Agenda Item Wording:
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Public Hearing and adoption of Resolution No. 2025-74 Authorizing Fee Adjustment for Senior Meal Program - Conduct a Public Hearing to authorize the proposed fee adjustment for the Senior Lunch Program price on a multi-tiered pricing structure for Visalia Seniors and Non Visalia Seniors for dine-in and to-go meals and appropriate $17,000 from the General Fund.
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Prepared by: Laurissa Roggenkamp, Recreation Manager laurissa.roggenkamp@visalia.gov (559) 713-4365 and Jason Glick, Parks and Recreation Director jason.glick@visalia.gov (559) 713-4042
Department Recommendation: Staff recommend that Council conduct a public hearing to adopt Resolution No. 2025-74 authorizing the proposed fee increase for the Senior Lunch Program and appropriate an additional $17,000 from the General Fund.
Summary:
The Senior Lunch Program utilizes a contracted caterer to provide weekday lunch service at the Visalia Senior Center. The previous contract commenced in February 2020 and expired in February 2025. While the City awaited completion of the formal proposal process, the caterer continued providing services on a month-to-month basis. To ensure continuity of service, the contractor has now agreed to a six-month contract, which includes an increase in the unit price from $4.50 to $10.00 per meal. Given increases in food, labor and other costs over the last five years, an increase in meal cost is not unreasonable.
The price for senior meals was last increased in the February of 2020 from $4.00 to $4.50 per meal for guests over the age of 55 years and from $4.50 to $5.00 per meal for guest under the age of 55 years and take-out meals.
The Senior Lunch Program is outlined in the City of Visalia Parks and Recreation Department Fee Policy, which is reviewed annually by the City Council and was most recently adopted during the Fiscal Year 2025-2026 Rates & Fee Review. Under this policy, the program is categorized as a shared Community and Individual Benefit, meaning its costs are offset equally by a City tax subsidy (50%) representing the community benefit, and participant fees (50%) representing the individual benefit.
To maintain the balance between the City subsidy and participant contributions, staff are proposing an increase in participant meal prices. To ease an abrupt impact on Visalia seniors, staff recommend implementing the increase in two increments:
Phase 1: Beginning December 1, 2025
• Visalia Seniors
o Dine -In: A price increase of up to $6
o Take-Out: A price increase of up to $7
• Non-Seniors and Non- Visalia Residents
o Dine-In; A price increase of up to $10
o Take-Out: A price increase of up to $11
Phase 2: Beginning March 1, 2026
• Visalia Seniors:
o Dine-In: A price increase of up to $7.75
o Take-Out: A price increase of up to $8.75
An “up-to” amount is being recommended in the event that the bid for a new caterer comes in lower than the current price. In that case, staff could implement the lower rates immediately without going back through the fee revision process. However, in the interim, the prices shown in this report ($6/$7 and $7.75/8.75) would be assessed.
For non-Visalia residents and non-Visalia seniors, staff proposes implementing the full price ($10/$11) increase effective December 1, 2025.
Background Discussion:
Program Background:
The City of Visalia Parks and Recreation Department offers a Senior Lunch Program on weekdays at the Visalia Senior Center. The intent of the Senior Lunch Program is to provide older adults in the community with access to affordable, nutritious meals in a welcoming and social environment. By offering a 50% subsidized meal service, the program supports both the nutritional needs and social well-being of seniors, helping reduce food insecurity and isolation among older residents. The shared cost structure, supported in part by City subsidy and participant fees, reflects the community’s commitment to promoting health, independence, and quality of life for Visalia’s senior population.
Contract Background:
Sue Sa Creative Catering has provided outstanding service and quality catering services since the beginning of the contract in February 2020. Between February 2020 and September 2025, the average daily meal service increased to 60 meals, representing a 67% growth compared to prior period (January 2017 - December 2019), which averaged 36 meals per day.
The original contract with Sue Sa Creative Catering expired in February 2025. The caterer agreed to continue services on a month-to-month basis while the City finalized the new Request for Proposals (RFP).
When the contract was first initiated, the unit price was $4.00 per meal, with the vendor eligible for annual increases per the California Price Index (CPI). The unit price increased to $4.06 in 2021, $4.36 in 2022 - 2023, and $4.50 in 2024 - 2025.
Meals were prepared on-site at the Visalia Senior Center, where the caterer was granted access to use the commercial kitchen for both the Senior Lunch Program and their non-City catering operations. Catering staff prepared the meals, and City staff were responsible for serving them to participants.
Request for changes to contract terms:
On September 29, 2025, Sue Sa Creative Catering notified staff that they would be unable to continue providing meal service at the current rate effective November 1, 2025. Staff met with the vendor on October 4, 2025, to discuss options for continuing service. Following the meeting, Sue Sa submitted a proposal to continue the meal service with the following details.
