HomeMy WebLinkAboutPR 18624: APPROVING A CONTRACT WITH FEDERATED WOMEN'S CLUB FOR THE SHARING OF OPERATING EXPENSE OF ROSE HILL MANOR NOT TO EXCEED $12,000 City of Port Arthur
Finance Department
Memorandum
To: John A Comeaux, Interim City Manager
From: Deborah Echols, Director of Financen,� �
Date: September 23, 2014 ((��`��''
Re: PR 18624
Recommendation
I recommend that the City Council adopt Proposed Resolution 18624, approving a contract between the
City and the Federated Women's Club for the sharing of operating expenses of Rose Hill Manor in the
not-to-exceed amount of$12,000 for the 2014-2015 fiscal year.
Background
The Federated Women's Club of Port Arthur operates the City owned property "Rose Hill Manor".
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 2014-2015 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 17243, approving a contract between the
City and the Federated Women's Club for the sharing of operating expenses of Rose Hill Manor, in the
not-to-exceed amount of$12,000 for the 2014-2015 fiscal year.
P. R. NO. 18624
DHE: 09/23/2014
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT TO
SHARE OPERATING EXPENSES OF ROSE HILL MANOR BETWEEN THE
CITY OF PORT ARTHUR AND THE FEDERATED WOMEN'S CLUB OF PORT
ARTHUR FOR THE 2014-2015 FISCAL YEAR, IN AN AMOUNT NOT-TO-
EXCEED $12,000.00. HOTEL OCCUPANCY FUND ACCOUNT NO. 140-1405-
551.59-00, M97908, AND GENERAL FUND RECREATION DIVISION 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 Manor 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 Manor as detailed in the
agreement, a copy of which is attached and made a part hereof as Exhibit "A".
THAT, the total contract cost for services is not-to-exceed $12,000 during the City's Fiscal year
from October 1, 2014 through September 30, 2015.
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 , 2014 at a
Regular Meeting of the City of Port Arthur, Texas, by the following vote: Ayes:
Mayor:
Councilmembers:
NOES:
Deloris Prince - Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVE AS TO FORM:
i
V. ' izen, City-70 ey _
APPROVED FOR ADMINISTRATION:
John A. Comeaux, P.E.,
Interim City Manager
APPROVED FOR AVAILABILITY OF FUNDS:
//F , ,r ,
Deborah Echols, Direc'or of Finance
Z/finance/resolutions/rosehil l
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 CLUB and the CITY, in recognizing the importance of the operation of said
Rose Hill Manor 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 has agreed that its contribution to the CLUB of Port Arthur to provide
operating funds for Rose Hill Manor for the 2014-2015 fiscal year shall be a sum not to exceed
$12,000, said appropriation having been included in the CITY budget for the 2014-2015 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 CLUB agrees to operate the facility known as Rose Hill Manor for the benefit of the
public with the operating funds for the fiscal year 2014-2015 being provided jointly by the CLUB, and
the CITY and any other entities or persons that agree to provide a portion of said funds.
THAT, the CITY agrees to fund to the CLUB a sum not-to-exceed $12,000 for the 2014-2015
fiscal year(October 1, 2014 through September 30, 2015).
THAT, 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 CLUB.
THAT, the CLUB hereby agrees to use the funds payable hereunder from the CITY in the not-
to-exceed amount of$12,000 less the cost of the custodian as payment for operating expenses.
THAT, the CLUB shall keep books of account on all Rose Hill Manor expenses and revenues
and shall submit a financial report to the CITY reflecting all receipts and disbursements by the Society
to operate Rose Hill Manor, and shall reimburse the CITY for any funds not used on an on going basis.
THAT, the City Manager or his designated representative shall have, upon reasonable notice,
the right to inspect all books and records of the CLUB.
THAT, upon termination of the operation of Rose Hill Manor 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 , 2014.
FEDERATED WOMEN'S CLUB OF PORT ARTHUR
By:
President
Signed on the day of , 2014.
CITY OF PORT ARTHUR, TEXAS
By:
John A. Comeaux, P.E., Interim City Manager