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HomeMy WebLinkAboutLive Oak Adult Day 08/01/25MEMORANDUM To: /Andrea/Kristen FroM:Y' l Diana Subjec�: Social Service Subgrant Program Agreement City of Campbell City Manager's Office Date: September 4, 2025 Please find attached the Social Service Subgrant Program Agreement between the City of Campbell and Live Oak Adult Day Services, effective August 1, 2025. SOCIAL SERVICE SUBGRANT PROGRAM SUBRECIPIENT AGREEMENT BETWEEN THE CITY OF CAMPBELL AND LIVE OAK ADULT DAY SERVICES THIS SOCIAL SERVICE SUBGRANT PROGRAM AGREEMENT ("Agreement") is entered into as of August 1, 2025 (the "Effective Date") by and between the CITY OF CAMPBELL, a California municipal corporation ("City") and Live Oak Adult Day Services ("Subrecipient"). RECITALS A. WHEREAS the City's Civic Improvement Commission ("CIC") is responsible for making recommendations to the City Council on allocating funding under the City's Social Service Subgrant Program ("Program") to qualified non-profit agencies that provide social service programs to members of the community; and B. WHEREAS the CIC's recommendations follow a competitive application process whereby the CIC reviews Program applications, holds public hearings, and votes on funding recommendations to be made to the City Council; and C. WHEREAS the City Council, in turn, reviews the CIC's recommendations and votes whether to approve the recommended Program funding allocations; and D. WHEREAS the CIC has recommended and the City Council has approved the issuance of grant funds to Subrecipient; and E. WHEREAS Subrecipient desires to use these grant funds to perform duties and render services which are determined by the CIC to fulfill a critical need that is not already being provided by the City through an existing program or service. NOW, THEREFORE, the parties hereto agree as follows: 1.0 TERM OF AGREEMENT This Agreement shall commence on the Effective Date and continue in force and effect until June 30, 2026. 2.0 SUBRECIPIENT OBLIGATIONS 2.1 Representation and Warranties Subrecipient hereby represents and warrants to the City as follows: a. Subrecipient is a nonprofit organization or public agency; b. Subrecipient shall use the aforementioned grant funds towards services established in the Subrecipient's CITY OF CAMPBELL SOCIAL SERVICES SUBGRANT APPLICATION FORM - 1 - ("Application") attached hereto as Exhibit A and incorporated herein by reference. 2.2 Compliance with Law Subrecipient shall perform the services ,established in Exhibit A in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State, or local governmental agency having jurisdiction in effect at the time service is rendered. 3.0 DIS@URSEMENT OF FUNDS 3.1 Amount of Funds The amount of funds to be provided to Subrecipient, as determined by recommendation of the CIC and adoption of the City Council, shall be SEVEN 'THOUSAND DOLLARS ($7,000.00) 3.2 Method of Payment- Funds Unless otherwise specified in writing, Subrecipient shall receive funds in the form of a check at the beginning of the fiscal year. 4.0 PEREORMANCE SCHEDULE 4.1 Schedule of Performance Subrecipient shall commence providing the services within the time periods established in Exhibit A. 5.0 COORDINATION OF WORK 6.1 Subcontracting or Assignment Neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. No approved transfer shall release the Subrecipient or any surety of Subrecipient of any liability hereunder without the express consent of City. 6.0 A®MINISTRATIVE REQUIRgMENTS 6.1 Documentation and Record -Keeping d. Records to be Maintained The Subrecipient shall maintain all records that are pertinent to the services to be provided under this, Agreement. Such records shall include but not be limited to: (1) Records providing a full description of each activity undertaken, b.. Retention The. Subrecipient shall retain all records pertinent to expenditures -2- incurred under this Agreement for a period of two (2) years after the termination of all activities funded under this Agreement. 6.2 Client Data The Subreciplent shall maintain client data for services provided. Such data shall include, but not be limited to, geographic area served, target population, total number of unduplicated clients, and clients located in the city of Campbell. Such information shall be made available to the City upon City's request. 7.0 ENFORCEMENT OF CONTRACT 7.1 Applicable Law This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California and the United States, as applicable. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Santa Clara, State of California, the United States District Court for the Northern District of California, or any other appropriate court in Santa Clara County, and Subrecipient covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.0 CITY OFFICERS AND EMpLOYEE§S 8.1 Relationship to City The Subreciplent (and its employees, agents and representatives), in the performance of this Agreement, shall act in an independent capacity and not as officers or officials or employees or agents of the City. The City shall not direct the work and means for accomplishment of the services and work to be performed hereunder. The City, however, retains the right to require that work performed by Subrecipient meets specific standards consistent with the requirements of this Agreement without regard to the manner and means of accomplishment thereof. Subrecipient shall assume all of the rights, obligations and liabilities applicable to it as an independent entity hereunder. 