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R-02-10-24-11F16 - 10/24/2002Mayor Nyle Maxwell Council Members Alan McGraw Carrie Pitt Scot Knight Isabel Callahan Gary Coe Ciry Manager Robert L. Bennett, Jr. City Attorney Stephan L. Sheets ROUND ROCK, TEXAS PURPOSE. PASSION. PROSPERITY. December 3, 2002 Mr. Wade Todd YMCA of Greater Williamson County P.O. Box 819 Round Rock, TX 78680 Dear Mr. Todd: The Round Rock City Council approved Resolution No. R- 02- 10- 24 -11F16 at their regularly scheduled meeting on October 24, 2002. This resolution approves the City funding Agreement with YMCA of Greater Williamson County for funds from the City. Enclosed is a copy of the resolution and original agreement. Please return the fully executed original agreement to me by December 10, 2002. If you have any questions, please do not hesitate to contact Terry Gizelbach at 218 -5445. Sincerely, Mayor Pro -tem Tons Nelson Enclosures Christine R. Martinez City Secretary CITY OF ROUND ROCK zzt East Main Street • Round Rock, Texas 78664 Phone: 512,218.5400 • Fax: 512,218.7097 " www.ci.round- rock.tx.us `:RECEIVED J 0 6 2002 This Social Service Agency Annual Funding Agreement ( "Agreement ") is by and between the City of Round Rock ( "Round Rock ") and YMCA of Greater Williamson County ( "Agency "), a non - profit corporation. Pursuant to the terms of this Agreement, Round Rock hereby agrees to allocate Twenty -One Thousand Seven Hundred Fifty Dollars ($21,750.00) to the Agency to fulfill the public purposes outlined by Round Rock and the Agency herein. 1.1 Purpose. Round Rock has in good faith determined that this Agreement serves a public purpose. This public purpose includes, but is not limited to, providing a teen program, after - school activities for children in grades K through Fifth, summer day camp, and child development center. 1.2 Use of Funds. The Agency understands that the funds provided to it by Round Rock will be used solely for the following program services in Round Rock: to provide a teen program, after - school activities for children in grades K through Fifth, including tutoring and short field trips, summer day camp for children in grades K through Eighth, and a child development center for children ages Two to Five. 1.3 Distribution of Funds. Round Rock will allocate the sum of Three Thousand Dollars ($3,000.00) for the child development center, the sum ofFour Thousand Five Hundred Dollars ($4,500.00) for the summer day camp program, the sum of One Thousand Seven Hundred Fifty Dollars ($1,750.00) for the teen program, and the sum of Twelve Thousand Five Hundred Dollars ($12,500.00) for the after- school program, totaling Twenty -One Thousand Seven Hundred Fifty Dollars ($21,750.00). Round Rock will divide and distribute the total sum of Twenty -One Thousand Seven Hundred Fifty Dollars ($21,750.00) to the Agency on a quarterly basis, commencing on December 1, 2002. 1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly, shall be deemed or construed to make Round Rock or its designee, the agent, servant, or employee of the Agency, or to create any partnership, joint venture, or other association between Round Rock or its designee 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 Round Rock or its designee, or to create any partnership, joint venture, or other association between the Agency and Round Rock or its designee. O. \wdox \CORR\gn I\soci a l se\00036082. W PD CITY OF ROUND ROCK YMCA OF GREATER WILLIAMSON COUNTY FUNDING AGREEMENT 1 ORIGINAL 1.5 Principles and Controls. In administering the handling of contributed public funds, Round Rock and the Agency agree to the following certain basic principles which are essential to maintain community acceptance and support: a. The Agency shall maintain its status as a voluntary, non - profit corporation under section 501(C)(3) of the Internal Revenue code, unless exempt by Federal guidelines; b. The Agency shall remain in good standing under the laws of the state of Texas; c. The Agency shall notify Round Rock or its designee of major programmatic and administrative changes which could substantially affect the Agency's operation and service delivery; d. The Agency shall provide to Round Rock or its designee and actively maintain a current list (including term of office) of the Agency's directors, as well as its regular meeting times; e. The Agency shall provide to Round Rock or its designee minutes of its board of director meetings and detailed financial reports which include detailed comparisons of budgeted and actual activity and change in financial position. The reports shall be attested to by the Agency's board of