Item 4B - MemoCITY OF
SOUTHLAKE
MEMORANDUM
September 13, 2024
TO: Alison Ortowski, City Manager
FROM: David Miller, Director of Community Services
Item 4B
SUBJECT: Approval of the Community Services Agreement with APEX
Arts League for the term October 1, 2024 — September 30, 2027
Action Requested: Approval of the Community Services Agreement with APEX
Arts League for the term October 1, 2024 — September 30,
2027.
Background
Information: The City works with non-profit community organizations such
as APEX to provide important social, educational, and cultural
programs and services to Southlake citizens and businesses.
City Council approved a Community Services Agreement with
APEX in September of 2021 for a three-year period, October
1, 2021 - September 30, 2024.
In September 2022, staff budgeted an 8% payment increase
for the remaining two years of the agreement to accommodate
for the increased costs of providing cultural services for
Southlake residents. This increased the annual payment of
$6,000 to $6,480. In addition, $3,000 would continue to be
budgeted annually in the Public Art Fund for cultural arts
programming in support of APEX programs. The Southlake
City Council approved the amended payment during the
September 20, 2022, City Council meeting.
APEX will schedule twelve (12) professional programs or
events featuring local talent at minimal or no cost to the public
between October 1st and September 30th annually, during
the term of the agreement. Other community services to be
provided by APEX include at least three (3) educational
programs in the arts for all ages and at least three (3)
programs or events with a community arts component
including, but not limited to, the display of public art.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Alison Ortowski, City Manager
Meeting Date — September 17, 2024
Page 2 of 4
In consideration of the services rendered by APEX Arts
League on behalf of Southlake citizens, the City agrees to an
annual payment of $6,480 to APEX Arts League which will be
dispersed by November 1st of each year.
The proposed agreement mirrors their previous agreement,
with the exception of the following changes:
• Provide at no cost to AAL, in accordance with current
policies and guidelines, the use of City facilities at DPS
Headquarters and Town Hall for meetings directly
related to AAL business. Requests for use of City
facilities shall follow current reservation procedures as
outlined in the Facility Use Policy.
• Provide at no cost to AAL, in accordance with current
policies and guidelines, the use of The Marq Southlake
for meetings directly related to official AAL business.
Requests to use The Marq Southlake for official
business shall follow the current reservation
procedures by filling out The Marq Community
Services Organization Meeting Reservation form.
Reservations must be completed 20 days in advance
for the official business meeting and must be
scheduled during operating hours. All requests for use
of The Marq for official AAL business are subject to
availability.
• Provide to AAL in accordance with current policies,
guidelines, and reservation fee schedule, the use of
City Facilities at The Marq Southlake for the Applicable
reservation fee, for events directly related to AAL
business. Requests for reservations at The Marq
Southlake shall follow current reservation procedures
and fee schedule as outlined in the City's Fee
schedule.
• AAL may partner with the City to utilize The Marq,
waving the reservation fee, under the following
guidelines:
o Up to four (4) programs or events may be
hosted at The Marq Southlake. An event or a
program is considered as a 1-day event, not to
exceed 8 hours
o Up to three (3) Cinema D'Arte events in
partnership with the Southlake Public Library
may be hosted at The Marq. An event or a
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Alison Ortowski, City Manager
Meeting Date — September 17, 2024
Page 3 of 4
program is considered as a 1-day event, not to
exceed 8 hours
o Programs or events may not be hosted on peak
weekends, Friday evenings or as a full
Saturday event
o For preferred date, events should be booked
six (6) months in advance
o Events must be in partnership with the City of
Southlake and must be open to the public
o APEX may sell tickets -retaining all ticket
proceeds --to directly offset the cost of the event
or program but may not utilize the event or
program as a fundraiser.
o A post-event/program report detailing
expenses, revenue, and attendance must be
submitted to the APEX liaison within 30
business days of the event
A copy of the Amended Community Services Agreement,
detailing the organization's scope of services, 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 2025 annual budget and will also be
included in subsequent budget proposals for FY 2026 and FY
27 as required by the term of the agreement.
Strategic Link: Approval of the Community Services 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: APEX has reviewed the proposed agreement and has been
notified of the board and City Council approval process.
Southlake Arts Council recommended approval (7-0) August
27, 2024
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Alison Ortowski, City Manager
Meeting Date — September 17, 2024
Page 4 of 4
City Council consideration September 17, 2024
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 the Community Services
Agreement as presented
• City Council approval of the Community Services
Agreement with input as desired.
• City Council decision not to renew the proposed
Community Services Agreement
Supporting
Documents:
• Proposed APEX Community Services Agreement with
highlighted changes
• Proposed APEX Community Services Agreement with
organization signature
Staff
Recommendation:
City Council approval of the Community Services Agreement
with APEX Arts League for the term October 1, 2024 —
September 30, 2027.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Agreement with Changes Highlighted
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
APEX ARTS LEAGUE
STATE OF TEXAS §
R
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"), APEX Arts League, a non-profit
corporation of Texas, acting by and through its duly authorized Chairman
(hereinafter referred to as "AAL"), an organization exempt from taxation under
Section 501 (c)(3) of the Internal Revenue Code.
WHEREAS, the mission of AAL is to enhance appreciation and
participation in music and dance, as well as literary, visual and theatrical arts
in our region and to forward efforts of creating a regional arts center, a home
for community arts, a stage for professional performances and an educational
and civic center for all; and
WHEREAS, City and AAL desire to enter into a Renewal Agreement
whereby AAL will continue to provide for the creation of a regional focal point,
enhance community awareness and appreciation, and promote education
instruction for all ages for the arts, a meeting facility for civic and community
groups, create a home for area arts groups, and provide a venue for all
performing and visual arts in the region.
NOW, THEREFORE, City and AAL, in consideration of the mutual
undertakings hereunder set forth, do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
A. AAL 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.
Community Services Agreement with Apex Arts League
Page 2 of 8
SECTION2
CITY AND AAL STAFF CONTACTS
AAL and the City shall both provide staff liaisons as outlined in the attached
Appendix, Section A.
SECTION 3
GOVERNANCE
AAL 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
AAL board of directors.
SECTION 4
CONSIDERATION
In recognition that the City elected to support the AAL and their promotion of
the arts rather than provide such service, City agrees to• an annual payment
to be paid to AAL in the amount of $6,480 to be dispersed annually on
November 1 of each year. In addition, $3,000 will be budgeted annually in
the Public Art Fund for cultural arts programming. Final payment and budget
allocations are subject to City Council authorization.
Payment by the City shall be applied by AAL as described in the attached
Appendix, Section A.
SECTION 5
REPORTING
A. AAL shall generate and provide to, Milenka Lopez, Business Manager -
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 AAL to the City.
SECTION 6
INSURANCE AND INDEMNIFICATION
AAL 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
Community Services Agreement with Apex Arts League
Page 3 of 8
CONSULTANTS), ARISING OUT OF OR IN CONNECTION WITH,
DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF
APEX, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE
PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. APEX
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.
SECTION 7
INDEPENDENT CONTRACTOR
In performing the services hereunder, AAL 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 Aqreement shall be for a period beginning October 1,
2024, and ending September 30, 2027
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 AAL ceases to provide services under this Agreement,
AAL 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.
Community Services Agreement with Apex Arts League
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. AAL, its mission and the services outlined in the
attached Appendix, link to the City's strategy through the following strategic
objectives:
• Collaborating with select partners to implement service solutions.
• Enhancing the sense of community by proactively creating
opportunities for community partnerships, volunteer involvement, and
citizen engagement.
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.
Community Services Agreement with Apex Arts League
Page 6 of 8
Community Services Agreement with Apex Arts League
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 tobe changed therewith.
This document may be executed in duplicate originals.
IN WITNESS WHEREOF the City and AAL have executed this Agreement as of
This day of , 2024.
