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2010-146 s:\legal\our documents\ordinances\10\serv agr-hearts for homes.doc ORDINANCE NO. 2010-146 AN ORDINANCE OF THE CITY OF DENTON AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF DENTON, TEXAS, AND HEARTS FOR HOMES; PROVIDING FOR THE EXPENDITURE OF FUNDS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Denton hereby finds that the Program and the Agreement between the City and Hêarts for Homes, attached hereto and made a part hereof by reference (the "Agreement"), serve a municipal and public purpose including the promotion of tourism and economic development and the Agreement is in the public interest; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The findings set forth in the preamble of this Ordinance are incorporated by reference into the body of this Ordinance as if fully set forth herein. SECTION 2. The City Manager, or his designee, is hereby authorized to execute the Agreement and to exercise all rights and duties of the City under the Agreement, including the expenditure of funds as provided in the Agreement. SECTION 3. This Ordinance shall become effective immediately upon its passage and approval. -.PASSED AND APPROVED this the ~ day of 2010. f MARK B GHS, MAYOR . ~ ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY ~ BY: , ~ ~ - ~ c:\documents and settings\laholley\local settings\temporary internet files\content.outlook\f52sugai\serv agr-hearts for homes.doc SERVICE AGREEMENT BETWEEN THE CITY OF DENTON, TEXAS AND HEARTS FOR HOMES 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 the Hearts for Homes, a Texas Non- Profit Corporation, hereinafter referred to as "Committee": WHEREAS, City has determined that the proposal for services merits assistance and can provide needed services to citizens of City and has provided funds in its budget to assist Hearts for Homes; and WHEREAS, this Agreement serves a valid municipal and public purpose and is in the public interest; NOW, THEREFORE, the parties hereto mutually agree as follows: I. SCOPE OF SERVICES Committee shall in a satisfactory and proper manner perform the following tasks, for which the monies provided by City may be used for the purchase of building materials for home improvement projects. II. OBLIGATIONS OF COMMITTEE In consideration of the receipt of funds from City, Committee agrees to the following terms and conditions: A. Six Hundred Dollars and no/100 ($600.00) shall be paid to Committee by City to be utilized for the purposes set forth in Article I. B. Committee will maintain adequate records to establish that the City funds are used for the purposes authoŕized by this Agreement. C. Committee will permit authorized officials of City to review its books at any time. D. Upon request, Committee will provide to City its By Laws and any of its rules and regulations that may be relevant to this Agreement. E. Committee will not enter into any contracts that would encumber City funds for a period that would extend beyond the term of this Agreement. F. Committee will appoint a representative who will be available to meet with City officials when requested. c:\documents and settings\laholley\local settings\temporary internet files\content.outlook\f52sugai\serv agr-hearts for homes.doc G. Committee will submit to City copies of year-end audited financial statements. III. TIME OF PERFORMANCE The services funded by City shall be undertaken and completed by Committee within the following time frame: The term of this Agreemênt shall commence on the effective date and terminate on September 30, 2010, unless the contract is sooner terminated under Section VII "Suspension or Termination". IV. PAYMENTS A. PAYMENTS TO COMMITTEE. City shall pay to Committee the sum specified in Article II after the effective date of this Agreement. B. EXCESS PAYMENT. Committee shall refund to City within ten (10) working days of City's request, any sum of money which has been paid by City and which City at any time thereafter determines: 1) has resulted in overpayment to Committee; or 2) has not been spent strictly in accordance with the terms of this Agreement; or 3) is not supported by adequate documentation to fully justify the expenditure. V. EVALUATION Committee agrees to participate in an implementation and maintenance system whereby the services can be continuously monitored. Committee agrees to make available its financial records for review by City at City's discretion. In addition, Committee agrees to provide City the following data and reports, or copies thereof: A. All external or internal audits. Committee 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. An explanation of any major changes in program services. D. To comply with this section, Committee agrees to maintain records that will provide accurate, current, separate, and complete disclosure of the status of funds received and the services performed under this Agreement. Committee's record system shall contain sufficient documentation to provide in detail full support and justification for each expenditure. Committee agrees to retain all Page 2 of 7 c:\documents and settings\laholley\local settings\temporary intemet files\content.outlook\52sugai\serv agr-hearts for homes.doc books, records, documents, reports, and written accounting procedures pertaining to the services provided and expenditure of funds under this Agreement for five years. E. Nothing in the. above subsections shall be construed to relieve Committee of responsibility for retaining accurate and current records that clearly reflect the level and benefit of services provided under this Agreement. VI. DIRECTORS' MEETINGS During the term of this Agreement, Committee shall deliver to City copies of all notices of meetings of its Board of Directors, setting forth the time and place thereof wherein this program is a partof the subj ect matter of the meeting. Such notice shall be delivered to City in a timely manner to give adequate notice, and shall include an agenda and a brief description of the matters to be discussed. Committee understands and agrees that City's representatives shall be afforded access to all meetings of its Board of Directors. Minutes of all meetings of Committee's governing body shall be available to City within ten (10) working days of approval. VII. TERMINATION The City may terminate this Agreement for cause if Committee violates any covenants, agreements, or guarantees of this Agreement, the Committee's insolvency or filing of bankruptcy, dissolution, or receivership, or the Committee's violation of any law or regulation to which it is bound under the terms of this Agreement. The City may terminate this Agreement for other reasons not specifically enumerated in this paragraph. VIII. EQUAL OPPORTUNITY AND COMPLIANCE WITH LAWS A. Committee shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. B. Committee will furnish all information and reports requested by 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. C. In the event of Committee's non-compliance with the non-discrimination requirements, the Agreement may be canceled, terminated, or suspended in whole or in part, and Committee may be barred from further contracts with City. IX. WARRANTIES Committee represents and warrants that: Page 3 of 7 c:\documents and settings\laholley\local settings\temporary internet files\content.outlook\f52sugai\serv agr-hearts for homes.doc A. All information, reports and data heretofore or hereafter requested by City and furnished to City, are complete and accurate as of the date shown on the information, data, or report, and, since that date, have not undergone any significant change without written notice to City. B. Any supporting financial statements heretofore requested by City and furnished to City, are complete, accurate and fairly reflect the financial conditions of Committee on the date shown on said report, and the results of the operation for the period covered by the report, and that since said data, there has been no material change, adverse or otherwise, in the financial condition of Committee. C. No litigation or legal proceedings are presently pending or threatened against Committee: D. None of the provisions herein contravenes or is in conflict with the authority under which Committee is doing business or with the provisions of any existing indenture or agreement of Committee. E. Committee has the power to enter into this Agreement and accept payments hereunder, and has taken all necessary action to authorize such acceptance under the terms and conditions of this Agreement. F. None of the assets of Committee are subject to any lien or encumbrance of any character, except for current taxes not delinquent, except as shown in the financial statements furnished by Committee to City. Each of these representations and warranties shall be continuing and shall be deemed to have been repeated by the submission of each request for payment. X. CHANGES AND AMENDMENTS A. Any alterations, additions, or deletions to the terms of this Agreement shall be by written amendment executed by both parties, except when the terms of this Agreement expressly provide that another method shall be used. B. It is understood and agreed by the parties hereto that changes in the State, Federal or local laws or regulations pursuant hereto may occur during the term of this Agreement. Any such modifications are to be automatically incorporated into this Agreement without written amendment hereto, and shall become a part of the Agreement on the effective date specified by the law or regulation. C. Committee shall notify City of any changes in personnel or governing board composition. Page 4 of 7 c:\documents and settings\laholley\local settings\temporary internet files\content.outlook\f52sugai\serv agr-hearts for homes.doc f XI. INDEMNIFICATION To the extent authorized by law, the Committee agrees to indemnify, hold harmless, and defend the CITY, its officers, agents, and employees from and against any and all claims or suits for injuries, damage, loss, or liability of whatever kind or character, arising out of or in connection with the performance by the Committee or those services contemplated by this Agreement, including all such claims or causes of action based upon common, constitutional or statutory law, or based, in whole or in part, upon allegations of negligent or intentional acts of Committee, its officers, employees, agents, subcontractors, licensees and invitees. XII. CONFLICT OF INTEREST A. Committee 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. Committee 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. Committee further covenants that no member of its governing body or its staff, subcontractors or employees shall possess any interest in or use his/her position for a purpose that is or gives the appearance of being motivated by desire for private gain for himself/herself, or others; particularly those with which he/she has family, business, or other ties. C. No officer, member, or employee of City and no member ōf its governing body who exercises any function or responsibilities in the review or approval of the undertaking or carrying out of this Agreement shall 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. XIII. 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, or via hand-delivery or facsimile, addressed to Committee or City, as the case may be, at the following addresses: CITY COMMITTEE City of Denton, Texas Susan Frank, Executive Director Attn: City Manager Hearts for Homes 215 E. McKinney 2411 Glenwood Denton, TX 76201 Denton, TX 76209 Fax No. 940.349.8591 Telephone No. 940.380.0563 Page 5 of 7 c:\documents and settings\laholley\local settings\temporary internet files\content.outlook\f52sugai\serv agr-hearts for homes.doc Either party may change its mailing address by sending notice of change of address to the other at the above address by certified mail, return receipt requested. XIV. MISCELLANEOUS A. Committee shall not transfer, pledge or otherwise assign this Agŕeement or any interest therein, or any claim arising thereunder to any party or parties, bank, trust company or other financial institution without the prior written approval of City. B. If any provision of this Agreement is held to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect and continue to conform to the original intent of both parties hereto. C. In no event shall any payment to Committee hereunder, or any other act or failure of City to insist in any one or more instances upon the terms and conditions of this Agreement consti- tute or be construed in any way to be a waiver by City of any breach of covenánt or default which may then or subsequently be committed by Committee. Neither shall such payment, act, or omission iri any manner impair or prejudice any right, power, privilege, or remedy available to City to enforce its rights hereunder, which rights, powers, privileges, or remedies are always specifically preserved. _ No representative or agent of City may waive the effect of this provision. D. This Agreement, together with referenced exhibits and attachments, constitutes the entir\ agreement between the parties hereto, and any prior agreement, assertion, statement, understanding, or other commitment occurring during the term of this Agreement or subsequent thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if appropriate; recorded as an amendment of this Agreement. ~ E. This.Agreement shall be interpreted in accordance with the laws of the State of Texas and venue of any litigát` n concerning this Agreement shall be in a court of competent jurisdiction sitting in Denton County; .Texas. IN WITNESS W_H REOF, t4pes do hereby affix their signatures and enter into this -~.Ágŕeêment ás ;of the ~J' ~ da~y of 2010. ~ , GEORGE C. CAMPBELL, CITY MANAGER ATTEST: ~ . JENNIFER WALTERS, CITY SECRETARY ~ ~ BY: ~~Z4 K_; Page 6 of 7 c:\documents and settings\laholley\local settings\temporary internet files\content.outlook\f52sugai\serv agr-hearts for homes.doc APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY ~ BY: HEARTS FOR HOMES BY: SUSAN FRA EXECUTIVE DIRECTOR ~ ATTEST: ~ . ~ ~ BY'.,\ SECRETARY . \ - . , ~ Page 7 of 7