Item 4F
M E M O R A N D U M
November 13, 2008
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Interim Director of Community Services
Approve the 2009 Community Service Agreement with
SUBJECT:
Metroport Meals On Wheels (MMOW)
___________________________________________________________
Action Requested:
City Council approval of 2009 Community Services
Agreement with Metroport Meals On Wheels
(MMOW).
Background
Information:
The Tuesday congregate meal program is currently
part of the weekly activities at the Senior Activity
Center. Seniors pay $3.00 for the meal, which is
provided by MMOW through various vendors. City
funding helps cover MMOW staff, supplies, and
administrative costs for the Tuesday program and
supplements the home delivered meals. The
proposed agreement outlines the services to be
provided by MMOW, defines the term of the
agreement, and requests funding of $12,600 for the
upcoming year representing no change in financial
support from the 2008 agreement. There are no
substantive changes to the agreement from the
previous year.
Financial
Considerations:
MMOW requests funding of $12,600 for the Tuesday
congregate meal program and the home delivered
meal program. Funding is available in the approved
FY 2008-09 Community Services Seniors division
budget for this expenditure. There is no change in
funding from the previous year.
Citizen Input/
Board Review:
MMOW executive director reviewed the proposed
agreement and did not recommend any substantive
changes.
The Southlake Senior Advisory Commission reviewed
and recommended approval at their December 9,
2008 meeting.
Shana Yelverton, City Manager
City Council Meeting Date – December 16, 2008
Page 2 of 6
Legal Review:
The community services agreement contains no
substantive changes and has been reviewed by the
City Attorney.
Alternatives:
Alternatives may include:
Approval of proposed Community Services
Agreement as presented
Approval of proposed Community Services
Agreement with input as desired
Decision not to approve Community Services
Agreement as presented
Supporting
Documents:
Supporting documents include:
Proposed 2009 Agreement for Community
Services with Metroport Meals On Wheels
Staff
Recommendation:
City Council approval of 2009 Community Services
Agreement with Metroport Meals On Wheels
(MMOW).
Shana Yelverton, City Manager
City Council Meeting Date – December 16, 2008
Page 3 of 6
2009 AGREEMENT FOR COMMUNITY SERVICE
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 (hereinafter referred to as
“MMOW), a nonprofit organization operating in the City of Southlake as an
organization described in section 501 (c) 3 of the Internal Revenue Code, acting
by and through its duly authorized Executive Director (hereinafter referred to as
“Coordinator”).
WHEREAS
, the purpose of MMOW is to deliver hot meals to homes of the
elderly in Southlake, Grapevine, Colleyville, Keller, Argyle, Trophy Club,
Westlake, Justin, Haslet, Roanoke, Bedford, Northlake, Bartonville, Aurora,
Boyd, Newark, Rhome, and North Richland Hills and to manage senior programs
and activities as needed to citizens of these communities; and
WHEREAS
, City and MMOW desire to enter into an Agreement whereby
MMOW will provide meals and social services to the seniors of the Southlake
community and others as referred by City;
NOW, THEREFORE,
City and MMOW do hereby covenant and agree as
follows:
SECTION 1
SCOPE OF SERVICES
The scope of Service shall include:
MMOW
1. To coordinate, organize and run the weekly (Tuesday) Southlake senior
congregate luncheon program and associated Tuesday activities.
2. To organize volunteers to plan and support Southlake’s Tuesday
congregate lunch program and home delivered meal program to
Southlake residents.
Shana Yelverton, City Manager
City Council Meeting Date – December 16, 2008
Page 4 of 6
3. Order necessary meals, cover costs and organize delivery of meals to
homes of Southlake senior residents Monday through Friday, and also for
the Tuesday congregate lunch program and associated activities.
4. Track attendance and costs associated with the weekly congregate lunch
program and the home delivered meal program. Prepare and provide
nd
reports to the City on a monthly basis, due the 2 Tuesday 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. A Metroport Meals On Wheels representative will attend the monthly
meeting of the Senior Advisory Commission to provide a report and
statistics.
City
1. Provide the facility each Tuesday from 9:00 am to 2:00 p.m.
2. Provide a City liaison to provide guidance and direction to MMOW and
monitor activities.
SECTION 2
MMOW’S OPERATIONS
1. Hours of Operation for the congregate lunch program shall be from 10:00
am to 2:00 p.m. every Tuesday and shall be defined by the City of
Southlake Senior Advisory Commission, City of Southlake Community
Services Department and MMOW.
2. MMOW shall operate in accordance with its own approved by-laws.
3. MMOW Board of Trustees shall meet periodically. The time, date, place,
and agenda of those meetings shall be solely defined by MMOW. The City
liaison shall be apprised of all board meetings, and the liaison may
participate at all scheduled meetings.
4. The City shall have the right to review the books and records kept incident
to the services provided by MMOW to the City.
Shana Yelverton, City Manager
City Council Meeting Date – December 16, 2008
Page 5 of 6
SECTION 3
PAYMENT FOR SERVICES
City agrees to pay to MMOW the sum of $12,600 for the period of January 1,
2009 – December 31, 2009, payable in quarterly payments of $3,150, to help
cover the cost of the following:
1. A Senior Congregate Luncheon Coordinator provided through MMOW to
perform services described in Section 1.
2. Supplies provided by MMOW such as paper plates, cups, napkins, paper
towels, and table cloths for the fourth Tuesday craft activity held prior to
the congregate luncheon.
3. Subsidize the cost of food for those persons unable to pay for their meals.
This includes meals served at the weekly congregate lunch and for home
delivered meals for the elderly of Southlake.
4. Individuals who can afford to pay for the senior center luncheon meal will
be charged a maximum of $3.00 per person. MMOW has the option to
waive the luncheon fee if an individual brings a covered dish for the
luncheon or if the individual is unable to pay. Individuals who can afford to
pay for the home delivered meal will be charged only the actual cost of the
meal not to exceed $3.00 per person. Any increase in this fee shall be
approved by the City of Southlake Senior Advisory Commission and the
City of Southlake.
SECTION 4
TERM OF AGREEMENT
1. The term of this agreement shall be for a period of one (1) year beginning
January 1, 2009 and ending December 31, 2009. This agreement may be
renewed for up to three successive one-year periods beginning on
January 1 and ending on December 31 of each year upon written
agreement of both parties. Execution of the 2009 Agreement constitutes
the second successive, one-year renewal period upon written agreement
of both parties.
2. Either party may terminate this Agreement upon 30 days written notice to
the other party. Upon termination, or if MMOW ceases to provide services
under this Agreement, MMOW shall return any unexpended funds paid
pursuant to this Agreement.
Shana Yelverton, City Manager
City Council Meeting Date – December 16, 2008
Page 6 of 6
SECTION 5
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.
Neither party shall have the authority to make binding representations or
agreements on behalf of the other.
SECTION 6
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.
IN WITNESS WHEREOF
the City and MMOW have executed this agreement as
of this _______day of ________, 200___.
Approved as to legal form:
______________________ _______________________
Attorney at Law Mayor, City of Southlake
_______________________
Executive Director, MMOW