CM-10-12-242Item Caption:
Approval Date:
City Manager Approval Summary Sheet
Consider executing a Memorandum of Understanding with Community Tax Centers for
free income tax preparation services for the 2011 tax season.
12/17/10
Department: Library
Project Manager: Dale Ricklefs
Item Summary:
A Memorandum of Understanding with Community Tax Centers for free income tax preparation services for the 2011
tax season.
Strategic Plan Relevance:
Cost: None
Source of Funds:
REV. 3/8/10
COMMUNITY
TAX CENTERS
A program of Foundation Communities
Memorandum of Understanding for Tax Season 2011
Foundation Communities is pleased that Round Rock Public Library will host the Community
Tax Center program during the 2011 tax filing season. This Memorandum of Understanding
details the responsibilities of both Round Rock Public Library 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 Round Rock Public Library to be a
committed partner in this endeavor.
Community Tax Centers' Service
A project of Foundation Communities, Community Tax Centers is supported by private, local
funds, 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 2010 tax season
are as follows:
• To serve families making less than $50,000 and individuals making less than $25,000 in
annual income
• To prepare 20,000 tax returns and help working taxpayers claim $32 million in refunds
and tax credits
• To incorporate financial education and asset -building strategies into our tax services
• To provide stellar customer service and support, and
• To obtain data integral to program evaluation, planning and resource development
Round Rock Public Library's Responsibilities
Building and Facilities Access
• Round Rock Public Library' will be open for free income tax preparation services on or
about January 20, 2011 and will remain open and available for free tax preparation
services through April 17, 2011.
• Round Rock Public Library has agreed to provide Foundation Communities free use of
the computer room for tax preparation along with an area suitable for screening and
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Memorandum of Understanding TS 2011 11.23.2010
1
intake. During our days of operation, Foundation Communities will utilize 4 rows of
computers to the left -side of the computer lab in addition to 4 rows of computers on the
right side of the computer lab for a total 12 workstations.
• The above-mentioned spaces will be available for regular use by Community Tax Centers
during its hours of operation. CTC will obtain the approval of Round Rock Public Library if
changes are made to the following proposed schedule.
From January 20 through January 31 and March 1 through April 17, we will operate the
following operating schedule needed for our proposed public hours.
Monday
Days
Hours advertised to the
public
Hours CTC staff will be
there
Thursday
Saturday
Sunday
4:30 p.m. to 8:30 p.m.
4:30 p.m. to 8:30 p.m.
9:30 a.m. to 5:00 p.m.
4:00 p.m. to 8:45 .m.
4:00 p.m. to 8:45 p.m.
1:30 p.m. to 5:30 p.m.
9:00 a.m. to 5:45 p.m.
1:00 p.m. to 5:45 p.m.
From February 2 through February 28 we will operate the following operating schedule needed
for our proposed public hours.
Days
Hours advertised to the
public
Hours CTC staff will be
there
Monday
4:30 to 8:30 p.m.
4:00 to 8:45 p.m.
Wednesday
4:30 to 8:30 p.m.
4:30 to 8:45 p.m.
Thursday
4:30 to 8:30 p.m.
4:00 to 8:45 p.m.
Saturday
9:30 to 5:00 p.m.
9:00 to 5:45 p.m.
Sunday
1:30 to 5:30 p.m.
1:00 to 5:45 p.m.
• In the case of power or computer outages outside of the city's control the
computer room would not be available for CTC services.
• Round Rock Public Library will provide chairs and tables, already available and in
use within the aforementioned spaces. Round Rock Public Library will not
guarantee provision of any other equipment or tables other than those already in
place. CTC understands that any requests should be made 48 hours in advance,
Monday -Friday. Assistance, other than emergency IT assistance, will not be
guaranteed on Saturday or Sunday, particularly any lifting of items or building
maintenance.
• Round Rock Public Library will permit CTC to place a secured storage cabinet for tax
preparation supplies and additional equipment. The storage cabinet will be placed in
computer room and will provide clear visuals to the wipe board/projection area for
other users of the classroom.
• Foundation Communities understands that special events may render the designated
spaces unavailable on certain days during the 2011 tax season. Round Rock Public
Library will notify Foundation Communities within 48 hours (Monday to Friday)
Memorandum of Understanding TS 2011 11.23.2010
2
when such instances occur. The primary contact for such notification will be the
Program Director: alpha.baldeafoundcom.orq or at 512-228-8095.
• CLOSURES: Round Rock Public Library's computer room will not be available for
use during following dates. Note that CTC has already marked the days it intends
to be closed for service, regardless of whether the computer lab is open or not.
