HomeMy WebLinkAboutAdopt Resolution No. 2018-38 authorizing City staff to apply PRDvED 17-0
*_ City of Huntington Beach
File #: 18-098 MEETING DATE: 6/18/2018
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Marie Knight, Director of Community Services
Subiect:
Adopt Resolution No. 2018-38 authorizing City staff to apply to the Orange County
Transportation Authority (OCTA) for a Federal Transit Section 5310 Program Grant
Statement of Issue:
There is a need for City Council to adopt a resolution to accompany the application for an Orange
County Transportation Authority (OCTA) Program Grant to purchase replacement accessible vans
and related equipment to transport elderly and physically challenged persons.
Financial Impact:
The approximate total value of the grant, if received, will be $253,000. Of this, approximately
$202,400 would be grant funds, with a local match requirement of 20%, totaling approximately
$50,600. The Huntington Beach Council on Aging (HBCOA) has committed to loaning the 20% match
per their board meeting on May 3, 2018, (minutes attached, see item #11). Due to an impacted
timeline for the application process from the granting agency and a need for a match commitment
before there was adequate time to discuss options other than a loan with the HBCOA Board, the
HBCOA has agreed to work with City staff to explore the loan payback terms and options ranging
from collaborative fundraising, up to and including forgiving part or all of the loan. No need for
General Funds is anticipated at this time.
Recommended Action:
Adopt Resolution No. 2018-38, "A Resolution of the City Council of the City of Huntington Beach
Authorizing City Staff to Apply to the Orange County Transportation Authority for a Federal Transit
Administration Section 5310 Program Grant to Purchase Accessible Vans and Related Equipment to
Transport Elderly and Physically Challenged Persons."
Alternative Action(s):
Do not approve resolution authorizing City Staff to apply to the OCTA Program Grant to purchase
replacement accessible vans and related equipment to transport elderly and physically challenged
persons and direct staff accordingly.
Analysis:
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File #: 18-098 MEETING DATE: 6/18/2018
There is a need for Community Services to replace vehicles and other equipment in order to meet the
increasing demand to transport senior citizens to and from their residences to locations within the
Huntington Beach community. The "Surf City Seniors on the Go!" Program transports seniors to
medical appointments, shopping centers, social services, and the senior center. Funds are needed
to replace three vehicles nearing the end of their functional life, and upgrade transportation software
to increase safety and efficiency. The estimated costs for vehicle replacements and related charges
are: $63,000 for one small bus (8 accessible seats, and 2 wheelchair), and two medium buses (12
accessible seats, and 2 wheelchair) at $70,000 each. The upgraded software system will cost
approximately $50,000. The software will help eliminate the need for costly GPS tracking and push-
to-talk radios, while increasing safety and routing efficiency.
The City of Huntington Beach has the opportunity to apply for the Federal Transit Section 5310 Grant
Program, which is now administered through OCTA as the Orange County Enhanced Mobility for
Seniors and Disabled (EMSD) Grant Program. In order to qualify to receive funds, the Community
Services Department needs to provide proof of the approval of a Resolution by City Council.
As a requirement for the grant, Community Services staff sent letters via registered mail to several
nonprofit and municipal agencies (copy of notice attached). The purpose of this notice is to inform all
interested persons or private, nonprofit providers of the opportunity to express support or opposition
on the proposed grant application and proposed use of said grant during public comments at the
June 18, 2018, City Council meeting.
Another requirement of the grant is a 20% local match to the Federal Funds. This is not an annual
grant and the timing of the release of this next round of funding was not anticipated as part of the FY
2018/19 budget so the current Senior Center budget does not allow the ability for the City to provide
the match. The HBCOA was approached and agreed to a loan or donation of this 20% match of j
approximately $50,600. Unfortunately, the application timeline for this grant did not provide adequate
time to explore options for this match outside of an initial loan by the HBCOA. However, the Board
expressed clear support to work together with the staff on joint fundraising opportunities that could be
used to repay the loan over time. Community Services staff will report back to City Council with a
final determination of the match funding plan upon approval and acceptance of the grant. The need
for General Funds is not anticipated at this time.
Environmental Status:
Not applicable
Strategic Plan Goal:
Improve quality of life
Attachment(s):
1. Resolution No. 2018-38, "A Resolution of the City Council of the City of Huntington Beach
Authorizing City Staff to Apply to the Orange County Transportation Authority for a Federal
Transit Administration Section 5310 Program Grant to Purchase Accessible Vans and Related
Equipment to Transport Elderly and Physically Challenged Persons"
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File #: 18-098 MEETING DATE: 6/18/2018
2. HBCOA Meeting Minutes, 05/03/2018
3. Copy of Notice of Public Meeting
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RESOLUTION NO. 2018-38
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
AUTHORIZING CITY STAFF TO APPLY TO THE ORANGE COUNTY
TRANSPORTATION AUTHORITY FOR A FEDERAL TRANSIT
ADMINISTRATION SECTION 5310 PROGRAM GRANT TO PURCHASE
ACCESSIBLE VANS AND RELATED EQUIPMENT TO TRANSPORT ELDERLY
AND PHYSICALLY CHALLENGED PERSONS
WHEREAS, the Federal Transit Administration, through its Section 5310 Program,
provides capital grants to nonprofit organizations and qualifying public agencies for the purchase
of accessible vans, busses and related equipment to meet the transportation needs of the elderly
and physically challenged;
The City of Huntington Beach ("City") through its Community Services Department,
maintains an on-going program (Surf City Seniors on the Go!) for transporting elderly and
physically challenged persons to and from their residences to such places as doctors' offices,
shopping centers and stores, social services offices and the City's Senior Center in Central Park;
There is a need for the City to obtain newer and more modern transportation vehicles and
computer software in order to continue effectively offering this heavily utilized program;
The Orange County Transportation Authority administers the above-described federal
transportation grant program;
According to City staff, there are no private, nonprofit transportation agencies readily
available to carry out the Senior Transportation Program currently provided by the City;
City staff has recommended to the City Council that the City apply to the Orange County
Transportation Authority for a Section 5310 Program grant in order to buy 3 vehicles and
software for its Senior Transportation Program; and
NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby
resolve to authorize City Staff to apply to the Orange County Transportation Authority for a
Federal Transit Administration Section 5310 Program Grant to purchase accessible vans and
related equipment to transport elderly and physically challenged persons.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 18th day of Jung , 2018.
Ngwjw�r —
Mayor
REVIE D APPROVED: APPROVED
City PfinVi ity ttorney v
ITIATED AND APPROVED:
Director�of Commuty
Services
18-6524/18081/MV 1 ',
Res. No. 2018-38
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, ROBIN ESTANISLAU, the duly elected, qualified City Clerk of the
City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do
hereby certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at a Regular meeting thereof held on June 18, 2018 by the following vote:
AYES: O'Connell, Semeta, Peterson, Posey, Delgleize, Hardy, Brenden
NOES: None
ABSENT: None
RECUSE: None
City Clerk and ex-officio Clerk of the
City Council of the City of
Huntington Beach, California
Huntington Beach Council on Aging
Board Meeting Minutes
Senior Center in Central Park
Date: May 3, 2018
In Attendance: Bob Allen, Jules Hooper, JD Miles, Susan Montoya, Carolyn Allen, Ellen
HopeKearns, Judy Osuna, Debbie Killey, Phil Smith, Shelly Vrungos, Bob Polentz, Patti Cody,
Martha Nishida, Celine Keeble, Don MacAllister, Don Gay, Ed Pinchiff, Francine Mullee.
Staff: Kellie Cairns, Randy Pesqueira, Chris Slama.
Honorary Board: Bob Dettloff.
Volunteer: Grace Mayeda.
Guest: Marie Knight, Community Services Director, City of Huntington Beach; Molly Uemura,
Events Specialist, SCICP; Pat Tensfield, Hoag Hospital; Joanna R. Jones, CEO Alzheimer's
Family Services.
Excused: Adrai Thomke, Kristen Christophersen , Beth Hambelton, Cathy Meschuk. Robert
Sax,MD. Beatrice Wiest.
1. Call to Order: Ed Pinchiff.
2. Pledge of Allegiance: Ed Pinchiff.
3. Invocation: Ed Pinchiff.
4. Approval of the Agenda: Motion, Don MacAllister, second, Bob Allen.
5. Approval of the Minutes: Motion, Don Gay, second, Bob Allen.
6. Presidents Report: Ed Pinchiff. -
a. Welcome to guest Joanna Richardson Jones, CEO of Alzheimer's Family Services Center.
Joanna Thanked HBCOA for the years of support thus far. Noted is the increase of Alzheimer's
patients and how AFC maintains a 5:1 ration of aids to patients. A second Healthy Brain Fair
is planned for May 19, from 8 am to 1:pm. Attendance is expected to be up from last year.
Many vendors will be present and screenings will double over last year. A second campus has
opened in Mission Viejo and is fully staffed. Flyers were passed out and parking at St. Jude
with shuttle bus will assist moving people in and out was noted.
b. Introduction of guest: Molly Uemura; Events Specialist SCICP introduced by Randy. She will
be the liaison to the Board concerning events at the SCICP full time. Welcome Molly!!
Marie Knight, Community Services Director expressed her support and Thanks to HBCOA
for the continuing works on behalf of HB's senior community.
Welcome to Pat Tensfield, also representing Hoag Hospital.
c. Guest Speaker: None.
d. As noted on the Agenda: On April 14, HBCOA along with Orange County Realtors and
Republic Services sponsored another free SHRED Event. Thanks all, JD Miles and Teri and
volunteers who participated.
April 20: "Spring Fling Dance" was well attended by over 200. HBCOA hosted with cosponsor
MemorialCare Orange Coast Medical Center. Thanks You volunteers and Beth Hambelton
who was our MC and to Staff! A very successful event!
April 28, Annual Volunteer Appreciation Barbecue was well attended. Thanks to Volunteers
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and staff for making the events a great success.
7. Announcements:
a. Reminder; All Board members to reach out for auction items for the June HBCOA Golf
Tournament.
b. Thanks to staff, volunteers and Board members who help prepare the Outlook for mailing.
4 th Thursday of each month, 8:30. Board members encouraged.
c. Thanks to Sue Noden for Board Meeting refreshments. Outstanding job!
d. Reminder: committee reports or other items for the agenda. Please submit to Beatrice
Wiest, (bwiest@hbcoa.org)
e. Father Christian Mondor: Fr. Christian Mondor, ofm, has passed from this world to the next.
He loved life to the fullest and the people to whom he ministered, fighting to stay with them until the
very end on April 25, 2018, two days before his 93rd birthday. He died with vision of mind and body
unabated and with the holy oils of Mother Church still wet upon his forehead and hands. His final
words were "Keep working." He was, from first to last, a Franciscan priest and a man of God. May he
rest in peace.
Funeral Arrangements
• Thursday, May loth,from 4:00 p.m.to 6:30 p.m. Rite of Reception at the Church(with Viewing)
• Thursday, May loth, at 7:00 p.m. Vigil
• Friday, May 11th,at 2:00 p.m. Funeral Mass, a reception follows in Colman Hall
Interment will be at Old Mission Santa Barbara at a date and time to be announced.
In lieu of flowers, please consider donating to the parish of Sts. Simon&Jude Catholic Church in honor of the Fr. Christian Mondor
Plaza. Later this year the plaza will be formally dedicated to our beloved Fr. Christian, ensuring that the man who welcomed and
reached out to so many will continue to welcome and reach out to generations more.
