2016-09-13 SAC PacketCITY OF
SOUTHLAKE
MEMORANDUM
August 29, 2016
AGENDA NOTES WITF
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, September 13, 2016 at 1:00 p.m.
Reminder: Lunch will be provided at 12:30 p.m., followed by the
SAC meeting at 1:00 p.m.
Estimated Time 1:00pm — 1:30pm
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Reports:
A. Metroport Meals On Wheels — This item is a standing item on the agenda to
allow for a report on the MMOW program. A copy of the July report is included
in your packet.
B. Call A Ride Southlake — This item is a standing item on the agenda to allow for
a report on the CARS program. A copy of the July report is included in your
packet.
C. Southlake Senior Funding, Inc. — This item is a standing item on the agenda to
allow for a report on Southlake Senior Funding, Inc., (SSFI). This item has no
packet document.
D. City Manager's Office — This is a standing item on the agenda to allow for an
update from the City's Assistant to the City Manager Daniel Cortez. This item
has no packet document.
E. Community Services — This is a standing item on the agenda to allow for an
update from the Community Services Department staff regarding current and
future developments. This month's staff update includes the August Senior
Center Membership Report, which is included in your packet.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — September 13, 2016
Page 2 of 4
F. Senior Services — This is an opportunity for the Senior Services Coordinator to
present information about existing and future programs and activities. This
item has no packet document.
Estimated Time 1:30pm — 2:OOpm
3. Agenda Item No. 3. Consent:
A. Approval of the August 9, 2016 Senior Advisory Commission meeting minutes
— Please include any corrections to the minutes in your motion.
4. Agenda Item No. 4 Consider:
A. Recommendation on the Community Services Agreement with Call A Ride
Southlake, Inc. — The present community services agreement with Call A Ride
Southlake, Inc. (CARS) to provide transportation services to eligible Southlake
citizens will expire September 30, 2016.
The proposed community services agreement presented at this time for Senior
Advisory Commission recommendation is for three years, October 1, 2016
through September 30, 2019. It is a standard agreement and essentially the
same agreement entered into previously with CARS. The amount of
"consideration" or payment from the City that CARS will receive is the same as
last year, $15,000.
Funding for the proposed CARS community services agreement is included in
the FY 2017 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 will be distributed separate from this
meeting packet. There are no packet documents for this item in the packet.
B. Recommendation on the Communitv Services Aareement with Metr000rt
Meals On Wheels — The present community services agreement with
Metroport Meals On Wheels (MMOW) to provide weekly congregate and home
delivered meals in Southlake will expire September 30, 2016.
The proposed community services 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 $20,000 base per year for
the term of the agreement, depending upon City Council annual approval of
the budget. Additional payments of up to $3,750 may be dispersed to MMOW
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — September 13, 2016
Page 3 of 4
on a quarterly basis per the performance measures outlined in Appendix,
Section B. The total annual payment to MMOW shall not exceed $35,000.
The proposed agreement is for three years, October 1, 2016 through
September 30, 2019. Funding for the proposed MMOW community services
agreement is included in the FY 2017 general fund and Community
Enhancement Development Corporation budget and will be requested in
subsequent years of the term.
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. A copy
of the 2015 MMOW Performance Report is also included with the packet
memo.
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, consider, 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.
OTHER ITEMS OF INTEREST
6. Community Engagement Town Hall Forums — Upcoming Town Hall Forum(s) for
proposed developments in the City are listed online at www.SouthlakeSPIN.org..
Please check the website for the latest information. There are no SPIN Forums
scheduled at this time.
7. Events of Interest — Staff would like to share the following upcoming events that may
be of interest to you.
