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CM-2018-1978 - 12/7/2018CITY OF ROUND ROCK SOCIAL SERVICE AGENCY ANNUAL FUNDING AGREEMENT WITH HOPE ALLIANCE CRISIS 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 Hope Alliance (the "Agency"), a non-profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2018-19, the City hereby agrees to allocate Thirty -Five Thousand and No/100 Dollars ($35,000) 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 partially fund a Trust Based Relational Intervention Specialist position. 1.2 1.3 Administration of Agreement. The City shall administer this Agreement. 1.4 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 services for survivors of domestic violence and sexual assault including a 24-hour hotline, emergency shelter, supportive housing, legal advocacy, hospital and court accompaniment, and individual/group counseling. 1.5 Distribution of Funds. The City will pay the annual total sum of Thirty -Five Thousand Dollars ($35,000) 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. 1.6 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. 1.7 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; ,�41, 2L7� P lq 7 P 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; E 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; L 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 �7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year 1��� which begins October 1, 2018 and ends September 30, 2019. A: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. 9 Assienability. This Agreement cannot be assigned or transferred in whole or in g g part without the written consent of both the City and the Agency. EXECUTED BY: Agen4 Peside Chair, Board of Directors lv-zl Agency Chief Professional Officer (Paid Staff) City Manager, it of R nd Rock, Texas FOR CITY, ATTEST: By:(4 Sara L. White, City Clerk Date Signed //IZ-/8 Date Signed is--�--� (� Date Signed City of Round Rock ROUND ROCK TEXAS Agenda Item Summary Agenda Number: Title: Consider executing a Social Service Agency Annual Funding Agreement with Hope Alliance Crisis Center for $35,000.00. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 12/7/2018 Dept Director: Susan Morgan, CFO Cost: $35,000.00 Indexes: General Fund Attachments: Hope Alliance Funding Agreement, Hope Alliance LAF - Funding Agmt Department: Finance Text of Legislative File CM -2018-1978 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 in the 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's citizens. Funded agencies are required to submit performance reports that reflect the impact they are making in the Round Rock community. HOPE Alliance Crisis Center will use this funding to provide services for survivors of domestic violence and sexual assault including a 24-hour hotline, emergency shelter, supportive housing, legal advocacy, hospital and court accompaniment, and individual/group counseling. Funding has been allocated in the 2018-2019 operating budget for this agency. This agreement outlines the terms and conditions. Cost: $35,000 Source of Funds: General Fund City of Round Rock Page 1 Printed on 121512018