HomeMy WebLinkAbout01-18-1989 CITY COUNCIL AGENDAREPORT TO MAYOR AND
CITY COUNCIL
DATE: 1/13/89
COUNCIL MEETING: 1/18/89
SUBJECT: Allocations for FY 1989/90 Housing and
Community Development Act Funds
PUBLIC NOTICE:
1. Legal Notice of Public Hearing, Saratoga News, January 4,
1989.
2. 24 col. in. display ad inviting proposals, Saratoga News,
December 7, 1988.
3. Letters announcing schedule and inviting proposals sent to
interested parties, Commission Chairs, and City staff,
November, 1988.
RECOMMENDED MOTION :
1. Conduct Public Hearing
2. Make allocations for approximately $149,000 for FY 1989/90
HCDA funds as determined.
BACKGROUND:
The City of Saratoga, six other "nonentitlement" cities (popula-
tion 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 Cooperation
Agreement with the Urban County of Santa Clara (the locally
responsible grant recipient). Therefore, expenditure of these
funds is restricted not only by federal regulations but any
additional guidelines imposed by the County as well.
1
To: City Council Page 2
Subject: Allocations for FY 1989/90 HCDA Funds
January 18, 1989
The total annual HCDA allocation to the County for 1989/90 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, which is 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 seven nonentitle-
ment cities and the County for direct allocation for any HCDA
eligible activity. Saratoga's share is expected to be approxi-
mately $149,000.
In general, to be eligible for CDBG funds, proposals must pri-
marily benefit those of low or moderate income (i.e., family of
four - $32,400 maximum annual income).
PROPOSALS
All proposals which have been received fall into the public
service category of eligible activities. 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 $149,000 is $22,350). In the past
Saratoga has been able to allocate a greater proportion of its
grant money for public services and stay within the ceiling for
the total grant because other agencies did not make public serv-
ice allocations at the maximum level. This year Saratoga has
been directed not to exceed $22,350 for public services in the
initial phase of the project funding awards.
Proposals are as follows:
Agency
Project Match
Food Bank
Live Oak Adult Day Care
Long Term Ombudsman
Transit Assist
LGSCC Case Management
SASCC Operating
SASCC Day Care
E1 Zocolo Shelters
1989/90 Request
1,850
2,200
5,000
3,253
10,000
2,500
35,000
30,000
2,400
$ 92,203
1988/89
Allocations
$ 1,850
2,000
3,000
2,000
4,000
0
35,000
(7500 req)
0 (20,000
from other funds)
0
$ 47,850
To: City Council Page 3
Subject: Allocations for FY 1989/90 HCDA Funds
January 18, 1989
RECOMMENDATION:
1. Public Services
It is possible that in May when all 'of the funding awards have
been consolidated, the total will come in below the fifteen
percent cap for public services. In that case, Saratoga may be
able to re- allocate an additional $20,000 to $30,000 to this
category. At this time it is necessary to stay at the $22,350
level. It is recommended that the Council prioritize allocations
on this basis.
Because of the uncertainty in the amount of public service funds
which will eventually become available, and to enhance cost
effectiveness, staff is recommending that all of the 1989/90
public service funds be allocated to SASCC. For this reason the
separate request for $30,000 for the operation of the CARE pro-
gram has been included in the Block Grant funding process al-
though last year the Council chose to support the CARE program
with general funds.
By allocating the entire amount of CDBG public service funds to
SASCC and whatever smaller amounts the Council determines to
allocate to other agencies from other funding sources, there will
be a saving in staff time for both the City and the recipient
agencies.
In the current year, five agencies were allocated amounts ranging
from $1,850 to $4,000 for a total of $12,850. There is a large
and increasingly onerous requirement for monitoring, reporting,
and general administrative work involved for each agency granted
CDBG funds. It is considerably less efficient to spread the
funds out over five or six agencies as the paperwork burden is as
great for a grant of $2,000 as $25,000.
The five agencies (Live Oak Adult Day Care, Transit Assist, Long
Term Care Ombudsman, Food Bank, and Project Match) which have
been receiving City support are all providing a necessary service
to Saratoga residents and filling a demonstrated need. They also
have a good record in meeting their performance goals. If unre-
stricted funds are used to support these agencies, their perform-
ance can be monitored in a way which relates more directly to
Saratoga's needs.
2. Housing Rehabilitation Administration $16,000
Staff recommends allocating $16,000 for project cost administra-
tion for operation of the City's Housing Rehabilitation program
(SHARP). This amount will reimburse the City for the staff time
necessary to administer the program at the projected level of
activity.
1
To: City Council Page 4
Subject: Allocations for FY 1989/90 HCDA Funds
January 18, 1989
The program is designed to provide no- and low- interest loans to
qualifying residents who need and want to make repairs or im-
provements 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. Currently there is
approximately $335,000 available for loan activity, which is more
than adequate to finance anticipated loan applications in the
coming year.
3. Housing Development for Low Income Seniors $110,650
Last year the Council designated $70,830 to assist in the
possible provision of below- market -rate housing units for low and
moderate income seniors if there is an opportunity to do so in
future development. It is recommended that the remainder of the
1989/90 block grant, $110,650, be added to this fund, with the
provision that this amount will be reduced by whatever additional
amount may become available for public service projects.
arolyn King
Administrative Assistant
3m
• OJECT
atc h i nc. 1671 Park Ave., Rm. 21 San Jose, CA 95126 (408) 287 -7121
Shared Housing - Home Equity Conversion - Senior Group Residence
December 19, 1988
Carolyn Kinq
Administrative Assistant
City of Saratoga
13777 Fruitvale
Saratoga, CA 95070
Dear Carolyn:
Attached is our fundinq
know that you are very aware
and due to that awareness, I
events, except to say that we
more than words can convey.
RECENE
DEC 221N8
CITY OF SARATOGA
CITY MANAGER'S OFFICE
application for FY89 -90. I
of the events of last Sprinq,
chose not to dwell on past
have appreciated your support
I do, however, want to make sure that I tell you about
the steps that we are taking to rebuild our agency's
strength and our programs.
First, we have instituted new accounting procedures
with strenqthened checks and balances. I have attached
these general procedures to the Application. We have a
part -time Bookkeeper on staff and are contractinq with the
Accountinq Firm of PARRISH & PETERSON to do the monthly
reports and reconciliations. These monthly reports will be
reviewed by the Executive Director and the Board Treasurer
and then presented to the Board for review and approval.
Second, we have made changes in the programmatic
reporting system. We have not instituted significant
changes in the matching process itself, other than
clarification and re- instatement of many of our original
Policies and Procedures. In fact, many of the 400 shared
housing programs nationwide are based on our Policies and
Procedures since we were the second oldest and considered
the "model ".
What we have revised significantly is our Proqram
Reporting System. We have been fortunate to receive a
$7,000 Grant from Valley Foundation to provide for a
computer software and a consultant to help set up a
database.
Thus far, we have been manually operating_ this system
set up by Staff and the consultant and expect the system to
be totally on -line by the 3rd quarter of FY89 -90. The
reporting system has been monitored by various Funding
Sources includinq the Cities of San Jose, Cupertino,
Sunnyvale and the County. It is very detailed and I will be
glad to share the step elements with you if you wish.
Basically, it creates checks and balances among the
Counselors, Receptionist, Office Manaq_er, Executive Director
and back to the Counselors.
Funded in part by the State of California, the cities of San Jose and Los Altos, and the Community Development Block
Grant programs of Sunnyvale, Santa Clara, Mountain View, and the Urban County of Santa Clara including the unincor-
A Lkrted Way Agency porated areas and the cities of Campbell, Cupertino, Gilroy, Los Gatos, Milpitas, Morgan Hill and Saratoga.
Thus, our "rebuilding" is not only a state of mind. We
are taking concrete steps to restore the credibility of the
proqram and to reward the faith shown to us by the
community.
All of the data on Project Match statistics contained
in this Funding Application were based on data from the
First Quarter personally compiled by me and I can attest to
their accuracy.
We would like to view FY89 -90 as part of this
"rebuilding_" process. We hope to have once again the
support of the City of Saratoga.
Si c v.
rl June
xec ive Director
PROJECT MATCH, INC.
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION-
NAME PROJECT MATCH, INC.
ADDRESS 1671 Park Ave. Room 21
NAME/TITLE OF PROPONENT Arl vne June_ Executive Director
SIGNATURE
TELEPHONE NUMBER (,4ng) 741 -1728
PROJECT NAME Senior Shared Housing Program - Saratoga Component
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 1.850
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 homeowner; and
renters. The program has a part time satellite office located in the Saratoga Senior
Center.
. _ 1 nutncr UtSCRIPTION
1. F'ro.ject Match is a private non - profit agency that creates shared housing_ arrangments
for 'iow income seniors. We are governed by a 15 person volunteer Board of Directosand
serve all of Santa Clara County with the exception of Palo Alto. A chart showing our
orqanizational structure is attached. (Appendix Al) -
2. Our primary service and the one for which we are asking continued Saratoga
our "match" program -- which for eleven 9 support is
home - sharing arrangements. Until this Past year, our serrvicedcapabilities were omeasured u6h
our reputation and our ability to deliver cost - effective service. In 1981 we won the
State of California's Affordable Housing Competition. The Gray Panthers rated Project e
Match "number one" in the nation in cost - effective performance. And for 3 years in a row
the State of California, when evaluating competitors for funding, noted that
Match has the most cost - effective program in the State ". "Project
Durinq Spring of 1988, the agency was the victim of a series of tragic events, now
well -known to the Staff and the City Council. The agency survived due to a committed
Board, a dedicated staff and funding sources who believed in us. We are rebuilding and
intend to become stronger than ever before. As part of the "re- building" process, new
Procedures and policies with stronger checks and balances were developed-for'
eveloped for accounting
(Appendix A2) and for program reporting. We have recently received a grant from the
Foundation for a new computer system for the Match Proqram. Thus, we are viewing FYalley
as a period of rebuildinq and stabilization and are grateful for the commitment of our funding sources. Our present projections for FY89 -90 for the City of Saratoga show
changes. Our cost per match of $185 to Saratoga remains the same, and is lower than most
programs nationwide, which, according to a Gray Panthers' study rangedfrom $557 to 9st
four years ago. $ 36
B. PROJECT PURPOSE AND OBJECTIVES:
1. Need: For the past 5 .years we noted that it was a cliche to say that there is a housing
crisis in this county. The crisis has not disappeared.
The rental vacancy our
rate has increased, but has not impacted the housing that
clients can afford. Waiting lists for senior housing complexes in Saratoga underscore the
seriousness of this problem. Saratoga Court reports waiting periods from 2 112 to 3 .years.
The housing that is available is too expensive for seniors on fixed incomes.
According to the Housing Authority the average monthly rental for a one bedroom apartment
is now $715. Our Project Match seekers report average incomes of $700 a month. If the. had
to pay the market rate for rent, THEY WOULD HAVE A NEGATIVE CASH FLOW. In the first
quarter of FY88 -89, renters matched throuqh Project Match paid a median rent of onl
And these are only those 33 seekers who paid rent. Another 16 seekers or 33% f o$300.
renters matched received free room and board in exchange for " al l
live in" services Provided, usually to a frail elderly home provider who might otherwise be facing
institutionalization.
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, page 25) and noted 2 different groups of seniors needing some s of
alternative housing: 1: seniors forced to leave Saratoga because of an inadequate sort of
of affordable housing and increasing economic pressure; supply
were considered "overhoused" and had to remain in that situation si�ncewnthere mwere thno
alternative housing types available. PROJECT MATCH HELPS BOTH OF THESE GROUPS! In
addition, needs assessments done by the Santa Clara County Council on Aging consistently
name housing as the top need of the elderly. Information and Referral Inc. reports thaty
of all services requested by seniors, housing outstrips all the rest. According to
Saratoqa's Housing Element, about 60% of all single person households below the g
level, are headed -by a person 65 years or older. Some of these seniors are findpnpertf
impossible to live alone and are candidates for Project Match.
ABAG oro.jects a housing need of 504 very low to moderate income
City of Saratoga by the year 1990. The good news is that home - sharing mat
housing units in the
counted toward meeting these ABAG targets. Last year we matched 9 Saratoga residents.
By our service, we are housing matches can be
time, helping the City to meetyABAGetargets. residents the same
because home - sharing is cost - effective, some cities, such as Los Altos and sSunne and
have added Project Match to their Housing Elements or to their Housing Assistance
Plans (Campbell, Mountain View, Santa Clara)
Another need that our program addresses is the need to
Prevent
costly institutionalization of the elderly. a cost that can rangenfromo$24a000 ato
$30,000 a .year. Approximately one out of three of our home providers coul
institutionalization if it were not for home- sharin d be facing
residents for the cost of keeping ONE in a nursing home for onlynI month! Saratoga match 10
2. Program Objectives: The target populations for all of the objectives are 1
income Saratoga a u is (the ma.jorit.y of whom are 55 _ °W
objective: to provide shared housing arrangements Years 10 older).- Overall
resi project
FY88 -89. Subsidiary objectives are as follows: dents in
o To interview and assess, in person, 20 Saratoga residents.
o To conduct regularly scheduled follow -ups on 100% of the clients aft
they are matched. after
Project Match's objectives respond to the critical housing crisis in the County a
to the needs of low income seniors by providing the measurable benefits listed and
in Section B3. below
3. Outcomes and Benefits: The major measurable outcome is: the of
homesharinq arrangements for 10 Saratoga residents.The measurable benefitsaofonthis
outcome both to the City and to our clients are clear: s
o Each seeker will realize an average annual savings of approximately
$3600 t
$1284 over previous housing costs.
o Home owners will add approximately o their annual incomes-Much of
this added income will go to home repair and maintenance, thus
preservinq existing stock.
o Lonq term (rather than temporary) and stable housing arrangements will
be created. Assuming that our present rate of success continues, we can
expect more than 70% of the matches to last longer than 8 112 months.
o Institutionalization may be prevented for approximately 3 Saratoga
elderly home providers at a cost savings to them and t- society of
more than $75,000.
In summary, Project Match provides three major benefits to our clients. We ar
PREVENTING THEIR HOMELESSNESS, we are PREVENTING THEIR INSTITUTIONALIZATION a e
are PROVIDING AFFORDABLE HOUSING for them. Our benefit to the City is that we are
helping you implement the proposed goal of your Housing Assistance Plan in which th
City is "intending to expand housing opportunities for senior citizens." whi e
3) , page
4. Project Match Approach: Our approach is intensive and careful. We bring top_ether,
in a personal way, persons who need housing with persons who have housing to s
The process through which we do this involves outreach; face -to -face interviewing,
share.
often in the local senior center; assessing client's needs, matchinq compatible Ong.
clients, developing "living arrangements" when appropriate; reglar
follow -ups after each "match ". The procedure and forms for eachdstend of the regular
are standardized; much of the information will be stored on ourofnewe comouess
s.ystem.Since the process is well documented but lengthy, we are attaching a package
of our forms and procedures to this application as Appendix A3.
