CM-07-11-252DATE:
SUBJECT:
ITEM:
Department:
Staff Person:
Justification:
Funding:
November 26, 2007
City Manager- November 30, 2007
Consider a resolution authorizing the City Manager to enter
into an agreement with Community Tax Centers to provide
free tax service for qualified participants at the Allen R.
Baca Center.
Parks and Recreation Department
For several years the Round Rock Senior Center, now
Baca Center, has partnered with the Community Tax
Centers to provide free tax service for qualified
participants.
N/A
Cost: N/A
Source of funds: N/A
Outside Resources:
Background Information:
Public Comment:
COMMUNITY
TAX CENTERS
A program of foundation Communities
Memorandum of Understanding for Tax Season 2008
Foundation Communities is pleased that Allen R. Baca Center will host a tax center for the
Community Tax Center program during the 2008 tax filing season. This Memorandum of
Understanding details the responsibilities for both Allen R. Baca Center and Foundation
Communities, the administrator of Community Tax Centers (CTC).
CTC aims to provide free income tax preparation services of the highest quality to hard-working
economically -disenfranchised residents of Central Texas. To protect the program's reputation as
a quality tax preparation program, and to provide good stewardship of the investments of donors,
supporters and volunteers, Foundation Communities asks Allen R. Baca Center to be a
committed partner in this endeavor.
Community Tax Centers' Service
A project of Foundation Communities, the Community Tax Center program is supported by
private, local and federal funds and in-kind resources to conduct outreach and provide free
income tax filing assistance to eligible residents in - Central Texas. Support and .technical
assistance from the Internal Revenue Service enables CTC to train and certify volunteer income
tax preparers to provide these services at select locations throughout this area. Our goals for the
2008 tax season are as follows:
• To serve families making less than $50,000 and for individuals making less than $25,000
• To prepare 16,000 tax returns and claim $20 million in refunds and credits for the families
and individuals we serve
• To incorporate the use of tax refunds into an overall asset -building strategy
• To ensure the highest quality of income tax preparation
• To provide stellar customer service and support, and
• To obtain data integral to program evaluation, planning and resource development
Allen R. Baca Center's Responsibilities
Building and Facilities Access
• Allen R. Baca Center will be open for free income tax preparation services on or about
January 28, 2008, and will remain open and available for free tax preparation services
through April 15, 2008.
• Allen R. Baca Center has agreed to provide Foundation Communities free use of the
computer room for tax preparation, client intake, and a waiting area. On Fridays
00125285/ps
C071116-3 0123.0703
Memorandum of Understanding FY 2008 1
Foundation Communities will have the back two rows of computers, while the Allen R.
Baca Center's senior programs will have access to the first row.
• The above-mentioned spaces will be available for regular use by Community Tax Centers
during its hours of operation. CTC will get the approval of Allen R. Baca Center if
changes are made to the following proposed schedule.
Days
Hours advertised to the Hours volunteers will be
public there
Monday 5 to 8 p.m.
Tuesday 5 to 8 p.m.
Wednesday* 5 to 8 p.m.
Thursday 5 to 8 p.m.
Friday 9 to 1 p.m.
*MRP will be in the Center Wednesdays from 10 to 2. We are not affiliated with AARP
and this agreement does not cover their activities.
4:45 to 9 p.m.
4:45 to 9 p.m.
4:45to9p.m.
4:45 to 9 p.m.
8:45 to 2 p.m.
Additional hours on specific days will be as follows:
Days Hours advertised to
the public
Friday, February 1
Saturday, February 2
Sunday February 3
Saturday February 9
Sunday February 10
Friday, April 11
Saturday, April 12
Sunday, April 13
9 a.m. to 7 p.m.
9 a.m. to 5 p.m.
1 to 5 p.m.
9 a.m. to 5 p.m.
1 to 5 p.m.
9 a.m. to 7 p.m.
9 a.m. to 5 p.m.
1 to 5 p.m.
Hours volunteers will be
there
8:45 a.m. to 8 p.m.
8:45 a.m. to 6 p.m.
12:45 to 6 p.m.
8:45 a.m. to 6 p.m.
12:45 to 6 p.m.
8:45 a.m. to 8 p.m.
8:45 a.m. to 6 p.m.
12:45 to 6 p.m.
• Allen R. Baca Center will provide chairs and tables, as needed, for use in the above-
mentioned spaces.
• Allen R. Baca Center will provide access to a secured storage area for tax preparation
supplies and additional laptops provided by CTC.
• Foundation Communities understands that special events may render the designated
spaces unavailable on certain days during the 2008 tax season. Allen R. Baca Center will
promptly notify Foundation Communities about days the space will not be available.
Memorandum of Understanding FY 2008
• HOLIDAYS: Allen R. Baca Center's facilities will not be available for use on the following
holidays. Note that CTC has already marked the days it intends to be closed.
PLEASE MARK ALL THAT APPLY
Holidays Other Holidays
Ash Wednesday, February 6
Valentine's Day, Thursday, February 14
Presidents' Day, Monday, February 18
PISD Spring Break, March 10-14
Cesar Chavez Day, Monday, March 31
X Good Friday, March 21
X Easter Saturday, March 22
Easter Monday, March 24
• Allen R. Baca Center will allow Foundation Communities staff access to the above-
mentioned spaces to set up and test computer equipment, networks, to coordinate set-up
and closing procedures and post signage.
• Allen R. Baca Center will give Foundation Communities a week to withdraw all
Community Tax Centers' equipment and supplies upon the conclusion of the 2008 Tax
Season.
Memorandum of Understanding FY 2008
3
Marketing/Outreach Support
Assist Foundation Communities in promoting CTC prior -to and throughout the tax season.
• Allen R. Baca Center will educate members about the CTC program.
• Allen R. Baca Center will work with the CTC Volunteer Coordinator to recruit volunteers
for the Community Tax Center program.
• Allen R. Baca -Center will work with the CTC Outreach and Education Coordinator to
promote the Community Tax Center program to the local community.
• Allen R. Baca Center will allow CTC to display mobile/temporary signage within and
outside the building to be used by CTC. Such signage will include banners, posters, and
small signs staked along the road.
• Allen R. Baca Center understands that Foundation Communities will be seeking program
sponsors to defer the costs of providing free tax preparation services, and thus agrees to
allow temporary/mobile signage on the premises for these sponsors.
Communications and Information Technology
Access to communications technology is critical to the delivery of our services.
Center will facilitate access to available technological support and/or infrastructure.
• Allen R. Baca Center will allow Foundation Communities access to
necessary to network computers and maintain a reliable connection to the
Foundation Communities' Responsibilities
Allen R. Baca
the equipment
internet.
Services
Foundation Communities recognizes the tremendous value of the space and assistance offered
by Allen R. Baca Center.
• CTC will gladly prepare tax returns for the staff and members of Allen R. Baca Center as
long as the type of return falls in the scope of our volunteer training.
• CTC will hire a Tax Center Manager to work closely with the Allen R. Baca Center staff
and be responsible for maintaining the security of all spaces used by CTC.
• Foundation Communities will assure that CTC staff will abide by the policies and
procedures set forth by Allen R. Baca Center.
Buildings and Facilities Usage
• Foundation Communities will cover the costs involved with any outlet, wiring or cabling
installations in the computer room that are crucial to CTC operations.
• Foundation Communities will assure that the computer room and all other spaces utilized
by CTC are returned to their original condition at the conclusion of each day.
• Foundation Communities will assure that all equipment (tables and chairs) provided by
Allen R. Baca Center is returned in their original/satisfactory condition at the conclusion
of our operations.
Memorandum of Understanding FY 2008
4
• Foundation Communities will carry insurance to cover the business personal property of
the Community Tax Centers. A copy of the policy is attached as Exhibit A.
Marketing and Outreach Coordination
• Foundation Communities will develop and provide the promotional materials (including
print, indoor and outdoor signage, and web -based materials) to publicize Community Tax
Centers through the various channels offered by Allen R. Baca Center.
• Foundation Communities will recognize Allen R. Baca Center as a community partner in
promotional materials for the 2008 Tax Season.
Ajreernent and Acceptance
By signing below, I acknowledge that I have received, read, understood and agreed to the
conditions set forth in this Memorandum of Understanding. This agreement expires at the close -
of -business on April 25, 2008.
Community Tax Centers
Elizab= Colvin, Program Director
Date
Allen R. Baca Center
4,10 (0A/1,f-if-
,P"
Title:
tJD[cxA- Date //'<-31)-b7
Memorandum of Understanding FY 2008
5
SPECTRUM POLICY DECLARATIONS (Continued)
POLICY NUMBER: 57 SBA AX1825
Location(s), Building(s), Business of Named Insured and Schedule of Coverages for Premises as designated by
Number below.
Location: 008 Building: 001
3 01 W. BAGDAD BLDG 2
ROUND ROCK TX 7B664
Description of Business:
TAX PREPARER
Deductible: Si, 000 PER OCCURRENCE
BUILDING AND BUSINESS PERSONAL PROPERTY LIMITS OF INSURANCE
BUILDING
BUSINESS PERSONAL PROPERTY
REPLACEMENT COST
PERSONAL PROPERTY OF OTHERS
NO COVERAGE
$ 2,800
REPLACEMENT COST NO COVERAGE
1 Y MID SECORITIES
INSIDE TEC PREMISES
GOTSnn 'TES PREBX885
Form SS 00 02 12 06
Prnreee rlato• 09/19/07
00125287/ps
C071116-3 0123.0703
$ 10,000
$ 5, 000
Page 026 (CONTINUED ON NEXT PAGE)
Policy Expiration Date: 12 / 01/08
EXHIBIT
Page 1 of 2
SPECTRUM POLICY DECLARATIONS (Continued)
POLICY NUMBER: 57 SBA AX1825
Location(s), Building(s), Business of Named Insured and Schedule of Coverages for Premises as designated by
Number below_
Location: 008 Building: 001.
PROPERTY OPTIONAL COVERAGES APPUCABLE LIMITS OF INSURANCE
TO THIS LOCATION
r- STRETCH COVERAGES
roam: s8 04 08
4-4
TEIS roam MANY ADDITIONAL
COVERAOES AND EXTENSI0N$ OF
COVERAGES. A SPRY OF TSR
COVERAGE =KITS 18 AT'tACIED .
LIMITED max, BACTERIA OR VIRUS
COVERAGE:
FORM 88 40 93
TEIB IS TRE ¥AZDI0Il AMO0NT OF
INSURANCE FOR TRIS COVERAGE,
SUBJECT TO ALL PROPERTY LL[ITS
FOUND = OK VETS
DECLARATION.
=mon= BUSINESS INICOUIR AND EXTRA
EXPENSE COVERAGE FOR:
*11002571U[18250108
IRIIIIIIIIIiIiIIIIII E11111101111111MIlaallllIWIliii1IIIN V i E11111Ip1lI1I
$ 50,000
30 DAYS
Form SS 000212 06 Pape 017 (CONTINUED ON NEXT PAGE)
Page 2 of 2
DATE:
SUBJECT:
ITEM:
Department:
Staff Person:
Justification:
Funding:
Cost:
November 26, 2007
City Manager- November 30, 2007
Consider a resolution authorizing the City Manager to enter
into an agreement with Community Tax Centers to provide
free tax service for qualified participants at the Allen R.
Baca Center.
Parks and Recreation Department
For several years the Round Rock Senior Center, now
Baca Center, has partnered with the Community Tax
Centers to provide free tax service for qualified
participants.
N/A
N/A
Source of funds: N/A
Outside Resources:
Background Information:
Public Comment: