5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 12 of 16 SECTION 10. EXECUTIVE DIRECTOR
The corporation may employ an executive director who shall be chief administrator of the staff of the corporation. The executive director shall report to the Board President and the Board of Directors and is responsible for carrying out the policies and programs of the corporation.
SECTION 11. STAFF
All employees of the corporation shall be designated as staff members.
SECTION 12. STAFF BENEFITS
The executive director, if employed, is delegated the responsibility to develop recommendations on all matters relating to staff wages, hours, benefits and working conditions. All such recommendations shall be reviewed and reported to the President and shall be subject to confirmation or rejection by the Board of Directors.
ARTICLE 8
COMMITTEES
SECTION 1. EXECUTIVE COMMITTEE
The Board of Directors may, by a majority vote of directors, designate two (2) or more of its members (who may also be serving as officers of this corporation) to constitute an Executive Committee and delegate to such Committee any of the powers and authority of the board in the management of the business and affairs of the corporation, except with respect to:
(a) The approval of any action which, under law or the provisions of these Bylaws, requires the approval of the members or of a majority of all of the members. (b) The filling of vacancies on the board or on any committee which has the authority of the board. (c) The fixing of reimbursement of expenses of a director, except that all board members shall otherwise serve without compensation.
(d) The amendment or repeal of Bylaws or the adoption of new Bylaws. (e) The amendment or repeal or any resolution of the board which by its express terms is not so amendable or repealable.
(f) The appointment of committees of the board or the members thereof. (g) The approval of any self-dealing transaction, as such transactions are defined in Section 5233 of the California Nonprofit Public Benefit Corporation Law.
By a majority vote of its members then in office, the board may at any time revoke or modify any or all of the authority so delegated, increase or decrease but not below two (2) the number of its members, and fill vacancies therein from the members of the board. The Committee shall keep regular minutes of its proceedings, cause them to be filed with the corporate records, and report the same to the board from time to time as the board may require.
SECTION 2. OTHER COMMITTEES
The corporation shall have such other committees as may from time to time be designated by resolution of the Board of Directors. The Board shall have the power to prescribe the manner in which proceedings of any such committee shall be conducted. Such other committees may consist of persons who are not also members of the board. These additional committees shall act in an advisory capacity only to the board and shall be clearly titled as "advisory" committees.
5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 13 of 16 SECTION 3. MEETINGS AND ACTION OF COMMITTEES
Meetings and action of committees shall be governed by, noticed, held and taken in accordance with the provisions of these Bylaws concerning meetings of the Board of Directors, with such changes in the context of such Bylaw provisions as are necessary to substitute the committee and its members for the Board of Directors and its members, except that the time for regular meetings of committees may be fixed by resolution of the Board of Directors or by the committee. The time for special meetings of committees may also be fixed by the Board of Directors. The Board of Directors may also adopt rules and regulations pertaining to the conduct of meetings of committees to the extent that such rules and regulations are not inconsistent with the provisions of these Bylaws.
ARTICLE 9
EXECUTION OF INSTRUMENTS, DEPOSITS AND FUNDS
SECTION 1. EXECUTION OF INSTRUMENTS
The Board of Directors, except as otherwise provided in these Bylaws, may by resolution authorize any officer or agent of the corporation to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation, and such authority may be general or confined to specific instances. Unless so authorized, no officer, agent, or employee shall have any power or authority to bind the corporation by any contract or engagement or to pledge its credit or to render it liable monetarily for any purpose or in any amount.
SECTION 2. CHECKS AND NOTES
Except as otherwise specifically determined by resolution of the Board of Directors, or as otherwise required by law, checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the corporation shall be signed by the Treasurer and countersigned by the President of the corporation.
SECTION 3. DEPOSITS
All funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, trust companies, or other depositories as the Board of Directors may select.
SECTION 4. GIFTS
The Board of Directors may accept on behalf of the corporation any contribution, gift, bequest, or devise for the charitable or public purposes of this corporation.
ARTICLE 10
OTHER PROVISIONS
SECTION 1. ENDORSEMENT OF DOCUMENTS; CONTRACTS.
Subject to the provisions of applicable law, any note, mortgage, evidence of indebtedness, contract, conveyance or other instrument in writing and any assignment or endorsement thereof executed or entered into between the corporation and any other person, when signed by the Chair of the Board, the President or any Vice President and the Secretary, the Treasurer or any Assistant Treasurer of the corporation shall be valid and binding on the corporation in the absence of actual knowledge on the part of the other person that the signing officer has no authority to execute the same. Any such instruments may be signed by any other person or persons and in such manner as from time to time shall be determined by the Board, and, unless so authorized by the Board, no officer, agent or employee shall have any power or authority to bind the corporation by a contract or engagement or to pledge its credit or to render it liable for any purpose or amount.
5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 14 of 16 SECTION 2. REPRESENTATIONS OF SHARES OF OTHER CORPORATIONS.
The President or any other officer or officers authorized by the Board or by the President are each authorized to vote, represent and exercise on behalf of the corporation all rights incident to any and all shares of any other corporation or corporations standing in the name of the corporation. The authority herein granted may be exercised either by any such officer in person or by any other person authorized to do so by proxy or power of attorney duly executed by said officer.
SECTION 3. CONSTRUCTION AND DEFINITIONS.
Unless the context otherwise requires, the general provisions, rules of construction and definitions contained in the General Provisions of the California Nonprofit Public Benefit Corporation Law shall govern the construction of these Bylaws.
ARTICLE 11
CORPORATE RECORDS, REPORTS AND SEAL
SECTION 1. MAINTENANCE OF CORPORATE RECORDS
The corporation shall keep at its principal office in the State of California:
(a) Minutes of all meetings of directors, committees of the board indicating the time and place of holding such meetings, whether regular or special, how called, the notice given, and the names of those present and the proceedings thereof;
(b) Adequate and correct books and records of account, including accounts of its properties and business transactions and accounts of its assets, liabilities, receipts, disbursements, gains and losses; (c) A copy of the corporation's Articles of Incorporation and Bylaws as amended to date, which shall be open to inspection by the members, if any, of the corporation at all reasonable times during office hours.
SECTION 2. CORPORATE SEAL
The Board of Directors may adopt, use, and at will alter, a corporate seal. Such seal shall be kept at the principal office of the corporation. Failure to affix the seal to corporate instruments, however, shall not affect the validity of any such instrument.
SECTION 3. DIRECTORS' INSPECTION RIGHTS
Every director shall have the absolute right at any reasonable time to inspect and copy all books, records and documents of every kind and to inspect the physical properties of the corporation.
SECTION 4. RIGHT TO COPY AND MAKE EXTRACTS
Any inspection under the provisions of this Article may be made in person or by agent or attorney and the right to inspection includes the right to copy and make extracts.
SECTION 5. ANNUAL REPORT
The board shall cause an annual report to be furnished not later than one hundred and twenty (120) days after the close of the corporation's fiscal year to all directors of the corporation which report shall contain the following information in appropriate detail:
(a) The assets and liabilities, including the trust funds, of the corporation as of the end of the fiscal year;
(b) The principal changes in assets and liabilities, including trust funds, during the fiscal year; (c) The revenue or receipts of the corporation , both unrestricted and restricted to particular purposes, for the fiscal year;
(d) The expenses or disbursements of the corporation, for both general and restricted purposes, during the fiscal year;
(e) Any information required by Section 7 of this Article.
5Cities Homeless Coalition Bylaws Amended July 19 2021 Page 15 of 16 The annual report shall be accompanied by any report thereon of independent accountants, or, if there is no such report, the certificate of an authorized officer of the corporation that such statements were prepared without audit from the books and records of the corporation.
