Council reviews proposed funding agreement for Keep Rowlett Beautiful, discusses van conveyance and reporting requirements

City staff and Keep Rowlett Beautiful (KRB) representatives presented a draft funding agreement at the April 8 Rowlett City Council work session that would formalize a longstanding partnership, provide a $40,000 annual grant, and transfer a city‑owned van to KRB for program use.

Why it matters: KRB runs multiple city‑facing cleanup and education programs, including paper‑shred and electronics recycling events, the Great American Cleanup and Adopt‑a‑Road administration. The proposed agreement aims to clarify roles and commitments — and to provide predictable funding and in‑kind support — while retaining council oversight of public funds.

Key terms and council discussion Under the draft agreement staff presented, the city would provide KRB an annual payment of up to $40,000 for fiscal year 2025 and “every year thereafter” through an automatic renewal provision unless either party gives 30 days’ notice to terminate. The draft also includes the one‑time conveyance of a van obtained under an earlier NCTCOG grant, office space and related utilities, and a city staff liaison to coordinate activities.

KRB would be responsible for executing specific services listed in an attachment — organizing cleanup events, administering the Adopt‑a‑Road program, applying for the Governor’s Committee on People with Disabilities/TxDOT awards, and running community‑service/litter‑abatement participant programs — and would file quarterly reports and be subject to city audit of grant funds.

Discussion points and requested edits KRB representatives asked for language clarifying that the $40,000 is intended as a recurring annual grant subject to council budgeting and that, if the van must be returned after termination, the returned value should be the van’s fair market value (for example Kelly Blue Book or amortized book value) at the time of return rather than today’s assigned acquisition value. City attorneys and staff agreed to amend the transfer clause and discussed adding a three‑year practical retention period for the van to avoid an open‑ended reversion requirement.

Council members and staff also addressed eligible uses of funds. Attachment D lists ineligible activities; the draft grant program no longer prohibits use for salaries. KRB said its budget is roughly $83,000 on a calendar basis and that the organization expects to use some of the proposed city funds toward part‑time administrative payroll as it transitions bookkeeping and reporting to align with city grant requirements. Staff noted the agreement’s standard audit right and said audit and reporting obligations will be used to confirm that public funds were spent for public purposes outlined in the statement of work.

Other operational items Council asked staff to add an explicit line that KRB would not be charged for special‑event permits when those events directly support the city; staff agreed to add the permit‑fee waiver to the agreement. The council and KRB also discussed practical requirements — for example, that KRB give one week’s notice before accessing city properties for pollinator‑garden work so public‑works or parks staff can avoid conflicting maintenance or events.

Next steps City staff agreed to incorporate the nonmaterial contract edits proposed by KRB, draft clearer language about annual review and council budget approval, and add the van‑return valuation amendment (staff and KRB discussed a three‑year practical retention). The agreement will be revised and returned to council for final approval.