82 Indemnify and Hold Harmless Subrecipient agrees to indemnify, defend, and hold the City, its councilmembers, officials, officers, directors; employees, representatives, volunteers, and agents harmless from and against any and all liability, claims, losses, damages, demands, suits, actions, causes of actions, judgments, or costs and expenses (including attorney's fees) arising out of, or alleged to arise out of the acts or omissions of Subrecipient, its employees, agents, subcontractors, or vendors in any way related to the obligations or in the performance of the services under this Agreement, including but not limited to the violation of any Federal, State, or municipal law or ordinance, except where caused by the sole negligence or willful misconduct of the City. This provision shall expressly apply to, but is not limited to any and all liability, claims, losses, damages, suits, actions, causes of actions for bodily injury, personal injury, property damage, or infringement of any property rights, including but not limited to intellectual property rights. This provision is intended to fully allocate all risk between the parties for liability to third parties; and Subrecipient shall have no rights .3_ against City for indemnity, contribution, or defense as to any matter covered by this provision. The defense and indemnity provisions obligations of this Agreement shall not in any way be limited by the insurance obligations contained in this Agreement. 8.3 Indemnify and Hold Harmless Unless specifically waived or modified in writing by the City, Subrecipient shall maintain a. Commercial General Liability insurance policy with limits of no less than $1,000,000 for the duration of this.Agreement and two years following its termination. Any deductibles or self -insured retention must be declared to and approved by the City, and shall not reduce the limits of liability. The City, its agents, officers, attorneys, employees, officials and volunteers are to be covered as additional insureds. as respects: liability arising out of this Agreement performed by or on behalf of the Subrecipient, products and completed operations of the Subrecipient, premises owned, occupied or used by the Subreciplent, or automobiles owned, leased, hired or borrowed by the Subrecipient. It is a requirement of this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits set forth in this Agreement shall be available to the City as an additional insured. Furthermore, the requirements for coverage and limits shall be (1 ) the minimum coverage limits specified In this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is affords greater coverage. Subrecipient's insurance coverage shall be primary insurance as respects the City, its agents, officers, attorneys, employees, officials and volunteers. Any insurance or self-insurance maintained by the City, its agents, officers, attorneys, employees, officials and volunteers shall be excess of the Subrecipient's insurance and shall not contribute with it. Unless specifically waived or modified in writing by the City, Subrecipient shall also maintain at all times, a policy of Workers' Compensation and Employer Liability coverage with limits as required by the Labor Code of the State of California and Employer's Liability. The Worker's Compensation policy must be endorsed with a waiver of subrogation in favor of the City for all work performed by the Subrecipient and its employees. The policies of insurance required pursuant to this Section 8.3 are to be issued by an issuer who is authorized to transact business in the State of California, unless otherwise approved In writing by the City. Subrecipient shall furnish the City with endorsements and certificates of insurance evidencing coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates are to be on forms acceptable to the City. Where required by statue, forms approved by the Insurance Commissioner are to be submitted. All certificates are to be received and approved by the City before the services covered by the grant funding commence. The provisions set forth in this Section 8.3 shall survive the termination of this Agreement; and approval of any insurance coverage does not, in any way, relieve Subrecipient of its indemnity obligations. . 4 .. 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any,other person shall be in writing and either served personally or sent by prepaid first-class mail at the address noted below. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section. To the City: City of Campbell 70 N. First Street, Campbell, CA 95008 Attn:City Manager's Office Ann Peterson To the Subrecipient: ilv9-. 14. AJv�j =&�� ✓, - s ` el e- CA- F�12 7 Attn: Executive Director 9.2 Interpretation The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. 