Item 4H
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 4, 2018
TO: Shana K. Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve Community Services Agreement with Southlake
Sister Cities for the term October 1, 2018 – September 30, 2021
___________________________________________________________
Action Requested: City Council approval of the Community Services Agreement
with Southlake Sister Cities for the term October 1, 2018 –
September 30, 2021.
.
Background
Information: The City works with non-profit community organizations such
as the Southlake Historical Society to provide important
social, educational, economic and cultural programs and
services to Southlake citizens and businesses. Having a
Community Services Agreement in place allows for these
services to be provided without the City having to fund
additional personnel and capital investments, as well as the
ongoing administrative and operational expenses that would
be required to provide these services to the community.
The agreement with Southlake Sister Cities is for a three
year period, October 1, 2018 – September 30, 2021.
Southlake Sister Cities will act as the official liaison between
Southlake’s sister cities and friendship cities, will host
visitors from the sister cities and friendship cities, promote
the sister cities program and represent Southlake on
exchange trips.
The proposed agreement mirrors their previous agreement
with the exception of the following changes:
Address use of the City facilities at The Marq
Southlake. Request for reservations at The Marq
Southlake shall follow current reservation procedures
and fee schedule as outlined in the City’s Fee
Schedule.
In consideration for the services rendered by Southlake
Sister Cities on behalf of Southlake citizens, the City agrees
4H - 1
Shana K. Yelverton, City Manager
Meeting Date – September 18, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
to an annual payment of $7,500 which will be dispersed by
November 1st of each year.
A copy of the Community Services Agreement, detailing the
organization’s scope of services and the City’s obligations,
and highlighting the proposed changes is attached.
Financial
Considerations: Funding for the Community Services Agreement is included
in the proposed FY 2019 annual budget, and will also be
included in subsequent budget proposals for FY 2020 and
FY 2021 as required by the term of the agreement.
Strategic Link: This item is linked to the City’s Strategy Map through the
following strategic objectives: promote opportunities for
partnerships and volunteer involvement and collaborate with
select partners to implement service solutions.
Citizen Input/
Board Review: Southlake Sister Cities has reviewed the proposed
agreement and been notified of the board and city council
approval process.
City Council consideration September 18, 2018
Legal Review: The Agreement was modeled after the standard Community
Services Agreement utilized by the City and reviewed by the
City Attorney.
Alternatives: Alternatives may include the following:
City Council approval of Agreement as presented
City Council approval of Agreement with input as desired
City Council decision not to renew Agreement
Supporting
Documents:
Proposed Southlake Sister Cities Community Services
Agreement
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Shana K. Yelverton, City Manager
Meeting Date – September 18, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Staff
Recommendation: City Council approval of the Community Services Agreement
with Southlake Sister Cities for the term October 1, 2018 –
September 30, 2021.
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
SOUTHLAKE SISTER CITIES
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 Southlake Sister Cities, a non -profit corporation of Texas, acting by and
through its duly authorized President (hereinafter referred to as “SSC”), an organization
exempt from taxation under Section 501(c)(3) of the Internal Revenue Code.
WHEREAS, the mission of SSC is to provide for the fostering of global
understanding, friendship and communication through education and exchange; and
WHEREAS, City and SSC desire to enter into a Renewal Agreement whereby
SSC will continue to act as the official liaison between Southlake’s sister cities, host
visitors, provide education regarding the sister cities, promote the Sister Cities program,
and represent Southlake in exchange visits to any sister city;
NOW, THEREFORE, City and SSC, in consideration of the mutual undertakings
hereunder set forth, do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
A. SSC 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 SSC STAFF CONTACTS
A. SSC and the City shall both provide staff liaison’s as outlined in the attached
Appendix, Section A.
SECTION 3
GOVERNANCE
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Southlake Sister Cities
Approved by City Council September 16 , 2018
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
A. SSC 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 SSC board
of directors.
SECTION 4
CONSIDERATION
In recognition that the City elected to support the efforts of SOUTHLAKE SISTER
CITIES to foster global communication, understanding and friendship rather than
provide such service, City agrees to an annual payment to be paid to SUTHLAKE
SISTER CITIES in the amount of $7,500 to be dispersed annually on November 1 of
each year. Final payment amount is subject to City Council budget authorization.
Payment by the City shall be applied by SOUTHLAKE SISTER CITIES as described in
the attached Appendix, Section A.
SECTION 5
REPORTING
A. SSC shall generate and provide to Cassie Tucker, Assistant to the Director of
Community Services 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 Southlake Sister Cities to the City.
SECTION 6
INSURANCE AND INDEMNIFICATION
A. SSC 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 CARS, ITS
OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF
SERVICES UNDER THIS AGREEMENT. CARS SHALL NOT BE REQUIRED
TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR
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Southlake Sister Cities
Approved by City Council September 16 , 2018
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
SECTION 7
INDEPENDENT CONTRACTOR
In performing the services hereunder, SSC 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
1. The term of this agreement shall be for a period beginning October 1, 2018 and
ending September 30, 2021. This agreement may be renewed for up to one
successive three-year period 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.
2. 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.
3. 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
SSC ceases to provide services, SSC 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.
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Southlake Sister Cities
Approved by City Council September 16 , 2018
Page 4 of 7
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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. SSC, its
mission and the services, outlined on page 1 of the agreement, link to the City’s strategy
through the following strategic objectives:
C4 Attract and keep top-tier businesses to drive a dynamic and sustainable
economic environment
C5 Promote opportunities for partnerships and volunteer involvement
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
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Southlake Sister Cities
Approved by City Council September 16 , 2018
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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 SSC have executed this Agreement as of this
_____day of ____________________, 201__.
_________________________
Mayor, City of Southlake
_________________________
President, Southlake Sister Cities
Approved as to form and legality:
City Attorney
ATTEST:
Carol Ann Borges, TRMC
City Secretary
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Southlake Sister Cities
Approved by City Council September 16 , 2018
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
SOUTHLAKE SISTER CITIES
APPENDIX
SECTION A
SCOPE OF SERVICES
A. In return for payment described in Section 4 of this Agreement, SSC shall
provide the following services:
1. SSC staff contact person to serve as a liaison between the SSC and the City:
a. Name: Katy Hintze
b. Title: President
c. Phone: 817-251-8548
d. Email Address: katyhintze@yahoo.com
2. Act as the official liaison between Southlake sister cities and friendly cities.
Current sister city relationships include: Tome, Japan (Sister City), and
Suzhou Wuzhong District, China (Friendly City).
3. Serve as host for visitors from Southlake Sister Cities including arrangement
of overnight accommodations, meals, touring, transportation, official
receptions, etc.
4. Promote the Southlake Sister Cities program to the citizens of Southlake.
5. Represent Southlake in exchange visits to Southlake Sister Cities.
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 SSC.
The City liaison shall be apprised by SSC of all SSC board meetings, SSC
shall forward a copy of the agenda for each meeting prior to any scheduled
meetings, and the City liaison may participate with the SSC board at all
scheduled meetings.
a. Name: Cassie Tucker
b. Title: Assistant to the Director of Community Services
c. Phone: (817) 748-8036
d. Email Address: ctucker@ci.southlake.tx.us
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Southlake Sister Cities
Approved by City Council September 16 , 2018
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2. Provide a presence on the www.cityofsouthlake.com and/or
www.experiencesouthlaketexas.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.CityofSouthlake.com and/or
www.experiencesouthlaketexas.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 Experience Southlake organization
information to include organization name, mission, contact inform ation and
link to organization website.
5. Provide access to the City’s logo for use by SSC. Such use is subject to
review and approval by the City’s Deputy Director of Communications.
6. Provide at no cost to SOUTHLAKE SISTER CITIES in accordance with
current policies and guidelines, the use of City facilities, excluding The Marq
Southlake, for events and meetings directly related to SOUTHLAKE SISTER
CITIES business. Requests for use of City facilities shall follow current
reservation procedures as outlined in the Facility Use Policy.
7. Provide to SOUTHLAKE SISTER CITIES in accordance with current policies,
guidelines and reservation fee schedule, for the use of City facilities at The
Marq Southlake for the applicable reservation fee, for events and meetings
directly related to SOUTHLAKE SISTER CITIES business. Requests for
reservations at The Marq Southlake shall follow current reservation
procedures and fee schedule as outlined in the City’s Fee Schedule.
SECTION B
PERFORMANCE AND QUALITY MEASURES
A. In evaluating SSC’s performance pursuant to Section 8 of this agreement, the
City will determine whether SSC has met the following performance measures:
1. SSC will act as the official liaison, represent the City, and provide the services
described in the Appendix, Section A, in a professional manner throughout
the entire term of the agreement.
2. SSC will develop and provide a detailed annual report on its programs and
events, and on how the City’s funding is utilized in support of SSC.
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