HomeMy WebLinkAbout1980-08-05; City Council; 6321; Senior Citizens Association Agreement & ProgramsCITY OF CARLSBAD
AGENDA- BILL NO. �O �� Initial
Dept.Hd.
DATE: August,.5,, 1980 C. Atty.�J_
DEPARTMENT: CITY MANAGER _ C. Mgr.
Ve
Subject: Approving Agreement with Sr. Citizen Association to conduct Senior
Citizens Programs and consideration of additional appropriations.
Statement of the Matter The agreement between the City and the Association
expired June 30, 1980. A revised agreement has been prepared. The revised
agreement is substantially the same except the agreement would be renewed
automatically upon approval by the City Council of the "Annual Statement of
Carlsbad Senior Citizens Association Services to the pity" and the appro-
priation of funds by the Council.
At its June 30, 1980 meeting, the Council asked City staff to make an
analysis of the Assoc2ati.on's oudget and report back, The general adininr
ist ration program proposed in the Association's budget fulfills the basic
requirements of the agreement with the Associationi. The Association pro-
poses additional programs to meet the needs of its membiurs and to raise funds.,;
The Council has appropriated $29,100. The Association requested
$35,345 and is,therefore,asking Council to appropriatF an addi.tiona? $6,245.
The Council should approve the revised agreement and determine if
additional funds should be appropriated.
Fiscal,Impact if Council appropriates the additional funds requested,
the fiscal Impact would be $6,245 during this Fiscal Year.
Exhibits
?. Memo to City Manager from Assistant City Manager dated July 25, 1980.
2. Resolution No: �/ �p`�_ approving Agreement with Senior Citizens
Association.
3. Resolution No. 6.:Z 6 appropriating additional funds to Senior
Citizens Association.
Recommendation
Adopt Resolution No. / approving Agreement. If Council wishes
to appropriate additional nds furequested by Association, adopt Resol-
ution No. appropriating $6,245 from the Contingency Fund.
Council Action:
8-5-80 Council adopted Resolution 6261, approving the Agreer,�ent. Council adopted
'Resolution 6262, appropriating additional funds, with the request for
a -report on the rental/lease of bingo equipment vs. purchase.
rjr!
f
DATE: JULY 25, 1980
TO: CITY MANAGER
FROM: Assistant City Manager
SUBJECT: APPROVAL OF AGREEMENT WITH SENIOR CITIZENS'ASSOCIATION
AND 1980-81 BUDGET
The Agreement between the Carlsbad Senior Citizens Association and
the City calling for the Association to provide a Senior Citizens,
Program expired on•June 30, 1980. In order to continue the program
of services carried out by the Association, the agreement should be
renewed. A revised agreement has been prepared. The revised agree"
ment is substantially the same as the previous agreement except the
revised agreement provides for automatic renewal, of the agreement
upon the approval of an "Annual Statement of Carlsbad Senior Citizens'
Association Services to the City" and appropriation of funds in the
annual operating budget. This =s similiar to the renewal provision
of the agreement with the Chamber of Commerce.
During Council consideration of the operating budget on June 30, 1980,
City staff was asked to report back, on -how the proposed Annual State-
ment of the Association related to the requirements of the agreement
with the Association. The general administration program proposed
by the Association would fund the basic activities required pursuant
to the duties of the contractor section of the agreement. (Section 1)
In addition to the general administrative program, the Association
is pro?oosing three other programs, Mobile Meals, Bingo, and Co-op.
The Association indicates that the Bingo and Co=op programs would
b- self-supporting, but that the Mobile Meals program would require
a City subsidy of $8,400. Although these programs are not specifi-
cally required under the agreement, the Association feels these
programs are justified on the basis of a needs assessment of its
membership or as a fund raising activity in the case of the Bingo
program.
At its June 30, 1980 meeting, the City Council. appropriated $29,100
for the Senior Citizens program. The Association requested $35,345.
The Association is still seeking $33,345 and ,therefore, wants the
Council to appropriate an additional $6,245.
If the Council desires to appropriate axt additional $6,245, the
programs in the "Annual Statement of Carlsbad Senior Citizens'Associ-
ation Services to .the City" can be funded as requested by the Association.
If the Council desires to oaintain the $29,100 funding level, it is
reco;umended that the Council seek the advice of the Senior Citizens'
Association as to where programs should be reduced to reach their
funding level.
FRAN AIANNEN
Assistant City Manager.
