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2011-01-11 SAC PacketCITY OF cTu A1 MEMORANDUM January 6, 2011 TO: Senior Advisory Commission FROM: Kari Happold, Deputy Director of Community Services SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting Tuesday, January 11, 2011 at 1:00 p.m. A enda Item No. 2. Administrative Comments/Re orts: A. Southlake Tailgate Event - Staff wanted to give you a heads -up about the Southlake Tailgate party, a community -wide event, to be held Saturday, Februa 5 2011 at Town S uare at the Frank Cornish Park area in celebration of the upcoming XLV Super Bowl. Activities and details are still being planned but the event will kick-off at 5:00 p.m., including live music, a beer garden, football themed activities, live entertainment and food. For more information please visit online at http://www.visitsouthlaketexas.com and click on Southlake Tailgate on the February 5 calendar or contact the Community Services Department at 817.748.8019. We hope you can attend! B. Metroport Meals on Wheels Report — This item is a standing item on the agenda to allow for an update and report on the MMOW program. C. Guest Presentation — This item has been a standing item on the meeting agendas to allow a guest from the community or the City government to make a presentation to the Commission about current issues of concern to seniors in Southlake. Frank Bliss, CEO, Cooper & Stebbins, will be our guest presenter Tuesday to talk about the future plans of Southlake Town Square. D. CARS Report— This item is a standing item on the agenda to allow for an update and report on the CARS program. E. Southlake Steering Committee- This item is a standing item in order for the Commission members to receive information about monthly events and activities at the Senior Center and within the Steering Committee. F. Facilities Update — Current & Future/New - This item is a standing item on the agenda to allow for updates from staff and feedback from the Commission on current and future facility needs, improvements and maintenance. G. Southlake Senior Funding, Inc. — This item is a standing item on the agenda to allow for an update and report on Southlake Senior Funding, Inc., (SSFI). City of Southlake Values. - Integrity + Innovation + Accountability ® Commitment to Excellence o Teamwork Senior Advisory Commission Meeting Date — January 11, 2011 Page 2 of 3 2. Agenda Item No. 3A. Consent: Approval of the December 14 2010 regular Senior Adviso Commission meeting minutes. Should you have any changes or additions to these minutes, please include it as part of the motion during the meeting. 3. Agenda Item No. 4. Public Forum — This is the public's opportunity to address the Commission about non -agenda items. During this proceeding it is important that the Commission not deliberate (discuss among yourselves) or take action on any item brought up at this time. The Commissions' options during this topic are 1) to listen, 2) ask questions and respond to the presenter only, 3) request staff to look into the issue and report back to the Commission and/or 4) request that the Chair put the item on a future agenda for the Commission to discuss or consider. 4. Agenda Item No. 5A Consider: Recommendation on 2011 Community Services Agreement with Call A Ride Southlake — The purpose of this item is for the SAC to make a recommendation to City Council regarding the 2011 Community Services Agreement with Call A Ride Southlake (CARS). CARS has been providing transportation services to seniors and the disabled within Southlake since 1999. CARS utilizes a City -owned handicap accessible van and personal vehicles of volunteers to provide rides for seniors and the disabled in Southlake. The proposed agreement requests funding for CARS in the amount of $12,000 annually and subject to the conditions outlined in the community services agreement. Funding is available in the approved FY 2010-11 Community Services division budget for this expenditure. Funding is the same level as last year. 5. Agenda Item No. 5B. Consider: Recommendation on 2011 Community Services Agreement with Metro art Meals on Wheels — Thepurpose o ,..,.._... p of this item is for the SAC to make a recommendation to City Council regarding the Community Services Agreement with Metroport Meals on Wheels (MMOW). MMOW is a non-profit organization that provides meals for Southlake seniors. Meals are provided each Tuesday at the Senior Center as part of the congregate meal program. Meals are also delivered to the homes of seniors who are Southlake residents. The proposed agreement includes funding for MMOW in the amount of $12,600 to support their organization. Funding is available in the FY 2010-11 budget. There are no other substantive changes to the proposed agreement and the funding remains at the same level as the previous year. 6. Agenda Items No. 6. Discussion No. 7. Other Items: There were no items for this meeting. We appreciate your commitment and service to the City and the Senior Advisory Commission. If you have any questions prior to the meeting, please feel free to call me. As always, we appreciate your commitment and service to the City. City of Southlake Values. - Integrity ® Innovation v Accountability ® Commitment to Excellence + Teamwork Senior Advisory Commission Meeting Date — ,January 11, 2011 Page 3 of 3 Kari Happold STAFF CONTACT INFORMATION: Telephone — (817) 748-8203 Facsimile — (817) 748-8027 400 North White Chapel, Southlake, Texas 76092-6242 Chris Tribble, Director of Community Services, 817-748-8021, (cttibble@_j Liz Garvin, Senior Services Coordinator, 817-748-8398, (egarvin c@ _, j Candice Sanders, Assistant to the Director, 817-748-8311, (csanders@_ j Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold@_j Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (larpenter@_j City of Southlake Values: Integrity + Innovation ® Accountability ® Commitment to Excellence ® Teamwork CITY OF . jj 6 LOCATION: Senior Activities Center 307 Parkwood Drive Southlake, Texas 76092 TIME: 1:00 P.M. REGULAR SESSION: 1. Call to Order 2. ADMINISTRATIVE COMMENTS/REPORTS; A. Southlake Tailgate Event B. Metroport Meals on Wheels Report C. Guest Presentation .. Frank Bliss, Cooper & Stebbins D. CARS Report E. Southlake Steering Committee Report F. Facilities Update — Current & Future/New G. Southlake Senior Funding, Inc. CONSENT AGENDA: Ail items listed below are considered to be routine by the Senior Advisory Commission and will be enacted with one motion. There will be no separate discussion of items unless a Commission member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 3. Consent A. Approval of the December 14, 2010 regular Senior Advisory Commission meeting minutes. REGULAR AGENDA: 4. Public Forum 5. Consider: A. Recommendation on Community Services Agreement with Call A Ride, Southlake B. Recommendation on Community Services Agreement with Metroport Meals On Wheels Senior Advisory Commission Meeting Date -- January 11, 2011 Page 2 of 2 G. Discussion: No items this meeting 7. Other Items: No items this meeting 8. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on January 7, 2011 by 5:00 p.m. pursuant to Chapter 551 of the Texas Government Code. ,� 46Cy547lCCEZeilCppgv Lori Payne, TRM cc ; 00� City Secretary a ; If you plan to attend this public' nejflngARd°t'favgA disability that requires special needs, please advise the City Secretary 4$ houP�,j��advande,,9t817.748.8016 reasonable accommodations will be made to assist you. UNOFFICIAL MINUTES Not Approved by the Senior Activities Commission CITY O 9"DJUTHLAKE 1 2 3 Senior Advisory Commission Meeting: 4 December 14,_2010 5 6 LOCATION: Southlake Senior Activities Center 7 307 Parkwood Dr 8 Southlake, Texas 9 10 Members Present: David Baltimore, Chair; Dick McCauley, Vice Chair; Nancy Sporn, 11 Secretary; SAC members Beverly Blake, Jean Boland, Charlie Boyd, Pat Burnett, 12 Jeanette Gossage and Marge Kyle 13 14 Commission Members Absent: None 15 16 Staff Members Present: Kari Happold, Deputy Director of Community Services; Liz 17 Garvin, Senior Services Coordinator 18 19 Guests: City Council member Carolyn Morris; Rebecca Barksdale, Tarrant County 20 Precinct 3 (Commissioner Gary Fickes' Office); Mary King and Darla Fowler, MMOW; 21 Bernie McCauley, liaison, Steering Committee 22 23 REGULAR SESSION 24 25 Agenda Item No. 1. Call to Order — The meeting was called to order by Chairman 26 Baltimore at 1:10 p.m. 27 28 REPORTS 29 30 Agenda Item No. 2. Administrative Comments 31 32 The Guest Presentation was considered first. 33 34 B. Guest Presentation — Southlake City Council member Carolyn Morris was 35 present to extend a warm holiday greeting to the Commission members 36 and to congratulate them on the pending purchase of a handicapped- 37 accessible bus. 38 39 Rebecca Barksdale, coordinator for Community Outreach at Tarrant 40 County was the guest presenter at this meeting and provided information 41 about the kick off for the Senior Task Force involving senior center 42 directors. Ms. Barksdale distributed copies of the Tarrant County 43 newsletter, which was recipient of a Best Practice award at the annual 44 State conference, and asked for email addresses of those present to 45 receive future copies of the newsletter. The newsletter contained a nice 3A-1 UNOFFICIAL MINUTES Not Approved by the Senior Activities Commission 1 article about CARS. There will be another Empowering Seniors Workshop 2 October 7, 2011; the one held in October 2010 was a big success. 3 4 A. Metroport Meals on Wheels Report — Mary King gave the MMOW report. 5 Darla Fowler cooked the Christmas luncheon that was held Tuesday. Ms. 6 King talked about the home delivery program. MMOW set up a "wish list" 7 for home delivery and had a tree set up in Sadie's. Rebecca Barksdale will 8 serve as MMOW President in 2011. 