• Saturday, September 17 — MasterWorks Concert Series featuring Southlake Community
Band, 7:30 — 9:00 p.m., The Marq Southlake Aria Amphitheater
• Tuesday, September 20 — City Council meeting, 5:30 p.m., Council Chambers
• Tuesday, September 27 — Community Enhancement & Development Corporation
meeting, 6:00 p.m., Town Hall
• Thursday, September 29 — Meet The Mayor at Williams Sonoma, 5:30 p.m., 172 State
Street, Suite 270
• Tuesday, October 4 — City Council meeting, 5:30 p.m., Council Chambers
• Wednesday, October 5 — Community Engagement Committee meeting, 5:30p.m., Town
Hall 4A
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — September 13, 2016
Page 4 of 4
Tuesday, October 11 — Senior Advisory Commission meeting, 1:00 p.m., The Marq
If you would like to receive notifications for City Council meetings, construction alerts,
calendar and community events updates and more, please sign up at the City's
website by clicking on the "Notify Me" tab at http://www.citvofsouthlake.com/1ist.aspx.
8. FYI, as usual your packet contains a copy of the SAC Attendance Report 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 free to call me.
As always, we appreciate your commitment and service to the City.
KATE MEACHAM
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8018
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)
Kate Meacham, Deputy Director of Community Services, 817-748-8018, (kmeacham@ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311, (cedmondson@ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(@ci.southlake.tx.us)
Soheila Phelps, Senior Services Coordinator, 817-748-8398,(smashatphelps(a).ci.southlake.tx.us)
Linda Carpenter -Elgin, Secretary, 817-784-8184,(Iarpenter(a.ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, SEPTEMBER 13, 2016
LOCATION: THE MARQ SOUTHLAKE
Legends Hall
Legacy I & II
285 Shady Oaks Drive
Southlake, Texas 76092
TIME: 1:00 P.M.
AGENDA:
1. Call to Order
2. Reports
A.
Metroport Meals On Wheels
B.
Call A Ride of Southlake
C.
Southlake Senior Funding, Inc.
D.
City Manager's Office
E.
Community Services
F.
Senior Services
3. Consent
A. Approve the August 9, 2016 regular Senior Advisory Commission
meeting minutes
4. Consider
A. Recommendation on the Community Services Agreement with Call A
Ride Southlake, Inc.
B. Recommendation on the Community Services Agreement with Metroport
Meals On Wheels
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.)
6. Adjournment
A quorum of the City Council may be present at this meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — September 13, 2016
Page 2 of 2
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 9, 2016 by 6:00
p.m. pursuant to Chaptel,5&*,ot the Texas Government Code.
Lori Payne, TF
City Secretary
f you plan to attend this pubfid=n7g &",atM have a disability that requires 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
Metroport Meals On Wheels
P. O. Box 204
428 N. Hwy 377
Roanoke, TX 76262
Monthly Report Month of: JULY 2016
Detail Report on Congregate Luncheon Division: Southlake
Previous Year
Totals (4
7/4/2016
7/11/2016
7/18/2016
7/25/2016
Monthly Totals
luncheons)
Southlake Seniors
25
26
27
78
111
# of Other Seniors
38
40
41
119
124
# Volunteers
0
3
5
8
24
Staff
1
1
1
3
4
Others
6
5
5
16
15
To Go Meals
0
0
0
0
65
Meals left for city
0
0
5
5
0
TOTAL
ATTENDANCE
0
70
75
84
0
229
343
Volunteer Hours
24
24
24
72
Freedstore
Chef Tyler
Chef Tyler
Restaurant Used
# Meals ordered from
Centralized Kitchen
100
100
100
300
$ Cost of Food
Ordered
$ 450.00
$ 450.00
$ 525.00
$ 1,425.00
Supplemental
Food
$ 102.18
$ 56.61
$ 125.19
$ 283.98
Non-food Items
$ 88.34
$ 10.98
$ 55.92
$ 155.24
$ Collected for Food
Served
$ 228.00
$ 224.00
$ 264.00
$ 716.00
$ Collected for Other
Reasons*
$ -
Free w/potluck dish
1
1
1
3
0
3
Not eating
0
0
0
0
No Pay/City
Employees
0
0
90+ non pay
