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Agenda Item No: 1.g
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: July 21, 2026
Submitted by: Lydie Gutfeld
From: Community Services
Subject:
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT WITH ST. JUDE
HOSPITAL
Financial Impact:
None.
Summary:
The City of Placentia entered into a grant agreement with St. Jude Hospital (St. Jude) for the period of January 1, 2025, through December 31, 2025, to support community health initiatives focused on preventing and reducing obesity. Staff was unable to expend grant funds by the December timeline, and St. Jude has offered the option to extend the deadline to September 30, 2026.
Recommended Action:
It is recommended that the City Council:
1. Approve Amendment No. 1 to a Community Services Agreement with St. Jude to extend the grant agreement period to allow for the use of funds to purchase senior exercise equipment and adaptive games and equipment for the City's adaptive recreation program to June 31, 2026; and
2. Authorize the Acting City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney; and
3. Authorize the Acting City Administrator, or her designee, to approve the eligible agreement term extension based upon contractor performance and at the discretion of the City.
Strategic Plan Statement:
This item supports Strategic Plan Goal No. 1: Fiscal Sustainability, by ensuring that grant funds provided under the agreement with St. Jude are used in a responsible and effective manner.
Discussion:
The City of Placentia entered into an agreement with St. Jude to support programs aimed at increasing physical activity, improving mental health, and promoting healthier eating among residents. However, due to recent staff turnover, the City was unable to fully meet the original timelines and deliverables outlined in the grant agreement. The transition in staffing impacted 1 program continuity and delayed planned purchases and implementation efforts.
As a result, staff is requesting an extension of the agreement to allow sufficient time to complete the intended use of funds, including the financial assistance for swim lessons and water safety days and adaptive games and equipment for the City's adaptive recreation program. By requesting an extension, the City is avoiding the loss or underutilization of allocated funds due to unforeseen staff turnover, thereby protecting available financial resources. The extension allows staff to strategically invest these funds in equipment that will provide long-term value, including financial assistance for underserved youth in aquatic programs and adaptive recreation resources, which will support ongoing programs without requiring significant future expenditures.
This approach demonstrates prudent financial management, maximizes external funding opportunities, and helps maintain a balanced budget while continuing to deliver high-quality services that benefit the community.
Financial Summary:
The agreement with St. Jude Hospital for Amendment No. 1 is for a not -to -exceed amount of grant -allocated funds totaling $9,600 for the September 30, 2026, extension. Under this agreement, the City of Placentia will utilize these grant funds to purchase equipment for seniors at the Senior Center, as well as specialized equipment to support participants in the City's adaptive recreation program.
Attachments
Amendment 1 ST JUDE - Professional Services signed.pdf
ST. JUDE 2025 Agreement.pdf
2 M
AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT
PROVISION OF PROFESSIONAL SERVICES WITH ST. JUDE HOSPITAL This Amendment No. 1 ("Amendment") to the Professional Services Agreement is made and entered into effective the 21' day of July 2026, by and between the CITY OF PLACENTIA, a Charter City and Municipal Corporation ("CITY"), and ST. DUDE HOSPITAL, a California corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT are sometimes hereinafter individually referred to as "Parry' and or collectively referred to as the "Parties." A. Recitals.
(i). CITY and CONSULTANT entered into a Professional Services Agreement ("Agreement") effective January ist, 2025, through which CONSULTANT has been providing professional services as more fully explained in the Scope of Services attached to the Agreement as Exhibit "A."
(ii) The Parties now seek to amend the Agreement to extend the tern for a period through September 30, 2026.
(iii). All legal prerequisites to the making of this Amendment have occurred.
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows:
B. Amendment to Agreement.
1. Section V, paragraph lof the Agreement is hereby amended to read as follows:
Grant funds are to be applied to expenses incurred for the period July 21, 2026, to September 30, 2026, unless otherwise agreed upon in writing by the Hospital and the City.
2. Except as specifically modified herein, all of the terms, conditions and provisions of the Agreement shall remain in full force and effect.
3. The Agreement, all amendments together with this Amendment No. 1 and all Exhibits attached thereto, constitutes the entire Agreement between the Parties and supersedes all prior negotiations, arrangements, representations, and understandings, if any, made by or between the Parties with respect to the subject matter hereof. No amendment or other modification of the Agreement, as modified by this Amendment No.1, shall be binding unless executed in writing by both Parties hereto, or their respective successors, assigns, or grantees.
4. Each of the undersigned represents and warrants that he or she is duly authorized to execute and deliver this Amendment No. 1 and that such execution is binding upon the entity for which he or she is executing this document.
IN WITNESS WHEREOF, the Parties have caused Amendment No. 1 to the Consulting Services Agreement are to be executed as of the day and year first above written.
