HomeMy WebLinkAboutAgenda Statement 1986/05/06 Item 11 COUNCIL AGENDA STATEMENT
Item 11
Meeting Date 5/6/86
ITEM TITLE: Resolution /° //6// Approving an Agreement between the City
of Chula Vista and the County of San Diego to provide senior
information and referral services to the South Bay area during
fiscal year 1986-87
SUBMITTED BY: Director of Parks and Recreation
REVIEWED BY: City Manager -f fi , (4/5ths Vote: Yes No X )
The South Bay Information and Referral Center is a senior information and
referral program that serves senior citizens by linking them with needed
social and human care services.
RECOMMENDATION: That Council authorize Mayor to execute Agreement between
the City and County for funds to operate the South Bay Senior Information and
Referral Center.
BOARDS/COMMISSIONS RECOMMENDATION: The Human Relations Commission and the
Commission on Aging have reviewed this proposal and recommend approval .
DISCUSSION:
The City of Chula Vista has operated the South Bay Senior Information and
Referral Center for the past eight years. The County Area Agency on Aging,
Triple "A" is pleased with the services provided and has proposed that the
existing Agreement to operate the Center be extended for another year
beginning July 1 , 1986 (Exhibit "A").
During the 1985-86 fiscal year, the center operated on a budget of $58,920.
This amount consisted of a City Council appropriation of $30,983 from
Community Development Block Grant funds and a Triple "A" grant of $27,937.
In light of pending reductions of Older American Act funds due to Gramm-
Rudman-Hollings legislation, the Triple "A" will reduce funding for
Information and Referral contracts by 25% in FY 87-88 and 50% in FY 88-89. It
is also anticipated that all funding for Information and Referral will be
eliminated in FY 89-90. Because of these dramatic reductions, the Director of
the Triple "A" is encouraging everyone to begin seeking other funding sources
for the future (Exhibit "B").
y
i
Page 2, Item 11
Meeting Date 5/6/86
The City's contribution has steadily increased each year for the operation of
the Senior Information and Referral Center. Initially, the City's operating
cost was 33%; however, inflation and a reduction of Triple "A" grant monies
have contributed to greater financial participation by the City. Fiscal Year
86-87 will require an approximate contribution of 57% if the proposed budget
is approved. The following is a breakdown of the shared costs since 1981-82:
1981-82 82-83 83-84 84-85 85-86
AAA Grant 28,937 28,937 27,937 27,937 27,937
City Funding 19,253 25,256 19,063 27,323 30,983
(CDBG)
48,190 54,193 47,000 55,260 58,920
Detailed operating costs for the Center is part of the Parks and Recreation
Departments 1986-87 budget. The total operating costs for this program is
$64,550. Funding to support this activity will be derived from the following
sources:
AAA Grant $27,937
CDBG 36,613
$64,550
FISCAL IMPACT: A grant of $27,937 from Triple "A" combined with $36,613
from the City's Community Development Block Grant would be the funding sources
for this program.
WPC 0618R
(f/ i/ .. F
by/t7 e City C _11.-il of
Chula`Visia, C1ii:ai'ia
)ated 4, J
Information and Referral Services
Exhibit C-Service Provisions
Although specific references are made to Title III of the Older Americans Act, all AAA
contractors will adhere to conditions in this Exhibit C - Service Provisions and to
Programs and Service Activities described in the Contractors Manual , Chapter IV AAA.
Contractor CITY Of CHULA VISTA
Project SOUTH BAY SENIOR INFORMATION AND REFERRAL CENTER •
Contract Period July 1 , 1986 to June 30 , 1987
Subregional Areas to be Served: CHULA VISTA - SOUTH BAY AREA
Total Number of Program Categories: 1
Section 1. Narrative Project Description (Specify problems to be addressed, target
populations, methodologies to be used and languages available for
non-English speaking clients. Volunteer and other services provided in
support of this program not indicated elsewhere in service provisions may be
listed here).
The South Bay Information and Referral Center is a Senior I &p
program that serves senior citizens by linking them with needed
social and human care services . The Center provides bilingual
(English and Spanish) information and agency referrals , resource
development and update , linkage, follow-up and outreach to the
elderly of the South Bay area.
•
2/86 WP 1 of 4
•
Section 2. Location(s) and Hours of Operation
Contractor shall operate facilities and be open for business as follows:
(Attach additional page as necessary)
Site Name/Address/Site Manage! Name/Phone
Estimated
Budget
a. Chula Vista Senior Service Center Days of Week Operating Hours Per Site*
360 Third Avenue Von-Fri 8 :00 am-5 :OOQm $27.937
Chula Vista , CA 92010 it of Serving
Days for Con-
BILL CASTRO , 691-5108 tract Period Serving Subregional Area
Human Services Coordinator
Estimated
Budget
b. Days of Week Operating Hours Per Site*
S
# of Serving
Days for Con-
tract Period Serving Subregional Area
Estimated
Budget
c. Days of Week Operating Hours Per Site*
S
# of Serving
Days for Con-
tract Period Serving Subregional Area
*Information Only - Total should be the same as Exhibit A, S 3-Compensation amount.
Holidays that program(s) will be closed: Fourth of July
Labor Day
Thanksgiving Day (Nov.27-28)
New Year' s Day
Memorial Day
It is the intent of this Agreement to provide services throughout the contract period.
Failure by contractor to do so will result in a pro rata reduction of funds from this
Agreement.
Contractor shall not modify the above days and hours without written County Representa-
tive approval .
2/86 WP Page 2 of 4
Section 3. The Goal/Objective(s) of the Project is:
To assess the needs of, provide information and refer 4 800 seniors 60 years and
older to appropriate services and follow-up in an effort sure service receipt.
Service emphasis will be on older persons with the greatest economic or social need.
To increase services to low-income and minority seniors by 5% over FY 85/86 statistics
in each program category.
Section 4. Contractual Service Agreement
A. Unless there are exceptional circumstances as determined by the Area Agency, if
performance under this contract, for any quarter, falls below 90% of the contracted
level of units of each required service or fails to meet the quality performance
standards specified in the contract or in policy, the service provider agrees to
submit a corrective action plan which includes specific actions to be taken to
correct the problem and a timetable for each action.
If the corrective action plan is not submitted within 8 days of the end of the
quarter, or if it is not implemented during the succeeding quarter, appropriate
sanctions will be imposed as described in the Area Agency's sanction policy.
Continued failure to take corrective actions can result in termination of the
contract, of renegotiation of the contracted service levels. The budget level will
be revised to be commensurate with the lower level of service(s).
Exceptional circumstances which could account for performance below the contracted
level are those circumstances which are beyond the service provider's control , such
as natural disasters, inflationary increases beyond anticipated level , shortages of
materials or supplies due to labor disputes or other reasons. Service levels may
only be modified by written approval from the County's Representative in response to
contractor's written request to adjust contracted levels. Appropriate justification
will be required.
B. If contractor was selected on the basis of a written proposal for services to be
provided, that proposal and any amendments to that proposal are hereby incorporated
by reference and made a part of this contract.
C. A formal linkage between AAA I&R and its contractors will be required.
D. Contractor is responsible for providing additional reports as identified by the AAA
throughout the contract period.
E. All agencies using vehicles owned by the Area Agency on Aging shall participate in
the coordination efforts formulated by. the Paratransit Coordination Project.
2/86 Page 3 of 4 Via!
Section 5.
A separate section 5. must be completed for each Program. A separate Program must be
identified for each subsection of a Title. Title III-B, III-C(1 )and III-C(2) are
separate subsections. Forms CDA 186, 187, or 188 (as included in the Contractor' s
Manual ) must be submitted each month for appropriate Programs and forwarded to the Area
Agency on Aging by the 8th day of the month for the previous month' s services. If
volunteers are used to provide service activities in any given Program a separate
monthly report must be completed identifying number of units for each service activity
provided by the volunteers in addition to the monthly reports identifying service
activities provided by paid staff.
A. During the term of this contract, contractor will provide the units of service
specified below. Only those service activities provided by staff paid with Older
Americans Act funds may be listed.
Paid Staff
Information and Referral (1) 4800 Individual Seniors
Program Name Program Number
Average No. of Units
No. of units to be provided
Unit to be Provided during
No. Service Activities Monthly Contract Period
16 Information 583 7,000
23 Referral 233 2 , 800
11 Evaluation/Follow-up 233 2 , 800
Volunteers
Information and Referral (1) Individual Seniors
Program I4ame Progra )4umbefi
Average No. of Units
No. of units to be provided
Unit to be Provided during
No. Service Activities Monthly Contract Period
16 Information 0
23 Referral 0
11 Evaluation/Follow-up 17 200
Volunteers do evaluation and follow-up service . They also assist the
paid staff in Information and Referral supportive services , e. g. ,
Resource development , files maintenance , and Unduplicated client record
keeping . volunteer hours are approximately forty (40) hours monthly
in units of service activities .
2/86 WP Page 4 of 4 .,,
EXHIBIT D - BUDGET
CONTRACT PERIOD: 7/1/86 TO: 6/30/87
FY 1986-87
CONTRACTOR NAME: City of Chula Vista
PROJECT NAME: South Bay Information & Referral
EXPENDITURES
CONTRACT AMOUNT NON-FEDERAL TOTAL
& PROJECT INCOME SHARE BUDGET
PERSONNEL $27,937 $14,027
TRAVEL/TRAINING
TRANSPORTATION/DELIVERY
EQUIPMENT
CONSULTANT/CONTRACT SERVICES
FOOD
OTHER COSTS
INDIRECT COSTS
PROFIT
TOTALS $27,937 $14,027 $41,964
REVENUES
PROGRAM INCOME
OTHER REVENUE
NON-FEDERAL CONTRIBUTION $14,027
GRANT AMOUNTS
TITLE III B $27,937
TITLE III C (1) USDA C (1)
TITLE III C (2) USDA C (2)
OTHER
TOTALS $27,937 $27,937
AAA-EXHIBIT D - 2/86 WP D-1
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FY 1986-87
CONTRACTOR NAME: CITY Or CHULA VISTA
PROJECT NAME: SOUTH BAY SENIOR INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
LINE ITEM: PERSONNEL
PAID
HRS/ POSITION TITLE (GROUP BY SERVICE) Other/
_WEEK III-B C (1) C (2 )
PROGRAM MANAGEMENT WAGES SALARIES:
40 Human Services Coordinator $ 12,750
($24,002 Annual Salary
$11 ,252 Funded by City of Chula Vista)
FRINGES: 2,587
SUB TOTALS
$15.337 $ 15,337
SERVICES/MEALS/WAGES/SALARIES:
20 Information and Referral Specialist $ 4,200
20 Information and Referral Specialist 4,200
20 Information and Referral Specialist 4,200
FRINGES:
-0-
SUB TOTALS
I $12.600 S-12,600
TRANSPORTATION/DELIVERY/WAGES
SALARIES:
FRINGES :
SUB TOTALS
-0-
Check pay schedule: Bi-weekly YX Twice/Mon €ni Monthly
TOTAL PERSONNEL 1 $27,937 l$ 27,937 I
AAA-EXHIBIT D - 2/86 WP D-3
1� ;
FY 1986-87
CONTRACTOR NAME: CITY OF CHULA VISTA
PROJECT NAME: SOUTH BAY INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
LINE ITEM: TRAVEL/TRAINING
Other/
DESCRIPTION III-B C (1) C (2)
I 1 -0 -0
LINE ITEM: TRANSPORTATION/DELIVERY
Other/
DESCRIPTION III-B C (1) C (2)
-0-
AAA-EXHIBIT D - 2/86 WP D-4
FY 1986-87
CONTRACTOR NAME: CITY OF CHULA VISTA
PROJECT NAME: SOUTH BAY INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
LINE ITEM: EQUIPMENT
Other/
DESCRIPTION III-B C (1) C (2)
RENTAL/LEASE
SUB TOTALS
-0-
MINOR EQUIPMENT (UNDER $300)
SUB TOTALS
-0-
PURCHASE, LEASE OPTION TO PURCHASE
FIXED ASSETS
SUB TOTALS
TOTAL EQUIPMENT
AAA-EXHIBIT D - 2/86 WP D-5
FY 1986-87
CONTRACTOR NAME: CITY OF CHULA VISTA
PROJECT NAME: SOUTH BAY SENIOR INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
LINE ITEM: CONSULTANT/CONTRACT SERVICES
Other/
DESCRIPTION III-B C (1) C (2)
-0-
LINE ITEM: FOOD
Other/
DESCRIPTION III-B C (1) C (2)
-0- I
AAA-EXHIBIT D - 2/86 WP D-6
FY 1986-87
CONTRACTOR NAME: CITY OF CHULA VISTA
PROJECT NAME: SOUTH BAY INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
LINE ITEM: OTHER COSTS
Other/
DESCRIPTION (GROUP BY CATEGORY) III-B C (1) C (2)
INSURANCE:
SUB TOTAL
-0-
RENT/SPACE COSTS:
SUB TOTAL I
-0-
UTILITIES & TELEPHONE:
SUB TOTAL I
-0-
SUPPLIES & OTHER COSTS :
SUB TOTAL
-0-
TOTAL OTHER COSTS
AAA-EXHIBIT D - 2/86 WP D-7 / .1
FY 1986-87
CONTRACTOR NAME: CITY OF CHULA VISTA
PROJECT NAME: SOUTH BAY SENIOR INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
LINE ITEM: INDIRECT COSTS
Other/
DESCRIPTION (AAA 8% LIMIT) III-B C (1) C (2)
1 _0_
REVENUES •
LINE ITEM: PROGRAM INCOME (SHOW BASIS OF ESTIMATE)
Other/
+DESCRIPTION I
III-B C (1) C (2)
` -0-
LINE ITEM: OTHER REVENUE (SHOW SOURCE AND HOW IT WILL BE EARNED)
( DESCRIPTION Other
III-B/ C (1 ) C (2 )
-0-
AAA-EXHIBIT D - 2/86 WP D-8
FY 1986-87
CONTRACTOR NAME: CITY OF CHULA VISTA
PROJECT NAME: SOUTH BAY SENIOR INFORMATION AND REFERRAL CENTER
LINE ITEMIZATION
NON-FEDERAL RESOURCES
Other/
DESCRIPTION (GROUP BY BUDGET CATEGORY) III-B C (1) C (2)
CATEGORY I (FUNDED BY THE CITY OF CHULA VISTA)
Recreation Superintendent - Direct Supervision
2 hrs. per week x 52 weeks = 104 hours
104 hrs. x $19.13 per hour = $ 1,989
Secretary II - support office duties
a hrs. per week x 52 weeks = 104 hours
104 hrs. x $ 7.56 per hour = 786
Human Services Coordinator - Salary not paid by
III-B
$24,002 (Annual Salary) - $12,750 = 11,252
$14,027 $ 14,027
AAA-EXHIBIT D - 2/86 WP D-9