5
4
4
13
0
31
New
0
0
MAS
817/491-1141- office
Item 2A - 07 - July 2016 SLCong Report 817/491-0661 - fax
OP
OF 50UTHLAKE
Newly Qualified Users
Total Qualified Users
Total Volunteer Drivers
Unduplicated Users Served this Month
Volunteer Drivers Used this Month
Driver Personal Vehicle Miles
Driver Hours
Trips Cancelled by User
Trip Requests Not Filled
Fick up More Than Ten Minutes Late
Driver Failed to Make Pick up
Van Miles
One Way Trips
Medical/ Dental
Southlake Senior Center
Personal Needs
Shopping
Business
Other Senior Centers
Other
Total One Way Trips
Rider Groups
Seniors & Handicapped>54
Handicapped/Disabled <55
Total
Monthly Summary of Service Provided to Seniors and Handicapped - 2016
Jan Feb March April May June J, ulg Aug 922 Oct Nov Dec Totals
3
3
2
3
2
1
5
19
383
386
388
391
393
394
399
399
25
25
25
25
25
25
25
25
12
15
10
13
18
9
11
88
21
23
21
22
23
25
23
21
782
951
929
1325
1074
796
881
6738
27
33
33
46
38
28
31
236
24
23
16
6
26
12
20
127
1
2
2
6
2
1
8
22
0
0
0
1
0
0
0
1
2
0
0
0
0
0
0
2
115
135
125
188
153
109
122
947
25
49
36
38
46
22
29
245
50
63
41
53
54
42
38
341
22
10
14
14
10
14
6
90
4
0
4
4
0
2
2
16
0
0
0
0
0
0
0
0
10
13
30
75
43
29
47
247
4
0
0
4
0
0
0
8
115
135
125
188
153
109
122
947
98
107
95
159
127
91
98
775
17
28
30
29
26
18
24
172
115
135
125
168
153
109
122
947
2B - 1
Agenda Item 2C — Southlake Senior Funding, Inc. is a
staff/liaison presentation.
2C
Agenda Item 2D — City Manager's
staff/liaison presentation.
NC
Office Report is a
Senior Activity Center
Membership Report —August 2016
Total Membership - 997
■ Resident - 459 (46%)
■ Non -Resident - 538 (54%)
New Members - 115% Growth
160
140
120
100
80
60
40
20
0
■ Previous Membership - 464
■ New Member Since 12/14/15 - 682
07 q--.99
yh ti� ti� y�O ti� ti� ti� ti� ti(0
2E-1
■ Residents
■ Non -Residents
Senior Activity Center
Membership Report —August 2016
Active Members - 753(75%)
■ Non -Active Member - 244 (24%)
■ Active - New Member - 375 (60%)
Active - Previous Member - 337 (75%)
*Active Member defined as scanning membership card a minimum of one time since December 14, 2015.
Total Monthly Visits
1800
1600
1400
1200
1000
800
600
400
200
0
\,BOO\ 50� �0\ 00'�
2E-2
tNew Members
(Previous Members
Total Members
Agenda Item 2F — Senior
staff/liaison presentation.
Pa 9
Services Report is a
CITY OF
SOUTHLAKE
Senior Advisory Commission Meeting:
August 9, 2016
LOCATION: Senior Activity Center
The Marq Southlake — Legends Hall — Traditions III
285 Shady Oaks Drive
Southlake, Texas
Members Present: Chairman Beverly Blake, Vice Chair Jean Boland, Secretary Marge
Kyle; SAC members Bernice McCauley, Barbara Pappy, Esther Spickler, Jim Miller (Alt 1),
and MaryLee Alford (Alt 2)
Commission Members Absent: None
Staff Members Present: Deputy Director of Community Services Candice Edmondson and
Senior Services Coordinator Soheila Phelps
Guests: Brighton Greene, CARS liaison; Mary King, Executive Director, Metroport Meals
On Wheels; Lou Braun (former SAC member); Jeff Wang (former City Council member),
Paul and Patty Starkey
1. CALL TO ORDER
Chairman Beverly Blake called the meeting of the Senior Advisory Commission to
order at 1:01 p.m.
2. REPORTS
MMOW Executive Director Mary King presented the May and June MMOW reports
and responded to questions.
2B. CALL A RIDE SOUTHLAKE
CARS board representative Brighton Greene presented ridership information from
the CARS reports and responded to questions from the Commission regarding CARS
recruitment efforts and how donations and fundraising are being addressed. Several
Life magazines with CARS advertisements for volunteers were distributed to SAC
members. MaryLee Alford offered to broadcast a post for CARS volunteers on "Next
Door Communities" forums. A suggestion was made to have envelopes available with
the volunteer drivers to accept donations if offered.
