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Item 4G - MemoItem 4G CITY OF SOUTI-HLAKE MEMORANDUM September 09, 2025 TO: Alison Ortowski, City Manager FROM: David Miller, Director of Community Services SUBJECT: Approval of the Community Services Agreement with SafeHaven for the term October 1, 2025 — September 30, 2028 Action Requested: Approval of the Community Services Agreement with SafeHaven for the term October 1, 2025 — September 30, 2028 Background Information: The City works with non-profit community organizations such as SafeHaven to provide important social, educational, and cultural programs and services to Southlake citizens and businesses. In 2022, SafeHaven received an 8% increase in its annual payment, bringing its annual payment to $1,080 from the previous $1,000/year. This was part of an overall 8% annual payment increase that was given to all nine Community Services organizations to account for inflation and the increased costs of providing these services to residents. City Council approved a Community Services Agreement with SafeHaven in September of 2022 for a three-year period, October 1, 2022 - September 30, 2025. That agreement is now up for another three-year renewal. As a part of the agreement, SafeHaven will continue to receive $1,080 a year for the term of the agreement. SafeHaven will provide emergency services consisting of shelter, food, and transitional housing for victims of family violence, crisis intervention at area hospital emergency rooms, provide a 24-hour crisis hotline, support services and case management, prevention services including community education, legal advocacy, transportation to required service City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Alison Ortowski, City Manager Meeting Date — September 16, 2025 Page 2 of 3 locations, and 24-hour crisis response to the Southlake Police Department to Southlake residents. Every year, SafeHaven turns in an annual performance report and a detailed budget outlining how City funds are allocated. The proposed agreement mirrors their previous agreement, except for the following changes: • Provide at no cost to SafeHaven, in accordance with current policies and guidelines, the use of The Marq Southlake for meetings directly related to official SafeHaven business. Requests to use The Marq Southlake for official business shall follow the current reservation procedures by filling out the Marq Community Services Organization Meeting Reservation form. Reservations must be completed 20 days in advance for the official business meeting and must be scheduled during operating hours. All requests for use of The Marq for official SafeHaven business are subject to availability. A copy of the Amended Community Services Agreement, detailing the organization's scope of services, the City's obligations, and highlighting the proposed changes, is attached. Financial Considerations: Funding for the Community Services Agreement is included in the proposed FY 2026 annual budget and will also be included in subsequent budget proposals for FY 2027 and FY 28 as required by the term of the agreement. Strategic Link: Approval of the Community Services Agreement 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: SafeHaven has reviewed the proposed agreement and has been notified of the City Council approval process. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Alison Ortowski, City Manager Meeting Date — September 16, 2025 Page 3 of 3 City Council consideration September 16, 2025 Legal Review: The Agreement was modeled after the standard Community Services Agreement utilized by the City and reviewed by the City Attorney. Alternatives: Alternatives may include the following: • City Council approval of the Community Services Agreement as presented • City Council approval of the Community Services Agreement with input as desired. • City Council decision not to renew the proposed Community Services Agreement Supporting Documents: • Proposed SafeHaven Community Services Agreement with highlighted changes • Proposed SafeHaven Community Services Agreement with organization signature Staff Recommendation: Approval of the Community Services Agreement with SafeHaven for the term October 1, 2025 — September 30, 2028 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Proposed SafeHaven Community Services Agreement with highlighted changes AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SAFEHAVEN OF TARRANT COUNTY 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 SafeHaven of Tarrant County, a non-profit corporation of Texas, acting by and through its duly authorized Executive Director (hereinafter referred to as "SafeHaven"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of SafeHaven is to end domestic violence through safety, support, prevention, and social change; and WHEREAS, City and SafeHaven desire to enter into an Agreement whereby SafeHaven will continue to provide emergency services for victims of family violence, crisis intervention, a 24-hour crisis hotline, support services, prevention services, legal advocacy, transportation, and 24-hour crisis response to the Southlake Police Department; NOW, THEREFORE, City and SafeHaven, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. SafeHaven 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 SAFEHAVEN STAFF CONTACTS SafeHaven and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A and Section B. Community Services Agreement with SafeHaven of Tarrant County Page 2 of 8 SECTION 3 GOVERNANCE SafeHaven 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 SafeHaven board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the efforts of SafeHaven to end domestic violence rather than provide such service, the City agrees to an annual payment to be paid to SafeHaven in the amount of $1,080 to be dispersed annually on November 1 of each year. Payment is subject to City Council budget authorization. Payment by the City shall be applied by SafeHaven as described in the attached Appendix, Section A. SECTION 5 REPORTING A. SafeHaven shall generate and provide to the Business Manager of Community Services, annual 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 SafeHaven to the City. SECTION 6 INSURANCE AND INDEMNIFICATION SAFEHAVEN 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 SAFEHAVEN, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. SAFEHAVEN 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 Community Services Agreement with SafeHaven of Tarrant County Page 3 of 8 OFFICERS, AGENTS OR EMPLOYEES, EXCEPT TO THE EXTENT OF ANY APPLICABLE INSURANCE COVERAGES. SECTION 7 INDEPENDENT CONTRACTOR In performing the services hereunder, SafeHaven 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 A. The term of this agreement shall be for a three-year period beginning October 1, 2025, and ending September 30, 2028. 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 SafeHaven ceases to provide services under this agreement, SafeHaven 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. 