CM-13-09-169ROUND ROCK, TEXAS
NRNSf mum. PROSPFRRY
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider executing a Social Service Agency Annual Funding Agreement
with the YMCA of Greater Williamson County.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 9/27/2013
Dept Director: Cheryl Delaney, Finance Director
Cost: $28,500.00
Indexes: General Fund
Attachments: YMCA 13
Text of Legislative File CM -13-09-169
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 2013-2014 operating budget for
this agency. This agreement outlines the terms and conditions.
Staff recommends approval.
City of Round Rock Page 1 Printed on 9/26/2013
CITY OF ROUND ROCK
MANAGEMENT SECTION
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department Name: Finance Department
Project Name: Social Service Funding Agreement
Project Mgr/Resource: Cheryl Delaney, Finance Director ContractorNendor: YMCA of Greater Williamson County
City Manager Approval
CMA Wording
Consider executing a Social Service Agency Annual Funding Agreement with YMCA of Greater Williamson County.
Approval
iEmployee EE Bowden 'Fate September 23, 2013
Notes/Comments
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 2013-2014, the City hereby agrees to allocate Twenty -Eight
Thousand Five Hundred and No/100 Dollars ($28,500) 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 Twenty -Eight
Thousand Five Hundred Dollars ($28,500) 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;
CM—‘3-0°‘-1 (t/c)k
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, 2013 and ends September 30, 2014.
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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:
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Date Signed
City Manager, City of Round Rock, Texas Date Signed
FOR CITY, ATTEST:
By:
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Sara L. White, City Clerk
FOR CITY, APPROV
By:
AS TO FORM:
ephan L. Sheets, City Attorney
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