2013-09-10 SAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 28, 2013
TO: Senior Advisory Commission
FROM: Kari Happold, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, September 10, 2013 at 1:00 p.m.
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Consent:
A. Approval of the August 13, 2013 regular Senior Advisory Commission
meeting minutes – Please include any corrections to the minutes in your
motion.
3. Agenda Item No. 3. Discussion:
A. Guest Presentation – This item is a standing agenda item to allow the
Commission an opportunity to hear guests from the community and City
government about current issues of concern to citizens in Southlake.
Fire Chief Mike Starr will be the guest presenter at this meeting. Council
member Martin Schelling and Senior Director of Planning and Development
Services Ken Baker will be contacted for the October and November
meetings.
4. Agenda Item No. 4. Reports:
A. Metroport Meals on Wheels – This item is a standing item on the agenda to
allow for a report on the MMOW program.
B. Call A Ride Southlake– This item is a standing item on the agenda to allow for
a report on the CARS program.
C. SPIN -- This is a standing item to inform the Commission about SPIN
meetings pertaining to developments in Southlake. SPIN meetings are public
opportunities to support or oppose proposed developments as City Council
receives a SPIN Report, including the expressed support/opposition of
attendees, for proposed development. For more information, please visit
www.SouthlakeSPIN.org.
Senior Advisory Commission
Meeting Date – September 10, 2013
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The following SPIN meeting(s) are scheduled:
Monday, September 9, SPIN Forum, Town Hall
6:00 p.m. Topic: Proposed construction of a 38,000 sq ft. medical
office building on 2.67 acres located next to the Texas
Health – Harris Methodist Hospital Southlake at East
Southlake Boulevard and Central Avenue.
7:00 p.m. Topic: Proposed construction of a 3,121 sq ft.
office/warehouse building addition, comprised of 1,713 sq
ft of office and 1,408 sq ft of warehouse, added to an
existing 3,860 sq ft office/warehouse on approximately 1
acre located in the North Davis Business Park at 2110
Greenbriar Drive.
Tuesday, September 10, SPIN Standing Committee Meeting
D. Senior Services Coordinator – This is an opportunity for the Senior Services
Coordinator to present information about existing and future programs and
activities.
E. Southlake Senior Funding, Inc. – This item is a standing item on the agenda
to allow for a report on Southlake Senior Funding, Inc., (SSFI).
F. City Manager’s Office & Community Services – This is a standing item on the
agenda to allow for an update from the City’s Communications and Website
Manager Pilar Schank and Deputy Director of Community Services Kari
Happold regarding current developments.
G. Guest Schedule – Please provide staff with your suggestions for future guest
speakers.
5. Agenda Item No. 5. Public Forum: – This is the public's opportunity to address the
Commission about non-agenda items. During Public Forum, the Commission will not
discuss or take action on any item presented. 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.
6. Agenda Item No. 6. Consider:
A. Recommendation to City Council on the Community Services Agreement with
Call A Ride Southlake (CARS) – The present community services agreement
Senior Advisory Commission
Meeting Date – September 10, 2013
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
with CARS to provide transportation services to eligible Southlake citizens will
expire September 30, 2013.
The proposed community services agreement presented at this time for SAC
recommendation is for three years, October 1, 2013 through September 30,
2016. It is a standard agreement and essentially the same agreement entered
into previously with CARS, with the only change being the amount of
“consideration” or payment from the City that CARS will receive. This year
CARS is proposing a $3,000/yr increase from last year’s funding of $12,000,
to $15,000 to cover the increased cost of rides since 2009, when the last
increase by CARS was requested. Funding for the proposed CARS
community services agreement is included in the FY 2014 general fund
budget and will be requested in subsequent years of the term. Payment is
dependent upon City Council annual approval of the budget. A copy of the
proposed CARS agreement detailing the organization’s scope of services and
the City’s obligations is included with the packet memo.
B. Recommendation to City Council on the Community Services Agreement with
Metroport Meals On Wheels (MMOW) – The present community services
agreement with MMOW to provide weekly congregate and home delivered
meals in Southlake will expire September 30, 2013.
The proposed community services agreement presented at this time for SAC
recommendation is for three years, October 1, 2013 through September 30,
2016. It is a standard agreement and essentially the same agreement entered
into previously with MMOW, with the same “consideration” or payment
amount from the City of $15,750 to MMOW per year. Payment is dependent
upon City Council annual approval of the budget. Funding for the proposed
MMOW community services agreement is included in the FY 2014 general
fund budget and will be requested in subsequent years of the te rm. A copy of
the proposed MMOW agreement detailing the organization’s scope of
services and the City’s obligations is included with the packet memo.
7. FYI, as usual your packet contains a copy of the SAC Attendance Log for your
information.
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 fr ee to call me.
As always, we appreciate your commitment and service to the City.
Kari Happold
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8203
Senior Advisory Commission
Meeting Date – September 10, 2013
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Facsimile – (817) 748-8027
1400 Main Street, Suite 210, Southlake, Texas 76092-6242
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398, (smashatphelps@ ci.southlake.tx.us)
Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold@ ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311, (csanders@ ci.southlake.tx.us)
Stacey Wojniki, Assistant to the Director, 817-748-8036, (swojniki@ ci.southlake.tx.us)
Linda Carpenter-Elgin, Administrative Secretary, 817-748-8184; (lcarpenter@ ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SENIOR ADVISORY COMMISSION MEETING: Tuesday, September 10, 2013
LOCATION: Senior Activities Center
307 Parkwood Dr
Southlake, Texas 76092
TIME: 1:00 p.m.
AGENDA:
1. Call to Order
2. Consent
A. Approval of the August 13, 2013 regular Senior Advisory Commission
meeting minutes
3. Discussion
A. Guest Presentation – Fire Chief Mike Starr
4. Reports
A. Metroport Meals on Wheels
B. Call A Ride Southlake
C. SPIN
D. Senior Services Coordinator
E. Southlake Senior Funding, Inc.
F. City Manager’s Office & Community Services
G. Guest Schedule
5. Public Forum
(This is the Public’s opportunity to address the Senior Advisory Commission
about non-agenda items. During Public Forum, the Commission will not
discuss, consider or take action on any items presented. The Commission
respectfully asks anyone speaking during Public Forum to limit remarks to
three minutes or less.)
6. Consider:
A. Recommendation to City Council on the Community Services
Agreement with Call A Ride Southlake
Senior Advisory Commission
Meeting Date – September 10, 2013
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
B. Recommendation to City Council on the Community Services
Agreement with Metroport Meals On Wheels
7. Adjournment
A quorum of the City Council may be present at this meeting.
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at
Town Hall, 1400 Main Street, Southlake, Texas, on Friday, September 6, 2013 by
6:00 p.m. pursuant to Chapter 551 of the Texas Government Code.
Alicia Richardson, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that require s special needs, please advise the City
Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission Meeting:
August 13, 2013
LOCATION: Southlake Senior Activities Center
307 Parkwood Dr
Southlake, Texas
Members Present: Chair Dick McCauley, Vice Chair Nancy Sporn and Secretary
Marge Kyle; SAC members David Baltimore, Jean Boland, Louis Braun and Charlie
Boyd
Commission Members Absent: Beverly Blake
Staff Members Present: Kari Happold, Deputy Director of Community Services: Soleila
Phelps, Senior Services Coordinator; Communications & Website Manager Pilar
Schank; Recreation Superintendent Steve Moore, Recreation Supervisor Ryan McGrail
and Deputy Director of Community Services Candice Edmondson
Guests: Police Chief Steve Mylett and Assistant Police Chief James Brandon
Liaisons: MMOW representative Nansii Downer, and CARS representative Erik Phelps
Public Forum: None
1. CALL TO ORDER
Chairman McCauley called the meeting of the Senior Advisory Commission to
order at 1:08 p.m.
2. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion. Chair McCauley read the consent
agenda items into the record.
2A. APPROVAL OF THE MINUTES FROM THE JUNE 11, 2013 REGULAR SENIOR
ADVISORY COMMISSION.
APPROVED
There were no corrections to the minutes.
A motion was made to approve the minutes of the June 11, 2013 meeting as
presented.
Motion: Sporn
2A - 1
Senior Advisory Commission
Minutes of the August 13, 2013
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Second: Baltimore
Ayes: Boland, Boyd, Braun, Kyle and McCauley
Nays: None
Abstention: Baltimore and Sporn (absent)
Vote: 5-0-2
Motion Carried.
3. DISCUSSION:
City staff Recreation Superintendent Steve Moore, Recreation Supervisor Ryan
McGrail and Deputy Director of Community Services Candice Edmondson were
introduced.
3A. GUEST PRESENTATION – Police Chief Steve Mylett and Assistant Police
Chief James Brandon
Police Chief Mylett addressed traffic concerns including roundabouts, bicycle
traffic and Southlake Boulevard and SH 114 intersection. New programs and
projects underway in the DPS were highlighted. Members were encouraged to
contact the Police Sergeant on duty at 817.223.0739 or
mdunn@ci.southlake.tx.us regarding traffic violations and concerns.
Assistant Chief James Brandon presented safety preparedness information
including the video “Run, Hide, Fight” regarding active shooter incidents and
response training.
4. REPORTS
4A. METROPORT MEALS ON WHEELS
MMOW representative Nancii Downer distributed the MMOW monthly
participation report and mentioned restaurant participation information.
4B. CALL A RIDE SOUTHLAKE
CARS representative Erik Phelps distributed the CARS monthly participation
summary and reported on ridership, volunteer driver numbers and the new CARS
website (www.callaridesouthlake.org).
4C. SPIN
SPIN representative David Baltimore reported on SPIN activities and meetings.
SPIN is investigating alternative communication methods.
4D. SENIOR SERVICES COORDINATOR
2A - 2
Senior Advisory Commission
Minutes of the August 13, 2013
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Recreation coordinator Soheila Phelps reported on recent accomplishments and
on-going programs and activities for the senior activity center.
4E. SOUTHLAKE SENIOR FUNDING, INC.
Southlake Senior Funding, Inc., Board Director McCauley reported on SSFI
developments concerning donations.
A plan is being developed to address donation issues.
4F. CITY MANAGER’S OFFICE & COMMUNITY SERVICES
Communications & Website Manager Pilar Schank distributed articles from
www.MySouthlakeNews regarding Southlake’s animal control ordinance being
updated and information regarding the Community Recreation Center.
4G. GUEST SCHEDULE
Fire Chief Mike Starr will be invited to the September meeting. Council members
Martin Schelling, Randy Williamson and Planning Director Ken Baker are
potential guest speakers.
5. PUBLIC FORUM
Chair McCauley opened the public forum and asked for anyone wishing to speak
to come forward. There being no one wishing to speak, Chair McCauley closed
the public forum.
6. CONSIDER
6A. RECOMMENDATION ON PROPOSED FY 2013-14 SENIOR CENTER
GENERAL FUND OPERATING BUDGET
Deputy Director Happold presented a proposed budget summary and responded
to questions.
No motion or vote was not taken on this item.
Members requested an update on the Volunteer Interest Program being instituted
by former senior coordinator at the next meeting.
7. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting.
2A - 3
Senior Advisory Commission
Minutes of the August 13, 2013
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Motion: Baltimore
Second: Sporn
Ayes: Baltimore, Boland, Boyd, Braun, Kyle, McCauley and Sporn
Nays: None
Abstention: None
Vote: 7-0
Motion Carried.
Dick McCauley, Chair Kari Happold, Deputy Director
Community Services
A tape recording of this meeting is available upon request from the Office of City Secretary.
2A - 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 28, 2013
TO: Senior Advisory Commission
FROM: Kari Happold, Deputy Director of Community Services
SUBJECT: Recommendation to City Council on Community Services
Agreement with Call A Ride Southlake
Action
Requested: Senior Advisory Commission review and recommendation on the
Community Services Agreement with Call A Ride Southlake
(CARS)
Background
Information: The City works with non-profit community organizations to provide
important social, educational, economic and cultural programs and
services to Southlake citizens and businesses. Having Community
Services Agreements in place allows for these services to be
provided without the City having to fund additional personnel and
capital investments, as well as the ongoing administrative and
operational expenses that would be required to provide these
services to the community.
The City’s present community services agreement with CARS to
provide transportation services to eligible Southlake citizens will
expire September 30, 2013. Therefore the proposed community
services agreement with CARS is presented for SAC
recommendation to City Council at this time.
The CARS agreement is a standard agreement and is the same
agreement entered into previously with CARS, with the only
substantive change being the amount of “consideration” or payment
from the City that CARS will receive. This year CARS is proposing
a $3,000/yr increase from last year’s funding of $12,000, to $15,000
to cover the increased cost of rides since 2009, when the last
increase by CARS was requested.
The proposed agreement is for three years, October 1, 2013
through September 30, 2016. A copy of the proposed CARS
6A - 1
Senior Advisory Commission
Meeting Date – September 10, 2013
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
agreement detailing the organization’s scope of services and the
City’s obligations is attached.
Financial
Considerations: As mentioned above, CARS has requested a $3,000/yr increase to
the City’s funding, which is included in the proposed FY 2014
annual budget, and will also be included in subsequent budget
proposals as required by the term for each agreement. Payment by
the City to CARS is dependent upon annual approval of the
proposed budget.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
areas of Performance Management and Service Delivery and
Partnerships and Volunteerism and meets the corporate objectives
to Collaborate with Select Partners to Implement Service Solutions;
Provide High Quality Customer Service and Promote Opportunities
for Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: Senior Advisory Commission recommendation September 20, 2013
City Council consideration September 17, 2013
Legal Review: The Agreement was modeled after the standard Community
Services Agreement used previously and that has been reviewed
by the City Attorney.
Alternatives: Alternatives may include the following:
SAC recommendation to approve proposed CARS
Community Services Agreement as presented
SAC recommendation to approve proposed CARS
Community Services Agreement with input as desired
SAC recommendation not to renew the proposed CARS
Community Services Agreement
Supporting
Documents:
Call A Ride Southlake Community Services Agreement
Staff
Recommendation: Senior Advisory Commission recommendation to approve the
Community Services Agreement with Call A Ride Southlake
6A - 2
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
CALL A RIDE SOUTHLAKE, INC.
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 Call 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
A. CARS and the City shall both provide staff liaison’s as outlined in the
attached Appendix, Section A, paragraph 1 and Section B, paragraph 1.
DRAFT
6A - 3
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 2 of 8
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 $15,000 to be dispersed annually on November 1 of each
year. Payment 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 the 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
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.
DRAFT
6A - 4
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 3 of 8
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 three year period beginning
October 1, 2013 and ending September 30, 2016. 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 f ees 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’s ability to define and execute its strategy. Effective strategic
management systems provide the mechanism to link the mission, strategy,
DRAFT
6A - 5
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 4 of 8
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
B4 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.
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.
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.
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6A - 6
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 5 of 8
IN WITNESS WHEREOF the City and CARS have executed this Agreement as
of this ______ day of ____________________, 201__.
_________________________
John Terrell
Mayor, City of Southlake
_________________________
Chairman, Call A Ride Southlake,
Inc.
Attest:
Alicia Richardson, TRMC
City Secretary
Approved as to form and legality:
City Attorney
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6A - 7
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 6 of 8
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: Joanne Stickler
b. Title: Treasurer
c. Phone: 817.790.4022
d. Email Address: callaride@hotmail.com
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. who are residents of Southlake, and
c. whose physical condition permits them to be transported by the
drivers in the vehicles available.
3. CARS will provide transportation to the persons identified in
Subsection 2 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
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
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6A - 8
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 7 of 8
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 at the discretion of CARS.
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 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: Soheila Phelps
b. Title: Senior Services Coordinator
c. Phone: (817) 748-8398
d. Email Address: smashatphelps@ci.southlake.tx.us
2. Provide a presence on the www.cityofsouthlake.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.
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6A - 9
Community Services Agreement with CARS
City Council Meeting - September 17, 2013
Page 8 of 8
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.
DRAFT
6A - 10
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 28, 2013
TO: Senior Advisory Commission
FROM: Kari Happold, Deputy Director of Community Services
SUBJECT: Recommendation to City Council on Community Services
Agreement with Metroport Meals On Wheels
Action
Requested: Senior Advisory Commission review and recommendation on the
Community Services Agreement with Metroport Meals On Wheels
(MMOW)
Background
Information: The City works with non-profit community organizations to provide
important social, educational, economic and cultural programs and
services to Southlake citizens and businesses. Having Community
Services Agreements in place allows for these services to be
provided without the City having to fund additional personnel and
capital investments, as well as the ongoing administrative and
operational expenses that would be required to provide these
services to the community.
The City’s present community services agreement with MMOW to
provide congregate and home-delivered meals in Southlake will
expire September 30, 2013. Therefore the proposed community
services agreement with MMOW is presented for SAC
recommendation to City Council at this time.
The MMOW agreement is a standard agreement and is the same
agreement entered into previously with MMOW with the same
“consideration” or payment amount from the City of $15,750 per
year, depending upon City Council annual approval of the budget.
The proposed agreement is for three years, October 1, 2013
through September 30, 2016. A copy of the proposed MMOW
agreement detailing the organization’s scope of services and the
City’s obligations is attached.
6B - 1
Senior Advisory Commission
Meeting Date – September 10, 2013
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: The City’s funding for MMOW ($15,750/yr) is included in the
proposed FY 2014 annual budget, and will also be included in
subsequent budget proposals as required by the term for each
agreement. Payment by the City to MMOW is dependent upon
annual approval of the proposed budget.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
areas of Performance Management and Service Delivery and
Partnerships and Volunteerism and meets the corporate objectives
to Collaborate with Select Partners to Implement Service Solutions;
Provide High Quality Customer Service and Promote Opportunities
for Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: Senior Advisory Commission recommendation September 20, 2013
City Council consideration September 17, 2013
Legal Review: The Agreement was modeled after the standard Community
Services Agreement used previously and that has been reviewed
by the City Attorney.
