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HomeMy WebLinkAbout03-18-1998 Staff Report 4114 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2=q6 AGENDA ITEM MEETING DATE: March 18, 1998 CITY MANAGER V ORIGINATING DEPT. Office of the City Manager Paula Reeve Analyst SUBJECT: Endorsement of Designation of Applicant's Agent Resolution Empowering Saratoga to Receive Federal Disaster Assistance Recommended Motion(s): Authorize the Mayor to execute the Resolution on behalf of the City. Report Summary: President Clinton declared California a federal disaster area on February 9, 1998, as a result of Governor Wilson's request stemming from damage incurred by thirty -one California counties, including Santa Clara County, during recent storms. The declared disaster period will remain open until the rainy season has concluded. Local overnments special districts, state agencies and certain g P g non profit organizations in the declared areas are therefore eligible to apply for Public Assistance funds from the Federal Emergency Management Agency (FEMA) through the Governor's Office of Emergency Services OES). The City of Saratoga has incurred approximately $200,000 in damage which is qualified for disaster reimbursement under this declaration. Saratoga must first, however, file an application packet by the April 10, 1998 deadline to be approved as an eligible applicant by FEMA. In an effort to minimize the paperwork associated with receiving disaster assistance, State OES has implemented revisions to existing Public Assistance documentation requirements. Specifically, the attached Designation of Applicant's Agent Resolution is no longer disaster specific, and may be utilized for future disasters. The revised form requires the City staff to indicate the titles of employees who may be handling the FEMA reimbursement process in the long run, rather that naming specific individuals who may eventually change assignments. Fiscal Impacts: Applying for federal assistance will allow the City to receive disaster reimbursement for costs associated with the 1998 storms. A 41111k, Page 2 Disaster Resolution Advertising, Noticing and Public Contact: Nothing further required. Consequences of Not Acting on the Recommended Motions: The City of Saratoga will pay the resulting clean -up and repair costs incurred during the storms from its own budget. Follow Up Actions: Execute and return the Resolution and other disaster application paperwork to State OES by the April 10, 1998 deadline. Attachment(s): Designation of Applicant's Agent Resolution SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2 AGENDA ITEM S13 00 MEETING DATE: March 13, 1998 CITY MANAGER ORIGINATING DEPT.: City Manager's Office SUBJECT: Temporary Professional Services: Technology Management Function Recommended Motion(s): Authorize the City Manager to execute an agreement with Online Staffing which will subcontract with One2Velocity to provide both specific project work and network/desktop system support for a two week P eriod. Report Summary: Background: The City currently has a position, Technology Coordinator, which is budgeted as a .5 FTE. The position's incumbent (Sam Tarani) has been able to complete most of the transition work from the City's former network configuration to the new one which accommodates the system approved by Council last year. However, this notable effort has been accompanied by certain side effects, including insufficient time and resources to properly attend to: (1) the daily assistance required by the organization as a whole, (2) the ability to assess the City's current status in the context of its Technology Master Plan, and (3) the ability to anticipate and advise about the City's needs in the future. In addition, it is time to allow Mr. Tarani to take a vacation, which he has requested be approved for the period of March 23 April 6, 1998. Two firms and one individual were contacted to see what they might offer in terms of support during that period. Discussion: Though it was difficult to find the kind of temporary service the City needs on short notice and in such a tight labor market in the systems administration field, several sources were identified for further exploration: (1) One was an individual who is employed full time in a local software firm but was kind enough to offer to assist with trouble shooting several hours a week as long as it did not interfere with his job. His employer offered high praise regarding his abilities. His hourly rate was $150, which is quite consistent with the going rate ($150 -$200) for experienced system administration skills. 1 '1 was slow to respond to our calls, and in subsequent (2) Another was a Bay Area firm which p q conversation and research appeared to be focused on long term relationships. Staff also encountered a rather tepid client reference. (3) The most attractive alternative was proposed by OnLine Staffing in conjunction with One2Velocity. The resources to be provided to the City in Mr. Tarani's absence are comprehensive and will allow the City to not only complete certain important projects, but to also provide the daily coverage so critical to ongoing operations in which a great deal is at stake if any transaction is interrupted or lost. Please refer to Exhibit A of the attachment to this cover memo for specifics on the deliverables from this engagement. OnLine Staffing's clients include: Sun Microsystems (network and development engineers provided at all levels), Adobe Software, Siemens, Hewlett Packard, Tandem, 3Com, Web TV (a subsidiary of Microsoft), Tivoli (a partner with IBM), Unison, Oceans, and Aspect (a telecom firm). The firm also has offices in Austin and Rhode Island. Once again, this alternative will result in a close review of current operations, move the City well own the road toward addressing some of its highest priority projects, and provide experienced and essential daily coverage in Mr. Tarani's absence. Fiscal Impacts: The hourly rate for OnLine Staffing, the recommended service provider, is discounted from the going rate to $125. Over the two -week period required by the City, the total compensation will amount to $10,000. If any currently unanticipated hours are required (with advance approval by the City), they will be billed at the same rate. There are sufficient funds in the Management Information Systems budget to cover this agreement. Follow Up Action(s): Execute an agreement with OnLine Staffing for temporary professional services in the technology management function. The agreement will be substantially in the form of the attached draft agreement, though some minor adjustments may be made. Consequences of Not Acting on Recommended Motion(s): A timely opportunity would be lost. Crucial coverage and attention to high priority projects would not be provided in Mr. Tarani's absence. The City would be unsupported in its daily operations, and important daily protocols for the safety and security of data would be deferred, leaving the City exceptionally vulnerable should any unforeseen interruptions occur. The least desirable alternative would be to not permit Mr. Tarani to take a vacation for reasons associated with employee health and welfare. Attachment(s): Draft Agreement, including Exhibit A 2 SARATOGA CITY COUNCIL EXECUTIV$ SUMMARY NO. 2- el g5 AGENDA ITEM MEETING DATE: March. 18, 1998 CITY MANAGER ORIGINATING DEPT. Paula Reeve-164r Office of the City Manager SUBJECT: Approval of Assignment, Assumption and Consent Agreement between Saratoga and West Valley Solid Waste Management Authority RECOMMENDED MOTION: It is recommended that the Council authorize the City Manager to endorse the Assignment, Assumption and Consent Agreement between Saratoga and the West Valley Solid Waste Management Authority. REPORT SUMMARY: Last September, the West Valley Cities of Campbell, Los Gatos, Monte Sereno and Saratoga approved a Joint Powers Authority (JPA) to oversee the cities' solid waste management efforts. In order for the Authority to effectively carry out its responsibilities, it is necessary that each participating agency assign its existing solid waste services agreements to the JPA. The proposed Assignment, Assumption and Consent Agreement ascribes the majority of the cities' rights and obligations under the recycling, yard waste and refuse collection services agreements with Green Valley, and all rights under the waste disposal agreement with Guadalupe to the West Valley Solid Waste Management Authority. Assigned Rights The Agreement will enable the Authority to manage and oversee the collection and disposal of waste within the four jurisdictions as envisioned at the formation of the JPA. Specifically, the authority will: implement joint programs for the handling of solid waste and recyclables, monitor contract compliance of companies; regulate and set rates in accordance with agreements; advise the agencies regarding solid waste issues, rates and charges; advocate the interests of the agencies with local, state and federal officials; issue Requests for Proposals for solid waste, yard waste and recyclables services; and, advise the agencies regarding market conditions affecting the marketability of recyclable materials; d4 Page 2 Assignment, Assumption and Consent Agreement Retained Rights As described in more complete detail in the Assignment Agreement, each agency retains certain rights under the service agreements, including: setting rate differentials for recycling and yard waste services, receiving and adjusting franchise fees, surcharges and any other necessary fees, the prerogative to direct services for refuse cleanups and Community Cleanup Days, the privileges and assurances provided with the Performance Bond, the power to terminate the Green Valley agreement for default; and to be reimbursed for damage to agency property. Legal Composition and Review Robert Logan, Monte Sereno's City Attorney, has prepared the attached agreement on behalf of all four jurisdictions. City Attorney Mike Riback has reviewed the Agreement to verify compliance with Saratoga's existing solid waste contracts. FISCAL.IMPACTS: Endorsing the Assignment Agreement will not directly affect the City's Integrated Waste Management budget. The actual expense, however, for Executive Director Scott Hobson to administrate the JPA is included in Saratoga's $29,710 proportionate share of the approved FY 1997 98 West Valley Solid Waste Management Program budget. Funds for this expense are contained in Saratoga's accepted Integrated Waste Management budget in Activity 26, Account No. 5610 (Grants to other agencies). ADVERTISING, NOTICING and PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON THE RECOMMENDED MOTIONS: The City of Saratoga will not be included in the West Valley Solid Waste Management Joint Exercise of Powers Authority, thereby requiring separate administration by the City of its Solid Waste Program efforts. FOLLOW UP ACTIONS: 1. Execution of the JPA Agreement by the City Manager 2. Forward endorsed Agreement to Executive Director of JPA ATTACHMENTS: Assignment, Assumption and Consent Agreement 7 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2 /PI AGENDA ITEM r e MEETING DATE: MARCH 18, 1998 CITY MANAGER: I12/ eat4/1/ ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD: SUBJECT: Motor Vehicle Resolution prohibiting right turns on red from Saratoga Avenue to State Route 85 Freeway on ramps RECOMMENDED MOTION(S): Move to adopt the attached Motor Vehicle Resolution. REPORT SUMMARY: Attached is a Resolution which, once adopted, will memorialize the prohibition of right turns on red from Saratoga Avenue to Route 85 during prescribed hours. Evidently, this Resolution was never adopted since the signs were installed several years ago. Although there have been no known dismissals of any tickets issued to violators of this turn prohibition as a result of the lack of an adopted Resolution, passage of the Resolution at this time will prevent the Traffic Court from dismissing any tickets issued in the future on the basis of this technicality. FISCAL IMPACTS: By adopting the Resolution and ensuring that future tickets will not be dismissed in Traffic Court, the City will prevent the loss of its portion of the future revenues collected from the fines associated with the issuance of these tickets. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The Resolution will not be adopted leaving open the possibility that future tickets will be dismissed in Traffic Court because of this technicality. FOLLOW UP ACTIONS: The Resolution will be filed. ATTACHMENTS: 1. Resolution prohibiting right turns on red. SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2- 1 4 4S AGENDA ITEM s MEETING DATE: March 18. 1998 *CITY MGR. APPROVAL MU/ i. ORIGINATING DEPT: Office of the ity Manager Paula Reev Analyst SUBJECT: Allocations for FY 1998/99 Housing and Community Development Act Funds (CDBG) and Human Services Grants RECOMMENDED ACTIONS: 1. Conduct the Public Hearing. 2. Make allocations for approximately $165,566 for FY 98/99 CDBG and Human Services funds. REPORT SUMMARY: The City Council is being asked to conduct a Public Hearing to receive comments and recommendations on project proposals for 1998/99 Housing and Community Development Act (HCDA) funds provided through the Community Development Block Grant (CDBG) Program. Council is further requested to make a determination regarding the allocation of $165,566 of these funds for Saratoga's FY 1998/99 grant proposals. The availability of Block Grant funds for eligible projects and activities has been publicized in the local newspaper. In an effort to streamline the administration of the CDBG Program during the upcoming fiscal year, only proposals for specific Saratoga rehabilitation projects sponsored by the City, or projects by agencies operating in Saratoga are being considered during the 1998/99 funding cycle. The recommended projects reflect the beginning of an effort to more efficiently manage the CDBG program, rather than funding projects outside of Saratoga which require multiple agency administration. BACKGROUND COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM The City of Saratoga and seven other "nonentitlement" cities (population under 50,000) within Santa Clara County, including the Urban County, receive federal Housing and Community Development Act funds. These funds are administered by the Department of Housing and Urban Development (HUD), for eligible projects and activities. By regulation, nonentitlement cities receive funds through a Page 2 CDBG Allocations Background Continued cooperative Agreement with the Urban County of Santa Clara (the locally responsible grant recipient). Expenditure of these funds is restricted by federal regulations and additional guidelines imposed by the County. FY 1998/99 ALLOCATIONS The total HCDA allocation to the County for 1997/98 is expected to be approximately $2,576,000. Twenty percent of this grant will be disbursed for administrative expenses; forty percent is allocated to the Countywide competitive pool where funds are prioritized for projects and activities to increase the supply of affordable housing in the County; and the remainder is disbursed to the "nonentitlement cities" and the County to be allocated for other eligible CDBG programs, which is the focus of this report. The City of Saratoga will receive $150,566 for projects, plus $15,000 for staff administration expenses; a total of $165,566 for Council's consideration for 1998 -1999. Saratoga may disburse $32,228 of its total grant to Human Services proposals, as set by a pre- determined fifteen percent cap of the total County grant. Human services include, but are not limited to: child care, job training, counseling, recreation programs, and services for senior citizens. FY 1998/99 HUMAN SERVICES AND CDBG FUNDING RECOMMENDATIONS One Human Services and three CDBG grant project proposals were received during the application cycle. Attachment #1 contains a Chart of Staff's funding recommendations, and Attachments 2 -5 are copies of the applicants' project proposals for Council's review. HUMAN SERVICES SASCC Adult Day Care Program (Attachment #2) Saratoga Area Senior Coordinating Council submitted its annual proposal for CDBG (Human Services) funding for continued support of the Saratoga Adult Care Center during FY 1998/99. Recommendation: Staff recommends funding the Saratoga Adult Day Care Center with the total $32,228 available from CDBG Human Services Grant funds. Page 3 CDBG Allocations CDBG PROJECTS SARATOGA AREA SENIOR COORDINATING COUNCIL (SASCC) SENIOR WING REHABILITATION (Attachment #3) SASCC submitted a proposal in the amount of $100,000 for rehabilitation and improvement to the Senior Wing on recommendation of the Parks and Recreation Commission and the City Staff. The concept to rehabilitate the Senior Wing was approved by the City Council and County Staff in December 1997. Recommendation: Staff recommends funding $100,000 for this ideal proposal, which is an eligible use of CDBG funds, to rehabilitate a City facility accommodating a Day Care Program for senior, low income adults. This rehabilitation project is mutually beneficial to the City of Saratoga and SASCC. To fully fund this project, staff recommends transferring $18,862 from