2010-108 RES PROFESSIONAL SERVICE AGREEMENT - SHELTER AGENCIES FOR FAMILIES IN EAST TEXASRESOLUTION NO. -j.Q1D--1Q8
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT WITH THE SHELTER AGENCIES FOR FAMILIES IN EAST
TEXAS, INC. (SAFE-T), TO PERFORM CERTAIN SPECIALIZED SERVICES TO
THE CITY OF PARIS AND ITS CITIZENS; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN
EFFECTIVE DATE.
WHEREAS, The Shelter Agencies for Families In East Texas, Inc. (SAFE-T),
hereinafter referred to as Service Organization, possesses certain specialized expertise,
personnel, equipment, and training necessary to provide certain community based
specialized services unique to said organization and unavailable from any other readily
available source; and,
WHEREAS, the City of Paris, hereinafter referred to as City, desires to enter into a
Professional Services Agreement with the Service Organization to provide partial funding
to the Service Organization; and,
WHEREAS, the Service Organization will provide certain specialized services to the
community that will benefit the City by: 1) providing specialized services to the community
for which the City has limited or no expertise; 2) providing specialized services in a more
efficient manner and at a lower cost; 3) providing specialized services under a recognized
name and as a recognized source in the community for specialized expertise in the area of
said specialized services; and,
WHEREAS, the City Council finds and determines that contracting with said Service
Organization will benefit the general health, safety, and welfare of the citizens of the City of
Paris in furtherance of a public purpose;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby
in all things approved.
Section 2. That the city manager is hereby authorized to execute and the City
Clerk to attest to a Professional Services Agreement, by and between the City of Paris and
Shelter Agencies for Families in East Texas, Inc. (SAFE-T) for the performance of certain
specialized services as set out in said Agreement, a copy of which is attached hereto and
incorporated herein as Exhibit A.
Section 3. That this resolution shall be effective from and after its date of
passage.
PASSED AND APPROVED this 25th day of October, 2010.
_ ~
(
Will Biard, Mayor
ATTEST:
~
ice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent *Ily City Attorney
PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN THE CITY OF PARIS
AND SHELTER AGENCIES FOR FAMILIES IN EAST TEXAS INC.
STATE OF TEXAS §
§
COUNTY OF LAMAR §
This Professional Services Agreement, hereinafter referred to as the "Agreement," entered
into by and between the City of Paris, a home-rule municipality with its offices located at 125 First
Street S.E., in the City of Paris, Lamar County, Texas, hereinafter referred to as "CITY" and
Shelter Agencies for Families in East Texas, Inc. (SAFE-T), whose offices are located at 204
Patrick Street, P.O. Box 2337, Mt. Pleasant, Texas 75456-2337, hereinafter referred to as
"SERVICE ORGANIZATION".
WITNESSETH
WHEREAS, SERVICE ORGANIZATION possesses certain specialized expertise,
personnel, equipment, and training necessa lablper from e ancertain y other e dily vabable source;land,
services unique to said organization and una a
WHEREAS, CITY desires to enter into a Professional Services Agreement with the
SERVICE ORGANIZATION to provide such specialized services to City of Paris and its citizens;
and,
WHEREAS, the Service Organization will provide certain specialized services as
described herein and as further described in the Service Organization's mission statement to the
community that will benefit the City by: 1) providing specialized services for which the City has
limited or no expertise; 2) providing specialized services in a more efficient manner and at a lower
cost; 3) providing specialized services under a recognized name and as a recognized source in the
community for specialized expertise in the area of said specialized services; and,
WHEREAS, the City Council finds and determines that contracting with said SERVICE
ORGANIZATION will benefit the health, safety, and welfare of the citizens of the City of Paris in
the furtherance of a public purpose;
NOW, THEREFORE, FOR AND nNCITOY and SR ICOE ORGANIZATION giee as
and the mutual consideration as set out he ,
follows:
1. Scope of Services
SERVICE ORGANIZATION agrees to provide the following services as set forth in more
detail in the Request for Funding documents attached hereto and incorporated herein as Exhibit A
to CITY and its citizens during the term of this agreement:
To provide certain assistance to the City of Paris with regard to homeless families
EXHiBIT_A_
and families who are in dire need of assistance, and who would otherwise be
without such assistance and would require or rely on assistance of public entities
and public resources, including the City of Paris.
