Item 5H
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 Metroport Meals on Wheels
SUBJECT:
(MMOW)
_______________________________________________________________________
Action Requested:
City Council approval of Community Services Agreement with
Metroport Meals on Wheels (MMOW).
Background
Information
The Tuesday congregate meal program is currently part of the
:
weekly activities at the Senior Activity Center. Seniors pay $3.00
for the meal, which is provided by MMOW through various
vendors. City funding helps cover a portion of the MMOW staff,
supplies, and administrative costs for the Tuesday program and
supplements the home delivered meals. MMOW serves on
average 77 meals per week utilizing primarily volunteers, in
addition to providing supplemental Tuesday lunch activities such
as bingo and themed celebrations.
The proposed agreement outlines the services to be provided by
MMOW, defines the term of the agreement, and requests funding
of $12,600 for the upcoming year. This represents an increase of
$2,600 to help offset rising costs for services. Funding for this
increase was included and approved as part of the fiscal year 2005-
06 budget.
Financial
Considerations:
MMOW requests funding of $12,600 for the Tuesday congregate
meal program and the home delivered meal program. Funding is
available in the approved FY 2005-06 Community Services
division budget for this expenditure.
Citizen Input/
Board Review:
The Southlake Senior Advisory Commission reviewed and
recommended approval of the proposed agreement (7-0) at their
December 13, 2005 meeting.
MMOW representative Mary King reviewed the proposed
agreement and did not recommend any changes.
Shana Yelverton, City Manager
December 22, 2005
Page 2
Legal Review:
The community services agreement contains no substantive
changes and has been reviewed by the City attorney.
Alternatives:
Alternatives may include:
Approval of proposed Community Services Agreement as
presented
Approval of proposed Community Services Agreement
with input as desired
Decision not to approve Community Services Agreement
as presented
Supporting
Documents:
Supporting documents include:
Proposed Agreement for Community Services with
Metroport Meals on Wheels
Staff
Recommendation:
City Council approval of 2006 Community Services Agreement
with Metroport Meals on Wheels (MMOW).
Shana Yelverton, City Manager
December 22, 2005
Page 3
2006 AGREEMENT FOR COMMUNITY SERVICE
BETWEEN CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
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 Metroport Meals
on Wheels (hereinafter referred to as “MMOW), 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 Executive Director (hereinafter referred to as “Coordinator”).
WHEREAS
, the purpose of MMOW is to deliver hot meals to homes of the elderly in
Southlake, Grapevine, Colleyville, Keller, Argyle, Trophy Club, Westlake, Justin, Haslet,
Roanoke, Marshall Creek, Bedford, Northlake, Bartonville, Aurora, Newark, Rhome, and North
Richland Hills and to manage senior programs and activities as needed to citizens of these
communities; and
WHEREAS
, City and MMOW desire to enter into an Agreement whereby MMOW will
provide meals and social services to the seniors of the Southlake community and others as
referred by City;
NOW, THEREFORE,
City and MMOW do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
The scope of Service shall include:
MMOW
1.To coordinate, organize and run the weekly (Tuesday) Southlake senior congregate
luncheon program and associated Tuesday activities.
2.To organize volunteers to plan and support Southlake’s Tuesday congregate lunch
program and home delivered meal program to Southlake residents.
3.Order necessary meals, cover costs and organize delivery of meals to homes of Southlake
senior residents Monday through Friday, and also for the Tuesday congregate lunch
program and associated activities.
Shana Yelverton, City Manager
December 22, 2005
Page 4
4.Track attendance and costs associated with the weekly congregate lunch program and the
home delivered meal program. Prepare and provide reports to the City on a monthly
nd
basis, due the 2 Tuesday of each month.
5.Perform general clean up following each event, return tables to original locations and
secure the facility.
6.Provide a monthly updated roster of participants to include name, address, phone number
and emergency information.
7. A Metroport Meals on Wheels representative will attend the monthly meeting of the
Senior Advisory Commission to provide a report and statistics.
City
1.Provide the facility each Tuesday from 9:00 am to 2:00 p.m.
2.Provide a City liaison to provide guidance and direction to MMOW and monitor
activities.
SECTION 2
MMOW’S OPERATIONS
1.Hours of Operation for the congregate lunch program shall be from 10:00 am to 2:00
p.m. every Tuesday and shall be defined by the City of Southlake Senior Advisory
Commission, City of Southlake Community Services Department and MMOW.
2.MMOW shall operate in accordance with its own approved by-laws.
3.MMOW Board of Directors shall meet periodically. The time, date, place, and agenda of
those meetings shall be solely defined by MMOW. The City liaison shall be apprised of
all board meetings, and the liaison may participate at all scheduled meetings.
4.The City shall have the right to review the books and records kept incident to the services
provided by MMOW to the City.
SECTION 3
PAYMENT FOR SERVICES
City agrees to pay to MMOW the sum of $12,600 for the period of January 1, 2006 – December
31, 2006, payable in quarterly payments of $3,150, to help cover the cost of the following:
1.A Senior Congregate Luncheon Coordinator provided through MMOW to perform
services described in Section 1.
Shana Yelverton, City Manager
December 22, 2005
Page 5
2.Supplies provided by MMOW such as paper plates, cups, napkins, paper towels, table
cloths and craft supplies for the fourth Tuesday craft activity held prior to the congregate
luncheon.
3.Subsidize the cost of food for those persons unable to pay for their meals. This includes
meals served at the weekly congregate lunch and for home delivered meals for the elderly
of Southlake.
4.Individuals who can afford to pay for the senior center luncheon meal will be charged a
maximum of $3.00 per person. MMOW has the option to waive the luncheon fee if an
individual brings a covered dish for the luncheon or if the individual is unable to pay.
Individuals who can afford to pay for the home delivered meal will be charged only the
actual cost of the meal not to exceed $3.00 per person. Any increase in this fee shall be
approved by the City of Southlake Senior Advisory Commission and the City of
Southlake.
SECTION 4
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 MMOW ceases to provide services under this Agreement,
MMOW shall return any unexpended funds paid pursuant to this Agreement.
SECTION 5
INDEPENDENT CONTRACTOR
In performing the services hereunder, MMOW 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 6
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.
Shana Yelverton, City Manager
December 22, 2005
Page 6
IN WITNESS WHEREOF
the City and MMOW have executed this agreement as of this
_______day of ________, 200 .
Approved as to legal form and adequacy:
______________________ _______________________
Attorney at Law Mayor, City of Southlake
_______________________
Executive Director, MMOW