HomeMy WebLinkAbout1987-01-13; City Council; 8858; CONTRACT BETWEEN CITY OF CARLSBAD AND SAN DIEGO COUNTY AREA AGENCY ON AGING TO PROVIDE SERVICES TO SENIOR CITIZENSP W , :
CIT OF CARLSBAD - AGENDA BILL ..
SENIOR CITIZENS
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1 R€COMM€ND€D ACTION:
City Council authorize staff to contract directly with the San Di
County Area Agency on Aging (A.A.A.) to provide nutrition, mobile meals, and transportation services to the senior population of Ca
I ITEM EXPLANATION :
On December 9, 1986 Mayor Lewis received a letter from the Carlsk
Senior Citizens' Association (C.S.C.A.) requesting that the City Carlsbad contract directly with the A.A.A. to provide nutrition, mobile meals, and transportation. (Attachment A)
The C.S.C.A. presently provides bingo, newsletter, nutrition, mot meals, and transportation services. Since July 1986, the C.S.C.? has been without a manager to manage their programs.
I
Staff had been exploring a management services,contract with C.S.
(Attachment B), but ultimately recommended that the City not pro1
management services, (Attachment C). -
At their meeting of December 4, 1986 the Senior Citizen Commissic
unanimously approved staff's recommendation that the City - not prc management services to C.S.C.A. and further to inform the A.A.A. the City's interest in contracting with them for the provision 0: nutrition, mobile meals, and transportation services.
Prior to the December 4, 1986 meeting of the Senior Commission, 1 C.S.C.A. Board of Directors took action and informed staff that 1 would not accept the management services proposal and would requc the City contract directly with the A.A.A. to provide nutrition, mobile meals, and transportation.
DISCUSSION
The Senior Citizen Commission, the Board of Directors of the C.S
the Area Agency on Aging and staff all concur t.hat it would be il
best interest of the senior citizens in Carlsbad if the City wou. become the .Contractor to provide nutrition, mobile meals, and transportation services.
By the City contracting to provide these services, it will creatl more coordinated, unified programming for the senior population. Additionally, by taking on the nutrition, mobile meals, and tran tation programs, it would establish the City as khe lead agency providing services to seniors in Carlsbad.
fiBF fir3 Q 1/13/86 e w Page 2
FISCAL IMPACT:
The City currently contributes $32,637 to the C.S.C.A. for operations of their programs. Service levels can be maintained
with the projected addition of $35,000. The General Fund
contribution is estimated to be $67,637 annually but may be less
as it is subject to negotiations in contracting with the A.A.A.
The proposed contract will be brought before the City Council for final approval.
Current Proposed
A.A.A. Grant Award = $ 63,544 $ 63,544
Donations from lunch, mobile meals,
and transportation participants = 23,867 23,867
Approximate C.S.C.A. Contribution = 35,000 -0- City - General Fund Contribution = "32,637 67,637
Total = $155,048 $155,048
* $17,921 - (approved for additional meals: not utilized to date
2,000 - Van Insurance
4,100 - Van Drivers' Salaries
3,300 - Vehicle Maintenance (not utilized to date)
4,068 - Vehicle Replacement 1,248 - Telephone
$32,637 - Total General Fund Contribution To Date
EXHIBITS
Attachment A - Letter dated December 9, 1986 to Mayor Lewis
Attachment B - Memo dated October 21, 1986 to Ray Patchett,
Attachment C - Memo dated November 25, 1986 to Ray Patchettt Assistant City Manager
Assistant City Manager
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A Non-Protlt Corr
CARLSBAD SENIOR CITIZENS’ ASSOCIATIC * : ..-. “SERVICE” is our Motto, a,k , f,, ,-”..
3096 Harding Street @:I Phone (619) 434 Carkbad, California 92008 “CARING” is our Thing $&.:..l. c
December 9, 1986
Mayor Claude Lewis
City of Carlsbad
1200 Elm Avenue
Carlsbad, CA 92008
Dear Mayor Lewis:
On December 3, 1986 the Board of Directors of the Carlsbad Senior
Citizens’ Association voted to request the City of Carlsbad take over and administer the contract which the C.S.C.A. now holds with
- the Area Agency on Aging for the nutrition program, mobile meals,
and van transportation for the senior citizens in Carlsbad.
