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HomeMy WebLinkAbout1991-01-08 - AGENDA REPORTS - SENIOR CENTER SERVICES CONTR (2)SUBJECT: Senior Center Services Contract DEPARTMENTo City Manager BACKGROUND The funding for the Senior Services Program was one of several Community Development Block Grant programs that was approved by the City Council at a• public hearing held on August 14, 1990. Based on the Senior Center's funding needs for their existing Senior Program, it was determined that the City would fund the remainder of the 1990-91 services which was previously provided by Los Angeles County, Community Development Commission. The amount is $34,000 to be funded from January 1, 1991 to June 30, 1991 for continuing services. RECOMMENDATION City Council to direct staff to execute a professional services agreement between the City of Santa Clarita and the Santa Clarita Valley Committee on Aging Corporation for the amount of $34,000. spk/1897 APPROVED Agenda Item:_ • 0 AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND SANTA CLARITA VALLEY COMMITTEE ON AGING CORPORATION FOR IMPLEMENTATION OF THE SENIOR SERVICES PROGRAM THIS AGREEMENT is made and entered into in the City of Santa Clarita, California, by and between the CITY OF SANTA CLARITA, hereinafter referred to as "City" and SANTA CLARITA VALLEY COMMITTEE ON AGING CORPORATION, hereinafter referred to as "Contractor" RECITALS WHEREAS, City has entered into a Cooperation Agreement with • the Los Angeles County Community Development Commission to .execute the County's Community Development Block Grant ("CDBG") Program under the Housing Community Develcpment.Act of 1974, as amended, hereinafter called the "Act", and WHEREAS, Contractor desires to participate in said program and is qualified by reason of experience, preparation, organization, staffing and facilities to provide services. NOW, THEREFORE, the parties hereto agree as follows: 1. AGREEMENT. This Agreement consists of this document and attachments: Project Description ("Exhibit A") and Budget ("Exhibit B"). 2. SCOPE OF SERVICES. Contractor is to perform all the services set forth in Exhibit A to this Agreement, a copy of which is attached hereto and incorporated herein by this reference. - 1 - P 0 0 3. TIME OF PERFORMANCE. Said services of Contractor are to commence on January 1, 1991, and shall be completed no later than June 30, 1991. 4. AGREEMENT ADMINISTRATION. The Contractor Administrator, hereinafter called 'City Project Coordinator", or his or her designee, shall have full authority to act for City in the administration of this Agreement consistent with the provisions contained herein. 5. COMPENSATION AND METHOD OF PAYMENT. For performance of such -services, the City will pay Contractor an amount of money. not exceeding the sum of thirty four thousand no/100-dollars ($34,000), which payment shall constitute full and complete compensation for Contractor's services under this Agreement. Said.compensation will be paid by the City out of CDBG for the fiscal years indicated in Exhibit B. Said funds shall be paid in advance after contacts have been approved by the City. 6. COMPLIANCE WITH LAWS. All parties agree to be bound by applicable federal, state and local laws, ordinances, regulations, and directives as they pertain to the performance of this Agreement. This Agreement is subject to and incorporates.the terms of the Act; 24 Code of Federal Regulations, Part 570, Chapter V; U.S. Office of Management and Budget Circulars A-87, A-95, and A-102 revised as modified by 24 CFR 570.310; and the Los Angeles County Community Development Commission Auditor -Controller Contract Accounting and Administration Handbook. - 2 - 7. PROGRAM EVALUATION AND REVIEW. Contractor shall make available for inspection its performance, financial and all other records pertaining to performance of this Agreement to authorized Los Angeles County Community Development Commission personnel, and allow City to inspect and monitor its facilities and program operations, including the interview of Contractor and program participants as required by the City. Contractor agrees to submit all data that are necessary to complete the Annual Grantee Performance Report and monitor program accountability and progress in accordance with applicable Housing Urban Development ("HUD") requirements and in the format at the time designated by the City Project Director or his or her designee. .S. EXPENDABLE PERSONAL PROPERTY. Expendable personal property refers to all tangible personal property other than nonexpendable personal property. All purchased expendable property with a unit value of one thousand dollars ($1,000).Or more per unit must have the prior written approval of the City Project Coordinator or designee. 9. NONEXPENDABLE PROPERTY. A record shall be maintained for each item of nonexpendable property acquired for this program. This record shall be provided to the City upon request. Nonexpendable property shall include only tangible personal property. Any utilization of funds derived from the sale of disposition of nonexpendable property must have prior - 3 - • approval of'the City and otherwise comply with all applicable laws and regulations. In case of the Agreement's termination, the City reserves the right to determine the final disposition of said nonexpendable property acquired for this program, including funds derived therefrom. Said disposition may. include the City taking possession of said nonexpendable property. 10. PURCHASE OR LEASE OF NONEXPENDABLE PROPERTY OR EQUIPMENT. Contractor shall obtain three (3) written documented bids prior to purchasing or leasing any nonexpendable personal property or equipment of three hundred dollars ($300) in unit value as approved in Exhibit B. Bids shall require approval of the City Project Director prior to purchase of lease price of over three hundred dollars ($300) in unit value and having a life expectancy of more than one (1) year shall be properly identified and inventoried and shall be charged at its actual price deducting all cash discounts, rebates, and allowances received by Contractor. This inventory shall be provided to the City upon request. 11. ALLOWANCES FOR LEASE OR RENTAL OF VEHICLE AND EQUIPMENT SPACE. The City will approve space requirements necessary for Agreement performances, at costs using prevailing area rates and space allocations. 12. ACCOUNTING. Contractor must establish and maintain on a current basis an adequate accrual accounting system in accordance with generally accepted accounting principles and • standards. 4 • 0 • - 5 - 13. AFFIRMATIVE ACTION. Contractor shall make every effort to ensure that all projects funded wholly or in part by CDBG funds shall provide equal employment and career advancement opportunities for all qualified individuals, regardless of their race, sex, age, creed, religion, national origin or handicap status. In addition, Contractor shall make every effort to employ residents.of the area and shall keep a record of the positions that have been created directly or as a result of this program. 14. CHANGES. The City may, from time to time, request changes in the Scope of Services of Contractor to be performed hereunder. Such changes, including any increase or decrease in the amount of Contractor's compensation, which are agreed upon by and between the City and Contractor, shall be incorporated into this Agreement by written amendments. 15. CHANGES IN GRANT ALLOCATION. The City reserves the right to reduce the grant allocation when the City's fiscal monitoring indicates that Contractor's rate of expenditure will result in unspent fund at the end of the program year. Changes in the grant allocation will be done after incorporated into this Agreement by written amendments.. 16. REbUEST FOR FINAL PAYMENT. The City reserves the right to withhold ten percent (10%) of the Agreement amount until completion of project. • - 5 - 0 • 17. PROGRAM PUBLICITY 0 Contractor shall develop a community outreach and publicity program designed to provide information relative to available Contractor services under this program to potential program participants of the City of Santa Clarita. The community outreach and publicity program requires.prior approval of the City Project Coordinator. 18. JOINT FUNDING. For programs in which there are sources of funds in addition to those identified in Exhibit B, Contractor shall provide proof of such funding. The City shall not pay for any services provided by Contractor which are funded.by other sources. All restrictions and/or requirements provided in this Agreement relative to accounting, budgeting, and reporting apply to the total program, regardless of funding sources. 19. ASSURANCES. Contractor hereby assures and certifies that it has complied with the Act, applicable regulations, policies, guidelines and requirements, OMB Circular A-87, A-95, and A-102 and that it will comply with all applicable federal, state and city laws and regulations as they relate to acceptance and use of federal funds for this federally assisted program. Also, Contractor gives assurance and certifies with respect to the program specified in Exhibit A that it will comply with all the provision of 24 Code of Federal Regulations 570.307, except sections (d) and (e), which pertain to assurances required of program applicants. Furthermore, a - 6 - 0 0 Contractor gives assurances and certifies that it will comply with the provisions of 41 Code of Federal Regulation 60-1.4 and 24 Code of Federal Regulations 135.20, each of which are incorporated herein by this reference. Contractor further assures and certifies that it will comply with any future amendments or changes to said required assurances and that during the term of this Agreement will maintain current copies of said assurances at the address specified in Section 21 below. 20. NOTICES. All notices shall be served.in writing. The Notices to Contractor shall be sent to the following address: Program Coordinator, Santa Clarita Valley Committee on Aging Corporation, 22900 Market Street, Santa Clarita, CA 91321. Notices, reports and statements to the City shall be delivered • or sent to City Project Coordinator or his or her designee at 23920 Valencia Boulevard, Suite 300, Santa Clarita, CA 91355. 21. ASSIGNMENT. This agreement is not assignable by Contractor without the express written consent of the.City. Any attempt by Contractor to assign any performance of the terms of this Agreement shall be null and void and shall constitute a material breach of this Agreement. 22. TERMINATION AND TERMINATION COSTS. This Agreement may be terminated at any time by either party upon giving thirty (30) days written notice. City may immediately terminate this Agreement by written notice upon the termination, suspension, discontinuation or substantial reduction in CDBG funding for - 7 - • • . the Agreement activity, or if for any reason the timely completion of the work under this Agreement is rendered improbable, infeasible or impossible. In such event, Contractor shall be compensated for all services rendered and all necessarily incurred costs performed in good faith in accordance with the terms of this Agreement that have not been. previously reimbursed to the date of said termination, to the extent CDBG funds are available. 