, City Manager and City Council FROM: Thomas M. Mayer Public Works Director/City Engineer City of West lCovina Memorandum AGENDA DA ITEM NO. C�=.8a DATE February 6, 2001 SUBJECT: GRANT TO HISTORICAL SOCIETY FOR THE HERITAGE GARDENS TAYLOR HOUSE SUMMARY: The City Council approved in the 2000-2001 Fiscal Year of the Capital Improvement Program $64,000 for the Historical Society's use on the!', Heritage Gardens Taylor House. An amendment to the Lease Agreement has been developed to facilitate this grant. BACKGROUND: The City Council received a request from the Historical Society for $64,000 in financial assistance so that they can complete sufficient refurbishments to be able to open the Heritage. Gardens Taylor House for public tours. This request was approved in the 2000-2001 Fiscal Year portion of the Capital Improvement Program and is identified as Project No. B01-9, GP-01309. DISCUSSION: The attached amendment to the Lease Agreement has been developed providing that the Historical Society shall provide various services as enumerated in the amendment in consideration of a $64,000 grant from the City. The amendment also reaffirms the extension of the term of the lease to January 1, 2007. OPTIONS: The City Council could decide to reduce or eliminate this funding for the Historical Society',';. FISCAL IMPACT: There is $64,000 budgeted in the Capital Improvement Program to cover the cost of this amendment to the Lease Agreement. The funding is comprised of $30,000 in Community Enhancement Fund Interest (114-320-3109-7500), $32,000 in Park Fund (163-320-3109-7500), and $2,000 in Park Dedication Fees for District F (175-320-3109-7500). RECOMMENDATION: It is recommended that the City Council approve the amendment to the Lease Agreement with the Historical Society for the Heritage Gardens Taylor House and authorize the Mayor and City Clerk 11 to execute the amendment to the Lease Agreement and authorize payment of $64,000 to the Historical Society upon full execution of the amendment to the Lease Agreement. Thomas M. Mayer Public Works Director/City Engineer Re and approved by: Artie Fields Acting Finance Director Attachment: Amendment to Lease Agreement X:\AGENDA - 2001\GRANT TO HISTORICAL SOCIETY TAYLOR HOUSE.doc:2001-104 (ct) • - i SERVICE AGREEMENT AND LEASE AMENDMENT BETWEEN THE CITY OF WEST COVINA AND THE HISTORICAL SOCIETY OF WEST COVINA This Service Agreement and Lease Amendment dated , 2001 for reference purposes only, is entered into by and between the City of West Covina, California, a Municipal Corporation, hereinafter referred to as "Lessor or "City", and the Historical Society of West Covina, a California Non -Profit Corporation, hereinafter referred to as "Lessee" or "Historical Society". RECITALS A. City and Historical Society have previously entered into a written Lease Agreement dated January 1, 1995 for the lease of the Heritage Gardens Taylor House, located at 3510 East Cameron Avenue, City of West Covina, hereinafter referred to as "Taylor House". B. City desires to have Historical Society perform certain tow services, informational services, and maintenance services at the Taylor House, as specified in this Agreement. C. In order to safely, effectively and efficiently provide these tour services, informational service and maintenance services to the general public, it is necessary that the alterations, rehabilitation and maintenance specified in this Agreement be undertaken by the Mstorical Society. D, In order to secure to the City for a reasonable period of time, the services specified in this Agreement, the Lease Agreement between City and Historical Society is required to be extended. NOW, THEREFORE, City and Historical Society agree as follows: 1. SERVICES. In consideration of the payment of $64,000.00 by City to Historical Society, Historical Society shall provide the following services at the Taylor House. a) Organized guided tours of the Taylor House. b) Organized, guided tours of the Heritage Gardens. Service Agreement and Lease Amendment Historical Society of West Covina Page 2 c) Housekeeping and maintenance services for the Taylor House. d) Facility management, oversight and security for the Taylor House in cooperation with the City. e) Facility management, oversight and security for the Heritage Gardens in cooperation with the City. f) Plan the expansion and upgrade of the Heritage Gardens in cooperation with the City. g) In coordination with the Community Services Department of the City of West Covina, plan, publicize and manage fund raising events for the Taylor House; create advertising, publications, brochures and educational information, in various media format concerning the Taylor House and the history of West Covina; publicize the availability of the services, facilities and information available at the Taylor House and through the Historical Society. h) Coordinate volunteer services to provide the foregoing services. i) In order to safely, effectively and efficiently provide the above services to the general public and to provide hospitable physical surroundings conducive to public participation in the facilities, services and events provided at the Taylor House, the Historical Society shall renovate the basement, install a new heating system and gas service, install plumbing, renovate the floors, repair the walls and ceilings, replace the windows, repair the exterior doors, insulate the first floor, paint the exterior of the building, refurbish the interior paint and wall coverings, perform carpentry and electrical work, all at the Taylor House, subject the reasonable satisfaction of the City Engineer. 2. LEASE EXTENSION. The Lease Agreement between City and the Historical Society entered into on January 1, 1995, is hereby amended so the term of that Lease continues through, and expires on January 1, 2007, irrespective of any prior termination, or failure to extend any term of that Lease. 3. INCORPORATION OF LEASE AGREEMENT. City and Historical Society specifically agree that, except as otherwise amended by this Agreement, all of the terms of the Lease Agreement between City and the Historical Society dated January 1, 1995 are incorporated into this Agreement as though fully set 'forth herein, and shall be a binding part of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Service Agreement and Lease .Amendment on • i Service Agreement and Lease Amendment Historical Society of West Covina Page 3 LESSOR City of West Covina Steven Herfert, Mayor ATTEST: Janet Berry, City Clerk APPROVED AS TO FORM: Arnold M. Alvarez-Glasman City Attorney LESSEE Historical Society of West Covina Anne Gundel, President ATTEST: Jeri Erling, Secretary