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1989-1662842L NO AN ORDINANCE APPROVING AN AGREEMENT BETWEEN THE CITY OF DENTON AND SERVICES PROGRAM FOR AGING NEEDS, AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT, APPROVING THE EXPENDITURE OF FUNDS THEREFOR, 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, in consideration of the valuable public services to be furnished by Services Program for Aging Needs 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, and authorizes the Mayor to execute said agreement SECTION II That the City Council authorizes the expenditure of fun s n t e manner and amount as specified in the Agreement SECTION III That this ordinance shall become effective imme a e y upon its passage and approval PASSED AND APPROVED this the L _ day of A, 1989 w RAY TSTfPKENS,jMAY0K ATTEST (Y MYEWWA LTER CITY S S S ECRETARY 3 , , APPROVED AS TO LEGAL FORM DEBRA ADAMI DRAYOVITCH, CITY ATTORNEY BY 2842L THE STATE OF TEXAS § AGREEMENT BETWEEN THE CITY OF DENTON$ TEXAS AND SERVICES PROGRAM FOR AGING NEEDS COUNTY OF DENTON § 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 (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 assistance 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 transportation for persons sixty years old or older C Provide a hot meals program five days a week at Denton Senior Center, Heritage Oaks, and Martin Luther King Jr Recreation Center D Offer information and referral services for older persons at the SPAN Central Office 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 Thirty-Six Thousand and No/100 ($36,000 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 Executive Director of Finance or his authorized representative 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 excep- tions, 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 PAGE 2 III TIME OF PERFORMANCE The services funded by the City shall be undertaken by the Agency within the following time frame October 1, 1989 through September 30, 1990 IV METHOD OF PAYMENT A Payment by the City for services provided hereunder will be made as follows, provided, that Agency shall request said pay- ment by letter addressed to City of Denton, 110 West Oak, Suite B, Denton, Texas 76201, Attn Community Development Coordinator 6,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or 3,000 on or after after after after after after after after after after after December 1, 1989 January 1, 1990 February 1, 1990 March 1, 1990 April 1, 1990 May 1, 1990 June 1, 1990 July 1, 1990 August 1, 1990 September 1, 1990 September 30, 1990 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 Thirty-Six Thousand and No/100 Dollars ($36,000 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 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/or reports A All external or internal audits A copy of the annual independent audit shall be furnished to City within ten (10) days of receipt by the Agency PAGE 3 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 one-way trips furnished each month 2 Number of meals served at Denton Senior Center, Martin Luther King Jr Recreation Center and Heritage Oaks each month 3 Number of information and referral requests handled quarterly D Quarterly financial statements to be submitted 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 submitted 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 incor- rect 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 proceedings 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 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, terminated, 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 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 responsi- bilities 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 IN WITNESS WHEREOF, the parties do hereby affix their signa- tures an enter into this Agreement as of the 3 day of 1 V 0 , 1989 CITY OF DENTON, TEXAS SERVICES PROGRAM FOR AGING NEEDS STEPHENS/, KAYUK DIRECTOR ATTEST ~~j 1 hK WALTE , I . ECR s Y APPROVED AS TO LEGAL FORM DEBRA A DR~~AgqYO'VITCH, CITY ATTORNEY BY j &A92 ATTEST 't ~U E R PAGE 6