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HomeMy WebLinkAbout2381 - Snohomish County - Agreement - Senior CenterExhibit A A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 1 of 3 EXHIBIT A SPECIFIC TERMS AND CONDITIONS SENIOR CENTERS I. DOCUMENTS INCORPORATED BY REFERENCE In performing the services under this Contract, the Agency shall comply with the Senior Center Standards and Self-Assessment Workbook: Guidelines for Practice, 1990 Edition, National Council on the Aging, incorporated by reference and maintained on file at Snohomish County Human Services Long Term Care & Aging, hereinafter referred to as “County.” II. REPORTING REQUIREMENTS The Agency shall submit required reports (electronic submission preferred) on a format supplied or approved by the County. The County may withhold payment until receipt of overdue reports. Report Titles Due Date Senior Center Quarterly Report: Unduplicated Participants, Volunteer Hours and Large Events 15th of the month following the reporting quarter 2021 Opioid Education Outreach Report January 31, 2022 All regularly published and mailed senior center newsletters, brochures, and other documents that detail programs/services When printed and/or published III. HOURS OF SERVICE The Agency shall be open and provide services during normal business hours of 10:00 a.m. through 3:00 p.m. Monday through Friday. IV. REIMBURSEMENT In addition to the Reimbursement Procedures in Section XXXII of the Basic Terms and Conditions agreement, the Agency shall submit monthly requests for reimbursement based on program expenses and be accompanied by monthly expenditure reports showing line item expenditures corresponding to the attached Exhibit C, Contract Budget or amended Exhibit C. Exhibit A A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 2 of 3 V. TRAINING REQUIREMENTS The Agency shall establish a training plan for all employees performing services under this Contract. The plan shall provide for orientation of new employees and ongoing in-service training for continuing employees. The training must be provided by qualified persons and will include either formal training sessions or on- the-job training. The dates and topics of training received shall be documented in a central file or in the personnel files of all employees who have received the training. VI. EMERGENCY PROCEDURES A. The Agency shall establish written procedures to be followed in the event a client becomes ill or is injured while at the Agency senior center or if staff is at the client’s home. The plan must be thoroughly explained to staff and volunteers. B. The Agency shall have a plan for serving clients during periods when normal services may be disrupted. Disruption to normal services may include earthquakes, floods, snowstorms, and other natural disasters. Particular attention should be made for those clients who are most at risk. 1. When services are delivered at the Agency senior center, the plan will include contact information for high-risk clients, a list of emergency services, and stores of emergency provisions. 2. When services are delivered off site, the plan will include contact information for high-risk clients. VII. CLIENT GRIEVANCE PROCEDURES Written information regarding Grievance Procedures shall be posted in the Agency senior center in a location readily visible to clients. VIII. INTERAGENCY COORDINATION The Agency shall identify agencies with whom it has regular relationships and whose activities provide a substantial impact upon the delivery of services under this Contract. The Agency shall negotiate and execute working agreements with these agencies to assure coordinated services and appropriate referral procedures. IX. STAFF REQUIREMENTS The Agency shall retain sufficient qualified staff (paid or volunteer) to perform the following services: Exhibit A A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 3 of 3 A. Administration and staff supervision; B. Accounting; C. Clerical services; and D. Custodial services. X. NONDISCRIMINATION In addition to the provisions contained in Section XVII of the Basic Terms and Conditions agreement referenced on the Contract face page, the following terms apply: The Agency and any subagencies shall comply with International Building Code Requirements for Barrier-Free Accessibility, WAC 51-50-005, as amended. The Agency and subagencies shall provide barrier-free access to and egress procedures from facilities, meeting places, and structures that will enable the use of all programs and services for the disabled community. XI. MONITORING AND EVALUATION The Agency shall cooperate with the County in monitoring activities of senior center operations annually or as deemed appropriate by the County. XII. ENTIRE AGREEMENT This Contract, including