HomeMy WebLinkAboutAgenda Report - August 4, 2004 I-02AGENDAITEMI a 2W
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt a resolution authorizing the City Manager to allocate various funds for
the Lodi CARE Package Program; and to execute a contract with the
Salvation Army to administer the program ($105,000)
MEETING DATE: August 4, 2004
PREPARED BY: Electric Utility Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City
Manager to allocate various funds for the Lodi CARE Package
Program; and to execute a contract with the Salvation Army to
administer the program.
BACKGROUND INFORMATION: In partnership with the Lodi Salvation Army, Central Valley Waste,
the City of Lodi Public Works and Finance departments, the City of
Lodi Electric Utility has developed the Lodi CARE (Customer
Assistance & Relief on Energy) Program*.
The Lodi CARE Package is designed to provide assistance to Lodi families- who are below the current
federal income guidelines- in the payment of their City of Lodi utility bill. Specifically, the Lodi CARE
Package will provide a relief payment of $125.00 (maximum) for eligible families. Other program
specifics include:
a family in need will be interviewed by staff of the Lodi Salvation Army, and must meet eligibility
requirements (please see attached Exhibit aA'�- Eligibility Requirements),
if approved by staff from the Lodi Salvation Army at their Lockeford Street offices, the Lodi Salvation
Army *11 then notify the City of Lodi Finance Department of eligible customer name, and amount of
relief payment; City of Lodi Finance staff will input appropriate payment data in customer's account;
> the Salvation Army will also notify the City of Lodi Electric Utility Department of approved customers;
these customers will automatically be enrolled in the Lodi Energy Audit Program, and receive a free,
in-home energy audit (Electric Utility staff will also deliver important customer information regarding
water conservation and services available through Central Valley Waste);
> customers are eligible for a maximum grant of $125 every six months;
),w a new set of income guidelines has been developed for this program, which the Lodi Salvation Army
will utilize as a part of the customer eligibility screening process (please see attached Exhibit 'B").
As mentioned above, several entities are partnering to ensure success of this program. Below is a listing
of those agencies/departments, and the financial resources committed by each to fund this effort:
- Central Valley Waste, $15,000 (this contribution will fund the refuse relief component);
APPROVED., :2� 1_J
e,'� H. Dixoh Flynn, City
Adopt a resolution authorizing the City Manager
to allocate various funds for the Lodi CARE Package
Program; and to execute a conh with the
Salvation Army to administer the program ($105, 000)
Augiust 4, 2004
Pap 2
- City of Lodi Electric Utility, $60,000 (this contribution will fund the program administration,
customer outreach & material preparation costs, as well as the electric utility relief
component);
- City of Lodi Public Works, $30,000 (this contribution will fund the water and wastewater relief
components);
- City of Lodi Finance Department;
- Lodi Salvation Army.
The Lodi CARE Package has been created to assist families in crisis. The relief payments are designed
to provide a level of assistance during their hardship. The $125 maximum relief payment was developed
following careful research by City of Lodi staff. It was determined that a customer- currently participating
in the City's low-income electric utility rate discount program (known as the SHARE Program) — had an
average utility bill of $120 per month. The Lodi CARE Package Program is being provided to customers
in need, solely as a hand -up, rather than a hand-out, during their difficult financial time.
Also by way of this Council action, city staff is recommending approval of a contract with the Salvation
Army. The Salvation Army has been selected to administer the program, and provide the necessary
customer screening services at their offices located on Lockeford Street here in Lodi. The Salvation
Army currently administers similar programs for the State of California and Pacific Gas & Electric
Company (please see attached "Contract"). Electric Utility staff will serve as the City of Lodi's point of
contact for the program, frequently meeting with Salvation Army staff on document filing, customer follow-
up, management of the budget, etc.
Electric Utility, Finance and Public Works staff, in conjunction with Central Valley Waste and the Lodi
Salvation Army, respectfully recommend approval of these funds, as well as execution of the contract, to
implement the Lodi CARE Package Program.
*The Lodi CARE Package Program was iniffally presented to the Lodi City Council dudng a Shirtsbeve Session on Tuesday,
May 4, 2004.
FUNDING: 164606 Public Benefits (Category: Low-income Services); $60,000
Water Fund $15,000 Se Fund $15,000
Funding Approval:
- A d�t
Richard Prima Alan N. Vallow
Public Works Director Electric Utility Director
PREPARED BY: Rob Lochner, Manager of Customer Services & Programs
ANV/mdW
Attachments
RESOLUTION NO. 2004-159
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO ALLOCATE VAR IOUS FUNDS FOR
THE LODI CARE PACKAGE PROGRAM, AND FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONTRACT WITH THE SALVATION ARMY TO
ADMINISTER THE PROGRAM
WHEREAS, the Lodi Customer Assistance & Relief Energy (CARE) Package
Program is designed to provide assistance to Lodi families who are below the current
federal income guidelines in the payment of their City of Lodi utility bill; and
WHEREAS, specifically, the Lodi CARE Package Program will provide a relief
payment of $125-00 maximum for eligible families, and other program specifics include
the following:
> a family in need Will be interviewed by staff of the Lodi Salvation Army and
must meet eligibility requirements (please see attached Exhibit "A'�- Eligibility
Requirements),,
> if approved by staff from the Lod 1 Salvation Army at its Lockeford Street
offices, the Lodi Salvation Army will then notify the City of Lodi Finance
Department of eligible customer name and amount of relief payment; City of
Lodi Finance staff will input appropriate payment data into customer's
account;
the Salvation Army will also notify the City of Lodi Electric Utility Department
of approved customers; these customers will automatically be enrolled in the
Lodi Energy Audit Program and receive a free, in-home energy audit (Electric
Utility staff will also deliver important customer information regarding water
conservation and services available through Central Valley Waste Services);
> customers are eligible for a maximum grant of $125 every six months;
> a new set of income guidelines has been developed for this program, which
the Lodi Salvation Army will utilize as a part of the custon-ter eligibility
noreaning procacs (plaasa saa attachod Exhib#F).
