2018-127 Non-Profit Agency AgreementsDate: September14, 2018 Report No. 2018-127
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Overview of non-profit support agency agreements with the City of Denton.
SUMMARY:
In May of 2018, the City Council received a work session presentation regarding the development
of formal agreements between non-profit support agencies and the City of Denton. At that time,
Council directed staff to proceed with developing formal agreements with each non-profit agency
to clarify key elements including roles and responsibilities of staff, use of City facilities, assets and
resources, and reporting requirements.
The first non-profit agency agreement that staff drafted was with the Denton Parks Foundation,
which was presented to City Council on July 17 and adopted on August 7. Using the Denton Parks
Foundation agreement as a guide, staff then began the process of developing agreements with the
Friends of the Denton Public Libraries, Keep Denton Beautiful, Inc., and the Denton Animal
Support Foundation. It should be noted that previous agreements have existed with both Keep
Denton Beautiful, Inc. and the Denton Animal Support Foundation, but those agreements have not
been reviewed or updated in several years.
Friends of the Denton Public Libraries
The Friends of the Denton Public Libraries is a nonprofit support and fundraising organization that
supports the Denton Public Library. The Friends of the Denton Public Libraries was formed as a
Texas nonprofit association in 1987 and has helped the library through fundraising efforts and
community outreach. Current Friends fundraising activities include:
Membership donations;
Second Hand Prose Book Store-located at the North Branch Library. Open Saturdays 9
a.m.-3 p.m., Sundays 1 p.m.-4 p.m., and Mondays 9 a.m.-8:30 p.m.;
Quarterly Book Sales-held at the North Branch Library in February, May, August, and
November; and
Online book consignment.
Funds from the Friends of the Denton public Libraries organization have been used to purchase
incentive books for the Library’s Summer Reading Challenge and furniture and technology for all
three branches of the Library.
In collaboration with the Friends of the Denton Public Libraries Board of Directors, staff has
developed a draft agreement. The agreement has been formally reviewed by the board and it is
anticipated that the board will officially sign the agreement during their meeting on Saturday,
September 15. Pending board signature, the agreement will be brought forward for Council
consideration on September 25.
Date: September14, 2018 Report No. 2018-127
Below is a high-level overview of the key roles identified in the agreement:
Agency Role City Commitment
Promote programs, resources and services provide
by the Denton Public Library
Provide Storefront space for the
Secondhand Prose Bookstore at the North
Branch Library
Develop an Annual Activity Plan outlining
fundraising activities for library projects and
improvements.
Provide storage space at the North Branch
Library
Maintain records of all gifts and pledges received Provide facilities for Board of Directors
Meetings
Disbursements made to the City will be provided in
Quarterly Treasury Reports
Identify projects where fundraising
support could be used
Administers and manages the disbursements of
funds collected by the agency
Denton Public Library Director to serve as an ex-
officio member to the Board of Directors
Keep Denton Beautiful
Keep Denton Beautiful (KDB) was established in 1987. In April of 1995, KDB, Inc. was
established as a non-profit agency focused on supporting City activities by improving the
cleanliness and beauty of the community through education, public outreach, and the coordination
of volunteers. At that time, the Board changed from one that was purely advisory and Council-
appointed to one that was an active projects and programs based organization with by-laws and
the addition of twelve community members. In 2000, the KDB, Inc. Board of Directors voted to
become solely a 501(c)(3) organization. The City approved the request, and the council-appointed
advisory board was dissolved. Currently, the KDB, Inc. Board of Directors nominates and selects
board members through a nomination sub-committee.
The programming support, fundraising, and volunteer coordination services provided by KDB,
Inc. are vital to the success of the Keep Denton Beautiful operation. The combined KDB budget
(City and non-profit agency funding) for the current fiscal year is $482,030; approximately 90%
of which is funded by the City of Denton. The attached document outlines KDB funding from FY
2015 to present.
