HomeMy WebLinkAbout4B Renewal of Agreement with Northwest Youth and Family Services�
EN HILLS
Request for Council ActYon
Prepared By: Ron Moorse, City Administrator Council Meeting Date: November 30, 2009
RenewaI of Agreement wif� Northwest Youfh and Family Services
Budgeted Amount: Actual Amount: Funding Source;
$7,000 $7,OOU l Ot-�4110-94325
Recomnnendation:
1. Motion ta approve the renewal of the agreement witEt Northwest Youth and Family
Services for a 5 year term begenning January 1, 201.0, and expiring an December 31,
2414.
�Upporting Documents:
1. See the attached merno frotn Ron Moorse, City Administraior.
2. Agreement witk� Northwest Youth and Family Services.
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EN HILLS
MEMORANDUM
DATE: Novernber 30, 2009
TO: Mayor and City Council
FROM: Ron Moorse, Czty Aci�ninistrator
�UBJECT: Renewal of Agreement with Northwesf Youth and Family Services
Background
The City has an agreement with Northwest Youth and Faznily Services (NYRS) regarding the
provzsion of youth and family counseling and other programs, and regarding the City's financial
support for those services. The current agreement is expiring on December 31, 2009. A new
agreement with a five year term is attached for Council consideration. For 2010, NYFS has
made rninor changes to the agreement based on feedback from the cities. The changes include
providing the proposed city contribution amaunt for the coming y�ar earlier in the year (June
30}, and submitting a written report to the city, including an annual Report, by Novernber 30 of
each year. NYFS has also determined the contribution from the cities will remain unchanged
from the 2009 contribution due to the current economic conditians. Attached as Exhibit 1 to the
agreement is a table showing the City's contribution amounts for the years 2006 to 2010.
The zn.ajority af the City's contribution has been funded by charitai�le garr�bling praceeds.
Because the amount of charitable gambling proceeds has been reduced in recent years, the
amount budgeted by the City has been increased to $7,000 for 2010.
Recommendation
It is recommended the agreement with Northwest Youth and Family Services be renewed for a
fiv� year tern� beginning January 1, 2010, and expiring on December 31, 2014.
Couucil Aciion Requested
Motion regarding the renewal of the agreement vc�ith Northwest Youth and Family Services for a
five-year term begir�ning Jar�uary 1, 2010, and expining on Decertaber 31, 2014.
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AGREEMENT
!. PARTIES
This agreement is made and entered into by and between the City of Arden Hiiis,
Minr�esvta ("C�ty"} and Northwest Youth and Family Services ("NYFS").
�I. RECtTALS
A. NYFS is a non-profit social serviee agency whose mission is to meet the
unmet deve�opmental needs of at-risk youth and families within their
community en�ironment with emphasis on providing services through
collaboratior� and coordination with existing communi�y resources. These
se�vices are available to youth and fami�ies residing in ihe northwest
suburbs of Ramsey County, ��cluding, but not limited to, the municipali#ies
wl�ich are signatory to agreements which are icfentfcal to this Agreeme�t
{"participating municipalities") and students and families from Ir�dependent
School Districts 62'E, 523, and 282.
B. Through this Agreerx�ent the City intends to contract with NYFS to pro�ide
such services to its residents ar�d �o act as a sponsor of NYFS by
providing financial st�ppor�, a method to establish appropriate services to
be provided and policy guidar�ce for its acti�ities.
C. This Agreement shalf be used as tf�e form agreement between NYFS and
each of the �ar�icipatir�g municipa(ies. This Agreement is ir�t�r�ded to
con#inue the spirit ot cooperation and colfaboration ir� th� pro�isior� of
social services betweer� the City and NYFS.
lll. TERMS AND C4NDITtONS
fn consideration o�Fthe mut�aal u�c}erstanclings of this Agreement, the parties
hereby agree as follows:
A. Prior Ac�reements,Ca�celled. By execu�ion of this Agreement any Prior
agreements ancf amer�dments thereto between the parties are hereby
cancelled.
B. Services Provided. NYFS shall provide the Ci�y anc� its residents with
youth and family eounseling and programs set forth in the Acider�dum
aitached hereto.
C. Princi [es of Service ar�d Pro ram Establisl�ment and � erations. On a
yearly basis and prior to submission of its ar�n�a! budget, as pro�ided for
hereafter, NYFS shalf:
�
1. Report regardi�g proposed changes in services and programs to
the City; and
2. Establish a fair and open biddinglrequesi �or proposaf (RFP}
process to contract, manage or provide suc� services and
programs, which are not directly provided by NYFS s#aff.
D. Fundinq
[n addition to the �articipating municipalities sF�are of ihe annua!
budget, funds for the operation of NYFS wil! be raised by NYFS
endeavorir�g to secure user fees, grants and appropriatians from
private organizations, the State of Minnesota, Federa! and County
agencies, ar�d other legaf and approprfate so�arces.
