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HomeMy WebLinkAbout2025-0349 - - SG-Auburn 2025 MOA - Sound Generations Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 1111.111.111 MEMORANDUM OF AGREEMENT This Memorandum of Agreement is between Sound Generations' Community seno,sei �::�owso��dOe�er�xlo�: Dining Program, and Auburn Senior Activity Center. In recognition of the need to establish and maintain a social and nutritional program for low-income older adults, and in recognition that Sound Generations has been granted governmental financing which will be available to contribute to the cost of such activities, it is hereby agreed that Sound Generations' Community Dining Program, herein designated as "Community Dining" and Auburn Senior Activity Center, herein after designated as the "Site", will work for the greater good of the community. For these reasons, Community Dining and the Site agree with the following: 1. The Site will manage and administer a senior meal program at the Auburn Senior Activity Center. The Site will welcome and enroll all interested, eligible seniors to the program. The enrollment process will include informing the members of the available resources and gathering demographic information, concerns, needs and interests of the senior. Seniors are given an opportunity to request assistance with health, social and dietary needs. 2. The Site agrees to provide facilities at the Auburn Senior Activity Center for in-person meal service, four days a week (Monday through Thursday) between the hours of 8:00am and 2:00pm in the kitchen of the Site, 52 weeks per year, serving lunch to the local low-income older adults in a social gathering set up. In case of inclement weather/ natural disaster/outbreak conditions the service will depend on the Site's decision to close or operate. Community Dining and the Chef will coordinate with the Site if conditions adversely affect the Chef's route to work. 3. The facilities to be used by Community Dining include kitchen, kitchen equipment, cookware, plates and utensils, dining room, tables and chairs, restrooms, and secure storage space for records and food service supplies. Community Dining will supply paper products and cleaning supplies necessary for Meal Site operations. A Community Dining staff member will be responsible for the provision of Meal Services and activities on days of operation. A key for building access is required. 4. Community Dining will employ a Chef, 7 hours a day, at the center for Monday through Thursday meal service. Friday meals will be purchased by the Site and served by the Community Dining Chef. Auburn will reimburse Community Dining for the Chef's Fridays' salary, weekly 7 hrs. (including 2208 Second Ave,Ste 100 Holidays on Friday) at $26 per hour, every quarter. The Chef's full salary and Seattle WA 98121-2055 benefits will be paid through Sound Generations Payroll. Community Dining OFFICE 206.448.3110 WA RELAY 7-1-1 will send an invoice to the Site at the end of every quarter. FAX 206.448 5766 WEB soundgenerations.org Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 1111.111.111 MEMORANDUM OF AGREEMENT 5. Meal purchase for Friday service will be made by the Site and the Chef will Seno,ser�ss�owso��dOe�erIo�� serve. Community Dining purchased food material and supplies should not be used. Occasionally (1-3 times a year) the Community Dining chef will prep and cook the meal on a Friday if a special event falls on a Friday. The food will be purchased by the Site. 6. The Chef will ensure that all program requirements are met, subcontracts or memorandums are appropriate, and all funds are managed with Generally Accepted Accounting Principles. All program expenses must be documented and direct food costs tracked separately. 7. The Chef must be able to demonstrate that the food purchased for the Community Dining Program is from an approved source and appropriate for the population served. All meat, fish, poultry, mushrooms, and game meat as well as donated food must come from a licensed and insured food vendor (US Foods Chef Store, Safeway, Costco, etc.) and/or charitable non-profit organization (Food Lifeline, Northwest Harvest, etc.). Bread and produce must be inspected by the Chef to ensure wholesomeness. All produce must be washed thoroughly before serving. No homemade or home canned items are authorized to be used for the Community Dining Program's meals. 8. Client Registration process—All clients must be registered and have updated information in our database system. For new clients, the Participant Information Form (PIF) can be filled out (or shared in a spreadsheet format) with the required fields - Name, DoB, Gender, Address, Contact no.. Race, Ethnicity, Language and Disability status in order to receive a meal card. Any missing information of the clients will be updated regularly with the Site's cooperation. 9. Daily meal data collection —The Site must ensure that transparency is practiced in collecting daily meal data by using scanner or alternate approved methods in addition to daily/weekly upload, entry or submission. 10. Regular Site visits will be scheduled by a CD Staff person to support Site Chef and monitor strict compliance with our contractual obligations to our funders. 11. The Chef will be supervised by the Community Dining Assistant Director. The Chef will supervise volunteers who support the hot lunch program and be responsible for purchasing meal ingredients and supplies, food preparation, cooking, sign in, paperwork, donation collection, data collection and entry, 2208 Second Ave,Ste 100 and clean up. The Assistant Director will work with the Site staff and Seattle WA 98121-2055 volunteers at the host Site on regular operation and on a range of issues, OFFICE 206.448.3110 including, but not limited to, food safety, food storage, food waste, client WA RELAY 7-1-1 FAX 206.4485766 grievance, nutritional standards and code of conduct. The Assistant Director WEB soundgenerations.org - Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 1111.111.111 MEMORANDUM OF AGREEMENT • - • ' must be included in communications related to any operation or conduct issues. Senior sss�owsaO.n� � I �� �.. 12. The Chef will review and abide by the Washington State Department and Health Services Aging and Disability Services Senior Nutrition Program standards found at: http://www.aasa.dshs.wa.gov/professional/snp/, with support by the Assistant Director. 13. The Chef will use or develop menus that comply with the Older Americans' Act funding requirements by consulting with Assistant Director for menu approval. 14. The Chef shall purchase, prepare, cook and serve meals for the lunch program. 15. This Agreement will support the number of Program meals up to a maximum of 10,500 meals from January 1, 2025-December 31, 2025 to 300 seniors. Any additional meals served will be supported by Community Dining depending on funding availability. Any service reduction due to over- performance will be communicated well in advance. 16. The Site will coordinate with Community Dining in order to accomplish contract requirements and other funder requests and help with translating materials and provide interpreter (if needed) for their participants. a) Participant Information and registration (Regularly) b) Client Feedback (Regularly) c) Nutrition Risk Survey (Regularly) d) Nutrition Education (twice a year done by Assistant Director/ RD Team) 17. The Site will cooperate with donation collection procedure and policies set by Community Dining. The Site shall request a suggested donation of$5.00 per eligible meal and charge $10.00 for guest/ineligible meals. Following the Cash Handling policy (Attachment 1) with 2 staff/volunteer to count the money and initial, the Site/Chef shall deposit the cash collections to the credit of the Community Dining bank account daily/weekly and give Community Dining the daily record of such deposits. The Site should provide a secure place to keep the donation envelopes. Food stamps/SNAP Cards are accepted. 18. The Site agrees to follow the Community Dining Under 60 (Guest and Staff) & Free Meal Policy, attached as Attachment 2. 2208 Second Ave,Ste 100 19. It will be a shared responsibility to coordinate for coverage when the Seattle WA 98121-2055 Chef/Site Coordinator takes time off. Rover coverage may be requested by OFFICE 206.448.3110 WA RELAY 7-1-1 FAX 206.448 5766 WEB soundgenerations.org Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 1111.111.111 MEMORANDUM OF AGREEMENT • - • ' the Site but not guaranteed. Alternatives to coverage can be discussed in advance with Community Dining. Senior5eiv�s is now Sound Osnerafions 20. The Site will be responsible for repair, maintenance & procurement of Kitchen Equipment unless there is funding available and/or budget allows support by Community Dining. The Site will be responsible for all major custodial services; however, it is agreed that any party using the dining or kitchen areas will leave these areas clean, orderly and sanitary after use. The City will maintain the building in a safe condition (i.e., burned out light bulbs replaced, stair railings in good repair, smooth walking surfaces, etc.). The Community Dining Chef, upon discovery of damage to the facilities or equipment will report, in writing, it to the City's representative and Meal Site office. It is recognized that there is a mutual responsibility to protect the security and equipment of the Site and the Community Dining equipment and supplies. 21. The Site will be responsible for collecting the Fire Inspection Report annually. 