R-03-12-04-8A1 - 12/4/2003RESOLUTION NO. R -03-12-04-8A1
WHEREAS, the City of Round Rock evaluates funding requests from
local social service agencies to identify and help fund valuable,
needed community services, and
WHEREAS, the City of Round Rock has received a request for funds
from the Round Rock Volunteer Center, a non-profit corporation
("Agency"), and
WHEREAS, the City Council hereby determines that the requested
funds will be used for a public purpose, namely to provide leadership,
initiative, and support for volunteer efforts in the Round Rock
community, and
WHEREAS, the City Council desires to enter into a Funding
Agreement with the Agency, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City a Funding Agreement with the Agency, a copy of said
agreement being attached hereto as Exhibit "A" and incorporated herein
for all purposes.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
@PFDesktop\::ODMA/WORLDOX/O:/WDOX/RESOLUTI/R31204A1.WPD/sc
RESOLVED this 4th day of December, 2003.
V,XWELL, Mayor
of Round Rock, Texas
AMT:
CHRISTINE R. MARTINEZ, City Secretary
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
ROUND ROCK VOLUNTEER CENTER
This Social Service Agency Annual Funding Agreement ("Agreement") is by and between
the City of Round Rock ("Round Rock") and Round Rock Volunteer Center ("Agency"), a non-
profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2003-04, Round Rock
hereby agrees to allocate Thirty-five Thousand and No/ 100 Dollars ($35,000.00) to the Agency to
fulfill the public purposes outlined by Round Rock and the Agency herein.
1.1 Purpose. Round Rock has in good faith determined that this Agreement serves a
public purpose. This public purpose includes, but is not limited to, providing
leadership, initiative, and support for volunteer efforts in the Round Rock
community.
1.2 Use of Funds. The Agency understands that the funds provided to it by Round Rock
will be used solely for the following program services in Round Rock: to provide the
resources necessary to place volunteers in city departments, to encourage volunteer
efforts, and to provide leadership training.
1.3 Distribution of Funds. Contingent upon the Agency maintaining and sustaining the
performance measures delineated herein in Section 1.6, Round Rock will pay an
annual amount of Thirty-five Thousand and No/100 Dollars ($35,000.00) for
volunteer clearinghouse. Payments will be made by Round Rock to the Agency,
strictly subject to the referenced contingency, in quarterly payments which shall
commence in December 2003.
1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly,
shall be deemed or construed to make Round Rock or its designee, the agent, servant,
or employee of the Agency, or to create any partnership, joint venture, or other
association between Round Rock or its designee 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 Round Rock or its designee,
or to create any partnership, joint venture, or other association between the Agency
and Round Rock or its designee.
1.5 Principles and Controls. In administering the handling of contributed public funds,
Round Rock and the Agency agree to the following basic principles which are
essential to maintain community acceptance and support:
a. The Agency shall maintain its status as a voluntary, non-profit corporation
under section 501(C)(3) of the Internal Revenue code, unless exempt by
Federal guidelines;
EXHIBIT "A"
b. The Agency shall remain in good standing under the laws of the State of
Texas;
The Agency shall notify Round Rock or its designee of major programmatic
and/or 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 its regular meeting times, and shall
provide same to Round Rock or its designee;
e. The Agency shall provide to Round Rock or its designee minutes of its board
of director meetings and detailed financial reports which include detailed
comparisons of budgeted and actual activity and change in financial position.
The reports shall be attested to by the Agency's board of directors and be
provided on a regular and timely basis as requested by Round Rock or its
designee;
f. The Agency shall provide adequate liability insurance coverage for the
Agency, and does hereby indemnify and hold harmless Round Rock and its
employees, designees, and agents from any and all liability for any damage
or injury caused by or 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 Round Rock or its designee;
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
Round Rock or its designee. The budget must have comparative columns
showing previous year actual and proposed year 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 Round Rock for funding of its programs;
The Agency shall allow Round Rock or its designee to conduct a semi-annual
inspection of the Agency's premises and operations; and
2
k. The Agency and Round Rock or its designee shall establish agreed-upon
performance measures. Performance measures will be submitted on a
quarterly basis to Round Rock or its designee.
