Item 4NCity 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
Approve 2008 Community Services Agreement with Grapevine Relief and
SUBJECT:
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 Resale; medical attention for
uninsured residents at community clinic; and computer classes at
GRACE Tech Center.
Financial
Considerations:
GRACE has requested funding of $5,000 for 2008 for services rendered
to the community. This represents no change in funding from the
previous year. The approved FY 2007-08 Community Services division
budget has funding allocated for community services agreements and
this request is within the budgeted amount approved by City Council.
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.
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 2
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 2008 Community Services
Agreement between GRACE and the City of Southlake.
/lce
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 2
2008 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.
9. Low cost shopping at GRACEFUL BUYS Resale.
10. Medical attention for uninsured residents at community clinic.
11. Computer classes at GRACE Tech Center.
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 2
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 services
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, 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 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.
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.
Shana Yelverton, City Manager
City Council Meeting Date – December 4, 2007
Page 2
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