Item 5HCity of Southlake, Texas
MEMORANDUM
January 7, 2003
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Interim Director of Community Services (eat. 1527)
SUBJECT: Approval of the FY 2002 -03 Community Services Agreement with Keep
Southlake Beautiful
Action Requested: City Council approval of the agreement for community services with
Keep Southlake Beautiful in the amount of $4,000.
Background
Information: Keep Southlake Beautiful (KSB) is a non - profit, community -based
organization that first entered into an agreement with the City of
Southlake in 1994. KSB currently provides many services to the
community including educational programs, environmental
awareness, and the implementation of the adopt -a- street program for
Southlake city streets and right -of -ways.
KSB has requested $4,000 for FY 2002 -2003 to support KSB
programs as outlined in the agreement. KSB has partnered with the
school district and the City to publish a third edition of the Touch of
Nature an anthology of environmental literature and art. A KSB
school partnership has been developed to enhance the relationship
between KSB and all schools in Southlake through reuse /recycle,
environmental, and Teacher Grants programs. The Adopt -A- Street
program continues to operate with quarterly cleanups. Beautification
efforts include the City Street Tree program where 40 residents
recently shared the cost of native /adapted trees planted in the City's
right -of -way. Other programs supported by KSB are the celebration
of Arbor Day with the City's Parks and Recreation Department's Fall
HarvestFest, the Great American Cleanup, Please Don't Fee the
Storm Drain promotion, publication of a KSB newsletter, The Redbud
of Southlake, work with the City and other organizations in
developing the Liberty Garden and other projects identified by the
organization.
There are no significant changes to the agreement since the previous
year's agreement.
Billy Campbell, City Manager
January 7, 2002
Page 2
Financial
Considerations: KSB has requested funding of $4,000 for FY 2002 -2003 for services
rendered to the community. The approved FY 2002 -2003 Community
Services Division budget has allocated $31,500 for community
services agreements. This request is within the budgeted amount.
Financial
Impact: No increase to current budgeted allocations for this Community
Services Agreement.
Citizen Input/
Board Review: KSB Board of Directors approved this agreement at their November
20, 2002 meeting. KSB Board President Rosemary Hutchins will be
present at the work session to answer any questions.
Legal Review: This agreement was modeled after the standard community services
agreement utilized by the City.
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 Keep
Southlake Beautiful
• Written request for funding from President of Keep Southlake
Beautiful, Rosemary Hutchins
• Keep Southlake Beautiful 2001 -2002 Annual Report
Staff
Recommendation: City Council approval of the proposed Community Services
Agreement between Keep Southlake Beautiful and the City of
Southlake in the amount of $4,000.
Le-e
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 Keep Southlake
Beautiful (KSB), 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 Keep Southlake Beautiful (herein referred to as "KSB ") is to
provide educational and motivational programs to improve the appearance of the City of Southlake
and to preserve and enhance the local natural environment; and
WHEREAS, KSB is a recognized member of Keep America Beautiful and Keep Texas
Beautiful with full membership rights and resources; and
WHEREAS, City and KSB desire to enter into an Agreement whereby KSB will provide
beautification services to the citizens of Southlake,
NOW, THEREFORE, KNOW ALL BY THESE PRESENTS: That City and KSB do hereby
covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
KSB shall provide the following services:
1. Management of Adopt -A- Street programs on non -State highways within the City of
Southlake.
2. Litter pickup along city streets, shores, and parks as allowed by available volunteer workers.
3. Education of citizenry on environmentally sound waste disposal practices, recycling, and
pollution control.
4. Promotion of tree planting and city beautification through landscaping.
5. Cooperation with local agencies, businesses, and citizens to render educational and other
services as is available through funding or other programs to promote beautification and
environmental awareness.
6. Maintain certification as an affiliate of Keep America Beautiful, Inc. and Keep Texas
Beautiful.
7. Assist with the maintenance of the landscaping- for the Waterscape/Wildscape at
Bicentennial Park.
SECTION 2
KSB FUNCTIONS
L KSB Board of Directors shall meet periodically. The time, date, place, and agenda of these
meetings shall be solely defined by KSB.
2. KSB shall operate in accordance with its own approved by -laws.
3. Administration of the Adopt -A- Street program shall be coordinated by KSB.
4. The City shall have the right to review the books and records kept incident to the services
provided by KSB to the City.
