HomeMy WebLinkAbout279-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 279-23
File Number: 2023-1439
AREA AGENCY ON AGING OF NORTHWEST ARKANSAS (AMENDMENT):
A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE CONTRACT WITH THE AREA AGENCY ON
AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF $153,104.00 TO PROVIDE PUBLIC
RECREATION SERVICES FOR SENIOR RESIDENTS OF FAYETTEVILLE
WHEREAS, on December 20, 2022, the City entered into an agreement with the Area Agency on Aging of Northwest
Arkansas (AAA) in the amount of $145,804.00 to provide recreation programs for senior residents at the Fayetteville
Senior Activity and Wellness Center and transportation services for the residents of Hillcrest Towers; and
WHEREAS, due to the rising cost of services, AAA requested an increase in funding provided by the City from
$145,804.00 annually to $153,104.00 annually.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves Amendment No. 1 to the
contract with the Area Agency on Aging of Northwest Arkansas to provide an increase in funding to the amount of
$153,104.00 to provide public recreation services for senior residents of Fayetteville in 2024.
PASSED and APPROVED on December 19, 2023
Approved:
Page 1
Attest:TR,,""
RFq ��i
• FAYETTEVILL�
Kara Paxton, City C erk Treasuret �a
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CITY OF
FAYETTEVILLE
rlt� ARKANSAS
MEETING OF DECEMBER 19, 2023
CITY COUNCIL MEMO
2023-1439
TO:
Mayor Jordan and City Council
THRU:
Susan Norton, Chief of Staff
Alison Jumper, Director of Parks, Natural Resources and Cultural Affairs
FROM:
Lee Farmer, Recreation Superintendent
DATE:
SUBJECT: Amendment #1 to Contract with Area Agency on Aging of Northwest
Arkansas
RECOMMENDATION:
Approval of Amendment #1 between the City of Fayetteville and the Area Agency on Aging of
Northwest Arkansas (AAA) in the amount of $153,104 to provide public recreation services for
senior residents of Fayetteville.
BACKGROUND:
On December 20, 2022, the City entered into an agreement with the AAA in the amount of
$145,804 to provide public recreation services for senior residents of Fayetteville.
DISCUSSION:
AAA provides recreational programs for senior residents at the Fayetteville Senior Activity and
Wellness Center and transportation services for the residents of Hillcrest Towers. Those activities
include 17 weekly activity and wellness classes,4 instructor -led line dancing sessions per week,
daily pool play and a weekly pool tournament, an open exercise equipment area, ping pong, and
other activities. Transportation services include 4 separate services that provide 31 round trips per
day and offer front door pick-up and assistance.
Due to the rising cost of these services, AAA requested an increase in funding provided by the City
from $145,804 annually to $153,104 annually.
BUDGET/STAFF IMPACT:
The 2024 budget that the City Council passed on November 21, 2023, includes a total of $153,104
for this request.
ATTACHMENTS: SRF (#3), Amendment #1 to Contract with Area Agency on Ageing (#4), 320-22
RESOLUTION (#5)
Page 1
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2023-1439
Amendment #1 to Contract with Area Agency on Aging of Northwest Arkansas
A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE CONTRACT WITH THE AREA
AGENCY ON AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF $153,104.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR SENIOR RESIDENTS OF FAYETTEVILLE
WHEREAS, on December 20, 2022, the City entered into an agreement with the Area Agency on
Aging of Northwest Arkansas (AAA) in the amount of $145,804.00 to provide recreation programs for
senior residents at the Fayetteville Senior Activity and Wellness Center and transportation services for
the residents of Hillcrest Towers; and
WHEREAS, due to the rising cost of services, AAA requested an increase in funding provided by the
City from $145,804.00 annually to $153,104.00 annually.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves Amendment No.
1 to the contract with the Area Agency on Aging of Northwest Arkansas to provide an increase in
funding to the amount of $153,104.00 to provide public recreation services for senior residents of
Fayetteville in 2024.
Page 1
Lee Farmer
Submitted By
City of Fayetteville Staff Review Form
2023-1439
Item ID
12/19/2023
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
11/29/2023 PARKS & RECREATION (520)
Submitted Date Division / Department
Action Recommendation:
Approval of Amendment #1 between the City of Fayetteville and the Area Agency on Aging of Northwest Arkansas
(AAA) in the amount of $153,104 to provide public recreation services for senior residents of Fayetteville.
1010.090.6600.5718.01
Account Number
40901.4004
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Adjustment attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
General
Fund
AAANWA (Senior Center)
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 153,104.00
Is 153,104.00
$ 153,104.00
V20221130
Previous Ordinance or Resolution # 320-22
Approval Date:
AMENDMENT #1 TO THE
CONTRACT BETWEEN
THE CITY OF FAYETTEVILLE, ARKANSAS
AND
AREA AGENCY ON AGING OF NORTHWEST ARKANSAS
WHEREAS, on December 20, 2022, pursuant to Resolution No. 320-22, the City of
Fayetteville and the Area Agency on Aging of Northwest Arkansas ("AAA"), entered into a
contract for public recreational opportunities for the senior citizens of Fayetteville in 2023; and
WHEREAS, the contract provided for automatic renewals for four additional years; and
WHEREAS, because of the rising costs of providing those services, AAA requested an
increase in funding provided by the City from $145,804 annually to $153,104 annually and that
increase was approved by the City Council in the 2024 Annual Budget and Work Program.
NOW, THEREFORE, BE IT KNOWN TO ALL:
That the City of Fayetteville, Arkansas and the Area Agency on Aging of Northwest
Arkansas, on this 19th day of December, 2023, hereby agree that the introductory paragraph
in Section 1 of the Contract shall be amended to read as follows:
"The City of Fayetteville shall provide the sum of $153,104 in equal monthly
installments from January 1 until December 31, 2024 in consideration of the
following duties and obligations to be performed by the AAA:"
The parties agree and understand that this Amendment is supplemental to their Contract
attached to Resolution No. 320-22, and that it does not alter, amend or abridge any of the rights,
obligations, or duties of the parties not expressly addressed herein.
IN WITNESS WHEREOF, the parties hereto have caused their signatures to be set by
their authorized representative effective the date set forth herein above.
AREA AGENCY ON AGING OF CITY OF F AYETTEVILLE
NORTHWEST ARKANSAS
I:
BRAD BAILEY, Executive Director
Date:
B y. OF &- 0. A
IONEL O DA ,Mayor
Date: 12/1 2023
ATTEST:
KARA PAXTON,'City
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 320-22
File Number: 2022-218
2023 ARKANSAS AND THE AREA AGENCY ON AGING OF NORTHWEST ARKANSAS CONTRACT:
A RESOLUTION TO AUTHORIZE A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS
AND THE AREA AGENCY ON AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF $145,804.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2023,
WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS
WHEREAS, ensuring the availability of quality recreational opportunities to the senior citizens of our community is of
mutual interest to the City of Fayetteville and the Area Agency On Aging of Northwest Arkansas, which has provided
these services to seniors in Fayetteville and Northwest Arkansas since 1972; and
WHEREAS, the Area Agency on Aging is very qualified and uniquely able to provide the continuity of services vital
to the efficient provision of recreational opportunities to the senior citizens of Fayetteville.
WHEREAS, Ark. Code Ann. § 14-58-104(18) provides for "renewal or extension of the term of an existing contract'
without soliciting bids.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
contract between the City of Fayetteville, Arkansas and the Area Agency on Aging of Northwest Arkansas in the
amount of $145,804.00 to provide public recreation services for the senior citizens of Fayetteville for 2023, with
automatic renewals for up to four additional one year terms.
PASSED and APPROVED on December 20, 2022
t''��s ► r � t r a irr1r jr
Attest: ,t*th�l rR rf
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4}: •�� ,
F)1Y�TTEV, t
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Kara Paxtontitytlerk'Treasurer :'•' �= •��_w
Page 1
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2022-1124
Agenda Date: 12/20/2022 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A.26
2023 ARKANSAS AND THE AREA AGENCY ON AGING OF NORTHWEST ARKANSAS
CONTRACT:
A RESOLUTION TO AUTHORIZE A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE,
ARKANSAS AND THE AREA AGENCY ON AGING OF NORTHWEST ARKANSAS IN THE
AMOUNT OF $145,804.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR
CITIZENS OF FAYETTEVILLE FOR 2023, WITH AUTOMATIC RENEWALS FOR UP TO FOUR
ADDITIONAL ONE YEAR TERMS
WHEREAS, ensuring the availability of quality recreational opportunities to the senior citizens of our
community is of mutual interest to the City of Fayetteville and the Area Agency On Aging of Northwest
Arkansas, which has provided these services to seniors in Fayetteville and Northwest Arkansas since
1972; and
WHEREAS, the Area Agency on Aging is very qualified and uniquely able to provide the continuity of
services vital to the efficient provision of recreational opportunities to the senior citizens of Fayetteville.
WHEREAS, Ark. Code Ann. § 14-58-104(18) provides for "renewal or extension of the term of an
existing contract" without soliciting bids.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a contract between the City of Fayetteville, Arkansas and the Area Agency on Aging of
Northwest Arkansas in the amount of $145,804.00 to provide public recreation services for the senior
citizens of Fayetteville for 2023, with automatic renewals for up to four additional one year terms.
City of Fayetteville, Arkansas Page 1 Printed on 1212112022
Lee Farmer
Submitted By
City of Fayetteville Staff Review Form
2022-1124
Legistar File ID
12/20/2022
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
11/28/2022 PARKS & RECREATION (520)
Submitted Date Division / Department
Action Recommendation:
Approval of a resolution to authorize a contract between the City of Fayetteville and the Area Agency on Aging of
Northwest Arkansas in the amount of $145,804 to provide public recreation services for senior residents of
Fayetteville in 2023.
Budget Impact:
1010.090.6600.5718.01
Account Number
40901.4004
General
Fund
AAANWA (Senior Center)
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Project Title
$ 145,804.00
145,804.00
$ 145, 804.00
V20210527
Previous Ordinance or Resolution # 338-21
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF DECEMBER 20, 2022
TO: Mayor and City Council
CITY COUNCIL MEMO
THRU: Susan Norton, Chief of Staff
Alison Jumper, Parks, Natural Resources and Cultural Affairs
FROM: Lee Farmer, Recreation Superintendent
DATE: November 28, 2022
SUBJECT: Approval of a resolution to authorize a contract between the City of
Fayetteville and the Area Agency on Aging of Northwest Arkansas in the amount of
$145,804 to provide public recreation services for senior residents of Fayetteville in 2023.
RECOMMENDATION:
Approval of a resolution to authorize a contract between the City of Fayetteville and the Area
Agency on Aging of Northwest Arkansas in the amount of $145,804 to provide public recreation
services for senior residents of Fayetteville in 2023.
BACKGROUND:
Since 1972, the City of Fayetteville has provided financial support through the annual work
budget to the Area Agency on Aging of Northwest Arkansas (AAA) to provide recreation
services for senior residents. This has been a very successful agreement to provide recreational
programs and activities for senior residents of Fayetteville.
AAA provides recreational programs meeting the needs of our senior residents at the
Fayetteville Senior Activity and Wellness Center and transportation services for the residents of
Hillcrest Towers. It is the intent of AAA and the Fayetteville Parks and Recreation Department to
work in cooperation to enhance the recreation facilities and programs in our City, while not
duplicating services to spend taxpayers' money as effectively as possible. If the AAA were not
serving our senior resident population, the City would need to assume responsibility.
DISCUSSION:
The 2023 budget approved an appropriation of $145,804 for services to be paid to AAA
pursuant to an approved contract. The contract outlines the services the AAA is providing to the
City and the senior residents of Fayetteville. The Fayetteville Senior Activity and Wellness
Center's building is designated as an emergency shelter for the City of Fayetteville due to their
location and facility available to assist in housing residents.
BUDGET/STAFF IMPACT:
The 2023 budget includes a total of $145,804 for this request.
Attachments:
Signed Contract
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
r��
CONTRACT
Between the aty of Fayetteville and the
Area Agency on Aging of Northwest Arkansas (AAA)
WHEREAS, the Area Agency on Aging of Northwest Arkansas (AAA) is uniquely qualified to
provide the full range of public recreation opportunities to the senior citizens of Fayetteville; and,
WHEREAS, it is in the best interest of the City of Fayetteville and its residents to provide operating
revenues to the AAA in consideration for the substantial recreational programs provided by the AAA to the
senior residents of Fayetteville.
NOW, THEREFORE, IT IS AGREED:
1. The City of Fayetteville shall provide the sum of $12,150.33 monthly (S145,804 annually) to the
AAA from January 1 until December 31, 2023 in consideration of the following duties and
obligations to be performed by the AAA:
A. The AAA shall be responsible for providing staff, programming, promotion, and
development for the Fayetteville Senior Activity and Wellness Center, and transportation
services for the residents of Hillerest Towers Community Center to participate in all Senior
Activity and Wellness Center activities.
B. AAA shall make substantial portions of its programs or facilities available to Fayetteville
residents (the public) at little or no cost for the needy senior residents. AAA shall report
on a quarterly basis the approximate number of Fayetteville residents served by its
programs.
C. AAA shall provide the Fayetteville Senior Activity and Wellness Center as an emergency
shelter when deemed necessary by the City of Fayetteville.
D. The AAA shall follow the general Working Procedures and Responsibilities for the City
of Fayetteville Parks and Recreation Division and the AAA which is attached as Exhibit
A, and is made a part hereof, as if set forth word for word in its entirety.
2. This Contract shall automatically renew for four (4) additional one (1) year terms, contingent on
annual budget approval by the Fayetteville City Council. A renewal term may be cancelled by
either party by giving written notice of non -renewal at least sixty (60) days prior to the end of the
then current term.
AREA AGENCY ON AGING OF CITY OF FAYETTEVILLE
NORTHWEST ARKANSAS ""-1 J. n
BRAD BAILEY, Executi
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EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY OF
FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE AREA
AGENCY ON AGING OF NORTHWEST ARKANSAS
This agreement is made and entered into between the City of Fayetteville Parks and
Recreation Department (Parks and Recreation) and the Area Agency on Aging of Northwest
Arkansas (hereinafter referred to as AAA).
WHEREAS, the parties are two of the providers of recreational programs for the citizens
of Fayetteville and wish to define a working agreement which may be revised and modified each
year upon mutual agreement between the Parks and Recreation Director and the Executive Director
of the AAA; and,
WHEREAS, it is the goal of both parties to work in cooperation to enhance the recreation
facilities and programs offered by the parties and to act together in meeting the needs of the citizens
of Fayetteville; and,
WHEREAS, the Fayetteville Senior Activity and Wellness Center has been designated as
an emergency shelter for the City of Fayetteville due to the location and facility available to house
citizens; and
WHEREAS, increased communications and a new set of operating procedures will assist
with the working relationship and will benefit both agencies and their operations; and,
WHEREAS, Parks and Recreation believes the goals of Parks and Recreation and AAA
would best be accomplished by defining and streamlining responsibilities and procedures; and, is
therefore recommending the merging of facility and program management for all recreation
offerings, thereby providing administrative accountability for all services provided to the citizens.
NOW, THEREFORE, in order to define and improve the current working relationship
between Parks and Recreation and AAA, the following set of detailed operating procedures and
responsibilities are hereby established.
