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Item 4H CITY OF 4H - 1 SOUTHLAKE MEMORANDUM August 29, 2016 TO: Shana Yelverton, City Manager FROM: Kate Meacham, Deputy Director of Community Services SUBJECT: Approve Community Services Agreement with Grapevine Relief and Community Exchange Action Requested: City Council approval of the Community Services Agreement with Grapevine Relief and Community Exchange (GRACE) for October 1 , 2016 - September 30, 2019. Background Information: The City's present community services agreement with GRACE to provide short term emergency assistance for those in direct need of food, clothing, medicine, and other necessities will expire September 30, 2016. They serve the northeast Tarrant area including Southlake. The proposed Community Services Agreement with GRACE is a standard agreement and is the same agreement entered into previously with GRACE. The agreement is for three years, October 1 , 2016 through September 30, 2019. GRACE has received City funding for services rendered to the community since 1994. Since FY 2002-03, the funding amount GRACE has received is $5,000 annually. The same funding amount is proposed for the new community services agreement. GRACE provides services not offered by the City. City provision of these services would require additional personnel, capital investment for facilities and equipment and operational expenses. In 2015, GRACE served 5,059 unduplicated individuals, including 69 from Southlake. Specific to Southlake, GRACE provided 797 total service units to residents at an approximate value of $22,946. Service units include food, clothing, rent assistance, utility payments, other financial assistance, furniture, medical services City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4H - 2 Shana Yelverton, City Manager Meeting Date—September 20, 2016 Page 2 of 3 and agency information. GRACE provided $6,302 in rental assistance, utility payments and food for Southlake citizens. A copy of the proposed GRACE agreement detailing the organization's scope of services and the City's obligations is attached. Financial Considerations: The proposed FY2017 Community Services division budget has funding allocated for community services agreements and the $5,000 for GRACE is within the budgeted amount to be approved by City Council in September. Subsequent budget proposals will include the funding allocation as required by the term of the agreement. Payment to GRACE is dependent upon annual approval of the proposed budget. Strategic Link: Approval of the Agreement is linked to the City's Strategy Map Focus Areas of Performance Management and Service Delivery and Partnerships & Volunteerism and meets the corporate objectives to Collaborate with Select Partners to Implement Service Solutions, Enhance the Sense of Community by Providing Excellent Customer Service and Citizen Engagement Opportunities, and Promote Opportunities for Partnerships & Volunteer Involvement. Citizen Input/ Board Review: No citizen input has been received; approval not subject to any board review. Shonda Schaefer, Executive Director, has been contacted and has offered no changes to the proposed agreement. Ms. Schaefer may be present at the Council meeting as well as the Council work session to answer any questions. City Council consideration September 20, 2016 Legal Review: The Agreement was modeled after the standard community services agreement used previously and that has been reviewed by the City Attorney. Alternatives: Alternatives may include the following: • Approve proposed GRACE Community Services Agreement as presented City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4H - 3 Shana Yelverton, City Manager Meeting Date—September 20, 2016 Page 3 of 3 • Approve proposed GRACE Community Services Agreement with input as desired • Decision not to renew the proposed GRACE Community Services Agreement Supporting Documents: • Grapevine Relief and Community Exchange Community Services Agreement Staff Recommendation: City Council approval of the Community Services Agreement with Grapevine Relief and Community Exchange (GRACE) for October 1 , 2016-September 30, 2019. City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4H - 4 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND GRAPEVINE RELIEF AND COMMUNITY EXCHANGE STATE OF TEXAS § COUNTY OF TARRANT § THIS AGREEMENT is entered into by and between the City of Southlake, Texas, a home rule municipal corporation located in Tarrant County and Denton County, Texas, acting by and through its duly authorized Mayor (hereinafter referred to as "City"), and Grapevine Relief and Community Exchange, a non- profit corporation of Texas, acting by and through its duly authorized Executive Director (hereinafter referred to as "GRACE"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of GRACE is to provide food, clothing, financial assistance, and other vital necessities to people who are struggling with a limited income or recent