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CM-12-09-171ROUND ROCK. TEXAS PURPOSE. PASSION_ PROSPERITY Item Caption: CA -11-'014i' . RECEIVED SEP l 3 7012 City Manager Approval Form Consider executing a Funding Agreement with CASA of Williamson County for $7,500 Approval Date: September 14, 2012 Department Name: Finance Department Project Manager: Cheryl Delaney Assigned Attorney: Item Summary: City leadership developed a process to receive and evaluate funding requests from social services agencies. This process was followed by a seven member team of Councilmembers and City staff to review the agency applications and make funding recommendations. The recommendations are made utilizing criteria outlined in the application. The agency's project must meet a municipal public purpose and must benefit an acceptable number of Round Rock citizens. Funded agencies are required to submit performance reports that reflect the impact they are making in the Round Rock community. CASA of Williamson County will use this funding for court appointed advocates for abused and neglected children. Funding has been allocated in the 2012-2013 operating budget for this agency. This agreement outlines the terms and conditions. No. of Originals Submitted: 2 Project Name: FY2012-2013 Social Service Funding Cost: $7,500 Source of Funds: General Fund Source of Funds (if applicable): Select Source Fund Account Number: 5298-100-19000 Finance Director Approval: Cheryl Delaney Date: 9/11/12 Department Director Approval: Cheryl Delaney Date: 9/11/12 **Electronic signature by the Director is acceptable. Please only submit ONE approval form per item." CIP I I I I Budget N/A OK N/A OK Purchasing N/A OK Accounting N/A OK ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL REV. 6/20/11 CITY OF ROUND ROCK SOCIAL SERVICE AGENCY ANNUAL FUNDING AGREEMENT WITH CASA OF WILLIAMSON COUNTY This Social Service Agency Annual Funding Agreement (the "Agreement") is made by and between the City of Round Rock, Texas (the "City") and CASA of Williamson County (the "Agency"), a non-profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2012-2013, the City hereby agrees to allocate Seven Thousand Five Hundred and No/100 Dollars ($7,500.00) 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 purpose. This public purpose includes, but is not limited to, the Agency's efforts to provide Children Advocacy. 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: to provide Court appointed volunteers who advocate for the abused or neglected children in court. 1.4 Distribution of Funds. The City will pay the annual total sum of Seven Thousand Five Hundred Dollars ($7,500.00) to the Agency in two (2) equal payments. Said payments are contingent upon the Agency submitting performance measures in accordance with Section 1.6(k) 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 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. 1.7 Term of Agreement. This Agreement shall be in effect for the City's fiscal year which begins October 1, 2012 and ends September 30, 2013. 2 1.8 Entire Agreement. This Agreement constitutes the City and the Agency. No oral agreements are Agreement. Any changes or modifications to this writing with the consent of both parties, duly acted governing bodies of both parties. 1.9 Assignability. This Agreement cannot be assigned part without the written consent of both the City and EXECUTED BY: Agency President/Chair, Board of Directors Agency Chief Professional Officer (Paid Staff) rimy no -nal t9 , Gt-r9 &Q QeutdK4Ci -,Te-. S FOR CITY, ATTEST: J By: Sara L. White, City FOR CITY, APPROVEDTO FORM: By: StephanI,/. Sheets, City Attorney 3 entire agreement between the in effect pertaining to this Agreement must be made in upon by formal action of the or transferred in whole or in the Agency. Date Signed Date Signed Date Signed CITY OF ROUND ROCK SOCIAL SERVICE AGENCY ANNUAL FUNDING AGREEMENT WITH FAITH IN ACTION SENIOR ACCESS This Social Service Agency Annual Funding Agreement (the "Agreement") is made by and between the City of Round Rock, Texas (the "City") and the Faith in Action Senior Access (the "Agency"), a non-profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2012-2013, the City hereby agrees to allocate Twenty -One Thousand Five Hundred and No/100 Dollars ($21,500.00) 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 purpose. This public purpose includes, but is not limited to, the Agency's efforts to provide transportation for senior adults. 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: to provide volunteer based transportation for older adults. 1.4 Distribution of Funds. The City will pay the annual total sum of Twenty One Thousand Five Hundred Dollars ($21,500.00) to the Agency in two (2) equal payments. Said payments are contingent upon the Agency submitting performance measures in accordance with Section 1.6(k) 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;