2022-08-09 SAC packetCITY OF
SOUTHLAKE
MEMORANDUM
August 4, 2022
AGENDA NOTES WITH TIMES
TO: Senior Advisory Commission
FROM: Crystal Maddalena, Hospitality and Sales Manager
SUBJECT: Agenda Item Comments for Senior Advisory Commission Meeting
Tuesday, August 9, 2022 at 1:00 p.m.
Please advise staff if you are not able to attend this meeting
(sphelps@ci.southlake.tx.us or 817.748.8398).
Estimated Time 1:00 p.m. — 1:05 p.m.
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. 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.
Estimated Time 1:05 p.m. — 1:40 p.m.
3. Agenda Item No. 3. Discussion:
A. Call A Ride Southlake Report — CARS Chairman Ernie Meyer will present a
quarterly report to the Commission. A copy of the CARS quarterly report is
included in your packet.
B. Economic Development & Tourism Update — Director of Economic
Development & Tourism Daniel Cortez will present an update to the
Commission on projects within the City. No packet documents.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 2 of 4
C. Community Services Update — Hospitality and Sales Manager Crystal
Maddalena will present the Community Services update. No packet
documents.
D. Senior Services Update — Senior Services Coordinator Soheila Mashat-
Phelps will update the Commission on current and future senior
programming and events. No packet documents.
Estimated Time 1:40 p.m. — 1:45 p.m.
4. Agenda Item No. 4. Consent:
A. Approve the June 14, 2022 Senior Advisory Commission Meeting Minutes
— Please include any corrections to the minutes in your motion.
Estimated Time 1:45 p.m. — 2:00 p.m.
5. Agenda Item No. 5. Consider
A. Approve Senior Advisory Commission 3rd Quarter Dashboard Report —
The purpose of this item is to present the SAC 3rd Quarter Dashboard
Report to the Commission for their recommendation. A copy of the 3rd
quarter dashboard report is included in the meeting packet.
B. 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, 2022.
The proposed community services agreement presented at this time for
Senior Advisory Commission recommendation is for three years, October
1, 2022 through September 30, 2025.
The City's proposed allocation amount of $20,000/year to the organization
for services for Southlake citizens is $5,000 more than the previous
Agreement of $15,000. This increase was specifically requested by the
organization to make up for the increased costs associated with running this
program.
Funding for the proposed CARS community services agreement is included
in the FY 2023 general fund budget and will be requested in subsequent
years of the term. Payment is dependent upon City Council annual approval
of the budget.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 3 of 4
A copy of the proposed CARS agreement detailing the organization's scope
of services and the City's obligations is included in the meeting packet.
C. Recommendation on the Community Services Agreement with Metroport
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, 2022.
The proposed community services agreement presented at this time for
Senior Advisory Commission recommendation is for three years, October
1, 2022 through September 30, 2025.
The City's proposed allocation amount of $25,500/year to the organization
for services for Southlake citizens is $3,500 more than the previous
Agreement of $22,000. This amount was specifically requested by the
organization to account for inflation and increased costs of providing meal
services for Southlake Seniors.
Funding for the proposed MMOW community services agreement is
included in the FY 2023 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 in the meeting
packet.
Estimated Time 2:00 p.m. — 2:10 p.m.
6. Agenda Item No. 6. Adjournment
OTHER ITEMS OF INTEREST
• As usual, your packet contains a copy of the SAC Attendance Report for your
information.
• The City Council will be making appointments to the Community Enhancement
Development Corporation, Crime Control and Prevention District, Library Board,
Metroport Teen Court, Senior Advisory Commission, Southlake Arts Council,
and the Alliance for Community Engagement on Tuesday, October 4, 2022.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 4 of 4
As current members, who's term is set to expire and wish to remain on the board,
you too must re -apply for appointment consideration. Applications must be
received by Friday, September 9, 2022, at 5:00 p.m.
Please submit your application here:
https://forms.citvofsouthlake.com/Forms/Boards-and-Commissions-oct-appt
You may also mail your application to:
City of Southlake
City Secretary's Office
1400 Main Street, Suite 270
Southlake, TX 76092
or email it to: sserranoCo)-cityofsouthlake.com
If you have questions about your term, serving on a board, or the appointment
process, visit our website at https://www.cityofsouthlake.com/247/Boards-
Commissions or call the City Secretary's Office at: 817-748-8220.
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.cityofsouthlake.com/list.aspx.
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.
Crystal Maddalena
Hospitality & Sales Manager
Legends Hall at The Marq Southlake
P: (817) 748-8922
cmaddalena(a)ci. southlake. tx. us
Soheila Mashat-Phelps, Senior Services Coordinator, 817-748-8398,(smashatohelos(d)ci.southlake.tx.us)
Marcy Haddadi, Administrative Secretary, 817-748-8184, (mhaddadi(a)ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SENIOR ADVISORY COMMISSION MEETING: TUESDAY, AUGUST 9, 2022
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Executive Board Room
285 Shady Oaks Drive
Southlake, Texas 76092
REGULAR AGENDA
TIME: 1:00p.m.
