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HomeMy WebLinkAboutItem 10 - VAST ProgramMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: JULY 20, 2021 SUBJECT: MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF GRAPEVINE AND FIRST BAPTIST CHURCH FOR REIMBURSEMENT OF PROGRAM COSTS RECOMMENDATION: City Council to consider approval of a Memorandum of Understanding (MOU) between the City of Grapevine and First Baptist Church of Grapevine for the use of church property and the cost of a part-time position for Valuable After School Time (VAST) program hosted by the Community Outreach Center. FUNDING SOURCE: The execution of this MOU would allow costs for personnel incurred by the City to be reimbursed by First Baptist Church. BACKGROUND: The Police Department's Community Outreach Center (COC) first established Valuable After School Time (VAST) as an after -school, educational program that was held at the COC. VAST provides tutoring, mentoring, computer labs, and other enrichment opportunities for students with limited access to such resources. The success of the program has resulted in it growing to three locations: an elementary program at the COC, an elementary program at First United Methodist Church, and a middle school program (called Crossover) at 121 Community Church. First Baptist Church has agreed to establish a second Crossover program for middle school students to allow access to these resources for more students from that age group. Adding this site will require one additional VAST Coordinator to operate and manage the program. This would be accomplished by the execution of a MOU for a part-time position, for which the City would invoice First Baptist Church for reimbursement on a monthly basis. Staff recommends approval. MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding (the "MOU") is made and entered into by the First Baptist Church (the "First Baptist"), and the City of Grapevine, Texas, a Texas Home Rule City created pursuant to the Texas Constitution Article 11 Section 5, hereinafter referred to as "City". WHEREAS, the City, and the First Baptist (collectively referred to as the "Parties") wish to partner in the expansion of the City's after school programing for middle school students ("VAST Crossover") which will serve the interests of each of the Parties in a collaborative and cost effective manner; and WHEREAS, the City has previously operated after -school programing for elementary and middle school students at its Community Outreach Center and the Parties wish to bring VAST Crossover to the First Baptist; and WHEREAS, the First Baptist has agreed to allow the City to use Gymnasium, Gameroom, Rooms C-107, C-103, as well as the kitchen and storage space in the Racquetball room for VAST Crossover; and WHEREAS, the First Baptist and the City are authorized to enter into this Agreement by their respective governing bodies; and WHEREAS, all payments or expenditures to be made hereunder shall be from current revenues available to any party. NOW, THEREFORE, ABOVE PREMISES CONSIDERED, for the consideration provided for hereinbelow, the receipt and sufficiency of which is hereby affirmed, the City and the First Baptist hereby agree as follows: I. Premises All matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. The Parties agree that time is of the essence with respect to this MOU and that the parties each shall act in good faith and use commercially reasonable efforts to affect the terms of the agreements described in this MOU. II. General Terms and Conditions A. During the term of this MOU First Baptist shall make available to the City the following facilities for use with VAST Crossover during the GCISD scheduled school year, at no cost to the City: Gymnasium, Gameroom, Rooms C-107, C-103, along with the Kitchen, and storage in the Racquetball room. The particular areas of use shall be subject to the mutual understanding and agreement of the City and First Baptist. The mutual goal of the Parties is to facilitate VAST Crossover at the First Baptist. First Baptist shall be responsible for Page i of 3 all utilities and other costs associated with the areas at First Baptist utilized for VAST Crossover. B. In addition, First Baptist agrees to pay the costs for the VAST Crossover Coordinator at First Baptist under the current plan of up to 19 hours per week. First Baptist will be invoiced monthly from the city for employee costs incurred, to include, but not limited to, 1.3% from total invoiced for PARS (Public Agency Retirement Services), and 1.5% from total invoiced for Medicare. C. The City shall advertise, vet, and hire any/all VAST Coordinator positions, regardless of assignment. The City will identify candidates for this position and select/hire in agreement with First Baptist. D. The City shall pay for activities and supplies for the VAST Crossover Program. E. In the event of a change in the VAST Crossover Coordinator at First Baptist, the Parties agree to coordinate in an effort to reach agreement as to the replacement Coordinator in accordance with this agreement. F. In addition, in the event of a vacancy in the VAST Crossover Coordinator at First Baptist the Parties agree that First Baptist will take lead role in ensuring and coordinating program coverage until a replacement Coordinator is in place. G. Both parties may coordinate in recruiting volunteers for the VAST Crossover program. III. Miscellaneous A. The City and the First Baptist shall fully cooperate with each other in the planning and development of Crossover at First Baptist. The VAST Crossover program will operate four days a week (Monday - Thursday) and will be evaluated by both parties for any changes or modifications. B. This MOU shall remain in force and effect for a minimum one (1) year term commencing with early Summer 2021, in preparation for the 2021-2022 GCISD school year. Thereafter, the MOU will automatically renew for additional one (1) year terms unless and until either party provides written notice of their intent to terminate at least sixty (60) days prior to the expiration date for any term. In addition, any party can terminate this MOU with or without cause upon providing written notice. C. The Parties reserve the right to amend this Agreement upon the mutual agreement as to the terms, services and conditions thereof. IN WITNESS WHEREOF, the parties have executed this Agreement in multiple originals to be effective as of the date of signature by all parties hereto. CITY OF GRAPEVINE FIRST BAPTIST CHURCH Page 2 of 3 Date: ATTESTED: Tara Brooks City Secretary APPROVED AS TO FORM: City Attorney Date: ATTESTED: Page 3 of 3