1.6 Performance Measures. Distribution of quarterly funding by Round Rock to the
Agency is contingent upon the Agency maintaining and sustaining the performance
measures delineated in the attached Exhibit "A," which is incorporated herein by
reference for all appropriate purposes. The Agency must meet such performance
measures for each quarter during the term of this Agreement, and must report
performance measures on or before the tenth (10`'') day of the month following
completion of any quarter. Upon receipt of such report, both timely and in proper
form, Round Rock shall have until the 201'' day of the same month to evaluate
performance measures and notify the Agency of the evaluation results.
It is expressly understood and agreed by and between the parties hereto that
continued quarterly funding is strictly contingent upon the Agency successfully
meeting and maintaining performance measures for the previous quarter.
1.7 Term of Agreement. This Agreement is in effect for the City of Round Rock's
fiscal year which begins October 1, 2003 and ends September 30, 2004.
1.8 Entire Agreement. This Agreement constitutes the entire agreement between Round
Rock 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.
1.9 Assignability. This Agreement cannot be assigned or transferred in whole or in part
without the written consent of both Round Rock and the Agency.
Executed by:
Agency President/Chairman, Board of Directors
Date
Agency Chief Professional Officer (paid staff) Date
City of Round Rock, Mayor
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EXHIBIT "A"
PERFORMANCE MEASURES
FISCAL YEAR 2003-2004 FOR
ROUND ROCK VOLUNTEER CENTER
Standardize Processes - All Departments:
Add new items to Volunteer Center Contract, as follows:
• Add liability waiver section to Volunteer Center Contract
• Add section for Emergency Information on Volunteer Center Contract
Implement modified screening process:
Add the following steps to the interview screening process:
• Review volunteer site work criteria with volunteer (i.e. dress code, work site location,
directions, and similar information)
• Ensure that liability waiver is signed and that Volunteer Center Contract is executed
• Review and verify all information included on Volunteer Center Contract prior to
sending to city department
• Email (or if not possible to email, fax) Volunteer Center Contract and liability waiver
to appropriate city department
Improve Communications - All Departments:
Utilize email as primary source of communication:
• Send reports using email as primary method of communication
Attend bi-monthly meeting with City's Single Points of Contact (SPOC) and City sponsor
• Attend bi-monthly meetings scheduled by City, and discuss issues and progress by
the Volunteer Center
Provide Orientation - Municipal Court Only
Develop Community Service Restitution (CSR) orientation program
• Municipal Court requires that all CSR participants attend an orientation program.
The Volunteer Center shall develop and conduct such orientation program, which
shall include general guidelines for working in a professional environment,
community service guidelines, general behavior expectations, and similar
information. The City shall provide guidance during development of the program,
and may provide a location for orientation sessions
Provide Timely Statistics - All Departments
• Provide Volunteer Time Reports on a monthly basis to all City departments
Match Volunteers to Appropriate Sites - All Departments
Provide a copy of placement criteria to City's SPOC
• Provide any forms or documentation used by the Volunteer Center to the City for its
review of the process used to assign volunteers and Community Service Restitution
participants to appropriate sites
• Following City's review, City may request changes to placement criteria and the
Volunteer Center shall endeavor to comply with requested changes
DATE: November 25, 2003
SUBJECT: City Council Meeting - December 4, 2003
ITEM: 8.A.1. Consider a resolution authorizing the Mayor to execute a Funding
Agreement with the Round Rock Volunteer Center.
Resource: David Kautz, Assistant City Manager/Chief Financial Officer
Cindy Demers, Finance Director
History: City staff and the local area United Way participated in a joint process to receive
and evaluate funding requests from social service agencies. Funding has been
established in the current year operating budget for this agency. This
agreement outlines the terms and conditions for the current year funding.
Funding:
Cost: $35,000.00
Source of Funds: General Fund
Outside Resources: United Way of Greater Williamson County
Impact/Benefit: Joint review and evaluation of the funding requests enable our City to
identify and help fund valuable, needed community services.
Public Comment: Public Hearings were held in the budget adoption process.
Sponsor: Finance Department
EXECUTED
DOCUMENT
FOLLOWS
CITY OF ROUND ROCK
SOCIAL SERVICE AGENCY ANNUAL
FUNDING AGREEMENT WITH
ROUND ROCK VOLUNTEER CENTER
This Social Service Agency Annual Funding Agreement ("Agreement") is by and between
the City of Round Rock ("Round Rock") and Round Rock Volunteer Center ("Agency"), a non-
profit corporation. Pursuant to the terms of this Agreement, for Fiscal Year 2003-04, Round Rock
hereby agrees to allocate Thirty-five Thousand and No/100 Dollars ($35,000.00) to the Agency to
fulfill the public purposes outlined by Round Rock and the Agency herein.
