HomeMy WebLinkAboutR-1999-055 AGREEMENT FOR OBTAINING FUNDING FOR FOOT CARE SERVICES AND ADULT DAY CARE SERVICES FOR SENIOR CITIZENS.RESOLUTION NO. R-99-5 5
A RESOLUTION authorizing the City Manager to execute an Agreement between the City of
Yakima and Yakima County, through the Office of Aging and Long Term
Care, for the purpose of obtaining funding for foot care services and adult
day care services for senior citizens.
WHEREAS, the City of Yakima desires that foot care services and adult day care services
be provided to senior citizens; and
WHEREAS, Yakima County, through its Office of Aging and Long Term Care, is willing
to provide funding to the City for these services in accordance with the attached Agreement;
and
WHEREAS, the City Council deems itto be in the best interest of the City of Yakima to
enter into the attached Agreement with Yakima County for the purpose of obtaining funding
for foot care services and adult day care services for senior citizens, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached and
incorporated Agreement with Yakima County for the purpose of obtaining funding for foot care
services and adult day care services for senior citizens. The final Agreement shall be approved
as to form by the City Attorney.
ADOPTED BY THE CITY COUNCIL this day of 41'0 1999.
ATTEST:
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City Clerk
(WIb/aging t lung -lam can/pan
John Puccinelli, Mayor
PERFORMANCE AGREEMENT NO. 99 -CITY OF YAKIMA
ADMINISTRATION OF AGREEMENT
/THIS AGREEMENT is entered into this /''l ` day of 199 by and between
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Yalama County, hereinafter denominated the County, through the 0 ice of Aging and Long Term Care
whose address is P.O. Box 8349, Yakima, Washington 98908, hereinafter denominated the 'Department",
and/ /City of Yakima, whose address is 129 North Second Street, Yakima, Washington, 98901, hereinafter
denominated the "Contractor", whose duly authorized representatives are named in documents on file
at the Office of Aging and Long Term Care.
THE PURPOSE of this Agreement is to provide for the delivery of Foot Care and Adult Day Care
services in accordance with the terms and conditions set forth in the provisions as listed below:
Basic Agreement - General Provisions
Standard Terms and Payment Provisions for Multiple Service Providers
Exhibit A (Foot Care Statement of Work)
Exhibit B (Adult Day Care Statement of Work)
Exhibit C (Budget for Services)
PROGRAM
Foot Care
Adult Day Care
TOTAL FUNDING ALLOCATION
PERIOD OF AGREEMENT
January 1, 1999 - December 31, 1999
BOARD OF YAKIMA COUNTY
COMMISSIONERS
Resolution No: /V!/
Approved as to form by Ron Zirkle
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AMOUNTS
$8,600
$15,800 Authorized Signature
R. A. Zais, Jr., City Manager
SIGNATURES
YAKIMA
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$24,400 (Typed) Name and4itle
Attest:
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City Contract No'. ='-<g9-a6
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Date:
YAKIMA COUNTY, Office of Aging and
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Authorized Signature
Helen Bradley, Director
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(Typed) Name and Titlet
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CONTRACT AUTHORIZATION
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STANDARD TERMS AND PAYMENT PROVISIONS FOR MULTIPLE SERVICE PROVIDERS
SPECIFIC PROVISIONS
I. SERVICE SPECIFICATIONS
The Contractor agrees that services provided within the terms of this Agreement shall meet the
following specifications:
A. Efforts will be made to assure access of service to the target population, to include at
least the following:
1. Accessible office or site location;
2. Home visits or home delivery of services (if applicable);
3. Multicultural, bilingual persons to assist multicultural, bilingual clients in
receiving services;
4. Publicity of program through public service announcements, brochures, etc.;
5. Meeting with other service providers/agencies to explain services the
Contractor provides and how referral can be made;
6. Ability to serve individuals with disabilities.
B. Services shall be delivered in accordance with the State of Washington Aging and
Adult Services Administration Program Standards and information submitted in
Request for Proposal. The Contractor acknowledges receipt of a copy of said
standards. Services provided shall comply with said standards as presently
constituted or subsequently modified.
II. ANTICIPATED SERVICE LEVELS AND EXPENDITURE RATES
The Contractor agrees that:
A. The levels of service to be provided shall be as described in the Program
Attachments for (name contracted services) to this Agreement. Failure to meet the
service levels as defined in the Program Attachments may result in a renegotiation of
the funding levels provided under the terms of this Agreement.
B. The County may unilaterally reduce the Agreement budget within thirty (30) days of
the close of the quarter by the amount of the projected quarterly expenditures leff
unspent at the end of that quarter. The County shall submit to the Contractor
notification of intent to recapture unspent funds and a modification to the budget
reflecting the adjusted changes in the Agreement.
III. ADMINISTRATIVE AGREEMENTS:
A. Access by the County: The Contractor shall provide access at all reasonable times
for the County to monitor and/or evaluate the provisions of services under this
Agreement. The County may, with prior permission from the participant and
knowledge of the Contractor, interview a certain percentage of participants to
ascertain their experiences with the program.
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B. Records and Reports: The Contractor agrees to:
1. Maintain program records and reports, including statistical information, and
to make such records available for inspection by the County in order for the
County to be assured that contracted activities remain consistent with the
terms of this Agreement and the currently approved SE/ALTC Area Plan which
shall be kept on file at the ALTC office. The Contractor further agrees to
provide such information as requested by the County within the time
limitations established by the County;
2. Submit the monthly report showing service level provided by the tenth day of
each month following the month during which the services were provided. A
quarterly report must be submitted by the end of the month following the end
of each quarter.
3. Complete and submit such additional reports as are required by the County
within the specified time frames, providing the Contractor is given a written
request for the reports thirty (30) days prior to the due date.
C. Inventory: The Contractor agrees to:
1. Submit to the County vendor invoice(s) at the same time with the monthly
billing before County reimbursement of expenditures of authorized
equipment items of $1,000 or more;
2. Complete at least once a year physical inventory, using forms provided by
the County, of all equipment purchased under this Agreement.
D. Contractors Meeting: The Contractor agrees to have a representative attend
meetings of the Office of Aging and Long Term Care contractors and Long Term
Care Planning Committee.
E. Program Publication: The Contractor agrees that:
1. The program shall be publicized on a regular basis, with all publicity and
printed material identifying the Southeast Washington Office of Aging and
Long Term Care as a funding agency;
2. All material distributed with regards to publicizing the program contain a
statement assuring non-discrimination. Following is the wording suggested:
The City of Yakima does not discriminate in providing services on the
grounds of race, creed, color, religion, national origin, gender, age,
marital status, or the presence of any sensory, mental, or physical
handicap.
3. Materials publicizing the program must be printed in other appropriate
languages in counties that have a specific minority 60+ population of two
(2%) percent or more of the general 60+ population.
F. Additional Remuneration Prohibited: Neither the Contractor nor any of its officers,
employees, agents or representatives, shall solicit, impose any fees, or accept any
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remuneration whatsoever from clients, friends, relatives, or representatives of any
clients for services performed for that client under this Agreement other than the
client matching monies or donations (see Section I). In the event that this provision is
violated, the County shall have the right to assert a claim against the Contractor on
its own behalf and/or on behalf of the client.
G. Private Pay: The Contractor, who offers to the general public on a private pay basis
a service comparable to the service described in this Agreement, must assure that
the County is not charged more for the service than the private pay fee. The
responsibility lies with the Contractor to justify that a service provided at a different
rate is not comparable to this service.
H. Maintenance of Funding Sources: The Contractor agrees that:
1. The County funds are not used to replace funds from any other existing
program funding;
2. It will continue or initiate efforts to obtain support from private sources and
other public organizations for this service;
3. It will utilize new funding sources for this service if they become available
through the County and it will make any changes necessary to meet the
requirements of the new funding sources.
I. Fees and Donations: The Contractor agrees that:
1. It will assure that older persons have the opportunity to contribute to all or
part of the cost of the service, but service will not be denied if participant
cannot or does not wish to contribute;
2. It shall utilize client donations to meet project expenses before using State or
Federal funds. Client donations may be used to satisfy matching
requirements;
3. It shall provide that the methods of receiving fees, donations and
contributions from individuals shall be handled in such a manner so as not to
publicly differentiate among individuals;
4. All project income derived from the provision of services described herein or
incorporated by reference herein or derived or generated through program
fund-raising activities or profits earned from fixed rate service shall stay with
the project and shall be used to provide increased levels or improved quality
of service to the target population.
The state requires that rates charged to others cannot be less than the
program charges the state for the same services (usual and customary fee).
The unit rate charged to the county must equal or exceed the rate billed the
state for the same service or the state must be charged the lower rate.
J. Monitoring/Assessment Procedures: The Contractor agrees to:
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1. Monitor both its fiscal and program status monthly and assess its performance
on program objectives and activities covered under this Agreement on an
ongoing basis.
2. Monitor and assess on an ongoing basis the performance of any
subcontracting agencies, and insure that funds made available are
expended only in accordance with the specific provisions of this Agreement.
3. Recognize that the County will monitor and assess the activities and progress
of all programs covered under this Agreement on an ongoing basis. Said
monitoring and assessment will be accomplished through, but not limited to,
review of program and financial reports, on-site visits (service delivery and
administrative sites), conference with program administrators and staff, and
visits by members of the Office of Aging and Long Term Care (ALTC) staff and
ALTC Advisory Council. Monitoring may include assessing performance
based on information submitted in the Request for Proposal (RFP). Prior notice
of all such visits will be provided.
4. Authorize and/or participate in any program or fiscal evaluations or studies
conducted by the County or DSHS. Prior notice will be provided as well as
final reports of evaluations or studies.
5. Conduct a self-evaluation of the program annually. The self-evaluation shall
include a survey of at least 10% of clients utilizing the service. The Contractor
shall take steps to correct deficiencies found during the internal monitoring.
Monitoring reports shall be made available to the County upon request.
PAYMENT PROVISIONS
I CONSIDERATION
Payment shall be based on claims for reimbursement as reported on the Office of Aging and Long
Term Care invoice and support documentation and shall be contingent upon the receipt of all
required financial and program reports by the respectively assigned due dates.
The County shall not be held responsible for any financial loss suffered by the Contractor as a result
of performance of services as outlined in this Agreement in the mutually agreed budget, service
delivery standards, units of service and payment standards.
II GENERAL PAYMENTS CONDITIONS
The Contractor agrees to the following standards in satisfactorily performing the terms and
conditions of this Agreement:
A. No payment shall be made for any contracted activity rendered by the Contractor which is
not identified within the terms and conditions of this Agreement and set forth within a
category of the budget.
B. The Contractor shall submit to the County a written request for approval of budget revision
when:
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1. The revision would change the scope or objectives of any contracted activity
category;
2. Additional revenue is received for contracted activities within the terms of this
Agreement;
3. The Contractor desires to transfer funds from one budget category to another.
Budget category transfers shall, for the purpose of this Agreement, be defined as
transfers inclusive of those occurring between sub -object categories when the
cumulative amount of all transfers exceeds four percent (4%) of the County
budgeted amount for administration or service delivery.
C. Payments shall be based on the County's receipt of all fiscal and programmatic reports
required by this Agreement to substantiate claims for reimbursement. The County expressly
reserves the right to withhold payment in whole or in part when:
1. The Contractor fails to submit all required documentation, or
2. In the County's judgment, additional information is required to substantiate the basis
upon which claims for reimbursement are made, provided the request for such
additional information is consistent with the requirements of this Agreement; or
3. Claims for reimbursement are inconsistent with the terms and conditions of this
Agreement; or
4. Claims for reimbursement on unit rate price Agreements exceed the administrative
and service delivery budgets without in-kind contributions by greater than five (5%)
percent of their respective allotted amount; or
5. Claims for reimbursement on line -item cost Agreements exceed the administrative
and service delivery budgets of County contracted funds by greater than five (5%)
percent of their respective allotted amount.
D. Program Income: Gross income received by the contractor and/or subcontractors directly
generated by federal funds or a federal grant supported activity or earned as the result of
the grant and/or federal contract.
1. Program income may include, but is not limited to, income from: fees for services
performed, proceeds from the sale, lease or rent of assets which were acquired using
federal funds, contributions/donations from clients, honorariums, consultant fees,
training fees, and the like, earned by staff when time spent earning such honorarium
or fee was charged to federal funds, and revenue generated from sale of fabricated
items.
2. Use program income in accordance with the Department of Health and Human
Services Administration of Grants, 45CFR, Sec. 25. Costs borne by the program
income must be used to satisfy cost sharing or matching requirements.
The County agrees to promptly notify the Contractor of any proposed reduction in funding by State,
Federal, or other officials. The Contractor agrees that upon receipt of such notice it shall take
appropriate and reasonable action to reduce its spending in the affected funding area so that
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expenditures do not exceed the funding level which would result if said proposed reduction
became effective.
III BILLING PROCEDURES
A. The Contractor shall submit written claims for reimbursement of contracted activities
provided on the appropriate forms. All payments will be based on contracted activities
provided unless otherwise approved in writing by the County.
B. The County agrees to make payment for contracted activities provided as approved by the
Auditor of Yakima County with County warrants within twenty (20) working days, contingent
upon the availability of funds, following receipt of the Contractor's claims for reimbursement,
provided that claims for reimbursement are received by the County by the ninth day of
each month following the month during which the services were provided. No payment
shall be made in the month services are rendered unless otherwise approved by the County.
If the twentieth day of a month falls on a Saturday, Sunday or holiday, payment will be
made the next County working day. Payments at the end of each month will be made on
the last County working day for that month.
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EXHIBIT A
CITY OF YAKIMA
FOOT CARE
STATEMENT OF WORK
I APPLICABLE LAWS AND REGULATIONS
The Contractor agrees that services contemplated or delivered within the terms of this Agreement
and funds administered in the delivery of the specified services shall be provided in accordance
with all applicable Federal, State, and local laws and regulations.
A. CFR Title 45, Subtitle A Part 74, (Administration of Grants)
B. CFR Title 45, Chapter XIII, Subchapter C, Part 1321 (Older Americans Act)
C. WAC 388-17 (Senior Citizens Services Act)
II PROJECT DEFINITION
Geriatric Preventative Foot Care services are intended to provide early detection of existing and
potential foot problems as well as alleviate dry skin problems, and maintenance of healthy nails.
Services include foot inspection and palpation, foot soaks, nail trimming, and instructions in foot
health maintenance. Referrals for follow-up treatment are made to local physicians and podiatrists.
III PARTICIPANTS
The Contractor agrees that:
A. The target population for geriatric preventative foot care services are the individuals
referenced in the Geriatric Preventative Foot Care Program Standards.
B. There will be written assessment procedures utilized by the Contractor to determine if
clients meet the program target population criteria.
C. The indicators used by the Office of Aging and Long Term Care to assess its
effectiveness at targeting services to individuals who may be vulnerable are:
Low-income
75 years of age or older
Racial minority
Limited or non-English speaking
Living alone
ALTC funding should encourage the effective targeting of services to the vulnerable elderly
by the Contractor. Specific goals to be attained for 1998 are as follows:
Target Group Percentage
Racial or ethnic minorities 11%
Low-income 50%
75 years of age or older 55%
Limited or non-English speaking 4%
Living alone 40%
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The Contractor must report on clients served in these categories.
D. Local medical professionals will be available to provide consultation services and act
in an advisory capacity.
E. Clinics will be held monthly at each designated facility which will include, but not be
limited to, low-income housing facilities and senior centers.
F. Participants shall be referred to the Information and Assistance/Case Management
Program as needed.
G. The Contractor shall establish a system through which clients of services under this
approved Agreement may present grievances as outlined in the Basic Agreement,
Section XVI(F).
H. Services shall be provided throughout Yakima County.
IV. UNITS OF SERVICE
A. Definition: A unit of Geriatric Preventative Foot Care service shall consist of one (1)
visit with each client who receives a foot care treatment.
B. There will be 500 unduplicated individuals served by this Agreement.
C. Anticipated Service Level by Quarter:
Month Units
January - March 471
April - June 470
July - September 471
October - December 470
TOTAL 1882
D. Anticipated Expenditure Rate by Quarter:
Month Rate
January - March $2,150
April - June $2,150
July - September $2,150
October - December $,2150
TOTAL $8,600
V. PAYMENT CONSIDERATIONS
As consideration for services, as described in the Specific Provisions of this Agreement and in
accordance with the Budget Provisions of this Agreement, the County agrees to pay the Contractor
a sum not to exceed $8,600 from available funds as submitted on the 1999 Contract Extension
Budget Summary. This total sum shall be available during the period January 1, 1999 through
December 31, 1999. These funds shall be used to provide Geriatric Preventive Foot Care services.
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Payment to the Contractor for this unit rate price Agreement shall be based on the unit rate of $4.57
per unit of Foot Care services during the period January 1, 1999 through December 31, 1999. Client
donations received in excess of $8,204 will be used to provide additional units of service at the unit
rate of $8.93, or be spent first before ALTC funds are used.
The County shall renegotiate the unit rate the following contract year if revenue and expense
reports indicate a profit of more than three percent (3%).
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EXHIBIT B
CITY OF YAKIMA
ADULT DAY CARE
STATEMENT OF WORK
I APPLICABLE LAWS AND REGULATIONS
The Contractor agrees that services contemplated or delivered within the terms of this Agreement
and funds administered in the delivery of the specified services shall be provided in accordance
with all applicable Federal, State, and local laws and regulations, in particular the following:
A. CFR Title 45, Subtitle A Part 74, (Administration of Grants)
B. WAC 388-17, (Senior Citizens Services Act)
II PROJECT DEFINITION
Adult Day Care is a service offered in a day care setting in the community to meet the needs of
functionally impaired adults. It is a structured, comprehensive program that provides a variety of
health, social and related support services in a protective setting during any part of a day, but less
than 24-hour care.
Adult Day Care services enable the families of older persons to obtain relief from constant care and
provide isolated older persons with opportunities for socialization. Services are designed to address
the social needs of participants and the need of families for a safe, comfortable place to leave an
older person on a regular or irregular basis.
III PARTICIPANTS
The Contractor agrees that:
A. The target population for the adult day care program are the individuals referenced
in the adult day care program standards.
B. There will be written assessment procedures utilized by the Contractor to determine if
clients meet the program target population criteria.
C. The indicators used by the Office of Aging and Long Term Care to assess its
effectiveness at targeting services to individuals who may be vulnerable are:
Low-income
75 years of age or older
Racial minority
Limited or non-English speaking
ALTC funding should encourage the effective targeting of services to the vulnerable elderly
by the Contractor. Specific goals to be attained for 1998 are as follows:
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Target Group Percentage
Racial or ethnic minorities 11%
Low-income 50%
75 years of age or older 55%
Limited or non-English speaking 4%
The Contractor must report on clients served in these categories.
