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HomeMy WebLinkAbout104-SASCC standard.pdfFY 2009-2010 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION DATE: January 20, 2009 Please refer to the Application Instructions Sheet for details on the following questions. Please limit your answers to one paragraph per question 1) Applicant Organization/Agency Name: Saratoga Area Senior Coordinating Council (SASCC) Agency Address: P.O. Box 3033, 19655 Allendale Avenue, Saratoga, CA, 95070 Executive Director: Susan Huff_________________ ________________________ Phone: 408-868-1255 Fax: 408-868-9546 E-Mail: shuff@sascc.org Agency is a Faith Based Organization: ____ Yes __X__ No 2) Program Title: Saratoga Adult Care Center (ACC) Program Address: 19655 Allendale Avenue, Saratoga, CA, 95070 Contact Person/Title: Susan Huff , Managing Director Phone: 408-868-1255 Fax408-868-9546 E-Mail: shuff@sascc.org 3) City of Saratoga/CDBG funds requested in the past: $34,000 in 08/09; $33,000 in 07/08; $37,284 in 06/07; $36,288 in 05/06; $36,288 in 04/05; 36,737 in 03/04; $35,667 in 02/03; $35,500 in 01/02 4) City of Saratoga/CDBG funds received in the past: $32,000 in 08/09; $32,000 in 07/08; $33,000 in 06/07; $36,681 in 05/06; $36,288 in 04/05; $35,366 in 03/04; $35,667 in 02/03; $34,500 in 01/02 5) Program description and number of unduplicated clients served: The Saratoga Adult Care Center is a Social Adult Day Program, which has provided a safe and stimulating environment for frail elders and respite for caregivers for the past 21 years. Since 1994, the program has been open Monday through Friday from 10 a.m. to 3 p.m., but since September of 2005, we have offered extended hours, from 8:30 a.m. to 5:30 p.m. This meets the needs of caregivers who are working outside the home, and demand for these extended has steadily grown. As the program serves mostly low-income elders, requests for funding are made to numerous sources in order to subsidize this fast-growing target population. Adult Day Care Services are an ideal way to care for the needs of frail seniors, often eliminating the need for institutionalized care and reducing care costs for both the families and the community as a whole. The ACC program will provide over 8,000 hours of paid services to a minimum of 55 unduplicated participants (clients) over a one-year period. The participant profile changes throughout the year but the majority (73%) fall in the very low to extremely low income range. Fees are based on a sliding scale where less than 25% are able to pay the non-subsidized rate. 6) Program purpose and objectives: The purpose of the Adult Care Center is to enhance the quality of life for Saratoga Area Seniors via specific, ongoing supportive services, made available to lower-income participants. These services incorporate the following objectives: (1) Provide daily respite care to up to 24 frail and less independent participants from the West Valley Area of Santa Clara County. (2) Prevent or delay institutionalization of individuals who require considerable personal assistance. (3) Provide socialization, instruction and structured activities such as exercise, crafts, skill development and nutritious meals daily for the less independent elderly in a licensed care facility. (4) Continue to facilitate caregiver support groups twice monthly in cooperation with the Alzheimer’s Association and provide similar support services to local churches and civic organizations of the West Valley area. (5) Provide respite and improve quality of life for caregivers and eliminate or delay the high emotional and financial cost of custodial care. (6) Continue utilizing volunteer services to help contain Center costs. (7) Maintain maximum enrollment of approximately 38 participants each month. (8) Increase funding base through local resources, participant fees and fund raising events in an effort to reduce dependence on City and county funding. Due to the low-income status of the population served and the service-intensive nature of the program, becoming self-supporting is not feasible. The overall goal is to prevent or delay the institutionalization of the frail elderly, enable them to remain in their homes for as long as possible and improve the quality of life for the participants and their caregivers. This has remained our goal throughout our programs history and previous Saratoga CBDG funds has helped us achieve and maintain that goal along with the high quality of service that we provide to our clients. Our accomplishments over the past year, reached with the help of Saratoga CBDG funds are: · Supported all of the Adult Care’s ongoing efforts mentioned above to support families and participants · Allowed for the continuous operation of all of our programs, including our exercise programs, during the summer months when they are not subsidized by West Valley College. · Brought back social worker and support groups to further assist families of Adult Care. · Prevented any reduction of staff or staff hours, so we could continue all of the programs and services for our clients. · Allowed us to host more social events for our members. · Minimized how much we had to draw from our Investment Fund, so that fund can continue to help sustain SASCC for the future. 