2C. SOUTHLAKE SENIOR FUNDING, INC.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A - 1
Senior Advisory Commission
Minutes of the August 9, 2016
Page 2 of 5
Southlake Senior Funding, Inc. representative Bernice McCauley reported a SSFI
meeting would be held next week.
2D. CITY MANAGER'S OFFICE
There was no City Manager's Report in the absence of Assistant to the City Manager
Daniel Cortez.
2E. COMMUNITY SERVICES
Deputy Director Candice Edmondson reviewed statistics from the June and July
Community Services Membership Reports and responded to questions from the
board.
Board members were interested in receiving demographic information on the senior
population generated by the City's Economic Development Department. The timeline
for construction of The Marq Southlake Champions Club (Phase 2) was shared. A
request was made to include on the Senior Center membership application
information to identify which of the non-residents were former Southlake residents.
2F. SENIOR SERVICES COORDINATOR
Senior Services Coordinator Soheila Phelps reported on senior center events,
programs and upcoming activities and was available to answer questions. Several of
the temporary classes have been added to the regular programming; the shades
have been installed in the caf6; refunds have been issued in advance of the new
membership system to be kicked off in December; the "sign-up at the class" initiative
is discontinued due to low use; and the senior newsletter is being printed.
3. CONSENT AGENDA Consent Agenda items are considered to be routine by the
Commission and are enacted with one motion.
3A. APPROVAL OF THE MINUTES FROM THE JUNE 14, 2016 REGULAR SENIOR
ADVISORY COMMISSION MEETING.
There were no changes to the June 14, 2016 meeting minutes.
APPROVED
A motion was made to accept the minutes of the meeting as printed.
Motion: Kyle
Second: Spickler
Ayes: Blake, Boland, Kyle, Pappy, Spickler
Nays: None
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-2
Senior Advisory Commission
Minutes of the August 9, 2016
Page 3 of 5
Abstention McCauley (absent 6/14/16 meeting)
Vote: 5-0-1
Motion Carried.
4. CONSIDER
4A. RECOMMENDATION ON FISCAL YEAR 2017 SENIOR SERVICES GENERAL
FUND OPERTING BUDGET
Deputy Director Candice Edmondson presented the FY 2017 Senior Services and
the Community Enhancement Development Corporation (CEDC) budgets. The
Senior Advisory Commission members discussed the budgets. Staff will distribute a
copy of the budget -to -actual detail and budget allocation per category to commission
members.
APPROVED
A motion was made to recommend approval of the FY 2017 budgets as presented.
Motion:
Boland
Second:
Kyle
Ayes:
Blake, Boland, Kyle, McCauley, Pappy
Nays:
Spickler
Abstention
None
Vote:
5-0-1
Motion Carried.
C! _1»:161kyj 4+9 4► I Is]:7_1 B]T/ 6*61 W99161►Ti I ►yi 1634Is] ki I N 4161 As 116Z411 WK916111 ki [s] 14
Prior to consideration of the Senior Advisory Commission Report to City Council,
SAC members Esther Spickler and Bernice McCauley expressed their concerns that
City Council isn't aware of senior issues and of the complaints against the The Marq
Southlake. The complaints were about the size of the exercise classrooms, the
disappearance of the senior aquatics program at CISD Aquatics Center, and the
priority of senior issues and needs at the new facility. Deputy Director Candice
Edmondson responded to the complaints and provided information regarding each of
the issues. The exercise class size situation will be resolved once Phase 2 of the
facility is completed. The senior aquatics class was a CISD offering that was
discontinued by CISD, however senior aquatic classes will be offered at Champions
Club. The needs and issues of the Southlake senior population are very important to
City Council and City staff and management continues to work to balance priorities of
the dual uses at The Marq. Commission members were encouraged to communicate
directly with City Council members if desired. A request was made to staff to have
noted in the minutes the City anticipates the Champions Club will have dedicated
times for senior -only activities.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-3
Senior Advisory Commission
Minutes of the August 9, 2016
Page 4 of 5
Senior Services Coordinator Soheila Phelps presented for feedback the third quarter
Senior Advisory Commission Report to City Council. There were no changes to the
document.
