R-03-10-23-11F8 - 10/23/2003RESOLUTION NO. R -03-10-23-11F8
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 Meals on Wheels, 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 nourishment
through meals for homebound residents, and
WHEREAS, the City Council desires to enter into a 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 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.
RESOLVED this 23rd day of October, 2003.
LL, Mayor
ATTE �/ �� J' �� , Tof Round Rock, Texas
CHRISTINE R. MARTINEZ, City Secretar
0:\wdox\RESOLUTI\R31023F8.WPD/sc
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
MEALS ON WHEELS
This Social Service Agency Annual Funding Agreement ("Agreement") is by and between
the City of Round Rock ("Round Rock") and Meals On Wheels ("Agency"), a non-profit
corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2003-04, Round Rock hereby
agrees to allocate Two Thousand Dollars ($2,000.00) 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
nourishment through meals for homebound residents.
1.2 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
home -delivered, nutritious meals designed for the needs of each client.
1.3 Distribution of Funds. Round Rock will pay the annual sum of Two Thousand
Dollars ($2,000.00) to the Agency in December 2003.
1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly,
shall be deemed or construed to make Round Rock or its designee the agent, servant,
or employee of the Agency, or to create any partnership, joint venture, or other
association between Round Rock or its 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 its designee,
or to create any partnership, joint venture, or other association between the Agency
and Round Rock or its designee.
1.5 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;
@PFDesktop\::ODMA/WORLDOX/O:/WDOX/CORR/GNUSOCSER03/00056596. WPD
EXHIBIT
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 its 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 its 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 its
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 its 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 its 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;
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 its designee to conduct a semi-annual
inspection of the Agency's premises and operations; and
k. The Agency and Round Rock or its designee shall establish agreed upon
performance measures. Performance measures will be submitted on a
quarterly basis to Round Rock or its designee.
1.6 Term of Agreement. This Agreement is in effect for the City's fiscal year which
begins October 1, 2003 and ends September 30, 2004.
2
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 17, 2003
SUBJECT: City Council Meeting - October 23, 2003
ITEM: *11.F.8. Consider a resolution authorizing the Mayor to execute a
Funding Agreement with Meals on Wheels.
Resource: David Kautz, Assistant City Manager/Chief Financial Officer
Cindy Demers, Finance Director
History:
City staff and the local area United Way 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: $2,000
Source of Funds: General fund
Outside Resources: United Way
Impact/Benefit: Joint review and evaluation of the funding requests enable
our City to identify and help fund valuable, needed
community services.
Public Comment: Public Hearings were held in the budget adoption process.
Sponsor: Finance Department
Executed
Document
Follows
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
MEALS ON WHEELS
This Social Service Agency Annual Funding Agreement ("Agreement") is by and between
the City of Round Rock ("Round Rock") and Meals On Wheels ("Agency"), a non-profit
corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2003-04, Round Rock hereby
agrees to allocate Two Thousand Dollars ($2,000.00) 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
nourishment through meals for homebound residents.
1.2 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
home -delivered, nutritious meals designed for the needs of each client.
1.3 Distribution of Funds. Round Rock will pay the annual sum of Two Thousand
Dollars ($2,000.00) to the Agency in December 2003.
1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly,
shall be deemed or construed to make Round Rock or its designee the agent, servant,
or employee of the Agency, or to create any partnership, joint venture, or other
association between Round Rock or its 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 its designee,
or to create any partnership, joint venture, or other association between the Agency
and Round Rock or its designee.
1.5 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;
@PFDesktop\::ODMA/WORLDOX/O:/WDOX/CORR/GNL/SOCSER03/00056596. WPD
0'3 .rte- -I1
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 its 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 its 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 its
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 its 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 its 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;
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 its designee to conduct a semi-annual
inspection of the Agency's premises and operations; and
k. The Agency and Round Rock or its designee shall establish agreed upon
performance measures. Performance measures will be submitted on a
quarterly basis to Round Rock or its designee.
1.6 Term of Agreement. This Agreement is in effect for the City's fiscal year which
begins October 1, 2003 and ends September 30, 2004.
2
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:
c
°Li °3
Agency P dent/Chairman, Board of Directors Date
// 03 b3
Agency Chief Professional Officer (paid staff) Date
/2. if °J
Cit and Rock, Mayor Date
3
6248 e---_�_'� 78762.6248
November 4, 2003
Cheryl Delaney
Budget Office
City of Round Rock
221 E. Main Street
Round Rock, TX 78664
512.476.MEAL(6325) 512.476.6478
RE: 2003-2004 City of Round Rock Social Service Funding Agreement
Dear Ms. Delaney:
Enclosed you will find a signed copy of the "City of Round Rock Social Service Agency
Agreement with Meals on Wheels"2003-2004 Fiscal Year. Please be advised that our
correct name is Meals on Wheels and More.
We look forward to working with you again this year.
in erely,
601 sdt
D'an Pruett
meals on wheels, groceries to go, handy wheels, care calls, medi wheels