2. The City shal) pay anr��al{y to NYFS t�e base amount listed in
Exhibit A. This base amount will be adjusted ar�nual[y �or
inflationldeflatiar� using tf�e Standard Metropofitan Statistica! Area
Consumer Price IRdex for Alf Urban Consumers (CPE-U}. Such
adjustment sF�afl not exceed plus ar min�as 3% i� any year. Any
adjustment in the payment beyond t�ose indicated by reference fo
the CPI-U shali require approval of each af the participating
munic�palities.
3. Amounts payable by the City shall be Paid to NYFS on or �efore
.ianuary 30, of each year ta cover the City's sl�a�e for that year.
E. Board of Directors. This agreement is cantingent uPor� the City having a
designated sea� on �he Board of Directors. The Board of Directors shali
�e limited tv not more than 24 Board members.
F. Furt#�er Obliqations of NYFS. Ir� addi#Eon to the obfigations set forth
elsewhere in �his Agreement, this Agreement is further con�ingen� �por�
NYFS doing the foflowing:
1. The Bylaws of NYFS shalf be amendec� to add provisions requiring
an open process for contraciing services as provided for in
paragrapl� C.2., abo�e, anc� prahibiting NYFS from supporting or
opposing ind'rvidual candidates for election to public office in any of
the participating m�n�cipalities; a�d addir�g the requirement tha�
IRS 5D1.C3 stafus be maintained.
2. 4� or before June 30, of any year NYFS shall submit the proposed
city budgeted amount for the subsequenf year.
3. On or before November 30, of any year NYFS shall s�bmi� a written
repor# #o the Ci�y including ar� Annuai Report, the audited financial
statement, and a program specific summary of services provided to
the municipafity; irt addition, 30 ciays from the end of each calendar
quarter, NYFS shal{ submit a writter� report to the participating
mur�icipaEity.
4. Periodicafly advising tf�e City of services availabie through NYFS #o
the City's residents;
5_ Estabfishing a sfiding scale for couns�ling services avaifabfe
�hrough NYFS #o the City's residen#s and pe�-iodically advising the
City of such fees;
6. Providi�g o�her reasonable information requested by tne City;
7. Purchasing a policy of fiability ins�arance in the amount of at least
$1,oaa,000.00, naming t�e City as ar� additionaf insured and
proviciing a copy of the insurance cer�ificate evidencin� such policy
to the City, annually;
8. Pro�ide the City with a copy of its Articles of fncorporation, Bylaws,
Amendments thereto, and the [RS #ax exempf status i�tter;
9. NYFS shali defend ancf indemnify th� City from any and aEl clairns
or causes of aetions brought agair�st �he City of any matter arising
o�f of this Agreemen# or #he services pro�ided p�rrsuant io this
Agreement; and,
'f Q. Without the writ�en appro�a! of the City, NYFS wilE �ot enter ir�#o
any agreement with any other city which differs �rom the terms and
conditions of this Agreement.
G_ Term. The #erm of this agreement wii! be from January 1, 2010 thraugh
December 3'f , 2014. Unless the City has taken the required action to
ferminaie this agreement, NYFS will continue to pra�ide services to t�e
City if a successor agreement I�as not been execu#ed prior to the end of
ihe term.
H. (A) Disinbution of Assets Upon Dissolution.
I� NYFS ceases �o operate, the Board of Directors wiE� do one of the
following:
Give the assets to one ar more nonWprofit agencies providing simifa�
sacial services in the narthem suburbs of Ramsey Co�nty; or,
2. Form a new Foundation #o fund appropriate social service
prograrnming in tf�e northern suburbs of Ramsey Co�nty.
The finaf Distribution of Assets Pfan must be appro�ed by the Ramsey
Coun�y District Couri.
(B) Deviation from the Missio�.
If �he Ci�y Council determines that NYFS has materially deviated from its
mission (See Il. Recitals, A.), the City Council may ask the NYFS Board of
Dir�ctors to consider dissolving the agency and liquidating the assets.
T�e Board will do one of fhe folfowing:
9. Consider #he reques� and by a majority vote deny it.
2. Consider tf�e rec{uest and by a majority vote agree to modify the
programs to b� consistent with the mission.
3. Consider the request and by a majority vo�e agree with the request
and move io dissolve the agency and liquic�ate fhe assets.
IN WITNESS WHEREOF, the parties ha�e �xecuted this Agreement on this date
set forth below.
C�TY OF ARDEN Ht�LS
Mayor
City Manager 1 Administrator
Dated:
NORTHWEST YOUTH & FAMILY SERVICES
�
E o the Board o# irectors
President & CEO �
Dated: � � ��
EXHIBIT I
N4RTHWEST YOUT�-I & FAMIL'Y SERVICES
City Par��cipat�on F�gures
200� zoo� 2oos Zoas Zoio
(2.5% increase (3% increase
from 2005) from 2006}
(2.5% increase (3°/a increase (No increase
from 2007) from 2008} from 2009}
Arden Hills $13,288 $13,687 $14,029 $14,�49 $14,449
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