SECTION 3
CITY FUNCTIONS
1. A liaison will be provided by the City to assist KSB in coordinating KSB and City
operations, Formatted: Strikethrough
2. City shall provide staff assistance, advice, and technical expertise where feasible to aid
KSB.
3. City shall provide administrative support to KSB, where feasible for such KSB projects as:
Quarterly Cleanups, Adopt -A- Street, Art in the Square, Great American Cleanup, Arbor
Day, Touch of Nature Anthology, Don't Feed the Storm Drains campaign, or other mutually
agreed upon events/programs The nature, extent, and duration of this support shall be
solely defined by the City.
4. City shall provide a meeting space for KSB Board of Directors meetings.
5. City shall be responsible for the proper working, maintenance and repair of the water feature
and pumps at the Waterscape/Wildscape Garden at Bicentennial Park.
6. City shall provide administration of the Street Tree Program as funded in FY 2002 -03
budget.
SECTION 4
PAYMENT FOR SERVICES
City agrees to pay to KSB the sum of F-our "' 4,000.00) Thousand ($4,000.00)
Dollars in payment for services described in Section 1 hereinabove.
SECTION 5
TERM OF AGREEMENT
The term of this agreement shall be for a period of one (1) year beginning October 1, 2002 and
ending September 30, 2003.
IN WITNESS WHEREOF the City and KSB have executed this agreement as of this day
of 1 2003.
Approved as to legal form:
Attorney at Law
Mayor, City of Southlake
President, Keep Southlake Beautiful
July 1, 2002
Rosemary Hutchins
President, Keep Southlake Beautiful
Billy Campbell, City Manager
City of Southlake
1400 N. Main Street
Southlake, TX 76092
2001 -2002
Dear Mr. Campbell:
BOARD OF DIRECTORS
Keep Southlake Beautiful (KSB) has been a volunteer organization since
President
Rosemary Hutchins
1991, an affiliate of Keep Texas Beautiful (KTB) since 1992, and a Keep
vice President
America Beautiful affiliate since 1994. Our mission is "to strive through
Alison Hubbs
educational and motivational programs to improve the appearance of
Treasurer
Southlake and to enhance and improve its local natural environment."
Kie Muzyka
Secretary
Debra Heath
The KSB Board of Directors re requests $4,000.00 in funding
pe Y 4 9 for
the 2002 -2003 fiscal year to support our programs as outlined in the
Wendy Carlucci
Agreement for Services. For a review of our 2001 -2002
Paula Egger
Patrick Flaherty
accomplishments, please see the attached Annual Report. This past year
Linda Frost
KSB placed first in the state for Southlake's population category (17,501 -
Dan Linn
25,000) for the KTB and Texas Department of Transportation- sponsored
Sue Powell
Governor's Community Achievement Award. The award brings $85,000
for a landscape site for the City. KSB also nominated several groups for
KTB state awards: Rockenbaugh Elementary School won 1 s ' place in the
Sadie Ray Graff Education Award — Elementary School category. The
City's Building Services Department received a Citation of Merit for the Ed
Davis Litter Law Enforcement Award and the Southlake Journal received
a Citation of Merit for the Media Award.
Thank you for all your past support. We are looking forward to the
upcoming year and making a contribution to keeping Southlake beautiful.
Sincerely,
Rosemary Hutchins
President, Keep Southlake Beautiful
ANNUAL REPORT
APRIL 2001 TO MAY 2002
COMMUNITY LEADERSHIP AND COORDINATION
Mission Statement for Keep Southlake Beautiful (KSB) — To strive through educational and
motivational programs to improve the appearance of Southlake and to preserve and enhance our local
natural environment. Partnerships: KSB, founded in 1992, consists of 12 volunteer board members, two
of which represent the school district and one the Southlake Youth Action Commission (SYAC) a City
Council - established youth advisory board. Board members contributed a total of almost 900 hours and
worked diligently with the City's Parks & Recreation Department, Department of Public Safety, Public
Works Department, Teen Court, Nature Center Development Committee, neighboring cities of Grapevine
and Keller, the local school district, school groups, the Southlake Youth Action Commission, Adopt -a- Street
partners, Southlake Senior Activity Center volunteers, the Chamber of Commerce, Leadership Southlake,
and our local newspaper, the Southlake Journal. The Board has alliances with local civic organizations
including the Southlake Newcomers Club, Southlake Women's Club, Greater Southlake Women's Society,
National Charity League, Southlake Garden Club and the Metroport Humane Society. Partnerships with the
local sports associations (hockey, baseball, soccer and softball) have resulted in their participation in the
Xtreme Clean Sports Team Program. Local businesses, such as Home Depot, Pieter Andries' Jewelers,
Playmaker Sports, Business Directions, Inc., Jordan Landscape and Irrigation, Mike Lewis Photography,
Dove Transportation and Logistics, Structures & Interiors, Kroger, Office Max, Claffey Pools, Coca Cola
and Wild Birds Unlimited have proven to be valuable resources for KSB. Environmental organizations such
as Gateway Urban Forestry Council, Dallas Tree and Parks Foundation, Society of American Foresters,
Master Naturalists, Texas Urban Forestry Council, Metroplex Recycling Coordinators, and the
Environmental Protection Agency have also been successful partners. These partnerships have helped KSB
to accomplish its mission by providing educational resources, providing funds and personnel, hosting events,
conducting seminars, providing publicity and, most of all, enabling us to unite as a community and preserve
the natural beauty of the place which we call home. The KSB mission is accomplished by volunteers
working with programs such as Adopt -A- Street, the Great American Cleanup and Don't Mess with Texas
Trashoff, Texas Recycles Day, Art in the Square, Touch of Nature, National Wildlife Week, and our KSB
newsletter, The Redbud of Southlake. KSB is a Keep Texas Beautiful Proud Community and is funded by
memberships (10 %), city grant (45 %), and fundraisers (45 %). In addition, the City provides the services of a
Community Services Liaison to serve as the KSB coordinator with approximately 1/3 of the City employee's
time spent on KSB - related programs. Board training is provided through the Annual Board Retreat, guest
speakers at meetings, seminars, information packets, newsletter articles, newspaper articles, visits to KTB
affiliates (Rowlett, Lewisville, Haltom City) to research board structures, and attendance at KTB /KAB
trainings and conferences.
EDUCATION
The KSB Board believes that a very valuable tool in preventing future litter and waste - related problems is
in the education of our children and the continued education of the adults. Our youth represent the
future. They bring newly acquired knowledge home and can effectively change the behavior and attitudes of
the adults in their households. Thus, teachers are provided with on -line resources, grants and program
information. KSB has partnered with the school district and the City to publish a second edition of Touch of
Nature, an anthology of environmental literature and art. KSB is an approved community service
organization for high school students to earn service hours required for graduation and to satisfy Teen Court
requirements. In February, representatives of SYAC attended a statewide YAC conference and learned more
about Keep Texas Beautiful. KSB has offered programs and educational materials to scout troops and
churches through community partnerships and invitations to participate in events throughout the year. The
Xtreme Clean Sports Team program has the coaches promoting litter prevention with their players. City
residents have been offered environmental education classes, such as wildscaping and pruning. Proper litter
prevention and waste handling practices are promoted through the use of flyers, the Waste in Place
program, the Flying Oak Tree Award program, and the Please Don't Feed the Storm Drain program. KSB
has been asked to present environmental programs (including Waste in Place activities) at the City's
upcoming summer day camp program. Each school campus, along with the administration offices, has a
reuse/recycle policy in place for paper, and several campuses also recycle aluminum cans. Teachers
integrate environmental curricula into their standard curriculum as part of a whole language approach to
learning. KSB is providing third grade teachers with the Fort Worth's "Captain Crud" storm drain
curriculum. Durham Elementary received an H.E.B. /KTB grant to develop a geology outdoor exhibit. This
June, working with the local chapter of the American Forestry Council, KSB is co- sponsoring a free Project
Learning Tree workshop to 50 teachers from seven area school districts. Students, teachers and volunteers
are rewarded for their efforts with various awards and recognitions, such as the Flying Oak Tree Award
which is given in May to those schools who have accomplished projects in the following areas: "Think
Globally, Act Locally;" "Touch on Trash;" "Southlake, Beautiful Southlake;" "Flora & Fauna Forever;" and
"Waste No More." Touch of Nature student writers and artists were recognized at a "gala" with special
guests Texas Senator Jane Nelson and University of Texas Professor Richard Francaviglia, Director, Center
for Southwestern Studies and author of The Cast Iron Forest: A Cultural and Natural History of the North
American Cross Timbers. In 2001, KSB nominated an elementary school for the KTB Sadie Ray Graff
Award and an intermediate school's environmental club for the KTB Ruthe Jackson Award: both won first
place and were recognized at the state KTB convention for their efforts. KSB also nominated an elementary
teacher for the Texas Association of Environmental Educators Award who won for her efforts in
environmental education.
