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Item 10HCity of Southlake, Texas MEMORANDUM November 17, 2004 TO: Billy Campbell, City Manager FROM: Malcolm Jackson, Director of Community Services (x1527) SUBJECT: Approval to enter into a Community Services Agreement with Metroport Meals on Wheels Action Requested: City Council approval of Community Services Agreement with Metroport Meals on Wheels Background Information: The Tuesday congregate meal program is currently part of the weekly pFogmm activities at the Senior Activity Center.- Seniors pay $3.00 for the meal, which is provided by MMOW through r rn an�x o various food—vendors. h ��,- �-s t ��ept�r t th -�--a� i�a^ �eei3�e� if o di A ,;a,,.,i i F i f l. s — e edd-is4h +�.i.o Wo elieRo City funding helps cover MMOW staff, supplies, and administrative costs for the Tuesday program and supplements the home delivered meals. The proposed agreement outlines the services to be provided by MMOW, outlines the term of the agreement, and requests funding of $10,000 for the upcoming year (this represents no change in funding from the previous year). Financial Considerations: MMOW requests funding of $10,000 for the Tuesday congregate meal program and the home delivered meal program. Funding available in the approved FY 2004905 Community Services division budget for h°s —�^^ ^*ems funding o —s this expenditure_ +,,- ffl-m initw SOFN4ees. Thi o eSt i ;.i,; ♦l,o Citizen Input/ Board Review: MMOW executive director Mary King reviewed the proposed agreement and did not recommend any substantial changes. The Senior Advisory Commission reviewed and approved the proposed community services agreement at the meeting November 9, 2004. r Formatted: Bottom: 0.88" Billy Campbell November 17 2004 Page - Formatted: Font: 12 pt Legal Review: This community services agreement was modeled after the standard community services agreement utilized by the City and was reviewed by the City attorney. Alternatives: Alternatives include: • Recommendation for approval of Community Services Formatted: Bulleted + Level: 1 + Aligned at: Agreement as 2.25" + Tab after: 2.5" + Indent at: 2.5" presentedae'eff lied b fi.„ c„ii:,.r • Recommendation not to approve Community Services Agreement as presented • Input as desired nOtE)bOF 22 20" Page 2 Supporting Documents: Supporting documents include: Proposed Agreement for Community Services with - - - Formatted: Indent: Left: 2.25 ", Bulleted + Metroport Meals on Level: 1 + Aligned at: 0.25" + Tab after: 0.5" + Indent at: 0.5 ", Tab stops: 2.5 ", List tab + Wheels Not at 0.5" Staff Recommendation: City Council approval of 2 005 ^ gFeement r Community Services Agreement with Metroport Meals on Wheels (MMOW� Billy Campbell November 17 2004 Page 3 Formatted: Font: 12 pt 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 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 Northlake, Bartonville, Aurora, Newark, Rhome, 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: ♦I1/ �[�]�JI To coordinate, organize and run the weekly (Tuesday) Southlake senior congregate luncheon program and associated Tuesday activities. To organize volunteers to plan and support Southlake's Tuesday congregate lunch program and home delivered meal program to Southlake residents. Order necessary meals, cover costs and organize delivery of meals to homes of Southlake senior residents Monday through Fridayc and also for the Tuesday congregate lunch program and associated activities. Billy Campbell November 17 2004 Page 4 Formatted: Font: 12 pt 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 2 " 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. Billy Campbell November 17 2004 Page 5 Formatted: Font: 12 pt 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. 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. 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 or if the individual is unable to 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 The term of this agreement shall be for a period of one (1) year beginning January 1, 2005 2 , 9955 and ending December 31, 2005 -5. 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 , 200 Billy Campbell November 17 2004 Page 6 Formatted: Font: 12 pt Approved as to legal form and adequacy: Attorney at Law Mayor, City of Southlake Executive Director, MMOW