SECTION 6. ANNUAL STATEMENT OF SPECIFIC TRANSACTIONS
This corporation shall mail or deliver to all directors a statement within one hundred and twenty (120) days after the close of its fiscal year which briefly describes the amount and circumstances of any indemnification or transaction of the following kind:
(a) Any transaction in which the corporation, or its parent or its subsidiary, was a party, and in which either of the following had a direct or indirect material financial interest:
(1) Any director or officer of the corporation, or its parent or subsidiary (a mere common directorship shall not be considered a material financial interest); or (2) Any holder of more than ten percent (10%) of the voting power of the corporation, its parent or its subsidiary.
The above statement need only be provided with respect to a transaction during the previous fiscal year involving more than FIFTY THOUSAND DOLLARS ($50,000) or which was one of a number of transactions with the same persons involving, in the aggregate, more than FIFTY THOUSAND DOLLARS ($50,000).
Similarly, the statement need only be provided with respect to indemnifications or advances aggregating more than TEN THOUSAND DOLLARS ($10,000) paid during the previous fiscal year to any director or officer, except that no such statement need be made if such indemnification was approved by the members pursuant to Section 5238(e)(2) of the California Nonprofit Public Benefit Corporation Law.
Any statement required by this Section shall briefly describe the names of the interested persons involved in such transactions, stating each person's relationship to the corporation, the nature of such person's interest in the transaction and, where practical, the amount of such interest, provided that in the case of a transaction with a partnership of which such person is a partner, only the interest of the partnership need be stated.
ARTICLE 12
FISCAL YEAR
SECTION 1. FISCAL YEAR OF THE CORPORATION
The fiscal year of the corporation shall begin on July 1 and end on June 30 in each year.
ARTICLE 13
AMENDMENT OF BYLAWS
SECTION 1. AMENDMENT
These bylaws may be adopted, amended or repealed by the vote of a majority of the directors then in office. Such action is authorized only at a duly called and held meeting of the Board of Directors for which written notice of such meeting, setting forth the proposed bylaw revisions with explanations therefore, is given in accordance with these bylaws, unless such notice is waived in accordance with these bylaws. If any provision of these bylaws requires the vote of a larger proportion of the Board than is otherwise required by law, that provision may not be altered, amended, or repealed except by that greater vote.
2022-23
5Cities Homeless Coalition
Board of Directors
Ken Dalebout, President
Linda Pierce, Vice President
Mariam Shah, Vice President
Brad Wilbert, Secretary
Paul Jarvis, Treasurer
Nancy Allison
Peggy Coon
Pat Cusack
Kassi Dee
Chief Mike Martinez
Donna Milne
Lisa Murdoch
Jane Renahan
Adam Verdin
Executive Director
Janna Nichols
[email protected]
www5CHC.org
P.O. Box 558
100 S. 4th Street
Grover Beach, CA 93483
Office (805) 574-1638
Fax (805) 668-2380
5Cities Homeless Coalition
A 501(c)(3) Nonprofit Corporation
ID #27-041359
5cities homeless coalition
5cities homeless coalition
5Ci$es Homeless Coali$on
Board of Directors
Ken Dalebout, President
Linda Pierce, Vice President
Mariam Shah, Vice President
Brad Wilbert, Secretary
Paul Jarvis, Treasurer
Nancy Allison
Peggy Coon
Pat Cusack
Kassi Dee
Mike Mar$nez
Donna Milne
Lisa Murdoch
Jane Renahan
Adam Verdin
Execu$ve Director
Janna Nichols
[email protected]
www5CHC.org
P.O. Box 558
Grover Beach, CA 93483
Office (805) 574-1638
Fax (805) 668-2380
5Cities Homeless Coalition
A 501(c)(3)
Nonprofit Corpora$on
ID #27-041359
Re: Authorization To Request Grant Funds
This is to certify that Board President Kenneth Dalebout and/or Executive Director Janna Nichols are authorized to request grant funds through the County of San Luis Obispo 2023 Action Plan for the following funding sources: CDBG, ESG, PLHA.
This is to certify that the foregoing is true and duly adopted by the Board of Directors of said corporation on the date set forth below.
Dated: Oct 11, 2022
Brad Wilbert,
Board Secretary
Officer of the Corporation
5CHC Board
of Directors
Stratgeic
Plan
Executive
Committtee
Executive
Director
Housing Program
Manager
Housing
Rapid
Re-Housing
Homeless
Prevention
Youth
Outreach &
Case
Management
Host
Home
Transitional
Housing &
Case Mgmt
Benefit
Aqcuistiion &
Advocacy
Care
Coordination
CAL AIM
Coordinated
Entry
Information &
Referral
Diversion
Immediate
Needs
Shelter & Outreach
Program Manager
Shelter
Non-Congreagagte
Emergency Shelter
Longbranch
Barca Street Project
Warming Center
Safe Parking
Outreach
Encampment
Jail to
Community
Associate
Director
Grants
Develpment &
Management
Donor Tracking
Corporate and
Foundation Gifts
Donor
Communications &
Social Media
Fundraising
Events
Volunteer
Recruitment
Human
Resources
Accounting
Data Management
& Reporting
Fund
Development
Committee
Marketing
Copmmittee Program
Committee
Facilitty
Committee
5Cities Homeless Coalition
Organization Chart 2022-23
Executive Director Janna Nichols - Bilingual
Supportive Services for Veteran Families Program – Good Samaritan Shelter Employees Good Samaritan Shelter Staff Associate Director Devon McQuade
Development & Communications Coordinator/Volunteer Coordinator Aidan Beals Data Specialist Jim Gausling
Business Operations Specialist – Grant Management Amy Sheppard Business Operations Specialist - Bookkeeper Amber Glabere Accountant - Contract Burkart & Stevens
Business Operations Specialist – HR & Administration Jessie Sawyers Business Operations Assistant – Donor Tracking & Communications Julie Burns Business Operations Assistant Vacant
Shelter & Outreach Program Manager Jorge Gonzales- Bilingual Outreach & Shelter Case Manager Sergio Ahumada- Bilingual Outreach & Shelter Case Manager Laura Lewis
Outreach & Shelter Case Manager Charmain Navarette- Bilingual Outreach & Shelter Case Manager Rachel Perey
Housing Program Manager Michael Azevedo
Benefits Advocate – Case Manager Amelia Stephens
Yourh Program Case Manager Vacant
Case Manager –Housing Case Manager Ben Alonso- Bilingual Case Manager –Housing Case Manager Heather Miller
Case Manager –Housing Case Manager Janet Rivas- Bilingual Coordinated Entry Resource & Referral Specialist T.J. Robinson Coordinated Entry Resource & Referral Specialist Dolores Ruiz- Bilingual Pale Color = Programs
Under Consideration
Or In Development
PO Box 1930
Newport, Oregon 97365
Prepared by
Certified Public Accountant
DECEMBER 31, 2020
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
AUDITED FINANCIAL STATEMENTS
SIGNE GRIMSTAD
530 NW 3rd Street
Ken Dalebout President
Linda Pierce Vice President
Brad Wilbert Secretary
Paul Jarvis Treasurer
Nancy Allison Director
Peggy Coon Director
Pat Cusack Director
Judith Higgins Director
Pastor David Hutsko Director
Chief Jake Miller Director
Jane Renahan Director
Amy Taylor Director
Mike Wooten Director
Janna Nichols Executive Director
Charlotte Alexander Director of Operations
Grover Beach, California 93483
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
BOARD OF DIRECTORS
STAFF
ADDRESS
PO Box 558
100 S. 4th Street
INTRODUCTORY SECTION
Title page
Board of Directors
Table of Contents
FINANCIAL SECTION Page
Independent Auditor's Report 1-2
Statement of Financial Position 3
Statement of Activities 4
Statement of Functional Expenses for Program and Support Services 5 Statement of Cash Flows 6
Notes to the Financial Statements 7-18
5CITIES HOMELESS COALITION, INC.
