REPORT TO COUNCIL
SUBJECT
Title
Action on the Second Amendment to the Contract Between the County of Santa Clara And City of Santa Clara - Congregate Meals for the Senior Nutrition Program at the Santa Clara Senior Center for FY2021/22 and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara works collaboratively with the County of Santa Clara to provide a Senior Nutrition Congregate Meals Program (Program) at the Santa Clara Senior Center. The Program targets seniors aged 60 and over, serving a basic need of lower income households and special needs populations. The Program goals are to reduce hunger and food insecurity, increase socialization, and promote the health and well-being of older adults. The Program is a gateway to other supportive community programs and services at the Senior Center.
On August 20, 2019, Council authorized the City Manager to execute an agreement with the County for the Program including a provision for four, one-year extensions on a “fiscal year” (FY) July 1 through June 30 basis. The original agreement (Attachment 1) was effective July 1, 2019 through June 30, 2020 with a not to exceed amount of $111,221 to serve on average, 63 meals per day, five days per week, for a total of 15,687 meals per year. The City’s contribution to the program includes funding in the amount of $24,000 from the Community Development Block Grant (CDBG) program, $3,445 from the General Fund, variable amounts of participant donations, and a volunteer match.
On May 4, 2021, Council authorized the City Manager to execute an agreement including amendments with the County for the Program for COVID-19 Emergency Meals served from November 1, 2020 through June 30, 2021. The agreement (Attachment 2) provided funding in the amount of $209,280 to serve, on average, 180 meals per day for an additional $24,000 due to continued pandemic impacts and food insecurity among greater numbers of eligible seniors.
DISCUSSION
In December 2021, the County issued the City the Second Amendment (Attachment 3) to the agreement for provision of the Senior Nutrition Congregate Meals Program at the Senior Center for FY2021/22. The amendment:
• Adds Exhibit A-2 Program Provisions which describes basic terms and the financial obligations including the not to exceed amount of $121,324 for
FY 2021/22, and a total contract not to exceed amount of $361,730; with two one-year extension options;
• Adds Exhibit B-2 Program Plan & Requirements which describe the Program, eligibility, meals, site conditions, etc.;
• Adds Exhibit C-3: Service Plan & Budget, Staffing Plan, and Resource Table; and
• Adds Exhibit D-2: “Logic Model” which defines the Program goals, activities and measures.
All other terms and conditions remain in effect.
Similar to previous years, the City has allocated funds for Program expenditures. The County will reimburse the City for an average daily meal count of 69 in a not to exceed amount of $121,324 for allowable Program expenditures. The City will fund the remaining Program costs in the amount of $24,000 (approximately 19% of contract total) from CDBG, the Parks & Recreation Department operating funds and donations.
As has occurred in the past, the County may also adjust the Program budget during the fiscal year to provide for additional meals and funding. The recommendation, therefore, requests authorization for the Office of the City Manager to execute any additional modifications or amendments from the County for this Program, subject to the appropriation of funds. This will give the City the ability to respond to County Program changes efficiently and provide continuity of services to seniors in the program.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The City’s Senior Nutrition Program revenues and appropriations have been included in the Fiscal Years 2021/22 and 2022/23 Operating Budget in the Parks and Recreation Operating Grant Trust Fund. The City pays 19% of the total contract amount, or $24,000 from Community Development Block Grant funds, and less than 1%, or $3,445, from the General Fund. The County funds the remaining cost of the program on a reimbursement basis. The requested budget amendment is to decrease the current FY 2021/22 budget appropriation of $144,539 by $23,215 for a total budget appropriation of $121,324.
Budget Amendment
FY 2021/22
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Parks and Recreation Operating Grant Trust Fund |
|
|
|
|
Revenues |
|
|
|
|
Other Agencies Revenue |
$144,539 |
($23,215) |
$121,324 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Senior Nutrition Program |
$144,539 |
($23,215) |
$121,324 |
COORDINATION
This report has been coordinated with the City Manager’s Office, City Attorney’s Office and Finance Department.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Approve and authorize the Office of the City Manager to execute the Second Amendment to the Contract Between the County of Santa Clara and City of Santa Clara -Congregate Meals at the Santa Clara Senior Center in the amount not to exceed $121,324 for FY 2021/22;
2. Consistent with City Charter Section 1305, “At any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by the affirmative votes of at least five members so as to authorize the transfer of unused balances appropriated for one purpose to another purpose, or to appropriate available revenue not included in the budget,” approve the related FY 2021/22 budget amendment in the Parks and Recreation Operating Grant Trust Fund to decrease the Other Agencies Revenue and the Senior Nutrition Program by $23,215 (majority affirmative Council votes required); and
3. Authorize the Office of the City Manager to negotiate and execute amendments to the Agreement, subject to Council appropriation of funds.
Staff
Reviewed by: James Teixeira, Director, Parks & Recreation
Approved by: City Manager’s Office
ATTACHMENTS
1. Contract - County of Santa Clara for Senior Nutrition Congregate Meals Program
2 Contract - County of Santa Clara for Senior Nutrition Program COVID19 Emergency Meals
3. Second Amendment - County of Santa Clara for Senior Nutrition Congregate Meals