Item 5ECity of Southlake, Texas
MEMORANDUM
January 14, 2004
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Interim Director of Community Services (ext. 1527)
SUBJECT: Approval of 2004 Agreement for Community Services with Southlake Sister
Cities.
Action Requested: City Council approval of 2004 Agreement for Community Services with
Southlake Sister Cities.
Background
Information: Southlake Sister Cities is a non - profit, 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 Toyoma, 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 Toyoma and a group of youth
from Toyoma who visit Southlake. Periodic trips to El Fuerte are also
scheduled through Southlake Sister Cites.
This is the third year that Southlake Sister Cities has requested funding
from the City's community services fund. In the past, the City of
Southlake was a member of Southlake Sister Cities and paid an annual
$1,000 membership fee.
Financial
Considerations: Southlake Sister Cities has requested funding of $1,000 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 the requested financial support is
within the budgeted amount.
Citizen Input/
Board Review: Southlake Sister Cities Board of Directors has reviewed this agreement
and did not make any changes. Southlake City Council member and Sister
Cities Board President Ralph Evans, will be present to answer any
questions during the work session.
Billy Campbell, City Manager
January 14, 2004
Page 2
Legal Review: This agreement was modeled after the standard community services
agreement utilized by the City for the past two years. The City Attorney's
Office has reviewed the agreement.
Alternatives: Alternatives may include the following:
• Changes in the 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 Southlake
Sister Cities.
Staff
Recommendation: City Council approval to enter into the proposed 2004 Agreement for
Community Services between Southlake Sister Cities and the City of
Southlake.
/lc -e
AGREEMENT FOR COMMUNITY SERVICES
STATE OF TEXAS §
r,
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 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, the purpose of Southlake Sister Cities is dedicated to fostering global
understanding, friendship and communication through exchanges with Southlake's Sister Cities
of Toyoma, Japan and El Fuerte, 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, 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 1
SCOPE OF SERVICES
Southlake Sister Cities shall provide the following services:
1. Act as the official liaison between Southlake's sister cities of Toyoma, 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 the Southlake in exchange visits to the sister cities.
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.
3. 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 the 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 One Thousand ($1,000.00) Dollars in
payment for services described in Section 1 hereinabove.
SECTION 5
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 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 , 2004.
Approved as to legal form:
Attorney at Law
Mayor, City of Southlake
President, Southlake Sister Cities