Item 5BCity of Southlake, Texas
MEMORANDUM
January 13, 2004
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (xt. 1527)
SUBJECT: Approval of 2004 Agreement with Grapevine Relief and Community Exchange
(GRACE)
Action Requested: City Council consideration for renewal of the agreement for community
services.
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 area including Southlake.
GRACE has received funding since 1994, and in 1998 Council proposed a $.50
per capita funding based on the current resident population. In 1998 the City
raised the amount paid for services to $9,500. GRACE received funding of
$10,650 during FY 2001-02 and funding of $5,000 during FY 2002-03. Due to
overall budget constraints faced by the City during FY 2002-03, the funding
amount allocated for GRACE was reduced to $5,000.
Financial
Considerations: GRACE has again requested funding of $5,000 for FY 2003-2004 for services
rendered to the community. The approved FY 2003-2004 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: No citizen input has been received. Not subject to any board review. Tricia
Wood, Executive Director, has been contacted. There are no changes to the
agreement. Ms. Wood may be present at the Council meeting as well as the
Council work session to answer any questions.
Legal Review: This agreement was modeled after the standard community services agreement
utilized by the City and has been reviewed by the City Attorney.
Billy Campbell, City Manager
January 13, 2004
Page 2
Alternatives: Alternatives may include the following:
• Changes in funding amount as determined by City Council
• Non -renewal of 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 2004 Community Services Agreement
between GRACE and the City of Southlake.
/lce
AGREEMENT FOR COMMUNITY SERVICE
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 City Manager (hereinafter referred to as "City"), and Grapevine
Relief and Community Exchange ("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. Housing repair and construction through GRACE Habitat.
10. Low cost shopping at GRACEFUL BUYS Resale.
11. Medical attention for uninsured residents at community clinic.
12. Computer classes at GRACE Tech Center.
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,
2004 and ending December 31, 2004.
2. Either party may terminate this Agreement upon 30 days written notice to the other parry.
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.
IN WITNESS WHEREOF the City and GRACE have executed this agreement as of
this day of 2004.
Approved as to legal form and adequacy:
Attorney at Law
Mayor, City of Southlake
Executive Director, GRACE