an existing CDBG ADA project with a surplus. A sufficient balance exists in the account to accomplish desired ADA projects during the upcoming year. PROJECT MATCH RENT SUBSIDY FOR SARATOGA SENIOR GROUP RESIDENCE (Attachment #4) Project Match is requesting $14,700 to support the Saratoga Senior Group Residence rent subsidy. Project Match has been a recipient of funding from the City since 1991 for its Senior 1 Group Residence located at 20218 Blauer Drive in Saratoga. Recommendation: Staff endorses funding $14,700 to support Project Match in its partnership with the City to continue providing affordable housing to low- income Saratoga seniors. TRI -AEGIS SAFETY MODIFICATIONS TO VANDERBILT SINGLE- FAMILY HOME FOR ADULTS WITH DEVELOPMENTAL DISABILITIES (Attachment #5) Tri -Aegis is requesting $7,500 to fund safety modifications to its home for the developmentally disabled on Vanderbilt Avenue in Saratoga. Recommendation: In 1995 -96 and 1996 -97, Tri -Aegis was granted a total of $100,000 by the City to purchase the Vanderbilt Avenue home in Saratoga to provide housing for six low- income individuals with developmental disabilities. The City granted Tri -Aegis $5,000 during 1997 -98 to make safety modifications to a fire sprinkler system at this residence. The 1998 -99 request includes $1,500 to complete this project, and $6,000 to install double pane windows throughout the house to maintain temperature control. Staff recommends fully funding this project to assist Tri -Aegis to complete safety improvements. Page 4 CDBG Allocations ADMINISTRATION County Housing Rehabilitation Every participating City is required to allocate $15,000 from its CDBG funds on an annual basis to cover the cost of County Rehab Services for projects. These services include inspection, work write -up, project supervision and close -out. Recommendation: Staff recommends funding this mandatory $15,000 allocation to the County for Rehab Services, as the County will be providing considerable rehabilitation assistance to the City during the next fiscal year. SHARP and CDBG Administration Saratoga receives an annual $15,000 allocation from the County for staff administration expenses. Recommendation: Staff recommends disbursing $15,000 to cover Staff's time to administer the CDBG and SHARP Loan Programs and to cover the associated indirect costs. FISCAL IMPACTS: As noted above, the City has been provided with an HCDA allocation from the Urban County program for project costs plus $15,000 for staff administrative expenditures totaling $165,566 for 1998/99. ,ADVERTISING, NOTICING and PUBLIC CONTACTS: 1. Display ad announcing hearing and inviting proposals placed in Saratoga News and published in February 1998. 2. Legal Notice of Public Hearing, Saratoga News, February 1998. CONSEOUENCES OF NOT ACTING ON THE RECOMMENDED MOTIONS: The CDBG allocation will remain with the County and the City will not meet any of its policy goals relating to providing housing assistance, rehabilitation loans and alternate housing opportunities and programs within the City. Follow Up Actions: Forward Council's CDBG recommendations to the County; execute agreements with agencies receiving funding. ATTACHMENTS: 1 Chart: 1998/99 Summary Human Services and CDBG Proposals 2 -5 Applicant Proposals Attachment 1 1998/99 SUMMARY OF HUMAN SERVICES AND HCDA GRANT PROPOSALS FY 97/98 FY98/99 FY 98/99 Agency Project Amount Amount Amount Approved Requested Recommended HOUSING ASSISTANCE REOUESTS SASCC Senior Wing 0 100,000 100,000 Rehab PROJECT Rent Subsidy 14,700 14,700 14,700 MATCH TRI -AEGIS Vanderbilt 5,000 7,500 7,500 Improvements COUNTY REHAB ADMIN 15,000 15,000 15,000 CDBG /SHARP ADMIN 15,000 15,000 15.000 Subtotal $152,200 HUMAN SERVICES REOUEST SASCC Day Care 33,185 32,228 32.228 Operations GRAND TOTAL $184,428 1998 /99 Allocation $165,566 ADA Account Transfer 18.862 Total Recommendation $184,428 Available Funds for 1998/99 Total CDBG Allocation: $165,566 Human Services Grants Cap: 32,228 0,10G4 .44 Attachment 2 Ca f Z SASCC P.O. Box 3033 ry r S n O J SARATOGA, CA 95070 0 vo ODINKOC' Opp-, 9 199 WMar 1998 f'r 4.! iV ©r/,a gyr Ms. Paula Reeve Administrative Analyst City of Saratoga 1377 Fruitvale Ave. Saratoga, Ca. 95070 Dear Ms. Reeve: Please find enclosed the proposal for Community Development Block Grant funds (Human Services) for continued support of Saratoga Adult Care Center in fiscal year 1998 99 in the amount of $32,228. We understand the County HUD (CDBG) funds will be further reduced in the next fiscal year. This will create a further reduction to the Adult Care budget. We are making every effort to cope with continued reduction in public funds. SASCC is also submitting a proposal in the amount of $100,000 for re- habilitation and improvement to the Senior Wing on recommendation of the Parks and Recreation Commission and the City Staff. The concept was approved by the City Council and County Staff in December 1997. The sixteen year old Senior Wing is in need of refurbishing and modi- fications for much needed storage. An enlarged patio area for use by Adult Care Center and Community groups is also proposed. We urge your continued support of Senior Services for the City of Saratoga. Sincerely Roy Cook, P sident RC /br Caring for and serv the needs of Saratoga Area Seniors I City of Saratoga Community Development Block Grant Program/ Human Services Grant Program FY 1998/1999 PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Saratoga Area Senior Coordinating Council ADDRESS P.O. Box 3033 Saratoga, Ca. 95070 NAME /TITLE OF PROPONENT Roy Cook resident SIGNATURE TELEPHONE NUMBER 408- 8 -1253 PROJECT NAME Saratoga Adult Care Center DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $32,228.00 PROJECT ABSTRACT (Limit statement to space provided) Saratoga Adult Care Center exists to provide respite to caregivers and daycare for less independent elderly as an option to institutional care at far less expense to ail. Since the program for the low to moderate income population 'can not be self supporting, request is made to help fund this center as it enters its tenth year of operation to meet the special needs of the fastest growing segment of the West Valley area's older population. The project will provide 5000 hours Of participant care and respite to caregivers in 75 different families and 286 participant days monthly to 40 persons. The City of Saratoga does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the provision of services and programs. CHECK LIST APPLICATION DOCUMENTS Provided below is a list of supporting documents which the applicant organization is required to furnish. Submit one copy of each as part of this application for funding. Please check the items below to indicate that copies are included. REQUIRED OF ALL APPLICANTS Cover sheet with identifying information and signature of applicant v/ Narrative covering information cited in 3.A through G of instruction sheet Financial Information Attachment Verification and documentation of Internal Revenue Service nonprofit status under Title 26, Section 501(c) of the Federal Code Audit or financial statement SUPPLEMENTAL Current board of directors Articles of incorporation and bylaws Organisational chart Copy of adopted personnel policies and procedures including affirmative action plan if staff exceeds fifteen (15) employees t/ Brochure, flyer, promotional material AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE OCCURRED. 3/6/98 The City of Saratoga has on file the most recent copy of audit, verification of non- profit status, copy of adopted personnel policies, articles of incorporation and organizational chart. Current list of Board of Directors and Adult Care Advisory Board and new brochures are enclosed. SARATOGA ADULT CARE CENTER THE SARATOGA AREA SENIOR COORDINATING COUNCIL NARRATIVE 3A. Organizational Qualifications The Saratoga Adult Care Center is a major program component of the Saratoga Area Senior Coordinating Council, incorporated in 1979. It also operates the Saratoga Senior Center for more active adults. Recognizing the needs of the aging population supported by a community assessment, the Saratoga Adult Care Center opened in 1988 as the first facility in Santa Clara County to be designed and built as an adult care center. It provides much needed respite for the caregiver and a higher quality of life for the participant at much less cost to both family and public agencies, should individual's resources be exhausted. The mandate of Saratoga Adult Care Center is to prevent and delay institutionalization of the frail elderly and permit them to remain in their own or a relative's home. The need for this service will accelerate as the population ages. By the year 2010, Santa Clara County's population over 85 years of age is expected to double. The Saratoga Adult Care Center opened in January 1988 and has steadily increased the number of days open from two at the outset to five full days weekly by February 1994, and in this time increased the average number of families served monthly from 9 to 30 at any one time, with over 235 visits by participants each month. This increased utilization validates the need. Though licensed by Community Care Licensing for 30 participants per day, the Center comfortably serves only a capacity of 20 per day. In early 1995, the Saratoga Adult Care Center began to offer extended hours to accommodate employed caregivers. Its participants come from surrounding areas of the West Valley Corridor, including Los Gatos, Santa Clara, Campbell, West San Jose and Cupertino. The Saratoga Adult Care Center is responsible to the Board of Directors of the Saratoga Area Senior Coordinating Council, yet operates under the guidance of its own Advisory Board,: whose' members are nurses, physicians, business persons and community volunteers who know the area and have had experience with Adult Care. (Current list is attached.) Staff are well trained and experienced. The Adult Care Administrator holds a BA Degreein human development and has over ten years of institutional management experience. She is the only full -time staff, which includes part-time program coordinator with over ten years in the assignment, two part -time program assistants and limited professional social work and clerical staff. A third program assistant must be added as enrollment has increased. Fifty trained volunteers supplement the seven paid staff and provide over 700 hours of service annually. B. Past Performance and Evaluation Saratoga Adult Care has its own Advisory Board which monitors the operations and future planning for the program. The Chair of the Advisory Board is the third vice president of Saratoga Area Senior Coordinating Council, the parent organization. 1 The program has submitted quarterly reports to the City of Saratoga in meeting grant requirements, and also to the County of Santa Clara Social Services Agency which provided funding in prior years. State licensing and sanitation requirements have been met in all instances. Monthly reports are provided to the Board of Directors of Saratoga Area Senior Coordinating Council and to the Advisory Board of Saratoga Adult Care, so effectiveness is evaluated regularly. Observation of improvement in functioning by participants is noted as is the relief afforded the caregiver. Exit interviews are recorded when the participant leaves the project and become part of a statistical track for reporting and program improvement. Saratoga Adult Care makes use of many various available resources to carry out its programs and funding. The volunteer intensive contribution supplements the limited paid staff, and encourages community support. The Administrative Director works with the other Adult Daycare directors in the county, with Volunteer Exchange, the Network of Aging Providers and community agencies. Staff has served on the Senior Care Commission and Board of Information and Referral, Inc. All this interagency coordination helps to eliminate duplication of services where appropriate, and strengthen Adult Care programs throughout the county. C. Project Outcome Objectives (1) Provide respite care daily to 20 frail and less independent participants from the West Valley of Santa Clara County. (2) Prevent or delay institutionalization of individuals who require considerable personal assistance. (3) Provide socialization, instruction, and structured activities for the less independent elderly in a licensed care facility which offers respite to caregivers and helps maintain the frail elderly person in his/her home as long as possible. Exercise, crafts, skill development and a nutritious meal are provided daily. (4) Facilitate caregiver groups as needed for the target area, working in collaboration with local churches and civic organizations of the West Valley area. A caregiver's support group is conducted twice monthly in cooperation with the Alzheimer's Association. (5) Measurement of success is respite for the caregiver, an improved quality of life for caregiver and participant, and cost savings from delay of more expensive custodial care. (The cost of Saratoga Adult Care is about $7/hour as compared to homehealth aide and nursing support costs in the community and offers a much broader spectrum of quality service.) (6) Continue the service, with cost containment measures, which depends heavily on over 700, volunteer hours annually. (7) Increase enrollment to approximately 40 families monthly by mid fiscal year. (8) Increase funding base through local resources, fees, and fund raising events and reduce the need to depend on City and County funding for nearly fifty percent of budget. However, it must be recognized that this service- intensive quality program can not expect to be self supporting because of the aged fixed low income population it serves. 2 D. Project Management Program activities in the Care Center are designed to carry out the objectives for the project. They provide exercise routines, memory training, and stimulation through travelogues, crafts, music, a variety of entertainment, current events, discussion and directed conversation. Special adaptive exercises and skill training are focused on participants who need help with physical disabilities (e.g. stroke, aphasia, Parkinson's.) A full nutritious meal is served daily. Special health services including blood pressure checks and health talks are offered by nursing students from San Jose State University. Volunteers and instructors assigned by West Valley College augment the activities and help contain costs. Caregivers support groups are organized as a community service to assist those who care for dependent elders. A group, led by a professional social worker, organized in cooperation with the Alzheimer's Foundation, meets twice monthly, and involves caregivers of those with Alzheimer's and other dementias. The Administrative Director and Program Coordinator maintain strong public relations with local, county, and state senior organizations and participate in required training. These keep the project visible and the quality of the program at a high level. Activities include considerable counseling and referral of persons not suitable for this program to other resources in the area. A five minute video has been produced about Saratoga Adult Care with the assistance of volunteers from West Valley and Mission Colleges, and it has become an excellent public relations tool, as caregivers attest to the value of the program for them personally. Constant, aggressive marketing efforts are required, tailored to the value of the program for the specific target population. The Administrative Director will continue organizational networking, publicity development, and public speaking to enhance this effort. This is necessary to maintain participation at capacity to compensate for the attrition which occurs for several identified reasons. The program of activities in Saratoga Adult Care is planned on a monthly schedule and is designed to carry out objectives for the project. Individual attention is directed to those who need special activities, and modifications are developed to consider individual abilities and needs. E. Statement of Need Advances in medical technology and increased life expectancy make it clear that the rapidly growing population of older adults will need increased support services, while simultaneously the number of potential caregivers has been decreasing as the size of the American family diminishes. Adult Care is still a largely underutilized alternative that can enhance the family's ability to care for elderly relatives, while giving them time to carry out necessary family tasks or employment outside the home. The Saratoga Adult Care Center provides non medical services to persons over 60 years old who are in need of assistance, supervision, and personal services on less than a 24 hour basis. The program provides respite to caregivers of these frail elders. Sixty six percent are living at poverty levels established by the County of Santa Clara. This low fixed income of those in need of adult care socialization confirms need for increased funding to assist in maintaining the program for the increasing numbers who will utilize it. 3 Funding sources in Saratoga (a minimum service city) have been reduced. United Way has