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Home My WebLink AboutLR Goldenaires Senior Citizens Organization 2021; Second Amendments SECOND AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND THE SAN RAFAEL GOLDENAIRES SENIOR CITIZENS CORPORATION Mlt / THIS SECOND AMENDMENT is made and entered into as of this X day of -April, 2023, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and SAN JAJ RAFAEL GOLDENAIRES SENIOR CITIZENS CORPORATION, a California nonprofit public benefit corporation (hereinafter "GOLDENAIRES"). RECITALS WHEREAS, the CITY and GOLDENAIRES entered into that certain Agreement for use of the San Rafael Community Center, dated as of August 31, 2021 ("Agreement"), pursuant to which the CITY recruits and hires a Program Coordinator who provides services to GOLDENAIRES and GOLDENAIRES pays a monthly fee to the CITY for its Program Coordinator salary and benefits; and WHEREAS, the CITY and GOLDENAIRES entered into that certain First Amendment to the Agreement, modifying the agreement to eliminate the payment of the monthly fee for Program Coordinator salary and benefits for any period of time during which the position is unfilled; and WHEREAS, the CITY has since recruited and hired a Program Coordinator to provide services to the GOLDENAIRES; and WHEREAS, the CITY and GOLDENAIRES have reviewed the Agreement and propose amendments to Section 4 of the agreement, entitled `Compensation'; Section 6, entitled 'Term', and Exhibit B, titled `Goldenaires Activity Responsibilities'. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. The following provision is added to the end of Section 4 of the Agreement, entitled "Compensation": Effective April 1, 2023, GOLDENAIRES will pay the CITY $3,600 per month until June 30, 2023. Effective July 1, 2023, the GOLDENAIRES will pay the CITY $4,000 per month for the remainder of the agreement term. Notwithstanding the foregoing, the GOLDENAIRES will not be required to pay the CITY the monthly fee for any month during which the Program Coordinator position described in Section 2.3 is unfilled. For any partial month that the .s Program Coordinator position is filled, the monthly payment will be prorated based on a 30-day month. 2. In accordance with Section 6 of the Agreement, the Term is extended to August 31, 2024. 3. Exhibit B is amended herein to clarify responsibilities of the Goldenaires and the City. 4. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROB�r F. EPSTEI ity Attorney Attachment: Amended Exhibit B 2 GOLDENAIRES By. U ,. Name:'12/JP-,) L ( n Title:f,;sZ i t r'10 [If GOLDENAIRES is a corporation, add signature of second corporate officer] r Name: ', 1J- Title: Exhibit B — Goldenaires Activity Responsibilities Activity Goldenaires Congregate meal site Operate congregate meal site (sign -in, temp checks, compliance) Work with volunteers who operate site File paperwork with county on weekly basis Prepare sign in sheets on a Work with county and volunteers for site & program monitoring visits Shop for supplies as needed I Attend monthly board meetings Monthly newsletter (Newsette) Collect & write articles Design/Layout Newsette Advertise & write articles for the trips and events Prepare calendar Proofread Newsette Print Newsette Work with volunteers to prepare and mail Newsette Publish Newsette to Goldenaires website Trips 4/1/23-6/30/23 Goldenaires City Responsibility Responsibility Joint Joint resaonsibility resaonsibility Volunteer Volunteer Board Members Newsette Chairperson Goldenaires consultant Goldenaires consultant Goldenaires consultant Goldenaires consultant Volunteer Goldenaires consultant Newsette Chairperson Goldenaires consultant Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator 7/1/23 — 8/31/24 Goldenaires City Responsibility Responsibil Joint Joint responsibility resoonsibil Volunteer Volunteer Board Members Volunteer Newsette Chairperson Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Program Coordinator Attend monthly trip Trip Committee Program Trip Committee Program committee meetings Members Coordinator Members Coordinator Monitor sign up lists Program Program Coordinator Coordinator Develop trip itineraries — Trip Committee Program Trip Committee Program where, when etc. Members Coordinator Members Coordinator Work w/ travel agents for I Program Program some trips Coordinator Coordinator 1 4/1/23-6/30/23 7/1/23 — 8/31/24 Goldenaires City Goldenaires City Activity Responsibility Responsibility Responsibility Responsibility Program Keep track of payment/sign Program up