Loading...
Item 4E - MemoCITY OF SOUTHLAKE MEMORANDUM September 13, 2024 TO: Alison Ortowski, City Manager FROM: David Miller, Director of Community Services Item 4E SUBJECT: Approval of the Community Services Agreement with Southlake Historical Society (SHS) for the term October 1, 2024 — September 30, 2027 Action Requested: Approval of the Community Services Agreement with Southlake Historical Society (SHS) for the term October 1, 2024 — September 30, 2027. Background Information: The City works with non-profit community organizations such as SHS to provide important social, educational, and cultural programs and services to Southlake citizens and businesses. City Council approved a Community Services Agreement with Southlake Historical Society in September of 2021 for three years, 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 historical services for Southlake residents. This increased the annual payment from $5,000 to $5,400. The Southlake City Council approved the amended payment during the September 20, 2022, City Council meeting. Southlake Historical Society will provide at least three (3) and a maximum of five (5) community events to the public annually, including, but not limited to, the annual Cemetery Tour, speaker series, history seminars, and one (1) major event or exhibit. In consideration of the services rendered by Southlake Historical Society on behalf of Southlake citizens, the City agrees to an annual payment of $5,400 to Southlake City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Alison Ortowski, City Manager Meeting Date — September 17, 2024 Page 2 of 3 Historical Society which will be dispersed by November 1st of each year. The proposed agreement mirrors the previous agreement, with the exception of the following changes: • Provide at no cost to SHS in accordance with current policies and guidelines, the use of City facilities at DPS Headquarters and Town Hall for meetings directly related to SHS business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. • Provide at no cost to SHS, in accordance with current policies and guidelines, the use of The Marq Southlake for meetings directly related to official SHS 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 SHS business are subject to availability. • Provide to SHS 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 SHS business. Requests for reservations at The Marq Southlake shall follow current reservation procedures and fee schedule as outlined in the City's Fee Schedule. 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Alison Ortowski, City Manager Meeting Date — September 17, 2024 Page 3 of 3 Strategic Link: Approval of the amended 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: Southlake Historical Society has reviewed the proposed agreement and has been notified of the board and City Council approval process. 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 Southlake Historical Society Community Services Agreement with highlighted changes • Proposed Southlake Historical Society Community Services Agreement with organization signature Staff Recommendation: City Council approval of the Community Services Agreement with Southlake Historical Society (SHS) 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 SOUTHLAKE HISTORICAL SOCIETY 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 Historical Society, a non-profit corporation of Texas, acting by and through its duly authorized President (hereinafter referred to as "SHS"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of SHS is to provide a dedication to archiving historical materials including scanning historical photos, gathering oral history interviews, helping in the research of both family and area business histories, developing programs for teachers and students, and working as the community advocacy group to preserve and protect Southlake's history; and WHEREAS, City and SHS desire to enter into a Renewal Agreement whereby SHS will continue to provide educational and motivational programs to improve the understanding of items, places and persons of historical significance in and around Southlake for the enhancement of the City; NOW, THEREFORE, City and SHS, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. SHS 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 SHS STAFF CONTACTS SHS and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 2 of 8 SECTION 3 GOVERNANCE SHS 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 SHS board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the SOUTHLAKE HISTORICAL SOCIETY and its historical initiatives rather than provide such service, City agrees to an annual payment to be paid to SOUTHLAKE HISTORICAL SOCIETY in the amount of $5,400 to be dispersed annually on November 1 of each year. Final payment amount is subject to City Council budget authorization. Payment by the City shall be applied by SOUTHLAKE HISTORICAL SOCIETY as described in the attached Appendix, Section A. SECTION 5 REPORTING A. SHS 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 Southlake Historical Society to the City. SECTION 6 INSURANCE AND INDEMNIFICATION SHS 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 SHS, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. SHS SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 3 of 8 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, SHS 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 beginninq October 1, 2024, and endinq September 30, 2027. This Agreement may be renewed for up to one 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 SHS ceases to provide services under this Agreement, SHS 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society 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. SHS, its mission and the services, outlined on page 1 of the agreement, link to the City's strategy through the following strategic objectives: Collaborating with select partners to implement service solutions. Enhancing the sense of 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 10 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 5 of 8 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. IN