Our satellite offices have been critical to our continued success in all of the
cities throughout the County including Saratoga. By leveraging State and United Wa
funds and with donated space in local senior centers, we have been able to become
y
part of each community. Saratoga residents are interviewed by Match counselors during
regularly scheduled office hours in your Senior Center, g
5. Alternatives to homesharing: There is no duplication of our service; there is no
other agency providing shared housing for low income seniors in Saratoga. 2/ If
Project Match did not exist, what would have happened to the Saratoga residents 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 os.vchological) of home
sharing.
.o Building low income senior rental housing: It costs almost $70,000 to
build one rental unit - -a unit that houses perhaps two persons. Project
Match is proposing to spend 3% of this cost to provide shared housing
arranqements for 10 persons.
o Section 8 subsidized housing: There is now 3 to 4 year waiting list.
This is a long wait 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 Institutionization: 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 own homes.
It is a costly and depressing option.
o Accessory housinq: "Granny units" can provide some additional housing,
but not enouq_h to meet the demand alone.
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 housinq for
elderly and low income Saratoga residents.
6. Leveraginq 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
Urban County and Saratoga funding, we have been able to successfully leverage present
funds. For instance:
o We used Saratoga funds as a required match for State funding.
o We were elected to full membership in United Way and are using some of these
funds to supplement and sustain our satellite offices in funded .jurisdictions.
o We received funding from the Cities of Sunnyvale, Mountain View and Santa Clara
under their Block Grant Proq_rams.
o We now receive qeneral funds from the Cities of San Jose and Los Altos.
o We have been funded this .year by the Valley and Community Foundations.
o We are generating a small amount of income through voluntary client
donations. 3/
o The Board conducts an annual direct main 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, Page
16)
3. Proportion of very low income households - 8.3% (Housing Element, Page 5)
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 line item in the attached budget. Interviewing and assessing of Saratoga
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 the City, all of the counselors participate in matching Saratoga
residents.
2. Project Staff: The participating_ staff includes:
o Executive Director o Deputy Director (not ._yet selected)
o Housing Counselors (4.FTE) o Office Manager/Secretary
o Volunteer Receptionist o Bookkeeper
Appendix A4 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 a ow and detailed in the required attachments. Unless otherwise indicated,
the time line for completion of numerical goals is June 30, 1990.
o Providing shared housing arrangements for 10 Saratoga residents Ongoing
o Interviewing, assessing and counseling 20 residents Ongoing
o Conducting follow -up of 100% shared housing arrangements Ongoing
o Evaluating impact and effectiveness of program Summer, 1990
o Continuing our outreach service in Saratoga by holding regularly
scheduled office hours in the City. Ongoing
o Publishing an annual Project Match newsletter. 9/01/90
Project Match is in the process of once again demonstrating an ability for timely
implementation. Our ultimate objective is to exceed our goals within the prescribed
time schedules for all funding sources and to restore our good reputation.
4.Monitorinq 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. Project Monitoring: Monitoring measures whether the program is proceeding
within the projected time frame and whether measurable objectives are being met.
Objectives will be monitored, on a weekly basis, and monthly- report statistics 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 -Up; Follow -up (after a match is made) provides an intermediate and
important step in our evaluation process. Through follow -up 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 FY88 -89 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 integral service elements of pre - screening, intake,
counseling, information and referral and follow -up. If, in fact, we cost out each
service elements by time spent, the averaqe 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. The average cost per pre- screening is $5;
for information and referral is $10; per intake is $21; for follow -up and aftermatch
counseling and mediation is $32, bringing the cost per match down to $140.
2/ Project Match places seniors while the
Charities has single parents as their client
income adults), is there a slight overlap but
serving" these clients. There is enough n,
Project Match serves a certain proportion
intergenerational matches that can provide
institutions.
Shared Housing Project of Catholic
base. In only one client group (low
indications are that we are not "double
?ed to go around. It is critical that
of non - seniors in order to create
services to keep the elderly out of
3/ Because of the extremely low income of our clients, the amount of funding
qenerated 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 overatinq costs.
If
PROJECT NAME Rrniect Match - Senior Citizen Shared Housing (Saratoga Component)
PROJECT NUMBER
Responsible Staff Persons) and
Approximate Percentage of
Time Allocated to Activity
Total Match Staff Positions
(see Job Descriptions)
!'� of tire
PROJECT WORK PLAN
Fifteen-th Program Year
1989 -90 FY
Activity for Period
July 1, 1989 - September 30, 1989
(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 -S- a.ratoga 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 hours
continued in ..Saratoga
Outreach activities continued
and intensified where necessary.
2. _ 5 personal interviews
and intakes.
3. 2 Saratoga residents
placed in shared housing
4. Telephone follow up on 100%
on Matches.
5. Client satisfaction surveys sent
to 100% of matched clients.
6. Monthly reports on objectives to
be generated manually and
eventually on newcomputer system.
PROJECT NAME proiert Match - Senior Citi7pn Shared Housing (Saratoga Component)
PROJECT NUMBER
Responsible Staff Persoe(s) and
Approximate Percentage of
Tins Allocated to Activity
Total Match Staff Positions
(See Job Descriptions)
1% of time
PROJECT WORK PLAN
Fifteen-th Program Year
1989 -90 FY
Activity for Period
October 1, 1989 - December 31, 1989
(1 month or 3 month period)
1. Continue Satellite Offices and
Outreach in Senior Center! in
Saratona..
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 hou
continued in Saratoga.
Outreach activities continued
and intensified where necessary.
2. 5 personal interviews
and intakes.
3. ? Sarato1a . residents
placed in shared housing
4. Telephone follow up on IOOZ
on Matches.
5. Client satisfaction surveys sen-
to 1OOf of matched clients.
6. Monthly reports on objectives tc
be generated manually and
eventually on newcomputer syster
PROJECT NAME P .roie t Match - Senior citizen Shared Housina (Saratoga Component)
PROJECT NUMBER City o f Saratoga
PROJECT WORK PLAN
Fifteenth Program Year
1989 -90 FY
Responsible Staff Person(s) and Activity for Period products or Milestones for
•pprosimate Percentage of
Tim Allocated to Activity January 1, 1990 - March 31, 1990
(1 month or 3 month period)
Total Match Staff Positions
(See Job Descriptions)
1110 of ti!7^
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 Sarat6ga 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.
1. Regularly scheduled office hour*
continued in Saratoga.
Outreach activities continued
and intensified where necessary.
2. 5 personal interviews
and intakes.
3. 2 Saratoga .*esidents
placed in shared housing
4. Telephone follow up on IOOS
on Matches.
5. Client satisfaction surveys sent
to IOOX of matched clients.
6. Monthly' reports on objectives to
be generated manually and
eventually on newcomputer system.
64
PROJECT NAME Prniert Match - Senior Citizen Shared Housing (Saratoga Component)
PROJECT NUMBER
PROJECT WORK PLAN
Fifteenth Program Year
1989 -90 FY
Responsible Staff Person(s) and
Approximate percentage of
Tine Allocated to Activity
Activity for Period
April 1, 1990 - June 30, 1990
(1 month or 3 month period)
Total Match Staff Positions
1.
Continue Satellite Offices and
Outreach in Senior Center. in
Saratoga.-_ -
(See Job Descriptions)
2.
Conduct Personal interviews and
1% of ter»
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 hou-
continued in Saratoga. _
Outreach activities continued
and intensified where necessary.
2. 5 personal interviews
and intakes.
3. 4 Saratoga residents
placed in shared housing
4. Telephone follow up on 100%
on Matches.
5. Client satisfaction surveys sen:
to 100% of matched clients.
6. Monthly reports on objectives tc
be generated manually and
eventually on newcomputer system
FIFTEE4TH- PROGRM9R Y+AR
1989 -90
Agency Name PROJECT MATCH, INC.
Project Senior Shared Housing Program (Saratoga Component)
DATE gEyembpr 15. 1988
LINE. ITEM
1988
JUL
1
AUG
SEP
OCT
NOV
DEC
1989
JAN
I ;�B
MAR
APR
MAY
JUN
TOTAL
SALARIES
I
Personnel
113
113
113
I 113
113
113
113
113
114
114
114
114
1360
Benefits.
13
13
13
13
13
13
13
13
14
14
14
14
160
OFFICE EXPEASE
Rent
9
9
9
9
9
9
10
10
9
9
9
9
110
Telephone
4
4
4
4
4
4
5
5
4
4
4
4
50
Postage
1
1
1
1
2
2
2
2
2
2
2
2
20
Printing
3
3
3
3
3
3
2
2
2
2
2
.2
30
Supplies
3
3
3
3
3
3
2'
2
2
2
2
2
30
1
1
1
1
2
2
2
2
2
2
2
2
20
Travel
Utilities
'
! Equipment (Maintenance)
1
1
1
1
1
0
1
1
0
1
1
1
10
Dues and Subscriptions
1
1
1
1
1
0
1
1
0
1
1
1
10
OTHER EXPENSES
Accounting Services
1
1
0
0
1
1
1
1
1
1_
1
1
10
(Audit)
Contract Services
Insurance
3
3
3
3
2
2
2
2
2
2
3
3
30
Conferences
1
1
0
1
1
0
1
1
1
1
1
1
10
Miscellaneous
TOTAL
154
154
152
153
154
152
155
155
153
155
156
156
1.850 .'
.A
<'g►
J• 4{.
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
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 Coordinator
SIGNATURE ' CL ico'k
TELEPHONE NUMBER (408) 286 -9170
PROJECT NAME Operation Brown Bag - Saratoga
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 2,200
PROJECT ABSTRACT (Limit statement to space provided.)
Operation Brown Bag is a supplemental food program currently serving over
7,300 low- income elderly senior citizens in Santa Clara County. The
program provides food, nutrition /health /consumer information, and social
enrichment to members for a nominal donation of $7.00 /year.
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 15 (Fiscal Year 1989 -90)
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. An organizational chart is attached.
2. Second Harvest Food Bank provides food, information, and
volunteer opportunities to the people of Santa Clara
County. 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 65,000 people by distributing large quantities of
food to qualified nonprofit organizations who, in turn,
distribute it to over 200 locations countywide. 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 1,250 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 7,300 low- income
seniors. The seniors receive a program newsletter four
times per 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. According to the Council on Aging of Santa Clara County,
33% of the senior citizens in the County lack proper
nutrition. In 1987, 14% of the elderly citizens of Santa
Clara County had an income of less than $560 per month
(California State Department of Finance). Poor
nutritional status has been correlated with economic
impoverishment, poor education, and social isolation.
(Natow, A.B., Heslin, J., 1980, Geriatric Nutrition,
Boston: CBI Publishing Co., Inc.)
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.
-1-
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 15 (Fiscal Year 1989 -90)
Second Harvest Food Bank of Santa Clara and San Mateo Counties
Objectives:
a. Each week, Brown Bag members will receive 8 -10 food
items to supplement their diets.
b. Quarterly, the members will receive a newsletter
filled with recipes, nutrition information, and
project news.
C. Bi- monthly, the 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 the members new ways to
prepare the 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.
d. Fourteen percent of the membership gain social
contacts and are recognized -for helping their peers
through their volunteer work.
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 fourteen 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.
-2-
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 15 (Fiscal Year 1989 -90)
Second Harvest Food Bank of Santa Clara and San Mateo Counties
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.
C. Project Beneficiaries
Service Area - Present
City of Saratoga Membership
1. Total population re- 29,900* 60 * **
siding within the
service area.
2. Total number of low 6,600 ** 60 * **
and moderate income
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 ** 60 * **
persons within the service
area.
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.
-3-
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 15 (Fiscal Year 1989 -90)
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 Site Manager periodically visits the
sites and monitors functions. The Program Coordinator
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 Coordinator.
Membership is effective the following week. A sample
application is attached.
2. Staff
Percent of time spent at
Saratoga Site
Program Coordinator 1.5%
Site Manager 2.5%
Delivery Drivers 1.5%
Community Nutritionist 1.5%
(Job descriptions are attached)
3. Project 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 Coordinator, Site
Manager, 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 Manager and the Program Coordinator who, in turn,
prepare a report for Second Harvest Food Bank's Executive
Director.
-4-
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
Second Harvest Food Bank of Santa Clara and San Mateo 1989/90
Agency Name Counties
Project _ Operation Brown Bag - Saratoga
_
DATE December 29, 1988
LINE. ITEM
JUL
1989
1
AUG
SEP
OCT
NOV
DEC
JAN
1990
I ;EB
I
MAR
APR
MAY
JUN
TOTAL
SALARIES
Personnel
Benefits
OFFICE EXPENSE
Rent
92
92
92
92
92
92
92
92
92
92
92
88
1,100
Telephone
Postage
Printing
Supplies
v
Travel
Utilities
92
92
92
92
92
92
92
92
92
92
92
88
1,100
Equipment
Dubs and Subscriptions
OTIIER EXPENSES
Accounting Services
Contract Services
Insurance
Conferences
Miscellaneous
TOTAL
184
184
184
184
184
184
184
184
184
184
184
176
2,200
1V E
ti
�d
l ?.
DAY
January 3, 1989
M4
Carolyn King
Members of the City Council
CITY OF SARATOGA
13777 Fruitvale Avenue
Saratoga, California 95070
.�G
SIE
Dear Carolyn and Members of the Council:
Enclosed please find our proposal for continued support from
the CITY OF SARATOGA for fiscal year 1989 -90.
I again ask that LIVE OAK ADULT DAY SERVICES be Included In
the CDBG allocation for funds designated for Saratoga
residents based upon the on -going relationship between LIVE
OAK and the Saratoga C.A.R.E. program.
The past year has brought the two programs even closer
together as LIVE OAK continues to serve Saratoga residents
on days when C.A.R.E. is not available, and continues to
refer clients to C.A.R.E. whenever possible. Several
clients attend both programs so that they may receive added -
days of care. In addition, the C.A.R.E. staff and the LIVE
OAK staff continue to share and exchange ideas, materials,
and policies, to ensure the best possible delivery of day
care services.'
In the past month the two programs have cooperated in the
submission of a Letter of Intent to a new source of funds,
The Bay Area Independent Elders Program. LIVE OAK initiated
this effort which includes C.A.R.E. and three other day care
providers. If It is successful It will bring each of the
day care programs funds Individually and provide for a
shared social worker position to coordinate training and
assessments for all the centers. Notification as to whether
or not we may submit a formal proposal will be given by
January 27, 1989. Even if this project does not succeed it
still serves as an example of the supportive and cooperative
way the day care programs lend strength to one another. By
maintaining these positive connections we can surely do the
most for the frail elderly community we are all trying to
serve.
A united way Agency 19 High School Court • Los Gatos, California 95032 • (408) 354 -4782
Carolyn King
Page 2
January 3, 1989
We have very much valued the support of the CITY OF
SARATOGA, and we Interpret the financial Investment that you
make In this program an endorsement of our efforts. The
community will require more and more of the service both
C.A.R.E. and LIVE OAK provide as our population continues to
age. The Cities of Saratoga and Los Gatos deserve
recognition for their pace - setting response to the needs of
the frail seniors in our towns. On behalf of our clients,
the Board of Directors, and staff of LIVE OAK ADULT DAY
SERVICES, I ask that you continue support for this program.
With warmest wishes,
Leta Friedlander
Executive Director
LF /dr
Enclosures
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
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.
SIGNATURE
TELEPHONE NUMBER (408) 354 -4782
PROJECT NAME Adult Social Day Care /LIVE OAK ADULT DAY SERVICES
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 5,000
PROJECT ABSTRACT (Limit statement to space provided.)
LIVE OAK ADULT DAY SERVICES is a specialized program of adult social day care
designed to enrich and enhance the quality of life for frail elderly residents
of the Saratoga /Los Gatos community and adjacent cities. Our targeted clientele
are typically victims of Stroke, Parkinson's Disease, beginning Alzheimer's
Disease, and a variety of other disabling conditions associated with advanced
age, and are, therefore, unable to participate in other community activities
planned for seniors. The LIVE OAK program provides the opportunity for this
special clientele to be again part of a peer group and experience the
stimulation so vital to their physical and mental health.
In addition, the program affords their caregivers respite so that their energies
may be renewed and their frail relative may continue being cared for'in the home
setting.
PROPOSAL/CITY OF SARATOGA
January, 1989
AGENCY DESCRIPTION
LIVE OAK ADULT DAY SERVICES is a nonprofit, human services
agency which provides social day care for frail elderly
clients who, due to their disabilities, i.e. Parkinson's
Disease, Stroke, etc., are unable to live independently nor
able to participate in other community programs for seniors.
Located at 19 High School Court, Los Gatos, California, in
the First United Methodist Church, this program operates
five days a week from 9:30 a.m. to 3:30 p.m. and on two
Saturdays each month, in rooms modified to accomodate this
very specialized clientele and their program. (Handicap
access, wheelchair space, handicap restrooms)
Programming offers adaptive physical exercise every day,
reality orienting discussions, music, crafts and painting
lessons, slide presentations, games, holiday celebrations,
music performances, sing-a-long sessions, travel
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 now being
provided to clients who will benefit from these activities
by trained therapists.
Classes for our clients are provided through West Valley
College Community Development Department. 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.
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. An ongoing support group meets two times
monthly' for caregivers facilitated by a trained therapist.
Saratoga caregivers participate in these sessions.
Consultation and referrals to other community services is
provided to all participating families and to community
members, by the staff on an ongoing basis.
STAFF ORGANIZATIONAL STRUCTURE
During the past year the administration of the agency has
returned to a traditional structure of one Executive
Director who is responsible for overall management of the
organization - funding, public relations, personnel,
insurance, etc. In addition, we have a new Program
PROPOSAL/CITY OF SAzmATOGA
January, 1989
Director, who holds a MSW Degree in Social Welfare from UC
Berkeley and is responsible for developing appropriate
programming, supervising the program staff, developing
volunteer involvement, performing in-home assessments of
prospective clients, etc. Both directors interact with a
fifteen member Board of Directors, to carry out the goals of
the agency and provide a valuable program to the community
which enhances the quality of life of those who participate.
Organizational Chart enclosed-Exhibit A
Also on staff are nine PROGRAM SPECIALISTS who work
part-time schedules keeping the client to staff ratio at one
to seven. A three-quarter time ADMINISTRATIVE ASSISTANT
does bookkeeping and reception duties, as well as all
secretarial tasks. VOLUNTEERS donate many hours both in
professional/advisory capacities (i.e. accounting) and
direct client interaction (i.e. serving mealsv music
presentations, one-on-one conversations, assistance with
crafts, etc.) 270 volunteer hours are donated each month.
PROJECT PURPOSE AND OBJECTIVE
The concept of adult day care is now widely recognized as a
necessary component in the continuum of human services
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.
par , ,
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 neded 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 CITY OF SARATOGA is among the first to recognize the
need for this vital service. We at LIVE OAK have been
privileged to give guidance and moral support over the past
three years to those developing the C.A.R.E. Center. Your
program is a real asset to the Saratoga Community and we
anticipate continued cooperation with your staff and their
board to share trainings, client assessments, policies, etc.
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.
LIVE OAK ADULT DAY SERVICES' qoal is to provide a quality
and life enriching program for the frail elderly, and to be
available to families within the Saratoga/Los Gatos area, as
well as the greater geographic area. Presently one of only
PROPOSAL/CITY OF 88IB\T0GA
January, I989
four 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. LIVE OAK expects to
continue to accomodate clients from Saratoga who are already
part of this program, and those who need the program more
days each week than are available 'at C.A.R.E. Priority for
enrollment is extended to the residents of those communities
which support the agency.
PRO.JECT BENEFICIARIES
New Surveys are now completed but will not be available
until Spring from UNITED WAY OF SANTA CLARA COUNTY and the
Federal Government. The 1980 Census indicates close to
4,000 adults over, age sixty living in Saratoga, of these 655
listed as handicapped. A study of Saratoga housing done in
1975, showed 23% of the population to be low or moderate
income level. Of the total over sixty population in the
City of Saratoga, 7% were found to be frail and unable to
live independently according to a 1981 study done by the
American Academy of Family Physicians. Since these studies
were made, the aged population has increased nationwide, as
has the number of recipients of SSI (aid to aged, blind, and
disabled), and Social Security benefits. Saratoga is surely
affected by these trends.
Continued referral to the Saratoga program and sharing of
resources between our two agencies will assure maximum
service to Saratoga residents.
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 surpassinq 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 C.A.R.E. program is operating every weekday and
offers the variety of programming LIVE OAK currently offers.
PRO-JECT MANAGEMENT
Please refer to ORGANIZATIONAL STRUCTURE CHART.
JOB DESCRIPTIONS enclosed - Exhibit B
PROJECTED 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
PROPOSAL /CITY OF SARATOGA
January, 1989
physicians, social-workers, and community members. As an
United Way Agency, inquiries often originate from contacts
to "First Call for Help ", an United Way referral service,
and from corporate personnel officers seeking assistance for
their employees. LIVE 0Ak:: in turn refers to appropriate
programs when indicated.
Participation of low and moderate income clients is 90 -95%
at any given time. No one is denied access to the program
due to inability to pay fees, and a sliding scale from ()-:13
is used to determine the cost per individual. Sliding scale
enclosed - Exhibit G
Plans adopted by this Agency in December, 1987 and
reaffirmed in November, 1 988 , provide for expansion of the
day care program to accomodate twice the present number of
participants within three years. Realization of this goal
has involved a search for an additional location and secure
funding base. We are currently in negotiation for a San
Jose location and anticipate that a second site will be
opened by April 1, 1989. LIVE OAF::: expects to remain
available to residents of the Saratoga /Los Gatos area with a
continually stimulating and diverse program maintained by
qualified professionals who are dedicated to enhancing the
Quality of life for the frail elderly at the existing
location. The funding support being requested from the City
of Saratoga is designated for the present site.
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
1989/90
Agency Name I,IVE OAK ADULT DAY SERVICES
Project Adult Sonial Dav
Care
1987
LINE.ITEM JUL AU
OCT
NOV
SALARIES
I
Personnel
98,065
Benefits
2.880
I
Workers Comp. Coverage
1,500
OFFICE EXPENSE
Rent
4,470
Telephone
800
Postage
1,100
Printing
600
Supplies, Program,
7,767
Office and Janitorial
550
Travel
Equipment: Office & Progra
4,775
Equipment Maintenance
1,100
Dues and Subscriptions
250
OTIIER EXPENSES
Accounting Services
500
Contract Services
8,110
Insurance
4,400
Conferences &Profession
1,800
al growth
Miscellaneous
16,756 See brea
down on R
verse Si
TOTAL
155,423
EXHIBIT C
DATE December 28, 1988
1988
DEC JAN i ;cB MAR APR MAY
JUN I ' TOTAL
106,027
3,024
1,650
4,560
3,000*
1,177
600
8,007
550
3,541
1,100
300
1,700
6,690
4,400
1,100
18,602
1" 79R
MISCELLANEOUS:
'
1987 -88
1988 -89
Government Fees
200
200
Fund Development
500
500
Assistance t& Individuals
1,000
1,000
Advertising
1,200
1,000
Publications.'
200
200
Janitorial Service
3,750
4,000
Improvements:,_
,
500
500
Other
600
600
7,950
8,000
Payroll Taxe's
8,806
10,602
16,756
18,602
*Program currently has only one phone line. Due to delays and great
inconvenienc¢, we plan to add one line next fiscal year.
i•
�2
i'iA
MISCELLANEOUS:
*Program currently has only one phone line. Due to delays and great
inconvenience, we plan to add one line next fiscal year.
i•
�'1i�
1987 -88
1988 -89
Government Fees
200
200
Fund Development
500
500
Assistance td Individuals
1,000
1,000
Advertising
1,200
1,000
Publications.'
200
200
Janitorial Service
3,750
4,000
Improvements—
,
500
500
Other
600
600
7,950
8,000
Payroll Tztxe's
8,806
10,602
16,756
18,602
*Program currently has only one phone line. Due to delays and great
inconvenience, we plan to add one line next fiscal year.
i•
�'1i�
PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE EXHIBIT D
List in detail the major activities to be undertaken to implement the project Program Year 1989 -90
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 12/27/88
PROJECT: Adult Social Day Care
ORGANIZATION: LIVE OAK ADULT DAY SERVICES
Title
of M o n t h a E n d i n g
Activities
1/31
8/31
9/30
10/31
11/31
12/31
1/31
2/28
3/31
4/30
5/31
6/30
Specialized
Recreation **
-----------------
ON GOI
------------------------
TOTALIN
33,000
hours --
- - - --
Respite to
Caregivers
-----------------
ON GOI
-----------------------
TOTALIN
33,000
hours --
- - - - - --
- - - - - --
- - - - --
Support Group / * **
Counseling Session
10
10
10
10
10
10
10
10
10
10
10
10
In- Service
Training/
Community Programs
1
1
1
1
Noon Meals to
Clients
550
550
550
550
550
550
550
550
550
550
550
550
Health Screening
1
1
1
1
1
1
-"1
1
1
1
1
1
Referrals
- - - - - --
- - - - - --
-ON GOI
G - - - - --
- - - - - -'
- _ -____
verage
- 1 1/2
er day
Speech Therapy
5 hr
5 hr
5 hr
5 hr
5 hr
5 hr
5 hr
5 hi
Soh
5 li
5 h
5 hr
Schedule Prepared by: Leta Friedlander, Executive Director
** Totals derived based on twenty -two (22) clients per day, five days per week, G hours per day, for 50 weeks
= 33,000 hours of service per year.
* ** 2 caregiver groups per month and 8 client group sessions per month
PROJECT NAME LIVE OAK ADULT DAY SERVICES
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
Executive Director
Program Director
100%
100%
Administrative Assistant 100%
PROJECT WORK PLAN
Fifiteen.th Program Year
1989 -90 FY
Activity for Period
(1 month or 3 month period)
Performs general administration of agency; hires and
supervises key staff, develops and monitors budget,
participates in fund development and fundraising,
writes grant proposals, manages contracts, seeks out
resources, does public relations.
Develops and plans appropriate programming. Overseas
all aspects of program. Performs in -home assessments
of prospective clients, supervises program staff.
Performs standard secretarial duties; keeps agency
books including accounts receivable and payable, attend-
ance records and billing of clients; tracks client
data and provides support for all aspects of agency,
represents agency to public on telephone
City of Saratoga
Products or Milestones for
Funding.achieved to meet
budget. Maintains standard for
agency in all areas.
Appropriate program delivered
to capacity enrollment by
qualified,motivated staff.
Client data collected and .
maintained. Financial records
accurate.
Program Specialists •(9) Conduct activities and care for clients. Successful, enriching hours
(all partitime staff, each of care provided to frail
working 2 or 3 days weekly) elderly clients.
LIVE OAK ADULT DAY SERVICES
CITY OF RESIDENCE
SAN JOSE 53.1%
LOS GATOS 30.6%
FIRST QTR. FISCAL YEAR 1988 - '89
EXHIBIT H
MOUNTAIN MEW 1.0%
MILPITAS 1.0%
SARATOGA 7.1 %.
'BELL 7.1 %
LIVE OAK ADULT DAY SERVICES
CITY OF RESIDENCE
SAN JOSE 53.1%
LOS GATOS 30.6%
FIRST QTR. FISCAL. YEAR 1988 - '89
EXHIBIT H
MOUNTAIN VIEW 1.0%
MILRTAS 1.0%
SARATOGA 7.1 %-
'BELL 7.1 %
LIME OAK ADULT DAY SERVICES
INCOME LEVEL
Laid
81.8J
FIRST QTR. FISCAL YEAR 1988 -89
IODERATE
18.2%
18974 Monte Vista Drive
Saratoga, CA 95070
January 9, 1989
Mayor Karen Anderson
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mayor Anderson
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 twelve 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 may 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. 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
21270 Glenmont Drive
Saratoga, Ca., 95070
Jaunary 1 1, 1989
Mayor Karen Anderson
City of Saratoga
13777 Fruitvale Ave.
Saratoga, CA 95070
Dear Mayor Anderson,
At this time, when the City Council is about to make decisions
regarding funding allocations for fiscal year 1989 -90, I'd like to submit to
you and the members of the Council my strong appreciation for the Live
Oak Adult Day Services in Los Gatos and urge you to continue support for
this necessary agency.
From August until December of 1988, while my eightyseven -year old
mother was living with me, she was enrolled at the Saratoga C.A.R.E, but
because it was open only on Tuesdays and Fridays, it was necessary for
Mother to also attend the Live Oak Center as space became available on
Mondays and Wednesdays.
Both programs were very beneficial for my mother. She usually
arrived home smiling and pleased, talking about the warm, kind staff and
volunteer people she encountered. I don't know what I would have done
without these services.
I understand the Live Oak Adult Day Services has requested
continued funding. I heartily urge you to continue that support.
Respectfully,
Vera Hilsenrath
RAY L. BYRNE
13904 TRINITY AVE.
SARATOGA, CALIFORNIA 95070
January 103 1989
Mayor Karen Anderson
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mayor Anderson:
As the Council will shortly be considering the disposition
of funds for the new year, I am writing this in behalf of
Live Oak Adult Day_ Services (LOADS), 14 High School Court,
Los Gatos.
The support given to LOADS by the City of Saratoga during
the last two years has been greatly appreciated. It has en-
abled the organization to continue to improve what is recog-
nized as an excellent program in the enhancement of life for
frail seniors and their caregivers in this community.
I have been a board member and volunteer for the day care
center for the past five years and have had intimate contact
with the program and its accomplishments. It would be diffi-
cult to find a more productive use for the funds committed to
this enterprise.
As a 25 year resident of Saratoga, I ask for your continued
support for the LOADS program for fiscal 1989 -90. Thank you
for your consideration.
Sincerely,
n
Santa Clara County
January 2, 1989
Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Carolyn,
o C� ENO
D
JAN 51989
CITY OF SARATOGA
-MNAGE_ IS OFFICE
Enclosed please find the program's application for funding for
the FY 1989 -90.
We have been most happy to receive Saratoga's support and look
forward to a continued relationship.
If you desire additional information or clarification, please
call me at (408) 249 -3950.
Thank you.
Cordially,
Donna Donahue
Program Director
Long Term Care Ombudsman Program
Santa Clara County
Enc.
DD /hg
100 N. Winchester Boulevard, Suite 300, Santa Clara, CA 95050, 4081249 -3950
A Program of Catholic Charities of Santa Clara County
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Catholic Charities of Santa Clara Count-3;
NAME /TITLE OF PROPONENT James Purcell,
SIGNATURE`
TELEPHONE NUMBER (408) 243 -3001
PROJECT NAME Long Term Care Ombudsman Program
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED ; 3,253
PROJECT ABSTRACT (Limit statement to space provided.)
The program trains, assigns and supervises volunteers who make weekly visits
tr .e+i:'+.+.+S�Ar- Nt,rsine Fari 1 i ri Pa anal rcaylor visits tc Fesldegu4 p.l CQr-p
Fari l i ti cc fnr tha F1 Aarl3z CRFF' g) fn rnnA„rt racjApnt intPS°leT°c, recei in,
rmmplain s. rondnrr romllaint invactigatinnc and racnlvc prnhlamc mnAt- h4z nr
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 from
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.
CITY OF SARATOGA
Community Development Block Grant Program
Fifteenth Program Year
FY 1989 -90
A. DESCRIPTION OF APPLICANT AGENCY
Catholic Charities 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 been 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 currently
staffed by seven employees, whose scheduled hours comprise the equivalent of 6
full -time personnel. The Program has 40 volunteers who are currently active and
assigned to facilities. The Program is situated within the Agency's Aging Service
Division. In FY 1978 -88, the program opened 1,199 cases on behalf of the residents
in the county.
The Ombudsman Program reports its performance to the Council on Aging, who - 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
year (FY 1988 -89), 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 57% low income (Medi -Cal or SSI), 14%
moderate and 29% above moderate to high income. (These percentages based on
previous 6 months 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. Ombudsmen advocate for
residents' rights, and for improved quality of life and quality of care for
long term care residents, during their regular, 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 mandated
training which is convened by the Program Coordinator. Certified Ombuds-
men have the legal right of access to all long term care facilities in
the county at any'time deemed reasonable by the California State Ombuds-
man (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 conditions. 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 express
consent.
We are requesting financial support in the amount of $3,253 or 1.6% 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, volunteer recruitment, training
and supervision; and two, investigation 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 1989, the local program
will have a ratio of 2 FTE coordinators for forty volunteers, or 1:20.
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 requirement that care providers and
health care professionals must report, has fostered an increase in the total
number of reports and subsequent cases handled by the program. Total cases
increased during FY 1987 -88 by 13% compared to the previous year; abuse
cases constituted 75% of this increase. The first quarter of FY 1988 -89
demonstrated a 17% increase in the number of abuse reports received by the
office as compared to the same period the previous year. Staff time has
been allocated to deal with these serious and complex situations and to coord-
inate 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. It is the program's
intent that if these positions can be maintained, the eventual growth in
volunteer ranks will enable increases to service provision in City of Saratoga.
- 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 9,300 long term care facility residents of Santa
Clara County, .394 (or 4.2 %) 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 40 volunteers, 2 are 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 /complaint 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)
1. Odd Fellows Home of CA Infirmary
145 Fruitvale Avenue
2. Our Lady of Fatima Villa
20400 Saratoga - Los Gatos Road
3. Saratoga Sub -Acute Hospital
18611 Sousa Lane
- 5 -
# OF RESIDENTS
68
85
38
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
RESIDENTIAL FACILITIES FOR THE ELDERLY (RFE'S) # OF RESIDENTS
1. Odd Fellows Home of California 174
14500 Fruitvale Avenue
2. Tender Loving Care 4
12066 Carol Lane
3. Saratoga Residential Care Home 25
18611 Sousa Lane
2. Project objectives are detailed as follows:
a) Unduplicated contacts = 106 of Saratoga's394 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 18 cases in FY 1989 -90.
b) Conduct 2 in- service training on patient rights.
c) Provide 1 community education program or additional literature to
Saratoga service providers.
4. Objectives will be met by assigning volunteers to serve Saratoga residents
and by supporting and assisting those volunteers in their complaint
investigations.
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.
CITY OF SARATOGA
CDBG PROGRAM
LONG TERM CARE'OMBUDSMAN'PROGRAM
1989 - 1990
*Salaries
Benefits
Rent
Telephone
Printing and Postage (equipment maintenance)
Supplies
Training /Travel
Transportation (local)
Accounting
Dues and Subscriptions
TOTAL
$133,251
25,050
19,892
5,843
6,276
2,756
2,255
2,937
5,066
1,124
$204,450
*Includes $6,019 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.
40 volunteers are actively visiting clients in the county on a
regular basis; where assigned, most volunteers visit weekly.
3. See activity time schedule.
4. See activity time schedule.
- 8 -
'PRCY=T 'NAME'
PROJECT NUMBER
Page One
PROJECT WORK PLAN
Fifteen.th Program Year
1989 -90 FY
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
A. Program Director
B. Volunteer Coordinator (SNF)
C. Volunteer Coordinator (RFE)
Activity for Period
QITARTRRT.Y
(1 month or 3 munth 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 consumers.
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 sessions.
City of Saratoga
Products or Milestones for
(1) Produce timely quarterly
report(s): October, January,
April and July.
(2) Graduate and assign volunteers
December, 1989.
(3) Complete 2 sessions for new
volunteers - June, 1990.
(4) Provide report narrative on
2 education meetings, ►
June, 1990.
(1) Sign off on monthly activity
sheets.
(2) Review /close all case work.
(3) Special events & October class.
(4) Monthly meetings held to keep
volunteers certified.
(1) Sign off on monthly activity
sheets.
(2)' Review /close all case work.
(3) Special events & October class.
(4) Monthly meetings held to keep
Volunteers certified.
PROJECT NAME I.ONG TERM CARE OMBUDSMAN PROGRAM
Page Two (continued)
PROJECT NUMBER
PROJECT WORK PLAN
Fifteen -th Program Year
1989 -90 FY
City of Saratoga
Responsible Staff Person(s) and
Activity for Period
Products or Milestones for
Approximate Percentage of
Time Allocated to Activity
— 1jjarr°r1 U Ac titii ry
(t month or 3 munch period)
Quarters
D. Investigator (RFE)
D. (1)
Receive and investigate complaints in facilities
(1)
Field activity reports
(Saratoga) where volunteers not assigned.
completed (on- going).
(2)
Open cases for Saratoga clients.
(2)
Case log completed (on- going;
(3)
Provide support for elder abuse reports, invest-
(3)
Phone duty - I & R for
igations, education.
community /Saratoga(on- going),
(4)
Attend community licensing meetings & other agency
I
(4)
Provide consultation to
strategies, problems, citations.
Director & Volunteer Coor-
dinators as needed (on -going
PROPOSED IMPLEMENTATION ACTIVITY TIME
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
will be closely monitored during implementation'according to this time schedules
Program Year FY
Date Prepared _D
1989 -90
c mh r. 19Afi
PROJECT: LONG TERM CARE OMBUDSMAN PROGRAM
ORGANIZATION: Catholic Charities
of Santa Clara County
Title
of
M o n t h s
E n d
i n g
,
Activities 7/31
8/31
9/30
10/31
11/31
12/31
1/31
2/28
3/31
4/30
5/31
6/30
1. Vol. recruitment
a) on -going via
public presentation
b) new video home
study available. X
* 2• Core training &
X
X
X
X
X
X
X
X
X
X
X
assignment; formal
class three times
a year.
(class)
X
(assig
ments)
X
(class)
X
( assig
ments)
X
(class)
X
(assign
ments)
X
3. On -going trainin
for certified
volunteers. X
4. Introduce...progra __
to 106 unduplicated
X
X
X
X
X
X
X
X
X
X
X
residents X
5.;,Site visits to
X
X
X
X
X
X
X
X
X
X
X
facilities. X
6. Open & resolve
X
X
X
X
X
X
X
X
X
X
X
18 cases'. X
X
X
X
X
X
X
X
X
X
X
X
Schedule Prepared by: 1-1 ; -
*Program has already held 2 formal recruitment/ raining drives during current service year.
With continued funding for 2 FTE Volunteer Coordinators, three sessions can be held in FY 1989 -90.
PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE Page Two (continued)
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
Program Year FY 1989-90
Date Prepared December, 1988
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
Agency Name 1989/90
g Y Catholic Charities of Santa Clara
Project Long Term Care Ombudsman Program DATE December, 1988
LOS GATOS - MONTESERENO - SARATOGA
December 23, 1988
Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. King:
Eg s t § � JAN
1989
� O G�.►?
Attached is a completed proposal for CDBG Funds for FY 1989 -90.
We greatly appreciate your consideration of Transit Assist's
request for operating funds.
A grant from the City of Saratoga CDBG 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,
Zauren J. Gray, Transit sist
Program and Operations Manager
f vig
osures
208 EAST MAIN STREET LOS GATOS, CALIFORNIA 95030 PHONE (408) 395 -2010
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME TRANSIT ASSIST JOINT POWERS AGENCY
ADDRESS 208 E. Main Street
Los Gatos, CA 95030
NAME /TITLE OF PROPONENT Lauren Gray /Transit Assist Mgr.
SIGNATURE
TELEPHONE NUMBER (408) 395 -2010
PROJECT NAME Transit Assist
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 10,000.00
PROJECT ABSTRACT (Limit statement to space provided.)
The Transit Assist program is a public, non - profit, demand responsive
paratransit service, providing transportation to seniors and handicapped
who are transportation deficient and reside within the sphiere o in-
fluence of Los Gatos, Saratoga and Monte Sereno. Eligible clients are
provided transportation to Doctor's offices, medical /rehabilitation
facilities, grocery stores, daycare center, schools, social events,
banks /leaal institutions. 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 store's, 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% 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 3,600 rides
during FY 1987 -88. Ridership from Saratoga residents is
increasing. The program anticipates providing 4,000 rides to
Saratoga residents during FY 1988 -89, and possibly a greater
number during FY 1989 -90.
The following data identifies the cost per passenger trip for
FY 1988 -89 and FY 1989 -90 and the cost to provide service to
Saratoga residents.
FY 1988 -89
4,000 SAR Rides X 12.2 cost per passenger trip: $48,800
FY 1989 -90
4,000 SAR Rides X 12.6 cost per passenger trip: $50,400
C.
The $4,000 received from CDBG funds in FY 1987 -88 bought 339
Saratoga rides. Funds received in FY 1988 -89 will buy 328
Saratoga rides. The $10,000 requested from CDBG funds
in FY1989 -90 will buy 794 Saratoga rides.
Proiect Purpose and Objective
It is the objective of Transit Assist to provide
transportation in FY 1989 -90 at current status quo levels:
Passenger Trips
Wheelchair Units
Handicapped Units
(Under 60 years)
Shared Rides
13,000 /year
1,980 /year
1,100 /year
6,600 /year
Target No. elderly persons - 8,600
Population: No. Handicapped Persons - 1,500
Client Total Registered 700
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. 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. 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.
Evidence of Community Support
In a recent 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
Project Beneficiaries
The primary population to be served by the Transit Assist
Program are the elderly (age 60 +) and the adult disabled
residents 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
$ of Low and Moderate Income Persons to Total
Number of Persons in Service Area 26.5%
Number of Elderly Persons 8572.
Number of Handicapped 1,485
Data Sources
- -1980 Census
D. Protect 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 Metropolitan Transportation
Commission,all monitor the program's performance and evaluate
whether the program is meeting the needs of the community.
PROJECT NAME TRANSIT ASSIST
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
LAUREN GRAY (Manager)
750 30 hours /week
REGINA FALKNER (Manager,
Community Services Division,
Town of Los Gatos)
10% 4 hours /week
LAUREN GRAY (Manager)
25% 10 hours /week
DEAN COURIS (.Program Asst.)
100% 30 hours /week
ADMINISTRATIVE SECRETARY
10% :4 hours /week
PAID PART -TIME DRIVERS
100% 120 hours /week
VOLUNTEER DRIVERS
1000 20 -25 hours /week
CLERICAL VOLUNTEER
"100% 8 hours /week
PROJECT WORK PLAN
Fifteenth Program Year
1989 -90 FY
Activity for Period
(1 month or 3 month 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
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
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
1989/90
Agency Name TRANSIT ASSIST
Project
DATE __ DECEMBER, 1988
1987
1988
LINE. ITEM
JUL
AUG
SEP
OCT
NOV
DEC
JAN
I «s
MAR
APR MAY JUN
TOTAL
~SALARIES
Personnel
8,702.3
seneflts
1,639.42
104,428
19,673
OFFICE EXPENSE
Rent
490.25
Telephone
150.00
ITURES A
E X4TICIP
TED TO BE
pjE' SANE
()R E CH
5,883
Postage & Supplies
169.25
1,1100
Printing
50.0
2,031
600
Training
20.8
Travel (Auto.Allowance
20.0
250
240
Advertising $ Publicit
50.0
600
Vol. Driver Mileage
62.5(
Memberships & Mileage
41.6
750
500
OTIIER EXPENSES
Accounting Services
208.3
Contract ServlceRudfts
250.0
2,500 _
Insurance
250.0
3,000
Vehicle Maintenance
3,000
in and Oil
500:0
7,000
unt e r In -Kind Con-
500.0
,
TOTAL ri u ions
13,687.9
164,255
List In detail the major activities to be undertaken to implement the project Program Year
and the scheduled time they will begin and-be completed. Once approved, projects FY 1989-90
will be closely monitored during implementation'according to this time schedules Date Prepared 12/29/88
PROJECT: TRANSIT ASSIST
ORGANIZATION: TRANSIT ASSIST JOINT POWERS AGENCY
Title
of
M o
n t h s
E n d
i n g
Activities 7/31
8/31 9/30 10 /3l
11/31
12/31
1/31 2/28 3/31 4130 5/31 6/30
Arrange and pro-1
Vide transporta- ,083
1,083 1,83 1,083
0
1,Q83
1,083
1,083 1,083 1,084 1,084 1,084 1,084
tion to Transit Rides
Assist clients.
Rides Rides Ride
Rides.
Rides
Rides Rides Rides Rides Rides Rides
CONTI NVOUS IPROGRA
Schedule Prepared by: Lauren J. Gray, Program and Operations Manager
Senior
Coordinating
Council
OF THE LOS GATOS AREA
"WE ARE THE LINK"
January 4, 1989
Ms. Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. King:
RECEHED
JAN 61989
CITY OF SARATOGA
CT_TY MANAGER'S OFFICE
Enclosed is our completed proposal for a Housing and Community
Development Act (HCDA) Block Grant for FY 1989 -90.
The Senior Coordinating Council of the Los Gatos Area has
provided Case Management services to Saratoga seniors for the
past six years. Each year, over 100 Saratoga seniors are
provided with social services through the case management
program. Our target population is seniors identified as having
the greatest economic and social needs. The case management
program attempts to maintain vulnerable seniors in their own
homes, thus delaying costly nursing home placement.
We recently had an incident where a client was referred to us for
services because of a broken hip. She was not able to prepare
meals or care for herself, and she was attempting to heat her
home with her kitchen stove because the furnace needed repair.
After visiting the client's home the Case Manager was able to
develope a plan of care that provided her with in -home supportive
services, home delivered meals, energy relief and a new furnace,
and supplemental income to support her until she was able to
return to work. Without these services she would have gone into
a residential care home and upon completing her convalescence she
would have been deeply in debt because she did not have the funds
to cover these expenses.
