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HomeMy WebLinkAbout02-05-1992 HCDA City Council Agenda packetSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2- 1 3 3 AGENDA ITEM MEETING DATE: February 5, 1992 CITY MGR. APPROVAL ORIGINATING DEPT: City Manager's Office ede SUBJECT: Allocations for FY 1992/93 Housing and Community Development Act Funds and Human Services Grants Recommended Motion: 1. Conduct Public Hearing. 2. Make allocations for approximately $157,425 for FY 92/93 HCDA funds as determined. 3. Make allocations for Human Services grants from other revenue sources according to Council policy. Report Summary: The City Council is requested to conduct a Public Hearing to receive comments and recommendations on projects proposed for 1992/93 Housing and Community Development Act (HCDA) funds and other funding as available. Council is further requested to make a determination regarding the allocation of federal HCDA monies anticipated to be approximately $157,425. Availability of Block Grant funds has been publicized and proposals solicited from the community, previous recipients, and City staff. Following determination of the allocation of 1992/93 HCDA funds by Council, proposals will be submitted to the County for final approval by the Board of Supervisors. Proposals for public services not funded through the Block Grant may be considered for grants from general revenue sources. Fiscal Impacts: The City will receive an HCDA for project costs plus $15 1992/93. Council has set a revenues for funding of Human 1992/93. Motion and Vote: 065.ACM /awm allocation of approximately $157,425 ,000 for administrative costs for limit of 1.3% of projected general Services, approximately $92,624 for ,Attachments: 1. Report to Council from Assistant to the City Manager 2. Project proposals Printed on recycled paper. _February 5, 1992 Er ©0 0 1' 121 To: City Council From: Assistant to the City Manager Subject: Allocation of FY 1992/93 Housing and Community Development Act Funds and Human Services Grants PUBLIC NOTICE: 1. Legal Notice of Public Hearing, Saratoga News, January 22, 1992. 2. Display ad inviting proposals, Saratoga News, January 8, 1992. 3. Letters announcing schedule and inviting proposals sent to interested parties, Commission Chairs, and City staff, November 1991. Recommended Motion: 1. Conduct Public Hearing. 2. Make allocations for approximately $157,425 for FY 92/93 CDBG funds as determined. 3. Make allocations for Human Services grants from other revenue sources according to Council policy. Background Community Development Block Grant Program: The City of Saratoga, nine 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). 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 867 -3438 COUNCIL MEMBERS: Karen Anderson Martha Clevenger Willem Kohler Victor Monia Francis Stutzman CDBG Funds and Human Services Grants -FY 1992/93 February 5, 1992 Page 2 Therefore, expenditure of these funds is restricted not only by federal regulations but by any additional guidelines imposed by the County as well. The total amount of HCDA allocation to the County for 1992/93 is expected to be approximately $2,670,500. Of the total grant, twenty percent will be used for administrative costs, of which the City of Saratoga will receive $15,000 in addition to the project allocation. Forty percent of the remainder will go to the County- wide competitive pool where funds are prioritized for projects /activities that contribute to increasing the supply of affordable housing in the County. The other sixty percent of the total grant will go to the nonentitlement cities and the County for direct allocation for any HCDA eligible activity. Saratoga's share is expected to be approximately $157,425. In general., to be eligible for CDBG funds, proposals must primarily benefit those of very low or low income (i.e., family of four- $38,000). A maximum of fifteen percent of the total County grant may be used for public services activities. New regulations allow program income to be included in the computation of the public services ceiling. We estimate that we will be able to use $35,000 of our grant funds for public services in 1992/93. $ackground- -Human Services Grants: Council policy provides for the use of general funds in making some grants to Human Services agencies because of the constraint on using Block Grant money on public services activities and the number of proposals which the City receives each year for providing necessary services to low income, elderly and disabled residents. The policy also provides that proposals for both Block Grant funds and general revenues will be considered at one hearing. The policy sets a maximum dollar amount to be allocated yearly for human services grants at 1.3% of the City's projected general revenues (approximately $92,624 for 92/93). CDBG Funds and Human Services Grants -FY 1992/93 February 5, 1992 Page 3 TOTAL SUMMARY OF HCDA AND HUMAN SERVICES GRANTS PROPOSALS 1992/93 BCD FUNDS CAPITAL Fellowship Plaza 12314 12314 0 Emergency Housing 5583 5583 0 Children's Shelter 20000 30000 0 Bill Wilson Center 30000 20000 0 Cultural Center 75000 0 0 Second Harvest 35000 0 25000 Amount Requested Amount Recommended Received 91/92 HCD FUNDS--OTHER Housing Development 45000 45000 62417 Rehab Admin 9528 9528 0 SUBTOTAL 232425 122425 Amount Requested Amount Recommended Received 91/92 Received 90/91 of Request HCD/HS FUNDS Second Harvest 5500 3000 3000 2200 54.55% Project Batch 2100 2100 2000 1900 100.00% SASCC operations 42000 38000 38300 36500 90.48% SASCC- -day care 35000 28000 28000 33000 80.004 Hospice of Valley 720 524 0 0 72.78% SCC Los Gatos 2500 2500 2500 2500 100.00% Live Oak 4000 0 1500 1500 0.00% Transit Assist 15000 15000 15000 6500 100.00% CC- ombudsman 2500 2500 2500 2100 100.00% Reading Program 2000 1000 1000 0 50.00% SUBTOTAL 111320 92624 343745 215049 CDBG Funds and Human Services Grants -FY 1992/93 February 5, 1992 Page 4 Recommendation: 1. Capital Projects Total: $67,897 There are four projects in this category that we have recommended for funding. Although the percentage of Saratogans served by these projects is small, these proposals provide opportunity to use Saratoga CDBG funds for the benefit of the larger community. A. Fellow hip Plaza has requested $12,314 from the City for the installation of an automatic door system. The facility serves low income seniors and disabled persons. Fellowship plaza is proposing t� pay half of the cost for the purchase and installation of equipment to automate their doors. Staff recommends full funding of the request but to earmark the amount requested for the purchase of the system equipment for the project only in order to reduce the amount of monitoring. B. Emergency Housing Consortium has requested $5,583 for renovation of the bathroom /shower facilities at the Family Living Center, a 33- family homeless shelter and service center. In November 1991 the City Council approved $7189.62 of CDBG rehabilitation funds for window screens for the Emergency Housing Consortium. Staff recommends fully funding this request. C. The New Children's Shelter Project requested $20,000 towards a new $12 million Facility for the abused and neglected children within Santa Clara County. To date, the organization has raised $10 million and is conducting fund raising efforts to raise the $2 million remainder. Services were provided to 3,000 children last year, 1% of these children have been from Saratoga. Consistent with these numbers, the New Children's Shelter proposed 1% of their 2 million fund raising goal for City participation in the project, or $20,000. At the regular adjourned Council Meeting on January 21, Supervisor McKenna made a presentation on the New Children's Shelter. Following the presentation, Council recommended that the organization be granted $30,000. This number would be based on the 1.6% of the total County child population represented by Saratoga's children,not the 1% of Saratoga children currently served by the organization. Staff's recommendation reflects Council's direction. D. Bill Wilson Center has requested funds to assist with the construction of a new 20 -bed shelter for homeless youth. Five percent of the youth served by the shelter are residents of Saratoga. Estimated cost of the construction of the shelter is $2,149,750. Staff recommends partial funding of this CDBG Funds and Human Services Grants -FY 1992/93 February 5, 1992 Page 5 project. Full funding can be achieved if Council reconsiders the additional $10,000 that was recommended for allocation to the New Children's Shelter. Staff also recommends that if funding is approved, that allocation be contingent on the Bill Wilson Center securing the City of Santa Clara or the County to oversee the monitoring responsibilities for construction or to use the funds for non construction expenditures. There are two project proposals which staff does not recommend for funding. The Hakone Foundation requested $75,000 to provide for disabled access to the Cultural Exchange Center and the garden. While this project is a CDBG eligible activity, it is questionable if it meets the program's national objectives of either benefiting very low and low income persons, addressing slums or blight, or meeting a particularly urgent community development need. The other proposal was from the Second Harvest Food Bank. Last year Second Harvest received $25,000 of CDBG funds for the same construction project. The project is expected to be completed in June 1992 and last year's CDBG funds from Saratoga will be expended in the spring for the refrigeration system. Staff recommends that funding be allocated to other projects which have received little or no previous Saratoga CDBG funding. 2. Other CDBG Total: $54,528 A. Rehabilitation Administration--CDBG funds can be allocated for administration expenses of the City's rehabilitation program. Funds were not requested last year and subsequently the balance is low. $9,528 will restore the fund balance to a level needed to carry on rehabilitation activities for FY 92 -93 B. Housing Development for Low Income Seniors. Fund -Over the past four years, the Council has set aside a total of $240,138 toward the possible future provision of some type of housing development for low income seniors. Last year $100,000 of this amount was transferred to the Sharmon Palms project in the City of Campbell. Staff recommends replenishing this fund by $45,000 of 92/93 CDBG funds. The County Board of Supervisors adopted a guideline for use of unobligated funds which became effective last year and will have an effect upon these set -aside funds if the City does not find a way to use them. The guideline required the City to have an approved plan within two years (starting from July 1991) for the use of any unobligated balances over $100,000, and after three years (ending in July 1994) funds not spent will be transferred to a County -wide housing pool. CDBG Funds and Human Services Grants -FY 1992/93 February 5, 1992 Page 6 3. Public Services In general, the outside agencies which the City has funded in the past are fulfilling their objectives and maintaining good quality programs. With the exception of SASCC (operations) and Live Oak Adult Day Care, the recommendation provides for full funding or a slight increase over previous year's funding for the agencies. The lower recommendation for SASCC (operations) is slightly less ($300) than last year's funding. Staff is recommending that funding not be made for Live Oak Adult Day Care. This recommendation is not based on the quality of their service but rather the quantity. In its proposal, Live Oak requested funding to supplement program costs for the participation of two Saratoga seniors in its program. Two Los Gatos residents currently participate in SASCC's day care program and staff believes that this reciprocity balances the costs to the individual program providers. This year a proposal was received from one new group, Hospice of the Valley. Funding was requested to cover the cost of renting the Hakone Gardens for the organization's annual memorial celebration. In previous years, the rental fee was waived by Council for this organization. Last spring when Hospice of the Valley requested the fee to be waived, Council directed the group to apply for the City's human services grant. Staff recommends partial funding of this request but has some concerns as to whether or not funding this request meets the City's objectives of the human services program. As in the past, staff also recommends that the entire CDBG amount for public services be allocated to SASCC, supplemented with general funds as needed. Summary If Council chooses to follow staff recommendations for allocation of the 1992/93 CDBG funds and general funds, the allocation will be as follows: CDBG Fellowship Plaza $12,314 New Children's Center $30,000 Rehab. Administration $9,528 Housing Development $45,000 Bill Wilson Center $20,000 Emergency Housing $5,583 SASCC $35,000 Total: $157,425 CDBG Funds and Human Services Grants -FY 1992/93 February 5, 1992 Page 7 GENERAL FUNDS All grants to outside agencies plus supplemental to SASCC's CDBG allocation as required. C rolyn King Assistant to the City Manager Total: $57,624 CAPITAL PROJECTS PROPOSALS APPLICANT ORGANIZATION NAME ADDRESS City of Saratoga Community Development Block Grant Program/ Human Services Grant Program FELLOWSHIP PLAZA 14520 FRUITVALE AVENUE. 1992/1993 PRQPOSAL COVER PAGX SARATOGA, CALIFORNIA 95070 NAME/TITLE OF PROPONENT CARLO E GARCIA ADMTNISTRATOR SIGNATURE TELEPHONE NUMBER PROJECT NAME (4081 867 -1105 CURRENT SOURCES OF REVENUE SOURCE RENTAL INCOME TO COVER OPERATING EXPENSES AT THE FACILITY. PROPOSED PROJECT IS A ONE TIME ENDEAVOR AND OUR FIFTY PERCENT SHARE WILL BE CHARGED TO OUR OPERATING BUDGET AND FUND RAISING ACTIVITIES. INSTALLATION OF AUTOMATIC DOOR SYSTEM DOLLAR ANT. OF FUNDS REQUESTED FROM CITY OF SARATOGA APPROX. $12.314.00 AMOUNT $12,314.00 PROJECT ABSTRACT (Limit statement to space provided) The elimination o,( phybieaC bantieu to both APAiDAA and dcjabfpd fPAidontt in cult community. Fellowship Plaza Retirement Housing for Seniors 14520 Fruitvale Avenue Saratoga, California 95070 PROPOSAL FOR FUNDS UNDER THE CITY OF SARATOGA COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM A. Applicant's Organizational Structure and Location Fellowship Plaza (hereafter, "The Facility" is a 150 units retirement facility for low income Seniors and Disabled persons, owned and managed by the California Odd Fellows Foundation, a non- profit corporation incorporated under the laws of the State of California. The California Odd Fellows Foundation (hereafter, "The Foundation is composed of (7) seven Trustees elected by the Grand Lodge of the Independent Order of Odd Fellows of California for three year terms. The Foundation is a separate legal entity with no connection to the Odd Fellows Home and was established in 1976 to provide elderly and handicapped persons in the community with housing facilities and services, specially designed to meet their physical, social and usefulness in longer living. The Foundation employs a staff of (10) ten full and part time employees at the site. A full time Administrator operates the facility in a daily basis and reports directly to the Board of Trustees, which creates policy and makes final determinations on various matters regarding the operation of the facility. The facility is located in the City of Saratoga on eleven acres in the back of the Odd Fellows Home between San Marcos and Crisp Avenue. It consists of four residential buildings and a community building, where all activities are held. B. Applicant's Past Performance Fellowship Plaza is proud to be one of the very few places in the City of Saratoga that provides the City with the opportunity to offer affordable housing for low income Seniors and Disabled persons. Membership in the Odd Fellows is not a criteria for admission and at the present time (78Z) of the residents are not members of the Order. Because of the high income family composition of the City, a. very small percentage of our residents, lived in Saratoga prior to moving into our facility. However, a survey among our residents indicate that a large number of them have relatives that are at the present time residents of the City. These residents at one point decided to move into our facility in order to be close to their children in their later years. Since 1979, Fellowship Plaza has provided decent affordable housing to over (300) Three hundred Senior and Disabled persons. At the present time we have (170) residents living in our facility and (180) applicants in our waiting list. FELLOWSHIP PLAZA PROPOSAL Page 2 of 4 In addition to providing affordable housing to low income qualified applicants, Fellowship Plaza is committed to offer, to the extent of our capabilities, as many services as possible to the rest of the community in the City. At the present time in cooperation with St. Andrews Church in Saratoga, we offer an "English as a second language" class which is open free of charge to any member in the community. In addition, Fellowship Plaza is an official distribution site for the Brown Bag Program, which offers free food to qualified Senior residents, not only in our facility but in the community at large. Finally, our community hall is made available to any community group for meetings and receptions. C. Project's Purpose and Objectives One of our endeavors at the facility is to make our buildings accessible to people with disabilities and walking impediments. Our buildings were partially designed to accommodate such a need and ramps rather than stairs or steps surround every building at the facility. In addition, we have recognized the needs of many of our frail senior and disabled residents by installing in their apartments various attachments and fixtures that facilitate their ability to live a dignify independent life. There is however, one area where we have been unable to accommodate the needs of both our most fragile senior and disabled residents. Although, we have provided access to buildings, we have been unable to provide easy access into the buildings. As it is, our conventional door system makes it very difficult for a great number of residents to gain access into the building without having to struggle with walking canes, walkers, wheelchairs and electric carts. Therefore, we are proposing the installation in our five buildings of an Automatic Door System, in order to provide our residents with an effective and effortless way of gaining access into our buildings. The desired outcomes and benefits of this project are measured in terms of providing a minimum of 170 senior and disabled residents with the ability to effectively gain access into their dwellings 24 hours a day. D. Community Need for Program Insofar as our residents are established residents in our community (62Z of our residents have lived in the City for over 10 years), the project addresses a genuine need for a deserving sector of the community. FELLOWSHIP PLAZA PROPOSAL Page 3 of 4 One has only to observe a 76 year old resident approaching one of our heavy glass and metal doors with a walking cane, in order to realize the benefits that this project would bestowed upon its users. She will finally reach the door with her key hanging on one hand and her walking cane firmly but fragilely held on her remaining hand. She will lean the cane against the wall while holding herself from the edge of the projected door frame. Leaning her body against the door glass she will quickly transfer the key from her left hand to her right hand. After grabbing the door frame once again, she will unlock the door with the key and then will proceed to push the door open with her left arm while at the same time retrieves her cane from the wall. To these residents our present door system is a real physical barrier which infringes upon the quality of their lives. At a time when our City is actively debating the need for additional senior housing, Fellowship Plaza stands as one of the few places where any senior or disabled low income resident can find decent affordable housing. Whether or not additional housing for seniors is built in the City, is a matter of policy that will be decided by its residents and elected leaders. Our facility assist the City in achieving its required share of low income housing within the housing element of the General Plan, and to the extent that proposed project fulfills a need in the community. E. Project's Beneficiaries The project will benefit (170) older Saratoga residents that presently reside in our facility. Although our services are mostly restricted to the above group of residents, a number of City residents participate in our Brown Bag Program and others come to our facility to visit relatives and friends. Since we do not keep a count of how may disabled or handicapped persons visit our facility on a regular basis it is impossible to provide a number of total persons that will be served by this program. In our facility the average income of our residents is under $9,000 a year and about 80 of our residents have an annual income of under $8,000. F. Project Management This project will be contracted out to an independent contractor that sells and installs the required equipment. An independent inspector will be hired by the facility to oversee the performance of the work and to report any deficiencies to the facility management. FELLOWSHIP PLAZA PROPOSAL Page 4 of 4 We are projecting a maximum of two weeks after the contract is signed for project completion. Its effectiveness will be measured by the use given to the system by our residents. This factor is, however, a known element since the effectiveness is actually measured by the system predetermined need. (See Appendix H) G. We are projecting the total cost of this project to be $24,627.00. In addition, a service agreement will be maintained after the warranty period expires. We are requesting from the City's CDBG Program fifty percent (50Z) of the total cost. The remaining fifty percent will come from the facility annual operating budget and several fund raising events that have been planned by our residents. The annual service agreement will be funded by the facility and will become a line budget item every year. (See Appendix I) PROGRAM BUDGET ORGANIZATION NAME: FELLOWSHIP PLAZA PROGRAM: INSTALLATION OF AUTOMATIC DOOR SYSTEM LINE ITEM 1992/1993 BUDGET SALARIES Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other OTHER EXPENSEE Accounting Services Contract Services Insurance Conference Miscellaneous Other INSPECTION SERVICES APPROX. $23,627.00 APPROX. $1,000.00 $24.627.00 JAN 16 'S2 16:02 AUTO DOOR CALIF 415 595 4825 January,:: 16, 1992 CarlosGarcia Administrator Fellowship Plaza 14520. rruitva1e AVG. Saratoga. Ca. 95070 Gentlemen: WeherebY quote to furnish and install the following.: A,dminiatration Bldg. 1 (one) surface mount simultaneous pair autoMatic Owing door operator in dark brenze'finish with 2 (two) motion detectors and safety. presence sensors $4.944.00. 'P .1i ges. »A •B°. "c" n Equipment is listed pet building; price guoted'is total for all four buildings. 1 (one) surface mount single swing automatic door operator in dark browse finish with 2 (two) radio controlled push plate wall switchs. $9,334.00 •r w "C", n n D�ldgs A kt 0 Equipment is iioted per building, p rice quoted is total for all four buildings. 3 (three) Entracomp 26A Stand Alone Pr.ogramable Card Reader, 3 (three) seep down tr Ore, and 45 access cards. Electrical power as required by others. Our terms ar.e net ten (10) days. We are. State of California licensed contractor 11272161. Our 20 years of experience installing and servicing automatic doors and gates is your guaranty of satisfaction. Thank you for this opportunity to quote you. Very.TrulY Yours. AUTODIATIC DOOR SYSTEMS, INC. own .41 gsON Cr AAI_OF3. A. 9•.c•Cr .44s9 a sesi -gabs Daniel L. Gonzale Sales: and Marketing =iC�OP4 CL7NTRCU4 -1111 r riNAF:aKING W.LSr e G4144r1= SseS -r rnAA CA CCP Z SEPIrs '•G P.2/13 JAN-27-1992 01:03RM FROM FELLOWSHIP PLAZA SARATOGA JHrl C17.1.0 HUH- WWI( LHLI- 445CD ALL,fror.A.ter-Ic 1=, =cum 9 1 IN= DATE:- i^ et2 To; Comeanv Sate Veilow41411 Attentirjas.....agagc;PI CHOW "r716X20.40.441.1... Alio:wry C.O.An..C191, filhad70 AgeSPOC40•15.11116.21 Al A TI; (5 Ailit 44-arroa.44e dep. 1.443oft. Slats. `A e ttlyi --Agrig.SS /Am. Total Member of Pages inaLoollig tale page: TO 7411132 P.02 r OLIrI4Z aigigegj_j111212 Ar t; hAgiecla.V4 b11443E.".1 11444W2114 ft*vg4V i4t..161'0441 4L COR46111., I Liciet 1140:64/..Jait 3044., 1-4 i 000. eilICVPIrry Weirv= Mr■ICSINIIINiF•rir. 