not given priority to funding new programs in the last several years. The City of Saratoga has been unable to meet full funding requests, but a Community Development Block Grant funds 23% of the project budget. The need is to increase revenue from other sources which includes the $32, 228 requested from Saratoga's CDBG Services Fund. An application has also been made to the City of Campbell from which come nearly thirty percent of participants. The need for funding is further justified by the fact that participation in adult day care programs helps keep frail elders out of skilled nursing facilities for a longer period and protects resources and public funds from expenses equal to at least $36,000 annually. When nursing care becomes necessary, the participant generally is in the late stages of life and needs this skilled care only a few weeks or months. F. Project Beneficiaries Sixty percent of the projected beneficiaries are residents of Saratoga, with other participants coming from adjacent areas of Campbell, Los Gatos, and San Jose. These persons with an average age of 85 years are on low fixed incomes and 82% of these participants have low to very low incomes. The Adult Care Center now is full five days weekly, and revenues continue to increase, but subsidy is necessary. G. Fiscal Please refer to the Program Budget sheet in which we request $32,228 to support a portion of the total operating costs of the Saratoga Adult Care program including salaries, organization costs, training expense, audit, insurances, mileage expense and necessary licenses and membership. g p p With the help of a volunteer intensive effort which provides program presenters, meal pick up, and hands -on service to participants, this program creatively stretches its revenues. Expenses are tightly controlled to the budget allocated and reviewed monthly by the Finance Committee, Advisory Board, and Board of Directors of the Corporation. Rent, utilities and janitorial services are provided in -kind by the City of Saratoga. This is a significant budget saving whose dollar value has not been accurately determined. With the efficient and Spartan use of resources the cost of the program is factored at $7 per hour or $43 daily per participant. This is considerably less than in -home or nursing care would cost the individual and who might otherwise require public support. Since 66% of the participants fall into the poverty level, the average daily payment per participant is only $18. It is to underwrite the program for these beneficiaries that funds are requested from the City of Saratoga to supplement the allocations from SASCC, and reimbursement through the Council on Aging. (USDA.) In addition, the Saratoga Adult Care program gains support from fund raising and marketing efforts through fashion -show luncheons, theatre parties, garage sales, and targeted requests. An on -going effort to involve business and community services results in additional contributions of time and funding. Donations from estates of participants have also added to budget stability. The Endowment Fund of the parent organization, Saratoga Area Senior Coordinating Council, provides monthly allocation and adequacy of financial resources to perform the contract services. 4 SARATOGA ADULT CARE CENTER FINANCIAL INFORMATION BUDGET NARRATIVE Please provide the following information: 1. Human Services Grant request of $32,228 This request, as a percentage of the total program budget equals 23 percent. However the funding request is only 11% of the projected organization budget. 2. On what basis is the Human Services Grant portion computed? (Pro -rated based on number of clients served, or other methodology The request is basec on projected cost of operations not met by other sources, participant fees, fund raising, and Endowment Allocation from SASCC. Service is directed to forty families at anytime. Another 200 families are given help and referral service. 3. What is the average cost per Saratoga client to whom direct services are provided? Established program cost is $43 daily but participant fees mee dust 43% of operating costs. The Human Services Grant portion will pay $11 per day for the subsidy necessary to support the program. This amount equates with the cost of one hour's care in the home. 4. Has your organization ever had funds withdrawn or contract terminated for cause, unsatisfactory performance or questionable costs on any financial statements or audit? If yes, please explain. No 5. Is your organization currently on probation or under investigation by any agency which is or was a funding source within the past two years? If yes, please explain. No 6. Please complete: FUND BALANCES Unrestricted Restricted Land, Bldg, Endowment Fund Fund Equip. Fund Fund Actual Fund $1,061,366 Balance 13,607 End FY 96 97 Estimated Fund Balance $1,072,833 End FY 97 -98 11,500 FINANCIAL INFORMATION PROGRAM BUDGET REVENUES If the program for which funds are requested is one of two or more programs sponsored by the agency, then the program budget must be be completed. (All agencies are required to complete the organization budget.) Actual Budget Projected Budget FY 1997/98 FY1998/99 CITY OF SARATOGA 33,185 32,228 OTHER CITIES: Campbell (requested) 0 11,000 C County of Santa Cla a 18,000 ounty STATE FEDERAL through USDA 1,400 1,700 FEES FOR SERVICES 54,000 56,500 FUND RAISING, DONATIONS (CASH) 11,210 8,000 RESERVE CONTINGENCY FUND ALL OTHER (LIST) Allocation from organization budget 32,415 11,972 TOTAL INCOME 132,210 139,500 NOTE: All amounts should be rounded to the nearest dollar. FINANCIAL INFORMATION PROGRAM BUDGET EXPENSES Actual Budget Projected Budget FY1997/98 FY 1998/99 Expenses PERSONNEL 99,589 113,700 BENEFITS 2,500 2,600 SUPPLIES Day Care Needs 14,500 11,500 COMMUNICATIONS 3,500 2,600 PRINTING /ADVERTISING UTILITIES SPACE RENTAL EQUIPMENT RENTAL 400 600 TRAVEL (local- conferences, etc) 2,490 1, 400 TRAVEL (other) CONTRACTUAL SERVICES INSURANCE In corporation budget MISC. program, licenses 8,631 6,700 EQUIPMENT Maintenance 600 400 SUBSCRIP. /PUBLICATIONS Subtotal Expenses 132,210 139,500 Capital Expenses CAPITAL OUTLAY BUILDINGS EQUIPMENT Subtotal Expenses TOTAL EXPENSES AND CAPITAL OUTLAY 132,210 139,500 Note: All amounts should be rounded to the nearest dollar. FINANCIAL INFORMATION ORGANIZATION BUDGET REVENUES Actual Budget Projected Budget FY 1997/98 FY 1998/99 CITY OF SARATOGA CDBG $33,185 32,228 OTHER CITIES:I Campbell (Requested) 11,000 County of Santa Clara (CGF) 22,000 (Requested) STATE FEDERAL USDA Council on Aging 1,700 1,700 FEES FOR SERVICES 54,000 56,500 FUND RAISING, DONATIONS (CASH) 28,500 30,500 RESERVE CONTINGENCY FUND 13,607 ALL OTHER (LIST) Program Fees (Net) 2,800 3,000 Membership Dues 10,000 10,000 Miscellaneous Sales 1,500 2,000 Endowment Income 0 115,000 TOTAL INCOME 253,292 283,928 NOTE: All amounts should be rounded to the nearest dollar. FINANCIAL INFORMATION ORGANIZATION BUDGET EXPENSES Actual Budget Projected Budget FY 1997/98 FY 1998/99 Expenses PERSONNEL 206400.00 222900.00 BENEFITS SUPPLIES PROGRAM EXPENSES 9350.00 1 12500.00 COMMUNICATIONS PRINTING /ADVERTISING 2200.00 2700.00 TYP- Ii-1PIE.S PRINTING /POSTAGE 6500.00 12000.00 SPAC-E—RENTAL FUND RAISING 2600.00 2800.00 EQUIPMENT RENTAL 600.00 600.00 TRAVEL (local conferences, etc) 1200.00 800.00 TRAVEL E (other 400.00 400.00 alail iLLTN 8100.00 10928.00 INSURANCE 8542.00 10000.00 14ISC. AUDIT 4600.00 5000.00 E9J -PMENT OFFICE EXPENSE 2800.00 3300.00 SUBSCRIP. /PUBLICATIONS Subtotal Expenses Capital Expenses CAPITAL OUTLAY BUILDINGS EQUIPMENT Subtotal Expenses TOTAL EXPENSES AND CAPITAL OUTLAY 253292.00 283928.00 Note: All amounts should be rounded to the nearest dollar. SARATOGA AREA SENIOR COORDINATING. COUNCIL 1997 -98 P. O. Box 3033, Saratoga, California 95070 Saratoga Senior Center 868 -1257 EXCECUTIVE DIRECTOR Olga MacFarlane 14114 Arcadia Palms Drive, Saratoga, 867 -4987 ADMINISTRATIVE DIRECTOR Mary Richards 954 Henderson Drive #154, Sunnyvale 94086, 248 -9008 ADMINISTRATIVE ASSISTANT Barbara Sherrard 18855 Aspesi Drive, Saratoga, 867 -1365 TREASURER Vy Brown 787 Cascade Drive, Sunnyvale, CA 94087, 736 -4493 I BOARD QE DIRECTORS (19 Members) I EXECUTIVE COMMITTEE (ELECTED) President Roy Cook 12305 Candy Court, Saratoga 252 -5032 Vice President (Adult Care Center) Paul Clark 12540 Scully Ave, Saratoga 255 -3728 I Vice President Finance I Ron Duffm 21241 Canyon View Drive 867 -1410 Vice President Senior Center Saratoga 1 Peggy Con 19224 DeHavilland Drive 253 -6564 Saratoga Vice President at Large Lane Tronson 13761 Lexington, Saratoga 867 -9630 Recording Secretary Fran Krezek 20570 Ashley Way, Saratoga 867 -1029 li Development Director Directors at Large Term Gladys Armstrong 20462 Chalet Lane, Saratoga Ex00 867 -1090 Marie Calkins 21711 Mount Eden Rd, Saratoga Ex99 867 -4369 f. M.E. (Buck) Sample 13495 Briar Court, Saratoga Ex98 867 -1422 Natalie Wilds 14633 Ambric Knolls, Saratoga Ex98 867 -1068 OTHER BOARD MEMBERS (APPOINTED) Immediate Past President A -Dane Christensen 20141 Pierce Road, Saratoga 867 -3221 Membership A- Louise Tighe 20812 Fourth Street #12, Saratoga 867 -7424, Editor, "Outlook Public Relations A- Dorothy Day 1371 Kintyre Way, San Jose, 95129 996 -1207 1 i Health Chair, A- Ethlyn Countryman, M.D. 127 El Pinar Ave., Los Gatos, 95030 370 -3820 Facilities Chair A- Transportation A- Hospitality A- Risk Management A- Personnel Chair A -Paul Clark 12450 Scully Ave., Saratoga 255 -3728 Volunteer Chair A- Emilie Schmidt 13705 Capri Drive, Campbell, 95008 866 -7549 Legislation Chair A- OTHER ACTIVE PARTICIPANTS Librarian By -Laws HCD Citizen's Advisory Committee Betty Feldheym 20184 Franklin, Saratoga 867 -1651 Housing Committee Chair Sunshine Chair Dorothy Friel 19932 Blythe Court, Saratoga 867 -2831 City Council Liaison Jim Shaw 18735 Kosich Drive, Saratoga 257 -1084 Board of Directors, Information Referral, San Jose Historian Rep. From City of Saratoga to Council on Aging Norma Wiezel 867 -9337 Cards Games (Thurs.) Cards Games (Mon.) Ethel Gillespie, Contact 379 -2084 Senior Case (FSA) Manager Lori Birch, MSW 354 -1514 g Saratoga Rec. Supt. Joan Pisani Ext. 250 (H) 867 -2233 Art Committee Kay Duffey 252 -6244 Felicia Pollock 867 -4089 SARATOGA ADULT CARE CENTER ADVISORY BOARD July 1, 1997 MEMBERS TERM Pat Bort le, R.N. 13610 Wendy Lane 12/31/97 Saratoga 95070 867 -4392 Paul Clark -Chair 12450 Scully Avenue 255 -3728 3/30/98 Saratoga 95070 Ethlyn Countryman, M.D. 127 El Pinar Avenue 370 -3820 1/1/99 Los Gatos 95030 Sara Stephenson 12491 Jolene Court 253 -0326 6/20/99 Saratoga 95070 Claire Ostrowski 12750 Ione Court 867 -4649 Saratoga 95070 Doris Ziegel 20254 Kirkmont Drive 252 -3470 Saratoga 95070 Ray Dixon 16 La Paloma 377 3442 Campbell 95008 Ron Duffm 21241 Canyon View Drive 867 -1410 Saratoga 95070 Lou Leto 1655 DeAnza Blvd. 863 -0699 Saratoga 95070 SASCC REPRESENTATIVE Roy Cook 12305 Candy Court 252 -5032 Saratoga 95070 Vy Brown, Treasurer 787 Cascade Drive 736 -4493 Sunnyvale 94087 Attachment 3 City of Saratoga 44' Community Development Block Grant program/ e Human Services Grant Program' ,e. FY 1998/1999 PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Saratoga Area Senior Coordinating Council ADDRESS P.O. Box 3033 Saratoga, Ca. 95070 NAME /TITLE OF PROPONENT Roy 7, President SIGNATURE TELEPHONE NUMBER 408 PROJECT NAME Saratoga Adult Care Center and Senior Center DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $100 000 CDBG "Rehab" PROJECT ABSTRACT (Limit statement to space provided) Request funds to:.refurbish, increase storage and make changes for better space utilization in the 16 year old Saratoga Senior Center and the ten year old Adult Care Center, now at capacity. The Senior Center provides an average of 1800 units monthly= -of service to area residents. Small classroom space is extremely limited and need is to make the multipurpose room useful for more than one group at a time. Over 60 percent of those who use these facilities have low to moderate income;: These modifications will also make the facilities more useful for the entire community. The City of Saratoga does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the provision of services and programs. CHECK LIST APPLICATION DOCUMENTS Provided below is a list of supporting documents which the applicant organization is required to furnish. Submit one copy of each as part of this application for funding. Please check the items below to indicate that copies are included. REQUIRED OF ALL APPLICANTS Cover sheet with identifying information and signature of applicant Narrative covering information cited in 3.A through G of instruction sheet Financial Information Attachment Verification and documentation of Internal Revenue Service nonprofit status under Title 26, Section 501(c) of the Federal Code Audit or financial statement SUPPLEMENTAL Current board of directors Articles of incorporation and bylaws Organizational chart Copy of adopted personnel policies and procedures including affirmative action lan if staff exceeds eds fifteen (15) employees Brochure, flyer, promotional material AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES HAVE OCCURRED. 3/6/98 The City of Saratoga has on file the most recent copy of audit, verification of non- profit status, copy of adopted personnel policies, articles of incorporation and organizational chart. Current list of Board of Directors and Adult Care Advisory Board and new brochures are enclosed. HOUSING' REHABILITATION FINANCIAL INFORMATION BUDGET NARRATIVE Please provide the following information: Housing Rehabilitation 1 humftxftnmicAtt Grant request of 100 ,000. This request, as a percentage of the total program budget equals 0 percent. Housing Rehabilition 2. On what basis is the x t 6xGrant portion computed? (Pro -rated based on number of clients served, or other methodology Estimated costs prepared by County's Rehab Specialist 3. What is the average cost per Saratoga client to whom direct services are provided? Initially $50, spread over a period of several years 4. Has your organization ever had funds withdrawn or contract terminated for cause, unsatisfactory performance or questionable costs on any financial statements or audit? If yes, please explain. No 5. Is your organization currently on probation or under investigation by any agency which is or was a funding source within the past two years? If yes, please explain. No 6. Please complete: FUND BALANCES Unrestricted Restricted Land, Bldg, Endowment Fund Fund Equip. Fund Fund Actual Fund Balance 13,607 $1,061,366 End FY 96 -97 Estimated Fund Balance 11,500 $1,072,833 End FY 97 March 9, 1998 NARRATIVE REHABILITATION PROPOSAL The Saratoga Area Senior Coordinating Council was incorporated in 1979 and with help of the City was instrumental in developing the Senior Center Wing which opened in 1982. It is located on City property as a wing of the Community Center at 19655 Allendale Avenue. In 1988 an Adult Care Center was added, with State funds from the Senior Center Bond Act, furnished with a community fund drive, and supported by a loan from the City of Saratoga, repaid over a five year period. These facilities comprising nearly 6000 square feet are used by City of Saratoga on weekends and evenings for classes, meetings, and rental revenue. The space is constrained for growth of some of the senior programs as the senior population increases. Since there is very limited potential for expansion, rehabilitation upgrade and adjustments for space utilization will enhance the facilities for their purpose and general community use. The Saratoga Area Senior Coordinating Council has received funding from the City of Saratoga and federal pass- through of Community Development Block Grant funds.and has:, administered them in as exemplary manner for operations over the period of its existence. As noted, through biennial survey of its membership, SASCC has determined its facility utilization serves a population of 60% low to moderate income area residents. The income level of Adult Care Center participants is even lower, because of their age and fixed low incomes. The program budget for operations is submitted in a separate proposal and contains financial information about the corporation. It does not include the request for $100,000 of CDBG funding to accomplish the "rehabilitation" projects. This project has been reviewed' by Saratoga's Parks and Recreation Commission and approved in concept by the Saratoga City Council and the County of Santa Clara's Rehab specialist in the Housing and Community Development's Housing Rehabilitation Program. An estimated cost of $91,368 was submitted but did not include the installation of a sliding patio door to the Adult Care Center modification which would replace the existing window. (See attachments with detail.) Neither did it include access to "closed captioning" or assistive devices for the hearing impaired in the Senior Wing. These additions bring the total project request to $100,000, subject to submission of bids. This project, if approved, will provide many needed improvements to the facility. The City of Saratoga has on file a copy of most recent professional audits, verification of non profit status, articles of incorporation and by -laws and adopted personnel policies. List of 1997 -98 Board of