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HomeMy WebLinkAboutContract 26640 CITY SECRETARY CONTRACT Np. (fir 46 THIRD AMENDMENT TO CITY SECRETARY CONTRACT NO. 18454 STATE OF TEXAS § COUNTY OF TARRANT § This Third Amendment to City Secretary Contract No. 18454 (the "Agreement"), as previously amended by City Secretary Contract Nos. 20826 and 24455, is made and entered into by and between the City of Fort Worth (the "City") and the Fort Worth Zoological Association, a Texas nonprofit corporation (the "Zoo Association"). WHEREAS, on May 14, 1991, the City and the Zoo Association entered into City Secretary Contract No. 18454, pursuant to which the Zoo Association currently manages and operates the Fort Worth Zoo (the "Zoo"); and WHEREAS, the City and the Zoo Association have twice amended City Secretary Contract No. 18454, by entering into City Secretary Contract Nos. 20826 and 24455; and WHEREAS, the City and the Zoo Association desire to amend said City Secretary Contract No. 18454 a third time to provide for the phasing out and eventual elimination of all City authorized permanent positions and all temporary City positions assigned to work at the Zoo, and to provide an increase in the annual contract amount over a four year period and to provide for monthly contract payments. NOW, THEREFORE, KNOW ALL PERSONS BY THESE PRESENTS: That for good and valuable consideration which both parties acknowledge by their signatures below, the City and the Zoo Association hereby covenant and agree as follows: 1. That City Secretary Contract No. 18454, as amended, is hereby further amended by substituting the following in lieu of Section 3.03 thereof, and after said amendment, Section 3.03 of City Secretary Contract No. 18454, as amended, shall read as follows, to wit: 3.03 Personnel and Benefits. a. Like the City, the Zoo Association is and shall continue to be dedicated to the hiring and promotion of the most qualified individuals without regard to their race, religion, color, sex, national origin, age, sexual orientation or disability. The Zoo Association will encoura e U V0C1&L E!,L3 G o'�D �� �J105 flp GLSG{o applications from minority applicants. The Zoo Association's equal opportunity policy will apply to such areas as the recruitment and hiring of qualified applicants, job assignments, pay levels, promotions/demotions,job transfers,job training, discipline, layoff and discharge. b. Currently, there are certain permanent authorized positions at the Zoo which are paid by the City. The persons who occupy these positions are designated as City employees. A list of those City authorized permanent positions and the names of the persons occupying those positions is attached hereto as Exhibit "A", and incorporated herein for all purposes. All city permanent employees, except those employees within retirement eligibility as described below, will be transitioned (terminated as City employees and rehired as Zoo Association employees) by July 27, 2001. All employees within 20 years of service or with 5 years of retirement eligibility in these City authorized permanent positions will remain City employees until reaching retirement eligibility as listed on Exhibit "A". Pursuant and according to established City policy, on the last day of the retirement month for each retiring City employee, the position will be closed-out. Thirty days prior to the end of the City employee's retirement month, the Zoo Association will offer to transfer the retiring City employee to a position as an employee with the Zoo Association upon his/her retirement from the City. Once these incumbent employees vacate their designated authorized position, the vacant position will be deleted as a City authorized permanent position. Any remaining balance of funds allocated to the deleted position will be paid to the Zoo Association according to the payment terms detailed below. Terminal leave for all City employees will be provided by the City and will not be paid from any Zoo allocations or deducted from the annual contract amount C. At least twice a year, once by February 1, and again by September 1, the Zoo Association will inform the City of the number of City authorized permanent positions to be paid by the City pursuant to Section 5.01 hereof, and the salary to be paid the persons who will occupy such positions. It being understood that if the Zoo Association gives the City notice of permanent position adjustments more often than twice a year, the payment adjustments shall be made concurrently. The Zoo Association shall be entitled to create additional Zoo Association positions to hire employees to be paid by the Zoo Association to perform the functions of the deleted positions. The Zoo Association shall specify the salary to be paid the persons who will occupy the additional Zoo Association positions. d. In addition to the City authorized permanent positions referred to hereinabove, there have been temporary City employees also working at the Zoo who have been paid by the City. Said temporary employees will be terminated from City employment by July 27, 2001. The vacated temporary position will not be filled and the vacant position will be deleted as a temporary City position. Any remaining balance of funds allocated to the deleted positions will be paid to the Zoo Association according to the payment terms detailed below. Thereafter, should the Zoo Association determine that temporary employees are needed at the Zoo, it may hire such temporary employees as it deems necessary. Said temporary employees thereafter shall be considered as Zoo Association employees, and the Zoo Association shall pay their salaries and all other expenses related to their employment. uWN °I EEGUMD f rlwu "If MGA °y 2 � MCc A�I.NHI 00 0 e. As part of its management responsibilities, and subject to the terms and conditions of this Agreement, the Zoo Association exclusively will have all the rights of a manager, including, but not limited to the right to supervise, hire, promote, discharge, transfer, lay off, resolve disputes in accordance with appropriate procedures, to assign work, and to assess performance of all City or Zoo Association employees working at the Zoo. f. The City shall be responsible for all wages, insurance benefits, workers' compensation premiums (or qualified self-insurance alternative), vacation leave, sick leave, group insurance premiums, pension or retirement benefits, other benefits, or other obligations or liabilities owed to remaining City employees. The City is not responsible for wages, insurance benefits, workers' compensation premiums (or qualified self-insurance alternative), vacation leave, sick leave, group insurance premiums, pension or retirement benefits, other benefits, or other obligations or liabilities owed to Zoo Association employees. The Zoo Association shall be responsible for all wages, insurance benefits, workers' compensation premiums (or qualified self-insurance alternative), vacation leave, sick leave, group insurance premiums, pension or retirement benefits and other benefits, or other obligations or liabilities owed to Zoo Association employees. The Zoo Association is not responsible for wages, insurance benefits, workers' compensation premiums (or qualified self-insurance alternative), vacation leave, sick leave, group insurance premiums, pension or retirement benefits and other benefits, or other obligations or liabilities owed to remaining City employees. g. All City employees continuing to work at the Zoo shall be under the direct management of the Zoo Association and may be promoted, transferred, discharged or disciplined by the Zoo Association the same as if the Zoo Association were the manager of a City department. Such matters affecting the management of City employees, including without limitation, job assignments, promotions, transfers, evaluations, discipline, layoff, dispute resolution, and discharge of same, shall be in accordance with the City of Fort Worth Personnel Rules and Regulations in effect at that time and in accordance with the number of City authorized positions provided for under this contract. h. The Zoo Association and the City will maintain accurate records relating to their respective employees and, upon reasonable request, will provide such information to the other party. 2. That City Secretary Contract No. 18454, as amended, is hereby further amended by substituting the following in lieu of Section 5.01 thereof, and after said amendment, Section 5.01 of City Secretary Contract No. 18454, shall read as follows, to wit: 5.01 City Personnel. The City and the Zoo Association recognize and acknowledge that the Zoo, which is owned by the City, is and shall continue to be maintained and managed solely for the benefit and pleasure of the citizens of Fort Worth and the general public. To this extent, the City, in an effort to fulfill its continuing commitment to its citizens to provide a quality Zoo and to assure the Zoo's compliance with the accreditation standards of the American Association of Zoological Parks, shall continue to fund the Zoo operations in the following manner: a. The City and the Zoo Association acknowledge that during the City's Fiscal Years 1990-1991 through 1993-1994, the City appropriated annually the following amounts to pay the salaries and benefits specifically described in Section 3.03 hereof to City employees who have worked at the Zoo: 1990-1991 $1,500,000* 1991-1992 1,800,000 1992-1993 2,100,000 1993-1994 2,400,000 *Prorated for the period from the Effective date of City Secretary Contract No. 18454 through the end of the 1990-1991 Fiscal Year. Thereafter, to address the original intent of City Secretary Contract Number 18454, the City's annual appropriation shall be increased by the amount of$1,195,755 over the four-year period from Fiscal Year 2000-01, through Fiscal Year 2003-04 as more particularly set out below. This amount reflects the funds required to assure a constant dollar amount equal to the salaries of the 77 positions funded in the base contract year in the Fiscal Year 1993-94. An additional amount of $250,000 is added to the amount of $1,195,755 to address the ongoing overhead costs for the transferred positions. The foregoing adjustments will also be increased by the applicable CPI adjustment for the respective fiscal years, except for FY 00-01 when the CPI adjustment has already been included in the base contract amount. Plus CPI Base Subsidy Increase Annual Cost Adjustment FY 00-01 $2,838,609 $361,439 $3,200,048 In base am[ FY 01-02 $3,200,048 $361,439 $3,639,840 TBD FY 02-03 $3,639,840 $361,439 $4,089,307 TBD FY 03-04 $4,089,307 $361,438 $4,548,662 TBD Total $13,767,804 $1,445,755 $15,477,857 TBD Fiscal year 2004-05 and thereafter shall also be subject to CPI increases. b. Effective October 1, 2000, and for each fiscal year thereafter for the remainder of the term of this Agreement, the City shall continue to appropriate an amount of money as calculated in the manner prescribed above; provided, however, that (i) a portion of said amount shall continue to be used to pay the salaries and benefits to those City employees who are still working at the Zoo at the beginning of that fiscal Year; and (ii) as � ��0�1I EES-1W V"d� ��u'J�1! Ul5G�o permitted by Section 252.022(a)(7)(F) of the Texas Local Government Code, the balance of the amount appropriated shall be paid directly to the Zoo Association for management services provided by the Zoo Association, said payment to be in 12 equal monthly installments (such adjustments to conform to the adjustments to permanent positions) to be paid by the 5t" of each month. If during that particular fiscal year, a City authorized permanent position is deleted as contemplated by Section 3.03 hereof, then the amount that would have been paid to that position had it not been deleted for the balance of that fiscal year under (i) above, shall be paid directly to the Zoo Association pursuant to (ii) above, said payment to be in equal monthly installments for the remaining months of the fiscal year. Upon receipt of the final budget accounting each year, any amount owed to the Zoo Association will be paid in full by January 15 each succeeding year; and any amount owed to the City will be paid in two equal installments on April 1, and July 1 of each succeeding year. C. Concerning the conditional employment of temporary City employees working at the Zoo under Section 3.03 hereof, the parties hereto agree that for the City's Fiscal Year 2000-2001, any amounts budgeted or allocated by the City for temporary employee costs (salaries and FICA) which are not paid by the City due to a temporary employee vacating his or her position during the Fiscal Year, shall be paid to the Zoo Association by January 15, 2002, the same as if the temporary City employee had not vacated the position. Notwithstanding the foregoing, the City shall continue to pay the salary and benefits of City part time and/or seasonal Zoo employees replaced prior to July 27, 2001, pursuant to Section 3.03(a) hereof. On the other hand, any amounts paid by the City to temporary employees which exceed the amount budgeted or allocated for payment to temporary City employees for Fiscal Year 2000-2001, will be deducted from the final payment made by the City to the Zoo Association. The term "C.P.I." as referenced throughout this Agreement shall mean the annual average Consumer Price Index issued by the Bureau of Labor Statistics covering All Urban Consumers for the Dallas/Fort Worth, Texas Region (or if this index ceases to be published, then a comparable index). 3. That all other terms and conditions of City Secretary Contract No. 18454, as amended by City Secretary Contract Nos. 20826 and 24455, which are not expressly amended herein, shall remain in full force and effect throughout the term of this Agreement. IN WITNESS WHEREOF, the parties hereto have made and entered into this amendment r? ui? rMa this—lq,-�&y of Gt l/ , 2001, in Fort Worth, Tarrant County, Texas. 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QQQo- uQQ a) a) a) (u o m Y 20ommmmcoQQc( QQQQ 2222 = 2 rn N r N M q Cn co 00 (n O r N M (f) O co O O (n O o CMUT�"f��G l Z City of Fort Worth, Texas "elljor and Council Communication DATE REFERENCE NUMBER LOG NAME TGE 3/27/01 C-18527 8000STS 1 of 3 SUBJECT AMENDMENT TO CITY SECRETARY CONTRACT NO. 18454 WITH THE FORT WORTH ZOOLOGICAL ASSOCIATION TO INCREASE THE AMOUNT AND CHANGE THE METHOD OF CONTRACT PAYMENTS RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute an amendment to City Secretary Contract No. 18454 with the Fort Worth Zoological Association, as described below. DISCUSSION: On May 14, 1991 (M&C, C-12867), the City Council authorized a contract with the Fort Worth Zoological Association to manage the operation and development of the Zoo. The 20-year agreement authorized the Fort Worth Zoological Association to fund and manage all operations and improvements, and to retain all revenues and manage parking needs. On September 27, 1994 (M&C, C-14490), the City Council authorized the execution of the first amendment to the contract. This amendment allowed the Fort Worth Zoological Association to operate, maintain and manage the existing main Zoo parking lot and areas known as the Archery Range and Colonial North. On November 17, 1998 (M&C, C-17141), the City Council authorized the execution of the second amendment to the contract. This amendment allowed the Fort Worth Zoological Association to manage the design and development of the 1998 Capital Improvement Program projects in accordance with City and state procurement requirements. On October 10, 2000 (Informal Report No. 8278), a proposal for a third amendment was presented during Pre-Council for discussion and direction. Discussions continued through February 2001 between the Fort Worth Zoological Association and City staff. As a result of these discussions, a third amendment to the contract is proposed to include the following: a) The City will make direct payments to the Zoo instead of a subsidy (to offset personnel cost); and F b) Increase the annual payment to the Fort Worth Zoological Association by a total of $1,445,755 over a four year period, with 25% being added each year beginning April 1, 2001; and C) Restore the funding level to the original contract intent; and d) Waive personnel cost overruns owed by the Fort Worth Zoological Association to the City for FY1998-1999 and FY1999-2000 in the amount of$711,985; and City of Fort Worth, Texas "agor and coundl Communication DATE REFERENCE NUMBER LOG NAME PAGE 3/27/01 C-18527 1 8000STS 2 of 3 SUBJECT AMENDMENT TO CITY SECRETARY CONTRACT NO. 18454 WITH THE FORT WORTH ZOOLOGICAL ASSOCIATION TO INCREASE THE AMOUNT AND CHANGE THE METHOD OF CONTRACT PAYMENTS e) Transfer of all City authorized permanent and temporary positions to the Fort Worth Zoological Association beginning July 28, 2001, with the exception of 7 City permanent positions filled by employees with 20 years of service or who are within 5 years of retirement (these positions will not transfer to the Fort Worth Zoological Association until such time as the employees reach retirement eligibility); and f) Buy-out of accrued leave for employees transferred to the Zoo. At the time the original contract was executed, state law did not permit direct contract payments to the Fort Worth Zoological Association without competitive bidding. The law did allow for the assignment of City employees to work at the Zoo under the management of the Fort Worth Zoological Association if the City's direct financial obligations to the Zoo were the payment of City Zoo employee salaries and benefits. Therefore, the City retained the responsibility for payment of the personnel costs related to City employees at the Zoo instead of a direct contract payment to the Fort Worth Zoological Association. The state law has since changed and now permits an exception to competitive bidding for cities when contracting management services with a non-profit entity like the Fort Worth Zoological Association (Section 252.022 of the Local Government Code). It is now possible for the City to make direct contractual payments to the Fort Worth Zoological Association for management of the Zoo. Greater efficiency can be achieved with a change to straight contractual payments to the Fort Worth Zoological Association for management of the Zoo. This proposal to amend the contract also includes a suggested increase in the contract payment amount. When the contract began, the annual contract amount supported the labor costs of 77 permanent employees and approximately 250 temporary employees. Currently, the annual contract payment to the Fort Worth Zoological Association has been through funded City positions, however, market adjustments and salaries have increased at a higher rate than the Consumer Price Index (CPI) escalator provided. Consequently, the Zoo's actual costs have been in excess of the subsidy provided by the City. To offset the decline of the operational subsidy over the first 10 years of the contract, an increase to the base contract amount totaling $1,195,755 and a waiver of the $711,985 over expenditure repayment is proposed. The annual contract amount for FY2000-2001 is $2,838,609. The total proposed subsidy increase includes: $2,838,609 Current subsidy $1,195,755 increase to fund all 77 currently authorized positions $ 250,000 Personnel administrative costs for the transferred positions $4,284,364 New Base ($2,838,609) Less current subsidy $1,445,755 Gap in funding City of Fort Worth, Texas 4Vsmyor and Council Communicationni DAT 3/27/01 C-1 852 REFERENCE NUMBER LOG NAME PAGE 8000STS 3 of 3 SUBJECT AMENDMENT TO CITY SECRETARY CONTRACT NO. 18454 WITH THE FORT WORTH ZOOLOGICAL ASSOCIATION TO INCREASE THE AMOUNT AND CHANGE THE METHOD OF CONTRACT PAYMENTS The amendment proposes to add this combined total of $1,445,755 to the base contract in 25% increments, over a four-year period. On April 1, 2001, $361,439 would be paid to the Fort Worth Zoological Association. For the next three fiscal years, through FY2003-2004, the same amount would be added to the annual contract amount prior to the CPI adjustment calculation. If these changes are approved, the fiscal impact will be: FY2000-2001: $361,439 Parks and Community Services (General Fund budget) $170,000* Non-Departmental (terminal leave for General Fund employees) $531,439 Future Years: 25% (new base) and CPI adjustments will be included in the City Manager's proposed budget for the Zoo Association. *This amount is estimated and may change based on actual leave accrued at the time the payment is processed. F This item was presented to the City Council at its workshop on Tuesday, March 20, 2001, and staff was directed to process the proposed contract amendment and the necessary documents. The Fort Worth Zoo is located in COUNCIL DISTRICT 9. FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that funds for the accrued leave are available in the current operating budget, as appropriated, of the General Fund. No funds were budgeted for the increase in the annual subsidy to the Fort Worth Zoological Association, however, the Parks and Community Services Department is projecting to have significant salary savings, which will help to offset this expenditure. LW:k Submitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY Office by: (to) APPROVED Libby Watson 6183 CITY COUNCIL Originating Department Head: MAR 27 2001 Richard Zavala 5704 (from) GG01 539120 0801000 $361,439.00 ` Additional Information Contact: GG01 513110 0909801 $170,000.00 City secretary of the Richard Zavala 57M City of Fort Worth,Texal