Res 2902 11/13/1981RESOLUTION NO. -
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RESOLUTION APPROVING AND AUTHORIZING THE
CITY MANAGER TO EXECUTE A CONTRACT WITH
THE COMMUNITY ACTION CORPORATION CONCERNING
THE MEALS-ON-WHEELS PROGRAM.
BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF
WICHITA FALLS, TEXAS, THAT:
That certain contract, a copy of which is attached hereto,
between the City of Wichita Falls and Community Action
Corporation of Wichita Falls and North Texas Area, concerning
the Meals-On-Wheels Program which is operated by the Community
Action Corporation, is hereby approved, and the City Manager is
authorized to execute the same for the City of Wichita Falls.
PASSED AND APPROVED this the 13th day of November, 1981.
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ATTEST:
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City Cl'e`rk
MEALS-ON-WHEELS
PROPOSED CONTRACT ELEMENTS
A. CONTRACT PARTIES
This contract is entered into between the City of Wichita
Falls, Texas , a municipality, as contractor, hereinafter referred
to as City, and the Community Action Corporation of Wichita Falls
and North Texas Area, 602 Broad Street , Wichita Falls , Texas , a
private , non-profit corporation, as contractee hereinafter
referred to as CAC .
B. CONTRACT PERIOD
This contract period commences the 1st day of October, 1981 ,
and expires the 30th day of September 1982 .
C. CONTRACT PURPOSE
The purpose of this contract is to set forth the terms and
conditions agreed to between the City and CAC for the purpose of
carrying out the Meals-On-Wheels, hereinafter referred to as MOW,
program within the city limits of the City of Wichita Falls, Texas .
D. CONTRACT SERVICE PERFORMANCE
1 . CAC agrees to prepare and to home deliver to eligible MOW
clients approximately one-hundred ten (110) hot , nutritiously
balanced noon meals each Monday through Friday throughout the
contract period.
2 . CAC agrees to abide by the eligibility criteria estab-
lished by the Texas Department of Human Resources, hereinafter
referred to as TDHR, in selecting and certifying eligible program
recipients .
3. CAC agrees to maintain client confidentiality as provisioned
by TDHR.
4 . CAC agrees to utilize a part-time nutrition consultant
to prepare and analyze menus, and to make monthly reviews of the
MOW kitchen, and to submit to CAC the review findings .
5 . CAC agrees to maintain operational and fiscal records
as specified by TDHR and CAC' s parent organization, Community
Services Administration, hereinafter referred to as CSA.
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E . CONTRACT REPORTS
1 . CAC agrees to maintain , prepare and disseminate records
and reports as required by TDHR and CSA.
2 . CAC agrees to furnish City a copy of the following
reports at the stated intervals :
a. TDHR Form 4116 , State of Texas Purchase Voucher;
monthly, ten ( 10) working days following the last day of each
month (Attachment I ) .
b. State of Texas Department of Public Welfare , Form
2014, Purchased Services Expenditure Report ; monthly , ten (10)
working days following the last day of each month (Attachment II ) .
c. TDHR Form 290-C, Monthly Service Delivery Summary;
monthly, ten (10) working days following the last day of each month
Attachment III ) .
d. Report showing the number of meals served; monthly,
ten (10) working days following the last day of each month.
e . Financial statement showing MOW current financial
status; monthly, ten (10) working days following the last day
of each month.
3 . CAC agrees to provide City a current list of food and
kitchen suppliers used by CAC in administering the MOW program
and to submit to City updated information each month within ten (10)
working days following the last day of each month (Attachment IV) .
4 . CAC agrees to advise City monthly of the number of clients
that leave the MOW program. The privacy of the clients will be
protected in accordance with TDHR regulations . The reporting
format is presented on Attachment V and will include the number
of clients who leave the program, the reason for terminating, and
the age, ethnic identity , and sex of the client . This report will
be submitted to City by CAC within ten (10) working days following
the last day of the month.
5. CAC shall not be held responsible for the protection and/or
dissemination of information which TDHR elects to release to City .
F. CONTRACT FISCAL CONTROLS AND AUDITS
1 . CAC shall be responsible for the fiscal management of the
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MOW program. Managerial and fiscal accounting records will be main-
tained by CAC Comptroller or his/her designee .
2 . TDHR and CAC shall be the authorized audit agencies
of the MOW program.
3. The program will be audited annually following the close
of the contract by TDHR and/or CAC and shall follow the audit
procedure and schedule of TDHR.
4 . The program will be subject to CSA audit requirements
as set forth in CSA regulations .
5 . A copy of all audits performed on the MOW program will be
submitted to City within ten ( 10) working days following receipt
by CAC.
6 . All audits, reports, or data arising from the MOW program
will be prepared, maintained, and disseminated for operational
purposes of the program. Use for any other means will violate
program intent .
G. ACCESSIBILITY OF RECORDS
CAC shall give the City, through its authorized representative,
access to and right to examine all records, books , papers, and
documents relating to this contract .
H. CONTRACT PAYMENTS
City agrees to reimburse CAC each month during the term of
this contract at the rate of thirty percent (30%) of the total
monthly program costs, but not to exceed $18, 845 .00 per year, as
reflected on TDHR form 4116 (State of Texas Purchase Voucher) ,
executed by CAC and TDHR. Said payments will be delivered to
CAC within ten (10) working days from the date of presentation
to City by CAC of the executed TDHR Form 4116 .
I . RECAPTURE OF FUNDS
CAC shall be liable to the City for all funds advanced or
paid by the City . CAC shall forthwith pay to the City any sum of
money which is either unspent or not spent strictly in accordance
with the terms of this contract .
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J . CAC CONTACT
Matters relating to the fiscal and managerial elements of
the MOW contract will be referred directly to the Executive
Director of CAC.
K. CONTRACT DISCLAIMER
This contract supersedes all previous contracts . No changes
thereto to the MOW program shall be made and/or demanded without
the joint written consent of CAC and City .
L. TERMINATION OF CONTRACT
It is mutually agreed between the parties that this contract
may be terminated by either party upon thirty ( 30) days written
notice to the other party.
Executed this day of 1981 , by and
between CAC and City , at Wichita Falls, Texas .
ATTEST:
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