Item 4F - Memo - Southlake Community Band
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 10, 2019
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve Community Services Agreement with Southlake
Community Band
Action
Requested: City Council approval of the Community Services Agreement with
Southlake Community Band for October 1, 2019 - September 30,
2022.
Background
Information: The City’s present community services agreement with Southlake
Community Band to provide opportunities for entertainment and
musical education for Southlake citizens in an effort to increase
local appreciation of the arts will expire September 30, 2019.
The proposed Community Services Agreement with Southlake
Community Band is a standard agreement and is the same
agreement entered into previously with Southlake Community
Band. The agreement is for three years, October 1, 2019 through
September 30, 2022.
Southlake Community Band (originally known as Lake Cities Band)
first received funding of $1,000 from the City in 1995 for services
rendered to the community. From 1996 – 2001 the band received
annual funding of $4,000. The funding was increased in 2002 to
$5,000 and to $7,000 in 2007. The band requested a $2,000 a year
increase in FY2014 and currently receives $9,000 a year. The
proposed community services agreement under consideration is for
$9,000 a year and represents no increase from the previous fiscal
year. The City’s community service agreement payment of $9,000 a
year represents approximately 75% of the Band’s annual budget,
the remainder being raised by the Band.
During FY2018, Southlake Community Band conducted 92
separate events, including concerts for City events such as Stars &
Stripes, Home for the Holidays, and opportunities for citizens to
Shana Yelverton, City Manager
Meeting Date – September 17, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
participate in practices, rehearsals and community performances,
resulting in 5,448 participant-hours of activities for Southlake
citizens. Southlake Community Band provides these services to
Southlake citizens on an approximate annual operating budget of
$12,000. The City receives services of 65 musicians, their
equipment, transportation, time and logistics for the Concert Band
and the band provides its own sound system in most cases
including a sound engineer and setup crew. When the Swing Band
performs, it consists of a full 17-piece jazz orchestra, a jazz
vocalist, a hired director, a full audio equipment setup and formal
attire for participants.
The services provided by Southlake Community Band are not
offered by the City. Estimates to hire any other semi-professional
Concert Band or Swing Bands available locally is approximately
$2,000 per event or more.
A copy of the proposed Southlake Community Band agreement
detailing the organization’s scope of services and the City’s
obligations is attached.
Financial
Considerations: The proposed FY2020 Community Services division budget has
funding allocated for community services agreements and the
$9,000 for Southlake Community Band is within the budgeted
amount to be approved by City Council. Subsequent budget
proposals will include the funding allocation as required by the term
of the agreement. Payment to Southlake Community Band 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.
Citizen Input/
Board Review: No citizen input has been received; approval not subject to any
board review.
City Council consideration September 17, 2019
Legal Review: The Agreement was modeled after the standard community
services agreement used previously and that has been reviewed by
the City Attorney.
Shana Yelverton, City Manager
Meeting Date – September 17, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Alternatives: Alternatives may include the following:
Approve proposed Community Services Agreement as
presented
Approve proposed Community Services Agreement with
input as desired
Decision not to renew the proposed Community Services
Agreement
Supporting
Documents:
Southlake Community Band Community Services Agreement
Staff
Recommendation: City Council approval of the Community Services Agreement with
Southlake Community Band for October 1, 2019 - September 30,
2022.