HomeMy WebLinkAboutPR 20501: FEDERATED WOMEN'S CLUB, EXPENSES, ROSE HILL, FOR THE 2018-2019 FISCAL YEAR City of Port Arthur
Finance Department
Memorandum
To: Harvey Robinson, Interim City Manager
From: Andrew Vasquez, Director of Finance
Date: September 28, 2018
Re: PR 20501
Recommendation
I recommend that the City Council adopt Proposed Resolution 20501, approving a contract between the
City and the Federated Women's Club for the sharing of operating expenses of Rose Hill in the amount
of$85,000 for the 2018-2019 fiscal year.
Background
The Federated Women's Club of Port Arthur operates the City owned property "Rose Hill". These
funds are used by the club to assist in paying operating costs of the historic home.
Budgetary Effect
This expenditure is funded in the 2018-2019 proposed operating budget under Hotel Occupancy Fund
140-1405-551.59-00 and in the General Fund Recreation Division 001-1402-551.14-00.
Summary
I recommend that the City Council adopt Proposed Resolution 20501, approving a contract between the
City and the Federated Women's Club for the sharing of operating expenses of Rose Hill in the amount
of$85,000 for the 2018-2019 fiscal year.
P. R. NO. 20501
JNP 9/28/18
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT TO
SHARE OPERATING EXPENSES OF ROSE HILL BETWEEN THE CITY OF
PORT ARTHUR AND THE FEDERATED WOMEN'S CLUB OF PORT
ARTHUR FOR THE 2018-2019 FISCAL YEAR, IN THE AMOUNT OF
$85,000.00,ACCOUNT NOS. 140-1405-551.59-00, M97908 AND 001-1402-551.14-00
WHEREAS, Rose Hill Manor is an important part of the history of Port Arthur; and
WHEREAS, the City's contribution to operating costs of Rose Hill serves a valid public
purpose.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR, TEXAS:
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute
on behalf of the City, a contract between the City of Port Arthur and the Federated Women's Club of
Port Arthur, to provide for a share of the operating cost of Rose Hill as detailed in the agreement, copy
attached and made a part hereof as Exhibit "A".
THAT, the total contract cost for services is in the amount of$85,000 during the City's Fiscal
year from October 1, 2018 through September 30, 2019.
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City of Port
Council.
READ, ADOPTED AND APPROVED this the day of October, 2018 at a Regular
Meeting of the City of Port Arthur, Texas, by the following vote:
Ayes:
Mayor:
Councilmembers:
NOES:
Derrick Freeman - Mayor •
ATTEST:
Sherri Bellard—City Secretary
APPROVED AS TO FORM:
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Val Tize 4 CityAttorney
APPROVED FOR ADMINISTRATION:
Harvey Robinson—Interim City Manager
APPROVED FOR AVAILABILITY OF FUNDS:
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Andrew Vasquez—Director of Finance
Z/finance/resolutions/rosehill
EXHIBIT "A"
THE STATE OF TEXAS *
KNOW ALL MEN BY THESE PRESENTS:
COUNTY OF JEFFERSON *
AGREEMENT
THIS AGREEMENT, made and entered into at Port Arthur, Jefferson County,
Texas,between the Federated Women's Club of Port Arthur(the "Club"), a non-profit corporation, and
the CITY OF PORT ARTHUR, TEXAS (the "City"), a municipal corporation:
WITNESSETH
WHEREAS, the Federated Women's Club of Port Arthur, and the CITY OF PORT
ARTHUR, in recognizing the importance of the operation of said Rose Hill and benefits to be derived
therefrom by the citizens and visitors to the CITY, have jointly resolved to enter into an agreement to
provide operating funds for said facility; and
WHEREAS, THE CITY OF PORT ARTHUR has agreed that its contribution to the
Federated Women's Club of Port Arthur to provide operating funds for Rose Hill for the 2018-2019
fiscal year shall be in the amount of$85,000, said appropriation having been included in the City
budget for the 2018-2019 fiscal year.
NOW, THEREFORE, in consideration of the mutual promises, covenants and
agreements herein set forth, it is agreed between the parties as follows:
THAT,the Federated Women's Club of Port Arthur agrees to operate the facility known
as Rose Hill for the benefit of the public with the operating funds for the fiscal year 2018-2019 being
provided jointly by the Club, and the CITY OF PORT ARTHUR and any other entities or persons that
agree to provide a portion of said funds.
THAT,the CITY OF PORT ARTHUR agrees to fund to the Federated Women's Club
of Port Arthur in the amount of$85,000 for the 2018-2019 fiscal year(October 1, 2018 through
September 30, 2019).
The City will first pay the salary and payroll taxes of a part-time custodian and then pay
any balance of the $85,000 directly to the Federated Women's Club.
The Club hereby agrees to use the funds payable hereunder from the CITY in the
amount of$85,000 less the cost of the custodian as payment for operating expenses.
The Club shall keep books of account on all Rose Hill expenses and revenues and shall
submit a financial report to the CITY reflecting all receipts and disbursements by the Society to operate
Rose Hill, and shall reimburse the CITY for any funds not used on an on going basis.
The City Manager or his designated representative shall have, upon reasonable notice,
the right to inspect all books and records of the Club.
Upon termination of the operation of Rose Hill or dissolution of the Club, the Club shall
deliver to the CITY all funds paid under this contract that have not been expended in accordance with
this contract.
SIGNED ON THE DAY OF , 2018
FEDERATED WOMEN'S CLUB OF PORT ARTHUR
By:
President
SIGNED ON THE DAY OF , 2018
CITY OF PORT ARTHUR, TEXAS
By:
Harvey Robinson, Interim City Manager