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Home My WebLink About4B, Renewal Agreement with Northwest� �.� EN HILLS Re uest for Council Action q Prepared By: Ron Moorse, City Administrator Council Meeting Date: November 30, 2009 Renewal of Agreement with Northwest Youth and Family Services Budgeted Amount: Actual Amount: Funding Source: $7,000 $7,000 101-4110-44325 Recommendation: 1. Motion to approve the renewal of the agreement with Northwest Youth and Family Services for a 5 year term beginning January 1, 2010, and expiring on December 31, 2014. Supporting Documents: 1. See the attached memo from Ron Moorse, City Administrator. 2. Agreement with Northwest Youth and Family Services. _ _ __ _ _ _ _ __ _ _ _ _ _ _ __ _ _ _ _ _ _ _ __ _ _ _ _ _ _ __ ___ _. _ _ _ _ _ _ _ _ __ ___ _ . . __ _ _. _ _ _ _ _ MEMORANDUM DATE : November 3 0, 2009 TO: Mayor and City Council FROM: Ron Moorse, City Administrator SUBJECT: Renewal of Agreement with Northwest Youth and Family Services Background The City has an agreement with Northwest Youth and Family Services (NYFS) regarding the provision of youth and family counseling and other programs, and regarding the City's �nancial 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 minor changes to the agreement based on feedback from the cities. The changes include providing the proposed city contribution amount for the coming year earlier in the year (June 30), and submitting a written report to the city, including an annual Report, by November 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 conditions. Attached as Exhibit 1 to the agreement is a table showing the City's contribution amounts for the years 2006 to 2010. The majority of the City's contribution has been funded by charitable gambling proceeds. 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 five year term beginning January l, 2010, and expiring on December 31, 2014. Council Action Requested Motion regarding the renewal of the agreement with Northwest Youth and Family Services for a �ve-year term beginning January l, 2010, and expiring on December 31, 2014. f 6 � � � AGREEMEN� �. PART! ES This agreement �s made and entered into by and be�ween t�e CEty of Arden Hii�s, Minnesota �"C�ty"} and Nor�hwest You�h and Family Services ("NY�S"). t�� REC{TALS A. NY�� is a non-prafit socia� service agency whose miss�on �s to meet the � unmet devefopmenta[ ne�ds of at-risk youth and fam�[ies with�n their cor�munity enviranmen� with emphasis on provEd�ng s�rvices �hrough col�abo�ation and coordina�ion with exist�ng cammunity resources. These services are avaifabfe to yout� and familEes res`rdin� ir� the northwest suburbs of Ramsey Caunty, ir�e�ud�n�, but not fimited to, the munieipa[ities �nrh�ch are signatory to agreements which are iden�icai ta this �greemen� ("participating mur�ic�palitiesii} and students ar�d familEes from �nd�pendent School Districts 62'�, 623, and 282. B. Through this Agreement the City intends to con�ract with NYFS to pravide such services ta its residents and �o act as a sponsor of NYFS by providing financial su�port, a methad to estab�isf� a�propriate serv�ces ta be provided and �oli�y guidance for i�s activit�es. C. T�is Agreement sk�a�l be used as the form agreemen� between NYFS and each af the part�cipa�ing munfcipa[�es. This Agreem�n� is �ntended to continue the spirit of cooperat�on ar�d co�laborat�on in the provision of socia� services between the Ctty and NYFS. tli. TERN[S AND CONDI�'tONS �r� consideratio� of t�ie rnutua� understandings of this Agreement, the parties hereby agree as follows: A. Pr�or Agreer�ents Cancelled. B� execution af th�s Agreement any prior agreements and amendments thereto between the part�es are hereby cance��ed. B. Services Provided. NYFS shal� provide the City and its residenfs wit� youth and family counsefing and programs set forth in the Addendum attached hereta. Ce Princ�p�es of Servfce and Program Estabfishment and aperations. On a yearly bas�s and prior �o submission of tts ar�nua� bu�get, as provided for hereaf�er, NY�S shalf: � �. Report regar�ing praposed changes in servE�es and programs �� the City; and 2. Estabiish a fa�r and open b�ddEng�request for pro�asa� �RFP} process to contract, manage or provide such serv�ces an� programs, which are r�ot directly provided by NYFS staff. Q. Fund�in�, 1. In addition to the part�c�pat�ng municipalities share of the annua[ budget, funds for the operation of N1�FS wil! be raise� by NYFS endeavoring ta sec�re user fees, grants an� approprEations fror� prtvate orgar��zations, the State of Minnesota, Federaf and Caunty ager�cies, an� ot�er lega[ and appropriate saurces. 