'k4.41.. IMEC=PVIC:M TOTAL P.02 OFFICE STAFF FELLOWSHIP PLAZA ORGANIZATIONAL CHART BOARD OF TRUSTEES ADMINISTRATOR RESIDENTS' ASSOCIATION SOCIAL SERVICES /ACTIVITIES STAFF MAINTENANCE STAFF BOARD OF DIRECTORS 1. Robert Hart Pnes.cdent 2. Leland Saiiaanek Vice Pnes.i.dent 3. George Hannationd Tneasunen 4. Max Holloway Secvicetany 5. John Hughes Tinos #ee 6. Opal Twine& Puatee 1. Wilda Mu/may Tiu Atee APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAME EMERGENCY HOUSING CONSORTIUM ,PRQPOSAL COVER PAGE ADDRESS P.O. Box 2346 San Jose, CA 95109 NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME ce te. T Barry Del Buono, Executive Director i 1992/1993 (408) 298.8657 Family Living Center Renovation Project DOLLAR ANT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 5,583 CURRENT SOURCES OF REVENUE (for Family Living Center capital improvements) SOURCE AMOUNT City of Saratoga CDBG $7,189.62 City of Mountain View CDBG 42,000 State of California- Emergency Shelter Program 73,717 United Way cfor EHC General Services Mgr) 15.405 (involved in planning, supervision, and project labor) PROJECT ABSTRACT (Limit statement to space provided) The Emergency Housing Consortium regpestsjinanrial s),ppnrt for a rPnovatinn project at the family Living Center. a 33- family homeless shelter and service if 1 1 of the bathroom /shower facilities used by the familiP5 EMERGENCY HOUSING CONSORTIUM City of Saratoga CDBG Program Proposal The Emergency Housing Consortium requests financial support for a renovation project at the Family Living Center, located on the site of Agnews State Hospital. During the 1992 -93 year, the shelter must undergo interior renovations necessary for the safe and hazard -free operation of emergency housing for local homeless families with children. Important projects to be completed at the Center include renovation of the families' bathroom /shower facilities, their bedrooms, and the kitchen where their meals are prepared. The Consortium's request to the City of Saratoga is to fund essential renovation of the bathroom /shower facilities used by the families. The number of guests (960 each year) and the large number of active children using the bathroom /shower rooms puts great demands on the facilities. The toilets and showers are in great need of renovation and are an urgent priority so that the Family Living Center can continue to provide safe, sanitary living spaces for its guests. The cost is $5,583 to replace 13 toilet valve units ($2,064), to replace hot /cold pressure valves in 2 shower rooms ($2,580), and to repair, chalk, and paint damaged adjacent walls ($939) The Family Living Center is a regional shelter site where shelter services are provided for homeless families with children in Santa Clara County. The model shelter facility is a 33- family (115 guest) shelter with existing support services and an established community support network. Nearby, the Center manages a 30 -bed Transitional Housing component which extends to seven homeless families temporary housing for up to 24 months. All homeless families served are very low or low income clients. City of Saratoga residents who become homeless use the facility for emergency shelter, food, and services. Emergency Housing Consortium is the main shelter provider in the County, and the Family Living Center is the main shelter center for families in the local area. The Center is a nationally recognized 'trend setter' in services and solutions for homeless families. The shelter has an on -site Head Start Preschool program; an academic enrichment /support program for homeless students managed by Santa Clara Unified School District; an on- site tutoring program; a full service medical clinic and dentistry office; an after school care program managed by Santa Clara County Girl Scouts and shelter staff; a legal aide component; adult education; a special free access telephone program through Pacific Telesis; and a computerized access system for shelter, housing, and employment information contributed by Apple Computer Corporation. An on -site child care program, supervised by the Center's Child Care Coordinator, provides parents with the support they urgently need in order to successfully pursue employment and housing opportunities or to keep their jobs. The Center also provides free transit passes, daily nutritional meals prepared in the commercial kitchen and dining room, and special assistance for the families to find housing and jobs. The comprehensive program of advising and support allows parents to transition to self- sufficiency and to provide for their families, a goal which they are striving to reach and do reach through the shelter program. The program of shelter provides lenghts of stay of 30, 60, or 90 days, as determined by need. The Family Living Center's program achieves its high success rates in placing guests in permanent housing and employment because of its comprehensive program of case management which assesses and addresses each families needs and their barriers to self sufficiency. Each family is assigned a Case Manager, with whom they meet (one -hour weekly meetings for parents, regular family meetings, and sessions as needed). These advising /counseling sessions allow the Case Manager to work with the family to identify and addresses the steps necessary for them to achieve stability and secure housing and employment. The Center is leased to the Emergency Housing Consortium by the State of California. The large, two -story facility has served the needs of the homeless family population of Santa Clara County since 1983 with its extensive number of usable rooms for social services, nutritional services, classrooms, and living quarters for the homeless. City of Saratoga CDBG funds would be leveraged by significant funding from other public and private sources. Financial support for the shelter's operations and capital improvement projects is substantial. Emergency Housing Consortium has received $132,080 for operating expenses of the Family Living Center this fiscal year from CDBG funding for the Cities of Santa Clara, Sunnyvale, San Jose, Campbell, Milpitas, Mountain View, and Palo Alto. In addition, the center is receiving operating support of $91,750 from the DSS Children's Fund, the Koret Foundation, Northern California Grantmakers, and United Way of Santa Clara County. For capital improvement projects in this fiscal year, the Family Living Center is receiving $7,189.62 from City of Saratoga CDBG funding, $42,000 from City of Mountain View CDBG funding, $73,717 from the State of California Emergency Shelter Program, and $15,405 from the United Way. For fiscal year 1992 -93, the total Family Living Center Renovation Project budget is $70,415. The Consortium has requested funding of $64,832 for FY 92 -93 for the Renovation Project which includes capital improvements to the bathrooms /shower rooms, kitchen, and bedrooms. The amount requested from the City of Saratoga, $5,583, is 0.16% of the agency's total budget of $3,546,920. The Renovation Project will be planned, supervised, and evaluated by the agency's General Services Manager, and labor will be provided by the General Services staff, contractors, and volunteers. The entire Project will be supervised by the agency's Director of Operations. Quarterly reports will update the progress of meeting the projects goals of completing the bathroom /shower room renovations. The Emergency Housing Consortium, which manages the Family Living Center, is a 501(c)(3) nonprofit comprehensive shelter system which enables homeless families with children, single women and men, 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 Family Living Center serves an urgent local need for shelter, food, and services for homeless families. The Santa Clara County Task Force on Homelessness reported that 40% of households requesting emergency shelter services are families. The Task Force found that families were the fastest growing segment of the local homeless population. The Family Living Center addresses this local need with a comprehensive, solution- oriented program for homeless residents of Santa Clara County. PROGRAM BUDGET ORGANIZATION NAME: EMERGENCY HOUSING CONSORTIUM Benefits PROGRAM: Family Living Center Renovation Project LINE ITEM 1992/1993 BUDGET SALARIES Personnel OFFICE_EyEEHIE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other OTHER EXPENSW Accounting Services Contract Services Insurance Conference Miscellaneous Other Capital Improvements (to bathrooms, 70,415 shower rooms, bedrooms, and kitchen) TOTAL 70,415 I Community Developer I I Volunteer Services Coot. I Regular Employees 52 Winter Shelters 45 1 I Director of Development r I I Grant Writer Adm. Asst. Youth Outreach Program 11 San Martin Ochoe Family Center J General Services I General Manager 1 I I Advisors (2 I General Manager I I C. R. S.(1) F I Advisor (1) F I Custodian 1 F Caretaker (1) F r 1 I Advisors 2 Chia Car 1) Custodian (1) 1 Receptionist(1) I Security (1) I Emergency Housing Consortium, Inc. FY 1991 -92 I Corporate Boa d of Directors I General Manager I I Executive Director 1 Lead Maintenance (1) I Maintenance Person (1 Wareh Person (1 Director of Operations Armories Program General Manager Managers (4) I Asst Manager 1 F 1 Receptionist 1 F Data Entry 1 I- I Shelter Workers (34) 3- I Drivers (4) F I Cooks 3 F -I C.RS.(1) 3 1 Advisors 5 I Cooks (2) I 1 Custodian 2 I Night Security (2) I Consultants I Sanctuary THP I !General Manager I 1 1 Program Manager II Office Asst. Farm Custodian (1) I Santo Clare Family Center i Central Mgmt. Mgr. General Manag Manager 1 C. R S.(1(1 Advisors 5 I Receptionist (1 )1 l Child Care 1 I Security (3 1 Cooks)2) 1 Custodian 2 I Director of Finances Mr. Al Moreno Corporate Member (6/93) Taping Superintendent California Drywall Company 1731 Ewer Dr. San Jose, CA 95124 (408) 269 -0126 Mr. Barry Del Buono Staff Executive Director Central Management 327 Gifford Avenue San Jose, CA 95126 (408) 298 -9657 Ms. Candy Capogrossi Corporate Member (6 -93) Deputy Executive Director Housing Authority of SCC 505 W. Julian Street San Jose, CA 95110 (408) 993 -2900 Mr. Dave Reisenauer President (6/92) Engineering Manager IBM Corporation 112 Parkwell Court San Jose, CA 95138 (408) 284 -6060 Ms. Jeanne Taylor Corporate Member (6/93) Special Projects Coordinator Farmers Insurance Co. 5974 Post Oak Circle San Jose, CA 95120 (408) 268 -9049 Mr. Luis Hernandez Corporate Member (6/93) Deputy Chief of Police San Jose Police Dept. 201 West Mission Street San Jose, CA 95110 (408) 277 -4715 Emergency Housing Consortium, 1 Emergency Housing Consortium Board of Directors Ms. Ana Hernandez Executive Committee (6/91) Consultant Community Volunteer 298 Summerwind Drive Milpitas, CA 95035 (408) 262 -8573 Ms. Betty Ross Secretary (6/91) Social Worker Dept. of Social Services of SCC 1358 Tourney Drive San Jose, CA 95131 (408) 272 -2143 Mr. Darryel Nacua Corporate Member (6/90) Attorney CA Rural Legal Assistance 230 Nob Hill Terrace #4 Morgan Hill, Ca 95037 (408) 778 -7027 Mr. David Arellano Corporate Member (6/93) Operations Director Spieker Companies, Inc. 1032 Elwell Court, Ste. 115 Palo Alto, CA 94303 (415) 968 -2660 Ms. Laura Herrera Corporate Member (6/92) Realtor Referral Realty 452 E. El Camino Real Sunnyvale, CA 94087 (408) 733 -2200 Ms. Lyne Thomas Corporate Member (6/93) Housing Administration Specialist Housing Authority of SCC 390 E'Lan Village Lane #117 San Jose, CA 95110 (408) 993 -2993 Ms. Marion Tibbits Corporate Member (6/93) Finance Community Volunteer 1591 Tartarian Way San Jose, CA 95129 (408) 253 -4558 Mr. Timothy Kramer Treasurer (6/93) Credit Union President AEA Credit Union 505 North Mathilda Avenue Sunnyvale, CA 94086 (408) 720 -0374 Mr. William Kitchin Vice President (6/93) Executive Vice President Tri- County Apartment Association 792 Meridian Way, Suite A San Jose, CA 95126 (408) 297 -0483 Emergency Housing Consortium, 2 Mr. Saul Villanueva Corporate Member (6/93) Vice President Engineering A A Mechanical Contractors 677 Terry Town Court San Jose CA 95136 578 -1440 Ms. Virginia Wyand Corporate Member (6/92) Social Functions Organizer Community Volunteer 60 Marvin Avenue Los Altos, CA 94022 (415) 949 -2551 APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAME Nancy R. Wiener 1992/1993 PROPOSAL COVER PAGE ADDRESS The New Children's Shelter Project 70 West Bedding Street, llth Floor San Jose, CA 95110 NAME/TITLE OF PROPONENT Project Director SIGNATURE TELEPHONE NUMBER PROJECT NAME (408) 299 -4366 New Children's Shelter DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $20,000 CURRENT SOURCES OF REVENUE SOURCE Private Sector (see attached donor list) AMOUNT $5,000,000 State of California Youth Facilities. Bond Act $1,000,000 Santa Clara County $3,000,000 City of San Jose (20% Housing) 500,000 City of Siinnyvala j(;.P_) 14n ,non Mountain View (C.D.B.G.) 50,000 Santa Clara (C.D.B.G.) addtl app pending 60,000 PROJECT ABSTRACT (Limit statement to space provided) The New Children's Shelter is a public- private partnership to build a new $12 million facility for the abused and neglected children of the County. Components include 6 residential cottages (132 beds), a Recreation Center, School, Child Services Center. Funds are sought from County, State, Cities and the private sector. PROPOSAL FOR COMMUNITY DEVELOPMENT BLOCK GRANT CITY OF SARATOGA SUBJECT: REQUEST FOR $20,000 3. Narrative THE NEW S SHELTER FUND A. The New Children's Shelter Fund, a 501(c)(3) was formed to raise funds and construct a New Children's Shelter for Santa Clara County. It is run by an 11- member Board of Trustees. The goal is to raise $12 million, 50% private and 50% public funds. The County -owned site will be leased to NCSF during construction. Once completed, the project will be deeded back to Santa Clara County for the County Social Services Agency to run the program. The Santa Clara County Children's Shelter provides protection and receiving, assessment, medical and mental health services, education, recreation, and short -term residential care for every abused and neglected child in the county taken into protective custody nearly 3,000 in 1991. The Children's Shelter program is run by the Social Services Agency for County government. As there are limited capital funds in the County for such a project, the Board of Trustees of the New Children's Shelter Fund was formed to raise funds and lead in construction. A partnership agreement, approved November 1990 by the County Board of Supervisors, describes the terms of the partnership. SEE ORGANIZATIONAL CHART AND DECISION CHART. GEOGRAPHICAL LOCATION: The New Children's Shelter will be located at 4455 Union Avenue, San Jose, California 95124, and will serve the entire County (site purchased by the County in April 1989). B. SERVICE PERFORMANCE: The current Santa Clara County Children's Shelter has operated continuously since 1962. Prior to that time Santa Clara County provided shelter care for children at other facilities. The County receives about 25,000 reports of child abuse and provides out -of -home care services to approximately 3,000 children in Santa Clara County. Approximately 1% or 30 children were from Saratoga. 111 West St. John Street, Suite 225, San Jose, California 95113 -1104 Telephone: (408) 287 -9566 Fax: (408) 287 -9571 Proposal for CDBG City of Saratoga Page 2 The New Children's Shelter Fund formed in September 1987 501(c)(3). Since that time, $5 million in gifts and pledges from the private sector has been raised and $4.75 million has been raised from government. C. PROJECT PURPOSE AND OBJECTIVES: The purpose of this project is to build a $12 million facility for the abused and neglected children of the County. Objectives include increasing the residential capacity to 132 kids and to build a non institutional, homelike facility serving children. The facility is planned to meet current and future need. CDBG funds will be used for architectural design services. Benefits include an increased capacity to allow for population growth, a more private, non institutional environment with homelike cottages (single and double bedrooms). School and recreation capacity will be greatly enhanced. In addition, the child services center will provide services to reunify and ameliorate the problem of child abuse. D. COMMUNITY NEED: Last year nearly 25,000 reports of suspected child abuse were reported in Santa Clara County. Services were provided to 3,000 children. Of those, approximately 1% or 30 children were from the city of Saratoga. According to the Center for Urban Analysis, Santa Clara County, Saratoga's children represent 1.6% of the total County child population. Consistent with these numbers, we are seeking 1% of the $2,000,000 goal for City participation in the project $20,000. E. BENEFICIARIES: All abused and neglected children in the County will be served. According to ABAG and the Center for Urban Analysis, the County's estimated child population was 395,950 in 1990. Of those, 6,685 were from Saratoga. It is estimated that at least 1% of the population at the Shelter will be Saratoga residents. The number of children from Saratoga at the new shelter is estimated at 60 per year. The Shelter currently serves an estimated 85% of very low income families. At least 60% of admissions are children who come from families on AFDC, well below the very low income level. An additional 25% are AFDC eligible. One hundred percent receive AFDC on admission. Proposal for CDBG City of Saratoga Page 3 F. PROJECT MANAGEMENT: A Project Director was assigned in 1987 to manage the public private partnership project. A PERT chart is utilized for a long -term strategic plan and to manage the partnership project. Capital Project A Capital Project Manager will manage design, construction and cost control. Cost estimates and construction cost controls will be employed. Audits of the New Children's Shelter Fund are conducted annually by KPMG Peat Marwick. An accountant reviews the fund's account monthly. Funds are maintained in a separately held account in the County Treasury by the Board of Trustees. A Trustee Construction Committee will review construction reports during construction. The president and treasurer serve on this committee. G. FINANCIAL INFORMATION: The project is a 50 -50 partnership with a goal of $12 million. Of the 50% public share, a total of $2 million is being sought from cities in the County. $20,000 is being requested from Saratoga, or .16% of the construction project. (As Saratoga has 1.6% of the County child population and 1% of the Children's Shelter population, the request is 1% of the $2,000,000 goal set for cities.) ORGANIZATION NAME: PROGRAM: PROGRAM BUDGET NEW CHILDREN'S SHELTER FUND, INC. New Children's Shelter (Capital) LINE ITEM 1992/1993 BUDGET SALARIES Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other Depreciation OTHER EXPENSES Accounting Services Contract Sery icos Insurance Other Design (construction) 108,900 (included) 7,900 3,500 1,200 873 8,308 2,300 (included, in tent) 5, 2,500 2,532 10,480 2,600 Conference Meetings, Donor Events, 32,500 Groundbreaking Miscellaneous 5,895,892 $6,084,485 CAMPAIGN EXPENSES NEW CHILDREN'S SHELTER FUND BUDGET 1992 Professional Fees -0 Support Staff Fees 72,600 Temporary Services 36,300 Supplies 8,308 Reproduction 873 Travel, Mileage, Parking 2,300 (includes consultant reimbursement) Equipment Repair and Rental 5,000 Telephone 3,500 Depreciation 2,532 Accounting Fees 10,480 Postage 1,200 Premises 7,900 Conference, Meetings, Donor Events 32,500 Insurance 2,600 Dues, Subscriptions, Donor Reference 2,500 Taxes and Other -0- Total Fundraising Private Contributions Public Grants Capital Reserves (1992) Interest Total 188,593 DESIGN AND CONSTRUCTION (6 months construction) Professionals (2/3 total fees) 808,884 Fees and Permits 1.91,634 Site Development (1/2) 1,070,407 Buildings (1/2) 3,194,869 Construction Management 53,571 General Requirements 426,527 Insurance 150,000 5.895,892 1992 REVENUE 1,500,000 3,460,000 4,953,378 707,339 10,620,717 Fundraising 181,115 Total Capital Cost 5,895,892 Total 6,077,007 Capital Construction Reserve 4,543,710 Notes: Construction budget is conceptual and based on 6 months of construction THE NEW /CHILDRENS SHELTER FUND CHILDREN'S SHELTER CONCEPTUAL CONSTRUCTION BUDGET (as of 12/19/91) Demolition /Asbestos Removal 220,000.00 Professionals 1,214,540.00 Fees and Permits 191,634.00 Site Development Landscaping 2,140,815.00 Buildings 6,389,738.00 Construction Management 125,000.00 General Requirements (5% of Construction Costs) 426,527.00 Insurance 125,000.00 Subtotal 10% Construction Contingency General Contingency $10,833,254.00 853,055.00 313,691.00 Grand Total $12,000,000.00 Includes 4% Escalation Factor Assumes Construction Project Manager Salary and Benefits (14 months) Estimate from Alexander /Alexander: Gen. Liability $50,000 Prof. Liability $75,000 I I 1 West St. John Strel.l. Suite 225, San Jose, lifornia 951131104 Telephone: (408) 287-9566 F:ix: (408) 2879571 Application for CDBG funding NEW CHILDRENS SHELTER PROJECT (NCSF) -A Public Private Partnership- NCSF Board of Trustees 1 1 Fund Raising Capital Construction NCS Project Director Capital Project Manager T i I 1 NCS Project Director Campaign Campaign Consuttants(2) Director(1) Architect $6 Million Private Sector Construction $6 Million Public Sector NEW CHILDRENS SHELTER Supervisor Dianne McKenna 1 1 1 Director of County Capital Social Services Strategic Planning Project Point Agency Director Person 1 NCS Project Director Public Sector Fundraising Private Sector Fundraising Project Oversight Return to County Santa Clara County Board of Supervisors County Executive Director of Family and Childrens Services Program Manager Director of Childrens Shelter Program Children Childrens Shelter Child Care Administrative Professional Assn. Citizen's Counselors Staff Staff Review Phillip R. Boyce, President Pacific Western Bank San Jose, California Lee Brandenburg, Senior Partner Brandenburg, Staedler Moore San Jose, California Deborah Coleman, Vice Pres. /IS &T Apple Computer, Inc. Cupertino, California Ray Collishaw, President Collishaw Development Santa Clara, California Jack Faris, President Mission Homes Los Gatos, California THE NEW HILDRENS SHELTER FUND New Children's Shelter Fund Board of Trustees These dedicated, civic and corporate leaders have long been recognized for their commitment to children and children's issues in Santa Clara County. In the early stages of the New Children's Shelter Fund, the Board of Trustees accepted responsibility for seeing this endeavor through to its successful completion with their generous gifts of time, talent and resources. The efforts of the Trustees are being assisted by civic and corporate leaders from throughout Santa Clara County. For further information, please call our Campaign Director, Mary Gallagher, at (408) 287 -9566. President, Board of Trustees Regis McKenna, Chairman Regis McKenna, Inc. Palo Alto, California Frank Fiscalini Civic Leader San Jose, California Susan Hammer Mayor of San Jose San Jose, California Neeru Khosla Civic Leader Portola Valley, California Dianne McKenna Chair /Board of Supervisors County of Santa Clara San Jose, California Dick J. Randall, President The William Lyon Company San Jose, California 111 West St. John Street, Suite 225, San Jose, California 95113 -1104 Telephone: (408) 287 -9566 Fax: (408) 287 -9571 APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program 1992/1993 NAME Bill Wilson Center CURRENT SOURCES OF REVENUE PROPOSAL COVER PAGE ADDRESS 1000 Market Street, Santa Clara, CA 95050 NAME /TITLE Sparky Har an, Executive Director SIGNATURE Ni _I I TELEPHONE NUM ER PROJECT NAME New Construction of Homeless Youth Shelter (408) 984 -5955 DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $30,000 SOURCE AMOUNT City of Santa Clara /Redev. City of San Jose /CDBG City of Sunnyvale /CDBG Kresge Foundation SH Cowell Foundation Koret Foundation 91 92 Silicon Valley Charity Ball Private donations ($211,250 proposed) County of Santa Clara /CDBG (proposed) City of Milpitas /CDBG (proposed) PROJECT ABSTRACT (Limit statement to space provided) Bill Wilson Center is requesting funds to help build a new 20 -bed shelter for homeless youth that will serve Saratoga teenagers (ages 12 -17). The current six -bed 30 -day shelter has been at capacity for five years and is unable to serve over 100 youth each year. The new shelter will expand existing services by providing additional beds for longer -term shelter, and will assist homeless youth unable to return home to make the transition to independent living and permanent housing. The new shelter will provide comprehensive services on -site including: educational and employment services, counseling (including family reunification, when possible), a medical examination room, food and clothing, assistance with permanent housing (including financial assistance), legal services, and recreation. Five percent of the youth served will be Saratoga residents. 1 $900,000 $200,000 48,500 $200,000 50,000 50,000 80,000 $361,250 $200,000 30,000 OVERVIEW OF THE PROJECT BILL WILSON CENTER NEW CONSTRUCTION OF HOMELESS YOUTH SHELTER The current six -bed Bill Wilson House has been near capacity for each of the past five years resulting in over 500 youth not receiving shelter when requested. The 30 -day shelter provides housing and counseling to over 120 homeless youth (ages 12 through 17) each year. Bill Wilson Center is the only homeless youth shelter in Central Santa Clara County. Five percent of the clients served are from the City of Saratoga. To respond to the growing problem of runaway and homeless youth, Bill Wilson Center is proposing to build a 20 -bed shelter that will provide both crisis (up to 30 days) and intermediate -term (up to 90 days) housing for youth. Bill Wilson Center began the capital campaign for the new youth (ages 11 -18) shelter in 1988. The planned shelter will have 20 beds and will be located on The Alameda near the University of Santa Clara. The site is centrally located and is near public transportation. The estimated cost of the construction of the shelter is $2,149,750. BACKGROUND ON THE AGENCY The Bill Wilson Center, a nonprofit, community -based agency has been providing counseling and support services to youth and families in Santa Clara County since 1973. The Center has served over 20,000 clients through its six programs: Family and Individual Counseling Center, School and Street Outreach Program, Runaway and Homeless Youth Shelter Services, Transitional Housing for Homeless Youth, Independent Living Skills Project, and Drug Prevention, Intervention and AIDS Education Program. In 1977, responding to a community need for housing runaways and troubled youth in Central Santa Clara County, the Bill Wilson House opened with six beds. The family reunification part of the program gives youth a respite from volatile family situations by providing a short -term separation (for up to 30 days) while working on improving family communications through intensive counseling. For youth who cannot return home, the program helps them find alternative living arrangements. To reach youth who are reluctant to seek help, counselors from the homeless outreach program visit areas in Santa Clara County where youth congregate. The objective is to provide youth with alternatives to homelessness to prevent them from becoming involved in criminal activities or ending up as victims of street life. Bill Wilson House is the only shelter in Central Santa Clara County for homeless youth who are not dependents of the court. PROBLEM /NEED STATEMENT Santa Clara County, with a population of 1.4 million, has a major problem with runaway and homeless youth. In April 1990, the Homeless Youth Task Force reported that there were between 500 and 1,000 2 homeless youth in Santa Clara County. The report cited the lack of sufficient emergency beds as a major problem in the County. Furthermore, no longer -term shelter was available for homeless youth needing to make the transition to independent living. Currently, homeless youth who cannot return home have only 30 days of housing before they must find alternative arrangements. Thirty days is often too short a period for youth to make the transition to independent living. Thus, many homeless youth fail to successfully move from temporary shelter to stable living situations. PROJECT GOALS AND OBJECTIVES The goal for the project is family reunification, or when not possible, assistance with independent living. To meet the goal, a new comprehensive shelter system will be created that includes: 1) ten crisis beds for youth needing a short -term separation from their families while they work on problems; and 2) ten intermediate -term beds for youth needing more time for addressing family problems or developing an independent living plan. The new shelter and counseling facilities will increase the number of youth and family members served each year from 320 to 800. The number of youth receiving shelter each year will increase from 126 to 300. The number of Saratoga youth served each year will increase from 6 to 15. Five percent of the youth served by the shelter are residents of Saratoga. Because the youth served in the shelter are homeless, they are all very low income. Crisis Shelter While in crisis shelter, youth receive daily individual and group counseling. In addition, runaway youth receive family counseling twice weekly. Youth work on such issues as improving family communications, changing destructive behavior (such as drug use), and developing healthy peer relations. Group counseling also addresses issues of sexuality, drug use, and AIDS education. The new shelter program will also offer medical examinations for youth entering the program. Operating costs are secured for the ten -bed crisis component. Over 50% of the youth served will be reunited with their families. The other youth will be placed in the intermediate -term program. Intermediate -term Housing Youth unable to return home after 30 days will move to the intermediate -term program. This phase is for youth who need longer term housing to work out family problems or who need to begin developing an independent living plan. Youth will receive individual, group, and family counseling, in addition to independent living skills training. Youth working toward independence will develop a plan that will include employment training, education, and help with finding employment and locating permanent housing. Youth not in school will be enrolled in an individual education program. Youth and families 3 will be provided aftercare counseling for support. Funding has been secured for the operating costs of the ten -bed program. Ninety percent of the youth served will be placed in the transitional living program or in an alternative, stable living situation. EVALUATION Evaluation of services is an ongoing process at the Bill Wilson Center. Six months after a runaway youth leaves the shelter and is reunited with the family, a parent completes a phone questionnaire that evaluates the services of the Bill Wilson House. In addition, a pre and post test is administered to determine changes in behavior, i.e., decreased runaway episodes and increased family activities/ communication. Past evaluations have shown that youth run away less often, improve school attendance, and spend more time with their parents six months after leaving the program. Homeless youth who are surveyed show a decrease in contacts with law enforcement, decreased drug use, and a stable living situation. PROJECT MANAGEMENT The Executive Director of the Bill Wilson Center will act as project manager of the project. Oversight of the project will be done by the Facility Committee of the Board and a. Construction Sub Committee. The Construction Committee is comprised of volunteers in the community that have experience with development, construction, and legal aspects of development. The Sub Committee is chaired by David Sloan, board member and real estate developer. He is donating his time as developer for the project. The Controller will manage the accounting and funding source billing for the project. A part -time bookkeeper will be hired to assist with bookkeeping activities. The Finance Committee of the Board has oversight of the financial aspects of the project. The Architect, Dick Fish of LRS Associates will oversee the construction of the project (with assistance from the Construction Sub Committee). A Consultant may be hired during the project if additional help is needed to assist with the day -to -day project management of the construction project. The project manager, Sparky Harlan, has been executive director of the Bill Wilson Center for nine years. She was previously executive director of Youth Advocates in San Francisco. Ms. Harlan also reviews funding proposals for the Federal Department of Health and Human Services. She has worked in youth and family services for over 20 years and has a Master's degree in Nonprofit Administration from the University of San Francisco. 4 QUARTERLY GOALS FOR THE CONSTRUCTION PROJECT Activity for Period: July 1, 1992 September 30, 1992 1) Demolition of Current Structures; 2) Grading and preparation of site; 3) Underground Construction; 4) Construction of Basement and foundation. Activity for Period: October 1, 1992 December 31, 1992 1) Frame Building and roof; 2) Electrical and Plumbing Work; 3) Off -site Work. Activity for Period: January 1, 1993 March 31, 1993 1) Install elevator, air conditioning /heating system; 2) sheet rock and finish interior; 3) finish exterior; 4) Install major equipment. Activity for Period: March 1, 1993 June 30, 1993 1) Finishing work on interior and exterior; 2) Paint interior and exterior; 3) Install all equipment; 4) Landscaping and complete parking lot; 5) Install flooring, carpeting, and window coverings. FINANCIAL INFORMATION The total cost of the project is approximately $2,149,750. Bill Wilson Center has identified additional resources for the ongoing operational costs for the new facility. Five percent of the clients served by the existing shelter are residents of Saratoga. Thus, the estimated cost for the new shelter for serving Saratoga is $107,488. This does not include cost for purchasing the property which totalled $760,000. Bill Wilson Center is requesting $30,000 from the City of Saratoga. The overall capital fundraising plan for the new runaway and homeless youth shelter requires a diversified fundraising program. The following funding has been secured for the project: City of Santa Clara /Redev. ($900,000), City of San Jose /CDBG ($200,000), City of Sunnyvale /CDBG 48,500), Kresge Foundation ($200,000), SH Cowell Foundation 50,000), Koret Foundation ($50,000),91 92 Silicon Valley Charity Ball 80,000), and private donations ($150,000). The following funding has been applied for: City of Milpitas /CDBG ($30,000), City of Saratoga /CDBG ($30,000), Santa Clara Co. /CDBG ($200,000), Private Donations ($211,250) (Past funding for acquisition of property included: State of California, Cities of Santa Clara and San Jose, Packard Foundation, Knight Foundation, Valley Foundation, Morris Stulsaft Foundation, and individual donations) 5 CONSTRUCTION Site work 152,200 Structures $1,430,300 Off -site improvements 15,000 BUILDER PROFIT Contractor Overhead and Profit BILL WILSON CENTER CONSTRUCTION BUDGET 175,000 ARCHITECTURAL Design 50,000 Survey and engineering 15,000 Supervision 8,000 PERMANENT FINANCING CONSTRUCTION INTEREST AND FEES DEVELOPER COSTS OTHER Consultant Fees Local Permit Fees Other Equipment /elevator Other Blueprints /copying Other Testing /inspection TOTAL CONTINGENCY TOTAL PROJECT COST TOTAL $1,597,500 TOTAL 175,000 TOTAL 73,000 TOTAL NA TOTAL NA TOTAL NA NA 5,000 77,000 15,000 15,000 TOTAL 112,000 TOTAL 192,250 TOTAL $2,149,750 ORGANIZATION NAME: BILL WILSON CENTER PROGRAM: New Construction of Homeless Youth Shelter LINE ITEM 1992/1993 BUDGET SALARIES Personnel 901,187 Benefits 144,955 OFFICE EXPENSE Rent 63,966 Telephone 16,235 Postage 5,486 Printing 10,290 Supplies 9,240 Travel 11,298 Utilities 4,725 Equipment 15,362 Dues and Subscriptions 2,535 Other 71,031 OTHER EXPENSES Accounting Services 8,048 Contract Services 42,336 Insurance 11,970 Conference 12,590 Miscellaneous 49,648 Subtotal $1,380,902 Other Construction $2,149,750 Total $3,530,652 See Attached Budget PROGRAM BUDGET 7 George Bergna, President 14658 Fieldstone Drive Saratoga, CA 95070 867 -0730 (h) Elaine White, Vice -Pres. 162 Clover Way Los Gatos, CA 95030 299- 3273 (w) 356 -5620 (h) FAX: 298 -8460 (w) Judy Reynolds, Sec't. /Treas. 500 W. Middlefield Rd. #58 Mountain View, CA 94043 534 -2379 (w) 415/968 -5009 (h) (Coopers Lybrand) Wendy Baines P 0 Box 61784 Sunnyvale, CA 94088 -1784 734 -6374 (w) 996 -2175 (h) (Loral Space Range Systems) Don Callejon 838 Hilmar Street Santa Clara, CA 95050 241 -6557 Lee Cliff 531 St. Claire Drive Palo Alto, CA 94306 (415) 494 -2826 Mary Emery 2071 Lynwood Terrace San Jose, CA 95128 554 -4010 (w) 243 -6675 (h) (Univ. of Santa Clara) James Gordon 2499 Boren Drive San Jose, CA 95121 735 -2955 (w) 295 -2403 (h) FAX: 294 -4349 (w) Gary Hong Edgewater Lodge P.O. Box 2841 Santa Clara, CA 95055 241 -3010 (w) BILL WILSON CENTER BOARD OF DIRECTORS David Sloan 464 Muriel Court Santa Clara, CA 95051 248 -6991 (w) 247 -1871 (h) Alex Wilson 551 Hilmar St. Santa Clara, CA 95050 244 -3192 (w) 246 -9435 (h) (Wilson's Bakery) Revised January 6. 1992 Nick Livak 981 Fremont Street Santa Clara, CA 95050 984 -8555 (w) FAX: 249 -1397 (w) Patricia Mahan 1845 The Alameda San Jose, CA 95126 287 -1055 (w) Richard Ruvalcaba Kidder, Peabody Co. 50 W. San Fernando St. #820 San Jose, CA 95113 282 -8441 (w) 298 -9354 (h) Family Individual Counseling Center Program Organizational Chart School Outreach The Bill Wilson Center Drug Prevention AIDS Education Crisis Shelter Services Z I Runaway Homeless Youth Services Ind. Living Collaboration Project Street Outreach Transitional Housing Project Transitional Living Skills Project APPLICANT ORGANIZATION NAME HAKONE GARDEN FOUNDATION ADDRESS P.O. Box 2324 Saratoga, Ca. 95071 21000 Big Basin Way Saratoga, Ca. 95070 NAME /TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME Memberships City of Saratoga Community Development Block Grant Program/ Human Services Grant Program Rentals and Fees 1992/1993 PROPOSAL COVER PAGE (408) 867 -7653 Disabled Access to Cultural Exchange Center and Garden DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA CURRENT SOURCES OF REVENUE SOURCE Donations AMOUNT 50K -100K 20K r( .raen corms $75,000.00 40K (this is all committed to pay City PROJECT ABSTRACT (Limit statement to space provided) FOR PLANNING AND INSTALLATION OF: Stair lift access for disabled persons, including wheelchair access: Will include engineering fees fees as req'd; construction of wood stairs under and adjacent to unit (as req'd by manufacturer); installation of electrical source; path and access to base of unit and decking for exit of unit at top. Title of Activities Month• Ending 7/31 8/31 9/30 10/31 11/31 12/31 1/31 2/28 3/31 4/30 5/31 6/30 Site preparation Path /walk access to base of stair lift Electrical installation Construction of wood stairs and decking Installation o stair lift PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE List in detail the major activities to be undertaken to implement the project and the •chedulsd time they will begin •nd•be completed. Once approved, projects will be closely monitored during implementation according to this time schedules PROJECT: ORGANIZATION: Disabled Access to Cultural Exchange Center and Garden Hakone Gardens Hakone.Garden Foundation Schedule Prepared by: Hakone Foundation *Schedule is dependent upon when funds are of variance for stair lift w /Cal -OSHA. Program Year 1992 Data Prepared 1/16/92 received, and time frame for required receival APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program 1992/1993 PROPOSAL COVER PAGE NAME SECOND HARVEST FOODBANK OF SANTA CLARA AND SAN MATEO COUNTIES ADDRESS 297 Commercial Street San Jose, California 95112 NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME Colleen Lukoff Campaign Manager (408) 286 -9170 New Food Distribution Center DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $35,000 CURRENT SOURCES OF REVENUE SOURCE AMOUNT Corporations $761,050 Individuals 536,513 Foundations /Organizations 997,850 Government 691,312 (See attached for detail) PROJECT ABSTRACT (Limit statement to space provided) Second Harvest Food Bank is constructing a new 65,000 sq. ft. Food Distribtion Center in San Jose to replace the currently rented 23,000 sq. ft. facility. The Food Distribution Center will have specialized equipment and work areas to provide a more efficient operation and a significant increase in food supplies to the more than 91,000 hungry people who are served each month in Santa Calara and San Mateo Counties. CAPITAL CAMPAIGN CABINET Miter t> Mir -Ostrom Burlelgh Cook Syntex Corporate Information Systems Rob DiNapoll Vice President, Operations Sun Garden Packing Compaq Glenn George Joseph George DldrlbWOn E. Jackson Going, Jr. E. Jackson Going, Jr., Inc. 'miter Konecny V P. Silicon Graphics La Lester Lester Brothers Orchards Doug McLendon President, San Jose Symphony David Mitchel McCutcben, Doyle, Brown Enereen Steve Preminger AFL/CIO Community Services Bob Rhodes Brooke, Stednita Rhoda Dave Sridretto Government Community Relations IBM Rick Sawyer Central Labor Council Santa Clara San Benito Counties Steve Tedesco President San Jon Chamber of Commerce Lynda Trelut V.P. AdvertLing Nob Hill Foods Simone Wilson Solutions by Wilson Executive Director Mary Ellen Helsing DIVISIONS Agri- business Division George Chide G C Packing M De Francesco Westride Transport, Inc. Rob DINapoll Sun Garden Packing Co. Andy Kerr Bank of America Ron McNeil Custom Food Machinery Mark Permed Cal Growers, Inc. Brad Stapleton Stapleton Spence Puebng Drew Starblyd Santa Clara University Lynda Trelut Nob HSI Foods Bob Wagner Blooms Valley Foods Business Professional Division Art Beddeson Merrl Lynch Lawrence Glickman Stickman Turkus Dan Breeding Toes4koetter Breeding Gary Burke SCC Manufacturing Group Steve Caplan KBM Stan Chlnehen John Cochran GB (retired) Glenn George Joseph George Distrlbubrs Pled Nekon California Business Bank Bob Rhodes Brooks, Stednits Rhodes Manhdl Smith Marshal Mortgage Corp. Sdence Technology Division Brame Bolger Pits, Inc. Burlelgh Cook Syntex Nancy Cosmboon Varian Aaoclates Carlene Mile Intel Michael Haekwortb Cirrus Logic Dam Henderson Samaritan Medical Ginter Jemlfer Kemeny SBlan Graphics Dam Sandretlo IBM Fred Silverman -Apple Computer Dick Wackier Los Gatos Software January 16, 1992 OF SANTA CIARA AND SAN MATEO COUNTIES 1 Human Services Grants Program City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 950070 Dear Sirs and Mesdames: RE: Proposal to City of Saratoga CDBG FY 92 -93 The Board of Directors of Second Harvest Food Bank is grateful for the $25,000 of CDBG funds provided last year from the City of Saratoga for use in our new Food Distribution Center. We also appreciate the support of the Council and Staff in working jointly with the City of San Jose to ensure that the funds were spent on HUD appropriate items within the facility. The Board respectfully requests $35,000 from the City of Saratoga toward the purchase of pallet racks to hold the food in the new facility. Suzanne Richards of the City of Palo Alto has consulted with HUD officials to clarify the use of funds, and they consider pallet racks eligible. Total funds needed for racks in the warehouse exceed $133,000, and several cities are being approached to share the cost in this item. If we are successful in receiving funding, early inquiries indicate that another joint monitoring process will occur, thus minimizing workload for Saratoga City staff in this matter. The pallet racks are akin to large bookshelves which allow for efficient use of building height. (See enclosed brochure for a photo of pallet racks in use.) Without the pallet racks, we will not be able to take advantage of the height of our facility, thus severely reducing the efficiencies possible with them. The enclosed Ground Floor Plan clearly shows the racks planned for the facility. 297 Commercial Street, San Jose, CA 95112 (408) 286 -9170 Fax (408) 293 -7930 Branch: 2110 Palm Avenue, San Matect CA 94403 (415) 578 -0796 Fax (415) 578 -0237 BOARD OF DIRECTORS Z. Jackson Going, Jr. PrWdmt Jackson Going, Inc. Jennifer Kanecay Via ?reddest V.P. Silicon Graphics Carol Dike Secretary McCukben, Doyle, Brown Enema Michael Rebbolt Treasurer Grant Thornton Mrs J. Reid Anderson Arthur Seddeeon Merrill Lynch Brenna Bolger PR:, Inc. Reverend John Bouquet Minister, Retired Arielle Brenneck Family Resource Center William IL Qlker Cllker Orchards Nancy Clarke Strategic Mapping, Inc. Nancy Cosmb000 Varian Aesoclates Robert Malian Sun Garden Packing Co. Victor IL Lee, A.Lt. Archlte d Larry Miller Capitol Development Co. Bob Rhodes Brooks, Stednitx Rhodes Da ve Sa ndretto IBM S. Andrew Slarblyd Santa Clara University Estella Wed U.C. Cooperative Extendoo Richard Wlockler Los Gabs Software Barbara 7ahner Sacred Heart Community Service FOUNDERS Apple Computer Mrs. J. Reid Anderson William H. and Lee Calker Cypress Semiconductor The David and Lucile Packard Foundation IBM The Knight Foundation Lockheed The S. H. Cowell Foundation City of San Jose Santa Clara County Board of Supervisors Silicon Valley Charity Ball Sun Garden Packing Company The Valley Foundation Varian Associates, Inc. A. Description of Applicant Agency: Second Harvest Food Bank of Santa Clara and San Mateo Counties is a non profit organization based in San Jose with a branch operation in San Mateo, serving the two county area. Although the method of operation has had steady growth and evolution in the past 16 years, the principal goal has remained unchanged: to cost effectively feed the hungry with dignity. Food is provided to more than 91,000 low- income residents each month through several programs and at more than 350 locations. Primarily the Food Bank provides food to the hungry via nearly 300 charitable agencies who use it as an important food source. These include shelters, soup kitchens, and emergency food box programs who primarily serve families with young children. In addition, the Food Bank operates Brown Bag which provides weekly groceries to nearly 11,000 low income seniors each week at 56 community locations, and for which the City of Saratoga provides a portion of operating funds Second Harvest Food Bank employs 42 paid staff, and more than 2,000 volunteers each month assist in getting the job done. The 21 member Board of Directors is comprised of community leaders with a wide range of skills and areas of expertise to set and review policy and maintain fiscal controls. Ten committees made up of volunteers and staff work on a variety of tasks to ensure that programs provide the best possible service to P the community. Saratoga CDBG Proposal January 16, 1992 Page 2 B. Past Performance: For sixteen years, the Food Bank and its supporters have worked to feed the hungry and prevent food waste in the community. It has grown from a small store -front operation providing 50,000 pounds of food per month to a few thousand people through four -dozen food serving agencies like Martha's Kitchen and the Lord's Table, into a complex service organization distributing 50,000 pounds of food per day to 91,000 people per month at more than 350 sites. In 1991, Second Harvest Food Bank provided more than 13.5 million pounds of food to the hungry in our community. The Food Bank is a leader in the national network of 250 food banks. The Brown Bag program serving the elderly, now copied all over the country, was started by our local Food Bank, and 11,000 served each week is the largest in the nation, with more than twice as many members as the next largest. We are the first Food Bank to have a full -time nutritionist on staff who provides nutrition advice and food handling safety information to charities and clients. Our food hotline, "Food Connection," is the first operated by a food bank and the only one focused on local private food providers. The Food Bank is a pacesetter in the collection of locally- donated food, acquiring half of the total supply from efforts made by staff and volunteers. Local donations are primarily perishables such as produce, breads, deli food, and prepared foods from restaurants and caterers; non perishables include canned goods from food drives. Thirty percent of the food comes from the national solicitation Saratoga CDBG Proposal January 16, 1992 Page 3 efforts of Second Harvest, with major corporations such as General Foods and Nabisco. This past year we also received institutional -size food containers returned from the Gulf War which have been very beneficial to the shelters this winter. The remaining twenty percent of food is U.S. Dept. of Agriculture (USDA) surplus commodities from The Emergency Food Assistance Program (TEFAP) including staple foods Such as flour. For the past seven years there has been a Brown Bag site at Fellowship Plaza in Saratoga to serve the low- income seniors in that community. Any others needing services are assisted by charities in the county which, together with the Food Bank, form the network of programs available. A complete listing of these groups is enclosed. The Food Bank is able to provide food services quickly and efficiently, enabling one dollar to provide $10 worth of food. This excellent return on investment is only possible because of the creative utilization of donated food, donated labor, and donated dollars. C. Project Purposes and Objectives: The Food Bank is constructing a 65,000 sq. ft. facility in San Jose to replace the currently- rented 23,000 sq. ft. plant. It will be ready for occupancy by June, 1992. The new building will be of tremendous importance to the Food Bank's ability to expand food service. Objectives are: 1. Provide a 15% annual increase in the amount of food to our community for at least five years, doubling the food provided to our residents in that time. 2. Provide improved quality and variety of food to local residents as measured by tracking of food types and review by nutritionist. 3. Increase cost:service ratio from $1 =$10 to $1 =$15 within five years. 4. Reduce the percentage of additional food charities need from non Food Bank sources (which are more costly). D. Community Need for Project: In Santa Clara County, one of the most prosperous valleys on earth, nearly 100,000 people living below the poverty line do not receive food stamps. The 1989 Santa Clara County Hunger Survey states that 85 percent of people needing emergency food are families with young children. In the past year the tightening economy has resulted in even more demand for food from the Food Bank. Charities receiving food are serving 40 percent more people than last year. The need for food by low income residents is expected to increase over the next decade with the tightening economy, high cost of housing, increased number of un -and under employed, and single parent families. (United Way, "A Community Challenged," 1989) Saratoga CDBG Proposal January 16, 1992 Page 4 The current 23,000 sq. ft. main plant in San Jose is our greatest limiting factor in meeting the food needs of our County residents. Although demand has increased dramatically over the past five years, food has not been able to keep up despite the dedicated efforts of staff and volunteers. (See attached chart) Without the new building, the gap will continue to increase. When the new facility is completed this summer, loading docks will allow for efficient loading and unloading of trucks, and adequate parking will enable charities to safely and quickly make their selections of food. Space and specialized equipment for processing and handling the currently -more- than 6 million pounds of food not shelf -ready will allow for more volunteers to work and get more food out quickly. Currently we have to hold back on our volunteer recruitment efforts because of space and safety issues, even though there is work and a need for food. E. Project Beneficiaries: All food from Second Harvest Food Bank is distributed to very low income residents of Santa Clara and San Mateo Counties (currently 91,000 people per month). Most of them are residents of cities other than Saratoga. However, the economy of the entire service area is affected by the various communities within it, and that which benefits the community as a whole contributes to an improved community for all citizens. F. Project Management: The new Food Distribution Center will be managed by the same process and personnel as the current facility. Evaluation will be made by reviewing the Monthly and Yearly Food Reports, compiled as part of-the standard operations program, to demonstrate increased distribution of food and service to the community. Additional Yearly reports as prepared by the Marketing Department will document quality and variety of food. A survey of charitable agencies will be made, as part of the on -going quality review process, to evaluate the changes and suggest additional ways to improve service. G. Financial Information: Funding sources for operating budget: Community Government Earned Income United Way 43% 27% 21% 9% Funding for the new Food Distribution Center comes from a wide range of sources, including foundations, corporations, individuals, organizations, and government. See attached for a listing of major donors. The $35,000 requested from the City of Saratoga for FY 92 -93 equals .6 percent of the total needed. If fully funded, this request, combined with that provided for FY 91 -92, equals one percent of the total needed. Iw11 f•••• 1 1 J 1 1 SAL AGE ii tR•v TRUCK YARD VaT ♦T•••••L f RECEIVING FREEZER ar.J 1 Pallet Rack storage highlighed in blue. REPACK RM REFRIGERATOR 11 i 1 r 11 1 1. 