Item 4HCity of Southlake, Texas
M E M O R A N D U M
November 21, 2007
TO: Shana Yelverton, City Manager
FROM: Steve Polasek, Director of Community Services
2008 Community Services Agreement with Metroport Meals on
SUBJECT:
Wheels (MMOW)
________________________________________________________________
Action Requested:
City Council approval of 2008 Community Services
Agreement with Metroport Meals on Wheels (MMOW).
Background
Information:
The Tuesday congregate meal program is currently part of
the weekly activities at the Senior Activity Center. Seniors
pay $3.00 for the meal, which is 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. The proposed
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 the 2007 agreement. There are no
substantive changes to the agreement from the previous
year.
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 2007-08
Community Services division budget for this expenditure.
There is no change in funding from the previous year.
Citizen Input/
Board Review:
MMOW executive director reviewed the proposed agreement
and did not recommend any changes.
The Southlake Senior Advisory Commission reviewed and
recommended approval (7-0) of the proposed agreement at
their November 13, 2007 meeting.
Legal Review:
The community services agreement contains no substantive
changes and has been reviewed by the City Attorney.
Alternatives:
Alternatives may include:
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 2
Approval of proposed Community Services
Agreement as presented
Approval of proposed Community Services
Agreement with input as desired
Decision not to approve Community Services
Agreement as presented
Supporting
Documents:
Supporting documents include:
Proposed 2008 Agreement for Community Services
with Metroport Meals on Wheels
Staff
Recommendation:
City Council approval of 2008 Community Services
Agreement with Metroport Meals on Wheels (MMOW).
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 3
2008 AGREEMENT FOR COMMUNITY SERVICE
BETWEEN CITY OF SOUTHLAKE
AND
METROPORT MEALS ON WHEELS
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 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, Marshall Creek, 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
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.
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 4
4. Track attendance and costs associated with the weekly congregate lunch
program and the home delivered meal program. Prepare and provide reports to
nd
the City on a monthly basis, due the 2 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.
City
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 Directors shall meet periodically. The time, date, place, and
agenda of those meetings shall be solely defined by MMOW. The City liaison
shall be apprised 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, 2008 –
December 31, 2008, payable in quarterly payments of $3,150, to help cover the cost of
the following:
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 5
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,
table cloths and craft supplies 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 $3.00 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
$3.00 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, 2008 and ending December 31, 2008. 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 2008 Agreement constitutes the first 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 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.
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 6
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 MMOW have executed this agreement as of this
_______day of ________, 200___.
Approved as to legal form:
______________________ _______________________
Attorney at Law Mayor, City of Southlake
_______________________
Executive Director, MMOW