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R-09-09-24-11D9 - 9/24/2009RESOLUTION NO. R -09-09-24-11D9 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 Area Serving 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 financial assistance toward rent and mortgage for those in need, to supply volunteers and volunteer opportunities, and to provide prescription assistance for those that cannot afford their medications, 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. 0:Awdox\SCClc[sV011.2V0905\MUN COPAL\R90924D9.DOC/rmc RESOLVED this 24th day of September, 2009. ATTEST: S L. WHITE, City Secretary 2 ALAN MCGRAW, Mayor City of Round Rock, Texas CITY OF ROUND ROCK SOCIAL SERVICE AGENCY ANNUAL FUNDING AGREEMENT WITH ROUND ROCK AREA SERVING CENTER This Social Service Agency Annual Funding Agreement (the "Agreement") is made by and between the City of Round Rock, Texas (the "City") and the Round Rock Area Serving Center (the "Agency"), a non-profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2009-2010, the City hereby agrees to allocate Sixty-one Thousand One Hundred and No/100 Dollars ($61,100.00) to the Agency to fulfill the public purposes outlined by the City and the Agency herein. 1.1 Purpose. The City has in good faith determined that this Agreement serves a public purpose. This public purpose includes, but is not limited to, the Agency's efforts to provide financial assistance towards rent and mortgage for those in need, and distribute lists of subsidized housing (under the housing assistance category), provide prescription assistance for those unable to afford medications (under the prescription assistance category), and supply volunteers and volunteer opportunities, assist with court-ordered probation, and assist the City with volunteer sources (under the volunteer center category). 1.2 Administration of Agreement. The City shall administer this Agreement. 1.3 Use of Funds. The Agency understands that the funds provided to it by the City will be used solely for the following program services in Round Rock: to provide financial assistance towards rent and mortgage for those in need, and distribute lists of subsidized housing (under the housing assistance category), provide prescription assistance for those unable to afford medications (under the prescription assistance category), and supply volunteers and volunteer opportunities, assist with court-ordered probation, and assist the City with volunteer sources (under the volunteer center category). 1.4 Distribution of Funds. The parties expressly acknowledge and agree that the distribution of the fiends shall be allocated as follows: $20,000.00 under the housing assistance category, $3,100.00 under the prescription assistance category, and $38,000.00 under the volunteer center category. The City will pay the annual total sum of Sixty-one Thousand One Hundred Dollars ($61,100.00) to the Agency in two (2) equal payments. Said payments are contingent upon the Agency submitting performance measures in accordance with Section 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 the City the agent, servant, or employee of the Agency, or to create any partnership, joint venture, or other association between the City and the Agency. Alternatively, nothing contained herein, either 170455/j kg 0112.0900 EXHIBIT a nAn a explicitly or implicitly, shall be deemed or construed to make the Agency the agent, servant, or employee of the City, or to create any partnership, joint venture, or other association between the Agency and the City. 1.6 Principles and Controls. In administering the handling of contributed public funds, the City and the Agency agree to certain basic principles which are essential to maintain community acceptance and support, which are as follows: a. The Agency shall maintain its status as a voluntary, non-profit corporation under section 501(c)(3) of the Internal Revenue Code, unless exempted by federal guidelines; b. The Agency shall remain in good standing under the laws of the state of Texas; c. The Agency shall notify the City of major programmatic and administrative changes which could substantially affect the Agency's operation and service delivery; d. The Agency shall actively maintain a current list (including term of office) of the Agency's directors, as well as regular meeting times of its board of directors, and shall provide same to the City; e. The Agency shall actively maintain minutes of its board meetings and detailed financial reports which include detailed comparisons of budgeted and actual activity and change in financial position, and shall provide same to the City. Such reports shall be attested to by the Agency's board, and shall be provided on a regular and timely basis, or as requested by the City; f. The Agency shall provide adequate liability insurance coverage for the Agency, and does hereby hold harmless the City 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 the City; It. The Agency shall prepare a detailed annual budget, translating program service plans into financial terms, and shall provide a copy of this budget to the City. Such budget must have comparative columns showing previous year and current year actual and proposed 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 shall not rely solely on the City for funding of its programs; j. The Agency shall allow the City to conduct a semi-annual inspection of the Agency's premises and operations; and k. The Agency and the City shall establish agreed-upon performance measures. Such performance measures shall be submitted to the City by the Agency as requested, but not more than four (4) times per year. 1.7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year which begins October 1, 2009 and ends September 30, 2010. 1.8 Entire Agreement. This Agreement constitutes the entire agreement between the City 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, duly acted upon by formal action of the governing bodies of both parties. 1.9 Assignability. This Agreement cannot be assigned or transferred in whole or in part without the written consent of both the City and the Agency. EXECUTED BY: Agency President/Chair, Board of Directors Date Signed Agency Chief Professional Officer (Paid Staff) Date Signed Mayor, City of Round Rock, Texas Date Signed FOR CITY, ATTEST: By: Sara L. White, City Secretary FOR CITY, APPROVED AS TO FORM: By: Stephan L. Sheets, City Attorney 3 DATE: September 17, 2009 SUBJECT: City Council Meeting — September 24, 2009 ITEM: *11D9. Consider a resolution authorizing the Mayor to execute a Social Service Funding Agreement with the Round Rock Area Serving Center. Department: Staff Person: Justification: Finance Cheryl Delaney, Finance Director City Leadership developed a process to receive and evaluate funding requests from social service agencies. Funding recommendations were made utilizing criteria outlined in the application process. Funding has been allocated in the 2009-2010 operating budget for this agency. This agreement outlines the terms and conditions. Funding: Cost: $20,000.00 for Housing Assistance Cost: $38,000.00 for Volunteer Assistance with Court Ordered Probation Cost: $3,100.00 for Prescription Assistance Source of funds: General Fund Outside Resources: N/A Background Information: Funds will be used to provide three separate programs. Housing assistance will provide assistance toward rent and mortgage; provide hotel rooms for homeless and stranded people etc. The second program supplies volunteers and volunteer opportunities, assists with court ordered probation and assists City with volunteer source. The third program, Prescription Assistance will provide for basic human needs, such as prescription assistance. This project will help 75 —100 people pay for prescription medication they can't afford. Public Comment: Public Hearings were held in the budget adoption process. CITY OF ROUND ROCK SOCIAL SERVICE AGENCY ANNUAL FUNDING AGREEMENT WITH ROUND ROCK AREA SERVING CENTER This Social Service Agency Annual Funding Agreement (the "Agreement") is made by and between the City of Round Rock, Texas (the "City") and the Round Rock Area Serving Center (the "Agency"), a non-profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2009-2010, the City hereby agrees to allocate Sixty-one Thousand One Hundred and No/100 Dollars ($61,100.00) to the Agency to fulfill the public purposes outlined by the City and the Agency herein. 1.1 Purpose. The City has in good faith determined that this Agreement serves a public purpose. This public purpose includes, but is not limited to, the Agency's efforts to provide financial assistance towards rent and mortgage for those in need, and distribute lists of subsidized housing (under the housing assistance category), provide prescription assistance for those unable to afford medications (under the prescription assistance category), and supply volunteers and volunteer opportunities, assist with court-ordered probation, and assist the City with volunteer sources (under the volunteer center category). 1.2 Administration of Agreement. The City shall administer this Agreement. 1.3 Use of Funds. The Agency understands that the funds provided to it by the City will be used solely for the following program services in Round Rock: to provide financial assistance towards rent and mortgage for those in need, and distribute lists of subsidized housing (under the housing assistance category), provide prescription assistance for those unable to afford medications (under the prescription assistance category), and supply volunteers and volunteer opportunities, assist with court-ordered probation, and assist the City with volunteer sources (under the volunteer center category). 1.4 Distribution of Funds. The parties expressly acknowledge and agree that the distribution of the funds shall be allocated as follows: $20,000.00 under the housing assistance category, $3,100.00 under the prescription assistance category, and $38,000.00 under the volunteer center category. The City will pay the annual total sum of Sixty-one Thousand One Hundred Dollars ($61,100.00) to the Agency in two (2) equal payments. Said payments are contingent upon the Agency submitting performance measures in accordance with Section 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 the City the agent, servant, or employee of the Agency, or to create any partnership, joint venture, or other association between the City and the Agency. Alternatively, nothing contained herein, either 170455/jkg 0112.0900 ( - d ` 244-1( explicitly or implicitly, shall be deemed or construed to make the Agency the agent, servant, or employee of the City, or to create any partnership, joint venture, or other association between the Agency and the City. 1.6 Principles and Controls. In administering the handling of contributed public funds, the City and the Agency agree to certain basic principles which are essential to maintain community acceptance and support, which are as follows: a. The Agency shall maintain its status as a voluntary, non-profit corporation under section 501(c)(3) of the Internal Revenue Code, unless exempted by federal guidelines; b. The Agency shall remain in good standing under the laws of the state of Texas; c. The Agency shall notify the City of major programmatic and administrative changes which could substantially affect the Agency's operation and service delivery; d. The Agency shall actively maintain a current list (including term of office) of the Agency's directors, as well as regular meeting times of its board of directors, and shall provide same to the City; e. The Agency shall actively maintain minutes of its board meetings and detailed financial reports which include detailed comparisons of budgeted and actual activity and change in financial position, and shall provide same to the City. Such reports shall be attested to by the Agency's board, and shall be provided on a regular and timely basis, or as requested by the City; f. The Agency shall provide adequate liability insurance coverage for the Agency, and does hereby hold harmless the City 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 the City; 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 the City. Such budget must have comparative columns showing previous year and current year actual and proposed 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 shall not rely solely on the City for funding of its programs; The Agency shall allow the City to conduct a semi-annual inspection of the Agency's premises and operations; and k. The Agency and the City shall establish agreed-upon performance measures. Such performance measures shall be submitted to the City by the Agency as requested, but not more than four (4) times per year. 1.7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year which begins October 1, 2009 and ends September 30, 2010. 1.8 Entire Agreement. This Agreement constitutes the entire agreement between the City 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, duly acted upon by formal action of the governing bodies of both parties. J• 1.9 Assignability. This Agreement cannot be assigned or transferred in whole or in part without the written consent of both the City and the Agency. EXECUTED BY: Agen t/Chair, Board of Directors I Di( 6/DC/ Date Signed ,D/Slee Ag ief Professional Officer (Paid Staff) Date Signed Mayor, City of Round Rock, Texas FOR CITY, ATTEST: By: Sara L. White, City Secretary FOR CITYt APPROVED S TO FORM: By: teph'n L. Sheets, City Attorney 3 Date Signed