Table of Contents
GROVER BEACH, CALIFORNIA
1 INDEPENDENT AUDITOR’S REPORT
To the Board of Directors
5Cities Homeless Coalition, Inc.
PO Box 558
Grover Beach, California 93483
I have audited the accompanying financial statements of 5Cities Homeless Coalition, Inc. (a nonprofit corporation), which comprise the statement of financial position as of December 31, 2020, the related statements of activities, functional expenses, and cash flows for the year then ended, and the related notes to the financial statements.
Management’s Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditor’s Responsibility
My responsibility is to express an opinion on these financial statements based on my audit. I conducted my audit in accordance with auditing standards generally accepted in the United States of America. Those standards require that I plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor’s judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity’s preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. Accordingly, I express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.
I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinion.
5Cities Homeless Coalition, Inc.
May 18, 2021
2 Opinion
In my opinion, the financial statements referred to above present fairly, in all material respects, the financial position of 5Cities Homeless Coalition, Inc. as of December 31, 2020, and the changes in its net assets and its cash flows for the year then ended in accordance with accounting principles generally accepted in the United States of America.
GRIMSTAD & ASSOCIATES
Signe Grimstad
Certified Public Accountant
Newport, Oregon
May 18, 2021
Signe Grimstad CPA
Without Donor With Donor
Restrictions Restrictions Total
Assets
Current assets
Cash $ 189,159 $ 7,500 $ 196,659
Grants receivable 420,666 - 420,666
Prepaid expenses 8,264 - 8,264
Deposits 7,646 - 7,646
Total current assets 625,735 7,500 633,235
Property and equipment
Property and equipment, at cost 1,004,835 - 1,004,835
Less: Accumulated depreciation (28,880) - (28,880)
Net fixed assets 975,955 - 975,955
Other assets
Deposits 500 - 500
Total other assets 500 - 500
Total assets $ 1,602,190 $ 7,500 $ 1,609,690
Liabilities and net assets
Current liabilities
Accounts payable $ 31,022 $ - $ 31,022
Accrued wages 26,285 - 26,285
Accrued paid time off 10,807 - 10,807
Accrued interest 1,983 - 1,983
Deferred revenue 90,711 - 90,711
Notes payable, current portion 55,226 - 55,226
Total current liabilities 216,034 - 216,034
Long-term liabilities
Notes payable, long-term portion 182,274 - 182,274
Total long-term liabilities 182,274 - 182,274
Total liabilities 398,308 - 398,308
Net assets
Without donor restrictions 1,203,882 - 1,203,882
With donor restrictions - 7,500 7,500
Total net assets 1,203,882 7,500 1,211,382
Total liabilities and net assets $ 1,602,190 7,500$ $ 1,609,690 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF FINANCIAL POSITION
as of December 31, 2020
The accompanying notes are an integral part of these financial statements. 3
Without Donor With Donor
Restrictions Restrictions Total
Support:
Government grants $ 54,089 $ - $ 54,089
Foundation grants 87,944 - 87,944
Contributions, individuals 320,368 - 320,368
Contributions, businesses 59,471 - 59,471
Contributions in-kind 131,957 - 131,957
Total support 653,829 - 653,829
Revenues:
Government contracts 791,481 - 791,481
Special events 70,622 - 70,622
Bank interest 16 - 16
Realized loss on sale of donated stocks (78) - (78)
Total revenues 862,041 - 862,041
Total support and revenues 1,515,870 - 1,515,870
Expenses:
Program services:
Housing support 373,187 - 373,187
Immediate needs 43,667 - 43,667
Homeless youth 83,210 - 83,210
Benefits advocacy 64,925 - 64,925
Warming center 64,703 64,703
Outreach and other 347,087 - 347,087
Total program expenses 976,779 - 976,779
Support services:
Management and general 163,363 - 163,363
Fundraising 133,221 - 133,221
Total expenses 1,273,363 - 1,273,363
Change in net assets 242,507 - 242,507
Net assets at beginning of fiscal year 971,297 7,500 978,797 Prior period adjustment (9,922) - (9,922)
Net assets at beginning of fiscal year, restated 961,375 7,500 968,875 Net assets at end of fiscal year $ 1,203,882 $ 7,500 $ 1,211,382 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF ACTIVITIES
For the Year Ended December 31, 2020
The accompanying notes are an integral part of these financial statements. 4
Housing Immediate Homeless Benefits Warming Outreach Management Fund- Total Support Needs Youth Advocacy Center and Other Total and General raising Expenses Salaries and wages $ 75,000 $ - $ 31,000 $ 51,300 $ 24,184 $ 177,335 $ 358,819 $ 118,336 $ 41,945 $ 519,100 Payroll taxes 6,195 - 2,561 4,237 1,997 14,648 29,638 9,775 3,465 42,878 Health insurance 1,726 - 714 1,181 557 4,083 8,261 2,724 966 11,951 Workers' compensation 396 - 164 271 128 937 1,896 625 221 2,742 Total personnel costs 83,317 - 34,439 56,989 26,866 197,003 398,614 131,460 46,597 576,671 Accounting and auditing 1,003 1,003 1,003 1,003 1,003 1,003 6,018 4,435 1,504 11,957 Bank and merchant fees - - - - - - - 329 3,251 3,580
Dues and subscriptions - - - - - - - 330 - 330
Employee recruitment - - - - - 4,315 4,315 138 - 4,453
Eviction prevention 154,626 - 2,300 - - - 156,926 - - 156,926 Insurance 2,115 2,115 2,115 2,115 2,115 2,115 12,690 2,644 2,291 17,625 Interest 1,870 221 421 329 318 1,678 4,837 - - 4,837
Information technology - - - - - 4,333 4,333 1,238 619 6,190 Licenses and taxes - - - - - 20 20 2,067 - 2,087
Mileage - 37 25 - 10 52 124 1,008 - 1,132
Miscellaneous - - - - - - - 516 - 516
Occupancy 1,672 1,672 1,672 1,672 1,672 1,672 10,032 2,091 1,811 13,934 Office supplies - - - - - 8,284 8,284 1,788 446 10,518
Payroll service 717 - 297 491 231 1,696 3,432 1,132 402 4,966 Partner contracts - - 15,000 - - 11,800 26,800 - 2,500 29,300 Postage - - - - - 19 19 660 508 1,187
Printing and reproduction - - 38 - - 173 211 - 254 465
Rapid rehousing 109,417 - 23,520 - - - 132,937 - - 132,937 Rent - - - - 6,000 41,914 47,914 3,926 5,093 56,933
Repairs and maintenance - - - - - 1,301 1,301 653 - 1,954 Software - - - - - 20 20 - 2,499 2,519
Special event direct costs - - - - - - - - 8,492 8,492
Staff development - - 54 - - 136 190 30 20 240
Supplies and equipment 16,124 36,293 - - 18,556 6,958 77,931 3,993 5,801 87,725 Website 200 200 200 200 200 200 1,200 - 1,818 3,018
Subtotal expenses 371,061 41,541 81,084 62,799 56,971 284,692 898,148 158,438 83,906 1,140,492 Contributions in-kind - - - - 5,606 60,269 65,875 2,267 55,504 123,646 Depreciation 2,126 2,126 2,126 2,126 2,126 2,126 12,756 2,658 2,303 17,717 Less special event direct costs - - - - - - - - (8,492) (8,492) Total expenses $ 373,187 $ 43,667 $ 83,210 $ 64,925 $ 64,703 $ 347,087 $ 976,779 $ 163,363 $ 133,221 $ 1,273,363 Percent of total expenses 29.31% 3.43% 6.53% 5.10% 5.08% 27.26% 76.71% 12.83% 10.46% 100.00% 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF FUNCTIONAL EXPENSES FOR PROGRAM AND SUPPORT SERVICES For the Year Ended December 31, 2020
Program Services Support Services
The accompanying notes are an integral part of these financial statements. 5
Without Donor With Donor
Restrictions Restrictions Total
Cash flows from operating activities
Change in net assets $ 242,507 $ - $ 242,507
Adjustments to reconcile change in net assets
to net cash provided by operating activities:
Depreciation 17,717 - 17,717
Loss on sale of donated stocks 78 78
Donated stocks (8,311) (8,311)
Changes in operating assets and liabilities:
(Increase) decrease in:
Grants receivable (260,798) - (260,798)
Prepaid expenses (3,039) - (3,039)
Deposits (6) - (6)
Increase (decrease) in:
Accounts payable 29,196 - 29,196
Accrued wages 11,297 - 11,297
Accrued vacation 6,305 - 6,305
Accrued interest 1,983 1,983
Deferred revenue 52,107 - 52,107
