R-11-09-22-11B5 - 9/22/2011 RESOLUTION NO. R-11-09-22-11B5
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 Williamson
County Children's Advocacy 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 a safe and child-friendly center for child and teen victims of sexual
or physical abuse, 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 5 51, Texas Government Code, as amended.
RESOLVED this 22nd day of September, 2011.
A AN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
r
SARA L. WHITE, City Secretary
O:\wdox\SCC1nts\0112\1 104\MUNIC1PAL\00232720.D0C/rmc
EXHIBIT
"All
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
WILLIAMSON COUNTY CHILDREN'S ADVOCACY 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 Williamson County
Children's Advocacy Center (the "Agency"), anon-profit corporation. Pursuant to the terms of
this Agreement, for Fiscal Year 2011-2012, the City hereby agrees to allocate Twenty
Thousand and No/100 Dollars ($20,000.00) 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 a safe and child-friendly center for child and teen victims of
sexual or physical abuse.
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
a safe and child-friendly center for child and teen victims of sexualor physical
abuse.
1.4 Distribution of Funds. The City will pay the annual total sum of Twenty
Thousand Dollars ($20,000.00) 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.
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;
C. 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;
L 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;
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.
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1.7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year
which begins October 1, 2011 and ends September 30, 2012.
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 Assig g nabili 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
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ROUND Ei Council
d~ Summary Sheet
Agenda Item No. *11135.
Consider aresolution authorizing the Mayor to execute a Social Service Agency Annual
Funding Agreement with the Williamson County Children's Advocacy Center for
Agenda Caption: $20�000.00.
Meeting September 2
Department: Finance
Staff Person makintatiCheryl D
Finance Director
Item Summary:
City leadership developed a process to receive and evaluate funding requests from social services agencies This
process was followed by a seven rnernher team of Counci|menmbers 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 Rook
citizens. Funded agencies are required to submit performance reports that reflect the impact they are making in the
Round Rock community.
The Williamson County Children's Advocacy Center will use these funds to provide a safe and child friendly center
for child and teen victims to disclose and describe details about abuse, sexual and/or physical and interview children
and teens who may have witnessed a serious crime or who may be at risk for abuse. Funding has been allocated in
the 2011-2012 operating budget for this agency.This agreement outlines the terms and conditions.
Cost: $20\000.00
Source of Funds: General Fund
Date of Public Hearing(if required): N/A
Recommended Action: Approval
COPY
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
WILLIAMSON COUNTY CHILDREN'S ADVOCACY 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 Williamson County
Children's Advocacy Center (the "Agency"), anon-profit corporation. Pursuant to the terms of
this Agreement, for Fiscal Year 2011-201.2, the City hereby agrees to allocate Twenty
Thousand and No/100 Dollars ($20,000.00) 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 a safe and child-friendly center for child and teen victims of
sexual or physical abuse.
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
a safe and child-friendly center for child and teen victims of sexual or physical
abuse.
1.4 Distribution of Funds. The City will pay the annual total sum of Twenty
Thousand Dollars ($20,000.00) 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.
LS 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.
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;
�-11-
O�1
COPY
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;
C. 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;
L 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;
- -g0 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
servicep lans 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;
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.
2
COPY
1.7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year
which begins October 1, 2011 and ends September 3 0, 2012.
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
g y
Agency Chief Professional Officer (Paid Staff) Date Signed
Mayor, City Cit of Round Rock, Texas Date Signed
FOR CITY, ATTEST:
By: _ -Sara L. White, City Secretary
FOR CITY, PROVED S TO FORINT:
By: ,
Stepha L. Sheets, City Attorney
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