1. Call to Order
2. 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. We respectfully ask that anyone stepping forward to
speak during Public Forum to please limit remarks to three minutes or less.)
3. Discussion
A. Call A Ride Quarterly Report
B. Daniel Cortez Report- Director of Economic Development and Tourism
C. Community Services Update
D. Senior Services Update
4. Consent
A. Approve the June 14, 2022, Senior Advisory Commission Meeting
Minutes
5. Consider
A. Recommendation of SAC Q3 Dashboard Report
B. Recommendation on the Community Services Agreement with Call A Ride
Southlake, Inc.
C. Recommendation on the Community Services Agreement with Metroport Meals
On Wheels
6. Adjournment
A quorum of the City Council may be present at this meeting.
CERTIFICATE
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, Texas, on Friday, August 5, 2022, by 6:00 p.m. pursuant to
Chapter 551 of the Texas GoX(�rjjipj�pt Code.
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Am ell TRMC = �
City ecretary = _
If you plan to attend this puhPCa&etipg,Aru*'h* *aj'b disability that requires special needs, please advise the City
Secretary 48 hours in advance %P17.748.8� sonable accommodations will be made to assist you.
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SAC Meeting Tuesday, August 9, 2022 - Call A Ride of Southlake Briefing
CARS NEWS:
1. We have contacted the Southlake Chamber of Commerce and inquired about the Leadership
Southlake program to see if CARS might be considered next year as a beneficiary in some way.
The Chamber has already completed their Advocacy Project for year 2022. (No other info
available currently).
2. We have a Kendra Scott fundraiser scheduled for December 7, 2022, from 5:00-7:00 for an in-
house event.
3. So far this year our high to the Southlake Senior Center was in March with 60. April and May
dropped slightly, and June picked back up to 50. The overall reason for fluctuation is some riders
went for summer vacations and some are dealing with Covid themselves or in their households.
(This is the overall reason the total one-way trips were down to 86 in June).
4. We are in the process of reviewing a proposed Agreement between CARS and the City of
Southlake which will provide additional funding and assistance in marketing, recruiting, and
advertising. This agreement is scheduled for City Council approval on September 19, 2022.
MONTHS BEING BRIEFED:
MARCH 2O22:
1. We lost 3 Drivers. Now at 18.
2. Handicapped > 54 up 29. Now at 94.
3. Handicapped < 54 up 8. Now at 29.
4. Medical up 15. Now at 26.
5. Southlake Senior Center up 14. Now at 60.
6. Other Senior Centers down 3. Now at 6.
7. Total One-way trips up 37. Now at 123.
APRIL 2022:
1. Drivers steady at 18.
2. Handicapped > 54 down 6. Now at 88.
3. Handicapped < 54 up 11. Now at 40.
4. Trip requests not filled up 48. Now at 61.
5. Sixteen out of 18 drivers active this month.
6. Southlake Senior Center down 6. Now at 54.
7. Other Senior Centers down 1. Now at 5.
8. Total One-way trips up 5. Now at 128.
Item 3A-1
SAC Meeting Tuesday, August 9, 2022 - Call A Ride of Southlake Briefing
MAY 2022:
1. Drivers steady at 18.
2. Handicapped >54 down 15. Now at 73,
3. Handicapped <54 down 7. Now at 33.
4. Trip requests not filled up 4. Now at 65.
5. Fourteen out of eighteen drivers active this month.
6. Southlake Senior Center down 10. Now at 44.
7. Other Senior Centers up 3. Now at 8.
8. Total One-way trips down 22. Now at 106.
JUNE 2022:
1. Drivers steady at 18.
2. Handicapped >54 down 9. Now at 64.
3. Handicapped <54 down 11. Now at 22.
4. Trip requests not filled down 31. Now at 34.
5. Twelve out of 18 drivers active this month.
6. Southlake Senior Center up 6. Now at 50.
7. Other Senior Centers down 8. Now at 0.
8. Total One-way trips down 20. Now at 86.
9.