Father Mondor served on the HBCOA Board for at least 2 years and was extremely active in the HB
community.
8. Executive Board Meeting Minutes
Forwarded as an email
9. HBCOA Upcoming Events: Martha Nishida -
New schedule is published and changes will be made periodically. 5/8 Tuesday, Sands
registration begins. Coffee and donuts will be offered free. Representation from the Board
would be good!
5/11 — Friday - Quarterly Luncheon Business meeting set for 11;00AM. Volunteers needed
early on.
5/29-Tuesday- Executive Board Meeting, 3:00 pm Budget mtg to follow @ 4:00pm.
10. Unfinished Business:
a. As noted in the agenda: Exec Board recommends the following language concerning the
circumstances under which HBCOA might consider sponsoring events by other non profits
or organizations: HBCOA may financially sponsor or support events by other third party
non profit organizations at the discretion of the HBCOA Board of Directors when such
sponsorships provide a benefit to HBCOA or seniors in the local community. Motion by
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Don MacAllister to place said language on the floor for discussion. Discussion ensues:
Bob Allen notes that to sponsor is beyond the scope of the mission. Marketing value
of a support issue discussed.
One word "support" noted as being adequate, whether financial or not, being present and
volunteering will always be appreciated.
Reciprocity, yes ! The Lions Club assisting with the pancake breakfast, Assistance League
always in support of our activities and more.
To make this topic a line item in the budget is discussed as favorable. Support one group a year
also discussed. Keeping the topic motion in general terms is favorable and dropping the
"sponsor" term in favor of "support" generally accepted .
Modified motion now reads-- HBCOA may financially support events by other third party
non profit organizations at the discretion of the HBCOA Board of Directors when such
sponsorships provide a benefit to HBCOA or seniors in the local community. Motion passes.
11. New Business: "Transportation Funding Opportunity" Information handout.
a. HBCOA financial support for a grant by the City of HB to the Orange County Transportation
Authority's (OCTA) new Orange County Enhanced Mobility for Seniors and Disabled
(EMSD) Grant Program. Randy described the 5310 grant program and its history with our
senior transportation program. This year the time seems constrained and a motion to loan
City $52,000 is discussed. Safety of vehicles is discussed so the City can replace some of the
aging vehicles. Funding availability discussed. Motion by Phil Smith: HBCOA approve
a loan of approximately $52,000 to the ESMD/OCTA Grant Program, 20% matching funds.
Don MacAllister second, Motion approved.
12. CFO/Treasurer's Report: Ed Pinchiff -
Question: Haskel Grant #30800. Clarification in question.
Page 4 of budget CD's update needed on roll overs?
13. City Council Report: No report.
14. Community Services: Chris Slama-
Thanks to HBCOA for the funding loan for the transportation program and for funding the
part time Care Manager. Approval goes to the City Council soon..
Great to see a successful Volunteer Appreciation Luncheon run so smoothly. Welcome Kellie!
And a Thanks for the Sands Registration day set up planned with coffee/donuts,etc.
15. CSL: (state) Don MacAllister-
Elections for new representatives coming up and a need for new personnel is needed. Don is
retiring out of the program. SCAC is where you can get started.
16. SCAC: (county) Don Gay -
A Health Care and nutrition specialist spoke on subject of the need for an Advanced Health
Care Directive and end of life directives. All necessary or the state becomes involved.
17. HB Coordinating Council: Ed Pinchiff -
As noted on the Agenda:
a. Assistance League Luncheon "Treasures by the Sea", May 5 @ HB Hyatt Hotel.
b. HB Shipley Nature Center Open House, May 5.
c. Annual Derby Day Fundraiser, May 5 HB Central Park Equestrian Center.
d. Alt Med Annual Duck-A Thon ,May 18-20 , HB Pier and Plaza.
