CM-2015-985 - 11/13/2015CITY OF ROUND ROCK
ARTS FUNDING AGREEMENT WITH
WILLIAMSON MUSEUM
This Arts Funding Agreement (the "Agreement") is made by and between the City of
Round Rock, Texas (the "City") and the Williamson Museum (the "Agency"), a non-profit
corporation whose address is 716 South Austin Avenue, Georgetown, TX 78626. Pursuant to the
terms of this Agreement, for fiscal year 2015-2016, the City hereby agrees to allocate Two
Thousand Five Hundred and No/100 Dollars ($2,500.00) 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 and municipal purpose. This public and municipal purpose includes, but is
not limited to, the Agency's efforts to produce a quality museum experience.
1.2 Administration of Agreement. The City shall administer this Agreement.
1.3 Use of Funds. The Agency expressly acknowledges that the funds provided to it
by the City will be used for FY 2015-2016 museum support.
1.4 Distribution of Funds. The parties expressly acknowledge and agree that the
distribution of the funds shall be allocated as follows: $2,500.00 under the project
name "Williamson Museum Support"
The City will pay the total sum of Two Thousand Five Hundred Dollars
(52,500.00) to the Agency at such time as the funds have been approved by the
City for disbursement. Said payment is contingent upon the Agency timely
submitting all necessary and/or City -requested documentation.
1.5 Deadline for Expenditure of Funds. The Agency expressly acknowledges and
agrees that it is legally responsible for spending the allocated funds before
September 30, 2016.
1.6 Return or Repavment of Funds. The Agency expressly acknowledges and
agrees that it is legally responsible for returning, within thirty (30) calendar days
from date of the funded event/activity/facility expenditure, any funds not spent on
the approved event/activity/facility, and/or any funds spent but which do not
mirror items outlined in the Agency's completed applications for funding, and/or
any funds not spent in accordance with this Agreement or governing statutes.
1.7 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 an), 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
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agent, servant, or employee of the City, or to create any partnership, joint venture,
or other association between the Agency and the City.
1.8 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, or its activities;
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 more frequently as
specifically 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;
[Type text]
j. The Agency shall allow the City to conduct inspections of the Agency's
premises and operations at an} time the City deems it necessary and/or
beneficial to the City, and the Agency shall allow the City to conduct
audits of the Agency and its financial records at any time the City deems it
necessary and/or beneficial to the City; and
k. The Agency shall complete and timely submit the attached "City of Round
Rock Post Event Funding Report." Included with this report, the Agency
must include receipts for all expenditures of allocated City funds:
1.9 Term of At=reement. This Agreement shall be in effect for the City's fiscal year
which begins October 1, 2015 and ends September 30, 2016.
1.10 Entire A::reement. 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
City Manager or City Council of the City of Round Rock, and by the governing
body of the Agency.
1.11 Assignability. This Agreement cannot be assigned or transferred in whole or in
part without the witten conseD. of both the City and the Agency.
EXECUTED BY
Agency President/Chair, Board
Agency
City Manager, City
Officer (Paid Staff)
Rock,
FOR CITY, ATTEE�SSTT:� ,
By: �G>�"�'�'� ' V\O b
Sara L. White, CitySesr-eta;yG 0VI-
[Type text]
Date Signed
Date'Signed'
Date Sieved
City of Round Rock
JOUND ROCKXAS Agenda Item Summary
Agenda Number:
Title: Consider executing an Arts Funding Agreement with Williamson Museum.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 11/13/2015
Dept Director:
Cost:
Indexes:
Attachments: Agrmt_Williamson Museum.pdf, LAF_Williamson Museum.pdf
Department: Administration
Text of Legislative File CM -2015-985
Consider executing an Arts Funding Agreement with Williamson Museum.
This is financial support in the amount of $2,500 to the Williamson Museum for their efforts to produce a
quality museum experience which should be expended by September 30, 2016.
Staff recommends approval.
City of Round Rock Page 1 Printed on 1111212015