HomeMy WebLinkAbout02-17-1993 City Council Agenda packetSARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: February 17, 1993
ORIGINATING DEPT: City Manager's Office
AGENDA ITEM 4 11
CITY MGR. APPROVAL
SUBJECT: Allocations for FY 1993/94 Housing and Community
Development Act Funds and Human Services Grants
Recommenced Motion:
1. Conduct Public Hearing.
2. Make allocations for approximately $174,642 for FY 93/94 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
1993/94 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 $174,642. Availability of Block
Grant funds has been publicized and proposals solicited from the
community, previous recipients, and City staff. Followinq
determination of the allocation of 1993/94 HCDA funds by Council,
proposals will be submitted to the County for final approval by the
Board of Supervisors. Proposals for public services not funded
through the Block Grant may be considered for grants from general
revenue sources.
Fiscal Impacts:
The City will receive an HCDA allocation of approximately $174,642
for project costs plus $15,000 for administrative costs for
1993/94. Council has set a limit of 1.30 of projected general
revenues for funding of Human Services, approximately $89,105 for
1993/94 of which $44,105 will be from the general fund.
Follow Up Actions: Forward HCDA funding recommendations to the
County.
Consequences of Not Acting on the Recommended Motions: The HCDA
allocation will remain with the County and the $44,105 of
supplementary funding for human services will remain in the City's
general fund.
If the City eliminates the supplementary funding for human services
due to budget cuts, there will still be $45,000 of HCDA funds that
can be used for public services. However, due to the federal
regulations for monitoring public service agencies, it is not cost
effective to fund agencies for amounts less than $5,000. This
means that the $45,000 should continue to be earmarked for SASCC;
however, these monies could also be used to fund Transit Assist.
Attachments:
1. Report to .Council from Administrative Assistant
2. Project proposals
065.ACM /awm
2
Printed on recycled paper.
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13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 867 -3438
COUNCIL. MEMBERS:
Date: February 17, 1993
To: City Council
From: Assistant to the City Manager
Subject: Allocation of FY 1993/94 Housing and Community
Development Act Funds and Human Services Grants
Karen Anderson
Ann Marie Burger
Willem Kohler
Victor Monia
Karen Tucker
PUBLIC NOTICE:"
1 Legal .Notice of Public Hearing, Saratoga News,. February 3,
1993.
2. Display ad inviting proposals, Saratoga News, December 31,
1992.
3. Letters announcing schedule and inviting proposals sent to
interested parties, Commission Chairs, and City staff,."
November 1992.
'Recommended Motion:
1. Conduct Public Hearing.
:2. Make allocations for approximately $174,642 for FY 93/94 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
4ith the. Urban." County of Santa Clara (the locally responsible
grant recipient).
CDBG /Human Services Grants -FY 1993/1994
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 1993/94 is
expected to be approximately $3,262,000. Of the total grant,
twenty percent will be used for administrative costs, of which the
City of Saratoga will receive $15,000 in addition to the project
allocation. Forty percent of the remainder will go to the 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 $174,642.
In general, to be eligible for CDBG funds, proposals must primarily
benefit those of very low or low income i e family of four-
$38,600).
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 $45,000 of our
grant funds for public services in 1993/94.
Background- -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 annually for human
services grants at 1.3% of the City's projected general revenues
(approximately $89,105 for 93/94).
CDBG /Human Services Grants -FY 1993/1994
Page 3
SUMMARY OF HCDA AND HUMAN SERVICES GRANT PROPOSALS 1993/94
!IIHODiFUNDS4CARRALilill!"'
ADA Survey
Disabled Access
Curb cuts /ramps
i Hakone Disabled Access
Wildwood Bathrooms
Disabled Access
Emergency Housing Consortium
WV College—Disabled Access
HCD FUNDS OTHER
Rehab. Administration
Amt. Request
$12,500.00
$112,500.00
$75,000.00
$80,000.00
$10,513.00
$4,642.00
SUBTOTAL
$295,155.00
HCD/HUMAN SERVICE FUNDS
Second Harvest— Brown Bag
Project Match
SASCC —Sr. Center Operations
SASCC —Day Care
Hospice of the Valiey—
Hakone Rental
SCC of Los Gatos
Case Management
Catholic Charities Ombudsman
Transit Assist
Women's Housing Connection
Friends of the Library—
Reading Program
SUBTOTAL
TOTAL
$3,000.00
$2,100.00
$2,100.00
$38,480.00
$36,358.00
$28,080.00 $28,080.00
$567.00
$2,500.00
$2,575.00
$15,000.00
$5,000.00
$3, 000.00
$140,302.00
$395,457.00
Amt. Recomm
$12,500.00
$112,500.00
$0.00
$0.00
$0.00
$4,642.00
$129,642.00
$3,000.00
$567.00
$2, 500.00
$2,500.001 $2,500.001 $2,500.00
$13,000.00
$0.00
$1,000.00
$89
$218,747.00;'
Rec. 92/93 Rec. 91/92
$0.001
$0.00
$0.00
$0.00
$0.00
$9,528.00
$3, 000.00
$2,100.00
$37,000.00
$27,000.00
$15,000.00
$2,000.00
$1,000.00
$3,000.00
$2,000.00
$38,300.00
$28,000.00
$524.00
$0.00
$2,500.00
$2,500.00
$15,000.00
$0.00
$1,000.00
of Req.
100.00%
100.00%
94.49%
100.00%
100.00%
100.00%
97.09%
86.67%
0.00%
33.33%
Total HCD /CDBG Fund: $174,642 Total General Fund: $44,105
see narrative for staff recommendation
This project will be incorporated into the city —wide curb cut and ramp access project
CDBG /Human Services Grants -FY 1993/94
Page 4
Recommendati.r:
1. Capital Projects Total: $125,000
There are two projects in this category that we have recommended
for funding.
A. ADA Compliance Survey--This proposal prepared by the City
Engineer provides for architectural and engineering consultant
services to survey all City facilities and develop an ADA
compliance plan. The plan will be utilized by the City to
program future capital expenditures to bring all City
facilities into compliance with ADA requirements.
B. City -wide Disabled Ramps apd Curb Cuts -This proposal prepared
by the City Engineer provides for the installation of ramps
and curb cuts for the disabled at numerous locations city -wide
along existing sidewalk network. The project will incorporate
the proposal for similar improvements submitted by West Valley
College for its campus.
There are three project proposals which staff does not recommend
for funding. The Hakone Foundation again 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 Parks and Recreation
Commission. The Commission proposed replacing the bathroom
facilities at Wilwood Park with disabled access facilities. It is
staff's understanding that this is a CDBG- eligible activity only if
the project is a rehabilitation of an existing structure. Also, it
is questionable if the project meets the program's national
objectives.
The third proposal was submitted by the Emergency Housing
Consortium requesting $6,500 for a bedroom renovation project at
its Family Living Center. During fiscal year 91/92, the City
Council gave two grants from the City's revolving rehabilitation
loan program to fund $12,772 in renovations to the Family Living
Center. To date, $9030.10 of the $12,772 has been expended to
complete the plumbing project. The City has not been invoiced for
the screen project. Since funding for this request can either come
from the 93/94 CDBG monies or from the City's revolving
rehabilitation loan program, staff recommends reconsidering this
project for funding from the revolving loan program upon completion
of the screen project. Staff also recommends that funding be
contingent on the Emergency Housing Consortium securing
administrative support from the County or another city to monitor
CDBG /Human Services Grants -FY 1993/1994
Page 5
this proposed project for Davis -Bacon (labor standards)
requirements.
2. Other CDBG Total: $4,642
A. Rehabilitation Administration -CDBG funds can be allocated for
administration expenses of the City's housing rehabilitation
program. $4,642 will restore the fund balance to a level
needed to carry on rehabilitation activities for FY 93 -94.
3. Public Services Total: $89,105
At the beginning of fiscal year 92/93, Council approved staff's
revision of the funding criteria for the Human Services Grants
Program so that staff recommendations would be based on
consideration of: 1) Benefit to Saratoga; 2) Need for the service
provided; 3) Financial need of applicant agency. Evaluating the
human service proposals using the financial need criteria did not
really assist staff in assigning funding priority. Because
Saratoga's portion of services is so low in comparison to other
cities, these services consistently (with the exception of SASSC's
budget) make up a small portion of most agencies' organization and
program budgets.
Hence, most agencies such as Second Harvest Food Bank and Catholic
Charities could easily do without our revenues. However, these
agencies do provide needed services in Saratoga and though these
agencies are on the most part well- funded, staff believes that this
in itself is not a reason to discontinue funding. Staff recommends
funding Project Match, Second Harvest Food Bank, Catholic
Charities, Friends of the Reading Program, and the Senior
Coordinating Council of Los Gatos (Case Management Program in
Saratoga) at the same levels as last year. In general, these
outside agencies which the City has funded in the past are
fulfilling their objectives and maintaining good quality programs.
Also recommended for full funding this year is Hospice of the
Valley. Staff, however, recommends to discontinue funding this
program through the Human Services Grants Program in future years.
Funding was requested last year and again this year 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. In spring of 1991 when Hospice
of the Valley made its annual request for a fee waiver, Council
directed the group to apply for a human services grant. Staff
continues to have concerns that funding this request through the
grants program is not compatible with the objectives of the
program. Additionally, the staff time required by Hospice of the
Valley to prepare the proposal and additional reports and the staff
time required by the City to monitor this agency is significant
i
CDBG /Human Services Grants -FY 1993/94
Page 6
when compared to the amount of money the agency receives from the
City.
Two organizations which were not recommended for full funding this
year were Transit Assist and SASCC. $13,000 was recommended for
Transit Assist. Staff believes that even at this level of funding
that the City is contributing more than its fair share to the
operation of this program and since less human services money is
available this year ($3519 less than last year) that this is a
logical place to cut back. As in the past, staff also recommends
that the entire CDBG amount for public services be allocated to
SASCC and supplemented with general funds as needed. Staff is
recommending that SASCC Senior Center operations be funded at
$36,358 (This is $2122 less than amount requested) and that SASCC
Adult Day Care operations be fully funded at $28,080. Again,
decreased funding is recommended due to decreased human service
revenues. Also, staff believes that SASCC Senior Center
operations has alternative sources of revenue to account for any
shortfalls. Because SASCC- -Adult Day Care provides and plans to
expand a service that is not widely available in the community and
is very labor- intensive, staff is recommending full funding for its
operations. Staff would also like to point out that SASCC's
budgets do not acknowledge in -kind assistance on the part of the
City in the form of rental space, facilities maintenance and fixed
asset maintenance. Staff would suggest a very rough and
conservative estimate of this in -kind assistance being valued at a
minimum of $100,000 annually. Regardless of having an exact
number, staff feels that it can reasonably state that the City's
contribution of in -kind assistance significantly lowers SASCC's
operating expenses.
Staff is also recommending that funding for SASCC be contigent on
its response to Exhibit I and Exhibit II of its Financial
Statements for the year ended June 30, 1991. Exhibits I and II
addressed absent and /or ineffective compliance requirements and
other reportable conditions noted during the audit. The Finance
Director has drafted a letter asking SASCC to respond. Staff
recommends releasing funds to SASCC upon the Finance Director's
approval of SASCC's resolution to issues addressed in the audit.
The only organization not recommended for funding is the Women's
Housing Connection. While the organization does serve a portion of
Saratoga's population, it does not operate programs within City
limits. Staff believes that the other groups recommended for
funding provide more direct services to the community and
therefore, does not recommend funding Women's Housing Connection
for fiscal year 93/94.
CDBG /Human Services Grant
Page 7
Summary
If Council chooses to follow staff recommendations for allocation
of the 1993/94 CDBG funds and general funds, the allocation will be
as follows:
CDBG
Rehab. Administration $4,642
SASCC $45,000
ADA Compliance Survey $12,500
City -wide disabled ramps /curb cuts $112,500
GENERAL FUNDS
All grants to outside agencies plus
supplemental to SASCC's CDBG allocation
as required.
i
Karen Campbel
Administrative Assistant
Total: $174,642
Total: $44,105
APPLICANT ORGANIZATION
City of Saratoga
Community Development Block Grant Program/
.Human Services Grant Program
1993/1994
PROPOSAL COVER PAGE
NAME City of Saratoga
ADDRESS 13777 Fruitvale Avenue
Saratoga, CA 95070
NAME /TITLE OF PROPONENT Larry I. Perlin City Engineer
f
SIGNATURE 4bay
TELEPHONE NUMBER 867 -3438
PROJECT NAME ADA Compliance Survey
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 12,500
PROJECT ABSTRACT (Limit statement to space provided)
Architectural and engineering consultant services to survey all
City facilities and develop an ADA compliance plan. The plan will
be utilized by the City to program future capital expenditures to
bring all City facilities into compliance with ADA requirements.
Please attach an activity time schedule to this proposal cover page. List in
detail the major activities to be undertaken to implement the project and the
scheduled time they will begin and be completed.
Development of Request for Proposals September, 1993
Selection of consultant November, 1993
Begin survey December, 1993
Complete survey February, 1994
Complete plan March, 1994
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993/1994
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME City of Saratoga
ADDRESS 13777 Fruitvale Avenue
Saratoga, CA 95070
NAME /TITLE OF PROPONENT Larry I. Perlin City Engineer
SIGNATURE 0-ii .././.1.�
TELEPHONE NUMBER 867-3438
PROJECT NAME Citywide handicap ramps and curb cuts
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 112,500
PROJECT ABSTRACT (Limit statement to space provided)
Installation of handicap ramps and curb cuts at numerous locations
Citywide along existing sidewalk network. The project incorporates
the proposal for similar improvements submitted by West Valley College
for improvements on the campus.
Please attach an activity time schedule to this proposal cover page. List in
detail the major activities to be undertaken to implement the project and the
scheduled time they will begin and be completed.
Identification and prioritization of locations April, 1993
Preparation of plans, specifications and bidding
documents July, 1993
Advertising and award of construction contract August, 1993
Begin construction September, 1993
End construction November, 1993
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
APPLICANT ORGANIZATION
NAME HAKONE GARDEN FOUNDATION
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
City of Saratoga
Community Development Block Grant Program/
.Human Services Grant Program
PROPOSAL COVER PAGE
ADDRESS P.O. Box 2324 Saratoga, Ca. 95071
21000 Big Basin Way Saratoga,
1993/1994
(408) 867 -7653
95070
esident Board of Trustees
Disabled Access to Cultural Exchange Center Garden
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $75,000.00
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
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.
Please attach an activity time schedule to t his proposal cover page. List in
detail the major activities to be undertaken to implement the project and the
scheduled time they will begin and be completed.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
Title
of
Activities
Month En-ding
7/31
0/31
9/30
10/31
11/31
12/31
1431
2/28
3/31
'4130
5/31
6/30
Site preparation
Path /walk access
to base of stair
lift
Electrical
installation
1
t
Construction of
wood stairs and
decking
Installation o
stair lift
F
PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE
List 'in detail the major activities to be undertaken to.lmplement the project
and the scheduled time they will begin and•be completed. Once._approved,-projects
will be closely monitored during implementation according to this. tine schedules
PROJECT:
ORGANIZATION:
I.
Disabled Access to Cultural Exchange Center and Garden Hakone Gardens
Hakone. Garden Foundation
Schedule Prepared by: Hakone Foundation
1
•Program, Year 1993 44/•
Date Prepared 1/11/93?
*Schedule is dependent upon when funds are received, and time frame for required receival
of variance for stair lift w /Cal -OSHA.
APPLICANT ORGANIZATION
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
female bathrooms.
Fiscal Year 93/94
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
867 -3438
1993/1994
PROPOSAL COVER PAGE
NAME City of Saratoga Parks and Recreation Commission
ADDRESS
,Dan Tr id d j ecretary
Wildwood Park Disabled Male Female Bathrooms
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $80,000
PROJECT ABSTRACT (Limit statement to space provided)
Replace present bathroom facilities with disabled access, separate male and
Please attach an activity time schedule to this proposal cover page. List in
detail the major activities to be undertaken to implement the project and the
scheduled time they will begin and be completed.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
APPLICANT ORGANIZATION
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993/1994
PROPOSAL COVER PAGE
NAME Emergency Housing Consortium, Inc.
ADDRESS P.O. Box 2346, San Jose, California 95109
NAME/TITLE OF PROPONENT '11,aarry
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
(408) 298-9657
Family Living Center Bedroom Renovation Project
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 6,500
PROJECT ABSTRACT (Limit statement to space provided)
The Emergency Housing Consortium requests financial support for a
renovation project at the Family Living Center, a 35-family homeless
shelter and services center for families in Santa Clara County.
The request to the City of Saratoga is to fund essential renovation
of the bedrooms in which families live.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REOUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
Audit or financial statement
Current board of directors
Articles of incorporation and bylaws
V Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REOUIRED TO DUJaLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
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 1993 -94 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'
bedrooms and bathrooms and the kitchen where their meals are prepared.
The Consortium's request to the City of Saratoga is to fund essential
renovation of the families's bedrooms. Specifically, the installation of new
smoke alarms in the 35 bedrooms and replacement of damaged window
parts. These two projects are essential to maintaining the safety of the
bedrooms for families, particularly children. The number of guests (960
each year) puts great demands on the facilities. These items are urgent
priorities so that the Family Living Center can continue to provide safe,
sanitary living spaces for its guests. New smoke detectors are required to
comply with fire codes and ensure family safety. Damaged window parts
must be replaced to ensure guest safety in their rooms. The cost is $6,500
to replace smoke detectors in 35 rooms ($4,000), and to repair damaged
window parts in the rooms ($2,500)
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 35- family (135 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 $133,000 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 $99,900 from the DSS Children's Fund, Benham Capital Management
Company, Northern California Grantmakers, and United Way of Santa Clara
County. For capital improvement projects in this fiscal year, the Family
Living Center is receiving $5,583 from City of Saratoga CDBG funding,
$64,832 from the State of California Emergency Shelter Program, and
$16,640 from the United Way. For fiscal year 1993 -94, the total Family
Living Center Renovation Project budget is $92,859. The Consortium has
confirmed funding of $10,300 and requested funding of $76,059 for
FY 93 -94 for the Renovation Project which includes capital improvements
to the showers, kitchen, and bedrooms, and exterior. The amount
requested from the City of Saratoga, $6,500, is 0.16% of the agency's total
budget of $4,041,000.
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.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
1,873,483
2,061,000
BENEFITS
542,137
596,000
SUPPLIES
133,040
146,000
COMMUNICATIONS
28,800
32,000
PRINTING /ADVERTISING
29,326
32,000
UTILITIES
124,600
137,000
SPACE RENTAL
64,978
71,000
EQUIPMENT RENTAL
49,056
54,000
TRAVEL (local-
conferences,etc)
61,114
67,000
TRAVEL (other)
0
0
CONTRACTUAL SERVICES
121,900
122,000
,INSURANCE taxes
87,991
97,000
ss.istance interest
l MISC.�ues, repairs
109,275
120,000
110,300
111,000
,E4040 0 ,10AVDepreciation
SUBSCRIP. /PUBLICATIONS
5,000
5,500
Subtotal Expenses
3,341,000
3,651,500
Capital Expenses
CAPITAL OUTLAY
457,000
460,000
BUILDINGS
0
0
EQUIPMENT
7,600
10,000
Subtotal Expenses
464,600
470.000
TOTAL EXPENSES AND
CAPITAL OUTLAY
3,805,600
4,121,500
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
5
6,500
OTHER CITIES:
Campbell, Palo Alto
Sunnyvale, Milpitas, Mt.
329,000
7350,000
View, Morgan Hill,Sta.
Clara, San Jose,Gilroy
STATE
804,000
804-,
FEDERAL
676,000
676,000
FEES FOR SERVICES
153,000
168,000
FUND RAISING,
DONATIONS (CASH)
1,435,017
1,714,000
RESERVE CONTINGENCY
FUND
0
0
ALL OTHER (LIST)
County of Santa_,Clara
403,000
403,000
TOTAL INCOME
3,805,600
4,121,500
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Rxpenses
5,583
6,500
PERSONNEL
$351,679
388,000
BENEFITS
117,090
129,000
SUPPLIES
24,100
26,500
COMMUNICATIONS
3,900
4,000
PRINTING /ADVERTISING
1,300
1,500
UTILITIES
33,800
37,000
SPACE RENTAL
7,200
7,200
EQUIPMENT RENTAL
13,300
14,630
TRAVEL (local
conferences,etc)
10,600
12,000
IMMTIXXXanOais g
216,000
237,000
CONTRACTUAL SERVICES
25,000
27,500
INSURANCE Taxes
13,986
15,000
MISC.
29,300
32,000
muomm Depreciation
27,000
28,000
SUBSCRIP. /PUBLICATIONS
1,000
1,100
Subtotal Expenses
880,838
966,930
,C Expenses
CAPITAL OUTLAY
BUILDINGS Rehabilitation
70,415
92,859
EQUIPMENT
23,530
26,559
Subtotal Expenses
93,945
119,418
TOTAL EXPENSES AND
CAPITAL OUTLAY
974,783
1, 0 8 6, 3 4 8
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
I
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
5,583
6,500
OTHER CITIES:
Campbell, Milpitas,S.J.
Sta. Clara, Sunnyvale,
98115
$105,000
i Palo Alto, Mt. View
j STATE
314,000
314,000
FEDERAL
129,000
129,000
FEES FOR SERVICES
40 000
44,000
I FUND RAISING,
1 DONATIONS (CASH)
374,085
473,848
RESERVE CONTINGENCY
FUND
i
ALL OTHER (LIST)
County of Sta. Clara
14,000
14,000
I
TOTAL INCOME
974,783
1,086,348
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES Family Living Center
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 0 (N /A) This request, as a
percentage of the total program equals N/A percent.
CDBG request: $6,500; 0.16% of agencys budget. 6.9% of site rehabiliation
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology project.
CDBGfrequest based upon specific project costs::, (smoke detectors
and window parts) within a much larger renovation project.
(6.9% of total renovation budget)
3. What is the average cost per Saratoga client to whom direct services are
provided?
Not applicable (Capital project)
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
28,294
0
1,887,212
0
I
Estimated
Fund Balance
i End FY 92/93
30,000
0
1,900,000
0 1
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 0 (N /A) This request, as a
percentage of the total program equals N/A percent.
CDBG request: $6,500; 0.16% of agencys budget. 6.9% of site rehabiliation
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology project.
CDBGfrequest based upon specific project costs::, (smoke detectors
and window parts) within a much larger renovation project.
(6.9% of total renovation budget)
3. What is the average cost per Saratoga client to whom direct services are
provided?
Not applicable (Capital project)
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
Emergency Housing Consortium, Inc.
Director of Development I
FY 1992.93
I Volumeer Services Coor. Grant Writer (2) Adm. Asst.. I
Regular
Employees 55
Winter Shelters 48
Youth Outreach Program
General Manager
Manager
wI
General Services
Director of Operations
Armories Program
General Manager
Managers (4)
I Advisors 2
I Receptionist 1) I
San Martin Ochoa Family Caner
I General Manager I
C. R. &(1)I
"osor( l)
I Custodian (1) I
Cannaaer (1
Ochoa
Chad Care (1 1 Custodian (1) I
I Security 1 I
Corporate
General Manager
Lead Maintenance (r
Maimerarce Person (2)I
Warehouse Penton 1 5)
Board of Directors
Executive Director
Manager (1
I Receplont (1) I
I Data Entry 1 I
I Shelter Workers (4) I
I Damn (a) I
004. (3
Program Supervisor
Advisors (2)
Facility Manager
Custodian (3
Sanctuary TiP
General Manager
Program Manager
Santa Clara Family Censer
General Manager
Director of Finances
Central Mgmt. Mgr.
Job Developer I
Consultants F
C. R.S.(1)I
Advisor. (3)
Naga Security (2
Code (1.5)1
Manager
C.R. 5(1)
Mahon (5)
Receptionist 1)
ChM Can(
Security (3) 1
Cooks j11I
1)1
Custodia 2) I
Mr. Peter S. Burcat
Corporate Board Member 6 -30 -94
Executive, Development Community
Attorney At Law
Xuyen V. Doan
210 N. 4th Street, Ste 101
San Jose, Ca 95112
Mr. Marvin Burnell
Corporate Board Member 6 -30 -93
Community Outreach Committee
Publisher
Streetlights
525 E. Maude 13
Sunnyvale, CA 94086
Ms. Ana Burns
Corporate Board Member 6 -30 -94
Executive and Development Committee
Community Volunteer
298 Summerwind Dr.
Milpitas, CA 95035
Ms. Candy Capogrossi
Corporate Board Member 6 -30 -95
Community Outreach Committee
Deputy Executive Director
Housing Authority of SCC
505 W. Julian Street
San Jose, CA 95110
EMERGENCY HOUSING CONSORTIUM
BOARD OF DIRECTORS
Mr. Steven R. Carter
Corporate Board Member
Realestate Management
Spieker Companies Inc.
1032 Elwell Court, Ste 115
Palo Alto, Ca 94303
Mr. Barry Del Buono
Staff
Executive and Development Committee
Executive Director
Emergency Housing Consortium
P. O. Box 2346
San Jose, CA 95109
Ms P. Holly Dove
Corporate Board Member 6 -30 -93
Community Outreach Committee
Realestate Broker
P. H. Dove Enterprises
671 Briarcliff Court
Santa Clara, CA 95051
Mr. Michael Kelly, CPA
Corporate Board Member 6 -30 -95
Finance Committee
President
Kelly Pearman CPA'S Inc.
360 Kieiy Blvd, Suite 200
San Jose, CA 95129
Mr. William Kitchin
6 -94 Board Vice President 6 -30 -93
Executive Chairman Development
Retired Trade Association
5950 Drytown Place
San Jose, Ca 95120
Mr. Timothy M. Kramer
Board Treasurer 6 -30 -94
Executive Finance Committee
President
AEA Credit Union
505 North Mathilda
Sunnyvale, Ca 94086
Dr. Robert W. Madden O. D.
6 -30 -9E
Corporate Board Member
Finance Committee
Optometrist
Robert W. Madden O. D.
240 Meridian Avenue 3
San Jose, CA 95126
Mr. Gary P. Martin, CFO
Corporate Board Member
Development Committee
Senior Vice Pres. Finance
CHIPS Technology
3050 Zanker Road
San Jose, Ca 95134
6 -30 -9
Mr. Al Moreno
Corporate Board Member
Development Committee
Taping Superintendent
California Drywall Company
Mr.. Robert C. Navarrete
Corporate Board Member
Development Committee
Vice President
Wells Fargo Bank
121 Park Center Plaza
San Jose, Ca 95115
6 -30 -93
6 -30 -95
Mr. David Reisenauer
Board President 6 -30 -95
Executive Development Commit.
Engineering Manager
I.B.M.
5600 Cottle Road
San Jose, CA 95193
Ms. Betty Ross
Board Secretary 6 -30 -94
Executive Finance Commit.
Social Worker
Department of Social Services SCC
10 Dempsey Avenue
Milpitas, CA 95035
EMERGENCY HOUSING CONSORTIUM
BOARD OF DIRECTORS
10/7/92
Ms. Jeanne Taylor
Corporate Board Member 6 -30 -94
Chairperson Community Outreach
Community Volunteer
5974 Post Oak Circle
San Jose, Ca 95120
Ms Lyne Thomas
Corporate Board Member
Development Committee
Housing Administration Specialist
Housing Authority of SCC
505 W. Julian Street
San Jose, Ca 95110 -2300
Ms. Marion Tibbits
Corporate Board Member
Finance Committee
Community Volunteer
1591 Tartarian Way
San Jose, Ca 95129
6 -30 -93
6 -30 -95
Mr. Saul Villanueva
Corporate Board Member 6 -30 -94
Finance Committee
Vice President Engineering
Cal Air Conditioning Co.
1775 South first Street, Bldg 66
San Jose, Ca 95112
Ms. Virginia Wyand
Corporate Board Member 6 92
Community Outreach Committee
Social Coordinator
Behind The Scene
60 Marvin Avenue
Los Altos, CA 94022
City of Saratoga
Community Development Block Grant Program
Human Services Grant Program
Saratoga, CA 95070
1993/1994
PROPOSAL COVER PAGE,
APPLICANT ORGANIZATION
NAME West Valley College (West Valley- Mission Community College District)
ADDRESS Office of the Chancellor
14000 Fruitvale Avenue
NAME /TITLE OF PROPONENT Dr. Gerald H. S relitz, In e im Chancellor
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
(408) 867 -2200 ext. 4851 (ask for Joan Reitz)
Enhancing Disabled Access to the West Valley College Campus
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $10,513
PROJECT ABSTRACT (Limit statement to space. provided)
This project will significantly enhance access to the disabled throughout the
West Valley College campus, which serves thousands of Saratoga residents each
year with educational, cultural, recreational, and rehabilitative services.
CDBB, funding will facilitate installation of several curb ramps on Fruitvale and Allendale
Avenues and related improvements.
Please attach an activity time schedule to this proposal cover page. List in
detail the major activities to be undertaken to implement the project *and the
scheduled time they will begin and be completed.
Activity Schedule attached.
West Valley College serves more than 20,000 individuals per year, of whom at least 25%
(5,000) have incomes in the very low to low income range. They include many retired
persons, single parents, and disabled.residents.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
COMMUNITY
COLLEGE
DISTRICT
BOARD OF TRUSTEES
Ms. Nancy Rucker
President
Dr. Norman Abrahams
Vice President
Ms. Joy Atkins
Mr. Javed Ellahie
Ms. Patricia Mahan
Mr. Phil Stokes
Dr. Amal Winter
Ms. Cathy Platon
Student Trustee
Mission College
Mr. Jose Gutierrez, Jr.
Student Trustee
West Valley College
INTERIM CHANCELLOR
Dr. Gerald H. Strelitz
PRESIDENTS
Dr. Floyd Hogue
Mission College
Dr. Leo Chavez
West Valley College
14000 Fruitvale Avenue Saratoga, California 95070 -5698 (408) 867 -2200
January 12, 1993
Ms. Karen Campbell
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. Campbell:
Enclosed for the Council's consideration is West Valley College's
Community Development Block Grant Proposal Submittal Form Cover
Page and List of Activities. One of our Trustees, Karen Dowdy, who
serves on our Board and is also a Saratoga City Commissioner, suggested
that we submit this application for CDBG funds.
