CM-12-09-176ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY
Item Caption:
Cm-(2-05—t7RECEIVED
SEP 132012
City Manager Approval Form
Consider executing a Funding Agreement with the YMCA of Greater Williamson County for $30,000
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.
The YMCA of Greater Williamson County will use these funds to provide quality, affordable childcare in a safe, enriching
environment. Funding has been allocated in the 2012-2013 operating budget for this agency. This agreement outlines the terms
and conditions.
No. of Originals Submitted:
Project Name:
Cost:
Source of Funds:
2
FY2012-2013 Social Service Funding
$30,000
General Fund
Source of Funds (if applicable): Select Source Fund
Account Number: 5289-100-19000
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 a n Budget n n Purchasing
N/A OK N/A OK
N/A
OK
Accounting 1 1 R71
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
YMCA OF GREATER 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 the YMCA of Greater
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 Thirty Thousand and
No/100 Dollars ($30,000.00) 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 afterschool care.
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
quality, affordable childcare in a safe, enriching environment.
1.4 Distribution of Funds. The City will pay the annual total sum of Thirty
Thousand Dollars ($30,000.00) 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 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
governing bodies of both parties.
1.9 Assignability. This Agreement cannot be assigned or transferred in whole or in
part without the written consent of both the City and the Agency.
EXECUTED BY:
Liv!!:,
resident/Chair, Board of Directors Date Signed
Age
f Professional Officer (Paid Staff)
tda3fer, City of Round Rock, Texas
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FOR CITY, ATTEST:
By:
Sara L. White, City Sccrctary�%�
FOR CITY, APPROVED AS T P FORM:
By:
Stephan L. She- s, City Attorney
3
tor,
Date Signed