23. FISCAL LIMITATIONS. The United States of America through HUD may in the future place fiscal limitation(s) on CDBG funds not presently anticipated. Accordingly, the City reserves the right to revise this Agreement in order to take into account actions affecting HUD program funding. In the event of funding reductions, the City may reduce the budget of this Agreement as a whole or as a cost category, may limit the rate of Contractor's.authority to commit and spend funds, ,)r may restrict contractor's use of both its uncommitted and its unspent funds. Where the Los Angeles County Community Development Commission has directed or requested the City to implement a reduction in funding, in whole or as to cost category, with respect to funding for this Agreement, City Project Coordinator may act for the City in implementing and effecting such a reduction and in revising the Agreement for such purpose. Where City Project Coordinator has reasonable grounds to question the fiscal accountability, • E 0 L financial soundness, or Contractor's compliance with this Agreement, City Project Coordinator may act for the City in suspending the operation of this Agreement or up to thirty (30) days upon three (3) days' written notice to Contractor of his or her intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revision made by the City affect expenditures and legally binding commitments made by Contractor before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with HUD cash withdrawal guidelines. 24. USE OF FUNDS FOR ENTERTAINMENT MEAL, OR GIFTS. Contractor certifies and agrees that it will not use funds provided through this.Agreement to pay for entertainment, meals, or gifts. 25. INDEMNIFICATION. Contractor, agrees to indemnify, defend, and hold harmless City, its agents, elected and appointed officers, and employees from and against any and all liability, expense, including defense costs and legal fees, and claims for damage of any nature whatsoever, including but not limited to, bodily injury, death, personal injury, or property damage arising from or connected with Contractor's operations, or its services hereunder. - 9 - 0 26. CONFLICT OF INTEREST. Contractor, its agents and employees shall comply with all applicable federal, state, county, and city laws and regulations governing conflict of interest. To this end, Contractor will make available to its subcontractors, vendors, or personal service providers, including subsidiaries of the agents and employees, copies of all applicable federal, state, county, and City laws and regulations governing conflict of interest. Contractor shall furnish to the City prior to execution of the Agreement a written list of all current or proposed subgrantees/ subcontractors, vendors, or personal service providers, including subsidiaries of Contractor. This list should be limited to those subgrantees/subcontractors, vendors or . personal service providers, including subsidiaries of Contractor, which will receive ten thousand dollars ($10,000) or more during the term of this Agreement. Such a list shall include the names, addresses, telephone numbers, and identification of principal party(ies) and a description of services to be provided. During the term of this Agreement, Contractor shall notify the city in writing of any change in the list of subgrantees/subcontractors, vendors, personal service providers or subsidiaries of Contractor with fifteen (15) days of any change. i 10 - 0 0 . 27. DISCRIMINATION. No person shall, on the grounds of age, race, sex, creed, color, religion, or national origin, be excluded from participating in, be refused the benefits of, or otherwise.be subjected to discrimination in any activities, programs, or employment supported by this Agreement. 28. BUDGET MODIFICATIONS. City Project Coordinator or his or her designee may grant budget modifications to this agreement for the movement of funds within the budget categories identified in Exhibit B when such modification: a. Do not exceed $10,000 per budget cost category; b. Are specifically requested by Contractor; C. Do not alter the amount of compensation with this Agreement; • d. will not change the project goals or scope of services; e. Are in the best interest of the City and Contractor in performing the scope of services under this Agreement; f. Related to salaries, are in accordance with applicable salary ordinances or laws; and g. City Project Director, subject to the restrictions in Sections 30 and 31 may authorize reallocation of Budget line items and other items within Senior Services program. 29. TIME OF PERFORMANCE MODIFICATIONS. City Project Director may grant time of performance modifications to this Agreement when such modifications: • • a. In aggregate do not exceed twelve (12) calendar months; and b. Are specifically requested by Contractor. 30. AUDIT EXCEPTIONS BY STATE AND FEDERAL AGENCIES. Contractor agrees that in the event the program.established hereunder is subject to audit exceptions by appropriate state and federal audit agencies, it shall be responsible for complying with such exceptions and naying the Los Angeles County Community Development Commission.the full amount of City's liability to the funding agency resulting from such audit exceptions. 31. INDEPENDENT CONTRACTOR. Contractor will be acting in an independent capacity and not as an agent, employee, partner, • joint venturer, or associate of the City. The employees or • agents of Contractor shall not be deemed or construed to be the agent or employees of the.City for any purpose whatsoever. 32. PURCHASE AND INVOICE DEADLINES. Purchase of equipment and supplies must be completed before the last month of the Agreement period and all equipment and supply bills are to be. paid before the last month of this period. Invoices for all obligations incurred under this Agreement must be submitted to the City within sixty (60) days from when the indebtedness is incurred.or they may be subject to disallowance. Invoices which have not been submitted for payment prior to the termination date of this Agreement, must be forwarded to the - 12 - L J 0 City with thirty (30) days after the Agreement termination date or they may not.be honored. Exceptions to the preceding limitations require prior written approval by City Project Director or his or her designee. 33. ACQUISITION OF SUPPLIES AND EQUIPMENT. Following approval by the City for necessary supplies and equipment for Agreement performance, Contractor may purchase from a related agency/organization only if: (a) -prior authorization is obtained in writing from the City; (b) no more than maximum prices or charges are made and no less than minimum specifications are met as.provided-in writing by the City; (c) a community related benefit is derived from such Contractor related acquisition; and (d) no conflict of interest for private gain accrues to Contractor or its employees,. agents or officers. 34. MONITORING AND EVALUATION. The City will monitor, evaluate, and provide guidance to Contractor in the performance of this Agreement. Authorized representatives of the City and Los Angeles County Community Development Commission shall have the -right of access to all activities and facilities operated by Contractor under this Agreement. Facilities include all files, records, and other documents related to the performance of this Agreement. Activities include attendance at staff, board of directors, advisory committee, and advisory board meetings, and observation of on-going program functions. - 13 - L iContractor will insure the cooperation of its staff and board members in such efforts. City Project Coordinator or his or her designee will conduct periodic program progress review.These reviews will focus on the extent to which the planned program has been implemented and measurable goals achieved, effectiveness of program management, and impact of the program. 35. USE OF FUNDS. Funds allocated pursuant to this Agreement shall be used exclusively for costs included in Contractor program budget. Agreement funds shall not be used as -security or to guarantee payments for any non -program obligations, nor as loans for non -program activities. 36. AUDITS. Contractor program will be audited in • accordance with the county's policy and funding source guidelines. Audits may also be conducted by federal, state, or City funding source agencies. The City or its authorized representatives shall, at all times, have -access for the purpose of audit or inspection to any•and all books, documents, papers, records, property, and premises of Contractor. Contractor's staff will cooperate fully with authorized auditors when they conduct audits and examinations of program. If indications of misappropriation or misapplication of the fund of this Agreement cause the City to require a special audit, the cost of the audit will be encumbered and deducted from this Agreement budget. Should the City subsequently determine that the special audit was not warranted, the amount budget. encumbered will be restored to the Agreement - 14 - 0 0 - 15 - 37. INSURANCE. Without limiting Contractor's indemnification of City, Contractor shall provide and maintain at its own expense during the term of this Agreement a program of insurance satisfactory.to the City's Risk Manager covering.. its operations hereunder as specifically defined in Exhibit A to this Agreement. 38. FAILURE TO PROCURE INSURANCE. Failure on the part of Contractor to procure or maintain required insurance shall constitute a material breach of Agreement under which City may immediately terminate this Agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, and all monies so paid by City shall be repaid by Contractor to City upon demand or City may offset the • cost of the premiums against any monies due to Contractor from City. 39. FINANCIAL PHASE OUT PERIOD. Contractor agrees to complete all necessary financial phase out procedures required by the City Project Coordinator, or designee, within period of not more that forty-five (45) calendar days from the expiration date of this Agreement. This time period will be referred to as the financial phase out period. The City is not liable to provide reimbursement for any expenses or costs associated with this Agreement after the expiration of the financial phase out period. After the expiration of the"financial phase out period, those funds not paid to Contractor under this - 15 - 0 0 • Agreement, if any, may be immediately reprogrammed by City into other eligible activities in the City. The City Project Coordinator, or designee, shall request a final financial audit for activities performed under this Agreement at the expiration of the final phase out period. 40. PERSONNEL POLICIES. City may review Contractor's personnel policies and may make available to Contractor personnel policies developed by Cit,•. City personnel policies are optional with Contractor, unless City verifies personnel management problems during the Agreement period, in which instance City's Project Coordinator may require use of City, developed personnel practices, including use of City Personnel' Policies, as a condition of continued funding of future • Agreement awards. Personnel policies include, but are not limited to, staff size and levels, salaries, supervisory - subordinate ratios, consultant fees, fringe benefits and other related matters. 41. NEPOTISM. Contractor shall not hire nor permit the hiring of any person to fill a position funded through this Agreement if an member of that person's immediate family is employed in an administrative capacity by Contractor. For the purposes of this section, the term "immediate family" means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, step -parent, -.and - 16 - 0 E • step -child. The term "administrative capacity" means having selection, hiring, supervisory or management responsibilities, including serving on the governing body of Contractor. 42. RELIGIOUS AND POLITICAL ACTIVITIES. Contractor agrees that funds under this Agreement, will be used exclusively for performance of the work required under this Agreement, and that no funds made available under this Agreement shall be used to promote religious or political activities in connection with the performance of this Agreement. 43. OUTSIDE EMPLOYMENT. In its written personnel policies, Contractor shall include the following provisions a governing outside employment of its employees: a. Such employment shall not interfere with efficient • performance of the employee's duties in the program of this Agreement; b. Such employment shall not involve'.a conflict of interest or an appearance of conflict with the employee's duties in the program of this Agreement; c. Such employment shall not involve the performance of duties which the employee should perform as part of his or her employment in the program of this Agreement; and d. Such employment shall not occur during the employee's regular or assigned working hours in the program of this Agreement, unless during the entire day on which such employment occurs, the employee is on vacation, compensatory I* leave or leave without pay. - 17 - 0 0 outside employment of its full-time personnel whose duties ire not readily confined to a standard work -day or work -week. Personnel includes, but is not limited to, Executive Directors, neighborhood workers, and other employees whose responsibilities may require them to be available for duty during evenings or on weekends. 44. STAFF.TRAVEL. Contractor shall not incur any expenditures for travel outside of Los Angeles County, without prior written approval of City. 45. PURCHASE AND INVOICE DEADLINES. Contractor must purchase all administrative equipment approved in the Agreement . -prior to the last four (4) months of the Agreement. ,All 0 purchase of administrative equipment and property must be in the possession of Contractor prior to the last three (3) months of the Agreement. After City approves administrative equipment necessary for Agreement performance, Contractor may purchase from private vendors, provided requirement are met as specified in the Los Angeles County Community Development Commission Auditor -Controller's Contract Accounting and Administrative handbook, which is on file with the City's Finance Administration Department, and incorporated herein by reference. - 18 - Contractor shall establish effective procedures to enforce these provisions and must provide specific procedures regarding outside employment of its full-time personnel whose duties ire not readily confined to a standard work -day or work -week. Personnel includes, but is not limited to, Executive Directors, neighborhood workers, and other employees whose responsibilities may require them to be available for duty during evenings or on weekends. 44. STAFF.TRAVEL. Contractor shall not incur any expenditures for travel outside of Los Angeles County, without prior written approval of City. 45. PURCHASE AND INVOICE DEADLINES. Contractor must purchase all administrative equipment approved in the Agreement . -prior to the last four (4) months of the Agreement. ,All 0 purchase of administrative equipment and property must be in the possession of Contractor prior to the last three (3) months of the Agreement. After City approves administrative equipment necessary for Agreement performance, Contractor may purchase from private vendors, provided requirement are met as specified in the Los Angeles County Community Development Commission Auditor -Controller's Contract Accounting and Administrative handbook, which is on file with the City's Finance Administration Department, and incorporated herein by reference. - 18 - 0 46. USE OF FUNDS. All funds approved under this Agreement shall be used solely for costs approved in the program budget for this Agreement. Agreement funds shall not be used as a cash advancement, to guarantee payments for any non -program obligations, or as loans for non -program activities. Separate financial and program records shall be kept for each funding source. 47. REPORTS AND RECORDS. Contractor agrees to prepare and submit financial, program progress, monitoring, evaluation and other reports as required by City. Contractor shall maintain, and permit on-site inspections of, such property, personnel, financial and other records and accounts as are considered necessary by City to assure proper accounting for all Agreement . funds. Contractor will ensure that its employees.and board members furnish such information which, in the judgement of City representatives, may be relevant.to a question of compliance with contractual conditions with City directives, or with the effectiveness, legality and achievements of the program. 48. EXPENDITURES. Expenditures made by Contractor in the operation of this Agreement shall be in strict compliance and conformity with Budget set forth in Exhibit B, unless prior written approval for an exception is obtained from City. 49. EXTENT OF AGREEMENT. This Agreement represents the entire and integrated Agreement of the parties and supersedes - 19 - 0 • • any and all prior negotiations, representations,�or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Executed on this day of at the City of Santa Clarita. Donna Grindey City Clerk Approved as to form: Q arl Newton City Attorney CN:kah 1664 rayl Boyer Mayor of Santa Clarita luW Endres - President of Committee on Aging 1990 George Caravalho City Manager of Santa Clarita Exhibit A CITY OF SANTA CLARITA SENIOR CENTER PROGRAM January 1, 1990 to June 30, 1991 PROJECT DESCRIPTION PURPOSE AND BENEFICIARIES The purpose of the proposed project is to provide assistance to low and moderate income senior citizens who are at risk of being institutionalized, also provide support services that will increase their chances of remaining in their homes or to help them locate the least restrictive alternative when living arrangement must be changed and to meet various needs of elderly. The program will provide services to eligible persons in the city on a first come, first serve basis. Content and Operation The Santa Clarita Valley Committee on Aging Corporation, 22900 Market Street, Santa Clarita, CA 91321, telephone number 805/259-9444 or 255-1585 will provide, under the supervision of City of Santa Clarita, all labor, equipment, supplies, administrative support, community, outreach and determination of eligibility of program participants and • documentation necessary for implementation of a "senior center services" program. The program will consist of providing consumer housing information, health and consumer education programs and peer counseling training/staff in service to eligible senior citizen. • An "eligible applicant" is defined as a household consisting of one or more persons who occupy a single family home or apartment where the household income does not exceed the low to moderate income limits established by the United States Department of Housing and Urban Development. At that time eligibility for participation is determined. Applicants may participate in the program year round. The following activities• will be included in the scope of services provided by Santa Clarita valley Committee on Aging Corporation under contract to the City of Santa Clarita. A. Community Outreach A marketing program will be designed to provide awareness of the program in community groups who members may be potential program participants, such as the senior adult association. Flyers, press releases, and similar written materials will be prepared and distributed. - 1 - • • • 3. Screening Applicants Potential applicants who make inquiries will be counseled to the extent of services which can be offered or performed, advised of eligibility requirements, and application and all other pertinent procedures. The following services will be provided, 1. Consumer housing information and senior services will assist low to moderate income senior citizens and younger adults disabled person, who are looking for suitable living environment. The: project will identify, by demographic assessment and strategic planning, specific data that will provide housing referrals and client community resources. This will require annual up -dating of the Santa Clarita Valley housing information manual. Which is developed and prepared by the Santa Clarita Valley Senior Center. Also included will . be gerontological training for employees and manager's of H.U.D. building and other housing projects involving seniors and disabled persons. 2. Health and Consumer Education Program This program will provide community education of multi -generational issues affecting today's senior citizens. The Santa Clarita Valley Senior Center will provide community education program through lectures and training seminars. 3. Peer Counseling and Staff In -Service Training a. The staff in-service training twenty (20) in-house staff counseling. This training will monthly basis for a total of sessions per month. 4. Procurement of Services program will train in senior peer take place on a . two (2) training Procurement of services provided by persons who are not. employees of Contractor shall be approved in advance by the City and shall conform to the requirements of Attachment 0 of OMB Circular A-102 and Circular A-122. A minimum of three written bids shall be solicited with the service agreement awarded to the lowest responsible - 2 - 0 CN:kah 1605 is [-I bidder. Copies of all related documentation in the procurement of outside service shall be transmitted promptly to the City. 5. Documentation of Reports Detailed record will be kept on beneficiary, address, census performed.. Employee records will hours worked and rate of pay. the intake form. each job noting name of tract, type of work be maintained including Job files shall include A monthly account of actual expenditures for personnel, travel, space, equipment/supplies, and any other expenditures will by provided on supplied forms and accompanied by appropriate expenditures documentation as required by the. Los Angeles County Community Development Commission and City of Santa Clarita. - 3 - • • 0 CITY OF SANTA CLARITA CDBG PROGRAM (SENIOR CENTER) BUDGET EXHIBIT B Santa Clarita valley Senior Center Project Title 22900 Market Street Santa Clarita, CA 91321 Address Personnel (6 position) Employee Benefits Consultants and Contract Travel and Training Rental Space Consumable Supplies Equipment, Rent or Purchase Other CN/tn-1837 TOTAL = ,Tan 1 1991 -June 30,_1991 Grant Period Total Cost $21,670.00 2,752.00 2,000.00 1,160.00 2,520.00 1,016.00 288.00 2,594.00 $34,000.00 Job Title:L--L<L' • (Use Hours per week Is • STAFF DUTY STATEM& (Complete one for each fob category) •]1'r DIRECTOR same title tl 40 Supervised by Whom (Job Title tions BO RU OF DIRECTORS - CO`DIITTEE ON AGING CORP. Requirements for Position: 1. B.I. Degree in social service, public administration, gerontology or related iiEld and minimum of three years supervisory or managerial experience in an accncv . 2. 1:rouledge of the Aging \etwork and community based services for the elderly 3. Abilit;Y to work effectively with volunteer boards and advisory councils. 4. Ability to develop positive relations with other agencies. S. Ability to plan, monitor and evaluate budgets 6. Ability to motivate and manage people 7. Ability to plan, organize and implement programs suitable for fulfillment of the agency's mission. Job Duties: 1. Responsible for planning and overall administration of the fullscopeof' programs being provided by the Santa Clarita Valley Committee on Aging Corporation. 2. Develops programs and makes recommendations to the Board that will further the organizations mission, goals and objectives in such a manner that optimum results are achieved in relation to the resources of the agency. 3. Ensures implementation of policies adopted by the Board, and has chief administrative responsibility for the public accountability of the agency. 4. Responsible for the execution of all contracts for service 5. Prepares agency budgets in concert with the budget/finance committee and is responsible for control once approved. 6. Directs financial operations of the 'funded programs under the direction of the Chief Financial Officer. 7. Supervises and directs the Food Service Manager, Supportive Service Director, Paratransit/Senior Center/Activities Director, and the Administrative Services staff 8. Provides overall control and direction for the personnel functionofthe a5ency, including active participation in or approval of personnel 9. Evaluates the services being provided by the agency .in relation to changing demographic needs, policies of the Area Agency on Aging and other funding sources, and accojding to recognized standards for services to the elderly. 10. Dcvelcrs and recoInmends to the Board of Directors. programs and services 11. Maintaining involvement in the Aging Network and Gerontological organizations 12. Recommends modifications in services where appropriate 13. `lnintjins community contact and develop a positive public image of the agency in community affairs and with funding agencies. Page No. 8 FORM C -I Pago 2 • EXECUTIVE DIRECTOR 14. Develops an appropriate community information and public relations effort. 15. Maintains effective client relations efforts. 16. Works with the Advisory Council as the agency's primary advocacy body and in compliance with Area Agency on Aging regulations. 17. Acts as the agency's spokes person, interpreting the agency function and position to other agencies, public officials, the media and general public. 18. Attends all Board meetings, provides staff support when required, and administers an orientation and training program for the Board, Staff, and the Advisory Council. 0 O e form C-8 ( Santa Clarits Valley Committee on Aging, Corp. ' Agency Name STAFF DUTY STATEMENT (Complete one for each job category) Job Title: Payroll CLLR} (Use same title throughout application) (No. of Positions) Hours per week 20 0 Supervised by Whom (Job Title: ACCOUNTANT Requirements for Position: 1. Ability to analyze and organize.tasks to be done. 2. File and maintain filing system. 3. Ability to work on computer. 4. Background in bookkeeping. 5. Work with a minimum amount of supervision. 6. Must be bondable. Job Duties: 1. Works cooperatively with Accountant. 2. Keep filing up to date. 3. Prepare weekly time sheets and distribute to supervisors. 4. Enter payroll hours on c'oaputer and payroll checks. 5. Enter accounts payable on computer and run checks. 6. Enter other data as needed on computer. 7. *fust be flexible:and adaptable. 8. Attend staff meetings as required. 9. Relief — Counting money and make deposits. 10. Do weekly paratransit paper work. 11. Relieve as receptionist. 12. Other minor duties as requested. Page No. 13 FORM C-2 E 0 0 •. 1 .-.- - .-- • .- - ( nta Clarita.Valley t:nmmittee on Aging; Corp. Agency Name STAFF DUTY STATEMENT (Complete one for each.job category) Job Title: PUBLICIST (Use same title throughout application) (No, of Positions) Hours per week S Supervised by Whom (Job Title: Executive Director Requirements for Position: REQUIREMENTS FOR POSITION: 1. Ability to write effective press releases. 2. Ability to develop and maintain productive media relations. 3. Education: in journalism English or related field. 4. Ability to favorably represent the agency as public relations liaison. S. Ability to meet press time schedules. 6. Ability to write letters, brochures, press releases packets as needed. JOB DUTIES: 1. Write press releases for newspaper, magazines, radio, and cable.TV. 2. Compose and assimilate brochures, pamphlets, presentations. 3. Assist staff in preparing written publicity. 4. Attend all Press Meetings and prepare hand-outs and press packets. S. Represent the organization at Public Relations functions as needed. 6• Assemble press clippings and related writings into a Press Book for annual presentation to Board of Directors. 7. Act as host to visiting press. 8. Assist in writing letters of commendation, appreciation, and requests, as needed. 9. Deliver press releases directly to media when needed. Valid driver's' license. 14 Pg. FORM C-2 E 0 Santa Clarita Valley Committee on Aging, Corp. Agency Name STAFF DUTY -STATEMENT (Complete one for each job category) Job Title'.ACADEMIC INTERN (Use same title throughout application) (No. of Positions) Hours per week 20 Supervised by Whom (Job Title: SUPPORTIVE SERVICES DIRECTOR Requirements for Position: 1. Counseling, social welfare, graduate/undergrad intern. 2. Knowledge of gerontology, social services system issues and counseling. 3. Ability to interview, counsel and relate to older people and their families, and to assess their needs. 4. Ability to work well in a nonprofit organization and to relate well with older adults as clients and co-workers. 5. Ability to learn and carry out procedures. 6. Ability to organize a task with limited instructions/directions. Job Duties: 1. Assist in planning and guiding support groups. 2. Assist in screening psychological counseling appointments. 3. Assist with preparation and presentation of health lectures. 4. Answer questions or refer questions/persons re psychological and gerontological issues. 5. Records in writing all pertinent activities: (eg) worker time sheet/ mileage records, client files: special problems, complete assessments care plan, progress notes, intake screening, miscellaneous. 6. Reports directly to Supportive Services Director. 7. Attend all required staff and in-service counseling. S. In-home assessments and in-home counseling. 9. Counseling. 10. Duities as necessary and required. 11. Community networking and cooperating with hospitals, APS, mental.and medical health professionals, etc. Page No. form D-3 • • Santa Clarita Valley Committee on Aging, Corp. Agency Name STAFF DUTY STATEHENT (Complete one for each job category) Job Title:HEALTH & WELLNESS COORDINATOR (Use same title throughout application) (No. of Positions) Hours per week. 32 Supervised by Whom (Job Title: SUPPORTIVE SERVICES DIRECTOR Requirements.for Position: 1. Graduate Degree in social work or equivalent preferred. Masters in Psychology. 2. Experience in gerontology and social welfare systems. 3. Ability to interview, counsel, and relate to older people and their families and to assess their needs. 4. . Ability to work well in a nonprofit organization and to relate well with older adults as clients and co-workers. 5. Experience in implementation of services for the elderly. 6. Ability to carry out procedures set down by the Area Agency on Aging, and SCV Committee on Aging. Job Duties: 1. Develops, organizes, and facilitates support groups. 2. Provides Case Management for elderly clients with multiple needs, Complete comprehensive assessments, develop care plans, authorize and arrange appropriate services and monitor client's progress. 3. Develops and implements Health and Wellness lectures/programs. 4. Recruits and supervises social work/gerontology interns. 5. Performs in-home psychological assessments. 6. Interfaces with other community organizations as requested. 7. Attends staff meetings and other In-service training as required. 8. Maintain files and prepareaccurate and timely reports. 9. Perform related duties as required. Page No. fora D-3 • • 0 -.. Santa Clarita Valley Committee on Aging. C. STAFF DUTY STATEMENT Agency Nave (Complete one for each fob category) Job Title: INTAKE WORKER (Use same title throughout application) (No. of Poaitions) Hours per week 32 Supervised by Whom (Job Title: DIRECTOR, SUPPORTIVE SERVICES Requirements for Position: 1. 2. Qualifies as a peer counselor. Abilitv to interview, in person and by telephone, services. Ability to type 35 wpm. Ability to produce neat, legible -reports. Be able to folldw tasks to completion. Be able to plan work to meet schedules. Ability to analyze and organize work with limited Ability to work well with others. Must be flexible and adaptable. "lust have h senior citizens request: instructions. a t trough knowledge of supportive services. Job Duties: 1. Refers the elderly with special needs to appropriate agency staff. 2. Maintains, updates a current roster of agency information. 3. Takes primary responsibility for answering agency telephone during working hours. 4. Records all telephone calls directly to ("Duplicate") record book. 5. lsintains appointment roster for all new Mature Alternative Participants who are requesting service. 6. Privately assist new participants with registration forms. 7. Oversees general operation of Supportive Services office, including suppl_ Forms, Equipment, and procedure. 8. Interfaces with seniors in an holistic -framework always aware of a need that might be expressed. 9. Reports directly to Supportive Services Director. 10. Works cooperatively with Executive Director, Social Services Supervisor and all center personnel. 11, attends staff meetings and other in-service training as required. 12. Other duties as assigned. Page No. 17 form C- SuaL., CI, L,1 11.1 (lmimllt rl� ua Ar,I n1� Cir p#1 Ion Agene y Name.. -- -a PRaWr ORGANIZATION CHART w indicate and name all organizational units of the applicant agency (Agrm y Name) I SANTA CLARITA VALLEY COMMITTEK'ON AGING CORPORATION Executive Director Volunteer Clerk llIn-Ki�td� Volunteer Suppor t e C.M.I!'cer Services - Secretary Coord. (In - Kind) Director FIn-K1n( _ccountant uealtn 8 1Jellnes• llousing — Coordinator Information Statisttciaa .--.. — Speciallsts In Kind Social Worker Payroll Clerk • Acadernic Interni olunteer - Peer Intake Worker/ ounselors Custodian Case Aide In- Krnd— elephone PuGlicist Reassurance Volunteers Primary Assessor CDKG Rectangles - Staff Positions Duals - Volunteer Positions j fon C-1