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HomeMy WebLinkAbout99-08 RESOLUTIONRESOLUTION NO. 99-08 A RESOLUTION AUTHORIZING THE FAYETTEVILLE ANIMAL SERVICES DIVISION TO ACCEPT.A GRANT FROM PETSMART CHARITIES IN THE AMOUNT OF $10,000.00 TO COVER COSTS ASSOCIATED WITH PRE -ADOPTION SPAY/NEUTER SURGERIES; AND APPROVING A BUDGET ADJUSTMENT TO RECOGNIZE THE GRANT REVENUE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby authorizes the Fayetteville Animal Services Division to accept a grant from PETSMART CHARITIES in the amount of $10,000.00 to cover costs associated with pre -adoption spay/neuter surgeries. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a budget adjustment to recognize the grant revenue. ........ 'o,, C'' • S6" E ;FAYETTEVILLE' 55saC4NSP: j2: ' A O1j ,A,/G TON �c00`‘‘ ` By: .�' , - By: C!-�J" cIA 4(2) % G y 7Cn � SONDRA E. SMITH, City Clerk/Treasurer PASSED and APPROVED this 6th day of May, 2008. APPROVED: ATTEST: D ` COODY, Mayor np PETSMART LAA ri ie � f s GRANT CONTRACT AGREEMENT THIS GRANT AGREEMENT (the "Agreement') is effective this 1°' day of April 2008, by and between PetSmart Charities, Inc. a 501(c)(3) company, whose place of business and address is 19601 N. 27th Avenue, Phoenix, AZ 85027 ("PetSmart Charities"), and, Fayetteville Animal Shelter ("Organization") whose address is 1640 Armstrong Rd., Fayetteville, AR 72701. Upon a fully executed version of this Agreement, PetSmart Charities shall award the Organization a grant in the amount of $10,000.00 ("Grant Funds'). The Grant Funds shall be used solely for purchase of spay/neuter supplies to sterilize approximately 370 dogs and cats prior to adoption at an average cost of $27 each (the "Grant"). This Grant is subject to the following conditions: 1. The Organization will use the Grant Funds only for the purposes summarized above. In the event that the Organization cannot use the Grant Funds for the purposes described within 12 months the Organization must notify PetSmart Charities immediately. The Organization will use the Grant Funds only for charitable purposes. If PetSmart Charities determines at any time that any of the Grant Funds have been used for any purpose other than those summarized above; remain inappropriately unused by the Organization, relative to the expected time table; are not used in accordance with the terms and conditions of this Agreement the Organization is involved in any investigation or engaged in any action that appears to be unprofessional, uncharitable, or inappropriate; or in PetSmart Charities' discretion, any such action or inaction that does not uphold the spirit of the grant, then PetSmart Charities may unilaterally change the terms of this grant and take such actions as PetSmart Charities deems appropriate to ensure the proper use of the Grant Funds These . actions may include, in the sole discretion of PetSmart Charities, the total revocation of the Grant and the immediate return of all Grant Funds. 2. PetSmart Charities makes the Grant on the condition that the Organization is and continues to be a city/county/state/tubal government entity. The Organization must notify PetSmart Charities immediately if: the Organization's tax-exempt status is withdrawn effective as of any date within two years of the date of this Agreement, or (b) if the Organization ceases operations effective as of any date within two years of the date of this Agreement If the Organization's tax status changes, PetSmart Charities may change the terms of the Grant, including revoking the Grant and requiring a full refund of the Grant Funds to PetSmart Charities. 3. No part of the Grant Funds shall be used for lobbying or political activities. 4. By 18 months from the date of this Agreement, the Organization will provide to PetSmart Charities a narrative written response to the enclosed evaluation questions on the Grant Follow-up Report and provide sufficient supporting backup and financial documentation detailing the use of the Grant Funds. Additional grant funds will not be awarded until all requirements of this paragraph have been met as defined above. Page 1 of 3 5. PetSmart Charities may release information concerning the Grant in such ways as it deems appropriate. If the Organization is interested in publicizing the Grant and its efforts in helping homeless pets in the local media, please contact the PetSmart Charities' Communication Manager at: (623) 587-2872. All media materials (es, press releases, annual reports, newsletters, invitations, etc.) mentioning PetSmart Charities must be reviewed and pre -approved by PetSmart Charities. Failure to comply herewith will result in PetSmart Charities' immediate right to seek reimbursement from the Organization for the full amount of the Grant. • The Organization shall obtain the prior written consent from PetSmart Charities prior to granting any entity or individual with any publicity or sponsorship rights in connection with this Grant. Should the Organization wish to use the PetSmart Charities' • name for any type of recognition, including donor walls or any other permanent fixtures, it may not do so without PetSmart Charities' written consent and provided that it uses PetSmart Charities' official logo and is done so in a favorable light for PetSmart Charities. The Organization hereby authorizes PetSmart Charities to use the Organization's name, logo, and photographs or other representation of the Organization's facilities and activities in its annual report and other PetSmart Charities' publications. The Organization waives any rights to inspect or approve of such annual report or other such publications. The Organization agrees to obtain for PetSmart Charities the written release of any individuals (for themselves and/or their pets) in such photographs in an appropriate form provided by PetSmart Charities. 6. PetSmart Charities may request at any time that the Organization produce a written report, in a form reasonably satisfactory to PetSmart Charities, detailing the Grant Funds expenditure and progress of the programs to date. The Organization will submit the written report to PetSmart Charities no later than five (5) days after the date of PetSmart Charities' written request. Additionally, upon written notice and during normal business hours, PetSmart Charities may audit the records of the Organization as they pertain to the Grant, Grant Funds or terms and conditions of this Agreement. The Organization will permit the audit no later than five (5) days after the date of PetSmart Charities' notice. If thc report or audit reveals that: (r) the Grant Funds have not been used for the Grant, (ii) the Grant Funds remain inappropriately unused by the Organization, relative to the expected time table or (n) the Grant Funds are not used in accordance with the terms and conditions of this agreement, then PetSmart Charities may, at its sole option, unilaterally change the terms of the Grant and thc Organization may be required to immediately return to PetSmart Charities all Grant Funds. Please indicate, as an authorized representative of the Organization, the Organization's agreement with the conditions of the Grant by signing the bottom of this Agreement and returning it to PetSmart Charities within 45 days of the date of this Agreement, by facsimile, U.S. Mail or hand delivery. Upon PetSmart Charities' receipt of this original signed Agreement and PetSmart Charities' acceptance by signature of this Agreement, a check will be issued to the Organization as well as a copy of this fully executed Agreement. Page 2 of 3 This Agreement will be null and void if not executed and returned to PetSmart Charities after 45 days from the date of this Agreement. WE HAVE IEWED AND AGREE TO THE ABOVE'TERMS AND CONDITIONS: By: By: (Signature) baAn(coot (Print Name) 0) elk Title (Officer in Fayetteville Animal Shelter) 51° le PetSmart Charities Date Please make a copy of this document for your records and mail this signed original to: PetSmart Charities Atm: GRANTS 19601 North 27'" Avenue Phoenix, AZ 85027 Page 3of3 • City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2008 Department: Police Division: Animal Services Program: Veterinarian/Clinic Date Requested 4/17/2008 Adjustment Number Project br.Itein Added/Increased: Grant funding in the amount of $10,0001or vet supplies to spay/neuter approximately 370 dogs and cats prior to adoption. Project or Item Deleted/Reduced: Justification of this Increase: Grant funding to assist with 2008 budget decrease in vet supplies. Justification of this Decrease: Increase Expense Budget (Decrease Revenue Budget) Account Name Veterinary Supplies Account Name Account Number - Amount Project Number 1010 - 2730 5200 03 10,000 03049 0801 Decrease Expense Budget (Increase Revenue Budget) Account Number Amount Commercial Grants Project Number 1010 0001 4305 00 10,000 03049 0801 anApproval Signatures t �����( �Re' sted l y r 'Budget Director Ivate DU Date CLec,..1 tment Director Date V Finan Director Date ayor Date Budget & Research Use Only Type: A B C General Ledger Date Approval Date Posted to General Ledger Posted to Project Accounting Initial Date Initial - Date Initial Date Jill Hatfield Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 5/6/2008 City Council Meeting Date Agenda Items Only Animal Services Division Action Required: Police Department Approval of PetSmart Charities grant for pre -adoption spay/neuter surgeries. This grant, in the amount of $10,000, is a non-matching grant that will be utilized to purchase anesthesia medications, surgical instruments and supplies, and a heart rate/oxygen level monitor. The grant is for an 18 month period. Cost of this request 1010 2730 5200 03 Account Number Project Number 10,000.00 Category / Project Budget $ Program Category / Project Name Funds Used to Date Program / Project Category Name 10,000.00 General Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached X v_yed_ord Department Director Date Previous Ordinance or Resolution # / J o /` Original Contract Date: c \ CD2 � �2 t Original Contract Number: City Attorney r Date LeaLS 0.- Pe 4-Rt-or Finance and Internal Service Director Date Mayor Date Received in City Clerk's Office 0 Received in Mayor's Office Comments: Revised April 16, 2007 Tnye ARKANSAS Departmental Correspondence Fayetteville Animal Services 1640 Armstrong Road Fayetteville, AR 72701 Telephone: (479) 444-3456 Fax: (479) 444-3459 To: Mayor Dan Coody and Fayetteville City Council Thru: Greg Tabor, Chief of Police From: Jill Hatfield, Animal Services Superintenden Date: April 17, 2008 Re: PetSmart Charities Pre -Adoption Spay/Neuter Grant Approval Recommendation Staff recommends approval of the PetSmart Charities Grant for pre -adoption spay/neuter surgeries. The grant funds shall be used for the purchase of spay/neuter supplies to sterilize approximately 370 dogs and cats prior to adoption. Furthermore, staff requests that Jill Hatfield be the primary point of contact to provide supporting backup and financial documentation detailing with the use of the Grant funds. Background PetSmart Charities provides grants for shelters that provide spay/neutering services for dogs and cats prior to adoption and low cost spay/neuter opportunities to the local community. The PetSmart Corporation is committed to decreasing the pet overpopulation crisis by providing grant opportunities for shelters nation wide.. The grant funding is $10,000 and is awarded to shelters on a one time basis for a specific spay/neuter program or a multi -organizational collaboration. Discussion This grant award, in the amount of $10,000, is a non-matching grant that will be utilized to purchase anesthesia medications, surgical instruments and supplies, and a heart rate/oxygen level monitor. The grant period is for 18 months. This will enable the shelter clinic to provide pre - adoption surgeries for approximately 370 pets without utilizing general funds. Budget Impact This grant provides 100% funding of expenses associated with 370 pre -adoption spay/neuter surgeries. This grant period is from April 1, 2008 through October 1, 2009. During this grant period the City will have $10,000 available of non-matching grant funds for expenses associated with pre -adoption spay/neuter surgeries. RESOLUTION NO. A RESOLUTION AUTHORIZING THE FAYETTEVILLE ANIMAL SERVICES DIVISION TO ACCEPT A GRANT FROM PETSMART CHARITIES IN THE AMOUNT OF $10,000.00 TO COVER COSTS ASSOCIATED WITH PRE -ADOPTION SPAY/NEUTER SURGERIES; AND APPROVING A BUDGET ADJUSTMENT TO RECOGNIZE THE GRANT REVENUE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby authorizes the Fayetteville Animal Services Division to accept a grant from PETSMART CHARITIES in the amount of $10,000.00 to cover costs associated with pre -adoption spay/neuter surgeries. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a Budget Adjustment to recognize the grant revenue. PASSED and APPROVED this 6th day of May, 2008. APPROVED: ATTEST: By: By: , DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer From: Clarice Pearman To: Hatfield, Jill Date: 5.16.08 12:17 PM Subject: Res. 99-08 Attachments: 99-08 PetSmart Charities Grant.pdf CC: Audit; Fell, Barbara 3111: Attached is a copy of the above resolution regarding the Petsmart Charities grant. Please be sure I get signed copy of the grant when it Is returned to you. I am forwarding your budget adjustment to Budget & Research. Please let me know if there is anything else needed for this item. Have a good day. Thanks. Clarice (5.16.08) Clarice Pearman - Res. 99-08 Page 1 From: Clarice Pearman To: Hatfield, Jill Date: 5.16.08 12:17 PM Subject: Res. 99-08 Attachments: 99-08 PetSmart Charities Grant.pdf CC: Audit; Fell, Barbara 3111: Attached is a copy of the above resolution regarding the Petsmart Charities grant. Please be sure I get signed copy of the grant when it Is returned to you. I am forwarding your budget adjustment to Budget & Research. Please let me know if there is anything else needed for this item. Have a good day. Thanks. Clarice • PETSMART \1\13,l`� Cforifieg GRANT CONTRACT AGREEMENT THIS GRANT AGREEMENT (the "Agreement") is effective this 1" day of April 2008, by and between PetSmart Charities, Inc. a 501(c)(3) company, whose place of business and address is 19601 N. 276 Avenue, Phoenix, AZ 85027 ("PetSmart Charities'), and, Fayetteville Animal Shelter ("Organization") whose address is 1640 Armstrong Rd., Fayetteville, AR 72701. Upon a fully executed version of this Agreement, PetSmart Charities shall award the Organization a grant in the amount of $10,000.00 ("Grant Funds"). The Grant Funds shall be used solely for purchase of spay/neuter supplies to sterilize approximately 370 dogs and cats prior to adoption at an average cost of $27 each (the "Grant"). This Grant is subject to the following conditions: 1. The Organization will use the Grant Funds only for the purposes summarized above. In the event that the Organization cannot use the Grant Funds for the purposes described within 12 months the Organization must notify PetSmart Charities immediately. The Organization will use the Grant Funds only for charitable purposes. If PetSmart Charities determines at any time that any of the Grant Funds have been used for any purpose other than those summarized above; remain inappropriately unused by the Organization, relative to the expected time table; are not used in accordance with the terms and conditions of this Agreement; the Organization is involved in any investigation or engaged in any action that appears to be unprofessional, uncharitable, or inappropriate; or in PetSmart Charities' discretion, any such action or inaction that does not uphold the spirit of the grant, then PetSmart Charities may unilaterally change the terms of this grant and take such actions as PetSmart Charities deems appropriate to ensure the proper use of the Grant Funds These actions may include, in the sole discretion of PetSmart Charities, the total revocation of the Grant and the immediate return of all Grant Funds. 2. PetSmart Charities makes the Grant on the condition that the Organization is and continues to be a city/county/state/tribal government entity. The Organization must notify PetSmart Charities immediately if: the Organization's tax-exempt status is withdrawn effective as of any date within two years of the date of this Agreement, or (b) if the Organization ceases operations effective as of any date within two years of the date of this Agreement. If the Organization's tax status changes, PetSmart Charities may change the terms of the Grant, including revoking the Grant and requiring a full refund of the Grant Funds to PetSmart Charities. 3. No part of the Grant Funds shall be used for lobbying or political activities. 4. By 18 months from the date of this Agreement, the Organization will provide to PetSmart Charities a narrative written response to the enclosed evaluation questions on the Grant Follow-up Report and provide sufficient supporting backup and financial documentation detailing the use of the Grant Funds. Additional grant funds will not be awarded until all requirements of this paragraph have been met as defined above. Page 1 of 3 5. PetSmart Charities may release information concerning the Grant in such ways as it deems appropriate. If the Organization is interested in publicizing the Grant and its efforts in helping homeless pets in the local media, please contact the PetSmart Charities' Communication Manager at: (623) 587-2872. All media materials (e.g. press releases, annual reports, newsletters, invitations, etc.) mentioning PetSmart Charities must be reviewed and pre -approved by PetSmart Charities. Failure to comply herewith will result in PetSmart Charities' immediate right to seek reimbursement from the Organization for