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1993-220ORDINANCE NO. 96-220 AN ORDINANCE APPROVING AN AGREEMENT BETWEEN THE CITY OF DENTON AND SERVICES PROGRAM FOR AGING NEEDS, INCORPORATED; AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT; APPROVING THE EXPENDITURE OF FUNDS THERE- FOR; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council has determined that it is in the best interest of the citizens of the City to provide public funds to Services Program for Aging Needs, Incorporated, in consideration of the valuable public services to be furnished by Services Program for Aging Needs, Incorporated to the City of Denton in accordance with the Agreement attached hereto; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION I. That the city council hereby approves the Agreement attached hereto, between the City of Denton and Services Program for Aging Needs, Incorporated, and authorizes the Mayor to execute said agreement. SECTION II. That the City Council authorizes the expenditure of funds in the manner and amount as specified in the Agreement. SECTION III. That this ordinance shall become effective imme- diately upon its passage and approval. PASSED AND APPROVED this the ! 61_ day of , 1993. ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: Cf.z l Z_e~4 04&a~ APPROVED AS TO LEGAL FORM: DEBRA A. DRAYOVITCH, CITY ATTORNEY BY: AAA00066 AGREEMENT BETWEEN THE CITY OF DENTON, TEXAS AND SERVICES PROGRAM FOR AGING NEEDS, INCORPORATED This Agreement is hereby entered into by and between the City of Denton, Texas, a Home Rule Municipal Corporation, (hereinafter referred to as City) and Services Program for Aging Needs, Incorpo- rated, a non-profit corporation, 1800 Malone, Denton, Texas 76201 (hereinafter referred to as Agency); WHEREAS, the City's Human Services Committee (HSC) has reviewed the services of the Agency and has determined that the Agency per- forms an important human service for the residents of Denton without regard to race, religion, color, age or national origin, and there- fore HSC recommends funding the Agency; and WHEREAS, the City has determined that the Agency merits assis- tance and can provide needed services to citizens of the City, and has provided for funds in its budget for the purpose of paying for contractual services; NOW, THEREFORE, the parties hereto mutually agree as follows: I. SCOPE OF SERVICES The Agency shall in a satisfactory and proper manner perform the following tasks: A. Help older citizens remain independent and as fully active in the community as they choose. B. Provide a hot meals program five days a week at Denton Senior Center, Heritage Oaks and Martin Luther King, Jr. Recreation Center. C. Offer information and referral services for older persons at the SPAN Central Office. D. Provide a nutrition program at Denton Senior Center. E. Provide homemaker services and benefits counseling for elderly citizens. F. Assist senior citizens in arranging for or obtaining needed services and provided benefits counseling such as assistance in filing for insurance, social security benefits, housing subsidies, etc. PAGE 1 G. Agency shall also provide those services described in the Work Statement herein attached as Exhibit A. II. OBLIGATIONS OF AGENCY In consideration of the receipt of funds from the City, Agency agrees to the following terms and conditions: A. It will establish a separate bank account for deposit of the Twenty-six Thousand and No/100 ($26,000.00) Dollars paid to the Agency by the City and the only expenditures from this account, until such time as said funds are exhausted, shall be for those expenses listed in the scope of services as provided for herein. Agency shall not commingle funds received from other sources in this account and shall not utilize these funds for any other purpose. B. It will establish, operate, and maintain an account system for this program that will allow for a tracing of funds and a review of the financial status of the program. C. It will permit authorized officials for the City of Denton to review its books at any time. D. It will reduce to writing all of its rules, regulations, and policies and file a copy with the City's Community Development office along with any amendments, additions, or revisions whenever adopted. E. It will not enter into any contracts that would encumber the City funds for a period that would extend beyond the term of this Agreement. F. At the discretion of the City, the Agency may be required to refund the balance of the special account to the City of Denton at the end of the Agency's fiscal year. G. It will promptly pay all bills when submitted unless there is a discrepancy in a bill; any errors or discrepancies in bills shall be promptly reported to the Executive Director of Finance or his authorized representative for further direction. H. It will appoint a representative who will be available to meet with the Executive Director of Finance and other City officials when requested. I. It will indemnify and hold harmless the City from any and all claims and suits arising out of the activities of the Agency, its employees, and/or contractors and save and hold the City harmless from all liability, including costs, expenses and attorneys PAGE 2 fees, for or on account of, any claims, audit exceptions, suits, or damages of any character whatsoever resulting in whole or in part from the performance or omission of any act of any employee, agent or representative of the Agency. J. It will submit to the City of Denton copies of year-end audited financial statements. III. TIME OF PERFORMANCE The services funded by the City shall be undertaken by the Agency within the following time frame: October 1, 1993 through September 30, 1994. IV. METHOD OF PAYMENT A. Payment by the City for services provided hereunder will be made as follows; provided, that Agency shall request said payment by letter addressed to: City of Denton, 1054-2 West Hickory, Denton, Texas 76201, Attn: Community Development Coordinator: $6,500 on or after January 1, 1994 $6,500 on or after April 1, 1994 $6,500 on or after July 1, 1994 $6,500 on September 30, 1994 B. It is expressly understood and agreed that in no event under the terms of this Agreement will the total compensation to be paid hereunder exceed the maximum sum of Twenty-six Thousand No/100 Dollars ($26,000.00) for all of the services rendered. It is expressly understood that this Agreement in no way obligates the General Fund or any other monies or credits of the City of Denton. C. The City shall not be obligated or liable under this Agreement to any party other than the Agency for payment of any monies or provision of any goods or services. V. EVALUATION The Agency agrees to participate in an implementation and maintenance system whereby the services can be continuously monitored. The Agency agrees to make available its financial records for review by the city at the City's discretion. In addition, the Agency agrees to provide the City the following data and reports, or copies thereof: A. All external or internal audits. Agency shall submit a copy of the annual independent audit to City within ten (10) days of receipt. B. All external or internal evaluation reports. PAGE 3 C. Quarterly performance reports to be submitted in January, April, July and September, to include the following data: 1. Number of meals served at Denton Senior Center, Martin Luther King Jr. Recreation Center and Heritage Oaks each month. 