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HomeMy WebLinkAbout14 - NB-3 - Costa Mesa Senior Center Agreement - 5/4/2010CITY COUNCIL AGENDA REPORT MEETING DATE: MAY 4, 2010 SUBJECT: COSTA MESA SENIOR CENTER AGREEMENT DATE: APRIL 21, 2010 ITEM NUMBER: FROM: ADMINISTRATIVE SERVICES DEPARTMENT - RECREATION DIVISION PRESENTATION JANA M. RANSOM, RECREATION MANAGER BY: FOR FURTHER INFORMATION CONTACT: JANA M. RANSOM, 714-754-5300 RECOMMENDATION: Approve the Agreement with the Costa Mesa Senior Corporation effective July 1, 2010 to operate the Costa Mesa Senior Center at 695 W. 19th Street for an initial term of five (5) years with extension options, and authorize the Mayor to sign BACKGROUND: At the request of Council Member Gary Monahan, and with the approval of the Council at their meeting of January 6, 2009, City Council approved the formation of an Ad Hoc Committee to review the existing Agreement between the City and the Costa Mesa Senior Corporation and to perform a comprehensive review of existing programs and services provided by the Senior Center as well as potential expansion of programs and facility enhancements; review the existing contract between the City and the Senior Corporation in anticipation of an extension of the contract in 2010; and review short and long range financial planning for existing and future operations, including required staffing, in conjunction with a contract extension. At the Council meeting of February 3, 2009, the Council established the Senior Center Task Force and approved the membership to be comprised of two City Council members, two Senior Center Board members, and three "at large" community members (a representative of the Chamber of Commerce, a Senior Center volunteer, and one community member). The Recreation Manager and Senior Center Executive Director were asked to serve as non-voting members. Council members appointed to the Task Force were Mayor Allan Mansoor and Council Member Gary Monahan. The Chamber appointed Patty Mason, the Costa Mesa Senior Corporation Board appointed Directors Arlene Flanagan and Judy Lindsay. The appointed committee members met on April 6, 2009 and selected Senior Center volunteer Anna Kozma and community member Mary Hornbuckle to fill the final two seats on the Task Force. 1 Beginning in May 2009, and over the next six months, the Task Force met to review the current Agreement and to discuss current programs and services as well as what additional opportunities might be undertaken by the City and or the Senior Corporation. ANALYSIS: After several Task Force meetings and discussions, the proposed Agreement (Attachment 1) is substantially the same as the existing Agreement with the following changes: Section 1 - Clearly defines the Premise to be the interior of the Senior Center building and its programmable enclosed exterior spaces (patios). Section 2 - Establishes the term beginning July 1, 2010 and ending on June 30, 2015 with the City's option to extend the term for up to three (3) additional five (5) year periods. Section 4 - Formalizes the Senior Corporation's ability to rent out the premises for non - senior specific activities during hours when the Center is not being used for senior programming. It also gives the Senior Corporation priority use of the parking lot during operating hours and during the time activities or rentals are occurring. Section 6 - Better defines industry standards for indoor room temperatures. Places the responsibility for maintaining the indoor room temperature of the building with the City, and makes the City responsible for utilities, maintenance, and upkeep related to the exterior of the premises, landscaping and parking lot. Section 7 - Makes the replacement of capital equipment, other than the heating, air conditioning and ventilation systems, a negotiable item between the Senior Corporation and the City. Adds a Roles and Responsibilities Exhibit to the Agreement and allows for the revision of the Exhibit by written agreement of both parties. Section 8 - Provides a specific due date for the Senior Corporation to submit to the City an annual program report (previously bi-annual) and an annual survey of senior centers in surrounding cities. Section 9 - Reduces the City's base funding option to $240,000 a year, and allows for an annual increase of $5,000 by vote of the City Council if funds are available. Provides that the City Council shall appoint up to 3 persons to serve on the Senior Corporation Board to represent the City for a term of two years each. Section 21 - Removes the obligation of the City to provide a Senior Transportation Program and allows the City to provide the program at its sole discretion and if funding is available. The Costa Mesa Senior Corporation approved the proposed Agreement at their meeting of March 16, 2010 (Minutes included as Attachment 2). ALTERNATIVES CONSIDERED: City Council could exercise the option in the existing Agreement to extend the Agreement for a 5 -year term ending June 30, 2015 with no changes to the Agreement. City Council could direct staff and the Task Force to continue discussions to make additional changes or revisions to the existing Agreement. E FISCAL REVIEW: Funding for the Senior Center has been proposed for FY 10-11 at the current level of $240,000. The proposed Agreement provides for a City base contribution amount of $240,000 with the option of annual $5,000 increases. However, the proposed Agreement provides that funding for the Senior Corporation and the Senior Transportation Program is at the option of the City Council based on economic conditions and as funding allows. LEGAL REVIEW: The City Attorney's office has reviewed the proposed Agreement and approved it as to form. CONCLUSION: The Costa Mesa Senior Corporation provides a wide variety of senior programs and services at the Costa Mesa Senior Center and has done a good job meeting the needs of the senior population in Costa Mesa. With the upcoming expiration of the existing Agreement, City Council requested a review of the Agreement and approved the formation of a Senior Center Task Force to perform the review. The Task Force has worked diligently to review the existing Agreement and make recommended changes favorable to both the City and the Costa Mesa Senior Corporation. The proposed Agreement formalizes existing practices and clearly defines the roles and responsibilities of both parties. JANA M. RANSOM RECREATION MANAGER STEPHEN N. MANDOKI ADMINISTRATIVE SERVICES DIRECTOR DISTRIBUTION: City Manager City Clerk Senior Corporation Board of Directors Senior Center Executive Director Senior Center Task Force Members ATTACHMENTS: 1 Proposed Senior Center Agreement 2 Minutes of the Senior Center Corporation Board of Directors Costa Mesa Senior Center Agreement April 21, 2010 5:07 pm 3 ATTACHMENT 2 The Board of Directors meeting of the Costa Mesa Senior Corporation Met on March 16, 2010, at 7:30 a.m. In the 1st floor meeting room, of the Costa Mesa Senior Center, 695 W. 19th Street, Costa Mesa. CALL TO ORDER - Bruce Garlich, Board President called the meeting to order. II. ROLL CALL Board of Directors Members Present: Bruce Garlich Judy Lindsay Patricia Linsky David Stiller Phyllis Daugherty Parker Wells Board of Directors Members Absent: Arlene Flanagan Ron Frankiewicz Mike Scheafer Dr. Paul Flanagan Staff Present: Aviva Goelman, Executive Director Marian Criss, Administrative Assistant City of Costa Mesa Representative Absent: Jana Ransom, Parks and Recreation, City of Costa Mesa Donna Theriault, Management Analyst, City of Costa Mesa Visitors: Stella Adkins RG Reiser Edwina Worsham Judy Takaya Elvera Cravagan M.D. Carol Fortier Agnes Dubberly Kathleen Eric Marilynn Miller Ernie Feeney Rita Halter III. MINUTES David Stiller moved to approve minutes of February 16, 2010. Patricia Linsky seconded the motion. Motion carried. IV. ORAL COMMUNICATIONS Ernie Feeney wants to know when will last years CDBG lunch box program money run out for low income seniors and when will her budget questions be answered? V. BOARD COMMENTS, SUGGESTIONS None VI. OLD BUSINESS o Medical Van Donna Theriault passed out info on the WECARE program explaining its services and will meet with Aviva and WECARE to discuss alternatives to our bus. Right now the bus is going until the end of April. At the end of March Aviva Goelman will talk to Dr. Parry to see if funding for the Medical Van can be extended. Page 1 of 3 VII. NEW BUSINESS o Board Recruitment Bruce Garlich — The Executive Committee recommended that we authorize expenditure to run an ad in The Daily Pilot and Register to seek Board members. Aviva Goelman reported the Pilot has a triple play right now. It goes into three (3) different papers within seven (7) days. We