directors and be provided on a regular and timely basis as requested by Round Rock or its designee; f. The Agency shall provide adequate liability insurance coverage for the Agency, and does hereby indemnify Round Rock 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 ac ;opted accounting standards, the Agency shall provide a copy of such report to Round Rock or its designee; 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 Round Rock or its designee. The budget must have comparative colons showing previous year actual and proposed year budget figures. Revenues should be categorized by major source and expenses categorized by purpose; 2 Execyted by: i. The Agency shall be responsible for generation of support for its programs and not rely solely on Round Rock for funding of its programs; and j. The Agency shall allow Round Rock or its designee to conduct a semi - annual inspection of the Agency's premises and operations. 1.6 Term of Agreement. This Agreement is in effect from December 1, 2002 to September 30, 2003. 1.7 Entire Agreement. This Agreement constitutes the entire agreement between Round Rock 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. 1.8 Assignability. This Agreement cannot be assigned or transferred in any part without the written consent of both Round Rock and the Agency. Agency Presiders C airman, Board of Directors Agency Chief Professional Officer City of Rock, Mayor Date 3 1)2.103 Date tzfa/oz Date /D -,g - D� Mayor Nyle Maxwell Council Members Alan McGraw Carrie Pitt Scot Knight Isabel Gallahan Gary Coe City Manager Robert L Bennett, Jr. City Attorney Stephan L. Sheers ROUND ROCK, TEXAS PURPOSE. PASSION. PROSPERITY. December 3, 2002 Mr. Wade Todd YMCA of Greater Williamson County P.O. Box 819 Round Rock, TX 78680 Dear Mr. Todd: Mayor Pro -tem Tom Nielson Enclosures The Round Rock City Council approved Resolution No. R- 02- 10- 24 -11F16 at their regularly scheduled meeting on October 24, 2002. This resolution approves the City funding Agreement with YMCA of Greater Williamson County for funds from the City. Enclosed is a copy of the resolution and original agreement. Please return the fully executed original agreement to me by December 10, 2002. If you have any questions, please do not hesitate to contact Terry Gizelbach at 218 -5445. Sincerely, Christine R. Martinez City Secretary CITY OF ROUND ROCK zzi East Main Street • Round Rock, Texas 78664 Phone: 512- 218,540o • Fax: 512.218.7097 • www,ci,round-rock,tx.us O: \wdox\CORR\gn Reocialse\W 036082. WPD CITY OF ROUND ROCK YMCA OF GREATER WILLIAMSON COUNTY FUNDING AGREEMENT COM' This Social Service Agency Annual Funding Agreement ( "Agreement") is by and between the City of Round Rock ( "Round Rock ") and YMCA of Greater Williamson County ( "Agency "), a non -profit corporation. Pursuant to the terms of this Agreement, Round Rock hereby agrees to allocate Twenty-One Thousand Seven Hundred Fifty Dollars ($21,750.00) to the Agency to fulfill the public purposes outlined by Round Rock and the Agency herein. 1.1 Purpose. Round Rock has in good faith determined that this Agreement serves a public purpose. This public purpose includes, but is not limited to, providing a teen program, after - school activities for children in grades K through Fifth, summer day camp, and child development center. 1.2 Use of Funds. The Agency understands that the funds provided to it by Round Rock will be used solely for the following program services in Round Rock: to provide a teen program, after - school activities for children in grades Kthrough Fifth, including tutoring and short field trips, summer day camp for children in grades K through Eighth, and a child development center for children ages Two to Five. 1.3 Distribution of Funds. Round Rock will allocate the sum of Three Thousand Dollars ($3,000.00) for the child development center, the sum of Four Thousand Five Hundred Dollars ($4,500.00) for the summer day camp program, the sum of One Thousand Seven Hundred Fifty Dollars ($1,750.00) for the teen program, and the sum of Twelve Thousand Five Hundred Dollars ($12,500.00) for the after - school program, totaling Twenty-One Thousand Seven Hundred Fifty Dollars ($21,750.00). Round Rock will divide and distribute the total sum of Twenty-One Thousand Seven Hundred Fifty Dollars ($21,750.00) to the Agency on a quarterly basis, commencing on December 1, 2002. 1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly, shall be deemed or construed to make Round Rock or its designee, the agent, servant, or employee of the Agency, or to create any partnership, joint venture, or other association between Round Rock or its designee 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 Round Rock or its designee, or to create any partnership, joint venture, or other association between the Agency and Round Rock or its designee. 