1 STAFF REPORT
PARKS AND
RECREATION
DATE: June 25, 2024
TO: Justin Hess, City Manager
FROM: Marisa Garcia, Park, Recreation and Community Services Director VIA: Erin Barrows, Recreation Services Manager
BY: Roxana Tabibi, Social Services Program Supervisor- Nutrition
SUBJECT: Adoption of Resolution Authorizing the Execution of a Subaward Agreement with the Los Angeles County Aging and Disabilities Department 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 2024-2025 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, 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 AMEND ING THE ADOPTED FISCAL YEAR 2024-2025 BUDGET BY APPROPRIATING FUNDS (Attachment 1).
BACKGROUND
In 2003, the Los Angeles (LA) County Aging and Disabilities Department (County) formerly known as the LA Workforce Development, Aging and Community Services , released a Request for Proposal (RFP) soliciting applications from local government agencies and non -profit organizations to receive federal funds for elderly nutrition programs. Under the Federal Older Americans Act and the State 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 has established its Elderly Nutrition Program (ENP) an d entered into an agreement with the State where the County is authorized to implement the ENP. The County received funds to support the ENP and procured agencies to assist in providing
2 elderly nutrition and supportive services programs. Funds are allocated to sub-recipients for a one-year ENP subaward term with three annual renewal options for a maximum term of four years.
Notably, the City of Burbank (City) successfully received awards from the County’s ENP for the 2004-2008, 2008-2012, 2012-2016, 2016-2020, and 2020-2024 subaward 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 pu blic/government entities. As such, the County proceeded with the City as a sub-recipient under the guidelines of the Noncompetitive Award. Therefore, in February 2024, the County offered the C ity a Noncompetitive Subaward for the ENP. The City responded on March 4 , 2024, to proceed with the Noncompetitive ENP award process for Fiscal Year (FY) 2024-25. By proceeding with the award process, the County is offering 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 has waived the RFP process for applicants who were approved for the 2012-2016, 2016-2020, and 2020-2024 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 2024-2028 subaward cycle in an amount of up to $ 637,200 for FY 202 4-25, and an estimated total amount of up to $2,548,800 for the four-year subaward term.
As previously stated, the City has over 50 years of experience in preparing and delivering meals to seniors and homebound individuals. Meals for Hybrid Meal distribution, formerly congregate, as well as home-delivered meal programs, are currently being prepared by Tender Loving Care (TLC), an a pproved caterer in LA County. City staff at the McCambridge Park Recreation Center’s central kitchen also contribute to the meal preparation. 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 Project Dietitian. All menus and recipes are certified by the Dietary Administrative Support Services (DASS) Progr am in conjunction with the County to provide nutritious, appetizing, tasty , and cost-effective meals to program participants. A nutritional analysis is also performed by the City’s Nutrition Program staff and DASS to ensure that nutritional information is made available to the general public. Meals are required to average 500 milligrams of sodium or less, and are trans-fatty acid free.
Hybrid Meals Distribution Program (C-1)
The Hybrid Meals Distribution Program, formerly Congregate Meals Program , provides mobile seniors with meals five days a week, and a grab-and-go service two days a week at three City facility sites. Recipients of these meals receive a nutritious three-course, sit- 3 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 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 Program’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.
Currently, volunteers from a variety of service groups including the City’s BVP, Burbank Sunrise Kiwanis, Burbank Noon Rotary, Boy Scouts, and Girls Scouts, provide over 16,000 hours of service annually to support the Supplemental Nutrition Program. These volunteers are vital to the success of this program, by providing a variety of services including packaging, delivering and serving meals , setting up and cleaning the dining room, registering people for daily lunch service, and coordinating or preparing appropriate décor for special occasions.
Additionally, the City successfully provided telephone reassurance services to seniors through its Supportive Services Program. The program collects and disseminates information about senior adult services and di rects 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 appropriation.
Currently, there are approximately 150 individuals receiving this service.
To accept the ENP funding, the 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 Authoriz ed Representative who will execute the Subaward Agreement and any subsequent amendments (Attachment 2), and accepting the funds, subject to review and approval as to form by the City Attorney’s Office.
ENVIRONMENTAL REVIEW
This activity involves administering services to senior and disabled populations and administrative changes to the FY 2023 -2024 Adopted Budget and has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal.
Code Regs § 15378.
4 FISCAL IMPACT
The cost of the City’s Supplemental Nutrition and Supportive Service s Programs is approximately $2,000,000. Funding is included in the FY 202 4-25 Budget. The revenue from the ENP for FY 2024-25 is estimated at $637,200. Acceptance of the ENP funds will offset Program costs for the next four years, as the subaward may be renewed for up to three additional years. In addition to the ENP funding allocation, the City also receives approximately $90,000 in nutrition donations annually. The General Fund is projected to subsidize approximately $1,270,000 annually, which can fluctuate depending on actual donation revenue received.
Specifically, the estimated annual $637,200 ENP Subaward will be allocated as follows:
Title III-C1 Hybrid Meal Distribution $266,005
Title III-C1 NSIP Hybrid Meal Distribution $ 29,695
Title III-C2 Home Delivered Meals $310,012
Title III-C2 NSIP Home Delivered Meals $ 30,488
Title III-B Telephone Reassurance $ 1,000
Total $637,200
Staff requests that Council accept the ENP Subaward in the amount of $ 637,200 and appropriate the following for FY 2024-25.
1. $266,005 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 202 4-25.
Appropriate NSIP $29,695 from revenue account 001.PR000.48010.1009.000000 (General Fund, Other Intergovernmental Revenue, Los Angeles County Aging and Disabilities Department Nutrition State)
2. $310,012 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 202 4-25.
Appropriate NSIP $30,488 from revenue account 001.PR000.48010.1009.000000 (General Fund, Other Intergovernmental Revenue, Los Angeles County Agin g and Disabilities Department Nutrition State)
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 2024-25.
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 4-2025) term, with three annual renewal options for a 5 maximum of four years to support the City’s Supplemental Nutrition and Supportive Services Program. The estimated total amount for the four-year subaward term would be $2,548,800. 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