Net cash provided by operating activities 89,036 - 89,036 Cash flows from investing activities
Purchases of fixed assets (105,952) - (105,952)
Proceeds from sales of donated stocks 8,233 8,233
Net cash used by investing activities (97,719) - (97,719) Cash flows from financing activities
Bank line of credit proceeds 42,000 - 42,000
Bank line of credit payments (89,457) - (89,457)
Notes payable proceeds 237,500 - 237,500
Notes payable payments (50,000) - (50,000)
Net cash provided by financing activities 140,043 - 140,043 Net increase in cash and equivalents 131,360 - 131,360
Cash and cash equivalents at beginning of year 57,799 7,500 65,299 Cash and cash equivalents at end of year $ 189,159 $ 7,500 $ 196,659 Supplementary cash flow disclosures
Cash paid for interest $ 2,854
Schedule of noncash transactions:
In-kind contributions of stocks $ (8,311)
Noncash investment in stocks 8,311
Net noncash transactions $ -
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
STATEMENT OF CASH FLOWS
For the Year Ended December 31, 2020
The accompanying notes are an integral part of these financial statements. 6
Note 1 - Description of Organization
Nature of operations
5Cities Homeless Coalition, Inc. (5CHC) is a California nonprofit corporation organized on March 3, 2009. 5CHC works to transform lives in southern San Luis Obispo County, California, from the Cities of Avila Beach to Nipomo. 5CHC mobilizes community resources, fosters hope, and advocates for the homeless and those facing homelessness with the vision of building an engaged community that fully understands the complexities of homelessness and actively shares the responsibility of creating and implementing solutions to reduce it and shelter their neighbors. 5CHC derives its revenue from government and other grants, contracts, contributions and fundraising.
Description of programs
Housing Support
The Housing Support Program serves those who are homeless or at risk of losing housing in San Luis Obispo County.
Case management, rental and deposit assistance, information and referral to community services, comprehensive needs assessment, identification of barriers to success, and development of an immediate action plan. Those who visit 5CHC's office are provided access to computer, internet, phone charging, mailing address, food and hygiene supplies. The program also serves veterans who are homeless or at risk of losing housing through a joint effort with Good Samaritan Shelter to provide supportive services for veteran families (SSVF). The United States Department of Veterans Affairs provides funding for this program.
Immediate Needs
Assists homeless and low-income families and individuals who reside in southern San Luis Obispo County with funds to address their immediate needs and move them to self-sufficiency, home stability, and economic improvement.
Assistance is used for utilities, fuel, auto repairs, food, clothing, and unpaid bills paid directly to applicable vendors on behalf of program participants.
Homeless Youth
Matches a case manager with unaccompanied youth aged 16-24 to provide education, connection, and services such as immediate needs, housing, and development of an individualized Action Plan to assist them in living independently, maintaining steady employment, and continuing their education.
Benefits Advocacy
Those enrolled in 5CHC's case management are offered additional guidance and advocacy for obtaining and retaining public benefits such as Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI), CalFresh and other assistance. Participants are encouraged to learn financial literacy and budgeting.
Warming Center
Provides an overnight warming center during the winter months when temperature predications are at or below 40 degrees or rain potential of 50% or more from November through April. Those staying at the warming center are provided meals and laundry services and may arrive by 5pm and leave by 7am the next day.
Outreach and Other Programs
Provide coordinated entry into the homelessness support system that begins with conducting a comprehensive assessment of needs, identification of barriers to success, and development of an immediate action plan for each individual or family who requests assistance. 5CHC's staff serves as a source of information on available resources, knowledge of county programs for the homeless, and referral services for those in need.
Management and General
Includes the functions necessary to maintain 5CHC's support program; ensure an adequate working environment; provide coordination and articulation of 5CHC's program strategy through the office of the executive director; secure proper administrative functioning of the board of directors; maintain competent legal services for the program administration of 5CHC; and manage the financial and budgetary responsibilities of 5CHC. 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
7
Note 1 - Description of Organization (continued)
Fundraising
Includes publicizing and conducting fundraising campaigns; maintaining donor lists; grant writing; conducting special fundraising events; and other activities involved with soliciting contributions and grants from governments, foundations, individuals, businesses, and others.
Note 2 - Significant Accounting Policies
5CHC prepares its financial statements in accordance with generally accepted accounting principles promulgated in the United States of America (U.S.GAAP) for nonprofit entities. The significant accounting and reporting policies used by 5CHC are described subsequently to enhance the usefulness and understandability of the financial statements.
Basis of Accounting
The accompanying financial statements have been prepared on the accrual basis of accounting and, accordingly, reflect all significant receivables, payables, and other accruals.
Use of estimates
The preparation of financial statements in conformity with U.S.GAAP requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities at the date of the financial statements and the reported amounts of revenue and expenses during the reporting period. On an ongoing basis, 5CHC's management evaluates the estimates and assumptions based upon historical experience and various other factors and circumstances. 5CHC's management believes that the estimates and assumptions are reasonable in the circumstances; however, actual results could differ from those estimates.
Net assets
The financial statements report net assets and changes in net assets in two classes that are based upon the existence or absence of restrictions on use that are placed by its donors, as follows:
Net assets without donor restrictions
Net assets without donor restrictions are resources available to support operations. The only limits on the use of these net assets are the broad limits resulting from the nature of the organization, the environment in which it operates, the purposes specified in its corporate documents and its application for tax-exempt status, plus any limits resulting from contractual agreements with creditors and others that are entered into in the course of its operations.
Net assets with donor restrictions
Net assets with donor restrictions are resources that are restricted by donors for use for specified purposes or in certain future periods. Some donor-imposed restrictions are temporary in nature, and the restrictions expire when the resources are used in accordance with the donor's instructions or when the stipulated time has passed. Other donor-imposed restrictions are perpetual in nature; 5CHC must continue to use the resources in accordance with the donors' instructions. Restricted support is recorded as an increase in unrestricted net assets if the restriction expires in the reporting period in which the support is recognized.
