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HomeMy WebLinkAboutItem 13 - 121 Community ChurchMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: AUGUST 6, 2019 SUBJECT: MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE CITY OF GRAPEVINE AND THE 121 COMMUNITY CHURCH FOR REIMBURSEMENT OF PROGRAM COSTS RECOMMENDATION: City Council to consider approval of a Memorandum of Understanding (MOU) between City of Grapevine and 121 Community Church for the use of church property and the cost of a part-time VAST Crossover position. FUNDING SOURCE: The execution of this MOU would allow costs for part-time VAST Coordinator to be reimbursed by 121 Community Church. BACKGROUND: The Police Department's Community Outreach Center (COC) established the Valuable After School Time (VAST) program, a successful after -school education program on site at the COC and the First United Methodist Church, over the past several years. While these two program sites service elementary age students, the COC has developed, in partnership with 121 Community Church, a program, VAST Crossover, for junior high age students -a population group not served in the current VAST programs. VAST Crossover is an after -school program for youth in grades 6 through 8 . VAST Crossover will meet three times a week (Monday, Tuesday, Thursday) from 4 pm - 6:30 pm at 121 Community Church. The youth will be bused from Cross Timbers Middle School and Grapevine Middle School by GCISD buses.The program will enroll 15 students for the 2019/2020 school year. The students will be provided with a space and time to complete homework assignments, tutoring, and an opportunity to meet and speak with leaders from the DFW area.The youth will participate in a leadership group once a week to encourage development into becoming future leaders. VAST Crossover will provide daily healthy snacks and a hot meal to each youth participating in the program. Youth will also have the opportunity to participate in field trips throughout the school year. This new program would require one additional, part-time, VAST Coordinator to operate the program. 121 Community Church has has agreed to fully fund the part-time VAST Coordinator position for VAST Crossover for the term of this agreement. The City will invoice 121 Community Church monthly for the part-time VAST Coordinator position. Staff recommends approval. BR/nl MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding (the "MOU") is made and entered into by the 121 Community Church (the "121CC"), 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 121CC (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 121CC; and WHEREAS, the 121CC has agreed to allow the City to use multi -use flex rooms, an outdoor recreation area, and storage space for VAST Crossover; and WHEREAS, the 121CC 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 revenue sources available to any party. NOW, THEREFORE, ABOVE PREMISES CONSIDERED, for the consideration provided for herein below, the receipt and sufficiency of which is hereby affirmed, the City and the 121CC 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, the 121CC 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: classrooms, multi -purpose rooms, outdoor play area, food service area, and limited storage areas. The particular areas of use shall be subject to the mutual understanding and agreement of the City and the121CC. The mutual goal of the Parties is to facilitate VAST Crossover at the 121 CC. The 121CC shall be responsible for all utilities and other costs associated with the areas at the 121CC utilized for VAST Crossover. Page 1 of 3 B. In addition, the 121CC agrees to pay the costs for the VAST Crossover Coordinator at the 121CC under the current plan of up to 19 hours per week. The 121CC will be invoiced monthly from the City for employee costs incurred, to include, but not limited to, salary, 1.3% from total invoiced for PARS (Public Agency Retirement Services), and 1.45% 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 all VAST Coordinator positions and select/hire the appropriate candidate. The 121CC may assist with the vetting process, as appropriate. 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 the 121CC, the Parties agree to coordinate in an effort to reach agreement as to the replacement Coordinator in accordance with this agreement. F. In addition and in the event of a vacancy in the VAST Crossover Coordinator at the 121CC the Parties agree that the 121 CC will take the lead role in ensuring and coordinating program coverage until a replacement Coordinator is in place. During such time, no costs from Section II.B. shall be invoiced to the 121CC by the City. G. Both parties may coordinate in recruiting volunteers for the VAST Crossover program. III. Miscellaneous A. The City and the 121 CC shall fully cooperate in the planning and development of VAST Crossover at the 121 CC. The VAST Crossover program will initially operate three days per week (Monday, Tuesday, 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 2019, in preparation for the 2019-2020 GCISD school year. Thereafter, the MOU automatically will 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 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. Page 2 of 3 CITY OF GRAPEVINE 121 COMMUNITY CHURCH By: By: Date: Date: ATTESTED: ATTESTED: Tara Brooks City Secretary APPROVED AS TO FORM: City Attorney Page 3 of 3