PUBLIC AWARENESS
Community awareness is achieved through newspaper articles, the KSB Corner in the Southlake Journal,
press releases, printed materials, presentations, the City's Southlake Scene, a recreation brochure published
three times a year, the KSB newsletter, event promotions, proclamations at City Council, and developing a
communication forum with the community homeowner associations. Technology is used to further the
message via the website and cable access. KSB works primarily with the print media to promote the Don't
Mess with Texas campaign though we were privileged to be able to put a "b- roll" on cable television
courtesy of KTB. Articles and information were included in the Fort Worth Star - Telegram, Dallas Morning
News, Southlake Times, Grapevine Sun, Colleyville Courier, and the Southlake Journal Award programs
include the Flying Oak Tree, Arbor Day Poster/Poetry Contest, Teacher Grants, recognition through the City
of Southlake's volunteer recognition reception observing National Volunteer Week and, new this year, a
Carroll High School scholarship award to a graduating senior who plans to major in the environmental
sciences. Public awareness participation is promoted through events such as Texas Recycles Day, Arbor
Day, Household Hazardous Waste Day support (all three events were included this past year in the "Care for
the Air" campaign), the Touch of Nature anthology, the Great American Cleanup / Don't Mess with Texas
Trashoff and the other quarterly cleanups, National Wildlife Week, Art in the Square, and the upcoming
Please Don't Feed the Storm Drain promotion. The KSB, KAB and/or KTB 1o,Qos are incorporated on the
letterhead, newsletter, flyers, litterbags, and the neighborhood recycling bins.
LITTER PREVENTION AND CLEANUP
Currently, there are 37 Adopt -A- Street partners consisting of church youth groups, scout troops, local
businesses, civic organizations, city departments and families. Even with four scheduled cleanups, most of
our volunteers can be found patrolling their streets on a monthly basis. This past year, over 66 miles of
streets and 183 acres of park were cleaned with a total collection of over 8.14 tons of trash. The Xtreme
Clean Litter Free Events have grown to include not only sporting events in the city, but community and
school events as well. The overall effect on the community can best be reflected in our overall score of 1.2
on the most current KAB Litter Index Survey (April -May 2002). Braving flash flood conditions, 114
volunteers collected 162 bags of trash and logged in over 222 hours in the Don't Mess with Texas Trash-
Off
The seven sources of litter are addressed with ongoing programs in the schools, working with Code
Enforcement officers, litter prevention tips in the KSB newsletter, the KSB Corner in the Southlake Journal,
a Chamber of Commerce newsletter insert, the Xtreme Clean Sports Team program, (KSB received an
Environmental Excellence Grant from H.E.B./KTB to provide Keep Texas Beautiful patches as an incentive
to participate), and a new program that provides information in the City recycling bins provided for new
residents. Adopt -A-Street recruiting is accomplished through local newspaper articles, homeowner
associations and brochures included in the recycling bins. Work is underway on a program that would
provide the Adopt -A- Street partners with a free meal once a month at a participating fast food restaurant in
an effort to encourage monthly cleanups. KSB supports the state's Adopt -A-Highway program by
advertising the program in the KSB and Chamber of Commerce newsletters and the local newspaper.
Southlake currently has 3 Adopt -A- Highway partners, with KSB recently assisting the Carroll High School
Key Club in its effort to adopt a portion of a state highway that passes by the high school. KSB does
conduct the KAB Litter Index Survey to determine the extent of the litter problem in the community.
ILLEGAL DUMPING AND ENFORCEMENT
In an effort to educate and work with law enforcement personnel, KSB is providing seven copies of Dr.