2. The City shal! pay annua�ly to NY�S �he base amount f�sted rn Exh�b�t A. This base amount wi�! be adjusted annual[y for inffation�deflation using th� Stan�ard MetropolEtan Statistica� Area Cons�mer Price Index for A![ U�ban Cansumers (CPI-U}. Suc% adjustrnent shaf[ not excee� plus or minus 3% in any year. Any ad�ustmen� in the payment beyond those indicated by reference to the CPI-C� shaE� require approva[ of each of the par�icipating munic�pa�ities. 3. Amounts payable by the City shall be paid to NYFS on or before January 30� of each year ta cover the City'� share for that year. �o Boar� of Directors. This agreemenf �s contingent upon the �ity having a designated seat on the Board of Dire�tors. The Board af Directors shal� �e fimited to not more than 24 Board rner�bers. �. Further Obfiga�ians of NY�S. [n additian to fhe obligations set for�h elsewhere in thrs Agreement, this Agreement �s further cont�r�gent u�on N1�FS doing the foilowing: 1. The By�aws of NYFS sha�� be amended to add pravtsior�s requiring an oper� process for cor�tracting services as prov�ded for in paragra�h C.2., above, and prohibit�ng NYFS from supportEr�g or apposing �nd�vidual candidates for election to public affice in any of the par�Ecipating municipal�ties; and adding the requirement that [RS 501.C3 status b� rnair�tained. 2. 4n or befare June 30, of any year �fYFS shall subrnit the proposed city budgete� amour�t fa� the subsequent year. � � : t 3. E}r� or befare Noverr�ber 30, af any y�ar NY�S shalf subrn�t a wriften repor� to �he City incfudin� an A�r�ual Re�ortT the au��ted f�nancial staterr�er�t, an� a progra� specif�e surnrnary af services pro�i�ed ta the munic�pafity; �n addition, 3� days from �t�e end of ea�h cai�ndar qua�er} NYFS sha[� su��t a wr�tten repQr� to the participating muni��ality. 4. F�er�odica�ly advising the Gity o� serv�ces ava�lab�e thraugh NYFS to the City's resid�nts; 5. Es�abC�sh�ng a sliding scale for caunselir�g services avai�able through NYFS ta the City's residents and periodicaliy advising the City o� such fees; 6. Providin� other reasonable �nforrnatian requested by the City; 7. Purchasing a poiicy of fiabi��ty insurance in the amount of at leas� $� ,aoa,000.00, naming the ��y as an additional insured and praviding a copy of the ins�rance cer�ificate evidencing sucf� pol�cy ta the City, annuall�; 8. Provide the City with a copy of its Art�cl�es of I ncorporation, Byfaws, Amendments t�ereta, and �he �RS tax exempt status letter! 9. [�YFS sha�I defend and inder�nify t�e Ci�y from ar�y and all cla�rns or causes of actrons brough� against the Ci�y of any matter arisin� out af this A�reement or the services provided pursuant tc� fhis Agreement; and, 10. Witho�t �he written approval af the City, NYFS will not enter �nta any agreemer�t with any other city which differs from tf�e terms and canditions of this Agreement. Ge �"erm. The term of this agreement w�� be fram January 1, 20'�0 �hraugh December 3� , 2014. Unless the City has taken the required action to terminate this agreement, NYFS wil� cont�nue to provide services to the Cit� i� a successor agreement has r�ot been executed prior to the end a� the term. H. (A} D�stribu�ion of Assets Upon Dissolution. If NYFS ceases to ope�ate, �f�e Board af Qirectors wilf do one of the folfowing: 1. Give fhe assets to one or more non-profit agencies prav��ing simirar social services in the northern suburbs of Ramsey �aunty; or, 2. Form a new �aundation ta fund approp�iate sacia� serv�ce pragramr��r�g En the r�orthern suburbs o� Rarr�sey �ounty. The fina� Distribution of Assets Plan m�rst be app�oved by the Ramsey Caur�ty D�s�rict Caur�. (B� aev�atian fror� tf�e MissEon. If the C�ty �our�cil determines that NY�S has materia!!y devia�ed fram its mission (See ��. Rec�tals, �.}, tl�e Ci�y Gounc�l r�ay ask the NYFS Board of Directors tv consider dEssolving the agency and �iqu�datin� �he assets. The Baard wfI[ do ane of the folfo�nring: 1. Consider the request and by a ma�or�ty vote deny it. 2. Cons�der the request and by a majority vate agree to modify the pragrarns to be consistent with the rniss�on. 3. Consider the request and by a major�ty vote agree with the request an� move ta dissolve the agency and l�quidate the assets. it� WETNESS WHEREOF, the parties have executed tnis Agreement on this date set fort�i below. CITY �F ARDEN HIL�S Mayor City Manager�Adminfstrator Dated: NURTHWEST YOtJTH & FAMILY SER�lCES . `� � o t�e Board of i�eGtars Presider�t & CE� Dated - ` � � �"� H � � � � � W � � � � W � � }--a �--� � � � � � �--� � � � �--� � F-i�i � � � � 0 � � cU � � b,A . �.-, � � O . �-., � . �.' .� � � � -�' . �..,, � �1 � � �s o a� U � � .� � � o � � � � �� o � U � � o ' � � �t o � � c� �, `� � � � � � � �' o � �o � •� � o °° a o �' o � �-' N �� ' �� c� o �o �� '� � � � o � � � � � M � � � 4) ^ �� .� � � N o � � N � O N � M � '� �4 � �-, . �, � � � �