HomeMy WebLinkAbout24-Parks & RecreationORIGINAL
Date: June 30, 2005
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject: RESOLUTION OF THE MAYOR AND
COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE MAYOR
OR HER DESIGNEE TO EXECUTE
AMENDMENT NO. 1 FOR TITLE ID-B
CONTRACT THROUGH THE COUNTY OF
SAN BERNARDINO DEPARTMENT OF
ADULT AND AGING SERVICES (DAAS) FOR
SENIOR OUTREACH SERVICES FROM THE
PERIOD OF JULY 1,2005 THROUGH JUNE 30,
2006.
From: Lemuel P. Randolph, Director
Dept: Parks, Recreation & Community
Services Dept.
MICC Meeting Date: July, 18, 2005
Synopsis of Previous Council Action:
March 15,2004 - Mayor and Common Council approved Resolution No. 2004-83 authorizing
the execution of a contract with the County of San Bernardino to administer an outreach program
for seniors.
Recommended Motion:
.~~
Adopt Resolution
Signature
Contact person: Aalivah Harklev
Phone: 384-5231
Supporting data attached Staff Report, Reso., & Application Ward:
City-wide
FUNDING REQUIREMENTS: Amount: $5,368 (No-City funds)
Source: (Acct. No.) 123-xxx-xxxx
(At"C't DE'~crirtio")
Finance:
CO~I Notes: " g
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
Mayor or her designee to execute Amendment No. 1 for Title ill-B Contract through the County
of San Bernardino Department of Adult and Aging Services (DAAS) for Senior Outreach
Services from the period of July 1, 2005 through June 30, 2006.
Backeround:
On March 14,2004, Mayor and Common Council approved Resolution No. 2004-83 authorizing
the Mayor or her designee to apply for and administer a grant with the County of San Bernardino
for senior outreach services. The City was awarded a contract to serve 1,747 new seniors in the
amount of $4,368 from the County of San Bernardino, Department of Aging and Adult Services
(DAAS). During FY 2004/05, our senior services and programs well exceeded the senior
population required by the County of San Bernardino DAAS. The County of San Bernardino
DAAS has asked us to continue outreach services for the FY 2005/06 fiscal year. This
Amendment No.1 is requesting the City to serve 2,147 new seniors during the FY 2005/06 for
$5,368.
The funds from this contract are used for outreach tactics to attract the city's senior population.
Outreach is defined broadly for this agreement and as a result these funds will be used in a
variety of ways to support the city's seniors. Plans include aesthetic enhancement to the 5th Street
Senior Center, senior surveys for future programs, services, special events, and other marketing
strategies. This is the only funding in place that will allow us the opportunity to conduct senior
surveys and give needed statistical data for future funding for senior program opportunities and
growth.
The attached Amendment No.1 was received from the County on June 21, 2005; therefore, there
was not sufficient time to complete a Request for Council Action before the start date of July 1,
2005. Upon approval, Amendment No.1 will be retroactive to July 1, 2005. The county PO that
supports this request is attached as "Attachment C" listed after page 5 of Exhibit "A".
Financial Imoact:
The in-kind service listed on the Budget Display sheet in the amount of $596 pays a portion of
the Senior Recreation Supervisor's salary. This position would exist with or without this
contract; therefore, there is no financial impact to the City.
Recommendation:
Adopt Resolution.
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RESOLUTION NO. ~ ~ fPlf
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
4 EXECUTE AMENDMENT NO. 1 FOR TITLE III-B CONTRACT THROUGH THE
I COUNTY OF SAN BERNARDINO DEPARTMENT OF ADULT AND AGING
5' SERVICES (DAAS) FOR SENIOR OUTREACH SERVICES FROM THE PERIOD OF
JULY 1, 20~5 THROUGH JUNE 30, 2006.
6
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
...,
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CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby
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authorizes the execution of Amendment No. 1 for the Title III-B agreement by the Director of
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Parks, Recreation and Community Services Department through the Department of Adult and
Aging Services (DAAS) in the amount $5,368 for Senior Support Services for the period of
July 1, 2005 through June 30, 2006, a copy of which is attached hereto, marked Exhibit "A"
and incorporated herein by reference as fully as though set forth at length.
SECTIO~ 2, The authorization granted hereunder shall expire and be void and of no
further effect if the application is not submitted within 120 days following the effective date of
this resolution.
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II
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
EXECUTE AMENDMENT NO. 1 FOR TITLE III-B CONTRACT THROUGH THE
COUNTY OF SAN BERNARDINO DEPARTMENT OF ADULT AND AGING
SERVICES (DAAS) FOR SENIOR OUTREACH SERVICES FROM THE PERIOD OF
JUL Y 1,2005 THROUGH JUNE 30, 2006.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
meeting
Common Council of the City of San Bernardino at a
thereof, held on the
Council Members:
ESTRADA
LONGVILLE
McGINNIS
DERRY
0 14
15i KELLEY
16 JOHNSON
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I' McCAMMACK
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The foregoing resolution is hereby approved this
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
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By: ;. .'!.)'4* . :.c~-
,7;
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day of
,2005, by the following vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
Rachel G. Clark, City Clerk
day of
,2005.
Judith Valles, Mayor
City of San Bernardino
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ORIGINAL
Attachment A-1
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, Additional Terms and Conditions to Title IIIB Programs Purchase Order
Amendment 1 - Effective July 1, 2005
THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino,
Department of Aging and Adult Services, hereinafter called the County, and
Name
City of San Bernardino, Parks, Recreation &
Community Services Department
Address
hereinafter called
"Contractor"
547 North Sierra Way
San Bernardino, CA 92410-4816
Phone
(909) 384-5231
Federal 10 No, or Social Security No
95-6000772
IT IS HEREBY AGREED AS FOLLOWS:
AMENDMENT NO.1
It is hereby agreed to amend this Contract as follows:
Section VIII. TERM (A) is amended to read:
O This Contract is effective as of July 1, 2005 and expires June 30, 2006, but may be terminated earlier in
,". accordance with provisions of Article IX of the Contract.
All other terms and conditions of this Contract shall remain the same and are incorporated herein by this
reference.
This amendment shall become effective upon execution by both parties.
COUNTY OF SAN BERNARDINO
PURCHASING DEPARTMENT
CONTRACTOR
By:
By:
LEO GOMEZ
Deputy Purchasing Agent
<Sit!!.!
Dated:
Dated:
Approved as to Form
and Legal Content:
OJAMES F. PENMAN,
.. Attorney
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By: ./ -1__ .j e~
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Attachment B
City of San Bernardino
Parks, Recreation & Community Services
WORK PLAN
FY 2005 - 2006
This work plan contains the measurable objectives mandated by DAAS of the service provider. The
work plan specifies and establishes time frames either on an annual basis or, where required by state
regulations, on a quarterly basis. The work plan constitutes the primary document for ongoing
monitoring, Annual Program Performance Review/Fiscal Audit and will be used to measure the
provider's efforts toward providing quality Outreach services.
I. Scope of Work
A. Geographic Area/Clientele and Eligibility Criteria
1. The geographic area served by this provider covers the East Valley
region.
2. The clientele served by this agreement consists of seniors 60 and over.
B. Program Description
1.
Purpose: Outreach is initiated by an organization to identify potential
clients and their use of existing services and benefits.
2. Definition: Outreach is initiated to identify potential clients to participate in
services, including respite for caregivers age 60 or over.
C. Intended Outcomes
1. Outreach:
a) Provide 2,147 Outreach contacts annually to seniors who are not
eligible for these services from any other resource and who cannot
afford to pay for these services.
b) Staff and/or volunteers providing services must be trained and qualified
in the safe provision of Outreach. Outreach services must be provided
to at least 2,147 unduplicated seniors of which 401 are to be minority
low-income seniors.
2. Develop and have on hand, for review by OMS, a cost allocation plan
which explains the methods used to allocate costs between programs with
funds received from DAAS.
3.
Conduct a client or participant satisfaction survey at least once a year.
The survey form must be approved by designated DAAS staff prior to its
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use and all findings from the survey must be used to improve services.
The returned surveys and tabulated results must be kept on file for review
by DAAS staff.
II.
Service Delivery Activities
A. Staffing
Sufficient personnel shall be available to carry out the needs of the program. This
includes a Director and additional personnel as determined by the size of the service
area and the method and level of service provision needed to fully comply with the
terms of this work plan and agreement.
B. Volunteer Staff
1. Volunteers are individuals who work without pay in the performance of essential
duties to conduct the program. In some cases, the Director may be a volunteer.
2. Volunteers shall not replace paid personnel.
C.
Clients will be given priority for services who are socially and/or economically needy and
who are not eligible for services from any other source.
Further, individuals referred by DAAS staff shall be given first priority for services under
this agreement.
Definitions: Economically Needy: Seniors whose income is at or below the SSIISSP
level.
Socially Needy: Seniors who have at least two of the following characteristics:
Disabled, Language/Communication Barrier, Lives Alone, Age 75+.
D. Training Activities
1. Provide training both on the job and in formal training sessions, as appropriate, to
improve the understanding of paid staff about the service(s) being provided.
Wherever required by law and/or ordinance, licensed staff must be trained to
carry out assigned duties. In addition, annually evaluate paid staff performance
to determine his/her effectiveness, skill development and understanding of tasks
they are assigned. Documentation of training shall be kept on file at the
provider's main office for review by DAAS during program monitoring to be
scheduled and conducted by DAAS.
2.
Volunteers should be provided on-the-job training and opportunities for formal
training to improve skills and understanding of the service being provided.
Wherever required by law or ordinance, volunteers must be trained and/or
licensed to carry out assigned duties. Documentation of training shall be kept on
file at the provider's main office for review by DAAS during program monitoring to
be scheduled and conducted by DAAS staff.
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III. Other Service Requirements
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A.
Physical Set-Up
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1. Where services are provided in a care center, office or any setting outside the
client's home, the environment must be attractive, clean and free from obstacles
which could cause injury.
2. Post floor plans identifying emergency exits, assembly areas, etc. and conduct
evacuation drills at least twice a year. Proof of ~vacuation drills will be kept on
file duly signed by the Fire Marshal or other authorized agency within the
community where the service site is located.
B. Donations and Confidentiality
1. Encourage seniors to donate by notifying them verbally that donations are
accepted and are important to maintaining the service(s) provided. Post signs
where appropriate stating that donations are accepted. The provider shall not in
any way employ tactics which could be viewed as coercion, embarrassing, and/or
obligatory to the service being provided.
2. All contributions shall be used to increase the amount of service being provided
in the program(s) funded by DAAS.
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C.
Coordination Activities
1. Provider shall participate within appropriate coordination bodies established by
state law and/or county ordinance.
2. Provider shall include the following statement on all advertising, posters and
brochures, etc.:
"Funding for this service has been provided by the San Bernardino County
Department of Aging and Adult Services through a grant award from the
California Department of Aging."
3. Provider shall coordinate service with other County departments and local
agencies by providing time within the facility during participant meetings, staff
meetings and volunteer meetings, etc., for presentations on special activities that
promote a Community Based System of Care for elderly clients. All coordination
activities must be documented and kept on file for review by DMS.
4.
Provider shall coordinate service with other County departments and local
agencies by providing time for presentations or special activities that promote a
Community Based System of Care for the elderly participants attending their
sites. All such activities must be documented and kept on file for review by
DAAS.
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D.
Reporting Requirements
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Contractor, at such times and in such forms as DAAS may require, shall fumish
statements, records, reports, data and information requested by DAAS
pertaining to Contractor's performance of services hereunder and other matters
covered by this Contract. The forms shall be reviewed for timeliness,
completeness, and correctness of the information submitted, by the Program
Director or his/her designee, prior to submission to DAAS. Incomplete forms
shall be returned to the Contractor for completion. (In the event of changes in
these forms, DAAS shall advise the Contractor via. written notice.) The Contractor
shall develop and implement a process for ensuring quality control.
a. Contractor shall meet the following standard for its financial management
systems, as provided in the COA PM Title III Program Manual:
I. Financial Reporting (COA PM, Section G, Paragraph 93.5a)
Accurate, current and complete disclosure of the financial
results of the Supportive Services Program shall be made in
accordance with the financial reporting requirements of this
Contract. The following reports are to be submitted to DAAS
when indicated:
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1) Monthly (Due by 5th working day of each month)
a. Monthly Expenditure Report/Request for
Reimbursement
2) Semi-Annually
a. Budget Revision #1 (Due November 1)
b. Budget Revision # 2 (Due May 15)
3) Annually
a. Financial Close-Out Report (Due August 1 )
b. Periodic Inventory (Due August 1 with Close-out)
c. Audit Report (Due October 31)
d. Revised Financial Close-out Report (Due October 31)
with Audit Report.
II. Program Reporting
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The following reports are to be submitted to DAAS when indicated:
1) Monthly (Due by the 5th working day of each month)
a. IIIB Monthly Service Unit Report
2) Quarterly
a. Program modification request in writing to OAAS.
Contractor shall describe, in detail, necessary program
changes and the reasons for the requested
modification.
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3) Upon request
a. Completion of Client Intake Sheets provided by OMS.
4) OMS may require financial reports more frequently than
indicated above or with more detail (or both), upon written notice
to the Contractor, until such time as OMS determines that the
financial management standards are met.
III. Report service and client data by the 5th working day of the month
on OAAS Monthly Service Report which will be verified by OAAS
during the annual program audit. Additionally, establish audit files
which include but are not limited to a copy of the Monthly
Service Report
IV. Report monthly expenditures to OAAS by the 5th working day of the
month. Maintain support files including but not limited to invoices,
payroll, and other supporting documents, all of which will be
attached to a copy of the expenditures report and kept on file by
month for review during the Annual Audit.
V.
Maintain records, by month, that support claimed in-kind
expenditures.
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In the event additional funds become available, the provider will use the funds to increase the
Outreach services provided to elderly clients by either increasing the number of individuals served or
by increasing the units of service provided or both. .Exceptions to this requirement, for instance the
use of additional funds to purchase equipment, must be fully documented in writing and submitted to
the department for prior approval. Failure to abide by this work plan will constitute just cause for
sanctions being imposed.
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Attachment 0
County ofSarr$ernardino
Department of A;ging& Adult Services
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VENDOR COMPLAINT FORM
Date:
Program:
Name of person completing form: Phone #
Address: Phone #
Staff name (if it applies) Phone #
i Office Location
ContractorNendor:
Has issue been brought to the attention of vendor? (Circle one)
Do you wish to remain anonymous? (Circle one) YES
YES
NO
NO
Issue:
I- .
i FACTS:
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Resolution:
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I Admin Staff Assigned Date Assigned I Date Resolved
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DAAS VEND 1 (11/02)
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Attachment E
INFORMATION SHEET
o CONTRACTOR SHALL COMPLETE SECTION I OF THIS FORM AND RETURN TO:
SAN BERNARDINO COUNTY
Department of Aging and Adult Services
Attn: CONTRACTS
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Contractor Name:
i of San Bernardino Parks, Recreation & Communi
Address (including City, Siate and Zip Code):
artment
Phone:
47 North Sierra Wa ,San Bernardino, CA 92410-4816
Web Site: Email:
(909) 384-5233
Fax:
'ww.ci .san-bernardino.ca.us
Site Name for Servic:es(lf Different from ConrraClOr):
(909) 384-5160
5th Street Senior Center and Perris Hill Senior Center
Address (including City. State and Zip Cade):
Phone:
600 West 5th Street, San Bernardino, CA 92410 and 780 East 21st Street
Web Site: Email:
(909 384-5430
Fax.:
www.sbcilv.or
Clinic Contact
(909) 384-5160
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Senior Recreation Su ervisor
Name:
Lemuel P. Randol h
Tille:
irector
Signature:
Title:
1ItW'~.
E-Mail:
SlglI
Name:
Lemuel P. Randol h
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San Bernardino County
Department of Aging and Adult Services
Contracts Unit
686 E. Mill Street
San Bernardino, CA 92415-0920
Contracts Unit:
Leslie Dunn, Contracts Management
909-891-3930
E-Mail: Ldunn(Q)hss.sbcountv.gov
Unit Fax #: 909-891-3919
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