PLEASE COMPLETE THIS SECTION AS APPROPRIATE
CTC will be closed RR Public Library's Computer Lab
X Presidents' Day, Monday, February 21
X Spring Break, March 14-20
• Round Rock Public Library will allow CTC staff access to the aforementioned spaces to
set up and test computer equipment, networks, to coordinate set-up and closing
procedures and post signage.
• Round Rock Public Library will give Foundation Communities a week to withdraw all CTC
equipment and supplies upon the conclusion of the 2011 Tax Season.
Marketing/Outreach Support
Assist Foundation Communities in promoting CTC during their regular course of business on a
case by case basis.
• Round Rock Public Library will allow CTC to display mobile/temporary signage within
designated areas of the library during our operating hours, provided that CTC
removes and properly stores such signage at the close of business each service
day according to Round Rock Public Library's storage guidelines. Signage is
limited to the bulletin board at the Sheppard Street entrance and the baskets
on the slat wall at that same entrance. Signs are generally not placed on the
glass doors, other than holiday closings. Handouts, etc. are not placed on any
horizontal surface of the library, including the service desks.
• Round Rock Public Library may post information about CTC's services and
hours and CTCs logo on its website pending approval by the City of Round
Rock's Communications Department. Foundation Communities understands
that such posting is not guaranteed.
• Round Rock Public Library will allow CTC to post announcements about our tax
services on Round Rock Public library's Facebook page.
Memorandum of Understanding TS 2011 11.23.2010
3
• Round Rock Public Library 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.
• Round Rock Public Library will facilitate access to available technological support staff to
assist CTC with our computer/IT set-up needs.
• Round Rock Public Library will provide access to the computer network prior to the
opening date for CTC staff to test network connectivity and software functions. Requests
for IT assistance needed to set install software and test CTCs network software
must be sent to Dora Owens at least 72 hours in advance of the scheduled service
date.
• Round Rock Public Library will maintain a reliable high-speed internet connection in the
computer room during CTCs schedule operations.
Foundation Communities' Responsibilities
Services
Foundation Communities recognizes the tremendous value of the space and assistance offered
by Round Rock Public Library
• CTC will gladly prepare tax returns for the staff and members of Round Rock Public
Library 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 Round Rock Public Library
staff and be responsible for maintaining the security and integrity of all spaces used by
CTC.
• Foundation Communities will assure that CTC staff and volunteers abide by the policies
and procedures set forth by Round Rock Public Library
Buildings and Facilities Usage
• Foundation Communities understands that other organizations using the space
outside of CTC's reserved times have priority over CTC during those
organizations' scheduled times. Under no condition will CTC or library staff
interfere with their scheduled times.
• Foundation Communities will cover the costs involved with any outlet, wiring or cable
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.
Memorandum of Understanding TS 2011 11.23.2010
4
• Foundation Communities will assure that all equipment (tables and chairs) provided by
Round Rock Public Library is returned in their original/satisfactory condition at the
conclusion of our operations.
• Foundation Communities will carry liability insurance coverage during the course of
CTC's activities in Round Rock Public Library.
Communications and Information Technology
• Foundation Communities understands that all requests for technological
assistance must be sent to Dora Owens, the Library Director, or the appointed
designee at least 24 hours in advance Monday to Friday. Foundation Communities
understands that requests for assistance with inoperable networks may be made
through the Librarian or the Tech IV on duty ---IN THAT ORDER ---should Dora
Owens be unreachable.
• Foundation Communities understands that tech assistance will not be
available on Saturdays or Sundays. Foundation Communities understands that
there will be no assistance after 5:00 p.m. unless there is an outage of the network.
Neither will assistance be available immediately for all other requests. Failure to
request assistance within the abovementioned guidelines may result in CTC's
needs not being met.
• In addition to the Program Director, Foundation Communities will provide contact
information for three staff members assigned to work through Dora Owens, the
Library Director, or the appointed designee, for tech assistance. The names have
been provided below.
o Gib Broadhead, Tech Consultant
o Bob Thompson, Supervising Manager
o To -be -hired, Tax Center Manager
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 Round Rock Public Library
• Foundation Communities will recognize Round Rock Public Library as co-sponsor of the
CTC program for the 2011 Tax Season.
Agreement 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. The Responsible Official of the City of
Round Rock is required to indicate acceptance of the terms of this Memorandum of
Understanding by signing, dating and returning the document as soon as possible to: Alpha
Balde, Foundation Communities, 3036 South First Street Austin, TX 78704.
This agreement expires at the close -of -business on April 20, 2011.
Memorandum of Understanding TS 2011 11.23.2010
5
Community Tax Centers City of - ound Rock
I ''�- BaId� Program ogram Director
1212
Date
ATTEST:
Sara L. White, City Secretary
Stephan L. Sheets, City Attorney
Cindy D _ m - s, Assistant City Manager
Date
APPROVED AS TO FORM:
Memorandum of Understanding TS 2011 11.23.2010
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