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HomeMy WebLinkAbout2001-08-28 - AGENDA REPORTS - SCV COMM ON AGING (2)CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR DATE: August 28, 2001 City Manager Approval Item to be presented by: SUBJECT: SANTA CLARITA VALLEY COMMITTEE ON AGING AGREEMENT DEPARTMENT: Parks, Recreation, and Community Services RECOMMENDED ACTION Approve the agreement between the City of Santa Clarita and the Santa Clarita Valley Committee on Aging in the amount of $150,000, and authorize the City Manager, or his designee, to execute all documents, subject to City Attorney approval. Funds are budgeted in Fiscal Year 2001-02, in Account Number 7100-8001. BACKGROUND As part of the City's 2001-02 budget, City Council allocated $150,000 to the Santa Clarita Valley Committee on Aging. This is an ongoing annual commitment. This year's appropriation will provide the Senior Center with a broad range of recreational, health, and wellness programs for the community's senior citizens. These programs promote socialization, leisure activities, intergenerational activities, and the concept of life-long learning. The attached agreement details the scope of services provided (Exhibit A) and corresponding budget of expenditures (Exhibit B). ALTERNATIVE ACTION 1. Council not approve Santa Clarita Valley Committee on Aging Agreement. 2. Other action as determined by City Council. FISCAL IMPACT $150,000 was budgeted in account number 7100-8001 in fiscal year 2001-02. ATTACHMENTS 1. Santa Clarita Valley Committee on Aging Agreement. • Exhibit A — Service Description • Exhibit B — Budget 2. 2000-01 Summary of Activities AM:ada Agenda Item i council \¢gnrepta\200t\uging.doc APpROdC�D Attachment 1 .•'°`a, CITY OF SANTA CLARITA SANTA CLARITA VALLEY COMMITTEE ON AGING AGREEMENT THIS AGREEMENT, dated for purposes of identification only this 26th day of August, 2001, made and entered into by and between the CITY OF SANTA CLARITA, a municipal corporation, hereinafter referred to as "City," and the Santa Clarita Valley Committee on Aging (SCVCOA), hereinafter referred to as "Recipient." WITNESSETH WHEREAS, the City supports opportunities for recreational and wellness programs for seniors of the Santa Clarita Valley; and WHEREAS, the City has appropriated $150,000 in Fiscal Year 2001-02 annual funds to provide SCV Senior Center recreational and wellness programs for Santa Clarita Seniors; and WHEREAS, Recipient represents that it is capable of providing such services. NOW, THEREFORE, FOR AND IN CONSIDERATION OF THE MUTUAL PROMISES, COVENANTS, AND CONDITIONS HEREIN CONTAINED, THE PARTIES HERETO AGREE AS FOLLOWS: 1. City agrees to give Recipient and the Recipient agrees to accept from City the City Council approved amount of $150,000, to be distributed in two equal payments of $75,000 each, which shall constitute full and complete compensation for Recipient's services under this agreement. The first payment shall cover the period of July 1, 2001, through December 31, 2001, with the second payment covering the period of January 1, 2002, through June 30, 2002. Expenditures made by the Recipient in the implementation of this agreement will be made for the purpose of providing the services as listed in Exhibit A, Scope of Services, and Exhibit B, Budget. 2. Recipient shall provide the City a detailed listing of proposed expenditures (Exhibit B, Budget); quarterly statistical reports on number of seniors served, including a comparison to prior years; a final year-end statistics report in narrative form providing description of services provided, success of program during the term of the agreement; and a copy of the agency's single independent audit report. 3. Recipient agrees that City may, at any time, audit any and all of Recipient's books, documents, or records relating to this Agreement. 4. City and its respective elected and appointed boards, officials, officers, agents, employees, and volunteers (individually and collectively, "Indemnitees") shall have no liability Page 1 of 5 to Recipient or any other person for, and Recipient shall indemnify, defend, protect, and hold harmless Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs, and expenses of whatever nature, including reasonable attorney's fees and disbursements (collectively, "Claims"), which Indemnitees may suffer or incur or to which Indemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the Recipient's performance of or failure to perform any services under this Agreement, or by the negligent or willful acts or omissions of Recipient, its agents, officers, directors, or employees, committed in performing any of the services under this Agreement. If any action or proceeding is brought against Indemnitees by reason of any of the matters against which Recipient has agreed to indemnify Indemnitees as provided above, Recipient, upon notice from City, shall defend Indemnitees at its expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnitees need not have first paid for any of the matters to which Indemnitees are entitled to indemnification in order to be so indemnified. The limits of the insurance required to be maintained by Recipient in this Agreement shall not limit the liability of Recipient hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement. The provisions of this section do not apply to Claims occurring as a result of the City's active negligence or willful acts of omission. 