22. The kitchen will operate under DFDO(Donated Food Distribution Organization) status for Community Dining program. If the Site needs kitchen permit for other programs, rental, etc., can apply and get their own permit. 23. All Monthly report-related paperwork must be sent in by the Chef in cooperation with the Site to Community Dining staff by the 3rd workday of the following month. Year-end paperwork (data-entry, upload or email) must be completed by the Site by Jan 2nd, 2026. A copy of monthly and year end reports will be provided to the Site. 24. The Site shall use the Volunteer weekly sign-in form and send it to Community Dining staff by the 3rd workday of the following month. Also will cooperate to collect volunteer information on a regular basis. 25. A representative from the Site should attend each quarterly meeting. 26. The Chef shall use the Food Temperature Control Sheet and send it to the Assistant Director monthly. 27. Community Dining shall be represented in the overall management of said food service operations by the Assistant Director, who shall have the right and authority: 2208 Second Ave,Ste 100 a. To develop and supply to the Site, specifications for the purchased food Seattle WA 98121-2055 for the Community Dining's food service operations. OFFICE 206.448.3110 WA RELAY 7-1-1 FAX 206.448 5766 WEB soundgenerations.org Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 1111.111.111 MEMORANDUM OF AGREEMENT b. To inspect the purchased food to determine compliance with the purchase specifications and to reject food not meeting such specifications. Senior Services is now Sound Osnerafions c. To have access to the Site's purchase records bearing upon the food purchased for the Community Dining program to review and audit, as necessary. d. To supply or approve the menus and recipes for meals and other food to be served so as to ensure compliance with the U.S. Department of Health and Human Services and ADS' meal requirements. e. To inspect at any time food preparation, storage and service areas to determine the adequacy of the prep and service Sites' cleaning and sanitation practices. f. To determine the adequacy of the Site's storage practices and record keeping so as to ensure the safekeeping of all food. 28. Any incident or accident involving a Community Dining Participant, Volunteer, or Staff during the time spent in the CD program will require a copy of the Site's own report or the completion of Sound Generations' Incident/Accident report. (Ref: Community Dining Site Manual.) Report is to be submitted to Sound Generations Community Dining as soon as possible, but within three business days. 29. The Site shall comply with all federal, state, and local laws and regulations, as they may be amended, governing the preparing, handling, and serving of food, and shall procure and keep in effect all licenses, permits, and food handler's cards as are required by law, and shall post such permits, notices, and cards in a prominent place within the food service areas, as required, and submit to Community Dining program staff. Food Worker Cards are required for staff and volunteers who help prepare, package, or serve food, are in direct contact with unpackaged food, food equipment or utensils, dishwashing, or in contact with any surface where food is prepared (Washington State Food Code). The card can be obtained online at https://www.kingcountv.gov/depts/health/environmental-health/food- safety/food-worker-card/web-based-training.aspx. For the meal program Volunteers—Sound Generations will reimburse the Site for invoices submitted for the cost of these cards providing it is for a regular active volunteer working a minimum of 3 hours weekly. 30. The Site shall comply with all applicable federal, state, and local laws and regulations, as they may be amended, pertaining to wages and hours of employment. 31. All records of the Site bearing upon food service operations shall be maintained by Community Dining or the Site and shall be made available to 2208 eattle A98121ond ,Ste 100 CommunityDiningupon request. The Site shall maintain anyadditional Seattle WA 98121-2055 p q OFFICE 206.448.3110 records Community Dining may request to meet the requirements of the WA RELAY 7-1-1 Community Dining Program. All such records shall be kept on file for 6 years FAX 206.448 5766 WEB soundgenerations.org - Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 1111.111.111 MEMORANDUM OF AGREEMENT • - • ' after the end of the Federal fiscal year to which they pertain. Sound Generations' CFO or representative and the auditors of the U.S. Department Senior 5m;ces is now Sound Generations N of Health and Human Services and the U.S. Government Accountability Office, upon request, shall have access to all such records for audit or review at a reasonable time and place. Authorized representatives of Community Dining, the City of Seattle, the State Agency, and the U.S. Department of Health and Human Services shall have the right to conduct on-Site administrative review of the food service operation. 