Respe , ully b ed:
Ernest J. Meyer
Chairman of the Board of Directors
Call A Ride Southlake
e-mail home: texmeVer@sbcglobal.net
cell phone (voice and text) 817-653-0079
Official Call A Ride Southlake e-mail (Erik Phelps- Exec. Director) allaride 2fttmaii.com
Official phone number (Erik Phelps - Exec. Director) 817-798-4022
Item 3A-2
BALL A RIDE
Monthly Summary of Service Provided to Seniors and Handicapped -
OF SOUTHLAIC
Jan
Feb
March
April
May
June
Totals
Newly Qualified Users
0
5
3
2
0
0
10
Total Qualified Users
521
526
529
531
531
531
531
Total Volunteer Drivers
21
21
18
18
18
18
18
Unduplicated Users Served this Month
7
10
12
15
12
11
67
Volunteer Drivers Used this Month
15
12
16
16
14
12
85
Driver Personal Vehicle Miles
506
548
814
847
702
562
3979
Driver Hours
17.8
19.8
29.5
30.4
25.5
19.8
142.8
Trips Cancelled by User
7
22
27
14
12
22
104
Trip Requests Not Filled
16
25
13
61
65
34
214
Pick up More Than Ten Minutes Late
1
1
0
0
0
0
2
Driver Failed to Make Pick up
0
0
2
1
1
1
5
Van Miles
0
0
One Way Trips
0
Medical/Dental
17
11
26
28
18
14
114
Southlake Senior Center
41
46
60
54
44
50
295
Personal Needs
7
13
18
14
11
11
74
Shopping
0
0
0
3
0
0
3
Business
2
7
13
24
22
11
79
Other Senior Centers
2
9
6
5
8
0
30
Other
0
0
0
0
3
0
3
Total One Way Trips
69
86
123
128
106
86
598
Rider Groups
Seniors & Handicapped>54
60
65
94
88
73
64
444
Handicapped < = 54
9
21
29
40
33
22
154
Total
69
86
123
128
106
86
598
Item 3A-3
Senior Advisory Commission
Meeting Minutes of the June 14, 2022
CITY OF
SOUTHLAK.,E
SENIOR ADVISORY COMMISSION MEETING MINUTES: JUNE 14, 2022
LOCATION: THE MARQ SOUTHLAKE
Legends Hall — Executive Board Room
285 Shady Oaks Drive
Southlake, Texas 76092
Members Present: Chair MaryLee Alford, Vice Chair Greta Schumacher, Secretary Julie
Walter and SAC members Esther Spickler, Kathryn Orler, and Scott Cox (Alt #2)
Commission Members Absent: SAC member Bernadette MacDermott
Staff Members Present: Deputy Director of Community Services David Miller, Hospitality
and Sales Manager of Legends Hall at The Marq Southlake Crystal Maddalena, and
Senior Services Coordinator Soheila Mashat-Phelps
i 111=91_14 M I lexel V Q 4 N
Chair MaryLee Alford called the meeting of the Senior Advisory Commission to order at
1:00 P.M.
2. PUBLIC FORUM
Chair Alford opened Public Forum at 1:OOpm. There being no one to address the
Commission, Public Forum was closed at 1:OOpm.
3. DISCUSSION
3A. METROPORT MEALS ON WHEELS REPORT
MMOW Executive Director Mary King presented a quarterly report to the Commission and
was available to answer questions. A copy of the MMOW quarterly report was included in
the meeting packet.
3B. COMMUNITY SERVICES UPDATE
Deputy Director of Community Services David Miller and Hospitality and Sales Manager
Crystal Maddalena presented the Community Services update to the Commission and was
available to answer questions.
3C. SENIOR SERVICES UPDATE
Senior Services Coordinator Soheila Mashat-Phelps updated the Commission on current
and future senior programming and events and was available to answer questions.
Item 4A-1
Senior Advisory Commission
Meeting Minutes of the June 14, 2022
4. CONSENT
CONSENT AGENDA
4A.
61
41_1
Consent Agenda items are considered routine by the Commission and are
enacted with one motion.
APPROVAL OF THE MINUTES FROM THE APRIL 12, 2022, REGULAR
SENIOR ADVISORY COMMISSION MEETING.
Chair Alford presented the Consent Agenda, including approval of the minutes of
the April 12, 2022, meeting. Chair Alford asked if there were any revisions to
the minutes. No revisions were discussed.
APPROVED
A motion was made to accept the minutes of April 12, 2022, meeting as read.
Motion: Walter
Second: Schumacher
Ayes: Alford, Orler, Schumacher, Spickler, Walter
Nays: None
Abstention: None
Vote: 5-0
Motion passed.
CONSIDER
CANCELLATION OF THE JULY 12, 2022 SENIOR ADVISORY COMMISSION MEETING
Chair Alford presented item 5A to the Commission for consideration and was available to
answer questions.
APPROVED
A motion was made to approve the cancellation of the July 12, 2022 Senior Advisory
Commission meeting as presented.
Motion:
Schumacher
Second:
Orler
Ayes:
Alford, Orler, Schumacher, Spickler, Walter
Nays:
None
Abstention:
None
Vote:
5-0
Motion passed.
Item 4A-2
Senior Advisory Commission
Meeting Minutes of the June 14, 2022
6. OTHER ITEMS FOR DISCUSSION
6A. "ADOPT A SENIOR"
ChairAlford presented an overview of the "Adopt A Senior" community initiative relevant
to the senior citizen population of Southlake to the Commission for discussion and was
available to answer questions.
7. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 2:07 p.m.