WHEREAS, several entities are partnering to ensure success of this program,
and listed below are the agenciestdepartments and the financial resources committed
by each to fund this effort:
- Central Valley Waste Services, $15,000 (this contribution will fund the refuse
relief component);
- City of Lodi Electric Utility, $60,000 (this contribution will fund the program
administration, customer outreach and material preparation costs, as well as
the electric utility relief component);
- City of Lodi Public Works, $30,000 (this contribution will fund the water and
wastewater relief components);
- City of Lodi Finance Department; and
- Lodi Salvation Army.
WHEREAS, staff recommends approval of a contract with the Salvation Army to
administer the program and provide the necessary customer screening services at its
offices located on Lockeford Street in Lodi, with the Electric Utility staff serving as the
City's point of contact for the program, frequently meeting with Salvation Army staff on
document filing, customer follow-up, management of the budget, etc.; and
WHEREAS, Electric Utility, Finance, and Public Works staff, in conjunction 'with
Central Valley Waste Services and the Lodi Salvation Army, recommend approval of
these funds, as well as execution of the contract, to implement the Lodi CARE Package
Program.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to allocate various funds for the Lodi CARE Package
Program in the amount of $105,000; and
BE IT FURTHER RESOLVED that the City Manager is authorized and directed
to execute a contract with the Salvation Army to administer the program.
Dated: August 4, 2004
===== ------------------ -- ---------
I hereby certify that Resolution No. 2004-159 was passed and adopted by the
Lodi City Council in a regular meeting held August 4, 2004, by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, and
Mayor Hansen
NOES: COUNCIL MEMBERS — Beckman
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACKSTON
City Clerk
2004-159
CONTRACT
This contract between The City of Lodi (hereinafter "Lodi") and The Salvation Army, a
California Corporation (hereinafter "T.S.A."), sets forth the terms and conditions under
which T.S.A. will provide the services described herein. Lodi and T.S.A. agree as
follows:
SCOPE OF SERVICES
T. S.A. agrees to administer the Lodi CAPE Package pilot project for the City of Lodi, in
strict conformity with the terms and conditions of this contract. T.S.A. will provide the
following services to Lodi under this agreement:
v" Maintain and monitor a customer grant budget of $84,000, which
concludes August 30, 2005, or sooner, if funds are depleted (see
'Terms ofAgreement' below for additional guidelines);
Provide all customer interface, screening for customer eligibility
(pursuant to the eligibility requirements set forth in Exhibit "A,") and
approve customer participation for a customer grant under this pilot
program, for benefits at those levels prescribed in Exhibit "B" ;
V/ Notify the City of Lodi Finance Department through a designated
procedure any/all customers approved for a "grant" under this pilot
program;
Notify the City of Lodi Electric Utility on a bi-monthly basis, and
provide the utility with the names of those approved customers
participating in this pilot program;
v/ Maintain and monitor, in conjunction with the City of Lodi Electric
Utility, a $16,000 (not to exceed figure) pilot program administrative
budget.
TERMS OF AGREEMENT
The term of this agreement shall be from the earliest possible implementation date after
Lodi City Council approval, through August 30, 2005, or until the entire $105,000 pilot
program budget has been expended. A. In the event that the customer "grant" monies
(which total $84,000) are exhaustedprior to 8130105, and there arefunds left in T.S.A.
administration budget (which total $16,000), TS.A. will return all remainingfunds to
Lodi. B. In the event that TS.A. administration budget is exhaustedprior to 8130105, and
there arefunds remaining in the customer "grant" budget, Lodi will retain the option of
continuing the pilotprogram andpay T S.A. for its additional administrative costs.
(Note: the additional $5, 000 allocatedfor this pilotproject isfor material production and
other administrative costs)
ADVERTISING, MARKETING, AND PUBLIC RELATIONS
All advertising, marketing and/or public relations will be the sole responsibility of Lodi,
which includes all costs associated with any promotional material and/or ad campaigns,
as well as costs associated with the development and production of program brochures
and program participant applications. T.S.A. agrees to provide consulting services to
Lodi on potential market groups or targeted audiences.
INSURANCE
For actions performed under this agreement, T. S.A. agrees to maintain all necessary
insurance requirements set forth by Lodi (as identified in the instructions/requirements
for insurance coverage page).
CONTRACT PRICE AND TERMS
T.S.A. will invoice for all administrative work performed at a rate of $1,333.00 per
month for this project. The total administrative budget for this pilot project is set at
$16,000.00 (not to exceed figure). In addition, T.S.A. will manage the distribution of the
customer "grant" monies, which total $84,000 in this pilot program. Invoices will be
submitted to Lodi the first of each month, payable within thirty (30) days of the invoice
date.
COMPLIANCE WITH LICENSES -
(NOTE: No additional anticipated licenses required to comply with this project.)
INDEMNITY CLAUSE
T. S.A. shall indemnify, defend, and hold harmless the City of Lodi, the City of Lodi
Electric Utility, it's City Council, Directors, Officers, Agents, and employees against all
claims, loss, damage, expense, and liability arising out of, or in any way connected with
the performance of this contract and excepting only such loss, damage, or liability as may
be caused by the intentional acts or sole negligence of the City of Lodi, and the City of
Lodi Electric Utility.
LODICAREPACKAGE
CONTRACT ACCEPTANCE
THE ABOVE TERMS AND CONDITIONS ARE AGREED UPON, AND ACCEPTED
ON THIS DAY OF AUGUST, 2004.
The Salvation Army
City Manager, City of Lodi
City Attorney, City of Lodi
SEAL OF CITY OF LODI CLERK
Lodi CARE Package
E,WIBIT "A -91
Efigibili1y Requirements:
)O� must meet income guidelines as established in Exhibit "B;"
)0- customer has not received assistance through the Lodi CARE Package Program in
the past six (6) months;
customer must present (in person) appropriate documentation of the following in
order to qualify for a relief payment-
- current City of Lodi utility statement;
- ID/Social Security Cards for ALL members of the household, and driver's
license or California ID card of the person listed on the utility account;
- proof of current income (i.e.: pay stub, grant letter, etc.)- handwritten notes
are not acceptable;
- copy of rental agreement;
- proof of unexpected expenses (within the last sixty days), resulting in the
inability to or hardship in paying City of Lodi utility account;
- City of Lodi receipt for customer's co -payment, if applicable/necessary;
customer must consent to a free, in-home energy audit, once their relief payment has
been approved.
Lodi CARE Package
EXHIBIT "'B"
Benefit Levels:
);;- $125.00 per eligible customer service address/account;
one relief payment in a six-month period; no more than two (2) relief
payments in 12 months.
Lodi CARE Packa%ze Income Levels:,
> 1-2
persons in household
> 3
persons in household
> 4
persons in household
> 5
persons in household
> 6
persons or more in household
$16,000 (maximum)
$20,000
$25,500
$3 1,000
$36�500
4-Ij ?�, 4 - C)�
Lodi City Council
August 4, 2004
Proposed Lodi C.A.R.E. Package
);;;- proposed start date: September 1, 2004
proposed budget: $105,000 (funds to be
provided from various sources)
the proposal provides a maximum relief
payment of $125
Eligible customers may receive a relief
payment once every six months
�> The Lodi C.A.R.E. (Customer Assistance
& Relief on Energy) Package is designed
to assist Lodi residents that are below the
existing federal income guidelines. The
package will assist these customers with
paying their monthly City of Lodi utility
bill
E 0 ON 0,80
)�> lIgI - Ditity Requirements:
must meetioncome guidelines as
established for this program
- customer must present- in person -
appropriate documentation of the
following:
* current City of Lodi utility statement
ID/Social Security Cards for ALL
members of the household, and a
driver's license or California ID card
of the person listed on the utility
account
proof of income (such as a pay stub or
grant letter)
* copy of rental agreement (if applicable)
proof of unexpected expenses,
resulting in the inability to, or
hardship, in paying City of Lodi utility
account
City of Lodi receipt for customer's co-
payment, 'if applicable/necessary
� customer must consent to a free, in-home
energy audit, once their relief payment
has been approved
T
Proposed Lodi C.A.R.E. Package income-twidelines:
* 1-2 persons
* 3 persons
* 4 persons
* 5 persons
* 6 persons
VA
$16,000 (maximum)
$20,000 (maximum)
$25,500 (maximum)
$3 1,000 (maximum)
$36,500 (maximum.)
);;;- The Lodi C.A.R.E. Package is a partnership
which involves several organizations,
including:
� Central Valley Waste
- City of Lodi Electric Utility
- City of Lodi Finance Department
- City of Lodi Public Works
- Salvation Army
The Lodi C.A.R.E. Package is different from
the existing SHARE electric utility rate
discount currently provided to low-income
families
);o, Other programs and services are available to
families or individual customers in need,
including:
- State of California's H.E.A.P. program
z
� PG & E's REACH Program
0.9
City of Lodi s Senior Rate Discount, the
Medical Rate Discount, OR the All -
Electric Rate Discount- all provided
through the Electric Utility Department
- City of Lodi's SSI & SSP Recipient
Discount
- Refuse.Rate Reduction Program
10