Item 4J - memoItem 4J-1
CITY OF
SOUTHLAKE
MEMORANDUM
September 8, 2022
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve Community Services Agreement with Grapevine
Relief and Community Exchange for the term October 1, 2022-
September 30, 2025
Action
Requested: City Council approval of the Community Services Agreement with
Grapevine Relief and Community Exchange (GRACE) for the term
October 1, 2022 - September 30, 2025.
Background
Information: The City works with non-profit community organizations such as
GRACE to provide important 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 the additional personnel, administrative, and operational
expenses required to provide these services to the community.
The City's present Community Services Agreement with GRACE, to
provide support services to eligible Southlake citizens, will expire
September 30, 2022.
The City's proposed allocation amount of $20,000/year to the
organization for services for Southlake citizens is $10,000 more than
the previous Agreement of $10,000. This increase was specifically
requested by the organization to make up for the increased costs
associated with running this program.
During the last fiscal year, GRACE supported Southlake citizens by:
• Providing over $21,000 in assistance;
• Serving 58 Southlake residents;
• Using 262 volunteers with over 9,900 volunteer hours;
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4J-2
Shana Yelverton, City Manager
Meeting Date — September 20, 2022
Page 2 of 3
The proposed agreement is for three years, October 1, 2022, through
September 30, 2025.
The proposed agreement mirrors their previous agreement, with the
exception of the following changes:
• Change the reporting requirement to an annual report with a
detailed budget sheet at the end of each fiscal year, instead
of an annual report at the end of each calendar year.
• Remove the City's requirement to publish information about
GRACE in the quarterly editions of the Experience Southlake
Magazine, as the magazine is no longer published.
• Increase in annual payment from $10,000 to $20,000.
A copy of the proposed GRACE agreement detailing the
organization's scope of services and the City's obligations is
attached.
Financial
Considerations: As mentioned above, GRACE will receive $20,000/year for the term
of the Agreement. $20,000 is included in the proposed FY 2023
annual budget and will also be included in subsequent budget
proposals as required by the term for each agreement. Payment by
the City 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
related to the Focus Areas of Performance Management and Service
Delivery and Partnerships & Volunteerism and delivers the corporate
objective to collaborate with select partners to implement service
solutions.
Citizen Input/
Board Review: City Council consideration September 20, 2022
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 ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4J-3
Shana Yelverton, City Manager
Meeting Date — September 20, 2022
Page 3 of 3
Supporting
Documents:
• Approve proposed GRACE Community Services Agreement
with input as desired
• Decision not to renew the proposed GRACE Community
Services Agreement
• Grapevine Relief and Community Exchange Community Services
Agreement
• Grapevine Relief and Community Exchange Payment Increase
Request Letter
Staff
Recommendation: City Council approval of the Community Services Agreement with
Grapevine Relief and Community Exchange (GRACE) for the term
October 1, 2022- September 30, 2025.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
Item 4J-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 an 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.
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
Item 4J-5
Community Services Agreement with Grapevine Relief and Community Exchange
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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 $20,000 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 Milenka Lopez, Assistant to the
Director of Community Services, 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.
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
Item 4J-6
Community Services Agreement with Grapevine Relief and Community Exchange
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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, 2022
and ending September 30, 2025. This agreement may be renewed for up
to two 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
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
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
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Community Services Agreement with Grapevine Relief and Community Exchange
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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
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.
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
Item 4J-8
Community Services Agreement with Grapevine Relief and Community Exchange
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IN WITNESS WHEREOF the City and GRACE have executed this Agreement as
of this day of , 2022.
Mayor, City of Southlake
DocuSigned by
Shonda Schaefer-- --
Executive Director
Grapevine Relief and Community
Exchange
Attest:
Amy Shelley, TRMC
City Secretary
Approved as to form and legality:
City Attorney
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
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Community Services Agreement with Grapevine Relief and Community Exchange
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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.
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
Item 4J-10
Community Services Agreement with Grapevine Relief and Community Exchange
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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: Valerie Snyder
b. Title: Community Initiatives Coordinator
c. Phone: 817.748.8173
d. Email Address: vsnyder ci.southlake.tx.us
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. Any
and all information in such press releases is subject to review and
possible revision prior to posting either in a story or PSA/ advertising
format.
4. Provide access to the City's logo for use by GRACE. Such use is subject
to review and approval by the City's Deputy Director of Communications.
5. Provide at no cost to GRACE in accordance with current policies and
guidelines, the use of City facilities, excluding The Marq Southlake, 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.
6. Provide to GRACE in accordance with current policies, guidelines and
reservations fee schedule, the use of City facilities at The Marq
Southlake for the applicable reservation fee, for events and meetings
directly related to GRACE business. Requests for reservations at The
Marq Southlake shall follow current reservation procedures and fee
schedule as outlined in the City's Fee Schedule.
DocuSign Envelope ID: BD37BDF3-3C74-43C6-BA99-4883COF872B3
Item 4J-11
Community Services Agreement with Grapevine Relief and Community Exchange
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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:
GRACE shall develop and provide a detailed annual written report to the
City. This report shall include: a disclosure of GRACE's financial status,
a detailed budget sheet illustrating how the City's funding is utilized in
support of GRACE, operations conducted during the preceding year,
planned future operations, and any other information agreed to by both
GRACE and the City at the end of each fiscal year (September 30).
0000�.
GRACE
Item 4J-12
"Giving as we have received... April 25, 2022
to help those in need"
Ms. Milenka Lopez
City of Southlake
Board Members Community Services Department — City Liaison
Traci Bernard, President 285 Shady Oaks Drive
Texas Health Harris Methodist Southlake
Karen Parrish, Vice President of Programs Southlake, TX 76092
White's Chapel United Methodist Church
Robert K. Warner, Vice President of
Development/Capital Campaign Dear Ms. Milenka,
Community Representative
Kindal Wright Kreamer, Vice President of
HR/Secretary As GRACE continues to offer hope to those in our community still trying to
121 Community Church
Susie Howell, Vice President of Construction, regain stability after the uncertainty of the last two years, we are so
Facilities & Technology thankful for our community partners and volunteers. Hand in hand, we
Frost Bank
Sean Shope, Treasurer work hard to ensure our community is healthy, thriving, and remains to be
ldrst Financial Bank one of the most sought after in our region.
Shonda Schaefer
Chief Executive Officer
Kay Allen During our 2021 fiscal year, 262 residents of the City of Southlake provided
Allen Wealth Advisors
Bravis Brown GRACE with 9959.96 volunteer hours.
BPS Technology
Victor De Vincenzo
AtmosEnergy Corporation GRACE also demand for services increase over the previous year, with
Jerry Ducay City of Colleyville 72,642 service units including financial assistance for rent/mortgage and
Ana Erwin utility payments, food, clothing, shelter, and medical care being distributed
Community Impact Newspaper
Mike Hamlin to 12,311 unduplicated clients.
City of Grapevine,
Police Department
Traci Hutton Specific to the City of Southlake, GRACE was able to provide $21,500 worth
Traci D. Hutton, Attorney of services to 293 residents.
John McGreevy
Community Representative
Kevin McNamara Wise Guys Pizzeria As we move into the next fiscal year, GRACE anticipates that, due to the
Duff O'Dell rising prices of pantry essentials, including bread, milk, and eggs, our
Good Shepherd Catholic Community/
Grapevine City Counsel programs will be called upon to relieve pressure on families who are making
Tony Pack Community Representative the monthly decision to either keep the bills paid or keep their families fed.
Todd Renner
White's Chapel
United Methodist Church Due to the increase in need and based on the numbers of the previous fiscal
Rob Schmidt year in the attached financial report, GRACE is requesting an increase in
Community Representative
Becky St. John funding from the City of Southlake and would like to amend our contract
GCISD Board of Trustees from $10,000 to $20,000 of support.
Mike Taylor
Texas Silver -Haired Legislature,
Tarrant County
Felix Vasquez, Jr. Sincerely,
Hyphen Solutions, LLC
Randy White
Randy White
Real Estate Services .r
Shonda Schaefer, GRACE CEO