Item 4ICity of Southlake, Texas
MEMORANDUM
November 21, 2007
TO: Shana Yelverton, City Manager
FROM: Steve Polasek, Director of Community Services
SUBJECT: Approve 2008 Community Services Agreement with Southlake Sister
Cities
Action Requested: City Council approval of a Community Services Agreement with
Southlake Sister Cities for 2008.
Background
Information: Southlake Sister Cities is a nonprofit, community -based
organization established in 1991. The purpose of Southlake Sister
Cities is to foster global understanding, friendship and
communication through exchanges with Southlake's Sister Cities of
Tome -City, Japan, and El Fuerte, Mexico. Southlake Sister Cities
members act as the official hosts for visitors from the sister cities as
well as representing Southlake during visits to the sister cities.
Southlake Sister Cities organizes two youth exchanges each year:
a group of youth from Southlake who visit Tome -City and a group of
youth from Tome --City who visit Southlake.
Financial
Considerations: The proposed agreement outlines the services to be provided by
Southlake Sister Cities, defines the term of the agreement, and
requests funding of $5,000 for the upcoming year. The funding will
help offset costs for hosting Sister City visitors, continued City
membership and participation in the Sister Cities International
Program. Funding is available within the approved fiscal year 2007-
08 budget and the requested amount represents no increase in
financial support from the previous year.
Citizen Input/
Board Review: Southlake Sister Cities Board of Directors has reviewed this
agreement. Southlake City Council member and Sister Cities Board
President John Terrell will be present to answer any questions
during the work session.
Legal Review: This agreement was modeled after the standard community
services agreements utilized by the City. The City Attorney's Office
has reviewed the agreement.
Alternatives: Alternatives may include the following:
" Approval of the proposed agreement as submitted
" Approval of the proposed agreement with input as desired
Shana Yelverton, City Manager
City Council Meeting Date — December 4, 2007
Page 2 of 5
m Decision not to approve the proposed agreement
Supporting
Documents: Supporting documents include the following items:
° Proposed Agreement for Community Services with Southlake
Sister Cities.
Staff
Recommendation: City Council approval to enter into the proposed 2008 Agreement
for Community Services between Southlake Sister Cities and the
City of Southlake.
/lee
Shana Yelverton, City Manager
City Council Meeting Date — December 4, 2007
Page 3of5
2008 AGREEMENT FOR COMMUNITY SERVICES
BETWEEN CITY OF SOUTHLAKE
AND
SOUTHLAKE SISTER CITIES
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 Southlake Sister Cities, 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 President.
WHEREAS, Southlake Sister Cities is dedicated to fostering global
understanding, friendship and communication through exchanges with Southlake's
Sister Cities of Tome, Japan and El F'uerte, Mexico; and
WHEREAS, Southlake Sister Cities is a member of Sister Cities International;
and
WHEREAS, the City finds it desirable to promote world peace through a better
understanding of other cultures; and
WHEREAS, the City and Southlake Sister Cities desire to enter into an
Agreement whereby Southlake Sister Cities will provide educational and cultural
exchange services to the citizens of Southlake;
NOW, THEREFORE, City and Southlake Sister Cities do hereby covenant and agree as
follows:
SECTION 'I
SCOPE OF SERVICES
Southlake Sister Cities shall provide the following services:
I . Act as the official liaison between Southlake's sister cities of Tome, Japan and El
Fuerte, Mexico.
2. Serve as host for visitors from Southlake's Sister Cities, including assisting with
overnight accommodations, meals, touring, official receptions, etc.
3. Provide the citizens of Southlake with information on the sister cities through a
variety of educational programs.
4. Promote the Southlake Sister Cities program to the citizens of Southlake.
5. Represent Southlake in exchange visits to Southlake's Sister Cities.
Shana Yelverton, City Manager
City Council Meeting Date — December 4, 2007
Page 4 of 5
SECTION 2
SOUTHLAKE SISTER CITY FUNCTIONS
1. Southlake Sister Cities Board of Directors shall meet periodically. The time, date,
place, and agenda of these meetings shall be solely defined by Southlake Sister
Cities.
2. Southlake Sister Cities 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 Southlake Sister Cities to the City.
SECTION 3
CITY FUNCTIONS
1. A liaison will be provided by the City to assist Southlake Sister Cities in
coordinating Southlake Sister Cities and City operations. The City liaison shall be
apprised of all board meetings of Southlake Sister Cities, and the liaison may
participate at all scheduled meetings.
2. City shall provide minimal staff assistance, advice, and technical expertise where
feasible to aid Southlake Sister Cities. The nature, extent, and duration of such
assistance shall be solely defined by the City.
1 City shall provide limited administrative support to Southlake Sister Cities, where
feasible. The nature, extent, and duration of this support shall be solely defined
by the City.
4. City shall provide a meeting space for Southlake Sister Cities Board of Directors
meetings.
5. City may provide gifts to Southlake Sister Cities on appropriate occasions of the
kind and quality customarily exchanged between sister cities, subject to City
Council approval.
SECTION 4
PAYMENT FOR SERVICES
City agrees to pay to Southlake Sister Cities the sum of Five Thousand ($5,000.00)
Dollars in payment for services described in Section 1 hereinabove for the period of
January 1, 2008- December 31, 2008.
SECTION 5
TERM OF AGREEMENT
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.
Shana Yelverton, City Manager
City Council Meeting Date — December 4, 2007
Page 5 of 5
2. Either party may terminate this Agreement upon 30 days written notice to the
other party. Upon termination, or if Southlake Sister Cities ceases to provide
services under this Agreement, Southlake Sister Cities shall return any
unexpended funds paid pursuant to this Agreement.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, Southlake Sister Cities 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 Southlake Sister Cities have executed this
agreement as of this the _ day of , 200_.
Approved as to legal form:
Attorney at Law.
Mayor, City of Southlake
President, Southlake Sister Cities