Directors is attached. December, 1997 Concept Proposal for Rehab of Senior Wing with CDBG Funds Entrance: Bench for persons waiting for pick -up. Lobby: 2 bench seats against walls with arms or seat installed units. Replace divider with longer, wider more stable counter. Install locked storage cabinets on wall. Install pamphlet and literature rack on wall opposite lobby desk. Paint lobby and corridor. Rest rooms: Women's Replace wall paper Install lighting above mirror. Men's Replace wall paper, install railing with grab bar. Senior Lounge: Replace drapes or install shutters. Open window in office area over sink. Storage room: Remove dishwasher and replace with cabinets. Staff Offices: Replace carpet and paint. Multipurpose room: Paint entire area. Replace drapes with blackout curtains and install heavy curtain rods. Install sound proof accordion doors to close off "Solarium room Storage cabinets or accordion door at kitchen end of M.P. r o for chair storage. Kitchen: Finish crate cabinets with locked fronts on sliding doors. Paint entire area and repair ceiling. Install locked storage cabinet in space to right of freezer. Day Center: Entry way lights Install storage cabinets above sink and at right over service counter. Install storage cabinets in bathrooms. Replace window over side yard with sliding door. Carpet replacement and linoleum in.. bathroom .and ..main .floor. Improve handicapped access. Side yard: Walkway and fence. Remove old barbecue table and benches. Outside storage under eaves. Build up yard with patio, level with sliding door (Estimate cost of this part of project $11,500) LCD. .JYJ 10•L7 JW• 1U/•fl— d `mdc. c..JG_ a.L 401111iC'' Ulv County of Santa Clara eveio Housing and Community Development p 'AP 4 u 4. Housing Rehabilitation Program PROJECT COST ESTIMATE December 15, 1997 Saratoga Area Senior Coordinating Council Client: Saratoga Senior Center And Day Care Center 19655 Allendale Av. Saratoga, Ca 95070 Phone: 4o8- 868 -1253 (Olga MacFarlane, Executive DirectoJ 3 Inspection Date: 12/2197 Rehab Specialist: Bob Rathbun 9 Total Estimated Cost: $91,368.00 Revisions: Rev 1: Mailed: Rev 2: Mailed: Rev 3: Mailed: Rev 4: Mailed: Rev 5: Mailed: Bidder Bidding Contractor: Date: Subtotal of Itemized Costs: Overhead Profit: Total Lump Sum Bid: DEC -30-1997 16:25 5 J: 1 Ux ;11LL -.moo !Project 1211 Housing Rehabilitation Program Page 2 Division 3 'Concrete: 3. A. Form and pour a 4 thick 2,000 PSI raised concrete patio slab over 2 in. of sand with thickened edges and footing as required by UBC. Steel trowel and broom finish new concrete. Install over an 18" grid of #3 Rebar Install new 4 in. thick wire mesh reinforced concrete walkway adjacent to new patio to connect to existing flat work. Slope to be 1" in 10' away from structure. Include railing and two benches. DIMENSIONS AND CONFIGURATION OF PATIO SLAB: See Director LOCATION: Off of Day Care Center Cost Estimate: $15,000 Contractor Cost: 3.0 T H E R .1 Install a new concrete wheelchair ramp with curb and railing at the entry to the Day Care Center. Cost Estimate: $12,000 Contractor Cost: Division 8 8.0 T H E R .1 Provide and install three sets of folding (Pella type) doors at the openings between the multi purpose room and the extension room at the Senior Center per the Director. Replace the existing folding door at the Senor Center meeting room. z Cost Estimate: $4,000 Contractor Cost: Division 9 Finishes 9 D .1 Remove and dispose of all floor coverings at areas listed below. LOCATION: Entire Day Care Center except adjacent main kitchen Cost Estimate: $500 Contractor Cost: 9.D 3 Prepare slab as needed and install new commercial grade linoleum tile with new topset rubber base. LOCATION: Same as above Cost Estimate: $6,000 Contractor Cost: 9 D 4 Provide and install new commercial grade carpeting comparable to existing at the Day Care Center. Ltl 1b.Jl'J 56J• IUA ;MLL. 40o .o.14. Project 1211 Housing Rehabilitation Program Page 3 Match location and square footage. Replace the carpeting with comparable type-at-the Senior Center meeting room. Replace the carpeting with comparable type at the staff offices at the Senior Center. Cost Estimate: $5,500 Contractor Cost: 9. F.1 Pressure wash the exterior of structure with a 2,000 PSI water blaster to achieve a sound and tight painting surface. (Allow to dry thoroughly). Scrape, sand and/or remove loose /spalling paint from woodwork as required. Fill all depressions and cracks in exterior surfaces with approved fillers, to create a uniform finish. Include caulking all lap joints/trim lines for exterior siding. PRIME ENTIRE EXTERIOR with one coat of premium quality oil base primer /surface conditioner, to manufacturer's specifications. Paint ENTIRE EXTERIOR with a premium quality latex, applied per manufacturer's specifications, to achieve a uniform color coat. Director to have a choice of one base and one trim color. NOTE: CUSTOM COLORS NOT INCLUDED. Cost Estimate: S7,500 Contractor Cost: 9. F.4 Clean all existing painted finishes of the sructure. Remove all dirt and grease to achieve a sound i painting surface. Fill all irregularities in areas to be painted with approved tillers and sand tor texture) to match existing surfaces in kind. Paint all existing painted finishes with one color of semigloss enamel as per manufacturers specifications. Director shall select colot. Cost Estimate: $4,000 Contractor Cost: a 9.0 T H E R .1 Remove and replace the wallpaper at the two bathrooms at the Senior Center. Cost Estimate: $600 Contractor Cost: 4a 9.0 T H E R .2 Replace one water damaged acoustic ceiling tile at the Day Care Center. Cost Estimate: $50 Contractor Cost: N4 1 E` �.T iFt <:J DEi-- 30-1y5( 1b Sb SW: TUX: HLD yda C J �o r. 6Z) Project 1211 Housing Rehabilitation Program Page 4 Division 1 i 1 0.0 T H E R .1 Provide and install a 6- person exterior bench at the entry to the Senior Center. Provide and install two built -in 4- person benches at the lobby at the Senior Center (relocate electrical members as required). Cost Estimate: $2,500 Contractor Cost: Division 12 Furnishings 12. A .2 Replace all cabinets and counter to match with new at the sink counter area at the Senior Center storage room. Do not reinstall dishwasher. Reinstall sink, faucet and strayer. Replace angle valves and water supply lines. Cost Estimate: $5,000 Contractor Cost: 12.OT H E R .1 Provide and install a new staingrade penninsula cabinet at the reception area at the Senior Center per the Director. Provide and install additional staingrade wall mounted storage cabinets at the reception area per the Director. Provide and install new staingrade wall mounted storage cabinets (with locking devices) above the bulletin board counter at the Day Care Center. Provide and install a staingrade wall mounted cabinet (for emergency supplies) above the kitchen counter. Provide and install additional staingrade wall mounted storage cabinets at the staff office at the Day Care Center. Provide and install staingrade wall mounted cabinets (with locking devices) at both bathrooms at the Day Care Center. Cost Estimate: $3,500 Contractor Cost: 12.0TH E R.2 Replace all window drapes at the Senior Center including all traverse rods and related hardware. Cost Estimate: $7,500 Contractor Cost: Division 16 Electrical 16. B .4 Provide and install ground fault circuit interrupter (GFCI) receptacles. ti NUMBER OF UNITS: 6 LOCATION: At both bathrooms and the storage room sink counter at the Senior Center Cost Estimate: $390 Contractor Cost: 16 C 3 Provide and install new double swivel flood light fixture (to be controlled by existing wall switch) at the I DEC -30 -1997 16:30 SW :TOX :HCL tiro c�o� r. Rroject 1211 Housing Rehabilitation Program Page 5 entry of the Day Care Center. Include motion sensor and photocell. Cost Estimate: $200 Contractor Cost: 1 6. C.5 Provide and install new double 4 ft. ceiling mounted flourescent light fixtures at each bathroom at the Senior Center and two double 2 ft. units at both Day Care Center bathrooms. Locate units above the vanity areas. Units shall be controlled by existing wall switches. Cost Estimate: $400 Contractor Cost: 16.OT HE R .1 Provide and install an "FM loop" for the hearing impaired at the Senior Center Cost Estimate: $1,500 Contractor Cost: END OF REPORT March 6, 1998 Mr. Rathbun's report did not include the replacement of Adult Day Care Center side window with a sliding patio door level with the patio to be constructed. Neither did it include the inclusion of assistive devices or access to "closed captioning" which would be accomplished with Cable installation for T.V. both in the 4 Senior Lounge multi purpose room and Adult Care Center. Those two additions bring the total request to $100,000, subject to bids to be submitted. i s Olga MacFarlane I J gig .l9 ^.4 Yf PROPOSAL& ACCEPTANCE L 0 4-4- 1 5 t c.'r 4:7 at) e s r, q 2- 4-7_6-4', 8836 ,D, 4.) a x ...:2 e) c.) z- r I 4. 4 4 NAME L. a NAME :...1.—' l e c. /I" ADDRESS i 4., 7 i' ADDRESS L. 2; /1 i 1 e f i CITY 1 r STATE s- ZIP e 1 CITY 4,' 7 STATE ZIP ',;',"5 7 L C...7 Gt "7 0 C TELEPHONE tc TELEPHONE (5 e-- DATE DATE OF PLANS START WORK DATE YOUR INQUIRY NO. PROPOSAL NO. PAGE NO. OF PAGES 2 3 r L' t i e. A'L..; I z: i i'. 5 c 4 j.).c?, L,..., v .7 z-- X 4 ,..s.1.- pe I 1 A" 2, `2 1 e IC,' i...c. i 1 i t i..„ 5 I e L, A F ,c*— `r ....--r I I ,C? 4:-.. i 7 i te ..3 e:,.... (jr, i i c•._.) G. r el, e' i 'z 6. i 1-. .1. 1 i Ci r ri, z /4 Z.. Y' 4* s t. ci ri•-i 4 ie- 4, C A r 1 i Al -1 5-' i 7 Y/ 7 t ,./;~•i: .r el I f c i --G r f ff 7 I' 44^ A 5 KI ,g. f 1 0 4 4.2 --------4------ 7 i i i-- d-, MATERIAL AND LABOR AS REQUIRED IN ACCORDANCE WITH THE ABOVE SPECIFICATIONS. FOR THE a i C el 7 PI 4,... ..0 C* bl d OA THE ABOVE PRICES, SPECIFICATIONS AND CONDITIONS ARE SATISFAC SUM OF -r k ..i e S„ -i GOLLARs'S :24 2 TORY AND ARE HEREBY ACCEPTED. YOU ARE AUTHORIZED TO COMPLETE PAYMENT TO BE r THIS CONTRACT AS SPECIFIED. PAYMENT WILL BE MADE AS OUTLINED MADE AS FOLLOWS /7/..- r r /4 TO T k5 42 i.-. A,, ,6 7.4---4 4 ?------c, All material is guaranteed to be as specified. All work to be completed in a workmanlike SIGNATURE OR COMPANY manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or e delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Our al:.C.- -7....." workers are fully covered by Workmen's Compensation Insurance. AUTHORIZED SIGNATURE NOTE: THIS PROPOSAL MAY BE WITHDRAWN BY US IF NOT ACCEPTED WITHIN DAYS. AUTHORIZED SIGNATURE DATE OF ACCEPTANCE r REDI FORM 4RC460 i I I Recycled Paper t. ..Y.c. .1sle..re4 n en a il „1.4. f tt :),..."1 4,m el X i (1. IN iN 7% I 6 I k 4 C/433 1 Sect N/ 6'. 1 -I 1 P -----k I (4A- ;<•4 EA 4 ise c i 1 (.z2 •1 City of Saratoga PARKS AND RECREATION COMMISSION MEETING AGENDA DATE /TIME: Wednesday, October 22, 1997, 8:15 a.m. LOCATION: Community Center 19655 Allendale Avenue TYPE: Special Meeting I. ORGANIZATION A) Roll Call B) Reporting of Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was posted on the City Hall Kiosk on October 17, 1997 II. NEW BUSINESS A) Walk through inspection to develop a master plan for improvements to the Community Center In compliance with the Americans with Disabilities Act, if you require special assistance to participate, please contact the City at 868 -1267 48 hours prior to the meeting to ensure that reasonable arrangements to ensure accessibility are met. aTela ¶a'LLS.S., c74., C�. C e Clinical Audiologist D I I 1 l4a¢eia �aZlss o¢ssoeiaLs 2450 Samaritan Drive San Jose, California -9 J24J1JL (4a)190-0444' July 2, 1997 CITY :"lA ICE Larry Perlin, Interim City Manager City of Saratoga 13777 Fruitvale Ave. RE: Lack of adequate accommodation for the Saratoga, 95070 hearing impaired Dear Larry, Once again I have experienced embarrassment (and frustration) that neither the Saratoga Commmunity nor the Senior Center has sufficient accommodations for the hearing impaired. As you may know, I have taught at the SSC for more than 6 years and during that time the ancient closed captioning unit in the Adult Lounge has been non functional. I more recently discovered that the VCR/monitor (used primarily in the Day Care Center) set -up is not closed captioning compatible. There are several severely hearing impaired students enrolled in my Speechreading classes and due to the lack of appropriate assistive devices they have been unable to benefit from any educational videos and/or guest speakers. (The Williams Pocket Talker ALD's available during Council meetings are insufficient for anyone with more than a moderate hearing loss.) On June 26, for our final class of this quarter, we had a severely hearing impaired guest speaker. He spent well over two hours setting up his own A(ssistive) L(istening) S(ystem) and attaching his personal closed caption decoder to the VCR/monitor so that my students could hear his presentation and conversely, so that he could hear my students' questions. It is inexcusable that there is no closed captioning for the VCR/monitor and/or that there is no appropriate assistive listening system in our City facilities. Moreover, it is illegal that no such accommodations have been made, as directed by the ADA. It is not costly to provide either of these accommodations and they will benefit significant numbers of people attending events at the City Centers. It is quite likely that 30 -60% of the older people attending various functions at the City facilities, are unable to satisfactorily hear or understand. We are cheating them and preventing them from fullly benefitting and/or participating in the events. You might be interested in knowing that I recently approached Fry's Electronics to encourage their donating a closed captioning compatible TV to the Senior Center; unfortunately, they "did not wish to donate at this time." I am quite willing to assist you in bringing the Community and Senior Centers "up to compliance" with the ADA. It is my understanding that the City of Santa Clara has had an excellent system in place for nearly 10 years; perhaps they could provide you with additional guidance. My students, participants in the Day Care Center and all other older persons availing themselves of the City sponsored activities would benefit from an AL S and a TV providing closed captioning. It would be wonderful if they could be in place by September when classes resume. Again, please feel free to contact me so that I may assist you in this matter. Sincerely, M' rcia ariss, M. A., CCC -A Clinical Audiologist and Foothill College Instructor Attachment 4 OJECT O atch inc. 555 -C Meridian Avenue San Jose, CA 95126 -3423 (408) 287- 7121 (4U8) 22f7 =37ci4 Shared Housing Senior Group Residence Homelessness Prevention Bridges to Independence e we March 9, 1998 C /17 Ms. Paula Reeve V 0 e Public Services Assistant <C' Office of the City Manager City of Saratoga 13777 Fruitdale Ave. Saratoga, CA 95070 Dear Ms. Reeve, Attached is the Project Mach CDBG request for 14 700 to support Saratoga Senior our Sarato Project q PP g Group Residence Rent Subsidy Program for FY 98 -99. Project Match has been a recipient of this funding since 1991 for our Senior Group Residence located at 20218 Blauer Drive. If ou have any questions or require further information, please do not hesitate to contact Y Yq q �P me. The current rental agreement with the owner covering g o nng the period of the rent subsidy we are requesting is available upon request. Very trul ours, obo "C•� Executive Director Funded in part by the cities of San Jose, Santa Clara, Saratoga, Milpitas, Campbell, and Los Altos; the County of Santa Clara; and the Community Development Block Grant programs of Sunnyvale, Mountain View, and the Urban County of A United Way Agency Santa Clara including the unicorporated areas and participating cities. City of Saratoga Community Development Block Grant Program/ Human Services Grant Program FY 1998 1999 PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Project Match, Inc. ADDRESS 555 Meridian Ave., Suite C San Jose, CA 95126 NAME/TITLE OF PROPONENT ob Campbell; Exeytive D SIGNATURE TELEPHONE NUMBER 287 -7121 PROJECT NAME Saratoga Senior Group Residence Rent Subsidy DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $14,700 PROJECT ABSTRACT (Limit statement to space provided) This request if for rent subsidy funds to continue to provide affordable housing for low income seniors in the City of Saratoga. This is a request for the continuation of our partnership with the City in our Saratoga Senior Group Residence Rent Subsidy Program which began is 1991. The City of Saratoga does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the provision of services and programs SARATOGA SENIOR GROUP RESIDENCE RENT SUBSIDY PROGRAM NARRATIVE For the past 20 years, Project Match has provided affordable housing for very low income seniors throughout Santa Clara County. At the same time, our innovative shared housing strategy has provided companionship, security and affordable housing for thousands of seniors. Considering that over 107,000 seniors in the County have incomes below $25,000 annually and rental costs are above $800 monthly, Project Match's strategy is as vital now as it was 20 years ago. Our Saratoga Senior Group Residence Rent Subsidy Program we will serve seniors 60 years of age and older who have low- incomes. In our Group Residence Program we will continue to work to create environments that honor people as individuals and develop relationships that provide a sense of security, place and self worth. The Saratoga Senior Group Residence Rent Subsidy Program will provide shared housing for seniors in a single family home located on 20218 Blauer Dr. in the City of Saratoga. We will act as property manager of the group residence and coordinate all placement opportunities. Our Senior Group Residence Program has proved extremely successful in helping seniors experiencing depression that results from the isolation of living alone, and has served as a model for other such programs throughout the nation. Project Match operates a total of 6 Senior Group Residence programs throughout Santa Clara County. There are currently 30 rooms available in our 6 Senior Group Residences. Last year the average room in our Group Residences was $361. Our occupancy rate was over 95 The average length of stay in our group residences is two years while the longest residency is almost 9 years. The two primary reasons seniors leave our group residences are because (1) their medical needs become so serious that they require 24-hour care or (2) because the resident dies. Our goal is to help clients identify those qualities of life they value and to work together to obtain the necessary resources that will allow them to live by these values. This program has proved so successful that the television news magazine 20/20 featured it as an innovative solution to the problem of social isolation among seniors. Our program benefits seniors with very low incomes to: Gain affordable housing Identify their self care, mutual care, and professorial care needs and to get these needs met Experience their living environments as affordable, safe, companionable, respectful, and community oriented Our Saratoga Senior Group Residence Rent Subsidy Program, located on Blauer Dr. will provide affordable housing for 6 low- income seniors 60 years of age or older. The house is currently at 100% occupancy with all six rooms being filled. The program provides this affordable housing through rent subsidies form City's orm the City s Hosing Find for Low Income Seniors. The house has been leased for this purpose since 1991 and the City of Saratoga has provided rent subsidy since that time. Eligibility Criteria 1. Priority for occupancy will be given to low income seniors living or having families living in the City of Saratoga. 