REPORT TO COUNCIL
SUBJECT
Title
Action on the Fourth Amendment to the Contract Between the County of Santa Clara and City of Santa Clara - Congregate Meals for FY 2022/23, including the Home and Community Based Services Infrastructure Grant, and Related Budget Amendments
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.
The purpose of this Report to Council is to review and take action on a 4th amendment to an agreement with the County of Santa Clara related to the Senior Nutrition Congregate Meals Program (Program) at the Santa Clara Senior Center. The amendment includes an increase in the number of meals for the current fiscal year as well as a pass through of State of California Department of Aging grant funds obtained by the County from the local Area Agency on Aging Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant to reimburse the County’s Programs for the purchase of designated eligible items to enhance the food service.
DISCUSSION
The County of Santa Clara has an agreement with the City of Santa Clara to provide a Congregate Meals Program at the Santa Clara Senior Center, and annually/periodically/retroactively has issued amendments and/or new agreement(s) to supplement the Program based on available funding sources or to provide service level enhancements (Table 1). Actual amounts have varied over the course of the extended Contract periods.
On August 20, 2019, (RTC19-796) Council authorized the City Manager to approve an agreement effective July 1, 2019 through June 30, 2020, including four one-year extension options (Attachment 1). This provided an average of sixty-three (63) hot meals per day (249 days per year) for a total of 15,687 annual meals for eligible seniors and disabled individuals. Program expenditures, subject to the provisions of the contract, were in an amount not to exceed $111,221. In general, the City’s contribution to the program includes annual funding in the amount of approximately $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 of 8-12 hours per day provided by 2 meal servers and 2 check-in staff.
On June 23, 2020, (RTC20-506) Council authorized the City Manager to execute the First Amendment to the Contract with the County for the Program which extended the term through June 30, 2021 (Attachment 2). This increased annual meals by 2,498 for a total of 17,112 meals per year and increased the contract for a total not to exceed $129,631.65 in FY2019-2020 and budgeted $110,774.16 for FY2020-2021, for a total Contract not to exceed $240,405.81.
On March 8, 2022, (RTC22-182) Council authorized the City Manager to execute the Second Amendment to the Contract with the County for the Program which extended the agreement through June 30, 2022 (Attachment 3). This provided 69 meals per day for a total of 17,112 per year and increased the contract in an amount not to exceed $121,324.08 in FY2021-2022, for a total Contract not to exceed $361,729.89.
On June 21, 2022 (RTC22-796) Council authorized the City Manager to execute an agreement with the County for COVID-19 Emergency Meals served from January 1, 2022 through June 30, 2022 (Attachment 4). The agreement provided additional funding in the amount of $56,000 only for FY 2021/22 to serve 40 additional meals average per day, increasing the total average from 69 to 109 meals per day, for an additional total of 5,000 meals to address continued pandemic impacts and food insecurity among greater numbers of eligible seniors.
Also on June 21, 2022, (RTC22-554) Council authorized the City Manager to execute a Third Amendment (Attachment 5) to the agreement with the County for the Program to provide $124,917.60 in FY2022/23 for a total not to exceed $486,647.49 to provide 69 meals per day on average for a total of 17,112 meals per year.
On June 6, 2023, Council will consider the County’s May 4, 2023 proposed Fourth Amendment (Attachment 6) to the Contract to provide additional County funding in the amount of $10,862.40, for a not-to-exceed amount of $135,780 in FY 2022/23 and a total not-to-exceed amount of $497,509.89. This would add 1,488 meals to the City contract, increasing the daily average from 69 to 75 meals. The City has consistently served more seniors on average over the course of the year than originally budgeted. The following table provides an overview of the original contract and subsequent adjustments.
|
Table 1 Senor Nutrition Program Summary |
|
Document |
Contract/Amendment Dates |
Not to exceed amount |
Average Daily Meals |
|
Contract |
7/01/2019 to 6/30/2020 |
$111,221.00 |
63 |
|
Amendment 1 |
7/01/2020 to 6/30/2021 |
$240,405.81 |
69 (+6 retroactive) |
|
Amendment 2 |
7/01/2021 to 6/30/2022 |
$361,729.89 |
69 |
|
Contract COVID |
7/01/2022 to 6/30/2022 |
+ $56,000 |
+40 |
|
Amendment 3 |
7/01/2022 to 6/30/2023 |
$486,647.49 |
69 |
|
Amendment 4 |
7/01/2022 to 6/30/2023 |
$497,509.89 |
75 (+6 retroactive) |
The Fourth Amendment also includes a Home and Community Based Services (HCBS) Infrastructure Improvement pass through grant in the amount of $27,022.
In the Spring of 2021, Meals on Wheels submitted an Advocacy Proposal to the State Legislature to support capacity and infrastructure improvement grants to senior nutrition programs. This resulted in $38 million in Statewide HCBS Senior Nutrition Infrastructure Funding under the Mello-Granlund Older Californians Act.
The City is being awarded a reimbursement grant in the amount of $27,022 for the purchase of qualified equipment (Exhibit C-5.1) approved by Sourcewise and the California Department of Aging for the City of Santa Clara Senior Center Program. This equipment includes: a two-door reach-in refrigerator, a roll-in refrigerator, a cold food drop in unit, a hot food drop in well unit, and a milk cooler. If the grant is accepted, the City will use existing available Program balance funds to complete the purchase and seek reimbursement afterward in accordance with the terms of the proposed amendment.
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 FY 2022/23 Operating Budget in the Parks and Recreation Operating Grant Trust Fund. The City pays $24,000 from Community Development Block Grant funds and 3,445, from the General Fund. The City also receives donations. The County funds the remaining cost of the program on a reimbursement basis. The requested budget amendments will increase the current FY 2022/23 budget appropriation by $10,862 and recognize and appropriate the HCBS grant of $27,022. The City has sufficient Program fund balance to complete the purchase prior to receipt of the reimbursement.
Budget Amendment
FY 2022/23
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Parks and Recreation Operating Grant Trust Fund |
|
|
|
|
Revenues |
|
|
|
|
Other Agencies Revenue |
$124,918 |
$37,884 |
$162,802 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Senior Nutrition Program |
$153,363 |
$37,884 |
$191,247 |
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. Authorize the City Manager to execute the Fourth Amendment to the Contract Between the County of Santa Clara and City of Santa Clara - Congregate Meals at the Santa Clara Senior Center for additional funding in the amount of $10,862.40, for a new not-to-exceed amount of $135,780 for FY 2022/23 and a total contract not-to-exceed amount of $497,509.89, in a final form approved by the City Attorney;
2. Accept and appropriate the Home and Community Based Services Senior Nutrition Infrastructure grant funding in an amount not-to-exceed $27,022 in a final form approved by the City Attorney; and
3. Approve the related FY 2022/23 budget amendment in the Parks and Recreation Operating Grant Trust Fund to increase the Other Agencies Revenue estimate and the Senior Nutrition Program by $37,884 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: James Teixeira, Parks & Recreation Director
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Contract with County of Santa Clara for Senior Nutrition Program
2. First Amendment
3. Second Amendment
4. Contract with County of Santa Clara for COVID-19 Emergency Meals
5. Third Amendment
6. Fourth Amendment - Proposed