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R-12-09-27-F3 - 9/27/2012 { RESOLUTION NO. R-12-09-2743 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 x public purpose, namely to provide housing and emergency shelter needs, to assist the elderly maintain independence, and to assist families avoid eviction and homelessness, and for the Volunteer Center 1 program to supply volunteers and volunteer opportunities, to assist with court-ordered probation, and to assist the City with volunteer sources, and WHEREAS, the City Council desires to enter into a Social Service Agency Annual Funding s Agreement with the Agency, Now Therefore i BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, j 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. O:\wdox\SCC Ints\0112\1204NUNIC IPAU00258401.DOC i a k RESOLVED this 27th day of September, 2012. all, ` i ALAN MCGRAW, Mayor City of Round Rock, Texas ATTEST: i SARA L. WHITE, City Clerk i x E f p 3 i 2 F EXHIBIT A» CITY OF ROUND ROCK k SOCIAL SERVICE AGENCY ANNUAL FUNDING AGREEMENT WITH THE ROUND ROCK.AREA SERVING CENTER 4. S Z: 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 2012-2013, the City hereby agrees to allocate Sixty-Three Thousand and No/100 Dollars ($63,000.00) to the Agency to fulfill the public and municipal 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 two social service programs as described herein to-wit: the housing program to provide housing and emergency shelter needs, to assist the elderly maintain independence, and to assist families avoid eviction and homelessness; and the Volunteer Center program to supply volunteers and volunteer opportunities, to assist with court-ordered probation, and to assist the City with a volunteer source. 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: $25,000.00 for housing assistance to provide housing and emergency shelter needs, to assist the elderly maintain independence, and to assist families avoid eviction and homelessness; and $38,000.00 for the Volunteer Center program to supply volunteers and volunteer opportunities,to assist with court-ordered probation, and to assist the City with a volunteer source. 1.4 Distribution of Funds. The City will pay the annual total sum of Sixty-Three Thousand Dollars ($63,000.00) 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 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. P- 4 y: T 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: r 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; i C. The Agency shall notify the City of major programmatic and administrative changes which could substantially affect the Agency's I operation and service delivery; i 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 1 directors, and shall provide same to the City; i 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 s 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; 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; 2 F t. j. The Agency shall allow the City to conduct a semi-annual inspection of k 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, 2012 and ends September 30, 2013. 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 r 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: z p Agency President/Chair,Board of Directors Date Signed d f Y Agency Chief Professional Officer(Paid Staff) Date Signed ` is Mayor, City of Round Rock, Texas Date Signed FOR CITY, ATTEST: 5 By: r Sara L. White, City Clerk FOR CITY, APPROVED AS TO FORM: By: Stephan L. Sheets, City Attorney { 3 ( IrROUNDCi Council A enda Summar Sheet ROCK,TEXAS g y PURPOSE.PASSION.PROSPERITY. i A. g 1 Agenda Item No. F3.—CONSENT l Consider a resolution authorizing the Mayor to execute a Social Service Agency Annual Agenda Caption: Funding Agreement with the Round Rock Area Serving Center. Meeting Date: September 27, 2012 i Department: Finance t: Staff Person making presentation: Cheryl Delaney Finance Director { x f Item Summary: City leadership developed a process to receive and evaluate funding requests from social services agencies. This process was followed by a seven member team of Councilmembers and City staff to review the agency applications and make funding recommendations. The recommendations are made utilizing criteria outlined in the application. The agency's project must meet a municipal public purpose and must benefit an acceptable number of Round Rock citizens. Funded agencies are required to submit performance reports that reflect the impact they are making in the Round Rock community. The Round Rock Area Serving Center will use these funds for housing and emergency shelter needs, to help elderly maintain independence, to help families avoid eviction and homelessness, and for the Volunteer Center to supply volunteers and volunteer opportunities, assist with court ordered probation, and assist the City with a volunteer source. Funding has been allocated in the 2012-2013 operating budget for this agency. This agreement outlines the terms and conditions. Cost: $ 25,000 (Housing Assistance), $38,000(Volunteer Center) Source of Funds: General Fund Recommended Action: Approval f i g e l i l k 1 2' S fi K r r" g g �4 r f 1 f d$( 3 G 4 jp F S Y k Y i C S F' 3 t: i S F CITY OF ROUND ROCK SOCIAL SERVICE AGENCY ANNUAL ; FUNDING AGREEMENT WITH THE ROUND ROCK AREA SERVING CENTER k Y t; This Social Service Agency Annual Funding Agreement (the "Agreement") is made by i 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 2012-2013, the City hereby agrees to allocate Sixty-Three Thousand and No/100 Dollars ($63,000.00) to the Agency to fulfill the public and municipal purposes outlined by the City and the Agency herein. 1.1 Purpose. The City has in good faith determined that this Agreement serves a f public purpose. This public purpose includes, but is not limited to, the Agency's efforts to provide two social service programs as described herein to-wit: the housing program to provide housing and emergency shelter needs, to assist the elderly maintain independence, and to assist families avoid eviction and homelessness; and the Volunteer Center program to supply volunteers and volunteer opportunities, to assist with court-ordered probation, and to assist the City with a volunteer source. 1.2 Administration of Aereement. 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: $25,000.00 for housing assistance to provide housing and emergency shelter needs, to assist the elderly maintain independence, and to assist families avoid eviction and homelessness; and $38,000.00 for the Volunteer Center program to supply volunteers and volunteer opportunities, to assist with court-ordered probation, and to assist the City with a volunteer source. 1.4 Distribution of Funds. The City will pay the annual total sum of Sixty-Three Thousand Dollars ($63,000.00) 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. l 1 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 explicitly or implicitly, shall be deemed or construed to make the Agency the 3 t agent, servant, or employee of the City, or to create any partnership,joint venture, or other association between the Agency and the City. E t E a R + t f: S C f- 1.6 Principles and Controls. In administering the handling of contributed public f funds, the City and the Agency agree to certain basic principles which are essential to maintain community acceptance and support, which are as follows: x 4 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; i 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; 1 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; 4q 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; 7 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; 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; t i 2 i' 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. k 1.7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year which begins October 1, 2012 and ends September 30, 2013. i 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 g part without the written consent of both the City and the Agency. EXECUTED BY: Agency P t dent/Chair, Board of Directors Date Signed Agen C ief Professional Officer(Paid Staff) Date Signed Mayor, City of Round Rock, Texas Date Signed FOR CITY, ATTEST: Koo By: Sara L. White, City Clerk f' P P FOR CITY, yppVED AST FORM: By: Step a L. Sheets, City Attorney 3