Alternatives: Alternatives may include the following:
SAC recommendation to approve proposed MMOW
Community Services Agreement as presented
SAC recommendation to approve proposed MMOW
Community Services Agreement with input as desired
SAC recommendation not to renew the proposed MMOW
Community Services Agreement
Supporting
Documents:
Metroport Meals On Wheels Community Services Agreement
Staff
Recommendation: Senior Advisory Commission recommendation to approve the
Community Services Agreement with Metroport Meals On Wheels
6B - 2
AGREEMENT 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, 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
A. MMOW and the City shall both provide staff liaison’s as outlined in the
attached Appendix, Section A. and Section B.
DRAFT
6B - 3
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 2 of 9
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 $15,750 to be dispersed annually
on November 1 of each year. Payment 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 the 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
INSURANCE AND INDEMNIFICATION
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 O R
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 MMOW, ITS
OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF
DRAFT
6B - 4
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 3 of 9
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 three year period beginning
October 1, 2013 and ending September 30, 2016. 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
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,
DRAFT
6B - 5
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 4 of 9
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’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. MMOW, 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
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.
Commitment to Excellence: Behaving responsively in our delivery of
service to the public. Our work is characterized by its quality and by the
diligence with which it is carried out. We proactively seek to solve
problems in advance.
Teamwork: Recognizing the importance of working together to meet
our citizen's needs, communicating clearly, sharing resources and
information freely.
The values set forth in Section 11 are goals to which City officials, staff and
employees are expected to adhere to in activities concerning this Agreement.
While perceived failure to adhere to, comply with, or take action consistent with
these values should be reported to an appropriate City official, staff member, or
employee, such action or failure to act shall not be considered a breach of this
Agreement.
DRAFT
6B - 6
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 5 of 9
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__.
_________________________
John Terrell
Mayor, City of Southlake
_________________________
Mary King
Executive Director
Metroport Meals On Wheels
Attest:
Alicia Richardson, TRMC
City Secretary
Approved as to form and legality:
City Attorney
DRAFT
6B - 7
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 6 of 9
DRAFT
6B - 8
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 7 of 9
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: Mary King
b. Title: Executive Director
c. Phone: 817.491.1141, ext 22
d. Email Address: maryking@metroportmow.org
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
meeting of the Senior Advisory Commission to provide a report and
statistics.
DRAFT
6B - 9
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 8 of 9
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: Soheila Phelps
b. Title: Senior Services Coordinator
c. Phone: (817) 748-8398
d. Email Address: smashatphelps@ci.southlake.tx.us
2. Provide a presence on the www.cityofsouthlake.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
A. In evaluating MMOW ’s performance pursuant to Section 8 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.
DRAFT
6B - 10
Community Services Agreement with Metroport Meals on Wheels
City Council Meeting – September 17, 2013
Page 9 of 9
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.
DRAFT
6B - 11
1 Jean Boland a a a r a a a 0 a 86%13.5 2013 88%
2 Louis Braun a a a a r a a 0 a 86%13.25
3 Charles Boyd a a a a a a a 0 a 100%15.25
4 David Baltimore a a r a a a r 0 a 71%12.75
5 Nancy Sporn a a a a a r r 0 a 71%12.5
6
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8 - Alt 2 Vacant
9 - Alt 2 Beverly Blake a a a a a a a 0 r 100%12.25
100%100%88%88%88%75%75%0 89%a In attendance
Total Hours 2.75 2 1 1.75 2 1.25 1.5 0 3 15.25 r Not present; no substitute
m Substitute in attendance
5/21/13 Joint City Council and Senior Advisory Commission Meeting n Vacant position
0 Meeting Canceled
*No quorum; Meeting Canceled
Change in Representative
Senior Advisory Commission Attendance Report
Place Name 1/8/13 2/12/13 2/26/13 3/12/13 4/9/13 5/21/13 6/11/13
Individual
Attendance
Rate
Hrs To
Date
Average
Monthly
Attendance
Meeting Attendance Rate
(includes substitutions)
7/9/13 8/13/13 9/10/13 10/8/13 11/12/13 12/10/13
Packet Insert - Attendance Report