TITLE
Recommendation to authorize City Manager to execute an agreement with the Long Beach Unified School District for food preparation for the 2016 Summer Food Service Program, in an amount not to exceed $354,772; execute sponsor/site agreements with the City of Signal Hill and nonprofit organizations; and execute any documents, including amendments, necessary to accept funds, implement and administer the 2016 Summer Food Service Program. (Districts 1,2,4,5,6,7,8,9)
DISCUSSION
Since 1980, the Department of Parks, Recreation and Marine (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 lunches during summer vacation. The 2016 Summer Food Service Program (Program) is sponsored through a grant from the California Department of Education (CDE). While the City of Long Beach (City) offers the Program at numerous City sites, City Council approval is required to execute several agreements with other agencies in order 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, including nonprofit agencies, for the distribution of the lunches. Lunches will be provided at 35 sites throughout Long Beach and two sites in Signal Hill (Attachment). During the 2008 Summer Food Service Program application process, the City applied for and was granted a permanent agreement to participate and receive funding from the CDE, thus eliminating the annual grant application process.
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 the CDE. As in the past, organizations that had previously participated will be 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 2016 Program will run from June 20, 2016 through August 24, 2016. PRM’s payment to the LBUSD, for food preparation and delivery, is projected to be approximately $354,772, which represents a cost of $2.84 per lunch. Major funding for the Program will be provided by the CDE, at a reimbursement rate of $3.69 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 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, and PRM is expecting an increase in participants from FY15.
This matter was reviewed by Deputy City Attorney Linda T. Vu on February 24, 2016 and by Budget Management Officer Victoria Bell on February 26, 2016.
TIMING CONSIDERATIONS
City Council action is requested on March 22, 2016, to allow sufficient time to execute the agreements prior to the beginning of the 2016 Summer Food Service Program.
FISCAL IMPACT
The total Program expenditures for staff, food and supplies is estimated at $444,065. Of that amount, it is anticipated that the CDE will reimburse PRM $395,065, based upon the reimbursement rate per meal served. Sufficient funding for the Program is currently budgeted in the General Grants Fund (SR 120) in the Parks, Recreation and Marine Department (PR). The remaining administrative expense of $49,000 is ineligible for reimbursement under the grant and is funded by existing appropriation in the General Fund (GF). The 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,
STEPHEN P. SCOTT
INTERIM DIRECTOR OF PARKS, RECREATION AND MARINE
APPROVED:
PATRICK H. WEST
CITY MANAGER