the full amount of the Grant. The Organization shall obtain the prior written consent from PetSmart Charities prior to granting any entity or individual with any publicity or sponsorship rights in connection with this Grant Should the Organization wish to use the PetSmart Charities' name for any type of recognition, including donor walls or any other permanent fixtures, it may not do so without PetSmart Charities' written consent and provided that it uses PetSmart Charities' official logo and is done so in a favorable light for PetSmart Charities. The Organization hereby authorizes PetSmart Charities to use the Organization's name, logo, and photographs or other representation of the Organization's facilities and activities in its annual report and other PetSmart Charities' publications. The Organization waives any rights to inspect or approve of such annual report or other such publications. The Organization agrees to obtain for PetSmart Charities the written release of any individuals (for themselves and/or their pets) in such photographs in an appropriate form provided by PetSmart Charities. 6. PetSmart Charities may request at any time that the Organization produce a written report, in a form reasonably satisfactory to PetSmart Charities, detailing the Grant Funds expenditure and progress of the programs to date. The Organization will submit the written report to PetSmart Charities no later than five (5) days after the date of PetSmart Charities' written request. Additionally, upon written notice and during normal business hours, PetSmart Charities may audit the records of the Organization as they pertain to the Grant, Grant Funds or terms and conditions of this .Agreement. The Organization will permit the audit no later than five (5) days after the date of PetSmart Charities' notice. If the report or audit reveals that: (i) the Grant Funds have not been used for the Grant, (ii) the Grant Funds remain inappropriately unused by the Organization, relative to the expected time table or (iii) the Grant Funds are not used in accordance with the teens and conditions of this agreement, then PetSmart Charities may, at its sole option, unilaterally change the terms of the Grant and the Organization may be required to immediately return to PetSmart Charities all Grant Funds. Please indicate, as an authorized representative of the Organization, the Organization's agreement with the conditions of the Grant by signing the bottom of this Agreement and returning it to PetSmart Charities within 45 days of the date of this Agreement, by facsimile, U.S. Mail or hand delivery. Upon PetSmart Charities' receipt of this original signed Agreement and PetSmart Charities' acceptance by signature of this Agreement, a check will be issued to the Organization as well as a copy of this fully executed Agreement. Page 2 of 3 �> This Agreement will be null and void if not executed and returned to PetSmart Charities after 45 days from the date of this Agreement. WE HAVE IEWED AND AGREE TO THE ABOVE TERMS AND CONDITIONS: Bv: By: (Signature) b (cod (Print Name) v1Oy0R. Title (Officer in Fayetteville Animal Shelter) 560X08 4&cSeh PetSmart Charities 05 — 7171 —08 Date • Please make a copy of this document for your records and mail this signed original to: PetSmart Charities Attn: GRANTS 19601 North 27'" Avenue Phoenix, AZ 85027 Page 3of3 PETSMART CHARITIES, INC. 19601 N. 27TH AVE.. PHOENIX, AZ 85027 (623)580-6100 159438 Vendor: FAYETTEVILLE ANIMAL SHELTER, 72464 Document # 132282 Date Invoice # 05/19/2008 0226006540 Trn KR Invoice Amt 10,000.00 Disc % Disc Amt 0.000 0.00 Net Amount 10,000.00 CheckTotals 10,000.00 0.00 10,000.00 Key: KR / RE - Vendor Invoice, KG / RA - Vendor Credit, 21 - A/R Coupon Receivable, DR - Customer Invoice, DG - Customer Credit Memo CHECK IS VOID IF ANY OF THE FOLLOWING SECURITY FEATURES ARE ABSENT: ORIGINAL DOCUMENT PRINTED ON CHEMICAL REACTIVE PAPER PETSMART tharrties. • PET,SMART:CHARITIES, 'INC .19601 N. 27th Ave ' Phoenix„AZ 85027 -.180o1"423-7387 'vTEN THOUSAND Dollars.«," Wachovip,Elank of Delaware National Association "3=501310' CHECK NO; 159438. CHECK DATE 05/21/2008 ..'.$s:w.*,**•10,000.00'• • • PAY,' TO THE ORDER„. of •.+' * * w * * * * ** * •*ax*xetaw FAYETTEVILLE ANIMAL..SHELTER 1640•ARMSTRONG RD • FAYETTEVILLE AR 72701 • PE75MART L art les. PETSMARTCharities .logo is valid signature el SECURITY FEATURES INCLUDED, DETAILS ON BACK. el , ll'15943811' 1:03 L0005031:20000LE 1752011'