HomeMy WebLinkAboutPR 15464: FEDERATED WOMEN'S CLUB EXPENSES AT ROSE HILLCity of Port Arthur
Finance Department
Memorandum
To: Steve Fitzgibbons, City Manager
From: Deborah Echols, Director of Finance
Date: August 28, 2009
Re: PR 15464
Recommendation
I recommend that the City Council adopt Proposed Resolution 15464, 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 $12,000 for the 2009-2010 fiscal year.
Background
The Federated Women's Club of Port Arthur operates the City owned property "Rose Hill". These
funds aze used by the club to assist in paying operating costs of the historic home. A copy of the 2009
Budget and 2008 Financial Report for Rose Hillis attached for your information.
During the 2008-2009 fiscal year a representative of the Federal Women's Club expressed to us that it
was becoming increasingly difficult to prepare the payroll and related returns for their employee. To
assist them we agreed to bring their custodian on as a temporary employee, pay her wages and social
security taxes out of the $12,000. The wages and taxes aze estimated to be $10,000 per yeaz.
Budgetary Effect
This expenditure is funded in the 2009-2010 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 Ciry Council adopt Proposed Resolution 15464, 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 $12,000 for the 2008-2009 fiscal year.
P. R. NO. 15464
JJA 08/25/09
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
2009-2010 FISCAL YEAR, IN AN AMOUNT NOT TO EXCEED
$12,000, ACCOUNTS #140-1405-551.59.00, M97908 AND 001-1402-
551.1400.
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, said agreement is contingent on the availability of funds in the 2009-2010 fiscal year
budget, to be approved by the City Council.
THAT, the total contract cost for services is not to exceed $12,000 during the City's Fiscal year
from October 1, 2009 through September 30, 2010.
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 September, 2009 at a Regulaz
Meeting of the City of Port Arthur, Texas, by the following vote:
Councilmembers:
NOES:
Mayor
ATTEST:
Tem Hanks -City Secretary
APPROVED AS TO FORM:
Mark Sokolow -City Attorney
APPROVED FOR ADMINISTRATION:
Stev i zgibbons -City Manager
eborah Echols -Director of Finance
Lfinance/reso W[ions/rosehill
EXHIBIT "A"
THE STATE OF TEXAS
COUNTY OF JEFFERSON
KNOW ALL MEN BY THESE PRESENTS:
AGREEMENT
THIS AGREEMENT, made and entered into at Port Arthur, Jefferson County,
Texas, between the Federated Women's Club of Port Arthur (the "Club"), anon-profit corporation, and
the CITY OF PORT ARTHUR, TEXAS (the "City"), a municipal corporation:
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 2009-2010
fiscal year shall be a sum not to exceed $12,000, said appropriation having been included in the City
budget for the 2009-2010 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 2009-2010 being
provided joint]y 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 a sum not to exceed $12,000 for the 2009-2010 fiscal year (October 1, 2009 through
September 30, 2010).
The City will first pay the salary and payroll taxes of a part-time custodian and then pay
any balance of the $12,000 directly to the Federated Women's Club.
The Club hereby agrees to use the funds payable hereunder from the CITY in the
amount of $12,000 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 , 2009
FEDERATED WOMEN'S CLUB OF PORT ARTHUR
By
President
SIGNED ON THE DAY OF , 2009
CITY OF PORT ARTHUR, TEXAS
By
City Manager