1' y •,44T6 ARE OFFIC Oar s• VOLUNTEER RM Wed" di., 1 1 I 1 DISTRIBUTION OFFICES MEETMO RM K MS Jae,• IV. I 1 1 L 1 L I•: LW" MAIN ENTRYI GROUND FLOOR PLAN NORNMA 297 Commercial Street San Jose, CA 95112 (408) 286 -9170 Fax (408) 293 -7930 BOARD OF DIRECTORS The Board represents our community and its in- volvment in the Food Bank. Serving as a rudder for the work and services the Food Bank provides, these individuals offer their talents as leaders, execu- tives and visionaries. (Please contact all Board members at the phone /address above.) Of SANTA awu AMP SAN MATT coin E Jackson Going, Jr. President Civil Engineer Consultant E. Jackson Going, Jr., Inc. Jennifer Konecny Vice President V.P., Human Resources Silicon Graphics Michael Rebholtz, Treasurer Manager /CPA Grant Thornton Carol Dillon, Secretary Attorney McCutchen, Doyle Brown Enersen Mrs. J. Reid Anderson Arthur Beddeson Stockbroker Merrill Lynch, Pierce, Fenner Smith Brenna Bolger President PRx, Inc. Reverend John Bouquet Minister, Retired Arielle Brenneck Case Manager Family Resource Center William H. Cilker Cilker Orchards Nancy Clarke Strategic Mapping, Inc. Nancy Cossaboon Director, Human Resources and Employee Development Varian Branch: 2110 Palm Avenue San Mateo, CA 94403 (415) 578-0796 Fax (415) 578-0237 Robert DiNapoli V.P. Operations Sun Garden Packing Co. Victor H. Lee, A.I.A. Architect Larry Miller General Partner Capital Development Co. Bob Rhodes Partner Brooks, Stednitz Rhodes Dave Sandretto Government and Community Relations IBM S. Andrew Starbird Assistant Professor Santa Clara University Estella West U. C. Cooperative Extension Richard Winkler Managing Partner Los Gatos Software Barbara Zahner Executive Director Sacred Heart Community Service SECOND HARVEST FOOD BANK FOOD DISTRIBUTION CENTER BUDGET JANUARY 14, 1992 Land Acquisition Appraisal Fees Engineering /Inspections Environmental Clearance Master /Prelim. Engin. Plans /Specs /Consultants Inspections /Insurance Construction Main Construction Landscaping and Fencing Parking (off- street) Public St. Improvements Utilities Pallet Racks /Freezer Pallet Racks /Warehouse Financing /Staffing Fundraising /PR /Admin. Loan TOTAL PROJECT COST PROJECT COST $2,400 $130,000 $32,400 $150,000 $380,000 $51,500 $3,232,170 $71,500 $114,000 $700,000 $128,170 $30,000 $133,200 $385,000 $150,000 $5,690,340 GOVERNMENT GRANTS FOR SPECIFIC ITEMS FY 91 -92 $71,000 $371,312 $249,000 $691,312 FY 92 -93 PENDING $71,500 $30,000 $133,200 $234,700 $25,000 $35,000 FROM CITY OF SARATOGA PUBLIC SERVICE PROPOSALS City of Saratoga Community Development Block Grant Program/ Human Services Grant Program SOURCE See attached budget 1992/1993 PROPOSAL COVER PAGE; APPLICANT ORGANIZATION NAME Second Harvest Food Bank of Santa Clara and San Mateo Counties ADDRESS 297 Commercial Street San Jose, CA 95112 NAME/TITLE OF PROPONENT Cynthia McCown, Program Manager SIGNATURE f (iti V� C TELEPHONE NUMBER (408) 286 -9170 PROJECT NAME Operation Brown Bag Saratoga DOLLAR ANT. OF FUNDS REQUESTED FROM CITY OF SARATOGA CURRENT SOURCES OF REVENUE AMOUNT $5,500 PROJECT ABSTRACT (Limit statement to space provided) Operation Brown Bag is a supplemental, self -help food program for low- income senior citizens in Santa Clara and San Mateo Counties. The program provides a weekly supplemental bag of food to approximately 10,000 seniors. In addition, the elderly can participate in nutrition, health, and consumer programs, volunteer opportunities and social enrichment. Individuals can contribute a voluntary donation of $10.00 per year. City of Saratoga Human Services Grant Program Fiscal Year 1992 -93 Submitted by: Second Harvest Food Bank of Santa Clara and San Mateo Counties A. Description of Applicant Agency 1. Second Harvest Food Bank of Santa Clara and San Mateo Counties is a nonprofit organization located in San Jose, California, with a branch office in San Mateo. 2. Second Harvest Food Bank provides food, information, and volunteer opportunities to the people of Santa Clara and San Mateo Counties. This past year, approximately 13 million pounds of donated food were mobilized that otherwise may have been wasted. Second Harvest Food Bank provides service indirectly to over 90,000 people each month by distributing large quantities of food to qualified nonprofit organizations who, in turn, distribute it to over 300 locations in Santa Clara and San Mateo Counties. Second Harvest Food Bank also provides monthly nutrition education classes to over 2,500 persons who receive food assistance. Second Harvest Food Bank relies on a volunteer work force of over 1,800 persons each month. Many are in need of food themselves and are offered a "thank you" bag of food for their services. Through Operation Brown Bag, Second Harvest Food Bank provides a weekly bag of food to 10,000 low income seniors in both counties. The seniors receive a program newsletter four times a year, and they may participate in nutrition, health, and consumer education projects/ activities held bi- monthly at the sites. B. Past Performance Second Harvest Food Bank has had a Brown Bag distribution site at Fellowship Plaza in Saratoga for the past six years. In 1991, over 40,000 pounds of food were distributed, benefitting approximately 90 low- income Saratoga residents through services at the site. C. Project Purpose and Objectives 1. The project is designed to help supplement the nutritional needs of and provide social enrichment to low- income seniors who are Saratoga residents. -1- City of Saratoga Human Services Grant Program Fiscal Year 1992 -93 Submitted by: Second Harvest Food Bank of Santa Clara and San Mateo Counties 2. The target population includes Saratoga residents who are 60 years of age or older (55 years of age if handicapped, which must be verified by a physician). Members earn less than $700 /person /month, or $950/2 persons /month. Objectives: a. Each week, Brown Bag members will receive 8 -10 food items to supplement their diets. b. Quarterly, members will receive a newsletter filled with recipes, nutrition information, and project news. c. Four times a year, members will have an opportunity to participate in nutrition and health activities. d. Brown Bag members who are volunteer workers are given weekly tasks and attend two social functions each year in recognition of their efforts. 3. Desired outcomes and benefits: a. Food that otherwise may have been wasted is distributed to the needy. The members' diets and economic positions will benefit. b. The newsletter will teach members new ways to prepare donated food. Members will also learn ways to maintain their health, and ways they can help, and be helped, by the program. c. Educational activities planned at the sites may improve the social, economic, and nutritional well- being of the members. Examples of topics covered are: blood pressure monitoring; emergency preparedness; and cooking hints for one and two people. d. Fourteen percent of the membership gain social contacts and are recognized for helping their peers through their volunteer work. 4. Second Harvest Food Bank operates in a most cost effective manner through the use of volunteers. Last year, for every dollar received, Second Harvest Food Bank returned ten dollars in donated food and volunteer -2- City of Saratoga Human Services Grant Program Fiscal Year 1992 -93 Submitted by: Second Harvest Food Bank of Santa Clara and San Mateo Counties services to the community. The basic approach for meeting the objectives of Operation Brown Bag is similar to and is coined in the motto, "Seniors Helping Seniors." Donated food is delivered in bulk to the sites, where seniors pack it into bags and distribute it to fellow seniors. Handicapped and shut -in members have their bags delivered to them by other seniors. Meals at neighborhood senior centers are an alternative means of nutritional supplementation and social contact for seniors. The local center offers one meal weekly for $1.25. In comparison, Brown Bag members receive 8 -10 items weekly for $10.00 /year. D. Community Need The program is designed to aid low- income seniors in meeting their nutritional and social needs. The high cost of living in Santa Clara County is reflected in the high limits for very low and low income persons; the limits are much higher than the federal poverty guidelines. Nearly 75 percent of single county elders have incomes at or below the county low- income standard. (Council on Aging of Santa Clara County, Inc.; May, 1989) According to a University of California, San Francisco study, one -fifth of men over age 55, and one fourth of 55 to 64 year old women who live alone have nutrition poor- diets. (Mercury News; May, 1988) As they are forced to choose between a warm place to live, decent health care, and food, seniors today have to skimp on the food they eat in order to satisfy the other necessities of life. Since senior citizens often spend 50 percent of their income for rent, little is left for nutritious, well balanced meals. (Nutrition for the Elderly, 1979) E. Project Beneficiaries Those who will benefit from the program will be seniors living on low, fixed incomes. City of Saratoga Human Services Grant Program Fiscal Year 1992 -93 Submitted by: Second Harvest Food Bank of Santa Clara and San Mateo Counties 1. Total population re- siding within the service area. 2. Total number of low and moderate income persons residing within the service area. 4. Total number of elderly persons within the service area. 5. Total number of handicapped persons within the service area. -4- Service Area Present City of Saratoga Membership 29,900* 6,600 4,015 675 65 (90 ind.) 65 (90 ind.) 3. Total percent of low to 22% 100% moderate income residents compared to the total number of residents re- siding within the service area. 65 (90 ind.) 6 (7 shut ins) 6. Data sources for questions #1 -5 above: Saratoga Planning Office, 1986. Saratoga Senior Center: Saratoga Social Needs Assessment; Community Forum, Public Hearing, Saratoga Council on Aging, Santa Clara County Transit Assist. Follow up data 3- 11 -82; Public hearings conducted by City of Saratoga, January, 1983, 1984, and October, 1985. Second Harvest Food Bank of Santa Clara and San Mateo Counties. F. Project Management 1. Second Harvest Food Bank distributes food, supplies, and information to the volunteers at each site. The volunteers are organized by the Site Chairperson. Second Harvest Food Bank's Brown Bag Site Coordinator periodi- cally visits the sites and monitors functions. The Program Manager oversees all phases of the entire program and reports to Second Harvest Food Bank's Executive Director. City of Saratoga Human Services Grant Program Fiscal Year 1992 -93 Submitted by: Second Harvest Food Bank of Santa Clara and San Mateo Counties In order to become a Brown Bag member, individuals submit an application form and a $10.00 annual fee. The applications are screened by the Brown Bag Site Coordinator. Membership is effective the following week. A sample application is attached. 2. Staff Program Manager Site Coordinator Delivery Drivers Community Nutritionist 3. Project tasks and time frames: a. Brown Bag distribution Weekly b. Newsletter publication /distribution Quarterly c. Nutrition, health and consumer Quarterly education classes d. Volunteer recognition functions Semi annually 4. The project's progress is monitored through a monthly Site Chairperson's meeting. The Program Manager, Brown Bag Site Coordinator, and Chairpersons from each site are involved in the meeting. The effectiveness of the project is monitored annually by the Client Compliance Survey, which is evaluated by the Site Coordinator and the Program Manager who, in turn, prepare a report for Second Harvest Food Bank's Executive Director (see attached). G. Financial Information Less than one percent of the agency's total budget is being requested from the City of Saratoga. The requested $5,500 will be applied toward salaries ($3,000) and insurance costs ($2,500) for the program. The agency's main financial support comes from United Way, foundations, corporations, county, cities, Department of Aging, federal government, individual contributions, and income generating projects. -5- Percent of time spent at Saratoga Site 1.5% 2.5% 1.5% 1.5% ORGANIZATION NAME: PROGRAM: PROGRAM BUDGET Second Harvest Food Bank of Santa Clara and San Mateo Counties Operation Brown Bag LINE ITEM 1992/1993 BUDGET SALARIES Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other OTHER EXPENSES Accounting S4rvice Contract Services Insurance Conference Miscellaneous Other 3,000 2,500 5,500 SECO30 HARVEST F000 BANK, INC. i2- .aa -i2 SANTA CLARA 4 SAN MATED COUNT,ES CURRENT BUDGET 6 MONTH RE' /IS4N FISCAL YEAR 1991 -92 SANTA CLARA COUNTY 3AN UATEO COUNTY 31- COUNTY 6 MONTHS F000 BROWN CODUuN I TY F000 F000 88O4N SECOII!0 REVISED BUDGET ASSISTANCE BAG N U T R I T I O N CONNECTION ASSISTANCE BAG HELPINGS 81 -32 REVENUES GOVERNMENT 1 COUNTY 5165,300 524,700 $42.595 $232,545 2 CITIES $60,680 314,150 516,100 00,680 3 DEPARTMENT OF AGING 518,500 $18.588 $37,108 4 USDA REIMBURSEMENT 571,500 $71,450 53,750 $20.655 121,650 $188,100 COMMUNITY 5 UNITED 'NAY 534.350 5104,827 $31,450 53 ,500 3174,727 5 CORPORATIONS /BUSINESS 512,000 $62,080 $4,000 52,000 $13.300 $8,000 I $44,000 $150,000 1 7 FOUNDATIONS /TRUSTS $2,000 510,000 58,100 $2, +100 36,800 312,100 $10,000 $50,500 8 INDIVIDUALS $76.800 5249,373 517,375 $42,245 556.500 137,200 563,408 1 2 ORGANIZATIONS 32,800 $14,000 55,300 52,000 310.000 514,000 $3,100 355,000 EARNED INCOME 10 AGENCY SERVICE FEES 3275,000 550,000 $7,500 5332,500 11 HRO>rU BAG MEMBERSHIP $52,500 511,207 $63,200 12 ECYCLED MATERIALS 55,000 5 S1, 5.70 13 NEWSPAPERS RECYCLED 320,000 320,550 14 BROWN BAG ACTIVITIES $7,000 31,500 $8,500 '5 SPECIAL EVENTS $14,000 314,500 5650 $650 35,570 $5,000 515.000 S54,300 16 INVESTMENT INCOME 530,000 36.500 $36,000 3653,550 3718,835 366,475 385,845 3222,845 5252.550 $142,100 32,195,500 EXPENSES 1 SALARIES AND NAGE5 5229,540 5321,302 339,353 548,048 393 $84.175 567.235 5955,200 2 FRINGE BENEFITS 562,000 S68,000 $8,800 $10,500 520,500 518.500 514.800 5250,500 3 PAYROLL TAXES $25,420 $27,880 53,280 54,100 58,250 57,380 58,740 $82,100 4 CONTRACT SERVICES 31,751 51,750 5140 5210 51.235 51,235 $560 57,100 5 SECOND HARVEST 3UES 56,300 $6.300 SO 50 31.200 51.200 SO 515,:00 PROFESSIONAL FEES $2 52,100 $165 $250 51. 51.555 5675 53,400 FUNDRAISING 310,120 530,265 35.160 54,300 53,460 512,500 3'2. :15 306,_55 8 ?U8LIC RELATIONS 57,615 522,831 53.651 53,172 36.985 39,523 33.5 21 $63. 5 2 SUPPLIES 37 $7,225 3575 $865 35,345 35,345 52.120 528.200 :0 TELEPHONE $4,275 $4,975 $555 $2,760 $2,025 52,025 $1,010 518.400 11 POSTAGE 52,375 $2,375 5120 5280 31,750 51,755 $775 $2,590 :2 GASOLINE $12,000 512,000 $0 $0 $1,330 $1.230 52,140 $30,000 '3 FREIGHT 318,450 518,450 SO $0 52,050 52,550 30 141,500 14 COLO STORAGE /REPACKAGING 515,750 $15,750 50 $0 51,750 $1,750 50 $35,000 15 RENTAL OF SPACE 529,000 $22,300 52,3.5 53,480 521,460 521.465 59.280 $116.000 16 UTILITIES 513,300 $13,300 $755 $150 54,560 54,560 5780 $38,000 17 ?EST MANAGEMENT $1,250 31,250 $100 5150 5925 5925 3400 35,500 18 GARBAGE DISPOSAL $6,000 56,380 SO $0 $1,150 $1,350 3300 $15,000 19 EQUIPMENT RENT /LEASE $2,500 52,000 50 50 5325 $325 $350 55,000 20 REPAIRS /EQUIPMENT 54,800 $4,800 SO $0 5780 $800 3820 $12,000 21 COMPUTER REPAIR $3,000 $3,000 $250 5250 $2 51,200 $300 $10,500 :2 REPAIRS /VEHICLE $16,850 $16,850 SO $0 $2.735 $2.735 52.:30 $42,100 :3 VEHICLE LiC. AND ;E6. $3,650 $3.650 35 50 5550 3550 3650 39.000 :4 PRI;ITiN6 AND ?U8L. $3,125 53,125 $257 $375 52.315 32.315 .3235 512,500 :5 EMPLOYEE TRAVEL 53,315 $3,:15 5675 5675 51,155 $1,485 51.080 313,500 26 CONFERENCE AND CONY. $2,660 $2,660 5200 $200 $1,020 $950 $811 58,500 27 DUES AND SUBSCRIPTION $465 $465 580 $80 3200 .$175 5135 $1,600 28 EMPLOYMENT DEVELOPMENT $1,365 $1,365 $235 $235 $615 $520 $365 $4,700 29 COMPREHENSIVE INSURANCE 522,050 $21,150 50 $0 32,100 52,100 52,100 $49,500 30 GENERAL LIABILITY $5,500 $5,500 $445 3665 $4,780 $4,080 $1,780 522,055 31 DEPRECIATION 558,400 $58,400 30 $0 513,140 $13,140 52,820 $146,000 TOTAL OPERATING EXPENSES: $653,550 5718,835 366,475 580,845 5222,345 5209,550 3142,300 $2,095,000 SECOND HARVEST FOOD 3ANK OF SANTA CLARA AND SAN U E0 COUNTIES PROJECTED BUDGET FISCAL YEAR 92 -93 BASED ON S% INCREASE REVENUES GOVERNMENT COUNTY CITIES DEPARTMENT OF AGING USDA REIMBURSEMENT COMMUNITY UNITED WAY CORPORATIONS /BUSINESS FOUNDATIONS/TRUSTS INDIVIDUALS ORGANIZATIONS EARNED INCOME AGENCY SERVICE FEES BROWN BAG MEMBERSHIP RECYCLED MATERIALS NEWSPAPERS RECYCLED BROWN BAG ACTIVITIES SPECIAL EVENTS INVESTMENT INCOME EXPENSES SALARIES AND WAGES FRINGE BENEFITS PAYROLL TAXES CONTRACT SERVICES SECOND HARVEST DUES PROFESSIONAL FEES FUNDRAISING PUBLIC RELATIONS SUPPLIES TELEPHONE POSTAGE GASOLINE FREIGHT COLD STORAGE /REPACKAGING $16,538 RENTAL OF SPACE $30,450 UTILITIES $13,965 PEST MANAGEMENT 81,313 GARBAGE DISPOSAL $6,300 EQUIPMENT RENT/LEASE $2,100 REPAIRS EQUIPMENT $5,040 COMPUTER REPAIR $3,150 REPAIRS /VEHICLE $17,693 VEHICLE LIC. ANO REG. $3,833 PRINTING AND PUBLICATION $3,281 EMPLOYEE TRAVEL $4,111 CONFERENCE AND CONY. $2,793 DUES AND SUBSCRIPTION $488 EMPLOYMENT DEVELOPMENT $1,433 COMPREHENSIVE INSURANCE $23,153 GENERAL LIABILITY $5,775 DEPRECIATION $61,320 SANTA CLARA COUNTY F000 BROWN COMMUNITY ASSISTANCE BAG NUTRITION $173,565 $0 $0 $63,714 $0 $19,425 $75,075 $75,023 $0 50 $36,698 $110,068 $12,600 $65,100 $2,100 $10,500 $80,640 $261,847 $2,100 $14,700 $0 $0 $288,750 $0 $0 $54,600 $0 $5,250 $0 $21,000 $0 $7,350 $14,700 $14,700 $0 $31,500 $686,228 $754,777 $314,935 $65,100 $26,691 $1,838 $6,615 $2,205 $10,836 $7,995 $7,586 $5,224 $2,494 $12,600 $19,373 $337,885 $71,400 $29,274 $1,838 $6,615 $2,205 $32,508 $23,984 $7,586 $5,224 $2,494 $12,600 $19,373 $16,538 $30,450 $13,965 $1,313 $6,300 $2,100 $5,040 $3,150 $17,693 $3,833 $3,281 $4,111 $2,793 $488 $1,433 $22,208 $5,775 $61,320 $0 $0 $0 $0 $0 $33,023 $4,200 $8,400 $18,244 $5,250 $0 $0 $0 $0 $0 $0 8683 $0 $69,800 $84,888 5233,984 $220,028 $150,045 82,199,750 $41,267 $8,400 $3,444 $147 80 $173 $5,418 $3,997 $604 $578 $200 $0 $0 $0 $2,436 $788 $105 $0 $0 $0 $263 SO 50 $263 5709 $210 584 $247 $0 $467 $0 SAN YATEO COUNTY al- COUNTY FOOD FOOD BROWN SECOND CONNECTION ASSISTANCE 8A6 HELPINGS $25,935 $44,725 $0 $14,700 $0 $0 $3,938 $21,683 $0 $0 $3,675 $0 $2,100 $18,900 $2,100 $6,300 $44,357 859,426 $2,100 $10,500 $0 $0 $0 $52,500 $0 $0 $O $0 $0 SO $0. 80 $683 35,250 $0 $0 $50,448 $10,500 34,305 $221 50 $263 $4,515 $3,331 $908 $2,898 $294 SO $0 $0 $3,654 $788 $158 $0 $0 $0 $263 $0 $0 $394 $709 $210 $84 $247 $0 8698 $0 $104,353 $21,000 $8,610 $1,360 $1,260 $1,633 $9,433 $7,334 $5,612 $2,126 $1,838 $2,027 $2,153 $1,838 $22,533 $4,788 $971 $1,418 $341 $819 $2,100 $2,872 $578 $2,431 $1,843 $1,071 $210 $646 $2,205 $4,284 $13,797 $17,640 $6,300 $19,425 $21,683 $0 $0 $8,400 $12,600 04,920 $14,700 $0 $0 $11,760 $0 $0 $1,050 $5.250 56.300 $0 $0 80 $0 $0 $0 546,200 $10,500 $66,570 $3,150 $0 $7,875 50 $0 $0 SO 315,750 S0 PROJECTED. 3UDGET 92 -43 $261,865 $84,714 $38,850 $197,402 $0 $183,464 $157,500 $52,500 S626,004 $52,500 $0 $349,125 566,360 $5,250 $21,000 $8,400 857,016 $37,800 $88,381 $70,594 31,007,863 518,900 $14,700 $210,000 $7,749 56,027 $86,100 $1,360 $588 $7,352 $1,260 $0 $15,750 $1,633 5739 $8,821 $13,545 $13,545 $90,300 $9,996 89,396 $66,633 $5,612 $2,436 $30,344 $2,126 $1,145 $19,321 $1,843 $814 $9,977 $2,027 $2,247 $31,501 $2,153 $0 843,052 $1,838 $0 $36,752 $22,533 59,744 3121,800 $4,788 $819 $39,901 $971 $420 $5,251 $1,418 $315 $15,751 $341 $368 $5,250 $840 $861 $12,600 $1,260 8315 510,501 $2,872 $3,077 $44,207 $578 $630 $9,452 $2,431 $1,045 $13,126 $1,559 $1,134 $14,176 $998 $851 $8,926 $184 $142 $1,680 $546 $383 $4,935 $2,205 $2,205 551,976 $4,284 81,869 $23,152 $13,797 83.966 $153,300 297 Commercial Street San Jose, CA 95112 (408) 286 -9170 Fax (408) 293 -7930 Pauline Anderson 12572 Corbetta Lane Los Altos Hills, CA 94022 Arthur Beddeson Vice President Merrill Lynch, Pierce, Fenner Smith, Inc. 50 W. San Fernando, 16th Floor San Jose, CA 95113 Brenna Bolger President PRx, Inc. 255 W. Julian Street, #100 San Jose, CA 95110 Rev. John Bouquet Minister, Retired 117 Fancher Court, #13 Los Gatos, CA 95030 Arielle Brenneck Case Manager /Volunteer Coord. Family Resource Center 307 Second Avenue San Mateo, CA 94401 William H. Cilker Cilker Orchards 1631 Willow Street San Jose, CA 95125 Nancy Clarke Mapping Information Specialist Strategic Mapping, Inc. 4030 Moorpark Ave., Suite 250 San Jose, CA 95117 Nancy Cossaboon Director, Human Resources, EEO and Employee Development Varian 3100 Hansen Way, MS E -336 Palo Alto, CA 94304 -Apo OF SANTA CLARA AND SAN MATEO COUNTIES BOARD OF DIRECTORS JULY, 1991 JUNE, 1992 Branch: 2110 Palm Avenue San Mateo, CA 94403 (415) 578 -0796 Fax (415) 578 -0237 Carol Dillon Attorney McCutchen, Doyle, Brown and Enersen 55 South Market Street San Jose, CA 95113 Robert DiNapoli Vice President, Operations Sun Garden Packing Company P. 0. Box 6180 San Jose, CA 95150 E. Jackson Going, Jr. Consulting Civil Engineer Santa Clara University Crocker Building Santa Clara, CA 95053 Jennifer Ronecny Vice- President, Human Res. Silicon Graphics 2011 N. Shoreline Blvd. Mountain View, CA 94039 Victor H. Lee, A.I.A. Architect 2465 Alpine Road Menlo Park, CA 94025 Larry Miller General Partner Capital Development Company 404 Saratoga Ave., Suite 200 Santa Clara, CA 95050 Michael Rebholtz Senior Manager Grant Thornton 150 Almaden Blvd., 6th Floor San Jose, CA 95113 Board of Directors July, 1991 June, 1992 Page Two Robert Rhodes Managing Partner Brooks, Stednitz Rhodes 1600 Willow Street San Jose, CA 95125 David Sandretto Storage Systems Products Division IBM 5600 Cottle Road, P12/122 San Jose, CA 95193 S. Andrew Starbird Assistant Professor Institute of Agribusiness Santa Clara University Santa Clara, CA 95053 Estella West Home Economist /Nutritionist U.C. Cooperative Extension 2175 The Alameda, Suite 200 San Jose, CA 95126 Richard Winckler Managing Partner Personal Computer Consultant 17887 Vineland Avenue Monte Sereno, CA 95030 Barbara Zahner Executive Director Sacred Heart Community Service 803 S. First Street San Jose, CA 95110 9/91 APPLICANT ORGANIZATION NAME Project Match, Inc. City of Saratoga Community Development Block Grant Program/ Human Services Grant Program ADDRESS 1671 Park pvPnuP San Jose, CA 95126 NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME 1992/1993 PROPOSAL COVER PAGE Arlyne ,une, Ex- �e Director Senior Shared Kousinq Program Saratoga Component DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2,100 CURRENT SOURCES OF REVENUE SOURCE Agency budget is attached PROJECT ABSTRACT (Limit statement to space provided) AMOUNT Project Match proposes to provide shared housing for 10 Saratoga residents, the majority of whom are low income seniors. By bringing together through a careful process, "seekers" and "providers" of housing, the program has the dual benefits of creating affordable housing and preventing institutionalization of elderly home owners and renters. The program has a part time satellite office located in the Saratoga Senior Center. A. PROJECT MATCH. INC. AGENCY DESCRIPTION Project Match is a non profit agency that creates shared housing arrangements for low income adults, mainly seniors. The ages of our Saratoga clients range from 23 to 84 with a concentration in the upper ages; their median monthly income is $880, well below the "very low" income limits of the Federal Department of Housing and Urban Development. We are governed by a 15 person volunteer Board of Directors and serve all of Santa Clara County with the exception of Palo Alto. A chart showing our organizational structure is attached. B. PAST PERFORMANCE Our primary service and the one for which we are asking your continued support is our "Match" program a service which for almost fourteen years has provided housing for low income seniors through home sharing arrangements. Our approach is intensive and careful. We bring together, in a personal way, persons who need housing with persons who have housing to share. The process through which we do this involves outreach; face -to -face interviewing, often in your senior center or at the home of a frail elder; assessing clients' needs; matching compatible clients; developing "living arrangements" when appropriate; and conducting regular follow -ups after each match. The procedure and forms for each step of the process are standardized, and much of the information is stored on our computer system. Our service capabilities are best measured by our reputation and our ability to deliver cost effective service. In 1981 we won the State of California's Affordable Housing Competition. In a 1983 study, the Gray Panthers rated Project Match "number one" in the nation in cost effective performance. For three years in a row, the State of California, when evaluating competitors for funding, noted that Project Match had the most cost effective program in the State. And, in a recent Sociology textbook on shared housing, one whole chapter was devoted to Project Match. Our projected cost per Saratoga resident matched in FY92 -93 will be $210. Our costs per match are much lower than most programs nationwide, which:according to the American Association of Retired Persons is $620 while the Gray Panthers show a range from $557 to $936. Our performance in Saratoga has been outstanding. Last year we interviewed and assessed 36 Saratoga residents and provided 13 shared housing placements, thereby exceeding our annual goal of matches by 30%. We hold office hours in the Saratoga Senior Center once a month and thus, are able to interview your residents in their own community. We also conduct home visits for Saratoga residents when seniors are too frail to come to our office or to the senior center. In these cases, we must assess the need for a match in which "live -in" services are exchanged for free room and board. C. PROJECT PURPOSE AND OBJECTIVES The target populations for all of the objectives are low income adults (the majority of whom are 55 years or older.) Overall Project Objective: To provide shared housing arrangements for 10 Saratoga residents in FY92 -93. Subsidiary Objectives are as follows: To interview, assess, evaluate and counsel 20 residents with housing problems. To conduct regularly scheduled follow -ups on 100% of the clients after they are matched. To continue our part- time satellite office in the Saratoga Senior Center. Project Match's objectives respond to the critical housing crisis in our area and to the needs of low income seniors by providing the following measurable benefits for Saratoga residents. Each seeker will realize an average annual savings of more than $3,600 over the fair market rate for a studio. Home owners will add approximately $3,700 to their annual incomes. Much of this added income will go to home repair and maintenance, thus preserving existing housing stock. Institutionalization will be prevented for at least three Saratoga elderly home providers at an annual cost savings of $90,000 to them and to society. In summary, Project Match provides three major benefits to our clients. We are preventing their homelessness, we are preventing their institutionalization, and we are providing affordable housing for them. Our benefit to you is that we are helping you solve the housing problems of your senior citizens. We are helping you keep Saratoga alive and intergenerational while maintaining the existing housing stock by preventing deterioration of homes owned by seniors on fixed incomes. D. COMMUNITY NEED The housing crisis in this County continues to worsen. The rental vacancy rate is once again on the decrease. According to United Way, the vacancy rate was 2.7% in 1988. According to the Housing Authority the fair market rental for a one bedroom apartment is $749. It is clearly higher in Saratoga. Our Project Match seekers last year reported average monthly incomes of $630 Countywide. In Saratoga one seeker had no income and all of the others had incomes of less than $1000 per month with the median income of our Saratoga seekers (renters) being $600 surprisingly less than the Countywide seeker median. If Saratoga seekers had to pay the market rate of $49 for rent, they would have a negative cash flow. Last year, renters matched through our program paid an average rent of $314, representing an average monthly savings