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 Community Services Agreement with SafeHaven of Tarrant County Page 4 of 8 management systems provide the mechanism to link the mission, strategy, department goals, citizen perceptions, and service delivery efforts in a continuous feedback loop. SafeHaven, its mission, and the services outlined on page 1 of the agreement, link to the City's strategy through the following strategic objectives: • Collaborating with select partners to implement service solutions. • Enhancing the sense of community by proactively creating opportunities for community partnerships, volunteer involvement, and citizen engagement. SECTION 11 CITY OF SOUTHLAKE VALUES The City has adopted values that are the fundamental principles that guide how officials, staff, and employees of the City conduct themselves in pursuit of the mission and vision. All business conducted with the City shall adhere to the City's organizational values as described below: • Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. • Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. • Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. • Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. • Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 11 are goals to which City officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate City official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. SECTION 12 MISCELLANEOUS This Agreement sets forth all the agreements between the parties and no modification shall be effective unless reduced to writing and signed by the part to be changed therewith. This document may be executed in duplicate originals. Community Services Agreement with SafeHaven of Tarrant County Page 5 of 8 IN WITNESS WHEREOF the City and SafeHaven have executed this Agreement as of this day of , 2025. Shawn McCaskill Mayor, City of Southlake Kathryn Jacob CEO and President SafeHaven of Tarrant County Attest: Amy Shelley, TRMC City Secretary Approved as to form and legality: City Attorney Community Services Agreement with SafeHaven of Tarrant County Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SAFEHAVEN OF TARRANT COUNTY APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, SafeHaven shall provide the following services: 1. SafeHaven staff contact person to serve as a liaison between SafeHaven and the City: a. Name: Mia Richter b. Title: Director of Private Grants c. Phone: 682-318-1826 d. Email Address: mrichter(a_safehaventc.org 2. Emergency services consisting of shelter, clothing, food, and transitional housing for victims of family violence. 3. Crisis intervention at area hospital emergency rooms. 4. Staff and provide a 24-hour crisis Hot Line. 5. Support services consisting of parenting education, case management, group and individual counseling. 6. Prevention services consisting of community education and training to organizations, professional groups, adolescents, and children. 7. Legal advocacy including but not limited to attorney services, protective order procurement, court accompaniment, crime victim's compensation applications. 8. Transportation across cities to shelter, court, and other service locations. 9. 24-hour crisis response to Southlake Police Department. 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 SafeHaven. The City liaison shall be apprised by SafeHaven of all SafeHaven board meetings, SafeHaven shall forward a copy of the Community Services Agreement with SafeHaven of Tarrant County Page 7 of 8 agenda prior to the meeting, and the City liaison may participate with the SafeHaven board at all scheduled meetings. a. Name: Valerie Snyder b. Title: Community Initiatives Coordinator c. Phone: 817.748.8173 d. Email Address: vsnyder(aD-ci.south lake.tx.us 2. Provide a presence on the www.CityofSouthlake.com which is limited to: a. One information page which includes organization name, mission, contact information, and link to organization website. 3. Consider posting information contained in press releases on www.MySouthlakeNews.com and/or www.CityofSouthlake.com. Any and all information in such press releases is subject to review and possible revision prior to posting. 4. Provide access to the City's logo for use by SafeHaven. Such use is subject to review and approval by the City's Director of Communications. 5. Provide at no cost to SAFEHAVEN OF TARRANT COUNTY, in accordance with current policies and guidelines, the use of City facilities at DPS Headquarters and Town Hall for meetings directly related to SAFEHAVEN OF TARRANT COUNTY business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. 6. Provide at no cost to SAFEHAVEN OF TARRANT COUNTY, in accordance with current policies and guidelines, the use of The Marq Southlake for meetings directly related to official SAFEHAVEN OF TARRANT COUNTY business. Requests to use The Marq Southlake for official business shall follow the current reservation procedures by filling out the Marq Community Services Organization Meeting Reservation form. Reservations must be completed 20 days in advance of the official business meeting and must be scheduled during operating hours. All requests for use of The Marq for official SAFEHAVEN OF TARRANT COUNTY business are subject to availability. 7. Provide to SAFEHAVEN OF TARRANT COUNTY in accordance with current policies, guidelines and reservations fee schedule, the use of City facilities at The Marq Southlake for the applicable reservation fee, for events and meetings directly related to SAFEHAVEN OF TARRANT COUNTY business. Requests for reservations at The Marq Southlake shall follow current reservation procedures and fee schedule as outlined in the City's Fee Schedule. Community Services Agreement with SafeHaven of Tarrant County Page 8 of 8 SECTION B PERFORMANCE AND QUALITY MEASURES A. In evaluating SafeHaven's performance pursuant to Section 8 of this agreement, the City will determine whether SafeHaven has met the following performance measures: SafeHaven shall provide a detailed annual written report to the City. This report shall include: a disclosure of Safehaven of Tarrant County 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 SafeHaven, and any other information agreed to by both SafeHaven and the City. Proposed SafeHaven Community Services Agreement with organization signature AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SAFEHAVEN OF TARRANT COUNTY STATE OF TEXAS § L 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 SafeHaven of Tarrant County, a non-profit corporation of Texas, acting by and through its duly authorized Executive Director (hereinafter referred to as "SafeHaven"), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of SafeHaven is to end domestic violence through safety, support, prevention, and social change; and WHEREAS, City and SafeHaven desire to enter into an Agreement whereby SafeHaven will continue to provide emergency services for victims of family violence, crisis intervention, a 24-hour crisis hotline, support services, prevention services, legal advocacy, transportation, and 24-hour crisis response to the Southlake Police Department; NOW, THEREFORE, City and SafeHaven, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. SafeHaven 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 SAFEHAVEN STAFF CONTACTS SafeHaven and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A and Section B. Page is too large to OCR. 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