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Item 4L - memoItem 4L-1 ICITY OF SOUTHLAKE MEMORANDUM September 8, 2022 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Community Services Agreement with Southlake Community Band for the term October 1, 2022- September 30, 2025 Action Requested: City Council approval of the Community Services Agreement with Southlake Community Band for October 1, 2022 - September 30, 2025. Background Information: The City works with non-profit community organizations such as the Southlake Community Band 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 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, 2022. The City's proposed allocation amount of $9,720/year to the organization for services for Southlake citizens is $720 more than the previous Agreement of $9,000. This represents an 8% increase to account for inflation and increased costs of providing these services to Southlake residents. During the last fiscal year, Southlake Community Band supported Southlake citizens by: Providing approximately 35 events throughout the City; Serving over 16,000 patrons; City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4L-2 Shana Yelverton, City Manager Meeting Date — September 20, 2022 Page 2 of 3 • Using 66 volunteers with over 1850 volunteer hours; 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 Southlake Community Band in the quarterly editions of the Experience Southlake Magazine, as the magazine is no longer published. • 8% increase in annual payment, changing from $9,000 to $9,720 annually. 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: As mentioned above, Southlake Community Band will receive $9,720/year for the term of the Agreement. $9,720 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 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 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4L-3 Shana Yelverton, City Manager Meeting Date — September 20, 2022 Page 3 of 3 Alternatives: Alternatives may include the following: Supporting Documents: • Approve proposed Southlake Community Band Community Services Agreement as presented • Approve proposed Southlake Community Band Community Services Agreement with input as desired • Decision not to renew the proposed Southlake Community Band Community Services Agreement • Southlake Community Band Community Services Agreement Staff Recommendation: City Council approval of the Community Services Agreement with Southlake Community Band for the term October 1, 2022- September 30, 2025 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-4 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE COMMUNITY BAND 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 Community Band, a non-profit corporation of Texas, acting by and through its duly authorized President (hereinafter referred to as the "Band"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of the Band is to provide support for a strong local arts program through local concert events which help provide a focus for the expansion of other arts programs in the City of Southlake; and WHEREAS, City and the Band desire to enter into an Agreement whereby the Band will continue to provide citizens access to participate in the arts, free concert events, and concert scheduling; NOW, THEREFORE, City and the Band, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. Band shall provide the services as outlined in the attached Appendix, Section A. B. City shall provide services and funding as outlined in the attached Appendix, Section A. SECTION 2 CITY AND BAND STAFF CONTACTS The Band and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A and Section B. DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-5 Community Services Agreement with Southlake Community Band Page 2 of 8 SECTION 3 GOVERNANCE The Band 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 Band board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the Band and their support for the local arts rather than provide such service, City agrees to an annual payment to be paid to the Band in the amount of $9,720 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 the Band as described in the attached Appendix, Section A. SECTION 5 REPORTING A. The Band shall generate and provide to Milenka Lopez, Assistant to the Director of Community Services, quarterly 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 Band to the City. SECTION 6 INSURANCE AND INDEMNIFICATION BAND 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 SOUTHLAKE COMMUNITY BAND, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. SOUTHLAKE COMMUNITY BAND 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: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-6 Community Services Agreement with Southlake Community Band Page 3 of 8 SECTION 7 INDEPENDENT CONTRACTOR In performing the services hereunder, the Band 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 three-year 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 the Band ceases to provide services under this agreement, the Band 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. DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-7 Community Services Agreement with Southlake Community Band Page 4 of 8 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. The Band, its mission and the services outlined on page 1 of the agreement, link to the City's strategy through the following strategic objectives: • C5 Promote opportunities for partnerships and volunteer involvement • 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. DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-8 Community Services Agreement with Southlake Community Band Page 5 of 8 SECTON 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. IN WITNESS WHEREOF the City and the Band have executed this Agreement as of this day of , 2022. Mayor, Citv gf�4gegjplake Ken McMillan President Southlake Community Band Attest: Amy Shelley, TRMC City Secretary Approved as to form and legality: City Attorney DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-9 Community Services Agreement with Southlake Community Band Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE COMMUNITY BAND APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this agreement, the Band shall provide the following services: 1. The Band staff contact person to serve as a liaison between the Band and the City: a. Name: Ken McMillan b. Title: President c. Phone: 817.455.3054 d. Email Address: kenmcmillan(a_outlook.com 2. Perform at least 8 concert events free to the public annually. Proposed events include but are not limited to: Fall Concert, Home for the Holidays, Winter Holiday Concert, Guest Artist Concert, Annual Young Peoples Concert, Stars and Stripes City of Southlake July 4th Celebration, other concerts at Town Square, and Art in the Square. A list of proposed concerts will be provided to staff at the beginning of the community services agreement period. 3. Scheduling of concerts and make up concerts, if necessary, will be by agreement of the City Community Services Director and the Band President. 4. Provide a creative arts program for music appreciation which is open to the public. 5. Present an update to the Southlake Arts Council as is necessary. B. In addition to payment described in Section 4 of this agreement, City shall: Provide a staff contact person to serve as a liaison between City and the Band. The City liaison shall be apprised by the Band of all Band board meetings, the Band shall forward a copy of the agenda prior to the meeting, and the City liaison may participate with the Band board at all scheduled meetings. a. Name: Milenka Lopez b. Title: Assistant to the Director c. Phone: 817.748.8963 d. Email Address: mlopez(a-)_ci.southlake.tx.us DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-10 Community Services Agreement with Southlake Community Band Page 7 of 8 1. 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. 2. Consider posting information contained in press releases on www.MVSouthlakeNews.com and/or www.CitVofSouthlake.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. 3. Provide access to the City's logo for use by the Band. Such use is subject to review and approval by the City's Deputy Director of Communications. 4. Provide at no cost to SOUTHLAKE COMMUNITY BAND in accordance with current policies and guidelines, the use of City facilities, excluding The Marq Southlake, for events and meetings directly related to SOUTHLAKE COMMUNITY BAND business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. 5. Provide to SOUTHLKE COMMUNITY BAND 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 COMMUNITY BAND 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 the Band's performance pursuant to Section 8 of this agreement, the City will determine whether the Band has met the following performance measures: 1. The Band will track attendance at concerts they provide throughout the year and provide that information to city staff at the end of each calendar quarter. 2. The Band will provide an assessment of value that their program created in the community for the period of the contract at the end of each calendar year. DocuSign Envelope ID: 8FFD626C-OADF-454F-A71E-65B25B12A5ED Item 4L-11 Community Services Agreement with Southlake Community Band Page 8 of 8 3. The Band will track attendance and participation in the creative arts programming it provides the community and will provide that information to city staff at the end of the calendar quarter. 4. The Band will develop and provide a detailed annual report, including a detailed budget sheet, on its programs and events, and on how the City's funding is utilized in support of the Band at the end of each fiscal year (September 30).