II. Funding
For and in consideration of these services, CITY agrees to provide partial funding to the
SERVICE ORGANIZATION, in the form of a one-time payment, in the amount of $10,000.00 to
be paid to SERVICE ORGANIZATION within 30 days following an initial billing and invoice
from SERVICE ORGANIZATION to CITY for said services. Said invoice shall be in a form and
contain such information as CITY shall require. Upon receipt of the aforesaid one-time payment,
SERVICE ORGANIZATION shall be obligated to provide said services throughout the term of
this Agreement.
III. Reporting
No later than ninety (90) days prior to the termination of this Agreement as provided
herein, SERVICE ORGANIZATION shall provide to CITY the following information in writing:
1. A financial statement, in such detail and containing such information as CITY shall
require;
2. A report of the number of citizens of the City of Paris served and directly benefitted by
the services provided under this Agreement during the previous nine (9) months of
services, or such other similar information as the CITY shall require;
3. A projected scope of services and cost projection for performance for the same ar
similar services on behalf of CITY for an additional one year of service, should CITY
desire to renew this Agreement with SERVICE ORGANIZATION at the end of the
contractual term;
4. Any other information which CITY may reasonably require.
IV. Agreement Term
This Agreement shall begin on October 1, 2010 and end on September 30, 2011.
V. Termination.
This Agreement may be terminated by either party hereto at any time upon ten (10) days
written notice of termination to the other party. Such notice may be delivered personally to the
address shown in this agreement or by forwarding said notice to the other party by certified mail,
return receipt requested and shall be effective ten (10) days following receipt thereof by the other
party. If the SERVICE ORGANIZATION terminates the Agreement prior to providing all the
services required herein, the SERVICE ORGANIZATION shall refund that portion of the funding
received ($10,000) on a pro rata basis.
VI. Release/Indemnification
By entering into this Agreement, the SERVICE ORGANIZATION expressly agrees to
defend, indemnify and hold the City of Paris, Texas and its officers, agents and employees
harmless from and against all damages, injuries (including death), claims, property damages
(including loss of use), losses, demands, penalties, suits, judgments and costs, including attorney's
fees and expenses, in any way arising out of, related to, or resulting from the SERVICE
ORGANIZATION's activities or services provided under this Agreement and/or caused by the
negligence, errors, omissions or intentional wrongful acts of the SERVICE ORGANIZATION or
the SERVICE ORGANIZATION's owners, officers, employees or agents.
VII. Independent Contractor
SERVICE ORGANIZATION shall be considered for all purposes under this Agreement an
independent contractor, and not an employee, agent, or other representative of CITY. Nothing in
this Agreement shall change the SERVICE ORGANIZATION's independent contractor status or
create any kind of joint enterprise between the SERVICE ORGANIZATION and the CITY.
VIII. Miscellaneous
This Agreement may be assigned by SERVICE ORGANIZATION only with the express
written consent of City Manager of the City of Paris, Texas.
SERVICE ORGANIZATION and CITY agree that the services provided under this
Agreement are to be performed in Lamar County, Texas, and venue for any and all legal actions
arising under this Agreement, if any, shall lie exclusively in the State Courts of Lamar County,
Texas and in the Federal Courts for the Eastern District of Texas.
This Agreement, and every provision hereof, shall be considered severable, and the
invalidity or partial invalidity of any section, clause, or provisions of this Agreement shall not
affect the validity of any other portion of this Agreement.
This Agreement shall be interpreted exclusively under the laws and ordinances of the State
of Texas and the City of Paris.
EXECUTED this 25th day of October, 2010.
ATTEST:
CITY OF PARIS, TEXAS
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Kevin Carruth, City Manager
W. Kent McIlyar City Attorney
ATTEST:
SHELTER AGENCIES FOR FAMILIES
IN EAST TEXAS, INC.
Carol Gresham, Executive Director
REQUEST FOR PUBLIC FUNDING
Non-prafit agencies requesting funding fram the City of Paris.for pzojects that benefit the ejtf~f mplete
thc following infozmation tD be aligible far consideration (you rnay use addicianal pages, if neces p ~ Ple~e
submit witIa this farm a copy of your ageney's most recent financ9al staternent or audiC and a detai~ed bu gzt for the
project. A.gencies must al.so make a brief presentation on their project at a city council meeting.
