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Item 4G 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 2009 Community Services Agreement with Grapevine SUBJECT: Relief and Community Exchange (GRACE) ___________________________________________________________ Action Requested: City Council approval of community services agreement with Grapevine Relief and Community Exchange (GRACE). Background Information: Grapevine Relief and Community Exchange (GRACE) is a non-profit organization in Grapevine that provides short term emergency assistance for those in direct need of food, clothing, medicine, and other necessities. They serve the northeast Tarrant County area including Southlake. GRACE has received funding at various levels from the City since 1994 for the services they provide to area residents. Some of the services provided by GRACE include: Administration of direct aid as funding allows (assistance with utilities, rent, medicine, gasoline, and other vital necessities); referrals to area agencies and organizations; distribution of furniture or other donated resources intended for emergency purposes as available; cooperation with local organizations to render additional aid in certain instances as this assistance is available, through either designated funding or seasonal programs; case management for repeated or extended emergency assistance; supplemental food commodities distribution for households on a low or fixed income; transitional housing for homeless families; low cost shopping at GRACEFUL BUYS and TOUCH OF GRACE resale shops; and medical attention for uninsured residents at community clinic. Financial Considerations: GRACE has requested funding of $5,000 for 2009 for services rendered to the community. This represents no change in funding from the previous year. The approved FY 2008-09 Community Services division budget has funding allocated for community services agreements and this request is within the budgeted amount approved by City Council. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 2 of 5 Financial Impact: GRACE provides services not offered by the City. City provision of these services would require additional personnel, capital investment for facilities and equipment and operational expenses. Citizen Input/ Board Review: The GRACE Executive Director has reviewed and approved the proposed agreement. Legal Review: This agreement was modeled after the standard community services agreement utilized by the City and has been reviewed by the City Attorney. Alternatives: Alternatives may include the following:  City Council approval of proposed community services agreement as submitted.  City Council approval of the proposed community services agreement with input as desired.  City Council decision not to renew the proposed community services agreement. Supporting Documents: Supporting documents include the following items:  Proposed Agreement for Community Services with GRACE Staff Recommendation: City Council approval of the proposed 2009 Community Services Agreement between GRACE and the City of Southlake Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 3 of 5 2009 AGREEMENT FOR COMMUNITY SERVICE BETWEEN CITY OF SOUTHLAKE AND GRAPEVINE RELIEF AND COMMUNITY EXCHANGE (GRACE) 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 Grapevine Relief and Community Exchange (hereinafter referred to as “GRACE”), a nonprofit "relief" center operating in the Grapevine-Southlake-Colleyville area as an organization described in section 501(c)3 of the Internal Revenue Code, acting by and through its duly authorized Executive Director. WHEREAS, the purpose of GRACE is to centralize resources and to provide food, clothing, referral, and available financial assistance to the needy of the Grapevine- Southlake-Colleyville area, and others as referred by GRACE members; and WHEREAS, City and GRACE desire to enter into an Agreement whereby GRACE will provide "relief" services to the needy of the Southlake community and others as referred by City; NOW, THEREFORE, City and GRACE do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES The Scope of Service shall include: 1. Short term emergency assistance for food and clothing needs. 2. Administration of direct aid as funding allows (assistance with utilities, rent, medicine, gasoline, and other vital necessities). 3. Referrals to area agencies and organizations. 4. Distribution of furniture or other donated resources intended for emergency purposes as available. 5. Cooperation with local organizations to render additional aid in certain instances as this assistance is available, through either designated funding or seasonal programs. 6. Case management for repeated or extended emergency assistance. 7. Supplemental food commodities distribution for households on a low or fixed income. 8. Transitional housing for homeless families. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 4 of 5 9. Low cost shopping at GRACEFUL BUYS Resale and TOUCH OF GRACE resale shops. 10. Medical attention for uninsured residents at community clinic. SECTION 2 GRACE'S OPERATIONS 1. Hours of Operations shall be solely defined by GRACE. 2. The City shall have the right to review the books and records kept incident to the services provided by GRACE to the City. 3. GRACE shall operate in accordance with its own approved by-laws. 4. GRACE Board of Directors shall meet periodically. The time, date, place, and agenda of these meetings shall be solely defined by GRACE. The City liaison, if any, shall be apprised of all board meetings and may participate at all scheduled meetings. SECTION 3 PAYMENT FOR SERVICES City agrees to pay to GRACE the sum of Five Thousand Dollars ($5,000) in payment for the services to the community described in Section 1 hereinabove. 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 GRACE ceases to provide services under this Agreement, GRACE shall return any unexpended funds paid pursuant to this Agreement. SECTION 5 INDEPENDENT CONTRACTOR In performing the services hereunder, GRACE 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. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 5 of 5 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 GRACE have executed this agreement as of this day day of 200 . Approved as to legal form and adequacy: _________________________ _________________________ Attorney at Law Mayor, City of Southlake _________________________ Executive Director, GRACE