Today this client is again active in the community and has been
able to return to work. This is not an unusual case and is
typical of the services provided by the case manager.
During the past few years the demand for services, and the costs
for this program have escalated to the point where the Senior
208 East Main Street Los Gatos. California 95030 (408) 354- 15 14
Senior
FWCoordinating
Council
OF THE LOS GATOS AREA
"WE ARE THE LINK"
Coordinating Council is no longer able to bear these costs alone.
The ongoing shortage of funds has made it even more important for
all of us to share is the cost of operating this program.
Currently we are requesting funds ($5,000.) from the Santa Clara
County Board of Supervisors for the case management program. In
order to qualify, the County is requiring a 50% match above and
beyond our present match.
A HCDA Grant of $2,500 would offset the shortage of funds needed
to maintain the current level of case management services to
Saratoga Seniors.
We greatly appreciate your consideration of the Senior
Coordinating Council's request for funds for the Case Management
Program.
Please contact me at 354 -1514, if we can provide any additional
information.
Sincerely,
Janet King -G6th
Executive Director
Enclosure
208 East Main Street Los Gatos. California 95030 (408) 354 -1514
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
ADDRESS 2n8 F. Main StrpPt
NAME /TITLE OF PROPONENT Janet xi ng -Cnth . ExPr Ilt i va Director
SIGNATURE
TELEPHONE NUMBER 408- 154 -1s14
PROJECT NAME CASE MANAGEMRNT
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 2,snn_nn
•.• statement
FArh =ar., • -r 100 •... - . • - • • • • . social sp miyTh
.- Case 11. ..• -11 -. • •.; .11 Our •- ..•• •. is sp-ninrs •-. • as having
IUl. .11 -.. n! aInne or • another • •.. Ili•. -• rx-rson, .! -•
11.1.• -11 -� -111 • 11. / • I •' .• - •- • �- •.1• •�.�; 0
delaying costly nursing home placement.
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 Saratoga, Monte Sereno, Campbell, 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 one day a week to Saratoga
seniors for the past six years. Each year, over 100 Saratoga seniors, are
provided with social services through the Case Management program. The majority
of services provided are for life sustaining purposes. Services include but are
not limited to health services, homemaker services, housing, mental health
counseling, financial assistance, legal assistance, transportation, respite and
day care, nutrition, skilled nursing facility /residential care homes, handi-
capped services, socialization /enrichment, and telephone assurance/safety-
Our target population are seniors identified as having the greatest economic and
social needs - -- low income, the handicapped, the frail, with speech impair-
ment /communication barrier, living alone or with another functionally impaired
person, aged 75+ years, who are at risk of institutionalization without these
\services.
The case manager facilitates linkages to and coordination with other agencies
that provide services for seniors. Needed services are identified and
cooperation with other agencies has been established to avoid duplication in
delivery of these services. Outreach and referrals are accomplished through on-
going 'contact with churches, service provider agencies, hospitals, and
physicians in the West Valley Area.
In addition to linkage with many county wide services, service coordination has
been developed with the following local agencies: the Saratoga Senior
Coordinating Council, the Saratoga Center for Adult Respite Experience, Live Oak
Adult Day Care, Transit Assist, West Valley Mental Health, The Health Place,
Long Term Care Ombudsman Program, and hospital discharge planners.
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 or moderate 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 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.
For example medical emergencies, financial, housing, and food emergencies, as
well as elder abuse cases would be ranked first for priority over other cases
with regards to assessment scheduling and service provision.
3. Identify, in measurable terms, the desired outcomes and benefits of the
project.
The number of low and moderate 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 (320 hours) 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.
No other alternatives have been considered for this proposal. Guidelines and
criteria have been established by U.S. Government under the Older Americans
Act, Title III Case Management program. 50% of funding for this program
comes from the Older Americans Act. This program was designed to insure service
quality and- cost effective use of community resources. 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. 2 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. & 2. Project staff and administration of project.
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.
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.
Title V (SCSP) is responsible for providing supportive assistance to Case
Management Project.
D. N.Sc /Geriatric Nurse Practioner provides consultation and supervision of Case
Manager. Meets weekly with Case Manager.
Treasurer of the SCCLG maintains the fiscal records and prepares the monthly
reports.
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. Case Management services to be provided
depending on client's need, include the following:
- Comprehensive assessment of client's psychosocial and health needs
- Development of a client care plan based on assessment
- Service linkage and coordination of existing community resources
- Follow -up and evaluation
- Ongoing case monitoring of client's status
- Individual and /or Group Counseling
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.
PROJECT NUMBER
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
Case Manager (2 %)
Volunteers (75 %)
Case Manager (65 %)
Execitive Director (2 %)
Case Manager (5 %)
Case Manager (10 %)
R�cecutive Director-M)
Volunteers (75 %)
Community Relations
Coordinatior - (10 %)
Case Manager (10 %)
Case Manager (8 %)
}Kecutive Director (6 %)
PROJECT WORK PLAN
Fif-teen.th Program Year
1989 -90 FY
Activity for Period
1 month or 3 month period)
City of Saratoga
Products or Milestones for
Targeting To provide minimum of 15 individual outreach quarterly
contacts by trained volunteers, assessing seniors
for service needs.
Units of
Assessment - assess new clients for single and
monthly
Service
multiple needs
Care Planning - to develop
in depth plan of care
monthly
for each new case
Service Authorization - to
link new cases with
monthly
needed services
Case Monitoring - monitor
by phone or in person,
monthly
all active cases
Staffing and
Recruit and train 2 senior
volunteers to assist
monthly
Volunteers
the case manager
Coordination
Expand service coordination with service providers
quarterly
discharge planners, senior
center director
Outreach /Public Provided by trained volunteers, door -to -door quarterly
Information canvassing - 15 new senior to be reached.
expand number of public service announcements and
press releases to local media. (6)
Client Input Provided by monitoring and follow -up of all monthly
active cases.
Internal In addition to receiving four hours of case bimonthly
Monitoring supervision, the case manager will meet regularly
with the Executive.Director to evaluate progress
in achieving program goals and objectives.
Regular reporting to funding agencies as required. monthly or
quarterly
Annual audit of financial records and method of
1. . . _?_ _ . .. .. ..I
681k'& U- cLU ►1,1 4- UIL111A1 WN ACTIVITY TIME
SCIIEUULE
List in detail the major activities to be undertaken
and the scheduled time they will begin and•be completed.
will be closely monitored during implementation according
to 'Implement the project
Once approved, projects
to this time schedule:
Pr °gram Year
Date Prepared
1989 -1990
January 3, 1989
PROJECT:
CASE MANAGEMENT
ORGANIZATION:
Senior Coordinating Council
ea
Title
of
Activities
- Targeting
7/31 8/31
9/30
M o
10/31
n t h s
11/31
E n d
12/31
i n g
1/31
2/29
3/31
4/30
5/31
6/30
Population
- Assessment new
5 5
5
5
5
5
5
5
5 •
5
5
5
clients
- Care Planning
- 'Service Linkage
- Case Monitoring
- Provide services
to new clients
7�hr- 7�hr
7�hr- 7�hr
10hr 10hr
3 hr 3 hr
9 9
7' hr
7' hr
10hr
3 hr
9
7
h
10
3
9
7' J7'
7'
10hi
3 lu
9
7' hr
hr
10hr
3 hr
9
7' hr
7' hr
10hr
3 hr
9 ►
7�hr
7' hr
-�
10hr
3 hr
9
7�hr
7�hr
10hr
3 hr
9
7' hr
7�hr
10hr
3 hr
9
7 hr
7�hr
10hr
3 hr
9
7 hr
7�hr
10hr
3 hr
9
- Client imput.
- Coordination
of Services-
2 hr 2 hr
2 hr 2 hr
2 hr
2 hr
2 hi
2 hi,
2 hi
2 hi
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
2 hr
- Internal Monitor
- Outreach
4 hr 4 hr
5 hr 5 hr
4 hr
5 hr
4 hi
5 hx
4
5
4 hr
5 hr
4 hr
5 hr
4 hr
5 hr
4 hr
5 hr
4 hr
5 hr
4 hr
5 hr
4 hr
5 hr
schedule Prepared by: .TAnc,t Ki aq=c th
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
SE14IOR COORDINATING COUNCIL 1969/90
Agency Name nF Rsrr. me C-ArMC hDPA
Project CASE MANAGE UIT
DATE January/ 3, 1989
1987
1
1988
LINE. ITEM
JUL
AUG
SEP
OCT
NOV
DEC
JAN
;c8
MAY
JUN
TOTAL
SALARIES
I
Personnel
1,031
1,031
1,031
1,031
1,031
1,031
1,031
1,031
1`11,031
1,031
Benefits
160
160
160
160
160
160
12,372
OFFICE EXPENSE
160
160
T22
160
160
1,920
Rent
Telephone
20
20
20
20
20
20
20
zo
20
2e
240
Postage
20
4
20
20
20
20
20
20
20
20
20
240
Printing
5
4
5
4
4
4
4
4
4
4
4
48
Supplies
5
5
5
5
5
5
5
5
60
Travel (local)
20
20
5
20
5
20
5
20
5
5
5
5
5
60
Utilities
20
20
20
20
20
20
20
240
Equipment
Dues and Subscriptions
25
OTHER EXPENSES
25
Accounting Services
125
Contract Services
125
Insurance
140
Conferences
140
Miscellaneous
30
30
30
30
30
30
30
30
30
30
30
30
3.
TOTAL
1,420
1,295
1,295
1,295
1,295
1,435
1,320
11295
1,295
1,295
1,295
1.95
15.830
C unty of Santa Clara
H °alth Department
West valley Mental Health
375 Knowles Drive
Los Gatos, California 95030
(408) 379-7020
January 13, 1989
Karen P. Anderson, Mayor
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Your Honor the Mayor:
As Lead Supervisor of Geriatric Services at West Valley Mental
Health Center and Geriatric Liaison for county and contract
agencies, I have been invited to speak at your Town Council
Meeting on January 18th, 1989 by Janet King-.Goth of the Senior
Coordinating Council of the Los Gatos area. Unfortunately, a
prior commitment precludes my being there. In lieu of this, I
am writing to urge your support for the critically important
work done by this agency.'
The Senior Coordinating Council provides invaluable assistance
to the geriatric services which West Valley Mental Health is able
to offer, particularly in the areas of assessment, case management,
and after care. This is especially true for the homebound, iso-
lated senior, who would go undetected and unserved if it were not
for the efforts of the Senior Coordinating Council. We have a
small staff, and without the cooperation of outside agency ser-
vices such as those provided by the Senior Coordinating Council,
we would be severely limited in what we could offer.
Geriatric staff at West Valley Mental Health have an excellent
working relationship with the Senior Coordinating Council. It
is our hope that we can continue working together, in present or
increased capacity. Your support of this agency and the excellent
services it provides will be greatly appreciated by myself, our
staff, and the many seniors who will benefit.
Sincerely,
Sandra Todd, L.C.S.W.
Lead Supervisor, Chronic and Geriatric Services
West Valley Mental Health Center
Board of Supervisors: Susanne Wilson, Zoe Lofgren, Ron Gonzales, Rod Diridon, Dianne McKenna
County Executive: Sally R. Reed
Saratoga Area
SASC SENIOR COORDINATING COUNCIL
C P. O. Box 30339 Saratoga, California 95070
4.. (408) 867 - 3438 A 57
January 6, 1989
TO: Mrs. Carolyn King, Administrative Assistant
City of Saratoga
FROM: Paul Bowlin, Finance Chair
Saratoga Area Senior Coordinating Council
RE: Community Development Block Grant Proposal (FY 1989 -90)
We are enclosing two applications with budget detail for CDBG
funds for the next fiscal year:
(1) Requests the same level of funding as the prior year's grant
for operation and programs in the Saratoga Senior Center commensu-
rate with growth in participation and range of activities at the
Senior Center. SASCC is committed to maximizing fund - raising
efforts. The budget proposal for Fiscal Year '90 is increased
only to provide modest salary increases to employees, (MacFarlane
and Sherrard).
(2) The requested increase of $10,000 for Adult Day Care Center
(C.A.R.E.) is related to projected increased hours of operation
and additional staff time required.
SASCC is requesting a total of $65,000 CDBG revenue to
maintain its well- rounded multi- service center programs in the
community. Program details and justification are found in the
accompanying narratives. We will hope for favorable response
on this portion of our total proposed budget of $153,211 for
both projects. As noted, commendation has been given for SASCC's
conduct of a "worthwhile" COBG project and most appropriate use
of funds.
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
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 P F. BOWLIN, Finance Chair
SIGNATURE 42
TELEPHONE NUMBER (408) 867 - 3438 x 57
PROJECT NAME Senior Center Operations
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 35.000 glus any unexpended
balance from Fiscal Year '89
PROJECT ABSTRACT (Limit statement to space provided.)
Request is made for continued support of operations and services for the
for the seventh year at 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 program was commended verbally by a HUD representative in the
San Francisco office as one of two "very worthwhile projects" in Santa
Clara County, suggesting most appropriate use of the money spent.
SARATOGA AREA SENIOR COORDINATING COUNCIL
P.O. BO% 3033
SARATOGA, CALIFORNIA 95070
PROPOSAL NARRATIVE
FISCAL YEAR 1989 -90
A. Description of Applicant AQenc
1. The Saratoga Area Senior Coordinating Council is a non - profit organization
incorporated, with 501 -3c IRS Tax status. It is designated by the City of Sara-
toga as the group responsible for operating the Saratoga Senior Center and moni-
toring 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 were hired to manage the Adult Day Care program (see separate
proposal). A corps of multi- service volunteers contribute 15,000 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.
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 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 Fi-
nancial counseling is also made available as needed.
A Widowed Support group has grown into a network of over 100 women and
men, and weekly meetings attract 25 persons for counseling, support, and
fellowship. This group is led by the Executive Director assisted by profes-
sionally 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 partici-
pation.
Recreational, cultural and educational programs are offered in the
monthly schedule of activities. Fitness classes with average attendance of
25 are conducted 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 issue of 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 estab-
lished "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 an ever growing membership. Cost of living salary incre-
ments and change to employee status have increased the cost of operations.
Outreach and advocacy efforts are still insufficient to reach a wider
segment of the Saratoga's older adults who despite good media publicity (TV,
local and area press) still do not use or are not aware of the variety of serv-
ices 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 specific needs.
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 C.A.R.E.
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 70% 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 involvement for 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. Title V work experience trainees have been added to
the staff on assignment from the Council on Aging.
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 will be necessary for instruction and leadership. The Board
and Executive Director will monitor progress with periodic independent program
and fiscal audits.
-3-
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.
C. Project Beneficiaries
Based on the latest available 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 1988 to June 1989.
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.
4. The Board of Directors meets monthly and approves new programs and
activities, and assessed the effectiveness of operations. Committees meet
regularly with the Executive Director to progress 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 grojectfund use. A quarterly report on service
programs is also submitted to the City.
