Item 10KCity of Southlake, Texas
MEMORANDUM
November 17, 2004
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (xt. 1527)
SUBJECT: Approval to enter into a Community Services Agreement with Call A Ride of
Southlake, Inc.
Action Requested:
City Council approval of e- P- –a community services
agreement with Call A Ride of Southlake (CARS) to provide transportation
services to the disabled and senior citizens of Southlake.
Background
Information:
Call A Ride of Southlake, Inc. (CARS) was organized as a non -profit
corporation in November of 1999, and a board of directors established. Since
then, CARS has established operating policies, recruited and trained volunteer
drivers, and established a dispatch service. CARS began offering transportation
services to Southlake seniors and disabled residents in January of 2000.
The proposed community services agreement with CARS outlines the services
to be provided, term of the agreement, and financial support from the City.
The proposed agreement is unchanged from the previous year. CARS has
demonstrated a commitment to reducing complaints during the last year and
also increasing the monthly average for ridership.
Financial
Considerations:
As part of the proposed agreement funding in the amount of $10,000 is
requested by Call A Ride of Southlake (CARS) for 2005.xonsi er ^*ions: C^"
-A -Ride o f Sei#41ato (CA RS) 1 as , e - S W7 4,444 +„ f Qin n ) t ; �v 2W 4
,.r.^'� Funding is available in the approved FY 2004 -05 eg neral
fundGawar pity Senwes diN4s o budget for this proposed expenditure
Financial Impact:
The financial impact to the City includes the anticipated annual payment of
$10,000 (distributed in quarterly payments subject to conditions) to CARS and
the provision of office space at the DPS east facility.
Citizen Input/
Board Review:
The CARS Board of Directors approve revie ved — the proposed
agreement at their November meeting.
The Senior Advisory Commission reviewed and approved the proposed
community services agreement at the meeting November 9, 2004. no
ehanges have been pFoposed-.
Billy Campbell, City Manager
November 17, 2004
Page 2
Legal Review: The proposed agreement is unchanged from the previous year's document and
wa reviewed by the City Attorney.I egal Reviews T-4@ (4t3 is
ti Oa ,. -;tr CARS ra 't„tf a„�14 4A
„ S t;.,o e 4, j g@S 4., t1.
Alternatives: Alternatives may include:
• Approval of the proposed community services agreement as submitted.
• Approval of the proposed community services agreement with input as
desired.
• R ecommendation not to approve ' 4 the proposed community
services agreement.
Supporting
Documents: Supporting documents include:
■ Proposed community services agreement between the City of Southlake
and Call A Ride of Southlake, Inc.
Staff
Recommendation: City Council approval of tit °r icommunity services agreement , - Formatted: Font: Cc Times
with Call A Ride of Southlake (CARS) to provide transportation services to the Formatted: Font: Cc Times
disabled and senior citizens of Southlake.
Billy Campbell, City Manager
November 17, 2004
Page 3
AGREEMENT BETWEEN
CITY OF SOUTHLAKE AND
CALL A RIDE OF SOUTHLAKE, INC.
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 Call A Ride of Southlake, Inc., a non - profit
corporation of Texas, acting by and through its duly authorized Chairman (hereinafter referred to as
"CARS "), an organization exempt from taxation under Section 501(c)3 of the Internal Revenue Code.
WHEREAS, the mission of CARS is to provide non - emergency transportation to senior citizens and
disabled adult persons ( "qualified persons "); and
WHEREAS, City and CARS desire to enter into a Renewal Agreement whereby CARS will continue
to provide free non - emergency transportation to qualified residents of the Southlake Community;
NOW, THEREFORE, City and CARS, in consideration of the mutual undertakings hereunder set
forth, do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
A. CARS shall provide the following services:
(1) Free on -call transportation for qualified persons of the City as follows:
(a) Senior citizens (over the age of 55 years), and disabled adult individuals, and
(b) Permanently disabled youth (under the age of 18 years) and their care giver(s) limited
to transportation provided with the CARS van, and
(c) who are residents of Southlake, and
(d) whose physical condition permits them to be transported by the drivers in the vehicles
available, including an Activan with ramp for wheelchairs and motor chairs.