1. AAA shall be responsible for providing staffing, programming and promotion, and
development of recreational programs for senior citizens including but not limited to,
health and fitness activities, recreational trips, arts and crafts, music and games.
2. Parks and Recreation shall be responsible for providing or approving the staffing,
programming, maintenance, promotion and development of the parks system within
the city and the recreational events occurring within the city for all ages.
N
3. The AAA Executive Director and Parks and Recreation Director shall have periodic
meetings to ensure communication between the two entities.
4. It is understood and agreed that the City's annual purchase of services will be
negotiated on a yearly basis.
5. The AAA is responsible for the management and operation of annual funding allocation
to AAA from the City of Fayetteville and shall have the responsibility for prioritizing
the use of such funds.
6. The Fayetteville Senior Activity and Wellness Center Director and Parks and
Recreation Director will work jointly in opening the Fayetteville Senior Activity and
Wellness Center as an emergency shelter as deemed necessary by the City of
Fayetteville. AAA will utilize funds appropriated by the City of Fayetteville for
operational costs as necessary for the emergency shelter.
7. AAA shall schedule a meeting and submit an annual financial report to the Parks and
Recreation Director no more than one hundred thirty (130) days after the end of the
AAA fiscal year, which ends on June 30, 2023. Such report shall detail AAA's use of
the City of Fayetteville's funding allocation and accomplishment of performance
measures as stated below.
8. AAA shall comply with the schedules and procedures established by the Budget and
Research Division of the City of Fayetteville for annual funding requests.
9. Quarterly reports shall be submitted to the Parks and Recreation Director on, or before,
the following dates: April 15, July 15, October 15, and January 15 (2023). These reports
shall detail the following performance measures:
A. Operation of a full scope of senior services at the Fayetteville Senior Activity
and Wellness Center and Hillcrest Towers. Both locations will provide a warm
daily nutritious congregate lunch providing valuable socialization for seniors.
An estimated 580 different seniors enjoy over 23,000 congregate meals each
year. In addition, weekly social and recreational activities include pool
tournaments, bingo, water colors class, Thursday Thoughts educational series,
Wii Bowling, Bean Bag Baseball, dominoes and card games, instructor -led line
dancing, and Fun Fridays (live music, movies, fairs, and trivia) During the
course of the year, an estimated 800 different seniors will participate in 41,000
units of socialization at the two locations.
B. The Fayetteville Senior Activity and Wellness Center location will continue to
provide a wide variety of daily health and wellness classes including, but not
limited to: Use It or Lose It, Fun to be Fit, Silver Sneakers, Yoga, Pilates, Cardio
& Toning, Tai Chi, Qigong, B.A.S.E., and Foundation Training. In addition,
the center offers a complete fitness area with treadmills, ellipticals, recumbent
bikes, and resistance -based weight machines.
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C. The Fayetteville Senior Activity and Wellness Center and Hillcrest Tower
locations will seck partnerships with outside organizations or community
groups to assist in a variety of recreation programs and wellness classes.
D. Transportation services will be provided at both the Fayetteville Senior Activity
and Wellness Center and Hillcrest Towers. Transportation services will include
round trip taxi service for seniors from their residence to the senior center, and
round-trip taxi service from their residence to necessary appointments in the
community. A taxi service for non -ambulatory clients, as well as a Grocery Taxi
provided twice a week. In addition, three or more special interest day trips per
month will be provided for the senior community. During the course of a year,
almost 200 different seniors will participate in 7,000 units of transportation.
E. AAA shall acknowledge the City of Fayetteville's contribution on general
marketing flyers, brochures and other general marketing materials.
10. The working procedures and responsibilities contained herein must continue without
delays in service and shall become effective January 1, 2023.
CITY OF F
LION IRDAN, Mayor
Attest: �•�`�c�: •'• rRf
Kara Paxton, City Cl cj Tf�i#siireit
EVILL:.
, 7 (A A AGENCY ON AGING OF N?, iLTHWEST
M
Attest:
BY:
Brad Bailey, Executive
4