We are requesting a CDBG grant of up to $10,513 to significantly improve
access to the disabled on the West Valley College campus. Thousands of
Saratoga residents utilize the West Valley College campus for a wide
variety of educational, cultural, recreational, and rehabilitative needs.
They include a high proportion of low income, disabled, and senior
citizen residents.
As you know, West Valley College and the City of Saratoga have worked
closely over the years to provide services to as many Saratogans as
possible. We jointly operate the Community Access Television Station
and work together on an increasing number of activities. Community
colleges, such as West Valley, have been experiencing serious financial
problems in recent years, and the outlook for 1993 -94 appears bleak.
Funding for capital needs is especially tight. One of the areas for which
we unfortunately have not been able to obtain financing relates to curb,
sidewalk, and walkway modifications on Fruitvale and Allendale
avenues, which are major arteries in the city.
West Valley College 1993 -94 CDBG Proposal Page Two
As the enclosed activities list describes, there are seven specific disabled
access projects which require our action, ranging in cost from $300 to
$6,000. If complete funding of our $10,513 proposal is not possible we
would welcome support for any of the individual projects, which the
Council believes is most urgent.
If any additional information is needed, please feel free to contact me at
(408) 741 -2011 or Mrs. Joan Reitz at (408) 867 -2200, ext. 4851, who can
provide more detailed facilities information.
Your consideration of our proposal is very much appreciated.
Sinc ely,
Gerald trelitz
Interim Chancellor
Enclosures (2)
c: Trustee Karen Dowdy
Ms. Joan Reitz, Director of Facilities and Operations
ENHANCING DISABLED ACCESS ON THE
WEST VALLEY COLLEGE CAMPUS
Description of Project Activities
Funding of this project will facilitate the following modifications to
significantly enhance access by the disabled to West Valley College
educational, cultural, recreational, and rehabilitation services /programs:
A. Installation of Curb Ramps at Bus Stop #3 into traffic lanes. Cost:
$383
B. Walkway required at Bus Stop ($2001f Q $30 /lf). Cost: $6,000
C. Two Curb Ramps Required at other Bus Stop Location. Cost $766
D. Modification to one of the Curb Ramp Locations which does not
provide level area (2% maximum slope) for turning, with side
slopes at 1:12 and walks less than 60 inches wide. Cost: $383
E. Walkway has irregular surface in pavement and requires
smoothing. Cost $300
F. Corner of Fruitvale /Allendale Avenue. No curb ramps
available /one to be installed. Cost: $383
G. Fruitvale Avenue sidewalks, no curb ramps available. Six curbs
ramps to be installed. Cost: $2,298
TOTAL CDBG BUDGET REQUEST: $10,513
Implementation Timeline:
If funding restrictions permit, the college will implement the above
activities during semester term break times to lessen impact on campus
access. The semester breaks during the 1993 -94 fiscal year occur in
August, 1993; January, 1994, and June, 1994.
APPLICANT ORGANIZATION
NAME Second Harvest Food Bank of Santa Clara and San Mateo Counties
ADDRESS 750 Curtner Avenue
San Jose, CA 95125 -2118
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993/1994
PROPOSAL COVER PAGE
Cynthia McCown, Program Manager
(408) 266 -8866
Operation Brown Bag
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $3
PROJECT ABSTRACT (Limit statement to space provided)
The Operation Brown Bag Program is a self -help food assistance program targeted
at very low- income seniors. The program serves 11,000 senior citizens with
weekly groceries through 56 sites in Santa Clara and San Mateo Counties.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REPUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature of applicant
X Narrative covering information cited in 3.A through G of
instruction sheet
x Financial Information Attachment
On File Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
x Audit or financial statement
SUPPLEMENTAL
x Current board of directors
CHECK LIST
On File Articles of incorporation and bylaws
On File Organizational chart
On File Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOU Y PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REOUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
A. AGENCY'S ORGANIZATIONAL STRUCTURE AND LOCATION
Second Harvest Food Bank of Santa Clara and San Mateo Counties is a
private, nonprofit organization that collects surplus, nonmarketable
foods and distributes them to hungry in both counties. Last year, over
13 million pounds of food were provided to the needy. The main
warehouse is in San Jose, with a branch operation in San Mateo.
Programs offered by Second Harvest Food Bank are:
Operations Brown Bag A self -help programs supplying weekly groceries
to almost 11,000 very low- income seniors in 56 neighborhoods.
Community Nutrition Program Offers workshops, classes, and free
materials on nutrition, menu planning, health and consumer issues to
charities, Brown Bag sites and clients. Operates a Nutrition Resource
Center where materials are provided at no charge to charities and
clients.
Food Connection Via telephone, links those who need food with local
charities providing food assistance.
Second Helpings Collects and transports prepared food from
restaurants, caterers and corporate cafeterias directly to soup kitchens
and shelters.
Partners In Need Provides groceries to low- income volunteers who need
food assistance.
Volunteers help support all programs offered through Second Harvest Food
Bank. Over 1,700 volunteers monthly are involved with the various
operations of the agency.
B. PROJECT PURPOSE AND OBJECTIVES
The project is designed to supplement the diets of very low- income
seniors citizens according to CDBG regulations. In order to qualify for
the program the individual needs to be 60 years of age or older, or
between 55 and 59 years of age and disabled. Their incomes can not
exceed $700 for one person and $950 for two people.
The objectives of the project are:
a. Weekly bags of groceries will be distributed to benefit up to 75
individuals at the Saratoga site.
b. Quarterly on -site nutrition and consumer education programs will
be provided by the Second Harvest Food Bank's nutritionist,
university interns and trained volunteers.
c. Quarterly newsletter addressing program and senior issues.
d. Semi annual volunteer recognition events held to honor the
volunteer efforts.
C. PROJECT MANAGEMENT
The project management is a joint effort between Second Harvest Food
Bank staff and trained volunteers at the site. The food is picked up at
the Second Harvest Food Bank warehouse every Wednesday. Weekly, 6 8
volunteers, under the direction of a volunteer site chairperson, help
unload the van, bag food, deliver to homebound individuals, assist with
paperwork and distribute groceries.
Agency's Organizational Structure and Location
Page 2
On a monthly basis the site chairperson attends a Site Chairpersons'
Meeting at the Second Harvest Food Bank facility in San Jose. At the
meetings, they address program issues and receive training under the
direction of the Food Bank's Brown Bag Site Coordinator. The Brown Bag
Site Coordinator visits the site to provide additional support and
training for the volunteers.
Various Second Harvest Food Bank staff are involved with the management
of the program. This includes operations, fund raising, administration,
food mobilization, volunteers and program services.
D. PAST PERFORMANCE
Second Harvest Food Bank has had a distribution site at Fellowship Plaza
in Saratoga for the past eight years.
In 1992, over 35,000 pounds of food were distributed at the Saratoga
site, benefitting over 75 individuals.
Volunteers from the Saratoga site participated in two volunteer
recognition events held in spring and winter.
Quarterly newsletters were distributed to members, including one Spanish
translation of the publication.
There were four nutrition activities that were offered at the site.
There was a special nutrition program that was offered in Russian for
the Russian speaking seniors.
All the activities were well received by the participants.
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
3,000
3,000
OTHER CITIES:
57 900
60,945
STATE
18,500
19,425
FEDERAL
0
0
FEES FOR SERVICES
65,000
68,250
FUND RAISING,
DONATIONS (CASH)
556,210
584,021
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way
107,280
64,410
0
112,644
67,631
0
USDA
County
TOTAL INCOME
$872,300
$915,915
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Exp
PERSONNEL
$356,570
$374,399
BENEFITS
61,480
64,554
SUPPLIES
5,000
5 250
COMMUNICATIONS
12,370
13,020
PRINTING /ADVERTISING
63
66,392
UTILITIES
39,720
41,811
SPACE RENTAL
15,485
16,301
EQUIPMENT RENTAL
1,845
1,943
TRAVEL (local-
conf erences ,etc)
3,095
3 255
TRAVEL (other)
1,545
1,628
CONTRACTUAL SERVICES
0
0
INSURANCE
23,615
24,859
MISC. Warehouse Expenses
85,800
90,295
EQUIPMENT Purchase
194,665
203,753
SUBSCRIP /PUBLICATIONS
8,035
8 458
Subtotal Expenses
$872,300
$915,915
Capital Expenses
0
N/A
CAPITAL OUTLAY
N/A
N/A
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
$1,244,350
$1,306,490
BENEFITS
211,450
222,579
SUPPLIES
24,165
21,525
COMMUNICATIONS
48,500
51,051
PRINTING /ADVERTISING
196,745
207,097
UTILITIES
103,740
109,200
SPACE RENTAL
99,750
105,000
EQUIPMENT RENTAL
4, 9 8 5
5,250
TRAVEL (local
conferences, etc)
9,975
10,500
TRAVEL (other)
6,785
7 ,140
CONTRACTUAL SERVICES
0
0
INSURANCE
63,885
67,253
MISC. Warehouse Expenses
209,480
220,505
EQUIPMENT Purchase
486,380
511,980
SUBSCRIP /PUBLICATIONS
20,360
21,431
Subtotal Expenses
$2',730,550
$2,? 867 000
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
`TOTAL EXPENSES AND
CAPITAL OUTLAY
$2,867,000
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
3,000
3,000
OTHER CITIES:
83,900
88,245
STATE
37,000
38,850
FEDERAL
0
50,000
FEES FOR SERVICES
454,200
476,910
FUND RAISING,
DONATIONS (CASH)
1,563,570
1,641,671
RESERVE CONTINGENCY
FUND
0
0
ALL OTHER (LIST)
United Way
178,800
169,500
190,580
190,240
177,975
200,109
USDA
County
TOTAL INCOME
$2,730,550
$2,867,000
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 3,000 This request, as a
percentage of the total program budget equals less than percent
1%
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
The request represeents less than .033 percent of the project budget.
The number of individuals served is approximately 1 percent of those Saratoga
residents enrolled.
3. What is the average cost per Saratoga client to whom direct services are
provided?
$120 /year
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
See attached Budget
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
Estimated
Fund Balance
End FY 92/93
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 3,000 This request, as a
percentage of the total program budget equals less than percent
1%
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
The request represeents less than .033 percent of the project budget.
The number of individuals served is approximately 1 percent of those Saratoga
residents enrolled.
3. What is the average cost per Saratoga client to whom direct services are
provided?
$120 /year
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
See attached Budget
FUND BALANCES
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993 -1994
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Project Match, Inc.
ADDRESS 1671 Park Avenue, Room #21
San Jose, CA 95126
PROJECT ABSTRACT (Limit statement to space provided)
NAME /TITLE OF PROPONENT Miranda Kolbe, Executive Director
SIGNATURE
TELEPHONE NUMBER (408) 287 -7121
PROJECT NAME Senior Shared Housing Program Saratoga Component
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2,100
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.
The City of Saratoga does not discriminate on the basis of
race, color, national origin, sex, religion, age or disability
in the provision of services and programs.
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the
applicant organization is required to furnish. Submit one copy of
each as part of this application for funding. Please check the
items below to indicate that copies are included.
REQUIRED OF ALL APPLICANTS
X Cover sheet with identifying information and signature
of applicant
X Narrative covering information cited in 3.A through G of
instruction sheet
X Line item budget
X Audit or financial statement, plus letter of auditability
SUPPLEMENTAL
X
X
X
CHECK LIST
Verification and documentation of Internal Revenue
Service nonprofit status under Title 26, Section 501(c)
of the Federal Code
Current board of directors
Articles of incorporation and bylaws
Organizational chart
Previously
submitted Copy of adopted personnel policies and procedures
including affirmative action plan if staff exceeds
fifteen (15) employees
Previously
submitted Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE
NOT REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS
CHANGES HAVE OCCURRED.
A. PROJECT MATCH, INC. AGENCY DESCRIPTION
Project Match is a non profit agency that creates shared housing arrangements for low
income adults, mainly seniors. Last year, the ages of our Saratoga clients ranged from 30
to 88 with an average age of 60 years; their median monthly income is $745, 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. A chart showing our organizational structure is attached (Attachment V).
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 fifteen 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 FY93 -94
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.
We have always successfully met our Saratoga performance goals. Last year, we
interviewed and assessed 23 Saratoga residents and provided 10 shared housing
placements. 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 very 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 FY93 -94.
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 rent for a one bedroom apartment is
$749. It is clearly higher in Saratoga. Last year, the median monthly income of our
Saratoga seekers (renters) was $735. If these Saratoga seekers had to pay the market rate
of $749 for rent, they would have a negative cash flow.
Last year, Saratoga renters matched through our program paid an average rent of $375,
representing an average monthly savings of more than $374 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:
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 10 Saratoga matches made in FY91 -92, one -third 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
$8,940, 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 30 to 88, with 60 years being the average age.
Many of the elderly persons are providers and some are requiring "live -in" services in order
to prevent or postpone institutionalization.
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, 1994.
Providing shared housing arrangements for 10 Saratoga residents Ongoing
Interviewing, assessing and counseling 20 Saratoga residents Ongoing
Conducting follow -up of 100% of the shared housing arrangements Ongoing
Evaluating impact and effectiveness of program Summer 1993
Continuing our outreach service in Saratoga by holding
regularly scheduled office hours in your senior center 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. Project Match calls "matched"
clients one month after the match and at three month intervals thereafter.
c. Impact Evaluation: Impact evaluation measures the effectiveness of the match program
whether the matches are successful, whether our program is impacting the overall goals
of creating affordable housing and of preventing institutionalization. To determine "success
of match" from the client's point of view, we will analyze at the end of FY93 -94 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 .4% of the total agency budget and almost 1.1% 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 1 of our shared housing budget, Saratoga
clients form more than 2% of projected clients matched for FY93 -94.
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.
CITY OF SARATOGA
OTHER CITIES:
Urban County
Area Cities
STATE
FEDERAL /OTHER
FEES FOR SERVICES
(Group Home Rents)
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way
Mortgage Loan
TOTAL INCOME
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
Actual Budget
FY 92/93
2,100
60,762
315, 857
IMI
111,512
87,000
NOTE: All amounts should be rounded to the nearest dollar.
Projected Budget
FY 93/94
2,100
63,800
408, 529
104,6003 51,530
111,613 123,474
21,600 25,000
117,194
815,044 791,627
IMO
1 This item includes a $138,000 acquisition grant and a $25,000
acquisition grant, both from the City of Campbell toward the
purchase of our newest group home located in the City of Campbell.
2 This item includes a projected $250,030 from the City of
Santa Clara toward the purchase of a new group home located in the
City of Santa Clara.
3 This item includes a $60,000 acquisition grant toward the
purchase of our newest group home located in the City of Campbell.
Capital Expenses
CAPITAL OUTLAY
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Actual Budget Projected Budget
FY 92/93 FY 93/94
Expenses
PERSONNEL 273,129 286,785
BENEFITS 43,242 45,404
SUPPLIES 5,300 5,300
COMMUNICATIONS 14,000 14,700
PRINTING /ADVERTISING 4,800 8,000
UTILITIES` 9,000 9,000
SPACE RENTAL 119,673 129,315
EQUIPMENT RENTAL 5,000 5,000
TRAVEL (local, conf., etc.) 2,800 2,800
TRAVEL (other)
CONTRACTUAL SERVICES 2,800 7,500
INSURANCE 5,300 5,300
MISC. (Consultant, Supplies) 20,000 22,493
EQUIPMENT
SUBSCRIP. /PUBLICATION
Subtotal Expenses 505,044 541,597
BUILDINGS 310,000 250,030
EQUIPMENT
Subtotal Expenses 310,000 250,030
TOTAL EXPENSES AND
CAPITAL OUTLAY 815,044 791,627
Note: All amounts should be rounded to the nearest dollar.
4 Utilities expenses are for the operation of our group homes.
Our office utilities are included in the rent.
5 This line item includes our group home rents.
If the program for which
sponsored by the agency,
agencies are required to
CITY OF SARATOGA
OTHER CITIES:
Urban County
City of Campbell
City of Los Altos
City of Milpitas
City of Mountain View
City of San Jose
City of Santa Clara
City of Sunnyvale
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
funds are requested is one of two or more programs
then the program budget must be complete. (All
complete the organization budget).
Actual Budget
FY 92/93
2,100
41,562
5,088
4,000
2,000
5,874
69,000
8,119
10,838
IMM
MID
OM
6,644
16,000
TOTAL INCOME 171,225
NOTE: All amounts should be rounded to the nearest dollar.
Projected Budget
FY 93/94
2,100
43,640
5,300
4,000
2,000
6,000
72,596
8,525
12,090
IOW
IMO
12,500
23,699
192,450
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Actual Budget Projected Budget
FY 92/93 FY 93/94
Expenses
PERSONNEL 117,516 139,000
BENEFITS 17,103 15,750
SUPPLIES 1,906 2,400
COMMUNICATIONS 6,000 4,500
PRINTING /ADVERTISING 2,400 2,400
UTILITIES
SPACE RENTAL 24,500 11,200
EQUIPMENT RENTAL 2,200
TRAVEL (local, conf., etc.) 900 1,300
TRAVEL (other)
CONTRACTUAL SERVICES 12,500
INSURANCE 900 1,200
MISC. (Consultant, Supplies)
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses 171,225 192,450
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
171,225 192,450
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 2.100 This request, as
.4 percent.
a percentage of the total program budget equals
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Pro -rated based on the number of clients served, however the City of
Saratoga's contribution will be matched with funds from United Way and
agency reserves.
3. What is the average cost per Saratoga client to whom direct services are
provided?
$210 per client
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
Actual Fund
Balance
End FY 91/92
Estimated
Fund Balance
End FY92/93
Unrestricted
Fund
181,706
276,018
FUND BALANCES
Restricted Land, Bldg,
Fund Equip. Fund
Endowment
Fund
6 Project Match's Board of Directors is currently reviewing our
financial portfolio. We expect a considerable portion of our
Unrestricted Fund to be put into (1) an Agency Endowment Fund, and
(2) a Building Fund for the development of future group homes for
seniors.
OJECT
atch inc.
Shared Housing Home Equity Conversion Senior Group Residence Homelessness Prevention Program
PROJECT MATCH, INC. BOARD OF DIRECTORS DECEMBER 1992
Officers
President Vice President
Suzanne Stone Eric Roderiques, c/o KTEH Channel 54
480 Lomer Way 100 Skyport Drive
Milpitas, CA 95035 -5933 San Jose, CA 95115
PHONE: 436- 3660(W); 263- 4491(H) PHONE: 437 -5454 (W); 241 -9388 (H)
FAX: 436 -3699; 436 -3694 FAX: 437 -5454
TERM: 1/95; 3 years TERM: 1/95; 3 years
Secretary
Kris Hakimi
999 West Evelyn Terrace, #74
Sunnyvale, CA 94086
PHONE: (415) 361 -2964 (W)
732 -0751 (H)
FAX: (415) 361 -5455
TERM: 1/94; 1 year
Lucile Bianco
157 San Lazard
Sunnyvale, CA 94086
PHONE: 730 -4672
FAX: 408 730 -4674
TERM: 1/95; 3 years
James Eller
Ferrari, Alvarez, Olsen Ottoboni
333 W. Santa Clara Street, Suite 700
San Jose, CA 95113
PHONE: 280 -0535 (W); 741 -5341 (II)
FAX: 280 -0151
TERM: 1/94; 1 year
Robin James -Mayo
1514 Alta Glen Drive, #13
San Jose, CA 95125
PHONE: 978 -0481
TERM: 1/94; 1 year
Dorothy Crownover
1184 Pine Avenue
San Jose, CA 95125
PHONE: 723 -9166 (W); 267 -2612 (II)
TERM: 1/95
1671 Park Ave., Rm. 21 San Jose, CA 95126 (408) 287 -7121
Directors
Treasurer
Jim Gerlach
455 La Canada Court
Morgan hill, CA 95037
PI-IONE: 993 -2912 (W)
779 -2650 (H)
FAX: 280 -1929
TERM: 1/93; 2 years
Rita Risser
803 Pine Street
Santa Cruz, CA 95062
PHONE: 458 -0500 (W)
423 -8972 (I I)
FAX: 458 -0181
TERM: 1/93: 2 years
Bob LaMarche
2754 Greer Road
Palo Alto, CA 94303
PHONE: 293 -3135 (W)
415- 857 -9079 (I I)
TERM: 1/94; 1 year
Kathy Johnson
1523 Arate Court
San Jose, CA 95125
PI -IONE: 993 -2922 (W); 297 -6587 (II)
TERM: 1/95
Donna Fuzere
715 Lakehaven Drive
Sunnyvale, CA 94089
PI -IONE: 734 -4828 (I 1)
TERM: 1/95
Funded in part by the State of California, the cities of San Jose and Los Altos, and the Community Development Block
Grant programs of Sunnyvale. Santa Clara, Mountain View, and the Urban County of Santa Clara including the
A United Way Agency unincorporated areas and the cities of Campbell, Cupertino, Gilroy. Milpitas, Morgan Hill and Saratoga.
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993/1994
PROPOSAL COVER pj g
APPLICANT ORGANIZATION
NAME SARATOGA AREA SENIOR COORDINATING COUNCIL
ADDRESS P. O. Box 3033
Saratoga, CA 95070
NAME /TITLE OF PROPONENT Paul Bowlin, President
SIGNATURE i £zo
TELEPHONE NUMBER
PROJECT NAME Saratoga Senior Center
(408) 867 -3438, Ext. 257
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 38,480.
PROJECT ABSTRACT (Limit statement to space provided)
Request continued support of operations and services offered by the multi- purpose
Senior Center which serves an average of 1800 persons monthly with activities,
weekly luncheon program, counseling and self- supporting classes. Operating costs
-are substantially reduced by highly intensive volunteer involvement. The 15,000
annual hours of donated volunteer time enables continuance of the Senior Center
programs at a substantially lower cost than could be done by City government. Each
dollar of support from the City of Saratoga is therefore quadrupled by volunteer
service.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
Mrs. Karen Campbell
Administrative Assistant
City of Saratoga
13777 Fruitvale Ave.
Saratoga, Ca. 95070
Dear Mrs. Campbell:
The Saratoga Area Senior Coordinating Council herewith submits ap-
plications for Human Services Grants for the fiscal year of 1993-
1994 for a total of $66,560 for:
1) Saratoga Senior Center $38,480
2) Saratoga Adult Daycare $28,080
We have submitted only one copy of the organization budget with the
two proposals, and narratives, though complete, are brief as SASCC
has justified prior applications in great detail. A copy of the
independent audit for 1991 -92 is submitted. The audit for 1992 -93
is in process and will be completed shortly. Other necessary sup-
plemental documents are on file with your office.
We are grateful for the support received in prior years for the pro-
grams of the Saratoga Area Senior Coordinating Council. We wish to
reaffirm that the monies received through the City's allocation are
all expended on direct service to clients. The only increase in the
budget is a modest four percent cost-of living_ adjustment in salaries,
and funding to increase Saratoga Adult Daycare operations to a fifth
day in mid fiscal year. In an effort to control expenses, fees for
service have been increased where possible, and programs are self
supporting.
We are all aware of the need to be prudent in providing services, but
may remind you that the needs of our older adults are intensified by
a weakened economy in which they live on a fixed income. More help is
needed as they require services to maintain health and continue to live
in the community. We hope you can meet SASCC's fund requests.
Sincerely,
t
Paul Bowlin
President
PB /br
SASCC
P.O. BOX 3033
SARATOGA, CA 95070
(408) 867 -3438 EXT. 257
January 15, 1993
SARATOGA SENIOR CENTER OPERATIONS
The Saratoga Senior Center is the larger component program of the Saratoga
Area Senior Coordinating Council, housed in the Senior Wing of the Saratoga Community
Center at 19655 Allendale Avenue. It is a multi purpose Senior Center with Title 26,
Section 50f(C) non profit status as documented by the Internal Revenue Service. SASCC
is designated by the City of Saratoga as the responsible group operating both the
Senior Center and Saratoga Adult DayCare Center and monitoring and developing services
and programs to meet the needs of the areas older adults. It is operated by the
Board of Directors who employ a full -time Executive Director, part -time Administrative
Assistant, a social worker 10 hours weekly, and a part -time clerical assistant. A
corps of multi- service volunteers contribute 13,000 hours annually to the operation
of the Senior Center.
The Saratoga Senior Center serves the Saratoga area, including residents of the
contiguous areas of Los Gatos, Monte Sereno, Campbell, Cupertino, Santa Clara and
San Jose, with a few members scattered elsewhere. There are no geographical limita-
tions for the Senior Center or the Adult DayCare operations.
The Saratoga Senior Center is the meeting place of the local AARP Chapter #760,
the Westgate Seniors, and the Sunset Club many of whose members are not members of
SASCC. The Center offers Health Insurance counseling and assistance, limited Case
Management Service provided through the Council on Aging, one -half day monthly each
of Senior Adult Legal Assistance, Project Match, and Tax Assistance and Renter's
Assistance at appropriate times in the year. Flu Shot Programs and Health Screenings
are conducted annually. Information and Referral Services are provided daily by staff
and trained volunteers. Counseling is provided by the Social Worker ten hours weekly.
Employment and Financial counseling is also made available as needed.
The Widowed Support group has grown into a network of over 100 women and men,
and weekly meetings attract 25 persons for counseling, support, and fellowship.
"The Centre For Living With Dying" has provided counseling for the recently bereaved
in a separate small group at intervals.
Recreational, cultural and educational programs are offered in the monthly
schedule of activities. Fitness classes with average attendance of 40 are conducted
three times weekly. A weekly luncheon attracts an average of 70 persons who participate
in a variety of programs, geared to health and consumer issues of concern to older
adults and with varied entertainment. If persons are unable to meet the generally
small program charges, an established "No Fee" policy is in effect. The Center
programs are available to the public regardless of membership in the organization
as required by CDBG funding and SASCC's By -Laws.
Fees for classes offered formerly by West Valley College have been imposed to
meet expenses for instructors.
The multi- service program at the Saratoga Senior Center has developed as a
result of expressed need documented by the annual membership survey. An increase
in funding support is requested to maintain quality programs and increased variety
as demanded by a growing membership, which now exceeds 1000 persons. Salaries of
professional staff continue to be the major expense in the cost of operations.
-2-
Outreach and advocacy efforts have been accelerated, but still do not reach
a wide segment of the Saratoga older adults who despite good media publicity
(TV, local and area press) still do not use or are not aware of the variety of
services available, at the only full service Center in Saratoga. The Center
continues to gain recognition as a community service and source of vital informa-
tion.
The Saratoga Senior Center is committed to meet these objectives.
a. Access to community-wide services.
b. Provide services described above.
c. Provide health maintenance and wellness programs.
d. Assist in emergency health and housing services.
e. A resource for respite care and home help with Social Worker.
f. Provide friendly visitors and urgent transportation when needed and
unavailable elsewhere.
g. Advocate to the City and County on behalf of identified needs os older
adults housing, transportation, community services, etc.
h. Provide a center for volunteer action and satisfaction in service.
i. Provide a locale for socialization and well- being.
j. Facilitate linkages for older adults to appropriate helping
service organizations.
k. Increase awareness of the older population representing ethnic minorities.
The project objectives are to fulfill those needs stated above.
The target population is the low to moderate income population which is
represented by almost 60% of the 1,800 monthly participants of the Saratoga Senior
Center and the older adult population of the ares.
The desired outcomes are to involve an average of 2000 participants monthly
in the activities of the Senior Center, to provide fitness and health maintenance
programs for 50 participants weekly, to provide low cost meals with socialization
and educational involvement for 100 persons weekly, to maintain a register of home
helps and services, and to continue advocacy for a continuing care retirement
facility, assist in developing some additional transportation services, and to
encourage 160 regular volunteers to assist in delivering the Center's multi- services.
Title V work experience trainees have been added to the staff on assignment from
the Council on Aging. They serve as clerical help, and outreach to ethnic minorities,
particularly older Asians.
The objectives will be met under the administration of the Board of Directors,
through management, committee projects, recruitment and training of a variety of
volunteers. Close cooperation with the City of Saratoga, specifically through the
Council's liaison assures that contract compliance is satisfactory. The Board and
Executive Director will monitor progress monthly with periodic independent program
and fiscal audits. Required reports are submitted to the City of Saratoga and have
always been well received.
All figures from the 1990 Census have not been published but the total population
residing in the service area is 28,061.
The total number of low to moderate income residents is 6,714.
The total percent of low to moderate income residents compared to the total
number of residents in the service area is 24
The number of elderly persons living within the service area is 3,804.
The number of elderly persons with limitations of self care and mobility
within the service area is 755.
SA S C C
FINANCIAL INFORMATION
ORGANIZATION BUDGET—REVENUES
CITY OF SARATOGA
OTHER CITIES:
COUNTY OF SANTA CLARA
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
INTEREST
DUES
TOTAL INCdIO
Actual Budget
FY 92/93
$64,000
16,760
49.500
55,370
3,000
8,000
$196,630
Projected Budget
FY 93/94
$66,560
16,760
54,490
59,680
3,040
8,320
208,850
NOTE: All amounts should be rounded to the nearest dollar.
SA S C C
FINANCIAL INFORMATION
ORGANIZATION BUDGET--EXPENSES
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP./PUBLICATIONS
Subtotal Expenses
c•pi t=1 Zxpenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
Actual Budget
FY 92/93
156,680
14.800
3,500
3,550
1,500
4,100
12,000
500
$196,630
Projected Budget
FY 93/94
166,560
16.052
3,640
3,692
1,560
4,346
12.480
520
$208,850
Note: All amounts should be rounded to the nearest dollar.
SENIOR CENTER
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
$37,000
$38,480
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
19,500
20,290
FUND RAISING,
DONATIONS (CASH)
23,550
24,482
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
INTEREST
1,000
8,000
1,040
8,320
DUES
TOTAL INCOME
$89,050
$92,612
SENIOR CENTER
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
SENIOR CENTER
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
EMBERS
PERSONNEL
66,450
69.108
BENEFITS
SUPPLIES
3 750
3,900
COMMUNICATIONS
3,500
3 640
PRINTING /ADVERTISING
1,050
1,092
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local
conferences,etc)
1,000
1,040
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
2,050
2 ,132
MISC.
11,000
11,440
EQUIPMENT
250
260
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses.
Capi :1 Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
$89,050
S92.612
SENIOR CENTER
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
No
No
6. Please complete:
FUND BALANCES
(2) continued) on very low and low income standards as defined by CDBG guidelines.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 38,48 This request, as a
percentage of the total program budget equals 41 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology?)
The Human Services Grant for Senior Center is based on defined program needs
modified annually by survey of members and Board of Directors for the needs of Saratoga
area seniors. All program budget revenues and expenses are related to direct provision
of Human Services, with more than 60% of the persons served living (see below)
3. What is the average cost per Saratoga client to whom direct services are
provided?
The cost of operating the Senior Center based on the total budget submitted
averages $50 /per year per client served. This cost is reduced by revenues, dues, and
fees to less than $30 per client which is the basis for grant request.
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
$62,260
0
0
$763,543
Estimated
Fund Balance
End FY 92/93
$50,000
$5,000
0
$775,000
No
No
6. Please complete:
FUND BALANCES
(2) continued) on very low and low income standards as defined by CDBG guidelines.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 38,48 This request, as a
percentage of the total program budget equals 41 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology?)
The Human Services Grant for Senior Center is based on defined program needs
modified annually by survey of members and Board of Directors for the needs of Saratoga
area seniors. All program budget revenues and expenses are related to direct provision
of Human Services, with more than 60% of the persons served living (see below)
3. What is the average cost per Saratoga client to whom direct services are
provided?
The cost of operating the Senior Center based on the total budget submitted
averages $50 /per year per client served. This cost is reduced by revenues, dues, and
fees to less than $30 per client which is the basis for grant request.
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
1st Vice President
Pat Sullivan
2nd Vice President
Doris Ziegel
Recording Secretary
Roy Cook
Directors at Large
Josephine Fallico
Charles Metcalf
Dane Christensen
Transportation
A -Joe Eskeldson
SARATOGA AREA SENIOR COORDINATING COUNCIL
P. O. Box 3033, Saratoga, California 95070
Saratoga Senior Center 867 -3438 Ext. 57
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 DIRECTORS (19 Members)
EXECUTIVE COMMITTEE (ELECTED)
President
Paul Bowlin 20136 Pierce Road, Saratoga
Vice President Finance
Lane Tronson
19341 Monte Vista Dr., Saratoga
20254 Kirkmont Dr., Saratoga
3rd Vice President (Adult Day Care)
E. Vernon Griffith 18571 Withey Road, Monte Sereno
13761 Lexington Ave., Saratoga
12305 Candy Court, Saratoga
Term
22700 Mt. Eden Rd. Saratoga Ex94
18757 Aspesi Dr., Saratoga Ex95
20141 Pierce Rd., Saratoga Ex95
OTHER BOARD MEMBERS (APPOINTED)
Immediate Past President
A- Elizabeth Replogle 19208 Vineyard Lane, Saratoga
Editor, "Outlook Public Relations
A- Dorothy Day 1371 Kintyre Way, San Jose -95129
Health Chair
A- Ethlyn Countryman, M.D. 127 El Pinar Ave., Los Gatos
95030
Facilities Chair
A-
1/13/1993
867 -4692
354 -1479
252 -3470
354 -7122
867 -9630
252 -5032
867 -9565
379 -4196
867 -3221
255 -9930
966 -1207
370 -3820
12638 Radoyka Dr., Saratoga 257 -8786
Housing
A-
Personnel Chair
A -Bud Card 20116 Chateau Drive Saratoga 867 -3797
Volunteer Chair
A- Emilie Schmidt
Legislation Chair
A -Betty Soennichsen 4952 Northlawn Cr., San Jose -95129 379 -3747
OTHER ACTIVE PARTICIPANTS
Librarian
Blanche Walton
13705 Capri Drive, Campbell 866 -7549
20160 Saratoga Hills Rd., Saratoga 867-9723
By -Laws
Mary Drake 21509 Gordon Ct., Saratoga 257 -9914
HCD Citizen's Advisory Committee
Joe Eskeldson 12638 Radoyka Dr., Saratoga 257 -8786
Sunshine Chairman
Margaret Auld 18873 Dundee Ave., Saratoga 255 -3558
City Council Liaison Ann Marie Burger
Member, San Jose Senior Citizen Commission, San Jose
Karen Lorenz
Delegates to Senior Adult Forum
John Betty Soennichsen 379 -3747
Historian
Senior Recognition
Risk Management
Gladys Jones 867 -7321
Rep. from City of Saratoga to Council on Aging
Blanche Wohl 253 -5489
Sunset Club Norbert Ertell, President 354 -1556.
A.A.R.P. Mary Urbano 867 -2310
Westgate Seniors Richard Dorff, President 867 -2188
Area Case Manager Cheryl Huguenor 354 -1514
Saratoga Rec. Supt. Joan Pisani Ext. 250 (H) 867 -2233
Art Committee Kay Duffey 252 -6244
Felicia Pollock 867 -4089
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993/1994
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME SARATOGA ARE SENIOR COORT)TNATTN(; COITNCTL
ADDRESS P. 0. Box 3033, Saratoga, CA 95070
Saratoga, CA 95070
NAME /TITLE OF PROPONENT Paul Bowlin, Prpsident
SIGNATURE
TELEPHONE NUMBER (408) 867 -3438, Ext. 257
PROJECT NAME Saratoga Adult DayCare
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 28,080
PROJECT ABSTRACT (Limit statement to space provided)
Saratoga Adult DayCare exists to provide respite to caregivers and daycare for
less independent elderly as an option to institutional care at far less expense
to all. Since the program for the low to moderate income population is not
expected to be self- supporting, request is made to help fund this center as
it enters its sixth year of operation to meet the special needs of the
fastest growing `segment of Saratoga's older population.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
NARRATIVE IN SUPPORT OF FUNDING
for
SARATOGA ADULT DAYCARE
1993 -94
Saratoga Adult DayCare is a major program component of the Saratoga Area
Senior Coordinating Council which operates four days weekly in the Senior Wing
of the Saratoga Community Center (19655 Allendale Ave.).. Its purpose is to
provide respite for caregivers and socialization for less independent elderly
by helping them remain at home as long as possible. The program reduces the
need for early institutionalization while maintaining a higher quality of life
at considerably reduced cost. The need for this program will accelerate as
population ages.
Saratoga Adult DayCare has its own Advisory Board which monitors operations
and future planning for the program. The Chair of the Advisory Board is the Third
Vice President of SASCC, the parent organization, which employs a'full-time DayCare
Administrator, a part -time Program Director, three part -time Program Assistants,
and a part -time Social Worker. Volunteers provide over 800 hours of hands -on
assistance.
The Saratoga Adult DayCare program has progressed from serving an average of
9 families at opening is January 1988 to over 30 families with 180 visits monthly
as it celebrates its fifth anniversary. Funds from the City of Saratoga have
helped stabilize the program, though the dollar amount has decreased as participant
revenues, donations, and other funding sources have stabilized the budget.
The program has submitted quarterly reports to the City of Saratoga in
meeting grant requirements, and also to the County of Santa Clara Social Services
Agency which provides some funding. State licensing and sanitation requirements
have been met in all instances. Monthly reports are provided to the Board of
Directors and SASCC and to the Advisory Board, so effectiveness is evaluated
regularly.
The large majority of clients served are from Saratoga, with some participants
coming from Campbell, West San Jose, Los Gatos and Santa Clara, areas contiguous to
Saratoga. 8270 of these come from low to moderate income homes.
Project objectives continue to be as listed below.
1. Provide respite care daily to 20 frail and less independent participants.
2. Prevent or delay institutionalization of individuals who require considerable
personal assistance.
3. Provide socialization, instruction, and structured activities for the less
independent elderly in a licensed care facility which offers respite to the
caregivers and helps maintain the frail elderly in his /her home as long as
possible. Exercise, crafts, skill development and a nutritious meal are
provided daily.
4. Facilitate caregivers' groups as needed for the target area, working in
collaboration with local churches and civic organizations of the West Valley
area.
5. Measurement of success is respite for the caregiver, an improved quality of
life for caregiver and participant, and cost savings from delay of more
expensive custodial care. (The cost of Saratoga Adult DayCare is $8.00 /hour
as compared to homehealth aide and nursing support costs in the community,
for a much broader spectrum of quality service.)
6. To continue the service, with cost containment measures which depend heavily
on over 800 volunteer hours annually.
7. To increase enrollment to 40 families monthly by mid fiscal year.
8. To increase funding base through local resources, fees, and fund raising
events and reduce the need to depend on City and County funding for fifty
percent of budget.
The City of Saratoga has on file a copy of the Saratoga Area Senior Coordinating
Council's Articles of Incorporation and By -Laws, Personnel Policies and Procedures,
verification of IRS non profit status under Title 26, Section 501(C) of the
Federal Code, and organization chart. Current Board of Directors and Advisory
Board and most recent audit are submitted.
DAYCARE
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
If.the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
$27,000
$28,080
OTHER CITIES:
COUNTY OF SANTA CLARA
16,760
16,760
STATE
FEDERAL
FEES FOR SERVICES
30,000
34,200
FUND RAISING,
DONATIONS (CASH)
31,820
35,198
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
INTEREST'
2,000
2,000
TOTAL INCOME
$107,580
S116.238
DAYCARE
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
If.the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
DAYCARE
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
PERSONNEL
90,230
97,452
BENEFITS
SUPPLIES
11,050
12,152
COMMUNICATIONS
PRINTING /ADVERTISING
2.500
2,600
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local-
conferences,etc)
TRAVEL (other)
500
520
CONTRACTUAL SERVICES
INSURANCE
2,050
2,214
MISC.
1,000
1,040
EQUIPMENT
250
260
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND $107,580
CAPITAL OUTLAY
$116,238
DAYCARE
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
t.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 28,08 This request, as a
percentage of the total program budget equals 24 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Budget is computed on the basis of defined program needs related to estimated
revenue and operations expense for a participant average of 20 per day. All
program budget expense and revenue are related to the Human Services Grant portion.
3. What is the average cost per Saratoga client to whom direct services are
provided?
Adult DayCare costs $8 per hour per participant. Since this cost exceeds the
established day rate, a fee increase will be effective 4 -1 -93. (See below)
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
(3) (Continued) However, 74% of the participants are low to moderate income and are
unable to meet the full fee. The average cost of the Adult DayCare
Center is about $715 annually for each family served. The Human Service
Grant meets only $180 of that cost per participant per year. This is,
of course, far less costly than other forms of care for frail eiders.
Unrestricted
Fund
Restricted
Fund
Land, Bldg, i
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
62,260
0
0
763,543
Estimated
Fund Balance
End FY 92/93
50,000
5,000
0
775,000
t.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 28,08 This request, as a
percentage of the total program budget equals 24 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Budget is computed on the basis of defined program needs related to estimated
revenue and operations expense for a participant average of 20 per day. All
program budget expense and revenue are related to the Human Services Grant portion.
3. What is the average cost per Saratoga client to whom direct services are
provided?
Adult DayCare costs $8 per hour per participant. Since this cost exceeds the
established day rate, a fee increase will be effective 4 -1 -93. (See below)
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
(3) (Continued) However, 74% of the participants are low to moderate income and are
unable to meet the full fee. The average cost of the Adult DayCare
Center is about $715 annually for each family served. The Human Service
Grant meets only $180 of that cost per participant per year. This is,
of course, far less costly than other forms of care for frail eiders.
MEMBERS
Pat Bortle
Ethlyn Countryman
Lane Tronson
Vernon Griffith
Gary Hubbard
Sharon Kelkenberg
Stephen Kyne
Dianna Mackey
Jane Stewart
SARATOGA ADULT DAY CARE
ADVISORY BOARD OF 1/1/93
13610 Wendy Lane
Saratoga CA 95070
127 El Pinar Ave.
Los Gatos CA 95070
13761 Lexington Ave
Saratoga CA 95070
18571 Withey Road
Monte Sereno CA 95030
14000 Fruitvale Ave.
Saratoga CA 95070
14014 Pierce Road
Saratoga CA 95070
13724 Lexington Court
Saratoga CA 95070
3237 Benton
Santa Clara CA 95051
19729 Solana Drive
Saratoga CA 95070
SASCC REPRESENTATIVE
Paul Bowlin 20136 Pierce Road
Saratoga CA 95070
867 -4392
370 -3820
867 -9630
Chairman
354 -7122
867 -0588
867 -0588
867 -2200
867 -0484
7
(H)
(H)
Ext. 2027
554 -8631
988 -2200 Ext. 1692
257 -8882
SASCC President
867 -4692
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REOUIRED OF ALL APPLICANTS
xx Cover sheet with identifying information and signature of applicant
xx Narrative covering information cited in 3.A through G of
instruction sheet
xx Financial Information Attachment
xx Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
xx
Audit or financial statement
SUPPLEMENTAL
xx Current board of directors
Articles of incorporation and bylaws
Organizational chart
xx
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVg PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBJ4IT THE INFORMATION UNLESS CHANGE HAVE
OCCURRED.
Hospice of the Valley
January 14, 1993
Ms. Karen Campbell
Administrative Assistant
City of Saratoga
13777 Fruitvale Ave.
Saratoga, CA 95070
Dear Karen:
Please find enclosed a 1993 -94 CDBG/Human Service Grant proposal from Hospice of the
Valley to the City of Saratoga for what amounts to a fee waiver for the use of Hakone
Gardens for our annual Memorial Celebration.
As you are aware, we received a grant for a similar request for 1992 -93 fiscal year for
$524. Based on the current Hakone Garden fee schedule, our use of the facility will be
$567. While the difference is not significant, at the time of the public hearing scheduled on
February 3rd, we will be requesting a waiver of the remaining $43.
Last year at the public hearing in which grant applications were addressed, there was some
discussion by Council Members to waive the fee for Hospice of the Valley's use of Hakone
Gardens in the future in order to save time. It might be more prudent to do this rather than
allocate a CDBG/Human Service Grant and go through the necessary administrative
accounting. I would appreciate hearing your thoughts on this idea and to see if there is a
way we can pursue this idea.
We sincerely appreciate the support the City of Saratoga has provided to Hospice of the
Valley. The use of the beautiful Hakone Gardens has contributed greatly to easing the grief
of many bereaved family members.
I look forward to hearing from you.
Sincerely yours,
i
Phil Brown
Development Officer
1150 So. Bascom Ave.
Suite 7A
San Jose, CA 95128
(408) 947 -1233
Fax (408) 288 -4172
Q A United Way Agency
APPLICANT ORGANIZATION
NAME Hospice of the Valley
San Jose, CA 95128
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
ADDRESS 1150 South Bascom Ave., Suite 7A
1993/1994
PROPOSAL COVER PAGF
Phil Brown Development Officer
947 -1233
Hakone Garden Memorial Celebration
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF' SARATOGA 600 fee waiver
PROJECT ABSTRACT (Limit statement to space provided)
Since 1983. Hospice of the Vallevhas held an annual Memorial Celebration at
Hakone Gardens for the family and close friends of those patients:who have died
within the past year. We are requesting a grant or a waiver of the use fees.
Tn the past. this fee has been waived.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
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 Valley. Since its inception in 1979,
Hospice of the Valley has provided medical, physical, emotional and spiritual care to more than
2,300 individuals. Hospice of the Valley serves most of Santa Clara Valley including: Campbell,
Cupertino, Los Gatos, Los Altos, Milpitas, Monte Sereno, Mountain View, San Jose, Santa Clara,
Saratoga, and Sunnyvale. Hospice of the Valley continues to stand above other hospice programs
in the area by never charging the patients or families for services. Currently 68% of our patients
are low income, and on occasion up to 25% or higher have had no medical insurance to pay for
their hospice care.
Hospice of the Valley provides a comprehensive, multidisciplinary in -home hospice care program,
under the direction of a Patient Care Team (24 hours a day, seven days a week), utilizing the
patient's physician, paid and volunteer nurses, social workers, clergy, and respite volunteers.
Each 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.
Recognizing the unique and difficult issues that arise with children who are terminally ill, Hospice
of the Valley incorporates specialized training for volunteers and staff who work on pediatric cases
as well. HOV offers education to the community, to medical professionals, with a special
emphasis of working with the siblings and parents of the terminally ill child, long before and long
after the death of the child, assisting them through this frightening and painful period.
Bereavement support is provided to family survivors in a caring environment which promotes
trust, the exploration of sorrow, and the rediscovery of joy. Following the death of the patient, 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. Individual counseling services and
support groups assist survivors to cope with their loss and to return to a normal daily life as they
are ready. HOV's bereavement support is provided to the survivors for up to 13 months following
the death of the patient.
Hospice of the Valley serves patients who have been diagnosed as being terminally ill and having a
limited life expectancy. The average length of patient service is 42 days at an approximate cost of
$105 per day. Compared to the average cost of $800 per day for hospital care, in -home hospice
care is not only more cost effective, but it is incomparably more humanistic in providing for and
supporting the physical and emotional needs of the patient and family.
In order to provide in -home hospice services that are of the highest professional standards
available, HOV collaborates with other local and state hospice providers on improving service
delivery efforts. 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.
1150 So. Bascom Ave. A United Way Agency
Suite 7A
San Jose, CA 95128
(408) 947 -1233 i Fax (408) 288 -4172
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 1992 fees for the
use of the Hakone Gardens had been waived. Attendance has been approximately 75 to 95
participants per year.
C. Purpose
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 pass 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, in part, 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.
Objective: Hospice of the Valley will provide a memorial service to 100 individuals
in May 26th, 1993, at Hakone Gardens. Grieving survivors, staff and volunteers will
be able to express a benefit for having attended the service.
D. 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.
E. Community Need
Everyone will eventually experience the loss of a loved one and be faced with the pain and
sorrow associated with grief. We know that it is normal to grieve the loss of a loved one; and
we also know that unless we acknowledge and express our loss in ways appropriate to us, we
will become emotionally handicapped. How we express our pain determines whether or not
we move through grief or become stuck in one of its various stages.
Hospice of the Valley's Memorial Service at Hakone Gardens presents a unique opportunity
for grieving members of the community to acknowledge and express the love they still have
for their departed loved one. The beauty and serenity of Hakone Gardens makes this
memorial service a heart- warming and healing experience that cannot be duplicated elsewhere.
F. Project Beneficiaries
In 1992 Hospice of the Valley provided in -home hospice service to 9 terminally patients
residing in Saratoga. Follow up bereavement counseling is being provided for up to 13
months following the death of a loved one, without charge, 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 without any medical insurance
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. Based on current fees, this is projected to be
approximately $600. Of an annual projected budget for fiscal year 1992 -93 ($932,361), the
amount requested from the City of Saratoga is less than 1
As reported in the Annual Report for 1991 -92 the sources of revenue are: Memorials 11
Individuals 6. Foundations 3 Misc. Organizations 3. United Way 9. Medical
Reimbursement 56 Special Events 8 Service League 3 Other 1
Medicare (incl. Kaiser medicare) Intakes
Kaiser (non- medicare) Intakes
Medi -CAL Intakes
Private Insurance Intakes
No Pay Intakes
8
2
0
2
5
8
2
1
1
5
8
2
0
2
5
8
2
1
1
5
8
2
0
2
5
9
2
1
1
5
9
2
0
2
5
9
2
1
1
5
9
2
0
2
5
9
2
1
1
5
9
2
0
2
5
9
2
1
1
5
103
24
6
18
60
Total Intakes
17
17
17
17
17
18
18
18
18
18
18
18
211
(Revenue
Contributions
Memorials
7,650
7,650
7,650
7,650
7,650
8,100
8,100
8,100
8,100
8,100
8,100
8,100
94,950
Individuals
2,000
2,000
2,000
2,000
2,000
2,000
2,000
12,000
2,000
2,000
2,000
2,000
34,000
Golden Hearts
0
0
3,000
3,000
3,000
3,000
3,000
3,000
3,000
3,000
3,000
3,000
30,000
Businesses
667
667
666
666
666
666
667
667
667
667
667
667
8,000
Churches
200
200
200
200
200
200
200
200
200
200
200
200
2,400
Organizations
600
600
600
600
600
600
600
600
600
600
600
600
7,200
Foundation Grants
3,000
3,000
3,500
4,000
4,000
4,000
4,500
4,500
4,500
5,000
5,000
5,000
50,000
United Way
5,891
5,891
5,891
5,891
5,891
5,891
5,891
5,891
5,891
5,891
5,891
5,891
70,690
United Way Development Grant
0
0
0
0
0
0
0
0
0
0
0
0
0
Special Events
1,000
1,000
1,000
0
0
0
0
0
0
11,000
35,000
0
49,000
Appeal Letters
3,500
0
0
0
0
0
8,000
0
0
0
0
3,500
15,000
Service League
0
0
0
1,400
1,100
0
12,500
(8,000)
16,000
0
1,000
0
24,000
Interest
600
600
600
600
600
600
600
600
600
600
600
600
7,200
Reimbursement
Medicare (incl. Kaiser Medicare)
32,048
32,048
32,048
32,048
32,048
36,054
36,054
36,054
36,054
36,054
36,054
36,054
412,618
Kaiser (Non Medicare)
7,294
7,294
7,294
7,294
7,294
7,294
7,294
7,294
7,294
7,294
7,294
7,294
87,528
Medi -CAL
0
4,006
0
4,006
0
4,006
0
4,006
0
4,006
0
4,006
24,036
Private Insurance
2,080
1,040
2,080
1,040
2,080
1,040
2,080
1,040
2,080
1.040
2,080
1,040
18,720
Total Revenue
66,530
65,996
66,529
70,395
67,129
73,451
91,486
75,952
86,986
85,452
107,486
77,952
935,342
'Expenses
Administration Program
Salaries Benefits
10,241
11,537
10,179
10,241
11,537
10,179
10,241
11,537
10,179
10,241
11,932
10,179
128,223
Program Expenses
9,463
7,698
10,198
7,698
8,298
7,698
9,072
9,098
8,198
11,468
7,698
7,698
104,285
Development Program
Salaries Benefits
1,789
2,016
1,778
1,789
2,016
1,778
1,789
2,016
1,778
1,789
2,086
1,778
22,402
Program Expenses
1,393
1,393
493
493
493
493
493
493
493
493
493
493
7,716
Professional Patient Care Program
Salaries Benefits
29,683
33,406
29,506
29,683
33,406
29,506
29,683
33,406
29,506
29,683
34,544
29,506
371,518
Program Expenses
12,768
13,902
12,768
13,902
12,768
15,100
13,965
15,100
13,965
15,100
13,965
15,100
168,403
Community Education Program
Salaries Benefits
3,427
3,857
3,407
3,427
3,857
3,407
3,427
3,857
3,407
3,427
3,989
3,407
42,896
Program Expenses
910
910
910
910
910
910
910
910
910
910
910
910
10,920
Volunteer Program
Salaries Benefits
1,671
1,886
1,661
1,671
1,886
1,661
1,671
1,886
1,661
1,671
1,952
1,661
20,935
Program Expenses
637
637
637
637
637
659
659
659
659
659
659
659
7,798
Bereavement Program
Salaries Benefits
3,422
3,852
3,402
3,422
3,852
3,402
3,422
3,852
3,402
3,422
3,984
3,402
42,837
Program Expenses
369
369
369
369
369
369
369
369
369
369
369
369
4,428
Total Expenses
75,773
81,463
75,308
74,242
80,029
75,162
75,701
83,183
74,527
79,232
82,581
75,162
932,361
Surplus (Deficit)
(9,243)
(15,467)
(8,779)
(3,847)
(12,900)
(1,711)
15,785
(7,231)
12,459
6,220
24,905
2,790
2,980
Hospice of the Valley Budget FY93
Accepted 6/9/92
Jul -92
Aug -92
Sep -92
Oct -92
Nov -92
Dec -92
Jan -93
Feb -93
Mar -93
Apr -93
June 9, 1992
Mav -93
Jun -93
Total
EXECUTIVE COMMITTEE:
President:
Norm Snyder
121 Wood Road
Los Gatos, CA 95030
H: 354 -2852
President- Elect:
Matt Orovitz
68 Brown Road
San Juan Bautista, CA 95045
H: 623 -4211 W: 256 -4361
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:
Carolyn F. Tobiason
3729 Victorian Pines Court
San Jose, CA 95117
W: 292 -1765
H: 241 -6090
Secretary:
Robert W. Humphreys
1395 Marinovich Way
Los Altos, CA 94024
W: 286 -5800 1-1: (415) 969 -8943
HOSPICE OF THE VALLEY BOARD OF DIRECTORS
1992 -1993
Certified Public Accountant
Real Estate Development
Engineer
Insurance Service
Physician
Attorney
Attorney
Treasurer:
Robert Chin
21427 Saratoga Hills Road
Saratoga, CA 95070
H: 867 -6172
W: (408) 553 -7581
Ex- Officio:
Lionel Leiter
117 El Altillo
Los Gatos, CA 95030
W: 371 -0123; 371 -0125
H: 374 -4453
Other Board Members:
Eugene Blakeslee
18354 Creekside Court
Monte Sereno, CA 95030
W: 255 -9660 H: 395 -7421
Leo "Vic" English, MD
344 Gordon Avenue
San Jose, CA 95127
H: 272 -9562
Rocky Hill
21760 Heber
Saratoga, CA 95070
11: 867 -7469; W: 800 423 -8683
Jim Katzman
19607 Farwell Avenue
Saratoga, CA 95070
H: 867 -9607
FAX: (408) 741 -196
Sandy Koerber
1405 Camino Robles Way
San Jose, CA 95120
H: 268 -7398
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
Marketing Manager
Pharmacist
Vice President of Development
Physician
Sorage Business, President
Venture Capitalist
Teacher
Realtor
Receptionist
James M. Parks
P.O. Box 6779
150 Almaden Boulevard
San Jose, CA 95150
W: 275 -9000
Ronald Rossen, MD
2410 Samaritan Drive
Suite 101
San Jose, CA 95124
W: 559 -2800
Maureen Schneider
14425 Sobey Road
Saratoga, CA 95070
H: 866 -6913
Certified Public Accountant
Physician
President, Service League
APPLICANT ORGANIZATION
NAME
ADDRESS
Catholic Charities of Santa Clara County, Inc.
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
2625 Zanker Road, Suite 200
San Jose, CA 95134 -2107
1993/1994
PROPOS- COVER PAGE
Dee Wischmann, Executive Director
(408) 944 -0567
Long Term Care Ombudsman Program
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2575
PROJECT ABSTRACT (Limit statement to space provided)
The Long Term Care Ombudsman Program provides complaint investigation and
advocacy services for frail elderly living in Santa Clara County's
long term care institutions. The Program utilizes community volunteers
who complete a 36 hour training module and are certified by the California
Department of Aging Ombudsman office. Ombudsmen visit nursing homes as
well as board and care homes for the elderly in an assigned geographical
area to conduct resident interviews, investigate complaints, assist in
problem solving and advocate for the rights and quality treatment of this
most frail and vulnerable segment of our community.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REOUIRED OF ALL APPLICANTS
x Cover sheet with identifying information and signature of applicant
SUPPLEMENTAL
Narrative covering information cited in 3.A through G of
instruction sheet
x Financial Information Attachment
On file Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
x Audit or financial statement
x Current board of directors
On file Articles of incorporation and bylaws
x Organizational chart
On file Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
x Brochure, flyer, promotional material
AGENCIES THAT HAVE PRgVIOUELY PROVIDED SUPPLEMENTAL TERIALS AR NOT
REOUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
CITY OF SARATOGA
Community Development Block Grant Program
Program Year
FY 1993 -94
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 PERFORMANCE
During the FY 1991 -92 the Ombudsman Program completed 27 visits
to Saratoga facilities, and contacted 186 unduplicated residents.
In addition, the program spent approximately 130 hours in these
facilities visiting with residents to ascertain problems and the
quality of their care. In doing so the program officially opened
26 formal 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.
-2-
OUTCOMES
1. a) Maintain minimum of 1
Ombudsman (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 110 unduplicated
residents.
3. a) Present 2 in- service
training programs to facility
staff.
4. a) Three educational
presentations /mailings a year.
5. a) Conduct 10 formal
investigations a year.
D. See page 3.
E. Community Need
There continues to be a need for representation and complaint
investigation for the institutionalized elderly, including the
365 individuals in Saratoga's four facilities. The Federal
government's response to nationwide problems has been:
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 1992 the reauthorization of
the Older Americans Act.
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,
demonstrated by forced closing of Morrison Manor in San
Jose (October 1992). No community is immune from
problems created when friendless, frail, chronically
ill elderly must rely on institutional care for daily
survival.
Project 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 5,000 unduplicated
residents each year. We propose contacting a minimum of 110
unduplicated Saratoga residents; 74% are low to moderate income
given their status as Medi -Cal or SSI recipients.
D 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 Catholic Charities, United Way,
Council on Aging, State Department of Aging and city monitors per
contractual agreement.
G. Financial
The program's budget for FY 93 -94 is $210,144. We are requesting
$2,575 from Saratoga, or approximately 1% of our operating
budget. Performance goals /service: 110 unduplicated, 10 cases,
25 site visits, total 145 units of service. Saratoga's cost per
unit of service estimated at $17.76. County -wide cost per
service hour is approximately $26.85.
-3-
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
3,550,544
3,728,071
BENEFITS
774
813,411
SUPPLIES
548,685
576,119
COMMUNICATIONS
301,078
316,132
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
686,680
721,014
EQUIPMENT RENTAL
102,723
107,859
TRAVEL (local
conferences,etc)
291,704
30
TRAVEL (other)
796,414
872;.31-9`
CONTRACTUAL SERVICES
402,652
42
INSURANCE
20,565
21,593
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
7,475,722
7
:Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
w
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
7,475,722
7,885,592
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
I
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
2,500
2,575
OTHER CITIES:
I
STATE
FEDERAL (All gov't contacts)
4,203,309
FEES FOR SERVICES
1 091 430
1 146 001
FUND RAISING,
DONATIONS (CASH)
1 545 057
1,622,310
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
United Way
867,997
911,397
I
I
TOTAL INCOME
7 475 722
7,885,992
1
FINANCIAL INFORMATION
ORGANIZATIQN BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: A11 amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
117,118
104,512
BENEFITS
25,001
26,651
SUPPLIES
3,371
3,540
COMMUNICATIONS
5,965
6,263
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
19,740
19,074
EQUIPMENT RENTAL
9,259
9,721
!TRAVEL (local-
conferences,etc)
2,275
2,825
TRAVEL (other)
1,000
1,050
CONTRACTUAL SERVICES
29,982
30,518
INSURANCE
MISC.
5,705
5,990
EQUIPMENT
SUBSCRIP./PUBLICATIONS
Subtotal Expenses
219,416
210,144
,Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
219,416
210,144
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
2,5-00
2-;575
OTHER CITIES:
67,370
69,391
STATE
FEDERAL
121,475
121,475
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
830
1,000
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
Catholic Charities
12,576
14,665
6,658
9,045
United Way
TOTAL INCOME
219,416
210,144
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 2,575 This request, as a
percentage of the total program.budget equals 1 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Pro -rated on projected number of unduplicated residents to be served
in Saratoga as percentage of long term care population in total
service area.
3. What is the average cost per Saratoga client to whom direct services are
provided? Saratoga's cost per unit of service in FY 91 -92 10.46
186 unduplicated
26 cases
27 visits 239 units $2500;239 $10.46
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
1
Actual Fund
Balance
End FY 91/92
(130,664)
0
2,312,724
102,381
Estimated
Fund Balance
End FY 92/93
0
0
2,500
110,000
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 2,575 This request, as a
percentage of the total program.budget equals 1 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Pro -rated on projected number of unduplicated residents to be served
in Saratoga as percentage of long term care population in total
service area.
3. What is the average cost per Saratoga client to whom direct services are
provided? Saratoga's cost per unit of service in FY 91 -92 10.46
186 unduplicated
26 cases
27 visits 239 units $2500;239 $10.46
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
STATE OF CALIFORNIA
DEPT. OF AGING,
ACTING DIRECTOR
Bob Martinez
LTC OMBUDSMAN ACTING
DIRECTOR, Ken Swinford
PROGRAM ANALYST,
Ruth Cambron
(1/93)
LONG TERM CARE OMBUDSMAN PROGRAM
ORGANIZATIONAL STRUCTURE
OMBUDSMAN
Gerry Rodriguez
Janet Fremling
Mary Clarke
Judy Young
SANTA CLARA COUNTY
CATHOLIC CHARITIES
EXECUTIVE DIRECTOR
Dee Wischmann
DIRECTOR, OLDER
ADULT SERVICES
Marilou Cristina
PROGRAM DIRECTOR
Donna Cooper
STAFF
FIELD OMBUDSMAN
FIELD OMBUDSMAN
FIELD OMBUDSMAN
OFFICE COORDINATOR
Administration
Fiscal
r
Personnel
Computer
Operations
Catholic Charities
Corporate Board
Immigration
Refugee Svcs.
Immigration
Program
Resettlement
Employment
Amerasian
Program
Refugee/
Immigration
Development
Older Adult
Services
Senior
Centers
Senior
Nutrition
Long Term Care
Ombudsman
Independent
Aging Program
Foster
Grandparent
Program
1
1
John XXIII
Eastside
Catholic Charities
Community Council
Executive
Director
Individual
Family Dev.
O.A.S.I.S.
Children's
Counseling
Community
Counseling
Education Svcs
Focus For Work
Focus Express
I
Catholic Youth
Organization
1
Shared
Housing
Program
Clinical Counseling
School Counseling
Clinical Counseling
Housing Dev.
Services
1
PRESIDENT: Steve Pirotta
VICE PRESIDENT: Jerry Floyd
SECRETARY/ TREASURER: David Jackson
Lucile Bianco
(Bookkeeper)
Rosita De Luca
(Bi- Lingual Eligibility)
Jerry Floyd
(Insurance)
Donna L. Fuzere
(Community Volunteer)
Barbara Gerwe
(Education. Retired)
Eugene F. Gerwe
University RelationsiSCU)
David Jackson
CATHOLIC CHARITIES
2625 Zanker Road
San Jose, CA 95134
COMMUNITY COUNCIL
January, 1993
Dee Wischmann
Executive Director
2387 Adele Avenue
Mountain View, CA 94043
P.O. Box 2899
Santa Clara, CA 95055
California Administration
Insurance Services, Inc.
1590 The Alameda, Suite 1C
San Jose, CA 95126
715 Lakehaven Drive
Sunnyvale, CA 94089
17827 Vineland Avenue
Monte Sereno, CA 95030
1209 Blackfield Drive
(Grannics Management) Santa Clara. CA 95051
415/968 2220 (h)
408/730 4672 (w)
408/730 -4674 (fax)
408/248 -5595 (h)
415/964 -8794 (w)
408/264 -0528 (h)
408/298 -9888 (w)
408/298 -2303 (fax)
408/734-4828 (h)
408/395 -3352 (h)
408/55=1 (w)
408/249 -8189 (h)
415/852 -6638 (w)
APPLICANT ORGANIZATION
NAME
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
Transit Assist Joint Powers Agency
ADDRESS [08 East Main Street
Los Gatos CA 95032
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
1993/1994
PROPOSAL COVER PAGE
Lauren Mende, Transit Assist Program Coordinator
(408) 395 -2010
Transit Assist
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $15,000
PROJECT ABSTRACT (Limit statement to space provided)
the Transit Assist program is a demand responsive, paratransit service,
providing transportation to the frail elderly and disabled who are trans-
portation mobility limited and reside in the cities of Los Gatos, Saratoga,
and Monte Sereno.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
APPLICATION ,DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REOUIRED OF ALL APPLICANTS
X
X
X
X
CHECK LIST
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
Audit or financial statement
SUPPLEMENTAL
Current board of directors
SPP Wow Articles of incorporation and bylaws
*cPP hP l ow Organizational chart
N/A Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
*see below
Brochure, flyer, promotional material
THAT HAVE PREVIQUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REOUIRED TO DUPLICATE ANQ RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
January 13, 1993
Ms. Karen Campbell
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. Campbell:
Sincerely,
Lauren J. Mende, Transit Assist
Program and Operations Coordinator
LJM:dr
Attachments
JOINT POWERS AGENCY
LOS GATOS MONTESERENO SARATOGA
Attached Transit Assist's proposal for Human Services Funds for FY 1993 -94. The
Transit Assist FY 1991 -92 Audit has not been completed. Audit will be sent when
completed.
We greatly appreciate your consideration of Transit Assist's request for
operating funds.
A grant from the City of Saratoga will assure continued transportation service
to the senior and handicapped populations in Saratoga, Monte Sereno and Los
Gatos.
Please contact me at 395 -2010 if we can provide any additional information.
208 East Main Street Los Gatos, CA 95032 Phone (408) 395 -2010
A. DESCRIPTION OF APPLICANT AGENCY
The Transit Assist program is a demand responsive paratransit service
which was established in 1976 for the purpose of providing transportation
to seniors and disabled 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 vehicles,
contracted taxi and accessible van service, 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, rehabilitation, therapy, banks, legal institutions, senior
service programs, education courses, social events, nutrition sites, work,
personal care, 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 mobility limited persons living alone.
B. PAST PROGRAM PERFORMANCE
It was the objective of Transit Assist to provide transportation in FY
1991 -92 at status quo service levels and FY 1992 -93 at increased service
levels. They are as follows:
FY 1991 -92 Actual
Total Passenger Trips 14,842
Wheelchair Units 2,979
Handicapped Units 2,001
(Under 60 years)
Shared Units 7,497
Registered clients 550
Unduplicated clients 550
Number of minority 80
clients
C. PROJECT PURPOSE AND PROGRAM
FY 1992 -93 Projected
Total Passenger Trips 17,711
Wheelchair Units 3,000
Handicapped Units 2,001
(Under 60 years)
Shared Units 8,610
Registered clients 620
Unduplicated clients 620
Number of minority 80
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 care appointments.
2
Within its resources, Transit Assist's objective is to continue to provide
transportation at increased service levels to comply with the Santa Clara
County Transit Districts' Americans with Disabilities Act (ADA) Implemen-
tation Plan for FY 1993 -94. Transit Assist began its' stepped approach
to meeting ADA requirements November 1992. FY 1992 -93 expanded service
levels included the following:
Evenings 5:00 pm. 8:00 pm. Monday through Friday
Weekends 8:00 am. 5:00 pm.
Holidays same as above
Additional in -house vehicle two days per week
The proposed FY 1993 -94 increased service levels will include the
following:
Early morning 5:00 am. 8:00 am. Monday through Sunday
Evenings 5:00 pm. 9:00 pm. Monday through Friday
Weekends 8:00 am 9:00 pm.
Holidays same as above
Additional peak hour service Monday through Friday
Longer distance travelled through contracted services
The evening and weekend service has been provided by Yellow Cab, United
Cab, and MV Transportation. These taxi and van vendor contracts have been
administered through OUTREACH, a nonprofit paratransit agency, which
currently provides transportation in seven cities within the Santa Clara
County. OUTREACH has thirteen years of experience and has existing
contracts with taxi and van vendors. Additionally, OUTREACH has the
capacity to monitor, audit, and verify ride payments to the taxi /van
vendors and to the client.
Of the 14,842 rides provided in FY 1991 -92, Saratoga clients received
5,788 trips (39 The program anticipates providing a minimum of 6,907
trips (39 to Saratoga residents during FY 1992 -93. Of the 18,998
passenger rides proposed for FY 1993 -94, Saratoga residents will receive
approximately 7,409 trips (39
The following data identifies the cost per passenger trip for FY 1992/93,
FY 1993/94, and the cost to provide the service to Saratoga residents.
FY 1992 -93
6,907 Saratoga Rides X $14.86 cost per passenger trip: $102,638
3
FY 1993 -94
7,409 Saratoga Rides X $14.62 cost per passenger trip: $108,310.
The $15,000 received from the City of Saratoga in FY 1991 -92 bought 1,079
Saratoga rides. The $15,000 received in FY 1992 -93 will buy 1,009 Saratoga
rides. The $15,000 requested for FY 1993 -94 will buy 1026 Saratoga rides.
D. PROJECT MANAGEMENT
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, the Santa Clara
County Transit District, Santa Clara County Board of Supervisors,
and the Santa Clara County Transportation Commission all monitor the
program's performance. Each entity evaluates whether the program
is meeting the goals set forth for the given fiscal year, complying
with the Santa Clara County Americans with Disabilities Act
Implementation Plan, and meeting the needs of the community.
A quarterly report is submitted to the three participating cities,
and to the Santa Clara County Transportation Agency, which is
submitted to the Santa Clara County Transportation Commission, and
to the Transit District Board of Supervisors. An independent audit
is completed annually, and a State Controllers Report is completed
annually.
E. 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 (16.4 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.
On July 26, 1990, the President signed into law the Americans with
Disabilities Act (ADA). The ADA requires that comparable paratransit
service is available for disabled individuals who cannot use fix route
buses and /or light rail. In complying with the mandated ADA, Transit
Assist is playing a key role in providing paratransit service in the West
Valley area.
4
F. PROJECT BENEFICIARIES AND MINORITIES
1. Target population
The primary population to be served by the Transit Assist Program is the
elderly and the disabled transportation mobility limited residents of the
three participating cities.
Total Number of Persons in Service Area
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)
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 39%
Total Number of Program clients
Percent of SSI eligible clients 45%
to Total Program clients
Number of Low and Moderate Persons 85%
to Total persons utilizing Transit
Assist
G. FINANCIAL INFORMATION
See revenue, expenditure, and narrative forms. (Attachment 1 3)
The grant request from the City of Saratoga represents 5.4 percent of the Transit
Assist operating budget for FY 1993 -94.
SUPPLEMENTAL
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 nonprofit and donations are tax
deductible. For all intents and purposes, we should be accorded the same
5
59,601
15,819
26.5%
8,572
1,485
3,053
treatment as any private nonprofit agency.
Transit Assist's FY 1991 -92 Draft Financial and Compliance statements (Attachment
5)
ATTACHMENTS
1. Transit Assist FY 1993 -94 Operating Revenues
2. Transit Assist FY 1993 -94 Operating Expenditures
3. Financial Budget Narrative
4. Updated Transit Assist Joint Powers Agency Board Roster
5. Transit Assist FY 1991 -92 Draft Financial and Compliance Audit
CSD11:A: \grants \sargrant.93
6
Attachment 1
FINANCIAL INFORMATION
ORGANIZATION BUDGET--REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
To be. used for cOit0 riltchill funds, for nelkplodIfted-m 40 for insurance claim
expenditures OoYe projected cOsAs:, AlLof.thereserve funds will be expended during
fx 1992793,
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
.15.,0110
7 15,000
OTHER CITIES:
Los Gatc)s
5;65.0.
.3-,5.00.
5,650
3 ,50.0
Monte Sereno
STATE
150-2661
150,26.6
DFANWX County-
54,400
72 ,5.00.
FEES FOR SERVICES
21,491
22'.988
FUND RAISING,
DONATIONS (CASH)
3,0011
4.
3,000.
RESERVE CONTINGENCY
FUND capita Insurnce
.17,997*
0.
ALL OTHER (LIST)
Re9istrati on Fee
1 ,240_
2,922
1 00.0
4
1 ,0_00
2,922
1 GOO_
Cmancil on Acing
tnt.prest Income
TOTAL INCOME
276,466.
273,826.
Attachment 1
FINANCIAL INFORMATION
ORGANIZATION BUDGET--REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
To be. used for cOit0 riltchill funds, for nelkplodIfted-m 40 for insurance claim
expenditures OoYe projected cOsAs:, AlLof.thereserve funds will be expended during
fx 1992793,
Attachment.-2
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Actual Budget
FY 92/93
Projected Budget
FY 93/94
�penses
PERSONNEL
1
149,454
BENEFITS
34,753
36,143
SUPPLIES
1,200
1,200
PACANWAnain Postage
700
1,000
PRINTING /ADVERTISING
1,550
1,80u
UTILITIES telephone
2,020
3,000
SPACE RENTAL
5`,883
5,883
E IX iTX tTAXx Audit
2,000
2,000
TRAVEL (local-
conf erences ,etc)
500
500
MiniXXCOttligOXI Xorl ve egl sa
600
500
CONTRACTUAL SERVICES
54,696
54,696
INSURANCE
6 272
3,700
Mix Gas and Oil
7,900
7,[00
=UMW Maintenance
10,309
10,000
suaspatxxxmummon
raining
50.0
750
Subtotal Expenses
268,106
277,826
Capital EXnenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT Matching Funds
9
8,360
Subtotal Expenses
8,360.
TOTAL EXPENSES AND
CAPITAL OUTLAY
276,466
277,826
Attachment.-2
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Attachment 3
6. Please complete:
FUND BALANCES
*Capfta1 and insurance restricted fund. T
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 15,00 This request, as a
percentage of the total program budget equals percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology?)
Saratoga Orant funds ($15 diyided into total operating budg 277,826) 5.4
percent of the Transit Ass,tst operating budget for PY 1993 -94,
3. What is the average cost per Saratoga client to whom direct services are
provided?
$15,0.0.0. (g)wt funds) s. 242 .(Saratoga clients) $61.98. or $277,826. (total operating
budget) 18,995 (trips) r $14.62 cost per passenger trip,
4. Has your organization ever had funds withdvawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No.
e expended during FYI 1992793,
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
0
$1i,997
0
0
Estimated
Fund Balance
End FY 92/93
0
0
o
o
a=
Attachment 3
6. Please complete:
FUND BALANCES
*Capfta1 and insurance restricted fund. T
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 15,00 This request, as a
percentage of the total program budget equals percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology?)
Saratoga Orant funds ($15 diyided into total operating budg 277,826) 5.4
percent of the Transit Ass,tst operating budget for PY 1993 -94,
3. What is the average cost per Saratoga client to whom direct services are
provided?
$15,0.0.0. (g)wt funds) s. 242 .(Saratoga clients) $61.98. or $277,826. (total operating
budget) 18,995 (trips) r $14.62 cost per passenger trip,
4. Has your organization ever had funds withdvawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No.
e expended during FYI 1992793,
Attachment 4
Voting members:
Routing:
TRANSIT ASSIST JOINT POWERS AGENCY BOARD
ROSTER
Dorothea Bamford
Councilmember, Monte Sereno
19020 Withey Road
Monte Sereno, Ca 95030
Ph: 354 8976
Ann Marie Burger
Councilmember, City of Saratoga
20045 Winter Lane
Saratoga, Ca 95070
Ph: 867 -0242
Steve Blanton
Councilmember, Town of Los Gatos
779 Blossom Hill Road
Los Gatos, Ca 95032
Ph: 395 -4730
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
Roseann Fisher
Los Gatos Senior Coordinating Council
Representative
15773 Izorah Way
Los Gatos, Ca 95030
Ph: 356 -4588
Harry Peacock
Saratoga City Manager
Saratoga City Hall
13777 Fruitvale Avenue
Saratoga, Ca 95070
Ph: 867 -3438
Staff:
Alternate:
Karen Campbell
City of Saratoga Managers' Office
13777 Fruitvale Avneue
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
David W. Knapp
Town Manager
Town of Los Gatos
P.O. Box 949
Los Gatos, Ca 95031
Ph: 354 -6832
Olga McFarlane
Saratoga Senior Coordinating Council
P.O. Box 3033
Saratoga, CA 95070
Ph: 867 -3438
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
Linda Lubeck
Councilmember, Town of Los Gatos
212 Milbrae Lane
Los Gatos, CA 95030
H. 354 -8789
W. 295 -3822
Pamela Bancroft
Councilmember, City of Monte Sereno
17288 Eaton Lane
Monte Sereno, CA 95030
Ph: 395 6134
Karen Tucker
Councilmember, City of Saratoga
13645 Riverdale Drive
Saratoga, CA 95070
Ph: 867 4065
File
Clerks File
Posting
Clip Board (Downstairs N.C.)
csdll:a: \rosters \jparostr 7/92
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
1993/1994
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Women's Housing Connection of Silicon Valley, Inc.
ADDRESS P.O. Box 230040
San Jose, CA 95173 -0040
(408) 294 -5175
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
Jeannie Crawford, Board Chair
(408) 294 -5175
Transitional Housing for Homeless- and Children
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $5,000
PROJECT ABSTRACT (Limit statement to space provided)
The Women's Housing Connection is requesting $5,000 from the City
of Saratoga as matching funds for a five -year HUD grant to provide
shelter basic services, child care, and supportive services to
homeless women and women with children in our community.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
APPLICATION DOCUMENTS
Provided below is a list
organization is required to
application for funding.
copies are included.
REOUIRED OF ALL APPLICANTS
X
X
X
CHECK LIST
of supporting documents which the applicant
furnish. Submit one copy of each as part of this
Please check the items below to indicate that
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
X Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
Audit or financial statement
SUPPLEMENTA
X Current board of directors
Articles of incorporation and bylaws
Organizational chart on file
on file
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
on file
Brochure, flyer, promotional material
on file
?GENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REOUIRED TO J3UPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
Women's Housing Connection of Silicon Valley, Inc.
P.O. Box 730040
San Jose, CA 95173 -0040
(408) 294 -5175
Transitional' and Emergency Mousing for Homeless Women and'Tieir Children
January 18, 1993
Saratoga City Council
City Hall
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Saratoga City Council Members:
On behalf of the many hundreds of homeless women and children served over the past
fifteen years by the Women's Housing Connection, I would like to thank you for your
past support of our program. In 1992 -93 the City of Saratoga awarded our program an
important piece of the matching funds needed for the $900,000 Transitional Housing
grant received by our agency from the U.S. Department of Housing and Urban
Development. As a result of support from the community, the three housing properties of
the Women's Housing Connection have undergone a complete rehab process, thanks to a
financial package of nearly $600,000 provided through the San Jose City Council and
through funding from HUD. This rehab work is nearly completed, and the demonstration
project is underway as of 1993. Thank you for your support of services to homeless
women and children.
The enclosed application requests additional monies from the City of Saratoga to
continue to implement the program. Thank you again, and best wishes to you in your
continued good work in the community.
Jeannie Crawford, Board Chair
Women's Housing Connection of Silicon Valley, Inc.
A. Agency Structure and Geographic Location
Background of the Agency: The Women's Housing Connection of Silicon Valley, Inc.
has provided both emergency and transitional housing for homeless women and homeless
women with children in Santa Clara County for over 15 years. Three facilities located in
San Jose provide food, shelter and other supportive services to over 50 homeless women
and children at full capacity.
In 1993 the Women's Housing Connection is implementing Year One of a five -year
transitional housing grant awarded to the agency by the U.S. Department of Housing and
Urban Development. The project provides five years of partial funding for basic_ services
(food, shelter, case management) as well as five years of child care and other supportive
services for both the women and their children. This application for funding to the City
of Saratoga seeks your continued support in the form of matching funds for this federal
grant. Each dollar of Saratoga CDBG funds will leverage $3 of federal funding to serve
Saratoga and other county residents.
Facility Description: The facility in which the services are provided is a four -plex
located in San Jose, convenient to public transportation, schools and shopping. Upon
intake into the program each woman completes an interview and a trial period in one of
the other programs. Many participants complete a period of several weeks or several
months in the emergency program, then transfer into the transitional housing program, in
which they may remain for up to two years. During this time the woman must be an
active partner with her case manager in the management plan.
The facility in which the HUD grant and the Saratoga monies will be used has just been
renovated by the City of San Jose. Last year the San Jose City Council approved a
$600,000 rehab and refinancing loan for those properties. The rehab work has recently
been finished, and women and children have entered the program. Child care is being
provided at the Child Care Center on -site at the Center for Employment Training in San
Jose for ten children in the program.
Organizational Structure: The Board of Directors of the Women's Housing Connection
is a policy making and fundraising body which sets the direction of the agency. The
Board is made up of fourteen members, several of whom are residents of Saratoga. The
Executive Director, Reverend Frank Selkirk, has actively participated in numerous local
organizations including the Santa Clara County Council of Churches and the NAACP.
The staff has a background in working with women and children in a shelter setting, and
they participate in training sessions offered by the County to up -grade their skills.
Women's Housing Connection of Silicon Valley, Inc.
B. Past Performance
Funding Sources: The Women's Housing Connection has been funded through a number
of grant sources in recent years, including CDBG grants from the Urban County, the City
of San Jose, the City of Milpitas and the City of Saratoga. Other federal funding includes
FEMA, Emergency Shelter Grant Program and the current five -year grant from the
Department of Housing and Urban Development. During the past two years services to
homeless women and children have been funded by grants from the Koret Foundation,
Quantum Corporation, the Altos Foundation, Citibank, Food for -All and numerous
community businesses, community organizations and churches.
The agency was one of those Santa Clara County facilities chosen by Stanford
University to participate in the recently released Stanford Studies of Homeless Families,
Children and Youth a research project funded by the Walter S. Johnson Foundation and
the Koret Foundation which investigated the root causes of homelessness among families
in our community. It •was also a participant in the 1988 County study under the Board of
Supervisors, New Faces and Hidden Costs, an extensive collaborative effort to gauge the
scope of homelessness in Santa Clara County. The Women's Housing _Connection has,_
therefore, a long history of working together with a variety of funding sources to meet
the needs of the homeless in our community. We are proud to count many Saratoga
residents among our friends, supporters and donors.
C. Project Purposes and Objectives
Funding Reg est: This application requests $5,000 from the City of Saratoga as
matching funds for a five -year grant for shelter, child care and other supportive services
received under the Transitional Housing: Supportive Services Demonstration Project
through the U.S. Department of Housing and Urban Development. The project has the
goal of returning homeless women with children to permanent housing in our community
through a combination of basic housing services combined with extensive supportive
services both on -site and at other collaborating community agencies. It aims to empower
women and their children and reduce dependency on the service delivery systems in the
City, County and State.
The Year One goals are: 1) fifteen homeless women and their children will be provided
basic housing, child care and other supportive services on -site at the Women's Housing
Connection; 2) ten children will receive safe and nurturing child care and age
appropriate social, emotional, physical and intellectual development; and 3) 90% of all
case management goals will be reached with all fifteen of the families 4) supportive
services will be provided to empower the women to obtain and maintain independence in
the community and to reduce dependence on the service delivery system.
The measurable objectives of the program are: 1) by July, 1993, to place 15 women and
their children in the shared transitional housing program located in San Jose; 2) by
August, 1993, to enroll 10 infant through pre school aged children in the child care center
at the Center for Employment Training on Vine Street in San Jose; 3) by July, 1993, to
establish 15 family case management plans for the women and their children; 4) to
2
Women's Housing Connection of' Silicon Valley, Inc.
"integrated Case Management: Since the traditional service delivery system in our city
and county is fragmented, it is difficult to receive services for the totality of a family or
individual family. Although information and referral provides names, addresses and
contacts between agencies, a centralized case management approach prevents families
from falling through the cracks. Current research recommends the use of a case
management approach as the focal point of service delivery:
Case management has been frequently specified by federal research projects as the most
critical component of their programs, and the authors of the reports often stated it was the
service most utilized by clients. it was the "glue" that holds coordinated service
delivery systems together (Job Training for the Homeless: Report on the Demonstration's
First Year, 1991, p. 4 -9).
At -risk and hard -to -serve clients are ensured of receiving the services they need through a
case management approach. For the purposes of the Women's Housing Connection
Transitional Housing project, the term case management has been adopted in the sense
used in the Brandeis University Guide to Case Management for At -Risk Youth:
At the client level, case management is a client- centered, goal
oriented process for assessing the need of an individual for particular
services and assisting him or her to obtain those services.
The integrated case management approach is the means by which the project will ensure
that homeless women and their children receive the appropriate package of housing,
employment and supportive services, including physical and mental health, alcohol or
other drug dependency services, that they need to achieve and maintain independence and
housing. It is based on mutual trust and respect, with decisions being reached jointly, i.e.,
not prescribed by the staff to rectify a wrong. It includes assessment, advocacy,
monitoring and follow -up of the client to measure progress toward the stated individual
goals. As such, it is outcome oriented and involves high expectations on each side.
Through building peer and other support systems, developing self- advocacy and higher
self- esteem, and by utilizing an integrated case management approach, the homeless
women and their children will become empowered to deal with problems and situations
from a new perspective. They will not only have tools, but also friends, both inside and
outside the service delivery system. The proposed project will increase the independence
of the very low- income woman with children, and reduce dependency on the system.
D. Project Management
Although the records are maintained by the Women's Housing Connection staff, the
individual goals and milestones are determined together with the client. They are
mutually agreed upon goals with measurable and well defined steps toward these goals.
Through meetings daily or weekly with the staff, the progress is monitored and recorded
in the client folders. Because the program is a long -term housing program rather than an
emergency shelter, the women are at ease returning to consult with the case manager
after leaving the housing. They are not reporting to "shelter" staff, and feel less marked
as "homeless" or "poor" by that experience.
The project is under the supervision of the Executive Director who reports to the Board of
Directors. An annual evaluation of the program is a part of the program funding through
3
Women's Housing Connection of Silicon Valley, Inc.
the Department of Housing and Urban Development, and regular reporting will also be
done to the City of Saratoga. Client records are kept on file for more than five years,
exceeding the rules and regulations of many funders. The agency is audited each year,
with a copy of the audit available to funding agencies.
E. Needs Assessment
With homelessness growing each year, there is a desperate need for
transitional housing,' places where individuals or families can reside, at
substantially reduced rents, while saving enough money to regain a footing in
San Jose's tight housing market. (Comprehensive Housing Affordability
Strategy, January 31, 1992, p. 1 -14.)
The need for transitional housing with supportive services for women and their children is
well documented in Santa Clara County. Although there are an estimated 2,470 beds in
emergency and transitional housing facilities in our county, recent estimates place the number
of individuals in need of shelter at some time during the past year at 20,000. (A Community
Challenged: A Public Report on Human Needs in Santa Clara County, United Way of Santa
Clara County, p. 17). Further studies show that over 43% of all of the homeless in our county
are children under the age of 18, and that 51% of all heads of households in the County are
women. (Homelessness in Santa Clara County: New Faces and Hidden Costs, November,
1989, p. 2 -3). Solitary women with children make up a disproportionate number of homeless
families in our area.
The present shortage of housing in Santa Clara County is expected to grow even larger in the
next decade. Job growth has outpaced housing construction and rising incomes have given
the county among the highest housing prices in the nation. The lack of affordable housing is
expected to impact families with children more than other groups:
However, if recent trends hold, more of the homeless population will be
composed of families and children (Alternative Futures: Trends and Choices,
Santa Clara Strategic Vision Steering Committee, October, 1990, p.8).
The need for housing, particularly for families with children, is expected to increase in coming
years.
F. Project Beneficiaries
All beneficiaries of the project are 100% very low- income and all are homeless women
with children.
4
Women's Housing Connection
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
2,000
$5,000
OTHER CITIES:
San Jose
333,206
2,000
40,000
2,000
Milpitas
STATE
0
0
FEDERAL
307,731
246,847
FEES FOR SERVICES
5,400
28,000
FUND RAISING,
DONATIONS (CASH)
85,000
35,000
RESERVE CONTINGENCY
FUND
26,000
25,000
ALL OTHER (LIST)
Co. Social Services
40,000
20,082
s)
35,000
10,000
I
other grants
(foundations, corporatio
TOTAL INCOPIE
821,419
426,847
Women's Housing Connection
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
1 Zcpenses
i
PERSONNEL
191,227
210,618
BENEFITS
28,908
44,229
SUPPLIES
7,997
8,200
COMMUNICATIONS
6,200
5,900
PRINTING /ADVERTISING
9.000
6,700
UTILITIES
12,440
12,900
SPACE RENTAL
43.482
44,600
EQUIPMENT RENTAL
I TRAVEL (local--
i conferences,etc)
1,890
1,500
TRAVEL (other)
t
1 CONTRACTUAL SERVICES
17,229
14,900
j
INSURANCE
10,718
11,000
MISC.