9.3 Severability In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement that are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 9.4 Corporate Authority The persons executing this Agreement on behalf of the parties hereby warrant that such party Is (1) duly organized and existing, (ii) duly authorized to execute and deliver this Agreement on behalf of said party, (iii) formally bound to the provisions of this Agreement, and, (iv) that this Agreement does not violate any provision of any other agreement to which said party is bound. -5. CITY aF CAMPBEI.I.. S! BRECIPIENT By: Bria oventhai, Ity Ma er Title:X�c:t✓� Approved as to Form: f .6- EXHIBIT "A" Docusign Envelope ID: 60F33C6E-D90E-4FA3-AC46-BOADF1 61 ED32 f' CACITY OF CAMPBELL SOCIAL SERVICES SUBGRANT Al o���, APPLICATION FORM U` r t FY 2025/26 and FY 2026/27 O O A. Applications Due: Monday,'March 17, 2025 by 5:00 p.m. �R "' "A0 E-mail Submission: cmoffice(o-campbellca.gov Mailed to: 70 N. First Street, Campbell CA 95008 Postmarked by due date NAME OF ORGANIZATION: Live'Oak Adult Day Services PROGRAM ADDRESS: PHONE: E-MAIL: WEBSITE: PROGRAM TITLE: PROGRAM MANAGER: 1147 Minnesota Ave. i San. Jose, CA 95125 408 % 971-9363 heather@liveoakadultdaycare.org www.liveoakadultdaycare.org Adult Day Care Heather Moore, Executive Director SUMMARY STATEMENT OF PROPOSED SERVICE OR PROJECT: I Live Oak Adult Day Services provides a structured day program for dependent seniors with mild to moderate dementia. The program includes nutritious meals, daily exercise, music, art, cognitive lives of these seniors and allow them to "age -in -place," avoiding institutionalization. Uur program alsc offers their family caregivers respite from 24/7 care duties. Live Oak Adult Day services offers caregiver support groups to caregivers as a companion service. GEOGRAPHIC AREA TO BE SERVED: Abell and other cities in Santa Clara Count TARGET POPULATION: Frail, dependent, low-income seniors and their families Renewal Request [ X ] New Request [ ] REQUESTED: CITY OF CAMPBELL: FY 25/26: $ 7000 FY 26/27: $ 7000 ALL OTHERS: f $ 586,000 $ 586,000 I TIME FRAME OF PROGRAM: 2 years i Docusign Envelope ID: 60F33C6E-D90E-4FA3-AC46-BOADF161 ED32 Describe the community need or problem to b program or service, and how, and by whom it data from such sources as published surveys, reports, (include data source used). If possible, or need lor the City of Campbell. Social Service Subgrant Application FY 2026/26 and FY 2026/27 Page 2 e addressed by the proposed project, was identified. Provide substantiating census data, and needs assessment relate this issue to a specific problem Santa Clara County is home to an estimated 360,000 to 470,779 seniors aged 60 and older, and by 2030, seniors will make up 20% of the population. The number of residents with Alzheimer's disease is expected to double in the next 15 years to around 60,000. As the senior population grows, the demand for care services increases, especially for disabled seniors on fixed incomes who are at risk of isolation, neglect, and institutionalization. Family caregivers, who provide 70% of care, also face significant challenges. The need for senior services, including daycare and respite care, is critical, and Live Oak plays a vital role in meeting this need. In Campbell, there are 6,028 seniors aged 65 and older, with an estimated 542 living with dementia, all of whom could benefit from services like those provided by Live Oak Adult Day Services. 2. List any other private or government agencies which are now, or will be addressing the need or problem described above. How do these services meet the need of the target population defined above? Explain how your service or project supplements, or compliments the services of these agencies without duplicating or overlapping them. Santa Clara County has several adult day care programs for disabled, low-income seniors, both for -profit and nonprofit. These programs often have enrollment criteria based on residence, ability to pay, ethnicity, and type of disability. Six agencies cater to specific ethnic groups, and one focuses solely on Alzheimer's care. The VA offers a small day program for independent veterans. Live Oak is the primary nonprofit adult day care provider for the general disabled senior population in San Jose, Los Gatos, Campbell, Santa Clara, Cupertino, Sunnyvale, Milpitas, and Los Altos, and the only program in South County for Gilroy, Morgan Hill, and San Martin. As a nonprofit with a sliding -scale voluntary participant contribution structure, Live Oak serves seniors with low to extremely low incomes, regardless of their ability to pay. Live Oak collaborates with other agencies by offering translation services for non-English speakers and referring seniors to culturally -specific resources when needed. Additionally, Live Oak is working with Saratoga Adult Day Care on a pilot study that provides subsidies for eligible seniors. Based on an assessment, Live Oak refers seniors to other agencies when their needs are better met elsewhere. 3. List: Total Unduplicated Clients City of Campbell Clients Actual FY 2023/24 182 0 Projected Proposed Proposed FY 2024/25 2025/26 FY 2026/27 135 150 150 7 5 5 f/n: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 i Docusign Envelope ID: 60F33C6E-D90E-4FA3-AC46-B0ADF1 61 ED32 Social Service Subgrant Application FY 2025126 and FY 2026/27 Page 3 PROGRAM INFORMATION: 4. Describe the service, program or project to be provided to the Campbell community Live Oak Adult Day Services is a nonprofit organization offering specialized adult day care for seniors aged 60 and over with cognitive and/or physical impairments. With four centers across Santa Clara County, Campbell residents can access centers in San Jose (Willow Glen) and Cupertino, and Los Gatos. The program focuses on socialization and activities like adaptive exercise, music, art, games, and discussions to enhance cognitive stimulation and engagement. The program operates Monday to Friday from 9 AM to 3 PM, providing nutritious meals and maintaining a staff -to -client ratio of 1:5. In addition to caring for seniors, Live Oak offers respite to family caregivers, allowing them time to work or take a break, and provides caregiver support groups and referrals to other agencies. a) List eligibility criteria for program services (residency, age, etc.): Live Oak serves seniors aged 60 and older in Santa Clara County with cognitive and/or physical impairments, such as Alzheimer's disease, dementia, Parkinson's, stroke, and cerebrovascular disorders. Eligible seniors are those who cannot participate in mainstream programs designed for independent adults. To attend, seniors must be able to bear their own weight, feed themselves, not wander (as the programs are not locked), and be able to benefit from the services provided. b). If fees are required or requested, describe amount, how levied and use of revenue. The daily suggested voluntary contribution rate for Live Oak's program ranges from $25 to $90, based on a sliding scale tied to the client's income, making the program more affordable. Live Oak operates under the philosophy that no one will be denied enrollment due to inability to pay. About 80% of clients are low to very low income, and participant contributions typically cover only 45% of the operating budget, requiring outside funding to make up the difference. 5. What are the objectives of your service, program or project? How will your program meet these objectives? Live Oak's mission is to improve the quality of life for seniors by reducing social isolation and offering stimulating activities that enhance their psychological and physical well-being. The program helps seniors remain in their homes longer, avoiding or delaying the need for tong -term care. Clients experience improved socialization, reduced agitation, and better sleep, which helps maintain their level of functioning and may slow cognitive decline. Participation also reduces the likelihood of repeated hospitalizations. Additionally, Live Oak supports family caregivers by providing respite during the day, allowing them time to rest, run errands, or work outside the home. This respite reduces caregiver stress, restores energy, and enables them to continue caring for their loved ones at home for a longer period. I s 6. Please indicate if the proposed service is a new activity, an expansion of an existing program or a proposal for current service levels. Our request for funding is to maintain current service levels at our day care programs. Funds awarded will be used to serve Campbell seniors and their caregivers who attend Live Oak's 'programs. t/n: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 Docusign Envelope ID: 60F33C6E-D90E-4FA3-AC46-B0ADF1 61 ED32 Social Service Subgrant Application FY 2026/26 and FY 2026/27 Page 4 7. What measurable benefits will result if this proposal is granted? In particular, please describe results, products, etc. The effectiveness of Live Oak's program is measured through several metrics. 86% of clients are able to avoid or delay long-term institutionalization, as shown by attendance and post -disposition records. Additionally, 90% of clients report an increased quality of life, based on staff observations and caregiver feedback through interviews, support group meetings, and surveys. Caregivers also report improved well-being. The program's success is reflected in clients' increased alertness, the continued stability of families, rising enrollments, and more participants avoiding nursing home placement. 8. If your organization received funding in FY 2023/24 and FY 2024/25, please quantify the measurable benefits provided. In FY 23/24, Live Oak served a total of 182 clients at our four centers. We served 8 Campbell clients for a total of 3,970 hours of Adult Day Care and provided 1,935 nutritious meals and snacks. Two other measurable benefits are: the number of caregivers who report increased sense of well-being and our count of those discharged due to placement in an institution. Our last survey was administered in May of 2024 and 90% of caregivers reported an increased sense of well-being when their loved one attends Live Oak. This represents a 7% increase for caregiver wellbeing from the previous year. Live Oak's rate of discharge to an institution has been consistent in recent years at a rate of only 15% over the past few years. Last year's rate of institutionalized dropped slightly to 14%. 