C. At least the following services, as defined in the Program Standards, shall be
available to participants according to their individual needs:
1. Administration
2. Intake Assessment
3. Case Review
4. Activity Program
5. Food Service
D. A Participant Intake Form (PIF) or other client tracking information shall be completed
and submitted as required to the Office of Aging and Long Term Care for each client
served.
E. Participants shall be referred to the Information and Assistance/Case Management
Program as needed.
F. The Contractor shall establish a system through which clients of services under this
approved Agreement may present grievances as outlined in the Basic Agreement,
Section XXIII).
G. Services shall be provided throughout Yakima County.
IV. UNITS OF SERVICE
A. Definition: A unit of Adult Day Care shall consist of one day of Adult Day Care
service.
B. There will be twenty (20) unduplicated individuals served by this Agreement.
C. Anticipated Service Level by Quarter:
Month Units
January - March 197
April - June 197
July - September 197
October - December 197
TOTAL 788
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D. Anticipated Expenditure Rate by Quarter:
Month Rate
January - March $3,950
April - June 3,950
July - September 3,950
October - December 3,950
TOTAL $15,800
V. PAYMENT CONSIDERATIONS
As consideration for services, as described in the Specific Provisions of this Agreement and in
accordance with the Budget Provisions of this Agreement, the County agrees to pay the Contractor
a sum not to exceed $15,800 from available funds as submitted on the 1999 Contract Extension
Budget Summary. This total sum shall be available during the period January 1, 1999 through
December 31, 1999. These funds shall be used to provide Adult Day Care services. Payment to the
Contractor for this unit rate price Agreement shall be based on the unit rate of $20.05 per daily unit
of Adult Day Care services, less client match as computed on the client Senior Citizens Services Act
application during the period January 1, 1999 through December 31, 1999.
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EXHIBIT C
BUDGET
CITY OF YAKIMA
JANUARY 1, 1999 - DECEMBER 31, 1999
FOOT CARE
FUNDING SOURCE
Title III -B
(CFDA #93.044)
SCSA
TOTAL
AMOUNT
$7,310
$1,290
$8,600
(500 unduplicated individuals, 1,832 units of service, @ unit rate of $4.57)
ADULT DAY CARE
FUNDING SOURCE
SCSA
TOTAL
AMOUNT
$15,800
$15,800
(20 unduplicated individuals, 788 units of service, @ unit rate of $20.05)
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 1 3
For Meeting of April 20, 1999
ITEM TITLE: Resolution Authorizing the City Manager and City Clerk to Execute an
Agreement for Social Day Care and Geriatric Foot Care Programs for
Senior Citizens
SUBMITTED BY: Chris Waarvick, Director of Public Works
Denise Nichols, Parks and Recreation Manager
CONTACT PERSON/TELEPHONE: Denise Nichols, 575-6020
SUMMARY EXPLANATION:
Attached is a Resolution authorizing the City Manager to sign an agreement with the Office of
Aging and Long Term Care to enable the Yakima Senior Citizens Center to continue to offer
Social Day Care Programs and Geriatric Foot Care for Senior Citizens. This agreement
allocates $15,800 for Social Day Care services and $8,600 for Geriatric Foot Care in 1999.
The goal of the Social Day Care program is to provide frail, isolated adults opportunities for
socialization and enable families of older persons to obtain relief from constant care. Services
are designed to meet the social needs of the families for a safe, comfortable place to leave an
older person on a regular basis. This program started in April, 1990, and has been very well
received.
The goal of the Geriatric Foot Care Program, which started in 1990, is to provide basic
preventative foot care for frail, elderly adults.
Resolution x Ordinance — Contract _ Other (Specify) Agreement
Funding Source Aging and Long Term Care Grant
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION:
Staff respectfully requests Council approval of the attached
Resolution for Social Day Care and Geriatric Foot Care
Programs
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: