HomeMy WebLinkAbout02-19-1997 CITY COUNCIL staff reports1 SARATOGAA CITY COUNCIL
EXECUTIVE SUMMARY NO. CJ�07 AGENDA ITEM
MEETING DATE: February 19, 1997 CITY MGR.,
ORIGINATING DEPT.: FINANCE
SUBJECT: 1996/97 BUDGET AMENDMENTS
Recommended Motion(s): Approve resolution amending the Fiscal Year
1996/97 Budget for the Supplemental Law Enforcement Services
(Citizens Option for Public Safety or COPS) Fund.
Report Summary: Attached is a resolution amending the 1996/97
Revenue and Appropriations Budget for the COPS program. Also
included with the resolution are a Budget Resolution Supporting
Worksheet and Resolutions Approved schedule.
Authorization of this resolution would establish a revenue and
appropriations budget of $68,829 for the Supplemental Law
Enforcement Services Fund (SLESF).
Funding for this program, provided from restricted state resources,
has been received by the City and authorization to release funds to
the Sheriff is dependent upon approval of this resolution.
Program expenditures are outlined in a companion report prepared :jy
the Assistant to the City Manager. Please note, the Sheriff's
estimate of $67,220.82 for the COPS program was preliminary. The
Sheriff plans on expending the entire balance of $68,829 on the
program.
There is no impact to General Fund balance as a result of this
action since SLESF monies are legally restricted and accounted for
in a separate fund.
Fiscal Impact: Ove.ra -I'l, budgeted revenues and expenditures will
increase by $68,82*9.
The unaudited fund balance as of 1131197 was:
17 -Supp. Law Enforcement Services Fund $68,829
Follow Up Actions: Post entries to system.
Consequences of Not Acting on the Recommended Motions: Unable to
implement program as outlined by Sheriff.
Attachments c:\execsumm\exsm0213.97
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SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO...- AGENDA ITEM
MEETING DATE: February 19, 1997 CITY MGR.
ORIGINATING DEPT. Jennifer Britton, Assistant to the City Manager
SUBJECT: Budget Adjustment for Supplemental Law Enforcement
Services Fund (SLESF) Budget for The COPS (Citizens
Option for Public Safety) Program
Recommended Motion(s):
Approve resolution amending the Fiscal Year 1996/97 Budget to add
the Supplemental Law Enforcement Services Fund in the amount of
$68,829.
Report Summary:
Background
In September of 1996, Council held a hearing to consider the
funding and implementation of a "COPS" program: Citizens Option for
Public Safety (Attachment II). Council took three actions at that
time: amended and approved the recommendations of the Sheriff for
the allocation of law enforcement funds under the COPS program;
approved the establishment of a Supplemental Law Enforcement
Services Fund (SLESF) as a separate Special Revenue Fund; and,
established a fiscal policy that all monies received for the COPS
program be deposited directly into the SLESF to be expended
exclusively as required by the provisions of Chapter 6.7 of
Division 3 of Title 3 of the Government Code (state enabling
legislation for this program).
Discussion
Funds for this program have been released to the City and the
Sheriff's Department is readied to submit purchase orders for draw
downs of the funds according to the program priorities listed in
their COPS proposal. Council needs to take official action to
authorize this through the approval of the attached resolution to
amend the budget.
Fiscal Impacts•
Revenues in the General Fund, specifically the Supplemental Law
Enforcement Services Fund will increase by $68,829.
Advertising Noticing and Public Contact:
Posting of the Agenda.
Budget Adjustment for SLESF
Page 2
Consequences of Not Acting on the Recommended Motions:
Implementation of the program objectives set up by the Sheriff's
Department for the purposes envisioned would not be realized
without the authorization to spend the funds.
Follow Up Actions:
Staff will post entries to the accounting system for the $68,829
SLESF. Also, City staff will contact the Sheriff's Department and
alert them as to the ability to proceed with expenditures for
programs outlined in the COPS proposal.
Attachments:
A. Resolution amending Fiscal Year 1996/97 Budget for SLESF
program expenditures
B. Report to Council of September 18, 1996: Public Hearing
on Use of COPS Funding
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SARATOGA CITY COUNCIL
^ I
EBECIITIVE SUMMARY NO..: AGENDA ITEM
MEETING DATE: September 18, 1996 CITY MGR. /t7
ORIGINATING DEPT. City Manager's Office
SUBJECT: Public Hearing on Use of COPS (Citizens Option for Public
Safety) Funding Program
Recommended Motion(s):
1. Approve the recommendations of the Sheriff for the allocation
of law enforcement funds under the COPS program to meet specific
front line law enforcement needs for Saratoga.
2. Instruct the Finance Director and the City Treasurer to
establish a Supplemental Law Enforcement Services Fund (SLESF) as
a separate Special Revenue Fund in the City's chart of accounts.
3. Instruct that all monies received for the COPS program be
deposited directly into the SLESF to be expended exclusively as
required by the provisions of Chapter 6.7 of Division 3 of Title 3
of the Government Code, but that no expenditure be authorized
unless Measure L is passed by the voters on November 5th.
Report Summary: In July of this year the governor signed into
law AB 3229 as Chapter 134 of the statutes of 1996. This law
provides supplemental funding, through the state budget, for front
line law enforcement services. These services are defined as
service needs supplemental to the already approved law enforcement
budgets of local government entities. Funding for these services
are specifically to add to the level of "front line municipal
police services" and are specifically prohibited from being used to
replace existing funding. The law requires that written requests
be submitted by the chief of police of a city or the, chief
administrator of the law enforcement agency that provides police
services for that city. In Saratoga's case that is the Sheriff of
Santa Clara County. The written requests shall be acted upon by
the legislative body, at a public hearing held in September of each
year that the Legislature appropriates funds for the purposes of
Chapter 6.7.
For each fiscal year in which a"city receives any moneys pursuant
to Chapter 6.7, the governing body may not alter any previous,
valid appropriation by that body, for that same fiscal year, of
moneys allocated to the city and deposited into the SLESF.
The Sheriff has submitted a written proposal requesting funds
totaling $67,211.45 for fiscal 1996 -97. Saratoga is expected to
receive some $2.30 per capita from the COPS funding for fiscal
1996 -97, or some $68,024.80. The Sheriff's proposal calls for
using the money for the following purposes: 1) a bicycle safety
program, 2) light detection and ranging devices, 3) establishing a
bicycle patrol component to the city's law enforcement patrol
services, 4) a preliminary alcohol screening device, 5) multimedia
computer system, 6) night vision scopes, and 7) a video recording
program.
While alternative use of the funds has been discussed, the
uncertainty of continued budget funding from the state weighs
against counting on this funding for more than the current fiscal
year. Therefore, increasing field operations on a continuing basis
was not the recommended use of the funds.
Fiscal Impacts: These services should be totally self funding
through the COPS funding from the state, for the current fiscal
year. If the program is approved a budget adjustment resolution
would have to be prepared and acted on at your first meeting in
October.
Advertising, Noticing and Public Contact: This matter has been
discussed by the Public Safety Commission at its meeting on
September 9, 1996. As a public hearing item this matter was sent
to all subscribers to the City Council agendas, and was posted as
a part of the agenda for this meeting on September 13, 1996.
Consequences of Not Acting on the Recommended Motions: The money
would not be available to the City for these additional service
recommendations.
Follow Up Actions: Establish the SLESF fund, prepare the
appropriate budget adjustment resolution,- notify the Sheriff to
proceed with the program, file- a notice with the county's
Supplemental Law Enforcement Oversight Committee (SLEOC) and file
monthly reports to the Committee and to the City Council relating
to allocations from the SLESF, and make such summary reports
available to the general public.
Attachments: Staff Report dated September 18, 1996, with
Attachment of the "COPS" Program report from
Sheriff Gillingham dated September 6, 1996.
DATE: September 18, 1996
TO: City Council
FROM: Harry Peacock, City Manager��2AG
SUBJECT: Public Hearing on Use of COPS (Citi ens Option for Public
Safety) Funding Program
RECOMMENDED MOTIONS:
1. Approve the recommendations of the Sheriff for the allocation
of law enforcement funds under the COPS program to meet specific
front line law enforcement needs for Saratoga as contained in the
report from the Sheriff dated September 6, 1996.
2. Instruct the Finance Director and the City Treasurer to
establish a Supplemental Law Enforcement Services Fund (SLESF) as
a separate Special Revenue Fund in the City's chart of accounts.
3. Instruct that all monies received for the COPS program be
deposited directly into the SLESF to be expended exclusively as
required by the provisions of Chapter 6.7 of Division 3 of Title 3
of the Government Code, but that no expenditure be authorized
unless Measure L is passed by the voters on November 5th.
BACKGROUND
In the 1996 -97 State Budget, Governor Wilson proposed an initiative
which would allow California's income tax payers to check off
whether or not they wished to have 1% of their state income tax
earmarked for increased local law enforcement services. In the
give and take of the budget process this initiative was translated
into a program to provide, primarily on a per capita basis, some
$100,000,000 in the state budget for supplemental local law
enforcement funding for what are defined as "front line municipal
police services" including antigang and community crime prevention
programs. The money for this fiscal year is to be forwarded to the
counties by the State Controller no later than September 15, 1996.
Based on Saratoga's population Saratoga can expect to receive
slightly over $68,000 from the COPS program this fiscal year.
As with most other state programs there are strings attached.
The money can only be used to supplement currently approved. law
enforcement appropriations. In other words, no jurisdiction can
accept the money and then use it to supplant moneys already
appropriated for law enforcement.
A special fund, called the SLESF (Supplemental Law Enforcement
Services Fund) must be set up by each county treasurer and city
treasurer to receive and account for the moneys.
In order to appropriate the moneys, either existing or anticipated,
the City must do so in accordance with written requests submitted
by the chief of police (the Sheriff in Saratoga's case). The law
does not appear to allow the City Council discretion in changing
these requests, but rather must either approve them or decide not
to spend the money.
The moneys can only be used for "front line municipal police
services and antigang and community crime prevention programs. In
appropriating the moneys the City Council must do so at a public
hearing which must be held in September of each year that the
Legislature appropriates funds under the COPS program.
Moneys deposited in the SLESF may only be invested in safe and
conservative investments in accordance with those standards of
prudent investment applicable to the investment of trust moneys.
The City Treasurer must provide a monthly SLESF investment report
to the chief of police. The City Treasurer is also required to
file a monthly written report which details and summarizes
allocations from the Fund and make such report to the City Council,
a special county oversight committee (the SLEOC, or Supplemental
Law Enforcement Oversight Committee), and the Sheriff. Annually,
starting on or before September 1, 1998, the City Treasurer shall
file with the above entities a consolidated written report, of the
same nature as the monthly report covering the entirety of the
immediately preceding fiscal year.
The City is limited in its ability to recover the costs for
administering the program to no more than 0.5% of the SLESF
allocation for each year. In our case that would be about $340.
Given the current compensation of the City's Finance Director this
means that he can only charge about 10 hours of his time a year to
meeting these numerous accounting and reporting requirements.
The SLEOC, which is appointed at the county level, is empowered to
determine if the moneys allocated to each city have been expended
in compliance with this law.
The law gives the City Council 60 days to consider requests
submitted by the Sheriff but the hearings must be held in September
of each year the funds have been appropriated by the Legislature.
On September 6, 1996, the Sheriff forwarded to the City his
proposal for use of the funds.. A copy of the proposal is enclosed
as Attachment "A" to this memorandum.
The Sheriff proposes using the available funds, assuming the County
acted by September 15th, for seven purposes. These are:
1. $8,813.12 to create a bicycle safety program for
Saratoga.
2. $8,869.90 to purchase a Light Detection and Ranging
Device (LIDAR) which enables a speeding vehicle to
be picked out in heavy traffic.
3. $34,786.13 to institute and equip. deputies for patrol on
bicycles.
4. $2,320.00 to purchase a Preliminary Alcohol Screening
Device (Alco- Sensor IV) to enable deputies to
effectively implement the new zero tolerance alcohol
consumption standards for juveniles.
5. $3,363.03 to purchase a multimedia computer system for
use by the School Resources Officer and others in
making presentations at the schools in Saratoga and
for other meeting purposes (i.e., Neighborhood
Watch).
6. $6,780.00 to purchase four night vision scopes to assist
in locating fleeing subjects allowing deputies to
see at night in low light area of the City which are
common in Saratoga.
7. $2,289.27 to purchase two camcorders so that residents
can check them out from City Hall and develop video
tape documentation of possessions for insurance
purposes.
These proposals total some $67,221.45, slightly less than the some
$68,000 the City would receive under the program.
DISCUSSION
With the exception of the $29,549 which would be spent on deputy
costs for added patrol time, the rest of the money would be spent
for one time costs items, excluding maintenance. This is an
important consideration since there is no assurance that the
Legislature will continue to fund the COPS program in future years,
and since the money is tied to local maintenance of effort
requirements which may be all but impossible to meet should the
voters decide, in November or in future years, to terminate the
City's Utility User Tax. If either or both situations occur,
Saratoga would have no assured source of revenue to continue
ongoing operational type funding such as increasing patrol time.
In my discussions with Captain Wilson about possible uses of the
COPS funds we did discuss the option of providing greater traffic
law enforcement patrol during the times we currently do not have
dedicated units assigned to that task. With a traffic patrol
deputy currently costing $71.73 an hour, it would be possible to
increase patrol hours for the second traffic unit from the current
1,200 a year to essentially full time status, i.e. 10 hours a day,
four days a week, or to provide additional night time traffic
patrol six hours a day almost seven days a week. However, this
effort would be impossible to sustain should the state fail to
provide annual funding or the Utility Users Tax measure fail, or
both. It is for these reasons that Captain Wilson has made the
proposal he has and staff concurs with that reasoning.
Given the proposals presented, staff believes Captain Wilson has
made a good case for the use of the money, as specified. Each
proposal fulfills the intent of the statute by providing for either
improved "front line municipal police services" or is a significant
aid in the City's various crime prevention efforts, with the
bicycle safety program, the alcohol screening device, the computer
system and the camcorders falling nicely into the latter category
and the other three proposals falling squarely into the realm of
"front line law enforcement" personnel, equipment, and programs
necessary to meet the needs of "front line law enforcement ".
A concern which is unique to Saratoga is our ability to accept
these funds in light of the possible termination of the Utility
User Tax. The legislation specifies that to receive the money and
spend it, no current law enforcement appropriation can be reduced.
This presents a special risk to Saratoga in agreeing to take the
money and then, in order not to have to return it, to be unable to
reduce current law enforcement appropriations to help make up the
$1.6 million annual budget shortfall the City will face if the
Utility User Tax is not continued.
FINDINGS AND RECOMMENDATIONS
Staff finds that the proposal submitted by the Sheriff is
consistent with the intent of the COPS legislation. It finds that
because of the uncertainty of continued state funding that to
commit the additional resources primarily to ongoing personnel
costs, especially in the first year, is not a preferred
alternative, at least for fiscal 1996 -97. It finds that the
specter of loss of Utility User Tax moneys in the near future
presents special problems for Saratoga in using the funds offered.
For this reason it is recommended that should the City Council
decide to participate in the COPS funding program that it be with
the specific understanding that Saratoga would not authorize use of
any of the funds unless the Utility User Tax ballot measure,
Measure L, is approved by the voters on November 5th.
Enclosure: Proposal from Sheriff Gillingham dated September 6,
1996.
RECAP
PROGRAM
TOTAL
Bicycle Safety Program
$ 8,813.12
Light Detection and Ranging Device
Equipment
$ 5,293.00
Training
$ 3,576.90
$ 8,869.90
Bicycle Patrol
Equipment
$ 2,283.93
Training
$ 2,953.20
Patrol Time
$ 26,958.00
$ 32,195.13
Radar Statistics Package
$ 3,395.00
Preliminary Alcohol Screening Device
$ 2,320.00
Multimedia Computer System
$ 3,363.03
Night Vision Scopes j
$ 6,780.00
Video Recording Program
$ 1,144.64
Administrative Overhead
$ 340.00
TOTAL
$ 67,220.82
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EXECUTIVE SUMMARY NO
SARATOGA CITY COUNCIL
2-F2 -7
AGENDA ITEM S
MEETING DATE: February 11, 1997 CITY MGR.
ORIGINATING DEPT.: FINANCE
SUBJECT: 1996/97 BUDGET AMENDMENTS
Recommended Motion(s): Approve resolution amending the Fiscal Year
1996/97 Budget for Emergency Hillside Repairs (Capital Project No.
9703) .
Report Summary: Attached is a resolution approving a supplemental
appropriation in the 1996/97 Budget to Capital Project No. 9703.
Also included with the resolution are a Budget Resolution
Supporting Worksheet and Resolutions Approved schedule.
The 1996/97 Budget included an appropriation of $33,000, or
approximately 1 /3rd of the total available resources in the
Hillside Repair Fund, for unforeseen street repairs in the hillside
area. This amount was reflected in Capital Project No. 9703.
Authorization of this resolution would appropriate an additional
$71,193 in estimated remaining Hillside Repair Fund balance to
Capital Project No. 9703 for street repairs associated with the
Villa Oaks landslide.
There is no impact to General Fund balance as a result of this
action.
The Public Works Director will provide City Council with an oral
report on this matter at the February 11, 1997 meeting.
Fiscal Impact: Overall, expenditures will increase by $71,193.
This action is estimated to deplete fund balance in the Hillside
Repair Fund by June 30, 1997.
The unaudited fund balance as of 1131197 was:
16- Hillside Repair Fund $81,438
Follow Up Actions: Post entries to system.
Consequences of Not Acting on the Recommended Motions: Unable to
perform project as anticipated.
Attachments C:\execsumm\exsm02O7.97
1
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SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. AGENDA ITEM
20
MEETING DATE: February 19, 1997 CITY MGR. APPROVAL
ORIGINATING DEPT: City Manager's Of
SUBJECT: Allocations for FY 1997/98 Housing and Community
Development Act Funds (CDBG) and Human Services Grants
RECOMMENDED ACTIONS:
1. Conduct the Public Hearing.
2. Make allocations for approximately $176,946 for FY 97/98 CDBG
funds.
3. Defer decision to make allocations for Human Services grants
from General Fund sources according to existing Council policy
and /or budget constraints.
Reuort Summar
The City Council is requested to conduct a Public Hearing to
receive comments and recommendations_ ori_" projects- ` pr-,-Q-posed for
1997/98 Housing and Community--Development Act (HCDA) funds provided
through Community Development Block Grants (CDBG) . Council is
further requested to make a determination regarding the allocation
of funds in the amount of $176,946 of CDBG funds. Availability of
Block Grant funds has been publicized and proposals solicited from
the community, previous recipients, Commissions and City staff.
Background - Community Development Block Grant Program
The City of Saratoga, eight- other "nonentitlement" cities
(population under 50,000) within Santa Clara County, and the County
itself receive federal Housing and Community Development Act (HCDA)
Community Development Block Grant (CDBG) funds, which are
administered by the Department of Housing and Urban Development
(HUD), for eligible projects and activities. By regulation,
nonentitlement cities receive funds through a cooperative Agreement
with the Urban County of Santa Clara (the locally responsible grant
recipient).
Expenditure of these funds is restricted by federal regulations and
additional guidelines imposed by the County.
FY 1997/9.8 Allocations
The total amount of HCDA allocation to the County for 1997/98 is
expected to be approximately $2,674,000. Of this total grant,
twenty percent will be disbursed for administrative expenses;
forty percent of the remainder will go to a Countywide competitive
pool where funds are prioritized for projects and activities that
contribute to increasing the supply of affordable housing in the
County; and the other sixty percent of the total grant goes to the
nonentitlement cities and the County for direct allocation for
other CDBG eligible programs which is the focus of this report.
The City of Saratoga will receive an allocation from the County of
approximately $156,946 for project costs, plus $15,000 for staff
administration expenses, totalling $171,946 for 1997 -98 new funds.
$33,185 of this amount may be spent on 1997 -98 Human Services
Grants as determined by a cap. In addition, the City was recently
notified by a 1995/96 grant recipient that the agency is unable to
complete its project and will not expend the $5,000 previously
funded by Council. Staff proposes to carry these old funds forward
for distribution in the 1997/98 Program year making the total
amount of the 1997/98 allocation $176,946 for Council's
consideration for projects.
Background - Human Services Grants
A maximum of fifteen percent of the total County grant may be used
for human services activities. Human services include, but are not
limited to: child care, job training, counseling, recreation
programs, and services for senior citizens. In the past, Council
policy provided for the use of General Funds in making some grants
to human services agencies because of the constraint on using Block
Grant money for this purpose. The policy set a maximum dollar
amount to be allocated annually for human services grants at 1.3%
of the City's projected general revenues. The policy also provides
that proposals for both Block Grant funds and General Fund revenues
be considered at one hearing. However, for Fy 1997/98, staff is
recommending that only CDBG funds be decided at this hearing.
As of June 1995, due to budget constraints, the City Council
reduced the General Fund allocation for Human Services Grants to
$19,225. This entire amount was allotted to the Senior Center
operations, through SASCC, and all other Human Services Grant
requests were not funded. In FY 96 -97, Council continued this
policy and awarded CDBG Human Services funds of $36,625
specifically to support the Senior Day Care Program and General
Fund dollars of $19,225 for Senior Operations.
Fiscal Impacts•
As noted above, the City has been provided with an HCDA allocation
from the Urban County program for project costs plus $15,000 for
staff administrative expenditures totaling $171,946 for 1997/98.
The City also has an additional $5,000 available from an agency
which could not complete its project bringing the available balance
to $176,946. According to federal and county guidelines, the City
is able to allocate $33,185 toward Human Services programs.
Council's policy in the recent past has been that in addition to
the CDBG Human Services allocation from the County, the City will
budget $19,225 specifically to support senior services provided by
SASCC. Under the current circumstances of the post Utility User
Tax environment, staff recommends that the decision to spend
General Fund dollars for Senior Services as part of its Human
Services program be deferred to future budget discussions.
Advertising, Noticing and Public Contacts:
1. Letter announcing schedule and inviting proposals sent to
interested parties, Commissions and City staff November 1996.
2. Display ad announcing hearing and inviting proposals placed in
Saratoga News and published on November 14, 1996.
3. Legal Notice of Public Hearing, Saratoga News, February 5,
1997.
Conseauences of Not Actina on the Recommended Motion
The CDBG allocation will remain with the County and the City will
not meet any of its policy goals relating to providing housing
assistance, rehabilitation loans and alternate housing
opportunities and programs within the City.
Follow Up Actions:
Forward Council's CDBG recommendations to the County; execute
agreements with agencies receiving funding.
Attachments:
1. Summary of CDBG and Human Services Grant Proposals for 1997/98
2. Chart: 1997/98 Summary Human Services and CDBG Proposals
HUMAN SERVICES AND CDBG FUNDING RECOMMENDATIONS
HUMAN SERVICES
ATTACHMENT 1
RECOMMENDED FUNDING $33,185
Even with Council's policy regarding Human Services funding, the
City still received five applications for CDBG Human Services
funds, plus the two proposals from SASCC which Council funded last
year. Staff has not included a summary of the five applications in
this report.
Staff recommends continued funding for the Saratoga Adult Day Care
Center with the total $33,185 available from CDBG Human Services
Grants, and recommends that the request for $17,300 from the
General Fund for SASCC's Operating expenses be deferred to future
City -wide budget discussions and meetings.
Council has adopted funding criteria for the Human Services Grant
program which includes consideration for the benefit of Saratoga;
the need for the service provided; financial need of the applicant
agency; and provision of essential services to Saratoga's low
income, elderly, and /or disabled residents. SASCC is targeted
towards Saratoga Seniors, many of whom are low income, and the
services make -up a large portion of its budget. The City also has
a long term mutually beneficial relationship with this agency and
they continue to meet performance goals established in their
contract.
Six agencies have submitted proposals for rehabilitation related
projects. These grant request amounts are listed in the attached
spreadsheet. Funding for requests of this type can come either
from the "new" money, or Council could consider further drawdowns
to the rehabilitation loan program. The Staff recommendations that
follow do not drawdown the Low Income fund balance so as to
continue Council's policy to build a fund for future low income
housing acquisitions. Staff recommends that the Council approve
the use of new monies since the County along with HUD encourages
the annual turnover of funds to eligible projects. Two additional
agencies have submitted applications for new construction projects,
and one for rental subsidy assistance for a total of nine requests
in the non -Human Services funding area.
Emergency Housing Consortium (EHC)
EHC submitted a proposal for $10,000 to complete rehabilitation of
the building and grounds at 2011 Little Orchard Street, San Jose
for use as a Reception Center to provide 250 beds of emergency
shelter and transitional living for single adults and families.
This final phase would complete rehabilitation of transitional
housing and family shelter units at the new center in addition to
on -site and off -site improvements. The Council awarded $35,000 for
this project during 1994 -1996 and $10,000 for other shelter repair
projects in 1996/97. Staff recommends granting $4,860 to assist
BHC in a community -wide support effort to complete this project
during 1997/98. The agency has also met performance expectations
in past years.
Hakone Caretaker's Residence Rehabilitation
Director of Public Works Larry Perlin submitted a proposal
requesting $40,000 to rehabilitate the caretaker's residence in the
City I s Hakone Gardens to make the residence available for full time
occupancy by a low income individual or couple who could then
provide caretaker duties at the gardens. Staff recommends
referring the applicant to the SHARP program to compete for a
rehabilitation loan due to the limited funding available for FY
97/98 and the modest number of low income individuals this project
would benefit. Should the Council desire, they could opt to
deplete the balance in the Low Income Housing fund (established to
position the City for future low income housing stock
acquisitions) . No new projects are earmarked for this money during
1997/98.
InnVision
InnVision is a community- based, nonprofit organization that
provides year -round shelter and supportive services to homeless
people in Santa Clara County. InnVision is requesting $5,000 from
Saratoga to assist with the rehabilitation cost of installing a
safe and functioning heating and ventilation system in a
transitional housing facility serving homeless Santa Clara County
women and children. The Council approved $5,000 for a similar
project last year. Staff recommends funding $2,500 for this
1997/98 request. The agency has met prior performance goals.
Mid - Peninsula Housing Coalition (MPH)
Mid - Peninsula Housing Coalition is requesting a $35,478 grant to
make necessary improvements to Saratoga Court, a 20 unit, HUD 231,
Section 8 senior complex located at 18855 Cox Avenue in Saratoga.
The project will be completed in phases over the fiscal year due to
funding constraints and frailty of many of the elderly residents.
Through a 1996/97 $49,246 grant from the City, MPH is
rehabilitating the existing housing and requires the additional
$35,478 to complete the project. Staff recommends funding the
1997/98 request at $29,200. This group has made substantial
progress on previous phases of the project and we believe this
amount will contribute well to completion of the last phases.
Project Match
Project Match is requesting $14,700 per year for a four year rent
subsidy totaling $58,800 for the senior group residence located at
20218 Blauer Drive in Saratoga. Project Match has been a recipient
of funding from Saratoga since 1991. Staff does not recommend
funding a four year commitment to this project as requested by
Project Match in its proposal. However, staff supports funding
this project for $14,700, a one year rent subsidy, and annually
considering Project Match's requests since there are no guarantees
that CDBG funds will continue in any given future year.
Sacred Heart Community Service (SHCS)
A first -time request has been received from Sacred Heart Community
Service for $10,000 as partial funding for a new central services
building on the corner of First Street and Alma Avenue near
downtown San Jose. The additional space will allow SHCS to
increase the number of people served from 68,000 to over 90,000
through programs which provide food, clothing, housing assistance,
health care, job assistance, and basic educational programs
designed to improve economic self- sufficiency. SHCS's staff is
currently squeezed into an 8000 square foot store front office.
SHCS has a strong cooperative relationship with the City and is
frequently referred clients by both Sacred Heart Church and
Presbyterian Church in Saratoga. The new facility will also
provide office space for over 80 Saratoga residents who volunteer
in SHCS Is programs. Staff recommends funding this grant request at
$5,000 in support of this specific project and the benefits derived
by Saratoga recipients of services provided by the agency.
Sharp Grant
Community Development Director Paul Curtis is requesting $80,000 to
replenish the SHARP loan fund. The SHARP Loan Program provides po-
or low- interest loans for major repairs, and a Safety Grant Program
provides smaller grants to correct health and safety related
deficiencies. Lower income homeowners directly benefit from these
programs in that damage or deficiencies to their homes can be
repaired without unduly burdening their already tenuous financial
situations. On average, the City awards 1 -2 SHARP loans per year,
and has also awarded several Safety Grants over the past year.
Staff recommends allocating $50,000 of CDBG funds to the SHARP loan
account for 1997/98. An existing balance of approximately $21,500
will bring the total which may be allocated for SHARP loans and
Safety grants to $71,500 for FY 1997/98. This support will keep
the City in the business of providing rehabilitation loans, a
Council policy objective for many years.
St. Vincent de. Paul Society
The St. Vincent de Paul Society is requesting $5,000 from the City
of Saratoga as partial funding for the purchase and installation of
a modular unit to house the Social Services staff who provide food,
housing and other assistance to people in need. Twenty -six
churches in the County have established conferences which
participate in operating the organization. Sacred Heart Church in
Saratoga is an active conference member, and several elderly
Saratoga residents have been helped over the years with
transportation, financial and other forms of assistance. Staff
recommends funding this new project request for $2,500.
Tri -Aegis
Last year Tri -Aegis established a home on Vanderbilt Drive in
Saratoga for six low income individuals with developmental
disabilities. Over the past two years, Council awarded TRI -Aegis
$100,000 to aid in the acquisition of this group. The agency is
currently seeking $11,308 in additional funding to cover the cost
of a fire sprinkler system to modify the home for future non -
ambulatory residents. Staff notes that although the sprinkler
system is desirable, it is not required by Central Fire Protection
District. Staff recommends funding $5,000 to provide partial
support to Tri -Aegis toward this safety improvement.
Administration
SHARP and CDBG Administration
Saratoga receives an annual $15,000 allocation from the County for
staff administration expenses. Staff recommends disbursing $9,000
to the SHARP Loan Program to cover the salaries of the Community
Development Staff Planner and a Management Intern who administer
the Program; and the remaining $6,000 to cover the partial salaries
of the Public Services Assistant and Assistant to the City Manager
who manage the CDBG program.
County Housing Rehabilitation
The City allocates $15,000 from CDBG funds on an annual basis to
cover the cost of County Rehab Services for projects in the City of
Saratoga. These services include inspection, work write -up,
project supervision and close -out. Staff recommends funding the
$15,000 allocation to the County for Rehab Services.
Q Y 4 IISI�I i
1997/98 SUMMARY OF HUMAN SERVICES AND HCDA GRANT PROPOSALS
HUMAN SERVICES
Amount Available for FY 97/98
Human Services
Grants: $33,185
* Indicates Past
General Fund
Support
FY 96/97
FY97/98
FY 97/98
Agency
Project Amount
Amount
Amount
Approved
Requested
Recommended
SASCC
Day Care
35,650
33,185
33,185
Operations
19.225*
17,300
0
54,875
50,485
33,185
Subtotal
$35,560
$33,185
$33,185
HOUSING ASSISTANCE
REQUESTS
Emer.Housing
Rehab.
Consortium
Shelter
10,000
10,000
4,860
Hakone Garden
Rehab
0
40,000
0
Caretaker Res
InnVision
Heating
5,000
5,000
2,500
System
Mid Peninsula
Sar. Crt
49,478
35,478
29,200
Rehab
Project Match
Rent Subsidy
14,700
58,800
14,700
Sacred Heart
New Office
0
10,000
5,000
Facility
SHARP
Loan
0
80,000
50,000
(Saratoga)
Program
St. Vincent
Modular Unit
0
5,000
2,500
Tri -Aegis
Vanderbilt
50,000
11,308
5,000
Sprinkler
SHARP Loan Admin
10,000
91000
9,000
CDBG Admin
15,000
6,000
6,000
County Rehab Admin
15,000
15,000
15,000
Subtotal
$168,946
$285,586
$143,760
GRAND TOTAL
$202,131
$318,771
$176,945
Amount Available for 1997/98
CDBG Projects:
$176,946
•
•
•
1997 -98 HUMAN SERVICES AND CDBG GRANT REQUESTS
CATHOLIC CHARITIES
FAMILY SERVICES
SARATOGA REC DEPARTMENT
TEEN COUNSELING
EMERGENCY HOUSING CONSORTIUM
MID - PENINSULA
PROJECT MATCH
SACRED HEART
SHARP GRANT BUDGET
ADMINISTRATIVE
OFFICES
FAMILY SERVICES
HOUSING
DEVELOPMENT AND
SERVICES
IMMIGRATION
REFUGEE AND
YOUTH SERVICES
2625 Zanker Road, Suite 200
San Jose, CA 95134.2107
Phone: (408) 944 -0282
Fax: (408) 944.0275
NEIGHBORHOOD
CENTERS:
Eastside
40ohn 0 Alum Rock Avenue
Jose, CA 95116
XXIII
195 E. San Fernando Street
San Jose, CA 95112
Zanker
/ 2625 Zanker Road, Suite 200
San Jose, CA 95134 -2107
anuary 16, 1997
Paula Reeve
Public Services Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
ear Ms. Reeve:
closed is an application for FY 1997 -98 Human Services
nding from the Long Term Care Ombudsman Program of
tholic Charities.
The Long Term Care Ombudsman Program provides unique and
unduplicated services to the 371 long term care residents
in Saratoga's 5 licensed facilities. We appreciate the
City's past support and hope to reestablish our contract in
the coming fiscal year.
If there are any questions, please contact me at 944 -0567
x261.
Sincerely,
Donna M. DiMinico, Director .
Long Term Care Ombudsman Program
•
•
0
City of Saratoga
Community Development Block Grant Program/
RUMan Servioea Grant Program
1997/1998
PROPOSAL 22M PA9Z
APPLICANT ORGANIZATION
NAME The Catholic Charities of San Jose
ADDRESS Long Term Care Ombudsman Program
2625 ZANKER Road, Suite 200
San Jose, CA 95134 -2107
NAME /TITLE OF PROPONp2jT Donna DiMinico, Program Director
4:1.,
SIGNATURE -{�1�, �,. ? ! �, t,�C
TELEPHONE NUMBER (408) 944 -0567 ext 261
PROJECT NAME Long Term Care Ombudsman Program
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2,500
PROJECT ABSTRACT (Limit statement to space provided)
The Program advocates for the 371 frail, chronically ill, primarily
elderly residents in Saratoga's 5 long term care facilities by
investigating complaints, including elder abuse, and seeking appropriat
remedies to resolve these complaints. The Program demonstrates an
ongoing presence in facilities through trained, certified community
volunteers who promote quality of care, quality of life and residents'
rights.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sez, religion, age or disability in the
Provision of services and programs.
•
CHECK LIST
APPLICATION DOCUMENTS-
Provided below is a list of supporting documents which the applican-
organization is required to furnish. submit one copy of each as part of thi;
application for funding. Please check the items below to indicate tha
copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of applican
X Narrative covering information. cited in 3.A through G o:
instruction sheet
X Financial Information Attachment
X verification and documentation of Int -erzw -- Revemue-- Servi-cr
nonprofit status under Title 26, Section 501(c) of the Federal Codi
X Audit or financial statement
• SUPPLEMENTAL
X Current board of directors
I. ]
on file Articles of incorporation and bylaws
X Organizational chart
on file Copy of adopted personnel policies and procedures includinc
affirmative action plan if staff exceeds fifteen (15) employees
X Brochure,•flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NO
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES BAVI
OCCURRED.
•
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
FY 1997 -98
3.A. DESCRIPTION OF APPLICANT AGENCY
Catholic Charities is a non - profit, multi - service organization
serving Santa Clara County since 1927. Through service and advocacy
Catholic Charities enhances the quality of life for all members of
the community, especially the poor. Catholic Charities promotes the
dignity of the individual and the family. Catholic Charities
partners with others in working toward a community based on
justice, freedom, and compassion. Catholic Charities provides
services to frail elderly, caregivers, youth -at -risk, single parent
families, individuals with disabilities and mental illness, and
those newly arrived in our country.
The professional practice areas are Family Services, including
Older Adult Services and Mental Health, Immigration and refugee
Services, and Housing Development. The Long Term Care Ombudsman
Program is located within the Older Adult Services component of
Family Services. Organizational chart attached.
3.B. PAST PERFORMANCE
Through December 31, 1996, the Long Term Care Ombudsman Program has
achieved the following:
• Conducted 19 site visits to Saratoga's long term care
facilities;
• Contacted 96 unduplicated residents;
• Investigated 8 formal complaints;
• Witnessed 3 Durable Powers of Attorney for Health Care;
• Presented 1 informational session to Oddfellows Residential
Care Facility residents; and
• Provided 1 citation mailing to Saratoga library.
In FY 1995 -96 the Program accomplished the following:
• Conducted 50 site visits;
• Contacted 235 unduplicated residents;
• Investigated 12 formal complaints;
• Witnessed 9 Durable Powers of Attorney for Health Care;
• Presented 1 educational session to West Valley College
Health Professions class; and
• Provided 2 citation mailings to Saratoga library.
-1-
• 3.C. PROJECT PURPOSE
1. To provide
Saratoga's long
facilities with
personal access
services.
OUTCOMES IBENEFITS
residents of 1. a. A minimum of 1 Ombudsman
term care (staff or volunteer) will
direct and conduct site visits and
to Ombudsman investigate complaints.
1. b. 200 unduplicated
residents will be personally
interviewed /contacted.
2. To demonstrate an ongoing
presence in long term care
facilities by making regular
site visits.
2. A minimum of 20 site visits
will be made.
3. To conduct complaint 3. Six (6) complaints,
investigation and advocate for including abuse will be
resolutions which benefit the investigated and efforts made
residents. toward fair problem resolution.
4. To educate the community at 4. One (1) 1 bulletin /mailing
large, senior services and will be sent.
other appropriate community
providers by distributing
bulletins and other literature
on relevant long term care
facility issues and trends.
-2-
•
O3.D. Management
The Program Director manages daily operations, including the
monitoring of staff and volunteer Ombudsman activities and
complaint investigations. Documentation is submitted by Ombudsmen
on a monthly basis. The Program receives technical assistance from
the Office of the State Long Term Care Ombudsman. The Program
submits monthly reports to Catholic Charities, United Way, and the
Council on Aging and quarterly reports to the State Ombudsman
Office. The Program is also monitored by the individual cities and
performance reports submitted per contractual agreements.
3.E. Community deed
The City of Saratoga has 371 residents in 3 Nursing Facilities and
2 Residential Care Facilities for the Elderly. These individuals
are at risk for isolation, exploitation, personal rights
violations, and abuse. The need for continued local advocacy is
demonstrated by the volume of formal complaints made to the
Program.
In FY 1995 -96 there were 1,465 complaints county -wide; 12 of these
in Saratoga. No community is immune from problems when frail,
isolated, chronically ill individuals must rely on institutional
care for their daily survival needs.
• Many elderly residents fear retaliation or eviction for voicing
complaints. An Ombudsman's regular visits to facilities allow
residents direct access to an intermediary and development of a
trust and rapport essential to successful intervention in resolving
problems. According to the 1995 Institute of Medicine Study Real
People Real Problems: An Evaluation of the Long -Term Care Ombudsman
Programs of the Older Americans Act:
• (pg 63) "The regular presence of persons from outside of facilities has
been identified as an important factor in improving quality of care and
quality of life in facilities." ... "Such factors as increased percentage
of residents with mental incapacities, isolation of residents from
families, and difficult access to telephones strengthen the claim for
continuous, predictable visitation by LTC ombudsmen."
40 -3-
S3.F. Project Beneficiaries
The Program serves the county's nearly 11,000 frail, chronically
ill seniors in long term care facilities; 371 of whom reside in
Saratoga facilities. Approximately 75% are low and /or very low
income. More than 50% have no one available or willing to act on
their behalf.
The Program anticipates contact with 6,475 unduplicated residents
this year. We propose contacting a minimum of 200 unduplicated
Saratoga residents; 74% are low and /or very low income given their
status as Medi -Cal or SSI recipients.
3.G. Financial Information
See attachments.
•
-4-
•
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ 2,500 - . 'This request, as
percentage of the total program budget equals 1.5% percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rate(
based on number of clients served, or other methodology ?)
Minimum request to any city is $2,500.
3. What is the average cost per Saratoga client to whom direct services arf
provided?
$12.50 per Saratoga client
$2,500 FUNDING FY97 -98 will.serve 200 Saratoga clients.
4. Has your organization ever had funds withdrawn or contract terminates
for cause, unsatisfactory performance or questionable costs on an)
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:.
FUND BALANCES
•
Unrestricted
Fund
Restricted.
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
11411,534
1,053,879
2,,383,326
158,235
Balance
End FY 96/97
Estimated
Fund Balance
11450,000
1,100,000
2,350,000
160,235
End FY 97/98
•
•
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
• * MISC Specific assistance to individuals, allowable depreciation,
payment to affiliate organization and organization dues
9
Actual Budget
Fy 1996/9T
Projected Budget
FY 1997/98
expenses
PERSONNEL
3,548,422
3,725,800
BENEFITS
731,442
768,000
SUPPLIES
350,877
361,400
COMMUNICATIONS
170,644
PRINTING /ADVERTISING /Pu
lic 104,217
104,300
UTILITIES
SPACE RENTAL /OCCUPANCY
838,665
EQUIPMENT RENTAL
140,057
147,000
TRAVEL (local- -
conferences,etc)
212,159
222,700
TRAVEL (other)
CONTRACTUAL SERVICES
525,298
526,000
INSURANCE
64,777
65,000
MISC. SEE * BELOW
241,162
227,615
EQUIPMENT
20,200
21,200
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
7,842,059
8,077,320-'
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
7,842,059
8,077,320
Note: All amounts should be rounded to the nearest dollar.
• * MISC Specific assistance to individuals, allowable depreciation,
payment to affiliate organization and organization dues
9
•
0
E
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
I
Actual Budget
Projected Budget
'
FY 1996/97
.FY 1997/98
CITY OF SARATOGA
0
$2,500
OTHER CITIES: Campbell,
Cupertino,Gilroy' Los
All Goverment Grants
Altos, Los Gatos, Milpitas
3,847,922
409,500
Morgan Hill, Mt. View,
Palo Al o, San Jose
STATE
FEDERAL
FEES FOR SERVICES
1,564,366
1,095,700
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way Alloc /Grants
579,049
608,000
Dues, Rental Income,
Investment Income, Misc.
351,391
468,900
TOTAL INCOME
7,842,059
8,(!77,320
NOTE: All amounts should be rounded to the nearest dollar.
I
e�
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
11
Actual Budget
FY 1996/97
Projected Budget
1'Y 1997/98
Expenses
PERSONNEL
1?1 29A
BENEFITS
25,464
28,824
SUPPLIES
1,250
1,250
COMMUNICATIONS
4,570
5,100
PRINTING /ADVERTISING
4,000
4,800
UTILITIES
SPACE RENTAL
10,733
10,733
EQUIPMENT RENTAL /MAINT
385
585
TRAVEL (local --
conferences,etc)
5,435
6,225
TRAVEL (other)
CONTRACTUAL SERVICES
8,291
8,955
IINSURANCE
816
853
MISC. Admin /Mgmt Fees
01. Recq,Orq Dues
27,815
31,013
EQUIPMENT
1,650
550
SUBSCRIP. /PUBLICATIONS
500
500
Subtotal Expenses
214,215
238,978
Capital Expenses'
CAPITAL OUTLAY
- -�.
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
214,215
238,978.
Note: All amounts should be rounded to the nearest dollar.
11
*•
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the-program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
O
Actual Budget
Projected Budget
FY 1996/97
FY 1997/98
CITY OF SA RAT OGA
0
2,500
- OTHER CITIES: Campbell,
Cupertino, Gilroy, Los
76,935
97,792
Al tnc T.nc r -atn cr M; 1 pi
as
Morgan Hill, Mt. View,
_Pal n Al tn, Santa ('1 Ara,
unn vale
STATE
FEDERAL
126,816
126,816
FEES FOR SERVICES
1,500
2,500
FUND RAISING,
1,594
2,000
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
0
0
ALL OTHER (LIST)
United Way
1,860
1,860
Catholic Charities
5,510
5,510
�r
TOTAL INCOME
214,215
238,978
NOTE: All amounts should be rounded to the nearest dollar.
O
7-4if
�rl�t j
AV
1
t
Family Service Association of Santa Clara Valley
Case Management Pro ram
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1997/1998 cf....
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME: Family Service Association of -Santa Clara Valley
ADDRESS: 55 East Empire Street San Jose CA 95112
NAME/TITLE OF PROPONENT: Marilyn Rum art President & CEO
SIGNATURE: A
TELEPHONE NUMBER: 408 - 288 -6200
PROJECT NAME: Case Management Services for the Frail Elderly
DOLLAR AMOUNT REQUESTED FROM THE CITY OF SARATOGA: $3,000.00
PROJECT ABSTRACT (Limit statement to space provided)
The Family Service Association of Santa Clara Valley requests funding for the case
management services it will provide to approximately 50 frail elderly residents of
Saratoga during 1997 -98 The goal of the service is to help these seniors to stay in
their homes rather than be institutionalized.
The City of Saratoga does not discriminate on the basis of race, color, national origin,
sex, religion, age or disability in the provision of services and programs.
z
J'
Family Service Association of Santa Clara. Valley
•
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
Case Management Program Narrative
A. Organizational Structure and Location
The Family Service Association of Santa Clara Valley (FSA -SCV) is a private non - profit
agency which has been serving the community since 1947. The Council on
Accreditation of Services for Families and Children has certified that it meets national
standards for Agency Management and Service Delivery. This includes a specific
accreditation for "Case Management Service" and "Supportive Service to the Aging.
The FSA -SCV Board of Trustees is drawn from all parts of the County, including
Saratoga.- The Agency has offices in central San Jose, Mountain View, -Gilroy, and
Los Gatos. Services for seniors who reside in Saratoga are provided by staff who are
/ based in Los Gatos, although most of the contacts actually take place in the homes
of elderly clients who are frail and at risk of requiring placement in a nursing home or
• institutional setting. . The FSA -SCV case managers also spend some time each
other ins 9
month at the Saratoga Senior Center; with which they coordinate their activities as
much as possible.
B. Past Performance.
FSA -SCV has been proviaing comprehensive senior. case management services for
nearly 20 years and in Saratoga since July 1993. During 1993 -94 and 1994 -95, FSA -
SCV received grants from_th.e-City�of Saratoga 'and. met :all.of- the_requirements which
they entailed. In 1.995, the Santa Clara County Council on Aging reviewed the
performance of case management providers throughout the County and decided to
more than: double the regions assigned to FSA -SCV. ' We serve South County and
virtually all of San Jose as well as the West. Valley (Saratoga, Campbell and Los
Gatos). _
C. Project Purpose and Objectives
The purpose of this project is to enable seniors to obtain the assistance they require
in order to maintain their independence in the community.
Objective 1: By June 30, 1998, at least 75% of the case management clients
• served will achieve their service plan goals and remain in the community.
Objective 2: By June 30, 1998, at least 75% of the clients served will
report satisfaction with the service provided and maintenance of the gains
made when surveyed following the termination of services.
Family Service Association of Santa Clara Valley 2
Case Management Program
Anyone 60 years or older is eligible for this service (which by Federal law must be
free). Some more active seniors meet the case managers at the Senior Center to get
assistance with problems which are beginning to put them at risk of losing their
independence. In most cases, however, the case managers go to the homes of the
elderly people who are referred to them for service. If the person has family members
or other significant people in their lives, these individuals are included in both the
assessment and the development of a service plan. Among the myriad of supportive
services which the case manager may help the client to obtain are:
financial assistance
health services
homemaker services
housing
legal assistance
counseling regarding insurance or other benefits
transportation
shopping
mental health counseling
nutrition
respite for caretakers
socialization
phone assurance /safety check in
Although these services are available in the community, often neither the senior who
needs them nor his /her family members (if any) know about the resources, who is
eligible to receive them, or how to go about the often very complex process of
arranging to have them. Cognitive deficits and /or a lack of stamina often make it
impossible for an older person to wend his or her way through the maze of
bureaucratic government agencies, voice mail, etc which are necessary to accomplish
these goals. Case managers have the expertise to help clients and their families figure
out what services they need and then to get them.
D. Project Management
This project is an ongoing part of the services which FSA -SCV provides to the
community. Demographic and service provision data for this and all other Agency
services are tracked by a computerized management information system. Compliance
with the requirements of the contracts which fund it as well as with accreditation
standards is overseen by the FSA -SCV Director of Administration. She signs off on
all case files and also supervises the program assistants who make follow -up calls for
quality assurance. Case managers meet weekly with the Clinical Director of the
Agency and /or the Coordinator of the Senior Case Management Program to review and
�. problem solve concerning particularly difficult client situations.
E. Community Need
In its contract with the Council on Aging, Family Service has agreed to provide
services to at least 850 clients with multiple needs (three or more specific problems
Family Service Association, of Santa Clara Valley 3
Case Management Program
for which they require assistance) during 1997 -98. Of these 850, we projected that
35 would be residents of Saratoga. During the first six months of the year, Family
Service case managers served 12 Saratoga residents who had multiple needs. They
also assisted 15 different residents who requested help with only one or two
problems. (The latter total would undoubtedly have been higher had the community
not had the benefit of Saratoga Senior Center staff members who help many elderly
residents who are mobile enough to come there for brief service.) Hence, 27
unduplicated clients were assisted by Family Service during this six month period.
Many of these elderly people will continue to be clients during the last half of the year,
so the annual total will probably not be 2 x 27, but we feel comfortable projecting that
we will serve at least 50 unduplicated residents of Saratoga during 1997 -98. Because
they are living on fixed incomes, virtually all of these individuals will be of very low
and low income according to the CDBG criteria of 80% or less of the Santa Clara
County median.
In 'reviewing the budget information which follows, it is important to note that
although the case management service is mandated by law, the federal government
funds which Family Service receives through its contract with the Council on Aging
cover only one -third of the cost of providing these services. This percentage has been
dropping over the past few years as allocations have decreased while costs rise. As
indicated, the average cost of providing service to a case management client is
$ 150.00. The cost is much higher for an elderly person who has many needs and /or
whose situation is so precarious that our staff members must continue to monitor
them over an extended period of time. The Older Americans Act prohibits charging
elderly clients for case management services.
F. Project Beneficiaries
Since elderly people automatically qualify under CDBG guidelines, all of the
beneficiaries of this project meet this criteria. Of the 850 elderly clients which FSA-
SCV expects to serve during 1997 -98, approximately 50 will be unduplicated Saratoga
residents. Priority will be give to those who have limited mobility and self care
capacity, live alone, are members of racial /ethnic minorities, live below the poverty
line, are limited English speaking, and /or are over age 75. As indicated previously,
anyone 60 + years is eligible for this free service.
Family Service Association of Santa Clara Valley 4
Case Management Program
FINANCIAL! NFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $13,000M. This request, as a percentage of the total
program budget equals 1.20 percent.
2. On What basis is the Human Services Grant portion computed? (Pro -rated based on the
number of clients served, or other methodology ?)
$ 150.00
average cost per Saratoga client
x 50
unduplicated clients served
$ 7500.00
Actual Fund
(2500.00)
Council on Aging
2000.00
FS -SCV donated funds
$ 3000.00
Human Services Grant Portion
3. What is the average cost per Saratoga client to whom direct services are provided?
$150.00
4. Has your organization ever had func:s withdrawn or contract terminated for cause,
unsatisfactory performance or questionable costs on any financial statements or
audit? If yes, please explain.
No.
5. Is your organization currently on probation or under investigation by any agency
which is or was a funding source within the past two years? If yes, please explain.
No.
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
11348.00
0.00
112476.00
0.00
End FY 95/96
Estimated
Fund Balance
26348.00
0.10
132476.00
0.00
End FY 96/97
Family Service Association of Santa Clara Valley
5
Case Mana ement Pro ram
•
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
CITY OF SARATOGA
0
3000
OTHER CITIES:
Campbell
Los Gatos
3200
13070
3200
13070
STATE (County)
371642
429718
FEDERAL/Council on Aging
121500
121500
FEES FOR SERVICES
185475
186450
FUND RAISING, DONATIONS
70000
70000
RESERVE CONTINGENCY FUND
ALL OTHER (LIST)
Foundation Grants
United Way
Other Income
156917
230815
18592
156917
241422
54592
TOTAL INCOME
1171211
1279869
Note: All amounts should be rounded to the nearest dollar.
Family Service Association of Santa Clara Valley 6
Case Management Program
• FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
NOTE: All amounts shOL'Id be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
EXPENSES
PERSONNEL
720519
744541
BENEFITS + PAYROLL TAXES
133270
143220
SUPPLIES + POSTAGE
24171
26153
COMMUNICATIONS
34345
34620
PRINTING /ADVERTISING
3175
3175
UTILITIES
8363
9375
SPACE RENTAL
42401
44731
EQUIPMENT RENTAL
TRAVEUTRAINING (local —
conferences, etc)
25670
27552
CONTRACTUAL SERVICES
(Professional fees)
82398
107749
INSURANCE
7191
7445
MISC.
24544
63631
DUES
11870
12910
SUBSCRIPTIONS /PUBLICATIONS
MAINTENANCE . -
8171
8593
COUNTY ADMIN SRV FEES
6525
7500
DEPRECIATION
3598
3674
SUBTOTAL EXPENSES
1136211
1244869
CAPITAL EXPENSES
BUILDINGS
EQUIPMENT
SUBTOTAL CAPITAL EXPENSES
0
0
TOTAL EXPENSES AND CAPITAL
OUTLAY
1136211
1244869
NOTE: All amounts shOL'Id be rounded to the nearest dollar.
Family Service Association of Santa Clara Valley 7
4DCase Management Program
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or more programs sponsored by the
agency, then the program budget must be completed. (All agencies are required to complete
the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
CITY OF SARATOGA
0
3000
OTHER CITIES:
Campbell
Los Gatos
3200
13070
3200
13070
STATE (County)
0
- 0
FEDERAL/Council on Aging
121500
121500
FEES FOR SERVICES
0
0
FUND RAISING, DONATIONS
20000
20000
RESERVE CONTINGENCY FUND
ALL OTHER (LIST)
Foundation Grants
United Way
Other Income
10000
65857
6592
10000
65857
6592
TOTAL INCOME
240219
243219
NOTE: All amounts should be rounded to the nearest dollar.
Family Service Association of Santa Clara Valley 8
Case Management Program
•
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
EXPENSES
PERSONNEL
160656
172574
BENEFITS + PAYROLL TAXES
22286
22286
SUPPLIES + POSTAGE
5158
5158
COMMUNICATIONS
I 4612
4612
PRINTING /ADVERTISING
650
650
UTILITIES
1007
1007
SPACE RENTAL
7032
7032
EQUIPMENT RENTAL
TRAVEUTRAINING (local —
conferences, etc)
6787
6787
CONTRACTUAL SERVICES
i (Professional fees)
17879
17879
INSURANCE
` - 1610
1610
misc.
6360
6360
DUES
2340
2340
SUBSCRIPTIONS /PUBLICATIONS
MAINTENANCE
1292
1292
DEPRECIATION
753
753
SUBTOTAL EXPENSES
238422
250340
CAPITAL EXPENSES
BUILDINGS
EQUIPMENT
SUBTOTAL CAPITAL EXPENSES
0
0
TOTAL EXPENSES AND CAPITAL
OUTLAY
238422
250340
NOTE: All amounts should be rounded to the nearest dollar.
•
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Citv of Saratoga Recreation Department
ADDRESS 13777 Fruitvale Avenue
Saratoga, CA 95070
NAME /TITLE OF PROPONENT Joan Pisani
SIGNATURE
TELEPHONE NUMBER (408) 868 -1150
PROJECT NAME Recreation Program Scholarships for Low Income
Residents
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2,000
PROJECT ABSTRACT (Limit statement to space provided)
Scholarships available to children of low income residents so they
can participate in Recreation Department classes and special programs.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
Provision of services and programs.
9
• City of Saratoga
Community Development Block Grant Program
Human Services Grant Program
Project Narrative
Project Applicant: City of Saratoga - Recreation Department
Name/Title of Proponent: Joan Pisani, Director of Recreation
Project Name: Recreation Program Scholarships for Low Income
Residents
3A. Description of applicant agency's organizational structure and
geographic location - The applicants agency is the City of Saratoga
acting through its Recreation Department. The City is organized
into a Council /Manager form of government with a five member
elected City Council serving as the policy setting body for the
City. City policies are carried out by City staff which is headed
by the City Manager who serves as the City's chief administrative
officer at the ' pleasure of the City Council. The Recreation
Director will be the project manager for the proposed program.
3B. Past performances in providing established services and in
meeting City of Saratoga grant requirements - The City has
successfully obtained CDBG project grants in the past and has
completed the projects for which the grants were awarded.
3C. Project purpose and objectives - The purpose of this project
is to provide an opportunity for children of low income residents
to participate in Recreation Department classes and special
programs. Every quarter one or two residents contact the
department to inquire about the possibility of their child
participating in classes or programs at no charge.
3D. Project management - The project would be administered by the
Director of Recreation.
3E. Community need for this project - Based on the number of
requests for this type of program there is a need. The most recent
call came from a father who had lost his job and could not afford
to pay the $75 for his daughter to register to be in the youth
basketball program. Staff is requesting funds so all children in
Saratoga have the opportunity to participate, regardless of their
parent's income.
3F. Project beneficiaries - The project would directly be"nef.it low
income residents.
3G. Financial information - See attached.
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of applicant
X Narrative covering information cited in 3.A through G of
instruction sheet
X Financial Information Attachment
N/A Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
N/A Audit or financial statement
JIMUPPLEMENTAL
Wr
N/A Current board of directors
N/A Articles of incorporation and bylaws
N/A Organizational chart
N/A Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
N/A Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
CDBG
1. Human Services Grant request of $ 2,000 This request, as a
percentage of the total project budget equals 100 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology ?)
N/A
3. What is the average cost per Saratoga client to whom direct services are
provided?
N/A
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
Ore
0
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
9
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY
$2,585,000
Estimated
Fund Balance
End FY
$4,121,000
9
•
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
F Actual Budget
FY 96 -97
Projected Budget
FY 97 -98
CITY OF SARATOGA
$10,525,910
$11,028,202
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
LL OTHER (LIST)
TOTAL INCOME
$10,525,910
$11,028,202
NOTE: All amounts should be rounded to the nearest dollar.
O
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96 - 97
Projected Budget
FY 97 - 98
Expenses
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
$10,354977
$10,001,536
Capital-Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
$ 611,100
$ 757,453
TOTAL EXPENSES AND
CAPITAL OUTLAY
$10,966,077
$10,758,989
Note: All amounts should be rounded to the nearest dollar.
F
ca
M
z
O
3
J
V
j
Kop
SASCC
P.O. BOX 3033
SARATOGA, CA 95070
(408) 867 -3438 EXT. 257
Ms. Paula Reeve
Public Services Assistant
13777 Fruitvale Ave.
Saratoga, Ca. 95070
Dear Ms. Reeve:
-- Qanuary 16, 1997
Please find enclosed the proposal for Community Development Block
Grant Funds for continued support of the Saratoga Adult Daycare in
fiscal year 1997 -98 in the amount of $33,185.
We understand the City Manager has received word from the County that
Hud funds (CDBG) will be reduced by 10.32% in the next fiscal year.
The impact of that will be a $2,440 reduction in allocation for public
services, and that will further create a shortfall to the SASCC Daycare
budget as approved for 1997 -98.
SASCC is also submitting a proposal in the amount of $17,300 for Senior
Center operations. This is a reduction of 10% in the amount received
. in fiscal year 1996 -97. We acknowledge the current fiscal crisis for the
City of Saratoga as a result of the defeat of the Utility User's Tax in
the November 1996 election. SASCC has been fortunate in the current
economy to have grown its invested discretionary funds and will recommend
to its Board of Directors the aforementioned reduction.
This action, though voluntarily offered, with gratitude for prior
support, should not be taken as a precedent for continued reduction in
support of senior services for the City of Saratoga.
/Sincerely, rl-
Dane Christensen
President
enc.
OM /br
Caring for and serving the needs of Saratoga Area Seniors
Ml
FAM
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applic
organization is required to furnish. Submit one copy of each as part of t
application for funding. Please check the items below to indicate t
copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of applic
X Narrative covering information. Cited in 3.A through G
instruction sheet
X Financial Information Attachment
X verification and documentation of Int,&rnar -- teveIIue --Sere
nonprofit status under Title 26, Section 501(c) of the Federal C,
X •
Audit or financial statement
. SUPPLEMENTAL
X Current board of directors
on file Articles of incorporation and bylaws
X Organizational chart
on file Copy of adopted personnel policies and procedures includ''
affirmative action plan if staff exceeds fifteen (15) employee:
on-file' Brochure, 'flyer, promotional material
AGENCIES THAT n" PRMOIISLY PROVIDED SUPPLMONTAL MATERIALS ARE IN
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'IINLESB CHANGES HA
OCCURRED.
9
•
city of Saratoga
community Development Block Grant Program/
ansan Services Grant Program
1997/1998
` •J
PROPOSAL COM PAGE
a
APPLICANT ORGANIZATION "1�^
NAME Saratoga Area Senior Coordinating Council
ADDRESS P.O. Box 3033 site: 19655 Allendale Ave.
Saratoga, Ca. 95070
NAME /TITLE OF PROPONpW Dane Christensen, President
SIGNATURE
:_-
TELEPHONE NUMBER (408) 868 -1253
PROJECT NAME SASCC and Senior Center Operations
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $17,303
This is a 10% reduction from the approved 1997 -98 budget
PROJECT ABSTRACT (Limit statement to space provided)
Request continued support from General Revenue for operations and services
for the fifteenth year at the Saratoga Senior Center. Public revenues have
declined. Fund raising efforts have not met established goals, though costs
have been contained.
The - multiservice center continues to provide classes,
recreation and services for a monthly average of 1800 area adults, the majority
of whom meet the low to moderate income criteria. Payroll has increased only
a modest 3% over the prior year for employees, who receive none bdt,required
benefits.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sax, religion, age or disability in the
provision of services and programs.
PROPOSAL NARRATIVE
FISCAL YEAR 1997 - 98
SARATOGA AREA SENIOR COORDINATING COUNCIL AND SENIOR CENTER
Description of Applicant Agency
— Description
The Saratoga Area Senior Coordinating Council is a non - profit organization
incorporated in 1979 with 501 -3c IRS Tax status. It was designated by the City
of Saratoga as responsible for operating the Saratoga Senior Center at 19655 Allendale
Avenue, and monitoring and developing services and programs to meet the needs of the
area's older adults. The corporation is operated by a Board of Directors who employ
an Executive Director and part -time Administrative Assistant. A DayCare Administrator
and Program Director manage the Adult DayCare program (see separate proposal). A
corps of multi- service volunteers contribute over 10,000 hours annually to the
operation of the Council. Saratoga Area Senior Coordinating Council serves the
Saratoga area, including residents of the contiguous area of Los Gatos, Monte Sereno,
Campbell, Cupertino, Santa Clara and San Jose, and unincorporated sections of
Santa Clara County. There are no geographical limitations for the Senior Center
or the Adult DayCare operations. The membership numbers about 1000 annually. For
the second year the corporation has conducted a community -wide fund drive.
B. The Saratoga Senior Center is a multi- service center for health maintenance,
education, recreation, and counseling programs for the community's older adults.
Through agreements with other agencies, Health Insurance, Legal and housing assistance
are offered on site. Tax assistance and renter's assistance are also offered annually.
A flu immunization program staffed byvolunteers benefits up to 1000 persons in
season. Information and referral services are provided daily by staff and trained
volunteers who answer a variety of questions from the general public. A part time
social worker assists over 80 community elders each month with home help, counseling
and referral services. Employment and financial counseling are offered through
•
volunteers, who also conduct a "money matters" series of educational forums.
Classes are offered through West Valley and Foothill colleges and through
contracted instructors on a fee basis.
Grief counseling, arthritis support and other support groups are organized and
arranged as need is indicated by an annual participant evaluation of programs. The
Widowed Support group and Needlework Network offer socialization to special interest
groups.
The Wednesday luncheon program is supported by an average of 70 attendees weekly
and the economical and varied meals are supplemented by presenters on health and
consumer issues, cultural offerings and entertainment.
The Senior Center programs are available to the public regardless of membership
in the corporation, and are self- supporting through fees. If persons are unable to
meet the small program charges, an established "No Fee" policy is in effect.
Continued funding support is requested to maintain quality programs and increased
variety. Salaries of professional staff continue to be the major expense in the cost
of operation.
Outreach and advocacy efforts have been accelerated, especially to Asians,
but still do not reach a wide segment of Saratoga's older adults who, despite good
media publicity (TV, local and area press) do not use or are not aware of the
variety of services available, at the only full- service Center in Saratoga.
The Center continues to gain recognition as a community service and source of
vital information and support from individuals and community organizations. Marketing
9
-2-
and public relations efforts have intensified. In the past year a series of televised
4�nterviews with interesting older adults was presented on KSAR and more publicity
as introduced into the City's Recreation Department Bulletin.
Past Performance
Since 1982, The Saratoga Area Senior Coordinating Council operates under a
mutual agreement with the City of Saratoga, complies with contractual requirements
and submits necessary reports on a timely basis. A member of the Saratoga City
Council serves as liaison with the organization. Compliance with requirements of
the County of Santa Clara have also been met with grants to the Saratoga Adult
Care Center.
C. Project Purpose and Objective
The Saratoga Senior Center is committed to meet these objectives:
1. Provide access to community -wide services.
2. Provide services described above. (B)
3. Provide health maintenance and wellness programs.
4. Assist in emergency health and housing services.
5. Offer a resource for respite care and home help.
6. Provide friendly visitors and urgent transportation when needed and
unavailable elsewhere.
7. Advocate to the City and County on behalf of identified needs of older
adults -- housing, transportation, community services, etc.
8. Provide a center for volunteer action and satisfaction in service.
9. Provide a locale for socialization and well- being.
• 10. Facilitate linkages for older adults to appropriate helping service
organizations.
11. Increase awareness of the older population representing ethnic minorities.
The desired outcomes are to involve an average of 1800 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 up to 100 persons weekly, to maintain a register
of home helps and services, and to assist in developing additional transportation
services and to encourage 140 regular volunteers to assist in delivering the
Center's multi- services. Three Title V work experience trainees are assisting
staff on assignment from the National Council on Aging in clerical service and in
offering services to elder Asians.
D. Project Management
The objectives will be met under the direction of the Board of Directors,
through management, committee projects, recruitment and training of a variety
of volunteers. Close cooperation with the City of Saratoga specifically through
the Council's liaison assures that contract compliance is satisfactory. Some
contract services may be necessary for instruction. The Board and Executive
Director will monitor progress with periodic independent program fiscal
audits, in monthly meetings, and in quarterly fiscal and program reports to
the City of Saratoga. Additional monitoring is conducted by the Senior Center
Advisory Board.
9
-3-
•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.
E. Community Need
The need of the program at the Saratoga Senior Center is supported by its
objectives as stated in C, . The Center must provide information and referral,
assistance in offering or referring to services to help with housing, transportation,
legal, counseling and health resources, as well as offering classes and recreational
activities to promote the well -being of older adults. The membership in SASCC
indicates community support.
F. Proiect Beneficiaries
The target population is the low to moderate income population which is represented
by over 60% of the 1,800 monthly participants of the Saratoga Senior Center and the
older adult population of the areas determined by a biennial participant survey.
Based on figures of the 1990 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 30,000.
2. The total number of low to moderate income residents is 6,714.
0 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 3,804.
. SARATOGA AREA SENIOR COORDINATING COUNCIL
FINANCIAL INFORMATION
• 1997 - 1998
ORGANIZATION BUDGET -- REVENUES
Actual Budget Projected Budget
FY 1996/97 .FY 1997/98
CITY OF SARATOGA 19,225 r q. L/ 17,300
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH) Z
30,917 ;
;, 1
1,555
RESERVE CONTINGENCY_
FUND
ALL OTHER (LIST)
Membership Dues 1
10,000 %
%��j 1
10,000
Endowment Fund 7
72,500 9
97,500 7
7 U • hu
Coupon Sales 8
800 4
400
TOTAL INCOME ! 133,442 ' 137,755.
NOTE: All amounts should be rounded to the nearest dollar.
9
9
SARATOGA AREA SENIOR COORDINATING COUNCIL
• FINANCIAL INFORMATION
1997 -1998
ORGANIZATION BUDGET- -EXPENSES
Actual Budget Projected Budget
gy 1996/9T FY 1997/98
PERSONNEL
79,350
81,730
BENEFITS
0
0
SUPPLIES
0
0
COMMUNICATIONS Audit
4,400
4,500
PRINTING /ADVERTISINGSOupp
ies 4,000
4,400
UTILITIES
0
0
SPACE RENTAL
0
0
EQUIPMENT RENTAL Raising
5,400
4 200 i
TRAVEL (local _p1jembership
conferences , etc) Exp
300
200
Allocation
TRAVEL (other) ADC
18,317
20,856
CONTRACTUAL SERVICES
INSURANCE
4,600
5 , 800
MISC. Management Fees
9,000
10,000
EQUIPMENT Spnioorc enter
8,175
6,069
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
133,442
137,755
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
133,442
137,755
wNote: All amounts should be rounded to the nearest dollar.
•
- SENIOR CENTER OPERATIONS 1997/98
FINANCIAL INFORMATION
BUDGET NAMTIVE
Please provide the following information:
1. Human Services Grant request of $ 17,300 - This request, as 2
percentage of the total program budget equals 12 _ percent.
2. on what basis is the Human Services Grant portion computed? (Pro -ratec
based on number. of clients served, or other methodology ?)
The need is computed on projected cost of operations which is not met by fees for
services and classes, fund raising efforts, membership dues and allocation from
SASCC'S Endowment Fund.
3. What is the average cost per Saratoga client to whom direct services arc
provided? The cost of direct services for each visitor to the Saratoga Senior Center
is just over $1.50, considering an average of 1800 visits monthly. This cost does not
include administration, in -kind maintenance, space and utilities. When a number of
inf rmation and referral services to community residents are factored in the average cost
4. ls�as syour organization ever had funds withdrawn or contract terminates
for cause, unsatisfactory performance or questionable costs on and
financial statements or audit? If yes, please explain.
No
r�
6.
Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
Please complete:
FUND BALANCES
SASCC Budget
SASCC estimates a fund balance of 12,000 end FY 96 -97 and
$725,000 in restricted Endowment funds
$217,000 in-unrestricted funds
I
Unrestricted
Fund
Restricted
Fund
Land, Bldg, i
Equip. Fund.
Endowment
Fund
Actual Fund
Balance
6619
0
0
0
End FY 95 -96
Estimated
Fund Balance
End FY 96 -97
7000
0
0
0
SASCC Budget
SASCC estimates a fund balance of 12,000 end FY 96 -97 and
$725,000 in restricted Endowment funds
$217,000 in-unrestricted funds
I
.•
If the program for which
sponsored by the.agency,
agencies are required to
SENIOR CENTER
FINANCIAL INFORMATION
1997 -1998
PROGRAM BUDGET- -REVENUES
funds are requested is one of two or more program:
then the program budget must be be completed. (Al:
complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 1996/97
FY 1997/98
CITY OF SARATOGA (See SAS (C)
OTHER CITIES:
Community Support
1,200
1,200
STATE
FEDERAL
i
FEES FOR SERVICES
15,100
17,800
FUND RAISING,
DONATIONS (CASH)
9,500
8,100
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
Interest
75
50
Endowment Fund Allocation
8,175
6,069
Foundation
500
0
Misc. Sales
600
600
TOTAL INCO] CC
35,150
33,819
NOTE: All amounts should be rounded to the nearest dollar.
•
SENIOR CENTER
FINANCIAL INFORMATION
1997 -1998
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
1997/98
E2enses
PERSONNEL
16,150
20,769
BENEFITS
0
0
SUPPLIES
2,700
1, 450
COMMUNICATIONS
0
0
PRINTING /ADVERTISING
3,400
200
UTILITIES
n
0
SPACE RENTAL
0
0
EQUIPMENT RENTAL Service
200
300
TRAVEL (local- -
conf erences , etc )
250
loo
TRAVEL (other)
100
250
r grRITI
CONTRACTUAL SERV1Cf`5
6,450
6 , 650
INSURANCE & Workers Comp.
2,500
Ottice upp ies
MI SC. Fund Raising Expense
2,800
4,100
EQUIPMENT
0
SUBSCRIP. /PUBLICATIONS
600
Subtotal ' Expenses
35, 15 0
33,819
Capital Expenses'
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
35,150
3 3, 819
Note: All amounts should be rounded to the nearest dollar.
�J
City of Saratoga
Community Development Block Grant Program/
Buman Services Grant Program
1997/1998
PROPOSAL •1•i%-R-
APPLICANT ORGANIZATION
NAME Saratoga Area Senior Coordinating Council
ADDRESS
P.O. Box 3033 site 19655 Allendale Ave.
Saratoga, Ca. 95070
NAME /TITLE OF PROPONN,NT
SIGNATURE
TELEPHONE NUMBER
• PROJECT NAME
Dane Christensen, President
(408) 868 -1253
Saratoga Adult Day Care Center
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 33,185 (This repre
sents a reduction from the approved "97 - "98 budgetdue to decreases at County level.
PROJECT ABSTRACT (Limit statement to space provided)
Request continued support from CDBG funds for Saratoga Adult Day Care which is
in its ninth year of providing respite to caregivers-and---care--to less independent
elderly five days weekly. This is an option to institutional care at considerably
less expense to family and community. Census and revenues from participants
continue to increase, but 82% of this population has low to moderate income.
Subsidy is required for a necessary program that can not be self - supporting.
Only about 16% of participants pay the full daily rate.
The City of Saratoga does not discriminate on the basis of rant
color, national origin, sax, religion, age or disability in tl
provision of services and programs.
NARRATIVE IN SUPPORT OF FUNDING
FOR
SARATOGA ADULT CARE CENTER
1997 -98
Saratoga Adult Care Center is a major program component of the Saratoga Area
Senior Coordinating Council which operates five days weekly in the Senior Wing
of the Saratoga Community Center . (19655 Allendale Ave.). Its purpose is to
provide respite for caregivers and socialization for less independent elderly
by helping them remain at home as long as possible. The program reduces the
need for early institutionalization while maintaining a higher quality of life
at considerably reduced cost. The need for this program Will accelerate as the
population ages.
The Saratoga Adult Care Center has its-own Advisory Board which monitors the
operations and future planning for the program. The Chair of the Advisory Board is
the Third Vice - President of SASCC, the parent organization. The Center is staffed
by a full -time Administrator, a part -time Program Coordinator, two part -time
Program Assistants, a part -time Social Worker and limited clerical assistance.
Volunteers provide over 2500 hours of hands -on assistance.
The Saratoga Adult Care program has progressed from serving an average
of 9 families at opening in January 19.88 to over 36 families at any one time
with 250 -300 visits monthly. Funds from the City of Saratoga have helped stablize
the program. The dollar amount has decreased yearly as participant revenues,
and other funding sources have stabilized the budget.
The program has submitted quarterly reports to
meeting grant requirements, and also monthly to the
Services Agency which provides some funding. State
requirements have been met in all instances. Month
the Board of Directors of SASCC and to the Advisory
Center, so effectiveness is evaluated regularly.
the City of Saratoga in
County of Santa Clara Social
licensing and sanitation
ly reports are provided to
Board of Saratoga Adult Care
The large majority of clients served are from Saratoga, with some
participants coming from Campbell, West San Jose, Los Gatos and Santa Clara
areas contiguous to Saratoga. 82% of these clients have low to moderate incomes.
Project objectives continue as listed below:
1. Provide respite care daily to 20 frail and less independent participants,
with offer of extended hours to accommodate working caregivers and to
serve the corporate community.
2. Prevent or delay institutionalization of individuals who require considerable
personal assistance.
'3. Provide socialization, instruction, and structured activities for the less
independent elderly in a licensed cpre facility which offers respite to
the caregivers and helps maintain the frail elder in his /her home as long
as possible. Excercise, crafts, skill development and a nutritious meal
are provided daily.
•
4. Facilitate caregivers' groups as needed for the target area, Working in
collaboration with local churches and civic organizations of the West
Valley area, including collaboration with the Alzheimer's Association of the Bay Area.
Measurement of success is respite for the caregiver, an improved quality
of life for caregiver and participant, and cost savings from delay oo/
f more
expensive custodial care. (The cost of Saratog a Adult Care is s8
as compared to more expensive homehealtspectrum aide and nursing ysservicecosts in the
community, and it gives a much brow
6. To continue the service, with cost containment measures which depend heavily
on over 2500volunteer hours annually-
7. To increase participant enrollment with 3001ist$ monthly bya 7/97 and to
:erve over 200 families annually with consultation g. o increase funding base through local resources, fees, and fund raising
events and further reduce the need to depend on city and county funding
for over forty percent of budget.
The City of.Saratoga has on file a copy of the Saratoga Area Senior Coordinating
Council's Articles of Incorporation and By-Laws, Personnel Policies and Procedures,
verification of IRS non-profit status under Title 26, Section 501(0 x`pf the
*Federal Code, organization chart, and the audit for 1995-96. Current Board of Directors
and Advisory Boards are submitted herewith.
0
SARATOGA ADULT CARE CENTER 1997198
FINANCIAL 11MORMATION
BUDGET NARRATIVE
s
Please provide the following information:
1, Human Services Gtant request of $ 33,185 'This request, as i
percentage of the total program budget equals 2__ percent.
(Pro-rate(
2. on what basis is the Human Services or Grant other methodology? )' * `
based on number- of clients
The request is based on projected cost of operations which is not met by other funding
sources, participant fees, fund raising, and Endowment Allocation from SASCC. Service is
directed to 38 families at any one time, or 300 visits monthly. Another 3.00 families are
given help and referral services.
3. What is the average cost per Saratoga client to whom direct services arc
provided? Established program cost is $43 daily but participant fees meet only 36`/ of
this. The Human services grant portion of the budget wiii pay 5g per vi..,it, which
equates with cost of one hour of care in the home. Because of variables in fees and
attendance an average cost is difficult to compute.
4 . Has your organization ever had rcr�nce or costs on an)
Withdrawn questionable contract a
for cause, unsatisfactory P$ tma
financial statements or audit? If yes, please explain.
No.
itIs your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
if yes, please explain.
No.
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg, i
Equip. Fund
Endowment
Fund
Actual Fund
[End
,
Balance
1,386
0
0
0
FY 95 -96
Estimated
Fund Balance
5,000
0
0
0
End FY 96 -97
•
SARATOGA ADULT DAY CARE CENTER
FINANCIAL INFORMATION
1997 -1998
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
r'Y 1997/98
E,renses
PERSONNEL
98,627
i
99,589
BENEFITS
I
SUPPLIES
11,400
12,150
COMMUNICATIONS
1,325
800
PRINTING /ADVERTISING
1,900
1,255
UTILITIES
SPACE RENTAL
EQUIPMENT MAINTENANCE
700
TRAVEL local- -
conf erences , etc)
800
1,350
TRAVEL ( other)
600
650
CONTRACTUAL SERVICES
INSURANCE & Workers Comp.
6,020
2 , 500
MISC.
2,465
EQUIPMENT
700
SUBSCRIP . /PUBLICATIONS
300
1,900
Subtotal ' Expenses
125,737
123,944
Capital Expenses'
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
125,737
123,944
Note: All amounts should be rounded to the nearest dollar.
SARATOGA ADULT DAYCARE
FINANCIAL INFORMATION
• 1997 - 1998
PROGRAM BUDGET - -REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 1996/97
FY 1997/98
CITY OF SARATOGA
35,625'
33,185 > ^'
OTHER CITIES:
COUNTY OF SANTA CLARA
17,437
17,437
(UNCERTAIN FOR 1997 -98)
STATE
FEDERAL USDA COA
1,400. .
1 700 �' 1
FEES FOR SERVICES
45,000
48,000
FUND RAISING,
DONATIONS ( CASH )
7,958
7 , 300 J
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
ALLOCATION FROM ENDOWMENT
18,317
16,322 i3•Z �
TOTAL INCOME
125 737
123.944
NOTE: All amounts should be rounded to the nearest dollar.
i
•
750 Curtner Avenue
San Jose, CA 95125 -2118
(408) 266 -8866
FAX (408) 266 -9042
January 15, 1997
OF* G:\ \T:\ CL {R{ AND
Ms. Paula Reeve
Public Services Assistant
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. Reeve:
1051 Bing Street
San Carlos, CA 94070 -5320
(415) 610 -0800
FAX (415) 610 -0808
r.,
�C4
Enclosed is an application for CDBG /HSG funding for Fiscal Year
1997/98 from Second Harvest Food Bank of Santa Clara and San
Mateo Counties.
Please contact me at (408) 266 -8866 if you have any questions.
Sincerely,
Becky Mur ay
Donor and Grants Manager
Enclosure
•
city of Saratoga
Community Development Bloch Grant Program/
Shan Services Grant Program
1997/1998 '
PROPOSAL COVER PAGE -�
APPLICANT ORGANIZATION
NAME Second Harvest Food Bank of Santa Clara & San Pt�ttea Counti s
ADDRESS 750 Curtner Avenue
San Jose, CA 95125 -2118
NAME/TITLE OF PROPONPMT Amy Somers, Executive Director
SIGNATURE
TELEPHONE NUMBER (408) 266 -4866
PROJECT NAME Operation Brown Bag
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $3,000
PROJECT ABSTRACT (Limit statement to space provided)
Operation Brown Bag is a self -help program assisting very -low income
seniors with their food needs. Senior volunteers, many of whom
are program members, help provide services when possible. Primary
services include weekly food distribution, nutrition classes,newslet�oi
The City of Saratoga does not discriminate on the basis of race
color, national origin, sex, religion, age or disability in th
Provision of services and programs.
r�
CHECK LIST
APPLICATION DOCMIENTS-
Provided below is a list of supporting documents which the applicaz
organization is required to furnish. submit one copy of each as part of thi
application for funding. Please check the items below to indicate tht
copies are included.
REQUIRED OF ALL APPLICANTS
x Cover sheet with identifying information and signature of applicat
x Narrative covering information cited in 3.A through G
instruction sheet
x Financial Information Attachment
x verification and documentation of Internal Revenue Servic
nonprofit status under Title 26, section 501(c) of the Federal Cod
x Audit or financial statement
• SUPPLEMENTAL
x Current board of directors
on file Articles of incorporation and bylaws
on file organizational chart
on file Copy of adopted personnel policies and procedures includin
affirmative action plan if.staff ezceeds fifteen (15) employees
on file Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIousLY PROVIDED SUPPLEMENTAL MATERIALS ARE NO, .
REQUIRED TO DUPLICATE AND RESIIBMIT THE INFORMATION - UNLESS CHANGES HAV)
OCCURRED.
•
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
Fiscal Year 1997/98
Submitted By: Second Harvest Food Bank of Santa Clara and San
Mateo Counties
A. Description of Aunlicant Acrenc
Second Harvest Food Bank of Santa Clara and San Mateo Counties is
a nonprofit 501(c)(3) organization with its main Food
Distribution Center located in San Jose and a second center
located in San Carlos. Since 1974, The Food Bank has been
providing food, information, and supportive services to low -
income individuals and families in a caring and efficient manner.
We are the largest supplier of donated and purchased food in our
region, and the main source for over 391 nonprofit agencies and
distribution sites in Santa Clara and San Mateo Counties. With a
paid staff of 45, and nearly 1,700 volunteers each month, we were
able to distribute more than 15.5 million pounds of food last
year, serving an average of 106,090 children, adults, and seniors
• each month, through the following programs: Food Assistance,
Operation Brown Bag, Partners In Need, Community Nutrition,
Family Harvest, Food Connection, and Second Helpings.
B. Past Performance
Second Harvest Food Bank has had an Operation Brown Bag
distribution site in Saratoga (Fellowship Plaza at 14520
Fruitvale) for the past nine years. All members of the Brown Bag
program have been Saratoga residents who are very low- income
seniors.
C. Proiect Purpose and Objectives
Operation Brown Bag will provide weekly groceries to 75 low -
income seniors (66 households) who are 60 years old and above or
disabled individuals 55 to 59 years of age, and residents-of
Saratoga.
Objectives
1. Each week, 66 Brown Bag members (benefitting approximately
75 individuals) will receive 7 to 13 food items to
supplement their diets.
2. A newsletter presenting articles of interest to seniors will
be distributed to Brown Bag members on a quarterly basis.
• 3. Volunteer opportunities, including delivering groceries to
homebound seniors, bagging and distributing food, newspaper
recycling, membership renewal, and fundraising activities,
will be offered year round to Brown Bag members.
4. At least four times a year, nutrition and food safety
classes will be held at the Saratoga site for the
membership.
C. Protect Management
New members of Operation Brown Bag sign up to receive their
groceries at the site nearest their home; membership is renewable
yearly for ongoing members. Membership applications are screened
by the Program Coordinator to assure that eligibility
requirements are met. Income is documented through the use of
intake forms and verified by seniors showing proof of income a
the time of application. Membership is effective the following
week.
Each week, cases of food are loaded onto trucks at the Food
Distribution Center in San Jose for scheduled delivery to the
Saratoga site. Volunteers, most of whom are members themselves,
assist the driver in unloading the truck, then bag and distribute
the groceries to members. The Site Chairperson is responsible
• for organizing on -site volunteers. The site used to distribute
bags of groceries (Fellowship Plaza) is provided at no cost for
several hours each week.
The Program Coordinator for Operation Brown Bag monitors all
functions of the program, and frequently conducts site visits to
ensure the program is running smoothly. In addition to review by
The Food Bank's Board of Directors and staff, the program's
quality of service is evaluated through a random survey of
recipients. Monthly meetings with all the Brown Bag Site Chairs
provide regular feedback on a variety of issues and unmet needs.
E. Community Need
Among the most important long -term demographic changes in Santa
Clara County is the continuing growth in the numbers of older
adults. A total of 182,663 residents were 60 years of:age and
older in 1990, 35,479 (or 2011) of whom indicated that they lived
alone. According to the 1990 census data, 10,016 seniors age 60
years and over were at or below 10011 of poverty level. This
number is a 21.55% increase from 1980. A 1994 survey of our
Brown Bag members indicates that most of the members rely on the
food they receive; many spend less than $3.00 a day on food,
building their menus around the groceries in their bags. The
average age of members is 73.8 years old and continues to
increase.
eThe aging of the population in our community makes care of the
elderly a primary issue, particularly to those individuals with
limited mobility and language barriers. No other program in our
community is able to reach and assist so many elderly people with
their food needs.
F. Protect Beneficiaries
At least 75 unduplicated very low- income seniors (representing 66
households) who are 60 years and older (55 -59 years old if
disabled), all of whom are residents of Saratoga, will receive
weekly groceries at the Fellowship Plaza, or at their homes. All
(1000 of the program participants are identified as being very
low - income.
G. Financial Information
Please see the attached Financial Information attachment.
L. J
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ 3,000• 'This request, as
percentage of the total program budget equals less percent.
than 1%
2. On what basis is the Human Services Grant portion computed? (Pro -rate
based on number of clients served, or other methodology ?)
Portion is computed on the basis of number of clients served as well
as previous allocations granted by Saratoga.
3. What is the average cost per Saratoga client to whom direct services ar
provided?
An average cost of $202.50 to sponsor a low- income senior's Brown
Bag for a year.
4. Has your organization ever had funds withdrawn or contract terminate(
for cause, unsatisfactory performance or questionable costs on an-
financial statements or audit? If yes, please explain.
"o,
•
5. Is your organization currently on probation or under investigation b3
any agency which is or was a funding source within the past two years:
If yes, please explain.
No.
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 96/97
$ 5,245,277
$ 1,025,664
$ 5,999,613
$ 1,425,314
Estimated
Fund Balance
End FY 97/98
$ 5,507,541
$ 1,033,410
$ 6,299,594
$ 1,496,580
C�
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
Fy 1996/9 T
Projected Budget
Fy 1997/98
menses
PERSONNEL
$ 1,599,170
$ 1,679,129
BENEFITS
440,184
462,193
SUPPLIES/ Postage
186,900
196 140
COMMUNICATIONS / Events
47,320
49,686
PRINTING /ADVERTISING
154 986
162,630
UTILITIES /Telephone, Et
169,045
177,497
�K De reciati
n 441,901
463,996
EQUIPMENT RENTAL
18,000
18,9000
TRAVEL (local- -
conferences,etc)
33,300
34,965
TRAVEL (other)
65,000
68,250
CONTRACTUAL SERVICES
167,140
175,497
INSURANCE
108,300
113,715
MISC. (Food Purchased)
1,100,000
1,155,000
EQUIPMENT Repack Supp.
51,000
53,550
SUBSCRIP. /PUBLICATION,'-/ Di
i.e s 29,850.
31,343
Subtotal Expenses
4,611,896
4,842,491
Capital Lx=nses
CAPITAL OUTLAY
BUILDINGS
132,100
133,705
EQUIPMENT
147,265
15.4,628
Subtotal Expenses
279,365
293,333
TOTAL EXPENSES AND -
CAPITAL OUTLAY
4,891,261
5,135,824
Note: All amounts should be rounded to the nearest dollar.
s
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES
NOTE: All. Arnimts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 1996/97
FY 1997/98
CITY OF SARATOGA
$ 0
$ 3,000
OTHER CITIES: All citie
in Santa Clara and
San Mateo Counties
99,688
96,688
TATE / Federal /County
460,365
437,347
EDERAL (see above)
EES FOR SERVICES
[DONATIONS
415,250
394,498
UND RAISING,
(CASH)
3,501,158
3,801,991
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way
249,800
237,310
_Special.Events
90,000
90,000
Interest /Other Revenue
75,000
75,000
TOTAL INCOME
4,891,261
5,135,824
NOTE: All. Arnimts should be rounded to the nearest dollar.
0-
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
FY 1997/98
E)menses
PERSONNEL
$ 479,954
$ 503,952
IBENEFITS
117,667
123,550 I
SUPPLIES
43,762
45,950
COMMUNICATIONS
9,182
9,641
PRINTING /ADVERTISING
76,689
80,523
UTILITIES
38,658
40,591
RRARRARKTU Depreciatich
142,632
149,764
EQUIPMENT RENTAL
5,094.
5,349
TRAVEL (local- -
conferences,etc)
5,462
5,735
TRAVEL (other)
3,962
4,160
CONTRACTUAL SERVICES
19,912
20,908
INSURANCE
30,649
32,181
MISC Food Costs
1
332,650
349,283
EQUIPMENT
17,097
17,952
SUBSCRIP. /PUBLICATIONS
8,448
8,870
. Subtotal -Expenses
1,331,818
1,398,409
Capital Expenses'
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
42,974
45,123
Subtotal Expenses
42,974
45,123
TOTAL EXPENSES AND
CAPITAL OU'T'LAY
1,374,792
1,443,532
Note: All amounts should be rounded to the nearest dollar.
•
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or more program:
sponsored by the agency, then the program budget must be be completed. (A1
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
Fy 1996/97
FY 1997/98
CITY OF SARATOGA
$ 0
$ 3,000
OTHER CITIES: Campbell,
Cupertino, Gilroy., Los
Gatos, Milpitas, Morgan
Hill, Mt. View, Palo Alto,
an Jose, St. Clara, Sny
le. 67,000
64,000
TAT Federal Count
f
56 381
53,562
EDERAL (see above)
FEES FOR SERVICES
50,000 c}
47,500
FUND RAISING,
DONATIONS (CASH)
1,125,058
1,202,652
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way
70,693
67,158
Recycling
5,660
5,660
TOTAL INCOME
1,374,792
1,443,532
NOTE: All amounts should be rounded to the nearest dollar.
•
•
L'
• 0 City of Saratoga
Community Development Block Gran"rogram/
Buman Services Grant Prams
1997/1998
PROPOSAL CODER PAQE
� a
APPLICANT ORGAN123LTIOIi
NAME Teen Counseling Center of rhP WP.Gr Valley
ADDRESS 208 E. Main St. `
Los Gatos, CA 95070
NAME /TITLE OF PROPONPMT Pat Lake, Director of Administration
SIGNATURE z p�
TELEPHONE NUMBER (408) 354 -7648
PROJECT NAME Teen Counseling Center
DOLLAR AMT. OF FUNDS REQUE8TED FROX CITY OF SARATOGA
PROJECT ABSTRACT (Limit statement to space provided)
The Teen Counseling Center of the West Valley is a non - profit
counseling agency established in 1983 to provide affordable & accessible
counseling services to teens & their families. We provide over 3300 individual,
couple, family & group counseling sessions to approximately 750 clients per year
through our clinic.& school based programs. Of these,.165 clients are residents
of Saratoga, 22% of our total. We are easily accessible, having a clinic in Los
Gatos and counselors on local school campuses, and we have a sliding scale fee
structure making us affordable to all requesting our services. 'We 'provide these
low cost services by employing only 1 full -time employee, 3 part -time, and
12 unpaid volunteer interns.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sez, religion, age or disability in thl
provision of services and programs.
Nor does the Teen Counseling Center of the West Valley.
TEEN COUNSELING CENTER
OF THE WEST VALLEY
208 E. MAIN STREET
LOS GATOS, CA 95032
•
CHECK LIST
APPLICATION DOCUMENTS-
Provided below is a list of supporting documents which the applicaa
organization is required to furnish. Submit one copy of each as part of thi
application for funding. Please check the items below to indicate tha
copies are included.
REOUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applican
Narrative covering information cited in 3.A through G o
instruction sheet
Financial Information ]Attachment
verification and documentation of Internal Revenue Bervic
nonprofit status under Title 26, Section 501(c) of the Federal Cod
// Audit or financial statement
• SUPPLEMENTAL
Current board of directors
y�y��rticles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures includin
affirmative action plan if.staff ezceeds fifteen (15) employees
,/ � Brochure, flyer, promotional material
�— Letter to City Council Members
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NO'
REOUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES HAV
,d�7K�1
• THE TEEN COUNSELING CENTER OF THE WEST VALLEY
APPLICATION FOR FUNDING
A. Agency Structure and Geographics
The Teen Counseling Center of the West Valley was founded in 1983 as a non -profit corporation to
provide low cost counseling to teens in the West Valley region of Santa Clara county. Our clients come
to us from Saratoga, Monte Sereno, San Jose, Los Gatos, Campbell, Cupertino, and Sunnyvale. Our
purpose is to help teens and their families make positive changes in their lives through the counseling
process.
The Teen Counseling Center employs a staff of twelve unpaid MFCC interns, a Clinical Supervisor, two
School -Based Clinical Supervisors, and an Administrator. Interns contribute their services voluntarily, the
ratio of paid staff to volunteer interns is four to twelve.
The agency provides the counseling program at eight area schools: Saratoga High School, Redwood Middle
School, Los Gatos High School, Leigh High School, Westmont High School, Del Mar High School
Prospect High School, and NOVA, the alternative high school program in the Los Gatos /Saratoga Joint
Union High School District.. Services offered by counselors based at these locations include individual and
group counseling, crisis counseling, peer counselor training, and parent/teacher /administrative support.
On -site at our clinic facility, located at 208 E. Main St., Los Gatos, counselors offer family, individual, and
couples counseling. In addition, we offer in- service training to mental health professionals, educators, and
• parents throughout the community.
The Board of Directors of the Teen Counseling Center is comprised of licensed therapists, marketing
specialists, business professionals, experienced volunteers, teen representatives, and other caring
individuals. The Board consists of an executive committee, and other committees including, fundraising,
personnel, board development, and donor development.
There are currently eleven members of the Board plus a teen representative. New members are sought
annually to fill vacancies.
B. Past and Current Performance in Providing Services to Saratoga Residents
The Teen Counseling Center provides counseling and related services to Saratoga youth and their families,
teachers and school administrators at Saratoga High School and Redwood Middle School. Our agency's
statistics demonstrate the fact that 22% of our total clientele are Saratoga residents, and they receive 24%
of our services. This amounts to fifty Saratoga residents, in a typical month during the school year,
receiving approximately 70 counseling sessions; and a total of 165 unduplicated Saratoga residents
receiving over 800 counseling sessions per year.
C�
• Our statistical reports show that Saratoga Middle and High School students deal most often with the
following issues in counseling sessions:
• Academic problems • Family conflict
• Anger management • Peer problems
• Behavior problems at home and school • Relationships
• Communication • Self - esteem
• Decision making • Stress
• Depression • Substance abuse
• Divorce and stepfamily
This year counselors on Saratoga campuses have facilitated student support groups covering the following
topics; communication, relationships /peer problems, and stress management. The topics covered change as
students needs change.
On -site at our family clinic, Saratoga teens and their families receive individual and/or family counseling.
Through various therapeutic methods, parenting skills and family communication are strengthened; anxiety
grief, depression, eating disorders and physical abuse are dealt with , in addition to the issues listed above.
Teens are given professional support they need to make positive changes in their lives.
In addition to providing high quality counseling, the Teen Counseling Center for the West Valley is a leader
in training community professionals. Following internships here, high proportion of our interns practice in
the Saratoga/Los Gatos/West Valley area.
O The impact of the services provided to Saratoga students, parents, and professionals by the Teen
Counseling Center is highly praised in evaluations submitted by parents and school administrators and
continues to be greatly felt.
C. Project Purpose and Objectives
The Teen Counseling Center of the West Valley is unique in that it is the only agency conveniently
located to Saratoga residents that provides low -fee, high quality counseling for teens and their
families. As stated earlier in this application, a sizable percentage of our clientele reside in Saratoga. This
has necessitated an accommodation in our short and long range planning for growth and service. In
response to requests by Saratoga school officials, parents, and youth, we would like to develop a firmer
presence within the city. Funding by the city of Saratoga would greatly enable this process.
During the last year, the Teen Counseling Center conducted over eight hundred counseling sessions for
165 Saratoga residents (at Saratoga High School, Redwood Middle School, and our clinic.) We would
like to be able to continue to provide at least the same level of service to Saratoga in the upcoming year.
D. Project Management
Each week, every intern provides 8 -10 hours of individual or family therapy at either the clinic or a school
site plus an additional hour or two of group therapy. The school -based counselors also deal with crises on
campus, serve on student assessment teams, and as consultants to the school staff and guidance counselors.
Teen Counseling Center interns receive three hours of weekly group and individual supervision by licensed
professional counselors. Monthly statistic sheets are completed by counselors and compiled and evaluated
by professional staff. These procedures ensure, constant monitoring of the program. Program and staff
• reviews are conducted semi - annually by agency's supervisory staff. The School -Based Program
Supervisors meet regularly with school administrators and community leaders to monitor and evaluate
progress and incorporate suggestions.
School administrators complete annual written evaluations. These instruments detail personal perceptions
of the success of the counseling. The forms are then analyzed by the school -based and clinical supervisors
to measure program effectiveness. Clients meeting with counselors set goals for themselves and their
behavior. Counselors aid in and monitor their progress and success toward reaching these goals.
Agency staff and Board members meet regularly with and send reports to our primary funding agents. This
enables the Teen Counseling Center to remain updated on community perception of the effectiveness of our
programs and services and enables fenders to monitor the success of our program.
E. Community Need for the Program
Our teenagers today face pressures and issues unique to today's generation. Saratoga students are not
exempt from experiencing many modern traumas: family conflict, divorce, death, substance abuse, date
rape, etc. Counselors and teachers agree that a student who is involved with a major life crisis cannot
readily apply him herself to studies without outside assistance. Many people also feel the need to have a
listening ear and an experienced counselor who can help them deal with problems of communication, stress,
anxiety, depression, family conflict, and academic or behavior problems. The availability of our counselors
in our clinic and on the campuses of Saratoga High School and Redwood Middle School allow
approximately fifty students per month and 165 people per year to get the counseling they need.
isThe Teen Counseling Center continues to increase its service output due to an increased demand for
services. However, the agency needs to seek out additional appropriate funding sources to cover expenses.
To this end, we are requesting 14 515.00_from the City of Saratoga to assist in covering the costs of
counseling sessions provided to-the residents of Saratoga by the Teen Counseling Center.
F. Project Beneficiaries
At the present time, nearly fifty Saratoga students and their families are being served per month and 165
unduplicated Saratoga teens and parents per year by the Teen Counseling Center. Twenty-one percent
of the agency's more than five hundred clients seen annually are Saratoga residents. Of the low and very
low income students at the Saratoga schools we serve, an estimated 30% have been served by Teen
Counseling Center counselors.
\,,-In closing, The Teen Counseling Center of the West Valley would like to acknowledge and thank the City
of Saratoga for the support they have given in the past. We appreciate the bond that has been established
and hope to see an increase in your commitment to our agency and the youth and families of'Saratoga
whom we serve.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ 14,515 'This request, as i
percentage of the total program budget equals 7.2 percent.
2. on what basis is the Human Services Grant portion computed? (Pro -rate(
based on number of clients served, or other methodology ?)
This amount is based on the pro —rated basis of clients served.'
Saratoga residents make up 22% of our total clientele. Saratoga residents
clinic fees paid cover 2.5% of our budget, Saratoga schools pay 12.3 %, leaving 7.
percent shortfall.
3. What is the average cost per Saratoga client to whom direct services art
provided?
$163.71 per year.
4. Has your organization ever had funds withdrawn or contract terminates
for cause, unsatisfactory performance or questionable costs on and
financial statements or audit? If yes, please explain.
No.
•
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No.
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg, 9
Equip. Fund
Endowment
Fund
Actual Fund
Balance
$40,997
0
0
0
End FY 96/97
Estimated
Fund Balance
End FY 97/98 J$34,000
0
0
0
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/9T
Projected Budget
FY 1997/98
Expenses Operating Reserve
41,000
34,000
1PERSONNEL
104,196
9?
BENEFITS
7364
SUPPLIES
1,200
1,236
COMMUNICATIONS
4,536
4,672
PRINTING /ADVERTISING
1,236
UTILITIES
0
0
SPACE RENTAL
7,680
7,680
EQUIPMENT RENTAL
0
0
TRAVEL (local- -
conferences,etc)
275
283
TRAVEL (other)
0
0
CONTRACTUAL SERVICES
30,730'
61,786
INSURANCE
4,984
5,133
Fundraising
MISC.
2,750
2,832
EQUIPMENT
1,500
1,545
SUBSCRIP. /PUBLICATIONS
350
360
Subtotal Expenses
207,701
242,604
Capital Expenses
0
0
CAPITAL OUTLAY
0
0
BUILDINGS
0
0
EQUIPMENT
0
•0
Subtotal Expenses
0
0
TOTAL EXPENSES AND
11CAPITAL OUTLAY
207,701
242,604
Note: All amounts should be rounded to the nearest dollar.
SFINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
'
FY 1996/97
-FY 1997/98
CITY OF SARATOGA
0
14,515
OTHER CITIES:
30,170
30,270
Cntinty
10,000
30,134
STATE
0
0
FEDERAL
0
0
FEES FOR SERVICES
22,000
22,660
FUND RAISING,
25,250
26,000
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND -
41,000
34,000
ALL OTHER (LIST)
School Districts
73,800
74,300
Grants, CASA & PTSA
5,500
5,000
Grants, Other
0
6,000
TOTAL INCOKE
207,720
242,879
NOTE: All amounts should be rounded to the nearest dollar.
•
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
1'Y 1997/98
n
cur-- _�
M=seG
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
i
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal" Expenses
Capital Expenses'
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
FY 1997/98
CITY OF SARATOGA
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
TOTAL INCOME
NOTE: All amounts should be rounded to the nearest dollar.
Ci f S
ty o aratoga ,,; f ,
Community Development Block Grant Program)-',-,,,,-
Human Services Grant Program
1997/98
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION: Emergency Housing Consortium
ADDRESS: P.O. Box 2346 San Jose CA 95109
NAME /TITLE OF PROPONENT: Bam Del Buono Executive Director
(408) 291 -5440 ext. 201
SIGNATURE:
__T� _ `}'� -Q.
- - ____ -I ----- - - - - --
PROJECT NAME: Phase IIUIV Rehabilitation of the Reception Center
AMOUNT REQUESTED FROM CITY OF SARATOGA: $10,000.
PROJECT ABSTRACT:
To complete the rehabilitation of the building and grounds at 2011 Little Orchard St San Jose for use
as the Reception Center to Drovide 250 -beds of emer enc v shelter and transitional livin for sin le
adults and families. This final 12hase of rehabilitation would coml2lete rehabilitation of transitional
housing and family shelter units at the new center in addition to on site and off site improvements
The City of Saratoga does not discriminate on the basis of race, color, national origin,
sex, religion, age or disability in the provision of services and programs.
Saratoga CDBG, 1997/98 Emergency Housing Consortium
Emergency Housing Consortium
• January 17, 1997
n ,a
Paula Reeve =
Public Services Assistant v'
Office of the City Manager
City of Saratoga cr.,. <'; y i
13777 Fruitvale Avenue
Saratoga, CA 95070
.j
Dear Ms. Reeve,
E
I am writing this letter to explain in more detail why Emergency Housing Consortium is
seeking a final phase of funding from the Community Development Block Grant (CDBG)
program to complete Rehabilitation of the Reception Center.
Emergency Housing Consortium has been working for a number of years with local
jurisdictions and community groups to (1) find a replacement for the emergency shelters
housed in National Guard Armories, (2) provide a better solution to the problem of
homelessness in our community, and (3) fill a growing gap in the county's Continuum of
Care.
The process of securing a suitable site for 250 shelter beds has been lengthy and difficult
but, with community -wide support, Emergency Housing Consortium has been able to
purchase an excellent site at 2011 Little Orchard Street, San Jose. Phase I rehabilitation
work is already underway.
• Since the inception of this project in 1994, Emergency Housing Consortium has had to
find an alternative site to the one originally proposed at Timothy Drive, San Jose. In
addition, the agency has had to redesign a number of features of the project in order to
better meet the needs of the homeless population and the wider community.
These changes have increased the cost of the project, making it necessary to seek
additional funding. The cost increases may be attributed to the following:
• Time delays due to the extended Conditional Use Permit process led to the loss of the
original site at Timothy Drive and the need to find a new site. This led to a
substantial increase in predevelopment costs.
• Time delays also resulted in increased cost of materials, real estate and labor costs.
• The new site was more expensive to purchase than the originally proposed site at
Timothy Drive and although the building was in better condition, rehabilitation costs
were considerable in order to meet building and fire codes, and new program
requirements.
• The Conditional Use Permit process revealed the community's desire for a service -
enriched program featuring a 24 -hour facility, workshop and education facilities, and
case management provision. These services are needed at this site in order to help
clients move from the streets to permanent and transitional housing. The change from
an overnight facility to a 24 -hour facility resulted in increased rehabilitation expenses.
• The change to a new site and the securing of the Conditional Use Permit to operate a
0 250 -bed shelter required a number of off -site improvements to make the site safe and
appropriate for homeless clients and to mitigate any negative impact of the project on
10 A United Way Agency P.O. Box 2346 • San Jose, CA ■ 95109 •408/291 -5440 • FAX 408/298 -6152
• the local community. It is essential not only for this project but also for the future
development of affordable housing and facilities for the homeless that this project be
successfully integrated into the community.
The investment in the enhanced facilities at the Reception Center have already proven
worthwhile. By building a facility that includes a Transitional Housing component,
Emergency Housing Consortium has secured $400,000 in rehabilitation revenues and
$1,315,393 in operating revenues for 3 years from the Department of Housing and Urban
Development Supportive Housing Program.
The site will also be able to serve homeless families as well as single adults. The need
for an additional family shelter in Santa Clara County has already become acute. Rising
housing costs and welfare changes will only increase this need.
The amount of funds requested from the City of Saratoga is in proportion to the services
that Saratoga residents will gain from the facility. It is essential that each jurisdiction
contribute to the success of this project.
The feasibility of the project is assured and work is well underway. The project has been
divided in phases to allow work to begin now. The continued support of the City of
Saratoga is needed to ensure the completion of the Reception Center in time for next
winter.
I urge you to provide a final year of funding to this important community -wide project. If
you have any additional questions or concerns, please call me at (408) 291 -5440 ext. 201.
• Sincerely,
Tany �eu no
Executive Director
•
CHECK LIST
APPLICATION DOCUMENTS-
Provided below is a list of supporting documents which the applican
organization is required to furnish. Submit one copy of each as part of thi
application for funding. Please check the items below to indicate tha
copies are included.
REOIIIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applican
J _ Narrative covering information cited in 3.A through G o
instruction sheet
./ Financial Information Attachment
� - C verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Cod.
htT �i Audit or financial statement
SUPPLEMENTAL
•
ACurrent board of directors
WL �-- Articles of incorporation and bylaws
flnn.� organizational chart
� Copy of adopted personnel policies and procedures includinc
affirmative action plan if staff ezceeds fifteen (15) employees
ABrochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NO
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES HAVE
OCCURRED.
EMERGENCY HOUSING CONSORTIUM, INC.
. City of Saratoga - CDBG Program Proposal
A. Emergency Housing Consortium -- Organizational Structure and Geographical
Location
The Emergency Housing Consortium is a non - profit 501 (c)(3) shelter system operating in Santa
Clara County which enables homeless families with children, single men and women, seniors, teens
and the disabled to regain stability in the local community. Its purpose is to empower the homeless to
achieve their goal of obtaining adequate, affordable housing in a way that enhances their self -worth
and maintains their dignity.
The goal of EHC is to provide solutions to homelessness by addressing the underlying issues which
are barriers for the homeless in acquiring housing and jobs. These issues include child care, job skills
and training, educational opportunities, language and communication skills, financial management,
household maintenance, transportation, support, counseling, medical care and nutrition assistance.
In order to achieve this goal, EHC shelters provide a comprehensive, personalized, case- management-
based service to help all guests assess their own needs and establish their own goals. In addition to
safe shelter and food, guests receive the following services:
• child care, after school tutoring, recreational activities, or preschool education;
• pre - employment training, vocational training, work experience;
• general education, communication skills, English -as -a- Second - Language,
computer literacy;
• parenting education and support, conflict resolution, and self - esteem building;
• budgeting, household management, and life skill training; and
• health and nutrition education, substance abuse education and counseling.
During its 16 years of operation, EHC has grown from sheltering 9 families to a system of shelters
with a 1,250 bed capacity. This system includes 3 year -round shelters, 4 winter shelters, 3 transi-
tional housing complexes, permanent housing, and a homeless and runaway youth center. EHC
strives to go beyond emergency sheltering to contribute to a long -term solution to homelessness
through the provision of transitional housing, service - enriched permanent housing, and shelter ser-
vices focused on employment, skills development, and relocation to permanent housing.
EHC is governed by a community- based, ethnically diverse Board of Directors (Attachment A). To
see how this board relates to the entire agency, please refer to the Organizational Chart (Attachment
B). This project is eligible for City of Saratoga CDBG funding because it provides it services to
homeless, very low income people of Saratoga, thereby meeting an urgent community development
need and benefiting low income persons.
B. Past Performance in providing established services and in meeting City of,Saratoga
grant requirements
In the past few years EHC has had an annual average of 40 contracts with government (federal, state,
county and city) agencies for a variety of services, including both capital construction /rehabilitation
projects and operational /program services. EHC has satisfactorily completed or exceeded the goals
established for program services and either completed or made substantial progress towards
completing the capital projects. EHC has successfully met the advertising, bidding and labor
requirements of CDBG funded projects. EHC's most recent rehabilitation projects — the Reception
Center Phase I and the Monterey Glen Inn— have continued to make progress despite unavoidable
delays due to the complexity of these projects.
Saratoga CDBG, 1997/98 Emergency Housing Consortium
EHC is applying for additional funds for the Reception Center due to a number of important changes
• in the development of this project. These necessary changes have increased the cost of the project,
making it necessary to seek additional funding. The cost increases may be attributed to the following:
• Time delays due to the extended Conditional Use Permit process led to the loss of the original site
at Timothy Drive and the need to find a new site. This led to a substantial increase in
predevelopment costs.
• Time delays also resulted in increased cost of materials, real estate and labor costs.
• The new site was more expensive to purchase than the originally proposed site at Timothy Drive
and although the building was in better condition, rehabilitation costs were considerable in order
to meet building and fire codes, and new program requirements.
• The Conditional Use Permit process revealed the community's desire for a service - enriched
program featuring a 24 -hour facility, workshop and education facilities, and case management
provision. The change from an overnight facility to a 24 -hour facility resulted in increased
rehabilitation expenses.
• The change to a new site and the securing of the Conditional Use Permit to operate a 250 -bed
shelter required a number of off -site improvements to make the site safe and appropriate for
homeless clients and to mitigate any negative impact of the project on the local community.
Under previously funded phases I & II, the interior of the building will have been demolished, the
roof replaced, the general building construction completed which includes; the repair of the heating
and cooling system, installation of electrical wiring and security system, general plumbing
installation, and structural improvements associated with building code requirements. Other
rehabilitation will have included the reception area and administration area, corridors, singles
sleeping, dining and bathroom facilities. The site work that will have been completed will include the
construction of the perimeter wall and courtyard wall. Offsite work related to the installation of
lighting on surrounding properties will also have been completed.
SPhases III & N of rehabilitation will include interior rehabilitation of transitional units, family
bedroom units, toilets and shower facilities, office and classroom areas, kitchen and dining room for
family shelter component; interior rehabilitation of office space, clinic rooms, laundries and storage
areas; and installation of the loading dock and roll -up door. Exterior site work will include parking lot
improvements, landscaping, completion of the family recreation and courtyard areas, lighting and
offsite curb cut and sidewalk repair.
C. EHC's new Reception Center: Project Purpose and Objectives -- Desired outcomes
and benefits of the project
This request if for Phase IV funding for the Reception Center, a new 250 -bed shelter and support
service center that will serve the entire county.
Phase III and IV Rehabilitation will include:
• interior rehabilitation of transitional living units
• interior rehabilitation of family bedroom units and family communal area
• interior rehabilitation of toilets and shower facilities for family shelter component
• interior rehabilitation office and classroom areas for family shelter component
• interior rehabilitation kitchen and dining room for family shelter component
• interior rehabilitation of office space, clinic rooms, laundries and storage areas
• installation of the loading dock and roll -up door
• exterior site work including parking lot improvements, landscaping, completion of the family
recreation and courtyard areas, lighting and offsite curb cut and sidewalk repair.
This is the final phase of rehabilitation for the Reception Center which will be operational by
November 1997.
Saratoga CDBG, 1997/98 Emergency Housing Consortium
The Reception Center meets the funding priorities of the City of Saratoga and the urban county by
• providing new emergency shelter facilities and new transitional housing facilities for homeless single
adults and families in Santa Clara County. The Reception Center will also provide the support
services needed to help homeless people find and maintain stable housing and adequate incomes.
This project will ensure the availability of emergency shelter and services after the National Guard
Armories are no longer available for this purpose. A recent law was passed in Sacramento releasing
the National Guard from the requirement to make the armories available for use as emergency
shelters. The San Jose armory will not be available in 1997/98 — making it essential that the project
be completed in time for the winter season.
The project will complete rehabilitation of the Reception Center to convert an existing office building
into a shelter and multi- service center that will provide:
• Emergency shelter for 10 families in separate facilities (30 family members - flexible) (Year- round)
Families will be housed in individual family rooms with shared bathroom and shower facilities, a
family dining room, children's play area, communal space, child care space, and a large
classroom.
• Emergency shelter for 45 adults (year- round)
Adults will be housed in a dormitory setting with separate facilities for men and women. The
project will include a kitchen and dining room, workshop rooms, recreation areas, outdoor
recreation areas, case management offices and health clinic.
• Transitional living for 50 adults with disabilities (year- round)
Adults will be housed in shared bedrooms with shared bathroom and dining facilities. The project
will include a kitchen and dining room, workshop rooms, recreation areas, outdoor recreation
areas, case management offices, a computer laboratory, and health clinic.
• Winter shelter for 125 adults (November through March)
• Adults will be housed in a dormitory setting with separate facilities for men and women. The
project will include a kitchen and dining room, workshop rooms, recreation areas, outdoor
recreation areas, case management offices and health clinic.
The Reception Center will provide emergency shelter, transitional housing and a full range of case
management -based support services including job development and medical care to 10 City of
Saratoga residents during the first full year of operations. These residents will receive 300 days of
shelter with the education, training and support services that will help at least 65% of them find stable
housing.
D. Project Management
The Reception Center project is being managed by the Board of Directors of Emergency Housing
Consortium and the Executive Director. Emergency Housing Consortium has contracted with the
Housing Authority to provide project management. Kathy Robinson, a Housing Development Officer
for the Housing Authority is the Reception Center Project Manager. Fundraising is provided by the
Resource Development Department. Program design and implementation is the responsibility of
Robert Dolci, Director of Programs. Financial management of the project is the responsibility of Ray
Campbell, Child Financial Officer. Phase 2 funds will not be used for project management- expenses.
E. Statement of Community Need and Purpose of Request
The San Jose metropolitan area has the highest rents and lowest vacancy rates in the U.S. Although the
area has a high median income, thousands of people who are low wage earners have to compete in this
expensive market. The 1995 Santa Clara County Collaborative on Housing and Homelessness Survey on
Homeless Issues conservatively estimated that during the year, 16,300 San Jose residents would
experience an episode of homelessness (3,742 on any given night). After March 1997, the San Jose
National Guard Armory shelter will no longer be available for use as a seasonal shelter, resulting in year -
round gap of at least 639 emergency and transitional housing beds. Families with children are the fastest
growing homeless population and the county's few shelters for homeless families are unable to meet the
need for emergency shelter.
Saratoga CDBG, 1997/98 Emergency Housing Consortium
• It is widely recognized that a continuum of care including emergency shelter, and transitional and
affordable housing - with health and social services - is needed to effectively reduce homelessness. The
Reception Center will be a vital component in this county's Continuum of Care. The Reception Center
will provide 125 year -round emergency and transitional housing beds. In the winter months (November
through March), the center will provide an additional 125 emergency shelter beds. This project will go a
long way to meeting the City of Saratoga's and central Santa Clara County's shelter needs. The
Reception Center will provide housing, case management, health care, training and support services. The
Reception Center program includes a sub contractual relationship with Second Start who will provide
individual job development assistance to Reception Center clients. Because mental illness remains a
significant barrier to housing and stability, the program will include sub contractual relationships with
Avenues to Mental Health and Mental Health Advocacy Project. The Reception Center will meet the need
for additional shelter resources for families with children by providing 10 individual family bedrooms
with dining, support service and recreational facilities.
As described earlier, the Reception Center project has changed and expanded over the past 2 years. In
order to complete rehabilitation of the new site at 2011 Little Orchard, it is essential that this final
phase of fundraising be successful. The rehabilitation is well underway and if funds are committed by
July 1, 1997, the Reception Center will be operational by November 1997.
F. Project Beneficiaries /�
This new EHC program is one of only a handful available to serve an estimated 1-6,,3,000 homeless
people in Santa Clara County. 100% of the individuals that will be served will be very low or low
income clients. We project that of the 4,000 unduplicated individuals (60,000 person shelter days)
that will be served in this program during this coming fiscal year - -as documented through the thor-
ough in -take and assessment process that EHC utilizes - -10 people (300 person shelter days) will be
1401h, from the City of Saratoga.
E
G. Financial Information [These pages immediately follow this text.]
H. Conclusion
The benefits of this project will be appreciated for many years to come and will ensure that the new
Reception Center continues to provide a safe, secure environment for its residents during the coming
year. Homeless families will be better served so they can work to gain the resources they need to find
stability in the community. Thank you for considering this proposal and for responding to the crisis
of homelessness that our community is facing during these difficult economic times.
Saratoga CDBG, 1997/98 Emergency Housing Consortium
•
•
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $N /A
CDBG Grant request of 10,000 . This request, as a percentage of the total project budget equals
0.8 %.
2. On what basis is the CDBG grant portion computed? (Pro -rated based on number of clients
served, or other methodology ?)
Emergency Housing Consortium has requested funds from each jurisdiction in north and central Santa
Clara County whose residents will benefit from the Reception Center. Requests are made based on
the projected share of services used by the residents of each jurisdiction. EHC expects to provide
between 0.5% and 1% of its services to City of Saratoga residents.
3. What is the average cost per Saratoga client to whom direct services are provided?
$1,000 ($10,000 request divided by 10 clients).
4. Has your organization ever had funds withdrawn or contract terminated for cause, unsatisfactory
performance or questionable costs on any financial statements or audit? If yes, please explain.
N/A
5. Is you organization currently on probation or under investigation by any agency which is a
funding source within the past two years?
If yes, explain.
N/A
6. Please complete:
FUND BALANCES
Saratoga CDBG, 1997/98
Emergency Housing Consortium
Unrestricted
Fund
Restricted
Fund
Land, Bldg. &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
$1,495,000
$2,165,000
$0
$0
End FY 96/97
Estimated
Fund Balance
$1,645,000
$2,385,000
$0
$0
End FY 97/98
Saratoga CDBG, 1997/98
Emergency Housing Consortium
FINANCIAL INFORMATION
PROGRAM BUDGET — EXPENSES
Phase IIVIV Rehabilitation
Note: All amounts should be rounded to the nearest dollar.
•
Actual Budget
Projected Budget
1996/97
FY 1997/98
Phase IIVIV Rehab.
Expenses
Not applicable
Not applicable
PERSONNEL
BENEFITS
SUPPLIES (inc. food)
COMMUNICATIONS
PRINTINGIADVERTISING
UTILITIES
SPACE RENTAL (& other occup. exp.)
EQUIPMENT RENTAL
TRAVEL (local- -
conference, etc.)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC. (Staff dev. /vehicle repairs)
EQUIPMENT
SUBSCRIP./PUBLICATIONS
Subtotal Expenses
$ 0
$ 0
Capital Expenses
CAPITAL OUTLAY - rehabilitation
$3,716,000
$1,450,914
BUILDINGS
EQUIPMENT
$3,300
$0
$1,450,614
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
$3,719,300
$1,450,614
Note: All amounts should be rounded to the nearest dollar.
•
•
FINANCIAL INFORMATION
PROGRAM BUDGET— REVENUES
Actual Budget Projected Budget
FY 95/96* Phase IIVIV Rehab.
incl. $ carried over from 94/95
CITY OF SARATOGA
$35,000
$10 , 0 0 0
OTHER CITIES & COUNTIES:
Operating Grants
Capital Grants
$3,681,000
$829,614
STATE
$ 0
$ 0
FEDERAL:
Operating Grants
Capital Grants
$0
$400,000
FEES FOR SERVICES:
$ 0
$ 0
FUND RAISING, DONATIONS
(CASH)
Capital Gifts and Grants
$3,300
$211,000
RESERVE CONTINGENCY
FUND
$ 0
ALL OTHER (LIST)
$0
TOTAL INCOME
$3,719,300
$1,450,614
Note: All amounts should be rounded to the nearest dollar.
•
•
FINANCIAL INFORMATION
ORGANIZATIONAL BUDGET — EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 96/97
FY 97/98
Expenses
PERSONNEL
$1,850,000
$1,942,500
BENEFITS
$388,500
$407,925
SUPPLIES (inc. food)
$150,000
$153,000
COMMUNICATIONS
$55,000
$56,100
PRINTING/ADVERTISING
$35,000
$35,700
UTILITIES AND OCCUPANCY
$545,000
$555,900
SPACE RENTAL
$258,000
$263,160
EQUIPMENT RENTAL
$36,000
$36,720
TRAVEL (local --
$35,000
$35,700
conference, etc.)
TRAVEL (other)
$500
$510
CONTRACTUAL SERVICES
$95,000
$ 9 6 , 900
INSURANCE
$85,000
$86,700
MISC. (Staff dev. /vehicle repairs)
$34,000
$34,680
EQUIPMENT
$ 0
$ 0
SUBSCRIP./PUBLICATIONS
$1,000
$1,020
$3,568,000
$3,706,515
Subtotal Expenses
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
$3,600,000
$2,337,961
EQUIPMENT
$68,061
$529,223
$3,668,061
$2,867,184
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
$7,236,061
$6,573,699
Note: All amounts should be rounded to the nearest dollar.
•
FINANCIAL INFORMATION
ORGANIZATIONAL BUDGET— REVENUES
' Funds awarded in 94/95 and 95/96 but expended in 96/97. i.e. $15,000 for Monterey
Glen Inn, $35,000 for Reception Center Phase 1, $10,000 for Transitional Housing Rehab.
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
CITY OF SARATOGA*
$60,000
$10,000
OTHER CITIES & COUNTIES:
Operating Grants
Capital Grants
$1,140,231
$3,196,461
$1,141,000
$2,074,993
STATE
$167,000
$167,000
FEDERAL:
Operating Grants
Capital Grants
$653,000
$400,000
$740,000
$0
FEES FOR SERVICES:
$909,000
$ 9 2 0 , 515
FUND RAISING, DONATIONS
Operating Gifts and Grants
Capital Gifts and Grants
$688,769
$21,600
$728,000
$792,191
RESERVE CONTINGENCY
FUND
$ 0
ALL OTHER (LIST)
TOTAL INCOME
$7,236,061
$6,573,699
' Funds awarded in 94/95 and 95/96 but expended in 96/97. i.e. $15,000 for Monterey
Glen Inn, $35,000 for Reception Center Phase 1, $10,000 for Transitional Housing Rehab.
Note: All amounts should be rounded to the nearest dollar.
•
•
EMERGENCY HOUSING CONSORTIUM
CITY OF SARATOGA CDBG APPLICATION
ATTACHMENT LIST
Attachment A ....................... ..........................Board Roster
Attachment B ......... ............................... Organizational Chart
Attachment C ........... ............................... Tax Exempt Status
Attachment D ........ ........................Audited Financial Statement
Attachment E ............ ........................Articles of Incorporation
AttachmentF ............................... .........................Bylaws
Attachment G .......... Personnel Policy and Affirmative Action Plan
Attachment H ............... ............................... Annual Report
Attachment I ................... ............................... Project Plans
Attachment J ................. ........................Project Photographs
Attachment K .................. ............................... Project Map
Saratoga CDBG, 1997/98
Emergency Housing Consortium
•
an
City of Saratoga
community Development Block Grant Program/
Human Services Grant Program
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME City of Saratoga - Department of Public Works
ADDRESS 13777 Fruitvale Avenue
Saratoga, CA 95070
NAME /TITLE OF PROPONENT Larry I. Perlin Director of Public Works
SIGNATURE
• TELEPHONE NUMBER
PROJECT NAME
(4U8) 868 -1241
Hakone Caretakers Residence Rehabilitation
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $ 40,000
PROJECT ABSTRACT (Limit statement to space provided)
The objective of the project is to rehabilitate the caretakers
residence in the City's Hakone Gardens such that the residence can
be made available for full time occupancy by a low income individual
or couple who could then provide caretaker duties at the gardens.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of applicant
X Narrative covering information cited in 3.A through G of
instruction sheet
X Financial Information Attachment
N/A Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
N/A Audit or financial statement
&UPPLEMENTAL
N/A Current board of directors
N/A Articles of incorporation and bylaws
N/A Organizational chart
N/A Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
N/A Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES HAVE
OCCURRED.
City of Saratoga
Community Development
Human Services Grant
Protect Narrative
Block Grant Proaram/
Program
Project Applicant: City of Saratoga - Department of Public Works
Name /Title of Proponent: Larry I. Perlin, Director of Public
Works
Project Name: Hakone Caretakers Residence Rehabilitation
3A. Description of applicant agency's organizational structure
and geographic location - The applicant agencv is the City of
Saratoga acting through its Department of Public Works. The City
is organized into a Council /Manager from of government with a
five member elected City Council serving as the policy setting
body for the City. City policies are carried out by City staff
which is headed by the City Manager who serves as the City's
chief administrative officer at the pleasure of the City Council.
The City is organized into five major departments; Citv Manager,
Community Development, Finance, Public Works, and Recreation,
each department being headed by a director appointed by the City
Manager. The Public Works Director will be the project manager
for the proposed project. J
3B. Past performance in providing established services and in
meeting City of Saratoga grant requirements - The City
successfully obtained CDBG project grants in the past and has
completed the projects for which the grants were awarded. The
Public Works Director has completed two such projects during his
employment with the City since 1990; the Wildwood Park Pedestrian
Bridge and the Warner Hutton House Restroom Improvements.
Currently, the City is working on implementing a number of ADA
related improvements to various City facilities through the CDBG
program. In all cases, the City meets or exceeds its own grant
requirements.
3C. Project purpose and objectives - The purpose of the project
is to rehabilitate an aged and modest single-family dwelling
located in the City's Hakone Gardens. Historically, the resident
caretaker at the Gardens has lived in the home. The current
resident of the house, a City employee, will be retiring ftom the
City in May of 1997, and City staff has determined that the house
will require significant rehabilitation before it can again be
made available for residential occupancy. In particular, the
house requires minor structural repairs, and interior upgrades
such as insulation, new sheetrock, heating and electrical
systems, carpeting and built -in appliances. Upon completion of
the rehabilitation work, the City would make the house available
to a low income individual or couple who ideally could then
offset some or all of the rent costs by performing caretaker
duties at the Gardens.
3D. Project management - The project will be administered by the
City's Public Works Director. If funded, design services would
be performed during the first half of FY 97 -98. A contract would
then be let to a general contractor with the intention of
completing all work by June 30, 1998. Recruitment for low income
residents would be carried out by staff in the City Manager's
office and a rental agreement signed with a crualified tenant
prior to completion of construction.
3E. Community need for the project - There is a high demand for
affordable housing in Saratoga and limited opportunities for the
City to meet this need. The project would take advantage of one
such opportunity while at the same time, possibly fulfill the
community's need to have a resident caretaker at the Hakone
Gardens.
3F. Project beneficiaries - The project would directly benefit
one low income individual or couple.
3G. Financial information - See attached.
• FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1.X� #�� GDrant request of $ 40,000- This request, as a
percentage of the total 13r-61raM budget equals 100 percent.
project
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology ?)
N/A
3. What is the average cost per Saratoga client to whom direct services are
provided?
N/A
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No.
0
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
am
6. Please complete:
FUND BALANCES
Unrestricted Restricted Land, Bldg, & Endowment
Fund Fund Equip. Fund Fund
Actual Fund
Balance
End FY $2,585,000
Estimated
Fund Balance $4,121,000
End FY
• FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
A
Actual Budqet
FY
Projected Budget
FY
CITY OF SARATOGA
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
ESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
TOTAL INCOME
/�/C G cc
NOTE: All amounts should be rounded to the nearest dollar.
A
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY
Projected Budget
FY
Expenses
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
z/ C C) C) G'
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
L7'1 C', �� O
TOTAL EXPENSES AND
CAPITAL OUTLAY
7
Note: All amounts should be rounded to the nearest dollar.
• City of Saratoga
Community Development Block Grant Program
Human Services Grant Program
1997/1998
PROPOSAL COVER PAGE
C�
APPLICANT ORGANIZATION
NAME InnVision of Santa Clara Valley
ADDRESS 40 S. Fifth Street
San Jose, CA 95112
NAME /TITLE OF /PROPONENT Christine Burroughs, Executive Director
SIGNATURE C
TELEPHONE NUMBER 14081 292 -4281
• PROJECT NAME Transitional Homes Improvements
DOLLAR AMT. OF FUND REQUESTED FROM CITY OF SARATOGA $5.000
PROJECT ABSTRACT (Limit statement to space provided)
InnVision is requesting $5.000 from the City of Saratoga *oward
the total $17,000 cost of installing a func ioninca hea ina and
ventilation system in a transitional housing facility serving
homeless Santa Clara County women with children,
The City of Saratoga does not discriminate on the basis
of race, color, national origin, sex, religion, age or
disability in the provision of services and programs.
CHECKLIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
orgainization is required to furnish. submit one copy of each as part of
this applicaiton for funding. Please check the itmes below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of
applicant
X Narrative covering information cited in 3.A through G on
instruction sheet
X Financial information attachement
X Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, SEction 501(c) of the Federal
Code
Audit or financial statement
SUPPLEMENTAL
X Current Board of Directors
on file Articles of incorporation and bylaws
on file Organizational chart
on file Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
on file Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUCPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
I
A. Description of applicant agency's organizational structure and geographic
location.
InnVision is a community- based, nonprofit, United Way organization which has
served the needs of low- income and homeless people in Santa Clara County since
1973. The agency is a major provider of shelter and supportive services to homeless
people in San Jose. The agency grew dramatically during the mid- 1980's and 1990's
due to the rapid increase in the number of homeless in our community, and over that
time ten different programs and facilities developed to meet a variety of emerging
needs in our county. In 1995 -96 the agency served over 9,000 unduplicated
individuals through ten programs.
InnVision operates five housing programs, three daytime centers and two
employment projects :
The Commercial Street Inn is a 55 -bed shelter for single women and women
with children. The program provides a shelter component for the comprehensive
InnVision program addressing the needs of homeless women and their children.
The Montgomery Street Inn is an 85 -bed shelter /transitional living program for
single men which emphasizes job readiness activities, case management and
family reunification.
_ The Julian Street Inn is a 70 -bed, 24 -hour shelter and services center for the
homeless mentally ill. Guests receive shelter, food, counseling, group therapy,
laundry, mail/telephone services, medical care and information and referral to
other support services.
Community Inns rotating church shelter program is a collaborative project
involving the Santa Clara County Council of Churches and twelve local churches
which provides 15 beds and support services for working homeless individuals.
The Cecil White Center provides day services to homeless men and women
when most shelters are closed. This is one of two InnVision programs open
during the day to the homeless in San Jose, and provides job counseling, medical
screenings, peer counseling, showers, mail, voice mail, and telephone, clothing, a
hot meal and information and referral.
The Georgia Travis Center meets the special needs of homeless women and
children who seek respite from the streets during the day. It provides for. such
needs as showers,. laundry, breakfast and lunch, personal hygiene supplies,
lockers, health care, case management and information and referral.
Project Restore is an innovative employment project employing homeless
individuals in a business which re -inks computer printer inkjet and toner
cartridges..
The Women's Harvest Project assists at -risk and homeless women in gaining
skills necessary for self - sufficiency. It trains, employs and empowers women in
transition to operate a specialty item packaging and marketing business.
InnVision of Santa Clara Valley
The Transitional Homes Program is a longer -term supportive housing program
funded by the U.S. Department of Housing and Urban Development. It provides
housing and extensive supportive services to homeless single women and to
mothers with children.
Family Place is a weekday community center focusing on early intervention for
housed, low- income women and their pre - school aged children. Thirty -five
mothers attend classes on health, nutrition, ESL, parenting, and consumer
education while children participate in the fully- staffed Child Development
Center.
With recent redevelopment efforts InnVision programs are unique in being centrally
located in downtown San Jose where those in need of services have access through
public transportation.
The agency is supported by a diverse funding base including private donations,
government funds (Community Development Block Grant, Emergency Shelter Grant,
State Emergency Shelter Program, FEMA, County Social Services and others)
corporations and foundations. We have received program support from sources such
as the Valley Foundation, the Koret Foundation, ' the Knight Foundation, Altos
Foundation, Packard Foundation, Cisco Systems, Bank of Santa Clara Foundation and
others.
B. Past performance in providing established services and in meeting City of
Saratoga grant requirements.
isInnVision was funded by the City of Saratoga in 1994 -95 for costs associated with the
construction of the new Montgomery Street Inn. All grant requirements were met under
that contract. The facility was completed in 1995, and it currently houses up to 85
homeless people each night.
InnVision also operates the Community Inns Rotating Church Shelter program which has
utilized several church facilities in the city. We have received support for that project
from the Saratoga City Council and from many hundreds of City residents who have
provided volunteer and in -kind services to homeless people.
InnVision receives CDBG and other government funding from other local jurisdictions.
We are monitored by the Urban County staff under that CDBG program, two programs
are funded through San Jose CDBG funds, and two programs through the San Jose
General Fund. We also operate three housing and supportive services programs funding
by the U.S. Department of Housing and Urban Development. Other government funding
includes County Mental Health, County Social Services, Children's Trust Fund,
Emergency Shelter Grant program funds, State Emergency Housing Assistance Program
funds, FEMA and others.
C. Project purpose and objectives. Identify in measurable terms the desired
outcomes and benefits of the project.
The Transitional Homes Improvement project will provide heating and ventilation to a
housing facility serving homeless women and their children. The facility to be repaired is
one of three transitional housing facilities for this population operated by InnVision. The
Transitional Homes Program has a capacity of 36 women and children. The older
Victorian house in need of the heating and ventilation work is located near downtown
InnVision of Santa Clara Valley 2
S San Jose and has housed homeless families since 1987. There are several bedrooms and a
capacity of 6 women and children. The kitchen, dining and living areas are shared by the
residents.
The current heating system is very old and inadequate for the needs of the families
housed in the building. At least one room has no heating or air conditioning at all and
cannot, therefore, be used during the cold months. Other rooms have heating
arrangements which pose potential safety hazards. It will be necessary to install a furnace
and ductwork to all rooms in the building at a total cost of $17,000.
D. Project management -- discuss how project will be administered. Describe
mechanism and time frames that your agency will use to monitor the project's
progress and evaluate its effectiveness.
The project will be under the direct supervision of Denise Scovel, Director of Operations
at InnVision. Denise supervises the agency's building maintenance, oversees and
monitors all shelter staff, donations and supplies, and reviews policies and procedures.
She has had 19 years of experience in personnel administration in private industry and
has experience in overseeing capital projects and staff in the shelter facilities.
The Director of Operations reports to Christine Burroughs, the Executive Director of
InnVision. Christine has been with the agency for over eight years. She supervises a
staff of 70 and an annual budget of over 2 million dollars and has extensive experience in
nonprofit leadership and financial management. She recently led the agency to complete
the construction of the new Montgomery Street Inn, a $2.8 million housing and services
center for homeless people near downtown San Jose. Ms. Burroughs is the Co -chair of
• the Shelter Provider's Network, the Vice -Chair of the county coalition, Help House the
Homeless, and she is a founding member of the Santa Clara County Collaborative on
Affordable Housing and Homeless Issues. She has extensive contacts with the
community and with other providers serving homeless people.
E. Community need for the program -- identify specific needs that the project is
designed to meet.
The needs assessment outlined in the Urban County's Consolidated Plan indicates a
significant housing problem in Santa Clara County. As far back as the mid- 1970's
problems with the county's housing supply were identified:
The people of Santa Clara County face a housing crisis. Reasonably affordable housing adequate
to meet the needs of a large segment of the population in unavailable.1
The most recent Consolidated Plan provided by the Urban County to the U.S.
Department of Housing and Urban Development indicates that many of those, with
housing problems are now homeless:
Unfortunately a substantial number of the homeowners and renters referred to in the 1977 report
may now be homeless. Although the term "homeless" was virtually unheard of then, it has
become one of the most important social issues of this decade.2
IHousing: a Call for Action, A Report from the Santa Clara County Housing Task Force, October 1977,
cited in the Consolidated Plan: 1995 -2000, Santa Clara County Housing and Community Development
Program, May 11, 1995, pg. II -2.
2�1
InnVision of Santa Clara Valley 3
• There is a lack of affordable housing throughout the County and a lack of a continuum
of housing types, and this is a major factor in the rise of homelessness. The Urban
County's Consolidated Plan recommends additional resources to provide housing for
very low - income people in the county, especially resources and housing addressing the
needs of homeless people
Recent estimates place the number of homeless people in the county at around 20,000.
The fastest growing segment of this population are homeless families with children.
Assessments carried out in 1989 indicated that 43% of all homeless people were children.
The need for services and housing for homeless people remains a priority for the entire
Urban County.
F. Project beneficiaries -- identify number of Saratoga clients served vs. total clients
served by program (unduplicated clients); identify percent of very low and low -
income clients.
The proposed project will benefit 100% homeless people residing in Santa Clara County.
In 1995 -96 InnVision served over 9,000 unduplicated clients through the ten InnVision /
programs. Approximately 70 Saratoga residents were served through InnVision V
programs.
G. Financial Information see attached information.
InnVision of Santa Clara Valley 4
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Actual Budget Projected Budget
FY 96/97 FY 97/98
Expenses
PERSONNEL
1,301,822
1 400 000
BENEFITS
269,968
272,000
SUPPLIES
125,390
127,000
COMMUNICATIONS
20,420
21,000
PRINTING /ADVERTISING
15,900
16,500
UTILITIES
98,890
101,000
SPACE RENTAL
59,200
61,000
EQUIPMENT RENTAL
10,550
11,000
TRAVEL (local)
9,200
10,000
TRAVEL (OTHER)
2,000
2,100
CONTRACTUAL SERVICES
70,500
72,000
INSURANCE
23,660
25,000
MISCELLANEOUS
(Direct assistance, other)
217,585
220,000
EQUIPMENT
15,500
15,000
SUBSCRIP /PUBLICA.
2,100
2,000
Subtotal Expenses
2,242,685
2,355,600
Capital Outlay
BUILDINGS
600,000
50 000
EQUIPMENT
200,000
20,000
Subtotal Expenses
800,000
70,000
TOTAL EXPENSES AND
CAPITAL OUTLAY
3,042,685
1 2,425,600
%-ommerciai Street inn
Note: All amounts should be reounded to the nearest dollar.
FINANCIAL INFORMATION
AGENCY BUDGET -- REVENUES
If the program for which funds are requested is one of two or
more programs sponsored by the agency, then the program
budget must be completed. (All agencies are required to
complete the organization budget.)
(Operating and Capital Project)
NOTE; All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
CITY OF SARATOGA
0
5,000
OTHER CITIES:
San Jose
204,460
205,000
STATE
108,000
120,000
FEDERAL
256,000
330,000
FEES FOR SERVICES
165,000
180,000
FUND RAISING
DONATIONS (CASH)
454,981
141,315
550,000
110,000
RESERVE CONTINGENCY FUND
5,000
5,000
ALL OTHER (LIST)
Sales to Public
County
UNITED WAY
48,000
801,929
58,000
55,600
810,000
55,000
TOTAL INCOME
2,242,685
2,425,600
NOTE; All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Actual Budget
FY 96/97
Projected Budget
FY 97/98
Expenses
PERSONNEL
72,846
74,000
BENEFITS
13,661
14,000
SUPPLIES
2,100
2,200
COMMUNICATIONS
300
350
PRINTING /ADVERTISING
500
550
UTILITIES
8,200
8,500
SPACE RENTAL /Mort aacre
26,000
29,000
EQUIPMENT RENTAL
500
600
TRAVEL (local)
2,000
2,100
TRAVEL (OTHER)
600
700
CONTRACTUAL SERVICES
8,000
8,500
INSURANCE
6,000
6,200
MISCELLANEOUS
26,250
27,000
EQUIPMENT
1,000
1,200
SUBSCRIP /PUBLICA.
200
250
Subtotal Expenses
168,157
175,150
Capital Outlay
BUILDINGS
15,000
16,060
EQUIPMENT
5,000
4,000
Subtotal Expenses
20,000
20,000
TOTAL EXPENSES AND
CAPITAL OUTLAY
188,157
195,150
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or
more programs sponsored by the agency, then the program
budget must be completed. (All agencies are required to
complete the organization budget.)
(Operating and Capital Project)
*Capital improvement expense
NOTE; All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 96/97
FY 97/98 '
CITY OF SARATOGA
0
5,000
OTHER CITIES:
San Jose
City of Santa Clara
STATE
FEDERAL
84,000
92,000
FEES FOR SERVICE (rents)
27,000
28,000 IU
FUND RAISING
35,000
39,000 Jj•
DONATIONS (CASH)
8,157
17,150
RESERVE CONTINGENCY FUND
ALL OTHER (LIST)
United Way
4,000
4,000
County
10,000
10,000
11TOTAL INCOME
168,157
195,150
*Capital improvement expense
NOTE; All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
0 BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ n /a. This request, as
percentage of the total program budget equals percent.
2.
3.
on what basis is the Human Services Grant portion computed?
based on number of clients served, or other methodology ?)
N/A
(Pre -rate.
What is the average cost per Saratoga client to whom direct services ari
provided?
N/A
4. Has your organization ever had funds withdrawn or contract terminate:
for cause, unsatisfactory performance or questionable costs on an,,
financial statements or audit? If yes, please explain.
No.
• 5. Is our organization y g ion currently on probation or under investigation by
any agency which is or was a funding source within the past two years:
If yes, please explain.
No.
6. Please complete:
FUND BALANCES
InnVision of Santa Clara Valley.
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 96/97
23,325
207,860
1,194,157
-
Estimated
Fund Balance
End FY 97/98
25,000
180,000
1,990,544
--
InnVision of Santa Clara Valley.
C,
C7
•
10
.January 17, 1996
Mr. Harry Peacock, City Manager
City of Saratoga
ATTN: Paula Reeve, Public Services Assistant
13777 I=ruitvale Avenue
Saratoga, CA 95070
Dear Ms. Reeve:
Mid - Peninsula Housing Coalition
658 Bair Island Road, Suite 300
Redwood City, California 94063
Tel. [4151299 -8000
Fax [415] 299 -8010
Please find enclosed our FY 1997/98 Community Development Block Grant application
requesting S 35,478.00 in grant funds for Saratoga Court. Receiving this grant will allow
Mid- Peninsula Housing Coalition to make needed improvements to Saratoga Court as
outlined in the Scope of Work and Budget included with our application. Thank you so
much to the City of Saratoga staff and yourself for your assistance to date. We look
forward to the City's determination regarding our request on behalf of Saratoga Court and
its senior residents.
if you should have any questions or require additional information. please feel free to
contact me at (415) 299 -8054.
Sincerely,
Celia Callender
District Manager
•
city of Saratoga
community Development Block Grant Program/
Human Services Grant Program
Fiscal Year 1997/98
Instruction sheet
1. Applicants are to prepare a separate proposal for each service area fo:
which funding is sought. Proposals should be precise, clear and'limite�
to four typewritten pages of narrative, plus attachments. Incomplete
proposals will not be considered.
2. Mail or deliver proposal by 5:00 p.m., January 17, 1997 to:
Paula Reeve
Public Services Assistant
13777 Fruitvale Avenue
Saratoga, CA 95070
3. All proposals must address the following:
A. Description of applicant agency's organizational structure ane
geographical location
• B. Past performance in providing established services and in meet
in c
City of Saratoga grant requirements.
C. Project purpose and objectives -- identify in measurable terms the
desired outcomes and benefits of the project
D. Project management -- discuss how project will be administered,
describe mechanism and time frames that your agency will use tc
monitor the projects progress and evaluate its 'effectiveness
Funding priority will be given to the extent that proposals meet the
criterion set forth below. Please be very thorough and specific in
addressing Z.Z. through 3. C-.:
E. Community need for the program -- identify specific needs that-the
Project is designed to meet
F. Project beneficiaries -- identify number of Saratoga clients served
vs. total clients served by program (unduplicated clients);
identify percent of very low and low income clients
All CDBG funded activities must Principally benefit and extend
maximum feasible Priorities to Persons of very low and low income
10% or less of the Santa Clara County median income)
G. Financial information -- Complete the Financial Information
attachment.
N
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1997/1998
. �..
COVXR PAGE
APPLICANT ORGANIZATION
NAME Mid - Peninsula Housing Coalition
ADDRESS 658 Batr Island Road, Suite 300
Redwood City, CA 94063
NAME /TITLE OF PROPONX
SIGNATURE
isTELEPHONE NUMBER
PROJECT NAME
(415) 299 -8000. Celia Callender (415)299 -8054
Saratoga Court
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA
PROJECT ABSTRACT (Limit statement to space provided)
Building rehabilitation of 20 units of senior 231, Section 8 property
located at 18855 Cox Avenue in Saratoga. Project will be completed in
:phases over fiscal year due to funding constraints and frailty of many elderly
households. This year's request is to supplement amount funded last year
which was not full original amount of projection for rehabilitation.
The City of Saratoga does not discriminate on the basis of race
color, national origin, sea, religion, age or disability in th,
provision of services and programs.
CHECK LIST
APPLICATION DOCUMENTS-
Provided below is a list of supporting documents which the applican-
organization is required to furnish. Bubmit one copy of each as part of thi:
application for funding. Please check the items below to indicate tha'
copies are included.
REQUIRED OF ALL APPLICANTS
✓ Cover sheet with identifying information and signature of applican
Narrative cc vering infor ..ation sited in 3.A through G c:
instruction sheet
Financial Information Attachment
5ub���i�+Cd
pVf,VIOi45ly verification and documentation of Internal Revenue Servict
nonprofit status under Title 26, Section 501(c) of the Federal Cod(
V Audit or financial statement
•SUPPLEMENTAL
Current board of directors
5U�4hi Ed
�C,Vtc4 Ay Articles of incorporation and bylaws
\/Z Organizational chart
SUbl�i1 � tf�
VeP 00Wsly Copy of adopted personnel policies and procedures includinc
affirmative action plan if staff exceeds fifteen (15) employees
✓ Brochure,•flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE N07
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS 'CHANGES HAVF
OCCURRED.
•
• MID - PENINSULA HOUSING COALITION
It is the mission of Mid - Peninsula Housing Coalition
and its affiliates to provide decent, safe, affordable
shelter of high quality to those in need of it; to help
establish financial stability in the lives of its residents;
and to foster communities that allow citizens from all
ethnic, social and economic backgrounds to live in
dignity, harmony and mutual respect.
Since 1970, Mid - Peninsula Housing Coalition (MPHC) has been providing much needed
affordable housing in the San Francisco Bay area and its environs. This area includes some of
California's highest median home prices and apartment rents, and faces a severe shortage of
affordable housing.
MPHC continues to strive to provide housing for a wide range of low and moderate income
populations in both high cost residential areas and in neighborhoods suffering from years of
disinvestment. MPHC has achieved recognition as a leading non - profit sponsor and developer of
affordable housing as most of its housing serves those earning less than 50 percent of the area
median income. MPHC maintains excellent relations with local governments, and has repeatedly
won local backing and support for its activities over the past decades. In its 25 years of service,
MPHC has constructed or rehabilitated over )' ,000 units of housing and another 800 units are in
isvarious phases of the development process from planning to construction.
A variety of housing types have been provided, serving populations with diverse and special
needs. This housing includes supportive housing for individuals with physical and/or
developmental disabilities; single -room occupancy (SRO) housing combined with supportive
services for very low income individuals, many of whom have physical or mental disabilities;
transitional housing for homeless individuals and families; senior complexes with services such
as meal programs and social events; family apartment complexes that provide on -site childcare
centers and other supportive services, such as computer education, job training classes,
afterschool programs, and bi- lingual instruction.
A. Description of Agency's Organizational Structure and Geographic Location
Mid - Peninsula Housing Coalition, a California nonprofit public benefit corporation, is governed
by a volunteer board of directors comprised of experienced people from housing, finance, social
service and business communities. The Executive Director reports to the board of directors.
Positions reporting directly to the Executive Director include the development staff (senior
project managers, project managers and the office manager), Director of Housing Management,
the Controller, Construction Administrator and the Human Resources Manager. Please refer to
the organizational chart included with this CDBG grant application; the charts for both the MP
Housing Coalition and its nonprofit affiliate, MP Housing Management Corporation are attached.
MPHC and MPHMC are both located at 658 Bair Island Road #300, Redwood City, CA, 94063 .
eB. Past Performance
Providing established services and in meeting Chy of Saratoga grant requirements
The Mid - Peninsula Housing Coalition purchased Saratoga Court in 1983 during which time the
City of Saratoga and MPHC worked closely together. In FY 1996/97 a City of Saratoga CDBG
grant of $49.246 was awarded to MPHC which allowed for needed improvements to Sarato��a
Court. An update of all project objectives outlined in the 1996/97 Scope of Work will be
addressed in MPHC's upcoming annual report to the City of Saratoga.
Saratoga Court is managed by the Mid - Peninsula Housing Management Corporation. For
optimal property supervision, Saratoga Court is included in a property portfolio supervised by a
district manager who resides in Los Gatos.
C. Project Purpose and Objectives
Identify in measurable terms the desired outcomes and benefits of the project.
Saratoga Court. a MPHC property located at 18855 Cox Avenue in Saratoga. is in need of minor
improvements. The complex was built in 1978 and purchased by MPHC in 1983. The original
construction was of inferior quality and as a result, many items required attention prior to normal
• preventative maintenance and building improvement timelines. Through a $49.246 CDBG grant
from the City of Saratoga, FY 1996/97, MPHC is rehabilitating the existing housing. Some
minor items have been completed, but the primary plans required revisions and re- bidding. The
$49,246 should be expended by 6/30/97. In addition to that work MPHC is requesting $35,478
FY 1997/98 for the 20 unit, HUD 231, Section 8 senior complex. The resident population
includes many 70+ year old senior citizens who are also frail.
The complete scope of work includes replacement of sinks, cabinet fronts and furnaces, indoor
painting and the relocation, building and landscaping of the refuse enclosure. The multiple
purposes of the Saratoga projects are 1) to continue rehabilitation of existing housing, 2) to
preserve affordable housing for the elderly and frail elderly households in Santa Clara County,
specifically in the City of Saratoga and 3) to complete the rehabilitation project in expenditure
and implementation phases that will (a) minimize the distruption to this special needs /elderly
community and (b) respond to multiple funding opportunities. The Urban County Consolidated
Plan addresses the special need of the elderly in Section 2 - Needs Assessment, pp. 12 -14. The
Plan also speaks to rehabilitation of existing housing and preserving existing affordable housing
in Section 4 - Strategic Plan, Objectives #2 and #3, pp. 7 -8.
• D. Project Management
Discuss hotit project hill be administered, describe mechanism and timeframes that vour cwenci•
~till use to monitor the project's progress and evaluate its effectiveness.
The Saratoga Court rehabilitation project will be managed and administered by Mid - Peninsula
Housing staff. All staff will interface with each other in Mid - Peninsula's standard procedure and
with outside vendors and other entities. The positions and functions include:
1) CM - construction manager (full project oversight)
2) MC - maintenance coordinator (bids and interface between CM and PM)
3) DM - district manager (coordination with all staff and regulatory compliance)
4) PM - property manager (site project coordination and interface with residents)
Adherence to program funding and jurisdiction regulations will be followed as usual.
E. Community Need for the Project
Identify specific needs that the project is designed to meet.
The specific community need to preserve affordable housing in Saratoga and throughout the Bay
Area is met through the continued rehabilitation of Saratoga Court. Senior citizens, some of
whom may be frail and/or disabled, and on fixed incomes are in need of subsidized housing such
as Saratoga Court. The HUD Section 8 program at Saratoga Court requires seniors to pay only
• 30 percent of their income for rent; this allows the residents who are on fixed incomes to pay a
reasonable monthly amount for their rental housing costs. This project is designed to meet the
need of a jurisdiction to maintain and preserve its existing housing stock and in this case to
preserve a high percentage of its affordable rental housing.
F. Project Beneficiaries
Identify number of Saratoga clients served vs. total clients served by project (unduplicated
clients); identify percent of very loin and loin income clients.
Twenty -two individuals representing nineteen low income households will benefit from the
property improvements planned for Saratoga Court. The site includes nineteen units for residents
and one for a site manager; the senior citizen population includes many frail or disabled elderly
residents.
G. Financial Information
See attached
SCOPE OF WORK AND BUDGET
January 14, 1996
FUNDING REQUEST: FY 1997 -98 Community Development Block Grant, $35.478
REQUEST BY:
Mid - Peninsula Housing Coalition
658 Bair Island Road, 300
Redwood City, CA 94063
(415)299 -8000 (415)299 -8010 Fax
PROPERTY:
Saratoga Court
18855 Cox Avenue
Saratoga, CA 95070
DISTRICT MANAGER:
Celia Callender
(415)299 -8054
(415)231 -7796 pager
CONSTRUCTION MGR:
Edda Piccini
JOB DESCRIPTION: 20 affordable housing senior units minor improvements
site improvements: refuse enclosure
unit improvements: interior sinks, cabinet fronts, painting, furnaces
UNIT IMPROVEMENTS
Replace enamel steel sinks in kitchens and bathrooms in 10 units
Replace cabinet fronts at all kitchen and bathrooms in 20 units plus
the community room
Replace four furnaces
Paint the interior of 10 units
SITE IMPROVEMENTS
Relocate and rebuild refuse enclosure in concrete block, landscape
$ 3,200
$ 9,000
$ 2,000
$ 7,000
$ 8,000
Subtotal $29,200
'Contingency $2,482
;SOH /Gen Req $3,796
TOTAL $35,478
November 1, 1996
Ms. Edda Piccini
658 Bair Island Road
Suite 300
Redwood City, CA 94063
Re: Prevailing Wage Contract Compliance
Dear Ms. Piccini:
In accordance with your request, we submit for your review an outline of anticipated
professional services and related fees as follows:
(1) PROJECT MANUAL REVIEW
Advanced Resources will review the project manual to ascertain that the
required labor standards provisions have been inserted.
LUMPSUM FEE ..................................... ............................... $300.00
(2) PRECONSTRUCTION ON -SITE CONFERENCE
Advanced Resources would conduct an on -site meeting of all applicable
on -site workforce representatives; establish the ground rules,
requirements and accounting formats; respond to any concerns;
document and distribute all necessary forms and minutes of meeting to
appropriate parties.
LUMPSUM FEE .................................... ............................... $500.00
(3) PREVAILING WAGE CONTRACT COMPLIANCE
Advanced Resources representative would visit the project site on a semi-
monthly basis to monitor and report on prevailing wages from Certified
Payroll Reports; conduct on -site interviews with employees, verify work
classifications, hours of work, payroll deductions, etc.
MONTHLYFEE ........ ........................... ............................... . $840.00
All VA N('liU RESOUR(T SIN('ONS'IRl'( "IlO\'SI- Y \'I('Iti ll'I) IINII HIMAIM \1" !'I'll F,l '•. \1- I \I 1101 < \I•\ rli,n
• Ms. Edda Piccini
November 1, 1996
Page Two
(4) FINAL CLOSE -OUT MEETING
Final close -out meeting with the County of Santa Clara to review and
turn over all files related to the project.
LUMP SUM FEE .......................... ...............................
........... S300.00
If the proposed fees and monitoring rime frames are acceptable, please indicate your approval
by counter - signing in the space provided below. Our designated Project Manager is Derek
Byrne and Principal -in- Charge is Patrick Collins, and we are prepared to begin work immediately
Please do not hesitate to contact the undersigned if you have any questions regarding this
proposal letter.
Sincerely,
Patrick W. Collins
Principal
PWC /jmo
Accepted for:_
Accepted by:_
Signature:
Title:
Date:
GollinsbnktQW, n. -1 doC
1
ADVANCED KP;SOIiKCFti
. FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ 35.478.00 'This request, as
percentage of the total program budget equals 100 percent.
This project can stand alone or be part of a multi -year project.
2. On what basis is the Human Services Grant portion computed? (Pro -rate(
based on number of clients served, or other methodology ?)
Number of very low and low income senior households receiving benefits of
affordable housing
3. What is the average cost per Saratoga client to whom direct services arc
provided?
4. Has your organization ever had funds withdrawn or contract terminates
for cause, unsatisfactory performance or questionable costs on an)
financial statements or audit? If yes, please explain.
No.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No.
6. Please complete: ' N /A(see below)
FU2.# D BAIX-%'!
NOTE: Not set up as fund accounting. A-11 funds are unrestricted and part of operating.
Some cash accounts are restricted but are still part of operating.
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
e
96/97
LEstiFund
ed
lance 97/98
NOTE: Not set up as fund accounting. A-11 funds are unrestricted and part of operating.
Some cash accounts are restricted but are still part of operating.
,A
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES*
NOTE: All amounts should be rounded to the nearest dollar.
* See attached budget; if funded will be amended,will be reflected as a grant
** Awarded for this year, but will not be expended until first and second quarter
of 1997
Actual Budget
FY 1996/97
Projected Budget
.FY 1997/98
CITY OF SARATOGA
$ 49,246 **
$35,478
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
Operational funds to be
determined. Contact person
will notify Paula Reeve as
to amount by 2/28/97
TOTAL INCOME
$ 4 9, 2 4 6
$ 35,4 78
NOTE: All amounts should be rounded to the nearest dollar.
* See attached budget; if funded will be amended,will be reflected as a grant
** Awarded for this year, but will not be expended until first and second quarter
of 1997
A go
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES*
Note: All amounts should be rounded to the nearest dollar.
* See attached budget, if funded will be amended, will be expensed as a
grant - affiliate (Saratoga Court )
Actual Budget
Fy 1996/9T
Projected Budget
FY 1997/98
E�nses
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Operatin Expense
Saratoga Cou
t $35,478.00
Capita'1__=:.enses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
Note: All amounts should be rounded to the nearest dollar.
* See attached budget, if funded will be amended, will be expensed as a
grant - affiliate (Saratoga Court )
•
MID - PENINSULA HOUSING COALITION n.Na96
FISCAL YEAR 1996 PROPOSED BUDGET Per 1
NOTE: AEI mes 2.5% increase in operating expenses
MPHC BUDGET BUDGET
Ac=rd FISCAL NEAR FISCAL /EAR
Numbs ENDING 10/06 ENDING t0A7
INCOME
OTHER FEES
0
0
PARTNERSHIP MGT FEES
5135.000
191,883
181.703
DEVELOPMENT FEES
5150.000
2,045.000
1,421,058
SERVICE FEE - PROJECT
5170.000
0
14,400
CONSULTING FEES
5160.000
15.000
40.000
TOTAL FEES
2,236.863
1.657,161
INTER INC/GENERAL
5420.000
17,642
28.000
INT.INCA.INYMRKT
5121.000
3,866
5.500
INT. INCJPSSBK SV
5422.000
0
1.000
INT.INC/OTHER
5429.000
"45
5.200
DIVIDENDS FROM MUTUAL FUNDS
5437.000
28,158
45.000
MISC.INC. -OTHER
5590.000
3.583
100
DNTNSr,ORP BUS
5950.000
1,367
1,800
DONATIONS aNDMD
5952.000
35
0
GRANTS
5960.000
1.000
1,000
SUB -TOTAL OTHER INCOME
60.116
87.600
TOTAL INCOME
2.296.999
1.741.761
EXPENSES
OFFICE SALARIES
6310 .000
523.171
535.012
FICA TAXES
6711.000
40.023
40.928
TAXES - S.U.1
6712.000
7.848
4.510
WRKRS COMPENSATION
6171.000
3,662
5,350
INS (MED,LTD,LIFE)
6723.000
36.500
31.135
ANNUITWEMPLNRFND
6724.000
30.410
32.101
TOTAL COMPENSATION
641,614
649.037
LEGAL EXPENSES
6340.000
20.000
10,000
AUDIT FEE
6360.000
12.000
12.000
CONSULTANT FEES
6352.000
15.000
5.000
TOTAL SERVICES
47.000
27.000
ADVERTISING
6210.000
1.281
3.204
OFFICE SUPPLIES
6311.000
19,191
13.613
OFFICE RENT
6312A00
12,043
43.649
SUBSCRIPTION FEES
6313.000
340
1,683
FEDERAL EXPRESS
6314.000
679
2,057
POSTAGE
6315.000
8.517
6.236
PROMOTIONAL
6316.000
2,182
1,989
OFFICE SUPPORT EXP
6316.000
1,387
4,502
PHOTOIPRINTING EXP
6321.000
2.222
7.291
HOSPITALITY
6322.000
1.237
2.397
COMPUTER MAINT.
6323.000
652
3,689
COMPUTER SOFTWARE
6324.000
0
381
MISC- COMPUTER
6325.000
281
1,901
PAYROLL SRV FEES
6333.000
750
1.014
BANK SERVICE FEES
6331.000
4,241
3.028
ADVOCACY
6353.000
20.000
22.386
ADMIN/MNNT.SERVIC
6357.000
485
0
TLPHNE/TLGRPH
6360.000
28,607
21.250
MISC. ADMIN. EXP.
6390.000
771
254
LOCAL MILEAGE
6394.000
7,462
9,319
OTHER TRAVEL
6395.000
0
0
STAFF DEVELOPMENT
6398.000
3.030
4.964
MISC.SERV CONTRACT
6591.000
3.697
4,518 1
FEES/LICENSES
6719.000
1.738
925
L/C EXPENSE
6770.000
1.040
0
INT EXP - OTHER
6844.000
0
FNDTN GRNTS EXP.
6960.000
1,000
0
GRANTS - AFFILIATES
6971.000
5.000
0
DEVELOP COST -OTHER
6980.000
5.200
19.137
TOTAL OPERATING EXPENSES
123.033
179.387
PRPRTY6 LIAB. INS
6720.000
2,151
1.104
0 6 0 INSURANCE
6725.000
719
628
TOTAL INSURANCE EXPENSE
2,870
1.732
TOTAL EXPENSES
814,517
857.156
SURPLUS / D( EFICiT) 1.505 797 88760S
Note 1: These iterns are allocated on the ratio of personell assigned to each enity.
Note 2: Thisbudget ison a cash bass
0)
�1)
�1)
�1)
r
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES*
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
* See attached property and specific scope of work and budget
9
Actual Budget Projected Budget
FY 1996/97 FY 1997/98
CITY OF SARATOGA
$35,478.00
- OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
TOTAL °xCONE
$35,478.00
NOTE: All amounts should be rounded to the nearest dollar.
* See attached property and specific scope of work and budget
9
t
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES *
Note: All amounts should be rounded to the nearest dollar.
* See attached property and specific scope of work and budget
Actual Budget
FY 1996/97
Projected Budget
FY 1997/98
Epenses
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /AD',TBRTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
'
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Ex=nses
CAPITAL OUTLAY
BUILDINGS._
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
Note: All amounts should be rounded to the nearest dollar.
* See attached property and specific scope of work and budget
MID- PENINSULA HOUSING MANAGEMENT CORPORATION
BUDGET PROPOSAL
for
SARATOGA COURT
(Date: December 16, 1996)
Specific Project Data
Housing Program HUD Section 231, HUD Section 8
Subsidies HUD Section 8
Date Acquired 1983
Number of Units 20
Units Mix Elderly
Fiscal Year 1/97-12/97
Replacement Reserve Balance $43,530 as of (10/31/96)
HUD Required Reserve Amount $10,000
Rent Increase Proposed 2.0% (Based on the Annual Adj. Factor)
Vacancy Rate 0.% (as of 10/31/96)
Operating Account Balance $39,427 (as of 10/31/96)
9
10/15/96 HOUSING MANAGEMENT CORPORATION
EXPENSE /BUDGET ANALYSIS
0 PROJECT: SARATOGA COURT 1997
PROJECT NUMBER: 340
AUDITED ANNUALIZED BUDGETED BUL,jETED
1/95 -12/95 1/96 -12/96 1/97 -12/97 ni MQ
5120
Rental income tenants
59,683
58,566
60,162
250.68
5121
Rent supplement
0
0
0
0.00
5122
Rent supplement -HAP
132,837
137,735
139,888
582.87
5170
Staff support- projects
0
0
0
0.00
5220
Less: vacancies
(3,936)
(1,000)
(1,000)
-4.17
5420
Interest income
921
750
800
3.33
5429
Interest income - other
0
0
0
0.00
5590
Other income
74
50
50
0.21
5910
Laundry commissions
559
540
550
2.29
5920
Bank ser. charge reimb
0
0
0
0.00
5921
Late rent fees
0
0
0
0.00
5930
Rehab recoveries
335
100
200
0.83,
TOTAL INCOME
190,473
196,741
200,650
836.04
6210
Advertising
0
200
250
1.04
6250
Other renting expense
36
30
50
0.21
6310
Office salaries
2,613
2,170
2,300
9.58
311
Office supplies
206
400
350
1.46
13
Subscription fees /dues
85
100
100
0.42
315
Postage
17
60
100
0.42
6318
Office support expenses
3,840
3,840
3,840
16.00
6320
Management fee
12,220
11,855
12,082
50.34
6321
Photograph /printing
50
170
75
0.31
6322
Hospitality
0
800
800
3.33
6323
Computer maintenance
0
0
0
0.00
6324
Computer software
1,414
250
250
1.04
6325
Misc. expense - computer
0
0
0
0.00
6331
Staff apartment expense
9,200
9,816
10,003
41.68
6333
Payroll service fees
0
0
0
0.00
6334
Bank service fees
28
0
0
0.00
6340
Legal expenses
0
0
500
2.08
6350
Audit fees
4,100
3,850
3,850
16.04
6351
Bookkeeping fees
1,260
1,260
1,310
5.46
6355
Cable TV services
0
0
0
0.00
6357
Admin. - maint. services
0
0
0
0.00
6360
Telephone
312
510
510
2.13
6370
Collection loss
79
550
100
0.42
6390
Misc. admin. expenses
0
0
0
0.00
6394
Local mileage
453
600
750
3.13
6395
Misc. expense - travel
0
0
0
0.00
6398
Staff development
295
200
200
0.83
0
TOTAL ADMINISTRATIVE EXPENSE
36,208
36,661
37,420
155.92
4W RATOGA COURT 1997
AUDITED ANNUALIZED BUDGETED BUDGETED
1/95 -12/95 1/96 -12/96 1/97 -12/97 Uni Mo
6510
Janitor payroll
108
0
0
0.00
6515
Janitor supplies
141
50
100
0.42
6517
Janitor services
180
100
250
1.04
6450
Electricity
1,474
1,330
1,330
5.54
6451
Water
3,410
3,290
3,500
14.58
6452
Gas
323
280
280
1.17
6453
Sewer
0
0
0
0.00
6519
Exterminating contract
1,440
1,482
1,500
6.25
6525
Garbage /trash removal
1,768
2,380
2,490
10.38
6530
Fire protection services
63
350
400
1.67
6532
Security guards /systems
336
0
0
0.00
6580
Misc. operating expenses
0
0
0
OQO
TOTAL OPERATING EXPENSE
9,243
9,262
9,850
41.04
6535
Grounds payroll
0
0
0
0.00
6536
Grounds supplies
11
0
0
0.00
6537
Grounds services
4,900
7,250
7,400
30.83
6540
Maintenance payroll
3,837
8,540
16,200
67.50
6541
Maintenance supplies
4,032
2,600
2,500
10.42
6542
Maintenance services
1,542
1,000
1,500
6.25
6545
Elevator contract
0
0
0
0.00
46
Heating /air cond
0
0
0
0.00
47
4648
Pool supplies
0
0
0
0.00
Pool servies
0
0
0
0.00
6560
Painting payroll
0
0
0
0.00
6561
Painting supplies
657
200
500
2.08
6562
Painting services
800
350
1,000
4.17
6563
Carpet/Drapery cleaning
0
0
0
0.00
6570
Maintenance equip repair
0
0
0
0.00
6590
Misc. maintenance expenses
0
0
0
0.00
TOTAL MAINTENANCE EXPENSE
15,779
19,940
29,100
121.25
6710
Taxes
3,345
3,481
3,550
14.79
6711
Payroll Taxes (FICA)
497
994
1,590
6.62
6712
Taxes -SUI
46
380
250
1.04
6719
Fees /license
10
10
10
0.04
6720
Insurance
2,965
3,697
2,830
11.79
6721
Fidelity Bond Insurance
0
0
0
0.00
6722
Workers compensation
275
923
1,467
6.11
6723
Health Insurance
1,053
930
1,070
4.46
6724
Annuity - employer
243
320
1,247
5.20
6725
Dir. & officer liab.ins.
453
460
460
1.92
6729
Earthquake insurance
0
0
0
0.00
TOTAL TAXES & INSURANCE
8,887
11,195
12,473
51.97
TOTAL EXP. BEFORE DEBT SERV.
70,117
77,057
88,844
370.18
0RATOGA COURT 1997
6820
Interest expense
6822
Interest exp. -loan other
6830
Interest expense -notes
6850
Mortgage insurance
7131
Other entity expense (taxes)
2320
Mortgage principal
2352
Note payable -loan other
2353
Note payable
Other replacements
TOTAL DEBT SERVICE
Replacement reserves(agency)
Other special reserves
Distributions
TOTALEXPENSES
BUDGET EXCESS OR - DEFICIENCY
•
Replacement expenses:
6564
Carpet replacements
6566
Drapery replacements
6592
Refrigerator replacements
6593
Stove replacements
6594
Air cond. replacements
6595
Dishwasher replacements
6596
Plumbing fixture repl.
6597
Plumbing line replacements
6598
Other replacements
2,139
Exterior lighting
0
Roofing
Total
AUDITED ANNUALIZED BUDGETED BUDGETED
1/95 -12/95
1/96 -12/96
1/97 -12/97
tJnit/Mo
32,932
32,447
31,878
132.83
2,278
1,350
0
0.00
8,412
5,947
3,143
13.10
2,193
2,161
2,139
8.91
0
0
0
0.00
6,801
7,329
7,898
32.91
10,360
12,274
0
0.00
33.515
36.117
38.921
162.17
96,491
97,625
83,979
349.91
9,600
10,800
10,800
45.00
0
0
0
0.00
0
0
0
0.00
176,208
185,482
183,623
765.09
14,265
11,259
17,027
70.95
4,048
1,000
4,200
17.50
142
200
200
0.83
0
0
0
0.00
3,917
1,200
1,200
5.00
0
0
0
0.00
0
0
0
0.00
0
500
1,450
6.04
0
0
0
0.00
607
600
0
0.00
0
8,800
0
0.00
0
19,500
Q
0.00
8,714
31,800
7,050
29.38
• MID- PENINSULA HOUSING COALITION BOARD OF DIRECTORS
1997
President: Gary C. Cook
Residential Developer, Marathon Properties, Inc., Menlo Park
Length of service: 4 years
Vice- President: Diane Downend
Vice President, Finance, Guzik Technical Enterprises, San Jose
Length of service: 5 years
Vice - President: Louis R. Goldsmith
Management Consultant; Pres. Colorado Park Housing Corp.; Vice -Pres. and Dir. Palo Alto Housing Corp.
Length of service: 22 years
Treasurer: Therese A. Freeman
Sr. Vice - President, SAMCO, San Jose
Length of service: 2 years
Secretary: Neville Spadafore
Attorney, Lundell & Spadafore, San Jose
Length of service: 17 years
Directors
•
D. Michael Clark
Pr
President/Owner, Atlantic Pacific Technologies, Tracy
Length of service: 9 years
Robert H. Moulton
Retired; former Executive Dir., Mid - Peninsula Housing Coalition
Length of service: 26 years
Janet Owens
Economist; Housing Advocate, Palo Alto Housing Corp. Board
Length of service: 26 years
Stephen Pettigrew
Attorney, Coudert Brothers, San Jose
Length of service: 6 years
Richard Slaton
Construction Management Consultant; Pres., SLACO, Redwood City
Length of service: 7 years
Regina Thomas
Consultant
Length of service: 3 years
4
ffimatchinC. JECT
555 -C Meridian Avenue San Jose, CA 95126 -3423 (408) 287 -7121 FAX 1408) 287 -3764
• Shared Housing - Senior Group Residence - Homelessness Prevention - Bridges to Independence
January 17, 1997
Ms. Paula Reeve
Public Services Assistant
Office of the City Manager
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. Reeve,
'r I
Attached is the Project Match CDBG request for $14,700 in rent subsidy from the City of
Saratoga for FY 1997 -98 through FY 2000 -01. Project Match has been a recipient of this
funding since 1991 for our senior group residence services located at 20218 Blauer Drive.
If you have any questions or require further information please do not hesitate to contact
me. The rental agreement with the owner covering the period of rent subsidy requested is
available.
Executive Director
10 Funded in part by the cities of San Jose. Santa Clara, Saratoga, Milpitas. Campbell, and Los Altos; the County of Santa
Clara: and the Community Development Block Grant programs of Sunnyvale, Mountain View, and the Urban County of
A United Way Agency Santa Clara including the unicorporated areas and participating cities.
is
City of Saratoga
Community Development Block Grant Program/
Bum" Services Grant Program
1997/1998
PROPOSAL COVER PACiB -
APPLICANT ORGANIZATION
NAME Project Match Inc �.
ADDRESS 555 Meridian Ave. Suite C
San Jose, CA 95126
NAME /TITLE OF PROPONRNT B C ell, Execut Di ctor
SIGNATURE
TELEPHONE HUMBER (408) 287 -7121
PROJECT NAME Senior Group Residence Rent Subsidy
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $14,700 annuall
paid at $1,225 monthly from July 1, 1997 through June 30, 20
PROJECT ABSTRACT (Limit statement to space provided)
This request is for rent subsidy funds to provide affordable housing
for low income seniors in Saratoga. This is a request for the continuation
of the program that has been funded since 1991 by the City.
The City of Saratoga does not discriminate on the basis of racy
color, national origin, sez, religion, age or disability in t]
provision of services and programs.
PROJECT WORK PLAN
This request is for funding of the Project Match Senior Group Residence located at 20218
Blauer Dr, in the City of Saratoga. The program provides affordable housing for low
income seniors in Saratoga through rent subsidies from the City's Housing Fund for Low
Income Seniors. The house has been leased since 1991 and the City has provided rent
subsidy since that time.
Eligibility Criteria:
1. Priority for occupancy will be given to low income senior li ving, or having families
living, in the City of Saratoga.
2. Shared housing will be provided for Males or females, 60 years of older. All
individuals living in or applying for vacancies in the house will be functionally
independent (physically and emotionally). All potential applicants will be required
to pass a health screening.
3. Income limit for those who will be eligible for 1997 -98 will be as follows:
Maximum $29,100 (65% of median) annual income for one person
Maximum $33,300 (65% of median) annual income for two people
• h•
Proposed Reimbursement to Project Match: _.
1. City will use only CDBG funds to subsidize ents. If at any point the program fails
to meet CDBG Requirements, no City fun s will be used.
2. City will reimburse Project Match monthly upon receipt of invoice in an a
$1,225 for the period July 1, 1997 to June 30,:2#04- I`l 9 F.
3. It is understood that the program can be extended beyond this period by
agreement.
•
,9-
•
SARATOGA GROUP HOME
Project Budget for FY 97-98
Monthly
Annual
Rent
1,213
14.550
City Subsidy (requested)
1,225
14,700
United Way
535
6,417
Other
5951
7,143
TOTAL REVENUES
3,567
42,810
Salaries
643
7.716
Benefits
32
384
Payroll Tax/ Workers Comp
58
696
Supplies
19,
225
Telephone
40
482
Postage & Shipping
14
169
Rent
2,425
29,100
Repairs & Maintance
26.
316
Utilities
209
2,509
Equipment Rental & Maint
15
184
Printing
19
229
Travel
11
133
Conferences
15
179
Membership and Dues
1
14
Insurance
40
474
TOTAL EXPENSES
3,568
42,810
INCOME/ EXPENSE
0
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ N/A This request, a_
percentage of the total program budget equals 4o percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rat
based on number of clients served, or other methodology ?)
Perce!t�. of total expenses for the program
3. What is the average cost per Saratoga client to whom direct services a
provided?
$245 per client per month
4. Has your organization ever had funds withdrawn or contract terminat.
for cause, unsatisfactory performance or questionable costs on a
financial statements or audit? If yes, please explain.
No
• 5. Is o
y ur organization currently on probation or under investigation 2
any agency which is or was a funding source within the past two years
If yes, please explain.
No
6. Please complete:
FUND BALANCES
Unrestricted Restricted Land, Bldg, & Endowment
Fund Fund Equip. Fund Fund
Actual Fund
Balance
End FY 96/97 $340,950 94,732 1,293,914 0
Estimated
Fund Balance $347,769 96,626 1,294,632 0
End FY 97/98
1
CHECK LIST
APPLICATION DOCUMENTS-
Provided below is a list of supporting documents which the applic,
organization is required to furnish. Submit one copy of each as part of t:
application for funding. Please check the items below to indicate t:
copies are included.
REQUIRED OF ALL APPLICANTS
xx Cover sheet with identifying information and signature of applici
xx Narrative covering information cited in 3.A through G
instruction sheet
xx Financial Information Attachment
On File Verification and documentation of
W_ Internal Revenue 8ervi
�- „ rT
--_y nonprofit status under Title 26, Section Sol (c) of the Federal Cc
xx Audit or financial statement
SUPPLEMENTAL
• xx Current board of directors
On File
With amity Articles of incorporation and bylaws
xx organizational chart
11.20 FTE'sCopy of adopted personnel policies and procedures includi:
affirmative action plan if staff ezceeds fifteen (15) employees
xx Srochuro, flyar, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SIIPPLEMENTA MATERIALS ARE HC
REOIIIRED TO DUPLICATE AHD RESUBMIT THE INFORMATION 'IINLEBB CHANGES 8AN
OCCURRED.
September 23, 1996
The Board of Directors
Project Match, Inc.
i
PARRISH & PETERSON
ACCOUNTANCY CORPORATION
CERTIFIED PUBLIC ACCOUNTANTS
We have audited the financial statements of Project Match, Inc. (a nonprofit organization)
for the year ended June 30, 1996, and have issued our report thereon dated September 23,
1996.
In planning and performing our audit of the financial statements of Project Match, Inc. for
the year ended June 30, 1996, we considered its internal control structure in order to
determine our auditing procedures for the purpose of expressing our opinion on the
financial statements and not to provide assurance on the internal control structure.
The management of Project Match, Inc. is responsible for establishing and maintaining an
internal control structure. In fulfilling this responsibility, estimates and judgments by
management are required to assess the expected benefits and related costs of internal
control structure policies and procedures. The objectives of an internal control structure
are to provide management with reasonable, but not absolute, assurance that assets are
safeguarded against loss from unauthorized use or disposition, and that transactions are
executed in accordance with management's authorization and recorded properly to permit
the preparation of financial statements in accordance with generally accepted accounting
principles. Because of inherent limitations in any internal control structure, errors or
irregularities may nevertheless occur and not be detected. Also, projection of any
evaluation of the structure to future periods is subject to the risk that procedures may
become inadequate because of changes in conditions or that the effectiveness of the design
and operation of policies and procedures may deteriorate.
Our consideration of the internal control structure would not necessarily disclose all
matters in the internal control structure that might be considered material weaknesses
under standards established by the American Institute of Certified Public Accountants. A
material weakness is a reportable condition in which the design or operation of one or more
of the specific internal control structure elements does not reduce to a relatively low level
the risk that errors or irregularities in amounts that would be material in relation to the
financial statements being audited may occur and not be detected within a timely period
by employees in the normal course of performing their assigned functions. We noted no
matters involving the internal control structure and its operation that we consider to be
material weaknesses as defined above.
