Item 10ACity of Southlake, Texas
MEMORANDUM
April 1, 2003
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (ext. 1527)
SUBJECT: Approval of a Community Services Agreement with the Southlake
Historical Society
Action Requested: City Council approval of the proposed agreement for community
services with the Southlake Historical Society and negotiated services
therein.
Background
Information: The Southlake Historical Society (SHS) has recently reorganized and
began efforts anew to serve as the city's main point of contact for the
awareness, promotion and clearinghouse for items of historical
significance to Southlake, the region, and the state.
As such, for the term of the proposed annual agreement, the SHS has
requested limited assistance from the city in several regards:
o Promotion and Awareness —the city will agree to post information
on the City of Southlake website for promotion and awareness,
meeting dates and times, requests for assistance, and similar
notices.
o Storage space — the city will agree to set aside a secured area on a
temporary basis for the storage of historical items in the Parks and
Recreation storage facility on Continental Blvd.
In return, the city will require (1) that any information submitted for
posting on the website be prepared by the SHS and be presented in
accordance with standard procedures and subject to review by the
city, and (2) the storage space for SHS materials and provided for
SHS use is solely at the discretion of the Director of Community
Services or his designee.
The proposed Community Services Agreement would be the first
entered into by the city and the SHS.
Financial
Considerations: No funding is requested from the currently adopted FY 02 -03 budget
by the SHS.
Financial
Impact:
• Limited impact to current staff duties and time.
• No foreseeable impact to current storage capacity.
Citizen Input/
Board Review: Requested by Lou Ann Heath on behalf of the SHS Board of
Directors.
Legal Review: This agreement was modeled after the standard community services
agreements utilized by the city.
Alternatives: Alternatives may include the following:
• Approval of agreement
• Approval with modifications
• Denial of agreement
Supporting
Documents: Supporting documents include the following items:
• Proposed Agreement for Community Services with the Southlake
Historical Society
Staff
Recommendation: City Council approval of the proposed Community Services
Agreement between the Southlake Historical Society and the City of
Southlake as contained in the attached agreement.
CLC
AGREEMENT FOR COMMUNITY SERVICES
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 the Southlake
Historical Society (SHS), 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 the Southlake Historical Society (herein referred to as "SHS ")
is to provide educational and motivational programs to improve the understanding of items, places
and persons of historical significance in and around Southlake for the enhancement of the City; and
WHEREAS, SHS is in affiliation with a number of state agencies created to properly
manage and promote the history of Texas and has modeled their program to take advantage of these
resources, and
WHEREAS, City and SHS desire to enter into an Agreement whereby SHS will provide
historical preservation and promotional activities to the citizens of Southlake,
NOW, THEREFORE, KNOW ALL BY THESE PRESENTS: That City and SHS do hereby
covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
SHS shall provide the following services:
L All SHS content proposed for inclusion on the City of Southlake's website. Any additional
services related to the preparation, formatting, and arrangement of SHS material on the
city's website shall be at the discretion of the Director of Community Services or his
designee.
2. Maintain local membership and act as the local historical society for Southlake.
SECTION 2
SHS FUNCTIONS
1. The SHS Board of Directors shall meet periodically. The time, date, place, and agenda of
these meetings shall be solely defined by the SHS.
2. The SHS shall operate in accordance with its own approved by -laws.
3. Administration of local historical preservation and awareness programs shall be coordinated
by the SHS.
4. The City shall have the right to review the books and records kept incident to the services
provided by the SHS to the City, if any.
SECTION 3
CITY FUNCTIONS
1. A liaison will be provided by the City to assist the SHS in coordinating SHS and City
operations, j Formatted: Strikethrough
2. The City shall provide limited staff assistance, advice, and technical expertise where
feasible to aid the SHS.
3. The City shall provide a meeting space for the SHS Board of Directors meetings.
4. The City shall be responsible for the posting of SHS material on the City's website,
including items for promotion and awareness, meeting dates and times, requests for
assistance, and similar notices. The material submitted for posting shall be in a format
suitable for inclusion with minimal editing, formatting and layout required.
5. The City will provide limited space at a designated location, at the discretion of the Director
of Community Services or his designee, for the storage and security of historically
significant items for an interim period prior to their use by the SHS.
SECTION 4
PAYMENT FOR SERVICES
The City and the SHS agree that the services provided by the other represent an approximately
equal value and, as such, there are no cash payments or other consideration due to the other
party Five Thousand ($5,000 nm
SECTION 5
TERM OF AGREEMENT
The term of this agreement shall be for a period of one (1) year beginning with the date of execution
as indicated below.
IN WITNESS WIIEREOF the City and the SHS have executed this agreement as of this day
of 1 2004-3.
Approved as to legal form:
Attorney at Law
Mayor, City of Southlake
President, Southlake Historical Society