9 10 C. CARS Report — The monthly CARS report on ridership was provided by 11 Dick McCauley. CARS have had the busiest year in their history. There 12 was a shortage of volunteers, but more volunteer drivers have come 13 forward. CARS is a member of both the Southlake and Grapevine 14 Chamber of Commerce. 15 16 D. Southlake Senior Activities Report -- Bernie McCauley, liaison, for the 17 Southlake Steering Committee, provided the activities report for 18 December. The December meeting of the Steering Committee has been 19 canceled. The silent auction fund raiser ends today. 20 21 E. Facilities Update -Current and Future/New — Kari Happold gave the 22 facilities update. Chris Tribble has had several meetings with the 23 architects and the City is still looking at both Gateway Church and another 24 location. 25 26 G. Southlake Senior Funding, Inc. — Mr. McCauley gave the SSFI report. 27 SSFI received the check from Amon Carter Foundation and should have a 28 check from The Thompson Group by the end o f the month. SSFI has also 29 received a check from Brian Stebbins (Cooper & Stebbins). The original 30 delivery date for the van of January 25 has been postponed. The grantors 31 will be invited to a dedication ceremony luncheon once a confirmed 32 delivery date is set. The bus will have City logos on the sides and a SSFI 33 logo on the back. Southlake Mayor John Terrell and City Manager Shana 34 Yelverton will attend the dedication luncheon with John Robinson to be 35 held in February. 36 37 CONSENT AGENDA 38 39 Agenda Item No. 3A. Approval of the minutes from the regular Senior Advisory 40 Commission Meeting November 9, 2010 41 42 A motion was made to accept the November 9, 2010 meeting minutes as amended 43 regarding the SSFI report section to read, "SSFI was short in the funding for the 44 minibus, but are working on getting the additional money." 45 Motion: McCauley 46 Second: Burnett 3AM2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 UNOFFICIAL MINUTES Not Approved by the Senior Activities Commission Ayes: Baltimore, Blake, Boland, Burnett, Boyd, Gossage, Kyle, McCauley and Sporn Nays: None Abstention: None Vote: 9-0 Motion carried. REGULAR AGENDA Agenda Item No. 4. Public Forum -- There was no one present to address the Commission during Public Forum. Agenda Item No. 5. Consider: There were no items on the agenda. Agenda Item No. 6, Discussion: There were no items on the agenda. Agenda Item No. 7. Other Items: Liz Garvin announced an advertisement was being run for two (2) part-time drivers. Agenda Item No. &Adjournment. A motion was made and unanimously approved to adjourn the meeting at 2:10. David Baltimore, Chair Kah Happold, Deputy Director, Community Services A recording of this meeting may be requested in the Office of the City Secretary. 3A-3 CITY OF SOUTHLAKE MEMORANDUM January6, 2011 TO: Senior Advisory Commission FROM: Kari Happold, Deputy Director of Community Services SUBJECT: Recommendation on Community Services Agreement with Call A Ride Southlake Action Requested: Senior Advisory Commission recommendation on the Community Services Agreement with CARS to provide transportation services to the disabled and senior citizens of Southlake. Background Information: Call A Ride of Southlake, Inc. (CARS) was organized as a non --profit corporation in November of 1999, and a board of directors established. Since then, CARS has established operating policies, recruited and trained volunteer drivers, and established a dispatch service. CARS began offering transportation services to Southlake seniors and disabled residents in January of 2000. The proposed agreement outlines the services to be provided by CARS, defines the term of the agreement, and requests funding of $12,000 for the upcoming year. An attached copy of the proposed Community Services Agreement with CARS provides details of CARS scope of service, the City's obligations and the performance and quality measures the City will use to evaluate the service delivery. Financial Considerations: As part of the proposed agreement, funding in the amount of $12,000 is requested for CARS. Funding is available in the approved FY 2011 Community Services General Fund operating budget for this proposed expenditure. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Mobility and Partnerships and Volunteerism and meets the corporate objectives to Provide Travel Convenience within City and Region, Collaborate with Select Partners to Implement Service Solutions, Provide Nigh 5A - Senior Advisory Commission Meeting Date — January 11, 2011 Page 2of10 Quality Customer Service, and to Actively Promote Opportunities for Partnerships and Volunteer Involvement. Citizen Input/ Board Review: Senior Advisory Commission consideration at January 11, 2011 meeting. City Council to consider January 18, 2010. CARS reviewed the proposed agreement and did not recommend any changes. Legal Review: The proposed agreement was drafted utilizing the standard agreements previously reviewed and approved by the City Attorney. Alternatives: Alternatives may include: ■ SAC recommendation to approve of the proposed community services agreement as submitted SAC recommendation to approve of the proposed community services agreement with input as desired SAC recommendation not to approve the proposed community services agreement Supporting Documents: Supporting documents include: Proposed 2011 community services agreement between the City of Southlake and CARS Staff Recommendation: Senior Advisory Commission recommendation to City Council to approve the Community Services Agreement with CARS to provide transportation services to the disabled and senior citizens of Southlake with funding support of $12,000. 5A-2 Senior Advisory Commission Meeting Date — January 11, 2011 Page 3of10 STATE OF TEXAS AGREEMENT BETWEEN CITY OF SOUTHLAKE AND CALL A RIDE SOUTHLAKE, INC. 0 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 Cali A Ride Southlake, Inc, a non-profit corporation of Texas, acting by and through its duly authorized Chairman (hereinafter referred to as "CARS"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of CARS is to provide free, non -emergency transportation to Southlake seniors and disabled adult citizens for medical, dental, social, business, shopping and personal needs; and WHEREAS, City and CARS desire to enter into a Renewal Agreement whereby CARS will continue to provide free, non -emergency transportation to Southlake seniors and disabled adult citizens for medical, dental, social, business, shopping and personal needs; NOW, THEREFORE, City and CARS, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. CARS 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 CARS STAFF CONTACTS 5A - 3 Senior Advisory Commission Meeting Date — January 11, 2011 Page 4 of 10 A. CARS and the City shall both provide staff liaison's as outlined in the attached Appendix, Section B. SECTION 3 GOVERNANCE A. CARS 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 CARS board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the CARS transportation services rather than provide such service, City agrees to an annual payment to be paid to CARS in the amount of $12,000 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 CARS as described in the attached Appendix, Section A. SECTION 5 REPORTING A. CARS shall generate and provide to Liz Garvin, Senior Services Coordinator, of the City, monthly reports regarding the performance measures outlined in the attached Appendix, Section B. SECTION 6 INSURANCE AND INDEMNIFICATION A. CARS 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 CARS, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. CARS SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR ANY DAMAGES OR LIABILITY FOUND BY A 5A-4 Senior Advisory Commission Meeting Date — January 11, 2011 Page 5 of 10 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, CARS 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 1. The term of this agreement shall be for a period beginning January 1, 2011 and ending September 30, 2013. This agreement may be renewed for up to three 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. 2. 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. 3. 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 CARS ceases to provide transportation services, CARS 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. 5A-5 Senior Advisory Commission Meeting Date — January 11, 2011 Page 6 of 10 SECTION 1© CITY OF SOUTHLAKE — STRATEGIC LINK The City has adopted a Strategic Management System to improve the organization' 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. CARS, its mission and the services outlined on page 1 of the agreement, link to the City's strategy through the following strategic objectives: • B2 Collaborate with select partners to implement service solutions • 134 Provide high quality customer service • C1 Achieve the highest standards of safety and security • C2 Provide travel convenience within City and region • C5 Promote opportunities for partnerships and volunteer involvement 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. 5A-6 Senior Advisory Commission Meeting Date — January 11, 2011 Page 7 of 10 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. 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 CARS have executed this Agreement as of this day of , 201_ Approved as to form and legality: Attorney at Law 5A-7 Mayor, City of Southlake Chairman, Call A Ride Southlake, Inc. Senior Advisory Commission Meeting Date — January 11, 2011 Page 8of10 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND CALL A RIDE SOUTHLAKE, INC. APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, CARS shall provide the following services: 1. CARS staff contact person to serve as.a liaison between the CARS and the City: a. Name: b. Title: c. Phone: d. Email Address: 2. Free on -call transportation for qualified persons of the City as follows: a. Senior citizens over the age of 55 years and disabled adult individuals, and b. Permanently disabled youth under the age of 18 years and their care giver limited to transportation provided with a handicapped accessible vehicle, and c. who are residents of Southlake, and d. whose physical condition permits them to be transported by the drivers in the vehicles available including a City -owned Active with ramp for wheelchairs and motor chairs. 3. CARS will provide transportation to the persons identified in Subsection 1A above: a. to and from emergency medical appointments, dental appointments, and health care providers located within a 25 mile radius of the Southlake Senior Activity Center; b. for personal need including necessary essentials, i.e., to and from the grocery store, drug store, bank, personal grooming, social 5A-& Senior Advisory Commission Meeting Date - January 11, 2011 Page 9of10 activities, etc, located within a seven (7) mile radius of the Southlake Senior Activity Center. 4. CARS shall operate solely in accordance with its bylaws operations manual and the following: a. Volunteer drivers who use their own vehicles shall provide the transportation services. CARS shall recruit, qualify, and train these drivers. b. Transportation services will be provided Monday through Friday during the hours between 8.00 AM and 5.00 PM, or by special arrangement. c. Transportation normally will be scheduled at least 24 hours prior to departure. 5. Office hours with available staff in the office may be variable; however, CARS office staff will be available by phone during published hours. 6. CARS will provide for a timely telephone response when rides are scheduled and until the completion of those ride deliveries are either confirmed or an alternate process of transportation is provided as outlined in the CARS operations manual and approved by the Director of Community Services. 7. CARS will provide an after-hours, on -call emergency contact number available to the public safety dispatch office to reach a representative from CARS. B. In addition to payment described in Section 4 of this agreement, City shall: 1. Provide a staff contact person to serve as a liaison between City and CARS. The City liaison shall be apprised by CARS of all CARS board meetings, CARS shall forward a copy of the agenda for each meeting two weeks prior to any scheduled meetings, and the City liaison may participate with the CARS board at all scheduled meetings. a. Name: Liz Garvin b. Title: Senior Services Coordinator c. Phone: (817) 748-8398 d. Email Address: 1garvin@ci.south1ake.tx.us 2. Provide a presence on the www.cityofsouthlake.com which is limited to: 5A-9 Senior Advisory Commission Meeting Date — January 11, 2011 Page 10 of 10 a. One information page which includes organization name, mission, contact information and link to organization website 3. Consider posting information contained in press releases on www.MySouthlakeNews.com and/or www.CityofSouthlake.com. Any and all information in such press releases will be subject to review and possible revision prior to posting. 4. Publish in the quarterly editions of the Southfake Scene organization information to include organization name, mission, contact information and link to organization website. 5. Provide access to the City's logo for use by CARS. Such use is subject to review and approval by the City's Community Relations Officer. 6. Provide at no cost to CARS in accordance with current policies and guidelines, the use of City facilities for events and meetings directly related to CARS business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. SECTION B PERFORMANCE AND QUALITY MEASURES A. In evaluating CARS's performance pursuant to Section 8 of this agreement, the City will determine whether CARS has met the following performance measures: 1. CARS shall provide the services described in the Appendix, Section A, in a professional manner throughout the entire term of the agreement. 2. CARS shall develop and provide an annual written report to the City. This report shall include: a disclosure of CARS financial status, operations conducted during the preceding year, planned future operations, details on how the City's funding is utilized in support of CARS, and any other information agreed to by both CARS and the City. 3. CARS shall continue to provide monthly written reports to the City. 5A M 10 MEMORANDUM January 6, 2011 TO: Senior Advisory Commission FROM: Kari Happold, Deputy Director of Community Services SUBJECT: Recommendation on Community Services Agreement with Metroport Meals on Wheels Action Requested: Senior Advisory Commission recommendation on the Community Services Agreement with Metroport Meals on Wheels (MMOW) Background Information: The Tuesday congregate meal program is part of the weekly activities at the Senior Activities Center. Currently, seniors pay $4.00 for the senior center luncheon meal and $5.50 for the home -delivered meal, which has been provided by MMOW through various vendors. City funding helps cover MMOW staff, supplies, and administrative costs for the Tuesday program and supplements the home delivered meals. 