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HomeMy WebLinkAbout2002-07-09 - AGENDA REPORTS - SCV CMTE ON AGING (2)CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager ApprovIcy Item to be presented by: Adele Macpherson DATE: July 9, 2002 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 designee, to execute all documents, subject to City Attorney approval. Funds are budgeted in Fiscal Year 2002-03, in Account Number 7100-8001. BACKGROUND As part of the City's 2002-03 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 (Exhibit A) and the 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 Funds for this expenditure, in the amount of $150,000, have been budgeted in Account Number 7100-8001 in Fiscal Year 2002-03. ATTACHMENTS Attachment 1— Santa Clarita Valley Committee on Aging Agreement • Exhibit A — Service Description • Exhibit B — Budget Attachment 2 — 2001-02 Summary of Activities _ U ,� 7 � Agenda Item: AM:ada G FINE, il� �' y i rt council\agnmp6 \2002\agiV..doc Q.0 Attachment 1 CITY OF SANTA CLARITA SANTA CLARITA VALLEY COMMITTEE ON AGING AGREEMENT THIS AGREEMENT, dated for purposes of identification only, this 9th day of July 2002, 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 2002-03 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, 2002, through December 31, 2002, with the second payment covering the period of January 1, 2003, through June 30, 2003. Expenditures made by the Recipient in the implementation of this agreement will be made for the purpose of providing the services as listed in Service Description (Exhibit A) and Budget (Exhibit B). 2. Recipient shall provide the City a detailed listing of proposed expenditures (Budget — Exhibit B); 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 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 subconsuitants, 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. f) 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, 2003. 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, 2003, and that any and all funds remaining as of June 30, 2003, 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: For City: Santa Clarita Valley Committee on Aging By: 0 Date: Ken Pulskamp, Interim City Manager Date: Attest: Approved as to form: Burke, Williams & Sorensen Date: LO Date: council \ognrept\2002\sr center agmt.doc i Page 5 of 5 City Clerk U SANTA CLARITA VALLEY SENIOR CENTER HEALTH & WELLNESS CLASSES Lectures/Classes Shirt Painting and Decorating Blood Pressure Checks Ham Radio Health Fair Round Dancing Flu Clinic Crafts Trainings Social Dancing Consumer Education Ballroom Dancing Telephone Reassurance Western Line Dancing Assessment/Case Management Needlework, Crochet, Knitting Psychological Counseling Watercolors Friendly Visits/Peer Counseling Pastels Caregiver Support Group Oil Painting Congregate Meals Calligraphy Home Delivered Meals Psychology/ Coping Durable Power of Attorney Stress Reduction Information/Referral Self Esteem Legal Assistance Assertiveness Tax Preparation Live, Laugh, and Love Assistance With Forms Creative Theater Leadership Development Computer Training: Winter Energy Assistance Fund Beginning, Transportation Intermediate, Grief Support Group Advanced, Respite, Social Day Care Quicken, Consumer Information Graphics Medicare Advocacy Art Appreciation Case Management Services Literacy Enhancement Reassurance Services Mah Jong Yoga/Meditation - Rhythm Band Metaphysics Discussion Group EXERCISE PROGRAMS 55 -Alive Low Impact Aerobics World Literature Sit -NB -Fit Internet Fundamentals Joint Efforts Pool Aerobics RECREATION ACTIVITIES Jazzer/Tap Dance Intergenerational Activities T'ai Chi Ch'uan Arts/Craft Pool Exercise Dinner Dances/Shows Transportation SOCIALIZATION Grandparents Day Parties,Single Club Dance Classes Fellowship Special Events Mah Jong Discussion Groups Cards Concerts,etc. Bridge Day Trips Pan Trips and Tours Exhibit A Exhibit B SCV COMMITTEE ON AGING SENIOR CENTER BUDGET FY 2002/2003 DESCRIPTION Rec, H & W PERSONNEL EXPENSES 8,500 Personnel Wages 92,820 Employer Taxes/Bens 15,170 Total Personnel Exp 107,990 OTHER EXPENSES OFFICE SUPPLIES 8,500 JANITORIAL SUPPLIES 1,500 TOOLS & EQUIP 250 BUILDING R & M 750 AUTO EXPENSE 3,000 MILEAGE 50 AUTO TAX/LIC 150 AUTO INSURANCE 4,500 LIABILITY INSURANCE 4,700 VOLUNTEER INSURANCE 250 PHONE 5,300 UTILITIES 3,600 MISC. EXP 1,500 OUTSIDE LABOR 47,000 TRAINING 1,500 DUES & SUBSCRIPTIONS 125 VOLUNTEER EXP 50 TAX/LIC 250 INTEREST EXP 750 PRINTING/ADVERTISING 1,500 AUDIT 2,450 TOTAL OTHER EXPENSES 87,675 6/18/2002,3:42 PM Page 1 03bdgtP&R.xls SCV COMMITTEE ON AGING SENIOR CENTER FY 2002/2003 BUDGET FOR PARKS & RECREATION PROGRAMS DESCRIPTION Grant Income 150,000 Program Income 45,665 Total Revenue 195,665 Personnel 107,990 Non -Personnel 87,675 Total Expenses 195,665 Revenue -Expenses 0 6/18/2002,3`42 PM 03bdgtP&R.x1s,revenue