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HomeMy WebLinkAboutAGENDA REPORT 2005 0202 CC REG ITEM 09BCITY OF MOORPARK, CALIFORNIA City Council Meeting Of 02 -A -x005 ACTION: MOORPARK CITY COUNCIL na X005- aa�f? a. AGENDA REPORT TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Service DATE: January 13, 2005 (Meeting of February 2, 2005) SUBJECT: Consider Resolution Authorizing the City Manager to Enter into an Agreement with the Ventura County Area Agency on Aging for the Operation of the Moorpark Senior Nutrition Program DISCUSSION The Ventura County Area Agency on Aging ( VCAAA) currently administers the Senior Nutrition Program at 14 locations throughout the county. The funds to operate the program are derived from a combination of sources including Federal Older Americans Act (OAA), participant donations, local grants (CDBG), and in -kind donations. For the past 25 years, VCAAA has contracted with the County of Ventura to operate the program, including staffing, meal preparation, meal transportation, and site operations. In recent years, the County's cost to administer the program exceeded the programs revenues and the Federal funding contract with VCAAA. As a result, in July 2004 the County Board of Supervisors elected to terminate its contract with VCAAA effective March 31, 2005. VCAAA conducted a number of meetings with affected agencies such as the City of Moorpark, its advisory committees, meal site participants, and potential service providers to identify operational alternatives. Based on the results of the input it received from participants, the proposals received from vendors, and financial considerations the VCAAA Board, which is comprised of Council on Aging and The Honorable City Council February 2, 2005 Page 2 other senior representatives from throughout the county, is recommending restructuring the countywide Senior Nutrition Program to a frozen meal program. This approach has been effective in other areas of the State and VCAAA feels that this change will significantly reduce the administration and site operational costs associated with the program. VCAAA will administer the program and has selected ConAgra Foods, manufacturer of Healthy Choice meals, as its contractor to provide and transport the frozen meals to the various meal sites. On January 5, 2005, Victoria Jump, VCAAA Director, met with the City Manager and Director of Community Services to discuss the future operation of the Senior Nutrition Program. VCAAA is asking that the City of Moorpark and other cities and local agencies consider taking over the meal site operations for the Senior Nutrition Program for their respective sites. In exchange, VCAAA will make available to the City the Federal funds (OAA) for start up and ongoing operation of the meal site. Staff believes the revised administration and operations proposed by VCAAA will be cost effective and that the proposed revenue of OAA funds and participation donations, along with $10,000 from the City's CDBG, will be sufficient to support the City's estimated expenditure to assume operation of the program. As proposed by VCAAA, ConAgra will provide individual frozen meals that meet all of the nutritional requirements required by the OAA. These individually frozen congregate and home delivered meals will be delivered to the various meal sites weekly or twice a week. VCAAA will pay ConAgra for the purchase and delivery of the meals to the City's meal site. It will be the responsibility of the City and the staff hired to assist with the assumption of the tasks associated with the Senior Nutrition Program to coordinate, prepare, and serve the meals. The congregate meals will be cooked and served in much the same manner as they are currently; however, there are several options for the delivery of the home delivered meals. Individual meals can be delivered to the senior's home frozen or heated on a daily basis, or a weeks worth of frozen meals (5) may be delivered each Monday. Before a decision on the delivery method for home delivered meals can be made, the City needs to know how M: \MLindley \SENIORS \Sr Nutrition Program Proposal ccagda 2- 2- 05.doc I) 2> C, The Honorable City Council February 2, 2005 Page 3 much freezer space the home delivered participants have and whether or not the participants are capable of cooking the meal. VCAAA is currently conducting a survey of each home delivered meal participant to determine the participant's restrictions and will provide the information to the City. In addition to managing and funding the contract for the purchase and delivery of meals to the City, VCAAA will allocate $14,932 annually to the City to be used to operate the meal site. Additionally, the City will be allowed to keep the donations collected from meal site participants, less ten percent. The estimated annual net amount of revenue from meal donations is anticipated to be approximately $41,708. The total non -City funds that would be available