emergency; and WHEREAS, City and GRACE desire to enter into a Renewal Agreement whereby GRACE will continue to provide food, clothing, financial assistance, and other vital necessities to people who are struggling with a limited income or recent emergency; NOW, THEREFORE, City and GRACE, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. GRACE shall provide the services as outlined in the attached Appendix, Section A. B. City shall provide services as outlined in the attached Appendix, Section A. SECTION 2 CITY AND GRACE STAFF CONTACTS GRACE and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A and Section B. 4H - 5 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 2 of 8 SECTION 3 GOVERNANCE GRACE shall be solely governed by its board of directors, who shall meet in accordance with the bylaws and articles of incorporation. The time, date, place and agenda of these board meetings shall be the responsibility of the GRACE board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the efforts of GRACE to provide assistance rather than provide such service, City agrees to an annual payment to be paid to GRACE in the amount of $5,000 to be dispersed annually on November 1 of each year. Payment is subject to City Council budget authorization. Payment by the City shall be applied by GRACE as described in the attached Appendix, Section A. SECTION 5 REPORTING A. GRACE shall generate and provide to Mike Bedrich, Community Initiatives Supervisor of the City, annual reports regarding the performance measures outlined in the attached Appendix, Section B. B. The City shall have the right to review the books and records kept incident to the services provided by GRACE to the City. SECTION 6 INSURANCE AND INDEMNIFICATION GRACE AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR PROPERTY DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING, WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF ATTORNEYS, EXPERT WITNESSES AND OTHER CONSULTANTS), ARISING OUT OF OR IN CONNECTION WITH, DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF GRACE, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. GRACE SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR ANY DAMAGES OR LIABILITY FOUND BY A COURT TO HAVE ARISEN 4H - 6 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 3 of 8 FROM THE NEGLIGENT ACT OR OMISSION OF THE CITY, ITS OFFICERS, AGENTS OR EMPLOYEES, EXCEPT TO THE EXTENT OF ANY APPLICABLE INSURANCE COVERAGES. SECTION 7 INDEPENDENT CONTRACTOR In performing the services hereunder, GRACE is acting as an independent contractor, and shall not be deemed an employee, agent or partner of the City. City shall have no power to direct or supervise its activities in carrying out its responsibilities under this Agreement. Neither party shall have the authority to make binding representations or agreements on behalf of the other. SECTION 8 TERM OF AGREEMENT AND REVIEW OF PERFORMANCE A. The term of this agreement shall be for a period beginning October 1, 2016 and ending September 30, 2019. This agreement may be renewed for up to three successive three-year periods beginning on October 1 and ending on September 30 of each year upon written agreement by both parties and annual budget approval by the Southlake City Council. B. At the end of the term, the City will undertake an annual review of the performance based upon performance and quality measures outlined in the attached Appendix, Section B. C. Notwithstanding any provision herein to the contrary, either party may terminate this Agreement upon 30 days written notice to the other. Upon termination, or if GRACE ceases to provide services under this agreement, GRACE shall return to the City any unexpended funds paid pursuant to this Agreement. SECTION 9 NO WAIVER OF GOVERNMENTAL IMMUNITY Notwithstanding any provision of this Agreement to the contrary, nothing contained in this agreement shall be construed to limit or waive any governmental or sovereign immunity of the City, or any immunity applicable to its officers, agents, servants or employees. To the extent there may be a waiver of immunity under state law, the remedies available to enforce this agreement are limited to mandamus, specific performance or injunctive relief. All other remedies, including suits for damages and recovery of attorney's fees are specifically waived by both parties. 4H - 7 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 4 of 8 SECTION 10 CITY OF SOUTHLAKE —STRATEGIC LINK The City has adopted a Strategic Management System to improve the organization's ability to define and execute its strategy. Effective strategic management systems provide the mechanism to link the mission, strategy, department goals, citizen perceptions, and service delivery efforts in a continuous feedback loop. GRACE, its mission and the services outlined on page 1 of the agreement, link to the City's strategy through the following strategic objectives: C1 Achieve the highest standards in safety and security ■ C6 Enhance the sense of community by providing excellent customer service and citizen engagement opportunities • B2 Collaborate with select partners to implement service solutions SECTION 11 CITY OF SOUTHLAKE VALUES The City has adopted values that are the fundamental principles that guide how officials, staff, and employees of the City conduct themselves in pursuit of the mission and vision. All business conducted with the City shall adhere to the City's organizational values as described below: ■ Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. • Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. • Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. • Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. • Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 11 are goals to which City officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate City official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. 4H - 8 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 5 of 8 SECTION 12 MISCELLANEOUS This Agreement sets forth all the agreements between the parties and no modification shall be effective unless reduced to writing and signed by the part to be changed therewith. This document may be executed in duplicate originals. IN WITNESS WHEREOF the City and GRACE have executed this Agreement as of this 7 day of September, 2016. May r,-C-ity,9f So hiialk. Sho6da Schaefer Executive Director Grapevine Relief and Community Exchange Attest: Lori Payne, TRMC City Secretary Approved as to form and legality: City Attorney 4H - 9 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND GRAPEVINE RELIEF AND COMMUNITY EXCHANGE APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, GRACE shall provide the following services: 1. GRACE staff contact person to serve as a liaison between the GRACE and the City: a. Name: Shonda Schaefer b. Title: Executive Director c. Phone: 817.305.4651 d. Email Address: developmentggracegrapevine.mg 2. Short term emergency assistance for food and clothing needs. 3. Administration of direct aid as funding allows (assistance with utilities, rent, medicine, gasoline, and other vital necessities). 4. Referrals to area agencies and organizations. 5. Distribution of furniture or other donated resources intended for emergency purposes as available. 6. Cooperation with local organizations to render additional aid in certain instances as this assistance is available, through either designated funding or seasonal programs. 7. Case management for repeated or extended emergency assistance. 8. Supplemental food commodities distribution for households on a low or fixed income. 9. Transitional housing for homeless families. 10.Low cost shopping at GRACEFUL BUYS and TOUCH OF GRACE resale shops. 11.Medical attention for uninsured residents at community clinic. 4H - 10 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 7 of 8 B. In addition to payment described in Section 4 of this agreement, City shall, 1. Provide a staff contact person to serve as a liaison between City and GRACE. The City liaison shall be apprised by GRACE of all GRACE board meetings, GRACE shall forward a copy of the agenda prior to the meeting, and the City liaison may participate with the GRACE board at all scheduled meetings. a. Name: Mike Bedrich b. Title: Community Initiatives Supervisor c. Phone: 817.748.8137 d. Email Address: m bed rich(o-),ci.south lake.tx.us 2. Provide a presence on the www.CiityofSouthlake.com which is limited to: a. One information page which includes organization name, mission, contact information and link to organization website. 3. Consider posting information contained in press releases on www.MySouthlakeNews.com and/or www.CitvofSouthlake.com. Any and all information in such press releases will be subject to review and possible revision prior to posting. 4. Publish in the quarterly editions of the Southlake Scene organization information to include organization name, mission, contact information and link to organization website. 5. Provide access to the City's logo for use by GRACE. Such use is subject to review and approval by the City's Communication and Websites Manager. 6. Provide at no cost to GRACE in accordance with current policies and guidelines, the use of City facilities for events and meetings directly related to GRACE business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. SECTION B PERFORMANCE AND QUALITY MEASURES A. In evaluating GRACE's performance pursuant to Section 8 of this agreement, the City will determine whether GRACE has met the following performance measures: 4H - 11 Community Services Agreement with Grapevine Relief and Community Exchange City Council Meeting—September 20,2016 Page 8 of 8 1. GRACE shall provide an annual written report to the City. This report shall include: a disclosure of GRACE's financial status, operations conducted during the preceding year, planned future operations, and any other information agreed to by both GRACE and the City.