REPORT TO COUNCIL
SUBJECT
Title
Action on the First Amendment to the Contract between the County of Santa Clara and the City of Santa Clara for the provision of the Senior Nutrition Program - Congregate Meals and Related Budget Amendments
Report
BACKGROUND
The City of Santa Clara (City) works collaboratively with the County of Santa Clara (County) to provide a Senior Nutrition Congregate Meals Program (Program) at the Santa Clara Senior Center. The Program is designed for seniors, age 60 and over, serving a basic need for lower-income households and special needs populations. The goals of the Program are to reduce hunger and food insecurity, increase socialization, and promote the well-being of older adults. The Program also serves as a gateway to other supportive community programs and services at the Senior Center.
On May 6, 2024, the County authorized a contract with the City for the provision of the Program for FY 2024/25 effective July 1, 2024 through June 30, 2025 (Attachment 1).
DISCUSSION
Retroactively, the County has issued Amendment No. 1 to the agreement with the City (Attachment 2) for FY 2025/26. Approval of this Amendment would reinstate the underlying contract and extend its term for one year, from July 1, 2025, through June 30, 2026.
Under the amendment, the City will provide an average of eighty-one (81) hot meals per day, for 248 days per year, totaling 20,088 annual meals for eligible seniors and disabled individuals. For FY 2025-26, the projected non-duplicative number of persons to be served is 300.
Consistent with prior years, the Agreement requires a City match consisting of volunteer hours and City funding. Of the total Program expenditures, 20.78% will be met through an in-kind City match valued at $41,634 in volunteer hours, and 3.84% will be funded through a General Fund allocation in the amount of $7,702 (Attachment 3). The County will reimburse the City for the remaining allowable Program expenditures, in an amount not-to-exceed $151,061.76 in accordance with the terms of the Agreement.
The purpose of this item is to seek City Council authorization for the City Manager to execute the Agreement and approve the related budget amendments for FY 2025/26.
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 Congregate Meals Program budget is appropriated in the Parks and Recreation Operating Grant Trust Fund. The County funds a portion of the Program on a reimbursement basis. Under the Agreement, the County will reimburse the City up to $151,061.76 for FY 2025/26, with a required City match of $7,702 from the General Fund. In-kind resources, in the form of volunteer hours, cover the remaining program cost of $41,634. Budget amendments to the FY 2025/26 budget are needed to align the City’s budget with the terms of the Agreement and the Program’s cost structure.
As approved in the Adopted Budget, the Senior Nutrition Program has been appropriated in a single Senior Nutrition appropriation for the current and prior fiscal years. Moving forward, staff recommends establishing separate Senior Nutrition appropriations by fiscal year to improve tracking and reporting.
The table below details the proposed FY 2025/26 budget amendments, including the establishment of a new appropriation for the FY 2025/26 Senior Nutrition Program and the reappropriation of the existing Senior Nutrition budget, which includes estimated FY 2025/26 amounts, to the new appropriation.
Budget Amendment
FY 2025/26
|
|
Current |
Increase/ (Decrease) |
Revised |
|
|
|
|
|
|
Parks and Recreation Operating Grant Trust Fund |
|
Revenues |
|
|
|
|
Other Agencies Revenue |
$139,872 |
$11,190 |
$151,062 |
|
Transfer From General Fund |
$27,445 |
($19,743) |
$7,702 |
|
Expenditures |
|
|
|
|
Senior Nutrition Program Senior Nutrition Program FY 25-26 |
$167,317 $0 |
($167,317) $158,764 |
$0 $158,764 |
|
General Fund |
|
Transfer To |
|
|
|
|
Parks and Recreation Operating Grant Trust Fund |
$27,445 |
($19,743) |
$7,702 |
|
Fund Balance Unrestricted Ending Fund Balance |
$2,728,464 |
$19,743 |
$2,748,207 |
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.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute the Amendment No. 1 of the Contract between the County of Santa Clara and the City of Santa Clara for the provision of the Senior Nutrition Congregate Meals Program, not-to-exceed $151,061.76 for Fiscal Year 2025/26 in a final form approved by the City Attorney;
2. Approve the related Fiscal Year 2025/26 budget amendments in the Parks and Recreation Operating Grant Trust Fund to increase the Other Agencies Revenue estimate by $11,190 to recognize the additional funding from the County of Santa Clara, decrease the Transfer from the General Fund by $19,743 to true up the City’s cash match, establish a new Senior Nutrition Program Fiscal Year 25-26 appropriation in the amount of $158,764, and eliminate the existing Senior Nutrition Program appropriation in the amount of $167,317 (five affirmative Council votes required to appropriate additional revenue); and
3. Approve the related Fiscal Year 2025/26 budget amendments in the General Fund to decrease the Transfer to the Parks & Recreation Operating Grant Trust Fund and increase the Unrestricted Ending Fund Balance by $19,743 (majority affirmative Council votes required).
Staff
Reviewed by: Damon Sparacino, Director of Parks & Recreation
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Executed Contract FY25 City of Santa Clara Congregate Meals
2. First Amendment to the Contract between the County of Santa Clara and the City of Santa Clara Senior Nutrition Program
3. Resource Table