In February of 1986, the program manager of the nutrition program
resigned mainly because of poor pay and benefits and little or no
promise of better future opportunities. Less than five months later, in July of 1986, his replacement resigned for similar reaso
Since that time, we have been negotiating with the staff of Carlsb
City Government for a contract whereby the staff of Parks and
Recreation would supply the management of these programs while the
C.S.C.A. would set the policy.
Our reason for this request is that the C.S.C.A. Board of Director feel that it is not financially able to attract and retain a perso
with the qualifications required by the Area Agency on Aging. In order to meet expenses, it is too dependent on the success of bing
This is too tenuous for its responsibilities.
Negotiations with the staff have not been successful. The proposa
prepared by staff recommends that “Board of Directors set policy
direction. This policy direction should be provided to City staff
through the Senior Citizen Commission.” The Board of Directors
considers.this part of’the proposal would be too great of an
impediment to prompt and complete execution of its directions and
desires I
Therefore, the C.S.C.A. Board of Directors hereby requests:
1. That the City of Carlsbad take over the contract that the
C.S.C.A. now holds with the Area Agency on Aging for
nutrition, mobile meals, and van transportation.
ATTACHMENT A
<' Mayor Lewis e December 9, 1986 W
Page 2
2. That these programs be admiminstered entirely by the trained
professionals employed by Parks and Recreation,
3. That the Senior Citizen Commission be retained as is, in an
' .advisory capacity reporting directly to the City Council.
Any assistance you can give in expediting this request will be
appreciated. If you have any questions or concerns, please feel f
to call me at your convenience. Thank you for your consideration.
Sincerely,
ocl&.c4g gLz.&-L a-
David V. Castner, President
Board of Directors
' Carlsbad Senior Citizens' Association
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c: Councilwoman Ann Rulchin
Councilman John Mamaux
Councilman Mark Pettine Frank Aleshire, City Manager
Board of Directors
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October 21, 1986
TO : RAY PATCHETT, ASSISTANT CITY MANAGER
VIA: David Bradstreet, Parks & Recreation Director a
FROM: Sue Spickard, Senior Citizen Coordinator,&'
MANAGEMENT SERVICES CONTRACT BETWEEN C.S.C.A.
AND THE CITY OF CARLSBAD
BACKGROUND
Since August 1985, there have been two primary agencies
providing services to senior citizens in the city of Carlsbad.
The Carlsbad Senior Citizens' Association (C.S.C.A.) offers
nutrition, Mobile Meals, transportation, Bingo, and a monthly newsletter. The City of Carlsbad provides all other available
services, (recreation, legal and tax ,assistance, health
screenings, etc. ) .
In the past year, C.S.C.A. has had two managers resign. The
C.S.C.A. believes a more comprehensive, coordinated senior program could be provided under the management of one manager.
On July 28, 1986 C.S.C.A. requested the Senior Citizen
Commission consider a proposal for the City of Carlsbad to
provide management services for their newsletter, nutrition, Mobile Meals, and transportation proqrams. (See Attachment A,:
SENIOR CITIZEN COMMISSION
At a special meeting August 19, 1986 the Senior Citizen
Commission voted unanimously for staff to explore the develop- ment of a contract to provide management services for the C.S.8
RECOMMENDATION ~~-~ ~ ~
Staff concurs with the recommendation of the Commission and
recommends that a 'contract be prepared for the City to provide
management services to the C.S.C.A. However, staff does not
recommend that the City manage the C.S.C.A.'s monthly newslett
a publication of the Association. Staff believes it would be
inappropriate to manage another organization's publications.
This management services contract should clearly delineate the
lines of authority and responsibility of both the C.S.C.A. and
the City. Staff recommends that through this contract, the
City handle the day-to-day operations and management of these
programs and the Board of Directors set policy direction. Thi
policy direction should be provided to City staff through the Senior Citizen Commission.
ATTACHMENT B
.- Kay rarcnecr October 21, 1986m W
Page 2
Staff further recommends that all costs related to the managemen
C.S.C.A.
of the C.S.C.A. programs by thzity be the responsibility of tk
ALTERNATIVES
Should the City and/or the C.S.C.A. decide that a management
services contract is not feasible, the C.S.C.A. would continue
to operate their programs and recruit for a manager.