annually to the City to operate the Senior Nutrition Program would be approximately $56,640. Additionally, staff proposes using the $10,000 the City has historically granted to the County of Ventura when it operated the Senior Nutrition Program, to pay for the cost of hiring a part time staff person to prepare and serve the congregate and home delivered meals. The City Council is not being asked to approve the use of CDBG funds as a part of this agenda report, but will be asked to take action on the proposal at the time it considers all of the CDBG funding requests. Staff proposes adding additional staff hours to the Active Adult Center Program to assume responsibility of the Senior Nutrition Program. There are several options under consideration including creating a part time kitchen aide position to prepare meals and shifting Senior Nutrition Program administrative tasks to existing staff, and expanding the hours and responsibility of existing part - time staff to coordinate and operate the meals program. Staff anticipates utilizing interim staff to perform meal preparation until a recommended staffing plan can be presented to the Council. The new responsibilities that the City will need to assume include, but are not limited to: process meal orders; order supplies; meal preparation; package frozen home delivered meals; serve congregate meals; monitor and deposit meal donations; prepare administrative and statistical reports required by VCAAA; coordinate nutrition education and counseling services; and recruit and train volunteers for meal preparation, delivery and cleanup. M: \MLindley \SENIORS \Sr Nutrition Program Proposal ccagda 2- 2- 05.doc The Honorable City Council February 2, 2005 Page 4 VCAAA is requesting that the City of Moorpark enter into an agreement from April 1, 2005, to June 30, 2005, for the operation of the Moorpark Senior Nutrition Program. Beginning July 1, 2005, the City will be asked to enter into a one year agreement to be renewed each fiscal year. VCAAA will provide start up funds to assist the City with any equipment purchases necessary to store and prepare the meals, including, but not limited to: an additional freezer, convention oven, and meal delivery carriers. For the remainder of the current fiscal year, the City will receive approximately $14,160 ($3,733 from VCAAA and $10,427 from participant donations) to be used to operate the meal site. In subsequent years, the funding available to the City will be the figures cited above. To demonstrate the City's commitment, the Council is asked to adopt the attached resolution. STAFF RECOMMENDATION Adopt Resolution No. 2005 -_, authorizing the City Manager to enter into an agreement with the Ventura County Area Agency on Aging for the operation of the Moorpark Senior Nutrition Program. Attachment A: Resolution M: \MLindley \SENIORS \Sr Nutrition Program Proposal ccagda 2- 2- 05.doc ATTACHMENT � RESOLUTION NO. 2005- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, APPROVING THE CONCEPT OF CONTRACTING WITH THE COUNTY OF VENTURA TO ASSUME DAY -TO -DAY SITE OPERATIONS FOR SIMI VALLEY SENIOR NUTRITION PROGRAMS WHEREAS, the Ventura County Area Agency on Aging ( VCAAA) currently receives Older Americans Act Funds in order to provide Countywide Senior Nutrition Program services in Ventura County, including the Moorpark Active Adult Center; and WHEREAS, VCAAA is planning to restructure the Countywide Senior Nutrition Program effective April 1, 2005; and WHEREAS, the restructured Countywide Senior Nutrition Program will result in the VCAAA arranging for the purchase and periodic delivery of frozen meals to the Active Adult Center; and WHEREAS, the VCAAA has requested that the City of Moorpark assume site operations for the Moorpark Congregate and Home Delivered Meal programs; and WHEREAS, the VCAAA has agreed to allow the City to collect and retain program revenues and voluntary donations and has further agreed to provide Federal grant funding to offset the cost of the City providing day -to -day management of the restructured Moorpark Senior Nutrition Program at the Moorpark Active Adult Center; and WHEREAS, the VCAAA has indicated that it will ensure that the City has the appropriate convection oven and freezer capacity to effectively manage the restructured Moorpark Senior Nutrition Programs. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council authorizes the City Manager to enter into a contract with the Ventura County Area Agency on Aging for the City to assume day -to -day site operations for the Moorpark Senior Nutrition Programs conducted at the Resolution 2005 - Page 2 Moorpark Active Adult Center in accordance with the terms contained in a letter dated January 13, 2005, from the Ventura County Area Agency on Aging. SECTION 2. The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED AND ADOPTED this 2nd day of February 2005. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Resolution 2005 - Page 2