Item 4BCITY OF
SOUTH LAKE
MEMORANDUM
December 28, 2009
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve 2010 Community Services Agreement with Metroport
Meals on Wheels
Action Requested: City Council approval of the 2010 Community
Services Agreement with Metroport Meals on Wheels
(MMOW)
Background
Information: The Tuesday congregate meal program is part of the
weekly activities at the Senior Activities Center.
Currently, seniors pay $3.00 for the senior center
luncheon meal and $3.00 for the home - delivered
meal, which has been 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.
Due to rising food cost in the last 18 months, MMOW
is requesting a small price increase for both types of
meals — $4.00 per person for the senior center
luncheon meal and $5.50 per person for the home -
delivered meal, which is outlined in Section 3(4) of the
2010 Agreement. MMOW is requesting the same
price increase for all communities it serves. MMOW
has not increased the cost of the Senior Center
lunches since 2003. They have held the cost as long
as possible, but the increase in the cost of food is
driving the price increase for the senior center
luncheon meal from $3 to $4 per person and the daily
home - delivered meal from $3 to $5.50 per person.
The daily home - delivered lunches are now being
provided by Cafe de Soleil in Southlake Town Square
at a cost of $5.50 per meal. This change was made to
address requests by volunteers for a food partner that
was located in closer proximity to Southlake
participants to minimize driving distance. The
previous provider was Mimosa Manor in Keller. There
4B - 1
Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 2 of 8
is no change in the Agreement to waive the fee if a
covered dish is provided or if there is financial need
on the part of a participant. No other substantive
changes to the Agreement are proposed.
In addition to the proposed price increase for meals,
the 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 last
year's agreement.
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 2010 Community Services division budget for this
expenditure. There is no change in funding from the
City from the previous year.
Strategic Link: This item is linked to the City's Strategy Map related
to the focus area of Performance Management and
Service Delivery 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 Solutions, Provide High Quality
Customer Service and Actively Promote Opportunities
for Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: The Senior Advisory Commission recommended
approval (8 -0) of the Agreement at their January 12,
2010 meeting.
MMOW representative Mary King reviewed the
proposed agreement and recommended price
increases for the senior center luncheon meal and
home - delivered meal costs to offset the rise in food
prices. No other changes were proposed to the
Agreement.
Legal Review: The community services agreement has been
reviewed by the City Attorney.
4B -2
Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 3 of 8
Alternatives: Alternatives include:
City Council approval of Community Services
Agreement as presented
City Council approval of Community Services
Agreement with input as desired
City Council decision not to approve
Community Services Agreement as presented
Supporting
Documents: Supporting documents include:
• Proposed Agreement for Community Services
with Metroport Meals on Wheels
• Metroport Meals on Wheels Lunch Program
Summary
Staff
Recommendation: City Council approval of the 2010 Community
Services Agreement with Metroport Meals on Wheels.
4B -3
Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 4 of 8
2010 AGREEMENT FOR COMMUNITY SERVICE
BETWEEN CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
STATE OF TEXAS §
A
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
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Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 5 of 8
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.
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
reports to the City on a monthly basis, due the 2nd 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.
C itV
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
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Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 6 of 8
liaison shall be informed 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.
SECTION 3
PAYMENT FOR SERVICES
City agrees to pay to MMOW the sum of $12,600 for the period of January 1,
2010 — December 31, 2010, 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 $4.00 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 $5.50 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, 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.
4B -6
Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 7 of 8
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.
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. 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 7
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.
• 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.
4B -7
Shana Yelverton, City Manager
Meeting Date —January 19, 2010
Page 8 of 8
• 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 7 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 Metroport Meals on Wheels have
executed this agreement as of this day day of 200_.
Mayor, City of Southlake
Executive Director, MMOW
Approved as to form and legality:
Attorney at Law
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Metroport Meals On Wheels
Southlake Senior Center Lunch Program
Summary