Motion:
Schumacher
Second:
Spickler
Ayes:
Alford, Orler, Schumacher, Spickler
Nays:
None
Abstention: None
Vote:
4-0
Motion passed.
Commission members Julie Walter and Scott Cox (Alt) left before adjournment.
Maryl-ee Alford, Chair Crystal Maddalena, Community Services
Department
A digital recording of this meeting is available by request in the Office of the City Secretary.
Item 4A-3
300
250
200
150
Will
50
I7
55-64 65-74 75-84
2500
2000
1500
1000
500
26
0
FaUcat/Onal/CUItUr &dUcationa//CU/tUr
al Fy21 al FyZZ
FY21Q3 Net Promoter Score:
Most well attended programs:
Metroport Meals on Wheels: 70 attendees
Jazzy Lunch Social: 29 attendees
Most well attended fitness program:
Health Fair: 59 attendees
Gentle Yoga: 18 attendees
Programs
SOcial FyZZ
96 4000
98
3500
3000
2500
2000
Comments from our members:
"Soheila, Kat and Andrew are the most caring people that are always
there to help us!" -Glenn Goebel
"The score is dependent on the group leader, event, and transportation.
Andrew is sensitive to the needs of others, interacts extremely well with
the groups, is helpful, respectful, and very resourceful in a pinch. I never
feel in danger of the unexpected with Andrew. I give the event, the
leader and bus driver a solid 10. Great job Southlake Senior Center!" -
Ellen Massie
"The Elvis Party was wonderful. Pizza as well! He was the best I've ever
seen. Thanks! The decor was so nice too! -Bea Wilson
"Enjoy the people that work hard organizing various interesting
programs."
1500
1000
500
0
Senior Activity Center
FY2022 - Q3
Membership & Program Attendance
Membership by Age
■ Fiscal Year 2021
■ Fiscal Year 2022
Socia/ F1,Z?
46
J&17
3 2 1 0
Res Non Res Non
85-94 95-105
2243
Fitness/ Fitness/
we//Hess Fy21 fie//Hess FyZ?
3796
FY21 Q3 FY22Q3
Total Visits ■ Unique Visits
Item 5A- Tnique visits captures individual visitors to the Senior Center
CITY OF
SOUTHLAKE
MEMORANDUM
August 4, 2022
TO: Senior Advisory Commission
FROM: David Miller, Deputy Director of Community Services
SUBJECT: Recommendation on Community Services Agreement with Call
A Ride Southlake, Inc.
Action
Requested: Senior Advisory Commission review and recommendation of the
Community Services Agreement with Call A Ride Southlake, Inc.
(CARS) for the term October 1, 2022- September 30, 2025.
Background
Information: The City works with non-profit community organizations such as
CARS to provide important services to Southlake citizens and
businesses. Having a Community Services Agreement in place
allows for these services to be provided without the City having to
fund the additional personnel, administrative, and operational
expenses 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, 2022. Therefore, the proposed community
services agreement with CARS is presented for SAC
recommendation to City Council at this time.
The City's proposed allocation amount of $20,000/year to the
organization for services for Southlake citizens is $5,000 more than
the previous Agreement of $15,000. This increase was specifically
requested by the organization to make up for the increased costs
associated with running this program.
During the last fiscal year, CARS supported Southlake citizens by:
• Providing approximately 390 one-way trips;
• Serving about 525 registered seniors;
• Using 23 volunteer drivers;
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5B-1
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 2 of 3
The proposed agreement is for three years, October 1, 2022, through
September 30, 2025.
The proposed agreement mirrors their previous agreement, with the
exception of the following changes:
• Change the reporting requirement to an annual report with a
detailed budget sheet at the end of each fiscal year, instead
of an annual report at the end of each calendar year.
• Remove the City's requirement to publish information about
CARS in the quarterly editions of the Experience Southlake
Magazine, as the magazine is no longer published.
• Waiving the rental fees at Legends Hall for a CARS related
business event once a year for an amount not to exceed
$5,000.
• Increase annual payment to $20,000 from $15,000.
A copy of the proposed CARS agreement detailing the organization's
scope of services and the City's obligations is attached.
City Council will consider at their meeting held September 20, 2022.
Financial
Considerations: As mentioned above, CARS will receive $20,000/year for the term of
the Agreement. $20,000 is included in the proposed FY 2023 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 & Volunteerism and delivers the corporate objective to
collaborate with select partners to implement service solutions.
Citizen Input/
Board Review: Senior Advisory Commission recommendation August 9, 2022
City Council consideration September 20, 2022
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5B-2
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 3 of 3
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 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
• Call A Ride Southlake Community Services Agreement
• Call A Ride Southlake Payment Increase Request Letter
Staff
Recommendation: Senior Advisory Commission recommendation to approve the
Community Services Agreement with Call A Ride Southlake for the
term October 1, 2022- September 30, 2025.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 56-3
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331 F1
AGREEMENT BETWEEN
CITY OF SOUTHLAKE
AND
CALL A RIDE SOUTHLAKE, INC.
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 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 an 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
CARS and the City shall both provide staff liaisons as outlined in the attached
Appendix, Section A.
Item 56-4
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331 F1
Community Services Agreement with CARS
Page 2 of 10
SECTION 3
GOVERNANCE
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
CARS PERSONNEL
A. CARS shall recruit, interview, and hire the employees, contractors,
volunteers and other agents needed to provide the services to be provided
by CARS pursuant to this Agreement, including management and other
necessary staff determined by CARS to be necessary. All such personnel
shall be employees, independent sub -contractors or volunteers, as the case
may be, of CARS, and not employees, independent sub -contractors, or
volunteers of City.
B. CARS understands that the safety of the senior and disabled citizens and
the quality of the services CARS is to provide under this Agreement is of
paramount concern to the City. Therefore, CARS agrees to establish
reasonable requirements for its employees, contractors, volunteers and
other agents sufficient to promote and maintain the safety of the senior and
disabled citizens CARS will be transporting pursuant to this Agreement, and
to provide high quality transportation services.
C. CARS shall immediately notify the Director of Community Services or
designee of any information or issues regarding CARS employees,
contractors, volunteers, and other agents that could impact the health,
safety or welfare of the citizens of Southlake, or that could prove to be
detrimental to the public image of CARS and/or the City, provided that this
shall not require CARS to disclose any information that CARS may not
legally disclose under applicable laws regarding privacy.
SECTION 5
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 $20,000 to be dispersed annually on January 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.
Item 56-5
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331 F1
Community Services Agreement with CARS
Page 3 of 10
The City of Southlake will also provide office space to CARS if, in the sole
determination of the City, extra space within the City is available. The City will
endeavor to provide a secure space large enough for at least one person, a two -
drawer file cabinet, and a computer desk. The City will also provide a desk and file
cabinet if, in the sole determination of the City, such equipment is available.
SECTION 6
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.
B. The City shall have the right to review the books and records kept incident
to the services provided by CARS to the City.
SECTION 7
INSURANCE AND INDEMNIFICATION
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.
SECTION 8
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.
Item 56-6
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331 F1
Community Services Agreement with CARS
Page 4 of 10
SECTION 9
TERM OF AGREEMENT AND REVIEW OF PERFORMANCE
A. The term of this agreement shall be for a three-year period beginning
October 1, 2022 and ending September 30, 2025. This agreement may be
renewed for up to two 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.
B. 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.
C. 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 services under this agreement,
CARS shall return to the City any unexpended funds paid pursuant to this
Agreement.
SECTION 10
NO WAIVER OF GOVERNMENTAL IMMUNITY
Notwithstanding any provision of this Agreement to the contrary, nothing contained
in this agreement shall be construed to limit or waive any governmental or
sovereign immunity of the City, or any immunity applicable to its officers, agents,
servants or employees. To the extent there may be a waiver of immunity under
state law, the remedies available to enforce this agreement are limited to
mandamus, specific performance or injunctive relief. All other remedies, including
suits for damages and recovery of attorney's fees are specifically waived by both
parties.
SECTION 11
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. 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
• C1 Achieve the highest standards of safety and security
• C5 Promote opportunities for partnerships and volunteer involvement
• C6 Enhance the sense of community by providing excellent customer
service and citizen engagement opportunities
Item 56-7
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331F1
Community Services Agreement with CARS
Page 5 of 10
SECTION 12
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 12 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 13
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.
Item 5B-8
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331F1
Community Services Agreement with CARS
Page 6 of 10
SECTION 14
TERMINATION
If, in the sole discretion of the City Council, the City determines that CARS has not
complied with the terms of this agreement, the City may terminate this Agreement
at any time.
This document may be executed in duplicate originals.
IN WITNESS WHEREOF the City and CARS_have executed this Agreement as of
this day of , 2022.
Attest:
Amy Shelley, TRMC
City Secretary
Approved as to form and legality:
City Attorney
CITY OF SOUTHLAKE
Mayor, City of Southlake
DocuSigned by:
Ernest Meyer, Chairman
Call A Ride Southlake, Inc.
Item 5B-9
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331F1
Community Services Agreement with CARS
Page 7 of 10
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 5 of this Agreement, CARS shall
provide the following services:
1. CARS staff contact person to serve as a liaison between CARS and
the City:
Name: Erik Phelps
Title: Executive Director
Phone: 817-798-4022
Email: callaride(a-)hotmail.com
Name: Ernie Meyer
Title: Chairman
Phone: 817-354-8084
Email: texme er sbcglobal.net
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 non -emergency medical appointments, dental
appointments, and health care providers located within a 25 mile
radius of The Marq Southlake;
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 Marq
Southlake.
Item 5B-10
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331 F1
Community Services Agreement with CARS
Page 8 of 10
4. CARS shall operate solely in accordance with its bylaws operations
manual and the following:
a. Volunteer drivers who use their own vehicles shall provide the
transportation services. CARS shall recruit, qualify, and train these
drivers.
b. Transportation services will be provided Monday through Friday
during the hours between 8:00 AM and 5:00 PM, or by special
arrangement at the discretion of CARS.
C. Transportation normally will be scheduled at least 72 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 or designee.
B. In addition to payment described in Section 5 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 prior to the meeting,
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 c( ci.south lake.tx.us
2. Provide a presence on the www.CityofSouthlake.com and/ or
www.expereincesouthlaketexas.com and/or
www.volunteersouthlake.com which is limited to:
a. Information which includes organization name, mission, contact
information and link to organization website.
3. Consider posting information contained in press releases on
www.MVSouthlakeNews.com and/or www.CitVofSouthlake.com. Any
and all information in such press releases is subject to review and
possible revision prior to posting either in a story or PSA/advertising
format.
Item 5B-11
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331 F1
Community Services Agreement with CARS
Page 9 of 10
4. Consider highlighting CARS in monthly electronic e-blasts to the
Southlake Senior Activity Center members or in the Senior Activity
Center newsletter. Any and all information in such press releases will
be subject to review and possible revision prior to posting.
5. Consider an ad a space in the Volunteer Southlake weekly e-blast sent
to over 2,000+ volunteers based on availability.
6. CARS recruitment flyers maybe displayed at the Senior Activity Center.
7. Publish in the seasonal department brochure organization information
to include organization name, mission, contact information and link to
organization website.
8. Provide access to the City's logo for use by CARS. Such use is subject
to review and approval by the Deputy Director of Communications or
designee
9. All marketing, recruiting, and advertising options are included in this
Agreement and therefore all pre-existing agreements and memo of
understanding's are null and void.
10. Provide at no cost to CARS in accordance with current policies and
guidelines, the use of City facilities, excluding The Marq Southlake, 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.
11. Provide to CARS the complimentary use of City facilities at The Marq
once a year equivalent to a Silver Reception Package any Monday -
Friday for an event or meeting directly related to CARS businesses. The
value of this complimentary usage is equivalent to $4,655.00. Contact
the Hospitality and Sales Manager for details of what services this
package includes. Any other use of City facilities at The Marq Southlake
for events and meetings directly related to CARS business would be
subject to current policies, guidelines, and the applicable reservation
fees. Requests for reservations at The Marq Southlake shall follow
current reservation procedures and fee schedule as outlined in the City's
Fee Schedule.
SECTION B
PERFORMANCE AND QUALITY MEASURES
A. In evaluating CARS's performance pursuant to Section 9 of this agreement,
the City will determine whether CARS has met the following performance
measures:
Item 5B-12
DocuSign Envelope ID: F12FF3EF-A47A-43AA-B53B-6B398A6331F1
Community Services Agreement with CARS
Page 10 of 10
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 at
the end of each fiscal year (September 30). This report shall include: a
disclosure of CARS financial status, operations conducted during the
preceding year, planned future operations, a detailed budget sheet
outlining how the City's funding is utilized in support of CARS, volunteer
hours as submitted to Volunteer Southlake and any other information
agreed to by both CARS and the City. The volunteer hours worked by
CARS volunteers shall be submitted monthly to Volunteer Southlake by
the CARS liaison. The hours submitted shall be included within the
Volunteer Southlake's tracking of volunteer hours, and will count
towards the calculation to determine the eligibility for the Presidential
Service Award as defined by the Point of Light Foundation.
3. CARS shall continue to provide monthly written reports to the City by the
first Monday of each month to be reviewed by the Senior Advisory
Commission.
4. CARS shall attend the Senior Advisory Commission meeting on a
quarterly basis, or as requested, to answer any questions that may arise.
Item 5B-13
lot
From: Ernest Meyer <texmeyer@sbcglobal.net>
Sent: Monday, February 21, 2022 12:59 PM
To: Chris Tribble
Cc: Call A. Ride Southlake; Eric Karl; Lisa Adam; Diane and Ernie Meyer; Brighton Greene;
Patti Brayton; Veronica Cobb
Subject: CARS Revised request for compensation increase
Attachments: CARS request for compensation change Feb 21 2022.pdf
I am attaching a revised formal request for Call A Ride of Southlake compensation increase for the upcoming contract period.
Speaking for the entire Board of Directors of Cali A Ride of Southlake, we very much appreciate your support.
I have highlighted the changes to the original letter we submitted on January 20, 2022.
Thank you for considering our request,
I have copied our Board of Directors in this e-mail.
Ernie Meyer
Chairman
Board of Directors
Call A Ride of Southlake
Cell: 817-653-0079
E-mail: (personal): texmeyer@sbcglobal.net
E-mail: (official): callaride@hotmal.com
Item15B-14
February 21, 2022
Mr. Chris Tribble
Director of Community Services
City of Southlake, Texas
Call A Ride of Southlake would appreciate your considering our revised request for compensation
increase for the next contract cycle commencing in 2023 of $5,000.00. (From $15,000.00 to $20,000.00).