Agency Name• a- i -t -e s Date; 7- 7- t D
Agency Maiting Address:.Jd 0' tC 23~7 cuAt P~ fL~Sctr►t T X'M
Agency Phone Number: 5' -4 ~3-- ~ Agency Fax Number: ~(~3 5~~+' ogtA
Contaet person: ~~rn ~ C~tos1~ ~r I C f~t ~e (~-~iS ~lcm Contact's TS.tIe: a}eevt~tx Qlfect~ R--
~ • ~
Contact's Maii[ng Address: Q. o rvL •qo -
Cantact's Phone Number:9'63 ~Ia 3 Contact's T;'ax Number:,.,~~
Contact's Ernai1 Addrass: i~ec - - tc•c
0~~~u~c(n a~-~c~ h~,-n R'~ I 11ci~+,c P Je Q~S~iu +~crv~~i.l
NamB of Project:_..... ~----r--
Agfs n4-h sui, PcCr ts -
Location/Service Area of Project: J
~Q ,gjy Total Amount Requested fram City; $~4, d~4
Total Project Budget: $
Number af Deneflcfaries:_-A9,,!C- Summas'y of pxoject: cr)5'
CL `SIS "
~t
Describe how your project will benefit tha City of Paris gnd its dtizens: 44a~i~
kAdA n
- A , r i-L'R-INt (1~~aA S~~ r'~st ~5
I.ist other sources of funding for this project an.d the amOunts: / - ~
c.
r ~ ~~;oa~ . u,►,~.~f._._._~ ~5 ;
Z,2 3 14W 9'
. ~ • ~ - ~ s~ { s. .
Is a detailed project budget, including colurnns and descriptions [or allaeafions oF c1tY fnnding and the agency's
matehing Yundsi ettaehed? E~Yes ❑ No
Xs the agencp's bnost recent financiai statement or andi,t attachedT [t]'Yes No
Fiave you recetved funding from the City of Parie in the last five years for this or any other project? E?Tes ❑ No
IP yon have received prevlous funding tt'um the Clty, list f.he name of the praject, the amount of the City's award,
and the year awardeal: 2401--A0.606
Re~ised ~1Q7104
City oY Paris ~IBIT A
INd90~t ~IOZ 'Inf
E'd ZqBt.°N 'a'W 113MM1'M NOlNilO
Detailed descriptions of project (iaclading description of need, scope of work, methodology, who benefits,
number of beneficiaries, other project p$rtners, etc.): SAFE T was founded 'ua Titus Countv in 1995 to assist
victims of domestic violence and sexual assault. The first shelter, o ened in Au st 1996 with fundin from Texas
Health and Human Services Commissio and later funds from the Office of the Attorne General for a SexuaI Assault
Program Svnce that time SAFE T staff and bgdget has aovvn from 2 volwnteers to over 24 em~lovees with a startin~
budget of $21 000 to over $850 000/vear In the vast 15 vears manv thino have been accomplyshed mcludtng.
renov ' a da care center into a shelter, o nin Thrift stores 3 and buildun a 7,200 sgggm foot Admuustration
/Education Non-residential services center in 2005. The shelter aad Mt. Pleasant Thrift store are debt free and owned
b SAFE-T. The Admin off'ice has a rema~n~n balance of 190 000 which is reduced from rofit made from the ML
Pleasant Thrift Store Ememncv reserve funds remain at $100,000.
A roximatel thrme ears a o a au of citizens from Lamar Coun visited the SAFE-T Board and Sta.ff in Mt.
Pleasant in order to ask for assistance in rovidin services for victims of domestic violence and sexual assault in
Lamar Coun . The result of the two hour discussion resulted in the o enua of an office in Paris with volunteer
assi ce. This u of service roviders and concerned citizens included: Child Protective Service CASA business
members victims of abuse and the District Attorne 's office. At this time Famil Haven was ravin minimal
services to victtms, but out of Mect for this agency SAFE T did not advertise and remained in the bac ound
acce[r~wg referrals from the service aQencies fihat brou~ht it to Paris The uitention onganallv was to provxde limited.
assistance to victims on a tem basis limitin the costs of services. As the referrals tncreased SAFE-T ree.iized
the need for a more vermanent offce that could provide lon~er hours of service. The dilemma was funding as Federal
and State funds had bean reduced for ail shelters maldn it more difficult to maintam cuneat ro ams. In s rte of the
cut backs SAFE-T mauntauned ro and actuall increased outreach services. In November 2008 a ThriitStore
vvas a ned in Paris which included two offi one which was used far rovidin elient services and the other as an
office for the ore. Wh~ the store moved to another location the office ain moved and is currenfl located witivn
the Pans Housing Authori.t~+ comlex at 615 Ninth SW Counseling is nrovided weeklv to anproximatelv 45 clients by
t e enses but also assist
gran
Dr_ Cla.ire Haslam. SAFE-T Thrift Stores not anl mvide an income to assast wrth non-
clients wha are in need of clothing and furnish~s for housiny, which are accessed bv voucher.
Victims of domestic viotence are still not aware tbat there is an enc available for assistance. SAFE-T rovides
shelter to victims fi'um Lamar Coun b trans ortation to Mt Pleasant. This ma not be the best scenario for each
clien but i# is the best that we can offer at the resent time. We a the cost of a motel for thase clients that we canaot
trans" that ni& We must educate the community regarding ihe services that are in place nght now. We are in need
of funds to helppav for an Outreach Advocate tt►af would be hired from the Pans area ta develop a plan to adverhse
these services throuuh media, PSA (Public Service Announcements) uresentations to civic and church P-roups. and
oMan,]zing vrograms such as aireadv in place in Mt Pleasant For eMple: Anger Manas~ement Pro~rams for men
wamen and teens houassistance nrograms and legal advocacv.
SAFE T was awarded a larme housin$ ~rant last September for two vears of $538 000 which navs housing assistance
costs of de osits ren and utilities for families. We have two staff hired under thas ant that rovides these servtces
and we have been seein over 25 families each month who are iu the housin progmm an addilional 40 who are
receiy' other services. We also were awarded a Crisis Re onse Team grant that allows us to o to a victim's hottse
when taw enforcement have been called for a domestic violence eall. We pravide advocacy on site.
These fands from the C~y of Paris would be used wiseiv for nart of a salarv for the Advocate proaxam supalies
(onnted materials files etc and mileage (aD 40/mile to travel to Mt. Pleasant to transport chents to shelter, and bruz~z
them back to Paris for court apuearances and other needed In 2009 SAFE-T urovided services to anuroximately 73
cfients from Lamar Coun . We estimate that in 2010 that number v►nll mcrease to over 600!. We currentl have two
Paris residents in the shelter which can hold 30 le. There are suc bedrooms vvith bunk beds in each room. We can
add cribs or allets for children when needed. Last ear we added one bedroom to accammodate the number of
raferrats iram rar,b.
in Mt Pleasant mi t be a hardshi fo some Ci Councii Meu~b
these ers.
kee in victims safe while radu in the trauma of abuse.
Revised 6/10108
City of Paris
Sheller Agencies for Families in East Texas, lnc.
Statemcnt otRevenues and Expendi[uTes
From 0411I2030 7hrough 0413012010
CurrentPeriod Actual Current Year Actual Current Period oR Se, Current
Varianca Ori~n~l
04101110 - 04I30/10 09101/04 - 04130/10 g -
Revenue
b7
208
54
256,701.58
765'848.40
(509,146.42)
5
Gant Funds
,
,
75,119.70
183,23935
258,230.50
)
(74,990.6
927.13)
Thrift Store
138.18
1,072.87
0 0
00
36
47,927.45
Interest Ineome
254.67
77,927.45
,
-
Donations
868.88
517
1,456,078.50
(537,136.75)
79,583.04
,
Expeases
679.76
45
377,334.34
598,696.00
221,341.66
Salaries
,
632.81
7
46,318.42
80,672.04
34,353.62
Fringe
,
3~.4~
3,03'1.06
3,000.00
(37.06)
'nvift Store Supplies
90
185
2
3,500.00
1,314.1D
biecchant fees
305.49
.
,
477.41
16
29,500.00
13,022.59
S1ace Saies Tax
2,138.3T
,
03
096
4
5,000.00
3,903.97
Travel
li1.89
.
,
845.82
13
40.875.00
27,029.18
Utilily Assistance
3,187.54
.
062.00
I
500.00
(562.00)
Registra6on Fees - Treining
0
,
213.00
1
7,625.00
6,412.00
Utility Deposi[s
,
50
952.01
68,0(10.00
17,047.99
Hpusing Rent
'
.00,
8,920
d25.00
I
,
16,732.39
L 9,650.00
2,917.61
st
Housing Depos
,
03
707
1
1,500.00
(207.08)
Clieiit Fund
44.65
.