YM : gb
Inca,inaratc�l iu iha Stai9 of Caldornia,Ju�,,i975 � Ccit�o��a;c n�m�ca i3;'.7:Q; �
ASSOCiATT
258 Beech .,venue
CArlf,bdd, Culiforn r, 92098
Phone (714) Ar14-41217
(ANNUAL STATEMENT OF CARLSBAD SENIOR CITIZENS'
ASSOCIATION SERVICES TO THE CI7.'Y;
To•: Frank Aleshire
From: Carlsbad Senior Citizens Association
Subject: Budget Request for FY 80=81
The annual budget request for F/Y 80-81 is
attached for your attention.
tt present, the association has twelve separate
delivery service programs in place. We are
serving approximately 2100 per.ons per month.
Programs for• FJY 75-80 ini olve>d the use of 85
volunteers who contr•ibrot;d 12,604 hours. Trans-
lated into dollars this reflects $V ,182. in
donated time.
Yours and the city Council's continued cooperation
and support has enabled the Carlsbad Senior Citizen
Association to become one of the most active and
visable programs in the county.
For thie assistance and cooperation, the existing
4100 memo rs thank you.
Jack M. Ai'mmink
Executive• Director
* I. GENERAL ADMINTISTRATIOAT
EXPENDITURES ,INCOME
Executive Director
$19,000.
Treasurer (Bookkeeper)
3,000.
Mobile Meals Coordinator
3,OOO.
$25,000.
MAINTENANCE -OPERATION!
Office Rental to Parks &
Recreation
$ 600.
Telephone
.1,500.
2,100.
EQUIPMENT & REPAIRS_
Copier (Lease)
$ 1,?24.
Addressograph (Lease)
1,056.
2,280.
SUPPLIES
Office
$ 1,000.
Newsletter
7,200.
$10,700.
Special Events
500.
i;000.
F�.
Travel
-0-
2,200.
Arts• & Crafts
300.
9,000.
TNS'JRANCE
z
Office
$ 665.
Health & Medical
1,600.
2,265.
TRAVEL
Mileage
1,600.
MTSCL, OFFICE EXPENSE
New Equipment
2,000.
LEGAL. & FTNANCE
600.
TOTALS
$44,845. $13,900.
s
General Administrative support from
City o..' Carlsbad
to continue the ongoing
services per
existit4„= agree-
ment - $30, 945 .
11 The Mobile Meals program
was established
through a
#
needs assessment that identified eleven
disabled
seniors who were in immediate need
of meals in F/X
>
78-79. This too was of
the F/X 78-79
agreament with
City of Carlsbad.
Currently we are serving app ruximately .fifteen persons
per day with the goal of reaching twenty persons by
June 30, 1981.
EXPENDITURES INCOME
MOBILE MEAL COSTS
Meal Costs $15,900.
Mileage 500.
Capital. Expense (Van
for Meal delivery, trans-
portation to Sr. Center,
Dr.'s office etc.) 4,000. $20,400. $12,000,
City support of Meals Program 8,400.
BINGO
It is the aim of the association to introduce self
generating tuna projects that will enable us to -event-
ually become self-supporting. However, in order to
accomplish this goal it is necessary to have money to
initiate these projects.
New Equipment
$ 7,000.
$1.2,000.
Advertising
600.
Legal & Financial
Soo.
TOTAL
$ 8,100.
$12,,000.
It is anticipated that an
$8,100. start up cob;• will
generate a $3,900. surplus
during P/Y 80-81.
With
surplus funds, we will be
able to decrease our
budget
request in F/Y 81-82.
CO-OP
Coordinator
$ 4,800.
Maintenance & Repairs
1,000.
Cost of Sales
41,000.
Utilities & Telephone
1,3Q0.
Rent
6,300.
Insurance
400.
Sales
$45,700.
Federal Control
9,200.
TOTALS
$54,800.
$54,900.
TOTAL. EXPENDITURES TOTAL -INCOME
$ 128,145. $92-,800.
TOTAL CITY OF CARLSBAD SUPPORT - $351345.
1 RESOLUTION NO. 6261
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROV:iNG AN AGREEMENT BE-
3 TWEEN THE CITY OF CARLSBAD AND THE CARLSBAD SENIOR
CITIZENS' ASSOCIATION AND AUTHORIZING THE MAYOR
4 TO EXECUTE SAID AGREEMENT.
5 THE CITY COUNCIL of the City of Carlsbad, California,
6 does hereby resolve as follows:
7 1. That that certain agreement between the City of Carlsbad
8 and the Carlsbad Senior Citizens' Association,, copy of which is
9 attached hereto marked Exhibit "A" and incorporated herein by
10 reference, is hereby approved.
11 2. That the Mayor of the City of Carlsbad is Hereby authorized
12 and directed to execute said agreement for and on behal: of the
13 City of Carlsbad.
14 PASSED, APPROVED AND ADOPTED at a regular meeting of the City
15 Council of the Ci..y of Carlsbad, California held on the 5th day
16 of August , 1980, by the following vote, to wit:
17 AYES: Council Members Packard, Casler, Anear and Kulchin
18 NOES: None
19 ABSENT: Council Member Lewis
20
21 RONALD C. PACKARD, Mayor
22 ATTEST:
23
24
25 ALETHA L. RAUTENKRANZ, City Cler
26
27
28
EXHIBIT A
RESOLUTION NO. 6261 _
AN AGREEMENT BETWEEN THE CITY OF CARLSBAD
AND THE CARLSBAD SENIOR CITIZENS' ASSOCIATION: j
f
THIS AGREEMENT is made on this 1st day of July, 1980 between the
City.of Carlsbad, a municipal corporation of the State of California
'(hereinafter referred to as "City") and the CARLSBAD SENIOR CITIZENS'
ASSOCIATION, a nonprofit corporation (hereinafter referred to as
"Contractor").
t
WITNESSETH:
WHEREAS, the City is engaged in programs to help meet the needs of
residents of the City over the age of fifty-five years of age; and
WHEREAS, Contractor is willing to perform certain services for
persons over fifty-five years of age; and
WHEREAS, the City desires to employ Contractor to perform the
hereinafter described services in connection with the City's Senior
Citizens! programs; and
WHEREAS, the City Council has approved the employment of an inde-
pendant•Contractor to provide services in connection with the City's
Senior Citizens' program;
NOW, THEREFORE, the parties agree as follows:
1. Duties of Contractor. Contractor shall carry on a program of
senior citizens activities on behalf of the City of Carlsbad as follows:
a. Operate and maintain a Senior Citizens Center open to
the public, to be open five days per week, Monday through
Friday, eight hours per day. Access into these offices
are to be free of physical barriers and are to be suitably
furnished to insure comfort to older and handicapped persons.
The Senior Center shall operate in space approved or allo-
cated by the City Council. #
b. Employ or have voluntary competent personnel to properly
carry on the activites contemplated by this agreement.
C. Direct established programs of stated objectives, including
methods by which objectives are to be accomplished. The
established programs shall include the following objectives:
(1) Information and Referral, (2) Educational Activities
and (3) Social Activities.
d. Develop new programs to meet the established needs of senior
citizens. Objectives to include needs assessment, goals,
objectives, action steps and evaluation procedures for each
program.
e. Submit an "Annual Statement of Carlsbad Senior Citizens'
Association Services to the City," outlining the specific
scope and nature of programs to be rendered to the City.
The Annual Statement of Carlsbad Senior Citizens' Associ-
ation Services to the City shall be divided into district
programs.
f. Submit written reports to the City Manager on a monthly
basis of all activities and programs involving senior
citizens carried out by the Contractor, including the
activities of the full-time executive direction. These
reports shall be due by the 15th of the month ,for the
preceding month.
g. Publicize the availability of services and activities on
an ongoing basis by all means available. Copies of
publicity material will be filed with monthly report
to the City Manager.
2. Payment: 'Payment to the Contractor by the City shall be made
on a monthly basis at the rate of one-twelth of the amount approved by
the City Council during fiscal year. Payment shall be made upon receipt
by City of a written claim from the Contractor showing the work performed
for the previous month. Payment shall not be made until the monthly
written report, including financiei statements covering the programs
receiving financial assistance from the City, has been submitted to
the City Manager.
3. Tern. The agreement shall be effective upon the date of
execution of this agreement by the Mayor of the City. This agreement
shall. be automatically renewed on July l of each year upon approval
by the City Council of the "Annual Statement of Carlsbaa Senior Citizens'
Association Services to the City" and adoption of the City operating
budget appropriating funds =or payment under this agreement, unless
the City or the Contractor serves 30 days written notice of its desire
to renegotiate or cancel their agreement. In the event, the City does
not approve the Annual Statement of Carlsbad Senior Citizens' Association
Services to the City or or before July 1 of each year, this agreement
shall terminate unless extended by mutual agreement between the City
and Contractor:
4. Insurance. Contractor shall procure and maintain a policy or
policies of public liability and property damage insurance with an
insurance company or companies approved by the City Manager, wherein
City is named as an insured; said insurance to insure City to a limit
of not less than $300,000.00 for injuries or death of any one person
And $500,000.00 with respect to any one incident or occurance and to
a limit of not less than $100,000.00 for property damage against any
and all claims, demands, obligations, liabilities, cause or causes of
action by reason of any act or omission by or on behalf of Contractor,
its member agents, Employees, permittees or invitees, whether negligent,
intentional or otherwise arising out of or in any way connected to tits
agreement or thereof.
