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Ordinance No. 11,481ORDIMANCL'. NO, 11,481 AN ORDINAN(A OF ITIE, CITY ("OUN('11- OF TI IT, ClTY OF BAY TOWN, TF,"XAS, APPROVING THE BLIDGE;r OF WE N1AR(`,LJS 11.F 'ARE. /BA CRINUNAL JUST'KT,�, FOUNDATION FOR OPERATIONS FUNDED BY HOTEL 0(20WANCY TAX REVENUES; AUTIR)RIZIN(i AND DIRECTIN(,; (ATY fvIANA(iFR TO FXt,`k',UTI,` AND THE CITY C1,FRKTO AT1 I,,-,S1, T0 AN ADVERTISING SERVICl.`,S AGRI`�'EMENT FOR f0t,.JR1SN1 AND PR(WOTR)N SERVICES WITH MARCUS ZARUBA CRIMINAL JUS`H(1-', FC)UNDATION FOKTHF, 2011 JAIL 13REAK KUN TO ENHAN(,'r` AND PROMOTE', *l'OURISA/1 AND 11113 ('ONVf`NTK.')N AND HOTEL INDUSTRY IN '1711, CATY OF BAYTOW'N AND H'S VICINITY- AUTHORIZING Pt,, YIVIENTBYTHF, CATY OF BAYTOWN IN AN AMOUNT NOT 1`0 EXCIA01) FIVE THOUSAND AND NO/100 DOLLARS t>5,00(y,0(t); MAKING OTHER 111WISK)NS RELATED T] AND PROVIDING F SEC THE FF`F`F'kAFVE ITORDAINFID UWTHT CATY (,',0(_JNCH_, OFT11F, CITY 0FBAYTWA/NTI',,,XAS: Section 1: lbaloc City (iuiwdt&tc city orikyujwn,Tt,\,,,is,iierel)y,,tl)l)i ovestlici)II(i, get o ' I tile Wom Inc Zamba CAW! Justice Foundation for operations Wed by hotel occupancy tax revenues. A uly Waid budget is attached heretu as 15hibit "A-and incorporated herein for call intents and purposes. Section 2a "nut we City comicil of we City of Hapown, Texas, hereby authorize5 and chrects the City Mariager to execute and be City Clerk to aunt to an Advertising Services Agreement %vhh die Marcus Lee Zamba &WAnal Jumice Foundation for the 2011 Jail Break, Run to enhance and promole tourism and the umvmlthn and hotel inststry in tile chy or Baytown and its 00hy. A copy, of 'said agreement is attached hem ntarked Exhibit "B and rnadc as part hereoffor all inlentsand purposes. Se0ion 3: That the ('ity ('ouncil of the City cif Baytown authorizes pnynwni to the Marcus I. Kruhn Qhnkal umice Wundmion in an anHMM not tow exceed 1° IVE,111OUSAND ANI) NO/1010 DOLLARS OWN= Wr pnmiul4mm! and adverthing smWees in accordancu "ith the Agmemou authoHzed in Smdon 2 heiWaNwe, Section 4: That tile City N'lanagel. is hereby granwd geiwnd awhority to MTrmv as clecreme or ail increase hi coos by TWFNT` -FIVE T11OUSAIND AND NO/100 DOLLARS ($25,000.00) or less, provided dial Me amourlt airthotKized in Secdon 3 hemof may mm be hureased by inure than twenty-live percent (2511). SectJon 5: This orlmirice shall take 0% immediately Couricil of Me City of By1myn, i INTRODUC Baymm this the F1 h F, APPROVF,D AS TO 1`0 and PASSF-1) b y maii the affir gr. 2010, Im 1— 11 1 C4i N, ....... ...... .. . ........ .. ... ,4iNAC1W) RANUREZ, SR. CA y utwilcy S 1 "1111; and rdler its passage by the City of,the City ('01incil of tile City of' NCAREOS, NIziyo 1' Exhibit "A" � r i I ADVERTISING' OI7tlTES Publication Name Areas served Price Austin Fit Magazine 22,000 magazines published $675 per month -'/4 page each month to Austin, TX $395 per month — 1/6 page and surrounding areas of Austin Runners World 2,521,000 across the U.S. $405 per month Running Times 105,000 across U.S. $255 per month Inside Texas Running Across Texas $570 per month — %: page $390 per month — 1/3 page '/2 Marathon event — Dallas Dallas, TX 2000 flyers - $140.00 TX — put in runner packets '/2 Marathon Event — San San Antonio, TX 2000 flyers - $140.00 Antonio, TX — put in runner packets TMPA Magazine 40,000 every 2 months $650 per month published sent to every police officer that is a member *We have contacted a few more magazines /newspapers for ad rates, we are waiting to hear back from them. We have print ready ads ready to go. Exhibit T" Agreement for Advertising Services STATE OF TEXAS § COUNTY OF HARRIS § THIS AGREEMENT is made between the City of Baytown, Texas, a municipal corporation (the "City"), and Marcus Lee Zaruba Criminal Justice Foundation, a non - profit corporation incorporated under the laws of the State of Texas (the "Foundation "). WHEREAS, the City of Baytown has enacted a hotel occupancy tax for the purposes provided in Chapter 351 of the Texas Tax Code; and WHEREAS, Section 351.101(a) of the Texas Tax Code authorizes the City to use revenue from its municipal hotel occupancy tax to promote tourism and the convention and hotel industry by advertising and conducting solicitations and promotional programs to attract tourists and convention delegates or registrants to the municipality or its vicinity; and WHEREAS, the Foundation will conduct its Jail Break Run 2011, which will be a '/2 Marathon on February 12, 2011, which is expected to directly enhance and promote tourism and the convention and hotel industry (the 1/2 Marathon "); and WHEREAS, the Foundation proposes to use various means of advertising to promote the City of Baytown together with the'' /2 Marathon; and WHEREAS, the City and the Foundation desire to enter into an advertising services agreement subject to the terms and conditions herein in order to enhance and promote tourism and the convention and hotel industry; NOW, THEREFORE, in consideration of the performance of the mutual covenants and promises contained herein, the City and the Foundation agree as follows: I. USE OF HOTEL OCCUPANCY TAX REVENUE 1.1 Use of Funds. For and in consideration of the payment by the City to the Foundation of the agreed payments of hotel tax funds specified in Article 111, the Foundation agrees to use such hotel tax funds for advertising and conducting solicitations and promotional programs to attract tourists to the City in a manner that directly enhances and promotes tourism and the convention and hotel industry by providing advertising services associated with the '/2 Marathon. Funds which are unused shall be refunded to the City within fifteen (15) days after the conclusion of the '/2 Marathon. Agreement far Advertising - Services. Page 1 1.2 Specific Restrictions on Use of Funds. The Foundation agrees to demonstrate strict compliance with the record keeping and apportionment limitations imposed by Sections 351.101(g), 351.103 and 351.104 of the Texas Tax Code, as applicable. The Foundation shall not utilize hotel occupancy tax funds for any expenditure which has not been specifically documented to satisfy the purposes set forth in Sections 1.1 and 1.2 herein. II. RECORD KEEPING AND REPORTING REQUIREMENTS 2.1 Budget. (a) The Foundation shall prepare and submit to the City Manager of the City an annual budget for approval by the City Council, for such operations of the Foundation funded by hotel occupancy tax revenue. This budget shall specifically identify proposed expenditures of hotel tax funds by the Foundation. Based upon the budget, the City should be able to audit specifically the purpose of each individual expenditure of hotel occupancy tax funds from the separate account relating to hotel tax funds. The City shall not pay to the Foundation any hotel tax revenues as set forth in Article III of this Agreement unless a budget has been approved in writing by the City Council authorizing the expenditure of funds. (b) The Foundation acknowledges that the approval of such budget by the City Council creates a fiduciary duty in the Foundation with respect to the hotel occupancy tax funds paid by the City to the Foundation under this Agreement. The Foundation shall expend hotel tax occupancy funds only in the manner and for the purposes specified in this Agreement and in the budget as approved in writing by the City Council. 2.2 Separate Account. The Foundation shall maintain any hotel tax funds paid to the Foundation by the City in a separate account and shall not commingle such funds with any other money. 2.3 Financial Records. The Foundation shall maintain complete and accurate financial records of each expenditure of the hotel occupancy tax funds made by the Foundation. These funds shall be classified as restricted funds for audited financial purposes, and may not be used for contracted services, including, but not limited to, auditing fees and attorney fees. Upon reasonable advance written request of the City Manager or his designee, the Foundation shall make such financial records available for inspection and review and shall provide copies of the same if so requested. The Foundation understands and accepts that all such financial records, and any other records relating to this Agreement shall be subject to the Texas Public Information Act, as hereafter amended, and the Local Government Records Act, as amended. 2.4 Quarterly Reports. After initial receipt of the hotel occupancy tax funds, and within thirty (30) days after the end of every contract quarter in which funds are received, the Foundation shall furnish to the City a quarterly report, including: (1) a completed financial report, Agreement for Advertising Services, Page 2 (2) a list of the expenditures made or copies of the invoice or receipts with regard to hotel occupancy tax funds pursuant to TEx. TAx CODE §351.101(c), and (3) a copy of all financial records (e.g., copies of front and back cleared checks or bank statements, and other relevant documentation). The Foundation shall prepare and deliver all reports to the City Clerk in a form and manner approved by the City Manager or his designee. The Foundation shall respond promptly to any request from the City Manager or his designee for additional information relating to the activities perfonned under this Agreement. 2.5 Annual Report. Thirty (30) days after September 30, 2011, the Foundation will furnish to the City a performance report of its work under this Agreement which shall reflect overall activities conducted and expenditures made pursuant to this Agreement. 2.6 Notice of Meetings. The Foundation shall give the City Manager reasonable advance written notice of the time and place of all meetings of the Foundation's Board of Directors, as well as any other meeting of any constituency of the Foundation at which this Agreement or any matter subject to this Agreement shall be considered. III. HOTEL OCCUPANCY TAX REVENUE PAYMENTS 3.1 Payments. Subject to Section 3.2 of this Agreement, as a consideration for the Foundation's activities set forth in this Agreement, the City agrees to pay the Foundation an amount not to exceed FIVE THOUSAND AND NO /100 DOLLARS ($5,000.00) from hotel occupancy tax revenues. The parties understand and agree that the City's obligation hereunder shall not be greater than the actual expense incurred by the Foundation in performing the services required hereunder. If the Foundation, at any time during the term of this agreement, incurs a debt, as the word is defined in section 2 -662 of the Code of Ordinances of the City of Baytown, she shall immediately notify the City's Director of Finance in writing. If the City's Director of Finance becomes aware that the Foundation has incurred a debt, the City's Director of Finance shall immediately notify the Foundation in writing. If the Foundation does not pay the debt within 30 days of either such notification, the City's Director of Finance may deduct funds in an amount equal to the debt from any payments owed to the Foundation under this Agreement, and the Foundation waives any recourse therefor. 3.2 Due Date. The City shall pay the fee specified in Section 3.1 on or before the thirtieth (30`h) day after receiving a proper invoice therefor. However, the parties agree that any funds not used for advertising and conducting promotional programs to attract tourists to the Baytown area and the '/s Marathon shall be refunded to the City within fifteen (15) days after the conclusion of the % Marathon. Agreement for Advertising Services. Page 3 Iv. TERM AND TERMINATION 4.1 Term. The term of this Agreement shall commence on the date of execution by the City Manager and terminate October 31, 2011, or after the Foundation has fully complied with all terms and conditions herein, whichever is later. Only those expenditures authorized by this Agreement and contained in the budget approved by the City Council, which are actually incurred for events and activities taking place within the term of this Agreement, are eligible for funding. Any ineligible expenditures or unspent funds shall be forfeited to the City upon termination of the Agreement. 41 Termination Without Cause. (a) This Agreement may be terminated by either party, with or without cause, by giving the other party thirty (30) days' advance written notice. (b) In the event this Agreement is terminated by either party pursuant to Section 4.2(a), the Foundation shall be entitled to payment for its services satisfactorily performed in accordance with this Agreement up to the date of termination subject to Section 4.2(c). (c) if this Agreement is terminated pursuant to Section 4.2(a), the Foundation will provide the City: (1) within ten (10) business days from the termination notification, a short -term budget of probable expenditures for the remaining thirty-day period between termination notification and contract termination. This budget will be presented to the City Council for approval at the next regularly scheduled meeting for which proper notice can be given after receipt thereof by the City. If the City Council fails to act on the budget at such meeting and the budget does not contain any expenditures that would be prohibited by the Texas Tax Code and is within the term of the Agreement; the budget will be considered approved; (2) within five (5) business days of a request from the City, a listing of expenditures that have occurred since the last required reporting period; (3) a final accounting of all expenditures and tax funds on the day of termination. Any use of remaining funds by the Foundation after notification of termination and prior to termination is conditioned upon such contractual obligations having been incurred and entered into in the good faith performance of those services contemplated in Section 1.1. 4.3 Automatic Termination. This Agreement shall automatically terminate upon the occurrence of any of the following events: (a) The termination of the legal existence of the Foundation; Agreement for Advertising Services, Page 4 (b) The insolvency of the Foundation, the filing of a petition in bankruptcy, either voluntarily or involuntarily, or an assignment by the Foundation for the benefit of creditors; (c) The continuation of a breach of any of the terms or conditions of this Agreement by either the City or the Foundation for more than thirty (30) days after written notice of such breach is given to the breaching party by the other party; or (d) The failure of the Foundation to submit a financial quarterly report which complies with the reporting procedures required herein and generally accepted accounting principles prior to the beginning of the next contract term, or quarterly as required by Section 2.4. 4.4 In the event that this Agreement is terminated pursuant to Section 4.2 or 4.3, the Foundation agrees to refund any and all unused funds, or funds determined by the City to have been used improperly within 30 days after termination of this Agreement. Additionally such termination shall not affect the Foundation's obligation to comply with the reporting requirements articulated in Article lI or as may otherwise be required by Chapter 351 of the Texas Tax Code. Late payments shall accrue interest at the rate provided in Section 2251.025 of the Texas Government Code. V. GENERAL PROVISIONS 5.1 Subcontract for Performance of Services. Nothing in this Agreement shall prohibit, nor be construed to prohibit, the agreement by the Foundation with another private entity, person, or organization for the performance of those services described in Section I.I. In the event that the Foundation enters into any arrangement, contractual or otherwise, with such other entity, person or organization, the Foundation shall cause such other entity, person, or organization to adhere to, conform to, and be subject to all provisions, terms, and conditions of this Agreement and to Chapter 351 of the Texas Tax Code, including reporting requirements, separate funds maintenance, and limitations and prohibitions pertaining to expenditure of the agreed payments and hotel tax funds. 5.2 Independent Contractor. The Foundation shall operate as an independent contractor as to all services to be performed under this Agreement and not as an officer, agent, servant, or employee of the City. The Foundation shall have exclusive control of its operations and performance of services hereunder, and such persons, entities, or organizations performing the same and the Foundation shall be solely responsible for the acts and omissions of its directors, officers, employees, agents, and subcontractors. The Foundation shall not be considered a partner or joint venturer with the City, nor shall the Foundation be considered nor in any manner hold itself out as an agent or official representative of the City. 5.3 Insurance. The Foundation shall, at a minimum, provide insurance as follows: 1. Commercial General Liability Agrcement for Advertising_ Services, Page 5 • General Aggregate: $1,000,000 • Per Occurrence: $500,000 • Coverage shall be at least as broad as ISO CG 00 01 10 93 • No coverage shall be deleted from standard policy without notification of individual exclusions being attached for review and acceptance. The following are general requirements applicable to all policies: ➢ AM Best Rating of B +; VII or better for all liability policies. ➢ Insurance carriers licensed and admitted to do business in State of Texas will be accepted. ➢ Upon request of and without cost to City of Baytown, certified copies of all insurance policies and/or certificates of insurance shall be furnished to City of Baytown's representative. ➢ Certificates of insurance showing evidence of insurance coverage shall be provided to City of Baytown's representative prior to any work being performed at the site. ➢ Liability policies must be on occurrence form. ➢ Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. ➢ The City of Baytown, its officers, agents and employees are to be added as Additional Insureds to all liability policies. Additionally, the Foundation shall furnish separate certificates and endorsements for each at -risk vendor, including those supplying amusement activities. All coverage of such vendors shall be subject to all of the requirements stated herein. 5.4 lnciem THE FOUNDATION AGREES TO AND SHALL INDEMNIFY, HOLD HARMLESS, AND DEFEND THE CITY, ITS OFFICERS, AGENTS AND EMPLOYEES (HEREINAFTER COLLECTIVELY REFERRED TO AS THE "CITY"), FROM AND AGAINST ANY AND ALL CLAIMS, LOSSES, DAMAGES, CAUSES OF ACTION, SUITS AND LIABILITY OF EVERY KIND, INCLUDING, BUT NOT LIMITED TO, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEYS' FEES, FOR INJURY TO OR DEATH OF ANY PERSON, OR FOR ANY AND ALL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE SERVICES PROVIDED BY THE FOUNDATION PURSUANT TO THIS AGREEMENT, THE CONDUCT OR MANAGEMENT OF THE FOUNDATION'S BUSINESS OR ACTIVITIES, OR FROM ANY OTHER ACT OR OMISSION BY THE FOUNDATION, ITS AGENTS, AND EMPLOYEES, WHEN PERFORMING SERVICES IN Agreement for Advertising Services, Page 6 ACCORDANCE WITH THIS AGREEMENT, WHERE SUCH INJURIES, DEATH OR DAMAGES ARE CAUSED BY THE JOINT NEGLIGENCE OF THE CITY AND ANY OTHER PERSON OR ENTITY AND /OR BY THE JOINT OR SOLE NEGLIGENCE OF THE FOUNDATION. IT IS THE EXPRESSED INTENTION OF THE PARTIES HERETO, BOTH THE FOUNDATION AND THE CITY, THAT THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH IS INDEMNITY BY THE FOUNDATION TO INDEMNIFY AND PROTECT THE CITY, ITS OFFICERS, AGENTS AND EMPLOYEES FROM THE CONSEQUENCES OF (I) THE CITY'S OWN NEGLIGENCE, WHERE THAT NEGLIGENCE IS A CONCURRING CAUSE OF THE RESULTING INJURY, DEATH OR DAMAGE WITH ANY OTHER PERSON OR ENTITY AND /OR (II) THE FOUNDATION'S JOINT AND /OR SOLE NEGLIGENCE. FURTHERMORE, THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH SHALL HAVE NO APPLICATION TO THE CITY FOR ANY CLAIM, LOSS, DAMAGE, CAUSE OF ACTION, SUIT AND LIABILITY WHERE THE INJURY, DEATH OR DAMAGE RESULTS FROM THE SOLE NEGLIGENCE OF THE CITY, UNMIXED WITH THE FAULT OF ANY OTHER PERSON OR ENTITY. IN THE EVENT THAT ANY ACTION OR PROCEEDING IS BROUGHT AGAINST THE CITY BY REASON OF ANY OF THE ABOVE, THE FOUNDATION FURTHER AGREES AND COVENANTS TO DEFEND THE ACTION OR PROCEEDING BY LEGAL COUNSEL ACCEPTABLE TO THE CITY. The indemnity provided hereinabove shall survive the termination and/or expiration of this Agreement. 5.5 Release. By this Agreement, the City does not consent to litigation or suit, and the City hereby expressly revokes any consent to litigation that it may have granted by the terms of this Agreement or any other contract or agreement, any charter, or applicable state law. Nothing contained herein shall be construed in any way so as to waive in whole or part the City's sovereign immunity. The Foundation assumes full responsibility for its work performed hereunder and hereby releases, relinquishes, discharges, and holds harmless the City, its officers, agents, and employees from all claims, demands, and causes of action of every kind and character, including the cost of defense thereof, for any injury to or death of any person (whether they be either of the parties hereto, their employees, or other third parties) and any loss of or damage to property (whether the property be that of either of the parties hereto, their employees, or other third parties) that is caused by or alleged to be caused by, arising out of, or in connection with the Foundation's work to be Aweement for Advertising Services. Page 7 performed hereunder. This release shall apply with respect to the Foundation's work regardless of whether said claims, demands, and causes of action are covered in whole or in part by insurance. 5.6 No Arbitration. Notwithstanding anything to the contrary contained in this Agreement, the City and the Foundation hereby agree that no claim or dispute between the City and the Foundation arising out of or relating to this Agreement shall be decided by any arbitration proceeding including, without limitation, any proceeding under the Federal Arbitration Act (9 U.S.C. Sections 1 -14), or any applicable State arbitration statute, including, but not limited to, the Texas General Arbitration Act, provided that in the event that the City is subjected to an arbitration proceeding notwithstanding this provision, the Foundation consents to be joined in the arbitration proceeding if the Foundation's presence is required or requested by the City of complete relief to be recorded in the arbitration proceeding. 5.7 Force Majeure. In the event the %2 Marathon is cancelled due to a force majeure, the refund obligations of the Foundation under this Agreement pursuant to Sections 1.1, 3.2, and 4.4 will not be expanded but will remain unchanged. Any funds provided by the City pursuant to Section 3.1 and either not expended or not expended in full compliance with this Agreement shall be refunded to the City pursuant to the terms of this Agreement. The term "force majeure" as used herein, shall include acts of God, acts of the public enemy, and acts not within the control of the parties hereto, which by the exercise of due diligence and care could not have avoided. 5.8 Assignment. The Foundation shall not assign this Agreement without first obtaining the written consent of the City. 5.9 Notice. Any notice required to be given under this Agreement or any statute, ordinance, or regulation, shall be effective when given in writing and deposited in the United States mail, certified mail, return receipt requested, or by hand - delivery, addressed to the respective parties as follows: CITY FOUNDATION City of Baytown Marcus Lee Zaruba Criminal Justice Foundation Attn: City Manager Attn: Mary Vera P.O. Box 424 P.O. Box 893 Baytown, TX 77522 Mt. Belvieu, TX 77580 5.10 Binding Effect. This Agreement and each provision hereof, and each and every right, duty, obligation, and liability set forth herein shall be binding upon and inure to the benefit and obligation of the City and the Foundation and their respective successors and assigns. 5.11 Application of Laws. All terms, conditions, and provisions of this Agreement are subject to all applicable federal laws, state laws, the Charter of the City of Baytown, all ordinances passed pursuant thereto, and all judicial determinations relative thereto. The place of making and the place of performance for all purposes shall be Baytown, Harris County, Texas. 5.12 Ambiguities. In the event of any ambiguity in any of the terms of this Agreement, it Aa2ement for Advertising Services. Page 8 shall not be construed for or against any party hereto on the basis that such party did or did not author the same. 5.13 Complete Agreement. This Agreement contains the entire understanding and constitutes the entire agreement between the parties hereto concerning the subject matter contained herein. There are no representations, agreements, arrangements, or understandings, oral or written, express or implied, between or among the parties hereto, relating to the subject matter of this Agreement, which are not fully expressed herein. The terms and conditions of this Agreement shall prevail notwithstanding any variance in this Agreement from the terms and conditions of any other document relating to this transaction or these transactions. 5.14 Duplicate Originals. This Agreement is executed in duplicate originals. 5.15 Headings. The headings and subheadings of the various sections and paragraphs of this Agreement are inserted merely for the purpose of convenience and do not express or imply any limitation, definition, or extension of the specific terms of the section and paragraph so designated. 5.16 Severability. If any section, subsection, paragraph, sentence, clause, phrase or word in this Agreement, or application thereof to any person or circumstance is held invalid by any court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Agreement, and the parties hereby declare they would have enacted such remaining portions despite any such invalidity. EXECUTED ON this the _ day of , 2010. CITY OF BAYTOWN By: GARRISON C. BRUMBACK, City Manager ATTEST: LETICIA GARZA, City Clerk APPROVED AS TO FORM: IGNACIO RAMIREZ, SR., City Attorney Agreement for Advertising Services, Page 9 EXECUTED ON this the _ day of , 2010. MARCUS LEE ZARUBA CRIMINAL JUSTICE FOUNDATION (Signature) (Printed Name) (Title) ATTEST: (Signature) (Printed Name) ('Title) llcobsrvlllepi \Karcn%Filcs\ContmctslMnrcus Lee Zaruba Criminal Justice Foundationl Agmcment4AdvcrtisingSer vices2Dl0,doc Agreement for Advertising Services, Page 10