This report is intended solely for the information and use of the finance committee of the
agency, Board of Directors, management, the United Way of Santa Clara County, and others
within the agency.
r14'1;
1u� /vim
• PARRISH & PETERSON
ACCOUNTANCY CORPORATION
1155 MERIDIAN AVE., SUITE 109
SAN JOSE, CALIFORNIA 95125
408.265.1020 FAX 408.265.6795
OJECT
ateh 1nC. 555 -C Meridian Avenue San Jose, CA 95126 -3423 (408) 287 -7121 FAX (408) 287 -3764
Shared Housing - Home Equity Conversion - Senior Group Residence - Homelessness Prevention - Bridges to Independence
PROJECT MATCH, INC. BOARD Of DIRECTORS -- SEPTEMBER 1996
0 r10ERS
President Vice President
Donna Fuzere James Eller
715 Lakehaven Drive Ferrari, Alvarez, Olsen & Ottoboni
Sunnyvale, CA 94089 333 W. Santa Clara Street, #700
PHONE: (408) 734 -4828 (H) San Jose, CA 95113
FAX: (408) 730 -4674 (Lucile's Fax) PHONE: (408) 741 -5341 (H)
OCCUPATION: Former Business Owner (408) 280 -0535 (W)
FAX: (408) 280 -0151
OCCUPATION: Attorney
TERM: 6/92 - 6/98 TERM: 1/91 - 1/97
Secretary Treasurer
Suzanne Stone Craig Willey
•480 Lomer Way Ferrari, Alvarez, Olsen & Ottoboni
Milpitas, CA 95035 -5933 333 West Santa Clara St., #700
PHONE: (408) 263 -4491 (H) San Jose, CA 95113
FAX: (408) 263 -4491 PHONE: (510) 734 -9407 (H)
OCCUPATION: Former Commercial (408) 280 -0535 (W)
Realtor FAX: (408) 280 -0151
OCCUPATION: Associate, Ferrari, Alvarez,
TERM: 6/89 - 6/91 Olsen & Ottoboni
f TERM: 1/96 - 1/99
DIRECTORS
Gita Baliga -Savel
711 Daffodil Court, #A
Sunnyvale, CA 94086
PHONE: (408) 737 -8205 (H)
(408) 988 -2200 Ext. 3150 (W)
OCCUPATION: Associate Faculty,
Counselor
Funded in nail by the riiinc no c,.. -
Ted Burnette
4989 Bel Canto Drive
San Jose, CA 95124
PHONE: (408) 371 -2292 (H)
(408) 297 -2997 (W)
FAX: (408) 297 -9480
OCCUPATION: Real Estate Broker/
Exchange Counselor
•
•
LJ
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1997/1998
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME
\` r
ADDRESS 803 South First Street
r J i
San Jose CA 95110
NAME/TITLE OF PROPONENT Barbara Zahner, Executive Director
SIGNATURE JGlh�lrLl.l�.
• TELEPHONE NUMBER 408 283 -5812
PROJECT NAME Heart & Homes: Sacred Heart Community Service Center
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $10,000
PROJECT ABSTRACT (Limit statement to space provided)
Heart and Homes is a unique capital project collaboration that unites Sacred Heart Communitv Service
San Jose, and Bay & Valley Habitat for Humanity. In the new building on 1.75 acres of land on the corner
of First Street and Alma Avenue near downtown San Jose, SHCS will increase the number of people served
from 68,000 to over 90,000 through programs which provide food clothing housing assistance health
care job assistance and basic educational programs designed to improve economic self - sufficiency
(including ESL and citizenship classes). We currently offer services in about 8,000 sq ft squeezed into
three old store fronts a reporter once described as resembling the airport on the day before Thanksgiving
The City of Saratoga does not discriminate on the basis of race, color,
national origin, sex, religion, age or disability in the provision of services
and programs
F�
CHECK LIST
APPLICATION DOCUMENTS-
Provided below is a list of supporting documents which the applicar
organization is required to furnish. Submit one copy of each as part of th4a
application for funding. Please check the items below to indicate the
copies are included.
REQUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicar
V Narrative covering information cited in 3.A through G
instruct .-Lon sheet
✓ Financial Information Attachment
Verification and documentation of Internal Revenue Servic
nonprofit status under Title 26, Section Sol (c) of the Federal Cod
Audit or financial statement
• SUPPLEMENTAL
V Current board of directors
Articles of incorporation and bylaws
Organizational chart
Copy of adopted p ersonnel
policies and procedures includin,
affirmative action plan if staff exceeds fifteen (is) employees
V Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NO'
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION *UNLESS CHANGES RAVI
OCCURRED.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $10,000. This request, as a percentage of the total
program budget equals .178 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated based on
number of clients served, or other methodology ?)
Prorated based on clients served plus high level of Saratoga residents involved as donors
and volunteers.
3. What is the average cost per Saratoga client to whom direct services are provided?
$111.88
4. Has your organization ever had funds withdrawn or contract terminated for cause,
unsatisfactory performance or questionable costs on any financial statements or audit? if yes,
please explain.
• No.
5. Is your organization currently on probation or under investigation by any agency which is
or was a funding source within the past two years?
If yes, please explain.
lm
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
$159,683
$18,000
0
0
End FY 96/97
Estimated
Fund Balance
$210,000
$18,000
0
0
End FY 97/98
• Proposal Narrative
A. Agency's organizational structure and location
Sacred Heart Community Service is a 501(c)(3) nonprofit, nondenominational human services
organization that was founded in 1964 and incorporated in 1972.. We are located near downtown
San Jose in one of the most impoverished inner -city areas. Most services are available on a county-
wide basis; food assistance is determined by zip code to avoid duplication, although we never turn
away hungry families and children.
SHCS has a strong cooperative relationship with the City of Saratoga. We are frequently referred J
clients by both Sacred Heart Church and the Presbyterian Church in Saratoga. In addition, over
80 Saratoga residents volunteer across all our programs. And we count among our donors nearly
500 Saratoga residents.
B. Past performance in providing services
SHCS has been a strong and trusted community presence for 33 years and provides both short-
term emergency services for crisis care and long -term programs that foster economic self -
sufficiency. The basic needs services include: 1) emergency food boxes for families and sack
lunches for the homeless; 2) clothes and household items; 3) job assistance including job
placement, resume writing, an interview skills lab, a voice mail service for job seekers, and clothes
for interviews; 4) emergency funds to prevent evictions from homes and apartments and
• hotel/motel help for families in danger of becoming homeless; 5) information and referral by
phone or in person for those requiring assistance in Spanish or those having difficulty accessing
mainstream service providers; 6) Christmas food boxes and toys; 7) Legal Clinic for domestic
violence, landlord /tenant, and immigration issues; 8) Counseling program, and 9) urgent health
care and health information.
Self- sufficiency programs include educational services for children and adults. Sacred
Heart Community Service is a recipient of the United Way of Santa Clara County's Star Agency
Award for outstanding programs in the field of education. These programs include: 1) Computer
Lab, 2) After School Homework Club, 3) Academic Summer Day Camp, 4) Preschool and Early
Childhood Education, 5) KiCS: Kids in Community Service, 6) Parent Education (including
nutrition education), Engli sh-as-a- Second Language, Arriba La Mujer! Support group for
women, and citizenship classes.
C. Project purpose and objectives
The new 20,000 square foot facility will be located on the main crossroads at the corner of First
Street and Alma, south of downtown San Jose. The 1 3/4 acre site is served by several bus lines
and light rail, has room for 50 parking spaces, and includes a tree - studded, safe area for a
children's playground. This expanded facility will enable SHCS to continue to respond to the'
needs of our clients by creating more adequate space to provide the very basic human services our
clients must have to survive while they are obtaining the skills and knowledge they need to
become economically self - sufficient. In addition, Habitat for Humanity will build five
residential homes for very low income families. Building and planning permits will be in place by
April, 1997, and land acquisition will be completed by the end of March, 1997. Zoning and
preliminary designs have been approved by the San Jose City Council. San Jose Mayor Susan
Hammer and the San Jose City Council fully support our project; in fact, many plan to attend our
•
Groundbreaking on February 22, 1997.
D. Project management
The capital project will be manager by Project Manager Clint Dodge. See Attachment A for
resume.
E. Community need for project
Recently, Dr. James J. Renier, Chairman and CEO of Honeywell, Inc., said:
It is clear to business people that if we fail to nurture and educate all
Of our children, we will close the doors of the future to the growing
number of young people, who, today, are excluded from the
mainstream of society.
He and a group of 25 corporate executives testified before Congress on the need for both
adequate nutrition and education for young people — the very young people who, with their
families, make up the over 70,000 people who come through the doors of Sacred Heart
Community Service each year.
SHCS serves these families with basic needs and economic self - sufficiency programs. We accomplish
this level of service in three strung- together storefronts and storage bins totaling 8,000 square feet.
The lack of space to serve the swell of clients who flood the doors each day affects every one of our
• programs. In fact, a reporter recently described our building as looking like the airport on the day
before Thanksgiving!
Additional space is especially needed for the education and job skills programs, Based upon an
annual service assessment, Sacred Heart Community Service has placed an ever - increasing
emphasis on programs which promote economic self - sufficiency and advancement for adults, and
self - esteem and academic success for children. These programs provide our clients with the skills
and confidence necessary to begin formal schooling and, once there, stay in school, to find and
retain employment, and to work their way out of the cycle of poverty. In 1995, almost 1,000
students were served in a 1,500 square foot space; students must regularly be turned away due to
over crowding.
Expanded facilities will allow us to halt the cycle of poverty, to provide for 25 -40% more people
and in greater depth the kinds of training and education programs that lead to life -long self -
sufficiency: computer training, ESL and citizenship classes, homework help and summer, academic
sessions for children, job search and placement services, clothing for job interviews "and for work
and school environments. And, of course, we will continue to provide the basic needs that people
in economic need require to interrupt and end the cycle of poverty: food, health care, clothing,
and housing assistance.
F. Project beneficiaries
We are located in one of the poorest neighborhoods of urban San Jose, where the residents have
an average education level of 8 years. The typical client who comes to SHCS cannot qualify for
• anything but a minimum wage job because of lack of education and training or because of a
language barrier, or —more than likely —both. The chances are strong that he or she lives well
below the poverty level. Despite an increase in the number of jobs in the Valley and a very low
(4.3 %) overall unemployment rate in the county, the unemployment rate is high among the people
we serve. This has a devastating effect on families. According to a recent United Way report,
children in Santa Clara County are poorer now than they were ten years ago. The poverty rate in
this county rose faster than the national average. Ten per cent of our children live in poverty. An
average of 7,000 of this county's children are homeless.
Demographics
75% are families with children
10% are homeless
28% of households have someone who is employed
5% are retired
43% have potentially gainful occupations
44% are single parents
45% receive AFDC
14% of children miss a meal in a month
46% do not own vehicles
71 % have lived in the country over 3 years
31 % have some college or business school
51 % are Hispanic
• 7% are African- American
The human face of poverty
While statistics tell one side of the stork
48% are children under seventeen
88% have incomes below $14,000
21 % are disabled
21 % report a recent job loss
64% report seeking food assistance for the first time
8% receive child support
70% wonder where their next meal will come from
38% of parents miss a meal
84% have no health insurance
30% have completed high school
5% have postgraduate educations
33% are white
6% are Asian and 3% are Native American
they do not include the human face of poverty:
The homeless family who begged us for a van so they would have a place to live. The shelters
were full, their relatives uninterested in extending hospitality, and the breadwinner's employer
was strapped for cash and unable to pay his employees.
Two elderly women in wheelchairs who were dumped at our door at 7 a.m. One was blind and the
other disabled. We spent hours on the phone with City, County, and non -profit agencies
seeking assistance for them. Finally at 4:50 p.m. we found them care. However, our hearts
ached at their wretchedness.
A runaway teenager who sought our warmth - both human and electric - as he asked us for a job,
"any job; I've got to eat."
The cry of a hungry infant whose mother lacked funds to purchase formula. We fixed the baby a
bottle and watched her gulp it.
A mother of two who left her batterer husband so she and her children would be safe but had
nowhere yet to go.
6 G. Financial information
See Attachments B - E.
See Attachment B
•
17,
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
gy 1996/9T
Projected Budget
FY 1997/98
Expenses
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital E=nses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
Note: All amounts should be rounded to the nearest dollar.
r�
•
CJ
See Attachment B
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
.FY 1997/98
CITY OF SARATOGA
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
TOTAL INCOME
NOTE: All amounts should be rounded to the nearest dollar.
•
•
. •
See Attachment C
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
F' 1997/98
menses
PERSONNEL
BENEFITS
ISUPPLIES
1COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Expenses'
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
Note: All amounts should be rounded to the nearest dollar.
•
See Attachment D
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget:)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1996/97
Projected Budget
FY 1997/98
CITY OF SARATOGA
- OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE-CONTINGENCY
FUND
ALL OTHER (LIST)
TOT ?Z INCOME
NOTE: All amounts should be rounded to the nearest dollar.
0
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME (fl l-ry �, s6�2.aTC �a�tnn, stn! tTY ��VEi�PititErT JFF 71,
ADDRESS /37%"7 Ffe-u c TyAl-4-,- I VY
e �
NAME /TITLE OF PROPONENT
SIGNATURE
• TELEPHONE NUMBER
PROJECT NAME
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA (7)
PROJECT ABSTRACT (Limit statement to space provided)
CN f?-,9 ToGa H4, M F el II AJ & -rC < <' J9 IQ Qu H L f
No i�►TE2fST LuArJS ( SAn,,gTcn,. A40L4S1113G flrsrsTArlcL AO%B6 0 LIT,#TleN
Peo y e.4M — S?-( Ae.P) U F- E,M F_" fr E,k.► c-y 3 2a nrT-s % Sg eQ TC >C ,9 SA FE Ty
(a E-4� 1 (Lc- G2.k -►.-tl 1 0 �P...1� -��7 i�f1 LI If �Sf? FETy rAN 1f ��--E 44 T�.�
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
0
•
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
X_ Cover sheet with identifying information and signature of applicant
}C_ Narrative covering information cited in 3.A through G of
instruction sheet
.� Financial Information Attachment
/A Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
/'J /A Audit or financial statement
SUPPLEMENTAL
A A Current board of directors
Articles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
y Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES HAVE
OCCURRED.
•
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
Fiscal Year
Instruction Sheet
1. Applicants are to prepare a separate proposal for each service area for
which funding is sought. Proposals should be precise, clear and limited
to four typewritten pages of narrative, plus attachments. Incomplete
proposals will not be considered.
2. Mail or deliver proposal by 5:00 p.m., , to:
13777 Fruitvale Avenue
Saratoga, CA 95070
3. All proposals must address the following:
A. Description of applicant agencyls organizational structure and
geographical location
• B. Past performance in providing established services and in meeting
City of Saratoga grant requirements.
C. Project purpose and objectives -- identify in measurable terms the
desired outcomes and benefits of the project
D. Project management -- discuss how project will he administered,
describe mechanism and time frames that your agency will use "to
monitor the project's progress and evaluate its effectiveness
Funding priority will be given to the extent that proposals meet the
criterion set forth below. Please be very thorough and specific in
addressing 3.E. through 3.G.
E. Community need for the program -- identify specific needs that the
project is designed to meet
F. Project beneficiaries -- identify number of Saratoga clients served
vs. total clients served by program (unduplicated clients);
identify percent of very low and low income clients
All CDBG funded activities must principally benefit and extend
maximum feasible priorities to persons of very low and low income
180% or less of the Santa Clara County median income)
S G. Financial information -- Complete the, Financial Information
attachment.
S 1City of Saratoga
CDBG Program/
Human Services Grant Program
Project Narrative
Project Applicant: Paul Curtis, Community Development Department
Name /Title of Proponent (s) Paul Curtis, Director of Community
Development
Project Name(s): SHARP Loan Program (Saratoga Housing Assistance
and Rehabilitation Program) and Safety Grant Program.
3A. Description of applicant agency's organizational structure and
geographic location - -The applicant agency is the City of Saratoga
acting through its City Manager's Office and Community Development
Department. The City is organized into a Council /Manager form of
government with a five member elected City Council serving as the
policy setting body for the City. City policies are carried out by
City staff which is headed by the City Manager who serves as the
City's chief administrative officer at the pleasure of the City
Council. The City is organized into five major departments; City
Manager, Community Development, Finance, Public Works, and
Recreation, each department being headed by a director appointed by
the City Manager.
3B. Past performance in providing established services and in
• meeting City of Saratoga grant requirements- -The City has
successfully obtained CDBG project grants in the past and has
completed the projects for which the grants were awarded. On
average, the City awards 1 -2 SHARP Loans per year as part of the
project grants. The City has also awarded several Safety Grants
this past year as part of CDBG project grants.
3C. Project purpose and objectives- -The desired outcomes /benefits
of the project revolve around the rehabilitation of existing
housing for low income families. The SHARP Program provides no or
low interest loans for major repairs, while the Safety Grant
Program provides smaller grants to correct health and safety
related deficiencies. Lower income homeowners directly benefit
from these programs in that damage or deficiencies to their homes
can be repaired without unduly burdening their already tenuous
financial situations. A secondary benefit to the programs is
improvement of neighborhood housing stock.
3D. Project management - -The projects will be jointly administered
by the City Manager's Office and the Community Development
Department, with additional support and coordination with the
County's Housing and Community Development Office. Project
progress (of individual work to each home) will also be jointly
monitored by City and County staff to ensure proper work standards
• are adhered to. The effectiveness of the SHARP Loan Program is
1
• evidenced by a consistent average of 1 -2 loan recipients per year.
The Safety Grant Program, now in its first year of operation, will
award at least three grants this fiscal year, with the possibility
of two additional grants by the end of the current fiscal year.
•
0
3E. Community need for the programs- -There is a high demand for
affordable housing in Saratoga and limited opportunities for the
City to meet this need, as well as a need to provide safe housing
for those in need. The SHARP and Safety Grant Programs maintain
the affordable housing stock for lower income homeowners (and
invariably, senior citizens in Saratoga) thus exemplifying a
community need for programs of this nature.
3F. Project beneficiaries - -The projects would directly benefit low
income families and /or individuals (historically, the majority of
loan or grant applicants have been senior citizens).
3G. Financial Information- -See attached.
2
• FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ This request, as a
percentage of the total program budget equals percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology ?)
3. What is the average cost per Saratoga client to whom direct services are
provided?
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
•
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
6. Please complete:
Unrestricted
Fund
Actual Fund
Balance
End FY 56 - 9
Estimated
Fund Balance
End FY ? -�
FUND BALANCES
Restricted
Fund
Land, Bldg, & jEndowment
Equip. Fund I.Fund
•
1
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
•
Actual Budget
FY
Projected Budget
FY n c
Expenses
1PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
PF
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
V 3
/ e-f)
Note: All amounts should be rounded to the nearest dollar.
•
• FINANCIAL INFORMATION
1
ORGANIZATION BUDGET -- REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
I
Actual Budget
Projected Budget
FY
FY
11CITY OF SARATOGA
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
LL OTHER (LIST)
abo ve-J
TOTAL INCOME
�v
NOTE: All amounts should be rounded to the nearest dollar.
I
• City of Saratoga
Community Development Block Grant Progr
Human Services Grant Program
1997/1998
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
'r•
NAME St. Vincent de Paul Society, Council of Santa'ara
ADDRESS 2.044 -A Old Middlefield Way
Mountain View, CA 94043
NAME /TITLE OF PROPONENT Stenhen P h ni h Executive Director
SIGNATURE
TELEPHONE NUMBER (415) 903 -0842
• PROJECT NAME Service Center Improvements
DOLLAR AMT. OF FUND REQUESTED FROM CITY OF SARATOGA 55.000
PROJECT ABSTRACT (Limit statement to space provided)
The
St
Vincent
de
Paul
Society
is
r auestina
$5,000
from
the
City
of
Saratoga
as
martial
funding
for
the
purchase
and
installation
of
a
modular
unit
to
house
our
Social
Services
staff
rrovidina
food
housina
and
other
assistance
to
p
ogle
in
need.
The City of Saratoga does not discriminate on the basis
of race, color, national origin, sex, religion, age or
• disability in the provision of services and programs.
9
O
CHECKLIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
orgainization is required to furnish. submit one copy of each as part of
this applicaiton for funding. Please check the itmes below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of
applicant
X Narrative covering information cited in 3.A through G on
instruction sheet
X Financial information attachement
X Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, SEction 501(c) of the Federal
Code
Audit or financial statement
SUPPLEMENTAL
X Current Board of Directors
X Articles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
X Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUCPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
•
St. Vincent de Paul Society Checklist
•
A. Description of applicant agency's organizational structure and geographic
location.
The Santa Clara County Council of the St. Vincent de Paul Society was formed in
1941 to meet the Wergency needs of families and individuals in our local community
regardless of race, religion, creed, national origin or other such characteristics. No
need is outside the area of concern of the St. Vincent de Paul Society.
The St. Vincent de Paul Society provides the following services to Urban County
residents: rental/mortgage assistance, housing counseling, case management, food .�
vouchers, clothing, furniture, household items, transportation assistance and other
direct aid.
We not only provide for immediate needs, but link people with other community
organizations to meet comprehensive needs including employment counseling,
education, child care, housing, medical care, mental health services and the like. In
1995 more than 30,000 people in need were served by the St. Vincent de Paul Society
in Santa Clara County.
Twenty -six churches in the county have established conferences and participate
actively in operating the organization. Each conference has a designated president
who works with the other church members to serve very low - income people in need
of food, shelter and other emergency assistance.
• Sacred Heart Church in Saratoga is an active conference member. Volunteers from
the church provide vouchers for food, gas, lodging, medications and other emergency
needs of families and individuals. Several elderly-5aratoga redd_ents_hav-e,- been
assisted over Marc with transportation, financial help and other forms of assistance.
The ca= N�nnf rence is currently refocusing to meet the needs of elder
Saratoga -cA zens.
B. Past performance in providing established services and in meeting City of
Saratoga grant requirements.
The St. Vincent de Paul Society relies largely on donations from the public and on
earned income through its resale stores for all administrative and program income.
The only government funds received come from the FEMA program ($5,700). The
organization is monitored by the local FEMA Board for compliance with program
rules and regulations.
C. Project purpose and objectives. Identify in measurable terms the desired
outcomes and benefits of the project.
The St. Vincent de Paul Society, Council of Santa Clara County is in need of a ✓
replacement for a recently condemned mobile home that has served as a major point
of distribution for rental/mortgage assistance, hotel/motel vouchers, housing
counseling, and other emergency services. In December 1996, we received final
notification from the Fire Marshal that the structure was unsafe for our activities. An
extensive upgrading would require the installation of sprinklers and major electrical
iswork that would cost more than the purchase price of the structure itself. Because
St. Vincent de Paul Society
• rehabilitation is not feasible, we are interested in replacing the mobile home with a
fixed modular unit with a total purchase and installation price of $73,947.
The 24' x 63' modular office space we would like to purchase was built in 1991 and
contains a restroom and space for four offices as well as a client waiting area. The
unit will be located at our central warehouse site at 2040 S. Seventh Street in San
Jose. The space will be used by our social services staff as a distribution point for
one -time rental/mortgage assistance, hotel/motel vouchers, housing counseling,
provision of household goods and furniture addressing the needs of homeless and at-
risk families in the county, including Saratoga residents referred by the conference in
that city.
Outcomes: The new modular unit will allow us to serve Saratoga residents in a safe
and convenient location. Together with the volunteers from Sacred Heart Church in
Saratoga, we will assist over 80 Saratoga families and individuals in 1997 -98 with
vouchers for housing, food, clothing, household items, gasoline, furniture, car repairs,
medical help and other essential needs. Fity_or more elderly Saratoga residents will
have a source of financial assistance, transportation and other aid in times o need.
D. Project management -- discuss how the project will be administered. Describe
mechanism and time frames that your agency will use to monitor the project's
progress and evaluate its effectiveness.
The project is under the supervision of the Executive Director who will work with
members of the Board of Directors to carry out this project. Stephen Pehanich, the
Executive Director, has an M.B. A. from Santa Clara University, and has lived in the
• San Jose area since 1981. He has had many years of experience working for private
industry. Before coming to the St. Vincent de Paul Society, he spent five years as the
Director of Corporate Communications for a Bay area company. He has been the
Executive Director of the St. Vincent de Paul Society for over one and a half years.
The purchase and installation of the unit will be implemented by St. Vincent de Paul
staff and qualified volunteers. The Executive Director makes regular reports to the
Board of Directors who set policy and procedures for the agency. The Board of
Directors has the ultimate fiduciary responsibility for the agency and its activities.
E. Community need for the program -- identify specific needs that the project is
designed to meet.
Because housing costs are so high in Santa Clara County, many families have
experienced extreme difficulties in meeting rent/mortgage payments and providing
for essential needs of their families. Recent welfare reform legislation has resulted in
some needy families losing food stamps and income benefits. Immigrant families are
particularly hard hit by these changes. This project meets the need for essential,
services and for housing assistance by providing a centralized source of help for the
mid -county area, including Saratoga.
Rental assistance has been identified by the Santa Clara County Board of Supervisors
as a priority item. It is a valid method of preventing homelessness and maintaining
family stability during economic hardship.
Renters: According to the Urban County Consolidated Plan, there are a total of
• 37,908 rental households in the Urban County. Of these, 46% have housing
problems. Over 14,000 households pay more than 30% of their income for housing
St. Vincent de Paul Society 2
expenses. Over 6,000 are paying more than 50% of their income for housing. There
• is a critical need for additional forms of rental income assistance for these families.
Owners: There are 83,781 ownership households in the Urban County. More than
28, 000 have housing problems. Over 26,000 are experiencing a cost burden
exceeding 30 %, and nearly 8,000 have a cost burden of over 50% of their incomes. l
Many families in our community are in need of additional resources to overcome a
one -time problem in meeting rent or mortgage payments.
F. Project beneficiaries -- identify number of Saratoga clients served vs. total clients
served by program (unduplicated clients); identify percent of very low and low -
income clients.
In 1995 -96 the St. Vincent de Paul Society served over 30,000 Santa Clara County
residents with a wide range of emergency assistance. Sacred Heart Church located in
Saratoga assisted a total of 84 families and individuals during that time. ey provided
25wouchers for food gas, lod ing, medical care and household items. The conference
anticipates assisting at least this number in 1997 -98.
The conference has assisted five_ SaWoga families for as long as four or five years. One
woman has received assistance for several years, and during that time she completed a
course of study at West Valley College and is now attending Santa Clara University.
Another disabled Saratoga resident has been assisted with transportation over several
years. Another elderly woman whose husband has passed away has also received
continuing assistance in a number of areas.
• The conference is refocusing its efforts on the needs of elderly Saratoga residents.
Outreach is currently underway in this area which intends to reduce the isolation of senior
citizens and meet basic needs for food, shelter, clothing and the like. Most of the funds
foz_ irect assistance in the neighborhood are provided through donations to the
conferenc_e from Saratoga_ residents- a�_gacred Heart Church-members. Those with
larger needs are referred to the central loca on in San Jose or a ditional financial
assistance.
•
G. Financial Information see attached information.
1 Consolidated Plan 1995 -2000, Santa Clara County, May 11, 1995, pp. 7 -8.
St. Vincent de Paul Society
•
l�
FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
Actual Budget Projected Budget
FY 96/97 FY 97/98
Expenses
PERSONNEL
572,416
575,000
BENEFITS
133,232
135,000
SUPPLIES
3,708
4,000
COMMUNICATIONS
15,096
16,000
PRINTING /ADVERTISING
34,152
35,000
UTILITIES
17,316
18,000
SPACE RENTAL
243,708
245,000
EQUIPMENT RENTAL
2,000
2 2 00
TRAVEL (local)
10,112
10,300
TRAVEL (OTHER)
1,000
1,300
CONTRACTUAL SERVICES
28,008
30,000
INSURANCE
11,676
13,000
MISCELLANEOUS
(Direct assistance, other)
362,247
365,000
EQUIPMENT
7,000
7,500
SUBSCRIP /PUBLICA.
-
Subtotal Expenses
1,441,671
1,457,300
Capital Outlay
BUILDINGS
12,000
90,000
EQUIPMENT
10 0 0 0
Subtotal Expenses
12,000
100,000
TOTAL EXPENSES AND
CAPITAL OUTLAY
1,453,671
1,557,300
Note: All amounts should be reounded to the nearest dollar.
11
�J
•
FINANCIAL INFORMATION
AGENCY BUDGET -- REVENUES
If the program for which funds are requested is one of two or
more programs sponsored by the agency, then the program
budget must be completed. (All agencies are required to
complete the organization budget.)
(Operating and Capital Project)
NOTE; All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
CITY OF SARATOGA
0
5,000
OTHER CITIES:
San Jose
0
0
STATE (EHAP)
0
20,000
FEDERAL (FEMA)
5,700
5,700
FEES FOR SERVICES(sales)
0
0
FUND RAISING
DONATIONS (CASH)
107,571
124,600
RESERVE CONTINGENCY FUND
0
0
ALL OTHER (LIST)
Sales to Public
County
WAY
1,340,400
0
0
1,355,000
47,000
0
1UNITED
1TOTAL INCOME
1,453,671
1,557,300
NOTE; All amounts should be rounded to the nearest dollar.
�J
•
FINANCIAL INFORMATION
PROGRAM BUDGET -- EXPENSES
Actual Budget
FY 96/97
Projected Budget
FY 97/98
Expenses
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL/Mortgage
EQUIPMENT RENTAL
TRAVEL (local)
TRAVEL (OTHER)
CONTRACTUAL SERVICES
INSURANCE
MISCELLANEOUS
EQUIPMENT
SUBSCRIP /PUBLICA.
Subtotal Expenses
Capital Outlay
BUILDINGS
0
73,947
EQUIPMENT
0
0
Subtotal Expenses
73,947
TOTAL EXPENSES AND
CAPITAL OUTLAY
73,947
•
•
•
FINANCIAL INFORMATION
PROGRAM BUDGET -- REVENUES
If the program for which funds are requested is one of two or
more programs sponsored by the agency, then the program
budget must be completed. (All agencies are required to
complete the organization budget.)
(Operating and Capital Project)
*Capital improvement expense
NOTE; All amounts should be rounded to the nearest dollar.
Actual Budget
FY 96/97
Projected Budget
FY 97/98
CITY OF SARATOGA
5,000
OTHER CITIES:
San Jose
STATE (EHAP)
20,000
FEDERAL
FEES FOR SERVICE (rents)
FUND RAISING
DONATIONS (CASH)
RESERVE CONTINGENCY FUND
1,000
ALL OTHER (LIST)
County
47,947
,1TOTAL INCOME
73,947
*Capital improvement expense
NOTE; All amounts should be rounded to the nearest dollar.
0 Project Budget
Engineering Services
550
Acquisition of modular
47,146
Utilities Hook ups
10,000
Seismic tie -downs
1,020
ADA rams
4,500
Licenses & fees
382
Electrical/ plumbing
750
Sprinkler installation
5,000
Tax
4,599
TOTAL
73,947
•
FINANCIAL INFORMATION
• BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ N/A 'This request, as
percentage of the total program budget equals percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rate .
based on number of clients served, or other methodology ?)
Not applicable
3. What is the average cost per Saratoga client to whom direct services ar(
provided? The average Santa Clara County client receives $100 in
benefits /services from St. Vincent de Paul.
n/a
4. Has your organization ever had funds withdrawn or contract terminates
for cause, unsatisfactory performance or questionable costs on anN
financial statements or audit? If yes, please explain.
No.
05. Is our organization y g nization currently on probation or under investigation by
any agency which is or was a funding source within the past two years.
If yes, please explain.
•
No.
6. Please complete:
FUND BALANCES
St. Vincent de Paul Society
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
62,431
--
289,402
58,398
End FY 96/97
Estimated
Fund Balance
End FY 97/98
10,000
--
310,000
59,000
St. Vincent de Paul Society
•
i 47
�J
TO G A city of Saratoga
Co=un4 ty Development Block Grant Program/
C,
Emma Services Grant Program
'
1997/1998 '/
r"Auplm kyy" MAE.
Services, Inc.
APPLICANT ORGANIZATION
NAME Tri-Aec[is Residential
ADDRESS 100 W. lZincon Ave. #100
Campbell, CA 95008
NAME /TITLE OF PROPOMWT
SIGNATURE
TELEPHONE NUKBER
PROJECT NAME
qarus, Executive Director/CEO
- - I*A 4 _ - &--
(408) 866-5001
Vanderbilt Project
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $11,308
PROJECT ABSTRACT (Limit statement to space provided)
This project proposes to make additional safety modifications
to a single-family home to make it more accessible to.adults
with disabilities.
The City of Saratoga does not discriminate on the basis of race
Colors national origin, BOX, religion, age or disability in th
.Provision of services and programs.
•
• Project Name: Vanderbilt Project
A. Description of Agency
Tri-Aegis Residential Services, Inc., the applicant agency, is a 5O1(c)3 organization. The
primary mission of the agency is to provide intermediate level homes for persons with
developmental disabilities. The agency serves primarily Santa Clara Counry and has seven
homes here. Four are located in San Jose, two in Santa Clara and one in Saratoga. Resident
placement and case management services are provided through San Andreas Regional Center.
The agency policy direction is set by the Board of Directors and primary oversight rests with
the Chief Executive Officer. In addition, each home is supervised by a professional trained in
the fields of social work, psychology, speech, physical therapy, or related discipline. Twenty- ✓
four hour staffing care is given in each of the six person homes.
B. Past Performance
Tri-Aegis has been providing homes for persons with challenging conditions for over 11 years.
The past nine years have been serving solely persons with developmental disabilities. These
include persons with mental retardation, cerebral palsy, autism. epilepsy, and other
neurological conditions that occurred before age 18. Each home has a program of care for the ✓
six residents who live there. This program includes assistance with health related needs as well
• as activities of daily living. Staff is carefully selected and trained to provide 24 -hour
supervision and care. The homes are licensed by the State Department of Health Services and
provide a very high standard of care. A home in Saratoga has been in operation for five years.
Tri -Aegis was granted a total of $100,000 by the City of Saratoga which was used to purchase
a house in Saratoga. That project was successfully completed in that a home was located and
purchased in Saratoga. The clients moved in on November 23, 1996. All stages of that
project were completed within budget, timelines, and City of Saratoga grant requirements.
Renovation costs exceeded what was planned. Because of this cost and the additional expense
of modifving a conventional home to a group home. Tri-Aegis is seeking additional funding
from an number of sources to supplement what the City of Saratoga has set aside.
The agency has had several state and local grants, and have always met the requirements of the
funding agencies. This same assurance would be given to the City of Saratoga.
C. Project Purpose & Objectives:
The purpose of this project is to make safety modifications to Tri- Aegis' Saratoga single -
family home. A hard -wire fire alarm system required by state regulations is currently in
operation. The addition of a fire_ rinkler. system would add to the safety of the home and
make if more accessible to future residents whose ambulation might be more limited than
• the current residents.
• D. Project Management
The project will be given oversight by the Chief Executive Officer with specific direction
given by a board member familiar with the Vanderbilt property and grant administration
and a board consultant familiar with fire sprinkler systems. Technical support will be
provided by agency clerical staff. Time frame is one year, with periodic progress reports
to the Board of Directors and funding source. Effectiveness will'be demonstrated by the
existence of an operable fire sprinkler system by June 1998. On -going monitoring to
ensure proper operation of the system will be done quarterly by agency safety coordinator
and annually by local and state fire marshals.
E. Community Need for Program
San Andreas Regional Center provides services to adults with developmental disabilities in
the immediate four county area. Their August 1996 Needs Assessment indicates an
ongoing need for group homes for individuals with ambulation impairments. It has been
demonstrated that individuals do better in small home like settings, and for that reason,
among others, decisions have been made to close the larger institutional settings.
However, particularly here in Santa Clara valley where housing costs are very high, the
development of the smaller homes has not kept pace with the need. Currently, whenever a
resident needs placement outside the home or to move to another more appropriate
setting, the wait is from six months to two years. A fire sprinkler system at Vanderbilt
• House would expand the home's services to more physically disabled individuals who
cannot get out independently in an emergency. The safety of those who currently reside at
Vanderbilt would be maximized.
F. Project Beneficiaries
Vanderbilt project would benefit six very low income persons. They are all on Social
Supplemental Income and Medi -Cal. Their families may not be low income, but these
persons are counted independently, since some have elderly parents on retirement incomes
or unable to continue as their family member's sole support due to the heavy medical
needs and related expenses. The agency currently serves three Saratoga residents, and a
total of forty-two persons. All six residents of the Vanderbilt Project reside in Saratoga.
G. Financial Information
See attached budget narrative and financial information, 5 pages.
U�
U
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $ 11,108 This request, as
percentage of the total program budget equals percent.
2. On what basis is the Human Services Grant portion computed? (Pr------ate
based on number of clients served, or other methodology ?)
The human services grant portion was based on quotes from contractors and the San Jose
Water Company as follows: Intstall sprinkler system $3975; Underground work $3355;
SJ Water modificaions to main $3978. Total 511,308.
3. What is the average cost per Saratoga client to whom direct services ark
provided?
$3698.00 per month average
4. Has your organization ever had funds withdrawn or contract terminatec
for cause, unsatisfactory performance or questionable costs on am
financial statements or audit? If yes, please explain. r
05.
6.
No
Is your organization currently on probation or under investigation by
any agency which is' or was a funding source within the past two years?
If yes, please explain.
No
Please complete:
FUND BALANCES
•Applying for CDBG Grants. in San Nose & Santa Clara �r�[,� —:•
Unrestricted
Fund
Restricted
Fund
Land, Bldg, &
Equip. Fund
Endowment
Fund
Actual Fund
Balance
$37,000
0
0
End. FY)% /97
Estimated
Fund Balance
$100,000
*
0
0
End FYW /98
•Applying for CDBG Grants. in San Nose & Santa Clara �r�[,� —:•
•
C
FINANCIAL INFORMATION
PRCGRAM BUDGET -- EXPENSES
Note: All amounts should be rounded to the nearest dollar.
I Actual Budget
FY 1996/97
Projected Budget
F`-' 1997/98
Expenses
PERSONNEL
FQ5n5
1736 ?3
BENEFITS
34407
3543,
SUPPLIES
16716
17217
COMMUNICATIONS
i
PRINTING /ADVERTISING
840
865
UT- LITI'S
3960
4079
SPACE RENTAL (mortgage)
22084
22084
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other)
4284
4412
CONTRACTUAL SERVICES
INSURANCE
1512
1557
MISC.
9876
10172
EQUIPMENT
1020
1051
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
263265
270499
Capital E2aense5,
CAPITAL OUTLAY
47
47
BUILDINGS
1200
1236
EQUIPMENT
Subtotal Expenses
247
12813
TOTAL EXPENSES AND
CAPITAL OUTLAY
264512
271782
Note: All amounts should be rounded to the nearest dollar.
• - FINANCIAL INFORMATION
ORGANIZATION BUDGET -- EXPENSES
• Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY /97
Projected Budget
FY kffi
Expenses
1PERSONN
1317624
1357153
BENEFITS
268692
( 276753
SUPPLIES
1?0108
123711
COMMUNICATIONS
PRINTING /ADVERTISING
12000
I
I '
UTILITIES
30828
31753 I
SPACE RENTAL
146556
147500
EQUIPMENT RENTAL
TRAVEL (local- -
conferences,etc)
TRAVEL (other) I
30000
30900
CONTRACTUAL SERVICES
INSURANCE
10560
10878
MISC.
92976
95765
EQUIPMENT
15504
15969
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
2044848
2102742
I
Capital Expenses
•
CAPITAL OUTLAY
3960
3960
BUILDINGS MAINT
-
12000
EQUIPMENT
Subtotal Expenses
3960
15960
TOTAL EXPENSES AND
CAPITAL OUTLAY
2048.808
2118 7 0 2
'
• Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION:
• PROGRAM BUDGET--REVENUES
If the program for which funds are requested is one of two or more p_og:ams
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
II TOTAL INCOME ( 278867 287233 1
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY /97
FY 1 t9q/98
CITY OF SARATOGA
- OTHER CITIES:
STATE (MEDI CAL)
234183
273526
FEDERAL (SHARE OF COST)
31376
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
SARC
13308
13707
II TOTAL INCOME ( 278867 287233 1
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
• ORGANIZATION BUDGET -- REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 97
.FY x198
CITY OF SARATOGA
OTHER CITIES:
STATE (MEDI CAL)
1874161
2038340
FEDERAL (SHARE OF COST)
104810
I
IFEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
15000
15000
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
I SARC
75192
77448
INTEREST INCOME
1500
2500
TOTAL INCOME
2070663
213 3, 2 8 8
NOTE: All amounts should be rounded to the nearest dollar.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. '2-0 � AGENDA IT]
MEETING DATE: FEBRUARY 19, 1996 CITY MGR.
ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEA1
SUBJECT: Status report on Villa Oaks Lane slide repair
Recommended Motion(s):
1. Receive as information.
2. Move to approve the list of emergency purchases made in
connection with initial response and monitoring efforts.
3. Do not move to impose a building moratorium in the Mt. Eden
Estates subdivision at this time.
Reoort Summar
The purpose of this report is three -fold. First, it is to
provide the Council with an update of activities which have
occurred in response to the landslide on Villa Oaks Lane.
Second, it is to obtain Council's approval of a number of
emergency purchases which have been made by staff to respond to
the immediate threats posed by the landslide, to begin
stabilization efforts for the landslide, and to initiate data
gathering in order to develop long term repair alternatives.
Third, it is to provide staff's recommendation in response to a
request for a building moratorium in the Mt. Eden Estates
subdivision which was made to the Council on January 15.
summary of activities:
It is difficult to say exactly when the landslide started to
move. What is known is that the very heavy rains in early
January resulted in a sudden activation of the slide which ripped
apart a portion of Villa Oaks Lane making it unusable for
vehicular traffic. The landslide originates on the property
uphill of the street (Lot 9), extends under the street, and toes
out on the property downhill from the street (Lot 10). The
landslide continued to exhibit signs of active movement
throughout the month of January, but appears to have stabilized
for the time being.
2
Initial efforts in response to the slide were aimed at closing
the road and opening up the emergency access to the subdivision
via Quarry Road. Some minor repairs were made to Quarry Road,
also necessitated by the heavy rains, and an emergency weight
limit of 5 tons has been imposed. Vehicles exceeding five tons
must obtain prior authorization from the City to use the road,
and the only exceptions to this thus far have been for the
garbage and recycling collection vehicles, utility vehicles and
fire engines. I do not anticipate the need for any other large
vehicles to use the road, and I am confident that the condition
of Quarry Road is and will be adequate to handle the volume of
traffic generated by the subdivision until Villa Oaks Lane is
reopened.
On January 28, staff met with the City Attorney, City Geologist
and a consulting geologist to lay out an initial response plan
for dealing with the slide. The plan consisted of three
elements - 1) assessing the condition of the house on Lot 9 for
continued occupancy by the owners, 2) initiating immediate
drainage improvements to redirect water away from the slide and
to begin dewatering of the slide mass, and 3) establishing a
system of monitoring devices to accurately characterize slide
parameters for development of long term remediation alternatives.
On January 29, staff met with the owners of Lot 9 to discuss
concerns about continued occupancy of the residence and to
establish a program for addressing these concerns. The owners
were advised that staff had temporarily determined that their
home was unsafe for occupancy and that they would need to move
out of the home until certain precautionary measures were
performed. These consisted of rerouting water, gas, and sewer
services to the home, and developing an ongoing visual monitoring
program to inspect for signs of distress to the structure. On
January 30, the owners agreed to temporarily move out of their
home until these measures were implemented. The owners also
agreed to allow City staff and its contractors and consultants to
enter upon their property to perform slide related work. Since
then, the owners have been able to reroute their utility services
and have worked out an acceptable inspection program for the home
with the City Codes Administrator. As of today, the owners have
resumed living in their home.
Emergency contract work:
In early February, the Public Works Director authorized several
emergency contracts to begin remediation of the most severe
damage caused by the slide movement and to initiate exploratory
and monitoring efforts of the slide. The following summarizes
the various contracts which were let:
3
1. A crew from the San Jose Conservation Corps was initially
retained to remove debris from the slide area in order for more
substantial grading and drainage work to be done. They also
installed temporary surface drainage improvements and protective
materials (hay bales, plastic sheeting and sand bags) to keep
water off of the slide and to divert drainage around the slide.
This initial two day effort cost approximately $2,080.
2. C. F. Archibald Construction, the general contractor on the
1996 Pavement Management Program, was then retained to install
more permanent drainage improvements, and to regrade the entire
area in the vicinity of the slide in an effort to collect and
convey water away from the slide area. They also performed
interim repairs to Villa Oaks Lane to allow for emergency and
construction vehicle access and to eliminate potential
"attractive nuisance" hazards on the street caused by the slide.
The total cost for this roughly seven day effort will be
somewhere between $20,000 and $25,000.
3. Pacific Geotechnical Engineering of Morgan Hill was retained
to provide overall geologic consulting services for both the
emergency response and long term stabilization efforts. This
firm was selected because of their familiarity with the geologic
conditions in the vicinity of the slide due to previous
consulting work they performed for the owner of Lot 10, and
because of the City Geologist's high regard for their abilities.
Their proposal for consulting services dated January 31, and
executed on February 3, is attached. The estimated total cost
for their services is between $25,000 and $35,000.
4. Andersen Drilling Co. of Petaluma was then retained to install
a number of horizontal drains into the face of the landslide to
begin the dewatering efforts. This work appears to have been
extremely successful and quite possibly is what has caused the
slide to stabilize for the time being. The expected cost of this
work is between $20,000 and $25,000.
5. Pitcher Drilling Co. of Palo Alto was retained next to install
up to seven inclinometer devices to determine landslide depth,
mass, rate and direction of movement. The exact number and
location of the inclinometers will have been agreed to by the
consulting and City geologists and the estimated cost for this
work is $4,200.
6. Cenozoic Exploration of Santa Cruz will be the final
contractor to be retained to install several additional
inclinometer devices at locations inaccessible to Pitcher
Drilling, and to install up to four piezometers to monitor ground
water elevations in the slide area. The expected cost for their
work is $1,500.
7. Materials for the inclinometers and piezometers were purchased
directly by the City from Slope Indicator Co. of Bothell, WA for
approximately $2,600.
8. Estimated oversight costs for the City Geologist are $5,000.
As the Council will recall, the entire balance of the Hillside
Road Repair Fund (Fund 16) was programmed into Capital Project
No. 9703 (Emergency Hillside Repairs) via the adoption of
Resolution No. 96 -42.7 last week to cover these costs. At this
time, it is recommended that the Council approve the above list
of emergency purchases so that payments to the various
contractors and vendors can be made.
Building Moratorium:
On January 15, the Council received a letter dated January 5 from
former Councilmember Kohler suggesting that a building moratorium
be imposed for the Mt. Eden Estates subdivision until such time
as the Villa Oaks Ln. slide is repaired. Mr. Kohler's primary
concern seems to be the potential wear and tear which would occur
on Quarry Road from construction vehicles travelling to and from
the subdivision.
As stated above, an interim five ton weight limit has been
imposed on Quarry Road. Further, there is at this time, an
effective moratorium on building in the subdivision until at
least the end of the current rainy season (historically April 15
at the earliest and later depending on weather forecasts at that
time). So in my view, there is no need now to impose an
additional moratorium on building. The interim repairs which
have been made to Villa Oaks Lane are such that construction
vehicles can enter and exit the subdivision from Mt. Eden Road,
thus avoiding Quarry Road, and I do not expect this to change
over the coming months. In other words, even if the landslide on
Villa Oaks Ln. is not completely fixed by the time construction
and building activity would again be allowed, I do not anticipate
the need for construction traffic to ever travel on Quarry Road.
A companion memo from the Community Development Director details
the current status of building in the subdivision. I expect that
the owners of at least two of the lots will be ready to pull
building permits by the start of the construction season. With
proper control during construction, this work should be able to
occur with little impact on Quarry Road. As the owners of these
lots have to make complex arrangements for construction
financing, interim housing, and.other aspects of their home
building, I believe it would be unnecessarily punitive to prevent
them from building when they are ready to proceed given the above
circumstances with Villa Oaks Lane. Therefore, I do not
recommend imposition of a building moratorium for the
subdivision.
5
Fiscal Impacts•
As noted.
Advertising, Noticing and Public Contact:
Nothing additional. A copy of this report has been sent to Mr.
Kohler.
Consequences of Not Acting on the Recommended Motions:
Depends on Council's actions. Either some or all of the
emergency purchases would not be approved, and /or a building
moratorium will be imposed for the subdivision.
Follow Up Actions:
Landslide monitoring and investigative work will continue.
Invoices for the emergency purchases will be paid.
Recommendations for future work will be developed.
Attachments:
1. Proposal for consulting services from Pacific Geotechnical
Engineering dated January 31.
2. Memo from Community Development Director dated February 19.
3. Letter from Mr. Kohler dated January 5.
PACIFIC
GEOTECHNICI AL
ENGINEERING
Mr. Larry Perlin
Director of Public Works
City of Saratoga
13777 Fruitvale Avenue
Saratoga, California 95070
16120 -D Caputo Drive; Morgan Hill, CA 95037
(408) 778 -2818 • FAX (408) 779 -6879
e -mail: PacificOeo @aol.com
January 31, 1997
Project 1508G
Subject: Proposal for Consulting Services
Landslide Hazard.Evaluation and Monitoring
Villa Oaks Lane, Saratoga, California
Dear Mr. Perlin,
We are pleased to provide this
services to evaluate landslide
(near the intersection with Mt.
10 (Gerla and Uppal properties
California.
formal proposal for consulting
activity at Villa Oaks Lane
Eden Road), and at Lots 9 and
respectively) in Saratoga,
As you are aware, we have been working with you on this
project since late January, 1997, and have provided emergency
response recommendations for drainage improvements and
monitoring of the landslide and the Uppal residence.
Implementation, modification and refinement of those
recommendations is anticipated as our emergency response work
progresses. At the same time, we are focusing on an
investigative program to develop a long -term landslide
stabilization plan. That plan will probably not be complete
until late spring, and implementation would likely occur later
this summer. Because of on -going landslide activity and
because of the potential for new or currently undetected
landslide movement, we anticipatF that our scope of work for
this project will be modified as conditions change.
EMERGENCY RESPONSE
The work we are currently undertaking as part of the emergency
response involves the following:
• recommendations for temporary remediation of poor
drainage conditions in the areas of landsliding,
Prepare geologic maps and c.;.-;:• ss sections of landslide
di - tress; analyze and chara:--:arize landslide geometry,
January 31, 1996 Project 1508G
• Monitor drilling and installation of several sub -
horizontal de- watering wells (possibly as many as
fifteen),
• Monitor drilling and installation of several slope
inclinometers (possibly as many as seven), and selected
sampling of earth materials,
• Monitor drilling and installation of several piezometers
(possibly as many as four),
• Provide recommendations for monitoring of landslide(s)
movement and distress to the Uppal residence,
• Evaluate and provide recommendations for possible
temporary re- establishment of utilities to the Uppal
residence,
LONG -TERM STABILIZATION INVESTIGATION
The objective of this work will be to provide the City with a
plan to modify the conditions surrounding the active
landslides at the site in order to improve long -term ground
stability. We currently view our scope of services to include
the following:
• Provide on -going consultation to keep the City apprised
of landsliding and landslide related issues at the
project site.
• Monitor selected points of landslide distress on the
Uppal property.
• Make several inclinometer readings at strategic time
intervals; reduce and analyze the data.
• Perform laboratory testing of earth materials acquired
during drilling for the inclinometers and piezometers.
• Perform a technical analysis of geologic and
geotechnical data gathered and develop alternative
methods for establishing a long -term solution to the
landslide problem.
• Meet with you and other City personnel to present the
results of our analysis and receive your input regarding
the most desired method of landslide mitigation.
2 --
Y-
January 31, 1996
Project 1508G
• Develop a set of plans to be used in constructing the
selected landslide repair.
ESTIMATED SCHEDULE AND FEE
As noted previously, we have been working for the City on this
project for more than a week, and unless otherwise directed,
we will continue with the emergency response work as well as
the long -term evaluation work. We will be continuing to work
as quickly as possible on the emergency response work, but
weather and site access conditions will significantly
influence schedule of completion. The long -term evaluation
work will be conducted concurrently as much as possible, but
we judge that final results will not be available until April
or May.
We will continue to work on a "time and materials" basis in
accordance with the attached Schedule of Charges. Our fee to
complete the work described above will depend greatly upon the
time necessary to install hydraugers, and inclinometers, etc.,
as well as the extent of continued landslide movement.
Nevertheless, we currently estimate that our total fee will
range between about $25,000 and $35,000.
Fees for drilling and installing hydraugers, inclinometers,
etc., will be billed directly to the City by those
contractors. Unless otherwise indicated, they will be working
at our direction, attempting to accomplish the tasks described
above. We will provide you with reasonable cost estimates
prior to initiation of their work. We will not be able to
warranty their work directly, but we will represent the City's
interest by directing them in such a way as to maximize their
productivity.
By its very nature, work will encounter and explore subsurface
conditions not currently anticipated. Unforeseeable
conditions will be encountered that will cause work to be
accomplished with greater or less difficulty than currently
anticipated. Therefore, our total fee can not be precisely
estimated. When significantly adverse conditions are
encountered that warrant expanding our scope of work, we will
advise you and obtain your authorization before proceeding
beyond our current scope. We will not exceed the estimated
budgetary maximum without your prior approval.
AUTHORIZATION AND TERMS
We have been working on this project under your verbal
authorization. To provide formal authorization, please sign
and return one copy of the enclosed Agreement for Profess..canal
Services.
3
January 31, 1996
Project 1508G
Fees will be calculated monthly or at the conclusion of
project work, as appropriate. If work is requested on this
project that is beyond the scope of services described above,
fees for such work will be calculated on the same "time and
materials" basis and invoiced monthly or as appropriate.
Thank you for contacting us to provide these geologic
consulting services for you. Please call if you have any
questions.
Sincerely,
BACIFIC GEOTECH ICAL ENGINEERING
Burt C. Hardin
Engineering Geologist
BCH /PCA:bh
Attachment
Enclosures
4
' ' '-- '
- -J
PACIFIC
GEOTECHNICAL
ENGINEERING
SCHEDULE OF CHARGES
PERSONNEL:
16120 -D Caputo Drive; Morgan Hill, CA 95037
(408) 778 -2818 • FAX (408) 779.6879
e-mail: PacificOeo ®aol.com
Principal Geologist
and Engineer
$
90.00 /hr.
Associate Geologist
and Engineer
$
80.00
Senior Geologist and
Engineer
$
70.00
Staff Geologist and
Engineer
$
60.00
Senior Technician
hourly rates
$
60.00
Staff Technician
$ 55.00
$
50.00
Technical Drafter
$135.00
.$
40.00
Non - Technical Staff
$170.00
$
30.00
LABORATORY TESTING:
Atterberg limits
$ 90.00
Compaction ASTM D1557 (4" mold)
$135.00
Compaction, California Impact 216
$130.00
Compression - swell, undisturbed or fabricated
$120.00
Compressive strength of concrete cylinders
$ 13.00 /cyl.
Consolidation, with dial vs. log P plot
$ 50.00 /pt.
Direct shear, undisturbed
$ 70.00 /pt.
Direct shear, fabricated
$ 80.00 /pt.
Direct shear, residual strength
hourly rates
Expansion index
$120.00
Hydrometer, short
$ 55.00
Hydrometer, long
$120.00
Maximum /minimum index densities
$135.00
Moisture content & dry density
$ 15.00
Permeability, constant head
$170.00
Permeability, falling head
$210.00
R- Value, untreated
$150.00
R- Value, treated
$170.00
Sand equivalent
$ 70.00
Sieve analysis, dry
$ 40.00
Sieve analysis, including No. 200 wash
$ 75.00
Specific gravity
$ 70.00
Triaxial compression
hourly rates
Unconfined compression with moisture % and dry density
$ 60.00
Wash analysis; % passing # 200.sieve
$ 40.00
MISCELL&P 9US:
Vehicle Mileage $ 0.35 /mi.
Nuclear Density Gauge $ 7.00 /hr.
Rental or purchase of equipment or special services
will be billed at cost plus 15 percent.
TERMS:
Project work will be invo.',.ced monthly, and payment is due upon receipt of
invoice. Amounts not paid within 30 days will be charged an additional
1.0 percent per month. Payments will be applied first to late charges and
subsequently to principal cl:3rges.
(Revised 03/23/90)
PACIFIC GEOTECHMCAL ENGINEERING - 16120 -D Caputo Drive - Morgan Hill, CA 95037 - (408)778 -2818
AGREEMENT FOR PROFESSIONAL SERVICES
This AGREEMENT is entered into by and between Pacific Geotechnical Engineering (hereafter called "PGE ") and
City of Saratoga (hereafter "Client").
The parties hereto agree as follows:
1. The property or location (hereafter called the "Project "), at which the PROFESSIONAL SERVICES set forth in this agreement are to
be performed, is described as follows:
A site as described as in our Proposal letter Project 1508G, dated January 31, 1997.
2. PGE agrees to perform PROFESSIONAL SERVICES at the PROJECT, or elsewhere as appropriate, consisting of the following:
A scope of work as described in our Proposal letter Project 1508G, dated January 31, 1997. ! -
3. In consideration of the PROFESSIONAL SERVICES to. be performed by PGE, CLIENT agrees to pay PGE as follows:
A fee as described in our Proposal letter Project 1508G, dated January 31,1 997.
4. CLIENT will invoiced monthly, as the PROFESSIONAL SERVICES are performed, unless otherwise provided by this agreement. -
Each invoiced amount shall be due and payable upon receipt. Interest on past due balances shall accrue at the rate of one percent
(1 %) or more per month (but not exceeding. the maximum rate allowed by law); payments thereafter received to be applied first to
accrued interest and then to principal amount.
5. Liability for errors or omissions committed by PGE or any of its representatives in the course of authorized project work shall be
limited to the amount of the authorized fee.
6. PGE shall perform its PROFESSIONAL SERVICES hereunder in accordance with generally accepted professional practice in its
fields of specialty. No other warranty or representation, either express or implied, is included or intended in our proposal,
agreements, or reports.
7. In the event that CLIENT requests termination of PGE's PROFESSIONAL SERVICES prior to completion thereof under this
agreement, PGE reserves the ri ght to complete such analyses, records and reports as may be necessary to place its file in order
and to protect its reputation for professional competence. All files, drawings, samples and reports shall remain the property of PGE
in PGE's discretion, until PGE has received payment in full for its PROFESSIONAL SERVICES.
8. PGE will diligently proceed to complete the PROFESSIONAL SERVICES described in this agreement in a timely manner.
However, it is expressly agreed that PGE shall no be held responsible for delays in performance occasioned by factors beyond
PGE's control.
9. Any contro•ir,- y or claim arising out of or in relation to this agreement, or the making, performance or interpretation thereof, shall
be settled by arbitration in Santa Clara County, California, in accordance with the rules of the American Arbitration Association then
existing, and judgment on the award of arbitration may be entered in any court having jurisdiction over the subject matter of the
controversy.
DATE: January 31, 1997
PACIFIC GEOTECHNICAL E Gr ERING
BY:
Mr. hurt Hardin
DATE: 4e g I Z
CLIENT: Ci of Sarat
BY: �. "
Mr. Larry Perlin
TO:
FROM:
uj DATE:
SUBJECT:
1`3777 FRIJITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868 -1200
scan Rogosian
Paull Jacobs
Gillian Moran
Jim Shaw
M E M O R A N D U M Donald L wolle
Saratoga City Council
Paul L. Curtis, Community Development Director
February 19, 1997
Letter from Willem Kohler
re: Mt. Eden Estates Development Moratorium
Background:
At the January 15, 1997 City Council meeting, Willem Kohler
submitted a letter identifying concerns with slides in the Mt. Eden
Estates Subdivision area.
The City Council directed staff to provide information regarding
the status of development activity in the subdivision.
Development Activity:
There are 23 lots in the Mt. Eden Estates Subdivision. The
attached map indicates the development activity to date:
• 15 existing residences;
• 4 approved and valid Design Reviews for single- family
residences:
- 2 have zoning clearances, but no building permits
- 2 have not received zoning clearance nor building
permits
• 2 Design Review applications submitted; public hearing
dates pending (both require geotechnical clearance);
• 2 vacant lots (no known interest or activity).
To: Saratoga City Council
From: Willem A. Kohler
Subject: Road collapse on Villa Oaks
Date: 1 -5 -1997
After the recent rains Villa Oaks collapse close to Mt. Eden Road, also
severely impacting the home that was newly built there. This is part of Mount
Eden Estates. Right now this creates a dangerous situation: The people living
in this development now have to use the emergency exit through Quarry
Road.
For the sake of the all the home owners (including those who own Quarry
Rd and had big expenses for repair in the past and now suffer heavy
traffic), please come up with a speedy plan for road repair on Villa Oaks.
2. Even more importantly, avoid future disasters like this by proper planning.
Insufficient geological studies were made for Mount Eden Estates at the
time. On top of that, it seems that the sad story of neglect to mitigate
against unstable land repeats itself over and over again. In May 1996 the
Planning Commission gave the green light (over my written and verbal
protests) for a lot line adjustment resulting in 2 extra lots in this
development without an Environmental Impact report. These two lots are
in the worst part of this development, in a flood zone and sliding area.
Big trucks for the repair of Villa Oaks using the fragile Quarry Road in it
self will give problems. But these repairs have to be done. However any truck
traffic for further development of this area is irresponsible at this time.
As City Council you are responsible to avoid further personal and financial
damage to this area. Therefore I request urgently that you put a total and full
moratorium on any further development of this area (Mt. Eden Estates) until
the road is fixed AND proper environmental and geological studies are done.
Respectfully,
Willem A. Kohler
21842 Via Regina
Saratoga, CA 95070.