CM-2020-092 - 3/3/2020CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY
SUPPLEMENTAL FUNDING AGREEMENT
WITH
ROUND ROCK AREA SERVING CENTER
This Social Service Agency Supplemental Funding Agreement ("the Agreement"), is
made by and between the City of Round Rock, Texas (the "City") located at 221 East Main
Street, Round Rock, Texas 78664, and the Round Rock Area Serving Center (the "Agency"), a
non-profit corporation, located at 1099 East Main Street, Round Rock, Texas 78664.
RECITALS
WHEREAS, on , 2019, the City agreed to allocate an annual total sum of
Thirty -Five Thousand and No/100 ($35,000.00) for Fiscal Year 2019-2020 to the Agency for the
purposes set forth in the "City of Round Rock Social Service Agency Annual Funding
Agreement with the Round Rock Serving Center" (the "Annual Funding Agreement);"
WHEREAS, the City determined that the Annual Funding Agreement served a public
purpose and the Agency agreed to use the funds as set forth in the Annual Funding Agreement,
which included to supply volunteers and volunteer opportunities, assist with court ordered
probation and assist City with a volunteer source; and
WHEREAS, on March 13, 2020, a Declaration of State of Disaster was issued by
Governor Abbott certifying that the novel coronavirus (COVID-19), which has been recognized
globally as a contagious respiratory virus, posed an imminent threat of disaster for all counties in
Texas; and
WHEREAS, on March 14, 2020, a Declaration of Local State of Disaster for Williamson
County Texas, Texas was issued by Williamson County Judge, Bill Gravell, Jr.; and
WHEREAS, on March 16, 2020 and March 18, 2020, an Order and Second Order
relating to Large Events and Mass Gatherings was issued by Williamson County Judge, Bill
Gravell, Jr.; and
WHEREAS, on March 24, 2020, a Stay Horne Stay Safe Order was issued by
Williamson County Judge, Bill Gravell, Jr. terminating and rescinding the previous orders and
ordering all individuals in Williamson County to shelter and stay at their place of residence and
ordering all business operating in the County, except specifically defined "essential businesses"
to cease all activities and facilities located within the County except for "minimum basic
operations"; and
WHEREAS, as a result of COVID-19 and the response measures taken, the Agency is
need of supplemental assistance to meet the additional needs and services of the community; and
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NOW, THEREFORE, WITNESSETH:
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 meet the additional needs and services of the community due to the risk
of spread and response of COVID-19.
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.
1.4 Distribution of Funds. The City will pay the total sum of Twenty -Five
Thousand Dollars ($25,000.00) to the Agency upon execution 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;
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
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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;
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.
1.8 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.
[Signatures on the following page.]
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EXECUTED BY:
C-
---------------
Agency Pr sident/Chair, Board of Directors
gency Chief Professional Officer (Paid Staff)
y M nager, City of Round Rock, Texas
FOR CITY, ATTEST:
• /''
Sara L. White,
FOR CITY, A PROVED Ap TO FORM:
By: <
" / t7
Step L. Sheets, City Attorney
3- - a ;7-6-?6;2CD
Date Signed
3/ a -7
Date Signed
Date Signed
City of Round Rock
JJROUND
ROCK
XAS Agenda Item Summary
Agenda Number:
Title: Consider executing a FY2020 Social Service Agency Funding Agreement
with the Round Rock Area Serving Center for supplemental assistance in the
amount of $25,000 for the response to additional needs and services of the
community due to the COVID-19.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 4/3/2020
Dept Director: Brad Wiseman
Cost: $25,000.00
Indexes: General Fund
Attachments: LAF - Suppl Funding Agreement to RR Area Serving Center due to
COVID-19 (00442761xA08F8), 2020 COVID-19 Funding Agreement
RRASC
Department: Planning and Development Services Department
Text of Legislative File CM-2020-092
Due to the continuing state of emergency and complications arising from COVID-19, the
caseload of the Round Rock Area Serving Center will increase dramatically with requests for
food, rent, and mortgage payments, and prescriptions. Not only Serving Center clients, but also
people who are normally working and haven't asked for help before, have been impacted by the
business closures and job cuts due to COVID-19. In order to not delay helping residents of
Round Rock with assistance, we are asking that this agreement in the amount of $25,000 be
approved.
Cost: $25,000
Source of Funds: General Fund
City of Round Rock Page i Printed on 4IV2020