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