1 1.5 Principles and Controls. In administering the handling of contributed public funds, Round Rock and the Agency agree to the following certain basic principles which are essential to maintain community acceptance and support: a. The Agency shall maintain its status as a voluntary, non -profit corporation under section 501(C)(3) of the Internal Revenue code, unless exempt by Federal guidelines; b. The Agency shall remain in good standing under the laws of the state of Texas; c. The Agency shall notify Round Rock or its designee of major programmatic and administrative changes which could substantially affect the Agency's operation and service delivery; d. The Agency shall provide to Round Rock or its designee and actively maintain a current list (including term of office) of the Agency's directors, as well as its regular meeting times; e. The Agency shall provide to Round Rock or its designee minutes of its board of director meetings and detailed financial reports which include detailed comparisons ofbudgeted and actual activity and change in financial position. The reports shall be attested to by the Agency's board of directors and be provided on a regular and timely basis as requested by Round Rock or its designee; f. The Agency shall provide adequate liability insurance coverage for the Agency, and does hereby indemnify Round Rock 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 Round Rock or its designee; 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 Round Rock or its designee. The budget must have comparative columns showing previous year actual and proposed year budget figures. Revenues should be categorized by major source and expenses categorized by purpose; 2 Executed by: i. The Agency shall be responsible for generation of support for its programs and not rely solely on Round Rock for funding of its programs; and j. The Agency shall allow Round Rock or its designee to conduct a semi - annual inspection of the Agency's premises and operations. 1.6 Term of Agreement. This Agreement is in effect from December 1, 2002 to September 30, 2003. 1.7 Entire Agreement. This Agreement constitutes the entire agreement between Round Rock 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. 1.8 Assignability. This Agreement cannot be assigned or transferred m any part without the written consent of both Round Rock and the Agency. Agency President/Chairman, Board of Directors Date Agency Chief Professional Officer Date City of '! d Rock, Mayor Date 3 RESOLUTION NO. R- 02- 10- 24 -11F16 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 YMCA of Greater Williamson County, 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 teen program, after - school activities for children in grades K through Fifth, summer day camp for children in grades K through Eighth, and child development center for children ages Two to Five and WHEREAS, the City Council desires to enter into a 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 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 ��ODMA\ WORLDO% \0: \W00% \R5SOL"TI \R210242.164mc upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 24th day of October, 2002. AT EST: CHRISTINE R. MARTINEZ, City Secretary 2 MAXWELL, Mayor City of Round Rock, Texas CITY OF ROUND ROCK YMCA OF GREATER WILLIAMSON COUNTY FUNDING AGREEMENT This Social Service Agency Annual Funding Agreement ( "Agreement ") is by and between the City of Round Rock ( "Round Rock") and YMCA of Greater Williamson County ( "Agency "), a non - profit corporation. Pursuant to the terms of this Agreement, Round Rock hereby agrees to allocate Twenty -One Thousand Seven Hundred Fifty Dollars ($21,750.00) to the Agency to fulfill the public purposes outlined by Round Rock and the Agency herein. 1.1 Purpose. Round Rock has in good faith determined that this Agreement serves a public purpose. This public purpose includes, but is not limited to, providing a teen program, after - school activities for children in grades K through Fifth, summer day camp, and child development center. 