2. Shared housing will be provided for Males or Females, 60 years of age or older. All individuals living in or applying for vacancies in the house will be functionally independent (physically and emotionally). All potential applicants will be required to pass a health screening. The house will provide housing for 6 seniors and will operate at a minimum 95% occupancy rate over the period July 1, 1998 through June 30, 1999 3. Income limits for those who will be eligible for 1998-99 will be as follows: Maximum $29,1000 (65% of median) annual income for one person Proposed Reimbursement to Project Match: 1. City will use only CDBG funds to subsidize rents. If at any point the program fails to meet CDBG Requirements, no City funds will be used. 2. City will reimburse Project Match monthly upon receipt of invoice in the amount of $1,225 for the period July 1, 1998 through June 30, 1999. 3. It is understood that the program can be extended beyond this period by mutual agreement. FINANCIAL INFORMATION BUDGET NARRATIVE Please provide the following information: 1. Human Services Grant request of 14,700. This request, as a percentage of the total program budget equals 34 percent. 2. On what basis is the Human Services Grant portion computed? (Pro -rated based on number of clients served, or other methodology The total Human Services Grant amount requested 14,700) divided by the total Saratoga Senior Group Residence Rent Subsidy Program budget ($43,221). 3. What is the average cyst per Saratoga client to whom direct sel ices are provided? $300 per client per month 4. Has your organization ever had funds withdrawn or contract terminated for cues, unsatisfactory performance or questionable costs on any financial statements or audit? If yes, please explain. NO v, is your VI LurreItu on probation or under lily by any agency which is or was a funding source within the past two years? If yes, please explain. NO 6. Please complete: FUND BALANCES Unrestricted Restricted Land, Bldg, Endowment Fund Fund Equip. Fund Fund Actual Fund Balance $300,693 $128,675 $1,273,481 0 End FY 96_97 Estimated Fund Balance $310,000 $130,000 $1,300,000 0 End FY 97/98 FINANCIAL INFORMATION ORGANIZATRIONAL BUDGET REVENUES Actual Budget Projected Budget FY 1997 98 FY 1998 99 CITY OF SARATOGA 14,700 14,700 OTHER CITIES: 141,669 145,919 San Jose 69,000 71,070 San Jose Homeless 28,000 28,840 Sunnyvale 12,442 12,815 Mountain View 6,333 6,523 Santa Clara 9,390 9,672 Campbell 5,459 5,623 Milpitas 7,045 7,256 Los Altos 4,000 4,120 STATE FEDERAL 2,240 2,307 FEES FOR SERVICES FUND RAISING, DONATIONS (CASH) 161,547 106,984 RESERVE CONTINGENCY FUND ALL OTHER (LIST) 262,380 330,102 Urban County 27,027 27,838 County Social Services 30,000 Rental Income 126,659 130,459 Santa Clara County United Way 84,277 86,805 Foundations 24,417 55,000 TOTAL INCOME 582,536 600,012 FINANCIAL INFORMATION ORGANIZATION BUDGET EXPENSES Actual Budget Projected Budget FY 1997 98 FY 1998 99 Expenses PERSONNEL 312,843 322,228 BENEFITS 45,554 46,921 SUPPLIES 77,630 79,958 COMMUNICATIONS 6,900 7,107 PRINTING ADVERTISING 8,450 8,704 UTILITIES 21,224 21,861 SPACE RENTAL 71,664 73,814 EQUIPMENT RENTAL 6,250 6,438 TRAVEL (local conferences, etc) 2,067 2,129 TRAVEL (other) 600 618 CONTRACTUAL SERVICES 16,200 16,686 INSURANCE 10,979 11,308 MISC. EQUIPMENT 1,875 1,931 SUBSCRIP. PUBLICATIONS 300 309 Subtotal Expenses 582,536 600,012 Capital Expenses CAPITAL OUTLAY BUILDING EQUIPMENT Subtotal Expenses 0 0 TOTAL EXPENSES AND CAPITAL OUTLAY 582,536 600,012 FINANCIAL INFORMATION PROGRAM BUDGET REVENUES If the program for which funds are requested is one of two or more programs sponsored by the agency, then the program budget must be completed. (All agencies are required to complete the organization budget.) Actual Budget Projected Budget FY 1997 98 FY 1998 99 CITY OF SARATOGA 14,700 14,700 OTHER CITIES: STATE FEDERAL FEES FOR SERVICES FUND RAISING, DONATIONS (CASH) 7,143 7,118 RESERVE CONTINGENCY FUND ALL OTHER (LIST) 20,967 21,404 Rental Income 14,550 14,987 Santa Clara County United Way 6,417 6,417 TOTAL INCOME 42,810 43,222 FINANCIAL INFORMATION PROGRAM BUDGET EXPENSES Actual Budget Projected Budget FY 1997 98 FY 1998 99 Expenses PERSONNEL 7,716 5,722 BENEFITS 1,080 1,113 SUPPLIES 903 2,476 COMMUNICATIONS 482 235 PRINTING ADVERTISING 229 150 UTILITIES 2,509 2,900 SPACE RENTAL 29,100 29,400 EQUIPMENT RENTAL 184 190 TRAVEL (local conferences, etc) 133 137 TRAVEL (other) 25 CONTRACTUAL SERVICES 1131 INSURANCE 474 426 MISC. EQUIPMENT 300 SUBSCRIP. PUBLICATIONS 35 Subtotal Expenses 42,810 43,222 Capital Expenses CAPITAL OUTLAY BUILDING EQUIPMENT Subtotal Expenses 0 0 TOTAL EXPENSES AND CAPITAL OUTLAY 42,810 43,222 CHECK LIST APPLICATION DOCUMENTS Provided below is a list_ of supporting documents which the applicant organization is required to furnish. Submit one copy of each as part of this application for funding. Please check the items below to indicate that copies are included. REOUIRED OF ALL APPLICANTS Cover sheet with identifying information and signature of applicant \i Narrative covering information cited in 3.A through G of instruction sheet V Financial Information Attachment N ID. Verification and documentation of Internal Revenue Service nonprofit status under Title 26, Section 501(c) of the Federal Code Audit or financial statement SUPPLEMENTAL Current board of directors N/A Articles of incorporation and bylaws 1 __.Z Organizational chart I 1\4---- Copy of adopted personnel policies and procedures including affirmative action plan if staff exceeds fifteen (15) employees Nor Brochure, flyer, promotional material AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE OCCURRED. PROJECT MATCH, INC. FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 I PARRISH PETERSON ACCOUNTANCY CORPORATION CERTIFIED PUBLIC ACCOUNTANTS INDEPENDENT AUDITOR'S REPORT The Board of Directors Project Match, Inc. San Jose, California We have audited the accompanying statement of financial position of Project Match, Inc. (the Agency) as of June 30, 1997 and 1996 and the related statements of activities, functional expenses and cash flows for the years then ended. These financial statements are the responsibility of the Agency's management. Our responsibility is to express an opinion on these financial statements based on our audits. We conducted our audits in accordance with generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statement. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audits provide a reasonable basis for our opinion. In our opinion the financial statements referred to above present fairly, in all material respects, the financial position of Project Match, Inc. as of June 30, 1997 and 1996 and the changes in its net assets and cash flows for the years then ended in conformity with generally accepted accounting principles. G at 10 eke ao w PARRISH PETERSON ACCOUNTANCY CORPORATION October 28, 1997 1155 MERIDIAN AVE., SUITE 109 SAN JOSE, CALIFORNIA 95125 408.265.1020 FAX 408.265.6795 lit PROJECT MATCH, INC. STATEMENT OF FINANCIAL POSITION JUNE 30, 1997 AND 1996 OPERATING FUNDS LAND, BUILDING Total All Funds Temporarily EQUIPMENT Unrestricted Restricted FUND 1997 1996 ASSETS Cash 20,466 42,259 62,725 103,902 Investments (Note 2) 225,918 225,918 200,476 Grants receivable 23,763 23,763 18,650 United Way allocation receivable 86,416 86,416 85,371 Prepaid expenses and deposits 30,546 30,546 27,283 Land, building and equipment net (Note 3) 1,273,481 1,273,481 1,293,914 TOTAL ASSETS 300,693 128,675 1,273,481 1,702,849 1,729,596 LIABILITIES AND NET ASSETS Liabilities: Accounts payable and accrued expenses 102,946 102,946 69,748 Notes payable (Note 4) 1,301,384 1,301,384 1,306,773 Tenant deposits 1,975 1,975 1,450 TOTAL LIABILITIES 104,921 1,301,384 1,406,305 1,377,971 Net assets: Unrestricted: Undesignated 195,772 Invested in land, building and equipment 195,772 212,859 (27,903) (27,903) (12,859) Total unrestricted 195,772 (27,903) 167,869 256,893 Temporarily restricted 128,675 128,675 94,732 TOTAL NET ASSETS 195,772 128,675 (27,903) 296,544 351,625 TOTAL LIABILITIES AND NET ASSETS 300,693 128,675 1,273,481 1,702,849 1,729,596 The accompanying notes are an integral part of these financial statements. -2- PROJECT MATCH, INC. STATEMENT OF ACTIVITIES FOR THE YEAR ENDED JUNE 30, 1997 WITH COMPARATIVE TOTALS FOR THE YEAR ENDED JUNE 30, 1996 Temporarily Total All Funds Unrestricted Restricted 1997 1996 SUPPORT AND REVENUE SUPPORT: Contributions 88,780 33,900 122,680 63,531 Contributions in-kind 5,952 Special events net of direct costs of $10,218 1997, $11,698 1996 17,049 17,049 10,543 United Way 89,140 89,140 85,371 Total Support 105,829 123,040 228,869 165,397 REVENUE: Governmental grants 205,642 205,642 224,072 Group Home rent 98,382 19,188 117,570 122,370 Investment income 31,046 31,046 31,513 Miscellaneous 437 437 1,325 Total Revenue 129,865 224,830 354,695 379,280 NET ASSETS RELEASED FROM RESTRICTIONS 313,927 (313,927) TOTAL SUPPORT AND REVENUE 549,621 33,943 583,564 544,677 EXPENSES PROGRAM SERVICES: Housing Match 197,486 197,486 201,385 Homeless 76,527 76,527 146,793 Group Home 295,549 295,549 213,255 Bridges to Independence 12,791 12,791 14,250 Total Program Services 582,353 582,353 575,683 SUPPORTING SERVICES: Management General 27,934 27,934 44,596 Fund Raising 28,358 28,358 7,713 Total Supporting Services 56,292 56,292 52,309 TOTAL EXPENSES 638,645 638,645 627,992 CHANGE IN NET ASSETS (89,024) 33,943 (55,081) (83,315) NET ASSETS BEGINNING OF YEAR 256,893 94,732 351,625 434,940 NET ASSETS END OF YEAR 167,869 128,675 296,544 351,625 The accompanying notes are an integral part of these financial statements. 3 r PROJECT MATCH, INC. STATEMENT OF FUNCTIONAL EXPENSES FOR THE YEAR ENDED JUNE 30,1997 WITH COMPARATIVE TOTALS FOR THE YEAR ENDED JUNE 30,1996 PROGRAM SERVICES SUPPORTING SERVICES Housing Group Bridges to Management Fund Match Homeless Home Independence Total General Raising Total TOTAL EXPENSES Salaries 122,325 47,917 77,362 7,975 255,579 1992 Benefits 17,504 15,925 33,429 289,008 294,215 6,272 2,781 3,241 313 12,607 790 844 1,634 Payroll taxes 11,258 4,382 6,910 14,241 13,719 TOTAL SALARIES AND 652 23,202 1,518 1,486 3,004 26,206 26,554 RELATED COSTS 139,855 55,080 87,513 8,940 291,388 19,812 18,255 38,067 329,455 334,488 Professional fees 23,044 6,664 12,526 1,296 43,530 Supplies 3,091 1,980 5,071 48,601 22,469 3,863 1,787 4,486 382 10,518 714 1,823 Telephone 1,910 1,028 2,537 13,055 7,973 3,437 216 6,591 363 219 582 7,173 8,151 Postage 889 490 768 100 2,2 Occupancy 2,247 189 2,382 2,571 4,818 4,072 16,048 3,434 88,658 781 108,921 1,274 563 Interest 1,837 110,758 126,954 55, 560 55, 560 Equipment rent and 55,560 55,953 maintenance 1,424 741 1,397 146 3,708 Printing 278 147 425 4,133 4,300 2,245 1,206 2,338 268 6,057 503 2,099 2,602 8,659 6,358 Travel 1,138 T 1,198 103 527 30 1,798 181 150 331 2,129 3,441 1,064 116 2,975 357 116 473 3,448 Membership dues 163 81 133 13 4,068 390 25 13 38 428 349 Specific assistance to individuals 2,400 2,400 Miscellaneous 25 610 2,400 1,475 635 65 65 700 223 Insurance 1,809 978 7,672 197 10,656 449 305 TOTAL EXPENSES BEFORE 754 11,410 10,661 DEPRECIATION 193,611 74,589 266,689 12,485 547,374 27,301 28,052 55,353 602,727 590,935 Depreciation 3,875 1,938 28,860 306 34,979 633 306 939 35,918 37,057 TOTAL EXPENSES 197,486 76,527 295,549 12,791 582,353 27,934 28,358 56,292 638,645 627,992 The accompanying notes are an integral part of these financial statements. -4- PROJECT MATCH, INC. STATEMENT OF CASH FLOWS FOR THE YEARS ENDED JUNE 30, 1997 AND 1996 1997 1996 Increase (decrease) in cash and cash equivalents Cash flows provided (used) by operating activities Change in net assets (55,081) (83,315) Adjustments to reconcile change in net assets to net cash provided (used) by operating activities: Depreciation 35,918 37,057 Loss on disposition of assets 51 898 In -kind contributions of equipment (5,952) Net realized /unrealized gains on investments (16,318) (14,336) Changes in assets liabilities: Receivables (6,159) 20,335 Prepaid expenses (3,263) (1,765) Accounts payable 33,723 33,262 Rents received in advance (850) Total adjustments 43,952 68,649 Net cash provided (used) by operating activities (11,129) (14,666) Cash flows provided (used) by investing activities Purchase of equipment (15,535) (15,348) Purchase of investments (59,708) (201,217) Proceeds from sale of investments 50,584 235,496 Net cash provided (used) by investing activities (24,659) 18,931 Cash flows (used) by financing activities Repayments under note payable agreements (5,389) (2,063) Net cash (used) by financing activities (5,389) (2,063) Net increase (decrease) in cash and cash equivalents (41,177) 2,202 Cash and cash equivalents at beginning of year 103,902 101,700 Cash and cash equivalents at end of year 62,725 103,902 Supplemental disclosures of cash flow information: Interest paid 24,552 24,944 The accompanying notes are an integral part of these financial statements. -5- PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 1 SUMMARY OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES: Summary of Activities Project Match, Inc. (Agency) provides housing alternatives for seniors and other adults living in Santa Clara County (Housing Match and Group Home programs). In addition, the Agency operates a program that houses people who have lost their homes or are in immediate danger of losing their homes (Homeless program) as well as a program that ensures that frail and homebound seniors gain needed in -home services and coordinates such services through the placement of low- income adults in seniors' homes (Bridges to Independence program). Summary of Significant Accounting Policies The Agency follows standards of accounting and financial reporting for voluntary health and welfare organizations as prescribed by the American Institute of Certified Public Accountants. In accordance with Statement of Financial Accounting Standards (SFAS) No. 117, the Agency reports its financial position and operating activities in three classes of net assets as applicable: unrestricted net assets, temporarily restricted net assets and permanently restricted net assets. Unrestricted net assets include those assets over which the Board of Directors has discretionary control in carrying out the operations of the Agency. Under this category, the Agency maintains an operating fund and equipment fund plus any net assets designated by the Board for specific purposes. Temporarily restricted net assets include those assets which are subject to a donor or funding source restriction and for which the applicable restriction was not met as of the end of the current reporting period. Permanently restricted net assets include those assets which are subject to a non expiring donor restriction, such as endowments. Revenue Recognition The Agency