of more than $303 over the fair market rent for a studio. And these are only those seekers who paid rent. Others received free room and board in exchange for "live -in" services provided to elderly home providers who might otherwise be facing institutionalization. It is clear that this housing situation has the most severe impact on those who are unable to compete in the mainstream market, such as low income seniors. A 1977 Saratoga report (SCHNAR) specifically identified senior citizens as a group with special housing needs and noted two different groups of seniors needing some sort of alternative housing: 1) Seniors forced to leave Saratoga because of an inadequate supply of affordable housing; 2) Seniors who owned homes but were considered "overhoused" and had to remain in that situation since there were no alternative housing types available. Project Match helps both of these groups! We can match 10 Saratoga residents for the cost of keeping one in a nursing home for only one month! This is a very strong need that we are serving in Saratoga. In addition, according to the recent Needs Assessment done by United Way, seniors are facing tough housing problems "Options for senior housing are limited and insufficient to meet current needs. Housing at the current market rate is inaccessible to many seniors on fixed incomes. Illness and disability can lead to loss of a permanent residence. Alternatives, such as subsidized or group housing, are full with long waiting lists." This problem is not new. Three years ago a workshop of service providers held by the Community Foundation named as the two highest priority needs of seniors: 1) affordable housing; 2) prevention of institutionalization. Again, Project Match does both! And while the supply of housing dwindles, the number of persons over 65 is expected to increase by 53% in the next 20 years according to a recent study by Santa Clara County called "Alternative Futures." E. PROJECT BENEFICIARIES Characteristics of Saratoga Clients Project beneficiaries are low and moderate income Saratoga residents, the majority of whom are seniors. The project service area is the City of Saratoga, as reflected in the data below (We have used statistics from the 1980 Census because we have not yet received sums broken down for 1990): 1. Total population 29,261 persons (1980 Census) 2. Total number low and very low income households 1407 3. Proportion of very low income households 8.3% 4. Number of seniors (persons 60 and older) 3,649 100% of the clients served by the Saratoga component of the shared housing program will be residents of Saratoga. If last year's past performance holds true, at least 90% will be persons of low and very low incomes. Of the 13 Saratoga matches made in FY90 -91, half of the clients were home providers, some requiring live -in services to be able to remain in their own homes. Our Saratoga matched clients are poor. The median annual income of both providers and seekers was $10,560, falling well below the $20,200 "very low" income threshold established by the Department of Housing and Community Development. The ages of the Saratoga clients ranged from 23 to 84, with a concentration in the upper age brackets. Many of the elderly persons are providers and some are requiring "live -in" services in order to prevent or postpone institution- alization. F. PROJECT MANAGEMENT The project will be administered and managed by the central office staff under the policy direction of the 15 person Board of Directors. Administrative costs are detailed by the line item in the attached budget. Interviewing and assessing of your residents will be done monthly at the Saratoga Senior Center, during home visits to homebound Saratoga seniors, and at our central San Jose office at other times. Although one specific counselor is assigned to conduct interviews in each Satellite Office, all of the counselors participate in matching your residents. Task and Time Lines: The tasks to be undertaken and time lines for each task are outlined below. Unless otherwise indicated, the time line for completion of numerical goals is June 30, 1992. Providing shared housing arrangements for 10 Saratoga residents Interviewing, assessing and counseling 20 Saratoga residents Conducting follow -up of 100X of the shared housing arrangements Evaluating impact and effectiveness of program Continuing our outreach service in Saratoga by holding regularly scheduled office hours in your senior center Ongoing Ongoing Ongoing Summer 1992 Ongoing Monitoring and Evaluation: The interaction between evaluation and program performance is a continuing process. The Board and Management search for ways to improve the effectiveness and efficiency of our service and do so based on what we learn through program evaluation. Project Match uses three (3) qualitatively different evaluation methods: a. Project Monitoring: Monitoring measures whether the program is proceeding within the projected time frame and whether measurable objectives are being met. Objectives are monitored on a monthly basis, and quarterly monitoring reports are presented to the Board of Directors and to funding sources. Specific numerical activities to be monitored are: persons matched, interviews and assessments, and follow -ups. b. Follow -ups: Follow -up (after a match is made) provides an intermediate and important step in our evaluation process. Through the follow -up procedure, we track our matched clients at regular intervals and become aware of problems before they erupt into match terminations or unnecessary institutionalization of a client. Each counselor is assigned "matched clients" to be called one month after the match and at three month intervals thereafter. c. Impact Evaluation: Impact evaluation measures effectiveness of the match program whether the matches are successful, whether our program is impacting the overall goals of creating affordable housing and of preventing institutionalization. To determine "success of match" from the client's point of view, we will analyze at the end of FY92 -93 the results of questionnaires on "client satisfaction" sent to all matched clients at the time of the match. G. FINANCIAL INFORMATION: Project Match is requesting $2,100 from the City of Saratoga. This amount represents only .5% of the total agency budget and almost 1.2% of the budget for the overall shared housing program which is the largest of the 4 programs operated by Project Match. Although Saratoga revenues comprise approximately iz of our shared housing budget, Saratoga clients form more than 2% of projected clients matched for FY92 -93. Our agency operates four programs and has a diversified funding base as is shown on the attached agency budget. While the amount contributed by the City of Saratoga is small, it is important to us because it represents a commitment by your City to Project Match and to providing an important service for your seniors. ORGANIZATION NAME: PROGRAM BUDGET Project Match, Inc. PROGRAM: Senior Shared Housing Program Saratoga Component LINE ITEM 1992/1993 BUDGET SALARIES Personnel $1,900 Benefits OFFICE Ex2ENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other OTHER EXPENSES Accounting Services Contract Services Insurance Conference Miscellaneous Other 200 $2,100 EXPENDITURES BUDGET Fyoz-92 ovg"sE 20 1991 TOTAL uRoup TOTAL ADMINISTRATION a nsPCnwwsL TOTAL PROGRAMS MATCH HOMELESS RAM HOME SUPPORT. MANAGEMENT FUND-RAISING Salaries <see detailed a�E°chme^t o> 227,989 104,004 95,139 60,271 3,550 25 43,905 27,485 16,500 oe"efits (4.56z) 10 8,390 4,332 2,74e 162 1,112 2 1,253 roz Payroll Taxes (9'43z> 21,498 17,350 0,971 5,501 ass 2 *,140 2,592 1 ronAL PERSONNEL 259,22:2 209,7*1 zon 62 4,047 2e,554 5o 31 10,000 wow-PsRsoxwsL Professional Fees (Including Audit) 12,000 o 12,000 12 o /supplies <incluu' *z,000 for comp.) 5,300 3,000 1,480 1,120 zoo aoo 2,aOo 2,2o0 zoo Phone 9,300 9,200 5,000 3,500 zno 000 100 so 40 n,s�aee �000 1200 roo 400 50 50 aoo zoo roo Occupancy Office 11,000 /o,000 s,000 3,500 500 1,000 z aoo 200 Curtner 18,000 zo,000' 12 n o o Sesame 25,520 2n,620 25,620 o o o Saratoga 25 25,200 25,200 o o o Los Altos 6,000 6,000 6,000 o o n uft./zi/`ies a Other orp no°e e�pe"' /o,000 10,080 10,000 n o o Equipment Rental-Maintenance 3,500 2,900 1,900 oUo 200 soo ioo 5no p 3 2 1,900 700 300 ion o loo /cave/ 2,400 2,200 1 son zoo 400 200 zoo loo Conference-Training aoo 550 ^ro *o 4u 50 oo o Ne~»ership oves 400 soo zoo 40 20 40 zoo 30 ro Insurance 4,200 3,000 z,ioo soo zoo z,2oo z 1,2oo o Miscellaneous o o o o ro/m_ wow-psmsowwsL /ao,soo 120,150 10 11,300 970 oo,e30 10,450 16,640 1,010 TOTAL EXPENDITURES 390,482 329,894- 127,392 20,000 5,017 117,404 58,580 47,970 We have added *o,000 for the purchase of an additional co" since the s Director has turned hers over to the staff to avoid mutiny. 20,610 w REVENUES BUDGET F,91-e2 -1 ADOPTED.AUGUST 28, 1991 TOTAL GROUP TOTAL ADMINISTRATION a T07oL REVENUES TOTAL PROGRAMS MATCH HOMELESS RAM HOME SUPPORT MANAGEMENT FUND-RAISING San Jose a*,00o 70 su,.::oo 12,000 13,620 13 Sunnyvale 10,421 8 0,421 2 2 '000 Mountain view 5,320 4,320 4 1,000 i Santa Clara 5,689 4 4,689 1,00n 1 Urban County 3 Cities 50,362 42 *2,716 7,646. 7 Los Altos 4 3,000 3 1,000 1 o United way 1/ 89,630 57 2e7 2*,000 2,117 31,*32 31,794 15.705 16 Koret ro,nuatio* /u,000 /z,ono o 12 0 Public Welfare Foundation 2/ 12,000 12,000 o 12,Oo0 o Santa Clara County 3/ 24,000 ro,nqo u 20,000 *,000 4,000 o Client Donations 4/ /o,noo 3,171 2,319 n 1,152 6 2.000 4 Loan Fees noo 7.900 2,900 2'900 o Board Fundraising 5/ s 1, :;..:60 o o Curtner Home Rents 74 z^/ 24,000 0 Sesame Home cents 21,000 21,0o0 21,000 o Saratoga (n\auer) Rents 21,000 21 000 21 u Saratoga city subsidy 12,y0o 12 12,900 o Los Altos Subsidy 6,000 6,000 6 o TOTAL REVENUES 390 402 a29 12 2:92 uo,ono 3,0 i7 1 1r,�0 .1 60,509 47 20 CHANGES FROM BUDGET ADOPTED IN juwE: shifts in United Way to cover fund-raiser (.'e are not digging into reserves to fund to fund this position as planned). 2/ 3/ Additional funding sources For Homeless Program. (Hooray!) 4/ Client, donations some amount projected; different distribution. n/ Fundraising lowered from $15,000 Lo 4:3'260 Out oe should consider putting fundraising amounts in reserve for "e,'t year when things will be tougher. OJECT atch inc. Shared Housing Home Equity Conversion Senior Group Residence Homelessness Prevention Program Office Manager Receptionist 1 (.87) 1 HOME EQUITY CONVERSION Home Equity Conversion Program Director (.2) Data Entry Processor (.20) Counselor 1671 Park Ave., Rm. 21 San Jose, CA 95126 (408) 287 -7121 HOUSING MATCH Coordinator Program Director Counselor (.4) ORGANIZATION CHART Board of Directors 15 slots Executive Director PROGRAMS Counselor (Bilingual) 1 1 Contract CPA Firm Development Bookkeeper] Specialist (.25) SENIOR GROUP HOME HOMELESS HOMESHARING Group Home (2) Homeless Housing Program Director Program Director Counselor Funded in part by the State of Calilornia. the cities of San Jose and Los Altos, and the Community Development Block Grant programs of Sunnyvale. Santa Clara. Mountain View, and the i Urban Co an H1 and Sa a l t a o r g a a including the i OJECT atch inc. Shared Housing Home Equity Conversion Senior Group Residence Homelessness Prevention Program PROJECT MATCH, INC. BOARD OF DIRECTORS MARCH 1991 President Suzanne Stone, c/o Blickman Turkus 1995 N. First Street San Jose, CA 95112 -4213 PHONE: 436 -3660 (W); 263 -4491 (H) TERM: 1/92; 2 years Secretar Marge Pearlman 327 Aldean Avenue Mountain View, CA 94043 PHONE: (415) 967 -8222 TERM: 1/92: 2 year Stan Carnekie P.O. B•j. 1453 Los Gatos CA 95031 PHONE: 257 -2131 (W) M: �q 4 qr s TG R r i -11= 3 a y Rita Risaer 803 Pine Street Santa Cruz, CA 95062 PHONE: 458-0500 (W) 423 -8972 (H) TERM: 1/93 Kris Hakimi 1540 Benton, #20 Santa Clara, CA 95050 PHONE: (415) 361 -2964 (W) 241 -6451 (H) TERM: 1/94 Tod Snyder 2220 Old Page Mill Road Palo Alto, CA 94304 PHONE: (415) 493 -5932 TERM: 1/94 Robin James -Mayo 1514 Alta Glen Drive, #13 San Jose, CA 95125 PHONE: 973 -0481 TERM: 1/94 Martha Saldana 1609 Woodland Avenue, #27 Palo Alto, CA 94303 PHONE: (415) 322 -6502 (H) TERM: 1/94; 1 year 1671 Park Ave., Rm. 21 San Jose, CA 95126 (408) 287 -7121 Officers Directors Vice President Eric Roderiques, c/o KTEH Channel 54 100 Skyport Drive San Jose, CA 95115 PHONE: 437 -5454 (W); 241 -9388 (H) TERM: 1/92; 2 years Treasurer Jim Gerlach 455 La Canada Court Morgan Hill, CA 95037 PHONE: 993 -2912 (W) 779 -2650 (H) TERM: 1/93: 1 year Lucille Bianco 157 San Laz aro Sunnyvale, ;A 94086 PHONE: 730 -4672 TERM: 1/92: 2 rears J i l l Willey 668 Georgia Avenue Palo Alto, CA 94306 PHONE: (41 966 -6336 (W) (415) 493 -7521 (H) TERM: 1/93 James Eller 14098 Elvira Street Saratoga, CA 95070 PHONE: 230 0535 (W) 741 -5341 (H) TERM: 1/94 Bob LaMarche 1055 Escalon Avenue, #507 Sunnyvale, CA 94086 PHONE: 293 -3135 (W) 739 -3113 (H) TERM: 1/94 Ed Austermuehle 1777 Andrea Place Santa Clara, CA 95051 PHONE: 243 -3158 TERM: 1/92; 9 years 9 Funded in part by the State o S t f California, the cities of San Jose and Los Altos, and the Community Development Block Grant programs of Sunnyvale. Santa Clara, Mountain View, and the Urban County of Santa Clara including the ,tio n oc of ramnhe.11 C ,nerlino, Gilroy. Milpitas. Morgan Hill and Saratoga. APPLICANT ORGANIZATION NAME Saratoga Area Senior Coordinating Council ADDRESS P.O. Box 3033, Saratoga, CA 95070 Site location: 19655 Allendale Avenue, Saratoga, CA NAME/TITLE OF PROPONENT Elizabeth Replogle, President SIGNATURE C e freg'e 408 867 -3438, Ext. 257 TELEPHONE NUMBER PROJECT NAME City of Saratoga Community Development Block Grant Program/ Human Services Grant Program DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $42,000 CURRENT SOURCES OF REVENUE SOURCE City of Saratoga 1992/1993 PROPOSAL COVER PAGE Saratoga Senior Center AMOUNT $38,300 Program Fees 12,400 Membership Dues, Fees 7,000 Fund Raisin other 13,300 Investment Income 2,300 PROJECT ABSTRACT (Limit statement to space provided) Request funding to continue Senior Center operations at 50 percent of required budget. Fund raising effort has produced less revenue than anticipated in the current fiscal year due to the status of economy. Cost of living salary increases and projected cut back in program and classes from West Valley College are responsible for budget increase. Membership fee' has been increased. Sale of shopping certificates generates modest, but steady income. APPLICATION FOR COMMUNITY DEVELOPMENT BLOCK GRANT HUMAN SERVICES GRANT PROGRAM from SARATOGA AREA SENIOR COORDINATING COUNCIL 1992 -1993 Applicant Organization The Saratoga Area Senior Coordinating Council has been the beneficiary of CDBG funds for the past ten years for Senior Center operations. The Council operates the Saratoga Senior Center and Saratoga Adult Daycare through a Board of Directors, Executive Director, and Adult Daycare Administrator with a written agreement between SASCC and the City of Saratoga. The facilities are located in the Senior Wing of the Saratoga Community Center at 19655 Allendale Avenue, Saratoga, California 95070. The Saratoga Senior Center has demonstrated past performance in meeting the grant requirements for the City of Saratoga and the County of Santa Clara, through which the CDBG money flows. Reports have been submitted quarterly in a timely manner, and have been accepted as filed with detail of activities and operations. Evaluation of program activity is done annually and program modified at any time during the year when there is no longer evidence of need. There has been no indication of non compliance with CDBG requirements. Two full -time and seven part -time staff are supported by nearly 350 volunteers who contribute 12,000 hours of service annually to both operations, through specific projects and committee work. Purpose and Objectives The purpose of the Senior Coordinating Council as designated by the City of Saratoga is to promote and coordinate activities that contribute to the well -being of older persons in the Saratoga area. It brings together community and religious organizations, local and governmental agencies and individuals so they may work in a concerted effort to see that the needs of older adults are identified and met. Several local churches and more than a dozen local community organizations actively support the Council's programs and fund- raising efforts. The Saratoga Senior Center focuses its activities on area residents who are 55 years and older. It has served an average of 1800 participants monthly to promote fellowship, offer counseling and health services, and leisure and recreational programs which do not duplicate other local offerings. (See attachment). Membership has grown over the decade to nearly 1000 individuals, 760 of whom are Saratoga residents. Recruitment of new members is ongoing, as the area's aging population is steadily increasing. The Senior Center continues to serve as a clubhouse for Westgate Seniors, Sunset Club and Chapter 760 of A.A.R.P. A recent survey of membership with a 71.5 per cent response, indicated that the majority of Senior Center participants are low to moderate income per Santa Clara County standards, (See survey Summary), between 65 and 80 years old, and live in single family households. Attached is a copy of Current Board of Directors. Page 2 Specific objectives in addition to current program activity for the next fiscal year will be to intensify outreach to the increasing number of ethnic elders in the Saratoga area, to develop more home care help for Saratoga's older adults, to increase the public relations effort, develop closer liaisons for cooperative effort with community organizations and to advocate for an adequate transportation system for older adults and affordable housing for seniors in Saratoga. These objectives have been published in SASCC's Long Range Plan. Resource development is a continuing priority. The projects will be administered by the Board of Directors through the direction of the Executive Director and Board committees at their regular meetings. Monthly reports by the Executive Director and quarterly reports will be submitted to the City of Saratoga as required. Verification of Internal Revenue Service Non Profit Status, Articles of Incorporation and By -Laws, Organizational Chart, and adopted Personnel Policies and Job Descriptions have been submitted previously and are on file with the City of Saratoga. A copy of the most recent independent audit is also on file. attachments $ERVICE$ DEED AI SARATOGA SENIOR CENILB There are a variety of services offered in the Saratoga Senior Center at 19655 Allendale Avenue, Saratoga. The office is open from 9:00 A.M. to 5:00 P.M. weekdays and provides occasional special offerings on weekends. In an effort to be a multi- service center the Board of Directors of the Saratoga Area Senior Coordinating Council has authorized the following services. BLOOD PRESSURE CHECK: taken by an R.N. or physician on the second Friday morning of each month from 10:00 A.M. to 12 noon. Nursing Service and foot care, Thursday at 1:3U. S.A.L.A. Senior Adult Legal Assistance offers the services of a legal advisor on the third Thursday afternoon of each month from 2:00 P.M. to 5:00 P. M. by appointment. CASE MANAGER SERVICES: are available on site the first Monday of each month from 9:00 A.M. to 12 noon by appointment. 'LAIC visits can be arranged in the Saratoga area. This service is offered jointly with the Los Gatos Area Senior Coordinating under the auspices of Santa Clara County Council on Aging. Call 354 -1514. HEALTH INSURANCE COUNSELLING: is available Tuesday morning by appointment with trained HICAP counselors.. This health insurance counselling assistance program is also provided through Santa Clara County Council on Aging. PROJECT MATCH: relocation or shared housing services are offered on the third Tuesday afternoon by appointment. Call 287 -7121 to arrange appointment Monday- Friday from 8:00 A.M. to 5:00 P.M. If you cannot get to the Center the Counselor will make a home visit. TRANSIT ASSIST: is a transportation service offered to the residents of Los Gatos, Monte Sereno and Saratoga- Fl)ype 395 2010 to make appointment at least two days in advance for medical and essential transportation in this area. Hide is $1.50 each way with a book of ten tickets available tor purchase through Saratoga City Hall front desk. SASCC has a small Transportation Committee which can arrange emergency transportation for members and friends on occasion. MEAL PROGRAM: SASCC has a light lunch on Wednesdays with an educational or entertainment program following until 1:00 P.M. A nominal fee $2.00 is charged. A potluck on the last Wednesday of each month celebrates birthdays. $PECIAI. CLASSES: Fitness, Art, Current Events. Needlework and Bridge classes are offered on a regular schedule. Other classes are organized as needed, including "55 Alive "Driver ORGANIZATION NAME: PROGRAM: Benefits and payroll taxes OFFICE EXPENSE Rent PROGRAM BUDGET Saratoga Area Senior Coordinating Council Saratoga Senior Center LINE ITEM 1992/1993 BUDGET saanza Personnel 53,750 4,000 Telephone Postage 650 Printing 500 Supplies Administration, operating, 4,250 Office Travel Utilities Equipment 250 Dues and Subscriptions Other OTHER EXPENSaa Accounting Services 1,000 Contract Services Insurance 2,050 Conference Miscellaneous 1,000 Other Program Expense 13,800 81,250 JUL". 177U rttil Jltll.`r 1. Executive Director Full Time 2. Administrative Asst 5/8 Time plus extra hours 3. Day Care Administrator Full Time 4. Day Care Coordinator 4/5 Time 5. Day Care Program Assistant 3/5 Time (2) 6. Social Worker Z Time 2nd V -Press Legisla- tion Director Develop. Elected Officers of the SASCC Board Other SAS= officers are appointed e VPrea 3rd. Presi I dent. F n 1 1 -7--- 1 l 1 I 1 1 1 1 1/ I/ 1 I li 11 U Chairman Finance SAMPOGA AREA SENIOR COORDINATING COUNCIL BOARD Treas. C& riun i t' Relations SectrY Editor I lose i.ta- 1it:y SARAT%A CENTER FOR ADULT RESPITE EXPERIENCE 'SARATOGA CARE) Secretary Program 1 Health dutrition Safety ADMINISTRATIVEI ASSISTANT I 5 OCRA. ASSISTANT I Person nel I` tS0C 1 Worker EXECUTIVE DIRECT SASCC 1 I I Hell Facile- Vo un- Der. a Dir. a �u Nutritr ies teens Large Large Large' 1 1 1 1 1 1 j i I r Al'YM@IISTWITIVE DL' l I 1 SfCRETAAI [SS'S/ANT CARE t 1i PROGRAM COORDII CARE EXECUTIVE DIRECTOR Olga MacFarlane 14114 Arcadia Palms Drive, Saratoga. 867 -4987 ADMINISTRATIVE DIRECTOR Rita Pennington 1189 Capri Drive, Campbell, CA 95008. 866 -5059 ADMINISTRATIVE ASSISTANT Barbara Sherrard 18855 Aspesi Drive. Saratoga. 867 -1365 BOARD OF DIRECTORS9 Members) EXECUTIVE COMMITTEE (ELECTED) President *Elizabeth Replogle 19208 Vineyard Lane, Saratoga 1st Vice President (Program) *Paul Bowlin 20136 Pierce Road, Saratoga 2nd Vice President (Membership) *Joan Surmont 14225 Lora Drive #99, Los Gatos 95030 3rd Vice President (Adult Day Care) *Phyllis Williams 15881 Ravine Road, Los Gatos 95030 Recording Secretary *Marilyn Buelteman 20007 Merribrook Dr„ Saratoga Finance Chairperson *Keith Gordon Directors at Large *Josephine Failico *Roy kook *Lillian Segal (Hospitality Chair) SARATOGA AREA SENIOR COORDINATING COUNCIL P.O. Box 3033. Saratoga, California 95070 Saratoga Senior Center 867 -3438 Ext. 57 Night Number for Senior Center 867 -3757 20299 Blauer Dr.. Saratoga Term 22700 Mt. Eden Rd. Saratoga Exp.91 12305 Candy Court, Saratoga Exp.93 18948 Sara Park Cir.Saratoga Exp.92 Assisted by Anne Piacente OTHER BOARD MEMBERS (APPOINTED) Immediate Past President Betty Eskeldson 12638 Radoyka Dr. Saratoga Editor, "Outlook Public Relations A- Dorothy Day 1371 Kintyre Way, San Jose -95129 Jackie Welch (Asst) 20925 Jacks Road, Saratoga Marilyn White' 20811 Canyon View Dr., Saratoga Health Co- Chairs A -Ed. Kilbourne, M.D. P.O. Box 35, Saratoga Lou Bronstein, M.D. 14646 Fieldstone Dr., Saratoga Ethlyn Countryman, M.D. 127 El Pinar Ave., Los Gatos 95030 Facilities Chair A -Joe Courtney 20219 Edipburgh Drive, Saratoga Transportation A -Joe Eskeldson 12638 Radoyka Dr.. Saratoga 1991/92 255 -9930 867 -4692 379 -5699 354 -7205 867-3917 867 -3763 867-9565 252-5032 .253 -5644 741 -0521 257 -8786 966 -1207 867 -1438 867 -9417 867 -3644 867 -6078 370 -3820 867 -5258 257 -8786 Personnel Chair A- Phyllis Dolloff 18904 Sara Park Circle, Saratoga 25T -9276 Volunteer Chair A -Pat Sullivan 19341 Monte Vista Dr., Saratoga 354 -1479 Joan Surmont 14225 Lora Drive #99. Los Gatos 379 -5699 Legislation Chair A -Betty Soennichsen 4952 Northlawn Ct., San Jose -95129 379 -3747 OTHER ACTIVE PARTICIPANTS Librarian Blanche Walton 20160 Saratoga Hills Rd., Saratoga 867 -9723 By -laws Mary Drake 20509 Gordon Ct., Saratoga 257 -9914 HCD Citizen's Advisory Committee .Joe Eskeldson 12638 Radoyka Dr. Saratoga 257 -8786 Housing Committee Chair Andrew Beverett 19597 Via Monte, Saratoga 867 -2567 Sunshine Chairman Margaret Auld 18873 Dundee Ave.. Saratoga 255 -3558 City Council Liaison, Mayor Francis Stutzman 15195 Park Drive, Saratoga 257 -7544 Member, Senior Commission. Santa Clara County Frances Trimble 13719 Saratoga Vista, Saratoga 867-9359 Delegates to Senior Adult Forum John Betty Soennichsen 379 -3747 Historian Gladys Jones 867 -7521 Rep from City of Saratoga to Council on Aging Blanche Wohl 253 -5489 Sunset Club Betty Murphy, President 356 -7047 A.A.R.P. Blanche Cisero, president 395- 4739 Lila Moore, contact 867 -4287 Westgate Seniors Helen McCoy, president 867 -0437 Area Case Manager Cheryl Huguenor 354 -1514 Saratoga Rec. Supt. Joan Pisani -Ext. 250 (H) 867 -2233 Art Committee Kay Duffy 252 -6244 Felicia Pollock 867 -4089 Senior Recognition Martha Beverett 867 -2567 Risk Management Roy Denham 257 -8660 City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER City of Saratoga USDA, St. Andrews Church, Fund Raising Investment Interest 1992/1993 FROPOEAL COVER PAGE APPLICANT ORGANIZATION NAME Saratoga Area Senior Coordinating Council ADDRESS P.O. Box 3033, Saratoga, CA 95070 Site location: 19655 Allendale Avenue, Saratoga, CA Elizabeth Replogle, President 408 867 -3438, Ext. 262 PROJECT NAME Saratoga Adult Daycare DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $35,000 CURRENT SOURCES OF REVENUE SOURCE AMOUNT 28,000 County of Santa Clara 20,950 Participant Fees 17,136 36,500 3,500 PROJECT ABSTRACT (Limit statement to space provided) Request funds to support operations of Saratoga Adult Daycare in its fourth year of service providing care to frail elders and respite for caregivers. Fees from very low income participants meet only half the established daily rate. For this reason, the program is not likely to be self supporting_ As participants a.nd revenues increase, expenses do likewise. Fund raising efforts and increased marketing will continue. The portion of the budget requested is 36 percent of