7) Program management: The SASCC Board of Directors and the Adult Care Center Advisory Committee oversee and are responsible for the Saratoga Adult Care Center. The Center operates under the guidance of the Executive Director who works closely with the Adult Care Center Advisory Committee. A full time Program Manager is responsible for the day-to-day operations of the Center and reports directly to the Executive Director. The Adult Care Center employs two full-time and five part-time employees, (Program Manager, Program Assistants, Assistant Program Manager/Social Worker) providing services of approximately 8,000 hours per year. The Program Manager oversees activities, entertainment and projects. She is responsible for scheduling all activities, special events and classes for the participants. She directs the center, leads many of the activities and oversees the Administrative Assistant, Social Worker, and the Program Assistants, who also run activities and assist participants with projects, meals, toileting and any other special needs that may arise. Along with the Executive Director and the Social Worker, the Program Manager evaluates the needs of new potential clients, develops care plans, maintains ongoing progress reports, and works with families. The program provides exercise routines, memory training and stimulation through travelogues, crafts, music, a variety of entertainment, current events, discussions and directed conversation. Special adaptive exercises and physical skill training are focused on participants who need help with any disabilities (e.g. stroke, aphasia, Parkinson’s). Healthy snacks are provided and full nutritious meals are served daily prepared by the Saratoga-Los Gatos Assistance League. Volunteers and instructors assigned by West Valley College augment the activities and help keep expenses at a minimum. All of the staff at the Saratoga Adult Care Center is highly trained, each with many years of experience working with frail elders. Twenty volunteers supplement the seven paid staff and provide between 575 to 700 hours of service annually. The Executive Director, Program Manager, and Social Worker also maintain strong public relations with local, county and state senior organizations and participate in required trainings. They are involved with public speaking engagements, organizational networking and other important community events. These efforts have resulted in a highly visible program where there is frequently a waiting list for prospective participants. 8) Agency description and experience: The Saratoga Adult Care Center (ACC) is a major program component of the Saratoga Area Senior Coordinating Council (SASCC) incorporated as a non-profit organization in 1979. SASCC also operates the Saratoga Senior Center for more active, independent older adults. Recognizing the needs of the aging population, supported by a community assessment, SASCC opened the Saratoga Adult Care Center in January of 1988 as the first facility in Santa Clara County designed and built specifically as an adult care center. It provides much needed respite for caregivers and promotes a higher quality of life for the participants at much less cost to both family members and public agencies. The Saratoga Adult Care Center has steadily increased in number of days open from two at the onset to five full days weekly by February 1994. During this time, the average number of families served monthly increased from 9 to 42 at any one time, with well over 350 visits by participants each month. This increased utilization validates the need and demand for the service. The center serves approximately 18-22 participants per day. This assures each participant plenty of one-on-one time with our assistants and volunteers. Participants come from the surrounding areas of the West Valley Corridor, including Saratoga, Los Gatos, Santa Clara, Campbell, San Jose, Mountain View, Sunnyvale and Cupertino. The Saratoga Adult Care Center’s main objectives are to prevent or delay institutionalization of the frail elderly, enable them to remain in their homes for as long as possible and to improve the quality of life for the participants and their caregivers. The purpose of the Center is to meet the growing need for this service which will only accelerate as the population ages. Independent studies show that by the year 2010, Santa Clara County’s population of individuals 85 years of age and over is expected to double resulting in an increased need for services such as ours. The ACC Mission Statement and Financial Statement are attached on separate pages. 9) Audit information: Please find attached a copy of our last Audited Financial Statements for the year ending June 30, 2008. 10) Sources of funds anticipated for this project: __________________ SOURCE ESTIMATE STATUS Saratoga CDBG Grant $35,000 Submitted and Pending Campbell Grant $ 5,000 To be submitted Feb. 2009 Fees $180,000 Ongoing St. Andrews $ 3,600 Receiving monthly checks Donations, restricted $ 9,000 Ongoing Donations, unrestricted $ 10,000 Ongoing Annual Appeal $ 1,500 Received Fundraising Events $ 6,800 Ongoing Additional Private Foundation $ 35,000 Have researched and identified several that we will submit proposals to in 2009 Total: $285,900 11) Budget: Please see the attached worksheet. 12) Performance Measurements: Please see the attached worksheet. 13) Outreach: a) How SASCC informs Saratoga residents about its ACC program: In 2006 SASCC initiated a Community Outreach Initiative with the specific purpose to support activities to reach and involve additional elders and to increase community awareness and support of programs while growing and diversifying membership. To that end SASCC informs Saratoga residents about its programs through several different outreach methods. Approximately 700 copies of the agency’s newsletter that details all of the activities and programs at SASCC is sent out 12 times (monthly) per year to each member household and an additional resource list of 100, including churches, other senior centers, the local Chamber of Commerce, retirement communities and assisted living centers, libraries, local businesses, and other nonprofits supporting seniors. The agency also promotes its activities, programs and events through articles in the City Newsletter, the Saratogan, the Community newspaper, the Saratoga News and its updated website at www.sascc.org. SASCC has also developed a brochure for the public that describes its programs and outlines its, history, mission and volunteer opportunities. The brochure is given out in response to all new inquiries. The Executive Director and members of our Board of Directors and Advisory Committee also advocate and conduct outreach through networking to a broad range of community organizations including Asian-American groups, the Rotary Club, Kiwanis, Lions, Healthcare libraries, area recreation centers In addition, our Director is aligning with several peer organizations with the intention of collaborating for the benefit of seniors The target groups for outreach include: · Asian-American Elders as these families constitute 30% of the population of Saratoga and have recently begun to participate in the Senior Center; · Other elders in Saratoga that are not SASCC members; · Elders that have joined SASCC but seldom participate in activities · Family members of participants or potential participants. Another important method of outreach is the many health screenings, free workshops and seminars that we host on a range of issues including legal matters, nutrition, flu shots, Eastern Medicine, vision and hearing screenings, insurance matters, etc. In addition the agency hosts many social activities to appeal to a broad range of interests. b) Additional outreach efforts SASCC will use to attract new Saratoga residents and sources drawn on to implement this outreach: · SASCC will focus on reaching out to all prevalent ethnicities in the community and has begun by initiating contact with Asian American community leaders to solicit ideas for reaching their constituent elders. Several suggestions which we plan to explore in order to better market our programs more broadly in the Saratoga community are: develop translated brochures; distribute brochures and event material at the local Farmers Market, develop a translated section in our Newsletter; and place articles in various ethnic community newspapers. In addition SASCC plans to have a broader distribution of its brochures through household mailings to every household in Saratoga. To achieve the above, SASCC plans to redesign its brochure in line with its website producing a very professional and cohesive marketing message. · The agency also plans to implement a new Member Resource Services program that will provide a broader range of assistances to seniors and their caregivers. · On January 23 we will launch our first Blue Ribbon Task Force (BRTF) committee orientation meeting. We have worked diligently in recruiting 15 highly proven, talented community leaders from a variety of backgrounds who have committed to help us move SASCC to the next step. We have provided these volunteers with a background of information, intended goals and objectives, and asked them to complete a survey which will provide valuable discussion points at our first meeting · In February, we will be launching our next big project: the Business Alliance Program (BAP). With this project will are seeking to identify and align with local area businesses who are interested in the welfare of the area seniors. The program is multi-leveled where a business owner may choose to sponsor SASCC, offer discounts to its members, or both. We anticipate that the efforts put into this program will grow over time into something of tremendous mutual benefit to SASCC members and our business community. The added benefit will of course be a growth in membership which will provide additional fees. · We are focusing on fewer but larger and more efficient fund-raising events in 2009. c) The number of additional Saratoga residents ACC has served since SASCC applied for previous funding in 2008-2009: Nineteen new families have been served since the application for previous funding. 