2. Number of information and referral requests handled quarterly. 3. Number of persons assisted under each available social service program. 4. Race and/or ethnicity of clients. D. Agency shall submit quarterly financial statements in January, April, July, and September for the preceding quarter, which shall include expenses and income. VI. DIRECTORS' MEETINGS During the term of this Agreement, the Agency shall cause to be delivered to the City copies of all notices of meetings of its Board of Directors, setting forth the time and place thereof. Such notice shall be delivered to the City in a timely manner to give adequate notice, and shall include an agenda and a brief description of the matters to be discussed. Agency understands and agrees that City representatives shall be afforded access to all Board of Director's meetings. Minutes of all meetings of the Agency's governing body shall be available to the City within ten (10) working days of approval. VII. SUSPENSION OR TERMINATION The city may suspend or terminate this Agreement and payments to the Agency, in whole or part, for cause. Cause shall include but not be limited to the following: A. Agency's improper, misuse, or inept use of funds. B. Agency's failure to comply with the terms and conditions of this agreement. C. Agency's submission of data and/or reports that are incorrect or incomplete in any material respect, or D. Appointment of a trustee, receiver or liquidator for all or a substantial part of the Agency's property, or institution of bankruptcy, reorganization, rearrangement of or liquidation pro- ceedings by or against the Agency. PAGE 4 E. If for any reason the carrying out of this agreement is rendered impossible or infeasible. In case of suspension, the City shall advise the Agency, in writing, as to conditions precedent to the resumption of funding and specify a reasonable data for compliance. In case of termination, the Agency will remit to the city any unexpended City funds. Acceptance of these funds shall not con- stitute a waiver of any claim the City may otherwise have arising out of this Agreement. VIII. EQUAL OPPORTUNITY A. Agency will submit for city approval, a written plan for compliance with the Equal Employment and Affirmative Action Federal provisions, within one hundred twenty (120) days of the effective date of this Agreement. B. Agency shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. C. Agency will furnish all information and reports requested by the City, and will permit access to its books, records, and accounts for purposes of investigation to ascertain compliance with local, state and Federal rules and regulations. D. In the event of the Agency's non-compliance with the non- discrimination requirements, the Agreement may be cancelled, termi- nated, or suspended in whole or in part, and the Agency may be barred from further Agreements with the City. IX. CONFLICT OF INTEREST A. The Agency covenants that neither it nor any member of its governing body presently has any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. The Agency further covenants that in the performance of this Agreement, no person having such interest shall be employed or appointed as a member of its governing body. B. The Agency further covenants that no member of its governing body or its staff, subcontractors or employees shall possess any interest in or use his position for a purpose that is or gives the appearance of being motivated by desire for private gain for himself, or others, particularly those with which he has family, business, or other ties. PAGE 5 C. No officer, member, or employee of the City and no member of its governing body who exercises any function or responsibilities in the review or approval of the undertaking or carrying out of this Agreement shall (1) participate in any decision relating to the Agreement which affects his personal interest or the interest in any corporation, partnership, or association in which he has direct or indirect interest; or (2) have any interest, direct or indirect, in this Agreement or the proceeds thereof. X. NEPOTISM Agency shall not employ in any paid capacity any person who is a member of the immediate family of any person who is currently employed by Agency, or is a member of Agency's governing board. The term "member of immediate family" includes: wife, husband, son, daughter, mother, father, brother, sister, in-laws, aunt, uncle, nephew, niece, step-parent, step-child, half-brother and half-sister. XI. NOTICE Any notice or other written instrument required or permitted to be delivered under the terms of this Agreement shall be deemed to have been delivered, whether actually received or not, when deposited in the United States mail, postage prepaid, registered or certified, return receipt requested, addressed to Agency or City, as the case may be, at the following addresses: CITY City of Denton, Texas Attn: City Manager 215 E. McKinney Denton, TX 76201 Either party may change its change of address to the other mail, return receipt requested. AGENCY Director Services Program for Aging Needs 1800 Malone Street Denton, TX 76201 mailing address by sending notice of at the above address by certified IN WITNESS WHEREOF, the parties do hereby affix t it nat res and enter into this Agreement as of the 7jU~ day of 1993. CITY OF DENTON, TEXAS BOB CASTLEBERRY, PAGE 6 ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: APPROVED AS TO LEGAL FORM: DEBRA A. DRAYOVITCH, CITY ATTORNEY BY:~ SERVICES PROGRAM FOR AGING NEEDS DIRECTOR ATTEST: ECRETARY AAA00066 PAGE 7 Exhibit "A" Work Statement SPAN SPAN provides support to the older population so that they may continue to reside in their own homes and function actively in the community. This is accomplished through providing nutritious meals in homes and local centers, providing a facility that can serve as a resource center, providing assistance with various financial assistance and/or claims application, providing an automatic monitoring system to link frail elderly to emergency services, and providing case management to ensure that frail elderly needs are being met. Funding from the city helps to ensure that the aforementioned services are provided to the elderly.