5. Without limiting City's right to indemnification, it is agreed that Recipient shall secure prior to commencing any activities under this Agreement, and maintain during the term of this Agreement, insurance coverage (if applicable) and consistent with standards in such agencies as follows: A. General Liability and Property Damage Insurance: Recipient agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Recipient, its subconsultants, or any person acting for Recipient or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Recipient, or its subconsultants, or any person acting for Recipient, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single -limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits. Page 2 of 5 B. Automotive Insurance: Recipient shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $500,000 combined single limit. If Recipient does not own automobiles, Recipient shall provide a waiver releasing City from all liability resulting from Recipient's use of personal vehicles on project. C. Worker's Compensation Insurance: Recipient shall procure and maintain Worker's Compensation Insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Recipient and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Recipient in the course of carrying out the Agreement. D. General Insurance Requirements a) All insurance shall be primary insurance and shall name the City of Santa Clarita as additional insured with exception to Worker's Compensation. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. b) If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Manager, then Recipient agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Manager. c) Recipient agrees that provisions of this paragraph as to maintenance of insurance shall not be construed as limiting in any way the extent to which Recipient may be held responsible for the payment of damages to persons or property resulting from Recipient's activities, the activities of its subconsultants, or the activities of any person or persons for which Recipient is otherwise responsible. d) A Certificate of Insurance and Endorsement evidencing the above insurance coverage with a company acceptable to the City's Risk Manger shall be submitted to City prior to execution of this agreement on behalf of the City. e) The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Recipient shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. D All required insurance must be in effect prior to awarding the grant, and it or a successor policy must be in effect for the duration of the agreement. Maintenance of proper insurance coverage is a material element of the Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Recipient, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Recipient's name and shall be compensated by Recipient for the cost of the insurance premiums. Page 3 of 5 6. Nothing herein contained shall be construed as limiting in any way the extent to which Recipient may be held responsible for payments of damages to persons or property resulting from Recipient's or its subcontractor's performance of the work covered under this Agreement. 7. This agreement supersedes any and all agreements, either oral or written, between the parties hereto with respect to the services by the Recipient for City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, either orally or otherwise, have been made by any party, which are not embodied herein, and that no other agreement, statement, or promise not contained in this Agreement shall be valid or binding. Any modification of this Agreement will be effective only if it is in writing signed by the party to be charged. 8. The period of this Agreement shall extend from the effective date and expire June 30, 2002. However, this Agreement may be extended year to year after its initial expiration, based upon the same terms and conditions, and upon request by the Recipient and approval by the City Council. 9. Recipient agrees that funds shall be disbursed or encumbered no later than June 30, 2002, and that any and all funds remaining as of June 30, 2002, which have not been disbursed or encumbered shall be returned to City. 10. Recipient agrees to indemnify and hold City, its officers, agents and employees harmless from any and all claims of the United States of America for reimbursements of funds or any portion thereof due to the improper use of funds. 11. Pursuant to Senate Bill 542, chaptered in 1999, the Employment Development Department (EDD) of the State of California requires that a W-9 Form be filed by all vendors for all contracts entered into with the City that meet or exceed $600 in value. Recipient agrees to complete all required forms necessary to comply with EDD regulations. This requirement became effective January 1, 2001. 12. Notices and communication concerning this Agreement shall be sent to the following addresses: City City of Santa Clarita Community Services Division 23920 Valencia Boulevard, Suite 110 Santa Clarita, CA 91355 Attention: Adele Macpherson Page 4 of 5 Recipient SCV Committee on Aging Santa Clarita Valley Senior Center 22900 Market Street Santa Clarita, CA 91321 Attention: Brad Berens 13. The effective date of this Agreement shall be the latest date of execution hereinafter set forth opposite the names of the signatures hereto. In the event Recipient fails to set forth a date of execution opposite the name(s) of Recipient's signature, Recipient hereby authorizes City, by and through its representative, to insert the date of execution by Recipient's signator(s) as the date said Agreement, as executed by Recipient, is received by City. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the day and year first written above. For Recipient: Santa Clarita Valley Committee on Aging an Date: Approved as to form: Burke, Williams & Sorensen to Date: coanciAVnmpA2001\sr center agent. oc For City: M George A. Caravalho, City Manager Date: Attest: City Clerk Date: Page 5 of 5 HEALTH & WELLNESS Lectures/Classes Blood Pressure Checks SANTA CLARITA VALLEY SENIOR CENTER SERVICE DESCRIPTION CLASSES Shirt Painting and Decorating Health Fair Flu Clinic Trainings Consumer Education Telephone Reassurance Assessment/Case Management Psychological Counseling Friendly Visits/Peer Counseling Caregiver Support Group Congregate Meals Home Delivered Meals Durable Power of Attorney Information/Referral Legal Assistance Tax Preparation Assistance With Forms Leadership Development Winter Energy Assistance Fund Transportation Grief Support Group Respite, Social Day Care Consumer Information Medicare Advocacy Case Management Services Reassurance Services Yoga/Meditation EXERCISE PROGRAMS Low Impact Aerobics Sit -NB -Fit Joint Efforts Pool Aerobics Jazzerfrap Dance T'ai Chi Ch'uan Pool Exercise SOCIALIZATION Parties,Single Club Fellowship Mah Jong Cards Bridge Pan Ham Radio Round Dancing Crafts Social Dancing Ballroom Dancing Western Line Dancing Needlework, Crochet, Knitting Watercolors Pastels Oil Painting Calligraphy Psychology/ Coping Stress Reduction Self Esteem Assertiveness Live, Laugh, and Love Creative Theater Computer Training: Beginning, Intermediate, Advanced, Quicken, Graphics Art Appreciation Literacy Enhancement Mah Jong Rhythm Band Metaphysics Discussion Group 55 -Alive World Literature Internet Fundamentals RECREATION ACTIVITIES Intergenerational Activities Arts/Craft Dinner Dances/Shows Transportation Grandparents Day Dance Classes Special Events Discussion Groups Concerts,etc. Day Trips Trips and Tours Exhibit A Exhibit B SCV COMMITTEE ON AGING SENIOR CENTER FY 2001/2002 BUDGET FOR PARKS & RECREATION PROGRAMS DESCRIPTION Grant Income 150000 Program Income 33740 Total Revenue 183740 Personnel 106,515 Non -Personnel 77,225 Total Expenses 183,740 Revenue -Expenses 0 8/1/01,10:39 AM 02bdgtP&R.xls,revenue SCV COMMITTEE ON AGING SENIOR CENTER BUDGET FY 2001/2002 DESCRIPTION Rec, H & W Personnel Wages 91,698 Employer Taxes/Benes 14,817 Total Personnel Exp 106,515 OTHER EXPENSES OFFICE SUPPLIES 2,500 JANITORIAL SUPPLIES 1,500 TOOLS & EQUIP 2,000 BUILDING R & M 1,000 AUTO EXPENSE 1,500 MILEAGE 100 AUTO TAX/LIC 75 AUTO INSURANCE 1,500 LIABILITY INSURANCE 3,400 VOLUNTEERINSURANCE 250 PHONE 3,800 UTILITIES 3,200 MISC. EXP 1,500 OUTSIDE LABOR 47,000 TRAINING 500 DUES & SUBSCRIPTIONS 400 VOLUNTEER EXP 50 TAXILIC 250 INTEREST EXP 1,000 PRINTING/ADVERTISING 3,500 AUDIT 2,200 TOTAL OTHER EXPENSES 77,225 8/1/01,10:39 AM Page 1 02bdgtP&R.xls Attachment 2 Santa Clarita Valley committee otiging Gorp. 22900 Market Street a Santa Clarita, CA 91321-3608 (661) 259-9444 • Fax (661) 259-1647 August 1, 2001 Adele Macpherson, Superintendent City of Santa Clarita Parks, Recreation and Community Service 23920 Valencia Blvd., Suite 300 Santa Clarita, CA. 91355 Dear Adele, Thank you for you assistance in our on-going relationship to provide viable recreation, education, volunteerism and life long learning opportunities for the elders of our community. With your new involvement in this vital relationship, I feel certain we can continue to make great strides in our service to the community and in particular to our senior citizens. To expedite the information you are requesting, I am summarizing our accomplishments last year with a historical reference as it pertains to this contract. Normally, our comprehensive analysis is conducted with our annual report that is available in November of each year. Prior to receiving funding from the City of Santa Clarita in fiscal year 1990-1991 our agency was providing a modicum of recreational services that served an approximate 1,200 people. Through our small variety of programs at that time, we had an approximate participation level of 14,000. This number equates to 1,200 people signing in for one recreational activity or another. These activities could range from 1 hour to several days booked on one of our trips and tours activities. In 1991-1992, this participation grew by 50 percent to over 28,000 "sign -in signatures" at one activity or another. With City funding in 1992-1993, our recreational programming expanded and grew by 36 percent from the previous year. Unduplicated participation grew an approximate 66 percent to over 2000 people. Bringing you further up-to-date in more recent years with funding in the amount of $150,000 from the City of Santa Clarita for these activities; unduplicated participation in 1999 grew to an approximate 1,510 people from the community and an additional 1028 people. These participants overlap from other program areas and are also involved in our recreational programming. These people are initially registered with our congregate meal program and primarily benefit from special events. Documentation from activity sign -in sheets demonstrated a 93 percent increase in participation from 1992-1993 with 65,562 signatures. In fiscal year ending June 2000 these numbers grew to 1,721 people in the community who registered in our recreation programs and was augmented again by an approximate 1,257 seniors who overlap from other program areas but are beneficiaries of the recreational programs. This growth period witnessed an approximate increase in unduplicated persons of 440 people constituting a 17 percent increase In a single year. Participation documented by signatures grew by 2.3 percent to 67,102. Last year, 2000-2001 we experienced a problem with new computer software we purchased in hopes of giving us a more comprehensive analysis. Numbers according to this software demonstrate a decrease in signature documentation to 55,733 participations. Unduplicated persons also dropped by 450 4ffor a t�IVED Community Services total of 2,528. 1 believe this last year's statistics are falsely skewed downward. We have returned to our previous software for this year and hope to Improve on it with technical support. Each year we have made significant progress in providing new and expanded programming to reflect the interests of our constituency. First and foremost to our thinking and operations is our emphasis on intergenerational programming. We are the only agency of our type, to my knowledge, that incorporates this strategy. It is not uncommon to see two or perhaps three generations of the same family taking a computer class, an art class or a dance class together. By allowing and promoting intergenerational programming, we help to break down ageism and its barriers throughout the community. The intergenerational friendships that develop enhance the quality of life across the board in our community and promote a healthy outlook by younger people towards the issues and stereotypes of aging. This category of programming at our agency includes a strong and proactive organization of volunteers that serve the community as a whole. We have more than 300 volunteers who give on average an estimated 44,000 hours of community service. The City's funding of our recreational, educational and life long learning activities include the major categories of trips and tours, exercise programs, art programs, computer training, internet training, group activities, consumer education, crafts, special events, training, community chorus and musical groups, free medical screenings, health fairs for the community, flu clinics and other special events throughout the year. I am attaching the complete list of our individual activities and services offered rather than repeating them here. I am also enclosing our last Annual Report and audit for your perusal. In addition, please also find enclosed a budget for this contract for the time period FY 2001-2002. In closing, you can see the tremendous yearly growth In our recreation, education and life long learning activities. We anticipate that fiscal year 2001-2002 will witness an additional extraordinary growth period. After many years, we have reached a level where we are now dedicating a Director level staff person to further improve and innovate in these programs. We anticipate the expansion of our volunteer programs that include a better collaboration with the City of Santa Clarita, a newsletter that will educate and inform seniors and others of the services available in the community, take part in a national survey focusing on the needs of the elderly in Santa Clarita, develop and provide monthly programming for the older residents of the City in conjunction with Public Access Television and make additional progress on providing services in elder congregate living facilities. I hope this information is useful to you in your Council report. You ly, Brad Berens, ecubve Director Santa Clarita Valley Committee on Aging