14) Leveraging: a) Total Amount of Funding Requested from All Organizations This Year: Organization Date Funds Requested Amount Requested Percentage of Total Cost Saratoga CDBG Jan. 20, 2009 $35,000 12% Campbell CDBG Feb. 12, 2009 $5,000 2% St. Andrews Jan. 15, 2009 $3,600 1% Dorothy Fund TBA $3,000 1% Rotary & Kiwanis TBA $6,000 3% Private Foundations TBA $35,000 12% b) Total Amount of Funding Received from All Organization Last Year: Organization Type of Funding Amount Received Percentage of Total Cost Saratoga CDBG Federal Grant $32,000 14% Campbell CDBG Federal Grant $4,000 2% St Andrews Donation $4,200 2% Dorothy Fund Private donors $6,500 3% 15) Cost / Benefit Analysis: We are requesting $35,000 to support a portion of the total operating costs of the Saratoga Adult Care Center program. Per the attached budget, operating costs include salaries, benefits, member programs and classes, food, supplies, training, audits, insurance, mileage, and necessary licenses and memberships. With intensive volunteer and fundraising efforts, this program creatively stretches its revenues. The budget is tightly controlled and the Finance Committee, the Board of Directors and the Executive Director review expenses monthly. Rent, utilities, and janitorial services are provided in-kind by the City of Saratoga. The City’s support remains as a significant factor in our organization’s success. Currently, 73% of the participants in the Adult Care Center have low or very-low incomes. On average, their daily payments are subsidized by $30.00. With the efficient use of limited resources, the cost of the program is factored at $11 per hour per participant. This is considerably less than in-home or nursing care for an individual who might otherwise require public support. Funds are requested from the City of Saratoga to partially underwrite the programs ad services to our participants. 16) Target Beneficiaries: Saratoga Residents Served* Percentage of Total Clientele Low-Income Clients Served Percentage of Total Clientele 18 34% Saratoga: 14 Total : 39 Sarat: 26 % of 53 Sarat: 36% of Total low income clients * 2008-2009 · The number of Saratoga residents served is 18 out of a total of 53 clients or 34% of our total number of clients. · The total number of Low Income clients that we serve from all locations is 39 out of 53 or 73%. · The total number of Low Income clients from Saratoga is 14 or 78% or our Saratoga resident clientele, and 26% of our total number of clients. · The low income clients served from Saratoga represent 36% of our total low-income client population. Total Program Cost Total Clients Served Cost Per Client Funding Requested Percentage of Total Cost $283,618 (55 families unduplicated per year) $5,5156.00 $35,000 12% BUDGET AGENCY NAME: Saratoga Area Senior Coordinating Council Date Prepared: January 20, 2009 PROGRAM NAME: Saratoga Adult Care Center BUDGET WORKSHEET (EXPENSES) SPECIFIC ACTIVITIES Jul - Sep Oct - Dec Jan - Mar Apr - Jun Insurance $2,13S7.50 $2,137.50 $2,137.50 $2,137.50 Membership Subsidies (Fees) $5225.00 $5225.00 $5225.00 $5225.00 Fund Raising Expenses $312.50 $312.50 $312.50 $312.50 ACC Members Programs and Classes (Includes Lunches, Snacks & Supplies) $5,928 $5,928 $5,928 $5,928 Services (Includes Maintenance & Outreach) $1,262.50 $1,262.50 $1,262.50 $1,262.50 Administration $1,697.50 $1,697.50 $1,697.50 $1,697.50 Salary, Benefits & Taxes $52,991.50 $52,991.50 $52,991.50 $52,991.50 Health Insurance $1,350 $1,350 $1,350 $1,350 SARATOGA AREA SENIOR COORDINATING COUNCIL MISSION STATEMENT The purpose of the Saratoga Area Senior Coordinating Council is to provide quality services to local seniors of all ages, abilities, religions, social and economic backgrounds. Our primary objective is to involve community groups and individuals in senior related issues, to develop community responsibility, advocacy for problems facing our aging population, to assure that the needs of older adults are met and to improve the overall quality of their lives. PERFORMANCE MEASUREMENTS AGENCY NAME: Saratoga Area Senior Coordinating Council Date Prepared: January 20, 2009 PROGRAM NAME: Saratoga Adult Care Center PERFORMANCE MEASUREMENT WORKSHEET GOAL: The Adult Care Center seeks to enhance the quality of life for Saratoga Area Seniors via specific, ongoing supportive services, made available to lower-income participants, to help keep the frail adult in his/her home & community and to provide respite to caregivers, regardless of income. OBJECTIVE (1): For FY 2009-2010 the Adult Care Center will provide over 8,000 hours of paid services to a minimum of 55 participants (clients) over a one year period. OUTCOME (1): To serve and improve the quality of life on a day to day basis for 55 unduplicated clients and their families. OBJECTIVE (2): For FY 2009-2010 the Adult Care Center will maintain a realistic balance of client days in each quarter to support programs. OUTCOME (2): Maintain client days at a minimum of 380 in each quarter.