1 STAFF REPORT
DATE: July 18 , 2023
TO: Justin Hess, City Manager
FROM:
Marisa Garcia, Park, Recreation, and Community Services Director VIA: Erin Barrows, Recreation Services Manager
BY: Roxana Tabibi, Social Service Program Supervisor- Nutrition
SUBJECT: Adoption of a Resolution Authorizing the Execution of a Subaward Agreement with the Los Angeles County Aging and Disabilities Department to Accept Subaward Funds to Support the City of Burbank’s Supplemental Nutrition Programs and Supportive Services Authorizing the City Manager to Execute the Subaward Agreement, and Amending the Adopted Fiscal Year 2023-2024 Budget by Appropriating Funds
RECOMMENDATION
Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AUTHORIZING THE
EXECUTION OF A SUBAWARD AGREEMENT WITH THE LOS ANGELES COUNTY AGING
AND DISABILITIES DEPARTMENT COUNTY TO ACCEPT SUBAWARD FUNDS TO SUPPORT THE CITY OF BURBANK’S SUPPLEMENTAL NUTRITION PROGRAMS AND SUPPORTIVE
SERVICES, AUTHORIZING THE CITY MANAGER TO EXECUTE THE SUBAWARD AGREEMENT, AND AMENDING THE ADOPTED FISCAL YEAR 202 3-2024 BUDGET BY APPROPRIATING FUNDS (Attachment 1)
.
BACKGROUND
Since 1973, the City of Burbank (City) has provided congregate, and home- delivered meals to seniors through its Supplemental Nutrition Program (Program). The Program is responsible for providing approximately 121,0001 congregate and home-delivered meals annually. The goal of the Program is to provide nutritious, balanced meals in a safe, friendly, and supportive group setting, in conjunction with a variety of community -based services that maximize seniors’ independence and quality of life. The City has two dedicated Senior Centers (the Joslyn Adult Center and Tuttle Senior Center) and one multi-purpose recreation facility (McCambridge Park Recreation Center). The Centers provide congregate meal services to persons who are 60 years of age or older.
1 Approximately 80,481. 00 congregate meals are provided at three different senior meal sites within the City. Approximately 40,665, home delivered meals are provided to seniors and qualified disabled participants within the City.
2 In 2003, the County of Los Angeles Workforce Development, Aging and Community Services (WDACS) formerly known as the Los Angeles County (County) Department of Community and Senior Services released a Request for Proposal (RFP) soliciting applications from local government agencies and non- profit organizations to receive federal funds. Under the F ederal Older Americans Act and the S tate Mello- Granlund Older Californians Act, the California Department of Aging (State) is authorized to administer elements of these programs as they relate to the provision of nutrition services.
As a result, the County established its Elderly Nutrition Program (ENP) and entered into an agreement with the State to implement the ENP. WDACS received funds to support the ENP and procured agencies to assist in providing elderly nutrition and supportive services programs. Funds are allocated to sub- recipients for a one-year ENP subaward term with three (3) annual renewal options for a maximum term of four (4) years.
Notably, the City successfully received awards from the County’s ENP for the 2004-2008; 2008-2012; 2012-2016; 2016-2020 and 2020 -2024 cycles. In accordance with Title 22 California Code of Regulations Section 7360 (Noncompetitive Awards), the County may procure Area Agency on Aging Program Services using Noncompetitive Subawards with other public/government entities. As such, the County proceeded with the City as a sub- recipient under the guidelines of the Noncompetitive Award. Therefore, in February 2020, the County offered the City a Noncompetitive Subaward for the ENP. The City responded on February 24, 2020, to proceed with the Noncompetitive ENP award process for Fiscal Year (FY) 2020-2021. By proceeding with the award process, the County offered the City the opportunity to enter into an agreement to provide C-1 (congregate meals) and/or C-2 (home-delivered meals) service categories (Nutrition Services) . Due to the City’s past performance and limited number of City-run operators, the County waived the RFP process for applicants who were approved for the 2012- 2016 and 2016-2020 subaward cycles.
DISCUSSION
To support the City’s Supplemental Nutrition and Supportive Services programs , t he County Board of Supervisors authorized the City to receive funding through the ENP 2020-2021 subaward cycle in an amount of up to $ 584,000 for FY 2023-2024, and an estimated total amount of up to $2,913,500 for the four-year subaward term. Additionally, reallocation funds from the FY 2021-2022 award cycle will be carried forward into FY 2023-2024.
As previously stated, the City has almost 50 years of experience in preparing and delivering meals to seniors. Meals for congregate and home-delivered meal programs are prepared by City staff at McCambridge Park Recreation Center’s central kitchen. Meals comply with applicable provisions of State and County laws regarding the safe and sanitary handling of food, equipment, and supplies used in the storage, preparation, service, and delivery of meals.
