Item 9C CITY OF 9C _ 1
SOUTHLAKE
MEMORANDUM
November 28, 2016
TO: Shana K. Yelverton, City Manager
FROM: Cassie Tucker, Assistant to the Director of Community Services
SUBJECT: Amend the Community Services Agreement with Grapevine
Relief and Community Exchange (GRACE) to increase funding
from $5,000 to $10,000 to enhance their support of Southlake
residents
Action
Requested: City Council approval of an amended community services
agreement with Grapevine Relief and Community Exchange
(GRACE) to increase funding to $10,000 for a 3 year term, expiring
September 30, 2019
Background
Information: This item was added to the agenda at the request of Mayor Laura
Hill.
The purpose of the item is to consider amending the current
community services agreement with GRACE which was approved
on September 20, 2016, and provides financial assistance of
$5,000 per year over the 3 year term of the agreement, expiring
September 30, 2019.
The amended Community Services Agreement will increase the
funding to $10,000 per year for the term of the Agreement. The
increase is proposed to support the rise in costs of emergency
services. GRACE provides short term emergency assistance for
those in direct need of food, clothing, medicine and other
necessities in northeast Tarrant area, including Southlake. These
services are not offered by the City. City provision of these services
would require additional personnel, capital investment for facilities
and equipment and operational expenses.
The performance report from GRACE for 2015 showed GRACE
had 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.
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager 9C - 2
Meeting Date— December 6, 2016
Page 2 of 3
Service units include food, clothing, rent assistance, utility
payments, other financial assistance, furniture, medical services
and agency information. In FY2015, GRACE provided $6,302 in
rental assistance, utility payments and food for Southlake citizens.
Since 2012, the monetary support alone that GRACE has provided
to Southlake Citizens has exceeded $5,000.
A copy of the proposed amended GRACE agreement detailing the
organization's scope of services and the City's obligations is
attached.
Financial
Considerations: Funding in the amount of $5,000 is included in the FY 2017
Community Services Department General Fund Budget.
Approval of the increase in funding for GRACE from $5,000 per
year to $10,000 per year will result in a $5,000 General Fund
Budget Amendment.
Subsequent annual budget proposals will include the funding
allocation as required by the term of the agreement, and payment is
dependent upon annual approval of the proposed budget.
Strategic Link: Approval of the amended 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: City Council consideration December 6, 2016
Legal Review: The Agreement has been reviewed by the City Attorney.
Alternatives: Alternatives may include the following:
• Approve proposed amended GRACE Community Services
Agreement as presented
• Approve proposed amended GRACE Community Services
Agreement with input as desired
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager 9C - 3
Meeting Date— December 6, 2016
Page 3 of 3
• Decision not to approve the proposed amended GRACE
Community Services Agreement
Supporting
Documents:
• Grapevine Relief and Community Exchange Community
Services Amended Agreement
Staff
Recommendation: City Council approval of the amended Community Services
Agreement with Grapevine Relief and Community Exchange
(GRACE) to increase funding to $10,000/year for the term of the
agreement.
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
9C - 4
AMENDED 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.
SECTION 3
Community Services Agreement with Grapevine Relief and Community Exchange 9C - 5
City Council Meeting—December 6,2016
Page 2 of 7
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 $10,000 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
FROM THE NEGLIGENT ACT OR OMISSION OF THE CITY, ITS OFFICERS,
AGENTS OR EMPLOYEES, EXCEPT TO THE EXTENT OF ANY APPLICABLE
INSURANCE COVERAGES.
Community Services Agreement with Grapevine Relief and Community Exchange 9C _ 6
City Council Meeting—December 6,2016
Page 3 of 7
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.
SECTION 10
CITY OF SOUTHLAKE — STRATEGIC LINK
Community Services Agreement with Grapevine Relief and Community Exchange 9C _ 7
City Council Meeting—December 6,2016
Page 4 of 7
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.
SECTION 12
MISCELLANEOUS
Community Services Agreement with Grapevine Relief and Community Exchange 9C _ 8
City Council Meeting—December 6,2016
Page 5 of 7
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 day of 201_
Mayor, City of Southlake
Shonda Schaefer
Executive Director
Grapevine Relief and Community
Exchange
Attest:
Lori Payne, TRMC
City Secretary
Approved as to form and legality:
City Attorney
Community Services Agreement with Grapevine Relief and Community Exchange 9C _ 9
City Council Meeting—December 6,2016
Page 6 of 7
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: development(a)gracegrapevine.org
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.
Community Services Agreement with Grapevine Relief and Community Exchange 9C _ 10
City Council Meeting—December 6,2016
Page 7 of 7
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(a)-ci.so uth la ke.tx.us
2. Provide a presence on the www.CitvofSouthlake.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:
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.