1.1 Purpose. Round Rock has in good faith determined that this Agreement serves a
public purpose. This public purpose includes, but is not limited to, providing
leadership, initiative, and support for volunteer efforts in the Round Rock
community.
1.2 Use of Funds. The Agency understands that the funds provided to it by Round Rock
will be used solely for the following program services in Round Rock: to provide the
resources necessary to place volunteers in city departments, to encourage volunteer
efforts, and to provide leadership training.
1.3 Distribution of Funds. Contingent upon the Agency maintaining and sustaining the
performance measures delineated herein in Section 1.6, Round Rock will pay an
annual amount of Thirty-five Thousand and No/100 Dollars ($35,000.00) for
volunteer clearinghouse. Payments will be made by Round Rock to the Agency,
strictly subject to the referenced contingency, in quarterly payments which shall
commence in December 2003.
1.4 Relationship of Parties. Nothing contained herein, either explicitly or implicitly,
shall be deemed or construed to make Round Rock or its designee, the agent, servant,
or employee of the Agency, or to create any partnership, joint venture, or other
association between Round Rock or its designee 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 Round Rock or its designee,
or to create any partnership, joint venture, or other association between the Agency
and Round Rock or its designee.
1.5 Principles and Controls. In administering the handling of contributed public funds,
Round Rock and the Agency agree to the following basic principles which are
essential to maintain community acceptance and support:
a. The Agency shall maintain its status as a voluntary, non-profit corporation
under section 501(C)(3) of the Internal Revenue code, unless exempt by
Federal guidelines;
R- 0,-1a-ojq-gRi
b. The Agency shall remain in good standing under the laws of the State of
Texas;
C. The Agency shall notify Round Rock or its designee of major programmatic
and/or 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 its regular meeting times, and shall
provide same to Round Rock or its designee ;
e. The Agency shall provide to Round Rock or its designee minutes of its board
of director meetings and detailed financial reports which include detailed
comparisons ofbudgeted and actual activity and change in financial position.
The reports shall be attested to by the Agency's board of directors and be
provided on a regular and timely basis as requested by Round Rock or its
designee;
f. The Agency shall provide adequate liability insurance coverage for the
Agency, and does hereby indemnify and hold harmless Round Rock and its
employees, designees, and agents from any and all liability for any damage
or injury caused by or 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 Round Rock or its designee;
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
Round Rock or its designee. The budget must have comparative columns
showing previous year actual and proposed year 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 Round Rock for funding of its programs;
j. The Agency shall allow Round Rock or its designee to conduct a semi-annual
inspection of the Agency's premises and operations; and
2
k. The Agency and Round Rock or its designee shall establish agreed-upon
performance measures. Performance measures will be submitted on a
quarterly basis to Round Rock or its designee.
1.6 Performance Measures. Distribution of quarterly funding by Round Rock to the
Agency is contingent upon the Agency maintaining and sustaining the performance
measures delineated in the attached Exhibit "A," which is incorporated herein by
reference for all appropriate purposes. The Agency must meet such performance
measures for each quarter during the term of this Agreement, and must report
performance measures on or before the tenth (10`h) day of the month following
completion of any quarter. Upon receipt of such report, both timely and in proper
form, Round Rock shall have until the 201h day of the same month to evaluate
performance measures and notify the Agency of the evaluation results.
It is expressly understood and agreed by and between the parties hereto that
continued quarterly funding is strictly contingent upon the Agency successfully
meeting and maintaining performance measures for the previous quarter.
1.7 Term of Agreement. This Agreement is in effect for the City of Round Rock's
fiscal year which begins October 1, 2003 and ends September 30, 2004.
1.8 Entire Agreement. This Agreement constitutes the entire agreement between Round
Rock 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.
1.9 Assignability. This Agreement cannot be assigned or transferred in whole or in part
without the written consent of both Round Rock and the Agency.
Executed by:
AL
Agency President/Chairman, Board of Directors
Agency Chief Professional Officer staff)
Cit nd oc , Mayor
Date
Date
/1-/",2 03
Date