1991-161ORDINANCE NO W-I&Z
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 im-
mediately upon its passage and approval
PASSED AND APPROVED this the ~&day of , 1991
BOB CASTLEBERRY,
ATTEST
JENNIFER WALTERS, CITY SECRETARY
JIAA A, JAA /I
BY
_ f IN
APPR V D AS O 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,
Incorporated, a non-profit corporation (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
performs an important human service for the residents of Denton
without regard to race, religion, color, age or national origin, and
therefore 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, benefits counseling and a
residential repair program 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
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
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
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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, 1991 through September 30, 1992
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, 110 West Oak, Suite B, Denton,
Texas 76201, Attn Community Development Coordinator
$2,166 66 on
$2,166 66 on
$2,166 66 on
$2,166 66 on
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$2,166 66 on
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$2,166 74 on
or
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after
after
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November 1, 1991
December 1, 1991
January 1, 1992
February 1, 1992
March 1, 1992
April 1, 1992
May 1, 1992
June 1, 1992
July 1, 1992
August 1, 1992
September 1, 1992
September 30, 1992
B It is expressly understood and agreed that in no event under
the terms of this contract will the total compensation to be paid
hereunder exceed the maximum sum of Twenty-six Thousand and No/100
Dollars ($26,000 00) for all of the services rendered It is
expressly understood that this contract 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
contract to any party other than the Agency for payment of any
monies or provision of any goods or services
V
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/or reports
PAGE 3
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
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
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 Contract, 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
PAGE 4
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
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 Contract
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 Contract may be cancelled, termi-
nated, or suspended in whole or in part, and the Agency may be barred
from further contracts 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 Contract The Agency
further covenants that in the performance of this Contract, 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
PAGE 5
appearance of being motivated by desire for private gain for himself,
or others, particularly those with which he has family, business, or
other ties
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
Contract shall (1) participate in any decision relating
to the Contract 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 Contract 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
IN WITNESS WHEREOF, the parties do her .a fix their signatures
an enter i o this Agreement as of the day of
~ 1991
CITY OF DENTON, TEXAS
BOB CASTLEBERRY, MAYOR
ATTEST
JENNIFER WALTERS, CITY SECRETARY
BY 'AAA
APP ED A TO LEGAL FORM
DEBRA A DRAYOVITCH, CITY ATTORNEY
BY 16,mf , ) L a ~
PAGE 6
SERVICES PROGRAM FOR AGING NEEDS
DIRECTOR
ATTEST
SECRETARY
AAA00066
PAGE 7