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e. Annual Memorial Day Ceremony, May 28 HB Pier and Plaza hosted by American Legion
Post133.
f. HB Concours d'Elegance on June 2-3, HB Central Park.
g. Wags N Wine, June 17, at HB Pasea Hotel raising funds for. Waggin' Trails Rescue
Foundation.
18. Senior Services Executive Director's Report: Randy Pesqueira- report at meeting.
SeniorSery Lunchs continue at around 95 per day compared to 30 -40 at Rogers Center.
Parking become problem with the many activities on going on certain days. Use of trans
portation system could help reduce the problem. Parking discussed at length!
Young At Heart Band to dedicate performance to Father Mondor on June 5.
Assistance League Fashion Show noted and coming up.
Parking discussions continue. Center closed on May 28, Memorial Day.
Aging America Conference report is forth coming!
19. Standing Committee Report:
a. Golf:
The next golf committee meeting is on May 16 at 3:00 in the conference room. We have had wonderful
response to our donation mailing, but still need Board support. Many thanks to Beverly, Susan and Ashley for
their hard work.
The second sponsor mailing was sent out last week, and another golf invitation mailing was sent out yesterday.
At the current time we have sponsorships as follows: Title/ First Bank & Banc of California Tournament/
Clearinghouse CDFI
Banner + Towels/ Hoag Medical Group Banner + Wine?/Antis Roofing 6 Tee/Green/Timothy Ryan (2) JD
Miles, Teri Miles, Carol Settimo, Round Table Pizza. It would be greatly appreciated if all Board members
would recruit sponsors and golfers.
If you are available to volunteer the day of the tournament, please see Kelli. She is currently working on
scheduling volunteers for the day.
b. Community Festival (Senior Saturday): No report.
c. Budget: No Report.
d. Marketing/Facebook: JD Miles - As noted in the agenda.
I ) On 4/14 HBCOA Marketing and OC Association of Realtors and Republic Services and SCICP
conducted a SHRED event. 460 cars filled 2 shredding trucks along with four dumpsters. A most
successful event and Thanks to Bev, Sue and all the volunteers. Debbie Killey volunteers to take
lead for future SHRED events. Next year possibly on May 4, 2019.
Ii ) The Marketing Committee in conjunction with HB Fire Dept's Senior Home Inspection Program
(Project SHIP). The California Resources Corporation issued to HBCOA a check for $15,000 to
purchase smoke and CO2 alarms for HBFD's Project ship. HBCOA will purchase the alarms and
deliver them to HBFD along with a 10 yr. Battery.
Iii) Project SHIP volunteers conduct free home safety inspections for seniors in the city. An HB
resident and 60 years of age will receive a free smoke alarm with 10 yr. Battery. While supplies last.
e. Board Membership: No report.
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f. Website: Don MacAllister/Celine Keeble-
Site is doing well and speed has increased. Photo Contest planned. Amateur photographers are
ask to submit one photo. Up to 100 entries are hoped for representing many aspects of life.
Top 10 will be judged by a professional.
Deadline is Sept 10. Photos will be displayed at a Gallery SCICP event.
Sorry! Board members may not enter!!!!
g. Resource Development Committee: Susan Montoya - As noted on the agenda.
Next meeting 5/16 @ 2pm. No meeting in April.
Follow up items include delivery to HBCOA of the interview —style collateral piece between
City of HB, Hoag and HBCOA. Review of final version was approved. Next step is to craft a short
article for the Outlook and connect a hyperlink to the HBCOA website and Orange County
Community Foundation. More updates in May/June.
We are still looking for our first donor and would encourage all Board members to openly discussed
the HBCOA Endowment with all contacts.
h. Strategic Planning Oversight Committee: Ed Pinchiff -
Assignments and chairpersons positions are under review..
1. Travel: Ellen Hope Kearns- More details reported on the agenda.
I) April 12`h, Thursday. The Living Desert Zoo and Gardens. Forty five passengers enjoyed the tour.
During the bus ride a brief history of key projects and work accomplished at Living Desert was
provided. A 2 hour tram tour of the zoo ,gardens and recently opened veterinary hospital was enjoyed.
ii) April 29, A Ride Down Memory Lane. A tour of the Automobile Driving Museum enjoyed by
54 passengers.
Iii) Note: A tour has been added to June schedule. The Lavender and Lincoln: Lavender Festival and
Lincoln Memorial Shrine tour set for June 15, Friday. Tour coincides with the Lavender
Festival at the historic Highland Springs Ranch & Inn in Cherry Valley. Please refer to
announcements in the Travel Resource Room for details.
i
i
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20. Provider Sector:
a. Alzheimer's Family Services: Judy Osuna -
A Healthy Brain Fair is set for May 19, 8 — 10 am at Alzheimer's Family Center. Increase memory
screenings will be provide along with brain health, caregiver resources and free first aid kits to the
first 150 attendees. Lunches are provided. Memory Screenings on Tuesdays .
Mind Boosters program is set for June 8 at Land Mark from 10am to 1 pm.
b. Hoag Hospital: Orange County Vital Brain Aging Program - Celine Keeble -
Memory screenings continue at SCICP on Fridays. Call 949 764 6288.
Spanish speaking Doctors available at Hoag
Creativity and memory speaker on May 17, 6pm @ Hoag ,Newport Bch.
Flyers were made available.
c. Memorial Care Medical: No report. Excused.
d. Merrill Gardens: No report.
e. Memorial Care— Orange Coast Medical Center: No report. Excused.
f. Fountain Valley Regional Hospital: No report. Excused.
g. Huntington Beach Hospital: Patti Cody -
The hospital is a stroke certified facility and also opened an emergency psychological crisis
unit. May 5 — 15 is National Health Care Week. Please recognize your healthcare giver!!
I. Republic Services: Debbie Killey -
Becoming more involved in community activities such as Equestrian Center Derby Day, Beach
clean up events, etc. Come out and help when you can.
J. Noted : A search for a replacement for the position of Recording Secretary continues! Requirements
are: Background check, fingerprinting, training video and should have all ten fingers.
Administrative Secretary position is also conducting a search.
Meeting Adjourned 11:15 approx.
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CITY OF HUNTINGTON BEACH
NOTICE OF PUBLIC MEETING
NOTICE IS HEREBY GIVEN that the City of Huntington Beach City Council will hold a public
meeting at the location, date, and time indicated below to receive and consider all persons who
wish to be heard relative to the application described below.
DATE: June 18, 2018
TIME: 6:00 p.m.
SUBJECT: To authorize the application to the Orange County Transportation Authority
EMSD (formerly 5310) program grant to purchase accessible vans and busses
to transport elderly and physically challenged persons.
CONTACT Huntington Beach Community Services Department
DEPARTMENT: 2000 Main Street
Huntington Beach, CA 92648
Phone: (714) 536-5496
marie.knight @surfcity-hb.org
LOCATION: Council Chambers - Civic Center
2000 Main Street
Huntington Beach CA 92648
PURPOSE: The City Council of the City of Huntington Beach will be
conducting a regularly scheduled meeting on June 18, 2018, at 6:00 p.m. There
will be a consent item on the agenda prepared by the Community Services
Department to authorize application to Orange County Transportation
Authority EMSD (formerly 5310) program grant to purchase accessible vans
and related equipment to transport elderly and physically challenged persons.
City Council will consider whether there are any private, nonprofit
transportation agencies readily available to carry out the Senior Transportation
Program currently being provided by the city.
ALL INTERESTED PERSONS OR PRIVATE, NONPROFIT PROVIDERS
willing to express support or opposition on the proposed grant application and
the proposed use of said grant will be given an opportunity to do so during
public comments at this meeting, or may, prior to the time of the meeting,
submit written comments to the City Clerk at 2000 main street, Huntington
Beach, California, 92648.
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