32. The Program shall maintain a comprehensive general liability insurance policy with limits of a minimum of two million dollars ($2,000,000.00) per occurrence covering all employees of Sound Generations while engaged in Community Dining activities. This coverage includes personal injury, bodily injury, or property claims of Community Dining employees. The City shall maintain a comprehensive general liability insurance policy with limits of a minimum of two million dollars ($2,000,000.00) per occurrence/two million dollars ($2,000,000.00) aggregate including personal injury, bodily injury, and property damage. A Certificate of Insurance with (30) days' notice of cancellation prior to expiration or renewal of the policy shall be furnished to Sound Generations prior to commitment of the contract. 33. Any addition or closure to the Site will be discussed with the City's Program Specialist with at least 3 months' notice provided to the City and the Site Director of the proposed closure. The Agency will provide a written plan for any proposed changes to Site including timeline and the impact of the service change to populations served and other Sites. 34. The Site shall take initiative to contact local priority communities (rural/ great social and economic needs/ Limited English Speaking/disability/LGBT/Homeless) and focus populations (Black/African American/Hispanic/Latino/Native American/ Pacific Islander/Asian/Other Ethnic poor and low-income adults/ non-English speaking) to inform them about the meal program and other activities offered with service details. 1 35. The Site will be responsible for outreach to aging adults reflecting a diverse community. Encouraging cross-cultural participation is desirable. 36. The Site shall refer clients, in a proactive, seamless, client-friendly manner, to other programs and agencies to enhance service quality, minimize duplication, enhance the resources available and provide benefit to 2208 Second Ave,Ste 100 program participants. Seattle WA 98121-2055 OFFICE 206.448.3110 37. Community Dining desires an environment that is welcoming and culturally WA RELAY 7-1-1 FAX 206.4485766 sensitive for everyone. Site staff are expected to make all requested efforts WEB soundgenerations.org Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 MEMORANDUM OF AGREEMENT SOUND generations to assure this is the case. Racial, sexual and all other forms of harassment will not be tolerated and will be grounds for termination of service. Senior Services is now Sound Generations 38. The term of this agreement shall be from January 1st, 2025 till December 31St, 2025. 39. This Memorandum of Agreement can be terminated upon written notice by either party. SOUND GENERATIONS AUBURN SENIOR ACTIVITY CENTER pSigned by: Initial Signed by: s two, Atotaat, JO Suma Mondal Julie Krueger Program Director Parks, Arts, & Recreation Director 7/14/2025 7/23/2025 Date Date ( Do�cuSig/ned by:I t5 1 r rou4,001-ZU4II U Radine Lozier Senior Activity Center Manager 7/14/2025 Date 2208 Second Ave,Ste 100 Seattle WA 98121-2055 OFFICE 206.448.3110 WA RELAY 7-1-1 FAX 206.448 5766 WEB soundgenerations.org Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 Attachment 1 SOUND GENERATIONS POLICY TITLE Cash Handling UPDATED November, 2019 OVERVIEW AND PURPOSE The intent of this document and Sound Generations procedures is to comply with the Generally Accepted Accounting Principles and the Uniform Grant Guidance on managing Federal Funds received with respect to the procurement and expenditure for all programs. Scope and magnitude: Covers all programs that handle Primary risks: cash receipts, including cash, checks and EBT payments made with credit cards • Cash handled by numerous staff without accounting • Community Dining controls in place Hyde Shuttle • delays in cash being deposited • • loss of confidence on the part of donors, • MOWs • audit findings • Minor Home Repair • Misappropriation of funds. • VTS Goals: Key controls • Clean single audit opinion • Documentation of the process that each program is • Donor confidence supposed to use for cash handling • No misappropriation of funds • Consistency during period of staff turnover • As few hands as possible on cash • Monitoring by accounting staff to ensure that the • Timely deposits of cash procedure is being followed • Single audit testing Community Dining 1. Participants are checked in at the front desk or in the dining hall. 2. Eligible participants are encouraged to donate per meal. Suggested donation is determined based on the site location and demography. The suggested donation amount is stated in the agreement between Sound Generations and the participating sites. Ineligible participants are to pay $10/meal. 3. In order to comply with the Older Americans Act Section 315(b)(4)(c), a donation box is installed at the entrance of the dining hall to protect the privacy and confidentiality of each participant. 4. Checked-in participants are handed a token or a meal card to be redeemed for the meal once inside the dining hall (might be different for some sites) 5. When meal time is over, cash or checks received at the site are to be counted and recorded in both SalesForce and the Daily Summary Sheet by TWO authorized individuals who MUST Sian off on the total. Authorized individuals can be: a. Chef/Site coordinator, Sound Generations employee b. Site/Center staff or volunteer. (only persons present during the event/post event) 6. Any wrong activity must be reported immediately to the Program Admin Staff. 7. Cash is counted in a secure environment, and then kept in an envelope date marked and held in a secure place. 8. The chef/site coordinator/site staff should deposit the donations according to the following schedule: a. For sites conducting 2 or less events/week: deposits should be made at least once a month, no later than 3 business days before the end of the month. b. For sites conducting 3 or more events/week: deposits should be made weekly. Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 c. At any point if the total cash/checks on hand at a site exceed $300, a deposit should be made that day. 9. Sound Generations Accounting staff and/or the Program Manager/Staff must be informed immediately with any delay. The deposit slip has a unique identifier to the site/center. 10. Cash should not leave the site unless in route to the bank, and should never be left unattended in an open area. 11. Each site/center should send copies of deposit slips along with attendance sheet weekly to Sound Generations HQ. 12. At month end, the Senior Accountant and community Dining Program Coordinator will reconcile the Salesforce report and the bank statements to verify all monies are accounted for. 13. For any discrepancy, the responsible person will be contacted for clarification. 14. Program staff or Accounting staff will visit two or more sites each month to ensure cash handling policy and procedures are being reinforced. 15. In the event that fraud occurs, Sound Generations will conduct its fraud response process. As part of the fraud response: a. If a site has not accurately submitted and deposited its cash and checks in a timely manner, it is at risk of being reimbursed for the meals served. 16. No less than annually, site directors and coordinators will sign acknowledgement of Sound Generations Community Dining Cash Handling Policy and Procedure. Docusign Envelope ID: F859C650-EC7E-4662-B2B9-E8734DB11010 Attachment 2 UNDER 60(GUEST AND STAFF) & FREE MEAL POLICY ADS Congregate contract does not reimburse meals for those under 60 years of age. Unless those meals are paid, we cannot support or count and reimburse those meals. Our cost per meal is over $15. • ALL UNDER 60 MUST PAY $10/MEAL. • Meals offered to site staff under 60 years of age must be paid ($10/meal) either by the individual staff or the site if reimbursement is requested. Staff over 60 have the opportunity to contribute (suggested donation). • Free meals offered during birthdays/events to clients must be covered by the site by donating (via check) to Community Dining. They include: - Clients and their families/friends - Center staff even if they volunteer to organize the event - Entertainers • Community Dining Volunteers helping in the kitchen/front desk and serving food are eligible for a free meal (covered by Community Dining) and MUST sign-in. A paid site staff is not a volunteer. • Community Dining Administrative Staff under 60 years of age should sign in if they have a meal during site visit. They are not required to pay for their meal, will be covered by the program. SERVICE CANCELATION/CLOSING/MODIFICATION/EVENT POLICY • Any Community Dining service closing/cancelation/modification due to Holidays/emergency/weather, lack of kitchen help, or special/fundraising events must be communicated to Community Dining Administrative Staff in advance. By agreement, we are required to notify ADS of any such changes. • Sound Generations employed staff can take Personal/Vacation time off if Community Dining cannot provide alternate work. • The site will not receive any Community Dining reimbursement for sponsored or fundraising events. Must notify Community Dining in advance. To cover the labor cost, the site will send meal counts with participant and volunteer names to Community Dining.