Item 5DCity of Southlake, Texas
MEMORANDUM
January 13, 2004
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (x1527)
SUBJECT: Approval of 2004 Agreement for Community Services with Metroport Meals
on Wheels (MMOW)
Action Requested: City Council approval of Community Services Agreement with
Metroport Meals on Wheels (MMOW) and the City of Southlake.
Background
Information: The Tuesday congregate meal program is currently part of the
weekly program activities at the Senior Activity Center. Seniors
pay $3.00 for the meal, which is provided by MMOW through
various food vendors. MMOW has the option to waive the
luncheon fee if an individual brings a covered dish for the
luncheon. City funding helps cover MMOW staff, supplies, and
administrative costs for the Tuesday program and supplements the
home delivered meals.
MMOW has requested funding for FY 2003 -2004 of $10,000,
which remains the same as for FY 2002 -2003.
Financial
Considerations: MMOW requests funding of $10,000 for the Tuesday congregate
meal program and the home delivered meal program. The
approved FY 2003 -2004 Community Services division budget has
allocated $38,000 for community services. This request is within
the budgeted amount.
Citizen Input/
Board Review: MMOW representative Mary King reviewed this agreement and
did not recommend any substantial changes. Ms. King will attend
the work session to answer any questions.
Legal Review: This community services agreement was modeled after the
standard community services agreement utilized by the City. This
Agreement has been reviewed by the City attorney.
Alternatives: • Changes in funding amount as determined by City
Billy Campbell, City Manager
January 13, 2004
Page 2
Council
• Non - renewal of community services agreement
Supporting
Documents: Proposed Agreement for Community Services with Metroport
Meals on Wheels
Staff
Recommendation: City Council approval of 2004 Agreement for Community Services
with Metroport Meals on Wheels (MMOW) and the City of
Southlake.
AGREEMENT FOR COMMUNITY SERVICE
STATE OF TEXAS §
I M
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 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 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 Saturday, 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, 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. The nature, extent, and duration of such assistance shall be defined solely by
the City.
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 $10,000 per year, payable in quarterly payments of
$2,500, 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, 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. 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,
2004 and ending December 31, 2004.
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.
IN WITNESS WHEREOF the City and MMOW 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, MMOW