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Item 4J 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 SafeHaven SUBJECT: of Tarrant County Action Requested: City Council consideration of a community services agreement with SafeHaven of Tarrant County. Background Information: The SafeHaven of Tarrant County is a non-profit organization headquartered in Arlington. They provide assistance to Southlake residents from satellite branches in Northeast Tarrant County. Services include counseling programs for children, victims, and offenders. They also provide the following services: 24-hour hotline, community education and training, transitional services programs for victims and their families, legal support and referrals, court accompaniment, advocacy with the police, courts and district attorney's office, and temporary residential facilities. The SafeHaven of Tarrant County has continued to be responsive to calls from Southlake families through the Southlake Police Department by transporting families to the shelter and assisting victims with the Crime Victim’s Compensation process. In FY 1999-00 the Department of Public Safety recommended an agreement with The Women’s Shelter because of the quality of their response and availability of services. The City has continued to enter into an agreement with the Women’s Shelter each year since. Financial Considerations: SafeHaven of Tarrant County has requested funding of $1,000 for 2009 for services rendered to the community. Funding is available within the approved fiscal year 2008-09 budget and the requested amount represents no increase in financial support from the previous year. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 2 of 5 Financial Impact: SafeHaven of Tarrant County provides social services to citizens in crisis situations and is able to meet their needs. SafeHaven works closely with DPS officers to provide assistance and to offer programs and intervention that would be difficult for the City to provide. Citizen Input/ Board Review: SafeHaven of Tarrant County has reviewed 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:  Approval of the proposed agreement as presented  Approval of the proposed agreement with input as desired  Decision not to re-new the proposed agreement Supporting Documents: Supporting documents include the following items:  Proposed 2009 Agreement for Community Services with SafeHaven of Tarrant County. Staff Recommendation: City Council approval to enter into the proposed Community Services Agreement between SafeHaven of Tarrant County and the City of Southlake for 2009. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 3 of 5 2009 AGREEMENT FOR COMMUNITY SERVICES 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 (formerly The Women’s Shelter, Inc.), 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. WHEREAS, the purpose of SafeHaven of Tarrant County is to provide food, clothing, and transitional housing for families and victims of family violence to improve the quality of life for the citizens of the City of Southlake; and WHEREAS, City and SafeHaven of Tarrant County desire to enter into an Agreement whereby SafeHaven of Tarrant County will provide services to the citizens of Southlake; NOW, THEREFORE, City and SafeHaven of Tarrant County do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES SafeHaven of Tarrant County shall provide the following services to the community: 1. Emergency services consisting of shelter, clothing, food and transitional housing for victims of family violence. 2. Crisis intervention at area hospital emergency rooms. 3. Staff and provide a 24-hour crisis Hot Line. 4. Support services consisting of parenting education, case management, group and individual counseling. 5. Prevention services consisting of community education and training to organizations, professional groups, and adolescents. 6. Legal advocacy including, but not limited to, attorney services, protective order procurement, court accompaniment, crime victim’s compensation applications. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 4 of 5 7. Transportation across cities to shelter, court and other service locations. 8. Twenty-four (24) hour crisis response to Southlake Police Department. SECTION 2 SAFEHAVEN OF TARRANT COUNTY FUNCTIONS 1. SafeHaven of Tarrant County Board of Directors shall meet periodically. The time, date, place, and agenda of these meetings shall be solely defined by SafeHaven of Tarrant County. 2. SafeHaven of Tarrant County 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 SafeHaven of Tarrant County to the City. 4. SafeHaven of Tarrant County shall provide a quarterly written report to the City. This report shall include: a disclosure of SafeHaven of Tarrant County financial status, operations conducted during the preceding quarter, planned future operations, and any other information agreed to by both SafeHaven of Tarrant County and the City. SECTION 3 CITY FUNCTIONS 1. A liaison will be provided by the City to assist SafeHaven of Tarrant County in coordinating SafeHaven of Tarrant County and City operations. 2. City shall provide staff assistance, advice, and technical expertise where feasible to aid SafeHaven of Tarrant County. The nature, extent and duration of such staff assistance shall be solely defined by the City. SECTION 4 PAYMENT FOR SERVICES City agrees to pay to SafeHaven of Tarrant County the sum of One Thousand ($1,000) Dollars in payment for the community services described in Section 1 hereinabove for the period of January 1, 2009 – December 31, 2009. SECTION 5 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. Shana Yelverton, City Manager City Council Meeting Date – December 2, 2008 Page 5 of 5 2. Either party may terminate this Agreement upon 30 days written notice to the other party. Upon termination, or if SafeHaven of Tarrant County ceases to provide services under this Agreement, SafeHaven of Tarrant County shall return any unexpended funds paid pursuant to this Agreement. SECTION 6 INDEPENDENT CONTRACTOR In performing the services hereunder, SafeHaven of Tarrant County 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. IN WITNESS WHEREOF the City and SafeHaven of Tarrant County, Inc. have executed this agreement as of this the day of , 200 . Approved as to legal form: __________________________ Attorney at Law Mayor, City of Southlake Executive Director, SafeHaven of Tarrant County, Inc.