After our January 20, 2022, meeting where we requested $3,000.00 as a minimum, we have revisited
the numbers and feel we would be more able to survive for the next 3 years with an increase of
$5,000.00, without having to come back to the well for more money in a year. We anticipate the cost of
living and prices in general to keep increasing for the near future and our first estimate was not enough
to sustain our viability. Hence this revised request. The balance of this letter is the same as the January
20 letter which we hand delivered.
• CARS payment has been flat for two cycle — 6 years (at the end of 2022).
• Due to COViD, CARS has suffered significant losses in grants and funding - $3k from
Tarrant County (largest hit).
• As a result, our 2022 budget has eliminated several items including two supplemental
cost of living payments to our Executive Director.
• We have also eliminated many "nice to do" items such as our annual volunteer
appreciation dinner.
• Pending Board approval, I hope to draw from our bank balance to fund the
supplemental payments in 2022.
• Annually, we need to cover the operational costs of liability insurance for volunteer
drivers and board members as well as background checks.
While COViD has impacted our numbers significantly, some of the above items did not change and were
still covered at a loss for CARS. CARS provides a valuable service for those Seniors in Southlake who avail
themselves of it. Our Executive Director has not had a raise in pay since 2014 and that was not much.
We would like to provide a modest increase for our Executive Director as it is well deserved.
We wanted to make this request early to give you time to consider it during your annual budgeting
process for 2023 and beyond.
Maintaining our ability to schedule our volunteers is critical to provide the unique service which Call A
Ride of Southlake provides. Our Senior population is always increasing and with that a steady increase in
calls for service. Without us the City of Southlake would have to fill the void.
We have provided the City of Southlake with a valuable service at the same level of funding for many
years at a very reasonable cost. We believe this contract renewal process would provide a suitable time
to address the current shortfall and provide operational relief as well.
Your Conti ort is very much a reciated.
Respec ,
Ernest (Ernie) J. Meyer
Chairman of the Board of Directors
Call A Ride of Southlake
Item 5B-15
CITY OF
SOUTHLAKE
MEMORANDUM
August 4, 2022
TO: Senior Advisory Commission
FROM: David Miller, 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) for the term October 1, 2022 - September 30, 2025.
Background
Information: The City works with non-profit community organizations such as
MMOW to provide important services to Southlake citizens and
businesses. Having a Community Services Agreement in place
allows for these services to be provided without the City having to
fund the additional personnel, administrative, and operational
expenses required to provide these services to the community.
The City's present Community Services Agreement with Metroport
Meals on Wheels (MMOW), to provide congregate and home -
delivered meals in Southlake, will expire September 30, 2022.
Therefore, the proposed community services agreement with
MMOW is presented for SAC recommendation to City Council at
this time.
The City's proposed allocation amount of $25,500/year to the
organization for services for Southlake citizens is $3,500 more than
the previous Agreement of $22,000. This amount was specifically
requested by the organization to account for inflation and increased
costs of providing meal services for Southlake Seniors.
During the last fiscal year, MMOW supported Southlake citizens by:
• Providing approximately 6,123 meals at the Southlake
Senior Activity Center and home delivery;
• Serving approximately 75% of attendees were Southlake
residents;
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5C-1
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 2 of 3
• Using 30 volunteers with over 1,700 volunteer hours;
The proposed agreement is for three years, October 1, 2022,
through September 30, 2025.
The proposed agreement mirrors their previous agreement, with the
exception of the following changes:
• Change the reporting requirement to an annual report with a
detailed budget sheet at the end of each fiscal year, instead
of an annual report at the end of each calendar year.
• Remove the City's requirement to publish information about
MMOW in the quarterly editions of the Experience Southlake
Magazine, as the magazine is no longer published.
• Waiving the rental fees at Legends Hall for a MMOW related
business event once a year for an amount not to exceed
$5,000.
• Increase in annual payment, changing from $22,000 to
$25,500 annually.
A copy of the proposed MMOW agreement detailing the
organization's scope of services and the City's obligations is
attached.
City Council will consider at their meeting held September 20,
2022.
Financial
Considerations: As mentioned above, MMOW will receive $25,500/year for the term
of the Agreement. $25,500 is included in the proposed FY 2023
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 & Volunteerism and delivers the corporate objective to
collaborate with select partners to implement service solutions.
Citizen Input/
Board Review: Senior Advisory Commission recommendation August 9, 2022
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5C-2
Senior Advisory Commission
Meeting Date — August 9, 2022
Page 3 of 3
City Council consideration September 20, 2022
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 (MMOW) Community Services
Agreement
Staff
Recommendation: Senior Advisory Commission recommendation to approve the
Community Services Agreement with Metroport Meals on Wheels
(MMOW) for the term October 1, 2022 - September 30, 2025.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 5C-3
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
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 an 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.
