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Brentwood City Commission Agenda

Meeting Date:	08/10/2020
Resolution 2020-72 - Addendum to Contract with Embassy Suites to Reschedule the 2020 Annual Employee Recognition Dinner
Submitted by:	Mike Worsham, Human Resource
Department:	Human Resource

Information

Subject

Resolution 2020-72 - Addendum to Contract with Embassy Suites to Reschedule the 2020 Annual Employee Appreciation Dinner

Background

The Board of Commissioners and the City Manager have a long-standing tradition of providing and hosting an employee appreciation dinner at the beginning of the annual holiday season. The purpose of this event is to celebrate all employees’ contribution to the success of the City and recognize individual employees who passed significant service anniversaries with the City during the year. On February 10, 2020, the Board of Commissioners approved a contract with the Embassy Suites of Cool Springs to host the 2020 annual Employee Appreciation Dinner on October 30, 2020.

Due to the current Covid-19 pandemic and concerns for the safety of our employees and their families with such a large gathering in one location, staff believes it is prudent to cancel this year’s event and reschedule it for next year.

The original contact with the Embassy Suites, approved in February includes a cancellation fee schedule which is based on the estimated cost associated with the event and how close to the actual event date the cancellation notice is received. However, because of the circumstances related to the pandemic, representatives from the Embassy Suites have agreed to rescheduled to next year with no cancellation fee.

For the above reasons, staff is recommending the Board of Commissioners approve the attached addendum to reschedule the event to October 29, 2021.

Because it is difficult to forecast when the pandemic will end and it is again safe to sponsor large social gatherings, the addendum for consideration includes a FORCE MAJEURE clause which states, "No damages from either Party shall be due for a failure of performance due to Acts of God, war, terrorist act, riots, disaster or strikes, any one of which make performance impossible. Moreover, it will be considered a Force Majeure event if, within sixty days in advance of the scheduled event, the CDC declares a pandemic, as the CDC defines that term (or a previous such declaration remains in place), and as a result a government entity (other than Group or its affiliates in the case of a cancellation by Group) imposes a travel ban, or attendance ban for the location of the event that has the effect of prohibiting attendance at the event or use of the hotel facilities. In the case of a Force Majeure event, the non-performing party may terminate this Agreement, without liability, upon written notification."

Staff Recommendation

Staff recommends approval of the addendum to reschedule the 2020 Employee Appreciation Dinner to October 29, 2021

Fiscal Impact

Attachments
Resolution 2020-72
Contract No. 2020-096
Signed Resolution & Contract