The intent of the draft agreement is to delineate the roles of City KDB staff from the
responsibilities of the KDB, Inc. Board of Directors. Areas that need to be addressed include
division of responsibilities between City staff and the Board, reporting, responsibility for banking
operations, and disbursement of funds raised by the KDB, Inc. Board.
Staff has discussed the draft agreement with the Board of Directors and the agreement is currently
being reviewed by the Board and the KDB, Inc. attorney. Staff understands that there may be
concerns with some of the language in the draft agreement, and is awaiting feedback from the
board on their proposed revisions. City staff is committed to working with the Board to resolve
Date: September14, 2018 Report No. 2018-127
any outstanding issues and to continue a successful partnership in the future. Staff will continue to
coordinate with the Board with a goal of having an agreement ready for Council consideration in
October.
Denton Animal Support Foundation
The Denton Animal Support Foundation (DASF) was formed in April of 2006 as a non-profit
organization whose vision is to provide a comprehensive approach to animal welfare that provides
for the humane treatment of all Denton area domestic pets and for every adoptable shelter animal
to have a home. DASF supports the City of Denton’s Linda McNatt Animal Care and Adoption
Center through:
Fundraising for adoption, medical, and other programs;
Marketing and public awareness; and
Educational programs promoting animal welfare.
Funds from DASF are used to provide medical care, equipment, and adoption subsidies for animals
receiving care at the animal shelter.
Staff has completed a draft agreement the draft has been shared with the Board Chair. Staff
anticipates the Board of Directors will sign the agreement later in September and is planning to
bring the agreement forward for Council consideration in October.
STAFF CONTACT:
Bryan Langley,
Deputy City Manager
2014-2015
Actual
2015-2016
Actual
2016-2017
Actual
2017-2018
Budget
City Budget
Personal Services 239,150 245,663 256,879 300,331
Rent of Building --40,194 37,242 46,800
Materials and Supplies 12,720 22,454 19,959 11,450
Maintenance and Repair 432 882 0 275
Insurance 2,786 2,806 1,217 2,903
Miscellaneous 305 480 293 600
Operations*11,020 9,719 7,842 21,755
Interfund Transfers 51,562 29,829 23,010 33,932
Total City Budget 317,975 352,027 346,442 418,046
*2017-2018 budget includes $10,000 SWR contract payment to KDB, Inc. To be moved to Admin in subsequent budgets
KDB, Inc. Income (received to date)
Corporate Sponsorships 9,950 9,750 9,000 7,508
City Sponsorships
City of Denton Contract Payment 10,000 10,000 10,000 10,000
Denton Municipal Electric 11,500 11,500 12,050 11,500
Watershed Protection 8,000 9,000 9,500 5,500
Solid Waste and Recycling --2,500 ----
Subtotal for City Sponsorships 29,500 33,000 31,550 27,000
Total of Corporate and City Sponsorships 39,450 42,750 40,550 34,508
Grants 12,200 8,900 9,000 15,000
Memberships 5,775 5,260 3,785 4,410
Merchandise,Third Party Donations, Special Events14,886 16,441 19,014 10,065
Interest Earned 1 1 1 1
Total KDB, Inc. Income 72,312 73,352 72,350 63,984
2014-2015 2015-2016 2016-2017 2017-2018
Total City Sponsorships 29,500 33,000 31,550 27,000
Total Outside Sponsorships and Other 42,812 40,352 40,800 36,984
Percent KDB, Inc. Programs City Funded 41%45%44%42%
Percent Programs Funded Other Sources 59%55%56%58%
Total KDB, Inc. Income and City Budget 390,287 425,379 418,792 482,030
Percent Total City Funded 89%91%90%
Percent Total Funded Other Sources 11%9%10%
Current as of June 26, 2018
3 yr average % spent: 82%
Keep Denton Beautiful Budget/Income Information
FY14-15 to Present
Summary of KDB, Inc. Program and Event Funding Sources