recognizes support and revenue on the accrual basis of accounting. Grant revenue and program fees are recognized as revenue in the period in which the service is provided. -6- PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 1 SUMMARY OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES: (Continued) Contributions Contributions are reported in accordance with SFAS No. 116. Contributions are recognized when the donor makes a pledge to give that is, in substance, an unconditional promise. Contributions are recorded as unrestricted, temporarily restricted or permanently restricted depending on the nature of donor restrictions. Restricted contributions are reported as increases in restricted net assets. When the restriction is met the amount is shown as a reclassification of restricted net assets to unrestricted net assets. Contributions In -Kind Contributions in -kind are recognized in accordance with the provisions of SFAS No. 116. Donated equipment and other donated goods are recorded at their estimated fair market value as of the date of the donation. Contributed services, which require a specialized skill and which the Agency would have paid for if not donated, are recorded at the estimated fair market value at the time the services are rendered. Cash and Cash Equivalents Cash and cash equivalents include highly liquid investments and investments with a maturity of three months or less. Allowance for Doubtful Accounts The Agency does not maintain an allowance for doubtful accounts due to the fact that the majority of the accounts receivable are reimbursements from funding sources for cost incurred for the various programs. Investments Investments are stated at fair value. Dividends and interest are accrued as earned and recorded as unrestricted revenue unless income is restricted by the donor. The unrealized gain or loss for the current period is reported as investment income Equipment and Depreciation Equipment is recorded at cost or, if contributed at the estimated fair market value when donated. It is the Agency's policy to capitalize items costing more than $600. Depreciation is computed using the straight line method over estimated useful lives which range from three to thirty years. Depreciation is recorded as a decrease in unrestricted net assets and the expense is charged to the activity benefiting from the use of the facilities or equipment. Indirect Expense Allocations Indirect expense allocations are based on the number of full time equivalent staff members in each activity. -7- PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 1 SUMMARY OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES: (Continued) Income Taxes Income taxes are not provided for in the financial statements since the Agency is exempt from federal and state income taxes under section 501(c)(3) of the Internal Revenue Code and Section 23701(d) of the California Code. The Agency is not classified as a private foundation Estimates In accordance with generally accepted accounting principles management has made estimates and assumptions that affect certain amounts and disclosures which could differ from actual results. Grants Grants to support the Agency's programs are received from federal, state, and local governments, corporations, and foundations. Included in governmental financial assistance are amounts received from CDBG (City of San Jose $69,000 and $28,000, Santa Clara County Department of Housing $31,172, City of Sunnyvale $11,285, City of Mountain View $4,260, City of Campbell $5,459, City of Los Altos $10,950, and City of Milpitas $3,000). NOTE 2 INVESTMENTS: At June 30 the fair value of the Agency's investments and marketable securities consisted of the following: 1997 1996 Corporate bonds 48,823 47,905 Mutual funds 177,095 152,571 225,918 200,476 1997 1996 Investment Income: Interest and Dividends 14,728 17,177 Realized and Unrealized Gains 16,318 14,336 31,046 31,513 -8- C I o I I PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 3 LAND, BUILDING AND EQUIPMENT: At June 30 the cost and related accumulated depreciation of land, building and equipment was as follows: 1997 1996 Land 605,811 605,811 Building and improvements 714,584 713,404 Office furniture and equipment 80,183 66,342 1,400,578 1,385,557 Less: accumulated depreciation (127,097) (91,643) Net 1,273,481 1,293,914 NOTE 4 NOTES PAYABLE: Notes payable as of June 30 consists of the following: Interest Due Real Property Total Due Description Rate Date Security 1997 1996 I I First Nationwide 8.625% 1 -23 Fairlands Campbell 90,931 92,628 First Nationwide 7.875% 2 -24 Klee Sunnyvale 144,305 147,000 City of Campbell 3% Open Fairlands Campbell 163,000 163,000 City of Santa Clara 0% *11 -08 Homestead Santa Clara 113,280 113,280 Redevelopment Agency of the City of Santa Clara 0% *11-23 Homestead Santa Clara 144,126 144,126 City of Sunnyvale 3% 1 -24 Klee Sunnyvale 227,250 227,250 County of Santa Clara 3% 9 -23 Fairlands Campbell 60,000 60,000 Downey Savings 7.875% 4 -25 Alice Mountain View 58,492 59,489 (Adj) County of Santa Clara 5.75% 12 -24 Alice Mountain View 200,000 200,000 City of Mt. View 6.1% *12-10 Alice Mountain View 100,000 100,000 Total 1,301,384 1,306,773 Current portion 5,873 4,940 Long -term portion 1,295,511 1,301,833 Total 1,301,384 1,306,773 *Loan will be forgiven on due date provided the Agency is in compliance with terms and conditions as outlined in the loan document. I -9- PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 4 NOTES PAYABLE: (Continued) Under the terms and conditions of the loans with the City of Mt. View, the County of Santa Clara, the City of Santa Clara, the Redevelopment Agency of the City of Santa Clara, City of Sunnyvale and the City of Campbell repayment occurs upon the sale or change in use of the underlying real property. Interest expense for the years ended June 30, 1997 and 1996 amounted to $55,560 and $55,953, respectively. Future annual principal payments for these notes payable are as follows: Fiscal Year Ended June 30 Amount 1998 5,873 1999 6,349 2000 6,713 2001 7,189 2002 7,705 Thereafter 1,267,555 1,301,384 NOTE 5 COMMITMENTS: The Agency leases several facilities under non cancellable leases with various expiration dates. The minimum annual lease payments under these leases are as follows: Fiscal Year Ended June 30 Amount 1998 72,856 1999 50,856 2000 30,330 2001 29,400 Thereafter -0- 183,442 -10- 1 PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 6 TEMPORARILY RESTRICTED NET ASSETS: At June 30, the Agency's donor restricted funds consist of the following: 1997 1996 Purpose: Housing alternatives for seniors and other adults and funding for Development Director (United Way, Packard Foundation, Peninsula Community Foundation and Rental Income reserve) Total 128,675 94,732 NOTE 7 CONTINGENT LIABILITIES: Conditions contained within the various contracts awarded to Project Match, Inc. are subject to the funding agencies' criteria and regulations under which expenditures may be charged against and are subject to be audited under such regulations and criteria. Occasionally, such audits may determine that certain costs incurred against the grants may not comply with the established criteria that governs them. In such cases, Project Match, Inc. could be held responsible for repayments to the funding agency for the costs or be subject to reductions of future funding in the amount of such costs. Management does not anticipate any material questioned costs for the contracts and grants administered during the period. NOTE 8 CONFLICT OF INTEREST POLICY: Included among the Agency's Board of Directors and Officers are volunteers from the business community who provide valuable assistance to the Agency in the development of policies and programs and in the evaluation of awards and grants. The Agency has adopted a conflict of interest policy whereby board members are disqualified from participation in the final decisions regarding any action affecting their related company or organization. -11- PROJECT MATCH, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1997 AND 1996 NOTE 9 SUBSEQUENT EVENTS: On July 3, 1997 the Agency purchased a new house in Sunnyvale, California which is to be used in the Group Home Program. The purchase price was $288,500. The Agency borrowed a total of $321,850 which includes an improvement retention of $45,000 that, according to management, will be used to bring the value of underlying property up to or in excess of the outstanding loan balances. The Agency also received a grant from the City of Los Altos Hills in the amount of $30,000 for the purchase of the new home. -12- OJECT atc h inc. 555 -C Meridian Avenue San Jose, CA 95126 -3423 (408) 287 -7121 FAX (408) 287 -3764 Shared Housing Senior Group Residence Homelessness Prevention Bridges to Independence I l e I D1_ OR is i 'r• ii •n Daniel Gonzales David H. Gottlieb 1234 Crane Street 851 Marietta Court Menlo Park, CA 94025 Santa Clara, CA 95051 PHONE: (650) 321 -8384 (H) PHONE: (408) 247 -1970 (H) (408) 299 -0180 x3170 (W) (408) 299 -4005 Ext. 1551 (W) FAX: FAX: (408) 244 -7480 E -Mail: E -Mail: OCCUPATION: Attorney, Bryan, Clohan, Orr, OCCUPATION: Lieutenant, Internal Affairs Maines and Baroh Santa Clara. Co. Dept. of Corrections COMMITTEE MEMBERSHIP: COMMITTEE MEMBERSHIP: Executive Committee (Chair) Executive Committee Personnel Committee Resource Development (Chair) Finance Committee TERM: 3/96 3/99 TERM: 4/96 4/99 Secretary Treasurer Suzanne Stone Helen Danna 480 Lomer Way 1633 Fruitwood Ct. Milpitas, CA 95035 -5933 San Jose, CA 95125 PHONE: (408) 263 -4491 (H) PHONE: (408) 265 -7478 (H) (408) 295 -6200 (W) FAX: (408) 263 -4491 FAX: (408) 295 -6222 E -Mail: Suzstone @aol.com E -Mail: 76105.454 @compuserve.com OCCUPATION: Former Commercial Realtor OCCUPATION: Certified Public Accountant COMMITTEE MEMBERSHIP: COMMITTEE MEMBERSHIP: Resources Development PR Finance Committee (Chair) Executive Committee Executive Committee Board Development Annual Auction Committee TE• 689 -6 `8 ERM• 896 -89• Funded in part by the cities of San Jose, Santa Clara, Saratoga, Milpitas, Campbell, and Los Altos; the County of Santa Clara; and the Community Development Block Grant programs of Sunnyvale, Mountain View, and the Urban County of A United Way Agency Santa Clara including the unicorporated areas and participating cities. DIRECTORS Gita Baliga -Savel (Leave of Absence) Donna Fuzere 415 Avenida Palmas 715 Lakehaven Drive San Jose, CA 95123 Sunnyvale, CA 94089 PHONE: (408) 225 -1169 (H) PHONE: (408) 734 -4828 (H) FAX: FAX: (408) 734 -0420 E -Mail: E -Mail: 107703.2541 @compuserve. corn OCCUPATION: Associate Faculty, Counselor OCCUPATION: Former Business Owner COMMITTEE MEMBERSHIP COMMITTEE MEMBERSHIP Personnel Committee Annual Auction Committee (Co Chair) Board Development Committee Executive Committee Board Development Committee T 296- 299 E' 692- 698 Dat Haba Elizabeth Heck 12 Snyder Way 405 El Camino Real, #421 Fremont, CA 94536 Menlo Park, CA 94025 PHONE: (510) 745 -7705 (H) PHONE: (650) 321 -2049 (Home) (650) 493 -5000 x23488 (Work) FAX: FAX: (650) 614 -9859 E -mail: E -mail: CCUPATION: Vietnamese Cultural Heritage OCCUPATION: Palo Alto Veterans Garden Association Administration Health Care System COMMITTEE MEMBERSHIP COMMITTEE MEMBERSHIP Annual Auction Committee _L •6'. -6" TE' 12 2 2000 Rick Lemberg Bernie Master 10282 Parlett Place 18114 Bancroft Avenue Cupertino, CA 95014 Monte Serenno, CA 95030 PHONE: (408)- 996 -3355 (H) PHONE: (408) 354 -8554 (H) (650)- 233 -7055 (W) FAX: (650)- 233 -7060 FAX: E -mail: Knifethrwr @aol.com E -mail: OCCUPATION: Senior Vice President, OCCUPATION: Retired Lockheed MSD PaineWebber COMMITTEE MEMBERSHIP: COMMITTEE MEMBERSHIP: Finance Committee Finance Committee Board Development E' 96 5 TE' 1 96 99 Lena Rajna Joanna Snyder 2085 Rexford Way 353 Johnson Avenue San Jose, CA 95128 Los Gatos, CA 95032 PHONE: (408) 291 -0202 (H) PHONE: (408) 395 -4142 (H) (408) 282 -0449 (W) FAX: (408) 282 -0400 FAX: (408) 354 -8124 E -mail: E -mail: 73141.1137 @compuserve.com OCCUPATION: Hope Rehabilitation OCCUPATION: Self Employed COMMITTEE MEMBERSHIP COMMITTEE MEMBERSHIP Resource Development PR Annual Auction Committee T 2 `6 12 010 E' i. 4 6 6 -4 rev. December 17, 1997 brdlist2 PROJECT MATCH IHC Board of Directors Bookkeeper Executive Director I Financial Consultant Barbara Thomas Bob Campbell I Janet Oestreich Director Administrative Development Director Services Director of Housing Services Keith Emmons Gary Marshall Phyllis Barrett 1 Receptionist Administrative Assistan PT PH Coord. of Housing Servic Coord. of Housing Servi Coord. of Housing Servi Maxine Donato Position Open Rebecca L. Jimenez Cassandra DeaBueano Laura Kaczmerak Program Assistant PT Program Assistant PT Position Open Position Open PT Housing Specialis PT Housing Specialis Ruth Brunner Sakhone Khamphilath PT Housing Specialis Position Open 7 5 City of Saratoga Community Development Block Grant Program/ Human Services Grant Program FY 1998/1999 PROPOSAL COVER PAGk i' p� ..d !4 APPLICANT ORGANISATION P66 d NAME TPT_AFr,TS RFSTT)FNTTAT, SFRVTAF. TNr 45/ n U /j 5 ADDRESS 100 W, RINCON AVE, SUITE 100 G V O CAMPBELL, CA 95008 NAME /TITLE OF PROPONENT n erg MA US SIGNATURE E/A4 TELEPHONE NUMBER (408) 866 5001 PROJECT NAME VANDERBILT PROJECT DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA PROJECT ABSTRACT (Limit statement to space provided) THIS PROJECT PROPS ES TO MAKE MODIFICATIONS TO A STNGLF- FAMILY HOME TO MAj{E_JT MORE ACCESSIABLE TO ADULTS WITH DEVELOPMENTAL DISABILITIES. The City of Saratoga does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the provision of services and programs. CHECK LIST APPLICATION DOCUMENTS Provided below is a list of supporting documents which the applicant organization is required to furnish. Submit one copy of each as part of this application for funding. Please check the items below to indicate that copies are included. REQUIRED OF ALL APPLICANTS Cover sheet with identifying information and signature of applicant rl Narrative covering information cited in 3.A through G of instruction sheet X Financial Information Attachment Verification and documentation of Internal Revenue Service nonprofit status under Title 26, Section 501(c) of the Federal Code Audit or financial statement SUPPLEMENTAL Current board of directors 04'11„ Articles of incorporation and bylaws bra file Organizational chart §V\-}+(¢ Copy of adopted personnel policies and procedures including affirmative action plan if staff exceeds fifteen (15) employees Brochure, flyer, promotional material AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE OCCURRED. Tri -Aegis Residential Services, Inc. Vanderbilt Project Saratoga CDBG 98 -99 Project Name: Vanderbilt Project A. Description of Agency Tri-Aegis Residential Services, Inc., the applicant agency, is a 501(c)3 organization. The primary mission of the agency is to provide intermediate level homes for persons with developmental disabilities. The agency serves primarily Santa Clara County and has seven homes here. Four are located in San Jose, two in Santa Clara and one in Saratoga. Resident placement and case management services are provided through San Andreas Regional Center. The agency policy direction is set by the Board of Directors and primary oversight rests with the Chief Executive Officer. In addition, each home is supervised by a professional trained in the fields of social work, psychology, speech, physical therapy, or related discipline. Twenty -four hour staffing care is given in each of the six person homes. B. Past Performance Tri-Aegis has been providing homes for persons with challenging conditions for almost 13 years. The past eleven years have been serving solely persons with developmental disabilities. These include persons with mental retardation, cerebral palsy, autism. epilepsy, and other neurological conditions that occurred before age 18. Each home has a program of care for the six residents who live there. This program includes assistance with health related needs as well as activities of daily living. Staff is carefully selected and trained to provide 24 -hour supervision and care. The homes are licensed by the State Department of Health Services and provide a very high standard of care. A home in Saratoga has been in operation for nine years. In 1995 -96 and 1996 -97, Tri-Aegis was granted a total of $100,000 by the City of Saratoga which was used to purchase a house in Saratoga. That project was successfully completed in that a home was located and purchased and renovated in Saratoga. The clients moved in on November 23, 1996. All stages of that project were completed within budget, timelines, and City of Saratoga grant requirements. In 1997 -98, Tri -Aegis was granted $5,000 by the City of Saratoga to make safety modifications of a fire sprinkler system. This grant was partial funding of the proposal submitted. With the use of agency funds, the project was begun. Although the original project was downsized, as this project progressed, it became apparent that to complete the job most effectively, it will require an additional $4500 beyond what Tri-Aegis has put in and the 97 -98 grant. Tri -Aegis is prepared to contribute an additional $3,000 by utilizing volunteers and staff for the underground