To meet the Dietary Reference Intakes included in the Dietary Guidelines for Americans, the Program’s menus and recipes are created by the City’s Nutrition Program staff and assigned County Projec t Dietitian. All menus and recipes are certified by the Dietary Administrative Support Services (DASS) Program in conjunction with Los Angeles County Aging and Disabilities Department provide nutritious, appetizing, tasty, and cost-effective 3 meals to the seniors. A nutritional analysis is also performed by the City’s Nutrition Program staff and DASS to ensure that nutritional information for the program is made available to the general public. Meals are required to average 750 m illigrams of sodium or less and are trans-fatty acid free.
Congregate Meals (C-1)
The Congregate Meals Program provides mobile seniors with meals five (5) days a week, Monday through Friday at three City facility sites. Recipients of these meals receive a nutritious three-course sit -down lunch. Moreover, the congregate setting provides opportunities for socialization and companionship. Although income is not verified to participate in this program, program costs are a $2 suggested donation for participants that are 60 years of age and older , and a $4 fee for participants 59 years of age and younger.
Home Delivered Meals (C-2)
The Home Delivered Meals Program provides meals seven (7) days a week for those that meet the following eligibility criteria: frail and homebound by reason of illness, disability, or otherwise isolated; the spouse of any older individual who is in the program (regardless of age or condition); and any disabled person who resides at a home with an older individual. Meals are transported from the P rogram’s central kitchen via City -owned vehicles to eligible recipients or via approved registered Burbank Volunteer Program (BVP) volunteers utilizing City hot bags and ice chests to ensure proper food temperatures. Income is not verified to participate in this program. Although the County subaward does not allow the City to charge seniors for their meals, donations can be accepted. The suggested donation is $3 per meal.
Additionally, t he City has successfully provided telephone reassurance services to seniors through its Supportive Services Program. The program collects and disseminates information about senior adult services and directs callers to an agency or organization that can meet their needs, thus providing a critical service to Burbank’s senior and disabled population. This outreach program connects homebound seniors with volunteers who place phone calls to these individuals on a regular basis. If the subaward is accepted, up to $1,000 of the ENP subaward will be allocated towards telephone reassurance services, in an annual amount of up to $1,000 subject to availability and appr opriation.
Currently, there are approximately 150 individuals receiving this service.
To accept the ENP funding, the City Council (Council) must adopt a resolution annually authorizing the City to enter into a subaward agreement with the County specifying the terms of the ENP award, identifying the City’s Authorized Representative who will execute the Subaward A greement and any subsequent amendments (Attachment 2) , and accepting the funds , subject to review and approval as to form by the City Attorney’s Office.
FISCAL IMPACT
Funding for the City’s Supplemental Nutrition and Supportive Services P rogram is included in the FY 2023-2024 Budget. The maximum revenue anticipated from the ENP for FY 2023-2024 is $584,000. Acceptance of the ENP funds will provide revenue to offset Program costs from the General Fund for the next four years , as the Subaward may be 4 renewed for up to three (3) additional years. In addition to the ENP funding allocation, the City also receives approximately $90,000 in nutrition donations annually. The General Fund subsidizes approximately $736,000 annually for the Nutrition Program , which can fluctuate depending on actual donation revenue received.
Specifically, the estimated annual $584,000 ENP Subaward will be allocated as follows:
Title III-C1 Congregate Meals $ 271,000
Title III-C2 Home Delivered Meals $ 312,000
Title III-B Telephone Reassurance $1,000
Total $ 584,000
Staff requests that Council accept and amend the ENP Subaward in the amount of $584,000 and appropriate the following for FY 2023-2024:
1. $ 271,000 from revenue account 001.PR000.48010.1007.0000.00000 (General Fund, Other Intergovernmental Revenue, Nutrition State C-1) to account number 001.PR42A.62300.0000.00000 (General Fund, Supplemental Nutrition Program, Special Department Supplies) upon receipt of the subaward in FY 2023-2024.
2. $ 312,000 from revenue account 001.PR000.48010.1008.0000.00000 (General Fund, Other Intergovernmental Revenue, Nutrition State C-2) to account number 001.PR42A.62300.0000.00000 (General Fund, Supplemental Nutrition Program , Special Department Supplies) upon receipt of the subaward in FY 2023-2024
3. $1,000 from revenue account 001.PR000.48010.1010.0000.00000 (General Fund, Other Intergovernmental Revenue, Nutrition State Info & Referral) to account number 001.PR42A.62300.0000.00000 (General Fund, Supplemental Nutrition Program, Special Department Supplies) upon receipt of the subaward in FY 2023-2024.
CONCLUSION
Staff recommends Council adopt a resolution authorizing the execution of an Agreement with the County through its Aging and Disabilities Department and accept funding through the one-year ENP subaward (202 0-2021, 2021-2022, 2022-2023, 2023-2024) term, to support the City’s Supplemental Nutrition and Supportive Services Program. The estimated total amount for the four -year subaward term would be $2,913,500, the total amount of the Federal Award. The ENP is an essential community program, operated by volunteers and City staff to serve nutritious, balanced meals to seniors at congregate sites and through home-delivered meals.
ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Subaward Agreement