deadlines Coordinator Program Coordinator Make payments for tickets, Program etc. Coordinator Coordinator Promote trips in Newsette Program Program and emails Coordinator Coordinator Program Schedule busses Program Coordinator Coordinator Prepare paperwork, tips, tickets for escorts a few Program Program days before trip Coordinator Coordinator Prepare trip wrap-up report Treasurer Treasurer Pay final invoices on tours — busses, etc. Treasurer Treasurer Classes All classes that have a third - party City Program City Program instructor/organization AARP Tax Program City Program City Program Goldenaires-led classes Program Program Coordinator Coordinator Program Program Schedule Coordinator_ Program Coordinator Promote in Newsette Program Coordinator Coordinator Contact with Program Program instructors/volunteers Coordinator Program Coordinator Monitors sign-up lists Program Coordinator Coordinator Make payments program agencies and presenters Treasurer Treasurer Sales of paintings & cards — calculate income and pay Treasurer Treasurer artists (monthly) Prepare for each class — close out report Treasurer Treasurer Bingo Committee Wednesday Bingo Bingo Committee Bingo Order Supplies/keep Bingo inventory Chairperson Chairperson Bingo Assist volunteers as needed Bingo Chairperson Treasurer Program Chairperson Treasurer Pay bills/start cash Promote in Newsette Program Coordinator Coordinator Activity 4/1/23-6/30/23 Goldenaires City ;esponsibility Responsibility Special Events Annual Holiday Craft Fair Work w/ volunteers and board on all aspects Assist w/ getting Raffle donations/baskets Committee Scheduling and Craft assigning Chairperson vendors/booths Craft Communicate w/ _ vendors, volunteers Chairperson Promotion — place ads, social media, flyers, postcards, Set -Up Be present day of event -problem solve, assist Treasurer Set up start cash for booths Close out reports Treasurer Raffles (2 x per year) Order tickets, draft letter, print labels Office Assemble tickets/letters/labels Volunteers and & mail Newsette Chairperson Monitor incoming Treasurer/Raffle tickets/deposits Chairperson Monday Night Bingo Nights (4 x per year) Chairperson & Committee Work with volunteers to coordinate, promote & Monday Night Committee produce event Promotion: flyer, Newsette, social media, emails Meal coordination: caterer or shopping / assist kitchen Kitchen Crew crew as needed Program Coordinator Program Coordinator Custodian and Program Coordinator Program Coordinator Program Coordinator Program Coordinator 7/1/23 — 8/31/24 Goldenaires City Responsibility Responsibility Raffle Committee Craft Chairperson Craft Chairperson Treasurer Treasurer Office Volunteers and Newsette Chairperson Treasurer/Raffle Chairperson Monday Night Chairperson & Committee Monday Night Committee Kitchen Crew Program Coordinator Program Coordinator Custodian and Program Coordinator Program Coordinator Program Coordinator Program Coordinator 3 4/1/23-6/30/23 Goldenaires City 7/1/23 — 8/31/24 Goldenaires City Activity Responsibility Responsibility _Responsibility Responsibility Monday Night Preparation for event: bingo Monday Night packets, signage, volunteers Committee Committee Be present the night of event: sign -in people, Monday Night Program Monday Night Program problem solve Chairperson Coordinator Chairperson Coordinator Sunday Dance Sunday Dances (monthly) Sunday Dance Chairperson Chairperson Sunday Dance Assist volunteers as needed Sunday Dance Chairperson _ Chairperson Make arrangements w/ band (at end of each year Program Program for next year) Treasurer Coordinator Coordinator Treasurer Pay band monthly Pay Community Center monthly via credit card Treasurer Treasurer Prepare start-up cash Treasurer Program Treasurer Program Promotion: flyers, Newsette, emails, banner on building President Coordinator Coordinator President Program Annual Holiday Gala Program Coordinator Coordinator Book date & band Program Program Coordinator Program Coordinator Program Work w/ volunteers/board to coordinate Coordinator Coordinator Program Program Work w/ caterer Coordinator Coordinator Help set-up and decorate Decorating Committee Custodian Decorating Committee Custodian Treasurer Decorating, Pay caterer Treasurer Decorating, 4- Shop for bar supplies, decorations, kitchen Kitchen, and Kitchen, and supplies Volunteer Volunteer Committees Committees Prepare sign -in lists Program Program Coordinator Coordinator Be present that night to problem solve, help and Host & Event Program Host & Event Program swear in new board Chair Treasurer