(e) City of Southlake will have access to the CARS van for use by CARS certified City
staff members or City volunteers for City sponsored activities relating to therapeutic
recreation.
(f) The CARS van will be available to programs sponsored by the Southlake Senior
Activity Center and all of their participants.
(2) CARS will provide transportation to the persons identified in Section A. (1) above:
(a) to and from non - emergency medical appointments, dental appointments, and health
care providers located within a twenty -five (25) mile radius of the Southlake Senior
Activity Center;
Billy Campbell, City Manager
November 17, 2004
Page 4
(b) for personal need, including necessary essentials, i.e., to and from the grocery store,
drug store, bank, personal grooming, social activities, etc., located within a seven (7)
mile radius of the Southlake Senior Activity Center.
(3) CARS shall not be obligated to transport disabled individuals for whom CARS is unable to
provide safe transportation.
(4) CARS shall operate solely in accordance with its bylaws, operations manual, and the
following:
(a) Volunteer drivers who use their own vehicles shall provide the transportation services.
CARS shall recruit, qualify, and train these drivers.
(b) CARS drivers shall also use the ramp equipped minivan, owned by CARS, when
necessary to transport wheelchair or power chair bound individuals or when a suitable
volunteer owned vehicle is not available.
(c) Transportation services will be provided Monday through Friday during the hours
between 8:00 AM and 5:00 PM, or by special arrangement.
(d) Transportation normally will be scheduled at least 24 hours prior to departure.
(5) Regular office hours with available staff in office will be established and published by CARS.
Such hours shall be no less than two (2) consecutive hours per week to occur at the same time
and on the same day of each week.
(6) CARS will provide for a timely telephone response when rides are scheduled and until the
completion of those ride deliveries are either confirmed or an alternate process of
transportation is provided as outlined in the CARS operations manual and approved by the
Director of Community Services.
(7) CARS will provide an after -hours on -call emergency contact number available to the public
safety dispatch office to reach a representative from CARS.
(8) CARS shall provide copies of the minutes of the CARS Board meetings to the City's Director
of Community Services within thirty (30) days of the meeting.
(9) CARS will maintain and provide monthly detailed records and reports as specified in Section
4 of this Agreement.
(10) CARS shall maintain insurance which will name the City as an insured on the CARS auto
liability coverage.
B. CITY shall provide the following:
Billy Campbell, City Manager
November 17, 2004
Page 5
(1) City agrees to publicize and encourage use of the services of CARS within selected current
City mailings, on the City's Cable Television Channel and other means at the discretion of the
City.
(2) City shall name a staff contact person to serve as a liaison between City and CARS. The City
liaison shall be apprised by CARS of all CARS board meetings, CARS shall forward a copy
of the agenda for each meeting, and the City liaison may participate with the CARS board at
all scheduled meetings.
(3) City shall continue to provide office space to CARS for basic operations needs.
SECTION 2
GOVERNANCE
A. CARS shall be solely governed by its board of directors, who shall meet in accordance with the
bylaws and articles of incorporation. The time, date, place and agenda of these board meetings shall
be the responsibility of CARS.
SECTION 3
PAYMENT FOR SERVICES
In recognition that the City elected to support the CARS transportation program rather than provide
such service as a City -owned community transportation service, and that CARS has successfully completed
fouffive years of operations, having commenced transporting qualified users in January 2000 as promised
City agrees to an annual stipend to be paid to CARS in the amount of $10,000 to be dispersed in
quarterly payments throughout the fiscal year following the successful completion of each previous quarter
of service and subject to the terms and conditions of this Agreement. -The first payment shall be made in
January 20054 based on an invoice for services in October, November, and December, 2004-3 and every
three months thereafter in accordance with these provisions.
Payment by the City shall be applied towards the costs of the following:
• Supplies and printing costs associated with promotion of CARS service to Southlake residents.
• Telephone and other utilities associated with dispatching volunteer drivers.
• Maintenance and operations expenses, and insurance costs necessary for operating the ramp equipped
Activan.
• Personnel expenses.
• Other operational costs including, but not limited to, insurance requirements for CARS Board members,
volunteer drivers, and paid staff.
SECTION 4
REPORTING
A. CARS shall generate and provide to the Director of Community Services of the City, monthly reports
Billy Campbell, City Manager
November 17, 2004
Page 6
which shall include detailed records of qualified persons served, trip destinations and mileage driven,
driver and other qualifications, revenues received, cost and expenses incurred, number of rides
requested and not able to provide, and number of scheduled rides missed and the cause, and any other
information or data collected and as may be requested by the City.
B. CARS shall provide the City information, if requested, necessary for the City to conduct a
performance evaluation, including but not limited to:
1. ridership audits and response times;
2. on -time analysis,
3. customer satisfaction survey.
SECTION 5
INSURANCE AND INDEMNIFICATION
A. CARS shall provide City proof of automobile liability insurance coverage with minimum limits of
$250,0005500,000, with City as an additional named insured The City of Southlake will be listed as
an additional insured as: City of Southlake, Texas, c/o Director of Community Services, 400 North
White Chapel, Southlake, Texas 76092.
B. CARS AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS
OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND
ALL CLAIMS OR SUITS FOR PROPERTY DAMAGE OR LOSS AND /OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND
OR CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING, WITHOUT
LIMITATION, REASONABLE FEES AND EXPENSES OF ATTORNEYS, EXPERT
WITNESSES AND OTHER CONSULTANTS), ARISING OUT OF OR IN CONNECTION
WITH, DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF CARS,
ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES
UNDER THIS AGREEMENT. CARS SHALL NOT BE REQUIRED TO INDEMNIFY THE
CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR ANY DAMAGES OR
LIABILITY FOUND BY A COURT TO HAVE ARISEN FROM THE NEGLIGENT ACT OR
OMISSION OF THE CITY, ITS OFFICERS, AGENTS OR EMPLOYEES, EXCEPT TO THE
EXTENT OF ANY APPLICABLE INSURANCE COVERAGES.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, CARS is acting as an independent contractor, and shall not be
deemed an employee, agent or partner of the City. -City shall have no power to direct or supervise its
activities in carrying out its responsibilities under this Agreement. - Neither party shall have the authority to
make binding representations or agreements on behalf of the other.
Billy Campbell, City Manager
November 17, 2004
Page 7
SECTION 7
TERM OF AGREEMENT
1. The term of this agreement shall be effective from the date signed f _ _ _ _ _ _ - - Formatted: Foot color: Dark Red
, eg in jaiquan, , 2 00 c and ending December 31, 2005. c
2.
Notwithstanding any provision herein to the contrary, either party may terminate this Agreement upon 30
days written notice to the other. -Upon termination, or if CARS ceases to provide transportation services,
CARS shall return to the City any unexpended funds paid pursuant to this Agreement.
This Agreement sets forth all the agreements between the parties and no modification shall be effective
unless reduced to writing and signed by the party to be changed therewith.
This document may be executed in duplicate originals.
IN WITNESS WHEREOF the City and CARS have executed this Agreement as of this day-- - - j Formatted: indent: Left: o.s°
of 1 200 . 4
CALL A RIDE OF SOUTHLAKE CITY OF SOUTHLAKE
C
Steve South, Chairman
ATTEST
By:
Andy Wambsganss, Mayor
ATTEST:
Notary Public in and for the State of City Secretary
Texas
APPROVED AS TO FORM AND LEGALITY:
Billy Campbell, City Manager
November 17, 2004
Page 8
City Attorney Type/Printed Name of Notary Public
Commission Expires: