HomeMy WebLinkAbout02-07-1990 COUNCIL AGENDA STAFF REPORTSEXECUTIVE SUMMARY NO. _
MEETING DATE: 2/7/90
ORIGINATING DEPARTMENT:
SARATOGA CITY COUNCIL
I ; i AGENDA ITEM
CITY MANAGER
MAINTENANCE /DAN TRIN
SUBJECT: REPLACEMENT FOR POOL CAR
Recommended Action:
Approve signing of Purchase Order for the acquisition of a pool car
replacement for one recently totalled in an accident.
Report Summary:
On 1/12/90, one of the City's pool cars, a 1987 Dodge Aries was
broadsided by a vehicle running a red light. The vehicle was
totalled and we are working with the insurance company of the other
vehicle for a settlement. Regardless of that settlement, we are
requesting approval to proceed with the replacement at this time.
Fiscal Impacts:
$9,500 should be appropriated to the vehicle replacement account.
A substantial portion of that money will be reimbursed upon
settlement with the insurance company.
Attachments:
1. Appropriation Resolution
Motion and Vote:
0 - .
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. ( I I i/ AGENDA ITEM 4f) _ 7
MEETING DATE: 2-21-1990 CITY MGR. APPROVAL
ORIGINATING DEPT: Engineering
SUBJECT: Grant Construction Acceptance and Release 50%
Bond for SDR 1586 - Alta Vista Avenue
Diamond Development - A California General Partnership
Recommended Action:
Grant Construction Acceptance and release 50% Cash Bond for
SDR 1586, Alta Vista Avenue.
Report Summary:
The work has been satisfactorily completed. This Construction
Acceptance will begin the (1) one year maintenance period.
Fiscal Impacts:
None.
Attachments:
1. Memo describing bond.
Motion and Vote:
MEMORANDUM
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070
(408) 867 -3438
TO: City Manager DATE: 2-6 -90
FROM: City Engineer
SUBJECT: Construction Acceptance for SDR 1586
Name & Location: Bonfield Development Company
Alta Vista Avenue
--------------------------------=----------------------------------- - - - - --
Public Improvements required for SDR 1586
have been satisfactorily completed. I, therefore, recommend the
City Council accept the improvements for construction only.
This "construction acceptance" will begin the one (1) year maintenance
period. During that year, the improvement contract, insurance and
improvement security will remain in full force.
The following information is included for your use:
1. Developer: Diamond Development - A California Genral Partnership
Address: 1440 Imperial Ave.
Cupertino, Ca. 95014
2. Improvement Security:
Type: Security Bond and Cash.-Bond.
Amount: 150,000.00 and 13,500.00
Issuing Company: Planet Insurance Company
Address: Hearst Bldg., Suite 825
5 Third Street at Market, San Francisco, Ca. 94103
Receipt, Bond or Certificate No.: P1461389 and Receipt #8897
3. Special Remarks:
Please release $6,750.00(50% of $13,500 Cash Bond)
Larry I. Pe li , City., n ineer
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. AGENDA ITEM
MEETING DATE: February 21, 19 9 0 CITY MGR. APPROVAL
ORIGINATING DEPT: Engineering
SUBJECT: Pierce Road Slide Repair
Recommended Action:
Adopt Resolution approving Program Supplement No. 8 to Local Agency -
State Agreement No. 04 -5332 and authorize City Manger to execute
pie q�Supplement for City.
Attached is Program Supplement No. 8 to the Master Agreement
entered into between the City and the State on August 17, 1977 for
Federal Aid Emergency Relief projects. This Program Supplement is
for the Pierce Road slide repair necessitated by the October 17 earth-
quake. The City completed the slide repair on a Force Account basis
at a cost of $49,700 and under the terms of the Master Agreement, is
eligible for reimbursement of 1000 of the cost. Before the State can
reimburse the City, however, a Program Supplement must be executed.
Attached is a Resolution which, if adopted, would approve the Program
Supplement and authorize the City Manager to execute it on behalf
of the City.
Fiscal Impacts:
None. The City has completed all emergency relief work prior to
April 15, 1990.
Attachments:
1. Resolution approving Program Supplement.
2. Program Supplement with special conditions.
Motion and Vote:
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: February 7, 1990
ORIGINATING DEPT: City Manager
AGENDA ITEM
CITY MGR. APPROVAL)
SUBJECT: Toxic Gas Study and Recommendation for Adoption of an Ordinance
to Regulate the Storage, Use and Handling of Toxic Gas
Recommended Motion:
Introduce the proposed ordinance as presented
Report Summary:
This report outlines the developments and distinguishing features of
the Toxic Gas Model Ordinance, and provides a basis from which staff
recommends that Council adopt the ordinance without modification.
The recommendation takes into consideration that consensus has been
reached by the Santa Clara County Manufacturers Group, Silicon Valley
Toxics Coalition, and the Santa Clara County Fire Chiefs. In addition,
a team of city attorneys have reviewed and amended the document as
to language while maintaining the technical intent. Comments received
from other special interest groups have been heard, and the ordinance
modified where appropriate.
Fiscal Impacts:
None
Attachments:
1. Report from City Manager dated 2/7/90
2. Toxic Gas Model Ordinance
Motion and Vote:
fy
y�
To.
From:
►- 08) 86 :i4:38
1990 COUNCIL MEMBERS;
Karen Anderson
Martha Clevenger
City COUriCll David Movies
Donald Peterson
Harry R. Peacock, City Manager Francisstutzman
Subject: Toxic Gas Study and Recommendation for Adoption of an
Ordinance to Regulate the Storage, Use and Handling of
Toxic Gas
------------------------------------------------------------------
Recommended Action:
Introduce the proposed ordinance as presented.
Background:
Model Hazardous Materials Storage Ordinance:
In 1983 under the direction of the Santa Clara County Fire
Chief's Association, the Hazardous Materials Model Code Task
Force completed its work on the Hazardous Materials Storage
Ordinance (HMSO). The task force was comprised of representa-
tives from industry, environmentalists, the fire service, and
other regulatory agencies. The ordinance mainly addressed con-
cerns regarding leaking underground storage tanks by providing
new construction requirements, including secondary containment
and monitoring. The ordinance required the development of a
Hazardous Materials Management Plan, inventory statement, and
facility map for emergency responders. There were provisions for
public disclosure of portions of the plan, as well as providing
for protection of trade secrets. The ordinance, which was adopt-
ed by the City in 1985, later served as a model for the State
underground Tank Law (Sher Bill), and the State Public Disclo-
sure Law (Water's Bill).
The ordinance did not, however, attempt to regulate toxic gases.
The incidents at IBM and Fairchild in South San Jose regarding
leaking underground tanks were of great public concern, and con-
tributed to the decision to address the complex issues of toxic
gases separately. The Santa Clara County Fire Chiefs committed
to studying the issues more thoroughly at a later date.
Article 51 of the Uniform Fire Code
In 1984 the Western Fire Chief's Association adopted Article 51
of the Uniform Fire Code. This was the first significant work to
address toxic gases. It was developed with industry involvement,
but applied only to the semi - conductor industry. The article
provided administrative and engineering controls to semi- conduc-
tor fabrication facilities using hazardous production materials,
which included toxic gases.
Printed on recycled paper
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Two
The semi - conductor industry was instrumental in the development
of Article 51. Many of the engineering controls which had been
developed by the industry were codified for uniform application.
This included, but was not limited to the use of ventilated gas
cabinets, continuous gas detection, excess flow control, automat-
ic shut -off, flow limiting devices, and trained emergency re-
sponse personnel at an emergency control station.
Article 51, however, had no provisions for requiring treatment of
discharges of toxic gases, either accidentally or through normal
purging processes. And again, Article 51 only applied to semi-
conductor fabrication facilities and similar research and devel-
opment operations.
Article 80 of the Uniform Fire Code:
In 1986 the Western Fire Chiefs appointed a select committee to
rewrite Article 80 of the Uniform Fire Code. Whereas Article 51
was a specific article developed to address hazardous materials
issues in semiconductor facilities, Article 80 was a general
article designed to address the broad scope of hazardous materi-
als in all other types of occupancies. The article is a complex
document that addresses all hazardous materials, generally, but
does include specific requirements for some toxic gases.
Article 80 was developed by a nine member committee selected by
the Western Chiefs and included four representatives from the
Fire Service, four representatives from industry, and a neutral
chairperson. There was extensive participation from California,
Oregon, Washington and Arizona.
Companion code changes to Article 80 were developed for the
Uniform Building Code in order to keep the Fire Code and Building
Code coordinated. Article 80 was approved by the Western Fire
Chiefs Association for the 1988 Uniform Fire Code. Companion
chalftges to the Building Code were approved by the International
Conference of Building Officials for the 1988 Uniform Building
Code.
The major perceived weakness with Article 80 lay in the limited
number of gases that the article regulated. Article 80 limited
controls to "compressed toxic and highly toxic gas ". Thus, it
provided inappropriate engineering controls for "near gases ", or
materials which do not technically meet the definition of "com-
pressed gas ". Materials which, in a container are liquid in
nature yet would exhibit gaseous characteristics when released
into the atmosphere at normal temperature and pressure are pro-
vided with minimal controls. Phosgene, Hydrogen Cyanide, and
Methyl Isocyanate are just a few examples that would fall into
this category.
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Three
Assembly Bill 1021:
In 1986 the State Legislature passed AB 1021 sponsored by Byron
Sher and Ernie Konnyu. The bill provided funding for the Santa
Clara County Fire Chiefs to study toxic gas issues. Many ques-
tions had surfaced regarding the likelihood of having a catas-
trophic toxic gas emergency in California, such as had recently
occurred in Mexico, West Virginia, and Bhopol, India.
The objectives of the study included:
a. Study the feasibility of applying similar regulations as
exist for the transportation of nuclear materials to the
transportation of toxic gases.
b. Develop a toxic gas ordinance which communities could use as
a model for local controls.
C. Develop model emergency response plans for the fifteen most
commonly used toxic gases in California.
d. Develop training guidelines and an education program to
inform the public of appropriate actions to take during a
toxic gas emergency.
The study took place over a year long process, and occurred at
the same time as Article 80 was in the process of being rewrit-
ten. The AB 1021 study was more limited in scope than Article
80, addressing only toxic gases.
Many public hearings were held throughout Santa Clara County.
The model ordinance became a center of controversy. Questions
arose regarding how to most adequately safeguard the public, how
to appropriately utilize available scientific data, and how to
apply the best available technology. Controversial issues in-
cluded:
a. A requirement to justify the use of highly toxic gas when
other means are available to accomplish the same process
(i.e. solid sources and less toxic sources).
b. Requirements for secondary containment of all toxic gas
storage and use, including process gas piping (elimination
of exterior storage).
C. The use of dispersion modeling to apply regulatory controls.
d. Appropriate levels of concern. (Chronic vs. Acute levels of
concern, and effects on health workers vs. effects on the
general public, including infants, elderly, and people with
respiratory disorders).
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Four
e. No exempt amount provisions.
regulated at any quantity.
All toxic gases would be
The final document was delivered to the State Air Resources
Control Board and the State Legislature for their review early in
1987, as required by AB 1021.
Assembly Bill 3777:
In 1987 AB 3777 (LaFollette) became state law, and was later
modified by AB 1059 (LaFollette). The law required businesses to
register their Acutely Hazardous Materials (AHM's) with the
Administrative Agency (Santa Clara County Health Department in
Santa Clara County). -Most toxic gases are considered to be
Acutely Hazardous Materials, but not all.
In addition to registering their AHM's with the Administering
Agency, new businesses are required to submit a Risk Management
and Prevention Program (RMPP) to demonstrate how the worst case
scenario from a facility would be mitigated to prevent off -site
consequences should a release occur. The Administering Agency
may require an RMPP from existing businesses, as well, under the
law.
Guidelines for drafting an RMPP are being developed by the Office
of Emergency Services (OES). The Santa Clara County Health
Department, the Administering Agency in Santa Clara County, and
the Office of Emergency Services have been closely monitoring the
progress of the toxic gas ordinance. Staff has been coordinating
with them to insure that compliance with the provisions of the
toxic gas ordinance would satisfy the requirements under AB 3777
for the prevention of off -site consequences resulting from a
toxic gas release.
Toxic Gas Model Ordinance:
In early 1988 the Santa Clara County City Manager's Association
facilitated a series of meetings and workshops between the Santa
Clara County Manufacturing Group and the Silicon Valley Toxics
Coalition to study the issues and conflicts between the AB 1021
Toxic Gas Study and the toxic gas provisions of Article 80 of the
Uniform Fire Code (1988 edition). The 1 -1 /2 year long study and
negotiations has resulted in the ordinance presented for adoption
as attached.
ANALYSIS:
General Discussion:
The Toxic Gas Model Ordinance (TGMO), as presented, is a consen-
sus document after many hours of study, discussion, and review by
technically competent and experienced individuals. In its
City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Five
current form, it is supported by the Santa Clara County Manufac-
turer's Association, the Silicon Valley Toxics Coalition, and the
Santa Clara County Fire Chief's Association.
It is intended that the TGMO be used in conjunction with the
Uniform Fire Code and the Uniform Building Code (1988 edition).
The document is a supplemental model ordinance that utilizes
portions of all the previous works discussed in the background
sections of this report. It is a compilation of engineering and
administrative controls designed to protect the public from acute
exposure to an accidental release of a toxic gas by applying
reasonable controls to new and existing facilities based on the
quantity, acute toxicity, and level of concern presented by the
individual characteristics of the regulated gas.
The ordinance has been reviewed by staff for comment with regard
to content, context, and general philosophy. The document has
also been reviewed by legal staff. It has been drafted into the
legal form as a stand alone ordinance.
Specific Provisions of the Ordinance:
The ordinance utilizes the Material Hazard Index (MHI) concept,
similar to that used in New Jersey. It establishes a mathemati-
cal formula to derive a numeric value (MHI) for materials of
concern. The MHI value is based upon the vapor pressure of the
material, and the level of concern established by the Environmen-
tal Protection Agency (EPA) of 1 /10 of the level Immediately
Dangerous to Life or Health (IDLH).
Materials are regulated when they have an established level of
concern and the materials are shipped in compressed gas cylin-
ders, and act as a gas upon release at normal temperature and
pressure or are used or handled as a gas whether or not in strict
accordance with the definition of a "compressed gas" as defined
by the Fire Code. This means materials must have gaseous charac-
teristics and have a level of concern high enough to be consid-
ered dangerous before they become regulated by this ordinance.
Materials such as arsine, hydrogen cyanide, methyl isocyanate,
chlorine, and ammonia would be regulated. Materials such as
natural gas, oxygen, carbon monoxide, and nitrogen would not be
regulated, even though long exposures at high concentrations
could be fatal. The intent of this ordinance is to regulate
materials which are dangerous at low concentrations and for short
exposures (acute).
The provisions of this ordinance are applicable to existing
facilities. Facilities that store or use regulated gases will
have one year to submit a compliance schedule, and up to three
years to comply. The Chief may extend the time period to a
maximum of five years where such extension is justified. These
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Six
numbers were derived from average life expectancy before antici-
pated remodeling would normally occur in facilities commonly
found in the Santa Clara Valley.
The ordinance also addresses concerns regarding preemption of
this area of regulation, by federal law, relating to the materi-
als covered by this ordinance. The ordinance does not attempt to
regulate toxic gases in transportation, or when used as an agri-
cultural pesticide.
The ordinance will divide regulated materials into three hazard
classes based on the MHI value. The classes are described as:
Class I The most strictly regulated class of materials. These
materials would be considered the most highly toxic,
and potentially present the most significant problems
at even very low quantities in low concentrations (i.e.
arsine, hydrogen cyanide, and methyl isocyanate).
Class II The more moderately regulated class of materials. A
combination of highly toxic and toxic materials which
potentially pose a more moderate problem, and include
material more commonly found in larger quantities (i.e.
chlorine and ammonia).
Class III The least regulated class of materials. While these
materials could potentially pose toxic or corrosive
problems, the mitigation methods are much more readily
initiated (i.e. methyl bromide).
Engineering and administrative control are added as the hazard
class increases. Generally, materials with lower vapor pressures
and less toxicity have fewer controls. Materials with higher
vapor pressures and higher toxicity have more regulatory controls
required. General provisions are provided which apply to all
hazard classes and specific provisions are detailed for each of
the three hazard classes. The specific provisions are cumulative
in nature as the class increases. That is, Class I materials
must satisfy the specific provisions for Class I materials, plus
all the requirements for Class II and Class III. Class II mate-
rials must satisfy the specific provisions for Class II materi-
als, plus all the requirements for Class III. Class III materi-
als must satisfy the specific provisions for Class III materials,
plus all the requirements for "Minimum Threshold Quantity ". See
the "Hazard Classification Table below:
The ordinance has provisions for exempt amounts. It also has
provision for "Minimum Threshold Quantities" that would require
only minimal controls for small quantities of higher toxicity
materials. It also has provisions for "Maximum Threshold Quanti-
ties" that would require more controls for larger quantities of
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Seven
lower toxicity materials. These provisions provide incentives
for smaller quantities and reduced concentrations of toxic gases,
without being mandatory.
HAZARD CLASSIFICATION TABLE
CLASSIFICATION CONTROLS
Class I Includes All Class II Controls
Class II Includes all Class III Controls
Class III Includes Min. TQ Controls
Min. Threshold Qty Includes Exempt Amount Controls
Exempt Amounts Applicable statutes, codes, and
ordinances
The engineering and administrative controls required by the
"General Provisions" include:
1. A general requirement to comply with the ordinance.
2. A description of the materials regulated by the ordinance.
That is, materials which exhibit gaseous characteristics and
have a Material Hazard Index value greater than 4900.
3. A general obligation to comply with other provisions of law.
4. A permit requirement.
5. A requirement for existing facilities to comply within three
years, a compliance plan, fees, and a closure process.
6. Comply with Building Code provisions for seismic bracing of
tanks and piping.
7. Security.
8. Breath apparatus, in certain cases.
9. Separation of incompatible materials.
10. Leak testing of containers upon arrival and departure.
11. Protective caps /plugs on cylinders not in use.
12. An on -site emergency response team appropriate to the size
and nature of the facility, and emergency response planning.
13. Emergency drills.
14. Annual maintenance at a minimum for safety systems.
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Eight
15.
A flow limiting device for certain materials to reduce the
flow rate in the event of an accidental release to a
manage-
able size.
16.
A minimum design for sprinkler systems required for
build-
ings where regulated materials are used or stored.
The
engineering and administrative controls required for "Class
I
Materials"
include:
1.
Secondary containment.
2.
Automatic shut -down.
3.
Emergency control station.
The
engineering and administrative controls required for
"Class
II
Materials" include:
1.
Welded connections, or in accordance with nationally
recog-
nized industry standards.
2.
Local gas shut -off of fail safe to close design.
3.
Emergency power for critical systems.
4.
Excess flow control.
5.
Gas detection.
6. Reduced flow valves.
7. Seismic shut -offs for significant events, as defined.
8. Class II corrosive materials provided with inert construc-
tion materials, or secondary containment.
9. Emergency alarms.
The engineering and administrative controls required for "Class
III Materials" include:
1. Proper design for piping, valves, fittings and related
components.
2. Signage
3. Inert gas purge systems.
The engineering and administrative controls required for "Minimum
Threshold Quantity" include:
To: City Council
Subject: Toxic Gas Ordinance
February 7, 1990
Page Nine
1. Exhaust ventilation.
2. Gas Cabinets.
3. Treatment systems.
4. Gas detection for certain materials.
Exterior storage requirements are provided which are consistent
with Article 80 of the Uniform Fire Code, 1988 edition.
The majority of engineering and administrative controls required
throughout the ordinance from the general provisions to the Class
I, II and III controls are largely industry standard practices
already within the high technology industry, with the possible
exception of secondary containment of piping and seismic shut -off
valves. These controls are new to most industries, but are
required by the ordinance of the materials of higher levels of
concern.
gz'V�Q.'p
rw'
Harry Peacock, City Manager
jm
ORDINANCE NO. 71.
AN ORDINANCE OF THE CITY OF SARATOGA
AMENDING THE 1988 EDITION OF THE UNIFORM
FIRE CODE BY ADDING ARTICLE 88
CONCERNING TOXIC GASES
The City Council of the City of Saratoga hereby ordains as follows:
SECTION 1: The City Council finds and determines that:
(a) Article 80 of the 1988 Uniform Fire Code contains provisions for the
regulation of hazardous materials, including regulation of compressed gases, but said
Article does not regulate other types of gases.
(b) The 1987 -88 Santa Clara County Grand Jury found that the use of toxic
gases in industry posed a threat to the health and safety of local residents, and
recommended' that the Intergovernmental Council ("IGC") develop an ordinance
acceptable to industry, citizen groups, and local government. In response to this
recommendation, the IGC developed a model ordinance which could be used as part
of and a complement to, the 1988 edition of the Uniform Fire Code, and which is
proposed to be adopted by the governing bodies of all cities within Santa Clara
County, and by the County Board of Supervisors.
(c) It is appropriate to adopt the model ordinance in order to provide for a
uniform county -wide program for the prevention, control, and mitigation of
dangerous conditions, to provide for building standards and for emergency response
to protect the public from acute exposure due to accidental releases of toxic gases.
SECTION 2: Section 16.20 — is added to Article 16 -20 of the City Code, to
read as follows:
"S16-20.— Article 88 added concerning toxic gases
Article 88 is hereby added to the Fire Code, to read as follows:
ARTICLE 88
TOXIC GASES
Division I
PURPOSE AND DEFINITIONS
Application
Sec. 88.101 (a) This Article applies to all new and existing
facilities where regulated materials subject to this Article
are present in concentrations which exceed the Level of
Concern as determined in accordance with this Article.
-1-
(b) It is intended that this Article supplement, and be used
in conjunction with, other sections of this Code and with the
Uniform Building Code, 1988 edition.
(c) In the event of conflicting or overlapping regulatory
provisions within the Saratoga City Code, the Fire Code and
this Article, the more stringent requirement shall prevail.
(d) In the event of conflicting or overlapping regulatory
provisions with a federal law or state law or regulation,
unless the application of this Article is expressly preempted
by an Act of Congress or enactment of the state legislature,
the more stringent requirement shall be deemed to apply.
Definitions
Sec. 88.102 (a) Unless the context otherwise requires, the
words and phrases in this Article shall have the meanings set
forth in this Section and shall govern the construction of this
Article. For words and phrases not defined in this Section,
the'definitions set forth in other articles of the Fire Code
shall control.
(b) For the purpose of this Article, certain terms and words
are defined as follows:
(1) Controls are a means to regulate materials so as
to prevent unauthorized discharges.
(2) Control Area means a space within a building
where regulated materials may be stored, handled,
dispensed or used. A control area is an area formed by
one or more of the following:
(A) An occupancy separation with a minimum
one -hour fire resistive rating, or
(B) The exterior wall, roof or foundation of the
building.
A maximum of four control areas shall be permitted
within a building except buildings or portions of
buildings used for retail sales, which shall have a
maximum of two control areas.
(3) Equilibrium Vapor Concentration ( "EVC") means
the state of a regulated material at which vapor
pressure has stabilized and is no longer rising or falling.
EVC value of a regulated material is determined by
multiplying vapor pressure ( "VP ") by 106, and dividing
by atmospheric pressure; as shown in the following
equation:
-2-
LVC (ppm) = Vapor Pressure x 106
Atmospheric Pressure [760 mmHg]
Note: Vapor pressure for materials with a boiling point
equal to or less than 25 °C shall be 760 mm Hg;
materials with a boiling point greater than 250C shall
use the actual vapor pressure for that material at 25'C.
Atmospheric pressure is assumed to be 760 mm at sea
level.
(4) Facility means any building, structure,
installation, equipment, pipe, container, site, area,
appurtenant structure, or surrounding land area where
regulated materials are stored, used, dispensed,
handled, placed or otherwise have come to be located.
(5) Fire Code means the Uniform Fire Code ("UFC"),
as adopted or modified by the Saratoga City Code.
(6) Gas means an aeriform fluid which is in a gaseous
state at normal temperature and pressure.
(7) IDLH (Immediately dangerous to life or health)
means a concentration of airborne contaminants,
normally expressed in parts per million (ppm) or
milligrams per cubic meter, which represents the
maximum level from which one could escape within 30
minutes without any escape - impairing symptoms or
irreversible health effects. This level is established by
the National Institute of Occupational Safety and
Health (NIOSH). If adequate data do not exist for
precise establishment of IDHL data, an independent
certified industrial hygienist, industrial toxicologist or
appropriate regulatory agency shall make such
determination.
(8) Inert Construction Materials means materials
which under reasonably foreseeable conditions will not
degrade or react upon contact with the regulated
materials to be contained.
(9) Level of Concern ( "LOCI') means the maximum
concentration of a substance in air that will not cause
serious health effects in the majority of the population
when exposed to the substance for a relatively short
period of time. For purposes of this Article, the LOC is
equal to 0.1 of the IDLH value if the particular
substance has an established IDLH, or if not, an
estimated IDLH value based on acute toxicity data of
0.01 LC50, 0.1 LCLo, 0.001 LD50, or 0.01 LDLo.
(10) Lethal Concentration ( "LC50 ") means the median
lethal concentration level, at which 50 percent of
-3-
appropriate test animals die when exposed by inhalation
for a scientifically appropriate specified time period.
01) Lethal Concentration Low ("LCLo") means the
lowest concentration of a chemical at which some test
animals died following inhalation exposure.
(12) Lethal Dose Median ( "LD50") means the dose at
which 50 percent of test animals die following
exposure. The lethal dose is given in milligrams per
kilogram of body weight of the test animals.
(13) Lethal Dose Low ("LDLo ") means the lowest dose
of a chemical at which some test animals died following
exposure.
(14) Material Hazard Index ( "MHI") means a numeric
value used for ranking of chemical substances
(materials) in order to determine the level of controls
necessary for regulated materials. MHI is determined
by dividing the EVC of a material at 25'C by the LOC
for the material, as shown in the following equation:
MHI = EVC ( m) at 25 °C
LOC ppm
(15) Maximum Threshold Quantity ("Max. T.Q. ") means
the maximum quantity of a Class II or Class III
regulated material which may be stored in a single
vessel before a stricter category of regulation is
required by this Article. Max. T.Q. is determined by
the following equation:
Max. T.Q.(lbs) = 2.5 x 108
MHI
(16) Minimum Threshold Quantity ( "Min. T.Q.") means
the aggregate quantity of regulated materials in a
control area which, due to the minimal aggregate
quantities present, need only comply with specific
control requirements established in Subsection 88.401(e)
of this Article, and not with the requirements for Class
I, H or III regulated materials. Min. T.Q. for mixtures
shall be based on the aggregate weight (in pounds) of
the regulated components.
For D.O.T. Poison A (those materials
characterized by the United States Department of
Transportation ("D.O.T.") as Poison A): Min. T.Q.
= 1 lb. or less.
For other regulated materials: Min. T.Q. = 2 lbs.
or less.
-4-
Minimum threshold quantity controls are set forth in
Subsection 88.401(e) of this Article.
(17) Permissible Exposure Limit ( "PEL ") means the
maximum permitted eight -hour time - weighted average
concentration of an airborne contaminant. The
maximum permitted time - weighted average exposures
are set forth in 29 CFR 1910.1000, as it may be
amended from time to time.
(18) Person means an individual, trust, firm, joint
stock company, corporation, partnership, association or
other business entity, city, county, district, the state,
any department or agency thereof, or the United
States, to the extent authorized by law.
09) Regulated Materials means all materials,
regardless of form (i.e., liquid, solid or gas) which meet
the criteria established by Subsection 88.201(b), below.
(20) Responsible Persons or persons responsible means
permittees under this Article, owners, managers and
persons responsible for the day -to -day operation of any
facility subject to this Article.
(21) Unauthorized discharge means releasing, spilling,
leaking, pumping, pouring, emitting, emptying,
injecting, escaping, leaching, dumping or disposing a
regulated material into the environment, including any
sewer, storm drain, ditch, drainage canal, lake, river or
tidal waterway, surface water, ground water, land
surface, sidewalk, street or highway, subsurface strata,
or ambient air, except:
(A) A "Federally Permitted Release," as that
term is defined in section 101 of the
Comprehensive Environmental Response,
Compensation and Liability Act, 42 U.S.C.
§9602(10), or pursuant to a permit of the Bay
Area Air Quality Management District, or waste
discharge requirements of the San Francisco Bay
Regional Water Quality Control Board or local
wastewater pretreatment requirements for
publicly owned treatment works; or
(B) The normal application of materials used in
weed abatement, erosion control, soil amendment
or similar application when used in accordance
with manufacturers' instructions or nationally
recognized standards.
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Division II
GENERAL PROVISIONS
Sec. 88.201 (a) General. This Article governs the storage,
dispensing, use and handling of regulated materials. To the
extent that the application of this Article to the registration
and use of pesticides is preempted by an express provision of
an Act of Congress or a statute adopted by the state
legislature, this Article does not apply.
(b) Regulated Materials. "Regulated :Materials," including
but not limited to, gases, are those materials which meet the
following criteria:
(1) The material has an established Level of Concern
( "LOC ") as defined in this Article; and
(2) The material meets either of the following
criteria:
(A) It is shipped in compressed gas cylinders,
and the material is or becomes or acts as a gas
upon release at normal temperature and pressure,
(70 °F and 760 mm Hg); or
(B) The material is used or handled as a gas,
whether or not the material meets the definition
of a compressed gas as set forth in Article 9 of
the Fire Code.
Materials which meet the foregoing criteria are subject
to the provisions of this Article.
(c) General Obligation. No person shall cause, suffer or
permit the storage, handling, use or dispensing of materials
regulated by this Article:
(1) In a manner which is contrary to a provision of
this Article or any other federal, state or local statute,
code, ordinance, rule, regulation or standard of
performance relating to materials subject to this
Article; or
(2) In a manner which causes an unauthorized
discharge or which poses a significant risk of such
unauthorized discharge.
A person responsible for a facility shall, as soon as he or she
has knowledge of an unauthorized discharge from or at such
facility, immediately notify the Fire Chief of such discharge.
Q-T
;d) Permits.
(1) No person shall store, dispense, use or handle any
regulated material in excess of an exempt amount at a
facility unless a compliance plan has been submitted to
the Fire Chief and a permit for the facility has been
issued pursuant to this Article. The specific
requirements for obtaining a permit shall be established
by the Fire Chief in accordance with the provisions of
Article 4 of the Fire Code. The Fire Chief may charge
a fee or fees in connection with the filing of a
compliance plan and the issuance of a Permit, in
accordance with the Fire District Fee Schedule.
(2) MHI calculations for each regulated material to
be stored, dispensed, used or handled at the facility
shall be submitted to the Fire Chief as part of the
compliance plan. The Fire Chief may require the
submission of any additional available acute toxicity
data to support the MHI value proposed for each
material.
(e) Compliance.
(1) Notwithstanding section 1.103 of the Fire Code,
persons responsible for any facility lawfully in
existence on [ Date of adoption ] which is not in
compliance with the provisions of this Article shall
submit a compliance plan to the Fire Chief no later
than [ Date one year after adoption ]. For purposes of
this Section, the term "lawfully in existence" includes,
but is not limited to, those facilities for which a
building permit has been issued and construction has
begun. The compliance plan shall set forth the time
and manner in which the facility is proposed to be
brought into compliance.
(2) Persons responsible for facilities lawfully in
existence on [ Date of adoption ] shall cause their
facilities to be in full compliance with this Article not
later than [ Date three (3) years after adoption ]. The
Fire Chief may extend this time period at the request
of a responsible person for a maximum , of two
additional years if the Fire Chief makes a written
determination that hardship, unique circumstances or
other good cause exists for such extension. The Fire
Chief may charge a fee for processing a request for
extension, in accordance with the Fire District Fee
Schedule.
(3) Persons responsible for a facility not lawfully in
existence or operating on [ Date of adoption ] shall
submit a compliance plan and obtain a permit prior to
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storing, dispensing, using or handling any regulated
material.
(f) Closure.
(1) It shall be unlawful for any person to abandon,
remove or close a facility or other area regulated by
this Article until a closure plan has been submitted to
and approved by the Fire Chief. The Fire Chief may
charge a fee or fees for reviewing and processing a
closure plan in accordance with the Fire District Fee
Schedule.
(2) A closure plan shall be submitted by a responsible
person to the Fire Chief at least thirty days prior to
facility closure. The closure plan shall demonstrate to
the satisfaction of the Fire Chief that regulated
materials which are or have been stored, dispensed,
handled or used in the facility will be transported,
disposed of or reused in a manner consistent with public
health and safety. The Fire Chief may waive all or part
of the thirty day period upon a finding of good cause.
(g) Seismic Protection. Persons responsible for a facility
with one or more stationary tanks and piping systems used for
regulated materials shall cause such tanks and piping systems
to be seismically braced in accordance with the provisions of
the Uniform Building Code.
(h) Security. Responsible persons shall cause facilities
where materials subject to this Article are stored, handled,
dispensed or used to be secured against unauthorized entry.
(i) Breathing Apparatus.
(1) In order to provide for immediate initial on -scene
response in the event of an unauthorized discharge and
to provide on -scene assistance to fire fighters and other
emergency response personnel, persons responsible for
any facility where Class I or corrosive regulated
materials are present shall provide a minimum of two
self- contained breathing apparatus. When self -
contained breathing apparatus would be inadequate
protection due to the nature of the gases present, other
appropriate protective equipment shall be provided.
(2) The breathing apparatus or other protective
equipment shall be suitable for use with the material
present and shall be in a conspicuously marked place
immediately near the area where the materials are
present . in a location that provides safety for those
expected to don the apparatus.
Ma
(3) A "location that provides safety" is one which is
not likely to be immediately affected by the release of
a regulated material.
(j) Incompatible Materials. Responsible persons shall
cause incompatible classes of regulated materials to be
separated, and shall cause regulated materials to be
separated from other incompatible hazardous materials as
listed in Table 51 -110 -A of the Fire Code. Separation shall
be maintained by means of one -hour fire resistive
construction, or by the use of separate gas cabinets. For
purposes of this section, the term "incompatible" shall mean
those materials listed in the above mentioned Table 51-110 -
A.
(k) Leak Testing. Responsible persons shall cause
containers of regulated materials to be tested for leaks
immediately upon delivery, and again immediately prior to
departure of such containers from facilities. Testing shall be
approved by the Fire Chief in accordance with appropriate
nationally recognized industry standards and practices, if
any. Appropriate remedial actions shall be immediately
undertaken when leaks are detected.
(1) Protective Plugs /Caps. Responsible persons shall cause
the protective plugs and caps of regulated materials to be in
place at all times unless and until the materials are properly
placed into use.
(m) Emergency Response Plans.
(1) If the preparation of an emergency response plan
for the facility is not required by any other law,
responsible persons shall prepare, or cause to be
prepared, and filed with the Fire Chief, a written
emergency response plan.
(2) If the preparation of an emergency response plan
is required by any other law, a responsible person shall
file a copy of the plan with the Fire Chief.
(n) Emergency Response Team.
(1) If not required to do so by another law, a person
responsible for a facility subject to this Article shall
designate, or cause to be designated, an 'on -site
emergency response team which shall be composed of
an adequate number of trained, responsible persons, and
which shall serve as liaison to the Fire Department.
(2) Emergency response team members shall
ascertain all on -site locations where regulated
materials are stored, handled and used, shall become
familiar with the emergency response plan, and the
chemical nature of such regulated material, shall act as
facility liaison to the Fire Department and shall be
prepared to respond to an emergency.
(o) Emergency Drills.
(1) Responsible persons shall cause emergency drills
of each on -site emergency response team to be
conducted not less frequently than once every three
months.
(2) Records of drills conducted shall be maintained at
the facility for three years and shall be made available
for inspection upon request by the Fire Chief.
(p) Annual Maintenance.
(1) Responsible persons shall cause all safety control
systems at a facility to be tested not less frequently
than annually and maintained in good working condition.
(2) Maintenance and testing shall be performed by
persons qualified to perform the maintenance and tests.
(3) Maintenance records and certifications shall be
available to the Fire Chief for inspection upon request.
(q) Flow Limiting Orifices and Devices for D.O.T. Poison
A. Containers for those materials classified as D.O.T.
Poison A, regardless of the amount of D.O.T. Poison A, shall
be equipped with a flow restricting orifice, when available
from the supplier of the D.O.T. Poison A. If a flow
restricting orifice is not available, the container shall be used
with a flow limiting device.
(r) Fire Extinguishing Systems.
(1) Except as hereinafter provided, responsible
persons shall cause all interior and exterior use areas
and interior storage areas and storage buildings to be
protected from fire by automatic sprinkler systems.
(2) The design of the sprinkler systems shall be not
less than that required under Uniform Building Code
Standard No. 38 -1 for Ordinary Hazard Group 3 with a
minimum design area of 3,000 square feet. Where the
materials or storage arrangement require a higher level
of sprinkler system protection in accordance with
nationally recognized standards, the higher level of
sprinkler system protection shall be provided.
(3) If the chemical properties of the regulated
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materials are such that the materials will be
incompatible with the use of a sprinkler system, the
Fire Chief may require alternative forms of fire
protection.
Division III
CLASSIFICATION OF MATERIALS
Sec. 88.301 (a) General. Regulated materials shall be
classified according to their Material Hazard Index ( "MHI")
value.
(b) Class I Regulated Materials. Of the materials
regulated by this Article, Class I materials pose the greatest
potential hazard. A regulated material which has an MHI
value equal to or greater than five hundred thousand
(500,000) or which is classified as D.O.T. Poison A, shall be
classified as a Class I regulated material.
(c) Class II Regulated Materials. A regulated material
which has an MHI equal to or greater than ten thousand
(10,000) but less than five hundred thousand (500,000) shall be
classified as a Class II regulated material.
(d) Class III Regulated Materials. A regulated material
which has an MHI equal to or greater than four thousand nine
hundred (4,900) but less than ten thousand (10,000) shall be
classified as a Class III regulated material.
(e) Maximum Threshold Quantity ( "Max. T.Q."). Regulated
materials which exceed their Max. T.Q. shall be classified
one level higher than otherwise determined by the MHI (i.e.,
Class III to Class II, or Class II to Class I).
(f) Materials not Exceeding Minimum Threshold Quantity
( "Min. T.Q .11). Regulated materials which do not exceed the
Min. T.Q. shall satisfy only the specific requirements
established in Section 88.401, and shall not otherwise be
required to meet the requirements applicable to materials
classified as Class I, II or III regulated materials.
(g) Exempt Amounts.
(1) Except as provided in Paragraph (2) of this
Section, material which would otherwise be regulated is
exempt from regulation under this Article if:
(A) The material has an MHI less than 4,900; or
(B) The aggregate quantity of the material in a
control area does not exceed the Min. T.Q., and
the quantity of the material in a single vessel
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does not exceed the amounts specified as follows:
D.O.T. Poison A 1/4 lb.
Other Regulated Materials 1 lb.
(2) Notwithstanding the exemption in Paragraph (1)
above, no Class I materials, regardless of the amount
thereof, is exempt from the provisions relating to "flow
limiting devices," set forth in Subsection 88.201(q) nor
from the provisions relating to "fire extinguishing
systems," set forth in Subsection 88.201(r).
Division IV
SPECIFIC PROVISIONS
Sec. 88.401 (a) General.
(1) The specific provisions required by this Article
shall be in addition to those requirements specified in
other articles of the Fire Code. The requirements for
the use or indoor storage of regulated materials shall be
cumulative as the hazard class of regulated material
increases, in accordance with the following table:
HAZARD CLASSIFICATIONS AND CONTROLS
HAZARD HAZARD
CLASSIFICATION CONTROLS
Class I Includes Class I, Class II, Class
III, Minimum Threshold Quantity
and Exempt Amount Controls
Class II Includes Class II, Class III,
Minimum Threshold Quantity and
Exempt Amount Controls
Class III Includes Class III, Minimum
Threshold Quantity and Exempt
Amount Controls
Minimum Threshold Includes Minimum Threshold
Quantity Quantity and Exempt Amount
Controls
Exempt Amounts Other Applicable Statutes,
Codes, Ordinances
(2) Exterior storage of regulated materials is covered
by Subsection (f) of this Section.
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(3) All control equipment for materials regulated by
this Article shall meet appropriate nationally
recognized standards, if any, approved by the Fire
Chief.
(b) Class I Controls. Persons responsible for any facility
where Class I materials are present shall comply with all of
the requirements of this Subsection (b) and with Subsections
(c), (d), (e), and (f) of this Section.
(1) Piping.
(A) Piping for Class I materials shall be
designed and fabricated from materials
compatible with the material to be contained.
Piping shall be of strength and durability
sufficient to withstand the pressure, structural,
and seismic stress and exposure to which it may
be subjected, as required by the Uniform Building
Code.
(B) Secondary containment shall be provided for
piping for Class I materials. The secondary
containment shall be capable of directing a
sudden release into an approved discharge
treatment system, and shall be monitored
continually with a continuous gas monitoring
system approved by the Fire Chief. Secondary
containment includes, but is not limited to, double
walled piping.
(2) Automatic Shut -off. An automatic shut -off valve
which is of a "fail -safe to close" design shall be
provided. Each of the following shall activate
automatic shut -off:
(A) Gas detection.
(B) Manually, from remote locations.
(C) Failure of emergency power.
(D) Seismic activity, upon a seismic event
within 5 seconds of horizontal semisoidal
oscillation having a peak acceleration of .3g (_
2.94m /sec2) and a period of .4 seconds.
(E) Failure of primary containment.
(F) Activation of manual fire alarm.
(3) Emergency Control Station. Signals from
emergency equipment shall be transmitted to an
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emergency control station which is continually staffed
by trained personnel.
(c) Class 11 Controls. Responsible persons shall cause
materials which are classified as Class II materials to be
provided with the controls specified in this Subsection (c) and
in Subsections (d), (e) and (f) of this Section.
(1) Connections.
(A) Piping and tubing shall be installed in
accordance with appropriate nationally
recognized standards, if any, approved by the Fire
Chief, and shall have welded connections
compatible with the regulated materials
throughout unless an exhausted enclosure is
provided.
(B) Material which is not compatible with
ferrous piping may be installed in non - ferrous
piping approved by the Fire Chief.
(C) Where connections other than welded
connections meet appropriate nationally
recognized industry standards, if any, a person
responsible for a facility may seek an exception
from the Fire Chief, by filing a request for
exception with the Fire Chief, which shall
document the standards and reason for the
exception.
(2) Local Gas Shut-Off.
(A) Manual activation controls shall be provided
at locations near the point of use and near the
source, as approved by the Fire Chief.
(B) The Fire Chief may require additional
controls at other places, including, but not limited
to, the entry to the bulding, the area in the
building where regulated materials are stored or
used, and emergency control stations.
(C) Manually activated shut -off valves shall be
of "fail safe to close" design.
(3) Emergency Power. Emergency power shall be
provided for:
(A) Exhaust ventilation, including the power
supply for treatment systems.
(B) Gas - detection systems.
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(C) Emergency alarm systems.
(D) Temperature - control systems which comply
with the Fire Code.
(4) Excess Flow Control.
(A) Portable tanks and cylinders shall be
provided with excess flow control.
(i3) Valves shall be permanently marked to
indicate the maximum design flow rate.
(5) Gas Detection. A continuous gas- detection
system shall be provided to detect the presence of gas
at or below the permissible exposure limit. The
detection system shall initiate a local alarm and
transmit a signal to a continually staffed remote
location to provide an immediate response to an alarm.
The alarm shall be both visual and audible and shall be
designed to provide warning both inside and outside of
the storage, use or handling area. The audible alarm
shall be distinct from all other on -site alarms.
(6) Reduced Flow Valves. Reduced flow valves may
be utilized to reduce the maximum flow rate from
cylinders and tanks under full flow conditions. Valve
flow rates may be considered in determining the size of
treatment systems required for a worst case release.
(7) Seismic Shut -off Valves. A seismically activated
valve meeting standards approved by the Fire Chief
shall be provided for automatic shut off of regulated
materials upon a seismic event within 5 seconds of
horizontal semisoidal oscillation having a peak
acceleration of .3g (= 2.94m /sec2) and a period of .4
seconds.
(8) Class II Corrosives. Inert construction materials
shall be used for the primary containment of Class II
Regulated Materials which are corrosives.
Alternatively, secondary containment shall be provided
for Class II materials which are corrosives.
(9) Emergency Alarms. When materials regulated by
this Article are transported through exit corridors or
exit enclosures, there shall be an emergency telephone
system or a local manual alarm station or a signaling
device approved by the Fire Chief at not more than
150 -foot intervals and at each exit doorway throughout
the transport route. The signal shall be relayed to an
approved central, proprietary or remote station service
or a constantly attended on -site location and shall also
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m
initiate a local audible alarm.
(d) Class III Controls. Persons responsible for a facility
shall cause materials which are classified as Class III
materials to be provided with the controls specified in this
Subsection (d) and in Subsections (e) and (f) of this Section.
(1) Piping, valves and fittings.
(A) Piping, valves, fittings and related
components shall be designed and fabricated from
materials compatible with the material to be
contained. They shall have strength and
durability sufficient to withstand the pressure,
structural and seismic, and any other stress and
exposure to which they may be subjected.
(B) Expansion chambers shall be provided
between valves whenever the regulated gas may
be subjected to thermal expansion. Chambers
shall be sized to provide protection for piping,
valves and instrumentation and to accommodate
the expansion of regulated materials.
(2) Signage.
(A) Stationary above ground tanks shall be
placarded with hazard identification signs as
specified in Fire Code Standard No. 79 -3, for the
specific material contained.
(B) Signs prohibiting smoking shall be posted in
indoor storage, use and handling areas and within
25 feet of outdoor storage, use and handling
areas.
(C) Signs shall not be obscured or removed.
(D) Signs shall be in English and such other
languages may be appropriate, as determined by
the Fire Chief.
(E) Signs shall be durable.
(F) The size, color and lettering shall be in
conformance with nationally recognized standards
determined by the Fire Chief to be applicable to
the regulated material.
(3) Inert Gas Purge System. Gas systems for
regulated materials shall be provided with individually
dedicated inert gas purge systems (e.g., nitrogen,
helium, argon and neon).
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(e) Minimum Threshold Quantity Controls. Responsible
persons shall cause materials which do not exceed the
Minimum Threshold Quantity to be provided with the controls
specified in this Subsection (e) and in Subsection (f) of this
Section.
(1) Exhaust Ventilation.
(A) Storage of cylinders shall be within
ventilated gas cabinets, exhausted enclosures, or
within a ventilated separate gas storage room as
defined in the Fire Code.
(B) Storage of portable and stationary tanks
shall be within a separate ventilated room without
other occupancy or use.
(C) If gas cabinets are provided, the room or
area in which they are located shall have
independent exhaust ventilation.
(D) Exhaust systems for gas cabinets, exhausted
enclosures and separate gas storage rooms shall
be designed to handle the accidental release of
gas. Such exhaust systems shall be capable of
diluting, adsorbing, absorbing, neutralizing,
burning or otherwise processing the entire
contents of the single tank or cylinder of gas
which presents the higher potential hazard.
(E) Systems utilized for such processing shall be
designed as a treatment system, as described in
Subsction (e)(3) of this Section. If a total
containment system is utilized, the system shall
be designed to handle the maximum anticipated
pressure of release to the system when the system
reaches equilibrium.
(2) Gas Cabinets. When gas cabinets are provided
they shall be:
(A) Operated at negative pressure in relation to
the surrounding area.
(B) Provided with self - closing limited access
ports or fire -rated windows to give access to
equipment controls. The average velocity of
ventilation at the face of access ports or windows
shall be not less than 200 feet per minute (fpm)
with a minimum of 150 fpm at any other point of
the access port or window.
arc
(C) Connected to a treatment system.
(D) Provided with self - closing doors.
(E) Constructed of steel with a thickness not
less than 12- gauge.
(3) Treatment systems.
(A) Treatment systems shall be utilized to
process all exhaust ventilation to be discharged
from gas cabinets, exhausted enclosures or
separate storage rooms. Treatment systems shall
be designed to reduce the maximum allowable
discharge concentation of the gas to one -half
IDLH at the point of discharge to the atmosphere
as specified in Subsections (e) (5) and (6) below.
(B) When more than one gas may be emitted to
the treatment system, the treatment system shall
be designed to handle the worst case release
based on the release rate, the quantity and the
IDLH for all the gases stored or used.
(4) Treatment system sizing. Treatment systems
shall be sized to process the worst case release of each
gas based on the maximum flow rate of release from
the cylinder or tank utilized which presents the highest
potential hazard. The entire contents of tanks and
cylinders shall be considered.
(5) Stationary tanks.
(A) Stationary tanks shall be labeled with the
maximum rate of release for the gas contained
based on any valves or fittings that are inserted
directly into the tank.
(B) If multiple valves or fittings are provided,
the maximum flow rate of release for the valve or
fitting with the highest flow rate shall be
indicated. If liquefied gases are in contact with
any valve or fitting, the liquid flow rate shall be
utilized for purposes of computation of the
maximum flow rate of release. All flow rates
indicated on the label shall be converted to cubic
feet per minute of gas at normal temperature and
pressure.
(6) Portable tanks and cylinders.
(A) For portable tanks and cylinders, the
maximum flow rate of release shall be calculated
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based on assuming the total release from the
cylinder or tank within the time specified in the
Table below:
Nonliquefied Liquefied
Containers (Minutes) (Minutes)
Cvlinders 5 30
Portable Tanks 40 240
(B) When portable tanks or cylinders are
equipped with approved reduced flow valves, the
worst case release will be determined by the
maximum achievable flow from the valve as
determined by the valve manufacturer or the gas
supplier. Reduced flow and excess flow valves
shall be permanently marked to indicate the
maximum design flow rate. Such markings shall
indicate the flow rate for air under standard
conditions.
(7) Gas Detection for D.O.T. Poison A. A portable or
fixed gas detection system capable of monitoring at
PEL for each regulated material classified as a D.O.T.
Poison A stored or used within the facility shall be
provided.
(f) Exterior Storage.
(1) General. Persons responsible for a facility where
there is exterior storage of any regulated material shall
comply with the provisions of this Subsection (f) and the
Uniform Building Code.
(2) Distance Limitation to Exposures. Exterior
storage of regulated materials shall not be within 75
feet of a building, structure, property line, street,
alley, public way or exit to a public way unless the
storage is shielded by a structure which has a minimum
fire resistive rating of two hours and which interrupts
the line of sight between the storage and the exposure.
The shielding structure shall be at least five (5) feet
from any exposure. The shielding structure shall have
not more than two sides which shall be at
approximately 90- degree directions.
(3) Openings in Buildings Subject to Exposure. When
an exterior storage area is located within 75 feet of a
building, openings into the building other than piping
shall not be -above the height of the top of the shielding
structure referred to in Subsection (f)(2) of this Section
or within 50 feet horizontally from the storage area,
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whether or not protected by a shielding structure.
(4) Air Intakes. No interior storage area for
regulated materials shall be within 75 feet of any air
intake.
(5) Canopies. Portable tanks and cylinders stored
outside of buildings shall be stored under a canopy
constructed of noncombustible materials. Such exterior
storage shall not be considered indoor storage. An
automatic fire - sprinkler system, or alternative systems
as determined by the Fire Chief for materials
incompatible with water, shall be provided for canopies
installed for the storage of regulated materials.
(G) Stationary Tank Controls. Controls on stationary
tanks shall be in accordance with the following:
(A) Pressure - relief devices shall be vented to a
treatment system designed in accordance with the
provisions of Subsection (e)(3) of this Section.
(B) Where filling or dispensing connections are
provided, they shall be provided with a means of
local exhaust. Such exhaust shall be designed to
capture fumes and vapors. The exhaust shall be
directed to a treatment system designed in
accordance with the provisions of Subsection
(e)(3) of this Section.
(C) Stationary tanks shall be provided with a
means of excess flow control on all tank inlet or
outlet connections. Inlet connections that are
designed to preclude backflow and pressure - relief
devices are exempt from this requirement.
(7) Gas cabinets for leaking cylinders.
(A) At least one gas cabinet or exhausted
enclosure shall be provided for the handling of
leaking cylinders. The cabinet or enclosure shall
be within or adjacent to the exterior storage area
and connected to a treatment system as specified
in Subsection (e)(3) of this Section.
(B) A gas cabinet or exhausted enclosure need
not be provided for leaking cylinders if all
cylinders are stored within gas cabinets or
exhausted enclosures.
(8) Local exhaust for leaking portable tanks.
(A) A means of local exhaust shall be provided
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to capture regulated material leaking from
portable tanks. The local exhaust may consist of
portable ducts or collection systems designed to
be applied to the site of a leak in a valve or
fitting on the tank. The local exhaust system
shall be connected to a treatment system as
specified in Subsection (e)(3) of this Section.
(B) A local exhaust system shall be provided
within or immediately adjacent to every exterior
storage area; and within separate gas storage
rooms used for portable or stationary tanks.
(g) Tank Cars and Piping.
(1) The provisions of this Article shall not apply to
tank cars which meet all requirements of the U.S.
Department of Transportation, while such tank cars are
used for the transportation and unloading of regulated
material, as such terms are used in the Hazardous
Materials Transportation Act, 49 U.S.C. §1801 et seq.
"Unloading" does not include the use of tank cars to
store regulated materials.
(2) The provisions of this Article shall apply to piping
and control systems, automatic shut off valves,.
emergency control stations, gas detection systems,
treatment systems and alarm systems used with piping
which connects tank cars to facilities for the unloading
and delivery of regulated materials, and to tank cars
used to store regulated materials."
SECTION 3: If any section, subsection, sentence, clause or phrase of this
Ordinance is for any reason held by a court of competent jurisdiction to be invalid or
unconstitutional, such decision shall not affect the validity of the remaining portions
of this Ordinance. The City Council of the City of Saratoga hereby declares that it
would have passed this Ordinance and each section, subsection, sentence, clause and
phrase thereof, irrespective of the fact that one or more sections, subsections,
sentences, clauses or phrases may be held invalid or unconstitutional.
SECTION 4: This Ordinance shall be in full force and effect thirty days after its
passage and adoption.
The above and foregoing Ordinance was regularly introduced and after the
waiting time required by law, was thereafter passed and adopted at a regular
CRE
rnGetin� Of the City Council of the City of Saratoga held on the day of
1990, by the following vote:
AYES:
NOES:
ABSENT:
ATTEST:
CITY CLERK
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MAYOR
s
ORDINANCE NO. 71.
AN ORDINANCE OF THE CITY OF SARATOGA
AMENDING THE 1988 EDITION OF THE UNIFORM
FIRE CODE BY ADDING ARTICLE 88
CONCERNING TOXIC GASES
The City Council of the City of Saratoga hereby ordains as follows:
SECTION 1: The City Council finds and determines that:
(a) Article 80 of the 1988 Uniform Fire Code contains provisions for the
regulation of hazardous materials, including regulation of compressed gases, but said
Article does not regulate other types of gases.
(b) The 1987 -88 Santa Clara County Grand Jury found that the use of toxic
gases in industry posed a threat to the health and saf ety of local residents, and
recommended' that the Intergovernmental Council ("IGC") develop an ordinance
acceptable to industry, citizen groups, and local government. In response to this
recommendation, the IGC developed a model ordinance which could be used as part
of and a complement to, the 1988 edition of the Uniform Fire Code, and which is
proposed to be adopted by the governing bodies of all cities within Santa Clara
County, and by the County Board of Supervisors.
(c) It is appropriate to adopt the model ordinance in order to provide for a
uniform county -wide program for the prevention, control, and mitigation of
dangerous conditions, to provide for building standards and for emergency response
to protect the public from acute exposure due to accidental releases of toxic gases.
SECTION 2: Section 16.20 — is added to Article 16 -20 of the City Code, to
read as follows:
" §16 -20.— Article 88 added concerning toxic gases
Article 88 is hereby added to the Fire Code, to read as follows:
ARTICLE 88
TOXIC GASES
Division I
PURPOSE AND DEFINITIONS
Application
Sec. 88.101 (a) This Article applies to all new and existing
facilities where regulated materials subject to this Article
are present in concentrations which exceed the Level of
Concern as determined in accordance with this Article.
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(b) It is intended that this Article supplement, and be used
in conjunction with, other sections of this Code and with the
Uniform Building Code, 1988 edition.
(c) In the event of conflicting or overlapping regulatory
provisions within the Saratoga City Code, the Fire Code and
this Article, the more stringent requirement shall prevail.
(d) In the event of conflicting or overlapping regulatory
provisions with a federal law or state law or regulation,
unless the application of this Article is expressly preempted
by an Act of Congress or enactment of the state legislature,
the more stringent requirement shall be deemed to apply.
Definitions
Sec. 88.102 (a) Unless the context otherwise requires, the
words and phrases in this Article shall have the meanings set
forth in this Section and shall govern the construction of this
Article. For words and phrases not defined in this Section,
the definitions set forth in other articles of the Fire Code
shall control.
(b) For the purpose of this Article, certain terms and words
are defined as follows:
(1) Controls are a means to regulate materials so as
to prevent unauthorized discharges.
(2) Control Area means a space within a building
where regulated materials may be stored, handled,
dispensed or used. A control area is an area formed by
one or more of the following:
(A) An occupancy separation with a minimum
one -hour fire resistive rating, or
(B) The exterior wall, roof or foundation of the
building.
A maximum of four control areas shall be permitted
within a building except buildings or portions of
buildings used for retail sales, which shall have a
maximum of two control areas.
(3) Equilibrium Vapor Concentration ( "EVC") means
the state of a regulated material at which vapor
pressure has stabilized and is no longer rising or falling.
EVC value of a regulated material is determined by
multiplying vapor pressure ( "VP ") by 106, and dividing
by atmospheric pressure; as shown in the following
equation:
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EVC (ppm) = Vapor Pressure x 106
Atmospheric Pressure [760 mmHg]
Note: Vapor pressure for materials with a boiling point
equal to or less than 25 °C shall be 760 mm Hg;
materials with a boiling point greater than 250C shall
use the actual vapor pressure for that material at 250C.
Atmospheric pressure is assumed to be 760 mm at sea
level.
(4) Facility means any building, structure,
installation, equipment, pipe, container, site, area,
appurtenant structure, or surrounding land area where
regulated materials are stored, used, dispensed,
handled, placed or otherwise have come to be located.
(5) Fire Code means the Uniform Fire Code ( "UFC "),
as adopted or modified by the Saratoga City Code.
(6) Gas means an aeriform fluid which is in a gaseous
state at normal temperature and pressure.
(7) IDLH (Immediately dangerous to life or health)
means a concentration of airborne contaminants,
normally expressed in parts per million (ppm) or
milligrams per cubic meter, which represents the
maximum level from which one could escape within 30
minutes without any escape - impairing symptoms or
irreversible health effects. This level is established by
the National Institute of Occupational Safety and
Health (NIOSH). If adequate data do not exist for
precise establishment of IDHL data, an independent
certified industrial hygienist, industrial toxicologist or
appropriate regulatory agency shall make such
determination.
(8) Inert Construction Materials means materials
which under reasonably foreseeable conditions will not
degrade or react upon contact with the regulated
materials to be contained.
(9) Level of Concern ( "LOCI) means the maximum
concentration of a substance in air that will not cause
serious health effects in the majority of the population
when exposed to the substance for a relatively short
period of time. For purposes of this Article, the LOC is
equal to 0.1 of the IDLH value if the particular
substance has an established IDLH, or if not, an
estimated IDLH value based on acute toxicity data of
0.01 LC50, 0.1 LCLo, 0.001 LD50, or 0.01 LDLo.
(10) Lethal Concentration ( "LC50 ") means the median
lethal concentration level, at which 50 percent of
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appropriate test animals die when exposed by inhalation
for a scientifically appropriate specified time period.
(11) Lethal Concentration Low ( "LCLo") means the
lowest concentration of a chemical at which some test
animals died following inhalation exposure.
(12) Lethal Dose Median (11LD50 ") means the dose at
which 50 percent of test animals die following
exposure. The lethal dose is given in milligrams per
kilogram of body weight of the test animals.
(13) Lethal Dose Low ("LDLo") means the lowest dose
of a chemical at which some test animals died following
exposure.
(14) Material Hazard Index ( "MHI ") means a numeric
value used for ranking of chemical substances
(materials) in order to determine the level of controls
necessary for regulated materials. MHI is determined
by dividing the EVC of a material at 250C by the LOC
for the material, as shown in the following equation:
MHI = EVC ( m) at 25 °C
LOC ppm
(15) Maximum Threshold Quantity ( "Max. T.Q. ") means
the maximum quantity of a Class II or Class III
regulated material which may be stored in a single
vessel before a stricter category of regulation is
required by this Article. Max. T.Q. is determined by
the following equation:
Max. T.Q.(lbs) = 2.5 x 108
MHI
(16) Minimum Threshold Quantity ( "Min. T.Q. ") means
the aggregate quantity of regulated materials in a
control area which, due to the minimal aggregate
quantities present, need only comply with specific
control requirements established in Subsection 88.401(e)
of this Article, and not with the requirements for Class
I, II or III regulated materials. Min. T.Q. for mixtures
shall be based on the aggregate weight (in pounds) of
the regulated components.
For D.O.T. Poison A (those materials
characterized by the United States Department of
Transportation ("D.O.T.") as Poison A): Min. T.Q.
= 1 lb. or less.
For other regulated materials: Min. T.Q. = 2 lbs.
or less.
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Minimum threshold quantity controls are set forth in
Subsection 88.401(e) of this Article.
(17) Permissible Exposure Limit ("PEL ") means the
maximum permitted eight -hour time - weighted average
concentration of an airborne contaminant. The
maximum permitted time - weighted average exposures
are set forth in 29 CFR 1910.1000, as it may be
amended from time to time.
(18) Person means an individual, trust, firm, joint
stock company, corporation, partnership, association or
other business entity, city, county, district, the state,
any department or agency thereof, or the United
States, to the extent authorized by law.
(19) Regulated Materials means all materials,
regardless of form (i.e., liquid, solid or gas) which meet
the criteria established by Subsection 88.201(b), below.
(20) Responsible Persons or persons responsible means
permittees under this Article, owners, managers and
persons responsible for the day -to -day operation of any
facility subject to this Article.
(21) Unauthorized discharge means releasing, spilling,
leaking, pumping, pouring, emitting, emptying,
injecting, escaping, leaching, dumping or disposing a
regulated material into the environment, including any
sewer, storm drain, ditch, drainage canal, lake, river or
tidal waterway, surface water, ground water, land
surface, sidewalk, street or highway, subsurface strata,
or ambient air, except:
(A) A "Federally Permitted Release," as that
term is defined in section 101 of the
Comprehensive Environmental Response,
Compensation and Liability Act, 42 U.S.C.
§9602(10), or pursuant to a permit of the Bay
Area Air Quality Management District, or waste
discharge requirements of the San Francisco Bay
Regional Water Quality Control Board or local
wastewater pretreatment requirements for
publicly owned treatment works; or
(B) The normal application of materials used in
weed abatement, erosion control, soil amendment
or similar application when used in accordance
with manufacturers' instructions or nationally
recognized standards.
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Division H
GENERAL PROVISIONS
Sec. 88.201 (a) General. This Article governs the storage,
dispensing, use and handling of regulated materials. To the
extent that the application of this Article to the registration
and use of pesticides is preempted by an express provision of
an Act of Congress or a statute adopted by the state
legislature, this Article does not apply.
(b) Regulated Materials. "Regulated Materials," including
but not limited to, gases, are those materials which meet the
following criteria:
(1) The material has an established Level of Concern
( "LOC ") as defined in this Article; and
(2) The material meets either of the following
criteria:
(A) It is shipped in compressed gas cylinders,
and the material is or becomes or acts as a gas
upon release at normal temperature and pressure,
(70 °F and 760 mm Hg); or
(B) The material is used or handled as a gas,
whether or not the material meets the definition
of a compressed gas as set forth in Article 9 of
the Fire Code.
Materials which meet the foregoing criteria are subject
to the provisions of this Article.
(c) General Obligation. No person shall cause, suffer or
permit the storage, handling, use or dispensing of materials
regulated by this Article:
(1) In a manner which is contrary to a provision of
this Article or any other federal, state or local statute,
code, ordinance, rule, regulation or standard of
performance relating to materials subject to this
Article; or
(2) In a manner which causes an unauthorized
discharge or which poses a significant risk of such
unauthorized discharge.
A person responsible for a facility shall, as soon as he or she
has knowledge of an unauthorized discharge from or at such
facility, immediately notify the Fire Chief of such discharge.
(d) Permits.
(1) No person shall store, dispense, use or handle any
regulated material in excess of an exempt amount at a
facility unless a compliance plan has been submitted to
the Fire Chief and a permit for the facility has been
issued pursuant to this Article. The specific
requirements for obtaining a permit shall be established
by the Fire Chief in accordance with the provisions of
Article 4 of the Fire Code. The Fire Chief may charge
a fee or fees in connection with the filing of a
compliance plan and the issuance of a Permit, in
accordance with the Fire District Fee Schedule.
(2) MHI calculations for each regulated material to
be stored, dispensed, used or handled at the facility
shall be submitted to the Fire Chief as part of the
compliance plan. The Fire Chief may require the
submission of any additional available acute toxicity
data to support the MHI value proposed for each
material.
(e) Compliance.
(1) Notwithstanding section 1.103 of the Fire Code,
persons responsible for any facility lawfully in
existence on [ Date of adoption ] which is not in
compliance with the provisions of this Article shall
submit a compliance plan to the Fire Chief no later
than [ Date one year after adoption ]. For purposes of
this Section, the term "lawfully in existence" includes,
but is not limited to, those facilities for which a
building permit has been issued and construction has
begun. The compliance plan shall set forth the time
and manner in which the facility is proposed to be
brought into compliance.
(2) Persons responsible for facilities lawfully in
existence on [ Date of adoption ] shall cause their
facilities to be in full compliance with this Article not
later than [ Date three (3) years after adoption 1. The
Fire Chief may extend this time period at the request
of a responsible person for a maximum of two
additional years if the Fire Chief makes a written
determination that hardship, unique circumstances or
other good cause exists for such extension. The Fire
Chief may charge a fee for processing a request for
extension, in accordance with the Fire District Fee
Schedule.
(3) Persons responsible for a facility not lawfully in
existence or operating on [ Date of adoption ] shall
submit a compliance plan and obtain a permit prior to
&r
storing, dispensing, using or handling any regulated
material.
(f) Closure.
(1) It shall be unlawful for any person to abandon,
remove or close a facility or other area regulated by
this Article until a closure plan has been submitted to
and approved by the Fire Chief. The Fire Chief may
charge a fee or fees for reviewing and processing a
closure plan in accordance with the Fire District Fee
Schedule.
(2) A closure plan shall be submitted by a responsible
person to the Fire Chief at least thirty days prior to
facility closure. The closure plan shall demonstrate to
the satisfaction of the Fire Chief that regulated
materials which are or have been stored, dispensed,
handled or used in the facility will be transported,
disposed of or reused in a manner consistent with public
health and safety. The Fire Chief may waive all or part
of the thirty day period upon a finding of good cause.
(g) Seismic Protection. Persons responsible for a facility
with one or more stationary tanks and piping systems used for
regulated materials shall cause such tanks and piping systems
to be seismically braced in accordance with the provisions of
the Uniform Building Code.
(h) Security. Responsible persons shall cause facilities
where materials subject to this Article are stored, handled,
dispensed or used to be secured against unauthorized entry.
(i) Breathing Apparatus.
(1) In order to provide for immediate initial on -scene
response in the event of an unauthorized discharge and
to provide on -scene assistance to fire fighters and other
emergency response personnel, persons responsible for
any facility where Class I or corrosive regulated
materials are present shall provide a minimum of two
self - contained breathing apparatus. When self -
contained breathing apparatus would be inadequate
protection due to the nature of the gases present, other
appropriate protective equipment shall be provided.
(2) The breathing apparatus or other protective
equipment shall be suitable for use with the material
present and shall be in a conspicuously marked place
immediately near the area where the materials are
present in a location that provides safety for those
expected to don the apparatus.
M
(3) A "location that provides safety" is one which is
not likely to be immediately affected by the release of
a regulated material.
(j) Incompatible Materials. Responsible persons shall
cause incompatible classes of regulated materials to be
separated, and shall cause regulated materials to be
separated from other incompatible hazardous materials as
listed in Table 51 -110 -A of the Fire Code. Separation shall
be maintained by means of one -hour fire resistive
construction, or by the use of separate gas cabinets. For
purposes of this section, the term "incompatible" shall mean
those materials listed in the above mentioned Table 51-110 -
A.
(k) Leak Testing. Responsible persons shall cause
containers of regulated materials to be tested for leaks
immediately upon delivery, and again immediately prior to
departure of such containers from facilities. Testing shall be
approved by the Fire Chief in accordance with appropriate
nationally recognized industry standards and practices, if
any. Appropriate remedial actions shall be immediately
undertaken when leaks are detected.
(1) Protective Plugs /Caps. Responsible persons shall cause
the protective plugs and caps of regulated materials to be in
place at all times unless and until the materials are properly
placed into use.
(m) Emergency Response Plans.
(1) If the preparation of an emergency response plan
for the facility is not required by any other law,
responsible persons shall prepare, or cause to be
prepared, and filed with the Fire Chief, a written
emergency response plan.
(2) If the preparation of an emergency response plan
is required by any other law, a responsible person shall
file a copy of the plan with the Fire Chief.
(n) Emergency Response Team.
(1) If not required to do so by another law, a person
responsible for a facility subject to this Article shall
designate, or cause to be designated, an on -site
emergency response team which shall be composed of
an adequate number of trained, responsible persons, and
which shall serve as liaison to the Fire Department.
(2) Emergency response team members shall
ascertain all on -site locations where regulated
materials are stored, handled and used, shall become
familiar with the emergency response plan, and the
chemical nature of such regulated material, shall act as
facility liaison to the Fire Department and shall be
prepared to respond to an emergency.
(o) Emergency Drills.
(1) Responsible persons shall cause emergency drills
of each on -site emergency response team to be
conducted not less frequently than once every three
months.
(2) Records of drills conducted shall be maintained at
the facility for three years and shall be made available
for inspection upon request by the Fire Chief.
(p) Annual Maintenance.
(1) Responsible persons shall cause all safety control
systems at a facility to be tested not less frequently
than annually and maintained in good working condition.
(2) Maintenance and testing shall be performed by
persons qualified to perform the maintenance and tests.
(3) Maintenance records and certifications shall be
available to the Fire Chief for inspection upon request.
(q) Flow Limiting Orifices and Devices for D.O.T. Poison
A. Containers for those materials classified as D.O.T.
Poison A, regardless of the amount of D.O.T. Poison A, shall
be equipped with a flow restricting orifice, when available
from the supplier of the D.O.T. Poison A. If a flow
restricting orifice is not available, the container shall be used
with a flow limiting device.
(r) Fire Extinguishing Systems.
(1) Except as hereinafter provided, responsible
persons shall cause all interior and exterior use areas
and interior storage areas and storage buildings to be
protected from fire by automatic sprinkler systems.
(2) The design of the sprinkler systems shall be not
less than that required under Uniform Building Code
Standard No. 38 -1 for Ordinary Hazard Group 3 with a
minimum design area of 3,000 square feet. Where the
materials or storage arrangement require a higher level
of sprinkler system protection in accordance with
nationally recognized standards, the higher level of
sprinkler system protection shall be provided.
(3) If the chemical properties of the regulated
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materials are such that the materials will be
incompatible with the use of a sprinkler system, the
Fire Chief may require alternative forms of fire
protection.
Division III
CLASSIFICATION OF MATERIALS
Sec. 88.301 (a) General. Regulated materials shall be
classified according to their Material Hazard Index ( "MHI ")
value.
(b) Class I Regulated Materials. Of the materials
regulated by this Article, Class I materials pose the greatest
potential hazard. A regulated material which has an MHI
value equal to or greater than five hundred thousand
(500,000) or which is classified as D.O.T. Poison A, shall be
classified as a Class I regulated material.
(c) Class II Regulated Materials. A regulated material
which has an MHI equal to or greater than ten thousand
(10,000) but less than five hundred thousand (500,000) shall be
classified as a Class II regulated material.
(d) Class III Regulated Materials. A regulated material
which has an MHI equal to or greater than four thousand nine
hundred (4,900) but less than ten thousand (10,000) shall be
classified as A Class III regulated material.
(e) Maximum Threshold Quantity ( "Max. T.Q."). Regulated
materials which exceed their Max. T.Q. shall be classified
one level higher than otherwise determined by the MHI (i.e.,
Class III to Class II, or Class II to Class I).
(f) Materials not Exceeding Minimum Threshold Quantity
( "Min. T.Q .n). Regulated materials which do not exceed the
Min. T.Q. shall satisfy only the specific requirements
established in Section 88.401, and shall not otherwise be
required to meet the requirements applicable to materials
classified as Class I, II or III regulated materials.
(g) Exempt Amounts.
(1) Except as provided in Paragraph (2) of this
Section, material which would otherwise be regulated is
exempt from regulation under this Article if:
(A) The material has an MHI less than 4,900; or
(B) The aggregate quantity of the material in a
control area does not exceed the Min. T.Q., and
the quantity of the material in a single vessel
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does not exceed the amounts specified as follows:
D.O.T. Poison A 1/4 lb.
Other Regulated Materials 1 lb.
(2) Notwithstanding the exemption in Paragraph (1)
above, no Class I materials, regardless of the amount
thereof, is exempt from the provisions relating to "flow
limiting devices," set forth in Subsection 88.201(q) nor
from the provisions relating to "fire extinguishing
systems," set forth in Subsection 88.201(r).
Division IV
SPECIFIC PROVISIONS
Sec. 88.401 (a) General.
(1) The specific provisions required by this Article
shall be in addition to those requirements specified in
other articles of the Fire Code. The requirements for
the use or indoor storage of regulated materials shall be
cumulative as the hazard class of regulated material
increases, in accordance with the following table:
HAZARD CLASSIFICATIONS AND CONTROLS
HAZARD HAZARD
CLASSIFICATION CONTROLS
Class I Includes Class I, Class II, Class
III, Minimum Threshold Quantity
and Exempt Amount Controls
Class II Includes Class II, Class III,
Minimum Threshold Quantity and
Exempt Amount Controls
Class III Includes Class III, Minimum
Threshold Quantity and Exempt
Amount Controls
Minimum Threshold Includes Minimum Threshold
Quantity Quantity and Exempt Amount
Controls
Exempt Amounts Other Applicable Statutes,
Codes, Ordinances
(2) Exterior storage of regulated materials is covered
by Subsection (f) of this Section.
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(3) All control equipment for materials regulated by
this Article shall meet appropriate nationally
recognized standards, if any, approved by the Fire
Chief.
(b) Class I Controls. Persons responsible for any facility
where Class I materials are present shall comply with all of
the requirements of this Subsection (b) and with Subsections
(c), (d), (e), and (f) of this Section.
(1) Piping.
(A) Piping for Class I materials shall be
designed and fabricated from materials
compatible with the material to be contained.
Piping shall be of strength and durability
sufficient to withstand the pressure, structural,
and seismic stress and exposure to which it may
be subjected, as required by the Uniform Building
Code.
(B) Secondary containment shall be provided for
piping for Class I materials. The secondary
containment shall be capable of directing a
sudden release into an approved discharge
treatment system, and shall be monitored
continually with a continuous gas monitoring
system approved by the Fire Chief. Secondary
containment includes, but is not limited to, double
walled piping.
(2) Automatic Shut -off. An automatic shut -off valve
which is of a "fail -safe to close" design shall be
provided. Each of the following shall activate
automatic shut -off:
(A) Gas detection.
(B) Manually, from remote locations.
(C) Failure of emergency power.
(D) Seismic activity, upon a seismic event
within 5 seconds of horizontal semisoidal
oscillation having a peak acceleration of .3g (_
2.94m /sec2) and a period of .4 seconds.
(E) Failure of primary containment.
(F) Activation of manual fire alarm.
(3) Emergency Control Station. Signals from
emergency equipment shall be transmitted to an
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emergency control station which is continually staffed
by trained personnel.
(c) Class II Controls. Responsible persons shall cause
materials which are classified as Class II materials to be
provided with the controls specified in this Subsection (c) and
in Subsections (d), (e) and (f) of this Section.
(1) Connections.
(A) Piping and tubing shall be installed in
accordance with appropriate nationally
recognized standards, if any, approved by the Fire
Chief, and shall have welded connections
compatible with the regulated materials
throughout unless an exhausted enclosure is
provided.
(B) Material which is not compatible with
ferrous piping may be installed in non - ferrous
piping approved by the Fire Chief.
(C) Where connections other than welded
connections meet appropriate nationally
recognized industry standards, if any, a person
responsible for a facility may seek an exception
from the Fire Chief, by filing a request for
exception with the Fire Chief, which shall
document the standards and reason for the
exception.
(2) Local Gas Shut-Off .
(A) Manual activation controls shall be provided
at locations near the point of use and near the
source, as approved by the Fire Chief.
(B) The Fire Chief may require additional
controls at other places, including, but not limited
to, the entry to the bulding, the area in the
building where regulated materials are stored or
used, and emergency control stations.
(C) Manually activated shut -off valves shall be
of "fail safe to close" design.
(3) Emergency Power. Emergency power shall be
provided for:
(A) Exhaust ventilation, including the power
supply for treatment systems.
(B) Gas - detection systems.
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(C) Emergency alarm systems.
(D) Temperature - control systems which comply
with the Fire Code.
(4) Excess Flow Control.
(A) Portable tanks and cylinders shall be
provided with excess flow control.
(B) Valves shall be permanently marked to
indicate the maximum design flow rate.
(5) Gas Detection. A continuous gas- detection
system shall be provided to detect the presence of gas
at or below the permissible exposure limit. The
detection system shall initiate a local alarm and
transmit a signal to a continually staffed remote
location to provide an immediate response to an alarm.
The alarm shall be both visual and audible and shall be
designed to provide warning both inside and outside of
the storage, use or handling area. The audible alarm
shall be distinct from all other on -site alarms.
(6) Reduced Flow Valves. Reduced flow valves may
be utilized to reduce the maximum flow rate from
cylinders and tanks under full flow conditions. Valve
flow rates may be considered in determining the size of
treatment systems required for a worst case release.
(7) Seismic Shut -off Valves. A seismically activated
valve meeting standards approved by the Fire Chief
shall be provided for automatic shut off of regulated
materials upon a seismic event within 5 seconds of
horizontal semisoidal oscillation having a peak
acceleration of .3g (= 2.94m /sec2) and a period of .4
seconds.
(8) Class II Corrosives. Inert construction materials
shall be used for the primary containment of Class II
Regulated Materials which are corrosives.
Alternatively, secondary containment shall be provided
for Class II materials which are corrosives.
(9) Emergency Alarms. When materials regulated by
this Article are transported through exit corridors or
exit enclosures, there shall be an emergency telephone
system or a local manual alarm station or a signaling
device approved by the Fire Chief at not more than
150 -foot intervals and at each exit doorway throughout
the transport route. The signal shall be relayed to an
approved central, proprietary or remote station service
or a constantly attended on -site location and shall also
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initiate a local audible alarm.
(d) Class III Controls. Persons responsible for a facility
shall cause materials which are classified as Class III
materials to be provided with the controls specified in this
Subsection (d) and in Subsections (e) and (f) of this Section.
(1) Piping, valves and fittings.
(A) Piping, valves, fittings and related
components shall be designed and fabricated from
materials compatible, with the material to be
contained. They shall have strength and
durability sufficient to withstand the pressure,
structural and seismic, and any other stress and
exposure to which they may be subjected.
(B) Expansion chambers shall be provided
between valves whenever the regulated gas may
be subjected to thermal expansion. Chambers
shall be sized to provide protection for piping,
valves and instrumentation and to accommodate
the expansion of regulated materials.
(2) Signage.
(A) Stationary above ground tanks shall be
placarded with hazard identification signs as
specified in Fire Code Standard No. 79 -3, for the
specific material contained.
(B) Signs prohibiting smoking shall be posted in
indoor storage, use and handling areas and within
25 feet of outdoor storage, use and handling
areas.
(C) Signs shall not be obscured or removed.
(D) Signs shall be in English and such other
languages may be appropriate, as determined by
the Fire Chief.
(E) Signs shall be durable.
(F) The size, color and lettering shall be in
conformance with nationally recognized standards
determined by the Fire Chief to be applicable to
the regulated material.
(3) Inert Gas Purge System. Gas systems for
regulated materials shall be provided with individually
dedicated inert gas purge systems (e.g., nitrogen,
helium, argon and neon).
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(e) Minimum Threshold Quantity Controls. Responsible
persons shall cause materials which do not exceed the
Minimum Threshold Quantity to be provided with the controls
specified in this Subsection (e) and in Subsection (f) of this
Section.
(1) Exhaust Ventilation.
(A) Storage of cylinders shall be within
ventilated gas cabinets, exhausted enclosures, or
within a ventilated separate gas storage room as
defined in the Fire Code.
(B) Storage of portable and stationary tanks
shall be within a separate ventilated room without
other occupancy or use.
(C) If gas cabinets are provided, the room or
area in which they are located shall have
independent exhaust ventilation.
(D) Exhaust systems for gas cabinets, exhausted
enclosures and separate gas storage rooms shall
be designed to handle the accidental release of
gas. Such exhaust systems shall be capable of
diluting, adsorbing, absorbing, neutralizing,
burning or otherwise processing the entire
contents of the single tank or cylinder of gas
which presents the higher potential hazard.
(E) Systems utilized for such processing shall be
designed as a treatment system, as described in
Subsction (e)(3) of this Section. If a total
containment system is utilized,, the system shall
be designed to handle the maximum anticipated
pressure of release to the system when the system
reaches equilibrium.
(2) Gas Cabinets. When gas cabinets are provided
they shall be:
(A) Operated at negative pressure in relation to
the surrounding area.
(B) Provided with self - closing limited access
ports or fire -rated windows to give access to
equipment controls. The average velocity of
ventilation at the face of access ports or windows
shall be not less than 200 feet per minute (fpm)
with a minimum of 150 fpm at any other point of
the access port or window.
-17-
(C) Connected to a treatment system.
(D) Provided with self - closing doors.
(E) Constructed of steel with a thickness not
less than 12- gauge.
(3) Treatment systems.
(A) Treatment systems shall be utilized to
process all exhaust ventilation to be discharged
from gas cabinets, exhausted enclosures or
separate storage rooms. Treatment systems shall
be designed to reduce the maximum allowable
discharge concentation of the gas to one -half
IDLH at the point of discharge to the atmosphere
as specified in Subsections (e) (5) and (6) below.
(B) When more than one gas may be emitted to
the treatment system, the treatment system shall
be designed to handle the worst case release
based on the release rate, the quantity and the
IDLH for all the gases stored or used.
(4) Treatment system sizing. Treatment systems
shall be sized to process the worst case release of each
gas based on the maximum flow rate of release from
the cylinder or tank utilized which presents the highest
potential hazard. The entire contents of tanks and
cylinders shall be considered.
(5) Stationary tanks.
(A) Stationary tanks shall be labeled with the
maximum rate of release for the gas contained
based on any valves or fittings that are inserted
directly into the tank.
(B) If multiple valves or fittings are provided,
the maximum flow rate of release for the valve or
fitting with the highest flow rate shall be
indicated. If liquefied gases are in contact with
any valve or fitting, the liquid flow rate shall be
utilized for purposes of computation of the
maximum flow rate of release. All flow rates
indicated on the label shall be converted to cubic
feet per minute of gas at normal temperature and
pressure.
(6) Portable tanks and cylinders.
(A) For portable tanks and cylinders, the
maximum flow rate of release shall be calculated
-18-
based on assuming the total release from the
cylinder or tank within the time specified in the
Table below:
Nonliquefied Liquefied
Containers (Minutes) (Minutes)
Cylinders 5 30
Portable Tanks 40 240
(B) When portable tanks or cylinders are
equipped with approved reduced flow valves, the
worst case release will be determined by the
maximum achievable flow from the valve as
determined by the valve manufacturer or the gas
supplier. Reduced flow and excess flow valves
shall be permanently marked to indicate the
maximum design flow rate. Such markings shall
indicate the flow rate for air under standard
conditions.
(7) Gas Detection for D.O.T. Poison A. A portable or
fixed gas detection system capable of monitoring at
PEL for each regulated material classified as a D.O.T.
Poison A stored or used within the facility shall be
provided.
(f) Exterior Storage.
(1) General. Persons responsible for a facility where
there is exterior storage of any regulated material shall
comply with the provisions of this Subsection (f) and the
Uniform Building Code.
(2) Distance Limitation to Exposures. Exterior
storage of regulated materials shall not be within 75
feet of a building, structure, property line, street,
alley, public way or exit to a public way unless the
storage is shielded by a structure which has a minimum
fire resistive rating of two hours and which interrupts
the line of sight between the storage and the exposure.
The shielding structure shall be at least five (5) feet
from any exposure. The shielding structure shall have
not more than two sides which shall be at
approximately 90- degree directions.
(3) Openings in Buildings Subject to Exposure. When
an exterior storage area is located within 75 feet of a
building, openings into the building other than piping
shall not be above the height of the top of the shielding
structure referred to in Subsection (f)(2) of this Section
or within 50 feet horizontally from the storage area,
-19-
whether or not protected by a shielding structure.
(4) Air Intakes. No interior storage area for
regulated materials shall be within 75 feet of any air
intake.
(5) Canopies. Portable tanks and cylinders stored
outside of buildings shall be stored under a canopy
constructed of noncombustible materials. Such exterior
storage shall not be considered indoor storage. An
automatic fire - sprinkler system, or alternative systems
as determined by the Fire Chief for materials
incompatible with water, shall be provided for canopies
installed for the storage of regulated materials.
(G) Stationary Tank Controls. Controls on stationary
tanks shall be in accordance with the following:
(A) Pressure - relief devices shall be vented to a
treatment system designed in accordance with the
provisions of Subsection (e)(3) of this Section.
(B) Where filling or dispensing connections are
provided, they shall be provided with a means of
local exhaust. Such exhaust shall be designed to
capture fumes and vapors. The exhaust shall be
directed to a treatment system designed in
accordance with the provisions of Subsection
(e)(3) of this Section.
(C) Stationary tanks shall be provided with a
means of excess flow control on all tank inlet or
outlet connections. Inlet connections that are
designed to preclude backflow and pressure - relief
devices are exempt from this requirement.
(7) Gas cabinets for leaking cylinders.
(A) At least one gas cabinet or exhausted
enclosure shall be provided for the handling of
leaking cylinders. The cabinet or enclosure shall
be within or adjacent to the exterior storage area
and connected to a treatment system as specified
in Subsection (e)(3) of this Section.
(B) A gas cabinet or exhausted enclosure need
not be provided for leaking cylinders if all
cylinders are stored within gas cabinets or
exhausted enclosures.
(8) Local exhaust for leaking portable tanks.
(A) A means of local exhaust shall be provided
-20-
to capture regulated material leaking from
portable tanks. The local exhaust may consist of
portable ducts or collection systems designed to
be applied to the site of a leak in a valve or
fitting on the tank. The local exhaust system
shall be connected to a treatment system as
specified in Subsection (e)(3) of this Section.
(B) A local exhaust system shall be provided
within or immediately adjacent to every exterior
storage area; and within separate gas storage
rooms used for portable or stationary tanks.
(g) Tank Cars and Piping.
(1) The provisions of this Article shall not apply to
tank cars which meet all requirements of the U.S.
Department of Transportation, while such tank cars are
used for the transportation and unloading of regulated
material, as such terms are used in the Hazardous
Materials Transportation Act, 49 U.S.C. §1801 et seq.
"Unloading" does not include the use of tank cars to
store regulated materials.
(2) The provisions of this Article shall apply to piping
and control systems, automatic shut off valves,
emergency control stations, gas detection systems,
treatment systems and alarm systems used with piping
which connects tank cars to facilities for the unloading
and delivery of regulated materials, and to tank cars
used to store regulated materials."
SECTION 3: If any section, subsection, sentence, clause or phrase of this
Ordinance is for any reason held by a court of competent jurisdiction to be invalid or
unconstitutional, such decision shall not affect the validity of the remaining portions
of this Ordinance. The City Council of the City of Saratoga hereby declares that it
would have passed this Ordinance and each section, subsection, sentence, clause and
phrase thereof, irrespective of the fact that one or more sections, subsections,
sentences, clauses or phrases may be held invalid or unconstitutional.
SECTION 4: This Ordinance shall be in full force and effect thirty days after its
passage and adoption.
The above and foregoing Ordinance was regularly introduced and after the
waiting time required by law, was thereafter passed and adopted at a regular
-21-
meeting of the City Council of the City of Saratoga held on the day of
, 1990, by the following vote:
AYES:
N OES:
ABSENT:
ATTEST:
CITY CLERK
-22-
MAYOR
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. 17 & F AGENDA ITEM:
MEETING DATE:
CITY MANAGER:
ORIGINATING DEPARTMENT: MAINTENANCE \DAN TRINI
SUBJECT: REPLACEMENT DIESEL FUEL TANK
Approve the purchase of a 500 gallon above - ground diesel storage
tank from Enviro -Safe.
Report Summary:
It was determined that the City's old above - ground steel tank had
a leak. Funds were included in the current fiscal year to replace
that tank with a new above - ground double contained tank for the
storage of diesel fuel.
In researching the availability of this type of tank, Enviro -Safe
was identified as the only company meeting the State and local fire
officials regulations.
In addition to the cost of the tank, the City will utilize our own
crews to lay a concrete slab-for this tank.
$7,500 is included in this year's budget to cover the cost of the
tank and its installation.
Attachments:
or--
EXECUTIVE SUMMARY NO.
MEETING DATE:2 7 90
ORIGINATING DEPT.:Planning
AGENDA ITEM: —7
we,
CITY. MGR. APPROVAL
SUBJECT: City Participation in Hazardous Waste Management
Implementation
Recommended Motion: Staff recommends that the City Council approve
the budget adjustment to allocate $6,500 for implementation of the
Hazardous Waste Plan.
Report Summary:
The Intergovernmental Council is requesting all cities to contrib-
ute to the implementation of the approved County Hazardous Waste
Management Plan. The City's contribution fulfills its obligation
under State law to participate in an approved hazardous waste plan.
The City's contribution is proportionate to the negligible amount
of wastes generated.
Fiscal Impacts:
A budget adjustment is necessary since this cost was not allocated
on the 1990 -91 budget.
Attachments:
1. Memo from Planning Director
2. Draft Implementation Plan
Motion and vote:
25
c 1,,-
0919W Qq O&ME1900Z
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070
(408) 867 -3438
MEMORANDUM
TO: Mayor & City Council DATE: 2/7/90
FROM: Stephen Emslie, Planning Director
SUBJECT: City Participation in Hazardous Waste Management
Implementation
---------------------------------------------------------------------------------
Overview
The Santa Clara County Intergovernmental Council (IGC) is re-
questing the City's participation in funding the implementation
of the approved Hazardous Waste Plan. The contribution amount is
based on the approved formula used to fund the preparation of the
Hazardous Waste Plan, which is proportionate to the City's per-
centage of hazardous materials generated.
Background
Last year, the County's Hazardous Waste Plan required by the
Tanner Bill was reviewed and approved by the Council. The plan
has very little effect on Saratoga since it is one of the few
cities in the County that does not produce a percentage of
hazardous waste. Additionally, since Route 85 prohibits trans-
portation of hazardous wastes, the passage of hazardous wastes
generated in other cities is precluded.
The County's Hazardous Waste Plan has been approved by action of
Santa Clara County cities, and now must be implemented. The
IGC's Tanner Committee has recommended cities and the County fund
a portion of the implementation costs. The total annual cost for
plan implementation is $410,000. The cities are being asked to
fund one half of this amount. The remaining funding will come
from private industry.
All cities are being requested to contribute a base amount of
$6,500. Most cities are also requested to contribute an addi-
tional sum based on each City's percentage of hazardous waste
generated. Since Saratoga is one of two cities that does not
produce a percentage of hazardous waste, the City's total contri-
bution is $6,500 per year.
1
The Hazardous Waste Plan implementation is divided into five (5)
sections: Waste Reduction; Hazardous Waste Management/ Facility
Siting; Public Education and Involvement; Program Coordinator and
Regulatory Compliance; and Regulatory Compliance. Each of these
sections is supported by specific activities conducted primarily
by the County's Hazardous Waste Plan staff. A detailed listing
of each planned activity and estimated cost is attached for
further explanation.
Findings
Each city is required by the Tanner legislation to adopt and
implement its own Hazardous Waste Plan, or participate in an
approved County -wide plan. In Santa Clara County, all cities are
participants in the County's plan since this is the most effi-
cient and effective means to regulate the handling of hazardous
materials. The City's financial participation in the implementa-
tion of the County's plan fulfills its obligation specified in
the Tanner Bill.
The costs to participate were not known and, therefore, not
allocated in the 1990 -91 budget. Staff has prepared a resolution
approving a budget adjustment to include $6,500 in the current
planning activity of the department's budget. This is an annual
cost that will be included in future budget requests.
Ste n 4 /,,
Amslie
Planning Director
SE /dsc
2
SECTION B: WASTE REDUCTION: Educational Outreach
DRAFT Nor. NJ; llgg
page 1
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Provide waste
Develop and disseminate industry- specific
County Tanner staff
Fiscal Year'90 -'91
$ 15,000
reduction infor-
information: fact sheets, case studies, guide-
unless otherwise noted
unless otherwise noted
mation and training
books
to generators and
Conduct educational workshops for
$ 15,000
inspection agencies
generators
Develop and publicize hazardous waste man-
$ 5,000
agement referral network for generators
Aid in development of internal training
$ 2,500
programs for agency inspectors
Provide materials to inspectors to
$ 5,000
distribute during inspections
2. Institutionalize re-
Work with academic community and
$ 12,500
lationships with
local, state and federal regulatory agen-
area agencies and
cies to organize and institutionalize
institutions to pro -
training opportunities
$ 2,000
vide opportunities
Work with media, e.g. press releases and
for waste reduction
articles
education
3. Develop and
Order, organize, and
County in coopera-
$ 5,000
publicize the availa-
maintain resource
tion with City and
bility of resource
materials
County libraries
library
DRAFT
SECTION B: WASTE REDUCTION: Technical Assistance
Pik0�-. iLt, ICI <S C)
page 2
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1. Assist generators
Prepare and distribute model waste reduction
ounty Tanner staff
$ 15,000
in meeting waste
plans
reduction planning
requirement
Provide training sessions on waste reduction
$ 10,000
planning
2.Coordinate oppor-
Develop focussed seminars
$ 25,000
tunities for technical
information ex-
Coordinate development of applicable video-
$ 5,000
change
tape projects
Work with trade organizations, the academic
$ 2,500
community, regulatory agencies, and
contractors
3. Identify Small
Develop needs assessment for Small Quantity
$ 25,000
Quantity Gene-
Generators (SQG's)
rator needs and
options
Examine costs,benefits and applicability of
$ 15,000
options, e.g. local waste exchange, supplier
buyback program, route service haulers
4. Participate in tar -
Provide focussed waste reduction assistance
$ 20,000
getted waste reduc-
to SQG's in areas of environmental concern
tion assistance
projects
Work with POTW's, Cities, and Water Dis-
$ 7,500
trict to develop and implement targetted
waste reduction action plans
SECTION B: WASTE REDUCTION: Financial AssistancelEconomic Incentives
00,r. 141 V� "?q
page 3
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Package and publi-
Work with appropriate financial
County Tanner staff
$ 2,500
cize availability of
institutions
waste reduction
I oans
Disseminate packaged loan information
$ 1,000
to industry
2. Provide infor-
prepare and disseminate educational materials
$ 1,500
mation on potential
economic benefits
of waste reduction
3. Examine possible
E.g. tax incentives, reduced fee structures for
$ 2,500
financial incentives
waste reduction activities, loan advantages
for generator
programs
4. Encourage /coor -
Research availability of grants for demon-
$ 2,500
dinate efforts to win
stration projects; Prepare and submit
industry- govern-
applications
ment grants
SECTION B: WASTE REDUCTION: Regulatory Measures
page 4
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Assist generators
Develop local plan review process
County Tanner staff
$ 10,000
in utilizing waste
reduction planning
Assist generators in utilizing DHS waste
$ 3,000
requirement
reduction audit checklists to develop waste
in their own
reduction plans
facilities.
2. Examine existing
E.g. review inspection forms, possible
$ 2,500
permit programs for
fee breaks, loan priorities
ways to encourage
waste reduction
3. Investigate alter-
Meet with enforcement agencies to discuss
$ 2,500
native penalties for
alternative options, e.g. waste reduction trainin
certain enforce-
course
ment cases
Develop training course guidelines
$ 4,000
4. Enhance compli-
Inform cities of important developments;
ance of public
provide periodic summaries to IGC, cities,
$ 5,000
facilities
county staff
SECTION B: WASTE REDUCTION: Public Recognition
page 5
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Develop County -
Create awards program, nomination
County Tanner staff
$ 5,000
wide Golden
and review process
Drum Award for
waste reduction
achievers
2. Encourage com-
Initiate development of private sector
$ 2,500
pany recognition
employee recognition programs
programs
SECTION B: WASTE REDUCTION: Data Tracking and Development
DRAFT
page 6
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
l.Establish baseline
Complie and review applicable data
County Tanner staff
$ 25,000
hazardous waste
sources on a multimedia basis
generation/manage -
ment database
Generate reports based on available data
$ 5,000
Develop a Small Quantity Generator
$ 30,000
database
2. Improve and up-
Utilize and integrate waste reduction plan
date database on
and other report information to assist generator
N/A
ongoing basis
in meeting reporting requirements and to
FY'91 -'92
review waste reduction progress
3. Provide consis-
Develop consistent reporting formats;
$ 5,000
tent and updated
facilitate interagency use of data
information on
hazardous waste
management issues
SECTION C: HAZARDOUS WASTE MANAGEMENT /FACILITY SITING:Facility Siting
DMFT -
V\)o , . 1 q 1ci
page 7
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Develop guide-
Develop guidelines for Local Assessment
County Tanner staff
$ 2,500
lines and proce-
Committee operations and for review of siting
dures for review of
proposals
facility siting
proposals
2. Incorporate Plan
wide model ordinance for incorporating
$ 5,000
into General Plans
Tanner Plan into City General Plan
3.Develop "fair
Participate in development of ABAG "fair
$ 10,000
share" agreements
share" allocation
Circulate agreement to cities and industry
$ 1,000
for review
4. Track facility
Develop mechanism to track the status of
$ 1,000
siting proposals
facility siting proposals
DRAFT
SECTION C: HAZARDOUS WASTE MANAGEMENT /FACILITY SITING: Industry- Government Partnership page 8
1 C Vg
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1. Investigate regula-
Research permitting process and
County Tanner staff
$ 5,000
tory disincentives
provide information regarding, e.g. the
to waste reduction
variance process and data reporting
requirements
2. Establish mecha-
Coordinate educational forums
$ 10,000
nism for ongoing
on toxics issues for county generators
industry- govern-
ment information-
Track and develop access to public
$ 2,500
sharing
domain software for waste reduction
Coordinate forum for discussion by regula-
$ 2,500
tory agencies to address inconsistent procedure.
.
and guidelines
Utilize Technical Advisory Committee to
$ 3,000
establish industrywide goals for waste
reduction
DRAFT "" y, k
SECTION D: PUBLIC EDUCATION AND INVOLVEMENT: Household Hazardous Materials Management Program page 9
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1. Coordinate plan-
Complete plan to develop countywide pro-
County Tanner staff,
$ 15,000
ning of countywide
gram
HHMM Working
HHM management
Group, County Env.
program
Develop pilot neighborhood household
Health
$ 10,000
hazardous materials collection and education
project
2. Initiate county-
Countywide coordination of development and
$ 15,000
wide HHM public
distribution of public education materials,
education program
e.g. to schools, retail outlets, government
agencies, neighborhood associations
Examine feasibility of Household Hazardous
Materials Hotline
Designate Santa Clara County Household
Hazardous Materials Education Month
SECTION D: PUBLIC EDUCATION AND INVOLVEMENT: Public Education
` /on V- , 19 r I9 -� I
gage 10
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Provide support
Develop and disseminate information, e.g.
County Tanner staff
$ 5,000
for community and
community workshops, school programs,
public education
written articles, brochures, pilot projects
programs
Participate in co- sponsored activities that
will improve public understanding of
toxics issues and solutions
Yoov N � M�
DMFT
SECTION E: PROGRAM COORDINATION AND REGULATORY COMPLIANCE: Interagency Coordination page 11
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1. Examine use of
Determine feasibility of and interest in
County Tanner staff
$ 2,500
multimedia ap-
cross - training inspectors from regula-
proach for inspec-
tory agencies
tion efforts
2. Improve legis-
Inform cities of important developments;
$ 2,500
lative tracking
provide periodic summaries to IGC, cities,
county staff
SECTION F: REGULATORY COMPLIANCE: Tanner Plan Update
DRAFT
page 12
IMPLEMENTATION
OBJECTIVES
ACTIVITY
IMPLEMENTING
AGENCY
STARTING
DATE
ANNUAL ESTIMATE
COST
1.Provide updates to
Address changes in data sources,
County Tanner staff
$35,000
Countywide Haz-
progress of intercounty agreements,
ardous Waste
industry changes, possible changes to
Management Plan
siting criteria, capacity and waste
reduction status
Provide periodic progress reports to Tanner
distribution list including cities, industry,
special districts, environmental organiza-
tions, regulatory agencies, and the public
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY N0. (0 AGENDA ITEM VUr
MEETING DATE: February 7, 1990 CITY MGR. APPROVAL
ORIGINATING DEPT: City Manager's Office
SUBJECT: Allocations for FY 1990/91 Housing and Community
Development Act Funds and Human Services Grants
Recommended Motion:
1. Conduct Public Hearing
2. Make allocations for approximately $147,000 for FY 90/91
HCDA funds as determined
3. Make allocations for Human Services grants from other reve-
nue sources according to previously adopted Council Policy
Report Summary:
The City Council is requested to conduct a Public Hearing to
receive comments and recommendations on projects proposed for
1990/91 Housing and Community Development Act (HCDA) funds and
other funding as available. Council is further requested to make
a determination regarding the allocation of federal HCDA monies
anticipated to be approximately $147,000. Availability of Block
Grant funds has been publicized and proposals solicited from the
community, previous recipients, and City staff. Following deter-
mination of the allocation of 1990/91 HCDA funds by Council,
proposals will be submitted to the County for final approval by
the Board of Supervisors. Proposals for public services not
funded through the Block Grant may be considered for grants from
general revenue sources.
Fiscal Impacts:
The City will receive an HCDA allocation of approximately
$147,000 for project costs plus $15,000 for administrative costs
for 1990/91. Council has set a limit of 1.3% of projected gener-
al revenues for funding of Human Services, approximately $86,200
for 1990/91.
Attachments:
1. Report to Council from Assistant to the City Manager
2. Project proposals
Motion and Vote:
U
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070
(408) 867 -3438
COUNCIL MEMBERS:
Karen Anderson
7 1990 Martha Clevenger
February David Moyles
Donald Peterson
To • City Council Francis Stutzman
From: Carolyn King, Assistant to the City Manager
Subject: Allocations for FY 1990/91 Housing and Community
Development Act Funds and Human Services Grants
PUBLIC NOTICE:
1. Legal Notice of Public Hearing, Saratoga News, January 24,
1990
2. 24 col. in. display ad inviting proposals, Saratoga News,
January 10, 1990
3. Letters announcing schedule and inviting proposals sent to
interested parties, Commission Chairs, and City staff,
November 1989
Recommended Motion:
1. Conduct Public Hearing
2. Make allocations for approximately $147,000 for FY 90/91
HCDA funds as determined
3. Make allocations for Human Services grants from other reve-
nue sources according to previously adopted Council policy
BACKGROUND - COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM:
The City of Saratoga, eight other "nonentitlement" cities (popu-
lation under 50,000) within Santa Clara County, and the County
itself receive federal Housing and Community Development Act
(HCDA) Community Development Block Grant (CDBG) funds, which are
administered by the Department of Housing and Urban Development
(HUD) for eligible projects and activities. By regulation,
nonentitlement cities receive funds through a Cooperative Agree-
ment with the Urban County of Santa Clara (the locally responsi-
ble grant recipient).
Allocations for FY 1990/91 HCDA Funds and Human Services Grants
February 7, 1990
Page 2
Therefore, expenditure of these funds is restricted not only by
federal regulations but any additional guidelines imposed by the
County as well.
The total annual HCDA allocation to the County for 1990/91 is
expected to be approximately $2,000,000. Of the total grant,
twenty percent will be used for administrative costs, of which
the City of Saratoga will receive $15,000 in addition to the
project allocation. Forty percent of the remainder will go to
the Countywide competitive pool where funds are prioritized for
projects /activities that contribute to increasing the supply of
affordable housing in the County. The other sixty percent of the
total grant will go in equal shares to the nonentitlement cities
and the County for direct allocation for any HCDA eligible activ-
ity. Saratoga's share is expected to be approximately $147,000.
In general, to be eligible for CDBG funds, proposals must
primarily benefit those of low or moderate income (i.e., family
of four - $34,000 maximum income).
A maximum of fifteen percent of the total County grant may be
used for public service activities, and the nonentitlement cities
are directed to stay within this guideline (15% of $147,000 is
$22,050). Depending on whether or not the other cities fully
utilize their public services portion of the funds, Saratoga may
be able to increase this amount by $10,000 or so. If additional
public services money becomes available to us, the amount allo-
cated to other programs will be decreased accordingly.
BACKGROUND - HUMAN SERVICES GRANTS:
Last year the City Council adopted a policy providing for the use
of general funds in making some grants to Human Services agencies
because of the constraint on using Block Grant money on public
service activities and the number of proposals which the City
receives each year for providing necessary services to low in-
come, elderly and handicapped residents. The policy also pro-
vides that proposals for both Block Grant funds and general
revenues will be considered at one hearing. The policy sets a
maximum dollar amount to be allocated yearly for human services
grants at 1.3% of the City's projected general revenues (approxi-
mately $86,200 for 90/91).
0 Total Proposals 298126
.H >,
-P �4
Total Recommendation 211150
0 �4 o HCDA 147000
gen. fund 64150
K� .w a
SUMMARY OF HCDA AND HUMAN SERVICES GRANTS PROPOSALS 1990/91
Agency
Project
Request
Recommend
189/90 fund.
Capital Projects
v
HCDA funds only
City
curb cuts
15000
15000
City
park rest.acc.
12000
12000
City
senior ctr.mod.
5000
5000
Q)
City
contingency
25000
25000
M
Sub -total
57000
57000
Acquis. & Rehab.
HCDA funds only
City
SHARP admin.
15000
15000
HIP
group house
50000
25000
HIP
Match house
50000
0
a�
City
housing devel.
27950
27950
ro
O
Sub -total
142950
67950
FZ4
�
a
o
Public Service
xw
HCDA or general
SASCC
operations
38000
36500
35000
funds
SASCC
adult day care
35000
33000
30000
rn
Proj.Match
senior match
2000
1900
1850
Lg Term Care
ombudsman
3176
2100
2000
°
Trans.Asst.
paratransit
10000
6000
5000
rn
Food Bank
brown bag
2500
2200
2000
Live Oak
adult day care
5000
3000
3000
w
SCC Los Gatos
case management
2500
1500
0
0
0 M
Sub -total
98176
86200
78850
4-4 4
0 Total Proposals 298126
.H >,
-P �4
Total Recommendation 211150
0 �4 o HCDA 147000
gen. fund 64150
K� .w a
Allocations for FY 1990/91 HCDA Funds and Human Services Grants
February 7, 1990
Page 4
RECOMMENDATION:
1. Capital Projects
TOTAL $57,000
The City - generated capital projects proposals are all relatively
small projects. Funds allocated three years ago to do the curb
cuts proved to be insufficient to cover the cost. This is the
same project which will be re -bid. We hope to complete the 1987
project to build a bridge for handicapped access to Wildwood Park
by summer. Staff is recommending that an additional $25,000 be
allocated as a contingency fund for unanticipated costs for this
project and the three new capital projects. Any unspent funds
can be re- programmed at a later time.
2. Acquisition and Rehabilitation TOTAL $67,950
Housing Rehabilitation Administration $15,000
Staff recommends allocating $15,000 for project administration
for the operation of the City's Housing Rehabilitation program
(SHARP) . This amount, plus a small carryover from previous
years, will reimburse the City for the staff time necessary to
administer the program at the projected level of activity. The
program is designed to provide no- and low- interest loans to
qualifying residents who need and want to make repairs or
improvements to their homes but may be restricted in their
ability to secure conventional loan financing. The City's goal
is to provide loans for five projects per year.
Housing for Independent People (HIP) $25,000
HIP has submitted two proposals for the purchase and
rehabilitation of small group homes, one to house five develop-
mentally disabled adults, and the other for very low income
seniors. The homes are proposed to be located in Cupertino to
serve the West Valley area. HIP is seeking funds from both
Cupertino and Saratoga as well as other sources. There is a
demonstrated need for permanent housing of this type and there
are Saratoga residents who could be placed in the homes. HIP has
a good reputation in the area for the provision of housing for
low income disabled people. The staff recommendation is to
assist in the acquisition of a residential property for the
developmentally disabled adults.
Allocations for FY 1990/91 HCDA Funds and Human Services Grants
February 7, 1990
Page 5
Housing Development for Low Income Seniors $27,950
Over the past two years, the Council has set aside a total of
$179,140 toward the possible future provision of some type of
housing development for low income seniors. The staff recommen-
dation is to allocate remaining FY 90/91 CDBG funds for this
purpose. Depending upon the amount available for public serv-
ices, this will be from approximately $15,000 to $27,950. If the
Council wishes to make a larger allocation to HIP for one of its
proposals, these funds could be allocated for that purpose in-
stead.
3. Public Services TOTAL $86,200
In general, the five outside agencies which the City has funded
in the past are fulfilling their objectives and maintaining good
quality programs. The staff recommendation is to continue fund-
ing them from general funds at the same or a slightly higher
level than 89/90.
Staff also recommends that the entire HCDA amount for public
services be allocated to SASCC, supplemented with general funds
as needed.
This is the third year that a proposal for funding of case
management for Saratoga seniors through the Los Gatos Senior
Coordinating Council has been made. The SCCLG has operated a
case management program for seven years to assist older adults in
the West Valley area in obtaining needed social services. Their
funding depends on matching funds from the cities served, and
without a grant from Saratoga they are not able to provide a
level of service to meet the perceived need.
Agency 89/90 Grant
SASCC operations $35,000
SASCC Day Care 30,000
Project Match 1,850
LTC Ombudsman 2,000
Transit Assist 5,000
Food Bank 2,000
Live Oak Day Care 3,000
SCC Los Gatos 0
90/91 Request
$38,000
35,000
2,000
3,176
10,000
2,500
5,000
2,500
Recommended
$36,500
33,000
1,900
2,100
6,000
2,200
3,000
1,500
Totals $78,850 $98,176 $86,200
Allocations for FY 1990/91 HCDA Funds and Human Services Grants
February 7, 1990
Page 6
Summary:
If Council chooses to follow staff recommendations for allocation
of the 1990/91 HCDA funds and general funds, the allocation will
be as follows:
HCDA TOTAL $147,000
Handicapped Access - curbcuts $15,000
Handicapped Access - Wildwood Park 12,000
Restroom
Sr. Center modification 5,000
Project contingency 25,000
SHARP administration 15,000
HIP Group Home acquisition 25,000
Housing Development Funds 27,950
SASCC Operations 22,050
GENERAL FUNDS TOTAL $64,150
All grants to outside agencies
plus supplemental to SASCC's CDBG
allocation
rea�2zle
Carolyn King
Assistant to the City Manager
jm
City of Saratoga
C D 13 G-- Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME CITY OF SARATOGA
ADDRESS
NAME /TITLE OF PROPONENT TY ENGINEft
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME Handicapped Access - Public Streets
DOLLAR AMOUNT OF FUNDS REQUESTED $ 15,000.00
PROJECT ABSTRACT (Limit statement to space provided.)
Handicapped Ramps
- Saratoga Avenue & Fruitvale Avenue.
- Fruitvale Avenue & Allendale Avenue.
- Cox Avenue - mid -block approximately 700' easterly
of Saratoga Avenue.
rmurustu inrLUIENTATION ACTIVITY TIME SCHEDULE
List in detail the major activities to be undertaken to implement the project
and the scheduled time they will begin and *be completed. Once approved, projects
will be closely monitored during Implementation 'according to this time schedule:
PROJECT: Handicapped Access Public Streets
ORGANIZATION: _City of Saratoaa `
Program Year 1990 -91
Date Prepared 11 -29 -89
-- "Y: Robert s. Shook
El
City of Saratoga
Community Development Block Grant Program
SIXTEENTH PROGRAM YEAR
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME City of Saratoga Parks & Recreation Commission
ADDRESS 13777 Fruitvale Avenue
Saratoga, California 95070
NAME /TITLE OF PROPONENT Dan T nid irec or of Maintenance
Se tary, ar s & Rec—r—e-aTlon Comm.
SIGNATURE 44
TELEPHONE NUMBER (408) 867 -3033
PROJECT NAME WILDWOOD PARK HANDICAPPED RESTROOM FACILITY
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 12,000.
PROJECT ABSTRACT (Limit statement to space provided.)
Addition of handicapped restroom facility to present building at the
Wildwood Park. Addition will provide for one (1) unisex restroom meeting
all Handicapped Standards.
v
PROPOSED IMPLEMENTATION ACTIVITY TIME SCUEUULE
List in detail the major activities to be undertaken to implement the project
and the scheduled time they will begin and•be completed. Once approved, projects
will be closely monitored during implementation according to this time schedule:
PROJECT: WILDWOOD PARK HANDICAPPED RESTROOM FACILITY
ORGANIZATION: CITY OF SARATOGA PARKS & RECREATION COMMISSION
Title
of
Activities 7/31 8/31 9/30
Design X X
Bidding x
Work
Schedule Prepared by: _ �L Z��
M o n t h s E n d i n g
3l 11/31 12/31 1 1131
x 1 x
Program Year 1990 -91
Date Prepared 1/10/90
2/28 3/31 4/30 5/31
6/30
CaZG_ . Grant Program
FY 1990 -1991
PRO-JECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME SARATOGA AREA SENIOR COORDINATING COUNCIL
ADDRESS P • 0 • Box 3033 Saratoga, CA 95070
,
Site Location: 19655 Allendale Avenue
Saratoga, CA 95070
NAME /TITLE OF PROPONENT
C. Keith Gordon, Finance Chair
r
SIGNATURE
TELEPHONE NUMBER (408) 867 -3438 Ext. 257
PROJECT NAME
Saratoga Adult Day Care Center
DOLLAR AMOUNT OF FUNDS REQUESTED $ 5,0)0
PROJECT ABSTRACT (Limit statement to space provided.)
entrance of the Saratoga Adult
Request is made fora roximatehe walk-way to DBG funds for urchase and It
installation of a canopy over t
Da Care Center. Handica ed OnsStaffhandcvolunteerslnowsassistdwithcu y
in access during inclement weathers
umbrellas, but thi solution is not satisfactory.
Canopies are both retractable or staeaosarandncostmoflrealacementaa1eroximately
colors. The fabric uarantee is 5 an instal
half of the original installation cost . A localAffimm in Torrance
California
e
cano
charge of $3000 -$3500 for a stationer p and $4000 for a retractable
would charge approximately $5000 for a stationar y cano
y
canopy 40 feet long.
for this request are included.
No supplemental attachments
HIP
EXECUTIVE
DIRECTOR
At DlLudovico
PRESIDENT
John Lococo
VICE PRESIDENT —
TREASURER
Kerry Williams
SECRETARY
Carol Murphy
MEMBERS
Larry Bergheim
Stewart Tulloch
John Thielmann
Richard Condon
Linda Condon
Wayne Monroe
Bruce Ellithorpe
Paul Woodall
January 19, 1990
HOUSING FOR INDEPENDENT PEOPLE, INC.
A NON PROFIT HOUSING DEVELOPMENT CORPORATION
Serving Northern California
(408) 294 -9756
City of Saratoga
Assistant to the City Manager
13777 Fruitvale Avenue
Saratoga, CA 95070
Attention: Carolyn King
RE: CDBG Application for the HIL Home
Dear Ms. King:
Enclosed is an application for funding
Program. The application is a request
rehabilitate a home to provide permanent
developmentally disabled residents.
individuals who would otherwise be
homelessness.
from the Saratoga CDBG
or City help to acquire and
and stable shared living for
The occupants will be
homeless or at risk of
Housing for Independent People, Inc. (HIP) and Homes for Independent
Living will work in a joint effort; HIP serving as the projected
developer and HIL as the service provider. The CDBG funds will allow
us to meet the financial requirement to match funds as requested for
state CHRP monies.
urge you to support this proposal to provide valuable permanent
housingrN:i':n Saratoga for developmentally disabled residents.
Sincerely,
Al DiLudovico
Executive Director
25 East Hedding Street P.O. Box 90148
San Jose, California 95112 Q San Jose, California 95109
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COMER PAGE
APPLICANT ORGANIZATION
NAME Housing for Independent People, Inc.
ADDRESS 25 E. Hedding Street
San Jose, CA 95112
NAME /TITLE OF PROPONENT Thomas A. McCue, Housing Development Director
SIGNATURE
;if �TELEPHONE NUMBER 408) 294 -9756
PROJECT NAME
HIL Home
DOLLAR AMOUNT OF FUNDS REQUESTED $50,000
PROJECT ABSTRACT (Limit statement to space provided.)
This is a request for $50,000 to partially fund the acquisition and
rehabilitation of a single family residence located in Cupertino for
five developmentally disabled adults. This project will offer the
residents permanent housing and supportive services and intensive
independent living training.
: 11 MY1101
HIP is a non - profit housing development corporation that provides housing throughout
Northern California for low income disabled people. HIP serves a wide range of clients
with varying needs. Our client groups include people who are developmentally disabled,
orthopedically handicapped, people with Alzheimer's, single parents, and the elderly. Our
goal is to provide quality housing and supportive services that foster independent living in a
community based environment. HIP works with prospective tenants, community service
organizations, architects, city planners and neighborhoods to design developments that will
enable tenants to live harmoniously within the community.
HIP also provides tenant support programs. For example, the Living Ability Program
enables developmentally disabled clients to live on their own for the first time. It provides
training in areas such as health and safety, meal preparation, and money management.
Also, HIP's Rental Assistance Program provides first and last month's rent plus deposit
loans to individuals who are able to pay either through employment or expected government
income.
Currently, HIP owns and manages 45 properties, housing 478 people. HIP properties
shelter those who have no other options -- people for whom the primary alternatives are
substandard housing, institutions, or the streets.
The project is being done in cooperation with the HIL Foundation. The HIL Foundation,
Inc. is a nonprofit corporation with an established Board of Directors. HIL's priority
client is the mildly developmentally disabled young adult who is capable of functioning
without extensive supervision during and after a training program which is provided over a
limited period of time. SARC has identified this as one of its highest need areas for
residentials placements.
All parents and /or guardians for each resident will become members of the HIL
Foundation, Inc. and sit on our Board of Directors. Members will be expected to provide
support financially and in service to the organization.
A member of HIL's Board will sit on HIP's Board of Directors.
The HIL Foundation will assist HIP in assuring good maintenance of the facility, and
members will participate in needed improvements to the property after clients reside,
whether through fundraising, donation, or services rendered.
1. Identify the specific needs that the project is designed to meet.
This program directly addresses the need of developmentally disabled adults who do not
qualify for or require 24 hour -a -day care yet need a permanent residence and individualized
training and supportive services.
This program addresses the needs of the parents of developmentally disabled adults who
acknowledge some very real limitations on their ability to support their adult children as
they begin to age.
This program also addresses a priority need identified by the San Andreas Regional Center
(SARC). The need for permanent housing where clients could be assured of lifelong
habitation has a high priority at SARC. Most other facilities are designed to require a
continual cycle of clients moving from one program to another or to substandard group
homes. The HIL Program is designed to allow a cut back in staffing and services to a
minimal maintenance mode after two years. This will bring a long sought stability to
residents.
2. Specify project objectives. The target population should be indicated
relative to socioeconomic levels, number to be served, geographic location
of populations, etc.
The residents are young adults with developmental disabilities. The initial tenant group
identified all grew up in West Valley communities.
Within the context of the surrounding community, structured programs of intensive
instruction are developed based on individually identified needs, as identified during the
initial assessment period. In conjunction with the client, parents, and case workers, the
individual programs will be carried through to its end which is educational, vocational,
recreational, and transprotation independence. The facility will be in a residential
neighborhood, near public transportation, money management, household maintenance,
meal planning and prepartion, health and safety, and the use of community resources. IM
Foundation plans to develop a social, recreational program highlighted by appropriate
seasonal activities to enhance the development of social skills and to help resident/clients
build their own support networks within the community.
3. Identify, in measurable terms, the desired outcomes and benefits of the
project.
The training program will consist solely. of independence living training. There will be no
provision for behavior modification schedules or programs.
The long range goal of the program: Two to three years after the opening of this facility,
all five residents will be able, to care for themselves and manage their own life affairs with
only occasional and limited assistance and each of them in their own way will be adding to
the community in which they live and will not be a burden on the community but a
productive member of society.
[,
M
Describe your approach for meeting the objectives.
HIP/Living Ability has an extensive training program already operating in several facilities
in Santa Clara and Santa Cruz counties. This organization has several years experience in
providing these services.
The life skills program being offered will include health and safety, meal planning and
preparation, decision making, housecleaning, developing support systems, money
management.
Indicate alternatives considered and demonstrate why the approach you are
proposing is the most cost - effective.
Alternative locations have been considered in lower housing cost areas. Problems arise,
however, when residents are relocated outside of their own community and are stripped of
proximity to their families and support networks. A commercial loan could be considered
as alternative financing, although this would price the home beyond what our low income
residents can afford. Finally the alternative of not doing the project was explored. This
alternative would mean that those we intend to assist would be without safe, sanitary, and
affordable housing. We can not accept this alternative.
C. Project Beneficiaries
1. Identify the total population residing within the service area.
All residents of this home will be clients of the San Andreas Regional Center (SARC) and
eligible and currently receiving Social Security Disability benefits from the federal
government. SARC will be the source of financial support for assessment of potential
clients and an intensive independence training program (for an anticipated term of 2 years).
Both services will be contracted through HIP/Living Ability. The Social Security monthly
support payments will be the source of living expense: rent/property management, food,
utilities, clothing, maintenance and upkeep.
All clients for this facility must be certified developmentally disabled but not in need of
round -the -clock "care and supervision" as defined by the Department of Social Services.
All clients will be capable of living in this facility with minimal assistance, as assessed by
HIP/Living Ability.
All clients will be capable of profiting from instruction provided in a 2 year independence
training program, as assessed by HIP/Living Ability.
All clients will be employed or attending an all -day sheltered work program for the
handicapped while living in this facility.
2. Identify total number of low and moderate income persons residing
within the service area.
Currently, there are 42 applicants for independent living programs on the SARC caseload.
These individuals are in institutions such as Agnews, living at home, living in substandard
group homes, or are being forced out of current programs to accomodate new clients.
Permanent housing with a minimum of support has been identified by HIP and the San
Andreas Regional Center as the most critical current need for individuals capable of
independent living.
3. Show the total percent of low to moderate income residents compared to
the total number of residents residing within the service area. .
The persons served by this program are a very specific segment of the very low income
population. The exact number of developmentally disabled people on SSDI who are very
low income is 100 %.
4. Show the, total number of elderly persons within the service area.
According to the US census from 1980, there are 89,448 elderly over 65 persons in
Santa Clara County. The 1980 census shows 2,034 seniors in Saratoga and 1,501 in
Cupertino.
5. Show the total number of handicapped persons within the service area.
The U.S. census of 1980 refers to a category described as: Disability status of
non - institutionalized persons.
MALE FEMALE SENIOR
(aged 16 to 64) (aged 16 to 64) (65 and over)
CUPERTINO 911 1,051 2,034
SARATOGA 826 1,217 21 ,501
6. Show all data sources for questions (1) through (5) above.
The sources are shown in the appropriate question
D. Project Managament
1. Discuss how the project will be administered.
The acquisition of property will be accomplished by HIP, through its corporate real estate
license. Rehabilitation of the property will be managed by HIP and contracted out to
licensed building contractors.
Housing for Independent People, Inc. (HIP) will be responsible for the overall physical
management of the property which includes maintaining the structural integrity, safety
and aesthetics of the property. HIP is an experieced manager and is aware of the special
needs of the people living in its properties. The property management staff respond
promptly to service calls and identify appropriate ways to enhance the housing for
residents' comfort. The property manager will coordinate these services and the
maintenance supervisor will be responsible for general maintenance and landscaping.
HIL will provide residential management. It will coordinate basic landlord- tenant
management, tenant selection, receipt of rent payments, and maintenance of rooms
and the overall facility in a clean and safe condition.
2. Describe the staff who will work on the project. Include, as attachement
to your proposal, job descriptions and resumes if staff has been
designated.
Staff involved will be:
Al DiLudovico, Executive Director
Thom McCue, Housing Development Director
Darrell McLeod, Property Acquisition Specialist
Tyrone Moore, Property Manager
JoAnn Sloan, Housing Specialist
3. Outline the tasks to be undertaken in the project and time lines for each
task. Please include as attachments to your proposal a Project Work
Plan, Proposed Implementation Time Schedule and Monthly Project
Budget.
See attached activity time schedule.
4. Describe the mechanism and time frames that your agency will use to
monitor the project's progress and evaluate its effectiveness.
HIP will monitor the progress and effectiveness of the project according to: 1) how
closely the time frames outlined in this application are met and 2) the quality of the home.
HIL will measure the effectiveness by measuring the quality of living
experienced by residents.
Housing for Independent People, Inc.
Project Acquisition
Rehabilitation
Interim Financing
Development Costs
Total
California Housing Rehab
Santa Clara County CDBG
Cupertino City CDBG
Saratoga City CDBG
Total
HIL Home
Program
$395,000
$25,000
$10,000
$5,000
$435,000
$330,000
$5,000
$50,000
$50.000
$435,000
H WJLt_ I ('iNmL
HIL Home
PROJECT NUMBER
PROJECT WORK PLAN
1990 -91 FY
Responsible Staff Person(s) and Activity for Period
Approximate Percentage of Oct . , Nov. , Dec . , 1990
Tirne Allocated to Activity
(t month or 3 month period)
HIP Property Manager (Get work write up and bid for rehabilitation
Tyrone Moore
HIP Senior Planner (Arrange additional financing
Thom McCue
Independent Living Skills (Orientation to new environment for residents
Training Staff
Darrell McLeod I Coordinate,Escrow
Acquisition Specialist
No staff positions will be paid wil•th the CDBG funds.
City of Saratoga
Products or Milestones for
Compelte rehabilitation
Loan Commitment
Move In
losed Escrow
tIONTHLY PROJECT BUDC;ET
1990/91
Agency Name HIP
Project Hil Home
DATE 1/12/90
1987
1
1988
LINE. ITEM
JUL
AUG
SEP
OCT
NOV
DEC
JAN
I « B
MAR
APR
MAY
JUN TOTAL
SALARIES
I
Personnel
Benefits
I
OFFICE EXPENSE
Rent
Telephone
Postage
Printing
Supplies
Travel
Utilities
Equipment
Dues and Subscriptions
OTHER EXPENSES
Property Acquisition
Rehabilitation .
395,000
Interim Financing
$ 25,000
,Development Costs
$ 10,000
$ 5,000
TOTAL
$435
,000
PROPOSED IHPLEIIENTATIbN ACTIVITY TINE SCIIEWLE
List in detail the major activities to be undertaken to Implement the project Program Year 90/91
and the scheduled time they will begin and-be completed. Once approved, projects pate Prepared 1/11/90
will be closely monitored during implementat ton "accord Ing to this time schedules
PROJECT: H:IL Home
ORGANIZATION: HIP
Title Non th s Ending
Of
Activities 7/31 6/31 9/30 10 /31 11/31 12/31 1/31 2/28 3/31. 4/30 5/31 6/30
Select available
home with 5 bed-
rooms plus the
potential to
develop 6 bed-
rooms Begin omple e
Acquir.ethe site
with 90 or 120
day escrow open.
close
.rehabilitate the
home Begin ► Complete
Orientation to
the new locatio
with supportive
living skills
training Begin omple
i;
Schedule Prepared by: JoAnn Sloan 1/18/90
e
JAN 1
HOUSING FOR INDEPENDENT PEOPLE, INC.
HIPI A NON PROFIT HOUSING DEVELOPMENT CORPORATION
Serving Northern California
(408) 294 -9756
January 19, 1990
EXECUTIVE
DIRECTOR
At DiLudovico
PRESIDENT
John Lococo
VICE PRESIDENT— Assistant to the City Manager
TREASURER City of Saratoga
Kerry Williams
13777 Fruitvale Avenue
SECRETARY
Carol Murphy Saratoga, CA 95070
MEMBERS
Larry Bergheim
Stewart Tulloch Attention: Carolyn King
John Thielmann
Richard Condon
Linda Condon
Wayne Monroe RE: CDBG Application for the Project Match Home
Bruce Ellithorpe
Paul Woodall
Dear Ms. King:
Enclosed is an application for funding from the Saratoga CDBG
Program. The application is a request for City help to acquire and
rehabilitate a home to provide permanent and stable shared living for
senior residents. The occupants will be individuals who would
otherwise be homeless or at risk of homelessness.
Housing for Independent People, Inc. (HIP) and Project Match will work
in a joint effort; HIP serving as the projected developer and Match as
the service provider. The CDBG funds will allow us to meet the
financial requirement to match funds as requested for state CHRP
monies.
I urge you to support this proposal to provide valuable permanent
hoiisiirartoga:fo.r senior residents.
Sincerely,
Al DiLudovico
Executive Director
25 East Hedding Street
San Jose, California 95112
P.O. Box 90148
San Jose, California 95109
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Housing for Independent People, Inc.
ADDRESS 25 E. Hedding Street
San Jose, CA 95112
NAME /TITLE OF PROPONENT Thomas A. McCue, Housing Development Director
SIGNATURE ��Lc
TELEPHONE NUMBER (408)-294-9756
PROJECT NAME Project Match Home
DOLLAR AMOUNT OF FUNDS REQUESTED $ 50,000
PROJECT ABSTRACT (Limit statement to space provided.)
This application is a request for $50,000 toward the acquisition of a single
family residence located in Cupertino which will be rehabilitated as a group
residence for seniors. The goal is to develope affordable housing for very low
income seniors and avoid homelessness and unnecessary institutionalization.
A. !Description of _A1211licant Agency
HIP is a non - profit housing development corporation that provides housing throughout Northern
California for low income disabled people. HIP serves a wide range of clients with varying needs.
Our client groups include people who are developmentally disabled, orthopedically handicapped,
people with Alzheimer's, single parents, and the elderly. Our goal is to provide quality housing
and supportive services that foster independent living in a community based environment. HIP
works with prospective tenants, community service organizations, architects, city planners and
neighborhoods to design developments that will enable tenants to live harmoniously within the
community.
HIP also provides tenant support programs. For example, the Living Ability Program enables
developmentally disabled clients to live on their own for the fast time. It provides training in areas
such as health and safety, meal preparation, and money management. Also, HIP's Rental
Assistance Program provides first and last month's rent plus deposit loans to individuals who are
able to pay either through employment or expected government income.
Currently, HIP owns and manages 45 properties, housing 478 people. HIP properties shelter
those who have no other options -- people for whom the primary alternatives are substandard
housing, institutions, or the streets.
The mission of Project Match is to provide alternative housing for seniors. This is
accomplished through three major programs:
The HOUSING MATCH PROGRAM which for 12 years has provided shared
housing for seniors and low income adults in Santa Clara County.
The HOME EQUITY CONVERSION program which allows older homeowners who are "house
rich and cash poor" to borrow against the home's accumulated equity and from this equity receive
cash payments.
The GROUP RESIDENCE in San Jose which as of August 1, 1987, houses six seniors in an
independent family -style living situation. The Cupertino home will double the capacity of this
program.
ii MUN"' id111A4Ws1d1 / 1
1. Identify the specific needs that the project is designed to meet.
Affordable housing for seniors in Santa Clara County and all of its cities reached crisis proportions
several years ago and continues to be a major problem for a large segment of the senior population.
The vacancy rate his risen, but the vacancy rate for affordable housing is low. Housing that is
affordable is simply not available. The average monthly rent for a one bedroom apartment ($747)
is one of the highest in the nation. This problem strikes hardest at persons on fixed incomes- -
many of whom are seniors. They are simply unable to compete in the current housing market.
2. Specify project objectives. The target population should be indicated
relative to socioeconomic levels, number to be served, geographic location
of populations, etc.
The home will be a group residence for six seniors. The residents will be seniors looking for
affordable housing, many of whom are at risk of homelessness. Past experience indicates that nine
out of ten have an average income of less than $700 per month. Project Match has 42 seniors
seeking help in the West Valley area. There are currently 12 seniors from the cities of Cupertino
and Saratoga whowould qualify for a group home located in Cupertino.
3. Identify, in measurable terms, the desired outcomes and benefits of the
project.
The home provides housing that is affordable.
It keeps seniors at home in their community and out of institutions.
The home keeps the community intergenerational and provides companionship for lonely seniors.
4. Describe your approach for meeting the objectives.
HIP will acquire and rehabilitate a residence located in Cupertino. Project Match will lease the
home and provide appropriate tenant selection and support to create a positive living environment.
5. Indicate alternatives considered and demonstrate why the approach you
are proposing is the most cost - effective.
The average monthly rent for a one bedroom apartment is $747 (according to the Santa Clara
County Housing Authority) and these seniors are on fixed incomes of below $700 a month.
The alternatives for them are homelessness, unnecessary institutionalization or nursing homes
costing $24,000 to $30,000 annually. All of these alternatives would ultimately be far more
expensive for society and far less desirable for the individuals in need.
1. Identify the total population residing within the service area.
According to the Association of Bay Area Governments 1985 (ABAG), the total population of
Cupertino is 47,300 and Saratoga's total in 1985 was 30,400.
2. Identify total number of low and moderate income persons residing
within the service area.
The 1980 Census indicates that 1407 very very low income people reside in Cupertino. This
statistic seems the most relevant because the occupants of this home would all be in this category.
3. Show the total percent of low to moderate income residents compared to
the total number of residents residing within the service area.
The very low income category is 8.3% of the total population.
4. Show the total number of elderly persons within the service area.
According to the US census from 1980, there are 89,448 elderly over 65 persons in Santa Clara
County. The 1980 census shows 2,034 `seniors in Saratoga and 1,501 in Cupertino.
5. Show the total number of handicapped persons within the service area.
The U.S. census of 1980 refers to a category described as: Disability status of noninstitutionalized
persons.
MALE FEMALE SENIOR
(aged 16 to 64) (aged 16 to 64) (65 and over)
CUPERTINO 911 1,051 2_,034'
SARATOGA 826 1,217 21 ,501
6. Show all data sources for questions (1) through (5) above.
The sources are shown in the appropriate question
1. Discuss how the project will be administered.
The acquisition of property will be accomplished by HIP, through its corporate real estate license.
Rehabilitation of the property will be managed by HIP and contracted out to licensed building
contractors.
Housing for Independent People, Inc. (HIP) will be responsible for the overall physical
management of the property which includes maintaining the structural integrity, safety and
aesthetics of the property. HIP is an experieced manager and is aware of the special needs of the
people living in its properties. The property management staff respond promptly to service calls
and identify appropriate ways to enhance the housing for residents' comfort. The property
manager will coordinate these services and the maintenance supervisor will be responsible for
general maintenance and landscaping.
Project Match will provide residential management. It will coordinate basic landlord tenant
management, tenant selection, receipt of rent payments, and maintenance of rooms and the overall
facility in a clean and safe condition.
2. Describe the staff who will work on the project. Include, as attachement
to your proposal, job descriptions and resumes if staff has been
designated.
Staff involved will be:
Al DiLudovico, Executive Director
Thom McCue, Housing Development Director
Darrell McLeod, Property Acquisition Specialist
Tyrone Moore, Property Manager
JoAnn Sloan, Housing Specialist
3. Outline the tasks to be undertaken in the project and time lines for each
task. Please include as attachments to your proposal a Project Work
Plan, Proposed Implementation Time Schedule and Monthly Project
Budget.
See attached activity time schedule.
4. Describe the mechanism and time frames that your agency will use to
monitor the project's progress and evaluate its effectiveness.
HIP will monitor the progress and effectiveness of the project according to: 1) how closely the
time frames outlined in this application are met and 2) the quality of the home.
Project Match will measure the effectiveness by measuring the quality of living experienced by
residents.
Housing for Independent People. Inc.
Project MATCH Senior Group Home
-• • - •
Project Acquisition
Rehabilitation
Interim Financing
Development Costs
Total
••• -•
California Housing Rehab
Santa Clara County CDBG
Cupertino City CDBG
Saratoga City CDBG
Total
Program
$395,000
$25,000
$10,000
$5,000
$435,000
$330,000
$5,000
$50,000
$50.000
$435,000
Inu1i..Li �ii.i.u..�1•. .,.�iVlll I�IIr. J�.III.I�IIL�
List In detail the major activities to be undertaken to Implement the project Program Year 90/91
aid the scliedul.ed time they will begtn and-be completed. Once approved, projects 1/16/90
will be closely moni.Lored during Implementation 'according to this time schedule: pate Prepared
PROJECT:
ORGANIZATION:
Project Match Home
HIP
Schedule Prepared by: joenn Moan 1/18/90
i'1WjL%, 1 uuvIL_ H me
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate Percentage of
Tiine Allocated to Activity
HIP Property Manager
Tyrone Moore `
HIP Housing Development Director
Thom McCue
PROJECT WORK PLAN
1990 -91 FY
Activity for Period
Oct., Nov., Dec., 1990
(t month or 3 month period)
Get work write up and bid for rehabilitation
Arrange additional financing
Project Match Staff selects tenants 10rientation to.new environment for residents
Darrell McLeod
Acquisition Specialist
Coordinates Escrow
No staff positions will be paid with CDBG funds.
City of Saratoga
Products or Milestones for
Complete rehabilitation
Loan commitment
Move in
Closed escrow
Agency Name Housing for Independent People, Inc.
Project Project Match Home
1989
LINE. ITEM JUL
SALARIES
Personnel
Benefits
OFFICE EXPENSE
Rent
Telephone
Postage
Printing
Supplies
Travel
Utilities
Equipment
Dues and Subscriptions
OTIIER EXPENSES
Property Acquisition
Rehabilitation
Interim Financing
'Development Costs
TOTAL
AUG
0
MONTHLY PROJECT BUDGET
1990/91
DATE 1/18/90
1990
SEP OCT NOV DEC JAN I fLB MAR APR MAY JUN TOTAL
$395,000
25,000
10,000
5,000
,000
Saratoga Area
SAS SENIOR COORDINATING COUNCIL
CC P. O. Box 3033 • .Saratoga, California 95070
(408) 867 - 3438 Ext. 257
January 19, 1990
Mrs. Carolyn King
Assistant to the City Manager
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mrs. King,
We are enclosing two applications with budget and program detail
for Human Services Grants in FY 1990 -91 for a total of $73,000.
1 -The request for Senior Center Operations is $38,000, which
reflects an increase of $3,000 over the 1989 -90 budget request.
This is attributed to modest salary increases.
2 -The request for Saratoga Adult Day Care is for $35,000, which
indicates an increase of $5,000 in salaries and an additional part -
time program assistant since the day care participants have increased
in number and the center is operating three full days weekly.
The third application is for improvement of building access by
installation of a canopy over the walk -way leading to the Adult
Day Care Center. This request is for a figure approximating $5000.
Thank you for the opportunity to present these requests. We
will be grateful for continuing support.
Sincerely,
C. Keith Gordon
Finance Chair
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Saratoga Area Senior Coordinating Council
ADDRESS P. 0. Box 3033, Sarato a CA 95070
Site Location: 19655 Allendale Avenue
Saratoga, CA 95070
NAME /TITLE OF PROPONENT C. Keith Gordon, Finance Chair
SIGNATURE
TELEPHONE NUMBER (408) 867 -3438 Ext.257
PROJECT NAME Senior Center Operations
DOLLAR AMOUNT OF FUNDS REQUESTED $ 38,000
PROJECT ABSTRACT (Limit statement to space provided.)
Request is made for continued support of operations and services for the
ninth year at the Saratoga Senior Center. Fund raising efforts and increased
membership dues will provide 56% of the budget requirements. Modest salary
increases are the major factors in the overall increase in the budget for the
next Fiscal Year.
The SASCC Board has made continued efforts to increase its self- support by
making application to several foundations and community organizations.
Unfortunately we suffer from the myth that Saratogans are well- to -do, and
fall behind the priority needs of others in Santa Clara County.
SARATOGA AREA SENIOR COORDINATING COUNCIL
P. 0. BOX 3033
SARATOGA, CALIFORNIA 95070
PROPOSAL NARRATIVE
FISCAL YEAR 1990 -1991
A._ Description of Applicant Agency
1. The Saratoga Area Senior Coordinating Council is a non profit organi-
zation incorporated, with 501 -3c IRS Tax status. It is designated by the
City of Saratoga as the group responsible for operating the Saratoga Senior
Center and monitoring and developing services and programs to meet the needs
of the area's older adults. It is operated by a Board of Directors who employ
an Executive Director and part time Administrative Assistant. A Day Care
Administrator and Program Director manage the Adult Day Care program (see
separate proposal). A corps of multi - service volunteers contribute over
13,000 hours annually to the operation of the Center. The Saratoga Senior
Center serves the Saratoga area, including residents of the contiguous areas
of Los Gatos, Monte Sereno, Campbell, Cupertino, Santa Clara and San Jose,
and unincorporated sections of Santa Clara County. There are no geographical
limitations for the Senior Center or the Adult Day Care operations.
2. The Saratoga Senior Center is the meeting place of the local AARP
Chapter #760, the Westgate Seniors, and the Sunset Club, most of whose members
are not members of the SASCC. The Center offers one half day weekly Health
Insurance counseling and assistance, limited Case Management Service provided
through the Council on Aging, one half day monthly each of Senior Adult Legal
Assistance, and Project Match, and Tax Assistance and Renter's Assistance at
appropriate times in the year. Flu Shot Programs and Health Screenings are
conducted annually. Information and Referral Services are provided daily by
staff and trained volunteers. Counseling is provided by the Executive Director,
a licensed professional, when no other resource is easily accessible. Employment
and Financial counseling is also made available as needed.
The Widowed Support group has grown into a network of over 100 women and
men, and weekly meetings attract 25 persons for counseling, support, and fellow-
ship. This group is led by the Executive Director assisted by professionally
trained volunteers. There is continuing need to develop and maintain grief
counseling for the recently bereaved in a separate small group. There is a
serious lack of such groups in the West Valley Area for daytime participation.
Recreational, cultural and educational programs are offered in the monthly
schedule of activities. Fitness classes with average attendance of 25 are con-
ducted three times weekly-- in cooperation with West Valley College. An Art
class established after much effort has proved extremely popular. A weekly
luncheon attracts an average of 70 persons who participate in a variety of
planned programs following the nutritious meal. These are geared to health and
consumer issuesof concern to older adults, and to varied entertainment. "Drop in"
cards, games, pool and other recreation are available at any time. If persons
are unable to meet the generally small program charges, an established'"No Fee"
policy is in effect. The Center programs are available to the public regardless
of membership in the organization.
-2-
The multi- service program at the Saratoga Senior Center has developed
as a result of expressed need documented by the annual membership survey. An
increase in funding support is requested to maintain quality programs and.
increase variety as demanded by a growing membership. Salaries of professional
staff continue to be the major expense in the cost of operations.
Outreach and advocacy efforts have been accelerated, but still do not
reach a wide segment of t::e Saratoga older adults who despite good media
publicity (TV, local and area press) still do not use or are not aware of the
variety of services available, at the only full service Center in Saratoga.
The Center continues to gain recognition as a community service and source of
vital information.
B. Project Purpose and Objective
1. See A 2 above.
The Saratoga Senior Center is committed to meet these objectives.
a. Access to community -wide services.
b. Provide services described above.
C. Provide health maintenance and wellness programs.
d. Assist in emergency health and housing services.
e. Offer a resource for respite care and home help.
f. Provide friendly visitors and urgent transportation when needed
and unavailable elsewhere.
g. Advocate to the City and County on behalf of identified needs
of older adults -- housing, transportation, community services, etc.
h. Provide a center for volunteer action and satisfaction in service.
i. Provide a locale for socialization and well- being.
j. Facilitate linkages for older adults to appropriate helping
service organizations.
k. Provide day care services and respite for frail elderly and
their families through the Saratoga Adult Day Care Center.
1. Increase awareness of the older population representing
ethnic minorities.
2. The project objectives are to fulfill those needs stated above.
The target population is the low to moderate income population which is
represented by almost 60% of the 1,600 monthly participants of the Saratoga Senior
Center and the older adult population of the area.
3. The desired outcomes are to involve an average of 1,650 participants monthly
in the activities of the Senior Center, to provide fitness and health maintenance
programs for 50 participants weekly, to provide low cost meals with socialization
and educational involvementfor 100 persons weekly, to maintain a register of home
helps and services, and to continue advocacy for a continuing care retirement
facility, assist in developing some additional transportation services, and to
encourage 140 regular volunteers to assist in delivering the Center's multi - services.
Three Title V work experience trainees have been added -to the staff on assignment
from the Council on Aging. Two of these serve as clerical help, and the third is
a Chinese, working to coordinate services to elder Asians.
-3-
4. The objectives will be met under the direction of the Board of
Directors, through management, committee projects, recruitment and training
of a variety of volunteers. Close cooperation with the City of Saratoga,
specifically through the Council's liaison assures that contract compliance
is satisfactory. Some contract services may be necessary for instruction
and leadership. The Board and Executive Director will monitor progress with
periodic independent program and fiscal audits.
5. The use of skilled volunteers to supplement staff has been deemed
the most cost - effective method of providing services to attain the stated
objectives whenever their skills were available. It is expected some consultant
help in fund raising will be needed in this project year to work with the newly
appointed Fund Development Officer.
C. Project Beneficiaries
Based on figures of the 1980 Census (California Department of Aging
Stats for PSA Area Agency) and estimated growth projections for SANTA CLARA
COUNTY.
1. The total population residing in the service area is 30,230.
2. The total number of low to moderate income residents is 6,714.
3. The total percent of low to moderate income residents compared to the
total number of residents in the service area is 23 %.
4. The number of elderly persons within the service area is 4,176.
5. The number of handicapped persons within the service area is 710.
6. Data Sources; Also Saratoga Senior Citizen Housing Needs Analysis, 1975.
Saratoga Social Needs Assessment, Community Forum, Public Hearings of 1983, '84,
'85 and '86, Council on Aging, Santa Clara County, Transit Assist Survey of SASCC
membership 1985.
D. Project Management
1. & 2. The project will be administered by the Board of Directors through the
direction of the Executive Director and Board committees. The Executive Director
is a professional human services manager who is aided by an Administrative
Assistant. Job descriptions are attached.
3. The tasks to be undertaken are related to the Management of the Senior
Center's operations and the objectives for service delivery stated previously.
The project tasks are ongoing, and will continue from July 1990 through June 1991.
The Work Plan is also continuous, with time schedule of Monday through Friday
operations from 9 to 5 daily. These are detailed on the calendar issued with
the monthly newsletter and publicized in the local press.
s
-4-
4. The Board of Directors meets monthly and approves new programs
and activities, and assesses the effectiveness of operations. Committees
meet regularly with the Executive Director for progress review toward
their objectives. A monthly report from the Executive Director to the
Board summarizes activity and achievements. Quarterly budget summaries
are submitted to the City of Saratoga accounting for project fund use.
A quarterly report on service programs is also submitted to the City.
MONTHLY PROJECT BUDGET
1990/91
Agency Name SARATOGA AREA SENIOR COORDINATING COUNCIL
Project Saratoga Senior Center
DATE January 18, 1990
LINE ITEM
1987
JUL
1
AUG
SEP
OCT
NOV
DEC
1988
JAN
FEB
MAR
APR
MAY
JUN
TOTAL
SALARIES
Personnel 42,500.00
3541.66
3541.67
3541.66
3541.67
3541.66
3541.67
3541.67
3541.67
3541.67
3541.67
3541.67
3541.66
42,500.00
Benefits 5,100.00
425.00
425.00
425.00
425.00
425.00
425.00
425.00
425.00
425.00
425.00
425.00
425.00
5,100.00
OFFICE EXPENSE
Rent In Kind
Telephone In Kind
Postage 750.00
62.50
62.50
62.50
62.50
62.50
62.50
62.50
62.50
62.50
62.50
62.50
62.50
750.00
Printing 5,000.00
416.66
416.67
416.66
416.67
416.66
416.67
416.67
416.67
416.67
416.67
416.67
416.66
5,000.00
Supplies 3,000.00
250.00
250.00
250.00
250.00
250.00
250.00
250.00
250.00
250.00
250.00
250.00
250.00
3,000.00
Travel 500.00
200.00
200.00
100.00
500.00
Utilities In Kind
Equipment 500.00
41.66
41.67
41.66
41.67
41.66
41.67
41.67
41.67
41.67
41.67
41.67
41.66
500.00
Dues and Subscriptions
OTHER EXPENSES
7,500
625.00
625.00
625.00
625.00
625.00
625.00
625.00
625.00
625.00
625.00
625.00
625.00
7,500.00
Accounting Services
Contract Services
Insurance 2,000.00
2,000.00
2,000.00
Conferences 500.00
100.00
250.00
150.00
500.00
Mlscellaneous1,000.00
83.33
83.34
83.33
83.34
83.33
83.34
83.33
83.34
83.33
83.33
83.33
83.33
1,000.00
TMPI 68,350.00
5645.811
5445.85
5445.81
5745.85
5445.811
5445.851
5445.84
5695.85
7545.84
5445.84
5595.84
5445.81 168,350.00
SARATOGA AREA SENIOR COORDINATING COUNCIL
SENIOR CENTER OPERATIONS
PROPOSED OPERATING BUDGET July 1, 1990 thru June 30, 1991
REVENUE
Membership Dues
7,000.00
Fund Raising Events
6,000.00
Fund Raising Other
4,350.00
Health Programs
2,000.00
Other Programs
8,500.00
Donations
500.00
Interest
2,000.00
City of Saratoga
38,000.00
Total
68,350.00
EXPENDITURES
Program
Health
1,500.00
The Outlook
4,000.00
Other Programs
6,000.00
Administration
Office Supplies
2,000.00
Operating Supplies
1,000.00
Insurance - Liability
1,000.00
Insurance - Worker's Comp.
1,000.00
Postage
750.00
Printing
1,000.00
Furnishing & Equipment
500.00
Fund Raising
1,000.00
Administration
1,000.00
Payroll
42,500.00
Payroll Taxes
5,100.00
Total
68,350.00
1/90
PNOPOSED IhPLEMENTATION ACTIVITY TIME SCIILUULE
List in detail the major activities to be undertaken to implement the project Program Year 1990 -91
and the scheduled time they will begin and -he completed. Once approved• projects pate prepared 1 -15 -91
will be closely monitored during implementatlon'according to this time schedules
PROJECT: SARATOGA SENIOR CENTER
ORGANIZATION: SARATOGA AREA SENIOR COORDINATING COUNCIL
Title
of M o n t h a E n d i n g
Activities 7/31 8/31 9/30 10/31 11/31 12/31 1131 2/28 3/31 4/30 5/31 6130
Club meetings
Weekly luncheons
Case Management
Health Counseling
Fitness Classes
Volunteer RecruitmEat ON OING
Activities
Outreach
Fund Raising
Tax Assistance
Renters Assistance X X
Renters Assistance X X
Flu Shots X
Symposium •
Health Screening X
X
Super Sale X
Bridge Fashion Sho
Dances X X
X
If
Schedule Prepared by: Olga MacFarlane, Executive Director
PROJECT NAME SARATOGA SENIOR CENTER
PROJECT NUMBER City o f Sa r a t o
PROJECT WORK PLAN
1990 -91 FY
Responsible Staff Person(S) and
Approximate Percentage of Activity for Period Products or Milestones for
Time Allocated to Activity
(1 month or 3 month period)
Olga MacFarlane
Executive Director 90%
Barbara Sherrard
Administrative Assistant 95%
July- September
Supervise Newsletter Editing
Advise Board and Chairpersons
Meet with committees
Assist Fund Development and Activities
October- December
Promote Health Programs
Organize classes /programs
Marketing
January -March
Proposed budget
Develop proposals for funding
Continue Fund Raising Efforts
Membership Drive
M.rrh —Tamp
Organize volunteer Recognition
Develop Annual report
Public Involvement
ACTIVITY
Ongoing
Office Management
Payroll Records
Computer detail
Purchasing
Supervise Trainees
Super Sale
Health Screening
Flu Shots
Harvest Ball
Submit funding request
Increase Membership
Dinner Dance
Bridge Fashion Show
Volunteer Luncheon
Annual Meeting
Symposium
December 14, 1989
SARATOGA AREA SENIOR COORDINATING COUNCIL
PARTICIPANT SURVEY
SUMMARY OF PARTICIPANTS BY AGE, INCOME, HOUSEHOLD SIZE
The Saratoga Area Senior Coordinating Council conducted a biennial survey of its partic-
ipants in November 1989. 888 survey forms were distributed to members of the Council
with the November Newsletter and to members of the clubs using the Center regularly
(AARP #760, Westgate Seniors, and Sunset Clubs) The residents of the Fellowship Plaza,
HCD subsidized housing complex also participated. These persons use the Senior Center
and its services frequently.
602 responses were received (68% of the total) The summary of findings is below.
Head of Household 227 Male 354 Female
38% 59%
Number in Household
One 323
54%
Two 211
35%
Three 16
3%
Income Levels in Households
% of respondents
0 - $18,000
296
49%
$18,001 - 20,500.
48
8%
$20,501 - 29,999.
75
_12%
$30,000 and over
150
25%
Age Range
Under 60
12
2%
60 - 64
46
8%
65 - 74
243
40%
75 - 84
271
45%
85 and over
59
10%
Ethnic Origin.
Caucasian 550 91%
Black 6 1%
Hispanic 11 2%
Asian 17 3%
Native American Indian 6 1%
(over)
54% of households are single person occupied. It will be noted that at least 57% of
the respondents live in low to moderate income households. Nineteen respondents did
not indicate income level.
85% of persons in the households responding are over 65 years old and 55% are over 75
years old, This latter group is 12% larger than reported in the survey done in 1987.
A new statistic in this survey is that of ethnic origin. Although participants are
primarily Caucasian, there is a very modest percentage of ethnic groups represented
in proportion to the population of the area served.
SARATOGA AREA SENIOR COORDINATING COUNCIL
ADULT DAY CARE OPERATIONS
PROPOSED OPERATING BUDGET
REVENUE
City of Saratoga
Fees
Interest
Foundations, Fund raising
Total
EXPENDITURES
Food
Insurance - Liability
Insurance - Worker's Compensation
Programs
Furnishing & Equipment
Office Supplies
Postage
Advertising & Promotion
Administration
Payroll
Payroll Taxes
Total
1/90
July 1, 1990 thru June 30, 1991
2,500.00
1,000.00
1,000.00
1,000.00
1,000.00
1,500.00
200.00
2,500.00
1,000.00
60,020.00
7,112.00
35,000.00
12,000.00
4,000.00
27,832.00
78,832.00
78,832.00
WNTIlLY PROJECT BUDGET
1990/91
Agency Name SARATOGA AREA SENIOR COORDINATING COUNCIL
Project Saratoga Adult Day Care
DATE inn „arg 1A 1QQn
LINE. ITEM
1987
JUL
1
AUC
SEP
OCT
NOV
DEC
1988
JAN
rcB
MAR
APR
MAY
JUN
TOTAL
SALARIES
Personnel 60,020.00
5001.66
5001.67
5001.66
5001.67
5001.66
5001.67
5001.67
5001.67
5001.67
5001.67
5001.67
5001.66
60,020.00
Benefits 7,112.00
592.66
592.67
592.66
592.67
592.66
592.67
592.67
592.67
592.67
592.67
592.67
592.66
7,112.00
OFFICE EXPENSE
Rent In Kind
Telephone In Kind
Postage 200.00
16.66
16.67
16.66
16.67
16.66
16.67
16.67
16.67
16.67
16.67
16.67
16.66
200.00
Printing 2,500.00
208.33
208.34
208.33
208.34
208.34
208.34
208.33
208.33
208.33
208.33
208.33
208.33
2,500.00
Supplies 5,000.00
416.66
416.67
416.66
416.67
416.66
416.67
416.67
416.67
416.67
416.67
416.67
416.66
5,000.00
Travel
Utilities In Kind
Equipment 1,000.00
83.33
83.33
83.33
83.34
83.34
83.34
83.34
83.33
83.33
83.33
83.33
83.33
1,000.00
Dues and Subscriptions
OTIIER EXPENSES
Accounting Services
Contract Services
Insurance 2,000.00
2000.00
Conferences
Miscellaneous 1,000.00
83.33
83.33 1
83.33
83.34
83.34
83.34
83.34
83.33
83.33
83.33
83.33
83.33
1,000.00
TOTAL 78,832.00
6402.63
6402.68 1
6402.63
6402.70
6402.66
6402.70
6402.69
6402.67 1
6402.67
8402.67
640 2.67
6402.6"
7R.Ri ?.00
Px0eUSEU 1MPLEMENTATION ACTIVITY TINE SCHEDULE
List La detail the oajor activities to be undertaken to Lwplement the project Program Year 1990 -91
and the scheduled time they will begin end-be completed. Once approved, projecto Date Prepared January 19, 1990
will be closely swnitored during tay+lementation'occording to this Lima echedulel
PROJECT: SARATOGA ADULT DAY CARE
ORGANIZATION: Saratoga Area Senior Coordinating Council
Title
of
Activities
Mon t h a End L a
1131
8/31
9/30
10/31
11/31
12/31
l /31
2128
3/31
4130
5/31
6/30
Case Assessment
Marketing
Outreach
Arts & Crafts
ON GOI
Reality Orientatio
Nutrition Lunch
Directed Exercise
Recognition
of
Special
Holiday,,
througl
organi
ed prog
ams
Use of
esource
specia
ists in
speech therapy
nd phys
cal the
apy as
lecessar
Activities are
scheduled monthly
and tailored to
individual needs
Schedule Prepared by: Olga MacFarlane, Executive Director
PROJECT NAME
PROJECT NUMBER
Saratoga Adult Day Care
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
Rita Pennington, Administrator
100%
PROJECT WORK PLAN
1990 -91 FY
Activity for Period
(1 month or 3 month period)
ONGOING
Case Assessment
Marketing
Outreach
Work with Advisory Board
Attend professional meetings /network
Develop support for caregivers
City of Sarato
Products or Milestones for
Recruitment of new participant
Publicity, public speaking bel.
community groups -- participate
professional organizations
Support group
Karen Lorenz, Arts and Crafts Maintains regular activities i
Program Coordinator 100% Activities participants
Program Serve on committees
Community Involvement
City of Saratoga
Human Services Grant Program
FY 1990 - 19911 -��
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Project Match, Inc.
ADDRESS 1671 Park Avenue, Room 21
San Jose, CA. 95126
NAME /TITLE OF PROPONENT Arl ne June, ,Exetuti ve Director
SIGNATURE
TELEPHONE NUMBER 108, 287- 1
PROJECT NAME Senior Shared Housing Program - Saratoga Component
DOLLAR AMOUNT OF FUNDS REQUESTED $ 2,000
PROJECT ABSTRACT (Limit statement to space provided.)
Project Match proposes to provide shared housing for 10 Saratoga residents, the
majority of whom are low income seniors. By bringing together through a careful process,
"seekers" and "providers" of housing, the program has the dual benefits of creating
affordable housing and preventing institutionalization of elderly homeowners and renter
The program has a part time satellite office located in the Saratoga Senior Center.
del
A. PROJECT MATCH. INC. -- AGENCY DESCRIPTION
1. Project Match is a private non - profit agency that creates shared housing arrangements
for low income seniors. The average age of our clients is over 65; the average monthly income
income is less than $700. We are governed by a 15 person volunteer Board of Directors and
serve all of Santa Clara County with the exception of Palo Alto. A chart showing our
Organizational structure is attached. (Appendix Al)
2. Our primary service and the one for which we are asking your continued your support is
our "Match" program -- a service which for almost twelve years has provided housing for low
income seniors through home - sharing arrangements. Our service capabilities are best measured
by our reputation and our ability to deliver cost - effective service.
In 1981 we won the State of California's Affordable Housing Competition. In a 1983 study,
the Gray Panthers rated Project Match "number one" in the nation in cost effective
performance. For three years in a row, the State of California, when evaluating competitors
for funding, noted that "Project Match" has the most cost - effective program in the State.
And, in a forthcoming Sociology textbook on shared housing, one whole chapter will be devoted
to Project Match. Our cost per Saratoga resident last year was $185, and we are asking for
a slight increase this year.0ur per unit costs are lower than most programs nationwide,
which, according to the Gray Panthers range from $557 to $936.
Our service capabilities can be measured also by our ability to respond quickly and flexibly
to housing emergencies, such as those caused by the recent tragic earthquake We were able
to locate home providers who were willing to provide temporary or permanent housing in their
homes to quake victims who lost their homes.
B. PROJECT PURPOSE AND OBJECTIV
1. Need: The housing crisis in this County continues to worsen. The rental vacancy rate is
once again on the decrease. According to United Way, the vacancy rate was 2.7% in 1988.
According to the Housing Authority the fair market rental for a one bedroom apartment is
$715. It is clearly higher in Saratoga. Our Project Match seekers last year reported average
monthly incomes of $700. If they had to pay the market rate for rent, THEY WOULD HAVE A
NEGATIVE CASH FLOW. In the first quarter of FY89 -90, renters matched through our program paid
an average rent of $298, representing an average monthly savings of $388 over the fair market
rent for a studio. And these are only those seekers who paid rent. Others received free room
and board in exchange for "live in" services provided to elderly home providers who might
otherwise be facing institutionalization, a population representing 1/3 of all providers
matched in the first quarter.
It is clear that this housing situation has the worst effect on those who are unable to
compete in the mainstream market, such as low income seniors. A 1977 Saratoga report (SCHNAR)
specifically identified senior citizens as a group with special housing needs (Housing
Element, Pg.25) and noted two different groups of seniors needing some sort of alternative
housing: 1. seniors forced to leave Saratoga because of an inadequate supply of affordable
housing; 2. seniors who owned homes that were considered "overhoused" and had to remain in
that situation since there were no alternative housing types available. PROJECT MATCH HELPS
BOTH OF THESE GROUPS!
In addition, according to the recent Needs Assessment done by United Way, seniors are facing
tough housing problems. -- "Options for senior housing are limited and insufficient to meet
current needs. Housing at the current market rate is inaccessible to many seniors on fixed
incomes. Illness and disability can lead to loss of a permanent residence. Alternatives, such
as subsidized or group housing, are full with long waiting lists." This problem is not new.
Two years ago a workshop of service providers held by the Community Foundation named as the
two highest priority needs of seniors: 1. affordable housing and 2. prevention of
institutionalization. Project Match does both! And while the supply of housing dwindles, the
number of persons over 65 is expected to double between 1980 and the turn of the century.
ABAG projects a housing need of 504 very low to moderate income units in Saratoga by the Year
1990. More than half of this need is for very low to moderate-income units. The good news
is that home- sharing matches can be counted toward these ABAG targets.
By our service, we are housing your elderly and low income residents and, at the same time,
helping you to meet its targets. Because of this mutual assistance, some cities, such as Los
Altos and Sunnyvale, have included Project Match in their revised Housing Elements and many,
including Saratoga, have added Project Match to their Housing Assistance Plans.
Another need that our program addresses is the need to prevent inappropriate and costly
institutionalization of the elderly, a cost that can range from $24,000 to $30,000 a year.
Approximately one out of three of our home providers could be facing institutionalization
if it were not for home sharing. We can match 10 Saratoga residents for the cost of keeping
ONE in a nursing home for only one month!
2. Program Objectives: The target populations for all of the objectives are low income
adults (the majority of whom are 55 years or older).
Overall Project Objectives: To provide shared housing arrangements for 10 Saratoga residents
in FY89 -90.
Subsidiary Objectives are as follows:
o To interview, assess, evaluate and counsel 20 residents with housing problems.
o To conduct regularly scheduled follow -ups on 100% of the clients after they are matched.
o To continue our part time satellite office in the Saratoga Senior Center.
Project Match's objectives respond to the critical housing crisis in the County and to the
needs of low income seniors by providing the mesaurable benefits listed below in Section B3.
3. Outcomes and Benefits: The major measurable outcome is: the creation of homesharing
arrangements for 10 residents.
The measurable benefits of this outcome both to the City of Saratoga and to our clients are
clear:
o Each seeker will realize an average annual savings of approximately $4656 over the fair
market rate for a studio.
o Home owners will add approximately $3600 to their annual incomes. Much of this added income
will go to home repair and maintenance, thus preserving existing housing stock.
o Long term (rather than temporary) and stable housing arrangements will be created. Assuming
that our past rate of success continues, we can expect more than 70% of the matches to last
longer than 8 1/2 months.
o Institutionalization may be prevented for approximately three Saratoga elderly home
providers at a cost savings to them and to society.
In summary, Project Match provides three major benefits to our clients. We are PREVENTING
THEIR HOMELESSNESS, we are PREVENTING THEIR INSTITUTIONALIZATION, and we are PROVIDING
AFFORDABLE HOUSING for them. Our benefit to you is that we are helping you solve the housing
problems of your senior citizens. We are helping you keep your communities alive and
intergerational while maintaining the existing housing stock by preventing deterioration of
homes owned by low income seniors.
4. P-rolect Match Approach: Our approach is intensive and careful. We bring together, in a
personal way, persons who need housing with persons who have housing to share. The process
through which we do this involves outreach; face -to -face interviewing, often in the local
senior center; assessing client's needs, matching compatible clients, developing "living
arrangements" when appropriate; and conducting regular follow ups after each match. The
procedure and forms for each step of the process are standardized; much of the information
will be stored on our new computer system. Since the process is well documented but lengthy,
we are attaching a package of our forms and procedures to this application as Appendix A2.
Our satellite offices have been critical to our continued success in all of the cities
throughout the County. By leveraging State and United Way funds and with donated space in
local senior centers, we have been able to become part of each community. Clients are
interviewed by Match counselors during regularly scheduled office hours in their own cities.
5. Alternatives to Homesharing: There is no duplication of our service; there is no other
agency providing shared housing for low income seniors.2/ If Project Match did not exist,
what would have happened to the persons for whom we have found housing? Could their needs
have been served through other programs? How many would have been homeless? How many in
institutions? What is the cost of alternative service? A listing of other ways of solving
the housing problems of seniors demonstrates the virtues (both financial and psychological)
of home sharing.
o Building low income senior rental housing: It cost almost $70,000 to build one rental unit
-- a unit that houses perhaps two persons. Project Match is proposing to spend less than 3%
of this cost to provide shared housing arrangements for 10 Saratoga residents and housing
assistance to twenty.
o Section 8 subsidized housing: There is now a 3 to 4 year waiting list. This is a long time
for an elderly person. There is virtually no wait for our service.
o Emergency Shelters: Shelters, while clearly necessary, provide, by definition, temporary
and transitory housing. We create long term and stable affordable housing, and we often do
this for shelter "graduates ".
o Institutionalization: This is often the only alternative to Project Match for 1/3 of our
home providers who are unable to provide for themselves the minimal service needed to remain
in their homes. It is a costly and depressing option.
o Accessory Housing: "Granny units" can provide some additional housing. The program is
controversial and many jurisdictions are not allowing this approach at this time.
o Rent Control: Rent stabilization, even if implemented, would be able to help few of Project
Match's clients since rents would still outstrip their incomes.
Thus, homesharing is a cost- effective. time - effective space- effective affordable and often
stable solution to the shortage of available housing for elderly and low income
residents. It is not the only solution but it has proven to be a viable alternative and one
for which we hope you will provide your continued support.
6. Leveraging of Funding: Project Match continues to be successful in our continuous efforts
to build a diversified and stable funding base. While we clearly still need your funding,
we have been able to successfully leverage present funds. For instance:
o We used your funds as a required match for State funding.
o We were elected to full membership in United Way and are using some of those funds to
supplement and sustain our satellite offices in funded jurisdictions.
o We receive funding from the entitlement Cities of Sunnyvale, Mountain View, and Santa Clara
under their Block Grant Programs.
o We receive funding from the non - entitlement Cities of Campbell, Cupertino, Gilroy, Morgan
Hill and Milpitas.
• We now receive general funds from the Cities of San Jose, Los Altos, and Saratoga.
• We are funded by the Valley and Community Foundations and have received a small grant from
American Savings Bank.
• We are generating a small amount of income through voluntary client donations. 3/
• The Board conducts an annual direct mail fundraising campaign.
C. PROJECT BENEFICIARIES
Project beneficiaries are low and moderate income Saratoga residents, the majority of whom
are seniors. The project service area is the City of Saratoga, as reflected in the data
below:
1. Total population - 29,261 persons (1980 Census)
2. Total number low and very low income households - 1407 (Housing Element, Pg.16)
3. Proportion of very low income households - 8.3% (Housing Element, Pg.S)
4. Number of seniors (persons 60 and older) - 3,649 (1980 Census)
D. PROJECT MANAGEMENT
1. The project will be administered and managed by the central office staff under the policy
direction of the 15 person Board of Directors. Administrative costs are detailed by the line
item in the attached budget. Interviewing and assessing of your residents will be done
monthly at the Saratoga Senior Center and at our central San Jose office at other times:
Although one specific counselor is assigned to conduct interviews in each Satellite Office,
all of the - counselors participate in matching your residents.
2. Project Staff: The participating staff includes:
• Executive Director o Match Coordinator
• Housing Counselors (.4FTE) o Office Manager /Secretary
• Receptionist o Bookkeeper
Appendix A3 contains job descriptions and resumes of participating staff.
3. Task and Time Lines: The tasks to be undertaken and time lines for each task are outlined
below and detailed in the required attachments. unless otherwise indicated, the time line
for completion of numerical goals is June 30, 1991.
-o Providing shared housing arrangements for 10 Saratoga residents
o Interviewing, assessing and counseling 20 Saratoga residents Ongoing
Ongoing
o Conducting follow up of 100% shared housing arrangements
Ongoing
o Evaluating impact and effectiveness of program
Summer, 1991
o Continuing our outreach service in Saratoga by holding regularly
schduled office hours in local senior centers
Ongoing
4. Monitoring and Evaluation: The interaction between evaluation and program performance is
a continuing process. The Board and Management search for ways to improve the effectiveness
and efficiency of our service and do so based on what we learn through program evaluation.
Project Match uses three (3) qualitatively different evaluation methods:
a. Protect Monitoring: Monitoring measures whether the program is proceeding within the
projected time frame and whether measurable objectives are being met. Objectives are
monitored, on a monthly basis, and report statistics now done manually will be generated
using the new computer system. Quarterly monitoring reports are presented to the Board of
Directors and to funding sources. Specific numerical activities to be monitored are: persons
matched; interviews and assessments; and follow ups.
b. Follow -ups: Follow -up (after a match is made) provides an intermediate and important step
in our evaluation process. Through the follow -up procedure, we track our matched clients at
regular intervals and become aware of problems before they erupt into match terminations or
unnecessary institutionalization of a client. Each counselor is assigned "matched clients"
to be called one month after the match and at three month intervals thereafter.
c. Impact Evaluation: Impact evaluation measures the effectiveness of the match program --
whether the matches are successful, whether our program is impacting the overall goals of
creating affordable housing and of preventing institutionalization. To determine "success
of match" from the client's point of view, we will analyze at the end of FY90 -91 the results
of questionnaires on "client satisfaction" sent to all matched clients at the time of the
match.
FOOTNOTES
1/ It should be noted that this "per unit cost" is the total cost per actual housing
placement and includes the integal service elements of pre- screening, intake, counseling,
information and referral and follow up. If, in fact, we cost out each service element by time
spent, the average cost per client matched drops substantially. This decrease is because
these elements are performed for clients we do not match as well as those we do match.
2/ Project Match places seniors while the Shared Housing Project of Catholic Charities has
single parents as their client base. In only one client group (low income adults), is there
a slight overlap but indications are that we are not "double serving" these clients. There
is enough need to go around. It is critical that Project Match serves a certain proportion
of non - seniors in order to create intergenerational matches that can provide services to keep
the elderly out of institutions.
3/ Because of the extremely low income of our clients, the amount of funding generated
through donations is small. Only half of.our clients are able to donate the suggested amount
of $5 for seekers and $10 for providers. This amount is clearly too small to make an impact
on operating costs.
I /
PROJECT. 4ME Praiect Match -
Senior
Citizen Shared Hous..,g (Saratoga Component)
PROJECT NUMBER
City of Saratoga
PROJECT WORK PLAN
1990 -91 FY
Responsible Staff Person(s) and
Approximate Percentage of
Activity for Period
Products or Milestones for
Time Allocated to Activity
July 1, 1989 - September 30, 1989
(1 month or 3 month period)
Total Match Staff Positions
1.
Continue Satellite Offices and
1.
Regularly scheduled office hour.
Outreach in Senior Center in
continued in . Saratoga
(see Job Descriptions)
Saratoqa.
Outreach activities continued
and intensified where necessary.
1% of time
2.
Conduct Personal interviews and
home visits when necessary to
2•
_ 5 personal interviews
assess housing needs and counsel
and intakes.
.
clients.
3.
2 Saratoga residents
3.
Provide shared housing arrangements
placed in shared housing
for _Saratoga seniors and other
low income adults.
4.
Telephone follow up on 100%
on Matches.
4.
Follow up to assure the quality of
matches and to determine if mediation
5.
Client satisfaction surveys sent
or intervention is necessary.
to 100% of matched clients.
5.
Evaluation done by client satisfaction
6.
Monthly reports on objectives to
surveys.
be generated manually and
eventually on newcomputer system.
6.
Montitoring to determine if measurable
objectives are met.
l l
PROJECT ..AME Proiect Match - Senior ('itiZeiLShared Housing (Saratoga Component)
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate N-rcentage of
Time Allocated to Activity
Total Match Staff Positions
(See Job Descriptions)
1% of time
PROJECT WORK PLAN
1990 -91 FY
Activity for Period
October 1, 1989 - December 31, 1989
11 month or 3 month period)
1. Continue Satellite Offices and
Outreach in Senior Center: in
Caratnna,
2. Conduct Personal interviews and
home visits when necessary to
assess housing needs and counsel
clients.
3. Provide shared housing arrangements
for Saratoga seniors and other
low income adults.
4. Follow up to assure the quality of
matches and to determine if mediation
or intervention is necessary.
5. Evaluation done by client satisfaction
surveys.
6. Montitoring to determine if measurable
objectives are met.
City of Saratoga
Products or Milestones for
1. Regularly scheduled office hog
continued in Saratoga.. _ .
Outreach activities continued
and intensified where necessary.
2. 5 personal interviews
and intakes.
3. 2 Saratoga.. residents
placed in snared housinS
4. Telephone follow up on IOOX
on Matches.
5. Client satisfaction surveys sen
to 1O0x of matched clients.
6. Monthly reports on objectives t
be generated manually and
eventually on newcomputer syste
PROJECT NAME Project Match - Senior Citizen Shared Housina (Saratoga Component)
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate Percentage of
fine Allocated to Activity
Total Match Staff Positions
(See Job Descriptions)
1% of time
PROJECT WO "K PLAN
1990 -91 FY
Activity for Period
January 1, 1990 - March 31, 1990
(1 month or 3 month period)
1. Continue Satellite Offices and
Outreach in Senior Center- in
SaratoQa.
2. Conduct Personal interviews and
honie visits when necessary to
assess housing needs and counsel
clients.
3. Provide shared housing arrangements
for .. Saratoga '- seniors and other
low income adults.
4. Follow up to assure the quality of
matches and to determine if mediation
or intervention is necessary.
5. Evaluation done by client satisfaction
surveys.
6. Montitoring to determine if measurable
objectives are met.
City of Saratoga
Products or Milestones for
1. Regularly scheduled office hol_
continued in Saratoga.
Outreach activities continued
and intensified where necessar;-
2. 5 personal interviews
and intakes.
3. 2 Saratoga -esidents
placed in shared housini.
4. Telephone follow up on IOOX
on Matches.
5. Client satisfaction surveys set
to 100% of matched clients.
6. Monthly reports on objectives i.
be generated manually and
eventually on newcomputer syste:
PROJECI ..AME p►^oipct Match - SPninr
(it��Shared Housing (Saratoga Component)
PROJECT NUMBER
Responsible staff Person(s) and
Approziaate Percentage of
Time Allocated to Activity
Total Match Staff Positions
(See Job Descriptions)
1% of time
PROJECT WORK PLAN
1990 -91 FY
Activity for Period
April 1, 1990 - June 30, 1990
(1 month or 3 month period)
1. Continue Satellite Offices and
Outreach in Senior Center. in
Saratoga.-.
2. Conduct Personal interviews and
home visits when necessary to
assess housing needs and counsel
clients.
3. Provide shared housing arrangements
for , Saratoga seniors and other
low income adults.
4. Follow up to assure the quality of
matches and to determine if mediation
or intervention is necessary.
5. Evaluation done by client satisfaction
surveys.
6. Montitoring to determine if measurable
objectives are met.
City of Saratoga
Products or Milestones for
1. Regularly scheduled office ho
continued in Saratoga.
Outreach activities continued
and intensified where necessary
2. 5 personal interviews
and intakes.
3. 4 Saratoba residents
placed in shared housinc
4. Telephone follow up on 100%
on Matches.
5. Client satisfaction surveys ser
to 100% of matched clients.
6. Monthly reports on objectives t
be generated manually and
eventually on newcomputer syst(
Pki `SED IMPLEMENTATION ACTIVITY TIME SCIIEUULE
List in detail the major activities to be undertaken to Implement the project Program YearFY gp_9 L _Y
aisd the scheduled time they will begin and be completed: Once approved, projects Date Pre ared
will be closely monitored during implementation according to this time schedule: P �gvember 15, 1989
PROJECT: SPninr SharPd EW1Sing_Pmgram_ SaraYpIa_Component
ORGANIZATION: PRQJF -T Mk C_H, INS, •
Schedule Prepared by: Arly.ne June, Executive Director
MONTHLY PROJECT BUDGET
1990/91
Agency Name Project Match, Inc.
Project Senior Shared Housing Program - Saratoga Component
DATE November 15, 1989
LINE, ITEM
1987 I
JUL AUG
SEP
OCT NOV
DEC
1988
JAN
I ice
MAR
AY JUN TOTAL
SALARIES
I
Personnel
120 120
120
120 120
120
120
120
120
JR
20 120
1 440
Benefits
27 27
27
27 27
27
27
27
27
27 23
320
OFFICE EXPENSE
Rent
10 10
10
10 10
10
10
10
10
10
10 10
120
Telephone
Postage
Printing
Supplies
Travel
Utilities
Equipment
Dues and Subscriptions
OTIIER EXPENSES
Accounting Services
Contract Services
10 10
10
10 10
10
10
10
10
10
10 10
120
Insurance
Conferences '
Miscellaneous
. TOTAL
167 167
167
167 167
167
167
167
167
167
167 163
2000
O
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Catholic Charities of Santa Clara County
ADDRESS 100 N. Winchester Blvd., Suite 300
Santa Clara, CA 95050
NAME /TITLE OF PROPONENT Dee Wischmann
SIGNATURE ' f����►"Y ` TELEPHONE NUMBER NUMBER (408) 249 -3001
PROJECT NAME Long Term Care Ombudsman Program
DOLLAR AMOUNT OF FUNDS REQUESTED $ 3,176.00
PROJECT ABSTRACT (Limit statement to space provided.)
The program trains, assigns and supervises volunteers who make
weekly visits to Skilled Nursing Facilities (SNF's) and regular
visits to Residential Care Facilities for the Elderly (RFE's) to
conduct resident interviews, receive complaints, conduct complaint
investigations and resolve problems made by or on behalf of elder
residents. Certified Ombudsman also monitor facilities' complaince
with regulations. They have state and federally mandated access to
visit long term care facilities unannounced and to have private
conversations with residents. In situations where a resident's
condition prevents him form requesting help for him or herself, the
Ombudsman opens an investigation on the resident's behalf. Average
resident is an 80 year old female without family and with low or
moderate income.
T
CITY OF SARATOGA
Community Development Block Grant Program
Program Year
FY 1990 -91
A. DESCRIPTION OF APPLICANT AGENCY
Catholic Charites of Santa Clara County, a non - profit organization, has
been designated by the.Council on Aging to sponsor the Long Term Care
Ombudsman providing advocacy /representation to the county's elderly long
term care facility residents. Catholic Charities of Santa Clara County
has providing human service programs in the county since 1946, becoming
the parent agency for the Long-Term Care Ombudsman Program in 1981. See
organizational chart attached.
Under the auspices of Catholic Charities, the Ombudsman Program is curr-
ently staffed by seven employees, whose scheduled hours comprise the
equivalent of 6 full -time personnel. The Program has 42 volunteers who
are currently active and assigned to.facilities. The Program is. situated
within the Agency's Aging Service Division. In FY 1988 -89, the program
opened 796 cases on behalf of the residents in the county. It is import-
ant to note that 250 of these cases were reports of alleged dependent
adult or elder abuse.
The Ombudsman Program reports its performance to the Council on Aging,
which, with the California Department of Aging, regularly assesses and
evaluates the Program's ability to provide services. The Ombudsman
Program Director receives training and technical assistance from the
California Department of Aging Office of the Long Term Care Ombudsman.
The Department provides the standards and required curriculum for a
36 -hour core training for each volunteer. Volunteers are certified by
the California Department of Aging.
Each city is being asked to provide a 5% increase over their allocation
of last years (FY 1989 -90), plus a percentage (equal to the percentage
of long term care.beds in city divided by county beds) of that amount
needed to maintain one.(1) full -time employee position: (Volunteer
coordinator with benefits, travel, administrative costs).
B. PROJECT PURPOSE AND OBJECTIVE
1. Identify specific needs that project is designed to meet:
Saratoga long term care residents are 67% low income (Medi -Cal or
SSI), 16% moderate and 17% above moderate to high income. (These
percentages based on previous year.formal casework data.for Saratoga
clients) .
The Long Term Care Ombudsman.Program is mandated by Federal.and State
law to investigate and resolve complaints made by or on behalf of
elderly.residents in long term care facilities,.relating to matters
which may affect the health, safety, welfare, and rights of those
residents. Ombudsman advocate for residents' rights, and for improved
quality of life and quality of care for long term care residents,
during their reqular, unannounced, visits to facilities. Ombudsmen
in the Santa Clara County Ombudsman Program are encouraged to spend
2 hours per week in their assigned facility. There is no maximum
number of hours.
-3-
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
Ombudsman volunteers in Santa Clara County undergo a State man-
dated training which is convened by the Program Coordinator.
Certified Ombudsmen have the legal right of.access to all long
term care facilities in the county at any time deemed reason-
able by the California State Ombudsman (approximately 7 a.m..to
10 p.m.): Ombudsmen also have the right to.visit privately with
residents, and to review patient records under specified condi-
tions. Residents who make a complaint to an Ombudsman have the
right to remain anonymous. An Ombudsman may not, by Federal law,
disclose the identity of a complainant without that person's ex-
press consent.
We are requesting.financial support in the amount of $3,176 or
1.4% of our proposed operating budget.
This budget will enable the program to maintain the equivalent
of 1 full -time position, or 35 staff hours a week. These staff
hours have been allocated to meet two critical needs: one, vol-
unteer recruitment, training and supervision; and two, investi-
gation of elder and dependent adult abuse.
The primary use of the hours has been to expand the volunteer
component of the program. The program cannot operate adequately
without volunteers. Trained staff is essential to coordinate
year -round recruitment, provide on -going training and supervise
volunteers given the complexity of problems within the long term
care. system. By January of 1990, the local program will have a
ratio of 2 FTE coordinators.for forty -two volunteers, or 1:21.
Previously, the ratio was 1:40. The desired ratio as articulated
by the California Association of Long Term Care Ombudsman is 1:10.
The program is also mandated by state law to take reports of and
investigate as appropriate, reports of elder and dependent adult
abuse. Increased education on this issue and the legal require-
ment that care providers and health care professionals must re-
port, has fostered an increase in the total number of reports
and subsequent cases handled by the program. Total reports of
elder and dependent abuse increased by 33 per cent as compared
to the previous year and constituted 31% of our total complaints
as compared to 16 %. The first four months of FY 1989 -90 demons-
trated an increase of 48% in reports as compared to last year.
Abuse cases now comprise an average of 4.1% of our total complaints.
Staff time has been allocated to deal with these serious and com-
plex situations and to coordinate a response which will protect
the victim, correct the situation and ensure the individual's
safety. Money will be used for staff salaries and benefits.
-4-
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
In Santa Clara County, the Ombudsman Program is funded by the Older
Americans Act /Title III, through the Council on Aging, Cities, United
Way, Catholic Charities, and is sponsored by Catholic Charities of
Santa Clara County.
Of the approximately 9,960 long term care facility residents of Santa
Clara County, 394 (or 4 %) live in Saratoga facilities. Santa Clara
County has the fifth largest long term care population in the State,
with California far ahead of all states in elderly long term care
population.'
The present staffing consists of the equivalent of 6 full -time employees
as follows:
Program Director
Office Coordinator
1 Volunteer Coordinator (SNF)
1 Volunteer Coordinator (RFE)
1 Field Investigator (SNF)
1 Field Investigator (RFE)
1 Elder Abuse Investigator
35 hours (FTE)
35 hours (FTE)
35 hours (FTE)
35 hours (FTE)
20 hours (.5 FTE)
35 hours (FTE)
20 hours (.5 FTE)
Of the 42 volunteers, 1 is assigned to Saratoga facilities. Ombudsman
staff investigators also visit facilities where no regular volunteer is
present and respond to any complaint or abuse report. The staff also
monitors all case /compl.aint work, assists in difficult cases and provides
on -going training, supervision and support to volunteer Ombudsman.
When necessary, the Ombudsman calls in other agencies to assist in resolving
problems - including local law enforcement, Senior Adult Legal Services,
Licensing and Certification, Public Guardian, Medi - Cal /Medi -Care staff and
the Medi -Cal Fraud Unit.
The frail elderly Saratoga citizens living in nursing homes and residential
care homes need someone from the community to monitor their care, protect
their rights and keep the facilities accountable for the quality of care
they are providing.
2. Address and location of project.
Listed below are the facilities served by the Ombudsman Program. Ombudsman
volunteers live in Saratoga or its neighboring communities.
SKILLED NURSING FACILITIES: (SNF'S) 41 OF RESIDENTS
1. Odd Fellows Nome of CA Infirmary 68
145 Fruitvale Avenue
2. Our Lady of Fatima Villa 85
20400 Saratoga - Los Gatos Road
3. Saratoga Sub -Acute Hospital 38
18611 Sousa Lane
- 5 -
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
RESIDENTIAL FACILITIES FOR THE ELDERLY (RFE'S)
1. Odd Fellows Home of California
14500 Fruitvale Avenue
2. Tender Loving Care
12066 Carol Lane
3. Saratoga Residential Care Home
18611 Sousa Lane
2. Project objectives are detailed as follows:
# OF RESIDENTS
174
4
25
a) Unduplicated contacts = 106 of Saratoga's 394 elderly in Skilled
Nursing Facilities and Residential Facilities for the Elderly.
This constitutes27% of the service population. Personal contact
is made to introduce program and to advise residents that the
program's assigned Ombudsman is available to help the resident
with problems or concerns without charge.
The target population will be those Saratoga residents who are frail
elderly and low and moderate income (Medi -Cal and SSI). Names and addresses
of facilities are listed on pages 5 and 6.
To meet objectives, the program must recruit, train, assign and supervise
volunteer Ombudsman to visit Saratoga residents. The average Ombudsman
stays in the program one to two years; therefore, recruitment and training
are on -going activities.
3. The outcome of the project will be:
a) Open and resolve 6 cases in FY 1990 -91.
b) Conduct 1 in- service training at facility site on patient
rights.
E) Provide 2 community education programs or additional
bulletins to Saratoga service providers.
4. Objectives will be met by delegating staff and volunteer to
serve Saratoga residents and by supporting and assisting
complaint investigations including elder abuse problems.
5. There are no other programs which offer this advocacy service.
In addition, the volunteer method is the most cost effective
since they provide free service to a client population from
whom we ask no fee. Costs of operation are for program staff
who train and supervise volunteers.
-6-
CITY OF SARATOGA
CDBG PROGRAM
LONG TERM CARE OMBUDSMAN PROGRAM
1990 -91
*Salaries $149,663
Benefits 35,121
Rent 24,964
Telephone 4',515
Printing and Postage
(equipment maintenance) 4,767
Supplies 3,500
Training /Travel 2,315
Transportation (local) 3,194
Accounting 5,319
Dues and Subscriptions 1,366
TOTAL $234,724
*Includes $6,133 for Catholic Charities
Administrator of Aging Division:
Supervisory function.
- 7 -
CITY OF SARATOGA
CDBG PROGRAM
C. PROJECT BENEFICIARIES
1. Total population are 394 frail elderly residents of six Saratoga
long term care facilities.
2. Approximately 27% of the_394 residents (106) are the projects
target.
3. The 106 potential clients are scattered among the six facilities
listed.
4. See facility list on pages 5 and 6.
5. All 100% of clients in skilled nursing facilities (SNF - or nursing
homes) and residential facilities for elderly suffer from at least
one disability, including physical frailness as a result of advanced
age.
6. Data on income and disability comes from the California Department
of Aging, Santa Clara County Council on Aging and information
associated with case investigations.
California continues to have the largest long term care (LTC) pop-
ulation in the United States, with Santa Clara County having the
fifth largest LTC population in California.
D. PROJECT MANAGEMENT
1. The Program Director is responsible for overall management, inter-
pretation and implementation of laws and regulations which guide
long term care Ombudsman, recruitment and training of volunteers,
staff development, fund development and budget, contracting and
liason with related agencies.
2. Staff volunteer coordinators supervise the recruitment, training
and placement of volunteers and monitor facility coverage. Staff
also make site visits to introduce volunteers, to handle coverage
when volunteer is unavailable, to respond to complex or elder abuse
investigations.
Office staff receive incoming phone complaints and requests
for assistance.
42 volunteers are certified. An average of 62% make regular
visits any given month; where assigned, most volunteers visit
weekly.
3. See activity time schedule.
4. See activity time schedule.
- 8 -
JHUJLl.I IANML
'ROJECT NUMBER
Long Term Care Ombudsman
ponsible Staff Person(s) and
pproximate Percentage of
ime Allocated to Activity
Program Director
Volunteer Coordinator
(SNF)
Volunteer Coordinator
(RFE)
PROJECT WORK PLAN
1990 -91 FY
Activity for Period
Quarterly
(1 month or 3 month period)
A.1) Monitor report data and - preparation.
2) Conduct first training class.
3) Supervise 2 additional recruitment classes.
4) Oversee - education materials, training
delivered to facilities and public con-
sumers.
B.1) Supervise SNF volunteer field activity.
2) Monitor SNF case work and documentation.
3) Participate in recruitment efforts /program.
4) Develop and deliver on -going training
sessions.
C.1) Supervise RFE volunteer field activity.
2) Monitor RFE case work and documentation.
3) Participate in recruitment efforts /program.
4) Develop and deliver on -going training ses-
sions.
City of Saratoga ..
Products or Milestones for
1) Produce timely semi - annual
reports: January & July
2) Graduate and assign volun-
teers, December 1990.
3) Complete 2 sessions for nev
volunteers, June 1991.
4) Provide report narrative or
2 education meetings or
bulletins, June 1991.
) Sign off on monthly actives
ty sheets.
Review /close all case work.
Special events & October
lass.
) Monthly meetings held to
eep volunteers certified.
) Sign off on monthly activ-
ty sheets.
Review /close all case work.
Special events & October
lass.
) Monthly meetings held to
eep Volunteers certified.
PROJECT NAME i i NG TERM ('ARE OMaunsMAN PROGRAM
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
Investigators (SNF & RFE)
Page Two (continued)
City of Saratoga
PROJECT WORK PLAN
Fifteenth Program Year
FY 1990 -91
Activity for Period
4-1 *y -----
1 month or 3 munth period)
D. (1) Receive and investigate complaints in facilities
(Saratoga) where volunteers not assigned.
(2) Open cases for Saratoga clients.
(3) Provide support for elder abuse reports, invest-
igations, education.
(4) Attend community licensing meetings & other agency
strategies, problems, citations.
Products or Milestones for
Quarters ,
(1) Field activity reports
completed (on- going).
(2) Case log completed (on -go:
(3) Phone duty - I & R for
community /Saratoga(on -goi►
(4) Provide consultation to
Director & Volunteer Coor-
dinators as needed
(on- going).
PROPOSED_IMPLDIENTATION ACTIVITY TINE SCHEDULE Page One
List in detail the major activities to be undertaken to implement the project
and the scheduled time they will begin and-be completed. Once approved. projects
wtll be closely monitored during Implements Lion 'according to this time schedule:
PROJECT: LONG, TERM CARE OMBUDSMAN PROGRAM
ORGANIZATION: Catholic Charities of Santa Clara County
Program Year FY 1990 -91
Date Prepared December 1989
xneduie Prepared by:
*Program has already held 2 formal recruitment /training dr1yes during current_ service year.
With increased funding for 2 FTE Volunteer C:oorainators, a third session in 1990 -91
would be possible.
PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE
List in detail the major activities to be undertaken to implement the project
and the scheduled time they will begin and,be completed. Once approved, projects
will be closely monitored during Implementation 'according to this time schedule:
PROJECT: LONG TERM CARE OMBUDSMAN PROGRAM
ORGANIZATION: Catholic Charities of Santa Clara County
Title
of
Activities
7. Conduct /in-
service trainin
or community
education.
8. Develop /dis-
tribute 2 educa
tional programs
bulletins.
M o n t h s E n d i n g
)/31 8/31 9/30 10/31 11/31 12/31 1 1/31
Schedule Prepared by: Donna Donahue
X
Program Year FY 1990 -91
Date Prepared December, 1089
2/28 3/31 V30
X
I
5/31 6/30
9
LOS GATOS • MONTESERENO • SARATOGA
January 11, 1990
Ms. Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. King:
Attached is a completed proposal for Human Services Funds for FY 1990 -91.
We greatly appreciate your consideration of Transit Assist's request for.
operating funds.
A grant from the City of Saratoga Human Services Grant program will assure
continued transportation service to the senior and handicapped populations in
Saratoga, Monte Sereno and Los Gatos.
Please contact me at 395 -2010 if we can provide any additional information.
Sincerely,
`Lauren J. Mende, Transit As ist
rogram and Operations Manager
LJM:dr
Attachments
CSD04:A: \transit.ast \carolyn.kng
208 East Main Street • Los Gatos, CA 95032 • Phone (408) 395 -2010
�5
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME TRANSIT ASSIST JOIPJT POWERS AGENCY
ADDRESS 203 E. Main Street
Los Gatos, CA 95032
NAME /TITLE OF PROPONENT Lauren Mende, Transit Assist Manager
SIGNATURE
TELEPHONE NUMBER (408) 395 -2010
PROJECT NAME Transit Assist
DOLLAR AMOUNT OF FUNDS REQUESTED $ 10,000
PROJECT ABSTRACT (Limit statement to space provided.)
The Transit Assist program is a public, non - profit, demand responsive
oaratransit service, providing transportation to seniors and handicapped
who are transportation deficient and reside within the sphere of influence
of Los Gatos. Saratoga and Monte Sereno. Eligible clients are provided
transportation to doctor's offices,_medical /rehabilitation facilities,
grocery stores, daycare centers, schools, social events, banks /legal insti-
tutions; and bus stops for connection with other transportation services.
A. Description of Applicant Agency
Project Location: Saratoga City -wide, Los Gatos and Monte Sereno
Organizational Structure: See Appendix A
The Transit Assist program is a demand - responsive paratransit service which
was established for the purpose of providing transportation to seniors and
handicapped who are transportation deficient and reside within the sphere
of influence of Los Gatos, Monte Sereno, and Saratoga (which includes
incorporated, unincorporated, and mountain areas). Transportation is
provided via the use of Transit Assist -owned wheelchair- accessible
vehicles, volunteer escort drivers (using their vehicles). The majority
of transportation services provided are for life- sustaining purposes;
medical appointments given the highest priority. Other destinations
include, but are not limited to: grocery stores, banks, legal institutions,
daycare centers, schools, social events, and bus stops for connection with
other transportation services. Our target population consists of residents
with the greatest needs - -the elderly, the handicapped, the frail, those
with low incomes and those senior and handicapped persons living alone.
Transit Assist provides 13,000 desperately needed passenger trips per year
to our targeted population through efficient use of our vehicles and
volunteer drivers.
The fare required from a client for transportation is approximately 10
percent of the actual cost to the Van Component (there is no charge for
Volunteer Component services).
Transit Assist is a public, non - profit community service.
Transit Assist provides approximately 13,000 rides per year. Out of 13,000
rides, Saratoga residents received 3,500 rides during FY 1988 -89. The
program anticipates providing 3,800 rides to Saratoga residents during FY
1989 -90, and possibly a greater number during FY 1990 -91.
The following data identifies the cost per passenger trip for FY 1989 -90
and FY 1990 -91 and the cost to provide service to Saratoga residents.
FY 1989 -90
3,800 SAR Rides X 13.20 cost per passenger trip: $50,160
FY 1990 -91
4,000 SAR Rides X 13.86 cost per passenger trip: $55,440
The $4,000 received from CDBG funds in FY 1988 -89 bought 328 Saratoga
rides. Funds received in FY 1989 -90 will buy 379 Saratoga rides. The
$10,000 requested from Human Services funds in FY 1990 -91 will buy 722
Saratoga rides.
-2-
B. Project Purpose and Objective
It is the objective of Transit Assist to provide transportation in FY 1990-
91 at current status quo levels:
Passenger Trips - 13,000 /year
Wheelchair Units - 2,000 /year
Handicapped Units - 1,700 /year
(Under 60 years)
Shared Rides - 7,000 /year
Target No. Elderly Persons - 9,000
Population: No. Handicapped Persons - 2,000
Client Total Registered - 600
Population: No. Wheelchair bound 315
Primary transportation deficiency exists among the elderly and handicapped
population within the Transit Assist community -- Los Gatos, Saratoga and
Monte Sereno. In addition, Transit Assist has the highest percentage of
wheelchair users in the Santa Clara County, which makes van wheelchair
accessibility vital in this service area. Due to primarily higher than
average jurisdictional populations of elderly and handicapped persons, and
the lack of effective private taxi service to the West Valley areas (of
Santa Clara County), the participating jurisdictions identified a need
for expanded transit service to those persons who could not effectively
utilize the existing public transit system for physical or economic
reasons.
Evidence of Community Support
In a recent FY 1989 -90 survey conducted by Information and Referral
Services in Santa Clara County, Transit Assist users rated the program very
highly in the following areas:
1. Availability of Service
2. Courtesy of Staff
3. Courtesy of Drivers
4. Cleanliness, Comfort and Safety of Vehicles
C. Project Beneficiaries
The primary population to be served by the Transit Assist Program are the
elderly (age 60 +) and the disabled residents of any age of the three
participating cities.
Total Number of Persons in Service Area 59,601
Number of Low and Moderate Income Persons in Service Area 15,819
Percent of Low and Moderate Income Persons to Total Number
of Persons in Service Area 26.5%
-3-
Number of Elderly Persons 8,572
Number of Handicapped 1,485
Data Sources - 1980 Census
D. Project Management
Project Management and Administration is described by Appendix A and
attached job description
Monitoring and Program Performance and Evaluation of Program Effectiveness:
The most significant statistic, "transportation units ", serves as
a tangible measure of program performance. In addition, the
program's governing board, the Transit Assist Joint Powers Agency
Board (TAJPA) (see attached Board description), the Town of Los
Gatos, the Santa Clara County Paratransit Coordinating Council and
the Metropoli tan, Transportation Commission all monitor the program's
performance and evaluate whether the program is meeting the needs
of the community.
4-
CSD04:A:\transit.ast\carolyn.kng
PROJECT NAME TRANSIT ASSIST
PROJECT NUMBER
PROJECT WORK PLAN
Fifteenth Program Year
1990 -91 FY
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
LAUREN Mende (Manager)
75% 30 hours /week
REGINA FALKNER (Manager,
Community Services Division,
Town of Los Gatos)
10% 4 hours /week
LAUREN Mende(Manager)
25% 10 hours /week
DEAN COURIS (Program Asst.)
] % 30 hours /week
ADMINISTRATIVE SECRETARY
10% :.4 hours /week
PAID PART -TIME DRIVERS
100% 120 hours /week
VOLUNTEER DRIVERS-
100% 20 -25 hours /week
CLERICAL VOLUNTEER
100% 8 hours /week
Activity for Period
1 month or 3 munth period
Administration of the Program
Administration of the Program
Operations of the Program
Operations of the Program
Clerical Support to the Program
Operations - Direct Services
Operations - Direct Services
a
Clerical Support and Special Projects
City of Saratoga
Products or Milestones for
Each Quarter
Each Quarter
•' Each
Quarter
Each Quarter
Each Quarter
Each Quarter
Each Quarter
Each Quarter
MONTIiLY PROJECT BUDGET
1990/91
Agency Name TRANSIT ASSIST
Project Transportation
DATE January 12, 1990
19 90
1
1991
LINE. ITEM
JUL
AUG
SEP
OCT
NOV
DEC
JAN
i �cB
MAR
APR
MAy
JUN
TOTAL
SALARIES
I
Personnel
10,049.16
I
120,590
Benefits
1,466.66
17,600
OFFICE EXPENSE
Rent
490.25
EXPE
DITURES
ARE ANTI
IPATED
0 BE TH
SAME F
R EACH I
NTH
5,883
Telephone
125.00
1,500
Postage
125.00
1,500
Printing
50.00
600
25.00
300
Travel (Auto Allowance
20.001
240
Adverti9i;ng & Publicit )
50.00
600
Vol. Driver Mileage
66.66
800
Memberships & Mileage
41.66
500
OTIIER EXPENSES
Audi a Services
125.00
1,500
Contract Services
676.66
8,120
Insurance
0
0
Vehicle Maintenance
500.0
6,000
Gas and Oil
558.33
6,700
TOTAL
14,369.38
172,433
will be closely monitored during is�plementatiod' ccording toc this ptin@ schedule:• P "
Date Pre eyed- 1 _! 1 � !.9.0
PROJECT: TRANSIT ASSIST
ORGANIZATION: TRANSIT ASSIST JOINT POWERS AGENCY .
Title --
of
M o a t h s
6 w d
.
i n g
Activitiee 7/31 8/31
9/30 10/31 11131
12/31
- '
1/31 2/20 3/31 4130 5/31
Arrange and pro-
vide transporta- 1.083 1,083
1,083 1,083 1,Q83
1,083
6/30
1,083 1,083 1,084 1,084 1,084 1,084
Assn to Transit
Rides Rides
Rides Ride Rides
Rides
Rides Rides Rides Rides Rides Rides
CONTINUOUS jPROG
M
Schedule Prepared by: Lauren J. Mende Program and Operations Manager
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Saratoga Area Senior Coordinating Council
ADDRESS P.O. Box 3033 - Saratoga, CA 95070
Site Location: 19655 Allendale avenue, Saratoga, CA 95070
NAME /TITLE OF PROPONENT Keith Gordon, Finance Chair
SIGNATURE
TELEPHONE NUMBER (408) 867 -3438 Ext. 257
PROJECT NAME Saratoga Adult Day Care Center _-
DOLLAR AMOUNT OF FUNDS REQUESTED $ 35,000
PROJECT ABSTRACT (Limit statement to space provided.)
Request is made for an appropriation of funds to su ort the o eratinns,
of the Adult Day Care center, which has been open for nearly two years
providing care o rai e erg an respi e for tneir caregrver
are requested to help meet the deficit from reduced participant fees in
the early years of day care operations, when the number of participants
is small and amount of rev nerally lower than expenditures
The Adult Day Care program is not likely to be self- supporting. Participant
revenue has been increasing and is ex ected to continue in the coming fiscal
year. Fund raising efforts continue to augment the Adult Day Care budget.
Fees, foundations and grants are anticipated to provide 55% of the budget
requirements. As of January 1990, the Day Care Administrator is working
full time, and a second program assistant has been added for 15 hours weekly.
SARATOGA ADULT DAY CARE CENTER
PROPOSAL NARRATIVE
FISCAL YEAR 1990 -1991
A. Description of Applicant-Agency
1. See the application for Senior Center program support funding. The Saratoga
Center for Adult Day Care opened in late January 1988 with a license to accomodate
up to thirty (30) frail elderly persons at any one time. It is an extension of the
Senior Center, adjacent to a new industrial kitchen and has space for privacy and
rest periods for those persons who cannot participate fully in the day's regularly
scheduled program. The Administrator and staff of the day care center have office
space adjacent to the activities. Equipment appropriate to the needs of adult day
care has been provided for its operation. The entire Senior Center complex is part
of the Saratoga Community Center adjacent to the City Hall, Post Office, transpor-
tation systems, West Valley College and near local churches.
2. See the application for Senior Center support. About one hundred (100)
persons in the Saratoga area were identified as potential users of a day care
facility, without publicity or formal survey. Seventy (70) of these families were
screened, and one -third found appropriate for participation. The Saratoga Adult Day
Center has served twenty eight (28) families regularly and the Center has contacted
91 families. Continued efforts are made for recruitment of new participants through
outreach and publicity. Inadequate transportation and lack of personal assistance
to use the Transit Assist service is a barrier for some area residents who.might use
the facility.
Experience of other day care operations indicates a slow beginning and con-
trolled growth over the initial years. Full capacity is generally reached within
three years, when a waiting list must be established.
Application for a modification in licensing has been made to increase non -
ambulatory persons to 15 ( one half vs. one third of the total).
Intensive marketing efforts were undertaken in March 1989. These included
designation of church liaisons, inclusion in telephone directories in regular and
social service listings, paid advertisements in area papers, and announcements in
the newspapers, radio, and cable TV. Flyers and posters have been distributed.
These marketing efforts have paid off and referrals are coming from a wide
variety of sources. The goal for participation is 20 families three days weekly by
January 1, 1991. A fourth day will be added when necessary.
Increase of 33% growth in participation has occurred since the Center
opened a third day.
Of the 28 participants served in 1989, 82% were female, the average age was
80 years, 3 months; half were ambulatory and half non - ambulatory, 42% lived with a
daughter, 14% with a son, and 21% with spouse; 32% of participants had been diag-
nosed Alzheimers, dementia, or confusion. Fourteen percent (14 %) are stroke victims.
Eleven (11 %) have Parkinson's abd 29% are frail due to age.
-2-
B. Proiect Purpose and Obiective
1 -5 The Day Care Center is specifically designed to reach the frail elderly
population of the Saratoga area, persons generally seventy -five (75) years and over
(the fastest growing segment of the older population) as present resources are
insufficient to serve them. The target population is on fixed, low to moderate
income, and either lives alone or with family members, some of whom are employed.
The Center currently serves nineteen (19) persons three days weekly for a minimum
of five (5) hours a day. A hot nutritious meal is provided at noon. Recreational,
social, educational, and fitness oriented activities comprise the structured program,
since the objectives of a Day Care center are to provide respite for family care-
takers, and socialization, and mental stimulation through carefully guided activities
for each participant. The ultimate objective is to prevent, delay or avoid insti-
tutional care.
Day care services are a most desirable alternative to more costly and more iso-
lated institutional care, if this should be the only other choice for the family or
individual. The average cost of nursing home care in California has been pegged at
$22,000 (Family Survival Project, Spring 1989).
The budget projections for 1990 -91 and the income anticipated from the 20 partici-
pants analyzed for three days weekly indicate a cost of service in the Saratoga
Adult Day Care center at $5.05 hourly. This figure has decreased from the prior
year's cost of $6.79 hourly. It provides professional supervision and stimulating
activity in an attractive facility for much less than the cost of good domestic help.
If the families of the 6 Adult Day Care participants who died while using this
program in 1989 had paid for one year in a skilled nursing facility, they would have
spent $264,000. This cost saving is the major mandate of adult day care to prevent
or delay institutionalization in costly skilled nursing facilities. In addition,
all feel the quality of life in later years is greatly enhanced.
C. Project Beneficiaries
1 -6 See the summary from the 1980 Census and other sources on demographics
on page 3 of the narrative requesting Senior Center support. Note that the
aging population then numbered 4,015 and the number of handicapped persons numbered
675. As the end of the decade approaches, both these figures will have increased;
the identified individuals ready to use a Day Care Center will be multiplied many -
fold as availability of such a service becomes known.
Each participant pays a minimum of $6 daily with fees based on a sliding scale
adjusted from the full fee of $25. The average payment in 1989 was $13.45. Seventy
six percent (76 %) of the Adult Day Care Center participants have low to moderate
income, and this percentage is likely to increase. This is consistent with the
demographics of this age group.
Statistice for this group of people are volatile. Of the 20 participants who
left the Adult Day Care Program in 1989, six died, eight moved into skilled nursing
or residential care, and six moved elsewhere. This flux affects census and revenue.
-3-
D. Project Management
1 - 4 The project will be administered by the Saratoga Area Senior Coordinating
Council's Board of Directors through the full time Executive Director and full time
Day Care Administrator and part time Program Director, and two Program Assistants.
Trained volunteers help in the operations of the Center, with some contractual
services for classes, programs, and meal service as needed. The Adult Day Care Center
Advisory Committee Chair serves as third vice - president of SASCC. This group of key
local persons meets monthly for planning, development and program direction. Case
management services will assist in monitoring also. Continuing efforts are made to
seek new funding sources.
Ten percent of the Executive Director's and five percent of the part time
Administrative Assistant's salaries and benefits are from the general operating
budget of the Saratoga Area Senior Coordinating Council to the Saratoga Adult Day
Care.
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Second Harvest Food Bank of Santa Clara and San Mateo Counties
ADDRESS 297 Commercial Street, San Jose, California 95112
NAME /TITLE OF PROPONENT Cynthia McCown, Program Manager
SIGNATURE u/ ���( —1�� 3 G1✓1/7C %�, ;7i�
TELEPHONE NUMBER (408) 286 -9170
PROJECT NAME Operation Brown Bag - Saratoga
DOLLAR AMOUNT OF FUNDS REQUESTED $ 2,500
PROJECT ABSTRACT (Limit statement to space provided.)
Operation Brown Bag is a supplemental food program currently serving
over 7,300 low- income senior citizens in Santa Clara County. The program
provides to members a weekly supplemental bag of food, nutrition, health
and consumer programs, and social enrichment for a nominal donation of
$7.00 /year.
City of Saratoga
Human Services Grant Program
Fiscal Year 1990 -91
Submitted by: Second Harvest Food Bank of Santa Clara and San
Mateo Counties
A. Description of Applicant Agency
1. Second Harvest Food Bank of Santa Clara and San Mateo
Counties is a nonprofit organization located in San Jose,
California, with a branch office in San Mateo. An
organizational chart is attached.
2. Second Harvest Food Bank provides food, information, and
volunteer opportunities to the people of Santa Clara and
San Mateo Counties. Each year, approximately 11 million
pounds of donated food are mobilized that otherwise may
have been wasted.
Second Harvest Food Bank provides service indirectly to
over 85,000 people by distributing large quantities of
food to qualified nonprofit organizations who, in turn,
distribute it to over 250 locations in Santa Clara and
San Mateo Counties. Second Harvest Food Bank also
provides monthly nutrition education classes to over
2,500 persons who receive food assistance.
Second Harvest Food Bank relies on a volunteer work force
of over 1,500 persons each month. Many are in need of
food themselves and are offered a "thank you" bag of food
for their services.
Through Operation Brown Bag, Second Harvest Food Bank
provides a weekly bag of food to 8,800 low- income seniors
in both counties. The seniors receive a program
newsletter four times a year, and they may participate in
nutrition, health, and consumer education projects/
activities held bi- monthly at the sites.
B. Project Purpose and objectives
1. The project is designed to help supplement the
nutritional needs of and provide social enrichment to
low- income seniors who are Saratoga residents.
The high cost of living in Santa Clara County is
reflected in the high limits for very.low and low income
persons; the limits are much higher than the federal
poverty guidelines. Nearly 75 percent of single county
elders have incomes at or below the county low- income
standard (Council on Aging of Santa Clara County, Inc.;
May, 1989).
According to a University of California, San Francisco
study, one -fifth of men over age 55, and one - fourth of 55
-1-
y.
City of Saratoga
Human Services Grant Program
Fiscal Year 1990 -91
Submitted by: Second Harvest Food Bank of Santa Clara and San
Mateo Counties
to 64 year old women who live alone have nutrition poor
diets (Mercury News; May, 1988). As they are forced to
choose between a warm place to live, decent health care,
and food, seniors today have to skimp on the food they
eat in order to satisfy the other necessities of life.
Since senior citizens often spend 50 percent of their
income for rent, this leaves little for nutritious, well
balanced meals (Nutrition for the Elderly, 1979).
2. The target population includes Saratoga residents who are
60 years of age or older (55 years of age if handicapped,
which must be verified by a physician). Members earn
less than $700 /person /month, or $950 /couple /month.
Objectives:
a. Each week, Brown Bag members will receive 8 -10 food
items to supplement their diets.
b. Quarterly, members will receive a newsletter filled
with recipes, nutrition information, and project
news.
C. Four times a year, members will have an opportunity
to participate in nutrition and health activities.
d. Brown Bag members who are volunteer workers are given
weekly tasks and attend two social functions each
year in recognition of their efforts.
3. Desired outcomes and benefits:
a. Food that otherwise may have been wasted is
distributed to the needy. The members' diets and
economic positions will benefit.
b. The newsletter will teach members new ways to prepare
donated food. Members will also learn ways to
maintain their health and ways they can help, and be
helped, by the program.
C. Educational activities planned at the sites may
improve the social, economic, and nutritional well-
being of the members. Examples of topics covered
are: blood pressure monitoring; emergency
preparedness; and cooking hints for one and two
people.
-2-
City of Saratoga
Human Services Grant Program
Fiscal Year 1990 -91
Submitted by: Second Harvest Food Bank of Santa Clara and San
Mateo Counties
d. Fourteen percent of the membership gain social
contacts and are recognized for helping their peers
through their volunteer work.
C.
4. Second Harvest Food Bank operates in a most cost -
effective manner through the use of volunteers. Last
year, for every dollar received, Second Harvest Food Bank
returned twelve dollars in donated food and volunteer
services to the community. The basic approach for
meeting the objectives of Operation Brown Bag is similar
to and is coined in the motto, "Seniors Helping Seniors."
Donated food is delivered in bulk to the sites, where
seniors pack it into bags and distribute it to their
fellow seniors.
Handicapped and shut -in members have their bags delivered
to them by other seniors.
5. Meals at neighborhood senior centers are an alternative
means of nutritional supplementation and social contact
for seniors. The local center offers one meal weekly for
$1.25. In comparison, Brown Bag members receive 8 -10
items weekly for $7.00 /year.
Project Beneficiaries
Service Area - Present
City of Saratoga Membership
1. Total population re- 29,900* 62 * **
siding within the (75 ind.)
service area.
2. Total number of low 6,600 ** 62 * **
and moderate income (75 ind.)
persons residing within
the service area.
3. Total percent of low to 22% 100%
moderate income residents
compared to the total
number of residents re-
siding within the service
area.
4. Total number of elderly 4,015 ** 62 * **
persons within the service (75 ind.)
area.
-3-
City of Saratoga
Human Services Grant.Program
Fiscal Year 1990 -91
Submitted by: Second Harvest Food Bank of Santa Clara and San
Mateo Counties
Service Area - Present
City of Saratoga Membership
5. Total number of handicapped 675 ** 4 * **
persons within the service (7 shut -
area. ins)
6. Data sources for questions #1 -5 above:
* Saratoga Planning Office, 1986.
** Saratoga Senior Center: Saratoga Social Needs
Assessment; Community Forum, Public Hearing, Saratoga
Council on Aging, Santa Clara County Transit Assist.
Follow up data 3- 11 -82; Public hearings conducted by
City of Saratoga, January, 1983, 1984, and October,
1985.
* ** Second Harvest Food Bank of Santa Clara and San Mateo
Counties.
D. Project Management
1. Second Harvest Food Bank distributes food, supplies, and
information to the volunteers at each site. The
volunteers are organized by the Site Chairperson. Second
Harvest Food Bank's Brown Bag Site Supervisor
periodically visits the sites and monitors functions.
The Program Manager oversees all phases of the entire
program and reports to Second Harvest Food Bank's
Executive Director.
In order to become a Brown Bag member, individuals submit
an application form and a $7.00 fee for annual membership.
The applications are screened by the Program Manager.
Membership is effective the following week. A sample
application is attached.
2. Staff
Percent of time spent at
Saratoga Site
Program Manager 1.5%
Site Supervisor 2.5%
Delivery Drivers 1.5%
Community Nutritionist 1.5%
(Job descriptions are attached)
-4-
a:
City of Saratoga
Human Services Grant Program
Fiscal Year 1990 -91
Submitted by: Second Harvest Food Bank of Santa Clara and San
Mateo Counties
3. Proiect tasks and time frames:
a. Brown Bag distribution Weekly
b. Newsletter publication /distribution Quarterly
C. Nutrition, health and consumer Bi- monthly
education classes
d. Volunteer recognition functions Semi - annually
4. The project's progress is monitored through a monthly Site
Chairperson's meeting. The Program Manager, Site
Supervisor, and Chairpersons from each site are involved
in the meeting.
The effectiveness of the project is monitored annually by
the Client Compliance Survey, which is evaluated by the
Site Supervisor and the Program Manager who, in turn,
prepare a report for Second Harvest Food Bank's Executive
Director.
-5-
PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE
List in detail the major activities to be undertaken to Implement the project Program Year FY 1990/91
and the scheduled time they will begin and-be completed. Once approved, projects
will be closely monitored during Implementation 'according to this time schedules Date Prepared December 28, 1989
PROJECT: Operation Brown Bag - Saratoga
ORGANIZATION: Second Harvest Food Bank of Santa Clara and San Mateo Counties
��• ���•< <1cparea Dy: Cynthia McCown
Program Manager
i
MONTHLY PROJECT BUDGET
1990/91
Agency Name Second Harvest Food Bank of Santa Clara and San Mateo Counties
Project operation Brown Bag - Saratoga
DATE December 28, 1989
LINE. ITEM
JUL
AUG
SEP
OCT
NOV
DEC
JAN
;is
MAR
APR
MAY
JUN
TOTAL
1990
1991
SALARIES
Personnel
Benefits
OFFICE EXPENSE
Rent
104
104
104
104
104
104
104
104
104
104
104
106
Telephone
1,250
Postage
Printing
Supplies
Travel
Utilities
104
104
104
104
104
104
104
104
104
104
104
106
Equipment
1,250
Dues and Subscriptions
OTHER EXPENSES
Accounting Services
Contract Services
Insurance
Conferences
Miscellaneous
TOTAL
208
208
208
208
208
208
208
208
208
208
208
208
2,500
1N E
ti
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■
w�
���
.�G
S
January 18, 1990 L
Ms. Carolyn King
Members of the City Council
City of Saratoga
13777 Fruitvale Avenue
Saratoga, California 95070
Dear Ms. King and Members of the Council:
Enclosed please find the funding proposal for LIVE OAK ADULT DAY
SERVICES for fy 1990 -91. This agency continues to be a stable
and important resource to frail elderly and handicapped adults
who are Saratoga residents and a vital support for their
families. We know that you are well aware of the value of adult
day care and we appreciate greatly the inclusion this year of
LIVE OAK in the City's budget.
With four board members, the executive director and
administrative assistant all Saratogans, we feel very much like a
"resident" program even though we are down the road a bit.
During the past six months, 270 hours
Saratoga clients and we anticipate
Saratoga residents enrolled at this
Jose location is a reality, there is
growing demand for service to this
continue to applaud the efforts of
C.A.R.E. program and are delighte,
increasing there, as well.
of service were provided to
that there will always be
Center. Now that our San
adequate space to meet the
immediate community. We
the program staff of the
3 that the enrollment is
If I can provide any further information regarding this proposal,
please do not hesitate to contact me.
With best wishes,
Leta Friedlander
Executive Director
Enclosure
LF /dr
19 High School Court 3257 Payne Avenue
Los Gatos, California 95032 ♦p A United Way Agency San Jose, California 95117
(408) 354 -4782 (408) 985 -6744
IL
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME LIVE OAK ADULT DAY SERVICES
ADDRESS 19 High School Court
Los Gatos, California 95032
NAME /TITLE OF PROPONENT Leta Friedlander, Executive Director
SIGNATURE
TELEPHONE NUMBER (408) 354 -4782
PROJECT NAME Adult Social Day Care - LIVE OAK ADULT DAY SERVICES
DOLLAR AMOUNT OF FUNDS REQUESTED s5,000
PROJECT ABSTRACT (Limit statement to space provided.)
LIVE OAK ADULT DAY SERVICES is a nonprofit community service project which
provides a program of social day care for frail elderly and handicapped adults.
It is the goal of this program to significantly improve the quality of life for
its participants and enable them to remain in their own homes and community rather
than be placed in institutional care. The companion goal of this agency is support
and respite for those family members who serve as caregivers for their dependent
relatives.
LIVE OAK ADULT DAY SERVICES
PROPOSAL /CITY OF SARATOGA
January, 1990
AGENCY DESCRIPTION
LIVE OAK ADULT DAY SERVICES is a nonprofit, human services agency
which provides social day care for frail elderly and handicapped
clients who, due to their disabilities, i.e. Parkinson's Disease,
Stroke, onset of Alzheimers Disease, etc., are unable to live
independently nor able to participate in other community programs
for seniors.
The agency is presently located at 19 High School Court in Los
Gatos and at 3257 Payne Avenue in San Jose. The Los Gatos Center
is open every weekday from 9:30 a.m. to 3:30 p.m. and on two
Saturdays each month. An average of 20 clients attend daily.
The San Jose Center opened June 9, 1989 and enrollment was
immediate. It currently operates four days a week with the same
hours, program and staff as the original site. Eighteen to
twenty -one clients attend each session. Both centers are
aesthetically pleasing - as well as functionally sound for our
aged clientele. Decorative fencing contributes to the safety of
our clients along with handicap access ramps, modified restrooms
and widened doorways. The agency is licensed by the State of
California through Community Care Licensing, the Health
Department of Santa Clara County, the Fire Department, and the
Senior Nutrition Project of Santa Clara County.
Programming includes adaptive physical exercise every day,
reality orienting discussions, music, crafts and painting
lessons, slide presentations, games, holiday celebrations,
presentations, etc. A hot lunch is served each program day,
snacks and beverages are available throughout the day. Speech
therapy and support group counseling is offered by trained
therapists to all clients who will benefit from these activities.
Enrichment classes for our clients are provided by the Community
Development Department of West Valley College. Health Screening
is done by nurses from The Health Place in Los Gatos, and student
nurses from both San Jose State University and Mission College
use this program as an intern site presenting a variety of health
related programs.
In addition to the recreational and socialization opportunities
provided for the participants, this program allows an equal
number of hours of respite to their caregivers. Consultation and
referrals to other community services is provided to all
participating families and to the community at large by the staff
on an ongoing basis. Crisis counseling is available as needed.
PROPOSAL /CITY OF SARATOGA
January, 1990
STAFF ORGANIZATIONAL STRUCTURE
The agency is administered by an Executive Director who is
responsible for overall management of the organization - funding,
public relations, personnel, insurance, etc. Along with
expansion of the agency to two locations, there are now two
Program Directors who are responsible for developing appropriate
programming, supervising the program staff, developing volunteer
involvement, performing in -home assessments of prospective
clients, etc. The staff also includes ten PROGRAM SPECIALISTS
who work part -time schedules keeping the client to staff ratio at
one to seven, a full time ADMINISTRATIVE ASSISTANT, and a part -
time CLERK. VOLUNTEERS donate many hours both in
professional /advisory capacities (i.e. accounting) and direct
client interaction (i.e. serving meals, music presentations, one -
on -one conversations, assistance with crafts, etc.) More than
270 vounteer hours are donated each month.
The agency is governed by a fifteen member Board of Directors,
four of whom are Saratoga residents. The Board and the Executive
Staff set policy and strive to maintain this program at the very
highest standard of care for the frail aged of this community.
PROJECT PURPOSE AND OBJECTIVE
The concept of adult day care is now widely recognized as a
necessary component in the continuum of human service needed in
each community. As the population ages, an ever increasing
number of families are caring for elderly parents, and often
handicapped spouses, in the home setting. Adult day care
provides programming for the frail senior that is both
stimulating and health promoting. Socialization opportunities
exist within the day care program that would otherwise be denied
the frail person. Additionally, these programs allow caregivers
the much needed respite from the stress - filled task of caring for
their aged loved one. They are thus allowed the opportunity to
recapture their energies and able to continue.
The social ramifications implicit in these programs are far
reaching. More families remain in tact. Fewer elderly are
placed in nursing and convalescent care facilities. Medical
costs are reduced. The entire economy benefits, along with the
individual and communities involved.
x
PROPOSAL /CITY OF SARATOGA
January, 1990
LIVE OAK ADULT DAY SERVICES' goal is to provide a quality and
life enriching program for the frail elderly, and to provide
support to families within the Saratoga /Los Gatos area, as well
as the larger geographic area. Presently one of only five adult
social day care programs in the County, LIVE OAK ADULT DAY
SERVICES operates every weekday and enrolls clients from San
Jose, Campbell, Santa Clara, as well as the immediate
Saratoga /Los Gatos community. Our staff continues to interact
and cooperate with the day care program staff at the Saratoga
Center to assure the proper placement and care for participants
in both programs. LIVE OAK expects to continue to accommodate
clients from Saratoga who are already part of this program, and
those who need the program more days each week than are presently
available at the Saratoga Center. Priority for enrollment is
extended to the residents of those communities which support the
agency.
PROJECT BENEFICIARIES
During the past year a comprehensive Needs Assessment* of the
senior population was conducted jointly by United Way of Santa
Clara County and the Council on Aging. Results of this effort
show an increase in the over age 85 population of 48.5% during
the past decade. Of these individuals 5 % -12% are in the category
referred to as ''frail" - meaning essentially that they are
dependent on others for their basic living needs. The 1980
census is vastly outdated. The trend nationally is for longer
life spans and survival of major medical emergencies which even
five years ago would have been fatal. The 1990 census will
undoubtedly show that the Saratoga population reflects the
increase in the number of seniors over age 60 and also those
whose conditions require constant supervision.
Enclosed please see a recent breakdown of our clients' city of
residence and income levels. As in the past, the residence
survey indicates a portion of our participants from Saratoga far
surpassing percentage -wise, the amount of financial support this
agency is requesting from the City.
Because of the proximity of LIVE OAK ADULT DAY SERVICES to the
City of Saratoga, it is anticipated that Saratoga residents will
continue to enroll in this program at least until the Saratoga
program is operating every weekday and offers the variety of
programming LIVE OAK currently offers.
* "A Community Challenged" Harder /Kibbe Research
PROPOSAL /CITY OF SARATOGA
January, 1990
PROJECT MANAGEMENT
Please refer to ORGANIZATIONAL STRUCTURE CHART.
JOB DESCRIPTIONS enclosed - Exhibit B
PROJECT BUDGET enclosed - Exhibit C
Outreach by LIVE OAK ADULT DAY SERVICES is conducted on an
ongoing basis so that the community may be aware of the program.
Referrals are received daily from local physicians, social
workers, and community members. As an United Way Agency,
inquiries often originate from contacts to "First Call for Help ",
and United Way referral services, and from corporate personnel
officers seeking assistance for their employees. LIVE OAK in
turn refers to appropriate programs when indicated.
The LIVE OAK program is offered on a sliding fee-scale based upon
the income of participants. Between 80% to 95% of our clientele
at any given time are in the Low Income to Very Low Income
category by HUD guidelines. No one is excluded from this program
due to inability to pay fees. (Approximately 10% of our
participants pay no fee for the program.)
Plans adopted by this agency in December, 1987 and reaffirmed in
November, 1988, provided for expansion of the day care program to
accommodate twice the present number of participants within three
years. As mentioned above, the second center became a reality in
June, 1989. The weekly schedule in San Jose will be extended
from four to five days on April 1, 1990. A Long Range Planning
seminar is scheduled for our Board and Administrative Staff on
March 3, 1990, to chart the future of this agency. All studies
now indicate the need for increased senior services in this
County. The foresight and support for the LIVE OAK program and
the development of the Saratoga Center are surely indications of
the determination of the City of Saratoga to address these needs.
LIVE OAK expects to remain available to residents of Santa Clara
County with a continually stimulating and diverse program
maintained by qualified professionals who are dedicated to
enhancing the quality of life for the frail elderly. The funding
support being requested from the City.of Saratoga is designated
for the Los Gatos site.
- MONTHLY PROJECT BUDGET EXHIBIT c
1990/91
Agency Name LIVE OAK ADULT DAY SERVICES
Project Adult Social Day Care
DATE January. 1990
LINE. ITEM
1987
JUL
1
AUG
SEP
OCT
NOV
DEC
1988
JAN
;c8
MAR
APR
MAY
JUN
TOTAL
SALARIES
I
Personnel
176,513
I
176,513
Benefits
4,800
4,800
OFFICE EXPENSE
Rent
9,000
9,000
Telephone
1,400
1,400
Postage
1,650
1,650
Printing
2,600
2,600
Supplies
8,652
8,652
Travel (Local)
1,400
1,400
Worker's Compensation
2,388
2,388
Equipment Office i &
3,762
3,762
Dues and Subscriptions
200
200
OTNER.EXPENSES
Accounting Services
1,700
1,700
Contract Services
6,920
6,920
Insurance
7,517
7,517
Conferences
600
600
Miscellaneous*
48,386
48,386
TOTAL
277,488
277,488
JCC D6l.A LVL ll1 D\.:CLLt111CV11S DL Cf11lUVW11
�Y-
Miscellaneous:
Janitorial Services & Supplies
9,100
9,100
Payroll Taxes
15,986
15,986
Assistance to Individuals*
15,150
15,150
Membership Dues
300
300
Government Fees
300
300
Professional Growth
1,650
1,650
Fund Development
1,500
1,500
Other
1,800
1,800
Equipment Maintenance
1,100
1,100
Improvements,
1,500
1,500
TOTAL
48,386
48,386
*Includes Cost of meals for San Jose Center ($13,500)
ft
PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE DXHIBIT D
List In detail the major activities to be undertaken to implement the project. • Program Year 1990 -91
and the scheduled time they will begin and-be completed. Once approved, projects
will be closely monitored during implements t ion 'according to this time schedules date Prepared 1/11/90
PROJECT:
Adult Social
Day
Care
ORGANIZATION:
LIVE OAK ADULT
DAY
SERVICES
-- - ..�Fulcu Uy: Leta Friedlander, Executive Director
*Totals derived based on twenty(20) clients per ay, five days per week, 6
= 30,000 hours of service per year at each center. , or 50 weeks
* *10 Client group sessions per month.
** *Meals based upon 20 clients per day, 5 days per week for 56 weeks - at each location.
' FEE POLICY
Exhibit G
LIVE OAK ADULT DAY SERVICES
�I[0�
m
Qe.[��
$ 45{'
$ 6
T 475
$ 7
$ 500
$ 8
S 525
q
1 55{'
$10
S b00
$12
$13
s 7�0
$14
$15
s s0()
$16
$ 850
$17
$ 900
$18
$ 950
$19
� $l000
$21
�l1 o0
$22
�1200
$23
$1300
$24
X140(:!
$25
$1500
$26
Z1600
$27
$200:,
$32
Please note:
LIVE OAK ADUL T DAY SERVICES is a non-phofit.
community service agency. NO ONE IS DENIED
ENROLLMENT DUE TO INABILITY TO PAY FEES.
Please use the above guidelines to determine
what would be the appropriate charge for vqu.
Do not hesitate to contact*the Center Office
(354-4782) should there be any change in your
financial situation which would influence your
ability to pav these charges.
Income from the above fees r'epresents
aoproximatelv one-fourth of the cost of
`
supoortin9 the LIVE OAK program.
6 '8,:_3
m
1N E
•
�l .
? DAY
July 1, 1989 - December 31, 1989
Total Clients - 116
GEOGRAPHIC AREA
Los Gatos
- 23%
Saratoga
- 3%
Campbell
- 6%
Monte Sereno
- 3%
San Jose
- 63%
Santa Clara
- 2%
INCOME LEVEL
Low - 81%
Moderate - 19%
•
.�G
Se
19 High School Court
Los Gatos, California 95032 ♦y A United way Agency
(408)354-4782
Exhibit H
3257 Payne Avenue
San Jose, California 95117
(408) 985 -6744
PROJECT NUMBER
PROJECT WORK PLAN
1990 -91 FY
City of Saratoga
Responsible Staff Person(s) and
Approximate Percentage of Activity for Period Products or Milestones for
Time Allocated to Activity - Ongoing-
(1 month or 3 month period)
Executive Director 100% Performs general administration of agency; hires and Funding achieved to meet
supervises key staff, develops and monitors budget, budget. Maintains standard for
participates in fund development and fundraising, agency in all areas. Interacts
writes grant proposals, manages contracts, seeks out with Board of Directors to set
resources, does public relations. policy.
Program Director /L.G. 100%
Program Director /S.J. 100%
Administrative Assistant 100%
Program Specialists (10) 100%
(All part time staff, each
working 2, 3, or 4 days weekly)
Develops and plans appropriate programming. Oversees
all aspects of program. Performs in -home assessments
of prospective.clients, supervises program staff.
Assists Director in all administration details,keeps
books including accounts receivable and payable, billing
of clients; tracks client.data and provides support for
all aspects of agency, represents agency to public on
telephone.
Conduct activities and care.for clients.
Under supervision of Program Directors
Appropriate program delivered
to capacity enrollment by
qualified, motivated staff.
Client data collected and
maintained. Financial records
accurate.
Successful, enriching hours
of care provided to frail
elderly and handicapped clients.
Clerk ( 1/2 time) 100% I Performs standard clerical functions under direction (Records kept up to date and
of Administrative Assistant. accurate.
F%WSenior i
Coordinating
Council
OF THE LOS GATOS AREA
"WE ARE THE LINK" �
January 16, 1990
Ms. Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. King:
Thank you for the opportunity to submit a grant for providing
services to City of Saratoga elderly for FY 1990 -91.
The Senior Coordinating Council of the Los Gatos Area has been
providing social services to Saratoga seniors for the past seven
years. Each year approximately 100 Saratoga seniors needing
assistance have received case management services. According to
the United Way of Santa Clara County and the Council on Aging of
Santa Clara County, case management is a "serious need that
exceeds current levels of service." The second most often cited
need by seniors in their needs assessments was "help dealing with
agencies."
Case management represents one effort to reduce the existing
service system complexity and fragmentation by eliminating
informational, language and some "systems" barriers. Available
case management services have been limited by insufficient funds.
Last year, because of insufficient funding we were forced to
reduce the level of case management services provided to Saratoga
seniors. Without a funding grant from the City of Saratoga we
will regretfully have to further reduce the staff time we provide
to your community.
The Senior Coordinating Council is requesting $2,500. to help us
achieve the goal of returning to precut levels of services to
your community.
Sincerely,
)Janet King —Goth
Executive Director
Enclosure
208 East Main Street Los Gatos, California 95032 (408) 354 -1514
13
City of Saratoga
Human Services Grant Program
FY 1990 -1991
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Senior Coordinating Council of the Los Gatos Area
ADDRESS 208 E. ;fain Street
Los Gatos. California 95032
NAME /TITLE OF PROPONENT Janet King-Goth
LL z
SIGNATURE
TELEPHONE NUMBER (408) 354 -1514
PROJECT NAME CASE i•lANAGEf,fENT
DOLLAR AMOUNT OF FUNDS REQUESTED $ 2,500.
PROJECT ABSTRACT (Limit statement to space provided.)
The Roal of Case Management is to enable functionally impaired older adults to obtain services that
promote and maintain their optimum level of functioning. Services to consist of: outreach to locate
frail and isolated seniors; assessment of clients' psychosocial and health needs; individualized care
planning; monitoring to ensure that proper care is obtained and changes in needs are detected and
addressed. A minimum of 8 hours of services per week would be provided to Saratoga Seniors.
A. Description of Applicant Agency
1. Description of agency organizational structure and geographical location.
The Senior Coordinating Council of the Los Gatos Area ( SCCLG) was incorporated
as a 501(c) (3) non - profit organization in 1976 and is governed by a 12 member
board of directors. The mission of the SCCLG is to provide, promote and
encourage programs, resources and services that contribute to the physical,
emotional and social well -being of seniors living in the West Valley Area.
The SCCLG currently operates a case management program that provides social
services to older adults, 62 years and over, residing in the West Valley area.
The service area encompasses the cities of Campbell, Monte Sereno, Saratoga,
the Town of Los Gatos as well as adjacent rural areas to the west and to the
south extending to the Santa Cruz County line. The geographic area to be served
under terms of this funding proposal is the City of Saratoga.
2. Describe agency's service capabilities, types and quantities of service
provided currently, and discuss background in providing the type of service
being proposed.
The SCCLG has provided Case Management services to over 600 frail Saratoga
seniors during the past seven years. Direct services were provided to 86
Saratoga elders in 1989.
Case Management is a key support in reducing unnecessary institutionalization
and in maximizing the independence of frail, impaired or isolated older adults.
Increasingly, older adults and their families are finding it difficult to
identify, locate or pay for needed care. This is particularly true of older
adults, their care givers and individuals unfamiliar with the formal service
system. The functional ability of these elders can range from being totally
capable to totally incapable of caring for themselves. The direct services
rendered to the elderly varies, depending on their specific needs.
Case Management consists of the following minimum set of services:
comprehensive assessment, to collect necessary psychosocial and health
information about a client in order to develop a care plan.
care planning, to write an individualized plan of care and services under a
case management system based on a comprehensive assessment of the client's
condition and /or resources.
service authorization or arrangement, to obtain services according to an
individualized care plan by coordinating existing services, authorization
for payment of services, or purchase of services.
case monitoring, to determine quality and effectiveness of services
provided to a client according to an individualized care plan; to maintain
periodic client contact to determine if change has occurred; and to take
appropriate action as necessary.
outreach, to provide information and encouragement about existing services
and benefits to individuals. Primary outreach activity will be on a one -
to -one basis, except when specifically targeted group presentations are
deemed more appropriate for a particular outreach need.
In addition to linkage with many county wide services, service coordination has been
developed with the following local agencies the Saratoga Senior Coordinating
Council, Saratoga Adult Day Care, Live Oak Adult Day Care, Transit Assist, West
Valley Mental Health, The Health Place, Long Term Care Ombudsman Program, and
hospital discharge planners.
Outreach and referrals are accomplished through ongoing contact with churches,
service provider agencies, hospitals, and physicians in the West Valley Area.
B. Project Purpose and Objectives
1. Identify the specific needs that the project is designed to meet.
The goal of the Case Management Program is to assist functionally impaired older
adults, 62 years and over, to obtain services that promote and maintain their
optimum level of functioning in the least restrictive community setting.
Services are provided to seniors identified as being of low income, and seniors
meeting any two of the following criteria: age 75+, living alone, physical
and /or mental disabilities, racial or ethnic status, cultural or social
isolation which restrict an individual's ability to perform normal daily tasks
or threaten his /her capacity to live independently.
2. Specify project objectives.
The program objective is to enable functionally impaired older persons to obtain
services which promote and maintain their optimum level of functioning in the
least restrictive community setting possible.
The Case Manager provides in -depth home assessments, develops care plans,
arranges for support services, and provides on -going monitoring to seniors with
social service needs throughout the West Valley area. The focus is on, but not
limited to low income persons aged 75 and over.
Service priorities for provision of Case Management services are based on the
nature and urgency of the client situation. Those clients presenting life
threatening situations are given service priority over other service requests.
3. Identify, in measurable terms, the desired outcomes and benefits of the
project.
The number of low income senior residents (unduplicated) to be served annually
in the City of Saratoga, 100 clients.
Description of Services to be provided
- Case Management for clients with multiple service needs (health care needs,
assistance with meal preparation, assistance with finance problems, etc.)
30 unduplicated clients
- Case Management - provide services for clients with single service needs
70 unduplicated clients
Case Management services to include:
- comprehensive assessment of client needs
- writing individualized plan of care and services
- service authorization to link client to appropriate services
-' case monitoring to determine quality and effectiveness of services,
4. Describe your approach for meeting the objectives.
Delivery of services will include: community outreach, provided by the Case
Managers in an attempt to locate frail, isolated elderly; in -house outreach,
clients will continue to be recruited from participants already attending the
Saratoga Senior Center; publicity through monthly senior center newsletter,
local newspapers, case manager presentations; referral network of community
agencies; and community contacts "word of mouth." Case Manager has also
developed and continues to maintain relationships with key individuals in the
community who have regular contact with target population.
5. Indicate alternatives considered and demonstrate why the approach proposed is
the most cost effective.
Case Management is cost effective because it allows the client to live in the
least restrictive community setting, provides in -home services that enable a
frail elder to live at home and prevents premature institutionalization. Thus
reducing the financial burden on the individual, their families and government.
This program was designed to insure service quality and cost effective use of
community resources. Guidelines and criteria have been established by the
federal government under the Older American Act, title IIIB Case Management
program. There are no similar programs in the West Valley area.
C. Project Beneficiaries
1. Total number of persons in service area. 29,261
2. Number of low and moderate income persons in service area. 6,600
3. % of low and moderate income persons to total number of
persons in service area. 23%*
4. Number of elderly persons. 4,015
5. Number of handicapped persons. 675
6. Data Sources: California Dept. of Aging stats for PSA area agency (1980
census); Saratoga Senior Citizens Housing Needs Analysis 1975; Saratoga
Social Needs Assessment; Community Forum, Public Hearing, Saratoga
Council on Aging, Santa Clara County Transit Assist. Follow -up data
3- 11 -82; Public Hearings conducted by City of Saratoga, January 1983,
1984, and October 1985.
* A survey of Saratoga Senior Center members done in Spring 1985,
indicates that 67% low to moderate income persons use the Senior Center.
D. Project Management
1. Project administration of project.
The program will provide services on weekdays from 9:00 a.m. to 5:00 p.m. Home
visits to clients are made as needed.
The Executive Director of the SCCLG performs all duties related to the admini-
stration of the Case Management Program. Supervises the activities, prepares
necessary reports and attends Project related meetings.
Treasurer of the SCCLG maintains the fiscal records and prepares the monthly
reports.
Secretary makes appointments, maintains files, assists with preparation of
reports.
2. Project Staff.
The Case Manager provides Case Management level services to multiple and single
need seniors. Trains, coordinates and supervises Project support staff,
responsible for informing community of project services, maintains referral
network, prepares necessary reports, maintains Case Management files, attends
Case Management related meetings.
Community Worker is responsible for providing supportive assistance to Case
Management Project.
3. Outline tasks undertaken in project, and time -lines for each task.
(see attachments)
4. Describe mechanism and time frames used to monitor the project's progress and
evaluate its effectiveness.
The Executive Director and Case Manager meet twice a month to evaluate program
operations in relation to program goals. The method utilized for internal
program monitoring involves evaluating progress on the basis of pre- designed
task -by -time chart focusing on specific program goals. Regular reports are made
to funding agencies as per their reporting schedule.
MONTHLY PROJECT BUDC;ET *
1990/91
SENIOR COORDINATING COUNCIL
Agency Name _nF qTIF Tr)c ,,_
AgpA
Project CASE MANAGEMENT
DATE ,Tan iary 16. 1990
LINE. ITEM
1987
JUL
1
AUG
SEP
OCT
NOV
DEC
1988
JAN
I ;EB
MAR
APR
MAY
JUN
TOTAL
SALARIES
I
Personnel
3,986
3,986
3,986
1 3,986
3,986
3,986
3,986
3,986
3,986
3,986
3,986
3,986
47,832
Benefits
414
418
418
418
418
418
418
418
418
418
418
418
5,016
OFFICE EXPENSE
Rent
217
217
217
217
217
217
217
217
217
217
217
217
2,604
Telephone
125
125
125
125
125
125
125
125
125
125
125
125
1,500
Postage (included in
curmunicat
ons)
Printing
Supplies
25
25
25
25
25
25
25
25
25
25
25•
25
25
25
25
25
300
25
25
25
25
25
25
25
25
300
Travel
115
115
115
115
115
115
115
115
115
115
115
115
1,380
Utilities (included in
rent)
Equipment
Dues and Subscriptions
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
75
75
OTIIER EXPENSES
Accounting Services
17
17
17
17
17
17
17
17
17
17
17
17
204
Contract Services
Insurance
Conferences
100
100
100
100
100
100
100
100
100
100
100
100
1,200
Miscellaneous
84
84
84
84
q -
84
RA
RA
R4
F14
R4
R4
1 ring
TOTAL
5,112
5,112
5,.112
5,1,12
5,122
5,112 1
5,112
r5,112
5,112
5,112
5,112
5,187
61,419
�,�a� rrogl:uu nuuget
Senior Coordinating Council
of the Los Gatas Area
. . "inibER
PROJECT WORK PLAN
1990 -91 FY
City of Saratoga.
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
(1
Activity for Period
month or 3 month period)
Products or Milestones for
Case Manager
(5%)
Targeting
To provide minimum of 15 individual
quarterly
and Assistant
(10 %)
outreach contacts.
Case Manager
(80 %)
Units of
Assessment of new clients for single
monthly
Service
and multiple needs.
Care Planning to develop in -depth plan
of care for each new case
Service Authorization to link new cases
with needed services
Case Manager
(5%)
Monitoring of clients change of needs
and assistant
(5%)
and evaluation of services
Case !Manager
(5%)
Coordination
Expand service coordination with
as needed
Executive Director
(2%)
service providers, discharge planner,
senior center director
Executive Director
(1%)
Public
Expand number of public service
quarterly
Information
announcements and press releases.
Case Manager
*
Client
Provided by monitoring and follow -up of
monthly
Executive Director
(2%).
input
all active cases
Executive Director
(10 %)
Internal
In addition to receiving case super
monthly
Case Manager
(5%)
Monitoring
vision, the case manager will meet
regularly with the Executive Director to
evaluate progress in achieving program
goals and objectives.
Regular reporting to funding agencies
*.see units of service
PROPOSED IMPLEMENTATION ACTIVITY TIME SCIIEUULE
List in detail the major activities to be undertaken to implement the project
and the scheduled time they will begin and-be completed. Once approved, project@
will be closely monitored during implementation *according to this time schedules
PROJECT: CASE MANAGEMENT
Senior Coordinating Council
ORGANIZATION: of Tha Tnc Cafnc Arna
Program Year 1990 -91
Date Prepared ,Tannary i fi_ 199[:
Title
of
Activities
Mon t s End ing
7/31
8/31
9/30
10/31
11131
12/31
1/31
2/28
3/31
4130
5131
6/30
Case Management
34 hrs
34 hrs
31 hrs
34 hrs
33.hrs
34 hrs
34 hrs
28 hrs
34 hrs
33'hrs
34 hrs
34 hrs
Services
- Assessment new
clients
- Care Planning
- Service Linkage
- Case Monitoring
-- Client Input
- Coordination
- Coordination
of services
- Outreach
Services to be prczided
to
100 cli
is
400 Hours provided
Annuall
Schedule Prepared by: Janet King-Goth
MONT AWA
The cost of an HHW 1 -day event is not inexpensive. The program
we have proposed here requires minimal participation /involvement
of city /town resources in the preparation and operations of the
event. We have used volunteers where it is feasible. The major
items being received, latex paint and waste oil, will be
recycled.
The costs of the program are comparable to other nearby programs.
We feel it is important the cities and town take the initiative
and be among the leading jurisdictions in California and the
United States in handling household hazardous wastes.
N
ffm
18974 Monte Vista Drive
Saratoga, CA 95070
February 6, 1990
Mayor Martha Clevenger
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mayor Clevenger:
Again this year, my wife and I write to support the
application of Live Oak Adult Day Services for grant funding from
the City of Saratoga.
My father, George H. Emerson, has continuously resided in
Saratoga since 1959. He has been a stroke victim for thirteen
years. My wife and I care for him. He has been a client of Live
Oak since 1986.
We continue to be most pleased with the program and people of
Live Oak. In our letters of previous years I have listed specifics
of the program which pleased us. All of these are still a source
of pleasure for us.
Now that Saratoga has its own day care program, we are
concerned that Saratoga's support to Live Oak not shrink. We urge
that full funding be granted since the Saratoga program really does
us no good at this time. It operates only two days a week - -my
father attends Live Oak five days a week. Saratoga's program
provides no transportation to and from the center - -Live Oak
coordinates with Transit Assist to provide rides. Saratoga's
program provides no meals. Live Oak provides him a hot lunch every
day. Also, my father is established and comfortable at Live Oak to
the extent that we would be quite reluctant to move him even if
Saratoga's program were completely comparable.
We urge the Council to act favorably on the full amount of
Live Oak's grant application. They continue to provide a fine
service for this Saratoga family.
Yours sincerely,
R. Clark Emerson
(The Reverend)
cc: Live Oak Adult Day Services
I
18372 Purdue Drive
Saratoga, CA 95070
February 6, 1990
Mayor Martha Clevenger
City Hall
City of Saratoga
13777 Fruitvale Avenue,
Saratoga, CA 95070
Dear Mayor Clevenger,
When considering the budget priorities for next year,
please continue the City of Saratoga's support of the
LIVE OAK ADULT DAY CARE SERVICES. This vital program
benefits the frail elderly in our West Valley area,
including clients from Saratoga. The program's
stability depends upon funding from many sources;
contributions from the cities whose residents use the
program will enable its continued success.
Thank you,
Georg V. Sewell
MAJ
RAY L. BYRNE
13904 TRINITY AVE.
SARATOGA, CALIFORNIA 95070
February 3, 1990
Mayor Martha Clevenger
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mayor Clevenger:
irp
�fl
As the Council will shortly be establishing budget priorities
for 1990 -91, I am writing in behalf of Live Oak Adult Day Ser-
vices (LOADS), which will soon begin its eighth year of ser-
vice to seniors and their caregivers in this community.
Clients are served on Monday through Friday and on two Satur-
days per month. What makes this program so special is the per-
sonal attention given to the seniors and the variety of activ-
ities available to them. All are treated as individuals who
may decide on the level of participation comfortable for them.
Stimulation without regimentation is the guiding philosophy at
LOADS, and it has worked wonders in the lives of scores of sen-
iors, many of whom entered the program with some trepidation
but soon came to look upon their associates as "family."
With continued rapid growth in the senior population, the need
for services such as those provided by LOADS continues to in-
crease. Client fees cover approximately one - fourth of the cost
of the program, and the remainder must come from United Way,
State and local government and private contributions.
I have been a Saratoga resident since 1963 and have served as
a volunteer and board member of LOADS for over six years. This
close association has convinced me that this is a program which
truly transforms the lives of its clients and the caregivers
who benefit so greatly from the respite provided.
I am grateful for the past support of the City of Saratoga and
earnestly solicit your approval of the requested funding for
fiscal 1990 -91. Thank you for your consideration..
Sincerely,
4''
i�
V