Item 5C-4
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
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 $25,500 to be dispersed annually
on November 1 of each year. Final payment amount is subject to City Council
budget authorization.
Payment by the City shall be applied by MMOW as described in the attached
Appendix, Section A 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),
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
Item 5C-5
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
Page 3 of 9
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 October 1, 2022
and ending September 30, 2025. 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 remedies, including
suits for damages and recovery of attorney's fees are specifically waived by both
parties.
Item 5C-6
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
Page 4 of 9
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.
Item 5C-7
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
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 , 2022
Attest:
Amy Shelley, TRMC
City Secretary
Approved as to form and legality:
Attorney at Law
Mayor, City of Southlake
ADOCUSigned by:
MaryiihV; Sk9didtive Director
Metroport Meals on Wheels
Item 5C-8
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
Page 6 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 ex. 22
d. Email Address: maryking@metroportmow.org
To coordinate, organize, and run the weekly Monday Southlake senior
congregate luncheon program in coordination with the Senior Services
Coordinator.
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 1st Monday of
each month.
5. Perform general clean up following each event, clean catering kitchen
along with all utensils, return all dispensers and other materials to proper
location.
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.
B. In addition to payment described in Section 4 of this agreement, City shall:
Item 5C-9
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
Page 7 of 9
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
Cl. Email Address: smashatphelps@ci.southlake.tx.us
2. Provide a presence on the www.citVofsouthlake.com and/or
www.experiencesouthiaketexas.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.MVSouthlakeNews.com and/or www.CityofSouthlake.com. Any and all
information in such press releases is subject to review and possible revision
prior to posting either in a story or PSA/ advertising format.
4. Consider highlighting information contained in electronic e-blasts to the
members or senior newsletter. Any and all information in such press releases
will be subject to review and possible revision prior to posting.
5. Provide access to the City's logo for use by MMOW. Such use is subject to
review and approval by the City's Deputy Director of Communications.
6. Provide at no cost to MMOW in accordance with current policies and
guidelines, the use of City facilities, excluding The Marq Southlake, 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.
7. Provide to MMOW the complimentary use of City facilities at The Marq once a
year equivalent to a Silver Reception Package any Monday -Friday for an event
or meeting directly related to MMOW business. The value of this complimentary
usage is equivalent to $4,655.00. Contact the Hospitality and Sales Manager
for details of what services this package includes. Any other use of City facilities
at The Marq Southlake for events and meetings directly related to MMOW
business would be subject to current policies, guidelines, and the applicable
reservation fees. Requests for reservations at The Marq Southlake shall follow
current reservation procedures and fee schedule as outlined in the City's Fee
Schedule.
Item 5C-10
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
Page 8 of 9
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.
2. MMOW shall develop and provide a detailed 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, detailed budget sheet outlining how the City's
funding is utilized in support of MMOW, and any other information
agreed to by both MMOW and the City at the end of each fiscal year
(September 30).
3. MMOW shall continue to provide monthly written reports to the City.
4. Base payment of $25,500 is for 100 participants per week. The CITY
will pay up to an additional 75 participants at a rate of $5 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 Hospitality & Sales Manager 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. The number of volunteers needed for the Luncheon will be
determined by MMOW's Luncheon Coordinator and Senior Services
Coordinator. MMOW will recruit and manage an appropriate number
of individuals and civic organizations to volunteer at the luncheons.
The City of Southlake reserves the right to restrict the number of
volunteers needed.
Item 5C-11
DocuSign Envelope ID: 77FCED7F-026D-4A21-B29C-179A98E2915C
Community Services Agreement with Metroport Meals on Wheels
Page 9 of 9
10. To Go Meals are not permitted, in extenuating circumstances, a
MMOW representative shall request the meal from the Senior
Services Coordinator for approval.
Item 5C-12
Senior Advisory Commission Attendance Report
2022
1
Vacant
t
t
Individual
Rate
0%
Hrs TO
D.
0
Average
Monthly
Attendance
2022 79%
2
Maryl-ee Alford
X
75%
3.25
3
Kathryn Orler
100%
4.25
4
Julie Walter
X
YO
75%
3
5
Esther Spickler
X
vo
YO
75%
3.25
6
Greta Schumacher
VO
VO
YO
100%
4.25
7
Bernadette
MacDermott
vo
X
_
75%
3.25
Alt 1
Vacant
0
0
0
0%
0
Alt 2
Scott Cox
YO
X
X
50%
2
Meeting Attendance Rate
(includes substitutions)
86%
71%
71%
86%
Total Hours
1 1
1 1
1
1 1.25
1
1 1
1
1
1
1
1
1
1 4.25
In attendance
X
Not present; no substitute
M
Substitute in attendance
•
Vacant position
Meeting Canceled
No quorum;Meeting Canceled
Change in Representative