,
016.11
2
5 gpp,pp
3,483.83
Shelter Food
12212
,
960.16
2
2,250,00
(710. i b)
Slielter Svpplies
1 t3.94
,
643.92
6
8,250.00
1;406.08
OfFice Supplies - Consumable
875.46
,
53
590
545.50
254.97
Office Fianiture
0 00
.
96
408
400.00
(8.96)
POStage Expense
56.00
.
634.90
1
1,500.00
(134.90)
Prindng Expense
0.~
,
21
236
~0.~
163.79
Advenising Expense
O.UO
.
40
14
20.00
5.60
Board Traimng
0.00
.
50
412
750.00
337.50
ComputerTech/ReOr
0.00
.
30
359
4
7,146.60
2,3873a
Copy Machine Lease
1,015.55
.
,
185.00
1
1,500.00
315.00
Equipmeat
1.185.00
,
00
755
1,000.00
245.00
Canputer Softwnre
0.00
.
13
600.00
23,500.00
9,900.00
Building Rental
t.100.00
,
521
81
750.00
2Z8.19
Vehicle Repair & Maintenance
0.00
.
757.99
1
500.00
(1:257•99)
Auro Fuel `
52~'~3
,
200
00
1,500.00
1,300.00
Moving Costs
0.00
.
162
05
1,050.00
887.95
~vlolel Vouchers
.
852.33
1
4,400.00
2,147.67
intemel Service
1 ~2'26
,
00
220
2,000.00
• 1,780.00
Yartl N(owing Expense
0.00
.
176.56
23
35,720.00
15,543.94
Utility Expense
2,53423
,
895.00
2
3.230.00
355.(10
Ptwtte Lisiings
0.00
,
997
47
600.00
(397.47)
publications
105.00
.
839.62
6
9,000.00
2,160.38
Phone Service
1,093.Q5
,
21
793
2.000.00
1.206.79
CableTV Ezpendihli'a
~
(3G_9_)
.
3rb2.93
3,500.00
237.07
C~yl~faintenance
338.05
181.18
28
26,SOD.00
(1.681.19)
Repnirs & Maintenance
455.00
,
D0
1'11
300.00
129.00
Chamber Dues
}6'~
.
069.67
1
1,200.00
130.73
Fundraising
3,}2 p7
,
13
208
150.00
(53.13)
Progam Support
0 00
.
265.67
3
1,000.00
(2?65.67)
Miscelianeous
1,656.64
,
5ll.16
20
26.184.bi
5,673.49
Mote Payabie Arnerican NaPI
2,667.58
,
628.71
16
g,597.63
Tnterest Expense
900.20
8,031.08
74
34
,
100.00
65?6
Bnnk Churga
9.74
.
32
53
65.00
11.13
VolunieerAwards
0.00
.
00
466
2
3,500.00
34.00
pues and Subscriptions
000
.
.
069.93
677
1056,073.50
379,008.57
Total Ex{xases
94,659.1 5
.
076.11)
~
~
159,2~L(t>)
(
0_00
(1;5.128.13)
Excess Revenues Over(Under) Ezpenditures
,
Pegc
F
ddt:
Paris Outreach Office Prapased Budget 2010-2011
Shelter Agencies For Families in East Texas
Staff expe FTE salary and benefits
$
62,000.00
$
824.00
Phone service
$
440.00
Water, sewer,trash
$
2,400.00
Electric/gas
$
800.00
Rent
$
1,400.00
Project Supplies
$
1,200.00
Copier maintenance
$
400.00
Furnishings
$
1,680.00
Insurance
$
1,568.00
Office supplies
$
500.00
Printing
Miteage to tras#er a client to shelter at .40 centsimile
$
1,456.00
Cost of sheltering a client at $30/day x 1,240 shelter days
$
37,200.00
HPRP Rent and utilities for 25 families*
$
48,750.00
Motel costs @ $60/night x 5 nights
$
300.00
Tcrtai Proiect Hudget $ 160.918.00
Income:
$
111,11Z.00
Grant funds
Grant funds from HHSC shelter days
16.75 x 1,240 days $
20,770.00
$
3,986.00
SAFE-T funds:
$
9,065.00
United Way of Lamar County
$
5,000.00
Paris Thrift Store: Profit
$
985'04
Paris Community Donations
$
10,000.00
City of Paris:
Tatal
560,918.00
* Hometess Prevention and Rapld Re-entry Program (Hausing and Urban Develapment)