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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 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 $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 Page 3 of 8 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 Item 4J-7 Community Services Agreement with Grapevine Relief and Community Exchange Page 4 of 8 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 Page 5 of 8 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 Item 4J-9 Community Services Agreement with Grapevine Relief and Community Exchange 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: 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 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: 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 Page 8 of 8 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