PROPOSED IMPLEMENTATION ACTIVITY TINE 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, projects
will be closely monitored during implementation according to this time schedule:
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 1 1/31
Weekly luncheons
)
)
Case Management
)
Health counseling
)
Fitness classes
)
ON-
ING)
Volunteer recruitm
nt
)
Activities
)
Outreach
)
Fund-raising
)
)
Tax assistance
Renters Assistance
X
X
Flu Shots-
X
Health Screening
X
Art Class
X
X
X
X
Super Sale
X
Schedule Prepared by: Executive Director, Olga MacFarlane
X
Program Year 1989-90
Date Prepared 1_6_g9
2/28 1 3/31 1 4/30 1 5/31 1 6/30
X
X
X I
X I X
X I X
X I X
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
1989/90
Agency Name SARATnC_A ARRA SRMYnR CnnRnruATruC COUNCIL
Project SARATOGA SENIOR CENTER
DATE -JANUARY 6. 1989
LINE. ITEM
198s
JUL
1
AUG
SEP
OCT
NOV
DEC
1989
JAN
;ED
MAR
APR
MAY
JUN
TOTAL
SALARIES
Personnel. 35,202.
2,933.50
2,933.50
2,933.50
2,993.50
2,933.50
2,933.50
2,933.50_
2,933.50
2,933.50
2,933.50
2,933.50
2,933.50
35,202.
Benefits 3,933.
327.75
327.75
327.75
327.75
327.75
327.75
327.75
327.75
327.75
327.75
327.75
327.75
3,933.
OFFICE EXPENSE
Rent In kind
Telephone In kind
Postage 2,000.
166.67
166.67
166.67
166.67
166.67
166.67
166.67
166.67
166.67
166.6
166.67
166.67
2,000
Printing 6,000.
500.
500.
500.
500.
500.
500.
500.
500.
500.
500.
500.
500..
6,000.
Supplies 2,000.
166.67
166.67
166.67
166.67
166.67
166,67
166.67
166.67
166.67
166.6
166:67
166.67
2,000.-
Travel ..500.
200.
200.
100.
500.
Utilities In kind
Equipment 500.
41.67
41.67
41.67
41.67
41.67
41.67
41.67
41.67
41.67
41.6
41.67
41.67
500.
Duls and Subscriptions
OTIIER EXPENSES
rogram 4,5P0.
Itaaa�uTckrsg Services
400.
400.
400.
400.
300.
300.
300.
400.
400.
400.
400.
400.
4,500.
Fund Raising Services 000.
� tcr4 n ces
100.
100.
100.
100.
100.
100.
100.
100.
100.
100.
1,000.
Insurance 53000.
416.67
416.67
416.67
416.67
416.67
416.67
416.67
416.67
416.67
416.67
416.67
416.67
5,000.
Conferences 500.
100.
250.
150.
500.
Mlscel laneous 1,000.
100.
100.
100.
100.
100.
100.
100.
100.
100.
100,
1-non
TOTAL 62,135.
SARATOGA AREA SENIOR COORDINATING COUNCIL
SENIOR CENTER OPERATIONS
PROPOSED OPERATING BUDGET FISCAL YEAR 1989/1990
JULY 1. '89 THRU JUNE 30. '90
REVENUE
MEMBERSHIP DUES
6.500.00
FUND RAISING EVENTS
5.000.00
FUND RAISING OTHER
9.035.00
HEALTH PROGRAMS
500.00
OTHER PROGRAMS
4.500.00
DONATIONS
100.00
INTEREST
1.500.00
CITY OF SARATOGA
35.000.00 62.135.00
EXPENSES
PROGRAMS
HEALTH 1.000.00
THE OUTLOOK (print & post) 5.000.00
OTHER PROGRAMS 4.000.00
PAYROLL 29.922.00
PAYROLL COSTS 3.343.00
ADMINISTRATION
OFFICE SUPPLIES
11000.00
OPERATING SUPPLIES
1.000.00
INSURANCE. Workmans comp.
2.500.00
INSURANCE. Liability
2.500.00
POSTAGE
2.000.00
PRINTING
11000.00
FURNISHINGS
500.00
FUND RAISING
11000.00
ADMINISTRATION
1.500.00
PAYROLL
5.280.00
PAYROLL COSTS
590.00 62.135.00
probgt90.sr
January 4, 1988
Summary of Participants by Age, Income, Household Size
SARATOGA SENIOR CENTER
the Saratoga Area Senior Coordinating Council conducted a biennial survey of
its participants in November 19.87. 1,025 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.
481 responses (47 %) were received.
Head of Household
Household Size
Age
The findings are noted below.
191 Male 290 Female
1 person 292 2 persons 176 3 or more 13
Under 60 19 60 -64 48 65 -74 205 75+ 209
Income Levels by Households % of respondents
0 15,000. 151 31%
15,101,- 17,250. 92 19%
17,251.- 19,400. 63 13%
19,401.- 21,550. 30 6%
21,551.- 25,000. 50 10%
over $ 25,001. 95 20%
It will be noted that 70% of the respondents live in low to moderate income
households. 86% of persons in the households surveyed are over 65 years, and
43% are over 75 years old.
A more detailed analysis indicated 61% of the participants surveyed live in one
person households. 60% of the households are headed by females. 18% (85) of
these women have household income under $15,000., while 23% of men living alone
have income under $15,100, which is the low income level standard of HCD.
A breakdown of the 76 participants who used the Health Screening Program in
(October 1987 revealed a comparable age pattern. 87% were over 65 years old
and 41% were over 75 years old. 54% of the consumers of Health Screening were
from low to moderate income households, with 22% coming from households with
incomes of $25,000. or more. 70% of the ecreenees were female and 30% male.
53% of these participants were.married, while 47% were from one person house-
holds (widowed, divorced, separated, or never married).
City of-Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
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
Paul F. Bowlin, Finance Chair
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER (408) 867 - 3438 X 57
PROJECT NAME Adult Day Care Center for Adult Respite Experience
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED
30,000 �lus fiscuye�Eeandgg9balance
PROJECT ABSTRACT (Limit statement to space provided.)
Request is made for an appropriation of funds to support the operations
UL LLiC AUUIL Lay �-,aLC VCLILCL, wnicn nas been open ror nearly one year
providing care to frail elders and respite for their caregivers. Funds
are requested to help meet the deficit from reduced participant fees in
the first years of day care operations. when the number of participants
is small and amount of revenue is generally lower than expenditures.
The Adult Day Care program is not likely to be self - supporting. Participants
revenue has been steadily increasing. This is expected to continue in the
coming fiscal vear. Fund raising efforts continue to augment the C.A.R.E.
budget. Fees, foundations and grants are anticipated to provide 63% of
the budget requirements.
SARATOGA ADULT DAY CARE CENTER
C.A.R.E.
PROPOSAL NARRATIVE
FISCAL YEAR 1989 -90
A. Description of Applicant Agency
1. See the application for Senior Center program support funding. The Center
for Adult Respite Experience opened in late January 1988 with a license to accom-
modate 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 pri-
vacy 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, transportation systems, West Valley College and near local churches.
2. See the application for general program 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. C.A.R.E. has served
twenty one (21) families in the first eleven months of operations. 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 C.A.R.E. facility.
Experience of other day care operations indicates a slow beginning and
controlled growth over the initial years. Full capacity is generally reached
within three years, when a waiting list must be established.
B. Project Purpose and Objective
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 twelve (12) persons two days weekly for a minimum of
five (5) hours. A hot nutritious meal is provided at noon. Recreational, social,
educational, and fitness oriented activities comprise the structural 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.
Although the participant level did not reach the target of twenty (20) persons in
the first year, steady growth has occurred. A third day of operation is anticipated
by July 1989, with sixteen (16) participants, several of whom would use C.A.R.E.
a third day weekly now if it were available.
-2-
Day Care services are a most desirable alternative to more costly and
more isolated institutional care, if this should be the only other choice for
the family or individual. The budget projections for 1989 -90 and the income
anticipated from the twenty (20) participants three days weekly by the end of
June 1990 indicate a cost of service in C.A.R.E. at $6.79 hourly. This figure
provides professional supervision and stimulating activity in an attractive
facility, for less than the hourly cost of domestic help.
C. Project Beneficiaries
1 -6 See the summary from the 1980 Census and other sources on demographics
on page 3 of the narrative requesting general program 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 have
increased; and the 100 identified individuals ready to use a Day Care Center
will be multiplied manyfold as availability of such a service becomes known.
The primary referral source for C.A.R.E. is the Case Manager who
services the Senior Center, and the population of the Senior Center itself.
Three fourths of the current participants are female; the average is 84.7 years.
One half of the participants are not fully ambulatory and use assistive devices.
Sixty percent of the participants suffer some form of dementia or confusion,
10% are stroke victims, 10% have a diagnosis of Parkinson's Disease, and 20%
are aged and frail.' Most participants presently attend two days weekly.
Ninety percent come from Saratoga.
Each participant pays a minimum of $5. daily with fees based on a sliding
scale adjusted from the full fee of $25. Thirty three percent pay $8. or less,
while 29% pay the full fee. This appears consistent with the demographics as this
age group of elderly females has a greater number of low income persons than the
general population. Seventy six percent of CARE participants are low to moderate income.
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 part -time
Day C.A.R.E. Administrator, Program Director, and Assistant. Trained volunteers help
in the operations of the Center, with some contractual services for classes, programs,
and meal service as needed. The C.A.R.E. 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 moni-
toring also. Continuing efforts are made to seek new funding sources.
Fifteen percent administrative overhead, salaries and benefits, is assigned
from the general operating budget of the Saratoga Area Senior Coordinating Council
to the C.A.R.E.budget.
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
1969/90
Agency Name SARATOGA AREA SENIOR COORDINATING COUNCIL
Project SARATOGA ADULT DAY CARE CENTER (C.A.R.E.)
DATE JANUARY 6, 1989
LINE. ITEM
1988
JUL
I
AUG
SEP
OCT
NOV
DEC
1989
JAN ��
;Z8
MAR
APR
MAY
JUN
TOTAL
TOTALS
SALARIES
Personnel 60,156
5.013
5013.
5013
5013
5013
5013
5013
5013
5013.
5013.
5013.
5013.
60,156.
Beneflts 7,045
587.0
587.08
5,87-05
587.0
5,87.0
587.08
587.08
587.OE
587.0
587.08
587.08
587.08
7,045
OFFICE EXPENSE
Rent In kind
Telephone In kind
Postage 500
50
31.25
31.25
50
31.25
31.25
100
31.25
31.25
50.
31.25
31.25
500
Printing 1,000
100
75
75
100
75
75
100
75
75
100
75
75
1,000
Supplies 1,500
100
100
100
200
100
100
200
150
100
100
150
100
1,500
Travel 500
10
10
10
10
200
10
10
10
200
10
10
10
500
Contract Food Costs
UtllltIfs An 8,775
in
591.6
591.66
591.66
777.78
777.78
777.78
777.78
777.78
777.78
777.78
777.78
777.78
8,775
Equipment 2,000
250
150
150
150
150
150
150
250
150
150
150
150
2,000
Dues and Subscriptions
OTHER EXPENSES
Accounting Services
Contract Services
2,400
200
200
200
200
200
200
200
200
200
200
200
200
2,400
Insurance 5,000
416.6
416.66
416.66
416.66
416.66
416.66
416.66
416.66
416.6
416.66
416.70
416.70
5,000
Conferences 1,000
Adv.
100
100
100
77.76
77.78
77.78
77.78
77.78
77.7
77.78
77.78
77.78
1,000
& Prom.
Miscellaneous 1,200
100
100
100
100
100.
100.
100.
100.
100.
100.
100.
100.
1,200
TOTAL 91;076
PROPOSED IMPLDIENTATION ACTIVITY TIME SCHEDULE
List in detail the major activities to be undertaken to implement the project Program Year 1gR9 -90
and the scheduled time they will begin and-be completed. Once approved, projects Date Prepared January 6, 1989
will be closely monitored during implementation 'according to this time schedule:
PROJECT: Saratoga Adult Day Care Center (C.A.R.E)
ORGANIZATION: Saratoga.Area Senior Coordinating Council
Title Mont h s Ending
of
Activities 7/31 8/31 9/30 10/31 11/31 12/31 1/31 2/28 3/31 4j30 5/31 6/30
Exercise
O N G 0 I N C T H E E ( D A Y S W E I K L Y
Caring and Sharing
Meal Service
Music
Films
Crafts
Memory Joggers ,
Volunteer training O N C O I N C F O 1 R (4) D A Y W E E K L Y
Outreach
Recruitment.
Schedule Prepared by: pLCA MAC FARLANE
SARATOGA AREA SENIOR COORDINATING COUNCIL
C. A. R. E.
ADULT DAY CARE CENTER
PROPOSED OPERATING BUDGET FISCAL YEAR 1989/1990
JULY 1. 1989 /JUNE 30. 1990
REVENUE
City of Saratoga 30.000.00
Fees 35,000.00
Interest 3,500.00
Foundations, Fund raising. Gifts 22,576.00 91,076.00
EXPENSES
PROGRAMS
Food costs 8.775.00
Insurance 4.250.00
Programs 2.400.00
Equipment 2.000.00
Advertising & promotion 1.250.00
Payroll 48,305.50
Payroll costs 5,657.00
ADMINISTRATIVE
Office supplies
1.500.00
Insurance
750.00
Postage
500.00
Advertising & promotion
1,250.00
Administrative
1,200.00
Payroll
11,850.50
Payroll costs
1.388.00 91.076.00
probzt90.car
a ct""'; E fj w C6 0
JAN N 9 1989
CITY OF SARATaGiq
CI'T'Y MANAGER'S ()?VICS
MAINE • EL ZOCALO SHELTERS, INC.
EMERGENCY HOUSING • SUPPORT SERVICES
P.O. BOX 28176 SAN JOSE, CALIFORNIA 95159 14081 294 -5050
J,,� �� 1988
u
City of Saratoga
Community Development Block Grant Program
FIFTEENTH PROGRAM YEAR
FY 1989 -1990
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME EL ZOCALO SHELTERS, INC.
ADDRESS 1301 E. San Fernando St.
P. 0. Box 28176
San Jose, CA 95159
NAME /TITLE OF PROPONENT Christopher D. Peck, Sr., Executive Director
SIGNATURE '
TELEPHONE NUMBER (408)294 050
PROJECT NAME Saratoga Emergency Shelter Program
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 21400
PROJECT ABSTRACT (Limit statement to space provided.)
The project will provide emergency housing and support services to
homeless women with or without children who have resided in the
city of Saratoga. It will provide up to 30 days shelter per per-
son being served and at least % unduplicated persons for the year.
Serving young, old, disabled, drug and alcohol and other homeless
needy women and children.
. El Zocalo Shelters- Narrative
A. Description of Applicant Agency
1). The agency is located (main office) in downtown San Jose and near
highway 101 and 280 roadways.
The board of directors dictates policy and the executive director
carries it out.
2). Currently, we project to house at least 56 homeless each night and
with a possibility of as many as 62. Minimum 56 nightly though.
Our facilities are housing about 40 homeless nightly with another
16 for transitional housing. We anticipate increasing our bed space
when the rehabilitation is completed on our two main emergency
shelters. We have been helping homeless women with or without
children since the fall of 1976.
B. Project Purpose and Objective
1).The project will meet the specific needs of homeless women and children
to get out of the cold for up to 30 days and to find permanent housing,
thus staying off the street.
2) The specific project objectives are as. follows:
a) Provide temporary shelter for homeless women with or without children
from the elements.
Q Provide crisis intervention to each client in the areas of a free care
package per client and individual counseling by MSW social workers.
c) Provide self -help workshops to give clients the tools to become in-
dependent. Workshops will consist of: Nutrition, health care in general,
food preparation, job solicitating, etc..
d) Find permanent housing for a.11 the clients served through this project.
We will serve 8 unduplicated clients who are homeless. We will serve the
homeless in the city of Saratoga, county of Santa Clara.
E1 Zocalo Shelters- Narrative:Pg. 2
3. Provide the following outcomes:
a) 240 shelter nights annually and 8 unduplicated clients annually;
b) Provide 8 care packages, and 32 social work contacts, i.e. 4 /client;
c) Provide workshops for each client ( attendees); and
d) Provide 8 permanent housing placements annually.
4. Ditto to above.
5• Because we have been perfecting it (our work) for 12 years now.
C. Project Beneficiaries
1. City of Saratoga residents.
2. Not aware of the numbers- no definitive source.
3
4.
5
6. tione .
Help to House the Homeless and other agencies have indicated that the county
homeless population to be between 5,000 to 18,000. It shows that the figures
are very inconclusive without any idea what size represents Saratoga, for
example.
D. Project Management
1. El Zocalo Shelters.' staff executive director and administrative assistant
will spend 1% of their time on this project.
2. One percent of the staff time will be allocated to this project and
resumes are attached.
3. Th.is area is explained from enclosed attachments.
4. An outside committee will review goals and objectives on a 6 month.
basis. Staff and board will review goals monthly and adjust as needed.
PROJECT NAME rtLt .j
PROJECT NUMBER U �
Responsible Staff Person(s) and
Approximate Percentage of
Time Allocated to Activity
Pt O ce� ` I
v�uto)
c,
160
PROJECT WORK PLAN
Fifteen-th Program Year
1989 -90 FY
Activ ty for Period 1
(1 month or 3 month period)
City of Saratoga
Products or Milestones for
• .
s.
rnut'u5ED IMPLEMNTATION ACTIVITY TINE SCIIEUULE
List In detail the major activities to be undertaken to Implement the
and the scheduled time they will begin and-be completed. Once approved,
will be closely monitored Burin ! lementation'accordin project
g mp s tim projects
8 to this time schedule:
PROJECT:
ORGANI
Ci,'��QIZ
ZA TION:
Title
of
Activities
a. v
C��QMJI.(LS),
(A) CLd
Schedule Prepared by:
7/31 8/31 9/30
�u b
0
' - ?%3L
LL
Program Year
Date Prepared
Months
E n d
i n g
10/31
11/31
12/31
1/31.
• '1 lI
/31 V30 5/31 6/30
3
144�t z/� 1
PPlrep� /
2/3 .
Z/3 % 2/ /3 36
Y Nl� 4Ir• 4 /rte v /r�� v/! v/ /�
3 /3 X3 X3
e
,f� AA / 33
..1 A L.3
e,
YlJv^^
�3
/3
/3
/3
/3
HCD MONTHLY PROJECT BUDGET
FIFTEENTH PROGRAM YEAR
Agency Name
I
1989/90
Project
DATE
/
LINE. ITEM
1987 1
JUL
AUG
SEP
OCT
NOV
DEC
1988
JAN
I fc8
MAR
APR
MAY
JUN
TOTAL
SALARIES
Personnel
00
�(�Q
aYV®
So
` 8eneflts
/�
�®
/®
OFFICE EXPENSE
Rent x
/07
/07
/m7
IV
107
i07
107
i 07
/07
raj
izFy
' lep on
Postage,
Printing,
��
�l
l�
/l
1 I
��
/3a
Supplies -'
Travel
Utilities
Equipment
�fi
,!
fd
`rye
-72
e
r✓
U
O
Duls and Subscriptions
—
—
—
OTIIER EXPENSES
`"
B
- Accounting Services
_
'B
` Contract Services
' Insurance
- Conferences
Miscellaneous
TOTAL
�V
^f o
�
app
I
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. / SL 10
MEETING DATE: January 18, 1989
ORIGINATING DEPT: Conununity Services
�C,� ('U
AGENDA ITEM 4
CITY MGR. APPROVAL
SUBJECT: Request to Approve "Great Race" on January 29, 1989
Recommended Motion:
Approve in concept holding The Great Race in Saratoga on January 29,
1989, conditioned on compliance with all provisions of the City's
Special Events Ordinance with authorization for the Community Services
Director to issue a Special Events Permit once all requirements have
been satisfied.
Report Summary:
The Rotary Club of Los Gatos has requested the approval of the City of
Saratoga for that portion of their annual Great Race which is within the
jurisdiction of the City. The Great Race, which is a footrace, is
scheduled for Sunday, January 29, 1989, and will start at Blaney Plaza
in Saratoga. It will proceed east along the southerly shoulder of Hwy. 9,
ending in Los Gatos. As of January 11, 1989, the following condition of
the City's Special Events Ordinance remained unsatisfied; hence the recom-
mendation to conditionally approve the event: Provide proof to the City
that an Encroachment Permit from CalTrans has been obtained.
Fiscal Impacts:
None
Attachments:
1.
Letter
dated
11/22/88
from
Rotary
Club to City
2.
Certificate
of Insurance
3.
Letter
dated
11/18/88
from
CHP
4.
Letter
dated
11/10/88
from
Club to
Sheriff's Office
5.
Map of
event
6.
Letter
dated
12/14/88
from
Club to
City
7.
Letter
dated
12/16/88
from
City to
Club
8.
Copy of
Indemnity Agreement
Motion and Vote:
Un
Bank of America
Los Gatos Branch
November 22, 1988
Todd Argow
ct r o Community Services
City r toga
13777 vale Avenue
Saratoga, 95070
Dear Todd:
As per we discussed, the Los Gatos Rotary Club is again seeking approval
from the City of Saratoga to run the Great Race. This year's event is
scheduled for January 29, 1989. Enclosed are some of the items you
will need:
1) A map of the race course.
2) A copy of the letter from the CHP approving the race.
3) A copy of the letter requesting assistance from the Sheriff's
Department.
4) A copy of the certificate of insurance naming the City of Saratoga
as additional insured. I am working on getting Saratoga
named as primary insured.
Following is additional information you requested last year:
1) Beggining time: 9:OOAM Ending time: 10:30AM
2) Estimated number of entrants: 1,800
3) Sanitary facilities: 6 -8 portable toilets to be located
behind the Downey Savings building.
4) Loudspeaker system: Portable public address system placed in
rear of truck to be used at start of race then transported
to finish line in Los Gatos.
5) The Rotary Club of Los Gatos accepts financial responsibility
for any contracted cost associated with additional
police and sheriff services required to handle the event.
Todd, I appreciate your help in securing the approval for our Great Race
from the City of Saratoga. If you have any questions please give me a
call.
Sincerely,
VE. Howarth
of America National Trust and Savings Association
333 North Santa Cruz Avenue Los Gatos, California 95030
AGORIP.
PRODUCER
F011IT-MORRY CO.
520 Pike Street, 20th Floor
Seattle, WA 98101-4004
K•l-14
INSURED
SUB-CODE
Rotary International Districts
Including District #517 and
Rotary Club of Los Gatos
Los Gatos, CA
j
ISSUE DATE (MM?DDNY)
11-11-88
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS
NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND,
EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW
COMPANIES AFFORDING COVERAGE
.. ... ..... ... ...... .
LcormrpE^Ruy A
E FIFENAM FDIC
.......... .... .. ....
COMPANY B
LETTER
COMPANY c
LETTER
I ... ........ ....... . ..... -- ------
COMPANY D
LETTER
......... . .... .. . .........
COMPANY E
*Includes Liquor Liability $1,000,000/Occurrence and in the Aggregate.
.. . .... ........... . .. ..... .... .. ....... ------
DESCRIPTION OF OPERATIONSILOCATIONSIVEHICLESIMSTRWTKMSMMECIAL ITEMS FOR SPECIAL EVENTS ON JANUARY 24, 1989 -
ADDITIONAL INSUREDS: CITY OF LOS GATOS, CITY OF MONTE SERENO, CITY OF SARATOGA, STATE OF
CALIFORNIA, ITS OFFICERS, AZENTS AND EMPLOYEES-DMSION OF HIGHWAYS ON STATE ROUTE 9 POST M111
74 to Q A7 - QAVA9Y)r_A qn TrNC Ph"V-vC
ROTARY CLUB OF LOS GATOS SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO
MAIL DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE
LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR
LIABILITY OF ANY KJND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES.
;x...1.1
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE
AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS,
......... . ........ ....... . .... ............... . ......... .
CO TYPE OF INSURANCE POLICY NUMBER
LTR
7 . ..... . ......... .......
POLICY EFFECTIVE POLICY EXPIRATION!
DATE (MMIODfYY) DATE (MM/DO" ALL LIMITS IN THOUSANDS
GENERAL LIABILITY
... .......
GENERAL AGGREGATE 3,
A X COMMERCIAL GENERAL LIABILITY
.00-0..
PRODUCTS-COMP/OPS AGATE' $
GREG.
34,000
.'CLAIMS MADE' x OCCUR. MC80122687
........... . ... . .........
7-1-88 PERSONAL & ADVERTISING INJURY
. ..... ... .
OWNER'S & CONTRACTOR'S PROT.
EACH OCCURRENCE $2,000
.. .... .. . ......... -
FIRE DAM A GE (Any one fire) $
See 13elow.*
MEDICAL EXPENSE (Any one person) S
AUTOMOBILE LIABILITY
:COMBINED
.. ..... ....
SINGLE
ANY AUTO
A
LIMIT
!.. __.._.. . ........
ALL OWNED AUTOS
MXC80122687
BODILY
7-1-88 7-1-89
SCHEDULED AUTOS
INJURY
(Per person)
-
X, HIRED AUTOS
--------- - - ------
''BODILY
:.X NON-OWNED AUTOS
INJURY V
(Per accident) ; ;
GARAGE LIABILITY
. ............
PROPERTY a.
DAMAGE
....... ... .......... . .. ..... .. ........ .. ............ -
EXCESS LIABILITY
EACH AGGREGATE
OCCURRENCE
OTHER THAN UMBRELLA FORM
.. .............
.......... ...... ....
WORKER'S COMPENSATION
STATUTORY
(EACH ACCIDENT)
AND
... . . . .........
$ (DISEASE-4-OLICY LIMIT)
EMPLOYERS' LIABILITY
$ (DISEASE—EACH EMPLOYE
OTHER
*Includes Liquor Liability $1,000,000/Occurrence and in the Aggregate.
.. . .... ........... . .. ..... .... .. ....... ------
DESCRIPTION OF OPERATIONSILOCATIONSIVEHICLESIMSTRWTKMSMMECIAL ITEMS FOR SPECIAL EVENTS ON JANUARY 24, 1989 -
ADDITIONAL INSUREDS: CITY OF LOS GATOS, CITY OF MONTE SERENO, CITY OF SARATOGA, STATE OF
CALIFORNIA, ITS OFFICERS, AZENTS AND EMPLOYEES-DMSION OF HIGHWAYS ON STATE ROUTE 9 POST M111
74 to Q A7 - QAVA9Y)r_A qn TrNC Ph"V-vC
ROTARY CLUB OF LOS GATOS SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO
MAIL DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE
LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR
LIABILITY OF ANY KJND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES.
;x...1.1
STATE OF CALIFORNIA — BUSINESS, TRANSPORTATION AND HOUSING AGENCY GEORGE DEUKMEJIAN, Governor
DEPARTMENT OF CALIFORNIA HIGHWAY PATROL
2020 Junction Avenue
San Jose, CA. 95131
(408) 277 -1800
November 18, 1988
Bank of America
333 North Santa Cruz Avenue
Los Gatos, CA 95030
Attention: Mr. Jim Howarth
Dear Mr. Howarth:
We have reviewed your notification of the 1989 "Great Saratoga
to Los Gatos Foot Race ". This is to advise you that the race
will be run entirely within the jurisdiction of the Los Gatos
Police Department and the Santa Clara County Sheriff's Depart-
ment.
We will, however, advise our members that the race will be
taking place so they will be prepared should emergency assis-
tance be requested.
Sincerely,
C. T. BRADY,
Commander
San Jose Arc
cc: Department of Transportation
Mr. Joe Koski
Box 7310
San Francisco, CA 94120
M
Bank of America
Los Gatos Branch
Noverber 10, 1988
Lieutenant Mike LoTbardo
Assistant Division Commander
Westside Station
14374 Saratoga Avenue
Saratoga, CA 95070
Dear Lt. LoTbardo:
The Los Gatos Rotary Club is requesting the Sheriff's Dept. again provide traffic
control services for the 1989 running of the Great Saratoga to Los Gatos Race. The
race is to be run along Saratoga -Los Gatos Road, (See Attached map) from Big Basin
Way to Massol Avenue to end in dowtown Los Gatos.
The cities of Saratoga, Nbnte Sereno and Los Gatos will approve the race. As last
year we are advising CalTrans and CHP. It is understood, you will bill us for the
cost of special services provided. The following information is provided:
Date: Sunday, January 29, 1989
Times: Registration begins - 0700
Start time - Ov
Estimated finish of last ►finer - 1030
Location: Registration - Downey Savings parking lot.
14411 Big Basin Way, Saratoga
Staging - On the access street between Blaney Plaza and Corinthian Studios.
Finish: Downtown Los Gatos
Other Information
Los Gatos Police will provide traffic control beginning at the Los Gatos Town
east of Massol Avenue.
Los Gatos Rotary will provide civilian race monitors at cross streets along the
race route.
Please call Steve Rice (40B- 998 -1600) to discuss details and use of reserve officers.
Sincerely,
L
J. E. Howarth
Vice President and Manager
Bank of America National Trust and Savings Association
333 North Santa Cruz Avenue Los Gatos. California 95030
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Bank of America
Los Gatos Branch
December 14, 1988
odd Argow
Di for f C unity Services
City ar o
13777 al Avenue
Sarato a, 5070
Subject: Greet Saratoga to Los Gatos Race
Dear Todd:
Enclosed are two checks totalling $300.00 representing a $50.00
non - refundable filing fee and a $250.00 fully refundable clean -up
deposit. I will be sending you a copy of the Caltrans permit
shortly. Thanks for your help.
Sincerely,
J. Howarth
V' a President and Manager
Bank of America National Trust and Savings Association
333 North Santa Cruz Avenue Los Gatos, California 95030
Id �
Qq
13777 FRUITVALE AVENUE • SARAI'OGA, CALIFORNIA 95070
(408) 867 -3438
COUNCIL MEMBERS:
December 16, 1988 Karen Anderson Martha Clevenger
David Moyles
Donald Peterson
Mr. Jim E. HOwart11 Francis Stutzman
Bank of America National Trust
and Savings Association
333 N. Santa Cruz Avenue
Los Gatos, CA 95030
Dear Jim:
This is in response to your letter of November 22, 1988, requesting the City
of Saratoga's approval of the Los Gatos Rotary Club's Great Race scheduled to
be held on January 29, 1989.
There are still a few things needed before a special events permit can be
issued by the City. They are itemized below:
1. A copy of an encroachment permit issued by the California Department of
Transportations (CalTrans) for the use of the public right -of -way along
State Highway 9.
2. A fully - refundable cleanup deposit of $250.
1-1 "1
��� M�1�i�y s` /vt�
3. A non - refundable filing fee of $50 made payable to the City of Saratoga.
4. Please date, provide your mailing address, and execute the enclosed
indemnity agreement. Return it to my attention as soon as possible.
5. The insurance policy should state that the insurance provided is primary
to any other insurance maintained by the City of Saratoga, and that it
is a current coverage for one year providing commercial general liabili-
ty protection. If accomplishing this presents a problem, we may be able
to work around that obstacle. I have been in contact with Al Blood to
work out a comprcmise for this year only. The City Attorney has given
me the authority to waive this requirement for this year only if you
comply with the other provisions of our ordinance. However, it is still
our preference that the insurance policy specifically state that it is
of a "primary" nature.
I have scheduled this matter to go before our City Council on January 18,
1988. Assuming you are able to comply with all the conditions referenced
herein, I do not anticipate any problems. If you are unable to comply with
any of the conditions (for example, the encroachment permit from CalTrans),
before this matter goes before our City Council, it is still possible for the
Council to conditionally approve your event pending compliance with the condi-
tions before the date of the activity. I plan to finalize my report to the
City Council by January 11, 1989, so a response to this letter before that
time would be appreciated.
Mr. Jim E. Howarth
December 16, 1988
Page Two
Please feel free to contact me if I can be of further assistance.
Very truly yours,
Todd W. Argow
Community Services Director
jm
Enclosure
cc:, City Manager
City Attorney
INDEMNITY AGREEMENT
THIS AGREEMENT, dated December 21, 1988 ,
between the CITY OF SARATOGA, a municipal corporation "City" and ROTARY
CLUB OF LOS GATOS ( "Sponsor "), is made with reference to the following facts:
A. Sponsor has applied to City for a Special Event Permit to conduct a
foot race open to the public, along Saratoga /Los Gatos Road beginning at the Saratoga
Village and ending in the Town of Los Gatos, commonly known as the "Great Race," on
January 29, 1989.
B. City has agreed to issue such permit, on condition .that City is
expressly indemnified against any liability arising from Sponsor's conduct of the
special event.
NOW, THEREFORE, in consideration for the issuance by City of a Special
Event Permit to conduct the activity hereinabove described, Sponsor does hereby
agree, on behalf of itself and its successors and assigns, to indemnify, defend and hold
City, its officers, officials, agents, employees, boards, commissions and volunteers
free and harmless from and against any and all claims, demands, causes of action,
damages, liabilities, costs or expenses (including the cost of attorney's fees for
defending any action brought against City or any of its officers, officials, agents,
employees, boards, commissions or volunteers), arising out of or in any manner relating
to any form of loss, injury or damage sustained by Sponsor or any person as a result of
the special event for which a permit has been issued by City.
City agrees to give prompt written notice to Sponsor of any claim asserted
against City for which indemnification has been provided to City hereunder. Such
notice shall be sent to Sponsor at the following address:
Los Gatos Rotary Club
P. 0. Box 1018
Los Gatos, CA 95031
IN WITNESS WHEREOF, the parties have executed this Agreement the day
and year first above written.
CITY OF SARATOGA, a
municipal corporation
M
SPONSOR:
ROTARY CLUB OF LOS GATOS
By 2 c&
Authorized Representative
/- % SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY N0. /`�J / AGENDA ITEM: 4G—
MEETING DATE: January 18, 1989
ORIGINATING DEPT.: Planning CITY MGR. APPROVAL 00
SUBJECT: Certified Local Government Grant Application
Recommended Motion:
Adopt resolution authorizing grant application.
Report Summary: In order to apply for a CLG grant, the Council must
adopt a resolution of authorization. The purpose of the
grant application is to partially fund the publication of
the Heritage Resource Inventory. The grant provides matchinf,
funds; the City portion will be approximately $8- 9,000, using
a combination of existing funds and in -kind services.
Fiscal Impacts: Total cost to City, if grant application is approved,
will be the City's matching share, approximately $8-
$9,000.
Attachments: Staff report with resolution.
Mnti nn a nr3 Vnta .
ugu,ff Qq
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070
(408) 867 -3438
MEMORANDUM
TO: City Council DATE: January 12, 1989
FROM: Valerie Young, Associate Planner
SUBJECT: Certified Local Government Grant Application
Attached for your review and approval is a resolution
of "authorization to..apply for_.a Certified Local.
Government (CLG) grant. The City of Saratoga became a
member of the CLG program in December of last year. The
program offers a pass- through grant program of $74,000
this year, to be divided competitively among the eligible
CLG's (8 -11).
The purpose of Saratoga's application is to partially fund
the publication of the Heritage Resource Inventory, which
was adopted in a list format last year. The Heritage Com-
mission is recommending that the Saratoga Inventory book
be modeled after a similar publication produced by the City
of Sunnyvale. The total cost of having a consultant prepare
and publish the Saratoga book is estimated at $15- $20,000.
Since the CLG program is a matching fund program, the City
matching portion will be approximately 8- $9,000, through
using a combination of the existing $5,600 in the special
heritage fund and in -kind services provided by City staff
and volunteers. Additional information regarding the actual
budget will be distributed to the Council before the meeting
on the 18th.
RECOMMENDED ACTION
Adopt the resolution authorizating the application for the
CLG grant.
vaul� 1�0
Valerie Young
Associate Pla er
STATE OF CALIFORNIA — THE RESOURCES AGENCY GEORGE DEUKMEJIAN, Governor
OFFICE OF HISTORIC PRESERVATION
DEPARTMENT OF PARKS AND RECREATION s
POST OFFICE BOX 942896
SACRAMENTO, CALIFORNIA 94296-0001
(916) 445.8006 GRANT ANNOUNCEMENT RECEIVED
CALIFORNIA
NATIONAL HISTORIC PRESERVATION FUND
CERTIFIED LOCAL GOVERNMENT GRANT PROGRAM
1989 PLANNING DEPT.
APPLICATION DEADLINE:
January 31, 1989.
PURPOSE:
TO provide funding to Certified Local Governments to assist local communities
and the State Office of Historic Preservation in carrying out preservation
planning activities, resource identification, evaluation, and registration.
Technical assistance and related training costs are also allowable as minor
program elements.
ELIGIBLE APPLICANTS:
Only cities and counties that have been certified by the Office of Historic
Preservation and the National Park Service by the annual grant deadline are
eligible to compete.
FUNDING SOURCE:
The National Historic Preservation Fund, National Park Service, United States
Department of the Interior, required ten percent Certified Local Government
pass through.
FUNDING AVAILABILITY:
$74,000A.;tt3 be divided competitively among the eligible Certified Local
Governments, approximately 8 to 11.
REQUIRED MATCHING LOCAL SHARE:
Fifty percent (may be in -kind services).
PROJECT DURATION:
Approximately 14 months.
PROGRAM REQUIREMENTS:
All project activities under this program must meet the Secretary of the
Interior's Standards for Archeoloqy and Historic and must assist
the State in meeting its federal comprehensive planning goals of resource
identification (survey) Evaluation, and National Register nominations.
Particular emphasis will be placed on developing local, regional, or statewide
context for determining the significance of cultural resources in a
comprehensive planning approach. .
Page 2
All Certified Local Governments are required to include a budget item for
transportation and per diem to attend.an annual Certified Local Government
workshop in Sacramento.
ADMINISTERING AGENCY:
State Office of Historic Preservation, Department of Parks and Recreation.
APPLICATION BROCHURE, SECRETARY OF THE INTERIOR'S STANDARDS, OR MORE
INFORMATION:
Call (916) 445 -8006 or write to the above address.
G -6030H
0919W Qq 0&MZ19Q)0&
13777 FRUITVALE AVENUE • SARATOGA, CAI.'FORNIA 95070
(408) 867 -3438
MEMORANDUM
TO: Mayor and City Council DATE: 1/18/89
FROM: Valerie Young, Associate Planner
SUBJECT.- CLG Grant Application
Attached is the proposed budget for the CLG grant application for
publishing the Heritage Resource Inventory. We propose to apply for
a grant of $12,000 from the CLG program. As you recall, the total
amount available is $74,000, to be divided competitively among 8 -11
communities. We believe $12,000 is a reasonable and fundable
amount, based on conversations with officials at the State Office of
Preservation. Although the final grant application figures may
vary somewhat from those on the attached sheet, we do not expect to
change significantly.
V V
Valerie Young Assoc to Planner
lApprovee by City Manager
COST
CATEGORIES
PROPOSED BUDGET FOR CLG GRANT PROJECT
RATE USED
TO CALCULATE CASH FROM OTHER IN -KIND TOTAL
. COST GRANT CASH SERVICES
Salaried Employees
Project Coordinator $30.25 x 100 hrs.
Clerical 22.80 x 50 hrs.
Accounting 22.80 x 25 hrs.
Volunteers
Photographer
Supplies
Photographic
Miscellaneous
Advertising
Printing
Travel Costs
Mileage
Registration
Contract Employees
Professional
Consultant
TOTALS
25.00 x 100 hrs.
240 x $.25
4 x .25
$5,600
$12,000
$12,000 $5,600
$3,025 $3,025
1,140 1,140
570 570
2,500 2,500
100 100
100 100
100 100
5,600
60 60
100 100
12,000
$7,695 $25,295
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. �' AGENDA ITEM
MEETING DATE: O I CITY MGR. APPROVAL
ORIGINATING DEPT.: Heritage Commission
SUBJECT: Revision of Heritage Preservation Ordinance
Recommended Motion: Introduction of ordinance.
Report Summary: The proposed ordinance is the same as discussed at the joint
meeting of the City Council and the Heritage Commission on January 10, 1989, except
that the provisions concerning a nonresident commission member have been changed to
require such member to either be employed within the City or reside within the City's
established sphere of influence.
The ordinance is basically intended to clarify the term
"heritage resource," add a new definition of "heritage resource inventory," prohibit
demolition or alteration of a structure while an application for designation is pending,
and eliminate the fees and costs charged by the City on applications for designation
and applications to terminate a designation.
Fiscal Impacts:
fees.
Attachments:
Motion and Vote:
Minimal reduction of revenue from elimination of application
Proposed ordinance.
Heritage Preservation Commission Minutes, 12/7
Q /4. 7 /.S 7 aD 77v `31vov,y
CITY OF SARATOGA
HERITAGE PRESERVATION COMMISSION
MINUTES
DATE: Wednesday, December 7, 1988 - 3:00 p.m.
PLACE: Warner Hutton House, 13495 Sousa Lane, Saratoga
TYPE: Regular Meeting
I. Routine Organization
A. Roll Call
Present: Commissioners Koepernik, Ansnes, Mitchell,
Cameron, Voester, and Landsness
Absent: Heid
Staff: S. Emslie, V. Young
B. Approval of minutes of 11/16/88
M/S Voester / Landsness to approve the minutes of 11/16/88
as submitted. Passed unanimously.
C. Posting of Agenda
Pursuant to Government Code 54954.2, the agenda was posted
at City Hall.
D. Oral and Written Communications
Commissioner Ansnes reported on some cost estimates for
printing the Inventory; costs were very similar to those
for the Sunnyvale book.
Secretary Young reported that the Boy Scouts were again
looking for community service projects; the Commission
will keep this mind.
II. Old Business
A.r Heritage Preservation Ordinance Revisions
Secretary Young briefed the Commission on the changes that
had been made since the last meeting. After a brief
discussion and Commission expression of satisfaction with
the revisions, there was a M/S Cameron /Voester to
recommend approval of the ordinance to the City Council.
Under discussion, it was agreed that the ordinance should
be scheduled for Council hearing after the joint meeting
of the Commission and the Council on January 10, 1989;
this would allow time for discussion before the Council
public hearing. Motion passed unanimously.
Heritage Preservation Minutes - 11/16/88
application if it is filed.
II. New Business
A. Review and comment on proposed amendment to Heritage
Preservation Ordinance.
Secretary Young briefed the Commission on the proposed
amendments, noting that the majority of them were for
wording clarification purposes. She stated that there is
a proposed change to the membership section, to allow the
Council to appoint a non - resident as a non - voting member.
Chairman Heid expressed concern that this would reduce the
voting membership to six persons. There was consensus to
recommend that the non - resident be a voting member, and
that the person have familiarity with Saratoga through
work in the community.
Commissioner Ansnes suggested a word change on Page 5,
Section 10; instead of "...grounds for termination" she
suggested "...reasons for termination."
There was significant discussion on Section 5 (page 2)
dealing with the criteria for designation. The Commission
agreed that there needed to be a distinction between
criteria for Inventory properties and criteria for
designated properties. The Inventory properties would
need to meet one or more of the criteria, and designated
properties need to meet two or more and maintain their
structural and architectural integrity (no major exterior
modifications). This would be consistent with how the
Inventory properties were selected, and require extra
considerations for designated properties.
Secretary Young will draft the proposed revisions and
bring the Ordinance back to the Commission at the next
meeting to review before forwarding to the City Council.
III. Old Business
A. Publication of Inventory
Secretary Young reported that many other advance planning
projects required her attention and she would not be able
to work on the Inventory publication project, other than
assisting with and monitoring its progress. There was
consensus among the Commission to pursue the avenue
discussed at the last meeting, i.e. request a budget
allotment from the Council and pursue a matching grant
through the CLG program. Some Commissioners also
expressed that there might be resources in the community
for financial support.
Qq 0&M
13777 FRUITVALE AVENUE • SARATOGA. CALIFORNIA 95070
(408) 867 -3438
MEMORANDUM
TO: Mayor and City Council
DATE: January 25, 1989
FROM: Warren Heid, Chairman
Heritage Preservation Ccmnission
SUBJECT: Vacancy on Commission and request to continue public hearing
on Heritage Ordinance revisions
Heritage Commissioner Liz Ansnes recently notified the Commission
that she has moved; although her city address still reads Saratoga,
she now lives in Santa Clara County up near Skyline Boulevard.
The Heritage Commission discussed the vacancy that would be created
by Liz's absence at our January 18 meeting. They voted unanimously
to have me send you this memo to make two requests. In light of the
fact that the heritage ordinance is undergoing revision, the first
request is to allow Mrs. Ansnes to continue to serve on the
Commission at least until April or until the heritage ordinance
revisions are completed. The Heritage Commission will be undergoing
a significant membership change in April, when both myself and
Barbara Voester will be coming off the Commission after serving our
two full terms. We would like Liz to continue serving at least
until then to provide some continuity and historical expertise to
the Commission. Liz has expressed a desire to continue serving.
Additionally, we would like to ask for a 2 -week continuance of the
public hearing for the heritage ordinance revisions to take more
time to consider this issue of non - resident appointments to the
Commission. This issue was discussed at our joint meeting with
the Council on January 10; we would like to generate some
additional revisions to the ordinance which we believe will assist
both the Council and Commission in appointing qualified members to
sery the City who may not be City residents.
arren Heid, Chairman
Heritage Preservation Commission