1.2 Use of Funds. The Agency understands that the funds provided to it by Round Rock will be used solely for the following program services in Round Rock: to provide a teen program, after- school activities for children in grades K through Fifth, including tutoring and short field trips, summer day camp for children in grades K through Eighth, and a child development center for children ages Two to Five. 1.3 Distribution of Funds. Round Rock will allocate the sum of Three Thousand Dollars ($3,000.00) for the child development center, the sum of Four Thousand Five Hundred Dollars ($4,500.00) for the summer day camp program, the sum of One Thousand Seven Hundred Fifty Dollars ($1,750.00) for the teen program, and the sum of Twelve Thousand Five Hundred Dollars ($12,500.00) for the after- school program, totaling Twenty -One Thousand Seven Hundred Fifty Dollars ($21,750.00). Round Rock will divide and distribute the total sum of Twenty -One Thousand Seven Hundred Fifty Dollars ($21,750.00) to the Agency on a quarterly basis, commencing on December 1, 2002. 1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly, shall be deemed or construed to make Round Rock or its designee, the agent, servant, or employee of the Agency, or to create any partnership, joint venture, or other association between Round Rock or its designee 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 Round Rock or its designee, or to create any partnership, joint venture, or other association between the Agency and Round Rock or its designee. O: \wdox\CORR \gni\socials° \00036082. W PO 1 EXHIBIT 1.5 Principles and Controls. In administering the handling of contributed public funds, Round Rock and the Agency agree to the following certain basic principles which are essential to maintain community acceptance and support: a. The Agency shall maintain its status as a voluntary, non - profit corporation under section 501(C)(3) of the Intemal Revenue code, unless exempt by Federal guidelines; b. The Agency shall remain in good standing under the laws of the state of Texas; c. The Agency shall notify Round Rock or its designee of major programmatic and administrative changes which could substantially affect the Agency's operation and service delivery; d. The Agency shall provide to Round Rock or its designee and actively maintain a current list (including term of office) of the Agency's directors, as well as its regular meeting times; e. The Agency shall provide to Round Rock or its designee minutes of its board of director meetings and detailed financial reports which include detailed comparisons of budgeted and actual activity and change in financial position. The reports shall be attested to by the Agency's board of directors and be provided on a regular and timely basis as requested by Round Rock or its designee; f. The Agency shall provide adequate liability insurance coverage for the Agency, and does hereby indemnify Round Rock 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 Round Rock or its designee; 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 Round Rock or its designee. The budget must have comparative columns showing previous year actual and proposed year budget figures. Revenues should be categorized by major source and expenses categorized by purpose; 2 Executed by: i. The Agency shall be responsible for generation of support for its programs and not rely solely on Round Rock for funding of its programs; and j. The Agency shall allow Round Rock or its designee to conduct a semi - annual inspection of the Agency's premises and operations. 1.6 Term of Agreement. This Agreement is in effect from December 1, 2002 to September 30, 2003. 1.7 Entire Agreement. This Agreement constitutes the entire agreement between Round Rock 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. 1.8 Assignability, This Agreement cannot be assigned or transferred in any part without the written consent of both Round Rock and the Agency. Agency President/Chairman, Board of Directors Date Agency Chief Professional Officer (paid staff) Date City of Round Rock, Mayor Date 3 DATE: October 18, 2002 SUBJECT: City Council Meeting — October 24, 2002 ITEM: * 11.F.16. Consider a resolution authorizing the Mayor to execute a Funding Agreement with the YMCA of Greater Williamson County for $21,750. Resource: David Kautz, Chief Financial Officer Bill White, Finance Director History: City staff and the local area United Way participated in a joint process to receive and evaluate funding requests from social service agencies. Funding has been established in the current year operating budget for this agency. This agreement outlines the terms and conditions for the current year funding. Funding: Cost: 521,750 Source of Funds: General Fund Outside Resources: United Way Impact/Benefit: Joint review and evaluation of the funding requests enable our City to identify and help fund valuable, needed community services. Public Comment: Public Hearings were held in the budget adoption process. Sponsor: Finance Department