Coordinator Chair Treasurer Coordinator Close out report Luncheons Book dates in facility Program Program schedule Coordinator Coordinator President, Work with volunteers on President, menu, decorations, supplies Decorating Decorating Committee, Committee, 4/1/23-6/30/23 7/1/23 — 8/31/24 Goldenaires City Goldenaires City Activity Responsibility Responsibility Responsibility Responsibility Kitchen Kitchen Volunteers Volunteers Kitchen Kitchen Shop for supplies as needed Chairperson Chairperson President, President, Prep for event: bar supplies, Kitchen Kitchen arrangements with caterer Committee Committee Arrange entertainment for Board Member Board Member each event or Committee or Committee Treasurer Treasurer Paperwork/Bookkeeping Treasurer Treasurer City of San Rafael Bingo License Non-profit status (bi- annually) Treasurer Treasurer Alcohol permits (quarterly) Treasurer Treasurer 1099's (once a year) Treasurer Treasurer State Board of Equalization for Craft Sales (annually) Treasurer Treasurer Raffles & Reports Registry Treasurer Treasurer (annually) Email QuickBooks financial documents to CPA to file Treasurer Treasurer taxes annually) Pay volunteers (office, kitchen, treasurer, president, Newsette) Treasurer Treasurer monthly Monitor Certificates of Insurance —Travel & Bus Treasurer Treasurer Companies and caterers Monitor Volunteer Information for driving own Treasurer Treasurer vehicle insurance coverage Payment to City for Program Coordinator salary paid by Treasurer Treasurer credit card Credit Card compliance Treasurer Treasurer City of San Rafael Business Treasurer Treasurer license Treasurer & Treasurer & Audit Committee Committee Office Hours: M, Tu, W, F 10am-2pm (if no volunteer, office will be Activity closed); times may change based on programming Be available for questions/problem solving when in office Desk Volunteers Train Supervise Schedule (closed if no show) Assign special work assignments Office supplies: inventory & order Check Goldenaires email Computer Reserve rooms for events, classes, programs in Active Set Up Trips, Classes, Events in Quickbooks Keep Goldenaires Website Updated Close out reports on trips, events, fundraisers Adult Aging Meetings/Groups Senior Fair CASS meetings Age Friendly San Rafael meetings Commission on Aging meetings 4/1/23-6/30/23 7/1/23 — 8/31/24 Goldenaires City Goldenaires City Responsibility Responsibility Responsibility Responsibility Program Program Coordinator Coordinator Program Program Coordinator Coordinator Program Program Treasurer Coordinator Treasurer Coordinator Program Program _Coordinator Coordinator_ Office Volunteers Office Volunteers responsible for responsible for coverage coverage Program Program Coordinator Coordinator Program Program Coordinator Coordinator Office Program Office Volunteers Program Volunteers Coordinator Coordinator Program Program Coordinator Coordinator Program Program Coordinator Coordinator Program Program Coordinator Coordinator Treasurer Treasurer Board Member, Board Member, Decorating Program Decorating Program Coordinator Coordinator Committee Committee President/Board President/Board Member Program Member President/Board President/Board Program Member Coordinator Member Coordinator President/Board President/Board Member Member N. RAP �1 i 2 yo /ry WITH P C^`y CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Library and Recreation Project Manager: Craig Veramay Extension: x3340 Contractor Name: Goldenaires Senior Citizens Organization (2nd Amendment) Contractor's Contact: Carol Cox, Board Co -President Contact's Email: srgoldenaires@gmail.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial n/a 1 Project Manager a. Email PINS Introductory Notice to Contractor 3/28/2023 b. Email contract (in Word) and attachments to City CV Attorney c/o Laraine.Gittens@cityofsanrafael.org 4/18/2023 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager 4/18/2023 ; b. Confirm insurance requirements, create Job on Department Director PINS, send PINS insurance notice to contractor jJ 4/18/2023 ❑X co 3 Approval of final agreement form to send to contractor 4/19/2023 X. 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑X N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5/5/23 CV 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form (� 7 City Attorney Review and approve hard copy of signed agreement _ 8 City Attorney Review and approve insurance in PINS, and bonds for Public Works Contracts r(� 9 City Manager / Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager �UWC-xv