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Item 4G Approval of the SDCA agreement. Item 4G Madam Mayor and members of the City Council: The purpose of this item is to approve Item No. 4G Agreement for Departments of Public Safety between City of Southlake and The Southlake DPS Citizens Association also known as the SDCA. 1 City of Southlake Strategy Map Critical Business Outcomes CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives. CBO2 - Become an employer of choice by developing a plan to recruit, develop and retain employees committed to excellence. CBO3 - Develop long-term strategies to address future financial uncertainties and challenges. CBO4 - Improve mobility by proactively completing traffic analysis of key areas. CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value. The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing efficiency, fiscal responsibility, transparency, and sustainability. Deliver on Our Focus Areas Performance Management & Service Delivery C1 Achieve the highest standards of safety & security C2 Provide travel convenience within City & region C3 Provide attractive & unique spaces for enjoyment of personal interests C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment C5 Promote opportunities for partnerships & volunteer involvement Serve our Customers Manage the Business B1 Achieve best-in-class status in all City disciplines B2 Collaborate with select partners to implement service solutions B3 Enhance resident quality of life & business vitality through tourism B4 Provide high quality services through sustainable business practices B5 Enhance service delivery through continual process improvement B6 Optimize use of technology Provide Financial Stewardship Promote Learning and Growth F1 Adhere to financial management principles & budget F2 Invest to provide & maintain high quality public assets F3 Achieve fiscal wellness standards F4 Establish & maintain effective internal controls L1 Ensure our people understand the strategy & how they contribute to it L2 Enhance leadership capabilities to deliver results L3 Attract, develop & retain a skilled workforce L4 Recognize & reward high performers L5 Empower informed decision-making at all levels in the organization C6 Enhance the sense of community by providing excellent customer service and citizen engagement opportunities L6 Foster positive employee engagement The SDCA agreement falls under the Partnerships & Volunteerism focus area and most heavily ties to C5 – Promote opportunities for partnerships and volunteer involvement on the City’s Strategy Map 2 SDCA Overview SDCA Information The Southlake DPS Citizens Association (SDCA) members are graduates of the DPS Citizens Academy who choose to move into areas of service after completing the academy. SDCA is self-governing SDCA is set up as a 501(c)(3) organization SDCA is composed of members that have completed the DPS Citizens Academy which provides a working knowledge to the many services that Police and Fire personnel provide to the City of Southlake. The SDCA oversees and provides organic leadership to the DPS volunteer groups including mounted patrol, citizens on patrol, volunteers in police service, and Fire Rehab. SDCA members continue to support these programs and provide time and service to the community. Additionally, SDCA members have established a self-governing structure built on bylaws that utilizes a president, vice president, treasurer, and events coordinator that are elected by the SDCA general membership to manage the organization. This allows the multiple volunteer groups to speak with one voice when interacting with the City of Southlake. SDCA is set up as a 501.c3 organization which allows them to solicit funds and donations to provide additional support to the DPS volunteer programs. While the City of Southlake provides support to the volunteer groups, including the vehicles on this slide, SDCA helps with equipment and ancillary supplies and tools to help each program. 3 New Agreement Streamlines the scope of SDCA to include the programs SDCA provides, the response expectations of these volunteer programs, and training necessary to participate in these programs. The relationship between City functions in relation to SDCA functions including City support for the COPs program (vehicle) and safety equipment to support the requested services from SDCA Operational standards for City-provided vehicles Adds a miscellaneous section that identifies and clarifies ancillary details not covered elsewhere in the agreement including the need for SDCA program members to complete a City of Southlake Background check. And confirms that the City of Southlake retains control over volunteers that are in the act of volunteering The SDCA agreement was last updated in 2009 and includes information that has since changed and as a result is no longer accurate; for example, Safety Town which had financial support from SDCA is in the 2009 agreement and needed to be removed. The new agreement also removes the Community Emergency Response Team since CERT is not part of the DPS Citizens Academy umbrella and has funding through the Office of Emergency Management and federal/state grants. The new agreement provides further clarification on the following topics: First of all, it streamlines the scope of SDCA to include the programs SDCA provides, the response expectations of these volunteer programs, and training necessary to participate in these programs. The relationship between City functions in relation SDCA functions including City support for the COPs program (vehicle) and safety equipment to support the requested services from SDCA Operational standards for City-provided vehicles Adds a miscellaneous section that identifies and clarifies ancillary details not covered elsewhere in the agreement including the need for SDCA program members to complete a City of Southlake Background check. And confirms that the City of Southlake retains control over volunteers that are in the act of volunteering 4 SDCA Agreement Benefits Benefits Defines the relationship between the City of Southlake and SDCA that reflects the current operational structure and goals of both organizations. SDCA continued support of the DPS volunteer groups Potential Impacts if not Approved Loss of the formal relationship and reporting structure between the DPS volunteer groups and the City. Loss of access to the materials and supplies provided by SDCA fund raising efforts in support of DPS volunteer groups. The SDCA agreement works to prevent any miscommunication that could occur between the City of Southlake and the SDCA by clearly outlining each groups’ responsibilities, scope, and process for interacting with each other while maintaining the strong relationship that the City of Southlake and SDCA have enjoyed through the years. This will allow for the continued synergistic support for DPS volunteer programs from both SDCA and the City of Southlake. If the agreement were not approved, it could damage the strong relationship between the City and SDCA, including the volunteer programs that SDCA supports. Additionally, SDCA provides both time and financial support through fundraising. Without an agreement, these resources might not be available. 5 Financial Impact There is no financial impact associated with this action. Approving the Agreement for Departments of Public Safety between City of Southlake and The Southlake DPS Citizens Association does not commit the Southlake to any financial obligations now or in the future; to the contrary, the agreement continues the strong relationship between the City of Southlake and our DPS volunteer groups. It also shows support for the financial endeavors that SDCA makes to further our DPS volunteer programs. 6 Thank you. Please contact Michael Starr with questions 817.748.8168 7 Staff recommends approval of Item No. 4G as submitted If you have any questions or concerns, please contact Michael Starr, Fire Chief for the City of Southlake, at 817-748-8168 Thank you for your time!