APPROVED
A motion was made to approve the Senior Advisory Commission Report to City
Council.
Motion:
Boland
Second:
Pappy
Ayes:
Blake, Boland, Kyle, McCauley, Pappy
Nays:
Spickler
Abstention
None
Vote:
5-0-1
Motion Carried.
5. PUBLIC FORUM — Chairman Beverly Blake opened public forum.
Lou Braun, 106 Starling Court, Southlake, spoke about how attendance figures at
MMOW meals are calculated; using a person's title and proper volume and diction
during SAC meetings; time provided to consider the proposed budget information;
and the construction timeline for Champions Club.
Bernie McCauley, SAC member, spoke of the design and features of the doors
leading into the senior center not being easy to maneuver for some seniors.
Public forum was closed.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the SAC meeting at 2:25 p.m.
Motion:
Boland
Second:
Kyle
Ayes:
Blake, Boland, Kyle, McCauley, Pappy, Spickler
Nays:
None
Abstention
None
Vote:
6-0
Motion Carried.
Beverly Blake, Chair Kate Meacham, Deputy Director
Community Services
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-4
Senior Advisory Commission
Minutes of the August 9, 2016
Page 5 of 5
Note: All Six (6) of the regular Senior Advisory Commission members were present to
vote. Place 3 of the Senior Advisory Commission was vacant effective May 10, 2016.
Alternate #1 Jim Miller and Alternate #2 MaryLee Alford may not vote on an agenda item
unless they are sitting in for an absent/vacant Senior Advisory Commission member.
A digital recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-5
)w CITY OF
SOUTHLAKE Senior Advisory Commission Sign -in Sheet
6 1
August 9, 201 @ pm
Senior Activity Center — The Marq Southlake — Traditions III
285 Shady Oaks Dr. - Southlake, TX
Jean Boland (Place 1), Vice Chair
Bernice McCauley (Place 2)
VACANT (Place 3)
Barbara Pappy (Place 4)
Esther Spickler (Place 5)
Beverly Blake (Place 6). Chairman
Margie Kyle (Place 7), Secretary
Jim Miller (Alt 1)
MaryLee Alford (Alt 2)
STAFF
Candice Edmondson
Soheila Phelps
Daniel Cortez
GUESTS (PLEASE PRINT)
i
Brighton Greene (CARS)
Mary King (MMOW)
U
Agenda Item 4A — Recommendation on the Community
Services Agreement with Call A Ride Southlake, Inc. will
be distributed separate from this Packet.
CITY OF
SOUTHLAKE
MEMORANDUM
August 29, 2016
TO: Senior Advisory Commission
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Recommendation 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 second Community Services Agreements for Senior Advisory
Commission consideration at this meeting is a proposed
Community Services Agreement with Metroport Meals on Wheels.
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 $20,000 base
per year for the term of the agreement, depending upon City
Council annual approval of the budget. Additional payments of up
to $3,750 may be dispersed to MMOW on a quarterly basis per the
performance measures outlined in Appendix, Section B. The total
annual payment to MMOW shall not exceed $35,000.
The proposed agreement is for three years, October 1, 2016
through September 30, 2019. A copy of the proposed MMOW
agreement detailing the organization's scope of services and the
City's obligations is attached along with a copy of the MMOW
Annual Performance Report submitted to the City for 2015.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-1
Senior Advisory Commission
Meeting Date — September 13, 2016
Page 2 of 3
Financial
Considerations: The City's funding for MMOW ($20,000 base per year, plus the
eligible $15,000 per year for exceeding performance measures) is
included in the proposed FY 2017 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 13, 2016
City Council consideration September 20, 2016
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:
Supporting
Documents:
• 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
• Metroport Meals on Wheels Community Services Agreement
(Redlined)
• Metroport Meals on Wheels Community Services Agreement
(Final)
• Metroport Meals on Wheels Performance Report for 2015
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-2
Senior Advisory Commission
Meeting Date — September 13, 2016
Page 3 of 3
Staff
Recommendation: Senior Advisory Commission recommendation to approve the
Community Services Agreement with Metroport Meals on Wheels
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-3
STATE OF TEXAS
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
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 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 and Section B.