all documents attached to or incorporated by reference, contains all the terms and conditions agreed upon by the parties. No other understandings or representations, oral or otherwise, regarding the subject matter of this Contract, shall be deemed to exist or bind the parties. Exhibit B A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 1 of 2 EXHIBIT B STATEMENT OF WORK SENIOR CENTERS I. SERVICE DEFINITION The Agency shall operate or provide for the operation of a senior center. A senior center is a community facility where Snohomish County residents, age 55 and over, come together for services and participate in activities that reflect their experience and interests, enhance their dignity, support their independence and encourage involvement in and with the senior center and the community. II. MINIMUM SERVICE REQUIREMENTS The Agency shall meet the minimum service requirements described below: A. Reports The Agency shall promptly submit all required reporting forms completed in prescribed detail on the dates set forth in Exhibit A, Specific Terms and Conditions. The County may withhold payment until receipt of overdue reports. B. Unduplicated Participants The Agency shall provide programs, services and activities to a minimum of 250 unduplicated participants per year. An unduplicated participant is an eligible participant who is counted only once during a funding year without regard to how many direct services and activities the participant engages in. C. Quarterly Reports The Agency shall submit Quarterly Reports, in a report form supplied by the County, that document verifiable unduplicated participant data and total volunteer hours for the quarter. To be eligible as a participant, a person must be a Snohomish County resident, aged 55 or older, who has signed in and participated in a center-sponsored activity and for whom the Agency has a name, date of birth and/or age, and address. The Agency shall also report data for large and/or special events held at the senior center. Exhibit B A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 2 of 2 D. Opioid Education Outreach Activities In collaboration with the County, the Agency shall promote public awareness of opioid educational trainings and/or presentations to senior center members and the community. Opioid educational trainings and/or presentations shall be provided or approved by the County and shall take place virtually using Zoom or another video conferencing platform. 1. The Agency shall, at a minimum, deliver the following opioid education outreach activities: a. Messaging of scheduled trainings and/or presentations in senior center newsletters, flyers, website, email, etc. The County shall notify the Agency of scheduled training and/or presentation opportunities. b. Publish opioid abuse prevention curriculum provided by the County in the Agency’s senior center newsletter or other publications approved by the County two (2) times during the Contract period. 2. Opioid Education Outreach Report The Agency shall maintain documentation of outreach activities delivered and submit electronically in a report form supplied by the County no later than January 31, 2022. E. Snohomish County Senior Center Standards The Agency shall organize and operate the senior center in compliance with the attached Exhibit M, Snohomish County Senior Center Standards, which are derived from the National Council on Aging and National Institute of Senior Centers accreditation standards. F. Council on Aging Senior Center Committee The Agency shall send a representative to scheduled Council on Aging Senior Center Committee meetings. AGENCY NAME: 1/1/2021 to 12/31/2021 AMOUNT AMENDMENT TOTAL AMOUNT 7,500$ 7,500$ 7,500$ 7,500 - - - - 15,000$ -$ 15,000$ MATCHING RESOURCES: TOTAL MATCHING RESOURCES: -$ %N/A AMOUNT: OTHER PROGRAM RESOURCES (Identify): AMOUNT TOTAL OTHER RESOURCES: -$ REVENUE SOURCE FUNDING PERIOD EXHIBIT C CONTRACT BUDGET - COST REIMBURSEMENT SENIOR CENTERS CONTRACT PERIOD: FUNDS AWARDED UNDER CONTRACT: City of Marysville / Ken Baxter Community Center County General Revenue 1/1/2021 - 12/31/2021 1/10th of 1% Sales Tax 1/1/2021 - 12/31/2021 N/A SOURCE FUNDING PERIOD MATCH REQUIREMENTS FOR CONTRACT: TOTAL FUNDS AWARDED: Exhibit C A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 1 of 4 FUND SOURCE FUND SOURCEFUND SOURCEFUND SOURCEFUND SOURCEFUND SOURCECounty General Revenue1/10th of 1% Sales TaxSalaries/Wages 7,500$ 7,500$ 15,000$ Benefits- Supplies/Minor Equip.- Prof. Services- Postage- Telephone- Mileage/Fares- Meals- Lodging- Advertising- Leases/Rentals- Insurance- Utilities- Repairs/Maint.- Client Flex Funds- Client Rent- Printing- Dues/Subscrip.- Regis./Tuition- Machinery/Equip.- Administration - Indirect- Occupancy- Miscellaneous- Misc. Construction- Acquisition- Relocation- - TOTAL 7,500$ 7,500$ -$ -$ -$ -$ 15,000$ -$ -$ EXPENDITURES CATEGORYTOTALMATCHING RESOURCESOTHER RESOURCESExhibit CA-21-75-03-200City of Marysville / Ken Baxter Community CenterPage 2 of 4 AMOUNT 15,000$ 15,000$ TOTALEXPENDITURE NARRATIVESalaries/WagesNARRATIVE (provide justification describing each category supported with funds awarded under this contract) See Salaries-Wages Detail.CATEGORYExhibit CA-21-75-03-200City of Marysville / Ken Baxter Community CenterPage 3 of 4 POSITION FUND SOURCE % OF TIME TO FUND SOURCE TOTAL MONTHLY MONTHLY CHARGE TO FUND SOURCE # OF MONTHS TOTAL CHARGE TO FUND SOURCE Community Center Manager Revenue, 1/10th of 1% Sales Tax 100.00% $1,250 $1,250 12.00 $15,000 TOTAL: $15,000 NOTE: Above figures may reflect rounding DETAIL SALARIES / WAGES Exhibit C A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 4 of 4 Exhibit I A-21-75-03-200 City of Marysville/Ken Baxter Community Center Page 1 of 2 EXHIBIT I MAJOR INCIDENT REPORTING POLICIES AND PROCEDURES SENIOR CENTERS I. POLICY A. The Agency must report suspected abuse, abandonment, neglect, self- neglect, exploitation and financial exploitation of vulnerable adults or children immediately to DSHS Adult Protective Services (APS) at 866-221-4909 or Child Protective Services (CPS) at 866-363-4276 per RCW 74.34 and RCW 26.44. If the person you suspect is being abused or neglected is living in a nursing home, assisted living facility, or adult family home, call the DSHS Complaint Resolution Unit Hotline at 800-562-6078 or submit an online report. B. The Agency must report major incidents as outlined below to the County, in addition to any other mandated reporting authorities, within one business day from when the Agency becomes aware of the incident. When personal safety is at stake, reporting should occur as soon as the safety of all persons is assured and all necessary emergency measures have been taken. This refers specifically to County contracted services. 1. Death, disappearance, or significant injury requiring hospital admission of a client when suspicious or unusual; 2. Major disruption of a County contracted service; 3. Any event involving known media interest or litigation; 4. Any violent act to include rape or sexual assault, as defined in RCW 71.05.020 and RCW 9.94A.030, or any homicide or attempted homicide committed by a client or Agency staff; 5. Confidential data loss that would potentially compromise the security or privacy of confidential information held by the County or the Agency; 6. Any breach or loss of client data in accordance with HIPAA regulations; and 7. Credible allegations of fraud committed against the Agency by staff or volunteers. Exhibit I A-21-75-03-200 City of Marysville/Ken Baxter Community Center Page 2 of 2 C. If the County becomes aware of major incidents as described in Section I. B., which may not be known by the Agency, the County will report the incident to the Agency’s management within one business day of when the County becomes aware of the incident. D. Each Agency must distribute the Major Incident Reporting Policies and Procedures to all of its employees. II. PROCEDURES A. Agencies will establish a written policy on procedures to follow in reporting major incidents to the County, with clearly delineated chain of command. B. Major incidents as described in Section I.B. must be reported by phone or email to the LTCA supervisor or County division manager. The report must include the following: 1. A description of the issue; 2. Relevant background; 3. Agency actions or recommendations; and 4. Follow up if needed to close out the issue. Exhibit M A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 1 of 4 EXHIBIT M SNOHOMISH COUNTY SENIOR CENTER STANDARDS I. PURPOSE A senior center shall: A. Present a mission statement consistent with the National Council on Aging (NCOA) and National Institute of Senior Centers (NISC) senior center definition and philosophy. B. Use a written planning document with goals, objectives, and action plans based on its mission. II. COMMUNITY A senior center shall: A. Participate in cooperative community planning, establish service delivery arrangements with other community partners, and serve as a focal point in the community. B. Provide information and referral services at the senior center. III. GOVERNANCE A. A senior center shall be organized to create effective relationships among participants, staff, governing structure, and the community in order to achieve the senior center’s mission, goals and objectives. B. A senior center's governing structure shall be organized to operate efficiently and effectively. C. The governing structure shall have written documents that define and establish procedures for the following (must have a minimum of 8): 1. Qualifications for membership in the governing structure; 2. Election and tenure of office; 3. Specification of officers' duties; 4. Regular and special meetings; Exhibit M A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 2 of 4 5. Committees; 6. Parliamentary procedures for the conduct of meetings; 7. Quorums; 8. Recording of minutes; 9. Amending of written documents; 10. Securing of funds; and 11. Dissolution of the organization (if needed). D. The governing structure shall perform or delegate the following responsibilities: 1. Hold regular meetings and make minutes available to interested individuals; 2. Formulate, and regularly review, senior center mission, goals and objectives; 3. Establish policies and procedures and maintain standards of operation; 4. Regularly evaluate senior center’s activities and services; 5. Adopt and implement an annual budget, receive financial reports, make contracts, and arrange for an annual independent audit per the Basic Terms and Conditions, Section XXXIV, Audit Requirements; 6. Employ a chief administrative person and delegate authority to that person for management of daily affairs in accordance with center policies and procedures; 7. Secure physical facilities; 8. Coordinate senior center’s program with other agencies to ensure provision of adequate services for older adults in the community; 9. Plan and carry out public information activities; and 10. Establish a participant organization and, if possible, arrange for its representation on the governing structure. E. Committees have clearly defined responsibilities. They consist of designated members who regularly meet, document minutes, and make them available to the governing structure and other members of the senior center. Exhibit M A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 3 of 4 IV. ADMINISTRATION AND HUMAN RESOURCES The senior center shall have clear administrative and human resources policies and procedures in place that contribute to the effective management of its operation. It shall be staffed by qualified personnel, paid and volunteer, capable of implementing its programs. V. PROGRAM PLANNING A. As part of a comprehensive community strategy to meet the needs of older adults, senior centers offer services and activities within a senior center, outside the center, and link participants with resources offered by other agencies. Senior center programs consist of a variety of individual and group services and activities that include, but are not limited to, the following: 1. Health and wellness; 2. Arts and humanities programming; 3. Intergenerational programs and activities; 4. Employment assistance; 5. Information and referral services; 6. Social and recreational activities; 7. Transportation services; 8. Volunteer and civic engagement opportunities; 9. Educational opportunities; 10. Financial and benefits assistance; and 11. Meal and nutrition programs. B. Senior centers shall provide a minimum of twelve (12) different programs and activities. Programs and activities must be provided in at least six (6) different categories listed above. The same program/activity may not be used for multiple categories. VI. EVALUATION A. The senior center shall have appropriate and adequate arrangements to evaluate and report on operations and programs on a regular basis. Exhibit M A-21-75-03-200 City of Marysville / Ken Baxter Community Center Page 4 of 4 B. The senior center shall demonstrate an understanding and implementation of evaluations to seek outcome-based measurements. VII. FISCAL MANAGEMENT The senior center shall practice sound fiscal planning and management, financial record keeping, and reporting including: A. Preparation and publishing of an annual budget document; B. The senior center’s budget, accounting, and financial reporting practices conform to an appropriate and accepted accounting standard; and C. Liability insurance coverage for assets, staff, participants, volunteers, and governing structure. VIII. RECORDS AND REPORTS A. The senior center shall keep complete records required to operate, plan, and review its programs including: 1. Standardized participant records; 2. Program records and reports on services and activities; and 3. Confidentiality policy limiting access to certain records and files. B. The senior center shall regularly prepare and circulate reports to inform its governing structure, participants, staff, funders, and the public about all aspects of its operation, program, and services. IX. FACILITY A. A senior center shall make use of facilities that promote effective program operation and provide for the health, safety, and comfort of participants, staff, and community. B. A senior center provides barrier-free access in accordance with applicable laws.