505
800
wwman child care
63,079
64,000
1 SUBSCRIP. /PUBLIChTfa ing
1,417
1,500
Subtotal Expenses
I Capital Expenses
mkpcimmumgmaY contingency
26,000
26,000
BUILDINGS
376,068
0
EQUIPMENT reserve
25,259
25,000
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
821,419
426,847
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
If the program for which
sponsored by the agency,
agencies are required to
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
funds are requested is one of two or more programs
then the program budget must be be completed. (All
complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
2,000
5,000
OTHER CITIES:
S.J. CDBG
40,000
2,000
40,000
2,000
Milpitas CDBG
STATE
FEDERAL
181,000
181,000
FEES FOR SERVICES
14,400
24 000
FUND RAISING,
DONATIONS (CASH)
23,000
23,000
RESERVE CONTINGENCY
FUND
26,000
26,000
ALL OTHER (LIST)
other grants
3,600
9,000
TOTAL INCOME
295,000
310,000
If the program for which
sponsored by the agency,
agencies are required to
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
funds are requested is one of two or more programs
then the program budget must be be completed. (All
complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
F-
Actual Budget
FY 92/93
Projected Budget
FY 93/94
$xpenses
PERSONNEL
138,400
147,000
BENEFITS
29,064
30,870
SUPPLIES
4nn
4,1300
COMMUNICATIONS
1,800
2,000
PRINTING /ADVERTISING
Ann
Ann
UTILITIES
5,600
5.900
SPACE RENTAL
14,336
15,000
EQUIPMENT RENTAL
7 nnn
1,000
TRAVEL (local
conferences,etc)
450
500
TRAVEL (other)
0
0
CONTRACTUAL SERVICES
9,000
8,000
INSURANCE
4,900
5,000
MISC.
Inn
2nn
EQUIPMENT
400
400
SUBSCRIP. /PUBLICATIONS
250
250
child care
64,000
64,000
Sub-total
274,900
285,370
CAPITAL OUTLAY
BUILDINGS
132,000
0
EQUIPMENT
Subtotal Expenses
132,000
I
TOTAL EXPENSES AND
CAPITAL OUTLAY
406,900
285,370
Womens Housing Connection
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 5,000 This request, as a
percentage of the total program budget equals 1.79 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Approximately 2% of all clients served by the Women's Housing
Connection are former or current residents of Saratoga. Two
percent of the project budget in $5,707, more than the amount requested.
3. What is the average cost per Saratoga client to whom direct services are
provided?
The cost per family for shelter and all supportive
services is approximately $52, including child care.
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit If yes please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
6. Please complete:
No.
No.
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
1,069
19,110
66,000
Estimated
Fund Balance
End FY 92/93
5,000
60,000
140,000
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 5,000 This request, as a
percentage of the total program budget equals 1.79 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
Approximately 2% of all clients served by the Women's Housing
Connection are former or current residents of Saratoga. Two
percent of the project budget in $5,707, more than the amount requested.
3. What is the average cost per Saratoga client to whom direct services are
provided?
The cost per family for shelter and all supportive
services is approximately $52, including child care.
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit If yes please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
6. Please complete:
No.
No.
FUND BALANCES
Women's Housing Connection of Silicon Valley, Inc.
Enide Allison
Businesswoman
20700 Saratoga Hills Road
Saratoga, CA 95070
Bill Crawford
Travel Agent
491 Macara Avenue
Sunnyvale, CA 94086
Jeannie Crawford, Board Chair
Attorney
18602 Saratoga -Los Gatos Road
Los Gatos, CA 95030
Mark Hicks
Loan Officer
1939 Quient Circle
San Jose, CA 95132
Frank Jewett
Community Outreach Officer
61 S. 13th Street
San Jose, CA 95112
John Lum
Admistrative Director,
Department of Corrections
513 Danromas
San Jose, CA 95129
Bill Mallet
San Jose Police Department
201 West Mission Street
San Jose, CA 95120
Surgit Obhi
Research Engineer
2349 Seacliff Way
San Jose, CA 95122
Steve Riggs
Accountant
328 Commercial Street
San Jose, CA 95112
Board of Directors 1993
Frank Schiavo Secretary
Professor, San Jose State
1186 Bayard Drive
San Jose, CA 95122 -3003
Charles Smith. 2nd Vice President
Businessman
1684 Capitol Avenue
San Jose, CA 95127
Gloria Smith
Personnel Director
306 Mariposa Street
Woodland, CA 95696
Jeff Schwarz, Ph.D. 1st Vice President
Criminal Justice Consultant
19281 San Marcos Drive
Saratoga, CA 95070
City of Saratoga
Community Development Block Grant Program
Human Services Grant Program
1993/1994
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: $3,000
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.
The City of Saratoga does not discriminate on the basis of
race, color national origin, sex, religion, age or disability
in the provision of services and programs.
Current board of directors
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
RE��jIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Fede 1 Code
We- are f a .e tn.oc h y r atv
altottt c* 1'h s e
rn 11 S� t Gin 41(ne
e Below
SUPPLEMENTAL
.3 itxrc
lj.
CHECK LIST
Audit or financial statement
Articles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVg PREVIQUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO D.!PLIC4TE AND RESUBMIT ¶H INFORMATION UNLESS CHANGES HAVE
OQCURRED.
A. DESCRIPTION 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 adult 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
relationship with The City of Saratoga CDBG and continues
to work with other city 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 1,400 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, 69% of
adult learners county wide were from minority groups and
46% were women.
D. 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 $2,000 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.
E. COMMUNITY NEED
The Reading Program is designed to meet the needs of
illiterate citizens of The City of Saratoga and to train
citizens to teach their neighbors to read and write. 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. Trainings are presently held at West Valley College
on a monthly basis.
F. PROJECT BENEFICIARIES
The Reading Program is presently serving a total of 882
people in Santa Clara County. Of these clients, 36 live
in The City of Saratoga. Illiteracy automatically
qualifies as assumed LL /LM income under HUD presumed
criterion Reference s570.20(a)(2).
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
N Expenses
PERSONNEL
6,433
BENEFITS
-0-
SUPPLIESr H hil G ter
2,773
0000
00
COMMUNICATIONS (Workshops)
-0-
7,000
PRINTING /ADVERTISING
5,546
2,196
UTILITIES
-0-
-0-
SPACE RENTAL
4,800
5,413
EQUIPMENT RENTAL
-0-
-0-
TRAVEL (local
conferences,etc)
2,279
TRAVEL (other).
-0-
-0-
CONTRACTUAL SERVICES
-0-
-0-
INSURANCE
502
1,500
1
1 MISC.
3,000
Tu Lur Tr d11I1II
EQUIPMENT
1,800
0
SUBSCRIP. /PUBLICATIONS
300
300
ietty uasn
Subtotal 1 Expenses
1,800
29,093
Bi l Ex ens e es C y)
9, 0 0 0
CAPITAL OUTLAY
-0-
-0-
BUILDINGS
-0-
-0-
EQUIPMENT
-0-
-0-
Subtotal Expenses
-0
TOTAL EXPENSES AND
CAPITAL OUTLAY
30,000
29,093
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
2,000
$3,000
OTHER CITIES:
City of Gilroy
City of Mt.. View
2,000
-0-
-0-
$2,000
$1,000
$1,000
City of Santa Clara
STATE
-0-
-0-
FEDERAL
-0-
-0-
FEES FOR SERVICES
-0-
-0-
FUND RAISING,
DONATIONS (CASH)
14,600
19,000
RESERVE CONTINGENCY
FUND
5,000
ALL OTHER (LIST)
Gilroy Foundation
700
700
1,000
1,000
2,000
Gilroy Foods
The Community.Foundatioi
TOTAL INCOME
111
1 111
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Program
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
CDBG City of
Saratoga
1,000
-0-
-0-
-0-
Estimated
1 Fund Balance
End FY 92/93
CDBG City of
Saratoga
III
-0-
-0-
-0-
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 3.000 This request, as a
percentage of the total program budget equals 10.3 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
The Reading Program is presently serving 36 citizens of the City of
Saratoga. It costs approximately $500 per tutor /learner match for
training and materials. As funding is limited through CCDBG we askfor$3000
3. What is the average cost per Saratoga client to whom direct services are
provided?
$500 per tutor /learner match
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
e Friends of The Readin
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
The Friends of The Reading Program supports The Reading Program.
We are a single focus, one issue, one project organization. We
have one program /project and thus only one budget.
This has been verified with Karen Campbell.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
f
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
I
TOTAL INCOME
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
The Friends of The Reading Program supports The Reading Program.
We are a single focus, one issue, one project organization. We
have one program /project and thus only one budget.
This has been verified with Karen Campbell.
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
The Friends of The Reading Program supports The Reading Program.
We are a single focus, one issue, one project organization. We
have onr program /project, and thus only one budget.
This has been verified with Karen Campbell.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
BENEFITS
I I SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local-
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
1
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
The Friends of The Reading Program supports The Reading Program.
We are a single focus, one issue, one project organization. We
have onr program /project, and thus only one budget.
This has been verified with Karen Campbell.
HOUSING MATCH
SENIOR GROUP RESIDENCE
Housing
Match
Program Director
Senior Group
Residence
Program Director
(.2)
OJECT
atch inc.
Shared Housing Home Equity Conversion Senior Group Residence Homelessness Prevention Program
Administrative
Director
Receptionist
(.87)
HOME EQUITY CONVERSION
Home Equity
Conversion
Program Director
(.2)
A United Way Agency
Counselor
1671 Park Ave., Rm. 21 San Jose, CA 95126 (408) 287 -7121
Counselor
(.4)
ORGANIZATION CHART
Board of Directors 15 slots
Executive Director
PROGRAMS
Counselor
(Bilingual)
Development
Specialist
Contract CPA Firm
Bookkeeper
(.25)
HOMELESSNESS PREVENTION
Homelessness
Prevention
Program Director
I Counselor
Funded in part by the Stale of California. the cities of San Jose and Los Altos, and the Community Development Block
Grant programs of Sunnyvale, Santa Clara, Mountain View, and the Urban County of Santa Clara including the
unincorporated areas and the cities of Campbell, Cupertino, Gilroy, Milpitas, Morgan Hill and Saratoga.
B A
DATE: February 11, 1993
MEMO TO: City Council
FROM: Administrative Assistant
SUBJECT: Additional Application Materials for CDBG /Human
Services Grant Program
The following items are attached for your review:
o Senior Coordinating Council of the Los Gatos Area proposal -A
funding recommendation for this organization was incorporated
into the staff report; however, Donna Lynd of SCCLG had
indicated that she would be turning in the report after the
proposal deadline.
o Teen Counseling Center of the West Valley, Inc. proposal -This
proposal was received on February 11, 1993. The Executive
Director recently learned of the City's grant program for
human services and expressed interest in applying for funds.
Staff explained that she had missed the January deadline but
that technically the proposal could still be considered if
submitted prior to the public hearing. Staff also indicated
that because the proposal was to be submitted late that staff
would not be able to incorporate it into the report and
recommendation for funding. If Council decides to fund this
organization, recommended funding for one or more other
organizations would need to be reduced.
o Map from West Valley College -On February 10, 1993, West
Valley College submitted additional information to be
considered as part of its proposal. The map shows the various
locations of proposed disabled access modifications for the
West Valley campus.
aren Campbell
Administrative Assistant
APPLICANT ORGANIZATION
NAME Senior Coordinating Council of the Los Gatos Area
ADDRESS 208 E. Main Street
Los Gatos, CA 95032
NAME /TITLE OF PROPONENT Donna M. Lynd, Executive Director
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
PROPOSAL COVER PAGE
408/354 -1514
1993/1994
Case Management
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $2,500
PROJECT ABSTRACT (Limit statement to space provided)
Case Management links functionally impaired older adults, age 60
to social services that promote and maintain their optimal level of
independence. The_case management program of SCCLG serves Saratoga,
Los Gatos, Campbell and Monte Sereno.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
February 9, 1993
Karen Campbell
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
cerely,
a ynd
Executive Director
208 East Main Street
"WE ARE THE LINK"
Senior
Coordinating
Council
OF THE LOS GATOS AREA
Dear Karen:
Enclosed is the proposal for $2,500 for case management services to
the frail elderly residents of Saratoga for fy 93 -94. Your
patience has been outstanding considering the number of delays in
getting this to you.
You will see that the overall budget for next year
this year die to a number of cost cutting measures.
my office into a smaller space, paid off both the
phone system, and eliminated the Senior Jobs progr
We plan to combine the two half -time case managers
time position and supplement that program with int
Again, thanks sc much for your support during a
personal time.
Los Gatos, California 95032 (408) 354 -1514
is smaller than
We have moved
copier and the
am.
into one full
erns.
very difficult
CITY OF SARATOGA
HUMAN SERVICES GRANTS
FY 1993 -1994
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 14 member board of directors. Our offices are
located in the Los Gatos Neighborhood Center at 208 East Main
Street, Los Gatos, CA. Our mission is to develop and promote
services which will assure that both the well and the frail elderly
of the Los Gatos /West Valley area remain in their communities with
dignity and independence.
Direct services are currently provided to more than 1,200 seniors
annually, and include Case Management for low income, frail
elderly residents of Saratoga, Los Gatos, Campbell and Monte
Sereno; Emergency Financial Aid Vouchers; SHARE nutritional food
co -op; Legal Assistance; Health Insurance Counseling; Income Tax
Preparation and Counseling; Annual flu shots in cooperation with
the Santa Clara County Health Dept.; Recreational and Educational
programs and events; monthly Los Gatos SENIOR Newsletter; and
Volunteer opportunities to assist the community and in the
administration of the above programs.
Since 1981 we have administered a contract with the Council on
Aging of Santa Clara County to provide case management to the frail
elderly residents, age 60 and over, of the West Valley.
During FY 91 -92, two half -time case managers, serving the four city
area, linked 180 multiple service clients and 215 single service
clients to in -home social services.
In Saratoga, services were provided to 35 multiple service elders,
representing 19% of our total client base. An additional 50 single
service clients also received assistance.
Our client profile for Saratoga indicates that:
*17% lived on $660 a month or less
*49% were age 75+
*66% lived alone or with a disabled spouse
*23% were minorities
Service coordination has been developed with the Saratoga Senior
Coordinating Council, Saratoga Adult Day Care, Live Oak Adult Day
Services, Transit Assist, Information Referral, The Health
Place /SJS Nurse Managed Center, local hospital discharge planners,
the Gatekeeper Program, and numerous low income housing complexes.
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.
page 2
SCCLG
C. Project Purpose and Objectives
I. Case Management links low income, frail elderly, age 60 to
social services which allow them to remain in the community with
dignity and independence. The service area encompasses the cities
of Saratoga, Monte Sereno, Campbell, 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 in -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.
Description of Services to be Provided
Case Management for clients with multiple service needs
(health care /homemaking assistance, assistance with financial
problems, Medi -Cal, etc.); 35 unduplicated clients.
Case Management for clients with single service needs; 60
unduplicated clients
Units of Service to multiple -need elderly:
Comprehensive assessment of client needs 65
Writing individualized plan of care and services 55
Service authorization to link client to
appropriate services 50
Case monitoring to determine quality and
effectiveness of services 50
II. Caregiver Support Groups is a new program and will include
spousal caregivers, stress management, grief and loss, and other
groups as the needs arise. The spousal caregiver support group
begins in Los Gatos on January 27. In April, our case manager will
co- facilitate a caregivers support group with the social worker at
the Saratoga Adult Day Care.
We hope to serve 30 40 people during FY 93 -94.
D. Community Need:
I. Case Management According to a 1989 Needs Assessment by both
the United Way of Santa Clara County and the Council on Aging of
Santa Clara County, "Existing services for seniors are
insufficient, and continuous growth in the senior population over
the next ten years will create even greater demand on human
services of all kinds. While a wide range of programs and services
exist in the county for seniors, health and supportive services are
poorly funded and in short supply. Increases in health care and
supportive services are needed to prevent early or unnecessary
institutionalization and to maximize the independence of seniors."
There are no similar programs in the West Valley area.
II. Support Groups According to the U.S. Census, "more and more
American families will be made up of four generations instead of
two or three... and more people will face the concern and expense of
caring for their very old, frail relatives, since so many people
now live long enough to face multiple, chronic illnesses." We hope
to make this an integral part of our case management program.
page 3
SCCLG
F. Project Management
Guidelines and criteria have been established by the federal
government under the Older Americans Act, Title IIIB. Monthly
financial and statistical reports are filed with the CoA, under the
guidance and supervision of the executive director of SCCLG, who
supervises the case managers. The case managers meet monthly with
an LCSW for case supervision, as set forth by the State of
California. Quarterly and semi annually reports are filed, as
requested by other funders.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
74,822
72,000
BENEFITS PAYROLL TAXES
13,100
13,500
SUPPLIES
2,000
3,000
COMMUNICATIONS/ OUTREAC-1
3,100
4,500
PRINTING /ADVERTISING
2,400
1,200
UTILITIES
0
0
SPACE RENTAL
10,193
9,570
EQUIPMENT RENTAL
3,720
0
TRAVEL (local
conferences, etc)
900
1,200
TRAVEL (other)
0
0
CONTRACTUAL SERVICES
9,920
4,000
INSURANCE
4,000
5,000
,tit- TELEPHONE
3,500
4,000
EQUIPMENT REPAIRS
280
350
SUBSCRIP. /PUBLICATIONS
1,300
1,500
Subtotal Expenses
:129,235
119,820
Capital Expenses
CAPITAL OUTLAY
0
0
,BUILDINGS
0
0
EQUIPMENT
0
0
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
129,235
119,820
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
2,500
2,500
OTHER CITIES:
Los Gatos
25,200
2,675
25,200
2,675
Campbell
STATE
0
FEDERAL
24,323
24,323
FEES FOR SERVICES
600
FUND RAISING,
DONATIONS (CASH)
61,000
60,000
RESERVE CONTINGENCY
FUND
2,421
0
ALL OTHER (LIST)
Dues
3,000
2,000
225
900
3,500
2,000
0
0
Newsletter Ads
Interest
Copier
TOTAL INCOME
124,244
120,798
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
PERSONNEL
42,991
36,250
BENEFITS/ PAYROLL TAXES
5,000
7,500
SUPPLIES
600
1,500
COMMUNICATIONS/OUTREACH
1,000
2,500
PRINTING /ADVERTISING
100
600
UTILITIES
0
0
SPACE RENTAL
4,500
4,000
EQUIPMENT RENTAL
600
0
TRAVEL (local
conferences,etc)
800
1,000
TRAVEL (other)
0
0
CONTRACTUAL SERVICES
1,500
2,000
i
1 INSURANCE
1,300
2,500
MMS£: TELEPHONE
850
2,000
EQUIPMENT REPAIRS
0
175
SUBSCRIP. /PUBLICATIONS
200
300
Subtotal Expenses
59,441
60,325
Capital Expenses
CAPITAL OUTLAY
0
0
1 BUILDINGS
0
0
EQUIPMENT
0
0
Subtotal Expenses
0
0
I
1 TOTAL EXPENSES AND
i CAPITAL OUTLAY
59,441
60,325
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget 1
FY 93/94
CITY OF SARATOGA
2,500
2,500
OTHER CITIES:
LOS GATOS
11,000
2,675
11,000
2,675
CAMPBELL
STATE
1
FEDERAL
24,323
24,323
FEES FOR SERVICES
0
325
FUND RAISING,
DONATIONS (CASH)
17,943
18,502
RESERVE CONTINGENCY
FUND
0
0
ALL OTHER (LIST)
DUES
1,000
1,000
1
1
TOTAL INCOME
59,441
60,325 I
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
i
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
1 Balance
End FY 91/92
$24,384
$1,500
$15,647
0
Estimated
r Fund Balance
1 End FY 92/93
$14,000
$1,200
$12,000
0
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of $2,500 This request, as a
percentage of the total program budget equals 3 percent.
2. On what basis is the Human Services Grant portion computed? (Pr o -rated
based on number of clients served, or other methodology?) 22° ot our
clients are Saratoga residents_which equals approximately $73,272. Saratoga
has not _begun to take responsibility for it's frail elderly population with
a mere annual grant of $2,500.
3. What is the average cost per Saratoga client to whom direct services are
provided?
$156
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
6. Please complete:
NO
NO
FUND BALANCES
1/6/93 WP51 \PROCEDUR \ORGANIZA.CHT
RECEPTIONIST
(Volunteers)
SENIOR COORDINATING COUNCIL OF THE LOS GATOS AREA
ORGANIZATIONAL CHART
FY 93 -94
CASE
MANAGER
BOARD
OF
DIRECTORS
EXECUTIVE
DIRECTOR
PROGRAM
ASSISTANT
VISTA
BOOKKEEPER
(Volunteer)
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
nverall agency functioning.
1993/1994
PROPOSAL COVER PAGg
APPLICANT ORGANIZATION
NAME Teen Counseling Center of the West Valley, Inc.
ADDRESS 208 Fast Main Street, Los Gatos, CA 95032
(408) 354 -7648
warner Hutton House Counselor /Overall Agency Support
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $10,000
PROJECT ABSTRACT (Limit statement to space provided)
The Teen Counseling Center is asking for a $10,000 grant
to fund 5 -10 hours /week of group and individual counseling
services at the Warner Hutton House as well as to support
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
APPLIQATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REOUIRED OF ALL APPLICANTS
x Narrative covering information cited in 3.A through G of
x
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
x Audit or financial statement
SUPPLEMENTAL
x
x
x
x
instruction sheet
CHECK LIST
Cover sheet with identifying information and signature of applicant
Financial Information Attachment
Current board of directors
Articles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REOUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
The Teen Counseling Center of the West Valley
Application for Funding
A. Agency Structure and Geographics
The Teen Counseling Center (TCC) was founded in 1983 to provide
low cost counseling to teens in the West Valley region of Santa
Clara Valley. Our clients come to us from Saratoga, Monte
Sereno, San Jose, Los Gatos, Campbell, Almaden Valley, Cupertino,
Sunnyvale, and unincorporated portions of Santa Clara County.
Our purpose is to help teens and their families make positive
changes in their lives through the counseling process.
TCC has earned the respect and support of the community since its
inception. Endorsed by the Los Gatos Saratoga School District,
Saratoga and Los Gatos CASA (Community Against Substance Abuse)
organizations, Saratoga Unified School District, and Campbell
Union School District; it employs a staff of thirteen MFCC
interns, a Clinical Supervisor, School -Based Supervisor, Office
Manager, and Executive Director. Our funding comes from the town
of Los Gatos (approximately $33,000 /year), the school districts
in which we have campus -based counselors, both CASA groups,
community -based businesses and civic groups; as well as from
client fees.
In addition to seeing clients on -site, TCC provides the
counseling program at five area schools: Saratoga High School,
Redwood Middle School, Rolling Hills Middle School, Los Gatos
High School, and C.T. English Middle School. Services offered at
these locations include individual and group counseling, crisis
counseling, peer counselor training, and
parent /teacher /administrative support.
B. Past and Current Performance in Providing Services to Saratoga
Residents
The Teen Counseling Center provides counseling and related
services to Saratoga youth and their families, teachers and
school administrators in our clinic as well as at Saratoga High
School, Redwood Middle School, and Rolling Hills Middle School.
Our agency's statistics reflect the fact that 40% OF OUR TOTAL
CLIENTELE ARE SARATOGA RESIDENTS. In a typical month during the
school year, this amounts to two to three hundred Saratoga
resident sessions.
The Teen Counseling Center of the West Valley (p. 2)
Our TCC on Campus Monthly Report for December showed that
Saratoga Middle and High School students dealt with the following
issues in counseling sessions:
suicide
rape
substance abuse
problems with peers
sexual abuse
school related stress
clients
Warner Hutton House administrative staff
Youth Commission members
Department of Recreation staff members
school behavior problems
gang involvement
divorce
loss and grief
behavior problems at home
During the current school year, TCC counselors on Saratoga
campuses have facilitated the following student groups:
anti smoking
dealing with anger
drop out prevention
peer relations
building positive body images__
female support group
The impact of the services provided to Saratoga students,
parents, and faculty by the Teen Counseling Center continues to
be greatly felt. (Please see enclosed statements of support.)
C /D. Proiect:Purpose and Objectives; Project Management
As stated earlier in this application, a sizeable percentage (40)
of our clientele reside in Saratoga. This has necessitated a
change in our short and long range planning for growth and
service. In response to requests by Saratoga school officials,
parents, and youth, we would like to develop a firmer presence
within the city. Specifically, we would like to provide group
and individual counseling, as well as additional administrative
support (as appropriate), at the Warner Hutton House.
The counselor would ideally provide individual counseling as well
as two to five support groups per week (on such topics as
mentioned under section B. of this narrative), and would feasibly
reach fifty different youths per week. Success would be
determined largely by the numbers of previously unreached teens
that the program would serve. It is somewhat difficult to
quantify the success of a counseling- oriented program, as each
client determines what success means to him /her. However, ways
of measuring the overall success of the program will include
ongoing written and oral evaluation from the following groups:
The Teen Counseling Center Director of School -Based Programs will
supervise the counselor who will be based at Warner Hutton House.
The Teen Counseling Center of the West Valley (p. 3)
The counselor will receive weekly group and individual
supervision. This will ensure constant monitoring of the
program. The School -Based Programs Director and the Executive
Director will also meet regularly with the Department of
Recreation staff to monitor and evaluate progress and incorporate
suggestions. Monthly statistic sheets (see enclosed sample) will
be completed and program reviews will be conducted quarterly by
TCC staff.
The Teen Counseling Center has increased its service output by
300% from last year at this time. Up to this point, we have been
able to do this in a very cost efficient manner. However, the
agency is now at the stage where it needs to seek out additional
appropriate funding sources in order to cover operating expenses.
To this end, we are requesting an additional $5000 from the City
of Saratoga to fund overall costs of operating the Teen
Counseling Center.
E. Community Need for the Program
Our teenagers today face a pressures and issues unique to today's
generation. Although Saratoga students are viewed by many as
"having it all tbey are not exempt from experiencing many
modern traumas: divorce, death, substance abuse, gang activities,
rape, etc. Counselors and teachers agree that a student who is
involved with a major life crisis cannot readily apply
him /herself to studies without outside assistance. The
availability of TCC counselors on the campuses of Saratoga High
School, Redwood Middle School, and Rolling Hills Middle School
allow approximately one hundred fifty students per month to get
counseling as they need to face life crises.
Staff and board members of the Teen Counseling Center have held
numerous discussions with school administrators and district
governing board members, recreation department staff, and CASA
members concerning adding services and developing a satellite
office in Saratoga. The results of these initial meetings have
been extremely positive. There is a great deal of sentiment on
all sides that such a step would be another move toward better
serving the youth of Saratoga.
School officials have made it clear to us that more individual
and group counseling hours are needed. It has also been
expressed that a Saratoga TCC counseling facility off campus
would service those students (and their families) who can or
will not pursue counseling at their schools.
The Teen Counseling Center of the West Valley (p. 4)
F. Project Beneficiaries
At the present time, over one hundred students (and, often, their
families) are being served per month by the Teen Counseling
Center. It is estimated that an additional 25 -50 unduplicated
clients would be seen by a counselor at the Warner Hutton House.
Of the low and very low income students at the Saratoga schools
we serve, an estimated 30% have been served by TCC counselors.
In closing, it is important to underscore the partnership which
already exists between The Teen Counseling Center of the West
Valley and the citizens of Saratoga. Financial support from the
City of Saratoga would augment this bond and assure the
continuity of much needed services for our youth and their
families.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
O
io 0 0 0
OTHER CITIES:
<01)0 4 Los 6-As
33, 341,o
33, 3ao
I
STATE
I
FEDERAL
FEES FOR SERVICES
(SI
1 ci"6a
FUND RAISING,
DONATIONS (CASH)
al 506
$36 100
RESERVE CONTINGENCY
FUND
d
G
ALL OTHER (LIST)
sc,k0+ 6aseA P l ro o rn5
s 3/ 300
3 G, 05
i a Co s6
$3a,Saa
0
�,.iao
l ou,(1 o Safi. a rG
e.QX COU.nse1i
TOTAL INCOME
$1.2.3
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 92/93
Projected Budget
FY 93/94
Expenses
I
PERSONNEL
7 7 a 1 L.
77,14(9
BENEFITS
6, 4 g a
4, 4,q5
SUPPLIES
7 5719
7 0$ 0
COMMUNICATIONS
3 7`6 0
3,780
PRINTING /ADVERTISING
I IV
3,oa0
UTILITIES
i
SPACE RENTAL
3 0
4)A30
I
EQUIPMENT RENTAL
TRAVEL (local-
conf erences ,etc)
I J 0
1, 04 0
TRAVEL (other)
CONTRACTUAL SERVICES
3 3 f q
3 7 4.a
lad
a 7, 35
3 y y 4
6‘0
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
115
17 S
Subtotal Expenses
140, 51`6
137 T 1 `1
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
I
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES I
CAPITAL OUTLAY AND
1 4 0, tj 1
.S 137
I
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
re-C i fs c,tia.roe,r f vn 4'as-6
Coumsdiq fro not tWal1 t!
Actual Budget
FY 92/93
Projected Budget
FY 93/94
CITY OF SARATOGA
0
i 5, 00
0
OTHER CITIES:
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
TOTAL INCOME
65000
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
re-C i fs c,tia.roe,r f vn 4'as-6
Coumsdiq fro not tWal1 t!
r
Actual Budget
FY 92/93
Projected Budget
FY 93/94
ISKEBILIME
3000
PERSONNEL
'f 0 0
BENEFITS
SUPPLIES
100
COMMUNICATIONS
I0 0
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local-
conferences,etc)
0100
TRAVEL (other)
CONTRACTUAL SERVICES
5b 0
0 0
r
INSURANCE
MISC.
500
EQUIPMENT
/0 0
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
g' SO d 0
v
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
GoctAA (Ait4i-oT\ Ltsc r°8) eLer)
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 10 This request, as a
percentage of the total program budget equals 7 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
3. What is the average cost per Saratoga client to whom direct services are
provided? no �'(�i r jg_ Spool -bast a-A d tCtA-APA Nur e I led\- s
m a i y m u m 1 3s P e,r \o u.r on -s �4 e, CO c�,nSeQ i,ng at s,o,. e__ tvla i
5f
4. Hasa your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
6. Please complete:
No
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
End FY 91/92
f P
Estimated
Fund Balance
End FY 92/93
N
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 10 This request, as a
percentage of the total program budget equals 7 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
3. What is the average cost per Saratoga client to whom direct services are
provided? no �'(�i r jg_ Spool -bast a-A d tCtA-APA Nur e I led\- s
m a i y m u m 1 3s P e,r \o u.r on -s �4 e, CO c�,nSeQ i,ng at s,o,. e__ tvla i
5f
4. Hasa your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
6. Please complete:
No
FUND BALANCES
Los Gatos Saratoga High School District
17421 Farley Road West Los Gatos, California 95030
(408) 354 -2520 Fax (408) 354 -7875
Dear City Council Members:
I am writing to request funds from the City of Saratoga for the
Teen Counseling Center of West Valley. The Teen Counseling Center
has been providing counseling for students in the Saratoga and
Los Gatos Schools for several years. The center provides
counseling for the social and emotional problems that many
students experience. Although our school district has been able
to provide academic counseling for all our students, we are not
able to fully fund the counseling provided by this center.
Today our students face issues and pressures we never experienced
as teenagers. Although our high school students are viewed by
many people as "having it all they still experience the traumas
that are so prevalent in society today: break up of families,
death, drug and alcohol use and abuse, peer pressure, gang
activities, rape, etc. The availability of these counselors on
our campuses allows students with problems to get counseling as
soon as a crisis arises in their lives.
The Teen Counseling Center provides counseling to students and
families. The students can meet with the counselor at lunch on
the high school campus. The counselors also provide group
discussions about topics that are problems for high school
students. The Teen Counseling Center also provides services to
our junior high schools.
Current funding for the center comes from a variety of sources.
The Town of Los Gatos gives the Center about $33,000.00 per year.
Each school pays the cost of the program at its site. That cost
is approximately $6,500.00 per school. The schools involved are
Saratoga and Los Gatos High Schools, Redwood Middle School,
Fisher Middle School, Rolling Hills Middle School and C.T.
English Middle School. In addition, CASA and community fund
raising projects also help with funding. Approximately 40% of the
students being served by the Teen Counseling Center live in
Saratoga.
I know City Council Members face the same financial problems that
we as School Board members face. However, this Center is one of
the wisest investments in youth that you could make. I hope the
you can find a way to help the Teen Counseling Center which is so
successfully helping the young people in our community.
Thank you for your attention to this request.
Sincerely yours,
C oo -gam-(
I GUISHED CALIFORNIA SCHOOLS NATIONALLY RECOGNIZED FOR EXCELLENCE
ramptorr
Nancy 0.
!_cs Gatos roan Scnool
February 3, 1993
Saratoga High School Mark Twain High School
GOVERNING BOARD
Robert W. Allen
Nancy O. Crampton
Robert L Dunnett
Gretchen Newby
Renee T. Patton
SUPERINTENDENT
Tod R. Leans. Ed.D.
dui Eoicwo-
The Teen Counseling Center of the West Valley
Statements of Support
"The Teen Counseling Center's staff provides a much needed
additional support system for our students. We are
fortunate to have such caring people on our campus."
Patricia Dickson, Principal
Saratoga High School
"The services of the Teen Counseling Center have added
greatly to Redwood Middle School. The counselor has
had a very positive impact on many students and their
families."
Gail Wasserman, Principal
Redwood Middle School
"The Rolling Hills Middle School faculty and administration
have found that the Teen Counseling Center has greatly
helped our program in dealing with at -risk children.
Since we feel that all children are at risk, Teer,
Counseling Center therapists have made a big impact on our
entire program. We only wish that we could have more
hours of professional counseling on campus."
Pru Sweeney, Advisor /Teacher
Rolling Hills Middle School
"As I look at the high school three years ago, I see that
the changes that TCC have brought and the assistance the
agency has given us cannot be measured. It's been great!"
Karen Hyde, Asst. Principal
Saratoga High School
NAME OF SCHOOL REPORTING
MONTH ,1 O A.o- I943
Number of clients (inc. individual and .333
group members)
Number of sessions 30 7
No. of group sessions .a9
Number of Los Gatos resident sessions 17 1
Number of parent sessions 54
NEW REFERRALS BY:
G
CLIENT ISSUES
Teachers
Administrators
Parent /Guardian
Self Referral
Other School Staff
Peer
Outside Counselor
Other (Please name)
I09 Behavior Problems at Home
Behavior Problems at School
.Z Conflict with Teacher
i+ Depression
.3 Eating Disorder
32. Family Conflicts
0 Family Member Health
I Family Member Incarcerated
5 Family Substance Abuse
Fighting at School
35 Loss /Grief
CHILD PROTECTIVE SERVICES REFERRALS
3 Number of Referrals to CPS
OUTSIDE AGENCY REFERRAL
la- Number of Referrals
Names of Agencies
TEEN COUNSELING CENTER
MONTHLY REPORT
SCHOOL BASED PROGRAMS
AC -FNC! 'TOTAL
a$3 White
33 Hispanic
7 African American
3 Asian
1 Pacific Islander
G) Middle Eastern
cl�en-4'.s &urk, rcC Stetff mernbe(
o an Out id
A- la- -eer
SUPPORT GROUPS
Types of Groups Held g ANoiCe.d,
at your site:
(inc. those run by
other interns).
J
(s4 boys /51
ETHNIC GROUP
Parent(s) Unemployment
lol Parent Divorce
Peer Problems
Physical Abuse
Pregnancy
2- Runaway
Sexual Abuse
5 Sexual Identity
4 Student Substance Abuse
7 Suicide
Aaenc
Smd Sd
42 r
&tccotz, Cr 's;s 1. n.2
s
TEEN COUNSELING CENTER
MONTHLY REPORT
SCHOOL BASED PROGRAMS
NAME OF SCHOOL REPORTING 1bTA -1_ AtL C JC O L S
MONTH UBJ3 19
Number of clients (inc. individual and
group members)
Number of sessions
No. of group sessions
Number of Los Gatos resident sessions
Number of parent sessions
NEW REFERRALS BY: ETHNIC GROUP
3 Teachers
1 Administrators
f Parent /Guardian
(o Self Referral
rJ Other School Staff
4 Peer
Outside Counselor
Other (Please name)
CLIENT ISSUES
43 Behavior Problems at Home
Behavior Problems at School
Conflict with Teacher
3 Depression
1 Eating Disorder
Family Conflicts
o Family Member Health
Family Member Incarcerated
,2 Family Substance Abuse
3 Fighting at School
la, Loss /Grief
CHILD PROTECTIVE SERVICES REFERRALS
_j_ Number of Referrals to CPS
OUTSIDE AGENCY REFERRAL
63 White
33 Hispanic
.5 African American
Asian
Pacific Islander
Middle Eastern
Parent(s) Unemployment
Parent Divorce
Peer Problems
Physical Abuse
Pregnancy
Runaway
6 Sexual Abuse
5 Sexual Identity
ji Student Substance Abuse
Suicide
Number of Referrals to a Outside Agency
Names of Agencies `ICCC C --GA Sutcick Rl51S
1een I in -tea
SUPPORT GROUPS (J �p L
Types of Groups Held 30 d� ✓orce, deer re(d -Or .S (91. 60
at your site:
(inc. those run by
other interns).
NAME OF SCHOOL REPORTING
MONTH
alma j 19
Number of clients (inc. individual and
group members)
Number of sessions
No. of group sessions
Number of Los Gatos resident sessions
Number of parent sessions
NEW REFERRALS BY:
3 Teachers
Administrators
8 Parent /Guardian
Self Referral
1 Other School Staff
Peer
oZ Outside Counselor
d Other (Please name)
CLIENT ISSUES
(o( Behavior Problems at Home
as Behavior Problems'at School
Conflict with Teacher
11 Depression
Eating Disorder
as Family Conflicts
G Family Member Health
t Family Member Incarcerated
3 Family Substance Abuse
1 Fighting at School
023 Loss /Grief
CHILD PROTECTIVE SERVICES REFERRALS
1 Number of Referrals to CPS
OUTSIDE AGENCY REFERRAL
TEEN COUNSELING CENTER
MONTHLY REPORT
SCHOOL BASED PROGRAMS
roTA-1- CL g ni I C
ETHNIC GROUP
�aa
/aC) White
g Hispanic
.2 African American
Asian
Pacific Islander
Middle Eastern
cl�enfS a 1" s44 mem
3 Number of Referrals to an Out 'de Agency
Names of Agencies ict(S 1i G Ce P,r,
eeNak,
SUPPORT GROUPS
Types of Groups Held 5rnolo ke25 4tu c
at your site:
(inc. those run by
other interns).
Parent(s) Unemployment
Parent Divorce
la Peer Problems
Physical Abuse
Pregnancy
I Runaway
.9_ Sexual Abuse
1 Sexual Identity
Student Substance Abuse
Suicide
OMMUN ITY
COLLEGE 14000 Fruitvale Avenue Saratoga, California 95070 -5698 (408) 867 -2200
DISTRICT
January 12, 1993
Ms. Carolyn King
City Manager's Office
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. King:.
In follow -up to our discussion earlier today, enclosed is a map of the
West Valley College campus which lists the locations of the various
handicapped access modifications proposed in our recent Community
Development Block Grant application.
We were pleased to learn that our application has had a favorable initial
review by the City Engineer, and look forward to hearing the results of
the Council's review process.
We also are pleased to add our endorsement to the Engineer's proposal
that the college's and city's proposals for these modifications be combined
to enhance consistency in the implementation process.
If any additional information is needed, please feel free to contact me at
(408) 741 -2095 or Ms. Joan Reitz at (408) 867 -2200, ext. 4851.
Sincerely,
LqA.LciAreb-°i2 (C
Fred Prochaska, Ph.D.
Director of Grants and Development
Enclosure
c: Karin Dowdy, Trustee
Gerald H. Strelitz, Interim Chancellor
Joan Reitz, Director of Facilities and Operations
Leo E. Chavez, President
PARKING LOT Al
PARKING LOT *3
SUS STOP
HOCKEY FIELD
PRACTICE
FIELD
SOCCER
18A
18D 18E
00
ORIYIHO
RAHOS
TRACK
CHALLEKOL
COWIN
tol
M
Co
NORTH
C PA
to
WEST VALLEY COLLEGE
14000 Fruitvale Avenue Saratoga, California 95070 -5698
Administration 1
Administration of Justice 2
Admissions Records 3
Applied Arts Sciences Division 10
AAS Lecture Hall 10A
Art Design Lab
Art Labs
ASB Offices
Audio Visual
Baltic Room
Board Room
Bookstore
Business Education Division
Business Services
Campus Center
Ys
VOLLE
m sAaK[t�iAll
t L
13E
13D
6A
16A
6B
1A
6C
4
18
6
1
23-4 Rev. 2189 r--
Carlson House
Career Center
Chancellor
Child Care Center
Community Education
Computer Services
Counseling
Dance Studio
Disabled Services
Engineering Technolog
See Applied Arts Sc:
EOPS
Financial Aid
Fine Arts Division
Gymnasium
Gymnasium (main)
Health Center
Language Arts Division
LA Lecture Hall
Learning Services
Library
Locker Rooms
Music
Personnel
Physical Education Division
PE Lecture Hall
Plant Operations
Planetarium
Police
President
Printing Services
Science Mathematics Div.
SM Lecture Halls
Snack Bar
Social Science Division
Student Center
Theatre
Theatre Arts
Transfer /Career Center
Warehouse
Warehouse Annex
Wrestling Weight Training
Creek
5
9
1A
8
12
22
9
188
17
Div.
ences 10
7
3
13
18C
180
14
15
15A
17
16
18F
13C
1A
18
18A
21
20A
19
1C
16B
20
20B
6D
15
6
138
13A
9
21A
21B
18E
Roads (accessible to cars)
Footpaths
Restricted Stall Parking Area
Handicapped Parking Area
EXECUTIVE SUMMARY NO. e;;2 AGENDA ITEM 6 1 L--
MEETING DATE: February 17, 1993
ORIGINATING DEPT.: Engineering
SARATOGA CITY COUNCIL
es.
CITY MGR.
SUBJECT: SD 92 -007 (20241 Herriman Ave.): Final Map Approval for 2
Lots, (Owner, Behel)
Recommended Motion(s): Move to adopt Resolution No. SD 92 -007
granting final map approval of Tentative Map Application No. SD 92-
007 for two lots at 20241 Herriman Avenue.
Report Summary: Attached is Resolution No. SD 92 -007 which, if
adopted, will grant final map approval for two lots located at
20241 Herriman Avenue. I have examined the final map submitted to
me in accordance with the provisions of Section 14.40.020 of the
Municipal Code and have determined that:
1. The final map substantially complies with the approved
tentative map.
2. All conditions of the approved tentative map as contained
in Resolution No. 93 -003 have been completed or will be
completed concurrent with development of either of the two
lots.
3. The Subdivision Map Act, the City's Subdivision Ordinance
and all other applicable provisions of law have been
complied with.
4. The final map is technically correct.
Consequently, I have executed the City Engineer's certificate on
the final map and have filed the final map with the City Clerk
pursuant to Section 14.40.040 of the Municipal Code for action by
the City Council.
Fiscal Impacts: The subdivider has paid 489.16 in Engineering
fees and 16,320 in Park In -Lieu fees required for this
subdivision.
Follow Up Actions: The signed map will be released to the
subdivider's Title Company for recordation.
Consequences of Not Acting on the Recommended Motions: The final
map must either be approved or rejected by the City Council. If
the map is rejected, it would be returned to the subdivider with
findings as to why the map was rejected.
O: \exec.sum (rev.2 -3 -93)
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
CITY CLERK
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
APPROVING THE FINAL MAP OF SD 92 -007
20241 HERRIMAN AVENUE (BEHEL)
The City Council of the City of. Saratoga hereby resolves as
follows:
SECTION 1: Parcels 1 and 2 as shown on that certain Parcel Map
prepared by Westfall Engineers, Inc., dated
January, 1993, and filed with the City Clerk of the
City of Saratoga on February 17, 1993, are approved
as two (2) individual parcels.
Passed and adopted by the City Council of the City of Saratoga at
a regular meeting held on the day of 1993 by
the following vote:
MAYOR
EXECUTIVE SUMMARY NO.
MEETING DATE: February 17, 1993
ORIGINATING DEPT.: Engineering
AGENDA ITEM !T
CITY MGR.
SUBJECT: SD 92 -007 (20241 Herriman Ave.): Final Map Approval for 2
Lots, (Owner, Behel)
Recommended Motion(s): Move to adopt Resolution No. SD 92 -007
granting final map approval of Tentative Map Application No. SD 92-
007 for two lots at 20241 Herriman Avenue.
Report Summary: Attached is Resolution No. SD 92 -007 which, if
adopted, will grant final map approval for two lots located at
20241 Herriman Avenue. I have examined the final map submitted to
me in accordance with the provisions of Section 14.40.020 of the
Municipal Code and have determined that:
1. The final map substantially complies with the approved
tentative map.
2. All conditions of the approved tentative map as contained
in Resolution No. 93 -003 have been completed or will be
completed concurrent with development of either of the two
lots.
3. The Subdivision Map Act, the City's Subdivision Ordinance
and all other applicable provisions of law have been
complied with.
4. The final map is technically correct.
Consequently, I have executed the City Engineer's certificate on
the final map and have filed the final map with the City Clerk
pursuant to Section 14.40.040 of the Municipal Code for action by
the City Council.
Fiscal Impacts: The subdivider has paid 489.16 in Engineering
fees and 16,320 in Park In -Lieu fees required for this
subdivision.
Follow Up Actions: The signed map will be released to the
subdivider's Title Company for recordation.
Consequences of Not Acting on the Recommended Motions: The final
map must either be approved or rejected by the City Council. If
the map is rejected, it would be returned to the subdivider with
findings as to why the map was rejected.
0: \exec.sum (rev.2 -3 -93)
RESOLUTION NO. 93 003
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF.
SARATOGA GRANTING AN APPEAL FROM A DECISION
OF THE PLANNING COMMISSION SD -92 -007 AND V -92- 012 BEHEL;
20241 HERRIMAN AVENUE
RESOLVED, by the City Council of the City of Saratoga,
California as follows:
WEEREAB, Norma Behel, the applicant, has made application
under the Subdivision Map Act of the State of California and
under the Subdivision Ordinance of the City of Saratoga, for
tentative map..approval of two lots; and for a variance approval
to allow the creation of two parcels with 82 -foot lot widths in
an R1 -10000 Zone District which prescribes a minimum lot width of
85 feet; and
WHEREAS, on November 10, 1992, the Planning Commission of
the City of Saratoga held a duly- noticed public hearing on said
application at which time all interested parties were given a
full opportunity to be heard and to present evidence and
following the conclusion thereof the Planning Commission, voted
to approve the tentative map and the variance; and
WEEREAB, applicant has appealed the approval by the Planning
Commission to the City Council for the specific purpose of
appealing a condition of approval of the tentative map and the
variance, limiting development on the newly- created vacant parcel
to a 2400 square foot, single story structure, not to exceed 20
feet in height; and
WHEREAS, on December 16, 1992, the City Council conducted a
de novo public hearing on the Appeal at which time any person
interested in the matter was given a full opportunity to be
heard; and
WHEREAS, the City Council reviewed and considered the staff
report, minutes of proceedings conducted by the Planning
Commission relating to the application, and the written and oral
evidence presented to the City Council in support of and in
opposition to the appeal.
NOW, THEREFORE, be it resolved by the City Council of the
City of Saratoga as follows:
1. By unanimous vote of the City Council approving the
tentative map for a two lot subdivision, with deletion of the
condition of approval limiting development on the newly- created
vacant parcel to a 2400 square foot, single -story structure, not
1
Done. On map.
Done
to exceed 20 feet in height, the appeal from the Planning
Commission is hereby granted, to wit: the applicant has met the
burden of proof required to support the application for the
tentative map and the following findings have been determined:
a. The proposed subdivision, together with the
provisions for its design and improvement, is consistent with the
Saratoga General and with all specific plans relating thereto,
and the proposed subdivision and land use is compatible with the
objections, policies and general land use and programs specified
in such general plan;
b. The City Council has heretofore received and
considered the categorical exemption for this projection in
accordance with the currently applicable provisions of CEQA;
c. None of the conditions set forth in Government Code
Sections 66474(a) -(g) and 66474.6 exist with respect to said
subdivision.
2. After careful consideration of the site plan,
architectural drawings, plans and other exhibits submitted in
connection with this matter, the application. of Behel for
tentative map approval be and the same is hereby granted subject
to the following conditions:
a. Prior to submittal of the Final Map to the City
Engineer for examination, the owner (applicant) shall cause the
property to be surveyed by a Licensed Land Surveyor or an
authorized Civil Engineer. The submitted map shall show the
existence of a monument at all external property locations,
either found or set. The submitted map shall also show monuments
set at each ne corner location, angle pint, or as directed by the
City Engineer, all in conformity -with the Subdivision Map Act and
the Professional Land Surveyors Act.
b. The owner (applicant) shall submit four (4) copies
of a Final Map in substantial conformance with the approved
Tentative Map, along with the additional documents required by
Section 14- 40.030 of the Municipal code and shall be accompanied
by the following items:
1. One copy of map checking calculations.
2. Preliminary Title Report for the property
dated within ninety (90) days of the date of
submittal for the Final Map.
3. One copy of each map referenced on the Final
Map.
4. One copy of each document /deed referenced on
the Final Map.
2
Fees paid.
Monuments set.
N /A.
Done.
Fees paid.
g. The owner (applicant) shall pay the applicable
Park and Recreation in -lieu fees prior to Final Map approval.
h. Prior to approval of the Final Map, the owner
(applicant) shall execute an agreement with the City waiving the
rights of the owner or any successive owners of any of the lots
created by the subdivision to protest the formation of an
underground utility district for the purpose of undergrounding
existing overhead utility lines in the vicinity of the property.
The agreement shall be recorded concurrently with the Final Map
and reference to the agreement shall appear in the Owner's
Certification on the Final Map.
i. Design review approval shall be required for
parcel A and shall only be granted upon finding that the proposed
structure is compatible in terms of scale and design with the
existing adjacent residences, that it is in conformance with the
City's Residential Design Guidelines and that all of the
necessary Design Review findings can be made.
Acknowledged. j. Future development on parcel A shall comply ,with
the approved site development plan, marked Exhibit "B."
On map.
Acknowledged.
5. one copy of any other map, document, deed,
easement or other resource that will
facilitate the examination process as
requested by the City Engineer.
c. The owner (applicant) shall pay a Map Checking
fee, as determined by the City Engineer, at the time of submittal
of the Final Map for examination.
d. Interior monuments shall be set at each lot corner
either prior to recordation of the Final Map or some later date
to be specified on the Final Map. If the owner (applicant)
chooses to defer the setting of interior monuments to a specified
later date, then sufficient security as determined by the City
Engineer shall be furnished prior to Final Map approval, to
guarantee the'setting of interior monuments.
e. The owner (applicant) shall provide Irrevocable
Offers of Dedication for all required easements and /or rights of
way on the Final Map, in substantial conformance with the
approved Tentative Map, prior to Final Map approval.
f. The owner (applicant) shall file with the Santa
Clara County Recorder the requisite statement indicating that
there are no liens against the property or any part thereof for
any unpaid taxes or special assessments. A copy of the
statement(s) shall be provided to the City Engineer prior to
Final Map approval.
3
Work done.
received.
Acknowledged.
Acknowledged.
Done.
Acknowledged.
Letter k. Prior to Final Map approval, the applicant and /or
property owner shall file with the Planning Director, a written
statement of an I.S.A. Certified Arborist, that all pruning,
cabling and applicable fertilizing work has been performed
pursuant to the City Arborist Report dated 8/31/92.
1. All other applicable requirements of the City
Aborist shall be complied with at the time development is
proposed for parcel A.
m. The owner (applicant) shall, upon the City's
request, defend, indemnify and hold the City and its officers,
boards, commissions, employees and volunteers harmless from and
against any claim, action or proceeding to attack, set aside,
void or annul this approval, or any of the proceedings, acts or
determinations taken, done or made prior to such approval, which
is brought within the time specified in Section 14- 85.060 of the
Municipal Code. If a defense is requested, the City shall give
prompt notice to the applicant of any such claim, action or
proceeding, and shall cooperate fully in the defense thereof.
Nothing herein shall prevent the City from participating in the
defense, but in such event, the City shall pay its own attorney's
fees and costs.
n. The owner (applicant) shall furnish a written
indemnity agreement and proof of insurance coverage, in
accordance with Section 14- 05.055 of the Municipal Code, prior to
Final Map approval.
o. Noncompliance with any of the conditions of this
permit shall constitute a violation of the permit. Because it is
impossible to estimate damages the City could incur due to the
violation, liquidated damages of'$250 shall be payable to this
City per each day of the violation.
3. By unanimous vote at the City Council approving the
variance to allow two parcels to be created with 82 -foot lot
widths in an R1 -10000 Zone District, the appeal from the Planning
Commission is hereby granted to wit: the applicant has met the
burden of proof required to support the application for the
variance and the following findings have been determined:
a. That because of special circumstances applicable
to the property, including size, shape, topography, location or
surroundings, strict enforcement of the specified regulations
would deprive the applicant of privileges enjoyed by the owners
of other properties in the vicinity and classified in the same
zoning district, in that all of the immediately adjacent lots
were created with 82 ft. widths.
4
b. That the granting of the variance will not
constitute a grant of special privilege inconsistent with the
limitations on other properties in the vicinity and classified in
the same zoning district, in that all of the immediately adjacent
lots were created with 82 ft. widths.
c. That the granting of the variance will not be
detrimental to the public health, safety or welfare, or
materially injurious to properties or improvements in the
vicinity.
4. After careful consideration of the site plan,
architectural drawings, plans and other exhibits submitted in
connection with this matter, the application of Behel for
variance approval be, and the same is hereby granted, subject to
the following.conditions:
apply.
b. The final map must be recorded with the Office of
the County Recorder within 24 months or approval will expire.
Passed and adopted by the City Council of the City of
Saratoga, California, at a meeting thereof held on 6th day
of January 1993 by the following vote of the members
thereof:
ATTEST:
December 21, 1992
273 \res \behel.res
a. All conditions of the tentative map approval shall
AYES: Councilmembers Burger, Monia, Tucker, and Mayor Anderson
NOES: None
ABSENT: Councilmember Kohler
ABSTAIN: None
City Clerk
5
Mayor
REPORT TO THE PLANNING COMMISSION
•Application No. /Location: SD -92 -007 V -92 -012; 20241 Herriman Ave.
Applicant /Owner: Behel
Staff Planner: James Walgren
Date: October 14, 1992
APN: 393 -42 -050
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Director Approval:4
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. 2;03 3 AGENDA ITEM
MEETING DATE: February 17, 1993 CITY MGR.
ORIGINATING DEPT. FINANCE
SUBJECT: .SELECTION OF INDEPENDENT CITY AUDITOR
R°compended Motion(s): Authorize the City Manager to sign the
Engagement Letter with Maze and Associates for an Independent
Financial Audit of the City of Saratoga.
Report Summary: The Finance Director issued a Request for Proposal
for Auditing Services on January 8, 1993, to thirteen (13) firms
expressing an interest in auditing Municipalities. The R.F.P. was
mailed to the City's current Auditor all of the "Big 6" firms and
some locally -based firms with interest or expertise in this area of
specialty.
Six (6) Accounting Firms responded by submitting Proposals. The
firms were: Coopers and Lybrand; Maze and Associates; Morton
Stanker; Johanson and Yau; Johnston, Grimeaux and Rossi; and Vargas
and Company. Proposed Fees ranged from $38,000 down to $28,000.
Estimated hours proposed ranged from 800 down to 460.
The Finance Advisory Committee met on 2/4/93 to discuss their
evaluation of the Audit Proposals. After discussing the level of
responsiveness of each proposal (which eliminated 3 proposals) and
the relative value of continuity of Audit relationships, the F.A.C.
recommended that City staff negotiate with Maze and Associates for
a reduction of their proposed fee.
Maze and Associates has agreed to provide 643 Hours of audit
services for a fee of $36,000. This fee reflects the economies
realized from familiarity with the City's financial processes and
its resources and is a significant reduction compared to the past
three year average fee of $45,000.
Fiscal Impacts.: Audit Fees were budgetted at $45,000 within the
Finance Department budget.
Follow Up Actions: Sign the Engagement Letter, notify Maze and
Associates and prepare for the interim audit fieldwork.
Consequences of Not acting on the tecompended Mpti,ons:
1. Delay in beginning the interim audit fieldwork thus impacting
Finance Staff during the Budget Process.
2. Necessitate the consideration of an Audit Firm whose proposal
was deemed to be less responsive to the needs of the City of
Saratoga.
EXECUTIVE SUMMARY NO. 1 `i AGENDA ITEM L J
MEETING DATE: February 17, 1993
ORIGINATING DEPT.: Engineering
SARATOGA CITY COUNCIL
CITY MGR.
SUBJECT: 1992 Pavement Management Program Acceptance of Work and
Notice of Completion
Recommended Motion(s): Move to accept the project as complete and
authorize staff to record the Notice of Completion for the
contract.
Report Summary: All work on the 1992 Pavement Management Program
(pavement overlay and reconstruction) has been completed by the
City's contractor, O'Grady Paving, Inc., and inspected by staff.
The final construction cost for the project was $730,474 which is
only $31 above the awarded contract amount of $730,443. In order
to close out the construction contract and begin the one year
maintenance /warranty period, it is recommended that the Council
accept the project as complete. Further, it is recommended that
the Council authorize staff to record the Notice of Completion for
the contract so that the requisite 30 day Stop Notice period for
the filing of claims by subcontractors or material providers may
commence.
Fiscal Impacts: The ten percent retention withheld from previous
payments to the contractor will be released 30 days after
recordation of the Notice of Completion assuming no Stop Notices
are filed with the City. The adopted budget contains sufficient
funds in Program No. 31, Account No. 4530, to cover the cost of the
project.
Follow Up Actions: Staff will record the Notice of Completion for
the contract and will release the contract sureties and retention
thirty days thereafter.
Consequences of Not Acting on the Recommended Motions: The project
would not be accepted as complete and staff would notify the
contractor of any additional work required by the City Council
before the project would be considered as complete.
O: \exec.sum (rev.2 -3 -93)
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. de) AGENDA ITEM
MEETING DATE: February 17, 1993 CITY MGR.
ORIGINATING DEPT. Maintenance
SUBJECT: ANNUAL PURCHASE OF FLEX -O -FILL CRACK FILLER
Recommended Motion(s):
Approve annual purchase of Flex -O -Fill crack filler for street
surface maintenance from Bacon Western Company and Bretthauer Road
Oil Company in the amount of $12,158.64..
Report Summary:
Annually, the Street Maintenance Department has purchased eight (8)
pallets (19,200 lbs.) of crack filler to use on Saratoga streets.
The regular cost is $.67 per lb. This year, together in a group
purchase with the City of Campbell, Town of Los Gatos, City of Los
Altos and Monte Sereno, the price will be reduced to $.585 per
pound.
Fiscal Impacts:
The $12,158.64 for this expenditure is included in the Street
Maintenance operating budget. Through this purchase, we are saving
$1,766.64.
Follow Up Actions:
Staff to prepare Purchase Order for purchase.
Consequences of Not Acting on the Recommended Motions:
If material is not purchased, the crack sealing portion of our
Pavement Maintenance Program cannot be accomplished. If we
purchase the material individually, we will not realize cost
savings.
Attachments:
To receive and file,
Report Summary:
Fiscal Impacts:
Follow Up Actions:
N/A
SARATOGA CITY COUNCIL
CONSENT CALENDAR
EXECUTIVE SUMMARY NO. ;10 AGENDA ITEM
MEETING DATE: February 17, 1993 CITY MGR.
ORIGINATING DEPT. ISABEL S. GLOEGE, ENVIRONMENTAL PROGRAMS
SUBJECT: RESPONSE TO RWOCB REOUEST FOR ADDITIONAL
INFORMATION REGARDING THE CITY'S RESPONSE TO
REPORTED ILLEGAL DUMPING INTO SARATOGA CREEK
Recommended Motions(s):
On December 22, 1992, the RWQCB Executive Director
requested additional information regarding the City's
response to reported illegal dumping into Saratoga Creek.
The attached letter is the response to the request. The
information is organized in the same order it was
requested.
None. The report does not include any additional actions or
work. All the tasks included have been budgeted or the
Council has already approved a budget transfer.
Staff will insure that the information provided in this letter
satisfies the RWQCB's requests for information and that the
RWQCB's staff ascertains that the City of Saratoga has
fulfilled all the requirements of the June 1990 NPDES permit
provision and specifically, the provision related to response
to illegal dumping incidents.
Consequences of Not Acting on. the Recommended Motions:
it
Printed on recycled paper.
February 5, 1993
13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 867 -3438
Steven R. Ritchie
Executive Officer
California Regional Water Quality Control Board
2101 Webster Street, Suite 500
Oakland, CA 94612
Subject: File No. 2223.08 (ADF)
COUNCIL MEMBERS:
Karen Anderson
Ann Marie Burger
Willem Kohler
Victor Monia
Karen Tucker
Dear Mr. Ritchie:
This is in reply to your letter of December 22, 1992, requesting
additional information regarding Saratoga's illegal stormwater
discharges into Saratoga Creek.
Your request for additional information is organized in eight
paragraphs. The City's response will follow the same order and the
information is organized in the same manner.
1. CHRONOLOGY:
Below is a list of all reports of illegal discharges the City is
aware of, or has records of, since the adoption of Order 90 -094
(June 20, 1990).
All the incidents were investigated. If a discharge was
indentified it was eliminated or cleaned up. Some of the
investigations results were negative, i.e. no evidence was found.
Other reports show that evidence of a discharge existed, but the
follow -up investigation did not result in a positive identi-
fication.
Page 2 Mr. Ritchie Ref: File No. 223.08 (ADF)
DATE LOCATION
1991
7/8 Quito Road
9/18 Saratoga Vista
Lane
9/30 Saratoga Creek
10/1 Saratoga Creek
10/2 Saratoga Creek
10/10 Saratoga Creek
10/11 Saratoga Creek
10/15 Saratoga Creek
10/17 Saratoga Creek
12/17 Saratoga Creek
1992
3/9 Squirrel Hollow
Lane
7/9 B.P. Station
8/8 Big Basin Way
Parking lot
8/10 Big Basin Way/
Bella Mia
8/13 Saratoga Creek
8/25 Cox Avenue /Gene's
9/1 Saratoga Creek
9/19 Big Basin Way /Hobees
10/2 NE Corner Cox /Saratoga
10/8 Saratoga Creek
10/22 Saratoga Creek/
Springer
11/19 Big Basin Way
REPORTED BY:
Third party
Contract Agency
Third party
Third party
Third party
Third party
Third party
City Staff
Third party
Third party
Contract Agency
Third party
City Staff
City Staff
Third party
City Staff
Third party
Third party
City Staff
RESULT OF INSPECTION
No signs of dumping
Maintenance Dept. contacted
Catch basin cleaned
Foam had dissipated
Nothing found
Inspected everything
no evidence of discharge
Foam had dissipated
Used dye to trace flow from natural
spring no evidence of discharge
No illegal dumping observed
Inspected everything. Results
negative
Trace was finally traced•to Hillview
Cleaners
Carpet cleaning fluid dumping turned
over to Dept. of Fish and Game
Advised Manager not to allow any more car
wash fundraising events
Discharge from restaurant did not
reach the Creek. Letter to owner
Additional inspection
No evidence of discharge
Significant amount of water in parking
lot. Ordered to stop washing
Investigation yielded no evidence of
discharge (three days later)
Grease interceptor full. Ordered
interceptor pumped
Notified P.G. E.
DATE PROBLEM
ELIMINATED
9/8
12/17
3/6
7/9
8/25
9/20
Third party Water from sprinkler left on in condo 10/8
project
Third party No evidence of discharge from Paving Co.
City Staff Inspected and supervised cleanup of 11/19
roofing material. Did not reach creek
Page 3 Mr. Ritchie Ref: File No. 223.08 (ADF)
DATE LOCATION
1992 contd
11/26 Saratoga Creek/
4th St.
12/1 Saratoga Creek
12/2 Saratoga Creek
12/7 Saratoga Creek/
4th St.
12/8 Big Basin Way
12/12 Saratoga Creek
12/17 Saratoga Creek/
4th St.
12/19 Saratoga Ave/
La Paloma
1993
1/4 Saratoga Creek at
Chestbrook Bridge
1/4 Big Basin Way/
Hobees
1/19 Saratoga Ave/
La Paloma
1/23 Big Basin Way
1/26 Oak Street
1/26 Saratoga Ave/
La Paloma
1/28
1/28 4th St. /Gate House
2/2 Saratoga Ave/
La Paloma
REPORTED BY:
Third party
Third party
Third party
Third party
City Staff
Third party
Third party
Third party
Third party
City Staff
City staff
Contract Agency
City Staff
City Staff
/1
City Staff
City staff
RESULT OF INSPECTION DATE PROBLEM
No discharge visible at outfall
Inspected and completely cleaned
No evidence of discharge sample taken
No evidence of foam Fire Dept., City Staff
and HazMat responded
Resolved: Ice Machine drain was connected to 12/8
this drain unknowingly
Called SCVWD drum in creek bed
No evidence of foam found
Sand bags did not reach storm inlet
Sewage overflow, private property
No evidence of any discharge
Grease interceptor full. Ordered pumped
ELIMINATED
12/11
1/4
County Health Department called
Collected sample for evidence
Additional sandbags.
Site of oil spill (car accident) cleaned 1/23
Broken sewer line at Volunteer Fire Dept.Bldg. 1/27
Sewage did not enter storm drain
Discharge resulted from repairs
Sewage did not enter storm drain
Wrote letter to cease discharge (1/29/93)
Sewage did not enter storm drain
Page 4 Mr. Ritchie Ref: File No. 223.08 (ADF)
2. DESCRIPTION:
Since 1979 -80, and as a result of the City's participation in a 208
funded grant for stormwater quality and erosion control, (Parker
Ranch development was a demonstration project in this grant), the
City has required erosion control plans and has inspected all the
storm drain systems with every new development project during and
after construction. The attached table lists the storm drain
systems completed, inspected, and accepted in developments which
occurred since that date. As a result of these inspections, the
systems in these developments are free of illicit connections. As
the table shows, the current length of storm drains systems
accepted during this period, represent almost 21% of the City's
total system, which is approximately 40 miles long.
The certification thus far, consisted of the final inspection
approval, and acceptance of the system, however, the City intends
to formalize the process by issuing a certificate that confirms
that no illicit connections exist in the storm drain system for all
new developments, thus formalizing the "Certified Free of Illicit
Connections" process.
Furthermore, even though it was not reported in the annual report,
except for some old sections in the downtown area (about 5% of the
whole system), the City's storm drain system is devoid of any
connections with the sanitary sewer. Most of these systems were
built since incorporation in 1956. All the sanitary sewer system
use was vitrified clay pipe or cast iron. In contract, the City's
storm drain system is almost all reinforced concrete, or just
concrete, or corrugated metal pipes. Since the late 1950s,. early
1960s, concrete pipe was not utilized in sanitary sewer systems.
Furthermore, the sizes of the sanitary sewer pipes are all under
8 In contrast, the storm sewer system's smaller pipe size is
12
These intrinsic differences in the two systems minimize, or
completely eliminate, the chances of errors in cross connections
between the two systems.
3. FUTURE PLANS:
Illicit Connections Eliminator:
The City will continue to certify that all new developments are
free from illicit connections to the storm drain system, and will
develop the formal certification described in Paragraph 2.
Concerning storm drain systems cleanup activities, the City has
retained the services of the West Valley Sanitation District to
conduct cleaning and inspection of all the storm drain systems. In
1992, two areas were chosen as Phase I. One was the commercial
area surrounding Big Basin Way, because of the high concentration
Page 5 Mr. Ritchie Ref: File No. 223.80 (ADF)
of restaurants, which City staff views as a major contributor to
illegal dumping and potential illicit connections, and because of
the age of the area. The work was completed during dry weather and
future work will also be done in dry months. This provides the
opportunity to discover any flows in either catch basins or
manholes that are not expected in the system. The City has several
known natural springs in the hillside that contribute sustained
flows to certain portions of the storm drain system all year.
Flows other than the ones generated by these springs are considered
illicit and are investigated.
Illegal Dumping Elimination:
During the first years of the program implementation, the illegal
dumping and the illicit connection activities have been conducted
as a very closely related activity.
During the cleaning and inspection of drain inlets and manholes to
find illicit connections, the inspectors also look for suspicious
or unexpected flows during dry weather, since the presence of flows
in summer, with the exception of flows from known water springs,
are an indication of a flow that is not stormwater. The only flows
found thus far which are not storm water have been from residential
swimming pool overflow discharges.
In addition to this routine inspection, other discharges that reach
the creeks and are detected by visual indicators are also
investigated. An example of reports of such discharges is the
discovery of a boiler blowdown overflow discharge into Saratoga
Creek at the Saratoga /Sunnyvale Road bridge. Reports of this
discharge were periodic. Once identified, it was eliminated.
Another reported incident consisted of a significant amount of foam
that reached Saratoga Creek at the same outfall on a Saturday. The
incident was also investigated by staff, however, the investigation
failed to produce any conclusive results, since the City received
the report three days after the discharge occurred.
The City of Saratoga does not have any parcels zoned industrial
within its boundaries. However, there are three main commercial
areas in Saratoga. These are located adjacent to Big Basin Way
(Highway 9), Saratoga /Sunnyvale Road, and Cox Avenue (between
Saratoga Avenue and Quito Road).
Of the businesses in the commercial areas, the ones perceived as
causing the most potential for pollution, are restaurants. The
pollution is generally caused by poor housekeeping.
These areas, where various restaurants are closely located have
been deemed by staff as "Hot Spots!,.
Page 6 Mr. Ritchie Ref: File No. 223.08 (ADF)
The City has sent various letters both addressing general concerns
and others addressing specific issues,to all restaurants and has
invited all restaurant owners or managers to a meeting to resolve
the illegal dumping.
Various City staff have been inspecting these areas on a daily
basis and are successfully resolving most of the problems that were
identified.
The City routinely contacts the owners and managers when evidence
of material is in the parking lots and /or in the catch basins. The
main goal has been to insure that the restaurant staff ceases to
use the practices that lead to the dumping of any substances or
contaminated water into the storm drain inlets, and to develop an
awareness of the impacts of such practices in the quality of the
creeks that receive those discharges.
As a result of the frequent inspections, a significant decrease in
incidents has been noted, however, the need for public education
with low paid employees as a target continues.
The City has also urged the areawide program to initiate
development of education materials for distribution to restaurants
and to form a task force to address best management practices for
restaurants and other food preparation and handling activities.
The "Manual for the Investigation and Elimination of Illegal
Dumping" will be used, however, the manual does not address the
type of discharges found by staff, or reported by others, (such as
overflows from restaurant's grease interceptor). Restaurant wastes
are not included in the list of possible source indicators. The
City and its contractors have developed other indicators which will
be made available to the SCVNPS Program to be used by other Cities.
City's field staff is familiar with the manual and in addition have
developed other techniques that are peculiar to the cases found in
Saratoga. The City's Superintendent of Streets has experience in
the TV video techniques. However, the City has formally requested
the areawide program to provide additional training in field
investigation and analysis, as stated in the annual report. City
staff has received training in hazardous materials and is certified
in Hazardous Materials Management.
During 1991 -92, City staff inspected all outfalls in the creeks
that flow through the City where access was possible. During the
inspection, no flows were found that could not be traced to a known
permissible discharge. Most of these permissible discharges
consisted of flows that were sustained by various water springs in
the Saratoga's hillsides that are routed to the storm drain system
as part of the development of the adjacent lands.
The City of Saratoga Response Plan to Illegal Dumping is attached.
When the illegal discharge is suspected to be a hazardous material
Page 7 Mr. Ritchie Ref: File No. 223.08 (ADF)
the Santa Clara County Hazmat team is the responding agency, since
the City contracts with the Central Fire Protection District of
Santa Clara County for its fire protection and hazardous materials
responses.
The City is notified and also responds to any incident reported to
the Santa Clara Communications Center through the 911 emergency
system.
The communication between all agencies involved has been
significantly improved since the initially reported incidents.
Deficiencies encountered in the response to the first reports have
been in identifying the need to develop better communication
between all the agencies involved. This has been achieved by
holding several meetings with the agencies affected.
Whether an illegal discharge is hazardous or not, the City retains
the responsibility of identifying its source and eliminating it.
Prosecution of any party causing an identifiable dumping is also
the responsibility of the City through its contract with the Santa
Clara County Sheriff's Department and ultimately the District
Attorney's Office, or the City Attorney's Office depending on the
nature of the citation.
To insure that all discharges into Saratoga Creek that have been
reported are eliminated, and that are perceived as hot spots, the
City has retained the services of PSSI to video tape the entire
storm system that contributes to the two major outfalls into
Saratoga Creek from the Saratoga Village area. This work will be
completed by the end of February.
In preparation for this work, these lines are being cleaned
thoroughly and all structures identified and visually inspected.
A portion of the remainder of the system has already been cleaned
and inspected. The entire system will be cleaned and inspected by
Summer of 1993.
If the video taping of these lines proves to be an effective way to
augment the level of knowledge of the condition of the storm drain
system, the City will extend the current contract to include all
the areas which are deemed as potential problem areas.
Data on the amount, type and characteristics of the material
removed from the system are being recorded, this will enable the
City to establish a future ongoing cleaning frequency of the storm
drain system.
4. SAMPLING:
Sampling of Saratoga Creek was conceived to take place in two
phases. The first phase consisted of a comprehensive suite of
analysis with the objective of establishing a one -time comparison
Page 8 Mr. Ritchie Ref: File No. 223.08 (ADF)
between the quality of Saratoga Creek at two stations one
upstream of the City's commercial development along Big Basin Way
and a second one downstream of the outfall where illegal discharges
had been reported. The samples were collected on November 5, 1992,
and were analyzed for ten heavy metals, for semi volatile compounds
(EPA method 625), Ph, TSS, hardness, oil and grease (standard
method 5520C) total and fecal coliform, nutrients and surfactants.
Results of these analysis were submitted to the RWQCB for review on
December 8, 1992. The data obtained was used to compare the
quality at the two stations on that data and also to compare with
data obtained by a citizen at the same locations about one month
later (December 7, 1992).
Phase II of the sampling program was designed to address the
bacteriological conditions of the creek. The plan for Phase II was
submitted for approval to the RWQCB on January 19, 1993. It
consisted of sampling the same two stream sampling stations and two
outfalls into Saratoga Creek. One of the stations is upstream of
Springer Avenue and the other downstream of the outfall at
Saratoga /Sunnyvale Road bridge. The two outfalls are the outfalls
that drain the "hot spots" referred to above. One is located at
the Fourth Street bridge and the other at Saratoga /Sunnyvale
bridge.
Five samples will be collected within 30 days. This will enable
the City to have data with some degree of statistical significance.
The samples will be collected by RWQCB staff assisted by City staff
and will be delivered to a certified laboratory for the analysis.
The samples will be analyzed for total coliform, total fecal
coliform, fecal streptococcus and ammonia. This will enable the
City to determine if any sanitary sewage contamination is reaching
the storm drain system and discharging into Saratoga Creek.
Upon review of the results obtained during Phase II of the Sampling
program, the City will assess the need to continue a routine
monitoring program, which will be either a Phase III with limited
duration, or an ongoing routine program. This assessment will be
submitted to the RWQCB for approval.
5. PROPOSAL:
Saratoga's storm drain system is fully mapped. The scale is 1"
200'. The map was first prepared in 1964 and has regularly been
updated, only recent developments have not been included. The
City's twelve square miles are covered by eighteen pages. The
difficulty that the City experiences with unknown connections are
related to the fact that the storm drain system in three of the
City's major arteries are owned, and fully controlled in terms of
connections, by another jurisdiction California Department of
Transportation (CALTRANS). The City's maps depict CALTRANS major
systems, however, the City does not .have records of permits issued
by CALTRANS to private parties to connect to their system.
Page 9 Mr. Ritchie Ref: File No. 223.08
The City has formally requested such records and the formal reply
was that CALTRANS' files only contains record of one connection
issued since 1988. During a phone conversation, CALTRANS' staff
indicated that no records of permits issued prior to 1988 exist.
As a solution to this difficulty of obtaining accurate records from
other agencies, the City sought and acquired an encroachment permit
from CALTRANS to video tape some of their lines. The video taping
report will be used not only to identify any illicit connections,
but also to supplement information on the CALTRANS storm drain
system that will enable the City to accurately map their system.
As described above in "Future Plans the City has retained the
services of a TV video taping company that will be completing two
systems in February, and also the services of West Valley
Sanitation District to clean and inspect all the drainage area that
contributes flows to Saratoga Creek. They will also clean and
inspect the entire system that drains all the commercial areas that
drain not only to Saratoga Creek, but to the other creeks.
In addition, the City will have completed 100% of the stencilling
of all the catch basins by February 10, 1993. This program was
designed to not only implement the stencilling, but also to gather
data on all catch basins. Information on direction of flow,
dimensions, condition, safety and also whether flows are present
during dry weather. Based on the data collected, especially on the
type and amount of material removed from the system, a routine
schedule for cleaning and inspection will be established.
Based on work completed thus far, the storm drain system in the
commercial area, which includes several restaurants and is
landscaped with many deciduous trees, will have to be cleaned
frequently. In the current fiscal year it has been cleaned twice.
In the residential area, records of inspection conducted during the
stencilling and other staff maintenance inspections indicate that
the catch basins need to be cleaned less frequently. The City is
very actively requesting that CALTRANS clean and maintain their
systems in the commercial arteries. The lack of maintenance on
their part has caused localized flooding during heavy rainfall.
Upon completion of the inspection and cleaning, a schedule will be
developed that will reflect all the information acquired by both
City staff and by reports prepared by PSSI (TV video) and WVSD
(cleaning and inspection) contractors.
Another significant effort the City has conducted had focus on
septic tanks:
Using the City's Landtech data system, staff compiled a list of all
parcels adjacent to Saratoga creek. This list was then compared
with the Santa Clara Assessor's files, which show which parcels
have sanitary sewer assessment fees.
Page 10 Mr. Ritchie Ref: File No. 223.08 (ADF)
Comparison of these lists yielded a list of parcels that are not
connected to the sanitary sewer system. Ten parcels were
identified. This list was forwarded to the Santa Clara County
Health Department with the request that these systems' files be
reviewed and the system be inspected to ascertain adequate
construction and maintenance.
6. ANNUAL REPORT:
The 1992 -93 approved budget for the City's NonPoint Source Program
is $84,624. This includes $31,482 which is the City of Saratoga's
share of the Santa Clara Valley NonPoint Source Program. The
remainder of $53,142 includes the cost of contract services related
to conducting the illicit connection and illegal dumping
elimination program, the public education (supplies and staff time
to complete the stencilling of storm drain inlets) and report
preparation. This budget was deemed adequate to conduct the
proposed work. However, developments and reported incidents during
the current fiscal year have redirected the efforts and
demonstrated the need for additional work. Specifically the City
did not anticipate the need to contract for services to sample and
analyze the water in Saratoga Creek. Also, the City intended to
conduct the illicit connection program elimination based on visual
inspection of the systems during the cleaning and stencilling
activities. This constitutes the reason to have reported that the
City has adequate funding. Since the illegal discharge incidents
were reported, the City Council has approved budget transfers to
cover the costs of additional work deemed necessary to insure
complete elimination of discharges into Saratoga Creek, other than
water springs and uncontaminated storm water. The budget transfers
were necessary to cover the costs of video taping the lines and of
laboratory analysis.
Regarding staffing, the level and qualifications of staffing also
seemed adequate. The Maintenance and Community Service Officers
Departments work very closely, therefore, the City's internal
organization, which has an environmental programs manager as a
coordinator, also seemed appropriate. However, the reported
incidents have demonstrated to the City staff that an
organizational deficiency exists which is related to the fact that
the City does not have its own Fire and Police Department and does
not own all the infrastructures that serve its development within
the boundaries.
Saratoga is served by two fire districts, by two sanitary districts
and contracts for services with the Santa Clara County Sheriff's
Department. For a city of about 28,000 people which covers only
twelve miles, this multifaceted level of services have been
identified as a difficult organizational situation to coordinate.
As soon as this deficiency was identified meetings were held which
included all the agencies serving Saratoga and the roles of each of
Page 11 Mr. Ritchie Ref: File No. 223.08 (ADF)
the entities affected were defined.
This positive outcome was the result of difficulties experienced
subsequent to the preparation of the annual report, thus the reason
why the difficulties were not reported.
7. PUBLIC INFORMATION:
Since the onset of the NPS Program, Saratoga has identified public
information and public education as one of the most cost effective
activity.
In March of 1991 a NPS brochure was mailed to each mailing address
in the entire City. Saratoga was the first city that implemented
a city -wide mailing. In addition, brochures were given at a March
1991 household hazardous materials collection event organized by
the City and were also distributed to other public areas (schools
and library). Several presentations were made and a display board
was completed for display at schools and other city events.
The City initiated its stencilling program in January 1992 and the
priority was in the vicinity of schools, more travelled streets and
then all other commercial and residential areas. The City
stencilling program will be completed on February 10, 1993, which
means that 100% of the City storm drains will have been stencilled.
To insure that 100% are done and that some were not inadvertently
missed, the City will include an article in the next newsletter
asking residents to notify the City of any inlets that have not
been stencilled.
In the commercial sector, the City has identified restaurants as
the principal contributors to storm water runoff contamination.
The City is visually inspecting restaurant activities, including
the maintenance of the trash container areas. Several citations
have been issued as a result of poor conditions around trash
containers and as a result of containers left without a closed lid,
which allow rainfall to enter the containers and potentially seep
onto the pavement.
Storm inlets with evidence of grease and food particles have been
identified. Owners or managers of the restaurants are always
contacted and required to stop such practices. A very significant
improvement in the overall practices has been verified, however,
due to the nature of short term restaurant employment, regular and
frequent contact is deemed essential.
The City has been very active in coordinating the work to prevent
overflows from either undersized or deficiently maintained grease
interceptor with the San Jose -Santa Clara Water Pollution Control
Plant inspectors since they have responsibility for overseeing the
operation and maintenance of restaurant's grease interceptors. The
Page 12 Mr. Ritchie Ref: File No. 223.08 (ADF)
City has also requested that the Santa Clara County Health
Department inspectors notify the City of any irregularities since
they regularly inspect restaurants and can, therefore, identify any
illegal connection or dumping.
The West Valley Sanitation District, the agency that owns the
sanitary sewer system in Saratoga, have been retained to conduct
the cleaning and inspection of the storm sewer system. Because of
their knowledge of the sanitary sewer, this agency is the ideal
contractor to identify any cross connection or overflow from the
sanitary sewer system to the storm drain system.
The City has five automotive facilities within its boundaries. Two
of the automotive facilities only sell gasoline and offer no other
automotive services. Another is a Grand Auto Supply store with
automotive repair, and the fourth one is a car wash that sells
gasoline. The fifth station is located adjacent to Saratoga Creek
and City staff has been visually inspecting and working closely
with the manager, who has demonstrated understanding of the
stormwater runoff quality issues and has not violated any best
management practices.
The other facilities are also inspected and so far,
observed any practices that would cause concern.
These facilities are all subject to conditional
issued by the Planning Department.
Attached is a copy of the pertinent section of the Code of the City
of Saratoga pertaining to illegal dumping.
8. COORDINATION:
staff has not
users permits
The City has worked very closely with the SVCNPS program. The City
has often expressed the difficulties encountered by the Maintenance
Department when requesting CALTRANS to clean storm water inlets and
to sweep the Big Basin Way. City staff also reviewed the draft
NPDES permit prepared by CALTRANS and has expressed the need to
have the Regional Board establish requirements for CALTRANS similar
to those required of the City. These are regular inspection and
cleaning, mapping of all the permitted outfalls and all the
connections into its systems.
The City also has worked closely with both the Cupertino Sanitation
and the West Valley Sanitation Districts, especially the WVSD which
is conducting the storm drain inspection and cleaning under
contract with the City: The City is also securing authorization
from the Cupertino Sanitation District to have the West Valley
Sanitation District work on the storm water drain system within the
former's boundaries. Several correspondence and meetings have been
exchanged between the three agencies, and the City has indications
that a satisfactory working condition will be achieved.
Page 13 Mr. Ritchie Ref: File No. 223.08 (ADF)
Concerning the two fire departments, they are governed by separate
boards independent of the City. The City is limited to the role of
promoting cooperation, and encouraging responsiveness. During the
meetings held with all agencies involved, the willingness to
cooperate was apparent.
Regarding hazardous materials, the Santa Clara County Hazardous
Materials Unit services not only the area under the jurisdiction of
the Santa Clara County Central Fire, but also responds to the
Saratoga Fire District area, when their services are requested.
I trust the above report meets your requirements, please do not
hesitate to contact me, or Isabel Gloege, should your require
further information.
Sincerely,
i .,t 1 -1,-Harry R. Peac
City Manager
Enclosures:
o Citywide Storm Drain Survey
o City of Saratoga Response Plan to Illegal Dumping into
Watercourses
o Section 6- 15.070 Saratoga City Code
cc: Mayor, City Council Members
Isabel S. Gloege, Environmental Programs Manager
Patricia Anderson, California Dept. of Fish Game
Trevor Hayes, Santa Clara County Health Department
O: \isabel \order 1 -2
Citywide Storm Drain Survey
Development Date of Storm Drain
Project Acceptance Mileage
Tract 7283 3/4/87 0.01
Tract 6526 4/1/87 1.61
SDR 1206 4/1/87 0.07
SDR 1321 4/15/87 0.05
Tract 7495 10/7/87 0.07
Tract 7655 5/18/88 0.53
Tract 6528 11/16/88 2.01
Tract 6665 7/15/89 1.06
Tract 7763 8/2/89 0.56
Tract 7928 9/6/89 0.05
Tract 7794 10/18/89 0.04
Tract 7795 10/18/89 0.11
Tract 7889 6/20/90 0.45
Tract 6454 2/6/91 0.17
Private and /or yet to be accepted
storm drainage systems:
Tract 6531
Tract 6628
Tract 6701
Tract 6781
Tract 7382
Tract 7761
Tract 7770
Tract 7888
Tract 7919
Tract 8053
Tract 8100
Tract 8220
Tract 8316
6.79
0.21
0.29
0.43
0.63
0.08
0.44
0.12
0.23
0.06
0.03
0.27
0.02
0.14
2.95
TOTAL 9.74
Total storm drain mileage in Saratoga is 46.65.
Percentage deemed free from illicit connections
is 20.9%.
s:rnr "m Q.,ZZALLZ Voilll .A
i EN r.r% n v 3 4.si Kr-.. i
ti
y, N
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City Engr i t
CITY OF SARATOGA RESPONSE PLAN TO ILLEGAL DUMPING INTO WATER
COURSES
The following is a description of how an illegal discharge reported
by the general public or discovered by routine inspection is to be
handled by the Santa Clara County Communication, the Central and
Saratoga Fire Districts, the Santa Clara Valley Water District and
the City of Saratoga.
1. Call 9 -1 -1. County Communications will notify the responsible
fire district and the State Department of Fish and Game.
2. The responding fire official will make the decision as to
whether or not to call the Hazmat Team.
3. If the discharge is suspected of being hazardous, the Hazmat
Unit is dispatched to handle the discharge. The Santa Clara
Valley Water District Hazmat Team will also be notified.
4. If the discharge is not hazardous but still is illegal, the
Santa Clara Valley Water District and the City will be
notified by the Fire Department.
The role of the City is to eliminate all illegal discharges and to
handle the non hazardous discharges that can be traced to storm
drain outfalls. Whether the illegal discharge is determined to be
hazardous or non hazardous the City staff will attempt to trace the
source of the discharge. The procedures to trace and identify the
discharges are described in "A Manual for the Investigation and
Elimination of Illegal Dumping" prepared by the Santa Clara Valley
Nonpoint Source (SCVNPS) Program consultant.
When a non hazardous discharge is identified, staff will take the
following actions:
1. Obtain the full description of the discharge.
location of discharge
apparent source, if any
appearance (color, odor, oily, etc.)
other observations (surrounding activities,
weather conditions, such as rain, abnormal flows,
etc.)
2 Consult map and identify outfall and any other potential
sources of illegal dumping.
3. Go to the location.
4. If flow is observed, locate outfall and record
observations.
5. If flow is observed, collect sample of outfall discharge
in pre prepared and labeled sampling bottles follow
rules in manual to collect laboratory samples that
address quality assurance, sampling and chain -of- custody
procedures. Also collect sample to be analyzed using
field kits.
6. If flow is observed, trace the flow to the source.
7. Determine if flow is illegal or if it is a permissible
discharge.
8. Determine corrective action and ascertain the need for
citation for violation on a case by case basis.
9. If analysis of laboratory samples are needed, deliver
samples in cooler to laboratory.
10. Receive and interpret results of analysis.
o: \isabel \plan.cr.
6- 15.020
person is accompanied by a parent, guardian or other
responsible adult having control or custody of such minor.
(b) It shall be unlawful for any parent, guardian or
other adult person having the control, custody or care
of any minor under the age of 18 years to permit, allow,
or let such minor violate Paragraph (a) of this Section.
(c) The burden of proof shall be upon the adult person
who may accompany the minor to establish the fact of
care and custody of the minor. The mere fact that the
minor is accompanied by an adult person shall not give
rise to a presumption that such adult person did in fact
have the care and custody of such minor. The burden
of proof shall be met by proof of the fact that such adult
person is a person who has received the express permission
of the parent or guardian to accompany such minor, or
by proof that such adult person has been entrusted with
the legal custody of such minor.
(d) Any violation of this Section shall constitute an
infraction. In addition, any minor violating the provisions
of Paragraph (a) of this Section may be dealt with pursuant
to the provisions of Chapter 2 of Part 1 of Division 2
(commencing with Section 200) of the Welfare and
Institutions Code of the State.
6-15.030 Obstructing free passage on
walkways.
(a) No person shall loiter, stand or sit in or upon any
walkway, mall, parkway, plaza, parking lot, or other
property, whether in public ownership or in private owner-
ship but open to the use of the general public, which
property is designed to be used by members of the public
for pedestrian or vehicular passage, so as to in any manner
hinder or obstruct the free passage therein or thereon of
persons or vehicles passing along the same, or so as to
in any manner annoy or molest persons passing along
the same. This Section is intended to be in addition to
the prohibitions of Sections 6- 15.040 and 10 -05.020 of
this Code.
(b) Any violation of this Section shall constitute an
infraction.
6- 15.040 Blocking entrances to places of
public assemblage.
(a) No person shall loiter or stand or sit in or at the
entrance of any hall, theater, church, public building or
other place of public assemblage so as to in any manner
obstruct such entrance.