B. City shall provide services as outlined in the attached Appendix, Section A
And SPrfinn R
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.
WWI
Community Services Agreement with Metroport Meals on Wheels
Page 2 of 8
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 $20,000 to be dispersed annually
on November 1 of each year. Additional payments of up to $3,750 may be
dispersed on a quarterly basis on February 1, May 1, August 1 and October 1 per
performance measures outlined in Appendix, Section B. Total annual payment
shall not exceed $35,000. 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 and Section B.
SECTION 5
REPORTING
A. MMOW shall generate and provide to Senior Services Coordinator of the
City, monthly reports regarding the performance measures outlined in the
attached Appendix, Section B no later than the first Monday of each
month. ^ representative frern nnMQW i required to be present at the
Senior Advss.,ie;T- meetings --held en the ee co;,a--rt,��e
t"MMOW shall attend the Senior Advisory Commission meeting
on a quarterly basis, or as requested, to answer any questions that may
arise.
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 OR
CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING,
Community Services Agreement with Metroport Meals on Wheels
Page 3 of 8
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
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
The term of this agreement shall be for a period beginning DeGernbe
October 1, 20165 and ending September 30, 20196. This agreement may
be renewed for up to two S, GGessiveone additional three-year periods
beginning on October 1 and ending on September 30 Gf ear year upon
written agreement by both parties and annual budget approval by the
Southlake City Council.
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.
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
Community Services Agreement with Metroport Meals on Wheels
Page 4 of 8
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'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
Community Services Agreement with Metroport Meals on Wheels
Page 5 of 8
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_
Mayor, City of Southlake
Executive Director,
Metroport Meals on Wheels
Attest:
Lori Payne, TRMC
City Secretary
Approved as to form and legality:
Attorney at Law
Community Services Agreement with Metroport Meals on Wheels
Page 6 of 8
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:
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 ex. 22
d. Email Address: maryking@metroportmow.org
To coordinate, organize, and run the weekly Monday Southlake senior
congregate luncheon program.
2. To organize volunteers to plan and support Southlake Monday
congregate lunch program, and home delivered meal program to
Southlake residents.
Formatted: Indent: Left: 0"
3Order necessary meals, cover costs and organize delivery of meals to' Formatted: Indent: Left: 0.5", Hanging:
homes of Southlake senior residents Monday through Friday, and also 0.31", Numbered + Level: 1 + Numbering
for the Monday congregate lunch ro ram. style: 1, z, t:... + Start d 1 +Alignment: Left
Yprogram. +Aligned at: 0.25" +Indent at: 0.5"
-3-.4. Track attendance and costs associated with the weekly congregate
lunch program, and the home delivered meal program. Prepare and
provide reports to the City on a monthly basis due the first4-st Monday
of each month.
4.5. Perform general clean up following each event return tables to
original locations and secure the facility.
�5-.6. Provide a monthly updated roster of participants to include name
address city phone number and emergency information.
67. nno+r„n„r+ Meals On Wheels representative will attend the men+hl.,
moofinir of +ho Senior Adyisery Gernmissien to n vide a repert and
+SMMOW shall attend the Senior Advisory Commission meeting
on a ouarterly basis. or as reauested. to answer anv auestions that
may arise.
Community Services Agreement with Metroport Meals on Wheels
Page 7 of 8
B. In addition to payment described in Section 4 of this agreement, City shall:
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: :,smashathelpss@ci.southlake.tx.us Formatted: Font: color: Auto
2. Provide a presence on the www.citvofsouthlake.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.CitvofSouthlake.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 seasonal 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 Community Services Department
Communications and Marketing Manager. the Gity's G rY,.,,unity
Relatme s Offi o
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
Community Services Agreement with Metroport Meals on Wheels
Page 8 of 8
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.
4. Base payment of $20,000 is for up to and including 100 participants
per week. The CITY will pay up to an additional 75 participants at a
rate of $4 per person as verified through monthly reporting on a
quarterly basis.
5. MMOW will provide a list of caterers two months and a menu two
weeks in advance to the Senior Services Coordinator.
6. MMOW should place a minimum weekly order based on the
attendance trends for the past month and for the same month in the
prior year. MMOW should also seek consultation only from the
Senior Services Coordinator or Deputy Director on order levels
based on anticipated attendance.
7. All food, including leftovers is the property of the City of Southlake.
Handling and distribution of extras will be at the discretion of City
staff.
8. Any designated purchases for the City of Southlake should be used
for the assigned purpose only.
9. A head count of volunteers will be provided one business day prior
to the event. The City of Southlake reserves the right to restrict the
number of volunteers needed.
4B-11
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
STATE OF TEXAS §
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 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 and Section B.
B. City shall provide services as outlined in the attached Appendix, Section A
and Section B.
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.
4B-12
Community Services Agreement with Metroport Meals on Wheels
Page 2 of 8
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 MMOWs 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 $20,000 to be dispersed annually
on November 1 of each year. Additional payments of up to $3,750 may be
dispersed on a quarterly basis on February 1, May 1, August 1 and October 1 per
performance measures outlined in Appendix, Section B. Total annual payment
shall not exceed $35,000. 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 and Section B.
SECTION 5
REPORTING
A. MMOW shall generate and provide to Senior Services Coordinator of the
City, monthly reports regarding the performance measures outlined in the
attached Appendix, Section B no later than the first Monday of each
month. MMOW shall attend the Senior Advisory Commission meeting on
a quarterly basis, or as requested, to answer any questions that may
arise.
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 OR
CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING,
WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF
ATTORNEYS, EXPERT WITNESSES AND OTHER CONSULTANTS),
4B-13
Community Services Agreement with Metroport Meals on Wheels
Page 3 of 8
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 October 1,
2016 and ending September 30, 2019. This agreement may be renewed
for one additional three-year period beginning on October 1 and ending on
September 30 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
4B - 14
Community Services Agreement with Metroport Meals on Wheels
Page 4 of B
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'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
employees are expected to adhere to in activities
While perceived failure to adhere to, comply with,
these values should be reported to an appropriate
employee, such action or failure to act shall not b
Agreement.
46-15
which City officials, staff and
concerning this Agreement.
or take action consistent with
City official, staff member, or
e considered a breach of this
Community Services Agreement with Metroport Meals on Wheels
Page 5 of 8
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_.
Mayor, City of Southlake
f ,
Executive Dire tor,
Metroport M Is on WhecO
Attest:
Lori Payne, TRMC
City Secretary
Approved as to form and legality:
Attorney at Law
Community Services Agreement with Metroport Meals on Wheels
Page 6 of 8
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 ex. 22
d. Email Address: maryking@metroportmow.org
To coordinate, organize, and run the weekly Monday Southlake senior
congregate luncheon program.
2. To organize volunteers to plan and support Southlake Monday
congregate lunch program, and home delivered meal program to
Southlake residents.
3. Order necessary meals, cover costs and organize delivery of meals to
homes of Southlake senior residents Monday through Friday, and also
for the Monday congregate lunch program.
4. Track attendance and costs associated with the weekly congregate
lunch program, and the home delivered meal program. Prepare and
provide reports to the City on a monthly basis due the first Monday of
each month.
5. Perform general clean up following each event return tables to original
locations and secure the facility.
6. Provide a monthly updated roster of participants to include name
address city phone number and emergency information.
7. MMOW shall attend the Senior Advisory Commission meeting on a
quarterly basis, or as requested, to answer any questions that may
arise.
C= b
Community Services Agreement with Metroport Meals on Wheels
Page 7 of 8
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: smashatpheips@ci.southlake.tx.us
2. Provide a presence on the www_cit ofsouthiake.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.M SouthlakeNews.com and/or ww.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 seasonal 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 Community Services Department
Communications and Marketing Manager.
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.
Community Services Agreement with Metroport Meals on wheels
Page 8 of 8
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.
I MMOW shall continue to provide monthly written reports to the City.