CONSULTA ► CITY OF PLACENTIA
By:/
/
eter Herm dez, / ornmunity Servic:. By:
Manager g Rosanna Ramirez, Deputy City
Administrator
ATTEST:
By:
Robert S. McKinnell, City Clerk
APPROVED AS TO FORM:
By:
Christian L. Bettenhausen, City Attorney
Tr
to
EXHIBIT A
SCOPE OF WORK
Funding supports equitable access to water
safety education and aquatic programs for youth
and families. These subsidies help remove
financial barriers, increase participation in
swimming and recreation activities, and provide
essential water safety and swim skills that help
prevent drowning and promote lifelong health
and wellness.
6,000
Adaptive games and equipment include a 3,600
variety of tools such as modified board games,
lightweight sports equipment, and sensory
items to support participation for individuals of
all abilities.
Total: $9,600
CO
Providence St. Jude Hospital
Restricted Project Grant Agreement
City of Placentia
Grant Number 202501
This Restricted Project Grant Agreement ("Agreement") upon execution on behalf of Grantee in the spaces provided for signature will evidence Grantee's agreement with and commitment to City of Placentia ("City") as follows:
Grantee's Status
This grant is specifically conditioned upon Grantee's status as an eligible grantee of St. Jude Hospital ("Hospital') in accordance with this section.
Grantee warrants and represents that it is a public organization. Grantee will notify the Hospital immediately of any actual or proposed change in tax status.
H. Purposes of Grant
To prevent and reduce obesity by assisting the City of Placentia in supporting residents to increase physical activity. improve mental health, and eat healthier.
This grant is made only for the specific charitable purposes described in the Agreement as part of the hospital's community benefit program. The grant funds may not be used for any other purpose without prior written approval from the Hospital.
III. Use of Grant Funds and Mutual Expectations
These grant funds will be used as follows:
1. PSJMC will provide S47,800 for the purchase of sports field netting for Torii Hunter Field at Kraemer Park to create additional physical activity opportunities and safety for the community. The City of Placentia shall be responsible for installation and maintenance of the sports field netting.
2. Hospital will provide $1,200 for the City to provide Zumba certification instruction for three Placentia community residents. The City will create a MOU with the residents indicating that they will agree to provide Zurnba classes once a week at the Whitten Community Center, Gomez Community Center, and/or the Senior Center. City will commit to documenting number of Zumba classes and participants quarterly.
3. Hospital will provide 511,000 to the City towards the Whitten Community Center Food Program, Gift Card holiday giving, and scholarships to low- income residents to participate in Parks and Recreation child/ teen City Sports Leagues. The food gift cards and food program will help reduce food insecurity in our most vulnerable population during the Holidays.
The City will commit to weekly CalFresh enrollment availability for residents (assistance/ training from Second Harvest Food Sank, Community Action Partnership of Orange County, or 211). Scholarships
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will increase access to team play and physical activity opportunities for the youth.
4. Partner with Placentia Collaborative on the health & wellness subcommittee and designate a city staff or commissioner to work with the collaborative to lead a subcommittee of the Parks and Recreation or Planning Commission. The committee will lead efforts to support a policy or ordinance that promotes healthy nutrition and increased physical activity thereby helping to create a culture of health in the city.
5. Placentia will submit a Mid -Year and Final Project Report using the WizeHive grant reporting platform documenting the use of funds and Project progress and will participate in the initiative's evaluation.
6. The City will be responsible for entering data and grant progress reporting on the Providence WizeHive online platform upon instruction provided by PSJMC in January 2022.
IV. Amount of Grant
$30,000 payable upon receipt of this executed Agreement and the remaining $30,000 amount after the mid -year report is submitted to the WizeHive grant report online platform and adequate progress is documented.
V. Period of Grant
Grant funds are to be applied to expenses incurred for the period January 1, 2025 to December 31, 2025 unless otherwise agreed upon in writing by the Hospital and the City.
VI. Terms and Conditions of Grant
Grantee ag- ees that the grant is subject to the following conditions:
A. Expenditure of Grant Funds
1. Use of Funds. Grantee must spend the grant funds only for the purposes described above.
2. Prohibited Uses. Grantee shall not use any of the funds from this grant in a manner inconsistent with Section 501 (c) (3) of the Code, including:
a. carrying on propaganda, or otherwise attempt to, influence legislation,
b. influencing the outcome of any specific public election, c. carrying on directly or indirectly any voter registration drive.
d. inducing or encouraging violations of law or public policy e. causing any private inurement or improper private benefit to occur.
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B. Return of Funds. Grantee shall return to the Hospital any unexpended grant funds under the following conditions:
I. If the 1-lospital, in its reasonable discretion, determines that the Grantee has not performed in Accordance with this Agreement; or
2. Any portion of the funding is not used for grant purposes.
C. Records. Audits. Funds provided by the Hospital shall be accounted for in the Grantee's books and records. The Grantee shall retain original substantiating documents related to restricted grant expenditures and make these records available for the Hospital's review upon request. The Collaborative reserves the right, upon written notice, to audit the Grantee's books and records relating to the expenditure of any funds provided by the Hospital as a restricted grant.
D. Reports. Grantee shall submit a report to WizeHive online grant reporting platform by July 15, 2025 for the period January 1, 2025 — June 30, 2025 and the second due January 15, 2026 for the period July 1, 2025 — December 31, 2025. Grant reporting on the purchase and installation of the field netting at Torii Hunter Field at Kraemer Park, number of scholarships awarded, Zumba classes participation, Food Program participants, and number of low-income residents provided food gift cards.
E. Budgets. Expenditures of grant funds must be made substantially in accordance with the grant budget, which is attached as Exhibit A. Any material changes from the budget must be approved in advance by the Hospital.
F. Licensing and Credentials. The Grantee hereby agrees to maintain, in full force and effect, all required governmental or professional licenses and credentials for itself, its facilities. and for its employees and all other persons engaged in work in conjunction with this grant_ G. Management and Organizational Changes. The Grantee agrees to provide immediate written notice to the Hospital if significant changes or events occur during the term of this grant which could potentially impact the progress or outcome of the grant, including, without limitation, changes m the Grantee's management personnel or losses of funding.
H. No Atrencv_ Grantee is solely responsible for all activities supported by the grant funds, and in the manner in which any such product may be disseminated. This Agreement shall not create any agency relationship. partnership, or joint venture between the parties, and Grantee shall make no such representation to anyone.
I. No Waivers. The failure of the Hospital to exercise any of its rights
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under this agreement shall not be deemed to be a waiver of such rights.
5. No Further Obligations by the Hospital. This grant is made with the understanding that the Hospital has no obligation to provide other or additional support or grants to the Grantee.
K. Remedies. If the Hospital determines, in its reasonable discretion, that Grantee has substantially violated or failed to carry out any provision of this Agreement, including but not limited to failure to submit reports when due, the Hospital may, in addition to other legal remedies it may have, refuse to make any further grant payments to Grantee under this or any other grant agreement and the Hospital may demand return of all or part of the grant funds not properly spent or committed to third parties, which Grantee shall immediately pay to the Collaborative. The Hospital may also avail itself of any other remedies available by lay.
L. Indemnification. Grantee irrevocably and unconditionally agrees, to the fullest extent permitted by law, to defend, indemnify, and hold harmless the Hospital, its officers, directors, employees and agents, from and against any and all claims, liabilities, losses, and expenses (including reasonable attorneys' fees) directly; indirectly, wholly, or partially arising from and in connection with any act or omission of Grantee. its employees, or agents in applying for or accepting the grant, in expending or applying the grant funds, or in carrying out any project or program to be supported by the grant, except to the extent that such claims, liabilities, losses, or expenses arise from or in connection with any act or omission of the Hospital, its officers, directors, employees, or agents.
M. Entire Agreement: Amendments and Modifications. This Agreement constitutes the entire agreement of the parties with respect to its subject matter supersedes any and all prior written or oral agreements or understandings with respect to the subject matter hereof, This Agreement may not be amended or modified, except in writing signed by both parties.
N. Governing. Law. This Agreement shall be governed by the laws of the State of California.
VII. Acceptance of Agreement
The Hospital reserves the right to withhold or suspend payments of grant funds if the Grantee fails to comply strictly with any of the terms and conditions of this Agreement.
If this Agreement correctly sets forth your understanding and acceptance of the arrangements made regarding this grant, please countersign and return to the Hospital,
Accepted on behalf of City of Placentia by:
!l %/7e."(
Allay rized Signature
RO3aitak M 1167/?/
Printed Name
Accepted on behalf of St. Ju e Hospjtal by:
J /
Authorized Signature
Printed Name
Approved, 10.21.24 Lvii L ¢ oze 5eci
Director, Community Services
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Date
'p/ 2.
Date
Title
Exhibit A
Grant Number 202501
Budget
Amount
Budget Item
Sports field netting for Torii Hunter S47,g00
Field at Kraemer Park for safety and
physical activity opportunities.
Zumba certification instruction for 3
Placentia community residents.
Zumba classes once a week at the
Whitten Community Center_ Gomez
Community Center, and/or the
Senior Center.
Support for the Food Program and
scholarships for youth. Purchase of
food gift cards for low-income
residents for holiday meals.
S1,200
S 11,000
TOTAL EXPENSES 560,000