(b) Any violation of this Section shall constitute an
infraction.
108
6- 15.050 Intoxication.
(a) No person shall be drunk or intoxicated in any
public place, or on any street, alley or highway.
(b) Any violation of this Section shall constitute a
misdemeanor.
6- 15.060 Possession of opened alcoholic
beverage containers on posted
premises.
(a) It shall be unlawful for any person to enter, be,
or remain on the posted premises of, including the posted
parking lot immediately adjacent to, any retail package
off -sale alcoholic beverage licensee licensed pursuant
to Division 9 (commencing with Section 23000) of the
State Business and Professions Code, or on any public
sidewalk immediately adjacent to the licensed and posted
premises, while such person has in his possession any
bottle, can or other receptacle containing any alcoholic
beverage which has been opened, or a seal broken, or
the contents of which have been partially removed.
(b) As used in this Section, "posted premises" means
those premises which are subject to licensure under any
retail package off -sale alcoholic beverage license, the
parking lot immediately adjacent to the licensed premises,
and any public sidewalk immediately adjacent to the
licensed premises on which clearly visible notices indicate
to the patrons of the licensee and the parking lot and to
persons on the public sidewalk, that the provisions of
this Section are applicable. Said notices shall be of a
minimum size of 12" x 18" and shall state, in letters of
a minimum of one inch in height placed on a contrasting
background, "Possession of opened alcoholic beverage
containers prohibited Saratoga City Code Section 6-
15.060." The licensee shall, at his own expense, prepare
and post copies of said notice so as to be visible: 1) on
the licensed premises, 2) from the parking lot immediately
adjacent to the licensed premises and 3) from any public
sidewalk immediately adjacent to the licensed premises,
or any applicable combination of the aforementioned
locations.
(c) The provisions of this Section shall not apply to
a private residential parking lot which is immediately
adjacent to the posted premises.
(d) The City Council may, by resolution, establish
specific exceptions of limited duration to the requirements
of this Section.
(e) Any violation of this Section shall constitute an
infraction.
6- 15.070
Discharge of pollutants into storm
drains and watercourses.
(a) No person shall place, deposit, dump, discharge,
or cause to be placed, deposited, dumped, or discharged
into any natural or artificial storm drains or watercourses
any pollutants or waters containing any pollutants.
(b) The term "watercourses," as used in this Section,
Shall mean and include all natural waterways and definite
channels and depressions in the earth which carry water,
even though such waterways may only carry water during
rains and storms and do not carry stormwaters at and
during all times and seasons.
(c) The term "pollutants," as used in this Section, shall
mean and include all sewage, sewage sludge, garbage,
biological materials, radioactive materials, and chemical,
industrial, and agricultural waste discharges, whether in
a solid or liquid state, and any hazard material as defined
in Section 8 -05.050(e) of this Code.
(d) Any violation of this Section shall constitute a
misdemeanor. Each and every separate discharge of a
pollutant into a watercourse shall be considered a separate
offense.
6- 15.080 Obstruction of watercourses.
(a) No person shall place or throw, or cause to be
placed or thrown into any stream or creek within the City
or into the bed or upon the banks thereof, any brush,
timber, lumber, junk, garbage, debris, cans, bottles or
carcass of any dead animal; provided, that this Section
shall not apply to brush, timber or lumber, or other materi-
als placed for the protection of the banks of streams and
properly secured so as not to be carried away by the water.
(b) The terms "stream" and "creek," as used in this
Section, shall mean and include all natural waterways
and definite channels and depressions in the earth which
carry water, even though such waterways may only carry
water during rains or storms and do not carry stormwaters
at and during all times and seasons.
(c) Any violation of this Section shall constitute a
misdemeanor. Each and every separate deposit into a
stream or creek of any material as described in Paragraph
(a) of this Section shall be considered a separate offense.
6- 15.090 Weapons; sale to persons under
eighteen years of age.
(a) No person shall sell or give to any minor in the
City who is at least 16 years of age but not over the age
of 18 years, without the written consent of the parent or
legal guardian of such minor, or to any minor under the
age of 16 years, any rifle, gun, pistol, revolver, air rifle,
BB or pellet gun, crossbow, slingshot, or other instrument
of any kind from which or by means of which any bullet
or other missile of any kind may be projected capable
of causing bodily harm.
6- 15.110
(b) Any violation of this Section shall constitute a
misdemeanor.
6- 15.100 Discharge of weapons.
(a) No person shall fire or discharge. or cause to be
fired or discharged in the City, nor shall a patent, guardian
or person having the custody or control of a minor permit
such minor to fire or discharge or cause to be fired or
discharged in the City, any rifle, gun, pistol, revolver,
air rifle, BB or pellet gun, crossbow, slingshot, or other
instrument of any kind from which or by means of which
any bullet or other missile of any kind may be projected
capable of causing bodily harm.
(b) Paragraph (a) of this Section shall not apply to
any of the following:
(1) A law enforcement officer in the discharge of his
duties.
(2) The firing or discharge of a weapon in self defense
to the extent permitted by law.
(3) The firing or discharge of a weapon as expressly
authorized by a permit or license duly issued by the
County Sheriff or other agency empowered by law to
issue such permit or license.
(c) Any violation of this Section shall constitute a
misdemeanor. In addition, upon arrest of any person for
violation of this Section, the arresting department is
authorized to confiscate and impound any such weapons
in the possession of the person arrested and hold the same
as evidence. Such weapon shall be returned to the arrested
person upon any dismissal of all charges against him or
upon a final judicial determination that such person was
not guilty. If such person is convicted of violating this
Section, the impounded weapon on which the conviction
is based shall be forfeited to the City.
6 15.110 Paraphernalia exhibition rooms.
(a) It is hereby found and declared to be a public
nuisance for any place of business to which the public
is invited, to exhibit, display or offer for sale any device,
contrivance, instrument or paraphernalia designed, modi-
fied or altered for the purposes of smoking, ingesting or
consuming marijuana, hashish, PCP, or any controlled
substance as defined in the State Health and Safety Code,
Divisions 10 -10-9, as amended, other than prescription
drugs and devices to ingest or inject prescription drugs,
unless so exhibited within a separate room or roomlike
enclosure from which minors are excluded. Said room
shall be designed so that its contents are not visible to
persons outside it, and shall have posted at every entrance
thereto a sign stating in reasonably visible and legible
words that minors shall not be admitted. For purposes
of enforcement of the foregoing provisions, all advertise-
9/28/81
AYES:
:;OAS
ABSENT:
So-ct
City Clerk
ORDINANCE NO. 38.103
AN ORDINANCE OF THE CITY OF SARATOGA PROHIBITING
THE DISCHARGE OF POLLUTANTS INTO STORM DRAINS OR
WATERCOURSES
The City Council of the City of Saratoga does hereby
ordain as follows:
SECTION 1: Section 10 -16 of Chapter 10 of the Saratoga
City Code is hereby enacted to read as follows:
"Sec. 10 -16. Storm Drains and Watercourses Discharge
of Pollutants Into Prohibited.
"No person shall place, deposit, dump, discharge, or
caused to be placed, deposited, dumped, or discharged
into any natural or artificial storm drains or water-
courses any pollutants or waters containing any pollutants.
"The term 'watercourses', as used in this Section, shall
mean and include all natural waterways and definite
channels and depressions in the earth which carry water,
even though such waterways may only carry water during
rains and storms and do not carry storm waters at and
during all times and seasons.
"The term 'pollutants', as used in this Section, shall
mean and include all sewage, sewage sludge, garbage,
biological materials, radioactive materials, and
chemical, industrial, and agricultural waste discharges,
whether in a solid or liquid state.
"Any person violating this Section shall be guilty of
a misdemeanor. Each such person shall be guilty of a
separate offense for each and every separate discharge
incident."
SECTION 2: This ordinance shall take effect and be in
full force and effect thirty (30) days from and after the date of
its passage and adoption.
The above and foregoing. ordinance was regularly introduced
and after the waiting time required by law was thereafter passed and
adopted on this 21st day of October 1981, by the following
vote:
Councilmanbers Clevenger, Jensen, Mallory, Watson, Mayor Callon
None
None
ATTEST: Mayor
The ah. -•,a "d fnrc.7j"::7
whic:l :I
DeN;uy City Cie�k Date
EXECUTIVE SUMMARY NO. e W1 1 AGENDA ITEM
MEETING DATE: February 17, 1993
ORIGINATING DEPT..: Engineering
SARATOGA CITY COUNCIL
CITY MGR.
SUBJECT: Tract 8316 (San Marcos Heights) Final acceptance of
improvements and approval of deed realigning sanitary sewer
easements.
Recommended Motion(s): 1. Move to adopt resolution granting final
acceptance of the subdivision improvements and release of
securities. 2. Move to approve deed realigning sanitary sewer
easements.
Report Summary: The public improvements in Tract 8316 (San Marcos
Heights) were accepted for construction on January 10, 1992 and
have been satisfactorily maintained for the year since.
Consequently, the improvements are ready for final acceptance into
the City maintained system and the offers of dedication made to the
City on the final map, and which were previously rejected, should
now be accepted. The attached resolution, if adopted, would grant
final acceptance of the improvements and accept the outstanding
offers of dedication.
Additionally, I've attached a Deed for the Council to approve which
would relocate a Sahitary Sewer Easement in favor of the West
Valley Sanitation across Lot 35 in the subdivision which was one of
the open space parcels conveyed to the City when the final map was
approved. The new easement conforms to where a sanitary sewer line
was relocated during construction to avoid conflict with a number
of trees growing in the alignment of the original easement. The
original easement will be abandoned by the Sanitation District
concurrent with the recording of the new easement.
Fiscal Impacts: Acceptance of the subdivision improvements will
incrementally increase the City's maintenance costs by an unknown
amount.
Follow Up Actions: The resolution and deed will be recorded by the
City and the remaining surety will be released to the subdivider.
Consequences of Not Acting on the Recommended Motions: The
subdivision improvements would not be accepted into the publicly
maintained system of improvements and the offers of dedication
would remain rejected subject to future acceptance by the City.
The responsibilities for maintaining the improvements would revert
to the property owners in the subdivision as contained in the
CC &R's for the subdivision. The deed, if not approved, would not
be recorded and the sanitary sewer facilities on Lot 35 would not
exist within an easement in favor of the Sanitation District.
t
Recording requested by,
and to be returned to:
City Clerk, City of Saratoga
13777 Fruitvale Ave.
Saratoga, CA 95070
BE IT FURTHER RESOLVED:
RESOLUTION NO. 36 -B
RESOLUTION ACCEPTING DEDICATION OF STREETS
TRACT NO. 8316
It appearing that on or about January 10, 1992 the streets, storm
drains and other improvements as shown on the hereinafter referred
to subdivision map and on approved improvement plans therefore were
completed and thereafter were maintained by the subdivider for a
period of not less than an additional year from the date of
satisfactory completion.
NOW, THEREFORE, the City Council of the City of Saratoga
hereby resolves as follows:
That portion of the City's previous resolution rejecting the
dedication of certain streets, storm drains and other easements as
shown on the following described subdivision map:
Map of Tract No. 8316 recorded in Book 614 of Maps,
at Pages 17 -22, in the Office of the County Recorder of
the County of Santa Clara, State of California on May 25,
1990.
and as set forth in the Clerk's certification on said map, is
hereby rescinded and the previously rejected offers of dedication
on said map are hereby accepted, except the following: NONE.
and all of the above streets which are accepted under this
resolution are hereby declared to be public streets of the City of
Saratoga, County of Santa Clara, State of California.
That the following described improvement bond or bonds are hereby
ordered released:
$40,000 cash bond posted on April 6, 1990 via Receipt
No. 12347.
The above and foregoing resolution was passed and adopted on the
day of 19 at a regular
meeting of the City Council of Saratoga by the following vote:
AYES:
NOES
ABSENT:
ABSTAIN:
ATTEST:
CITY CLERK
MAYOR
RECORDING REQUESTED BY AND
WHEN RECORDED MAIL TO:
The City. of Saratoga hereby grants and conveys to West
Valley Sanitation District of Santa Clara County "District an
exclusive, perpetual 19 -foot wide subsurface easement to place,
maintain and repair a sewer pipe "Pipe below the surface of.
Lot 35 "Lot 35 of Tract No. 8316 as Lot 35 is shown on the map
thereof filed for record on May 25, 1990 in Book 614 of Maps at
Pages 17 through 22, Santa Clara County Recorder's Records
"Property and a non exclusive, perpetual 19 -foot wide surface
easement and right on Lot 35 for access to repair and maintain
Pipe, the relative location of such easements under and over Lot
35 as legally and otherwise described at Exhibit A, here attached
and incorporated by reference.
Dated:
State of California ss.
County of
On before me,
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person whose name is subscribed
to the within instrument and acknowledged to me that he /she
.executed the same in his /her authorized capacity, and that by
his /her signature on the instrument the person, or the entity
upon behalf of which the person acted, executed the instrument.
(Seal)
WITNESS my hand and official seal.
REAL \R0121.002 \2CITYOFS.DOC mes 01/21/93
SANITARY SEWER EASEMENT
1993. City of Saratoga
by
Signature
EXHIBIT "An
An easement over, under and upon that certain parcel of land,
situate in the City of Saratoga, County of Santa Clara, State of
California an being more particularly described as follows:
BEGINNING at the Southeasterly corner of Lot 35, as said Lot is
snowr that certain Map entitled "Tract No. 8316, San Marcos
Heights recorded on May 25, 1990 in Book 614 of Maps, pages 17
through 22, Santa Clara County Records; thence from said point of
beginning and along the southerly line of said Lot 35, North 89
34'25" West, 126.99 feet to the northwesterly line of that
certain Sanitary Sewer Easement as said easement is shown upon
said map; thence along said northeasterly line, North 53 32'10"
East 31.65 feet to a line parallel with and 19.00 feet northerly
of, being measured at right angles to, the southerly line of Lot
35; thence along said parallel line, South 89 34'25" East 101.68
feet to the easterly line of said Lot 35; thence along said
easterly line, South 00 25'08" West 19.00 feet to the said point
of beginning of this description.
EXECUTIVE SUMMARY NO. ,X1
SARATOGA CITY COUNCIL
AGENDA ITEM
MEETING DATE: February 17, 1993 CITY MGR.
ORIGINATING DEPT. City Manager (W
SUBJECT: Proposed Ordinance Relating to Commercial
Property Maintenance
Recommended Motion(s):
Introduce Ordinance by title only, waiving further reading
Report Summary:
The City Council has asked the City Attorney to prepare an
ordinance dealing with standards of maintenance for commercial
properties. The purpose of the ordinance is to allow the City to
exercise its police powers to assure a minimum standard of property
maintenance throughout the City's commercial areas. A draft of the
proposed ordinance has been circulated for comment to the Chamber
of Commerce, Board of Realtors, and the various merchant
associations in the City.
Once the ordinance is in effect, the Community Service Officers
will conduct inspections of all commercial areas over a period of
time. Property owners will be advised of violations, and asked to
comply with the ordinance provisions. If voluntary compliance is
not achieved, the City may then utilize the provisions of Article
3 -15 of the City Code by declaring the situation to be a public
nuisance and effect the abatement of the nuisance.
Fiscal Impacts:
None anticipated other than staff time required to enforce the
ordinance
Follow Up Actions:
After the ordinance is in effect, CSOs will implement inspection
program.
Consequences of Not Acting on the Recommended Motions:
City will continue to seek voluntary compliance for improvement of
appearance and upkeep of commercial property
c
John E. Cox, M.D.
20927 Jack's Road
Saratoga, CA 95070
(408) 867 -3363
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February 9, 1993
City Council of Saratoga
c/o Harry R. Peacock
City Manager
13777 Fruitvale Avenue
Saratoga, CA 95070
A 5 S O C I A T e$
Re: Proposed Commercial Property Maintenance Ordinance
Dear Council Members:
N A -5 OF We own 12297 $o. Saratoga- Sunnyvale Road, a commercially
zoned property that has been approved for redevelopment
into .a mixed -use development. Since development approvals
were granted, almost two years ago, we have been frustrat-
ed in our attempts to demolish the existing structure and
construct the new homes and retail buildings envisioned
R for the site A troubled banking industry and the reces-
sion have made it impossible to secure the financing
necessary to complete this $10 million improvement to the
city.
We are writing because the proposed ordinance will empower
the City Manager to determine that we are guilty of a
misdemeanor merely because we have been delayed in the
completion of our business plan for what he /she might
consider to be an "unreasonable period of time.“ [See
Sections 7- 45.020(r) and 7 -45 -040.]
We first ask why the city is attaching a criminal penalty
that calls for up to one year of imprisonment for the act
of owning a boarded-up building. This seems heavy handed.
Secondly, we are concerned because the ordinance enables
the City Manager to determine what constitutes an "unrea-
sonable period of time." Because the rule does not limit
the City Manager's exercise of discretion, such power
could be abused by an unreasonable person. A set of
checks and balances should be incorporated in the ordi-
nance.
We ask that you draft the ordinance so that frustrated
developers are not made subject to criminal sanctions
merely because their approved projects are delayed by
macro- economic forces.
Thank you for your consideration.
Sincerely,
William L i g$ ei Jr.
VIA FAX (408) 741 -1132
Jtv
City Council of Saratoga
City Hall
13777 Fruitvale Avenue
Saratoga, CA 95070
JAN 2 9 1993
J. D.
VANDERLAAN
Realtor
17830 BRUCE AVENUE, LOS GATOS, CALIFORNIA 95030 (408) 395-5560 January 28, 1993
Dear Council Members:
I have obtained a copy of proposed. ordinance N6. 71 relating
to proposed commercial property maintenance. While I do not own
any such property in Saratoga, nor represent anyone who does, I
have several acquaintenances who are property owners, and have
been asked to pass on some of their thoughts.
In general the ordinance seems like a good idea, and one that
will enhance the quality of life in Saratoga. With that thought,
please consider the following suggestions:
1. Some of the commercial property owners are non residents. I
have one friend who lives on the East coast. Any enforcement of
this ordinance should provide for written notice to property owners
(particularly non residents), and they should be given a reasonable
time to get their tenants to comply (such as 30 days). Most leases
require the tenant to maintain the premises in a good condition.
2. Proposed. clause (e) should allow for the temporary parking of
vehicles for the purpose of loading, or unloading:; and possibly for
the overnight parking of company vehicles in the parking areas.
3. Clause (o) seems excessive as far as trash containers are con
cerned. Trash containers as provided by the garbage companies have
working lids, and so long as they are not overflowing, in my opinion,
do not constitute a public nuisance. To require screening from
adjacent properties results in considerable cost. Not only is there
the initial cost of the screening, but ongoing charges by the garbage
companies for the time the driver has to` :take to get off the truck
to open the gate to the screened. area.
4. Clause (w) should provide for the exclusion of bicycles from
the definition of "non- motorized vehicles."
Sincerely,
J. D. VANDERLAAN REALTOR
J m
J. D. Vanderlaan
Public Affairs Department
(S) SAFEW AYINC.
47400 KATO ROAD
FREMONT, CA 94538
February 10, 1993
Paul L. Curtis
Planning Director
City of Saratoga
13777 Fruitvale Avenue
Saratoga, California 95070
Dear Mr. Curtis:
It was a pleasure meeting with you and other city officials to discuss the proposed Article 7 -45
as an ordinance to address city blight and as a way of improving the business image in Saratoga.
I want to reiterate Safeway's support for the spirit of the ordinance and applaud efforts to
upgrade all commercial areas of the city.
For the record, however, I would like to re- emphasize Safeway's concern for Article 7- 45.020(a)
concerning Unlawful Outdoor Storage. While this section states that it is not meant to "prohibit
the orderly outdoor storage of business related materials and inventory where permitted by
applicable zoning designation we are naturally concerned that in the future, a more strict
interpretation of the ordinance would eliminate our ability to display seasonal types of
merchandise outside the store.
As our Manager, Mary Kay Lee, explained at the meeting, she is committed to
maintaiing any display outside her store in an orderly manner to promote sales but also to
prevent blockage of the sidewalk.
With the assurance of your office, Mayor Karen Anderson and the city council, we look forward
to continuing to provide service to Saratoga for many years to come.
Sincerely,
Louie Gonzalez
Public Affairs Manager, Regional
LG:bh
cc: M. K. Lee
S. Pearsall
L. Renda
J. Pruett
8 8
RECEIVED
FEB 12 '1993
PLANNING DEPT.
Recycled
Paper
AN ORDINANCE OF THE CITY OF SARATOGA ADDING
ARTICLE 7 -45 TO THE CODE OF THE CITY OF SARATOGA
RELATING TO COMMERCIAL PROPERTY MAINTENANCE
The City Council of the City of Saratoga hereby ordains as
follows:
Section 1. Article 7 -45 is hereby added to the Code of the
City of Saratoga to read as follows:
"Article 7 -45
COMMERCIAL PROPERTY MAINTENANCE
Sections: 7- 45.010
7- 45.020
7- 45.030
7- 45.040
7- 45.010 Definitions
ORDINANCE NO. 71
For the purposes of this Article the following words and phrases
shall have the meanings respectively ascribed to them in this
Section, unless the context of the provision clearly requires
otherwise.
(a) Building means any structure used or intended for
supporting or sheltering any use or occupancy.
(b) Junk means any cast -off, damaged, discarded, junked,
obsolete, salvaged, scrapped, unusable, worn -out or wrecked
object, thing or material.
(c) Owner means any person owning property, as shown on the
last equalized assessment roll for City taxes or the lessee,
tenant or other person having control or possession of the
property.
(d) Person means any individual, partnership, corporation,
association or other organization, however formed.
(e) Planning Director means the Planning Director and
his /her designees.
December 10, 1992
273 \ord \DraftCPO.msr 1
Definitions
Unlawful Property Nuisance Private Property
Supplement To Other Laws
Violations As Constituting Infraction
offense; penalties
(f) Property means all non residential zoned real property,
and all real property upon which a non residential use or
occupancy exists, including, but not limited to, the entire
premises, parking lots, sidewalks, gutter, driveways, walkways,
alley ways and shall include any building and structure located
on such property.
(g) Registered /Registration means a current, valid
California Registration for a vehicle conforming to California
Vehicle Code Sections 4000, or 9840 et seq. for boats.
(h) Street means the full width of the right of way of any
street, as defined in the California Vehicle Code used by the
general public, whether or not such street has been accepted as
and declared to be part of the City system of streets, including
streets forming a part of the State Highway System.
(i) Vehicle means a device by which any person or property
may be propelled, moved or drawn upon a highway, road or body of
water, and for the purposes of this Chapter shall include, but
not be limited to, automobiles, recreational vehicles, campers,
boats, motorcycles and mopeds.
7- 45.020 Unlawful property nuisance private property
It shall be unlawful for any person owning, leasing, renting,
occupying or having charge or possession of private property in
the City to maintain or to allow to be maintained such property
in such manner that any of the following conditions which are
visible from the street or from neighboring properties are found
to exist thereon for an unreasonable period of time, as
determined by the City Manager except as may be allowed by any
other provision of law, including provisions of this Code.
Unlawful Outdoor Storage.
(a) The accumulation of abandoned, discarded, or
dilapidated objects, including but not limited to junk;
abandoned, wrecked, dismantled or inoperative vehicles;
vehicle parts and equipment; machine parts, scrap
material, appliances, furniture, household equipment
and furnishings, shopping carts, containers, packing
materials, scrap metal, wood, plant cuttings, rubbish
and debris or similar matter which constitutes a threat
to the health or safety of any person or renders any
premises unsightly and detrimental to the general
public welfare.
Nothing in this section shall be construed as
prohibiting the orderly outdoor storage of business
December 10, 1992
273 \ord \DraftCPO.msr 2
related materials and inventory where permitted by
applicable zoning designation, rules or regulations.
(b) The accumulation of dirt, sand, gravel, concrete,
litter, debris or other similar material on the
property which is visible from the street, from
neighboring properties, or from areas of general
public /invitee access on the property.
(c) Attractive nuisances visible from a public street, or
neighboring properties, dangerous to those members of
the public unable to discover the nuisance condition,
or recognize its potential danger, including, but not
limited to abandoned, broken, neglected or unsupervised
vehicles, machinery, equipment, lights, light fixtures,
refrigerators and freezers, hazardous pools, ponds and
excavations, as well as all other items and conditions
identified in Penal Code Section 402(c) and Health and
Safety Code S 24400.
(d) Materials or other items stacked in a manner as to be
visible from the street or from neighboring properties,
or from areas of general public /invitee access on the
property, above any fence. Nothing in this section
shall be construed as prohibiting the orderly outdoor
storage of business related materials and inventory
above fence height where permitted by applicable Zoning
Ordinance provisions.
(e) The placement of items of business inventory, refuse
containers, equipment, vehicles, or obstruction on the
street, sidewalk or parking areas developed or intended
for use by public invitees in general.
(f)
Boats, trailers, recreation vehicles, vehicle parts or
other articles of personal property which are left in a
state of partial construction, dilapidation or
disrepair for an unreasonable period of time as
determined by the City Manager in locations which are
visible from the street or neighboring properties; or
which are left parked or stored in violation of
applicable Zoning Ordinance provisions.
(h) Packing boxes, pallets, lumber, junk, trash, salvage
materials, or other debris kept on the property for an
(g)
Materials stored or stacked on property in a disorderly
manner in view of the street, of neighboring properties
or of areas of general public /invitee access on the
property, in Zoning Districts where outdoor storage may
be permitted.
December 10, 1992
273 \ord \DraftCPO.msr 3
unreasonable period of time as determined by the City
Manager and visible from the street, from neighboring
properties, or from areas of general public /invitee
access on the property.
(i) The storage of firewood or other flammable materials in
excess of standards relating to the safe storage of
combustible materials as determined by the Fire Chief
and the Uniform Fire Code.
Landscaping /Vegetation
(j) Dead, decayed, diseased or hazardous trees, weeds or
other vegetation constituting unsightly appearance, a
danger to public safety and welfare or a detriment to
neighboring property or property values.
(k) Overgrown vegetation likely to harbor rats, vermin and
other nuisances, growing into the public right -of -way,
or obstructing the necessary view of drivers on public
streets or private driveways, and visible from the
street, from neighboring properties, or from areas of
general public /invitee access on the property.
(1) Failure to comply with the requirements set forth in
any City zoning approval or permit applicable to the
premises.
Trash, Litter, Trimmings, Oil and Debris
(m) The accumulation of litter, debris, trimmings or trash
on any property, including sidewalks, gutter,
driveways, walkways, alleyways, parking lots or the
public right of way, which is generated on, or as a
consequence of the use or maintenance of the property.
(n) Pooled oil, water, or other liquid accumulation,
flowing onto the street, or excessive accumulations of
grease or oil on paved surfaces.
Trash Containers
(o) Trash, garbage or refuse cans, bins, boxes or other
such containers stored in view of the street or
neighboring properties. Nothing in this section shall
be construed as prohibiting the outdoor storage of any
type of trash receptacle if said receptacle is screened
from view from the street, any public right of way or
neighboring properties in a manner approved by the
Planning Director and consistent with applicable Zoning
Ordinance provisions.
December 10, 1992
273 \ord \DraftCPO.msr 4
(p) Any property without regular and adequate trash
collection service.
(q) Trash containers without secure, firmly fitting covers
or evidencing an overflow of trash and or other debris.
Buildings and Structures
(r) Buildings which are dilapidated, abandoned, boarded up,
partially destroyed, have broken windows or broken
windows secured with wood or other materials or which
are left in a state of partial construction for an
unreasonable period of time, as determined by the City
Manager, buildings subject to demolition pursuant to
applicable provisions of this Code or other authority,
for which demolition has not been diligently pursued,
and such buildings which are unpainted or where the
paint on the building exterior is significantly
cracking, peeling, chalking or worn off.
(s) Unsecured buildings constituting hazardous conditions
or inviting or permitting trespassers and malicious
mischief.
(t) Awnings, covers, canopies, umbrellas, screens, lights,
light fixtures or other window coverings or building
structures which are damaged, torn, severely faded,
rusted, bent, unpainted or in some other state of
disrepair.
Fences and Gates
(u) Fences or other structures on private property
abutting, fronting upon, or visible from any public
street or neighboring properties, which are sagging,
leaning, fallen, decayed, extending into the public
right -of -way or other dilapidated or unsafe condition.
Graffiti
(v) Graffiti or other words, lettering or drawings not
otherwise permitted by the provisions of this Code,
which remain on the exterior of any building or fence
for an unreasonable period of time as determined by the
City Manager.
Parking Limitations
(w) Vehicles, whether motorized or non motorized, parked
within any required setback or on any surface which has
December 10, 1992
273 \ord \DraftCPO.msr 5
not previously been approved for parking purposes
pursuant to applicable Building Code and /or Zoning
Ordinance provisions.
Parking Strips
(x) Allowing an accumulation of junk, rubbish,.debris, or
dead, decayed or overgrown vegetation in that area
between the property line and the street line of a
given parcel, commonly known as a "parking strip
Miscellaneous
(y) Any other condition or use of property which gives rise
to a reasonable determination by the City Manager, that
said condition or use represents some threat to the
health and welfare of the public by virtue of its
unsafe, dangerous or hazardous nature, or which is so
out of harmony with the standards of properties in the
vicinity so as to cause substantial diminution of the
enjoyment, use, or property values of such properties.
7- 45.030 Supplement To Other Laws
This Article is intended to supplement and not to supplant or
conflict with any other provisions of this Code or of Federal or
State laws.
7 -45 -040 Violations as constituting infraction offense;
penalties
The violation of any provision contained in this Article is
hereby declared to be unlawful and shall constitute an infraction
and a public nuisance subject to the penalties as prescribed in
Chapter 3 of this Code provided, however, violation of 7-
45.020(r) shall constitute a misdemeanor and a public nuisance."
December 10, 1992
273 \ord \DraftCPO.msr 6
Section 2: This Ordinance shall be in full force and effect
thirty (30) days after its passage and adoption.
The above and foregoing Ordinance was regularly
introduced and after the waiting time required by law, was
thereafter passed and adopted at a regular meeting of the City
Council of Saratoga held on the day of
1992, by the following vote.
AYES:
NOES:
ABSENT:
ATTEST:
City Clerk
December 10, 1992
273 \ord \DraftCPO.msr 7
MAYOR