total. Applicant Organization APPLICATION FOR HUMAN SERVICES GRANT from SARATOGA AREA SENIOR COORDINATING COUNCIL ADULT DAYCARE PROGRAM 1992 -1993 Saratoga Adult Daycare is a specific program of the Senior Coordinating Council. Its mission is to promote and maintain optimum quality of life for the less independent elderly and their caregivers. Its purpose is to prevent or delay institutionalization in skilled nursing facilities and keep participants in their own or a relative's home and thereby save tax dollars. The program provides respite for caregivers, assessment of the participant, counseling, support groups, education, and information and referral. Physical and mental stimu- lation is provided in a safe supportive environment for the participants. Requirements have been met under the contractual agreement with the City of Saratoga as to services provided, use of funds and reporting. Licensing requirements and health standards have been fulfilled. The Daycare Center has grown consistent with the pattern of other such centers in the community. The fourth day opening has been delayed due to a decline in attendance around the holiday period. Capacity of twenty one has been achieved on Fridays, with the goal to serve twenty families, daily, five days weekly. The population varies because some participants attend only once or twice weekly and may be absent due to illness. In the 1991 Calendar year we served fifty -one families in the Center which is a twenty -five per cent increase over Calendar year 1990. In addition we served over one hundred other families with Caregiver Support Groups, counseling and referrals. Of the fifty one participants served in 1991: 1) Average age 81 2) 45% Alzheimer, dementia or brain damage 30% Stroke 4% Parkinson's 9% Frail due to age 9% Miscellaneous 3) 64% female and 35% male (more males are attending) 4) about h ambulatory and h non ambulatory (per our licensing requirements) 5) 64% attend 2 or 3 days per week 6) 25% living with husband or wife, 43% with daughter or son, 27% with other relative or Board and Care Home. 7) 58% or 27 persons are from Saratoga 8) the majority not living with spouse are widows and widowers 9) the average daily payment (January thru November 1991) $12.76 10) 76% are low to moderate income but mostly on the low end, 23% pay full fee Fifty -three participants have left our program since we began: 1) 37% went to Skilled Nursing Facilities and died shortly there- after Page 2 2) 22% died 3) 12% went to a residential facility when the Caregiver could no longer take care of them 4) 25% moved out of the area -went to live with another daughter or son The community has given excellent support both financially and with volunteer help. Fiscal support has been received from Campbell Rotary, U S Dept. of Agriculture, Summit League, County of Santa Clara, Soroptomist International, St. Andrew's Episcopal Church and a Saratoga resident who provided attractive garden landscape. Continued efforts are made to improve public awareness of the Center's program and to raise funds. Revenues from participant fees increased in the last fiscal year from 17% to 31 The goal in most Adult Centers is for fees to pay one -third of the budget, as those programs with low income frail elders cannot expect to be self supporting. The project will be monitored by the Saratoga Adult Daycare Advisory Board, the SASCC Board and the community, funding and licensing agencies as well as the City of Saratoga. These reviews occur on a monthly and quarterly schedule. ORGANIZATION NAME: PROGRAM: PROGRAM BUDGET Saratoga Area Senior Coordinating Council Saratoga Adult Daycare LINE ITEM 1992/1993 BUDGET AL RIES Personnel 74,385 Benefits and payroll taxes 5,600 OFFICE EXPENSE Rent Telephone Postage 500 Printing Supplies- Administration, Operating, 3,250 Travel Utilities Equipment 250 Dues and Subscriptions Other OTHER EXPENSE Accounting Services 1,000 Contract Services Insurance 2 050 Conference Miscellaneous 2,000 Other Food and Program Costs 8,300 97,335 SARATOGA ADULT DAYCARE Serving (be IS'esi Valley Saratoga Adult Daycare Center P.O. Box 3033 19655 Allendale Ave. MEMBERS Saratoga, CA 95070 (408) 867 -3438 Ext. 262 Ethlyn Countryman, M.D. Physician Keith Gordon Retired Businessman Vernon Griffith Retired IBM Gary Hubbard Director of Community Education Sharon Kelkenberg, Ph.N. Health Service West Valley College Jane Stewart Retired Dietician Phyllis Williams, RN Retired Dianna Mackey, R.N. Mission College Educator Elizabeth Replogle Retired Businesswoman gxvnsor vl by 17.e Saratoga Area. Senior Crwrrdl nalbvg Count it SARATOGA ADULT DAY CARE ADVISORY BOARD OF 9/24/91 ADDRESS 127 El Pinar Ave. Los Gatos, CA 95030 20299 Blauer Dr. Saratoga, CA 95070 18571 Withey Rd. Monte Sereno, CA 95030 14000 Fruitvale Ave. Saratoga, CA 95070 West Valley College 20266 Knollwood Dr. Saratoga, CA 95070 14014 Pierce Rd. Saratoga, CA 95070 19729 Solana Dr. Saratoga, CA 95070 15881 Ravine Rd. Los Gatos, CA 95030 CONSULTANTS 3237 Benton Santa Clara, CA 95051 RESPONSIBILITY PHONE Health Safety 370 -3820 Finance 867 -3763 Personnel 354 -7122 Marketing 6/30/93 Marketing Development 741 -2096 (W) '354-2298 (H) Program 867 -0588 (H) 867 -2200 ext. 2027 Public Relations 257 -8882 Nutrition Chairman 354 -7205 Gerontologist 554 -8631 (H) 988 -2200 ext. 1692 SASCC REPRESENTATIVE 19208 Vineyard Ln. SASCC President Saratoga, CA 95070 255 -9930 TERM EXPIRES 6/30/ 94 6/30/ 94 6/30/93 6/30/93 6/30/92 6/30/92 4 APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAME Hospice of the valley 1992/1993 PROPOSAL COVER PAGE ADDRESS 1150 S. Bascom Ave., Suite 7A San Jose, CA 95128 NAME/TITLE OF PROPONENT Phil Rrn n SIGNATURE TELEPHONE NUMBER 408 947 1233 PROJECT NAME Hakone Garden Memroial Celebration DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA Waiver of fee $720 CURRENT SOURCES OF REVENUE SOURCE AMOUNT Contributions $144,700 Foundations United Way 126,031 Special Events 82,000 Medical Reimbursements 375,383 PROJECT ABSTRACT (Limit statement to space provided) Since 1983, Hospice of the Valley has held an annual Memorial Celebration at the Hakone Gardens for the family and close friends of those patients who have died within the past year. Hospice of the Valley is requesting a grant of $720 for the fee to use the garden+ Please note: in the past the fee has been waive, Hospice of the Valley A. Agency Description Hospice of the Valley (HOV) is a non profit, in -home hospice care program serving terminally ill patients, their families and their loved ones in Santa Clara County. Since its inception in 1979, Hospice of the Valley has provided medical, physical, emotional and spiritual care to more than 1,400 individuals. Hospice of the Valley serves most of Santa Clara County including: Campbell, Cupertino, Los Gatos, Milpitas, Monte Sereno, Mountain View, San Jose, Santa Clara, Saratoga and Sunnyvale. When a seriously ill patient receives a diagnosis indicating that their illness is terminal, it is extremely traumatic to themselves, to their family and to their loved ones. The ensuing grief and impending loss is so devastating and life- disrupting that few families are capable of dealing with the emotionally difficult decisions that lie ahead. Hospice of the Valley provides a comprehensive, multidisciplinary program, under the direction of a Patient Care Team (24 hours a day, seven days a week), utilizing the patient's physician, volunteer and paid nurses, social workers, clergy and trained respite volunteers. The Patient Care Team provides medical, physical, emotional and spiritual support to the patient, family and friends, allowing the terminally ill patient to spend their final days at home in a supportive and loving environment. Hospice provides its services without ever sending a bill to the patient or the family. For survivors, following the loss of a loved one, the period of grief and mourning requires time, attention and a lot of loving care. During these months, Hospice provides bereavement support individually and in groups to surviving family members and friends. Individual counseling services and support groups assist survivors to cope with their loss and to return to a normal daily life when they are ready. The comprehensive, multidisciplinary program is provided regardless of race, creed, color, sex, age, national origin or ability to pay. In 1991, Hospice of the Valley served 180 terminally ill patients; 21,546 hours were contributed by our nurses, chaplains and patient support volunteers; 2,733 home visits were made by the Patient Care Team; and an average of 325 individuals were served monthly through bereavement support services. Over 150 volunteers donated over 28,000+ hours of service last year. Hospice is able to provide its comprehensive, multidisciplinary in -home hospice service, without charge to patient or family, primarily due to unsurpassed community support. Hospice receives support from corporate, foundation, individual contributions and special events. B. Past Performance Since 1983, Hospice of the Valley has offered an annual memorial service at the Hakone Gardens in Saratoga to the family members and loved ones of those hospice patients who have died within the past year (see last year's program, attached). Prior to 1991 fees for the use of the Hakonee Gardens had been waived. In 1991, we paid $300. Attendance has been approximately 75 to 95 participants per ear. 1150 So. Bascom Ave. A United Way Agency Suite 7A San Jose, CA 95128 (408) 947 -1233 Fax (408) 288 -4172 C. D. Project Purpose and the Community Need Having lost a loved one to a terminal illness, whether it is a mother, father, child or close friend, can be one of the most traumatic experiences we can face in a lifetime. The pain and sense of loss can be carried within us indefinitely unless we travel through the grief process and experience a healing of the heart. The purpose of providing a memorial program to grieving family members and friends is to offer them an opportunity to heal their pain so that they may eventually move forward in life emotionally whole. Additionally, hospice staff and volunteers become attached to the patients and similarly benefit from the Memorial Celebration. Hospice of the Valley will provide a memorial service to 85 individuals in May of 1993, at Hakone Gardens in Saratoga. Participants will be able to verbalize a benefit for having attended the service. E. Project Beneficiaries In 1991 Hospice of the Valley provided in -home hospice service to 9 residents of Saratoga who were terminally ill. Follow up bereavement counseling is being provided (up to one year following the death) to 27 family members. Last year, Hospice of the Valley had a total of 180 patients receive in -home hospice service. Approximately 68% of all patients of Hospice of the Valley are from low income households. Hospice of the Valley never charges the patient or family for service and a significant number are medically indigent. F. Project Management The annual Memorial Celebration at Hakone Gardens is coordinated by the Bereavement Coordinators who are licensed social workers. Invitations will be mailed to surviving family members and close friends of former hospice patients several weeks prior to the event. Success of the event will be monitored by staff as indicated by the responses of those attending the event. G. Financial Information Hospice of the Valley is requesting a grant to cover the fees normally charged for the use of Hakone Gardens for the Memorial celebration. This is projected to be $720. Of an annual projected budget for fiscal year 1991 -92 ($728,114), the amount requested from the City of Saratoga is approximately 1 As reported in the Annual Report for 1990 -91 the sources of revenue are: Memorials 7.9 Individuals 6.7 Foundations 5.3 Misc. Organizations 3.1 United Way 9.3 Medical Reimbursement 57.3 Special Events 6.7 Service League 2.6 Other 1 PROGRAM BUDGET =spy CG= 'F -f PROGRAM: LINE ITEM 1992/1993 BUDGET ORGANIZATION NAME: SALARIES Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other OTHER EXPENSVi Accoun'Sng Services Cone ct Services In ance reference Miscellaneous 1 Other TQTAL 0 ,t? t tes I '72d ./s �b2 1i5 Fe= Fob de-7) Medicare Intakes Kaiser Intakes Private Insurance Intakes No Pay hakes Total Intakes (Revenue Contributions Memorials Individuals Businesses Churches Organizations Foundation Grants United Way Special Events Service League Interest Sales Reimbursement Medicare Private Insurance Kaiser (Non Medicare) Total Revenue (Expenses Personnel Costs Operating -Fixed Operating-Other Conference Training Travel Maeage Reimbursement Direct Drugs, Supplies HME Total Expenses Surplus (Deficit) 1/12/92 11:55 PM Hospice of the Valley Budget 1991 -1992 Revised 1/12/1992 Jul-91 Aug-91 Sep-91 Oct -91 Nov -91 Dec -91 Jan-92 Feb-92 Mar -92 Apr -92 May -92 Jun-92 Total 41,823 35 43,794 52 315 50 660; 52,531 49 781 6,324 6,04 5 883] 6;391 6 5 06 2,029 4 382 4 360: 6 9 28 120 1027 3 768; 935 8113; 953 990 1 087: 1;336 901 886 8',239 11118 7,658 7;:122 X6,188 3;385 61;493 75;401 75 059; 74,676 171544 64,1; 6125 1,986 59,591 61,191 57,491 62,491 76,391 62,391 6 6 6 6 6 6 2 2 2 2 2 2 2 2 2 2 2 2 6 6 6 6 6 16 16 16 16 16 16 7,066 7,066 7,066 7,066 7,066 7,066 1,400 10,000 1,400 1,400 1,400 1,400 350 350 350 350 350 350 0 0 0 0 0 0 260 260 260 260 260 260 3,000 3,000 3,000 3,000 3,000 3,000 5,666 5,666 5,666 5,666 5,666 5,666 10,000 24,000 10,000 7,000 5,000 800 800 700 700 600 600 23,519 23,519 23,519 23,519 23,519 23,519 2,266 2,266 2,266 2,266 2,266 2,266 8,265 8,265 8,265 8,265 8,265 8,265 51,264 51,264 51,264 51,682 51,682 51,682 5,529 5,529 5,529 5,017 7,017 5,017 4,746 4,746 4,746 4,746 4,746 4,746 250 250 250 250 250 500 500 1,000 1,000 1,000 1,000 1,000 1,000 7,348 7,348 7,348 7,348 7,348 7,348 70,136 70,136 70,136 70,042 72,542 70,292 4,721 (16,413) (17,556) (30,575) (31,520) (6,844) (10,545) (8,945) (12,645) (7,551) 3,849 (7,901) 91 92 Surplus 68 26 2 193 84,786 25,404 4,150 50 3,503 30,543 72,317 51,180 21,170 11,301 330 338,289 13,596 49,587 706,207 609,493 70,914 56,946 8,218 2,607 12,153 87,799 848,130 (141,923) (141,923) Original Rev-Orig .01'1::' 9 ;(153: 89S (25) 17 (21) 35 7 3,486 (24,596) (6,000) (2,200) (11,097) (29,457) (3,714) (3,820) (8,830) 1,701 330 (63,722) (40,809) 11,428 (177,299) (4,378) 9,703 5,586 4,218 607 3,753 18,746 38,235 (215,534) (215,534) A TT ENDANT CARE PROGRAM COORD. ATTE NDAN''TS 1 BOARD COMMITTEES RESOURCE COORDINATOR BEREAVEME NT COORDINATOR S BEREAVEMENT SUPPORT TEAM SOCIAL WORKERS HOSPICE ,f THE VALLEY BOARD OF DIRECTORS EXECUT IVE DIRECTOR PATIENT CARE COORDINATORS i MEDICAL DIRECTOR 1 PATIENT CARE TEAM SERVICE LEAGUE 1 BOOKKEEPER CLERK EXECUTIVE COMMITTEE: President: Norm Snyder 121 Wood Road Los Gatos, CA 95030 H: 354 -2852 President- Elect: Vice President for Funding: Stan Mountford S.D. Mountford Insurance 1530 Meridian Ave., Suite 122 San Jose, CA 95125 H: 997 -2602 W: 723 -4880 Vice President for Professional Services: Robert Ullrich, MD 2505 Samaritan Drive, #401 San Jose, CA 95124 H: 267 -7927 W: 356 -2171 Vice President for Public Information: Sandy Koerber 1405 Camino Robles Way San Jose, CA 95120 H: 268 -7398 HOSPICE OF THE VALLEY BOARD OF DIRECTORS 1991 -1992 Certified Public Accountant Real Estate Development Insurance Service Physician Homemaker 6/91 Secretary: Robert W. Humphreys 719 University Avenue Los Gatos, CA 95030 -3325 W: 286 -5800 Treasurer: Robert Chin 21427 Saratoga Hills Road Saratoga, CA 95070 H: 867 -6172 W: (415) 553 -7581 Ex- Officio: Lionel Leiter 117 El Altillo Los Gatos, CA 95030 W: 371 -0123; 371 -0125 H: 374 -4453 Attorney Marketing Manager Pharmacist Other Board Members: Eugene Blakeslee Vice President of Development 18354 Creekside Court Monte Sereno, CA 95030 W: 255 -9660 H: 395 -7421 Sheila Brown Homemaker 15391 Hume Saratoga, CA 95070 H: 395 -1869 Leo "Vic" English, MD Physician 344 Gordon Avenue San Jose, CA 95127 H: 272 -9562 6/91 Jim Katzman 19607 Farwell Avenue Saratoga, CA 95070 H: 867 -9607 W: 867 -6810 FAX: (408) 741 -196 Ruth Krandel 1816 Monte Carlo Way San Jose, CA 95125 H: 264 -5376 Debra McClintock 1942 Georgetta Drive San Jose, CA 95125 H: 269 -6084 W: 286 -5800 Bill Myers Hopkins Carley 150 Almaden Blvd., #1500 San Jose, CA 95113 H: 371 -2230 W: 286 -2230 (dir. line 299 -1375) Matt Orovitz 15471 Francis Oaks Way Los Gatos, CA 95032 H: 356 -3372 W: 256 -4361 James M. Parks Grant Thornton P.O. Box 6779 150 Almaden Boulevard San Jose, CA 95150 W: 275 -9000 G. David Peach San Andreas Regional Center P. O. Box 50002 San Jose, CA 95150 -0002 W: 374 -9960 H: 997 -7598 Venture Capitalist Realtor Receptionist Attorney Engineer Certified Public Accountant Executive Director 6/91 Maureen Schneider 14425 Sobey Road Saratoga, CA 95070 H: 866 -6913 Carolyn F. Tobiason 3729 Victorian Place San Jose, CA 95117 W: 292 -1765 H: 241 -6090 President, Service League Mail Minutes to: Norman Woods, MD Physician 2460 Samaritan Drive San Jose, CA 95124 H: 395 -6112 W: 358 -1911 Attorney APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAMESenior Coordinating Council of the Los Gatos Area ADDRESS 208 East Main Street Los Gatos, CA 95092 NAME/TITLE OF PROPONENT D. na M L nd Executes e Director SIGNATURE TELEPHONE NUMBER 4 PROJECT NAME City of Campbell Town of Los Gatos 1992/1993 PROPOSAL COVER PAGE Case Management DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2,500 CURRENT SOURCES OF REVENUE SOURCE Title III B Santa Clara County AMOUNT $20,000 4,085 2,675 10,000 Foundations 10,000 PROJT n (Limit statement to space provided) Case Management provides social services to functionally impaired elders, age 62+ in Saratoga, Los Gatos, Monte Sereno, and Campbell to promote and maintain their optimal level of independence. CITY OF SARATOGA HUMAN SERVICES GRANTS FY 1992 -1993 A. Description of Senior Coordinating Council of the Los Gatos Area The Senior Coordinating Council of the Los Gatos Area (SCCLG) was incorporated as a 501(c)(3) non profit organization in 1976 and is governed by a 12 member board of directors. Our mission is to provide leadership, planning, coordination, and services to preserve the dignity, maintain the independence, and promote life satisfaction of elders living in the Los Gatos /West Valley area. Direct services are currently provided by the SCCLG at the Los Gatos Neighborhood Center and include Case Management for low income, homebound elderly and (SEA)Support for Elderly Adults volunteer monitoring; one -time Emergency Financial Aid; Senior Jobs employment referral and job development; SHARE nutritional food co- op; free Legal Assistance; free Health Insurance Counseling; Income Tax Preparation and Counseling; Health assessment and annual flu shots; Outreach; Recreational and Educational programs and events; monthly Los Gatos SENIOR Newsletter; supplemental Transportation assistance; and Volunteer opportunities to assist the community and in the administration of the above programs. B. Past and Current Performance of SCCLG Since 1976 we have been dedicated to the successful development, implementation and advocacy of programs and services to the elderly in the West Valley area. We were actively involved in the Town Council's decision to secure HUD funding to build the Neighborhood Center for 51% of usage by the elderly population. Our advocacy efforts helped establish the Ombudsman Program, Transit Assist, Live Oak Nutrition Site and Live Oak Adult Day Care Center. We have provided the Case Management program for the West Valley Area since 1982, and to more than 800 frail Saratoga seniors. In 1991 the case manager, in the four city area, provided direct services to 194 multiple service clients and to 230 single service clients. Direct services were provided to 107 Saratoga elders, 75% of whom were low /very low income. 182 monitoring hours were provided by SEA volunteers. In addition to linkage with many county -wide services, service coordination has been developed with the Saratoga Senior Coordinating Council, Saratoga Adult Day Care, Live Oak Adult Day Services, Transit Assist, West Valley Mental Health, Information Referral, The Health Place /SJSU, Long Term Ombudsman Program, community hospital discharge planners, the Gatekeeper Program, and Page 2 SCCLG FY92 -93 Outreach is accomplished through ongoing contact with churches, service provider agencies, hospitals, physicians, local newspapers, and our monthly newsletter. Almost a third of our clients are self- referred. C. Project Purpose and Objectives In a contract with the Council on Aging of Santa Clara County, SCCLG currently operates a Case Management Program that provides social services to elders, 62 years and over, residing in the West Valley area. The service area encompasses the cities of Campbell, Monte Sereno, Saratoga, and the Town of Los Gatos, as well as adjacent rural areas to the west and to the south extending to the Santa Cruz county line. The geographic area to be served under terms of this funding proposal is the City of Saratoga. The Case Manager provides a comprehensive home assessment, develops a care plan, arranges for support services, and monitors the plan for elders meeting any two of the following criteria: age 75 and over, living alone, physical and /or mental disabilities, racial or ethnic status, cultural or social isolation which restricts an individual's ability to perform normal daily tasks or threatens the capacity to live independently. Additional monitoring is provided by SCC through SHARE, SEA and RSVP volunteers, and includes phone and home follow -up. Service priorities for provision of case management services are based on the nature and urgency of the client situation. Those clients presenting life threatening situations are given service priority over other service requests. We are currently working with a local therapy center to expand the program with the help of interns who will assist the case manager in monitoring clients. Descrip ion of Services to be Provided Case Management for clients with multiple service needs (health care /homemaking assistance, assistance with financial problems, Medi -Cal, etc.); 40 unduplicated c ients. Case Management for clients with single service needs; 60 unduplicated clients. Page 3 SCCLG FY 92 -93 Units of Service to multiple -need elderly: Comprehensive assessment of client needs 60 Writing individualized plan of care and services 75 Service authorization to link client to appropriate services 70 Case monitoring to determine quality and effectiveness of services 65 D. Community Need: Case Management is a cost effective program because it allows the client to live in the least restrictive community setting, provides in -home services that enable a frail elder to live at home and prevents premature institutionalization, thus reducing the financial burden on the individual, their families and the government. This program was designed to insure service quality and cost effective use of community resources. Guidelines and criteria have been established by the federal government under the Older Americans Act, Title IIIB Case Management program. There are no similar programs in the West Valley area. E. Project Beneficiaries: 1 Total number of persons in service area 29,261 2 Number of low and moderate income persons in service area 6,600 3 of low and moderate income persons to total number of persons in service area 23% 4 Number of elderly persons 4,015 5 Number of handicapped persons 675 Data Sources: CA Dept of Aging stats for PSA area agency (1980 census); Saratoga Senior Citizens Housing Needs Analysis 1975; Saratoga Social Needs Assessment; Community Forum, Public Hearing, Council on Aging, Transit Assist. Follow up data 3/11/82; Public Hearings conducted by the City of Saratoga, Jan 1983, 1984 and Oct 1985. A survey of Saratoga Senior Center members done in Spring 1985 indicates that 67% low to moderate income persons use the Senior Center. As yet, there are no statistics from the 1990 Census. Page 4 SCCLG FY92 -93 F. Project Management In addition to home visits, the Case Manager sees clients at the Saratoga Senior Center and at Fellowship Plaza. 1. Administrative Staff: The Executive Director of SCCLG performs all duties related to the administration of the Case Management Program; supervises the activities and personnel, prepares necessary reports and proposals, and attends project related meetings. A bookkeeper maintains the fiscal records and prepares financial reports, and a half -time secretary makes appointments, and assists with preparation of reports and proposals. 2. Project Staff The Case Manager provides case management -level services to multiple and single need seniors; trains and coordinates project support staff, informs community of project services, maintains referral network, prepares necessary reports, maintains case management files, and attends case management related meetings. VISTA Volunteer Coordinator is responsible for providing supportive assistance to case management project by recruiting, training, and supervising volunteers who provide supplemental monitoring services to clients. The Executive Director and Case Manager meet twice a month to evaluate program operations in relation to program goals. In addition, the Case Manager is supervised monthly by a licensed social service practitioner as set forth by the State of California. The Executive Director summarizes progress toward program objectives in quarterly reports to the Board of Directors. A narrative and statistical evaluation is made to the City of Saratoga and the Council on Aging on a semi annual basis. Monthly financial reports are made to the Council on Aging. G. Financial Information We are asking the City of Saratoga for $2,500 toward the Case Management Program. This figure represents approximately 2% of the agency's total budget. Other main sources of financial support for the total program include the Town of Los Gatos, City of Campbell, Santa Clara County, Title III B funds of the Older Americans Act through the Council on Aging of Santa Clara County. PROGRAM BUDGET ORGANIZATION NAME: Senior Coordinating Council of the Los Gatos Area PROGRAM: Case Management LINE ITEM 1992 /1993 BUDGET SALARIES Personnel 3R,n2� Benefits 5 n n n OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions Other OTHER EXPFNSRE Accounting Services Contract Services Insurance Conference Miscellaneous Other TOTAL 4,942 750 200 70 __J, 600 900 included in rent 5/0 160 "300 3,300 /,300 $57,055 (24) 1 SENIOR JOBS PROGRAM NFVA W2o110ORY FUNCTIONAL ORGANIZATION' CHART SENIOR COORDINATING COUNCIL FOR THE LOS GATOS AREA (20) 1 i CLERICAL SUPPORT (20) DEL BONO CASE MGR. LOS GATOS/ M. SERENO T A(`RTR (2AHAN Note: Figure in parentheses (20) equals hours worked a week BOARD OF DIRECTORS i EXECUTIVE DIRECTOR (40 TMW4Nn LYNI) BOOKKEEPER RAY DTX W RECEPTIONIST _CONNIE' POS CASE MGR. SARATOGA/ CAMPBELL) 10 NWF.RYT. HOGUFNOF (HRLY) (20) (20) VISTA VOLUNTEER SEA PROGRAM kARILYN SNYDER (35) F Sources: Operating Budget AP Council on Aging County /Los Gatos IP Council on Aging County /Sara /Campbell Stipend Federal Gov't Title V, COA Stipend 12/92 Chuck Adams Judith Burrill Kathy Cusick BOARD MEMBER AFFILIATIONS Elizabeth Dietz, Ed.D., FNP Roseann Fisher Ellen Gibson Bob Hamilton Alan Orr Beverly Rouse Bob Schuster Craig Travis Elizabeth Zientek IBM PG &E St. Mary's Catholic Church Community Ministry San Jose State University Senior Volunteer Retirement Counselor Aris Helicopters Consultant Senior Volunteer Captain, Los Gatos Police Force Rep. /Quackenbush Citibank APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAME LIVE OAK ADULT DAY SERVICES ADDRESS 19 High School Court Los Gatos, California 95032 1992/1993 PROPOSAL COVER PAGE NAME/TITLE OF PROPONENT Leta Friedlander, Executive Director SIGNATURE �i .Gc4 ti. TELEPHONE NUMBER (408) 354 4782 PROJECT NAME Adult Social Day Care DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $4,000 CURRENT SOURCES OF REVENUE SOURCE AMOUNT Santa Clara County $50,131 /COA $6,000 56,131 San Jose, Campbell Los Gatos 66,850 United Way 43,278 Service Fees 69,000 Miscellaneous Donations, Foundations, Grants, and Board Fundraising 77,476* PROJECT ABSTRACT (Limit statement to space provided) LIVE OAK ADULT DAY SERVICES provides a specialized program of adult day care for frail elderly and handicapped seniors that is designed to enhance the quality of their lives and avoid or delay their institutionalization. The agency operates two day care centers in Santa Clara County and serves an average of twenty clients daily at each location with a structured, enriching program of appropriate activities, i.e. music, art experiences, discussion groups, adaptive physical exercise, intergenerational visits with children of all ages, holiday parties, etc. Of equal emphasis, the program provides a respite resource for the caregivers of these dependent adults enrolled. Crisis counseling and referrals to other relevant community resources are also part of the agency's services. *$40,000 of this amount dependent upon meeting challenge grant awarded by The Valley Foundation for $20,000 which must be raised by 4/1/92. Agency may face a shortfall this year. A. Organizational Structure and Geographic Locations LIVE OAK ADULT DAY SERVICES January, 1992 Funding Proposal LIVE OAK ADULT DAY SERVICES operates two adult day care centers located at 19 High School Court in Los Gatos and 3257 Payne Avenue in San Jose. Saratoga residents attend the Los Gatos Center. The agency is governed by a 15 member volunteer Board of Directors and is incorporated with the State of California as a not -for- profit human services corporation. The staff consists of a full time executive director, and full time administrative assistant, two full time program directors and an assistant program director at the San Jose Center 3/4 time. In addition the clients are cared for by twelve part time program specialists, a part time speech therapist, and a part time support group therapist. The staff also includes a part time bookkeeper. (Chart Enclosed) B. Past Performance This agency has grown steadily from a two day a week program serving eight clients when it opened in 1985 to a fully functioning schedule operating every weekday serving an average of twenty clients daily at each of two locations. (The Saturday schedule in place for 2 1/2 years was discontinued in 1991 as a cost reduction effort.) Now in our eighth year, the program is respected throughout the County and is considering expansion to a third location (in Gilroy) by the end of 1992. At both centers the average income level of the participants is well within the stated HUD guidelines. A minimum of 89 -91% of the clientele are at Low or Very Low levels of income at any given time; all clients are disabled by definition. C. Project Purpose and Objectives The overall object of adult day care is to assist families in their efforts to maintain dependent senior relatives in their own homes and communities and avoid the anguish and expense of placement of these dependent individuals in institutionalized care. The focus of this agency is to offer the very highest standard of care to the clients who attend and to offer respite to their caregivers so that the family unit may be strengthened and remain in tact. Records of our clients show that over 90% of those who leave this program have avoided placement in a nursing home and this translates into success of our goal. During the coming year this agency anticipates increased growth as the awareness of adult day care is now even more widespread and has been endorsed by health professionals and social scientists as the most dignified and desirable mode of care for the rapidly increasing number of frail elderly. LIVE OAK ADULT DAY SERVICES will offer 3,000 days of service to clients and an equal number of respite days to caregivers; 50 hours of speech therapy to victims of stroke; and 125 hours of counseling support to all clients who can benefit therefrom. In addition an average of three referrals will be made daily, and three consultations with family members will be held daily. D. Community Need, Demographics, all census data, and well documented trends show that the need for adult day care will only increase in the next decade. In Saratoga, as all over Santa Clara County, and indeed nationally, the population is living longer. Due to medical advances, many of our aged are surviving the kinds of catastrophic illnesses which even several years ago would have been fatal. The over age 85 population is the fastest growing group in this country. Studies such as the Needs Asessment, "A Community Challenged" (United Way of Santa Clara County, 1989) and "Alternative Futures" (Santa Clara County Strategic Visions Steering Committee, 1990) document the growing need for services to seniors and both studies cite adult day care as a necessary service which is in short supply in Santa Clara County. The Saratoga /Los Gatos area has literally led the way in provision of adult care for our frail and handicapped senior population. This agency has succeeded due to the interest and support of local government which has historically responded to the human services needs of its constituency. Demographics, all census data and well documented trends show that the need for adult day care will only increase in the next decade. E. Project Beneficiaries LIVE OAK ADULT DAY SERVICES January, 1992 Funding Proposal During the coming year this agency projects the enrollment of a minimum of 220 unduplicated clients in the day care program. Of those enrolled 1% to 3% will be Saratoga residents. 89 -91% of those enrolled will be of Low or Moderate income. (Experience has shown that the majority of our clients are in the Low income group.) All clients will be in the category called "frail" which means they are unable to live independently and must rely on others for their daily needs. The clients will be victims of Stroke, Parkinson's Disease, onset of Alzheimer's Disease, and a variety of other disabilities associated with older age. G. Financial Information Fy 1991 -92 Fy 1992 -93 LIVE OAK ADULT DAY SERVICES January, 1992 Funding Proposal F. Project Management The policies and program for this agency are based on national standards and guidelines published by the National Council on Aging. The Board and Staff of this agency keep abreast of all new materials and studies that will help to enhance the service and we offer and strive to incorporate any and all valuable components that can possibly be added within the constraints of the budget. The executive director has the responsibility to keep the agency financially solvent, the program directors provide direct client care, program development and seek out other community resources to enhance the basic program. It is agency policy to encourage dialog between caregivers and staff so that we will always be aware of each client's needs and the level to which the agency is meeting those needs. In addition the agency conducts a formal survey of all enrolled families every year to elicit further input and suggestions for program improvement. The program's effectiveness is evaluated on an ongoing basis by Board and Staff at monthly board meetings and bimonthly staff meetings. The agency is funded by a combination of resources as listed below: United Way of Santa Clara County 13% Santa Clara County 16% City of Saratoga .005% Other Cities (San Jose, Campbell, 21.4% and Los Gatos) Foundations 4% Client Fees 22% Miscellaneous Donations 18% Challenge Grant Pending 6% City of Saratoga 1% of budget requested All sources above requested to contribute as follows: City of San Jose 46,180 Council on Aging 6,000 County of Santa Clara 52,637 Town of Los Gatos 21,000 United Way Dependent on Campaign Results which are reportedly slightly increased 45,000(estimated) City of Campbell 5,000 Fees 69,000 Foundations 15,000 Board Fundraising Special Events 14,000 Unidentified at this time 34.056 1992 -93 Total Cost 307,873 LIVE OAK ADULT DAY SERVICES January, 1992 Funding Proposal At the cost of $36.00 per client day Saratoga residents at this time are receiving $9,000 in services, and off setting that cost with $2,000 that they pay in fees. (One gentleman attends three days a week and pays $10.00 in fees, one attends twice a week and pays $5.00 in fees.) The amount requested from the City of Saratoga ($4,000) is 57% of the remaining $7,000 and represents less than 1% of the agency's total costs. Additionally, please consider, that transportation costs for one Saratoga client have been absorbed by this program for two years and are not part of the above calculations. January 13, 1992 Sincerely,` Enclosure LF /dr Ms. Karen Campbell City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 19 High School Court Los Gatos, California 95032 (408) 354-4782 Dear Ms. Campbell: Enclosed please find a proposal for funding from LIVE OAK ADULT DAY SERVICES for fy 1992 -93. This agency provides adult day care for disabled and frail seniors and while located in the Town of Los Gatos, always has clients who are residents of the City of Saratoga. For the past year two Saratoga gentlemen have been enrolled in this program. One attends twice a week and one attends three times. Each pays a minimum fee that together covers less than one quarter of the cost of services to them. The City of Saratoga has contributed toward their care but even with this help LIVE OAK is subsidizing these clients at a cost of over $5,500 for just the present fiscal year. In addition until a few weeks ago when volunteer drivers were arranged, this agency absorbed the cost of transportation for one Saratoga client 3 days each week. It is for these reasons that I am requesting that the City continue to help support the day care services provided by LIVE OAK. As always my staff and I try to redirect Saratoga residents to the Saratoga Adult Day Care program whenever possible, and we will continue this policy. With the proximity of the communities, however, and the daily schedule available at this Center, I anticipate that there will always be Saratoga residents who wish to utilize this program. My thanks to you, and the Council, for your interest and support for this agency. Leta Friedlander Executive Director A United Way Agency 3257 Payne Avenue San Jose, California 95117 (408) 985 -6744 ORGANIZATION NAME: PROGRAM: LINE ITEM PROGRAM BUDGET LIVE OAK ADULT DAY SFRVTCF.S Adult Social Day Care SAT ARIES Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing /Advertising Supplies Travel (Local) Worker's Compensation Equipment (Program Office) Dues and Subscriptions Other OTHER EXPENSE;Z Accounting Services Contract Services Insurance Conference Miscellaneous (See Back) Other 1992/1993 BUDGET 196.460 4,800 11,265 1,850 1,300 2,110 8,691 1.870 3.900 3,298 500 950 14,630 6,285 4,400 1.000 44,564 TOTAL 307,873 Miscellaneous: Janitorial Services Supplies 10,170 Payroll Taxes 17,969 Assistance to Individuals 9,000 Government Fees 325 Professional Growth 1,200 Fund Development 1,500 Equipment Maintenance 1,400 Improvements 3,000 TOTAL 44,564 ADMINISTRATIVE ASSISTANT BOOKKEEPER PROGRAM SPECIALISTS LIVE OAK ADULT DAY SERVICES ORGANIZATIONAL CHART BOARD OF DIRECTORS EXECUTIVE DIRECTOR PROGRAM DIRECTOR LOS GATOS PROGRAM INTERNS VOLUNTEERS PROGRAM DIRECTOR SAN JOSE PROGRAM SPECIALISTS ASSISTANT j PROGRAM DIRECTOR PROGRAM INTERNS VOLUNTEERS President Vice President Vice President/ Finance Treasurer(Acting) Ray Byrne 13904 Trinity Avenue, Saratoga 95070 Secretary Mary Alice Blice 484 Woodland Ave. #43, Los Gatos 95030 Fran Alfson 109 Cherry Blossom Lane, Los Gatos 95032 Char Balanesi 1175 Fairview Avenue, San Jose 95125 Cameran Haire 7730 -A Canyon Meadow Circle, Pleasanton 94588 Dale Hill 150 Robin Way, Los Gatos 95032 Mike Abkin 122 El Olivar, Los Gatos 95030 Kay Kvenvold 4009 Luneta Drive, San Jose 95136 Marge Powers 115 N. Buena Vista, San Jose 95126 Diane Brown 1999 S. Bascom Ave., Campbell 95008 3406 Grossmont Drive, San Jose 95132 (Home) Jan Oringer 199 Chestnut Street #6, San Francisco 94133 Gerry Staffiery 12333 View Oak Drive, Saratoga 95070 Ina Tabak 219 Elmwood Court, Los Gatos 95030 (Home) 51 E. Campbell Avenue, #105, Campbell 95008 Angelina Yates 1258 Gainsville Avenue, San Jose 95122 Leta Friedlander, Executive Director 13540 Saraview Drive, Saratoga 95070 Los Gatos Center 354 -4782 San Jose Center 985 -6744 LIVE OAK ADULT DAY SERVICES BOARD OF DIRECTORS 1992 MEMBERS AT LARGE Noelle Allen 21710 Stevens Creek Blvd, Suite 230, Cupertino 95014 (415)965- 8801(W) 374- 4997(H) 295- 2818(H) 249- 3333(W) 258- 7339(H) 371- 0800(W) 867 -1724 354- 8076(H) 247- 5574(W) 356 -3066 725- 0420(W) 265- 4736(H) 437- 8000(W) (415)463- 1428(H) (415)951- 7600(W) Ext.830 356 -7679 356- 3002(M) 365 -8209 (415)399- 9625(H) 252- 1528(H) 978- 9333(W) 866- 5042(H) 374- 4470(W). 272 -5029 867- 4180(H) 354- 4782(W) 1994 1993 1993 1994 1994 1994 1994 1993 1992 1994 1992 1993 1993. 1994 1993 APPLICANT ORGANIZATION SIGNATURE TELEPHONE NUMBER PROJECT NAME City of Saratoga Community Development Block Grant Program/ Human Services Grant Program 1992/1993 PROPOSAL COVER PAGE NAME Transit Assist Joint Powers Agency ADDRESS 208 East Main Street Los Gatos, CA 95032 NAME/TITLE OF PROPONENT Laur n Mende, Transit Assist Manager 1 2 -7r/Y SOURCE State Transit Assistance TDA Article 4.5 City of Saratoga Tnwn of Los Gatos (does not City of Monte Sereno Cnuncil an Aging Client fares, Registration TntarPCt Tncnme (408) 395 -2010 Transit Assist CURRENT SOURCES OF REVENUE FY 1991 92 DOLLAR AMT OF FUNDS REQUESTED FROM CITY OF SARATOGA $15 .000 00 AMOUNT 2 129,519 15,UUU. include in kind contribution)5,650 3,5UU 2,922 Fees, Donations and 23,500 PROJECT ABSTRACT (Limit statement to space provided) The Trin5jt Assist Program is a demand responsive, paratransit service providing transportation to seniors and handicapped who are transportation mobility limited and reside within the sphere of influence of Los Gatos, Saratoga, and Monte Sereno. Eligible clients are provided transportation to medical /rehabilitation facilities, grocery stores, adult daycare centers, schools, social events, banks /legal institu- tions, and bus stops for connection with other transportation services. A. DESCRIPTION OF APPLICANT AGENCY Organizational Structure: See Attachment 1 The Transit Assist program is a demand- responsive paratransit service which was established in 1976 for the purpose of providing transportation to seniors and handicapped who are transportation mobility- limited and reside within the sphere of influence of Los Gatos, Monte Sereno, and Saratoga (which includes incorporated, unincorporated, and mountain areas). Transportation is provided via the use of Transit Assist owned, wheelchair accessible vehicles, and volunteer escort drivers (using their vehicles). The majority of transportation services provided are for life- sustaining purposes of which medical appointments are given the highest priority. Other destinations include, but are not limited to: grocery stores, banks, legal institutions, daycare centers, schools, social events, nutrition sites, and bus stops for connection with other transportation services. Our target population consists of residents with the greatest needs, the elderly, the disabled, the frail, those with low incomes and senior and disabled persons living alone. Transit Assist provides 14,000 passenger trips per year to our targeted population through efficient use of our vehicles and volunteer drivers. B. PAST PROGRAM PERFORMANCE It was the objective of Transit Assist to provide transportation in FY 1990 -91 and FY 1991 -92 at status quo levels. They are as follows: FY 1990 -91 Actual Total Passenger Trips 14,117 Wheelchair Units 2,292 Handicapped Units 2,001 (Under 60 years) Shared Units 6,954 Registered clients 550 Unduplicated clients 550 Number of minority 60 clients C. PROJECT PURPOSE AND PROGRAM 2 FY 1991 -92 Projected Total Passenger Trips 14,000 Wheelchair Units 2,142 Handicapped Units 2,000 (Under 60 years) Shared Units 7,497 Registered clients 620 Unduplicated clients 620 Number of minority 60 clients The grant funds will be utilized to provide transportation to the senior and disabled populations who are transportation mobility limited. Our service area includes the sphere of influence of Los Gatos, Saratoga, and Monte Sereno (which includes incorporated, unincorporated, and mountain areas). The majority of transportation services provided by utilizing the van are for life sustaining purposes, such as medical care, legal business, and food shopping. Other destinations include senior service programs, nutrition programs, and personal hygiene care appointments. Within its limited resources, Transit Assist's objective is to provide transportation at current status quo service levels for FY 1992 -93. Additional funds may be received from the Santa Clara County Transit District to begin complying with the Americans with Disability Act Paratransit Plan. The additional funds will go towards clearing agencies' client waiting lists (Transit Assist does not have a waiting list), and to begin expansion of service hours. It is unknown at this time as to the amount of funds that will be allocated to begin complying with the ADA Plan for FY 1992 -93. Passenger Trips Wheelchair Units Handicapped Units (Under 60 years) Shared Rides 14,000 /year 2,142 /year 2,000 /year 7,497 /year Of the 14,117 rides provided in FY 1990 -91, Saratoga clients received 5,082 rides. The program anticipates providing a minimum of 5,100 rides to Saratoga residents during FY 1991 -92, and a possible greater number during FY 1992 -93. Usage by Saratoga residents has been increasing faster than the other two cities. The following data identifies the cost per passenger trip for FY 1991/92, FY 192/93, and the cost to provide the service to Saratoga residents. FY 1991 -92 5,100 Saratoga Rides X $14.69 cost per passenger trip: $74,919 FY 1992 -93 5,360 Saratoga Rides X $14.78 cost per passenger trip: $79,221 The $6,500 received from the City of Saratoga in FY 1990 -91 bought 478 Saratoga rides. The $15,000 received in FY 1991 -92 will buy 1,021 Saratoga rides. The $15,000 requested for FY 1992 -93 will buy 1,015 Saratoga rides. D. STATEMENT OF NEED AND PRINCIPAL GOAL Primary transportation deficiency exists among the elderly and disabled population within the Transit Assist community Los Gatos, Saratoga and Monte Sereno. In addition, Transit Assist has the highest percentage of wheelchair users in the Santa Clara County, which makes van wheelchair accessibility vital in this service area. Due to higher than average jurisdictional populations of elderly and disabled persons and the lack of effective private taxi service to the West Valley areas (of Santa Clara County), the participating jurisdictions identified a need for expanded transit service to those persons who could not effectively utilize the existing public transit system for physical reasons. 3 E. PROJECT BENEFICIARIES AND MINORITIES 1. Target population The primary population to be served by the Transit Assist Program is the elderly (age 60 and the disabled residents of any age of the three participating cities. Total Number of Persons in Service Area 59,601 Number of Low and Moderate Income Persons in Service Area Percent of Low and Moderate Income Persons to Total Number of Persons in Service Area Number of Elderly Persons Number of Handicapped Number of minorities (Asian, Hispanic, American Indian, Black, and other) Data Sources 1980 Census 2. Client Demographics Total Registered 620 Number of Wheelchair bound 315 Number of Minority Clients 60 Number of Unduplicated clients 620 Percent of Saratoga clients to 36% Total Number of Program clients Percent of SSI eligible clients 40% to Total Program clients Number of Low and Moderate Persons 85% to Total persons utilizing Transit Assist 15,819 26.5% 8,572 1,485 3,053 F. PROJECT MANAGEMENT Project Management and Administration is described by Attachments 2 6. Monitoring and Program Performance and Evaluation of Program Effective- ness: The most significant statistic, "transportation units serves as a tangible measure of program performance. In addition, the program's governing board, the Transit Assist Joint Powers Agency Board (see attached Board description), the Town of Los Gatos, the Santa Clara County Paratransit Coordinating Council and the 4 G. FINANCIAL INFORMATION SUPPLEMENTAL Metropolitan Transportation Commission all monitor the program's performance and evaluate whether the program is meeting the goals set forth for the given fiscal year, and meeting the needs of the community. Program Time Frames and Work Plans: See Program Time Frame and Work Plans Attachments 7 9 1. Fiscal Year 1992 -93 Operating Expenses See attachment 10 2. Fiscal Year 1992 -93 Operating Revenue T.D.A. Article 4.5 Funds 26,842 State Transit Assistance 129,519 Passenger Fares 17,000 Client Registration 1,000 Council on Aging 2,922 City of Saratoga 1 000 Town of Los Gatos 5,650 City of Monte Sereno 3,500 Donations 3,000 Interest Income 2.500 Total 206,933 The grant request from the City of Saratoga represents 7.25 percent of the Transit Assist operating budget for FY 1992 -93. Organization's Internal Revenue Service Federal Tax exempt Letter: Transit Assist Joint Powers Agency, because of its inclusion in the administra- tive structure of the Town of Los Gatos, is technically ineligible to receive a 501 C3 status. However, we are a public non profit and donations are tax deductible. For all intents and purposes, we should be accorded the same treatment as any private non profit agency. Transit Assist Information Packet (Attachment 11) Transit Assist's FY 1990 -91 Financial and Compliance statements (Attachment 12) Transit Assist Brochure (Attachment 13) 5 Attachment 10 ORGANIZATION NAME: LINE ITEM 1992 /1993 BUDGET SAt Personnel 126,310 Benefits OFFICE EXPENSE Rent PROGRAMS Transit Assist PROGRAM BUDGET Transit Assist Joint Powers Agency 29,140 5,883 Telephone 2,020 Postage 1,000 Printing 800 Supplies 900 Travel (manager) 300 Utilities 0 Equipment 0 Advertisin and Publication tYrY� 800 Other Volunteer Driver Mileage 600 OTHER EXPENSES Accounting services 2.000 Contract Services 12,680 Insurance 5,000 Conference 200 Miscellaneous 800 Other Vehicle Maintenance 10,000 Gas and Oil 8,000 Training 500 TOTAL 206,933 ATTACHMENT 1 CS004 :A: \translt.ast \carolyn.kng JOLN POWERS AGENCY LOSGATOS MONTESERENO SARATOGA STATE OF CALIFORNIA TRANSPORTATION DEVELOPMENT AGENCY (4.5 AND OTHER FUNDS) METROPOLITAN TRANSPORTATION COMMISSION PARATRANSIT AND COORDINATING COUNCIL TRANSIT ASSIST JOINT POWERS AGENCY Los Gatos Town Council Monte Sereno City Council Saratoga City Council TOWN OF LOS GATOS (Administration of Program) Town Manager Manager, Community Services Division Program Coordinator Program Assistant Program Scheduler (Currently not funded due to Revenue Shortfall) DRIVERS 208 East Main Street Los Gatos, CA 95032 Phone (408) 395 -2010 ATTACHMENT 3 Voting members: Routing: TRANSIT ASSIST JOINT POWERS AGENCY BOARD ROSTER Barbara Winckler, Chair Councilmember, Monte Sereno 17887 Vineland, Monte Sereno, Ca 95030 Ph: 395 -9474 Dr. Francis Stutzman (P.C.C. Representative) Councilmember, Saratoga 15195 Park Drive Saratoga, Ca 95070 Ph: 354 -3420 Brent Ventura Councilmember, Los Gatos 131 Broadway Los Gatos, Ca 95030 Ph: 356 -6171 or 356 -5588 Non Voting Members: Joe Eskeldson Saratoga Senior Coordinating Council 12638 Radoyka Drive Saratoga, Ca 95070 Ph: 257 -8786 John Fitzgerald Consumer Representative 17650 Daves Avenue Monte Sereno, Ca 95030 Ph: 395 -8071 Donna Lynd Los Gatos Senior Coordinating Council 208 East Main Street Los Gatos, Ca 95032 Ph: 354 -1514 Harry Peacock Saratoga City Manager Saratoga City Hall 13777 Fruitvale Avenue Saratoga, Ca 95070 Ph: 867 -3438 Rosemary Pierce Chief Administrative Officer City of Monte Sereno 18041 Saratoga /Los Gatos Road Monte Sereno, Ca 95030 Ph: 354 -7635 Staff: Alternate: Copies: csdll:a: \rosters \jparostr David W. Knapp Town Manager Town of Los Gatos P.O. Box 949 Los Gatos, Ca 95031 Ph: 354 -6832 Regina Falkner Community Services Director Town of Los Gatos P.O. Box 949 Los Gatos, Ca 95031 Ph: 354 -6820 Lauren Mende Transit Assist Coordinator P.O. Box 949 Los Gatos, Ca 95031 Ph: 395 -2010 Steve Blanton Councilmember, Town of Los Gatos 779 Blossom Hill Road Los Gatos, CA 95032 Jack Lucas Councilmember, City of_Monte Sereno 17171 Zena Avenue Monte Sereno, Ca 95030 (H) 395 6702 (W) 354 2731 File Clerks File Posting Clip Board (Downstairs N.C.) City of Saratoga Community Development Block Grant Program/ Human Services Grant Program NAME/TITLE OF PROPONENT Dee SIGNATURE TELEPHONE NUMBER PROJECT NAME 1992/1993 ,PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Catholic Charities of Santa Clara County ADDRESS 2625 Zanker Road, San Jose. CA 95134 -2107 408 944 -0567 11 II u, es DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA __42,54a___ CURRENT SOURCES OF REVENUE SOURCE United Way Catholic Charities Misx. AMOUNT c1.74.,.183 32,292 33,303 500 240,278 PROJECT ABSTRACT (Limit statement to space provided) The program provides complaint investigation and advocacy services tor the trail elderly living in Santa Clara County's 340+ long term care institutions. The program trains and supervises community volunteers who complete a 36- hour training module as authorized by the State Department of Aging's Term Care Ombudsman Office. These volunteers are assigned to a geographical area to visit both Skilled Nursing facilities and Residential Facilities for Elderly. Ombudsman interview residents, receive and investigate complaints and try to resolve problems for cor on behalf of those residents. CITY OF SARATOGA Community Development Block Grant Program Program Year FY 1992 -93 A. DESCRIPTION OF APPLICANT AGENCY Catholic Charities of Santa Clara County, a non-profit organization, has been designated by the Council on Aging to sponsor the Long Term Care Ombudsman Program providing advocacy and representation to the county's long term care residents. Catholic Charities of Santa Clara County has provided human service programs in the county since 1946, becoming the parent agency for the Long Term Care Ombudsman Program in 1981. See organizational chart attached. The Ombudsman Program reports its performance to the Council on Aging, which, with the California Department of Aging, regularly assesses and evaluates the Program's ability to provide services. The Ombudsman Program Director receives training and technical assistance from the California Department of Aging, Office of the Long Term Care Ombudsman. The Department provides the standards and required curriculum for a 36 -hour core training for each volunteer. Volunteers are certified by the California Department of Aging. B. PAST PERFORMANC& During the FY 1990 -91 the Ombudsman Program completed 27 visits to Saratoga facilities, and contacted 134 unduplicated residents. In addition the program spend approximately 100 hours in these facilities visiting with residents to ascertain problems and the quality of their care. In doing so the program officially opened 9 formal case investigations. In FY 1991 -92 the program has performed the following during the first six month period (July December, 1991): 20 site visits conducted, seen 155 unduplicated persons, opened 14 case investigations. C. PROJECT PURPOSE and 1. To provide residents of Saratoga's long term care facilities with direct and personal access to Ombudsman services. 2. To maintain high visibility in facilities by making frequent site visits. 3. To educate facility staff and care providers on long term care issues, including resident's rights, Ombudsman access and role, and confidentiality. 4. To educate long term care facilities, senior services and other appropriate community providers by distributing bulletins, newsletters, and literature and /or sponsoring workshops on relevant issues. 5. to conduct complaint investigation and advocate for resolutions which benefit the resident. D. Community Need There continues to be a need for representation and complaint investigation for the institutionalized elderly, including the 394 ilidividuals in Saratoga's seven facilities. The Federal government recently enacted two programs in response to nationwide problems: The passage of the Nursing Home Reform provision of the Omnibus Budget Reconciliation Act of 1987 (OBRA 1987), requiring changes in areas to include quality of care, resident rights, the survey and certification process and enforcement; and, in 1990 Congress created a Federal Elder Abuse Prevention Program by expanding the Older Americans Act, (Part G, Title III). -2- OUTCOMES 1. a) Maintain minimum of 1 Ombudsmen (staff or volunteer) to conduct site visits and handle complaints. 1. b) Conduct a minimum of 25 visits per year. 2. a) Personal interview contact with 105 unduplicated residents. 3. a) Present 2 in- service training programs to facility staff. 4. a) Three educational presentations /mailings a year. 5. a) Conduct lOformal investigations a year. The Commission on California State Government Organization and Economy's Little Hoover Commission studied both nursing and care home issues in 1983, 1987, and 1988. Their report(s) issued in February of 1989, begins: "When someone is elderly, frail and friendless, the State must be particularly vigilant in shielding that person from harm and neglect Need for continued local advocacy is evident, given the forced closing of Evergreen Health Care in San Jose (June, 1990) and citations garnering county wide press attention for Casa Serena (San Jose) and Driftwood Convalescent (Gilroy). In Saratoga particular concerns have surfaced regarding Odd Fellows Home of California. No community is immune from problems created when friendless, frail, chronically ill elderly must rely on institutional care for daily survival. E. pro.iect Beneficiaries The program serves the community's most frail and isolated seniors: 73% are 65 or older, 85% are caucasian, 72% are female, 74% are low income. More than 50% have no one available or willing to act on their behalf. There is no other program which duplicates this service and has the authority and protection of Federal and State legislation. The program usually contacts approximately to 5,250 unduplicated residents each year. We propose contacting a minimum of 100 unduplicated Saratoga residents; 74% are low to moderate income given their status as Medi -Cal or SSI recipient. F. Management The Program Director manages daily operations including monthly monitoring of personal and volunteer activity and case investigations. Data submission is required monthly from all Ombudsmen and forwarded to parent agency, United Way, Council on Aging, State Department of Aging and city monitors per contractual agreement. G. Financial The program budget for FY 1992 -93 is $242,673. We are requesting $2,500 from Saratoga, or approximately 1% of our operating budget. Performance goals /service: 105 unduplicated, 10 cases, 25 site v ±seta, total 140 units of service. Saratcgz!c ccct is about $17.86 per person. County -wide the program's cost is about $25.00 per person.. ORGANIZATION NAME: Catholic Charities Benefits PROGRAM BUDGET PROGRAM: Long Term Carp C)mhndsman LINE ITEM 1992/1993 BUDGET SALARIES Personnel $119,5R1 OFFICE EXPENSE 24,000 Rent Telephone 5,730 Postage Printing Supplies 2,000 Travel 2,860 Utilities Equipment Dues and Subscriptions Other 1,145 OTHER EXPENSES Accounting Services Administrative 35 404 Contract Services Insurance Conference Miscellaneous Other 36,426 2,525 TOTAL 5242,673 CATHOLIC CHARITIES 100 N. Winchester Blvd., Suite 262 Santa Clara, CA 95050 COMMUNITY COUNCIL May, 1991 Dee Wischmann Executive Director PRESIDENT: Lucile Bianco VICE PRESIDENT: Steve Pirotta SECRETARY /TREASURER: Jo Ann Vasquez Nickie Andrews Co- President, (Palo Alto /Los Altos Auxiliary) Lucile Bianco (Bookkeeper) 724 Ames Avenue 415/494- 2152(H) Palo Alto, CA 94303 2387 Adele Avenue 415/968 -2220 (H) Mt. View, CA 94043 730 -4672 (W) Gary Citti Citti's Florist, Inc. 984- 8900(W) (Retail Florist) 3100 Stevens Creek Blvd. San Jose, CA 95117 Mae Ferraro 767 E. Taylor Street 292- 2462(H) Representative, San Jose, CA 95112 (Marillac League) Donna L. Fuzere 1237 Birchwood Drive 734- 4828(H) (Bookkeeper) Sunnyvale, CA 94089 734- 4743(W) Muguette C. Gregory 2020 Kent Drive 415/967- 1202(H) Co- President, Los Altos, CA 94024 (Palo Alto /Los Altos Auxiliary) David Jackson 1209 Blackfield Drive 249- 8189(H) (Graphics Mgmt.) Santa Clara, CA 95051 415/852- 6638(W) Community Council May, 1991 Page 2 Steve A. Pirotta 1197 Clear Lake Court (Tax Consultant) Milpitas, CA 95035 Flor Shea (Community Volunteer and Student) 263 -7797 (H) 280 -5400 (W) 13624 Vaquero Court 741 -1430 (H) Saratoga, CA 95070 Diane Speno 1139 Redoaks 985 -0290 (H) (Community Volunteer) San Jose, CA 95128 Thomas W. Stuart 6017 Calle de Felice 269 -1509 (H) (Financial Consulting) San Jose, CA 95124 Joseph G. Thomas 16310 Los Serenos Robles 354- 0988(H) (Investments) Los Gatos, CA 95030 749- 1439(W) Jo Ann Vasquez 3940 Altadena Lane 272- 9399(H) (University Admin) San Jose, CA 95127 554- 4434(W) Robert J. Watson Deloitte Touche 723- 9092(H) (Tax Services) 60 S. Market Street 920- 2411(W) Suite 800 San Jose, CA 95113 -2303 City of Saratoga Community Development Block Grant Program Human Services Grant Program 1992/1993 PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME: The Friends of The Reading Program ADDRESS: 40 N. Milpitas Blvd, Milpitas NAME /TITLE OF PROPONENT: The Reading Program SIGNATURE: TELEPHONE: 848 -5366 Contact: Mary Drummond PROJECT NAME: The Reading Program DOLLAR AMOUNT OF FUNDS REQUESTED FROM CITY OF SARATOGA: $2,000 CURRENT SOURCES OF REVENUE SOURCE: City of Morgan Hill CDBG Gilroy Foundation City of Gilroy CDBG Gilroy Foods Charity Day Amount: $1,600 900 $1,000 900 PROJECT ABSTRACT: The Reading Program is a Santa Clara County Library literacy program. It is one of 84 library programs providing adult literacy instructional services in California. The Reading Program is a volunteer organization that provides one -on -one literacy tutoring. Tutors meet with learners for two hours each week to assist them in learning to read or raising their existing reading skill level. There is no charge for instruction or literacy materials. The Reading Program also provides tutor and learner support groups and on -going tutor trainings. A. DESCRIlTION OF ORGANIZATION The Friends of The Reading Program is made up of volunteer board members. The Friends of The Reading Program supports The Reading Program, a Santa Clara County Library program which provides one -on -one literacy tutoring. Trained volunteer tutors meet with learners for two hours /week minimum to assist them in learning to read or raising their existing reading skill level. B. PAST PERFORMANCE The Friends of The Reading Program has enjoyed a successful first year working with The City of Saratoga CDBG and continues to work with other CDBG programs as well. The Friends of The Reading Program supports The Reading Program's continuing objective of addressing adult literacy needs in the City of Saratoga. C. PROJECT PURPOSE National education statistics show that by conservative estimates 1 in 5 Americans are functionally illiterate. They cannot read a menu or read a story to their children. The Reading Program addresses this need by training volunteer tutors who provide one -on -one tutoring for adults. Each learner's needs and reading level are evaluated by the program. Tutors and learners also engage in on -going workshops, support groups and training. Since 1985 The Reading Program has trained more than 1,345 tutors and more than 1500 adult learners have received assistance in Santa Clara County. The Reading Program has made a concerted effort to reach out to the under- served who read below the eighth grade level. During the past year, 67% of adult learners county wide were from minority groups and 56% were women. D. COMMUNITY NEED The Reading Program is designed to meet the needs of illiterate citizens of The City of Saratoga. The Reading Program specifically targets low- income, disadvantaged community members who wish to make a life changing decision learning to read. The Reading Program trains volunteer tutors to work with learners on an ongoing basis. E. PROJECT $ENEFICIARIES The Reading Program is presently serving a total of 946 people in Santa Clara County. Of these clients, 25 live in The City of Saratoga. Illiteracy automatically qualifies as assumed LL /LM income under HUD presumed criterion Reference s570.20(a)(2). F. PROJECT MANAGEMENT All moneys received by The Friends of The Reading Program will be used to support The Reading Program. The Friends of The Reading Program uses its funds to purchase learning materials, seminars and training and to support a newsletter. The Friends of The Reading Program has also helped maintain current levels of service when State funding ended. The Friends of The Reading Program will be able to submit receipts for materials, printing or any other aspect and will also provide any reports that may be required by The City of Saratoga. Life Skill Seminars $1,000 Adult literacy students will receive training in basic survival skills, such as how to apply for and maintain jobs, time management and how to fill out forms. Written survival skill materials will be purchased such as: "Becoming a Driver", "Getting Medical Assistance" and "Using A Checking Account A complete list of materials can be provided. Literacy Instruction Materials $1,000 Adult literacy materials for learning basic literacy skills. Materials will be purchased for tutors and learners in aiding spelling, writing and reading. A complete list of materials can be provided. G. BUDGET INFO The budget for 1991 -92 including CDBG proposals is $25,000 The City of Saratoga's percentage would be 8 The Friends of The Reading Program receives funds through Community Development Block Grants, Corporate grants, fund raisers like "Ride To Read" and "Cow Pattie Bingo" and private donations. ORGANIZATION NAME: PROGRAM: PROGRAM BUDGET The Friends of The Reading Program The Reading Program Line Item 1992/1993 Budget Salaries Personnel -0- All Volunteer Benefits Office Expense Rent -0- Telephone -0- Postage -0- Printing -0- Supplies -0- Travel -0- Utilities Equipment -0- Dues and Subscriptions -0- Other -0- Other Expenses Accounting Services -0- Contract Services -0- Insurance -0- Conference Miscellaneous -0- Other: 1. Life Skill Seminar Workshops $1,000 and Workshop Materials 2. Literacy Instructional Materials $1,000 Total $2,000 Printed on recycled paper. February 5, 1992 84 /46; oaurw ©0 ucoo Memo to: City Council Carolyn King Assistant to the City Manager 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 867 -3438 COUNCIL MEMBERS: Karen Anderson Martha Clevenger Willem Kohler Victor Monia Francis Stutzman From: Assistant to the City Manager The following proposal from Women's Housing Connection of Silicon Valley, Inc. was received on January 30 (filing deadline was January 17) after staffs' preparation of the Council report. A cover letter and application were sent to FY 91/92 CDBG applicants and other interested parties in November; however, the Women's Housing Connection contacted the City last week indicating that notification was not received and that the organization would be submitting a late application. The project proposal meets the criterion for public services funding. If Council chooses to fund the request, reductions will need to be made from the other public services grants that staff has recommended for funding. Although the application requests operating funds to carry out programs serving homeless women and children in Santa Clara County, there is mention (in the applicant's cover letter and application) of the use of HUD rehabilitation funds and the necessity to match these funds. If, in fact, there is a need for rehabilitation funding then staff suggests that Council reexamine the CDBG allocations under capital projects. Another alternative, if rehabilitation funds are needed, is that the Council can award a grant from the City's revolving rehabilitation loan fund rather than allocate the amount requested from FY 92/93 CDBG funds through the CDBG process. The City Revolving Loan Fund was used for the grant of $7,189.62 to Emergency Housing Consortium in November 1991. (Council may also want to consider funding Emergency Housing Consortium's proposal using this fund rather than using FY 92/93 CDBG monies). NAME/TITLE or PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME City of Saratoga Community Development Block Grant Program/ Human Services Grant Program 1992/1993 pRQPOS31, COVER PAGE APPLICANT ORGANIZATION NAME Women's Housinc,Connection of Silicon Valley, Inc. ADDRESS P.O. Box 28176 San Jose, CA 95159 Cecelia Warner, Executive Director (408) 294 -5175 Transitioning into Permanent Housing DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 5,000 CURRENT SOURCES OF REVENUE SOURCE AMOUNT FEMA 30,000 Emergency Shelter Grant Program 30,000 Urban County CDBG 20,605 County Social Services 50,000 PROTECT ABSTRACT (Limit statement to space provided) The Women's Housing Connection intends to implement a recently received Transitional Housing grant from HUD in the amount of $893,000. We need the matching funds and funds to operate our current programs, monies to be raised from surrounding communities and organizations. ti AGENCY DESCRIPTION The Women's Housing Connection of Silicon Valley has served homeless women and their children in Santa Clara County for over thirteen years at three shelter locations in San Jose. It provides shelter, food, counseling, and related services to over 250 homeless women and their children each year. WHC is a valued resource and means of survival for many women who experience extreme situations resulting in a loss of their homes. During the past year our agency has improved its financial condition with the support of our community and with federal funds which will improve our transitional housing component. In October, 1991, the agency was notified by the U.S. Department of Housing that a grant had been awarded to establish a demonstration project under the Transitional Housing: Supportive Housing Demonstration Program, one of 100 such programs in the U.S. The grant provides for rehab of one shelter property and further support for five years of operating expenses, child care and other supportive services to the homeless in our community. In addition to the grant from HUD, the San Jose City Council approved a loan to the organization on January 14, 1992, in the amount of $599,000 to refinance and rehab all of the shelter properties. Up to that point the agency had been spending nearly one fourth its budget on mortgage payments. The refinancing will allow 0% interest for a number of years, thus increasing the amount of money for direct services to women and children in the community. Funding over this past year has been provided by the Koret Foundation, the Altos Foundation, Quantum Corporation, the Food for All program and through the American Association of University Women, Saratoga -Los Gatos branch. These recent events together with the favorable audit included with this application indicates the strength and ability of the Women's Housing Connection to provide services over a long -term to our community. PROJECTDESCRIPTION The funds applied for in this application are less than the cost of one bed in our 50 -bed shelter. We anticipate receiving more than half of our yearly expenses through federal sources, but we must nevertheless raise additional funds from local and other sources to provide fifty beds to women and children in the county. We would like to apply for $5,000 under the CDBG program of the City of Saratoga toward the expense of one bed in the shelter. The funds will provide case management and other support services for the women and children in the The Women's Housing Connection works with each woman and her family both in groups and on a one -to -one basis. At intake the case manager and client formulate a personal plan to be implemented over the course of stay in the shelter. The personal plan is developed through co- operative goal setting and mutual agreement between client and staff as to the developmental plan of action. The plan is monitored weekly at house meetings, and during weekly one -on -one meetings with the case manager. Emergency clients are limited to a 45 -day stay, at which time they may apply for transitional status and remain up to 18 months. The case manager position is an integral part of the work toward common goals over this period of time, and involves issues such as building of self- esteem, problem solving skills and the development of linkages with the community with support groups, churches, activity groups, parenting classes, etc. The integrated case management approach used in the Women's Housing Connection works with the total woman and the total family. It views lack of shelter as only one of several situations and problems affecting the stability of the family unit in the community. The case manager, therefore, works with areas such as child care, medical care, job training, parenting classes, mental health counseling, drug and alcohol treatment programs, an the like to attack underlying problems and dependencies that may well affect the woman and her family after exit from the shelter itself. The case management provided by the Women's Housing Connection addresses critical factors that not only place the woman into permanent housing, but which strive to keep her in this housing. PURPOSE AND OBJECTIVES: The case manager will handle a maximum of twenty transitional or' emergency clients while they are residents in the shelter facilities. She will formulate a personal plan for each client at intake and will monitor the progress on the plan weekly with the goal of placing the woman and her family into permanent housing in the community. Regular records outlining the monitoring process and the progress toward program milestones will be kept under the supervision of the case manager. The case manager works closely with the house managers at each of the shelters locations to supervise daily duties such as chores, attendance at counseling and substance abuse programs, and progress of children in their schools. COMMUNITY NEED The project meets several documented needs in our community. The recently formulated Comprehensive Housing Affordability Strategy (CHAS) developed by representatives of the Santa Clara Urban County includes input from Saratoga, one of the members of the Urban County coalition, One of the stated goals of the Urban County is "to meet the goal of transitioning homeless families into permanent housing -an additional 140 shelter beds are needed." (CHAS. p. III -19). The same document encourages an "increase in the number of beds through joint effort with cities" (p. III 17). Through this application to the City of Saratoga, the Women's Housing Connection is striving to make this joint effort with cities in our area to work together with funding not only from HUD, but from private sources mentioned above A recent needs assessment by United Way of Santa Clara County outlines the need for homeless/emergency services in our county Hwnelc:csnercrs is growing in Santa Clara County.... The traditional stereotype of homeless persons as single, alcoholic male vagrants or people with mental problems is not applicable to today's homeless. The current homeless population includes the working poor, families with children, and the elderly. (ACommunity Challenged: A Public Report on Human Needs in Santa Clara County. p. 17.) The Women's Housing Connection turns away up to five women with children each day for lack of space at the shelter. At the present time over 25% of our women are over the age of fifty a dramatic change from previous years which saw a much younger homeless population. This situation is similar throughout the county. There is, therefore, a need for additional shelter beds and for additional services to be provided to the families after they are in the shelter. PROGRAM MANAGEMENT Project management is under the authority and responsibility of the Executive Director. The case manager reports to the Executive Director, who in turn reports to the Board of Directors of the Women's Housing Connection at monthly meetings. A written grievance procedure, organizational chart, personnel policies and conflict of interest policy are on file in the office for review by funding agencies. Prompt reporting to funding agencies is handled by office staff and by the Grants and Contracts Administrator. A yearly audit is carried out by Rosbrugh Accountancy located in San Jose, and the most recent of these audits is included with this application. ORGANIZATION NAME: PROGRAM: LINE Personnel Benefits Rent Telephone postage Printing supplies Travel Utilities Equipment Dues and Subscriptions Other AodOOnting Services Services Contritt Confer+fOe PROGRAM BUDGET Mis Women's Housing Connection of Silicon Valley, znc. Transitioning into Permanent Housing 1992/1993 BUDGET 198, 29,702 64,000 5,000. 300 0 2,000 0 15 000. 300 0 0 5 000 45,000 12 000 300 300 63,080 450,000 ADMINISTRATIVE Grant Writer I Office Assistant Women's Housing Connection of Silicon Valley, Inc. Organizational Chart 1 Bookkeeper 1 I Board of Directors 1 Executive Director Senior House Manager I Asst. House Manager I CLINICAL Volunteers 1 Transitional Case Manager Women's Housing Connection of Silicon Valley, Inc. Board of Directors John Lum, Chair. 513 Danromas Way, San Jose CA 95129 Frank Schiavo, First Vice Chair. 1186 Bayard Dr. San Jose CA 95122 Charles Smith, Second Vice Chair. 1684 Capitol Ave. San Jose CA 95127 JoAn Lambert, Chief Financial Officer. 14030 Elvira St., Saratoga CA 95070 Jeff Schwartz, Secretary. 19281 San Marcos Dr. Saratoga CA 95070 Coleen Savitsky, Member. 343 Leigh Ave. San Jose CA 95128 Jim Brackett, Member. 1187 Bracebridge Ln. Campbell CA 95008 Margaret Brackett, Member. 1187 Bracebridge Ln. Campbell CA 95008 January 29, 1992 Karen Campbell Administrative Assistant 13777 Fruitvale Avenue Saratoga, CA 95070 Women's Housing Connection of Silicon Valley, Inc. P.O. Box 28176 San Jose, CA 95159 Dear Ms. Campbell: Enclosed is an application from the Women's Housing Connection of Silicon Valley, Inc. for $5,000 under the 1992 -93 CDBG program administered through the City of Saratoga. Our project, Transitioning into Permanent Housing, requests funds to carry out programs serving homeless women and children in Santa Clara County. In October, 1991, we received a grant from the U.S. Department of Housing and Urban Development as a demonstration site under the Transitional Housing: Supportive Housing Demonstration Program for support of our transitional housing program. This grant includes the rehab of one property and five years of partial support for operating expenses, child care and other supportive services for women and children in our shelter. In order to implement the grant we need to acquire matching funds from outside sources, including surrounding communities through the CDBG program. Since we serve clients from Saratoga in our program, we would like to apply for some funding toward serving homeless women and children in our program. Our most recent client from Saratoga left her home due to a situation of domestic violence. She stayed in our emergency shelter, then moved out into other housing. She was a high school graduate and had been employed in a restaurant in your area. We were able to take in this woman and transition her out of the shelter into the community in a relatively short time. Many of our clients require just a few days assistance to find employment, obtain counseling, or arrange for housing with other family members. Your support will enable the agency to continue providing these quality services not only to Saratoga residents, but to over 250 women and children in the county. Thank you for considering this application for funding. Please feel free to come over and tour our shelters at any time or request additional information. Sincerely, 6 Cecelia Warner, Executive Director