9. How would your client group meet the needs you defined, if your program or project did not exist? Without Live Oak, clients could turn to other adult day care centers or in -home care, though these options may have restrictions and in -home care is often less affordable. In -home care also lacks the socialization, peer support, and stimulating activities that adult day care provides. The importance of Live Oak's services became especially clear during the COVID-19 pandemic, when social isolation and lack of cognitive stimulation led to depression, anxiety, and cognitive decline, increasing stress for family caregivers. While families might seek alternatives, Live Oak offers an affordable, high -quality, and efficient program to meet these needs. f/n: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 i Docusign Envelope ID: 60F33C6E-D90E-4FA3-AC46-BOADFI,61 ED32 Social Service Subgrant Application FY 2026/26 and FY 2026/27 Page 5 10. How will you measure effectiveness of your program and how will you use this information in making management decisions (i.e., address issues such as unit costs, volunteer involvement, qualitative and quantitative evaluation, etc.)? The adult day care program offers personalized care for seniors and their families, with staff closely monitoring clients' progress and adjusting care as needed. Caregiver input is encouraged through regular contact and annual surveys. Caregiver supportgroups provide a platform for family members to share concerns and suggestions. The Executive Director holds regular leadership meetings to address issues, and the Board of Directors collaborates on policies and standards. Volunteers and student interns contribute their talents and ideas, providing additional companionship and support for seniors, and their input is valued. FUNDING INFORMATION: 11. If your program has provided services in the past, what funding sources have been utilized? City of Campbell, Gilroy Foundation, Healthtrust, City of Cupertino, Sourcewise, State of CA (meals), City of Gilroy, Gilroy Rotary Los Gatos Rotary, City of Sunnyvale, Cupertino Rotary, St Jude's Episcopal Church, City of Santa Clara, San Jose Rotary, Board Fundraising, Town of Los Gatos, Almaden Valley Women, Mission City Community Foundation, Program Fees, Beulah Fund,Santa Clara County CDBG, Heritage Bank, Sereno Group, Los Gatos Community Foundation, Individual Donations, Gilroy Garlic Festival,Silicon Valley Community Foundation 12. How do you specifically foresee City funds coordinating with your other funding sources to complete your total budget? Around 80% of Live Oak's clients are in the low to very low income range, so participant voluntary contributions need to be subsidized to cover expenses. Live Oak is supported by a diversified funding portfolio, including participant voluntary contributions, government funding, foundation grants, individual donations, and fundraising. This diversification reduces reliance on a few funding sources. Funds from the City of Campbell would help maintain this diversified portfolio. Additionally, Live Oak serves clients across the Santa Clara Valley and financial support from all the cities served is crucial to fully fund services. Different grants cover specific expenses, and a coordinated mix of funding is necessary to cover all costs, including salaries, operating expenses, and capital expenses. f/n: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 Docusign Envelope ID: 60F33C6E-DgOF-4FA3-AC46-BOADF161ED32 Social Service Subgrant Application FY 2025/26 and FY 2026127 Page 6 13. If your organization is not requesting funds from sources other than the City of Campbell, please explain. N/A 14. What is your alternative funding plan if City funds either are not awarded or are provided at a reduced level? If City of Campbell funds are not awarded or are reduced, Live Oak will seek alternative funding sources to make up for the loss. While municipal support is essential for providing services, Live Oak has diversified its funding sources and will pursue additional grants, foundation funding, and individual donations as needed. 15. How often are financial records audited and by whom? Live Oak Adult Day Services' financial records are independently audited annually by the firm, Quigley & Miron. 16. Is your organization: • INCORPORATED • NON-PROFIT • TAX EXEMPT ORGANIZATIONAL INFORMATION: 17. Organizational Chart: (Attach) YES [ X ] No [ ] YES [X ] No [ ] YES [x ] No [ ] f/n: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 Docusign Envelope ID: 60F33C6E-D90E-4FA3-AC46-B0ADF161 ED32 i Social Service Subgrant Application FY 2026/26 and FY 2026/27 Page 7 I have reviewed and agree with the terms and conditions of the attached Social Service Sub -Grant Program Agreement. We, the Board of Directors of Live Oak Adult Day Services ,do hereby resolve that on , 20 , the Board reviewed this application and furthermore, the Board in a proper motion and vote, approved this application for submission. To the best of our knowledge, all information presented herein is correct and complete. Dated: March 17th 2025 Agency Name: Live Oak Adult Day Services DocuSigned by: By: Mayra Marquez m m" President of the Board, on behalf of the Board of Directors named above This application and the information contained herein are true and correct and complete to the best of my knowledge. DocuSigned by: Heather MooreF Aubm 3/14/20253/17/2025 aoaeaxe ireeoaee... Executive Director Date Un: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27