FISCAL IMPACT ~
The City of Carlsbad proposes to carry out the tasks of this
management services contract through the following staffing:
Staff
Sr. Citizen Coord. Clerk Typist
Site Manager Van Driver
I Mobile City Nutrition Programs Transport. Meals
15%
50% 5% 45%
5% 20% 75%
5% 2% 8%
5% 5% 75%
85% - -
I % of Time Dedicated to Providing
Senior Programs.
Based on current rates of pay, the staffing costs for managing the Nutrition, Mobile Meals, and Transportation programs would i
Sr. Citizen Coord.
"$38,100
Clerk Typist
*$20,300
Site Manager (New) -
*$14,200
Nutrition
$ 5,715
$ 1,624
$10,650
-*
-.
- -
Mobile
Meals
$ 9,525 $1,905 $1,905
Total Transport.
$ 406 $ 3,045 $1,015
$2,840
TOTAL STAFF COSTS $26,770
$14,200 $ 710
*Includes Fringe Benefits.
There would be no change in the status of the Van Driver positi as it has previously been agreed that the City and the Associat would each pay 50% of that salary. (See Attachment B.)
Total Staff Costs $26,770
General City Overhead (40%) 10,708
Total Costs to the C.S.C.A. $37,478
1.' .' Ray Patchett
October.21, 198 9
Page 3
e
DISCUSSION
The Finance Department will provide a significant service rela
to this contract. They will handle monthly fiscal reports and
reimbursements, as well as compliance with all fiscal requirem
of the grant.
The 40% administrative overhead fee reflects charges for servi
provided by various other departments of the city including
Personnel, City Attorney, Finance, etc.
The C.S.C.A. currently receives $104,367 from a grant through
the Area Agency on Aging to provide transportation, nutrition, and Mobile Meals programs in the city of Carlsbad. Personnel
costs budgeted in this grant equal $32,400.
The $37,478 estimated costs to the C.S.C.A. for the City to provide management services are to be the total responsibility
of the C.S.C.A.
SSS : kw
Attachments (2)
..
e w . November 25, 1986
TO : :RAY PATCHETT, ASSISTANT CITY MANAGER
VIA: :David Bradstreet, Parks & Recreation Director s
FROM: Sue Spickard, Senior Citizen Coordinator@*
CHANGE IN STAFF RECOMMENDATION REGARDING A MANAGEMENT SERVICES
CONTRAC'T BETWEEN THE CARLSBAD SENIOR CITIZENS' ASSOCIATION AND
THE CITY OF CARLSBAD
BACKGROUND
On July 28, 1986 the Carlsbad Senior Citizens' Association
(C.S.C.A.) requested that the Senior Citizen Commission
consider a proposal for the City to provide management services for their newsletter, nutrition, mobile meals, and transportat:
programs.
At a special meeting of the Senior Citizen Commission (8/19/861
the Commission voted unanimously to have staff explore a
possible management services contract.
Since that time, City staff has been assisting the C.S.C.A. wil
the .management of their programs.
On October 21, 1986 a report (attached) was submitted to you outlining a proposed management services contract between the
C.S.C.A. and the City.
Subsequent to the October 21, 1986 report, a number of significant situations have occurred.
1. The! Board of Directors of the C.S.C.A. reviewed the
October 21, 1986 report, and the President of the
Board has informed staff that the Association finds
it unacceptable that policy direction be provided
to staff through the Senior Citizen Commission.
2. The relationskip between the Board of Directors, the Nutrition Project Council and the Nutrition proTrnm
participants has become significantly more cornplo,x.
3. Staff has had additional time to carefully study and
experience the situation which would be created 51- a
three party (Area Agency on Aging, C.S.C.A., City of
Carlsbad) management services contract. For example,
inconsistent direction from a variety of governing
bodies, potential conflict of interest, staff not being
clear on from whom they receive direction.
ATTACHMENT C
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1 Ray Patchett, ACM November 25, 1986
Page 2
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RECOMMENDATION
In light of the aforementioned circumstances, staff recommends
that the City decline to enter into a management services
contract with the C.S.C.A. and inform the Area Agency on
Aging of the City's interest in contracting directly with
the A.A.A. to provide nutrition, mobile meals, and
transportation services in the City of Carlsbad.
SSS : kw
Attachment
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