Sue Sa's Creative Catering Proposal - Vendor Services:
• Develop the Monthly Menu Calendar.
• Prepare the food at Left of Center restaurant.
• Deliver meals daily in appropriate serving trays.
• Pick up the cleaned serving trays the next day.
o City Staff will clean and wash the serving trays prior to pick up.
Pricing: $10.00 per meal
Contract Length: 1 year (negotiated to 6 months)
Staff explored additional catering options, including Kaweah Health and other local providers. However, Sue Sa Creative Catering was the only vendor to submit a proposal. in the time allotted.
Staff met internally to review the proposal and review the financial breakdown of the adjusted price. Staff reapproached the vendor asking for a six-month contract in lieu of a one-year contract as the City was in the final stages in preparation to advertise the Request for Proposal for the Senior Lunch Program. Both the City and the vendor agreed to a six-month contract.
Visalia Senior Lunch Program Participant Fee Background:
The price for senior meals was last increased in February of 2020 from $4.00 to $4.50 per meal for guests over the age of 55 years and from $4.50 to $5.00 per meal for guest under the age of 55 years and take-out meals.
If the cost to the participant does not increase and remains at the current rate, the Senior Lunch Program would become increasingly dependent on the City’s subsidy. Under the City Council-approved Parks and Recreation Fee Policy, the program is classified as a shared Community and Individual Benefit service. Accordingly, program costs are intended to be offset equally-50% by a City subsidy (Community Benefit) and 50% by participant fees (Individual Benefit).
Other Senior Meal Programs in Neighboring Communities:
Staff will research grant-funded programs used by other agencies to support senior meal programs. Many neighboring communities in Kings and Tulare Counties use a grant to subsidize the meal program. These agencies request a suggested donation ranging from $1.50 to $3.00 per meal. Regardless of whether meals are prepared by an off-site caterer or in-house, all programs are required to have a registered dietician review their menus for compliance with dietary guidelines. It was noted that implementing these nutritional guidelines has resulted in smaller portion sizes and lower sodium menu options, which has led to lower participant satisfaction.
Considerations for Price Increase:
While the proposed fee increase for the Visalia Senior Lunch Program is primarily driven by rising contract costs, which is associated with the increase of labor and food, it is noted that there is a broader socioeconomic context affecting older adults. Many seniors do live on fixed incomes and there is less elasticity in their monthly income to accommodate rising costs.
Socialization is an important aspect of the Visalia Senior Center’s mission. Many seniors come for the meal and stay to participate in the activities, which contributes greatly to their overall well-being. However, an increase to the meal program cost may discourage seniors from attending. Staff will continue exploring for outreach opportunities and developing programs that encourage more seniors to participate in the wide range of activities offered at the center.
Fiscal Impact: The contractual increase in the per-meal rate will impact the operational budget and result in expenditures exceeding the budgeted amount . The budget for Senior Meals Contracted Services is $81,000. Invoices paid July 1 - September 5 total $7,209, with an additional $13,203 projected through the end of October at the current contract rate of $4.50 per meal, totaling $20,412. The six-month projected cost at the new contractual rate of $10.00 per meal is $77,130. Totaling $97,542 for July 1, 2025 - April 30, 2026, for an over budget increase amount of $16,542. The remaining May 1 - June 30, 2026, projections are to be determined once proposals are received with the new RFP. These projections are dependent on senior participation levels. If participation decreases then the number of meals ordered from the caterer will reduce, and therefore total expenditures will decrease accordingly. Staff will continue to monitor participation and program costs closely to manage the fiscal impact.
Prior Council Action:
2015 - Increase meal prices from $3.50 to $4.00
2020 - Increase meal prices for Visalia Seniors from $4.00 to $4.50, increased fees for non-Visalia Seniors from $4.50 to $5.00.
Other: N/A
Alternatives: In lieu of raising participant meal fees from $4.50 to $7.75 for Visalia Seniors to maintain a balanced subsidy of 50%, Council may wish to consider increasing the City’s subsidy to the Senior Lunch Program. Keeping the participant cost at the current rate of $4.50 would increase the City’s subsidy amount to $91,416 a 70% subsidy, compared to the proposed 50% subsidy of $67,723.
Recommended Motion (and Alternative Motions if expected):
recommendation
Move to adopt Resolution No. 2025-74 authorizing the increase the price of the senior meal program up to $10 for Visalia Seniors and up to $12 for non-Visalia Seniors as outlined in the report and appropriate an additional $17,000 from the General Fund.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 11/3/2025
Attachments: Draft Resolution No. 2025-74