HomeMy WebLinkAbout41-Parks and Recreation
C"" OF SAN BERNAR~O - REQ~T FOR COUNCIL A~ION
From: ANNIE F. RAMOS, DIRECTOR OF PARKS, REC-
REATION & COMMUNITY SERVICES
Dept: PARKS, RECREATION & COMMUNITY SERVICES
Date: July 25, 1985
Subject: Execution & ratifying of a first amend-
ment to Agreement with San Hidalgo Foun-
dation, Inc., relating to a two-month
extension of a Nutrition for Seniors
Programm effective July 1, 1985
Synopsis of Previous Council action:
Res. 82-247 - relating to a Nutrition for Seniors Program. Mayor authorized to sign agree-
ment. 6/21/82
Res. 82-298 - repealing Res. 82-247. 7/6/82
Res. 83-229 - 1st amendment to agreement. 7/5/83
Res. 83-442 - 2nd amendment increasing contract price to $ 35,809 & providing for increased
wages for employees of San Hidalgo Institute. 12/5/83
Res. 84-267 - Nutrition for Seniors Program. 7/9/84
Res. 84-482 - Assignment of interest & delegation of duties from San Hidalgo Institute Inc.
to San Hidalgo Foundation, Inc.
Recommen<:led motion:
Adopt the resolution.
Signature
Contact person: Anne Rhodes
Supporting data attached: Yes
Phone: 383-5037
Ward:
1
FUNDING REQUIREMENTS:
Amount:
N/A
Sou rce:
Finance:
Council Notes:
75-0262
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CIR OF SAN BERNARD-'b - REQU& FOR COUNCIL ACoQoN
STAFF REPORT
Based upon the attached analysis it is recommended that the City begin satellite
operation of the Meadowbrook Nutrition Site as of 9-1-85. This Resolution will
facilitate a smooth transition and prevent any disruption in service.
Attachment
75-0264
~ITY OF SAN BE~ARDINO <2.... MEMORANDUr5?
To ANNIE F. RIIM)S, Director Parks, Recreation
and CamlUnity Services
Subject Analysis of savings - Meadowbrook Nutrition Site
From
Date
ANNE RImES, Superinten-
dent CamlUnity Services
July 24, 1985
Approved
Date
Termination of the =ntract between the City of San Bernardino and the San Hidalgo
Foundation as of 8-31-85 applicable to the latter's operation of the Senior Nutrition
Program site at 123 North M::>untain View will inm=diately reduce =sts. By this action,
the City will be able to directly =ntrol expenditures, negotiate a m::>re favorable
lease agrua,ent for the site, =nsolidate personnel and provide neals to the site on a
satellite basis, without any reduction of nutritional services, fran the kitchen of
the Senior Citizens Service Center at 600 West Fifth Street.
In terminating the on-site preparation of neals at 123 North M::>untain View, =n-
siderable =st reduction will be realized. Yet, the kitchen will remain intact until
such time that additional nutrition site, which are sorely needed and presently in
the process of being developed, can be activated. In the interim, SCIle essential re-
pairs and m::>dification of the building and kitchen can be accanplished. When the new
sites care on line, the kitchen can be reactivated to, again, provide on-site llEa1s
and, in turn, service other satellite sites. Such \oIOUld be extremely =st-effective
and maximize the existing resources which will already be available and totally func-
tional.
Under the previous =ntract (1984-85), a sum of $ 35,809 was allocated to the San
Hidalgo Foundation in aooordance with the expenditure categories outlined below. A
canparison applicable to the present budget year at the same dollar level depicting a
two (2) m::>nths operation by San Hidalgo Foundation for the m::>nths of July and August
versus City operation to begin in September, 1985, is as follows. City data are based
upon budget projections for a satellite operation.
'lbtal Allocation: $ 35,809
SAN HIDAIro
CITY
10 m::>nths Savings
$ 13,784 $ 3,980
384 -0-
3,820 -0-
270 171
4,053 2,361
888 587
$ 23.649 $ 7.099
CateqDry Annual 2 m::>nths
Personnel $ 20,852 $ 3,088
Insurance 1,000 166
Rent 4,584 764
Telephone 495 83
Utilities 7,225 2,154
Maintenance (Space) 1,653 276
$ 35.809 $ 6.531
&/fC-f~~~
ANNE RImES
Superintendent CamlUnity Services
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C'tITY OF SAN BE~ARDINO 0_ MEMORANDU~
To Anne Rhodes, Superintendent
Community Services
Subject ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (SAN HIDALGO FOUNDATION)
From Ted Carry, Manager
Senior Center
Date June 5, 1985
Approved
Date
A year-to-date analysis of the Senior Nutrition Program 1984/85 budget allocated
to and under the administration of the San Hidalgo Foundat.ion to operate the
Meadowbrook Nutrition Site at 123 North Mountain View is as follows.
Insofar as only the dollar expenditures for ten months are presently known, based
upon billings from the foundation, an estimate of projected expenditures is in-
cluded for the months of May and June 1985. These May and June figures are judge-
ment calls based on averages and will be so indicated.
1. Personnel Costs
Budget: $23,165
YTD (10 months)
Average/month $1,854.48 X 2
Estimated total
$18,544.84
3,708.96
$22,253.80
No problem. Estimated to be under budget by $911.20.
2. Telephone
Budget: $288.00
YTD (10 months)
Average/month $45.17 X 2
Estimated Total
$ 434.85
86.97
$ 521. 82
Problem. Phone expense underestimated. Expenses by month:
July Aug. Sept. Oct. Nov. Dec.
$39.04 $43.84 $41.18 $41.18 $40.30 X
Jan. Feb. Mar. Apr. May(EST) June(EST)
$90.34 $53.67 $42.03 $43.27 $45.17 $45.17
Estimated to exceed budget by approximately $233.82.
3. Utilities: (not submitted for budget by categorical item) will list here by item.
Budget: $5,358
YTD (10 Months) $ 6,447.08
Average/month $555.52 X 2 1,111.04
Estimated Total $ 7,558.12
(continued)
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Anne Rhodes
Page 2
June 5, 1985
ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (continued)
A. Electric
A problem. Building configuration and the equipment therein is
incompatible by type and/or the capacity of the environmental
control system to regulate temperature. Not only is there a re-
quirement, in the present configuration, to create a need for -
large usage of electrical power for cooling, but also a situa-
tion exists whereby, in spite of the electrical power used, in-
adequate cooling/ventilation causes electrical equipment compon-
ents to fail. In the latter case, excessive equipment maintenance
costs have been experienced and this facet of the problem will be
addressed under Item 5, Repairs and Maintenance.
Though the requirement has long existed to do something about
the problem of cooling the facility due to the temperature rise
created by the equipment, no corrective action whatsoever has
been taken by the San Hidalgo Foundation management to date. I
have had several verbal discussions and written two (2) letters
to Mr. Juan Torres, Executive Director, of the San Hidalgo Foun-
dation offering assistance toward attempting to resolve this -
problem. You have also corresponded with Mr. Torres on this
matter. Our efforts have been totally fruitless, and from every
indication there appears to be nothing forthcoming from Mr. Torres
toward either working with us to resolve the problem, or address-
ing it from within his own resources.
As the weather is soon to be hot, there is no question that fur-
ther financial and equipment difficulties will surface at the
Meadowbrook Site due directly to this problem.
There are no monies available from normal Center or City sources
in the current or next year's Senior Nutrition Budget for this
situation to continue. In plain language, it's simply an unwar-
ranted dissipation of scarce resources that we can ill afford to
waste.
The electric expense, alone, is projected to exceed the total
budget allocation for utilities, as approved. A recap of this
expense is as follows:
July August Sept. Oct. Nov. Dec.
$84.138 $764.22 $1,167.37 $400.54 $262.73 X
Jan. Feb. March April May (EST) June (EST)
$433.80 X $492.92 $278.91 $350.00 $400.00
(continued)
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Anne Rhodes
Page 3
June 5, 1985
ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (continued)
A.
Electric (continued)
YTD (10 months)
Est. for May
Est. for June
Estimated Total
$4,641.87
350.00
400.00
$5,391. 86
This expense alone is estimated to exceed total allocation
for utilities by $33.87.
B.
Natural Gas
YTD (10 months)
Average/month $137.78 X 2
Estimated Total
$1,377.80
275.56
$1,653.36
There appears to be no problem as charges seem reasonable
and consistent from month to month.
C. Refuse
YTD (10 months) $ 307.00
Average/month $30.70 X 2 61. 40
Estimated Total $ 368.40
No problem. Constant monthly expense.
C. Water & Sewer
YTD (10 months) $ 120.41
Average/month $12.04 X 2 24.08
Estimated Total $ 144.49
No problem. Charges are nominal.
4. Building Space
Budget: $6,273 (Rent $4,620; Custodial $1,653)
A. Rent
Budget: $4,620 ($382/mo. by lease)
YTD (10 months) $3,820.00
Average/month $382.00 X 2 $ 764.00
Estimated Total $4,584.00
Estimated under budget by $36.00.
(continued)
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Anne Rhodes
Page 4
June 5, 1985
ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (continued)
4. Building Space (continued)
B.
Custodial
Budget: $1,653
ym
Average/month $163.97 X 2
Estimated Total
$1,639.74
327.94
$1,967.68
Estimated to be over budget by $314.68.
Comment: There has been a persistant trend toward late payment
of rent. I have received complaints from the Meadowbrook Towers
Management. They document 19 late payments out of 31 due as of
March 1985. The hiring of custodians has strictly been a func-
tion of the Site Mana~er and the Foundation.
5. Repair & Maintenance
Note: Not a budget line item for the Meadowbrook Site.
Though not a specific item included in the San Hidalgo Foundation's bud-
get allocation for the operation of the Meadowbrook Site, there has been
a highly unusual incidence of electrical equipment component failure due
to excessive heat within the building attributable to a lack of proper
ventilation and cooling when the building 'is unoccupied. Though this
situation has been known to exist, nothing has been done to abate the
problem by the management of San Hidalgo Foundation even though the Edi-
son Company, the Gas Company and the landlord have been consulted. You-
and I have repeatedly made offers to assist, but received no positive
response.
The following is a list of equipment repairs made at the Meadowbrook Site
that have been absorbed and paid through the blanket Repair & Maintenance
line item for equipment in the Senior Nutrition Program budget for 1984/85.
Ice Maker $ 172.45
417.95
128.81
134.89
66.34
102.84
$1,023.28
The total paid out is $1,421.85.
Plumbing
$ 33.01
311.28
54.50
$398.57
(continued)
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Anne Rhodes
Page 5
ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (continued)
5. Repair & Maintenance (continued)
Pending is a bill for $489.87 against recent repairs to a commercial freezer
and, again, the icemaker. The problem, according to a supervisor at Bunker
Refrigeration, the repairing contractor, is heat rise caused by a lack
of proper ventilation and/or cooling in the building. Location appears
to also be a factor. His immediate recommendation was to relocate the
freezer from a small room shared by two (2) other domestic-type freezers
(and which also serves as the Site Manager's office) to the-larger kitchen
area. As of June 4, 1985, this had not been done.
The pending bill of $489.87 includes parts and labor for both units; how-
ever, the Bunker Refrigeration Supervisor stated that the icemaker repair
amounted to approximately $150 with the freezer at $339.87.
There are presently no funds available in the current budget to pay this
pending bill. Nor will the County Office on Aging provide additional
runds.
In summary, the total equipment repair expenses at Meadowbrook for the year-
to-date adds up to:
$1,173.28
339.87
398.57
TOTAL $1,911.72
Deducting the plumbing repairs (of $398.57), $1,513.15 has been charged
against equipment repairs which correlate directly to heat related problems
which have not been properly addressed, when looking at the time factor of
approximately one (1) year, by the management of the San Hidalgo Foundation.
Icemaker
Freezer
Plumbing
6. Insurance (cancelled as of February II, 1985)
Budget: $725
YTD (10 months) No documented expenditures
A call was placed to Risk Management on June 4, 1985, regarding to status
of the City as an additional insured regarding public liability at the
Meadowbrook Site. Their records indicated no current certification. A
call was then made to Morgan & Franz, insurance agent of previous record,
to inquire as to the City's status. Ms. Linda Brown, of that agency,
state that the previous policy, which included the City as an additional
insured, has been cancelled for non-payment of premium on February II,
1985, with the full knowledge of Mr: Torres, Executive Director, San
Hidalgo Foundation. At this time, evidently, there is no public liability
insurance in force to cover any party for the operation at the Meadowbrook
Site, 123 North Mountain View. Ms. Brown's estimate of the premium re-
quired in February was approximately $900.00. At this time, her estimate
to insure the facility would be about $1,000.00.
(continued)
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Anne Rhodes
Page 6
ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (continued)
6. Insurance (continued)
To date, no debit against the $725 allocation for insurance is evidenced
by City records of bills submitted by San Hidalgo Foundation.
Summary
It is estimated that a budget deficit of approximately $1,902.02 will
exist as of June 30, 1985, with the Meadowbrook Site. This excludes all
equipment repair.
Comments
1. Repairs
No specific budget item is included in contract budget for re-
pairs, but due to correctable factors, excessive equipment -
maintenance amounting to approximately $1,513.15 has occurred.
Pending is a bill for $489.87 with no funds available to pay in
this budget year. And, from the present initial indications,
none will be made available as a carry-over to be applied to the
1985/86 budget year.
2. Insurance
Status unknown. The $725 allocation has not been touched. An
expenditure of $50.30 classified as "Misc." was submitted. If
this was for insurance it is unknown. The $50.30 is included
as a portion of the deficit insofar as there is no expenditure
classification of "Misc." approved in the budget.
3. Matching Share
As to the minimum of ten (10) percent in-kind match requirement
per Paragraph 1. (f.J of the agreement dated August 1984, there
is no evidence that this amount approximating at least $3,581
is being expended by the Foundation. No documentation has been
submitted either as to its form or quantification.
4. Cash Flow
Due to an advance payment of $2,984.08 in August 1984 for cash
flow reasons, the question arises as to San Hidalgo Foundation's
liquidity at the present time in view that a balance of only
$1,787.97 remains as a draw against the budget allocation of
$35,809. The average monthly expenditures to date for the pre-
vious ten months amounts to $3,103.72. In looking at the prevIous
'./"
(continued)
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Anne Rhodes
Page 7
June 5, 1985
ANALYSIS OF MEADOWBROOK NUTRITION
SITE EXPENDITURES (continued)
4. Cash Flow (continued)
cut-off of gas service (and the missing of two days meal service)
and-the difficulties the employees at the Meadowbrook Site had
in being paid on time in the past, a serious question arises as
to the present capability of the San Hidalgo Foundation to meet
its financial obligations.
Respectfully submitted,
-Tl2~
Ted Carry, Manager
Senior Center
TC/tjg
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1
RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AND RATIFYING A FIRST AMENDMENT TO AGREEMENT WITH
3 SAN HIDALGO FOUNDATION, INC., RELATING TO A TWO-MONTH EXTENSION OF
A NUTRITION FOR SENIORS PROGRAM EFFECTIVE JULY 1, 1985.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
5 SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. The Mayor of the City of San Bernardino is hereby
7 authorized and directed to execute on behalf of said City a First
8 Amendment to Agreement effective July 1, 1985, with San Hidalgo
9 Foundation, Inc., relating to a two-month extension of a Nutrition
10 for Seniors Program, a copy of which is attached hereto, marked
11 Exhibit "An and incorporated herein by reference as fully as
12 though set forth at length.
13 I HEREBY CERTIFY that the foregoing resolution was duly
14 adopted by the Mayor and Common Council of the City of San
15 Bernardino at a
meeting thereof, held on
16 the
day of
, 1985, by the following vote,
17 to wit:
18
AYES:
Council Members
19
20 NAYS:
21 ABSENT:
22
23
24
City Clerk
The foregoing resolution is hereby approved this
day
25 of
, 1985.
26
Mayor of the City of San Bernardino
27 Approved as to form:
28 t1~,-)~~
City A torney
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1 FIRST AMENm1ENT TO AGREEMENT
2 (Nutrition for Seniors Program)
3 FIRST AMENDMENT TO AGREEMENT, effective July 1, 1985, is
4 made and entered into this
day of
, 1985,
5 by and between the CITY OF SAN BERNARDINO, a municipal corporation,
6 referred to as "City", and SAN HIDALGO FOUNDATION, INC., a
7 California nonprofit corporation, referred to as "Foundation".
, 8 City and Foundation agree as follows:
9 I. Recitals
10 A. City entered into an agreement with San Hidalgo
11 Institute, Inc., on August 20, 1984, for the conduct ofa
12 nutrition for seniors program.
13
B. San Hidalgo Institute, Inc. assigned its interest
14 in and delegation of duties under the contract for nutrition for
15 seniors program to San Hidalgo Foundation, Inc. by document
16 dated October 25, 1984.
17
C. City and Foundation desire to amend the agreement
18 to provide for a two-month extension of the term of the agreement
19 and to provide that Foundation shall provide City with evidence
20 of liability and workers' compensation insurance prior to
21 receiving any funds from City for reimbursement of expenses.
22 2 . Amendmen t s
23 A. Extension of Term. The term of the agreement is
24 extended for a two-month period, commencing July 1, 1985, and
25 terminating August 31, 1985.
26 B. Payment to Foundation. City shall pay to Foundation
27 during the months of July and August 1985, the actual expenses
28 incurred by Foundation for all costs associated with wages,
EXHiBIT
(>
11
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1 utilities, rental of building, and custodial services of building
2 space, and liability and workers' compensation insurance premiums
3 based on invoices and supporting documentation submitted to and
4 approved by City. Invoices for salary and fringe benefits will
5 show position, employee name, hourly rate and hours worked in
6 providing meals per pay period. Request for reimbursement will
7 be submitted by Foundation to the City by the 10th working day
8 of the month. Prior to and as consideration for City reimbursing
9 Foundation for any expenses incurred hereunder, Foundation shall
10 provide City with certificates of public liability insurance as
11 provided in Paragraph 12 of tne agreement, and workers' compen-
12 sat ion insurance as provided in Paragraph 13 of the agreement.
13 2. Other Provisions. All other terms, conditions and
14 provisions of the agreement shall remain the same and be in full
15 force and effect during this extension.
16
ATTEST:
17
18
City Clerk
19
20
21
22
23
CITY OF SAN BERNARDINO
By
Mayor
SAN HIDALGO FOUNDATION, INC.
By
President
By
Executive Director
24 Approved as to form:
25 ~J~~
26 ity torney
27
28
2