work. That leaves a balance of $1500 which is one part of the cu -1 The agency has had several state and local grants, and have always met the requirements of the funding agencies. This same assurance would be given to the City of Saratoga. Tri -Aegis Residential Services, Inc. Vanderbilt Project Saratoga CDBG 98 -99 C. Project Purpose Objectives: Tri-Aegis was granted $5,000 by the City of Saratoga in 1997 -98 to fund safety modification to the agency's Saratoga single family home. Specifically, the modification planned was the addition of a fire sprinkler system will supplement the hard wire fire alarm system required by regulations that is already in place. The sprinkler system will not only add safety to the home but will also make it more accessible to future residents whose ambulation might be more limited than the current residents. r The purpose of the current project is to complete the fire sprinkler system project. We also would like to install double pane windows in the same home to improve the efficiency of the home by keeping it cooler in summer and warmer in winter. The windows will help provide a more comfortable summertime environment for our residents and utility bill savings would then be used to enrich program actives and special outings. D. Project Management The project will be given oversight by the Chief Executive Officer with specific direction given by a board member familiar with the Vanderbilt property and grant administration and a board consultant familiar with fire sprinkler systems. Technical support will be provided by agency clerical staff Time frame is one year, with periodic progress reports to the Board of Directors and funding source. Effectiveness will be demonstrated by the existence of an operable fire sprinkler system and double pane windows by June 1999. On -going monitoring to ensure proper operation of the sprinkler system will be done quarterly by agency safety coordinator and annually by local and state fire marshals. E. Community Need for Program San Andreas Regional Center provides services to adults with developmental disabilities in the immediate four county area. Their 1997 Needs Assessment indicates an ongoing need for group homes for individuals with ambulation impairments. It has been demonstrated that individuals do better in small home like settings, and for that reason, among others, decisions have been made to close the larger institutional settings. However, particularly here in Santa Clara valley where housing costs are very high, the development of the smaller homes has not kept pace with the need. A fire sprinkler system at Vanderbilt House would expand the home's services to more physically disabled individuals who cannot get out independently in an emergency. The safety of those who currently reside at Vanderbilt would be maximized. Tri -Aegis Residential Services, Inc. Vanderbilt Project Saratoga CDBG 98 -99 The reimbursement rate for services such as those Tri-Aegis provides are the same statewide. That means to provide quality housing and services in our very expensive Santa Clara Valley, Tri -Aegis must stretch the budget further than organizations in other, less expensive areas of the state. Tri-Aegis prides itself on providing quality, enriched services to its residents with disabilities. To do so on the restricted income we receive requires basic operating cost reductions in all ways possible. The reduced utilities cost that would result from double pane windows is one example of how we can maximize funds that can be dedicated to client services. F. Project Beneficiaries Vanderbilt project would benefit six very low income persons. They are all on Social Supplemental Income and Medi -Cal. Their families may not be low income, but these persons are counted independently, since some have elderly parents on retirement incomes or unable to continue as their family member's sole support due to the heavy medical needs and related expenses. The agency currently serves three Saratoga residents, and a total of forty-two persons. All six residents of the Vanderbilt Project reside in Saratoga. G. Financial Information See attached budget narrative and financial information, 5 pages. FINANCIAL INFORMATION BUDGET NARRATIVE Please provide the following information: 1. Human Services Grant request of $7500.00 This request, as a percentage of the total program budget equals percent. 2. On what basis is the Human Services Grant portion computed? (Pro -rated based on number of clients served, or other methodology The human services grant portion was based on quotes from contractors less Saratoga 97- 98 grant ($5,000) and Tri -Aegis volunteers and staff contribution ($3,000). Balance needed for sprinkler system: $1,500 Double pane windows: $6,000 Total $7,500. 3. What is the average cost per Saratoga client to whom direct services are provided? $3745.00 per month average. 4. Has your organization ever had funds withdrawn or contract terminated for cause, unsatisfactory performance or questionable costs on any financial statements or audit? If yes, please explain. No 5. Is your organization currently on probation or under investigation by any agency which is or was a funding source within the past two years? If es y please explain. No 6. Please complete: FUND BALANCES Unrestricted Restricted Land, Bldg, Endowment Fund Fund Equip. Fund Fund Actual Fund End lan /gg $20,000.00 $338,075.00 0 0 Estimated Fund Balance $25,000.00 0 End FY 98/99 Applying for CDBG Grants in San Jose and Santa Clara. FINANCIAL INFORMATION ORGANIZATION BUDGET EXPENSES Actual Budget Projected Budget FY )2(0•W 98 FY b *4 99 i Expenses 1 `f C k 3 8� 0$0 PERSONNEL 2(0 52_ o 21 8 33 BENEFITS J 5lK 1 �I 1 (o SUPPLIES COMMUNICATIONS 1 000 1 2 3 o PRINTING /ADVERTISING 3S 53L. 3C, ‘007-- 13 L' t 5 1 5o UTILITIES SPACE RENTAL EQUIPMENT RENTAL TRAVEL (local- conf erences ,etc) 30, 000 'so °l o(. TRAVEL (other) CONTRACTUAL SERVICES INSURANCE 1 '18(0 Vi 3 t o 4& MISC 25 --I 5 7j EQUIPMENT 19 g' I (0 210 SUBSCRIP. /PUBLICATIONS Subtotal Expenses 21°3 2/ `1 S q Capital Expenses CAPITAL OUTLAY 1,pl13 (o 2-I` C�b� BUILDINGS EQUIPMENT 2 SIC, (,43 C Subtotal Expenses '2-5 c0 Z 2 4 ?.off-- TOTAL EXPENSES AND CAPITAL OUTLAY 2 03-3 1-log 2, 1 b 019 Note: All amounts should be rounded to the nearest dollar. FINANCIAL INFORMATION ORGANIZATION BUDGET REVENUES Actual Budget .Projected Budget FY FY 99 CITY OF SARATOGA I OTHER CITIES: STATE (11Adi_Cii,P) Gt 1 t" I I 15-c 2 O5 13o FEDERAL ((j) FEES FOR SERVICES FUND RAISING, DONATIONS (CASH) 2 r oDo S' ODD RESERVE CONTINGENCY FUND ALL OTHER (LIST) SARC 60 obo (0o, 000 TOTAL INCOME 2 0?-1 l I SS 2_, l 13 O NOTE: All amounts should be rounded to the nearest dollar. FINANCIAL INFORMATION PROGRAM BUDGET EXPENSES Actual Budget Projected Budget FY1997/98 FY 1998/99 1 Expenses PERSONNEL 6 q 14 14 9 i b I 1� BENEFITS 32� t3 33 3 SUPPLIES I D I I 2S 38' COMMUNICATIONS D I PRINTING /ADVERTISING I oO I -SI i I UTILITIES r q I 2l2- f SPACE RENTAL 9 g 2) EQUIPMENT RENTAL D do TRAVEL (local- i conferences,etc) I TRAVEL (other) U, 2 O 4 1 111 CONTRACTUAL SERVICES INSURANCE l ,q12- I) --t; 2 MISC. 2 i9-2-3 J EQUIPMENT 2 Z ,Fs--4- SUBSCRIP. /PUBLICATIONS Subtotal Expenses L(4 3 2 21 g Capital Expenses CAPITAL OUTLAY 2 110 o8C BUILDINGS EQUIPMENT 34,3- 3 Subtotal Expenses ;53- 1i TOTAL EXPENSES AND CAPITAL OUTLAY 2C7 i to o b 2' 2S7 Note: All amounts should be rounded to the nearest dollar. FINANCIAL INFORMATION PROGRAM BUDGET REVENUES If the program for which funds are requested is one of two or more programs sponsored by the agency, then the program budget must be be completed. (All agencies are required to complete the organization budget.) Actual Budget Projected Budget FY 1997/98 CITY OF SARATOGA OTHER CITIES: i !STATE 4� n Z �,(o 6D R '��'y 0 g FEDERAL SkQve 0,r6,0) FEES FOR SERVICES FUND RAISING, DONATIONS (CASH) 2 Sg 2 Z b RESERVE CONTINGENCY FUND ALL OTHER (LIST) TOTAL INCOME 2(g J l 2;-t• 3 p NOTE: All amounts should be rounded to the nearest dollar. IREC:tivLu OCT 3 1 1994 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR 2 CUPANIA CIRCLE MONTEREY PARK, CA 91755 -7406 Employer Identification Number: Date: 77- 0227246 Case Number: 954210043 TRI -AEGIS RESIDENTIAL SERVICES INC Contact Person: 2782 LEIGH AVE HUGH RAMIREZ SAN JOSE, CA 95124 -1628 Contact Telephone Number: (213) 727 -7721 Addendum Applies: No Dear Applicant: Based on the information you recently submitted, we have classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Internal Revenue Code because you are described in section 509(a)(2). Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in 501(c) (3) is still in effect. This classification is based on the assumption that your operations will continue as you have stated. If your sources of support, or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. This supersedes our letter dated June 7, 1994. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(2) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(2) organization. As of January 1, 1984, you are liable for taxes under the Federal Insur- ance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calandar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). You are required to file Form 990 only if your gross receipts each year are normally more than $25,000. For guidance in determining whether your gross receipts are "normally" more than $25,000, see the instructions for Form 990. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $10 a day i5 charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $5,000 or 5 percent of your gross receipts for the year, whichever is less. This penalty may also be charged if a return is not complete, so please be sure your return is complete before you file it. Letter 1078 (DO /CG) RECEIVED OCT 3 1 1994 -2- TRI -AEGIS RESIDENTIAL SERVICES INC If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your private foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, F er4412aii/X 2 resise Richard R. Orosco District Director Letter 1078 (DO /CG) TRI -AEGIS RESIDENTIAL SERVICES, INC. BOARD OF DIRECTORS OFFICERS BD MEMBERS TERM BEGAN: TERM BEGAN CHAIR PERSON: Jane Whiteford (408) 356 -6034 1/95 4/94 181 Anne Way (408) 358 -7322 fax Los Gatos, CA 95032 (408) 985 -1243 wk Affiliation: Rehab Counselor/Teacher VICE CHAIR Terry Markle (408) 257 -9318 1/97 4/94 PERSON: 20690 Ritanna Court (408) 252 -9295 fax Saratoga, CA 95070 (Retired Executive Director) TREASURER: Dave Hickey (408) 739 -6456 8/91 8/91 1686 Kamsack Drive Sunnyvale, CA 94087 Affiliation: Retired Engineer /NASA SECRETARY: Kartynn Emanuel (408) 255 -3730 1/93 3/87 1248 Lockhaven Way San Jose, CA 95129 Affiliation: Teacher /County Special Education MEMBERS AT LARGE: Joe Barresi 1/93 Nicole Malcom 7/97 19981 Via Escuela Drive 2849 Chris Dr. Saratoga, CA 95070 San Jose, CA 95123 (408) 741 -5248 hm fax (1st choice) (408) 281 -7309 wk (415) 960 -3910 fax (415) 960 -1712 wk (408) 748 -5078 (Executive Consultant) Kevin Mize 11/94 Adele Shepherd 1/96 7250 Hihn Road 2212 La Terrace Circle Ben Lomond, CA 95005 San Jose, CA 95123 (408) 335 -5111 (408) 323 -8353 (408) 927 -0710 ext. 2639 (wk) (wk)(408) 371 -6203 x3003 fax 371 -9157 (Fidelity Investments) BOARD CONSULTANT: Dr. Bonnie Bernell (408) 985 -0130 (wk) '92 1947 The Alameda San Jose, CA 95126 (Psychologist) PRESIDENT CEO: Diane Marcus (408) 353 -8355 1/95 17593 Comanche Trail (408) 866 -5001 (wk) Los Gatos, CA 95030 A:FORMSBDDIRDOC REVISED 12/16/97 REVERSE SIDE FOR COMMITTEES SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO: 2-1 AGENDA ITEM: 7A (a) MEETING DATE: March 18, 1998 CITY MANAGER: ORIGINATING DEPARTMEN Community Development 0, PREPARED BY: James Wal ii om Development Manager SUBJECT: Request for Waiver of Temporary Use Permit Fees 1. The San Jose Symphony Auxiliary $1,500 for Planning Commission TUP 2. California Farmers' Markets Association $500 for Administrative TUP Recommended Motion Deny the requests and direct the applicants' to submit the applicable Temporary Use Permit fees. Report Representatives of both the San Jose Symphony Auxiliary and the California Farmers' Markets Association are requesting that the City Council waive the $1,500 and $500, respectively, permit fees necessary to process and approve their Temporary Use Permits. Applications for Temporary Use Permits have been submitted for both events and are on -hold pending the outcome of these requests. The following is a summary of the proposed events and permit requirements: San Jose Symphony Auxiliary As the attached correspondence describes, the San Jose Symphony Auxiliary plans to hold their annual Designer Showcase at 18450 Sobey Road, Saratoga, from May 9 through June 7, Tuesday through Sunday from 10:00 AM to 4:00 PM (Thursdays until 8:00 PM). Parking for the event will be provided on an adjacent site that the applicants state can accommodate the anticipated 100 to 150 per day visitors. The Saratoga Zoning Ordinance requires that a Temporary Use Permit be issued for this type of fund- raising activity within a residential zoning district. The objective of this discretionary permit is to ensure that the proposed activity is appropriate for the particular site and compatible with the neighborhood it is to be located in. The permit is also subject to the County Environmental Health, Sheriff and Fire Departments' review. If the event will be held less than 10 consecutive days, or less than 10 days within a 30 day period, it can be acted on by the Community Development Director subject to a $500 processing fee. If the activity exceeds this duration, it is acted on by the Planning Commission at a regularly scheduled public hearing meeting and subject to a $1,500 processing fee. Fee Waiver Requests Page Two California Farmers' Markets Association The California Farmers' Markets Association is requesting to extend their summer market located at the Saratoga High School to a year -round event. The market has been operating at this site on Saturdays from 9:00 AM to 1:00 PM since last summer. Previously they were located in the Saratoga Village next to Blaney Plaza and were supported by the Saratoga Business Development Committee as a promotional draw to the Village the Saratoga High School location is not proximate to any commercial areas. Since the market is only held on four Saturdays within a 30 day period, it can be acted on by the Community Development Director, subject to a $500 processing fee. Review by the County Environmental Health, Sheriff and Fire Departments' is still necessary. Requirement of Fees Saratoga's development review fee schedule has been calculated to recover the staff time /costs expended reviewing and issuing Planning, Building and Engineering Division permits. The Temporary Use Permit fees of $500 and $1,500 reflect the respective costs of processing the permits administratively and through a regularly scheduled hearing before the Planning Commission. Prior to Saratoga's two most recent staffing and budget reductions, the City Council would occasionally waive permit fees for non -profit fund raising type activities. More recently, however, the City Council has consistently denied these fee waiver requests. The Council's position has been that in a time of reduced basic community services, all permit processing fees need to collected to ensure full cost recovery and to protect the City's general fund balance. Public Notice No public notice or hearing is required for these requests. Fiscal Impacts Either the City will recover its costs by imposing the applicable permit fees, or the fees will be waived and the City would not recover the costs of processing the Temporary Use Permits. Follow -up Actions A Resolution reflecting the City Council's determination will be prepared for adoption at the next available meeting. Consequences of Not Acting on the Recommended Motion The permit fees would be waived and the City would not recover the costs of processing_the Temporary Use Permits. Attachments: 1. Applicants' letters requesting fee waivers 2. Article 15 -60 of the City Code Temporary Uses j I March 11, 1998 Saratoga City Council City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mayor Wolfe and Council Members, On behalf of the San Jose Symphony Auxiliary, I am requesting a waiver of the $1,500 fee we are being charged for a temporary use permit to hold our annual Designer Showcase Mansion in Saratoga See attachment). This event, now in its 21st year, lasts for a month and is the Auxiliary's primary fund raiser for the San Jose Symphony. Tickets to the Showcase are tax deductible under the IRS code and the Auxiliary is a not for profit organization. We have a membership of 150, many of whom live in Saratoga. As president of the Auxiliary and a 22 -year resident of the city, I believe it is inappropriate for Saratoga to levy what is in effect a tax on charitable organizations holding events in the city which do not require city support or services such as traffic control, erection of barriers, etc. There should be a distinction made between organizations which utilize city resources and those which are located in Saratoga or use a private Saratoga facility to hold their event without involvement of or cost to the city. The latter is the case with the Designer Showcase Mansion. Also to the best of our knowledge and experience, no other municipality in the area imposes such a charge. The Saratoga fee represents at least 2% of our charitable revenues. After consideration of these arguments, we hope that the Council will exempt the Auxiliary from the use fee. Thank you for your consideration. Sincerely, 1 71124 -4-1/ EA1 Bonnie Ra ding. President, San Jose Symphony Auxiliary Reply to: 14050 Chester Avenue Saratoga, CA 95070 Phone 867 -4501 Fax 868 -9334 495 Almaden Boulevard San Jose, California 95110 •Ili 6142 1 March 4, 1998 James Walgren Community Development Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mr. Walgren: Pursuant to our conversation of March third, I am applying for a temporary use permit from the City of Saratoga for Showcase '98, the San Jose Symphony Auxiliary's 21st Annual Designer Showcase Home. This year's Designer Showcase Home is located at 18450 Sobey Road. The Auxiliary's major fund-raising event, all proceeds of which benefit the San Jose Symphony, will run May 9 through June 7, Tuesdays through Sundays from 10:00 A.M. to 4:00 P.M. (Thursdays until 8 P.M.) Parking will be provided on the Bellicitti property across the street and is large enough (13 acres) to accommodate 100 -150 anticipated visitors per day. The neighbors have been informed of this event and expressed no concerns. A check for $1,500, payable to the City of Saratoga, is enclosed. Thank you for your consideration. Very truly ours YY yours, Ann D. Hexamer Corresponding Secretary, San Jose Symphony. Auxiliary 20367 Glen Brae Drive Saratoga. CA 95070 Phone: 867 4395 Fax: 867 -6895 495 Almaden Boulevard San Jose, California 95110 MAR -03 -98 03:44 PM CALIF.FARMERS.MKT 510 689 4141 P.01 0 1 �j CALIFORNIA ILO (4 FARMERS' MARKETS ASSOCIATION •i••• 830 Navarowne Way, Concord, CA 94518 (510)689 -4141 FAX (510)689 -4188 alt 0M ,r�it*~ March 3, 1998 Honorable Mayor Don Wolfe City of Saratoga 13777 Fruit.vale Ave. Saratoga, CA 95070 Via Fax: 408 868 -1280 RE: Saratoga Certified Farmers' Market Temporary Use Permit Dear Mayor Wolfe: This letter is in the form of a request to waive the $500.00 fee for the Saratoga Certified Farmers Market temporary use permit and to immediately grant a variance to the sign ordinance to allow the farmers' market banner and signs, descriptions attached, to be placed along Saratoga /Sunnyvale Road only during market hours every Saturday morning, gam 1pm. Successful Certified Farmers' Markets are comprised of a unique blend of resources which include the local community, the City, the State government, local businesses and the growers. The com- munity enjoys access to farm -fresh fruits and vegetables direct from the farmers. Certified Farmers' Markets were made possible in 1977 when the State of California enacted deregulation of the agricultural code allowing small farms to bring their crop to town exempt from shipping requirements. Local businesses lend their support through co promotions and cities provide help through cash contributions or in -kind contributions, many times including the waiver of fees. Participating growers fund the majority of the expenses for the market but are greatly affected by outside occurrences such as the El Nino weather pattern and crop availability. The Saratoga Certified Farmers' Market is in its infancy and needs the nurturing from all of the above to survive and prosper. Unlike most market sponsors throughout the Bay Area this farmers' market has not received grant monies or in kind contributions from the City of Saratoga. To help pay for maintenance of the School parking lot, bathrooms and trash pick -up we give the school district $50.00 per market day and provide produce for A non-profit grower organization MAR -03 -98 03:44 PM CALIF.FARMERS.MKT 510 689 4141 P.02 a' t March 3, 1998 1 page two. their lunch program during the agricultural season. The extra rain we have been receiving from El Nino has greatly reduced our revenues which are $200 to $300 below our cost of operating per week. Our only affordable promotional venue for signage for the market at this time is on Saturdays along temporary Saratoga/Sunnyvale which was suspended until the market's p Y use permit be processed. As you can see, we do not have the funds to pay a temporary use permit fee of $500.00 and cannot afford to delay the use of our signage to attract consumers to the market. We are hereby requesting the City of Saratoga to waive the permit fee of $500.00 and to expedite the process of granting our signage along the Saratoga /Sunnyvale Road. Please call us at 510-689-4141 if you have any questions concer- ning this matter. Thank you for your consideration. A000, ely, i Doug /yden Director attachments: Farmers' Market banner and sign descriptions cc:Ja m es g Wal ren without attachments Bill Cooper 15- 60.030 (i) Burden of proof. Wherever in thi ection the (6) Home tours. legalization of an existing second unit o I e occupancy (7) Fundraising activities conducted on a residential thereof depends upon the establi I i nt of any event site for artistic, cultural, educational or political purposes. occurring on or before a specified.. the burden of proof (8) Additional temporary uses added by the Planning shall be upon the applicant. Commission in accord with Section 15- 60.050. (j) Numerical limit. U permits for legalization of (9) Temporary on -site and off -site signs in conjunction existing second units s I not be subject to or included with the above uses. within the numerical tation prescribed in Section 15- 56.070. 15- 60.020 Application for use permit; fee. Application for a temporary use permit shall be filed 15- 56.120 I legal second units. with the Planning Director, on such form as he may pre- The estab liment or continuance of a second unit scribe, at least thirty days prior to the proposed date of without a .e permit is hereby declared to be unlawful the event. The application shall be accompanied by a and shall nstitute a misdemeanor and a public nuisance. processing fee in such amount as established from time Any vi ion of this Article shall be subject to the penalties to time by resolution of the City Council, and shall include as p cribed in Chapter 3 of this Code. the following: (a) Name and address of the applicant. (b) Statement that the applicant is the owner of the Article 15-60 property or is the authorized agent of the owner. (c) Address or description of the property on which TEMPORARY USES the use will be conducted. (d) Two copies of a site plan which shall include the Sections: following: 15- 60.010 Temporary uses allowed by (1) Designation of area to be occupied by the use. permit. (2) Existing structures and improvements. 15- 60.020 Application for use permit; fee. (3) Provision for off street parking. 15- 60.030 Issuance of use permit; (4) Site location diagram. conditions. (5) Identification of all property owners and uses within 15- 60.040 Applicability of other Code a radius of five hundred feet from each boundary of the provisions. site. 15- 60.050 Addition of temporary uses. (e) A written description of the event to include: 15- 60.060 Appeals. (1) Activities planned during the event. (2) Days and hours of operation. 15- 60.010 Temporary uses allowed by permit. (3) Sales of goods (if any). (a) For the purposes of this Article, the term "temporary (4) Number of people involved in operating the event use" means an activity described in Paragraph (b) of this and number of people anticipated to attend. Section, whether profit or non profit, conducted on public (5) Explanation of how and where food (if any) is to or private property for a limited period of time. If such be served. time does not exceed ten consecutive days or a total of (6) Explanation of the number and location of sanitary ten days within a thirty day period, the application may facilities to be provided. be acted upon and a temporary use permit issued by the (f) A location diagram and drawing of any temporary Planning Director, otherwise, the application shall be acted signs proposed for identification of the use or off -site upon by the Planning Commission. direction to the use. Off -site sign proposals must be accom- (b) The following described temporary uses may be panied by written statements of authorization signed by permitted in any zoning district in the City upon the prior the owners of the sites on which said signs are to be obtaining of a temporary use permit pursuant to this. Article: located. (1) Art shows. (2) Craft shows. 15- 60.030 Issuance of use permit; conditions. (3) Antique shows. (a) The Planning Director or the Planning Commission, (4) Outdoor sales on public or private property. as the case may be, may grant a temporary use permit upon (5) Tours of heritage resources, as designated pursuant a fmding that the temporary use is compatible with the to Chapter 13 of this Code. purposes and objectives of this Chapter, and in doing so 361 i 15- 60.030 shall impose such reasonable conditions as circumstances 15- 60.060 Appeals. may require, including, but not limited to, the following: Any determination or decision by the Planning Director (1) A refundable clean -up deposit, in such amount as or the Planning Commission under this Article may be may be appropriate. appealed to the City Council in accordance with the proce- (2) Limitation on the length of time, the days of the dure set forth in Article 15 -90 of this Chapter. week, and the hours of the day during which the activity may be conducted. (3) Approval by the County Health Department if food Article 15-65 is to be sold in connection with the activity. (4) Approval by the chief of the fire district in which NONCONFORMING USES AND STRUCTURES the activity will be conducted if such activity involves any risk of fire, explosion, or other similar hazard. Sections: (5) Approval by the Sheriffs department if the activity 15- 65.010 Purposes of Article. requires any traffic or crowd control or involves any 15- 65.020 Continuation in general. potential threat to the public safety. 15- 65.030 Exemption of nonconforming (6) Provision for sanitary facilities. single family and multi family (7) Limitation on the size, number, location and duration dwellings. of temporary signs advertising the activity. 15- 65.040 Routine maintenance; limitatio (b) The Planning Director or the Planning Commission on repairs. may deny any application which is detrimental to the public 15- 65.050 Change of use. health, safety or welfare or which is in conflict with the 15- 65.060 Expansion of nonconfor ng objectives of this Chapter. Approval for the identical use uses. by the same applicant shall not be given more than once 15- 65.070 Expansion of nonco orming in a twelve -month period. structures. 15- 65.080 Termination of I nconforming 15- 60.040 Applicability of other Code uses and struc res by provisions. abandonmen Notwithstanding the provisions of this Article, any fair, 15- 65.090 Replaceme of damaged or amusement park, circus, carnival or other similar activity destroyed onconforming facility. for which a permit is required under Section 4- 10.010 of 15- 65.100 Replace ent of damaged or this Code, or any special event for which a permit is destro ed nonconforming required under Article 10 -10 of this Code, or any use of stru ure. a public park for which a special permit is required under 15- 65.110 EF ation of nonconforming Article 11 -10 of this Code, shall be governed by such other and structures after lapse of provisions of this Code and no separate use permit therefor me. shall be required pursuant to this Article. 15- 65.120 Determination of value. 15- 65.130 Determination of age. 15- 60.050 Addition of temporary uses. 15- 65.140 Authorization of nonconforming Upon application or its own initiative, the Planning uses and structures by use Commission may add other temporary uses to the list permit or variance. thereof set forth in Subsection 15- 60.010(b), so long as 15- 65.1:0 Unsafe buildings. such additional uses fall within the definition of "temporary 15 -65 60 Nonconforming sites. use" as set forth in Subsection 15- 60.010(a), and upon a finding that each use will not be detrimental to the public 15 -65 10 Purposes of Article. health, safety or welfare and will not adversely affect the is Article is intended to limit the number and extent character of the district in which it will be conducted, and of enconforming uses and prohibiting their will not create odor, dust, dirt, smoke, noise, vibration, e gement, intensification, re- establishment after abandon illumination, glare, unsightliness, hazard of fire or explosion, O ent or restoration after destruction and requiring their traffic congestion or other objectionable influence. termination after reasonable periods of time. This Article is further intended to allow certain nonconforming uses and structures to remain where such uses or structures do 362 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2 F AGENDA ITEM fi MEETING DATE: MARCH 18, 1998 CITY MGR.: eir ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD: SUBJECT: Landscaping and Lighting Assessment District LLA -1; Reauthorization for FY 98 -99 Recommended Motion(s): 1. Move to adopt the Resolution describing improvements and directing preparation of the Engineer's Report for reauthorization of the District for FY 98 -99. 2. Move to adopt the resolution appointing the Attorneys for the District for FY 98 -99. Report Summary: Attached are the two Resolutions which the Council must adopt to initiate the reauthorization of the Landscaping and Lighting Assessment District LLA -1 for FY 98 -99. A brief summary of each Resolution follows: 1. Resolution describing improvements and directing preparation of the Engineer's Report for Fiscal Year 1998 -1999 This is the Resolution required under Streets Highways Code Section 22622 to initiate the annual renewal process for the District for the ensuing fiscal year. The Resolution refers to the improvements proposed to be undertaken (Exhibit A), and orders the preparation of the Engineer's Report required under S &H 22565. 2. Resolution appointing attorneys for Fiscal Year 1998 -1999 This Resolution appoints the City Attorney's office as the attorneys for the District for FY 98 -99 and limits the attorney's fees to a maximum of $500. The provisions of SB 919 (The Proposition 218 Omnibus Implementation Act) adopted by the legislature last year will be incorporated into the renewal process for the first time this year. Procedurally this means that assessment ballots will be mailed to those property owners within the District whose assessments are proposed to increase from any previous year and who did not vote last year, or who own property within one of the Zones which were included in the balloting last year but which failed to approve the proposed assessment increase at that time. Additionally, SB 919 eliminates the requirement that the City conduct a public informational meeting at least ten days prior to the Protest Hearing. As before, ballots will be separately tabulated at the close of the Protest Hearing for each Zone that is voting. Only those ballots returned by the close of the Protest Hearing will then be tabulated to determine if a majority protest exists. The following sets forth the tentative schedule for renewal of the District for FY 98 -99: March 18 Council adopts Resolutions directing preparation of the Engineer's Report and appointing attorneys. April 15 Engineer's Report with preliminary assessment amounts is submitted. Council adopts Resolution of Intention preliminarily approving Engineer's Report and setting date for Protest Hearing. April 17 Notices of preliminary assessments and Protest Hearing date, and Prop. 218 ballots are mailed to property owners. Notice of Protest Hearing date is sent to Saratoga News. April 29 Protest Hearing notice published in Saratoga News. May 6 June 3 Council conducts Protest Hearing per Gov't. Code Sec. 53753. Ballots must be submitted by the close of the hearing. City tabulates ballots. If appropriate, Council adopts Resolution confirming the assessments for FY 98 -99. June 17 Backup date in case of any problems. August 10 Final date for transmitting the assessment roll to the County Auditor. Fiscal Impacts: All of the costs associated with the Landscaping and Lighting Assessment District LLA -1 are charged against and recovered through the District. There is no direct fiscal impact on the City's General Fund. A more precise look at the proposed funding of the District in FY 98 -99 will be available when you receive the preliminary Engineer's Report. Advertising, Noticing and Public Contact: Nothing additional at this time. Eventually, notices will be mailed to those property owners in the District whose assessments are proposed to be increased, along with the Prop. 218 ballot. Consequences of Not Acting on the Recommended Motions: This would depend on what Resolutions the Council does not approve. Either the reauthorization process would not begin, or the City Attorney's office would not be appointed as the Attorneys for the District. Follow Up Actions: Work on the Engineer's Report will begin. Attachments: 1. Resolution describing improvements and directing preparation of the Engineer's Report for FY 98 -99. 2. Resolution appointing Attorneys.