Item 5I
City of Southlake, Texas
M E M O R A N D U M
December 22, 2005
TO: Shana Yelverton, City Manager
FROM: Steve Polasek, Director of Community Services
Approve a Community Services Agreement with Southlake Sister Cities
SUBJECT:
Action Requested:
City Council approval of a Community Services Agreement with
Southlake Sister Cities for 2006.
Background
Information:
Southlake Sister Cities is a non-profit, community-based organization
established in 1991. The purpose of Southlake Sister Cities is to foster
global understanding, friendship and communication through exchanges
with Southlake’s Sister Cities of Tome-City, Japan, and El Fuerte,
Mexico. Southlake Sister Cities members act as the official hosts for
visitors from the sister cities as well as representing Southlake during
visits to the sister cities. Southlake Sister Cities organizes two youth
exchanges each year: a group of youth from Southlake who visit Tome-
City and a group of youth from Tome-City who visit Southlake. Periodic
trips to El Fuerte are also scheduled through Southlake Sister Cites.
Southlake Sister Cities requests funding in the amount of $1,000 for
continued City membership and participation in the Sister Cities
International program.
Financial
Considerations:
Southlake Sister Cities has requested funding of $1,000 for 2006 for
services rendered to the community representing no change in financial
support from the previous year. The approved FY 2005-06 Community
Services Division budget has funding allocated for community services
agreements and the requested financial support is within the budgeted
amount.
Citizen Input/
Board Review:
Southlake Sister Cities Board of Directors has reviewed this agreement
and did not make any changes. Southlake City Council member and Sister
Cities Board President John Terrell will be present to answer any
questions during the work session.
Legal Review:
This agreement was modeled after the standard community services
agreements utilized by the City. The City Attorney’s Office has reviewed
the agreement.
Alternatives:
Alternatives may include the following:
Shana Yelverton, City Manager
December 22, 2005
Page 2 of 5
Approval of the proposed agreement as submitted
Approval of the proposed agreement with input as desired
Decision not to approve the proposed agreement
Supporting
Documents:
Supporting documents include the following items:
Proposed Agreement for Community Services with Southlake
Sister Cities.
Staff
Recommendation:
City Council approval to enter into the proposed 2006 Agreement for
Community Services between Southlake Sister Cities and the City of
Southlake.
/lce
Shana Yelverton, City Manager
December 22, 2005
Page 3 of 5
2006 AGREEMENT FOR COMMUNITY SERVICES
BETWEEN CITY OF SOUTHLAKE
AND
SOUTHLAKE SISTER CITIES
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 Sister
Cities, a nonprofit organization operating in the City of Southlake as an organization described in
section 501 (c)3 of the Internal Revenue Code, acting by and through its duly authorized
President.
WHEREAS
, the purpose of Southlake Sister Cities is dedicated to fostering global
understanding, friendship and communication through exchanges with Southlake’s Sister Cities
of Toyoma, Japan and El Fuerte, Mexico; and
WHEREAS
, Southlake Sister Cities is a member of Sister Cities International; and
WHEREAS,
the City finds it desirable to promote world peace through a better
understanding of other cultures; and
WHEREAS
, City and Southlake Sister Cities desire to enter into an Agreement whereby
Southlake Sister Cities will provide educational and cultural exchange services to the citizens of
Southlake;
NOW, THEREFORE,
City and Southlake Sister Cities do hereby covenant and agree as
follows:
SECTION 1
SCOPE OF SERVICES
Southlake Sister Cities shall provide the following services:
1. Act as the official liaison between Southlake’s sister cities of Toyoma, Japan and El
Fuerte, Mexico.
2. Serve as host for visitors from Southlake’s Sister Cities, including assisting with
overnight accommodations, meals, touring, official receptions, etc.
3. Provide the citizens of Southlake with information on the sister cities through a variety of
educational programs.
4. Promote the Southlake Sister Cities program to the citizens of Southlake.
5. Represent the Southlake in exchange visits to the sister cities.
Shana Yelverton, City Manager
December 22, 2005
Page 4 of 5
SECTION 2
SOUTHLAKE SISTER CITY FUNCTIONS
1. Southlake Sister Cities Board of Directors shall meet periodically. The time, date, place,
and agenda of these meetings shall be solely defined by Southlake Sister Cities.
2. Southlake Sister Cities shall operate in accordance with its own approved by-laws.
3. The City shall have the right to review the books and records kept incident to the services
provided by Southlake Sister Cities to the City.
SECTION 3
CITY FUNCTIONS
1. A liaison will be provided by the City to assist Southlake Sister Cities in coordinating
Southlake Sister Cities and City operations. The City liaison shall be apprised of all board
meetings of Southlake Sister Cities, and the liaison may participate at all scheduled
meetings.
2. City shall provide minimal staff assistance, advice, and technical expertise where feasible
to aid Southlake Sister Cities. The nature, extent, and duration of such assistance shall be
solely defined by the City.
3. City shall provide limited administrative support to Southlake Sister Cities, where
feasible. The nature, extent, and duration of this support shall be solely defined by the
City.
4.City shall provide a meeting space for Southlake Sister Cities Board of Directors
meetings.
5. City may provide gifts to the sister cities on appropriate occasions of the kind and quality
customarily exchanged between sister cities, subject to City Council approval.
SECTION 4
PAYMENT FOR SERVICES
City agrees to pay to Southlake Sister Cities the sum of One Thousand ($1,000.00) Dollars in
payment for services described in Section 1 hereinabove for the period of January 1, 2006-
December 31, 2006.
SECTION 5
TERM OF AGREEMENT
1. The term of this agreement shall be for a period of one (1) year beginning January 1,
2006 and ending December 31, 2006. This agreement may be renewed for up to three
successive one-year periods beginning on January 1 and ending on December 31 of each
year upon written agreement of both parties.
2. Either party may terminate this Agreement upon 30 days written notice to the other party.
Upon termination, or if Southlake Sister Cities ceases to provide services under this
Agreement, Southlake Sister Cities shall return any unexpended funds paid pursuant to
this Agreement.
Shana Yelverton, City Manager
December 22, 2005
Page 5 of 5
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, Southlake Sister Cities is acting as an independent
contractor, and shall not be deemed an employee, agent or partner of the City. Neither party
shall have the authority to make binding representations or agreements on behalf of the other.
SECTION 7
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.
IN WITNESS WHEREOF the City and Southlake Sister Cities have executed this agreement as
of this the day of , 200 .
Approved as to legal form:
____________________________ _____________________________
Attorney at Law Mayor, City of Southlake
_____________________________
President, Southlake Sister Cities