. (0)
5. Equipment Inventory. City may assign certain City owned equip-
ment to Contractor. Contractor shall be responsible for all assigned
City equipment and shall submit an inventory of all itmes to the City
Manager as part of the last monthly report during the term of this agree-
ment or any subsequent years if this agreement is renewed. Con-
tractor shall immediately return any such equipment to City upon receipt
of written request therefor from the City Manager.
6. Status of Contractor. The Contractor will perform the services
provided for herein, in its own way, as an independent contractor and
in pursuit of his independent calling, and not as an employee of the
City, and shall be under the control of the City only as to the result
to be accomplished. All employees, if any, shall be hired by and
responsible to Contractor. No employee of the Contractor is, for
any purposes arising out of this agreement, an employee of the City of
Carlsbad. In no event shall any contractural relationship be created
by this agreement between City and any third party.
7. Hold Harmless Agreement. The City, its agents, 4,ts officers
and employees sha3 not be is le fax any claims, liabilities, penalties,
finev of for any damage to goods, properties or effects of any person
whatever, or personal injuries to or death of them or any of them caused
by, or resulting from, or claimed to have been caused by,. or resulting
from, any act or omission of the Contractor,or its agents, employees
or representatives. Contractor further agrees to indemnity and save
free and harmless the City and its authorized agents, officers and
employees, against any of the foregoing liabilities and claims therefor,
and any cost and expense that is incurred by the City on account of any
claim -therefor.
8,. Assignment of Contract. The Contractor shall not assign this
contract or any part thereof or any monies due or to become due there-
under without prior written consent of the City. A consent to one
assignment shall not be deemed to be a consent to any subsequent assign-
ment. Contractor shall not subcontract any of the services contemplated
in this agreement without the expressed written consent of the City. A
consent to one subcontract shall not be deemed to be a consent to any
subsequent subcontracts.
9. Notices. All notices required herein shall be in writing and
delivered sn person or sent by mail. Notices to City shall be addressed:
City Manager, 1200 Elm Avenue, Carlsbad, California 92008
Notices to Contractor shall be addressed:
President, hoard of Directors
The Carlsbad Senion Citizens' Association
,:58 Beech Avenue
Carlsbad, California 92008
• IN WITNESS WHEREOF, the parties hereto have executed this agreement
on the day and year first above written.
CITY OF CARLSBAD,
A Municipal. Corporation o:E the
State ofCalifornia
By
r
'RONALD C. PACKARD, Diaycz
ATTEST:", "
' ALETHA,L. RAUTENKRANZ, City Clerk
CARLSBAD SENIOR 4I`. IZENS' ASSOCIATION'
A Non -Profit Corporation
'
APPROVED AS TO FORM:
V CENT F. ONDO, J ,
City Attorney
I RESOLUTION NO. 6262
2 A RESOLUTION OF THE CITY COUNCIL OF THE
3 CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING
THE TRANSFER OF FUNDS FOR SENIOR CITIZENS'
4 PROGRAMS.
5 BE IT RESOLVED by the City Council of the City of Carlsbad_
6 as follows
7 1. That the transfer of six thousand, two hundred, and
'8 forty-five dollars ($6,245) for senior citizens' programs be
9 made front the'c6ntingency reserve,2-139-2450, to Account 1-134-245(
10'�is hereby authorized and approved.
11. 2. That Department of Finance Fund Transfer No. 2 on file
12 in said department and incorporated by reference herein is
1:3 approved.
14; PASSED, APPROVED AND ADOPTED by the City Counci.l of the City
15 of Carlabad at a regular meeting held on the 5th __ __ day.of
16 'Ala usl �t , 1980, by the following vote, to wit:
17 AYES: Council Members Packard, Casler, Anear and Kulchin
is 11 .
1.8 t NOES : Norte
19 ABSENT: Council Member Lewis
20
21 RONALD C. PACKARD, Mayor
22 ATTEST:
24
ALETHA L. RAUTENKRANZ, City C rk
25 .
26 (seal)
27
28