CITY OF SOUTHLAKE
Shawn McCaskill
Mayor, City of Southlake
ATTEST:
Amy Shelley, TRMC
City Secretary
APEX Arts League
Terri Messing
Chair, APEX Arts League
Approved as to form and legality
City Attorney
Community Services Agreement with Apex Arts League
Page 7 of 8
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
APEX ARTS LEAGUE
APPENDIX
SECTION A
SCOPE OF SERVICES
A. In return for payment described in Section 4 of this Agreement, AAL shall
provide the following services:
1. AAL staff contact person to serve as a liaison between AAL and the
City:
a. Name: Terri Messing
b. Title: Chairman
c. Phone: 817.307.2224
d. Email Address: terrimessinq(@verizon.net
2. Enhance the arts in the community and will work toward establishing a
home for the arts.
3. Schedule twelve (12) high -quality professional programs or events
featuring local talent at minimal or no cost to the public between
October 1 and September 30 annually, during the term of the
agreement;
4. Provide and promote at least three (3) educational programs in the
arts for all ages.
5. Provide and promote at least three (3) programs or events with a
community arts component including, but not limited to, the display of
public art.
B. In addition to payment described in Section 4 of this Agreement, City
shall:
1. Provide a staff contact person(s) to serve as a liaison between City
and AAL. AAL shall apprise the City liaison of all AAL board meetings.
AAL shall forward a copy of the agenda for each meeting, if requested
by the City, prior to any scheduled meetings, and the City liaison or
designee may participate with the AAL board at all scheduled
meetings.
a. Name: Milenka Lopez
b. Title: Business Manager- Community Services
c. Phone: 817.748.8963
d. Email Address: mlopez(a-)ci. southlake.tx.us
Community Services Agreement with Apex Arts League
Page 8 of 8
2. Provide a presence on www.CitvofSouthlake.com and/or
www.exr)eriencesouthlaketexas.com which is limited to:
a. One information page which includes the organization's name,
mission, contact information, and link to the organization website;
and
3. Consider posting information contained in press releases on
www.MvSouthlakeNews.com and/or www.CitvofSouthlake.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. Provide access to the City's logo for use by AAL. Such use is subject
to review and approval by the Community Relations Coordinator.
5. Provide at no cost to AAL, in accordance with current policies and
guidelines, the use of City facilities at DPS Headquarters and Town
Hall for meetings directly related to AAL business. Requests for use of
City facilities shall follow current reservation procedures as outlined in
the Facility Use Policy.
6. Provide at no cost to AAL, in accordance with current policies and
guidelines, the use of The Marq Southlake for meetings directly
related to official AAL business. Request to use The Marq
Southlake for official business shall follow the current reservation
procedures by filling out The Marq Community Services
Organization Meeting Reservation form. Reservations must be
completed 20 days in advance of the official business meeting and
must be scheduled during operating hours. All requests for use of
The Marq for official AAL business are subject to availability.
7. Provide to AAL in accordance with current policies, guidelines, and
reservation fee schedule, the use of City Facilities at The Marq
Southlake for the Applicable reservation fee, for events directly related
to AAL business. Requests for reservations at The Marq Southlake
shall follow current reservation procedures and fee schedule as
outlined in the City's Fee Schedule.
8. AAL may partner with the City to utilize The Marq, waving the
reservation fee, under the following guidelines:
• Up to four (4) programs or events may be hosted at The
Marq Southlake. An event or a program is considered as a
1-day event, not to exceed 8 hours
• Up to three (3) Cinema D'Arte events in partnership with the
Southlake Public Library may be hosted at the Marq. An
event or a program is considered as a 1-day event, not to
exceed 8 hours.
• Programs or events may not be hosted on peak weekends,
Friday evenings or as a full Saturday event
Community Services Agreement with Apex Arts League
Page 9 of 8
• For preferred date, events should be booked six (6) months
in advance
• Events must be in partnership with the City of Southlake
and must be open to the public
• APEX may sell tickets -retaining all ticket proceeds --to
directly offset the cost of the event or program, but may not
utilize the event or program as a fundraiser.
• A post-event/program report detailing expenses, revenue,
and attendance must be submitted to the APEX liaison
within 30 business days of the event
SECTION B
PERFORMANCE AND QUALITY MEASURES
In evaluating AAL performance pursuant to Section 8 of this Agreement, the
City will determine whether AAL has met the following performance
measures:
A. The AAL organization will track attendance at programs/events they
provide throughout the year and provide that information to city staff at
the end of each fiscal year (September 30).
B. AAL will provide an assessment of value, including a detailed budget
sheet outlining how the City's funding is utilized in support of AAL, that
demonstrates the value their program created in the community for the
period of the contract at the end of each fiscal year (September 30).
Agreement with Signature
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
APEX ARTS LEAGUE
STATE OF TEXAS §
M
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"), APEX Arts League, a non-profit
corporation of Texas, acting by and through its duly authorized Chairman
(hereinafter referred to as "AAL"), an organization exempt from taxation under
Section 501 (c)(3) of the Internal Revenue Code.
WHEREAS, the mission of AAL is to enhance appreciation and
participation in music and dance, as well as literary, visual and theatrical arts
in our region and to forward efforts of creating a regional arts center, a home
for community arts, a stage for professional performances and an educational
and civic center for all; and
WHEREAS, City and AAL desire to enter into a Renewal Agreement
whereby AAL will continue to provide for the creation of a regional focal point,
enhance community awareness and appreciation, and promote education
instruction for all ages for the arts, a meeting facility for civic and community
groups, create a home for area arts groups, and provide a venue for all
performing and visual arts in the region.
NOW, THEREFORE, City and AAL, in consideration of the mutual
undertakings hereunder set forth, do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
A. AAL 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.
Community Services Agreement with Apex Arts League
Page 2 of 8
SECTION2
CITY AND AAL STAFF CONTACTS
AAL and the City shall both provide staff liaisons as outlined in the attached
Appendix, Section A.
SECTION 3
GOVERNANCE
AAL 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
AAL boardof directors.
SECTION 4
CONSIDERATION
In recognition that the City elected to support the AAL and their promotion of
the arts rather than provide such service, City agrees to- an annual payment
to be paid to AAL in the amount of $6,480 to be dispersed annually on
November 1 of each year. In addition, $3,000 will be budgeted annually in
the Public Art Fund for cultural arts programming. Final payment and budget
allocations are subject to City Council authorization.
Payment by the City shall be applied by AAL as described in the attached
Appendix, Section A.
SECTION 5
REPORTING
A. AAL shall generate and provide to, Milenka Lopez, Business Manager -
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 AAL to the City.
SECTION 6
INSURANCE AND INDEMNIFICATION
AAL 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
Community Services Agreement with Apex Arts League
Page 3 of 8
CONSULTANTS), ARISING OUT OF OR IN CONNECTION WITH,
DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF
APEX, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE
PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. APEX
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.
SECTION 7
INDEPENDENT CONTRACTOR
In performing the services hereunder, AAL 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 Aqreement shall be for a period beginninq October 1,
2024, and endinq September 30, 2027
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 AAL ceases to provide services under this Agreement,
AAL 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.
Community Services Agreement with Apex Arts League
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. AAL, its mission and the services outlined in the
attached Appendix, link to the City's strategy through the following strategic
objectives:
• Collaborating with select partners to implement service solutions.
• Enhancing the sense of community by proactively creating
opportunities for community partnerships, volunteer involvement, and
citizen engagement.
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.
Community Services Agreement with Apex Arts League
Page 6 of 8
Community Services Agreement with Apex Arts League
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 tobe changed therewith.
This document may be executed in duplicate originals.
IN WITNESS WHEREOF the City and AAL have executed this Agreement as of
This day of , 2024.
CITY OF SOUTHLAKE
Shawn McCaskill
Mayor, City of Southlake
ATTEST:
Amy Shelley, TRMC
City Secretary
APEX Arts League
TeY���L(�ra
Terri Messing (Aug 7,202413: MD3D T';
Terri Messing
Chair, APEX Arts League
Approved as to form and legality
City Attorney
Community Services Agreement with Apex Arts League
Page 7 of 8
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
APEX ARTS LEAGUE
APPENDIX
SECTION A
SCOPE OF SERVICES
A. In return for payment described in Section 4 of this Agreement, AAL shall
provide the following services:
1. AAL staff contact person to serve as a liaison between AAL and the
City:
a . Name- Terri Messing
b. Title: Chairman
c. Phone: 817.307.2224
d. Email Address: terrimessinq(dWerizon.net
2. Enhance the arts in the community and will work toward establishing a
home for the arts.
3. Schedule twelve (12) high -quality professional programs or events
featuring local talent at minimal or no cost to the public between
October 1 and September 30 annually, during the term of the
agreement;
4. Provide and promote at least three (3) educational programs in the
arts for all ages.
5. Provide and promote at least three (3) programs or events with a
community arts component including, but not limited to, the display of
public art.
B. In addition to payment described in Section 4 of this Agreement, City
shall-
1. Provide a staff contact person(s) to serve as a liaison between City
and AAL. AAL shall apprise the City liaison of all AAL board meetings.
AAL shall forward a copy of the agenda for each meeting, if requested
by the City, prior to any scheduled meetings, and the City liaison or
designee may participate with the AAL board at all scheduled
meetings.
a. Name: Milenka Lopez
b. Title: Business Manager- Community Services
c. Phone: 817.748.8963
d . Email Address: mlopez(d�ci. southlake. tx. us
Community Services Agreement with Apex Arts League
Page 8 of 8
2. Provide a presence on www.CitvofSouthlake.com and/or
wvwv.experiencesouthlaketexas.com which is limited to:
a. One information page which includes the organization's name,
mission, contact information, and link to the organization website;
and
3. Consider posting information contained in press releases on
www.MySouthlakeNews.com and/or www.CitvofSouthlake.com and/or
www.experiencesouthiaketexas.com . Any and all information in such
press releases will be subject to review and possible revision prior to
posting.
4. Provide access to the City's logo for use by AAL. Such use is subject
to review and approval by the Community Relations Coordinator.
5. Provide at no cost to AAL, in accordance with current policies and
guidelines, the use of City facilities at DPS Headquarters and Town
Hall for meetings directly related to AAL business. Requests for use of
City facilities shall follow current reservation procedures as outlined in
the Facility Use Policy.
6. Provide at no cost to AAL, in accordance with current policies and
guidelines, the use of The Marq Southlake for meetings directly
related to official AAL business. Request to use The Marq
Southlake for official business shall follow the current reservation
procedures by filling out The Marq Community Services
Organization Meeting Reservation form. Reservations must be
completed 20 days in advance of the official business meeting and
must be scheduled during operating hours. All requests for use of
The Marq for official AAL business are subject to availability.
7. Provide to AAL in accordance with current policies, guidelines, and
reservation fee schedule, the use of City Facilities at The Marq
Southlake for the Applicable reservation fee, for events directly related
to AAL business. Requests for reservations at The Marq Southlake
shall follow current reservation procedures and fee schedule as
outlined in the City's Fee Schedule.
8. AAL may partner with the City to utilize The Marq, waving the
reservation fee, under the following guidelines:
• Up to four (4) programs or events may be hosted at The
Marq Southlake. An event or a program is considered as a
1-day event, not to exceed 8 hours
• Up to three (3) Cinema D'Arte events in partnership with the
Southlake Public Library may be hosted at The Marq. An
event or a program is considered as a 1-day event, not to
exceed 8 hours
• Programs or events may not be hosted on peak weekends,
Friday evenings or as a full Saturday event
Community Services Agreement with Apex Arts League
Page 9 of 8
• For preferred date, events should be booked six (6) months
in advance
• Events must be in partnership with the City of Southlake
and must be open to the public
• APEX may sell tickets -retaining all ticket proceeds --to
directly offset the cost of the event or program but may not
utilize the event or program as a fundraiser.
• A post-event/program report detailing expenses, revenue,
and attendance must be submitted to the APEX liaison
within 30 business days of the event
SECTION B
PERFORMANCE AND QUALITY MEASURES
In evaluating AAL performance pursuant to Section 8 of this Agreement, the
City will determine whether AAL has met the following performance
measures:
A. The AAL organization will track attendance at programs/events they
provide throughout the year and provide that information to city staff at
the end of each fiscal year (September 30).
B. AAL will provide an assessment of value, including a detailed budget
sheet outlining how the City's funding is utilized in support of AAL, that
demonstrates the value their program created in the community for the
period of the contract at the end of each fiscal year (September 30).