HomeMy WebLinkAboutAGENDA REPORT 2015 0603 CCSA REG ITEM 10N ITEM 10.N.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
MOORPARK CITY COUNCIL of 44-A0/.5
ACTION (,t )Q1�.../
AGENDA REPORT �' : �;-- •
a szo-
AOS-39-05-
BY:
aS-39-asBY:
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director-'
PREPARED BY: Angel Sierra, Active Adult Center Supervisor
DATE: May 21, 2015 (CC Meeting of 6/3/15)
SUBJECT: Consider Resolution Approving the Renewal of a Grant
Contract Agreement Amendment No. 8 with the Ventura
County Area Agency on Aging (VCAAA) Older American Act
Title III-C Funding for the Operation of the Senior Nutrition
Program
SUMMARY
The Moorpark Active Adult Center (AAC), through funding from the Ventura County
Area Agency on Aging (VCAAA), has offered a Senior Nutrition Program (SNP) for
seniors in the Moorpark community for many years. The program offers a noon-time hot
meal to seniors over the age of 60 for a nominal suggested donation. The program
includes a congregate meal site and meals delivered to homebound seniors.
Beginning on July 1, 2012, the AAC entered into a contract with the VCAAA to offer this
much needed program to the Moorpark community, which was renewable for four years.
Since its initiation, the center has served over 9,695 meals to homebound seniors and
over 7,109 meals in our congregate meal program and has received $76,065 in grant
funds over the last three years.
On April 23, 2015, staff submitted an application to renew the Senior Nutrition Program
Grant of Older American Act Title IIIC grant funds available through the VCAAA. On
May 14, 2015, the City of Moorpark was informed that it had been awarded a renewal
grant in the amount of $21,282 for the operation of the Senior Nutrition Program for FY
2015/16. On May 20, 2015, the City Council adopted Resolution No. 2015-3398,
approving One-Time-Only budget Amendment No. 7 and authorizing the City Manager
to serve as signatory for the City Council on all matters related to the administration of
this grant.
•
530
Honorable City Council
Regular Meeting of June 3, 2015
Page 2
DISCUSSION
The City Council is being asked to adopt a Resolution (Attachment A) approving the
renewal of a grant contract agreement for FY 2015/16 with the VCAAA for Older
American Act Title III-C monies and authorize the City Manager to continue to serve as
signatory for the City Council on all matters related to the administration of this grant.
The grant funds awarded to the City of Moorpark are for SNP meal site operations,
which includes congregate and home delivered meals. Congregate and home delivered
meals are cooked onsite, Monday through Friday, excluding holidays. Congregate
meals are served at noon and home delivered meal service is provided between 11:00
a.m. and noon.
Since FY 2012/13, the City has received senior nutrition grant funds to provide
congregate and home delivered meals at the Active Adult Center. The funds and
respective program expenditures have been included in subsequent approved City
budgets. The grant funds, along with the meal donations, typically cover the program's
direct costs (part-time Senior Nutrition Coordinator, supplies, and mileage for volunteer
drivers). Starting in FY 2012/13, the center received $20,000 to operate the senior
nutrition program, with an additional $2,834 (Amendment No. 1) received for the
purchase of a microwave, meat slicer, insulated bags, and ice machine. In its second
year of a four year grant cycle, FY 2013/14, the AAC received a grant in the amount of
$4,914 (Amendment No. 2) to operate the Senior Nutrition Program for the first quarter
of the FY, with an additional $15,086 (Amendment No. 3) being added for the remaining
last three quarters of the fiscal year. In May of 2014, the AAC received an additional
$1,100 (Amendment No. 4) to serve additional off-menu meals at the center. In FY
2014/2015, the AAC received a grant in the amount of $20,000 (Amendment No. 5) to
operate the program, with an approved indrease of $10,849 (Amendment No. 6) in
November 2014 that is allocated for the purchase of a new oven and new sinks for AAC
kitchen. In March of 2015, VCAAA approved a countywide Consumer Price Index (CPI)
increase of 6.41% for all SNP grantees, which resulted in a $1,282 (Amendment No. 7)
increase. In July 2012 the City Council authorized the City Manager to sign all
documents related to the SNP grant. In total, the AAC has received $76,065 in funding
since the Agreement with VCAAA was executed in July 2012, which exceeds the City
Manager's authority to execute contracts. The City Council is currently being asked to
approve a contract agreement renewal by signing Amendment No. 8 for operation of the
Senior Nutrition Program for FY 2015/16 in the amount of$21,282.
As part of the grant agreement, the AAC offers clients the opportunity to contribute
towards the program, but does not deny service to anyone because of their inability to
make a contribution. Due to the option made available to clients, the AAC has collected
over $10,400 in donations since the start of this grant cycle starting in FY 2012/13,
including a $550 donation from the Senior Nutrition Action Council, a Camarillo based
non-profit that serves countywide senior nutrition programs.
531
Honorable City Council
Regular Meeting of June 3, 2015
Page 3
FISCAL IMPACT
There will be zero net impact to the General Fund (1000) as funding is included in the
draft budget of FY 2015/16.
STAFF RECOMMENDATION
1. Adopt Resolution No. 2015- approving a grant contract agreement
renewal by signing Amendment No. 8 with the Ventura County Area Agency on
Aging for Older American Act Title III-C Funding for the Operation of the Senior
Nutrition Program.
2. Authorize the City Manager to sign all related Ventura County Area Agency on
Aging Agreements for Older American Act Title III-C Grant Funds.
Attachment: Resolution No. 2015-
532
ATTACHMENT A
RESOLUTION NO. 2015-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA,' APPROVING A GRANT
RENEWAL AGREEMENT WITH THE VENTURA COUNTY
AREA AGENCY ON AGING FOR OLDER AMERICAN ACT
TITLE III-C GRANT FUNDS
WHEREAS, the City Council is dedicated to the support of beneficial programs
for older Americans in the City of Moorpark; and
WHEREAS, meeting the nutrition needs of older Americans is a significant
means of maintaining health and wellness in our older population; and
WHEREAS, funds for the Senior Nutrition Program at the Active Adult Center are
available in the form of a grant through the Ventura County Area Agency on Aging; and
WHEREAS, grant renewal agreement in the amount of $20,000 was signed on
June 19, 2012; and
WHEREAS, Amendment No. 1 in the amount of$2,834 was signed on March 22,
2013; and
WHEREAS, Amendment No. 2 in the amount of $4,914 was signed on June 27,
2013; and
WHEREAS, Amendment No. 3 in the amount of$15,086 was signed on June 27,
2013; and
WHEREAS, Amendment No. 4 in the amount of $1,100 was signed on May 22,
2014; and
WHEREAS, Amendment No. 5 in the amount of $20,000 was signed on July 17,
2014; and
WHEREAS, Amendment No. 6 in the amount of$10,849 was signed on February
25, 2015; and
WHEREAS, Amendment No. 7 in the amount of $1,282 was signed on April 23,
2015; and
•
WHEREAS, on April 23, 2015, the City of Moorpark applied to renew the Senior
Nutrition Program grant of Older American Act Title III-C grant funds available through
the VCAAA and on May 14, 2015, the City of Moorpark was awarded a renewal grant in
the amount of$21,282 for the operation of the Senior Nutrition Program for FY 2015/16;
and
533
Resolution No. 2015-
Page 2
WHEREAS, a staff report has been presented to the City Council requesting an
approval to renew a grant contract agreement with the Ventura County Area Agency on
Aging for Older American Act Title III-C Funding for the Operation of the Senior
Nutrition.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That City Council hereby approves the renewal of a grant contract
agreement with the Ventura County Area Agency on Aging for Older American Act Title
III-C Funding for the Operation of the Senior Nutrition and authorizes the City Manager
to serve as signatory for the City Council on all matters related to the administration of
this grant.
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 3r1 day of June, 2015.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Amendment No. 8
534
CONTRACT NO: 3C-006-071212
AMENDMENT #8 TO VENTURA COUNTY AREA AGENCY ON AGING GRANT CONTRACT
#3C-006-071212 FOR THE PROVISION OF SERVICES
(SENIOR NUTRITION PROGRAM)
The County of Ventura (County) and the City of Moorpark hereby agree that the grant agreement
identified as Ventura County Area Agency on Aging Contract 3C-006-071212 previously entered into
by the parties is amended effective July 1, 2015 as follows:
1. Contract term will be July 1, 2015 through June 30, 2016 subject to performance referenced
in Article 1, Sections 1 through 4 of the Contract.
2. Contract not to exceed amount will be $21,282.00.
3. The funds provided under this contract are State and Federal Funds passed through from the
California Department of Aging to the County of Ventura under contract AP-1516-18.
Applicable CFDA Number for Federal Funds indicated herein is required and must be reported
under the Single Audit Act.
Fiscal Year Funds: FY 2015-2016
Contract Number: 3C-006-071212
Funding Agency Name
(State/Federal): State of California
CFDA No.: 93.045
Program Name: Senior Nutrition
State Fund Amount: $0.00
Federal Fund Amount $ 9,172 (C1)
$ 12,110 (C2)
TOTAL CONTRACT AMOUNT: $ 21,282.00
Match (10% required, cash or in
kind): $ 2,128.20
Contract Amount plus Match: $ 23,410.20
4. Reference State of California Contract number AP-1516-18 for July 1, 2015 through June
30, 2016 (fiscal year 2015-2016).
5. Exhibit A (Scope of Work), Exhibit B (Other Assurances) and Exhibit C (Contingencies) are
attached and are integral parts of this contract.
All other terms and conditions remain the same.
CONTINUED ON NEXT PAGE
1
535
CONTRACT NO: 3C-006-071212
COUNTY OF VENTURA: GRANTEE: City of Moorpark
Authorized Signature Authorized Signature
Steven Kueny
Printed Name Printed Name
Buyer, GSA Procurement City Manager
Title Title
Date Date
•
2
536
Contract No. 3C-006-071213
CONTRACT AMENDMENT #8 - EXHIBIT A
SCOPE OF WORK, SERVICES AND REPORTING REQUIREMENTS — FY 2015-16
GRANTEE: CITY OF MOORPARK
PROJECT: SENIOR NUTRITION PROGRAM
Grantee agrees to provide and report the grant funded services that are described below.
Provide Congregate and Home-Delivered meals to seniors aged 60 years and older on a
donation basis.
SERVICE CATEGORIES:
A Congregate meal is defined as meeting the USDA's Dietary Guidelines for Americans (DGA)
as determined by the VCAAA Registered Dietitian and served in a social setting. A Home-
Delivered meal is delivered to a homebound senior whom is assessed quarterly for eligibility.
SERVICE AND REPORTING REQUIREMENTS:
Number of Service Units to
Service Category be Provided July 1, 2015— Funding
June 30, 2016
Congregate Meals 3,262 45% Title III Cl
(Title III C1)
Home Delivered Meals 3,988 55% Title III C2
(Title III C2)
Totals 7,250 100%
NOTE: Service requirements are contingent upon funding and are subject to change
accordingly. Reference California Department on Aging Contract#AP-1516-18.
537
CONTRACT NO. 3C-006-071212
EXHIBIT B
ADDITIONAL TERMS — FY 2015-16
CONTRACTOR: CITY OF MOORPARK
Service of congregate and home-delivered meals in the City of Moorpark and
surrounding areas in accordance with all local, state and federal laws.
ADDITIONAL ASSURANCES REQUIRED OF ALL TITLE III C GRANTEES
Eligibility for Senior Nutrition Services
Individuals eligible to receive Senior Nutrition Program meals are as follows:
• Congregate Meals - Individuals eligible to receive meals at a congregate site are
as follows:
a) Any individual aged 60 and older; or
b) The spouse/full-time caregiver of an eligible participant; or
c) A disabled individual who resides at home with and accompanies an
eligible participant.
• Home Delivered Meals - Individuals eligible to receive a home delivered meal are
as follows:
a) Any individual aged 60 and older who is frail and homebound by
reason of disability, illness or isolation; or
b) A spouse or full-time caregiver of a home delivered meal recipient,
regardless of age, if it is determined that providing a meal is in the best
interest of the homebound participant; or
c) An individual with a disability who resides at home with a participant if
it is determined that providing a meal is in the best interest of the
homebound individual.
Volunteers may be offered a meal if doing so will not deprive a participant of a meal.
Grantee shall comply with the most current Ventura County Area Agency on Aging
(VCAAA) Contractor's handbook for providing and accounting for meals provided to
Senior Nutrition Program volunteers. The grantee shall report to the VCAAA volunteer
meals on their monthly rosters and meal counts entered into CareAccess/Q. In all cases
of eligibility, priority shall be given to individuals aged 60 and older and Native
Americans aged 45 and older.
Voluntary Meal Contributions
Grantee shall comply with the Senior Nutrition Program Handbook and the VCAAA
Contractor's Manual in determining a suggested monetary contribution for meals. When
developing the suggested contribution amount, grantee shall take into account the
income ranges of the older individuals in their community as well as other sources.of
EXHIBIT B —Title III C 1 •
538
CONTRACT NO. 3C-006-071212
program income. The suggested contribution cannot exceed the actual cost of the meal.
A sign shall be posted at the congregate meal site that states the suggested
contribution amount and the required fee for non-seniors. Grantee shall ensure that an
eligible participant who receives a meal shall be given the opportunity to contribute
towards the cost of the meal; however, no eligible individual can be denied a meal due
to failure to contribute. Furthermore, grantee shall ensure that the amount of each
individual's contribution is kept confidential. Grantee shall track paid meals on the
monthly roster and report them monthly in CareAccess/Q. VCAAA will invoice grantee
quarterly for non-senior paid meals.
All contributions and fees are to be identified as "program income." The grantee shall
develop written procedures and implement accounting measures to accurately collect
and protect meal contributions on a daily basis. The written policy shall include
measures to counter any loss, mishandling and/or theft of funds.
Limited English-Speaking Participants
Grantee shall take reasonable steps to ensure that "alternative communication services"
are available to non-English speaking or LEP beneficiaries of services under this
Agreement. "Alternative communication services" include, but are not limited to, the
provision of services and programs by means of the following: Interpreters or bilingual
providers and provider staff, contracts with interpreter services, use of telephone
interpreter lines, sharing of language assistance materials and services with other
providers, translated written information materials, including but not limited to,
enrollment information and descriptions of available services and programs and referral
to culturally and linguistically appropriate community service programs
Inquiries and Complaints regarding National Origin
Grantee must designate an employee to whom initial complaints or inquiries regarding
national origin can be directed. The name of the individual shall be provided to the
VCAAA Senior Nutrition Grants Manager.
Complaints relating to national origin discrimination shall be handled by the grantee. If
the complaint is not resolved the complainant shall be provided to the VCAAA Senior
Nutrition Grants Manager. If a complaint is made by a program participant alleging
discrimination based upon a violation of State of Federal Law (22 CCR 98211, 98310,
98340) the Grantee agrees to notify the VCAAA immediately.
Matching Requirements
• The required program matching contributions for Title III C is ten percent (10%).
• Minimum matching requirements are calculated on net costs, which are total
costs less program income, non-matching contributions, and State funds.
• Matching contributions generated in excess of the minimum required are
considered overmatch.
EXHIBIT B —Title III C 2
539
CONTRACT NO. 3C-006-071212
Grantee Security Awareness Training Requirement
All employees of the Grantee will complete the required Security Awareness Training
module located at www.aginq.ca.gov within 30 days of the start of this contract or within
30 days of the start date of any new employees. The Grantee may substitute the
California Department of Aging's Security Awareness Training program with its own
Security Training provided such training meets or exceed CDA's training requirement.
The Area Agency on Aging must approve any substitute training beforehand.
Grantee must retain names of dates of training of staff and make available to the Area
Agency on Aging upon request.
Administrative Responsibilities
Senior Nutrition Program grantees shall adhere to monthly, quarterly and annual
reporting requirements as determined by the VCAAA. Administrative reporting
requirements include, but are not limited to, the timely and accurate reporting of monthly
meal counts and Requests for Funds (RFF), quarterly Home Delivered Meals
Assessments, and the weekly ordering of food.
Staff Qualifications
• Site Coordinator- Each Senior Nutrition Program grantee shall employ a Site
Coordinator that is responsible for the day to day administration and operations
at their site. The Site Coordinator shall have one of the following qualifications:
a) An Associate Degree in Institutional Food Service or closely related
field, and two years' experience as a food service supervisor; or
b) Demonstrable experience in food service and, within twelve months of
hire, successfully complete twenty hours of college level coursework in
food service management, business administration and/or personnel;
or
c) Two years' experience in food service management as verified by a
Registered Dietitian prior to•hire.
• Program Staff- Each Senior Nutrition Program grantee shall ensure that there
are sufficient numbers of paid staff and/or volunteers to carry out the
requirements of the program. The total number of qualified staff shall be
determined by the scope and level of services provided.
Staff and Volunteer Training Requirements
All staff, paid and volunteer, shall be oriented and trained to perform their assigned
responsibilities and tasks. Grantee shall have a written grievance policy posted for staff
that ensures an equitable process for handling staff complaints.
EXHIBIT B —Title III C 3
540
CONTRACT NO. 3C-006-071212
Training by the VCAAA Registered Dietitian (RD) shall include at a minimum, food
safety (Serve Safe) and prevention of foodborne illness. All new Site Coordinators must
be Serve Safe trained. The RD will provide a yearly written plan for staff training that
shall be maintained at each Senior Nutrition Program site. A minimum of four hours per
year of approved staff training shall be provided for paid and non-paid food service staff
at each Senior Nutrition Program site by the RD. Training sessions shall be conducted
quarterly, documented with attendance records and evaluated by those receiving the
training. All training records shall be submitted to the VCAAA quarterly.
Safety
Grantee is responsible for contracting with local fire safety departments to provide
accident prevention, fire safety, first aid, choking, earthquake preparedness and other
emergency procedures training as required at each congregate meal site. A current Fire
Inspection Certification shall be displayed at each site. Each meal site and/or Home
Delivered Meals distributor is also required to maintain and make available to staff upon
request current Material Safety Data Sheets (is MSDS) at their site(s) per 29 CFR.
Furthermore, each meal site and/or home delivered meals distributor must display a
State of California Health Certification. Each congregate meal site must also display a
current Serve Safe Certification.
Nutrition Education Services for Participants
Nutrition education for program participants shall be provided at a minimum of four
times per year. All training shall be conducted by the VCAAA RD who develops and
maintains a yearly nutrition education plan. Nutrition education for congregate meal
participants may include demonstrations, presentations, lectures and group discussions,
all of which may be augmented with printed materials. Distribution of printed materials
shall constitute nutrition education for home delivered meal recipients. Accurate training
records shall be kept by each grantee that indicate the type and duration of training.
Training records shall be submitted to the Area Agency on a quarterly basis to ensure
that training requirements are being met.
Records, Reports, Distribution of Information and Confidentiality
In accordance with the VCAAA Contractors Manual and the Senior Nutrition Program
Handbook, Grantee shall maintain current and accurate records on congregate and
home-delivered meal participants as follows:
a) Both congregate and home delivered meal participants shall have a Senior Nutrition
Program Meal Registration form on file in Care Access/Q.
b) Each home-delivered meal recipient shall also have a current Senior Nutrition
Program Home Delivered Meal Assessment Worksheet on file in CareAccess/Q.
c) Grantees shall update the Nutritional Risk and ADL/IADL assessments for home-
delivered meal recipients in CareAccess/Q within three months of the last meal
served.
EXHIBIT B —Title III C 4
541
CONTRACT NO. 3C-006-071212
d) Grantees shall update the Nutritional Risk Assessment of all congregate participants
in CareAccess/Q annually.
e) Each Senior Nutrition Program Site Coordinator shall use the Meal Registration
forms to generate monthly rosters from CareAccess/Q for both home delivered and
congregate meal recipients.
f) Each Senior Nutrition Program grantee shall report to the VCAAA by the 10th of the
month following the month of service the total number of meals served monthly.
g) Grantee shall ensure confidentiality of all Senior Nutrition Program participant
records.
Nutrition Services Requirements
Grantee shall ensure that the congregate meal site adheres to the following
requirements:
a) Each participant is registered for a meal using the Senior Nutrition Program Meal
Registration form; and
b) Provide a means by which to obtain participants' views about the services
received; and
c) Provide meals, if available, to all participants regardless of reservation status;
and
d) Ensure that trained staff(paid and/or non-paid) is physically present during the
time that meals are being served; and
e) Provide restrooms, lighting and ventilation at the site that meets the requirements
of California law; and
f) Provide equipment, including tables and chairs, that is sturdy and appropriate for
older individuals; and
g) Arrange tables and chairs in such a manner as to be conducive to and
encourage socialization among participants.
Grantee contracting for home delivered meal service shall adhere to the following
assessment requirements:
a) Eligible participants are registered and assessed for need using the Senior
Nutrition Program Meal Registration form and the Home Delivered Meal
Assessment Worksheet; and
b) Initial assessments may be done by telephone, however, a written assessment
shall be conducted at the participants' homes within two weeks of the beginning
of meal service; and
c) Participants shall be assessed for other, nutrition-related supportive services and
referred as needed; and
d) Participants shall be reassessed in their homes every six months and by
telephone every other quarter to ensure eligibility.
A waiting list shall be established whenever a grantee is unable to provide home
delivered meals to all eligible participants. Waiting lists must be pre-approved by the
VCAAA. The decision to place an eligible individual on a waiting list and their ranking on
that list shall be determined by greatest social and economic need.
EXHIBIT B —Title III C 5
542
CONTRACT NO. 3C-006-071212
Nutritional Requirements of Meals
VCAAA shall provide each Senior Nutrition Program grantee with a weekly delivery of
meals construed by the RD to meet nutritional criteria outlined in the USDA's Dietary
Guidelines for Americans (DGAs) for older adults. Each meal shall provide the following:
a) A weekly average caloric range of>550 kilocalories per meal; and
b) Three ounces of cooked, edible protein in the form of meat, fish, poultry, eggs,
cheese or the protein equivalent; and
c) At least two one-half cup servings of different vegetables or fruits or their juices; and
d) At least one serving of whole grain; and
e) Eight ounces of fortified fat-free or low-fat milk; and
f) One-half cup serving of dessert (fruit); and
g) Foods containing a minimum of 25 milligrams of Vitamin C; and
Additionally, food(s) containing a minimum of 233 micrograms of Vitamin A shall be
served at least three times per week.
These meals and any other Senior Nutrition Program meals served by grantee shall
constitute the menu provided to participants of the Senior Nutrition Program. Any and all
supplemental foods and/or enhancements must be reviewed and approved by the
VCAAA RD prior to service. The VCAAA will provide grantee with a menu two (2) weeks
in advance of meal service.
EXHIBIT B —Title III C 6
543
Contract No. 3C-006-071212
FY 2015-16 AMENDMENT#8
EXHIBIT C - CONTINGENCIES
GRANTEE: CITY OF MOORPARK
PROJECT: SENIOR NUTRITION PROGRAM
The performance of this contract is subject to the contingencies (if any) identified below.
• The Area Agency shall not be compelled to perform any obligation pursuant to this
Agreement unless and until all Contingencies are met to the satisfaction of the Area Agency.
• • The Area Agency shall notify the Grantee in writing when Grantee has satisfied the
Contingencies.
• A Grantee that provides services under the terms of this contract prior to receiving a Written
Notification of Satisfaction of Contingencies from the Area Agency does so at Grantee's sole
risk.
CONTRACT CONTINGENCIES
- None-
1
544