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 representing no change in financial support from last year's agreement. An attached copy of the proposed Community Services Agreement with MMOW provides details of MMOW scope of service, the City's obligations and the performance and quality measures the City will use to evaluate the service delivery. 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 2011 Community Services division budget for this expenditure. There is no change in funding from the City from the previous year. Senior Advisory Commission Meeting Date — January 6, 2011 Page 2 of 10 Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Performance Management and Service Delivery and Partnerships and Volunteerism and meets the corporate objectives to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, Collaborate with Select Partners to Implement Service Solutions, Provide High Quality Customer Service and Actively Promote Opportunities for Partnerships and Volunteer Involvement. Citizen Inputl Board Review: Senior Advisory Commission recommendation at their January 11, 2011 meeting. City Council to consider January 18, 2011. MMOW representative Mary King reviewed the proposed agreement and recommended no changes were proposed to the Agreement. Legal Review: The proposed agreement was drafted utilizing the standard agreements previously reviewed and approved by the City Attorney. Alternatives: Alternatives include: SAC recommendation to approve the Community Services Agreement as presented SAC recommendation to approve the Community Services Agreement with input as desired SAC recommendation 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: SAC recommendation to City Council to approve the Community Services Agreement with Metroport Meals on Wheels with funding support of $12,600. 5B-2 Senior Advisory Commission Meeting Date —,January 6, 2011 Page 3 of 10 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND METROPORT MEALS ON WHEELS STATE OF TEXAS § �1 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, a non-profit corporation of Texas, acting by and through its duly authorized Executive Director (hereinafter referred to as "MMOW"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of MMOW is to provide services as a volunteer advocate for the elderly and those in need through home -delivered meals, senior center lunch and activity programs and other support services; and WHEREAS, City and MMOW desire to enter into a Renewal Agreement whereby MMOW will continue to provide for the coordination of activities and meals, Senior Luncheon activities, participation in Senior Advisory Commission, and the organization of home meal delivery , NOW, THEREFORE, City and MMOW, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. MMOW 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 MMOW STAFF CONTACTS Senior Advisory Commission Meeting Date — January 6, 2011 Page 4 of 10 A. MMOW and the City shall both provide staff liaison's as outlined in the attached Appendix, Section B. SECTION 3 GOVERNANCE A. MMOW 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 MMOW board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support MMOW's efforts to support the elderly and in -need rather than provide such service, City agrees to an annual payment to be paid to MMOW in the amount of $12,600 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 MMOW as described in the attached Appendix, Section A. SECTION 5 REPORTING A. MMOW shall generate and provide to Liz Garvin, Senior Services Coordinator of the City, monthly 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 MMOW to the City. SECTION 6 A. MMOW 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), 513 - 4 Senior Advisory Commission Meeting Date - January 6, 2011 Page 5 of 10 ARISING OUT OF OR IN CONNECTION WITH, DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF MMOW, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. MMOW 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, MMOW 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 1. The term of this agreement shall be for a period beginning January 1, 2011 and ending September 30, 2013. This agreement may be renewed for up to three 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. 2, 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. 3. 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 MMOW ceases to provide transportation services, MMOW 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 5B-5 Senior Advisory Commission Meeting Date --- January 6, 2011 Page 6 of 10 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. SECTION 10 CITY OF SOUTHLAKE — STRATEGIC LINK The City has adopted a Strategic Management System to improve the organization' 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. MMOW, its mission and the services outlined in the attached Appendix, Section link to the City's strategy through the following strategic objectives: B2 Collaborate with select partners to implement service solutions B4 Provide high quality customer service * C5 Promote opportunities for partnerships and volunteer involvement 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. Is 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. Senior Advisory Commission Meeting Date — January 6, 2011 Page 7 of 10 is 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. 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 MMOW have executed this Agreement as of this day of , 201_. Approved as to form and legality: Attorney at Law 5B-7 Mayor, City of Southlake Executive Director, Metroport Meals on Wheels Senior Advisory Commission Meeting Date — January 6, 2011 Page 8 of 10 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND METROPORT MEALS ON WHEELS APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, MMOW shall provide the following services: 1. MMOW staff contact person to serve as a liaison between the MMOW and the City: a. Name: b. Title: c. Phone: d. Email Address: 2. To coordinate, organize, and run the weekly Tuesday Southlake senior congregate luncheon program, and associated Tuesday activities. 3. To organize volunteers to plan and support Southlake Tuesday congregate lunch program, and home delivered meal program to Southlake residents. 4. 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. 5. 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 basis due the 2nd Tuesday of each month. 6. Perform general clean up following each event return tables to original locations and secure the facility. 7. Provide a monthly updated roster of participants to include name address city phone number and emergency information. 8. Metroport Meals On Wheels representative will attend the monthly Senior Advisory Commission Meeting Date —January 6, 2011 Page 9 of 16 meeting of the Senior Advisory Commission to provide a report and statistics. B. In addition to payment described in Section 4 of this agreement, City shall: 1. Provide a staff contact person to serve as a liaison between City and MMOW. The City liaison shall be apprised by MMOW of all MMOW board meetings, MMOW shall forward a copy of the agenda for each meeting prior to any scheduled meetings, and the City liaison may participate with the MMOW board at all scheduled meetings. a. Name: Liz Garvin b. Title: Senior Services Coordinator c. Phone: (817) 748-8398 d. Email Address: 1garvin(a7ci.south1ake tx.us 2. Provide a presence on the www.cityofsouthiake.com which is limited to: a. One information page which includes organization name, mission, contact information and link to organization website 3. Consider posting information contained in press releases on www.MySouthlakeNews.com and/or www.CityofSouthlake.com. Any and all information in such press releases will be subject to review and possible revision prior to posting. 4. Publish in the quarterly editions of the Southlake Scene organization information to include organization name, mission, contact information and link to organization website. 5. Provide access to the City's logo for use by MMOW. Such use is subject to review and approval by the City's Community Relations Officer, 6. Provide at no cost to MMOW in accordance with current policies and guidelines, the use of City facilities for events and meetings directly related to MMOW business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. SECTION B PERFORMANCE AND QUALITY MEASURES Senior Advisory Commission Meeting Date — January 6, 2011 Page 10 of 10 A. In evaluating MMOW's performance pursuant to Section S of this agreement, the City will determine whether MMOW has met the following performance measures: 1. MMOW shall provide the services described in the Appendix, Section A, in a professional manner throughout the entire term of the agreement. 2. MMOW shall develop and provide an annual written report to the City. This report shall include: a disclosure of MMOW financial status, operations conducted during the preceding year, planned future operations, details on how the City's funding is utilized in support of MMOW, and any other information agreed to by both MMOW and the City. 3. MMOW shall continue to provide monthly written reports to the City. 5B-10