WITNESS WHEREOF the City and SHS have executed this Agreement as of this day of 12024. CITY OF SOUTHLAKE Shawn McCaskill Mayor, City of Southlake ATTEST: Amy Shelley, TRMC City Secretary SOUTHLAKE HISTORICAL SOCIETY Connie Cooley President, Southlake Historical Society Approved as to form and legality: City Attorney City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE HISTORICAL SOCIETY APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, SHS shall provide the following services: SHS staff contact person to serve as a liaison between SHS and the City: a. Name: Connie Cooley b. Title: President c. Phone: 817-223-9606 d. Email Address: cecooley@verizon.net 2. SHS shall manage and maintain their own SHS website; however, they may, at times, prepare and propose SHS content for inclusion on the City of Southlake website, subject to the City's approval. Any additional services related to the preparation, formatting, and arrangement of SHS material on the city website shall be at the discretion of the Director of Community Services or designee. 3. Maintain local membership and act as the local historical society for Southlake. 4. Provide a minimum of three (3) and a maximum of five (5) community events to the public annually, for the term of the agreement. Examples of events can include but are not limited to, the annual Cemetery Tour, speaker series, history seminars, and one (1) major event or exhibit. Community Services staff will work with SOUTHLAKE HISTORICAL SOCIETY to develop proposed events and the Community Services staff will review the proposed lineup each year. B. In addition to payment described in Section 4 of this Agreement, City shall: Provide a staff contact person(s) to serve as a liaison between the City and SHS. SHS shall apprise the City liaison of all SHS board meetings. SHS 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 SHS board at all scheduled meetings. a. Name: Milenka Lopez b. Title: Business Manager- Community Services City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 7 of 8 c. Phone: (817) 748-8963 d. Email Address: mlonez(@ci.southlake.tx.us 2. The City liaison shall be notified by SHS of any events to be held in City Facilities. SHS shall forward via email event information including the event date, time, and expected attendance. Such notification shall be provided thirty (30) days before each event. 3. Provide lockable, storage space at the Department of Community Services' storage building, located at the City's Service Center, 1950 E. Continental Blvd., Southlake, Texas 76092, or other location as deemed appropriate by the Director of Community Services. 4. Provide a presence on www.CitvofSouthlake.com and/or www.exi)eriencesouthiaketexas.com which is limited to: a. One information page that includes the organization's name, mission, contact information, and link to the organization's website. 5. Consider posting information contained in press releases on www.MvSouthlakeNews.com and/or www.CitvofSouthlake.com and/or www.exi)eriencesouthiaketexas.com. Any and all information in such press releases will be subject to review and possible revision prior to posting. 6. Provide access to the City's logo for use by SHS. Such use is subject to review and approval by the City's Director of Communications. 7. Provide at no cost to SHS in accordance with current policies and guidelines, the use of City facilities at DPS Headquarters and Town Hall for meetings directly related to SHS business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. 8. Provide at no cost to SHS, in accordance with current policies and guidelines, the use of The Marq Southlake for meetings directly related to official SHS 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 SHS business are subject to availability. 9. Provide to SHS 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 SHS business. Requests for City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 8 of 8 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 SHS will provide the services described in Appendix, Section A, in a professional manner throughout the entire term of the agreement. In evaluating SHS's performance pursuant to Section 8 of this Agreement, the City will determine whether SHS has met the following performance measures: A. The SHS organization will track attendance and participation at SHS events it provides the community throughout the year and provide that information to city staff at the end of each fiscal year. B. SHS will provide an assessment of value, including a detailed budget sheet outlining how the City's funding is utilized in support of SHS, 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). City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Agreement with Signature AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE HISTORICAL SOCIETY STATE OF TEXAS § Z 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 Historical Society, a non-profit corporation of Texas, acting by and through its duly authorized President (hereinafter referred to as "SHS"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of SHS is to provide a dedication to archiving historical materials including scanning historical photos, gathering oral history interviews, helping in the research of both family and area business histories, developing programs for teachers and students, and working as the community advocacy group to preserve and protect Southlake's history; and WHEREAS, City and SHS desire to enter into a Renewal Agreement whereby SHS will continue to provide educational and motivational programs to improve the understanding of items, places and persons of historical significance in and around Southlake for the enhancement of the City; NOW, THEREFORE, City and SHS, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. SHS 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 SHS STAFF CONTACTS SHS and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 2of8 SECTION 3 GOVERNANCE SHS 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 SHS board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the SOUTHLAKE HISTORICAL SOCIETY and its historical initiatives