Ockels' Illegal Dumping book for the city's Code Enforcement Officers. Each DPS officer was given a set
of the NCTCOG Illegal Dumping Profiles, i.e, Businesses, Contractors & Remodelers, Urban /Suburban
Residents, Private /Commercial Haulers. Southlake does not have local litter abatement laws, but
discussions have begun with code enforcement officials to develop local laws that would be stricter than the
state laws. Educational materials are used by KSB (such as brochures, newsletters and posters) to
discourage littering and encourage active participation in the many programs in place. KSB strives to
eliminate illegal dumping by providing reasonable alternatives to dumping, including active participation in
two (April and November) household hazardous waste collections and working with the local waste hauler in
providing dumpsters on Texas Recycles Day for anything that cannot be reused or recycled. KSB is
currently working with the local waste hauler to develop a program that will provide refreshments for their
personnel on trash days to encourage them to take extra precautions when loading their trucks. Violations
regarding grass, weeds, iunk cars, etc. are pursued diligently by Code Enforcement Officers. KSB has
assisted Code Enforcement on three occasions with the cleanup of several properties.
BEAUTIFICATION AND PROPERTY IMPROVEMENT
Beautification efforts include a KSB - administered City Street Tree program where 40 residents share the
cost of 15- gallon native /adapted trees planted on their property in the city right -of -way, a Red Buddy program
to encourage residents to plant redbud trees (the official tree of Southlake), a Waterscape which is a Texas
Parks & Wildlife Department - certified wildscape, the celebration of Arbor Day with the City's Parks and
Recreation Department's Fall Harvest Fest, a partnership with the Greater Southlake Women's Society to
plant daffodil bulbs in a historical cemetery, and celebration of National Wildlife Week with painted signs by
local school art students displayed on Southlake streets. In addition, the planting of a Unity Tree for 9/11
was dedicated at Southlake's Arbor Day Celebration in October. A local Cub Scout troop planted a tree at
the ceremony. KSB assisted a young scout on an Eagle Badge project in establishing a fish habitat at a local
park and volunteers and Cub Scouts helped with a plant rescue from a pending state highway project. KSB
is working with other organizations such as the Southlake Garden Club in developing a Liberty Garden,
which is a KAB initiative, in memory of the tragic events that occurred September 11, 2001. Other members
of the Liberty Garden Committee include American Airline attendants and resident Master Gardeners and
Master Naturalists. The City's Park Board established a Nature Center Development Committee with the
directive to develop recommendations on the creation of a nature center at the City's largest and most
preserved park and appointed two representatives from KSB to serve on that committee. Southlake has again
received the Tree City USA designation and a Growth Award from the National Arbor Day Foundation. To
achieve the designation, the City must accomplish certain criteria with the collaboration of several City
departments and City organizations. KSB efforts have resulted in raising the standards in the City of
Southlake. People have come to appreciate the natural beauty surrounding the city and have developed a
growing sense of pride for their community. They demonstrated their appreciation of KSB efforts not only
by supporting the events, but by individual members actively participating in the Planning and Zoning
process, addressing the Park Board and the City Council to insure that future development does not destroy
the integrity of the area's beauty.
SOLID WASTE MANAGEMENT
Currently, there is no integrated solid waste plan in Southlake. Solid waste service regarding service
complaints, facility operations and cost issues are reviewed on a 5 -year basis. However, local businesses,
civic organization and citizens are all involved in many aspects of solid waste management. Leadership
Southlake, with KSB support, developed a survey that was distributed to local businesses introducing a
business recycling initiative. The Southlake Women's Club hosts one of the community's largest and most
successful events, Art in the Square, which this year featured a program to recycle plastic and glass beverage
containers during the three -day event. Measurable results of the waste reduction program indicate that 60%
of Southlake residents participate in the curbside recycling program. A Christmas tree mulching program
produced 24 tons of mulch that was available to residents. The overall effects on the community are best
measured by the willingness of the citizens to actively participate in any program to reduce the amount of
waste sent to area landfills. KSB has supported source reduction, recycling, reuse and composting through
initiatives such as ink -jet cartridge recycling, taking charge of the plastic /glass recycling at Art in the Square,
hosting a bicycle rally for children on Texas Recycles Day, arranging a drop off /pick up site and time for
household items that can be reused by local charities, and providing information on all of these topics in
packets placed in the recycling bins provided by the city for new residents. Information is also available via
the KSB section on the city's website.