get a quarter of a page presumably in color if we get it in early enough, for $325 for three (3) times. Jana Ransom — There are also community bulletin boards associated with Orange County Register, I believe the Pilot has one and certainly the Daily Voice which is a online publication. David Stiller moved to approve amount of $650 for advertising in the Daily Pilot and Orange County Register. Parker Wells seconded the motion. Motion carried. o Senior Advisory Committee (SAC) Bruce Garlich mentioned that the SAC meeting was moved to the Sun Room. What Bruce would like to do is ask Aviva Goelman and Judy Lindsay to give their comments and concerns about some of the things they would like to see altered or modified or done better. Let me repeat how I thought SAC was supposed to work. Key word is SAC advisory and the notion was that SAC would take on issues and try to deal with them at their own level. Judy Lindsay stated at the Executive Board meeting she was on the committee that did the strategic plan with Joan Weeks that put together the SAC group and the criteria for members and the criteria for what the SAC was meant to accomplish over the years. Judy feels that there hasn't been much positive movement that the same items that were discussed when she sat as liaison are still being discussed and questioned. VIII. PRESIDENT'S REPORT — Bruce Garlich None IX. EXECUTIVE DIRECTOR'S REPORT — Aviva Goelman o Spaghetti Dinner We have a spaghetti dinner this Friday, March 16th. Edwina Worsham did volunteer entertainment for this dinner but unfortunately because of Saint Patrick's Day weekend he is unavailable but we will have music. o Annual Campaign The letters will be going out later today or tomorrow. Aviva passed out to each Board member five (5) envelopes with the annual campaign letter and the Centers brochure. She left them unsealed so that they may put a personal note in them as well and give out to friends, acquaintance, or family. More are available. o Social Services CDBG 3R committee recommended a $5,000 cut for the Centers Social Worker for the next year. o Emeritus Classes Because of the state funding all our emeritus classes are being cut by Orange Coast Collage for the summer and that's eleven (11) slots. The Senior Center is working on keeping some going. All senior centers are suffering as well as the collages. I hope to work with Jana Ransom and work on some programs that we can work jointly here. The problem is that it is not going to be free like it is now. Page 2 of 3 X. CITY RECREATION REPORT — Jana Ransom and/or Donna Theriault Jana talked about partnership with the Center and that will go to council tonight and she is hoping for to get approval. There is cost involved depending where the class is held. This involves insurance, advertising etc. XI. REPORTS A. Financial Committee — Ron Frankiewicz None B. Board Development Committee — Mike Scheafer None C. Personnel Committee — Bruce Garlich None D. Coffee Club — Mary Anne Bane None E. Gift Shop — Carol Fortier The gift shop brought in $1,200. for the month of February. F. Senior Advisory Committee (SAC) — Arlene Flanagan Previously discussed G. Travel Department — Phyllis Daugherty Phyllis announced a new trip for Wednesday, June 2nd "A Culinary Tour of Little Saigon" with Chef Robert Danhi. XII. STRATEGIC PLAN COMMITTEES ■ Goal 1 Senior Involvement Team: Aviva Goelman, Judy Lindsay, Arlene Flanagan, Ashley Craig - None Goal 2 Improve Communications Between Board, Staff and Members Team: Patricia Linsky, Judy Lindsay, Parker Wells - None Goal 3 Become Proactive in Reaching Out to Community Groups & Integrate Programs That Are of Interest to Baby Boomers Team: Arlene Flanagan, Paul Flanagan, David Stiller David Stiller wants to get the names and address of the large local churches so that he could approach them and see if our new brochures could be placed there. Goal 4 Improve Marketing Strategies Team: Patricia Linsky, Judy Lindsay, Mike Scheafer - None Goal 5 Improve Fundraising Process and Performance Team: Bruce Garlich, Mike Scheafer, Aviva Goelman - None CLOSED SESSION: Change to the minutes. Take out XIII and put in closed session comments. The board unanimously approves the proposed Agreement with the City of Cost Mesa to be effective July 1 2010. NEXT BOARD MEETING WILL BE ON TUESDAY APRIL 20, 2010 AT 7:30 A.M. AT C.M.S.C. Page 3 of 3