TITLE
Recommendation to authorize City Manager, or designee, to execute an agreement with the Long Beach Unified School District for food preparation for the 2023 Summer Food Service Program, in an amount not to exceed $316,550; execute a sponsor/site agreement with the City of Signal Hill; and, execute any documents, including any necessary subsequent amendments to accept funds, implement, and administer the 2023 Summer Food Service Program, from June 20 through August 25, 2023; and
Increase appropriations in the General Grants Fund Group in the Parks, Recreation and Marine Department by $43,277, offset by grant revenue. (Citywide)
DISCUSSION
Since 1980, the Parks, Recreation and Marine Department (PRM) has operated a Summer Food Service Program that provides free lunches to low-income children, 18 years of age and under, who, in the absence of the program, would not receive their normal school lunches during summer vacation. The 2023 Summer Food Service Program (Program) is sponsored through a grant from the California Department of Education (CDE). In 2008, the City of Long Beach (City) applied for and was granted a permanent agreement to participate and receive funding from CDE, thus eliminating the annual grant application process. Because PRM coordinates with other agencies to administer the Program, City Council approval is required annually to execute agreements to allow them to operate under the Program. These agreements include an operational agreement with the Long Beach Unified School District (LBUSD) for the preparation and delivery of the lunches, and sponsor/site agreements with participating agencies for the distribution of the lunches. This year, lunches will be provided at 23 sites throughout Long Beach and one site in Signal Hill (Attachment).
Community organizations that participate in the Program are required to secure the necessary insurance as deemed appropriate by the City’s Risk Manager, and to comply with regulations set forth by CDE. As in the past, organizations that had previously participated were invited to be a part of this year’s Program. Each year, new agencies requesting information about the Program are also given the opportunity to participate.
The Program will run from June 20 through August 25, 2023. PRM’s payment to LBUSD, for food preparation and delivery is projected to be approximately $286,000 which represents a cost of $4.40 per lunch for an estimated 65,000 lunches served. Major funding for the Program will be provided by CDE, at a reimbursement rate of $4.87 for each meal served, which includes the cost of the meal, plus PRM’s operating costs eligible under the grant. The staffing level required to coordinate the Program is mainly funded through the grant; however, a $49,000 General Fund Group budgeted subsidy is required to augment current staffing levels at the park sites for Program operations and interdepartmental charges. Actual total Program cost may differ from the estimate, depending on the actual number of lunches served.
This matter was reviewed by Deputy City Attorney Anita Lakhani on February 16, 2023 and by Budget Operations and Development Officer Rhutu Amin Gharib on February 26, 2023.
TIMING CONSIDERATIONS
City Council action is requested on March 14, 2023, to allow sufficient time to execute the agreements prior to the beginning of the Program.
FISCAL IMPACT
The total Program cost is estimated at $365,550. Of that amount, California Department of Education will reimburse the Parks, Recreation and Marine Department in the amount of $316,550, based upon the reimbursement rate per meal served. Of the total grant award, $273,273 is currently budgeted in the General Grants Fund Group in the Parks, Recreation and Marine Department. An appropriation increase is requested in the amount of $43,277 in the General Grants Fund Group in the Parks, Recreation and Marine Department for the remainder of the grant award, offset by reimbursement grant revenue. The remaining administrative expense of $49,000 is ineligible for reimbursement under the grant and is funded by existing appropriation in the General Fund Group in the Parks, Recreation and Marine Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. This recommendation will result in a positive impact on jobs. A total of three temporary part-time jobs will be created for PRM staff for the duration of the Program.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BRENT DENNIS
DIRECTOR
PARKS, RECREATION AND MARINE
APPROVED:
THOMAS B. MODICA
CITY MANAGER