rather than provide such service, City agrees to an annual payment to be paid to SOUTHLAKE HISTORICAL SOCIETY in the amount of $5,400 to be dispersed annually on November 1 of each year. Final payment amount is subject to City Council budget authorization. Payment by the City shall be applied by SOUTHLAKE HISTORICAL SOCIETY as described in the attached Appendix, Section A. SECTION 5 REPORTING A. SHS 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 Southlake Historical Society to the City. SECTION 6 INSURANCE AND INDEMNIFICATION SHS 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 SHS, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. SHS SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 3 of 8 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, SHS 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 beqinninq October 1, 2024, and endinq September 30, 2027. This Agreement may be renewed for up to one 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 SHS ceases to provide services under this Agreement, SHS 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. City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society 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. SHS, its mission and the services, outlined on page 1 of the agreement, link to the City's strategy through the following strategic objectives: • Collaborating with select partners to implement service solutions. • Enhancing the sense of 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 10 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. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 5of8 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. IN WITNESS WHEREOF the City and SHS 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 SOUTHLAKE HISTORICAL SOCIETY Connie Cooley ;Aug 14, 2024 1 :33 GMT+2i Connie Cooley President, Southlake Historical Society Approved as to form and legality: City Attorney City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE HISTORICAL SOCIETY APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, SHS shall provide the following services: 1. SHS staff contact person to serve as a liaison between SHS and the City: a. Name: Connie Cooley b. Title: President c. Phone: 817-223-9606 d. Email Address: cecooley@verizon.net 2. SHS shall manage and maintain their own SHS website; however, they may, at times, prepare and propose SHS content for inclusion on the City of Southlake website, subject to the City's approval. Any additional services related to the preparation, formatting, and arrangement of SHS material on the city website shall be at the discretion of the Director of Community Services or designee. 3. Maintain local membership and act as the local historical society for Southlake. 4. Provide a minimum of three (3) and a maximum of five (5) community events to the public annually, for the term of the agreement. Examples of events can include but are not limited to, the annual Cemetery Tour, speaker series, history seminars, and one (1) major event or exhibit. Community Services staff will work with SOUTHLAKE HISTORICAL SOCIETY to develop proposed events and the Community Services staff will review the proposed lineup each year. 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 the City and SHS. SHS shall apprise the City liaison of all SHS board meetings. SHS 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 SHS board at all scheduled meetings. a. Name: Milenka Lopez b. Title: Business Manager- Community Services City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 7of8 c. Phone: (817) 748-8963 d. Email Address: mlopez(d�ci.south lake. tx.us 2. The City liaison shall be notified by SHS of any events to be held in City Facilities. SHS shall forward via email event information including the event date, time, and expected attendance. Such notification shall be provided thirty (30) days before each event. 3. Provide lockable, storage space at the Department of Community Services' storage building, located at the City's Service Center, 1950 E. Continental Blvd., Southlake, Texas 76092, or other location as deemed appropriate by the Director of Community Services. 4. Provide a presence on www.CitvofSouthlake.com and/or www.experiencesouthiaketexas.com which is limited to: a. One information page that includes the organization's name, mission, contact information, and link to the organization's website. 5. Consider posting information contained in press releases on www.MvSouthlakeNews.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. 6. Provide access to the City's logo for use by SHS. Such use is subject to review and approval by the City's Director of Communications. 7. Provide at no cost to SHS in accordance with current policies and guidelines, the use of City facilities at DPS Headquarters and Town Hall for meetings directly related to SHS business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. 8. Provide at no cost to SHS, in accordance with current policies and guidelines, the use of The Marq Southlake for meetings directly related to official SHS 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 SHS business are subject to availability. 9. Provide to SHS 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 SHS business. Requests for City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Historical Society Page 8of8 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 SHS will provide the services described in Appendix, Section A, in a professional manner throughout the entire term of the agreement. In evaluating SHS's performance pursuant to Section 8 of this Agreement, the City will determine whether SHS has met the following performance measures: A. The SHS organization will track attendance and participation at SHS events it provides the community throughout the year and provide that information to city staff at the end of each fiscal year. B. SHS will provide an assessment of value, including a detailed budget sheet outlining how the City's funding is utilized in support of SHS, 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). City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork