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Home My WebLink About2000-07-11 - AGENDA REPORTS - MOU SCV CMTE AGING (2)CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR DATE: July 11, 2000 City Manager Approval; Item to be presented by: SUBJECT: MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SANTA CLARITA AND THE SANTA CLARITA VALLEY COMMITTEE ON AGING DEPARTMENT: Transportation & Engineering Services RECOMMENDED ACTION City Council approve the Memorandum of Understanding with the Santa Clarita Valley Committee on Aging; authorize the City Manager to execute the Memorandum of Understanding; and appropriate $85,000, which has been budgeted in the Fiscal Year 2000/2001 Budget, Account No. 4100/8110, subject to City Attorney approval. BACKGROUND The City of Santa Clarita has entered into a Memorandum of Understanding (MOU) with the Santa Clarita Valley Committee on Aging for the past eight years. The Senior Center in turn provides services and support to the Santa Clarita Transit program to better serve the needs of senior and disabled customers. This partnership has been a valuable asset for the community. In the past year, the Santa Clarita Valley Committee on Aging received $50,000 from the City in exchange for services performed by the Senior Center. Below are the types of specific services included: • Administer the "Reduced Fare Program" for eligible low-income Dial -a -Ride customers. • Sell Santa Clarita Transit monthly passes at the Senior Center and other locations within the Santa Clarita Valley where the Senior Center conducts activities. • Provide backup service to Dial -a -Ride customers who cannot be accommodated on Dial -a -Ride through the use of taxi vouchers and Senior Center vans. This service can include providing urgently needed service when Dial -a -Ride is not in operation or is operating at capacity and cannot accommodate all trips. • Coordinate services available to locations outside the Dial -a -Ride service area for Dial -a -Ride customers. af�p�O�C�DI 10i MOU WITH SANTA CLARITA VALLEY CON vIPITEE ON AGING July 11, 2000 - Page 2 • Provide updated emergency information cards that contain the emergency family contacts of Senior Center transit users. • Provide referrals and information on transit programs to Senior Center clients, and distribute transit schedules, flyers, and user handbooks. • Network with healthcare providers and Senior Center participants to improve Dial -a -Ride service provided for medical appointment trips. • Participate in regular meetings with City staff to discuss transit services and senior citizen needs. For Fiscal Year 2000/2001, the Senior Center requested an additional $35,000 to cover the local match to a grant they received to acquire two new vans ($22,500) and to compensate for the loss of operating revenue due to the loss of two contracts for operating Senior Center vans. The Senior Center indicated that this would be a one -time -only request. In the past, payments have been made to the Senior Center in one lump sum at the beginning of the fiscal year. In addition, over $1 million in Bridge & Thoroughfare District Fees were waived for the Bouquet Senior Center, since the Senior Center promised to operate a regularly scheduled van service at their expense. It is recommended that beginning in Fiscal Year 2000/2001, the method of payment be modified to be consistent with all other funding arrangements the City's Transit Division has with other agencies. These changes will improve accountability and ensure that resources are deployed in the best possible manner. Specifically, this would require the following: • ,The Senior Center would provide documentation of actual costs incurred for services rendered. • The Senior Center would invoice the City quarterly, documenting actual costs incurred during the previous three months. Payments would be made quarterly based on verification of invoices. • A separate additional invoice could be submitted for the local match needed for van acquisition at the time funds are needed. In addition, the City would like to explore with the Senior Center, to the extent resources permit, the following joint activities to improve the transportation options for seniors and disabled in the Santa Clarita Valley: • Develop a formal arrangement between the City's Dial -a -Ride provider and the Senior Center for providing backup transportation so that the customer only needs to make one phone call. MOU WITH SANTA CLARITA VALLEY COM IITTEB ON AGING July 11, 2000 - Page 3 • Develop more service routes (the use of vans to transport seniors from senior complexes to popular destinations on a regularly scheduled basis) using either City or Senior Center vehicles and jointly promoting all such services regardless of who actually operates the van. • Develop a formal travel trainer program to encourage and train seniors to use fixed -route services instead of Dial -a -Ride where practical. ALTERNATIVE ACTION Appropriate $85,000 and adopt modified MOU. Do not approve MOU. FISCAL IMPACT Funding in the amount of $85,000 has been appropriated by the City Council as part of the Fiscal Year 2000/2001 Budget process to support the Santa Clarita Valley Committee on Aging. This amount represents a one-time increase of $35,000 to provide a match for the purchase of additional vans and to offset lost revenue. Any requests for additional Dial -a -Ride related funding by the Santa Clarita Valley Committee on Aging will need to be included for discussion during future budget discussions. ATTACHMENT Memorandum of Understanding VranaifApndaVragen00.dm MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SANTA CLARITA AND THE SANTA CLARITA VALLEY COMMITTEE ON AGING The Memorandum of Understanding between the City of Santa Clarita and the Santa Clarita Valley Committee on Aging/Senior Center for transit coordination services, executed in March 1992, requires that the City and the Committee on Aging develop an annual agreement for a provision of certain transit -related services by the Santa Clarita Valley Committee on Aging in retum for $50,000 from the City. In Fiscal Year 2000/2001, an additional $35,000 will be paid in part to cover the local match for the acquisition of two new vans. The City and the Santa Clarita Valley Committee on Aging (SCVCOA) agree that the SCVCOA will provide the following transit -related services during Fiscal Year 2000/2001. Administer the 'Reduced Fare Program" for eligible low-income Dial -a -Ride customers. This will include qualifying individuals, based on income levels and qualifying procedures mutually agreed upon between the City and Senior Center, and acting as the sole agent to sell reduced fare tickets. 2. Sell Santa Clarita Transit monthly passes at the Senior Center and other locations within the Santa Clarita Valley where the Senior Center conducts activities. 3. Provide backup service to Dial -a -Ride customers who cannot be accommodated on Dial -a -Ride. Through the use of taxi vouchers or Senior Center vans, this can include providing urgent -need service when Dial -a -Ride is not in operation. During Fiscal Year 2000/2001, the City and Senior Center will determine if it is feasible, and implement if it is, a single -call system, where backup arrangements will be made without requiring the customer to make additional calls. 4. Coordinate services available to locations outside the Dial -a -Ride service area for Dial -a -Ride customers. 5. Provide updated emergency information cards that contain the emergency family contacts of Senior Center transit users. 6. Provide referrals and information on transit programs to Senior Center clients, and distribute transit schedules, flyers, and user handbooks. 7. Network with healthcare providers and Senior Center participants to improve Dial -a -Ride service provided for medical appointment trips. 8.. Jointly develop new group ride services providing fixed -schedule links between senior complexes and popular destinations, utilizing both City and Senior Center vans. Jointly promote all group ride services regardless of which agency van is used. MOU WITH SANTA CLARITA VALLEY COMMITTEE ON AGING July 11, 2000 -Page 2 9. Network with seniors in person at the Senior Center, by telephone, and by mail, to increase knowledge of the fixed -route local bus network. During Fiscal Year 2000/2001, a travel trainer program will be established to assist seniors in using fixed -route transit services. 10. Participate in regular meetings with City staff to discuss transit services and senior citizen needs. 11. Host an annual Transit Open House at the Senior Center to help encourage the visibility of all modes of public transit available to seniors. 12. Work with the City, its selected contractor, and members of the Senior Center to continue a driver -recognition program and host an awards ceremony. 13. Provide documentation of actual costs to be incurred for all activities listed herein. Payment will be made within 30 days of approval of this MOU by the City Council. 14. Provide evidence of comprehensive general liability insurance or commercial general liability insurance. Insurance should include coverage of premises and operations, contractual liability, personal injury liability, products/completed operations liability, broad form property damage, if applicable, and independent contractors liability, if applicable, in an amount of not less than one million dollars ($1,000,000) per occurrence, combined single limit, written on an occurrence form. 15. Provide evidence of comprehensive automobile liability coverage, if applicable, including owned, non -owned, and hired autos, in an amount of not less than one million dollars ($1,000,000) per occurrence, combined single limit, written on an occurrence form. Each insurance policy required by this agreement, excepting policies for workers compensation, shall contain the following clause: "The City of Santa Clarita, it officers, agents, employees, representatives, and volunteers are added as additional insured as respect to operations and activities of, or on behalf of the names insured, performed under contract with the City of Santa Clarita." 16. SCVCOA agrees to indemnify and hold City, its officers, agents, and employees harmless from any and all claims of the United States of America for a reimbursement of funds or any portion thereof due to the improper use of funds. This satisfies the requirement of the MOU executed in March 1992 for an annual agreement by the City of Santa Clarita and the Santa Clarita Valley Committee on Aging. The undersigned agree to the above list of transit -related services for Fiscal Year 2000/2001 and the provision of $85,000 to the SCVCOA from the City of Santa Clarita. MOU WITH SANTA CLARITA VALLEY COMMITTEE ON AGING July 11, 2000 - Page 3 CITY OF SANTA CLARITA George A. Caravalho City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney trans1t\agenda\sragen00.dm SANTA CLARTTA VALLEY COMMITTEE ON AGING Brad Berens Executive Director