Item 4GM E M O R A N D U M
December 15, 2009
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Approve 2010 Community Services Agreement with Southlake
SUBJECT:
Sister Cities
Action Requested:
City Council approval of a Community Services Agreement with
Southlake Sister Cities for 2010.
Background
Information:
Southlake Sister Cities is a non-profit, community-based
organization established in 1991. The purpose of Southlake
Sister Cities is to foster global understanding, friendship and
communication through exchanges with Southlake’s Sister
Cities. Southlake’s current sister cities are Tome-City, Japan,
and El Fuerte, Mexico. Southlake Sister Cities members act as
the official hosts for visitors from the sister cities as well as
representing Southlake during visits to the sister cities.
Southlake Sister Cities organizes two youth exchanges each
year: a group of youth from Southlake who visit Tome-City and
a group of youth from Tome-City who visit Southlake.
Financial
Considerations:
The proposed agreement outlines the services to be provided
by Southlake Sister Cities, defines the term of the agreement,
and requests funding of $5,000 for the upcoming year. The
funding will help offset costs for hosting Sister City visitors,
continued City membership and participation in the Sister Cities
International Program. Funding is available within the approved
fiscal year 2010 budget.
In addition to the $5,000 budgeted in the General Fund, the City
shall also provide 50% of the monies collected from the Town
Square fountain to Southlake Sister Cities for promotional and
educational purposes.
Strategic Link
: This item is linked to the City’s Strategy Map related to the focus
area of Quality Development and Partnerships and
Volunteerism and meets the corporate objectives to Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests, Collaborate with Select Partners to Implement Service
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Shana Yelverton, City Manager
City Council Meeting Date – January 5, 2010
Page 2 of 6
Solutions, Provide High Quality Customer Service and Actively
Promote Opportunities for Partnerships and Volunteer
Involvement.
Citizen Input/
Board Review:
Southlake Sister Cities Board of Directors has reviewed this
agreement. Southlake City Council member and Sister Cities
Board President Virginia Muzyka will be present to answer any
questions during the work session.
Legal Review:
This agreement was modeled after the standard community
services agreements utilized by the City. The City Attorney’s
Office has reviewed the agreement.
Alternatives:
Alternatives may include the following:
Approval of the proposed agreement as submitted
Approval of the proposed agreement with input as desired
Decision not to approve the proposed agreement
Supporting
Documents:
Supporting documents include the following items:
Proposed Agreement for Community Services with Southlake
Sister Cities.
Staff
Recommendation:
City Council approval to enter into the proposed 2010
Agreement for Community Services between Southlake Sister
Cities and the City of Southlake.
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Shana Yelverton, City Manager
City Council Meeting Date – January 5, 2010
Page 3 of 6
2010 AGREEMENT FOR COMMUNITY SERVICES
BETWEEN CITY OF SOUTHLAKE
AND
SOUTHLAKE SISTER CITIES
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 Southlake Sister Cities, 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 President.
WHEREAS
, Southlake Sister Cities is dedicated to fostering international
understanding, friendship and communication with their sister cities; and
WHEREAS
, Southlake Sister Cities is a member of Sister Cities International;
and
WHEREAS,
the City finds it desirable to promote world peace through a
better understanding of other cultures; and
WHEREAS
, the City and Southlake Sister Cities desire to enter into an
Agreement whereby Southlake Sister Cities will provide educational and cultural
exchange services to the citizens of Southlake;
NOW, THEREFORE,
City and Southlake Sister Cities do hereby covenant and
agree as follows:
SECTION 1
SCOPE OF SERVICES
Southlake Sister Cities shall provide the following services:
1. Act as the official liaison between Southlake’s sister cities partners. Current
cities are Tome, Japan and El Fuerte, Mexico.
2. Serve as host for visitors from Southlake’s Sister Cities, including assisting
with overnight accommodations, meals, touring, official receptions, etc.
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Shana Yelverton, City Manager
City Council Meeting Date – January 5, 2010
Page 4 of 6
3. Provide the citizens of Southlake with information on the sister cities through
a variety of educational programs.
4. Promote the Southlake Sister Cities program to the citizens of Southlake.
5. Represent Southlake in exchange visits to Southlake’s Sister Cities.
SECTION 2
SOUTHLAKE SISTER CITY FUNCTIONS
1. Southlake Sister Cities Board of Directors shall meet periodically. The time,
date, place, and agenda of these meetings shall be solely defined by
Southlake Sister Cities.
2. Southlake Sister Cities shall operate in accordance with its own approved by-
laws.
3. The City shall have the right to review the books and records kept incident to
the services provided by Southlake Sister Cities to the City.
SECTION 3
CITY FUNCTIONS
1. A liaison will be provided by the City to assist Southlake Sister Cities in
coordinating Southlake Sister Cities and City operations. The City liaison shall
be informed of all board meetings of Southlake Sister Cities, and the liaison
may participate at all scheduled meetings.
2. City shall provide minimal staff assistance, advice, and technical expertise
where feasible to aid Southlake Sister Cities. The nature, extent, and duration
of such assistance shall be solely defined by the City.
3. City shall provide limited administrative support to Southlake Sister Cities,
where feasible. The nature, extent, and duration of this support shall be solely
defined by the City.
4. City shall provide a meeting space for Southlake Sister Cities Board of
Directors meetings.
5. City may provide gifts to Southlake Sister Cities on appropriate occasions of
the kind and quality customarily exchanged between sister cities, subject to
City Council approval.
6. City shall provide 50% of the money collected from the Town Square fountain
to Southlake Sister Cities for promotional and educational purposes.
SECTION 4
PAYMENT FOR SERVICES
City agrees to pay to Southlake Sister Cities the sum of Five Thousand ($5,000.00)
Dollars in payment for services described in Section 1 hereinabove for the period of
January 1, 2010-December 31, 2010. The City also agrees to allocate 50% of the
funds collected from the fountain in Town Square to Southlake Sister Cities as
described in Section 3 for the period of January 1, 2010-December 31, 2010.
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Shana Yelverton, City Manager
City Council Meeting Date – January 5, 2010
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SECTION 5
TERM OF AGREEMENT
1. The term of this agreement shall be for a period of one (1) year beginning
January 1, 2010 and ending December 31, 2010. 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 this 2010 Agreement constitutes the third 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 Southlake Sister Cities ceases to provide
services under this Agreement, Southlake Sister Cities shall return any
unexpended funds paid pursuant to this Agreement.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, Southlake Sister Cities 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 7
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 8
CITY OF SOUTHLAKE VALUES
The City of Southlake 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.
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Shana Yelverton, City Manager
City Council Meeting Date – January 5, 2010
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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 8 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.
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 Southlake Sister Cities have executed this
agreement as of this day day of 2010.
_________________________
Mayor, City of Southlake
_________________________
President, Southlake Sister Cities
Approved as to form and legality:
Attorney at Law
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