R-04-10-14-14G10 - 10/14/2004 RESOLUTION NO. R-04-10-14-14G10
WHEREAS, the City of Round Rock evaluates funding requests from
local social service agencies to identify and help fund valuable,
needed community services, and
WHEREAS, the City of Round Rock has received a request for funds
from Round Rock Volunteer Center, a non-profit corporation ("Agency") ,
and
WHEREAS, the City Council hereby determines that the requested
funds will be used for a public purpose, namely to provide leadership,
initiative, and support for volunteer efforts in the Round Rock
community, and
WHEREAS, the City Council desires to enter into a Social Service
Agency Annual Funding Agreement with the Agency, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City a Social Service Agency Annual Funding Agreement
with the Agency, a copy of said agreement being attached hereto as
Exhibit "A" and incorporated herein for all purposes .
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
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RESOLVED this 14th day of October, 2004 .
WEL , Mayor
City of Round Rock, Texas
A T:
CHRISTINE R. MARTINEZ, City Secretary
2
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
ROUND ROCK VOLUNTEER CENTER
This Social Service Agency Annual Funding Agreement("Agreement") is by and between
the City of Round Rock ("Round Rock") and Round Rock Volunteer Center ("Agency"), a non-
profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2004-05,Round Rock
hereby agrees to allocate Thirty Thousand Dollars ($30,000.00)to the Agency to fulfill the public
purposes outlined by Round Rock and the Agency herein.
1.1 Purpose. Round Rock has in good faith determined that this Agreement serves a
public purpose. This public purpose includes, but is not limited to, providing
leadership, initiative, and support for volunteer efforts in the Round Rock
community.
1.2 Administration of Agreement Round Rock has contracted with the United Way
of Greater Williamson County("Designee")to administer its Social Service Agency
Annual Funding Agreements.
1.3 Use of Funds. The Agency understands that the funds provided to it by Round Rock
will be used solely for the following program services in Round Rock: to provide
the resources necessary to place volunteers in city departments, to encourage
volunteer efforts, and to provide leadership training.
1.4 Distribution of Funds. Round Rock will pay the annual sum of Thirty Thousand
Dollars($30,000.00)to the Agency in four equal quarterly payments, commencing
in December 2004. Said payments are contingent upon the Agency submitting
performance measures on a quarterly basis to the Designee as referenced in 1.6(k)of
this Agreement.
1.5 Relationship of Parties Nothing contained herein, either explicitly or implicitly,
shall be deemed or construed to make Round Rock or the Designee, the agent,
servant, or employee of the Agency, or to create any partnership,joint venture, or
other association between Round Rock or the Designee and the Agency.
Alternatively, nothing contained herein, either explicitly or implicitly, shall be
deemed or construed to make the Agency the agent, servant,or employee of Round
Rock or the Designee,or to create any partnership,joint venture,or other association
between the Agency and Round Rock or the Designee.
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EXHIBIT
"All
1.6 Principles and Controls In administering the handling of contributed public funds,
Round Rock and the Agency agree to the following certain basic principles which are
essential to maintain community acceptance and support:
a. The Agency shall maintain its status as a voluntary, non-profit corporation
under section 501(C)(3) of the Internal Revenue code, unless exempt by
Federal guidelines;
b. The Agency shall remain in good standing under the laws of the state of
Texas;
C. The Agency shall notify Round Rock or its Designee of major programmatic
and administrative changes which could substantially affect the Agency's
operation and service delivery;
d. The Agency shall provide to Round Rock or the Designee and actively
maintain a current list(including term of office)of the Agency's directors,as
well as its regular meeting times;
e. The Agency shall provide to Round Rock or the Designee minutes of its
board of director meetings and detailed financial reports which include
detailed comparisons of budgeted and actual activity and change in financial
position. The reports shall be attested to by the Agency's board of directors
and be provided on a regular and timely basis as requested by Round Rock
or the Designee;
f. The Agency shall provide adequate liability insurance coverage for the
Agency, and does hereby indemnify Round Rock and its employees,
Designees, and agents from any and all liability for any damage or injury
caused to any employee, client, patron, agency, visitor or guest of the
Agency;
g. If an independent public accountant prepares an annual audit or review in
accordance with generally accepted accounting standards, the Agency shall
provide a copy of such report to Round Rock or the Designee;
h. The Agency shall prepare a detailed annual budget, translating program
service plans into financial terms, and shall provide a copy of this budget to
Round Rock or the Designee. The budget must have comparative columns
showing previous year actual and proposed year budget figures. Revenues
should be categorized by major source and expenses categorized by purpose;
2
i. The Agency shall be responsible for generation of support for its programs
and not rely solely on Round Rock for funding of its programs;
j. The Agency shall allow Round Rock or the Designee to conduct a semi-
annual inspection of the Agency's premises and operations; and
k. The Agency and Round Rock or the Designee shall establish agreed upon
performance measures. Performance measures will be submitted on a
quarterly basis to the Designee.
1.6 Term of Agreement. This Agreement is in effect for the City's fiscal year which
begins October 1, 2004 and ends September 30, 2005.
1.7 Entire Agreement. This Agreement constitutes the entire agreement between Round
Rock and the Agency. No oral agreements are in effect pertaining to this Agreement.
Any changes or modifications to this Agreement must be made in writing with the
consent of both parties.
1.8 Assignability. This Agreement cannot be assigned or transferred in any part without
the written consent of both Round Rock and the Agency.
Executed by:
Agency President/Chairman, Board of Directors Date
Agency Chief Professional Officer(paid staff) Date
City of Round Rock, Mayor Date
3
DATE: October 8, 2004
SUBJECT: City Council Meeting - October 14, 2004
ITEM: *14.G.10. Consider a resolution authorizing the Mayor to execute a Social Service
Agency Annual Funding Agreement with Round Rock Volunteer Center.
Department: Finance
Staff Person: Cindy Demers, Finance Director
Justification:
City staff and the United Way of Greater Williamson County participated in a joint process to
receive and evaluate funding requests from social service agencies. Funding has been established
in the current year operating budget for this agency. This agreement outlines the terms and
conditions for the current year funding.
Funding•
Cost: $30,000
Source of funds: General Fund
Outside Resources: N/A
Background Information:
Funds will be used for the Volunteer Clearing MVP program.
Public Comment: Public Hearings will were held in the budget adoption process.
EXECUTED
DOCUMENT
FOLLOWS
1�A�
V OF ROUND RACK ANNU Al
CITY GENCY
SOCIAL SERVIGEMENT WITH
FUNDIN G A CENTER
ROUND RACK V OLUNTEER
and between
A eement")is by
Annual Funding Agreement(" a non-
enc Ann Volunteer Center (,Agency"),
" and Round Rock Round Rock
This Social Service`p nd Rock ) 2004
public
f Round Rock ( sof this Agreement,for Fiscal Year
y tlfill the p
the City o 000.00)to the g
profit corporation. Pursuant to thin and Dollars ($30,
hereby agrees to allocate Thirty enc herein.
purposes outlined by Round Rock and the Agency Agreement serves a
good faith determined that this AgrProviding
includes, but is not limited to,
1.1 Pur�po—
Round Rock ubl�c purpose
public purpose. This p ort for volunteer efforts in the Round Rock
supp
leadership, initiative, and
community.
ation of A reement. Round Rock has contracted
Social Service Agency
1.2 Admimstr «Desi ee )to admmistcr it
of Greater Williamson County
Annual Funding Agreements.
Round
ck
Use of Funds. The Agency understands that the funds provided in Round Rock:k: t Providev
1.3 TO am services
will be used solely for the followingp gr
the resources necessary to place volunteers in city departments, to encourage
volunteer efforts, and to provide leadership training.
1.4 Distribution of Funds. Round Rock will pay the annual sum of entsl commenc ng
Dollars($30,000.00)to the Agency in four equal quarterly payor
upon the Agency submitting
in December 2004. Said payments are contingent
performance measures on a quarterly basis to the Designee as referenced in].6(k)of
this Agreement.
1.5 Relationshiu of Parties. Nothing contained Rock for the Designees implicitly,
he agent,
shall be deemed or construed to make Roundd partnership,joint venture, or
servant, or employee of the Agency, R Rock to sort y
the Designee and the Agency.
other association between Round
Alternatively, nothing contained herein, he agent,explicitly or or employee of Round
deemed or construed to make the Agency
o create any artnershi joint venture,or other association
Rock or the DesigneeandtRound Ro k or the Designee.
between the Age y
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R-04-10-N-141610
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1.6 Principles and Controls In administering the handling of contributed public funds,
Round Rock and the Agency agree to the following certain basic principles which are
essential to maintain community acceptance and support:
a. The Agency shall maintain its status as a voluntary, non-profit corporation
under section 501(C)(3) of the Internal Revenue code, unless exempt by
Federal guidelines;
b. The Agency shall remain in good standing under the laws of the state of
Texas;
C. The Agency shall notify Round Rock or its Designee of major programmatic
and administrative changes which could substantially affect the Agency's
operation and service delivery;
d. The Agency shall provide to Round Rock or the Designee and actively
maintain a current list(including term of office)of the Agency's directors,as
well as its regular meeting times;
e. The Agency shall provide to Round Rock or the Designee minutes of its
board of director meetings and detailed financial reports which include
detailed comparisons of budgeted and actual activity and change in financial
position. The reports shall be attested to by the Agency's board of directors
and be provided on a regular and timely basis as requested by Round Rock
or the Designee;
f. The Agency shall provide adequate liability insurance coverage for the
Agency, and does hereby indemnify Round Rock and its employees,
Designees, and agents from any and all liability for any damage or injury
caused to any employee, client, patron, agency, visitor or guest of the
Agency;
g. If an independent public accountant prepares an annual audit or review in
accordance with generally accepted accounting standards, the Agency shall
provide a copy of such report to Round Rock or the Designee;
h. The Agency shall prepare a detailed annual budget, translating program
service plans into financial terms, and shall provide a copy of this budget to
Round Rock or the Designee. The budget must have comparative columns
showing previous year actual and proposed year budget figures. Revenues
should be categorized by major source and expenses categorized by purpose;
2
L The Agency shall be res
and not rely solely on Rp°nsible for generation of Support for its pro
�. The Agencyg ofits Programs; &'ams
shall allow Round Rock or the
annual inspection of the Agency's premises a
Designee to conduct asemi-
k. The A e nd operations; and
g ncy and Round Rock or the D
esPerformance measures, meas a shall establish a
quarterly basis to the Designee.
measures Feed upon
esignee. will be submitted on a
1.6 Term of
begins OcAtober menf This Agreement
greement is in effect for the City's fiscal year which
and ends September 30, 2005.
1•� EntireA
reement. This Agreement constitutes the entire a
Rock and the Agenc .
Any changes or y NO oral agreements are in effect pertm g to thement is A en Round
gre
g modifications to this Agreement must be
consent of both parties. Agreement.
made in writing with the
1.8 Assi nabilit
y.the written consent of is Agreement
both Roundtcannot be assi
Rock and the AOr transferred in any part without
Executed by:
tz kv tl
Ag6cy President/Chairman, -z2Board of Directors
Date
Agency Chief Professional Officer
(paid staff) Date
oun oc , a or
y Date
3