4. Base payment of $20,000 is for up to and including 100 participants
per week. The CITY will pay up to an additional 75 participants at a
rate of $4 per person as verified through monthly reporting on a
quarterly basis.
5. MMOW will provide a list of caterers two months and a menu two
weeks in advance to the Senior Services Coordinator.
6. MMOW should place a minimum weekly order based on the
attendance trends for the past month and for the same month in the
prior year. MMOW should also seek consultation only from the
Senior Services Coordinator or Deputy Director on order levels
based on anticipated attendance.
7. All food, including leftovers is the property of the City of Southlake.
Handling and distribution of extras will be at the discretion of City
staff.
8. Any designated purchases for the City of Southlake should be used
for the assigned purpose only.
9. A head count of volunteers will be provided one business day prior
to the event. The City of Southlake reserves the right to restrict the
number of volunteers needed.
IF7
METROPORT
MEALS ON WHEELS
pq
January 15, 2016
METROPORT MEALS ON WHEELS, INC.
"Neighbors Helping Neighbors"
Linda Carpenter -Elgin
City of Southlake
Community Services Department
1400 Main Street
Southlake, TX 76092
Dear Linda,
MMOW provided the following services per our Scope of Services Agreement for fiscal 2015:
• 4,708 total meals at the Southlake Senior Activity Center for community luncheons
• Of the senior center meals, 41.8% were provided to Southlake residents and 58.2% were provided
for non-Southlake residents.
0 1,885 total home delivered meals to 17 Southlake citizens.
0 The 2015-2016 Program Expense -Budget Report for Southlake is attached.
We appreciate the City's partnership in our service to Southlake citizens.
Sincerely,
Mary King
Executive Director
P.O. Box 204 - 428 N. Highway 377 - RQke, 76262 - (817)491-1141 - (817)491-0661
Internet: www.metroportmow.ory ail: mmow@metroportmow.org
Metroport Meals On Wheels
2015-2016 Program Expense and Budget Report
Southlake
2015 actual
2016 budget
Expense Item
HOME DELIVERY
PROGRAM
Meal Costs
$
8,529
$ 9,000
Program Support
$
4,086
$ 4,000
Staffing Costs
$
6,866
$ 7,400
Volunteers (in -kind)
$
5,000
$ 5,000
Staples for Seniors &
Ensure Meals
$
427
$ 500
Home Delivery Program
Total Cost
$
24,908
$ 25,900
SENIOR CENTER
LUNCHEON PROGRAM
Meal Costs
$
30,343
$ 32,000
Program Support
$
8,173
$ 8,000
Staffing Costs
$
18,881
$ 20,000
Volunteers (in -kind)
Senior Center Luncheon
Program Total Cost
$
7,680
$ 7,680
$ 65,077
$ 67,680
Total Cost of MMOW Meal
Programs in Southlake
$
89,985
$ 93,580
Fees from Home Delivery
Participants
$
2,893
$ 3,500
Fees from Senior Center
Participants
$
11,537
$ 12,500
City Contract Allocation
$
15,750
$ 20,000
TOTAL NET COST OF
MMOW MEAL
PROGRAMS IN South
$
59,805
$ 57,580
TLI - A. I
Senior Advisory Commission Attendance Report
1
Jean Boland
_
_
t
Individual
Rate
100%
10.5
2
Bernice
McCauley
X
83%
8.5
3
Charles Boyd
V
Resigned
•
100%
7.75
4
Barbara Pappy
X
X
67%
6.75
5
Esther Spickler
X
83%
8.5
6
Beverly Blake
100%
10.5
7
Marge Kyle
100%
10.5
Alt 1
Jim Miller
X
83%
8.5
Alt 2
Mary Lee Alford
X
83%
8.5
Meeting Attendance
Rate (includes
substitutions)
67%
0%
100%
89%
78%
100%
0%
100%
Total Hours
2
0
2
1.75
2
1.25
1 0
1 1.5
1
1
1
1
1
1 10.5
Effective May 10, 2016 SAC meeting, Chairman Boyd resigned SAC.
Packet Insert - SAC Meeting Attendance Report