When donors' restrictions are satisfied, either by using the resources in the manner specified by the donors or by the passage of time, the expiration of the restrictions are reported in the financial statements by reclassifying the net assets from net assets with donor restrictions to net assets without donor restrictions. Net assets restricted for acquisition of buildings or equipment (or less commonly, the contribution of those assets directly) are reported as net assets with donor restrictions until the specified assets are placed in service by 5CHC, unless the donors provide more specific instructions about the period of the assets' use. 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
8
Note 2 - Significant Accounting Policies (continued)
Classification of transactions
All revenues are reported as increases in net assets without donor restrictions in the statement of activities unless any donor specified the use of the related resources for a particular purpose or in a future period. All expenses are reported as decreases in net assets without donor restrictions. Net investment gains and losses are recorded as increases or decreases, respectively, of restricted net assets until designated to be spent when they are recorded as unrestricted net assets.
Cash and cash equivalents
Cash and cash equivalents include all cash balances on deposit with financial institutions and highly liquid investments with a maturity of three months or less at the date of purchase.
Grants receivable and allowance for doubtful accounts
Receivables are accounted for on the accrual basis and become past due after 60 days. No allowance for uncollectable accounts has been provided, as 5CHC typically collects all outstanding amounts. Grant receivables are written off if all efforts at collection have failed and management determines that collection is unlikely.
Receivables older than 90 days totaled $65,266, at December 31, 2020.
Donations of property and equipment
Donations of property and equipment (long-lived assets) that do not have donor imposed stipulations about how long the property must be used are recorded as unrestricted contributions in the fiscal year received.
Property and equipment
Purchases of fixed assets costing $2,500 or more are capitalized. Donated fixed assets valued at $2,500 or more are capitalized and recorded at fair value at the time of receipt. Expenditures for major renewals and betterments that extend the useful lives of property and equipment are capitalized. Expenditures for maintenance and repairs are charged to expense as incurred. The cost and accumulated depreciation of property sold or retired is removed from the related asset and accumulated depreciation accounts and any resulting gain or loss is recorded in the fiscal year of disposal. Depreciation is calculated utilizing the straight-line method over the estimated useful lives of the assets, that range from 5 to 10 years for furniture and equipment, 10 to 40 years for building and building improvements.
Impairment of long-lived assets
Long-lived assets are reviewed for impairment whenever events or changes in circumstances indicate that the carrying value may not be recoverable. Recoverability is measured by a comparison of the carrying amount of the asset to the future net undiscounted cash flow expected to be generated and any estimated proceeds from the eventual disposition. If any long-lived assets are considered to be impaired, the impairment to be recognized is measured at the amount by which the carrying amount of the asset exceeds the fair value as determined from an appraisal, discounted cash flow analysis or other valuation technique. There was no impairment loss recognized during the year ended December 31, 2020.
Investments
Investments typically consist of donated, publicly traded securities with readily determinable fair values, presented at fair value in the statement of financial position. Realized and unrealized gains and losses are included in the change in net assets in the accompanying statement of activities. Donated securities are recorded at their fair value on the date of donation which is the closing price per share per published stock market reports. Donated securities are sold upon receipt to ensure the highest value of the security is received as intended by the donor(s).
Accounting for contributions
Contributions, including unconditional promises to give, are recognized when received. All contributions are reported as increases in net assets without donor restrictions unless use of the contributed assets is specifically 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
9
Note 2 - Significant Accounting Policies (continued)
Accounting for contributions (continued)
restricted by the donor. Amounts received that are restricted by the donor to use in future periods or for specific purposes are reported as increases in net assets with donor restrictions. Unconditional promises with payments due in future years have an implied restriction to be used in the year the payment is due, and therefore are reported as restricted until the payment is due, unless the contribution is clearly intended to support activities of the current fiscal year. Conditional promises, such as matching grants, are not recognized until they become unconditional, that is, until all conditions on which they depend are substantially met.
Contributions in-kind
5CHC sometimes receives contributions in a form other than cash. Donated supplies are recorded as contributions at the date of the gift and as expenses when the donated items are placed into service or distributed. If 5CHC receives a contribution of land, buildings, or equipment, the contributed asset is recognized as an asset at its estimated fair value at the date of the gift, provided that the value of the asset and its estimated useful life meets 5CHC's capitalization policy. Donated use of facilities is reported as contributions and as expenses at the estimated fair value of similar space for rent under similar conditions. If the use of the space is promised unconditionally for a period greater than one year, the contribution is reported as a contribution and an unconditional promise to give at the date of the gift, and the expense is reported over the term of use. 5CHC benefits from personal services provided by many volunteers. Those volunteers have donated regular amounts of time and services in 5CHC's program operations and in its fundraising campaigns. However, the majority of the contributed services do not meet the criteria for recognition in the financial statements. 5CHC records the fair value of contributed services in the financial statements if the services either (a) create or enhance a nonfinancial asset or (b) require specialized skills; are provided by persons possessing those skills; and would need to be purchased if they were not donated as required by ASC 958.
Grant revenue
Grant revenue is recognized when the qualifying costs are incurred for cost-reimbursement grants or contracts or when a unit of service is provided for performance grants. Grant revenue for federal agencies is subject to independent audit under the Office of Management and Budget's audit requirements for federal awards and review by grantor agencies. The review could result in the disallowance of expenditures under the terms of the grant or reductions of future grant funds. Based on prior experience, 5CHC's management believes that costs ultimately disallowed, if any, would not materially affect the financial position of the organization.
Expense recognition and allocation
The cost of providing 5CHC's programs and other activities is summarized on a functional basis in the statement of functional expenses. Expenses that can be identified with a specific program or support service are charged directly to that program or support service. Costs common to multiple functions have been allocated among the various functions benefitted using a reasonable allocation method that is consistently applied, as follows:
Salaries, wages, benefits, and payroll taxes are allocated based on activity reports prepared by key personnel.
Occupancy costs such as utilities, depreciation, and interest are allocated based on the actual costs per square foot for each program.
Insurance, some supplies and miscellaneous expenses that cannot be directly identified are allocated on the basis of employee headcount for each program and supporting activity.
Every 3 years, or more often when new space or programs are added, the bases on which costs are allocated are evaluated.
Management and general expenses include those costs that are not directly identifiable with any specific program, but which provide for the overall support and direction of 5CHC. 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
10
Note 2 - Significant Accounting Policies (continued)
Expense recognition and allocation (continued)
Fundraising costs are expensed as incurred, even though they may result in contributions received in future years. 5CHC generally does not conduct its fundraising activities in conjunction with its other activities. In the few cases in which it does, such as when the annual report or donor acknowledgements contain requests for contributions, joint costs are allocated between fundraising and management and general expenses in accordance with U.S.
GAAP for costs of activities that include fundraising.
Advertising costs
Advertising costs are recorded as expenses of the applicable program in the period incurred.
Income taxes
5CHC has been determined to be exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, qualifies for the charitable contribution deduction under Section 170(b)(1)(A) and has been classified as an organization other than a private foundation under Section 509(a)(2). With few exceptions, 5CHC is no longer subject to U.S. federal and state income tax examinations by tax authorities for fiscal years before January 1, 2016.
The preparation of financial statements in conformity with U.S. GAAP requires 5CHC to report information regarding its exposure to various tax positions taken by 5CHC. 5CHC has determined whether any tax positions have met the recognition threshold and has measured any entity exposure to those tax positions. Management believes that all relevant tax positions have been adequately addressed and that there are no unrecorded tax liabilities. Federal and state tax authorities generally have the right to examine and audit the previous three years of tax returns filed.
Subsequent events
Management has evaluated subsequent events through May 18, 2021, which was the date the financial statements were available to be issued.
Fair value measurements
FASB ASC 820, Fair Value Measurements and Disclosures, establishes a framework for measuring fair value. That framework provides a fair value hierarchy that prioritizes the inputs to valuation techniques used to measure value.
The hierarchy gives the highest priority to unadjusted quoted prices in active markets for identical assets or liabilities (Level 1 measurements) and the lowest priority to unobservable inputs (Level 3 measurements). The three levels of the fair value hierarchy under FASB ASC 820 are described on the following page.
Level 1. Inputs to the valuation methodology are unadjusted quoted prices for identical assets or liabilities in active markets that 5CHC has the ability to access.
Level 2. Inputs to the valuation methodology include quoted prices for similar assets or liabilities in active or inactive markets, inputs other than quoted prices that are observable for the asset or liability, and inputs that are derived principally from or corroborated by observable market data by correlation or other means. If the asset or liability has a specified (contractual) term, the Level 2 input must be observable for substantially the full term of the asset or liability.
Level 3. Inputs to valuation methodology are unobservable and significant to the fair value measurement. 5CHC did not have any assets or liabilities using Level 3 valuation methodology.
The primary uses of fair value measures in 5CHC's financial statements are as follows:
Initial measurement of in-kind contributions including donated public securities.
Change in accounting principles
FASB is the Financial Accounting Standards Board and ASU is Accounting Standards Update. 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
11
Change in accounting principles (continued)
5CHC implemented FASB ASU No. 2016-01 - Financial Instruments-Overall (Subtopic 825-10): Recognition and Measurement of Financial Assets and Financial Liabilities in the current year. This ASU did not have an effect on 5CHC's financial statements since the required disclosures are made annually. 5CHC implemented FASB ASU No. 2016-18 - Statement of Cash Flows (Topic 230): Restricted Cash in the current year which added a column on the statement of cash flows for restricted cash activity. 5CHC implemented FASB ASU No. 2014-09 - Revenue from Contracts With Customers (Topic 606). This ASU did not have an effect on 5CHC's financial statements.
5CHC implemented FASB ASU No. 2018-08 - Revenue Clarifying the Scope and the Accounting Guidance for Contributions Received and Contributions Made (Topic 958). This ASU did not have an effect on 5CHC's financial statements.
Note 3 - Liquidity and Availability
Financial assets available for general expenditure, that is, without donor or other restrictions limiting their use, within one year of December 31, 2020 are:
Financial assets: Amount
Cash $ 196,659
Grants receivable 420,666
Prepaid expenses 8,264
Deposits 7,646
Total financial assets 633,235
Less financial assets held to meet donor-imposed restrictions:
Restricted cash 7,500
Total restricted financial assets 7,500
Amount available for general expenditures within one year $ 625,735 Restricted cash of $7,500 is not available for general operations, rather it is restricted for a specific purpose.
The deposits are rental deposits and will be returned to 5CHC in 2021, and, accordingly are included in the amount available for general expenditures in the next year. 5CHC also has a bank line of credit of $125,000 for cash flow purposes if grants receivable continue to be collected slowly during the pandemic.
Note 4 - Cash
Cash and money market funds are held in separate bank and investment accounts. All cash deposits were insured by federal depository insurance at December 31, 2020, and consisted of the following:
Bank Books
SESLOC Credit Union money market $ 100,016 100,016$
SESLOC Credit Union share account 5 5
Mechanics Bank operations 112,560 95,411
Mechanics Bank programs 1,202 1,027
Petty cash - 200
Subtotal cash in banks and on hand 213,783 196,659
Less restricted cash - 7,500
Total operating cash $ 213,783 189,159$
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
GROVER BEACH, CALIFORNIA
5CITIES HOMELESS COALITION, INC.
Balance per
12
Note 5 - Concentrations
Concentrations of grants receivable at December 31, 2020 are as follows:
Amount % of Total
San Luis Obispo County (all grants) $ 364,086 86.55%
City of Grover Beach (CDBG) 42,591 10.12%
All other 13,989 3.33%
Total accounts receivable $ 420,666 100.00%
Concentrations of support and revenues for the year ended December 31, 2020 are as follows:
Amount % of Total
San Luis Obispo County (all grants) $ 580,816 38.32%
City of Grover Beach (all grants) 181,032 11.94%
Other government contracts 29,633 1.95%
Other grants 142,033 9.37%
Contributions (individuals and businesses) 379,839 25.06% Contributions in-kind 131,957 8.71%
Other 70,560 4.65%
Total support and revenues $ 1,515,870 100.00%
Note 6 - Prepaid Expenses and Deposits
Prepaid expenses and deposits consisted of the following at December 31, 2020:
Prepaid expenses: Amount
Prepaid employee benefits $ 3,446
Prepaid rent 4,306
Prepaid property taxes 512
Total prepaid expenses $ 8,264
Deposits:
Former office deposit (to be refunded in 2021) $ 7,146
Warming Center deposit (to be refunded in 2021) 500
Subtotal current deposits 7,646
WEX Bank, gas credit card deposit (long-term) 500
Total deposits $ 8,146
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
13
Note 7 - Property and Equipment
Property and equipment activity for the fiscal year ended December 31, 2020, is detailed in the following schedule.
Beginning Ending
Property and equipment: Balance Additions Disposals Balance Land $ 350,000 $ - $ - $ 350,000
Building 525,500 - - 525,500
Improvements - 97,759 - 97,759
Vehicles 15,248 - - 15,248
Equipment 8,135 8,193 - 16,328
Fixed assets at cost 898,883 105,952 - 1,004,835
Less: Accumulated depreciation 11,163 17,717 - 28,880
Net fixed assets $ 887,720 $ 88,235 $ - $ 975,955
Note 8 - Investments
Investment activity for the year ended December 31, 2020 is detailed below.
Cost Sale Realized Fair Value
Donated stocks Basis Proceeds Gain(loss) Level
Abbott Labs, 54 shares, 12/2/2020 $ 5,840 $ 5,736 $ (104) 1 Abbott Labs, 23 shares, 12/23/2020 2,471 2,497 26 1
Total $ 8,311 $ 8,233 $ (78)
The stocks were held long enough to sell, accordingly, no other investment income was earned. See Note 14 on in-kind contributions. The above stocks are considered fair value level 1 investments. See Note 2 on pages 10-11 for more details. In brief, the stocks were valued for cost basis at the closing stock market price on the dates of donation.
Note 9 - Deferred Revenue
Deferred revenue consists of payments received from area governments for contracts that have not yet been earned. Deferred revenue is moved to contract revenue once the funds are earned. Deferred revenue for the year ended December 31, 2020 consisted of the following:
Deferred revenue
Vendor, Program Program Amount
City of Arroyo Grande, Warming Center $ 444
City of Pismo Beach, operations 15,000
Emergency Food and Shelter National Board Program (EFSP) Coronavirus Aid, Relief, and Economic Security (CARES) Act $ 188 EFSP 3,087 3,275
San Luis Obispo County
Community Based Organization (CBO), Preventive Health Grant 21,411 Bank of the Sierra, COVID-19 4,719
Hoag Foundation, operations 8,750
Community Foundation of San Luis Obispo County (CFSLOCo) Eviction Prevention (EP) 9,319
Adult Health 17,000
Opportunity to Thrive grant program 4,078
Community Needs 3,715 34,112
Central Coast Funds for Children grant (CCFC) 3,000
Total deferred revenue $ 90,711
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
14
Note 10 - Bank Line of Credit
5CHC has a $125,000 line of credit with Mechanics Bank at prime plus 2.75% or 8.25% in 2020. The line of credit matures on July 9, 2020, and is secured by all assets of 5CHC. Interest expense on the line of credit totaled $1,505 for 2020 including an annual loan fee of $750. There was no outstanding balance on the credit line at December 31, 2020 and activity for the line during 2020 is as follows:
Beginning Ending
Balance Borrowed Repaid Balance
Bank line of credit activity $ 47,457 $ 42,000 $ (89,457) $ - Note 11 - Notes Payable
Notes payable consisted of the following at December 31, 2020:
Amount
Note payable to Mechanics Bank for the Paycheck Protection Program loan sponsored by the U.S. Small Business Administration (SBA), dated April 24, 2020, payments begin in 2021 unless the forgiveness application is successful, matures April 24, 2024, repayable in 18 monthly payments of principal plus interest at 1%, totaling $4,924, unsecured. See Note 20. $ 87,500 Note payable to the SBA for Economic Disaster Injury Loan (EIDL) of $150,000, dated September 1, 2020, matures September 1, 2050 when all outstanding total $641 and begin on September 1, 2021. Secured by all assets of 5CHC and interest expense includes a $100 lien filing fee. 150,000 Total notes payable 237,500
Less current portion 55,226
Long-term portion $ 182,274
Notes payable maturities are as follows:
Year ending December 31, Amount
2021 $ 55,226
2022 33,145
2023 3,637
2024 3,738
2025 3,949
Thereafter 137,805
Total Notes payable $ 237,500
Note 12 - Net Assets With Donor Restrictions
Net assets with donor restrictions activity for the year ended December 31, 2020, is as follows:
Beginning Ending
Donor and restriction: Balance Received Released Balance New Life Community Church of the Nazarene
for 100 S. 4th Street $ 2,500 $ - $ - $ 2,500
California Fine Wine for 100 S. 4th Street 5,000 - - 5,000 Total $ 7,500 $ - $ - $ 7,500
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
15
Note 13 - Special Events
5CHC held four special events during 2020 as detailed below. Special event revenue excludes contributions generated by the events which totaled an additional $10,126, presented in individual contributions on the accompanying statement of activities.
Event Direct Net
Special events: Revenue Costs Income
Empty Bowls $ 43,570 $ 6,533 $ 37,037
Fin's Fiesta and Fin's Giving Tuesday 20,547 806 19,741 Hope for Homeless Golf Tour 14,997 1,153 13,844
Total special events $ 79,114 $ 8,492 $ 70,622
Note 14 - Contributions In-kind
5CHC received in-kind contributions from many donors during the year ended December 31, 2020 as listed below.
In-kind contribution: Amount
Special events auction items and supplies $ 55,504
Donated stocks (see Note 8 for details) 8,311
Warming Center blankets and other items 5,606
Other program supplies 60,269
Operating supplies 2,267
Total in-kind contributions income 131,957
Less donated stocks capitalized as investments (8,311)
Total in-kind contributions expense $ 123,646
In addition to the above in-kind contributions, 141 volunteers provided 1,750 hours of work valued at $52,413 for the year ended December 31, 2020. These services did not meet the criteria for recognition in these financial statements as described in Note 2.
Note 15 - Revenue from Contracts
Disaggregation of revenue
5CHC is awarded contracts from local government agencies for provision of services to individuals and families who are homeless, are facing homelessness, or require support to remain housed in south San Luis Obispo County. Support, such as grants and contributions, are received and recorded as income when received since they are not contracts with performance obligations.
Type of income: Amount % of Total
Contracts $ 791,481 52.21%
Grants and contributions 653,829 43.13%
Other revenue 70,560 4.66%
Total support and revenue $ 1,515,870 100.00%
Grant receivables
Grant receivables on the accompanying statement of financial position records amounts owed for contracts that are either not yet completed or not yet paid for in full. Grant receivables for 2020 are as follows:
Grant receivables beginning balance $ 159,868
Grant receivables ending balance 420,666
Amount of change 260,798
Percent change 163%
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
16
Note 15 - Revenue from Contracts (continued)
Deferred revenue
All of the revenue deferred received last year for unearned contract revenue was earned in 2020 as follows:
Beginning Ending
Balance Received Earned Balance
Deferred revenue from contracts $ 38,604 $ 90,711 $ (38,604) $ 90,711 See Note 9 for deferred revenue detail.
Performance obligations
Contracts generally run for one fiscal year, some longer. All contracts are invoiced to funders as services are provided and revenue is earned, typically on a monthly basis. Contract revenue that has not been recognized at December 31, 2020 was approximately $2,123,026. Of these remaining performance obligations, 5CHC expects to recognize revenue of 57% of this balance over the next twelve months and 43% thereafter.
Other revenue and cost of revenue
Other revenue is primarily special events revenue as detailed in Note 13 along with direct costs of special events.
The remaining revenue is interest income and investment loss.
Note 16 - Operating Leases
5CHC leases office and Warming Center space under operating leases that mature in 2021. Rent Expense for the year ended December 31, 2020 totaled $56,933 for these leases as presented in the accompanying statement of functional expenses. Future lease maturities total $16,306 to be paid for rent in 2021, with $4,306 due for office rent and $12,000 for Warming Center rent.
Note 17 - Concentrations of Risk
Amounts held in financial institutions may at times be in excess of the Federal Deposit Insurance Corporation and Securities Investor Protection Corporation limits during the year. 5CHC deposits its cash with high quality financial institutions and management believes 5CHC is not exposed to significant credit risk on those amounts.
The majority of 5CHC's grants and contracts are received from governmental agencies and foundations. As such, 5CHC's ability to generate resources via grants and contributions is dependent upon the economic health of the governmental agencies and area foundations. An economic downturn could cause a decrease in grants and contributions that coincides with an increase in demand for 5CHC's services.
Note 18 - Commitments
5CHC has a contract with a construction company for roof, windows, and renovations to its building at 100 S. 4th Street for $50,134. The contract balance at December 31, 2020 was $27,145. Of this amount $12,459 is accrued as accounts payable and $14,686 will be completed in 2021.
Note 19 - Prior Period Adjustments
Prior period adjustments were necessary to correct the beginning balance of net assets including restricted contributions recorded as restricted net assets and as unrestricted deferred revenue, plus the omission of 2019 accruals such as prepaid health insurance, accrued wages and paid-time off. Adjustments to the beginning balance of net assets for these prior year accruals are detailed in the following schedule:
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
17
Note 19 - Prior Period Adjustments (continued)
Prior period adjustments: Unrestricted Restricted Total Net assets beginning balance at January 1, 2020 $ 971,297 $ 7,500 $ 978,797 Reclass restricted net assets from
deferred revenue at year-end 2019 7,500 - 7,500
Record January 2020 health insurance as
prepaid expenses at year-end 2019 2,068 - 2,068
Record accrued wages at year-end 2019 (14,988) - (14,988) Record paid time off at year-end 2019 (4,502) - (4,502) Total prior period adjustments (9,922) - (9,922)
Net assets beginning balance, restated $ 961,375 $ 7,500 $ 968,875 Note 20 - Subsequent Events
Funding
The following grants and contracts were awarded or renewed by 5CHC's current funders for one or more fiscal years beginning after December 31, 2020:
Contracts Amount
CAPSLO for various programs $ 507,811
City of Grover Beach, Community Development Block Grant 187,301 San Luis Obispo County, various programs 1,332,003
Good Samaritan, Supportive Services for Veterans Families 31,023 Local Initiatives Support Corp., Emergency Rental Assistance 88,936 Total contracts 2,147,074
Grants
Bank of America 10,000
Bank of the Sierra, COVID-19 9,719
Central Coast Funds for Children 3,000
Community Foundation of San Luis Obispo County 62,269
City of Arroyo Grande 444
City of Pismo Beach 15,000
San Luis Obispo County 21,411
Emergency Food and Shelter Program 7,739
Hoag Foundation 8,750
Subtotal grants 138,332
Total contracts and grants $ 2,285,406
Bank Line of Credit
Mechanics Bank line of credit was renewed in September 2020. The line maximum borrowing amount remains $125,000, at prime plus 2.75% or 6% initial rate, matures on July 9, 2022 and is secured by all assets of 5CHC.
Notes Payable
The SBA Paycheck Protection Program loan of $87,500 through Mechanics Bank was forgiven in full on March 24, 2021 including accrued interest totaling $812. The loan forgiveness changes the notes payable maturity schedule presented in Note 11 to the following amounts for the EIDL loan only. The negative amount due in 2021 occurred because loan payments do not begin until September 2021 while interest accrued from September 2020 and was added to principal (negative net payments). 5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
Net Assets
18
Note 20 - Subsequent Events (continued)
Notes Payable (continued)
Revised notes payable maturities are as follows:
Year ending December 31, Amount
2021 $ (2,667)
2022 3,538
2023 3,637
2024 3,738
2025 3,949
Thereafter 137,805
Total Notes payable $ 150,000
5CITIES HOMELESS COALITION, INC.
GROVER BEACH, CALIFORNIA
NOTES TO THE FINANCIAL STATEMENTS
For the Year Ended December 31, 2020
19
5CITIES HOMELESS COALITION (5CHC)
CONFLICT-OF-INTEREST POLICY
The purpose of this conflict-of-interest policy is to prevent the institutional or personal interests of 5CHC board members, officers, volunteers and staff in decision making roles from interfering with the performance of their duties to 5CHC, and to ensure that there is no personal, professional, or political gain at the expense of 5CHC. This policy is not designed to eliminate relationships and activities that may create a duality of interest, but to require the disclosure of any conflicts of interest and the recusal of any interested party in a decision relating thereto.
A conflict of interest may exist when the interests or potential interests of any director, officer, volunteer (in a decision making role) or staff member, or that person’s close relative, or any individual, group, or organization to which the person associated with 5CHC has allegiance, may be seen as competing with the interests of 5CHC, or may impair such person’s independence or loyalty to 5CHC. A conflict of interest is defined as an interest that might affect, or might reasonably appear to affect, the judgment or conduct of any director, officer, volunteer (in a decision making role) or staff member in a manner that is adverse to the interests of 5CHC.
Examples
A conflict of interest may exist if a director, officer, volunteer (in a decision making role), staff member, or close relative
Has a business or financial interest in any third party dealing with 5CHC. This does not include ownership interest of less than 5 percent of outstanding securities of public corporations.
Holds office, serves on a board, participates in management, or is employed by any third party dealing with 5CHC, other than direct funders to 5CHC. Derives remuneration or other financial gain from a transaction involving 5CHC (other than salary reported on a W-2 or W-9 or salary and benefits expressly authorized by the board).
Receives gifts from any third party on the basis of his or her position with 5CHC (other than occasional gifts valued at no more than $[50], or if valued at more than $[50], the gift is made available in a team space or common area for others to share — e.g., fruit baskets, boxes of candy). All other gifts should be returned to the donor with the explanation that 5CHC policy does not permit the acceptance of gifts. No personal gift of money should ever be accepted.
Engages in any outside employment or other activity that will materially encroach on such person’s obligations to 5CHC; compete with 5CHC’s activities; involve any use of 5CHC’s equipment, supplies, or facilities; or imply 5CHC’s sponsorship or support of the outside employment or activity
5CHC Confidentiality Policy, Draft 3.26.2012 Page 1 of 2 Use of Information
Directors, officers, volunteers (in decision making role) and staff shall not use information received from participation in 5CHC affairs, whether expressly denominated as confidential or not, for personal gain or to the detriment of 5CHC.
Disclosure and Recusal
Whenever any director has a conflict of interest or a perceived conflict of interest with 5CHC, he or she shall notify the board chair of such conflict in writing.
Whenever any staff member (paid or volunteer), or volunteer (in a decision making role) has a conflict of interest or a perceived conflict of interest with 5CHC, he or she shall notify the chief executive of such conflict in writing.
When any conflict of interest is relevant to a matter that comes under consideration or requires action by the board, or a board committee, the interested person shall call it to the attention of the board chair and shall not be present during board or committee discussion or decision on the matter.
However, that person shall provide the board or applicable committee with any and all relevant information on the particular matter.
The minutes of the meeting of the board or its committee shall reflect that the conflict of interest was disclosed, that the interested person was not present during discussion or decision on the matter, and did not vote.
Dissemination
A copy of this conflict-of-interest policy shall be furnished to each director, officer, volunteer (in a decision making role) and staff member who is presently serving this organization or who may become associated with it.
Certification
The policy and its application shall be reviewed annually for the information and guidance of directors, officers, volunteers (in a decision making role) and staff members, each of whom has a continuing responsibility to scrutinize their transactions and outside business interests and relationships for potential conflicts of interest, and make such disclosures as described in this policy.
As administered by the chief executive, each director or volunteer (in a decision making role) will be asked to complete a certification of agreement with the policy and disclosure of any known conflicts of interest upon his or her election or reelection to the board and annually thereafter. As administered by the employee in charge of human resources, each senior staff member will be asked to complete such a certification upon his or her employment and on an annual basis thereafter. All certifications shall be reviewed by the board as appropriate.
5CHC Confidentiality Disclosure Form, 3.26.2012 Page 1 of 1 CONFLICT CERTIFICATION FOR 5CHC
Board and Senior Staff
Please initial in the space at the end of Item A or complete Item B, whichever is appropriate; complete the balance of the form; sign and date the statement; and return it to the board chair.
A. I am not aware of any relationship or interest or situation involving my family or myself that might result in, or give the appearance of being, a conflict of interest between such family member or me on one hand and 5CHC on the other. Initials: _______
B. The following are relationships, interests, or situations involving me or a member of my family that I consider might result in or appear to be an actual, apparent, or potential conflict of interest between such family members or myself on one hand and 5CHC on the other. Initials: _______ Corporate (either nonprofit or for-profit) directorships, positions, and employment:
________________________________________________________________ Memberships in the following organizations:
________________________________________________________________ Contracts, business activities, and investments with or in the following organizations:
________________________________________________________________ Other relationships and activities:
________________________________________________________________ My primary business or occupation at this time:
I have read and understand 5CHC’s Conflict-of-Interest Policy and agree to be bound by it. I will promptly inform the board chair of 5CHC of any material change that develops in the information contained in the foregoing statement. ________________________ ________________________ __________ Type/Print Name Signature Date
5CHC DEI Policy.docx Page 1 of 3
5CITIES HOMELESS COALITION
DIVERSITY AND INCLUSION
At 5CHC, Diversity and Inclusion are more than just words, they are values and principles that shape our organizational culture and guide how we interact with one another, our partners, clients, donors, volunteers and community. These values are not high-minded theory that we save only for discussions at staff meetings and retreats. We believe that these values are the foundation for our philosophy, culture, and practices and are present in every 5Cities Homeless Coalition employee, volunteer, and Board member. Those who we serve are resilient, diverse, and multi-cultural, and we are committed to reflecting this in our Staff, Board and workplace. We are striving to create an environment where everyone feels empowered to be their full, authentic self; where all voices are welcomed, heard and valued; where our similarities are embraced,our differences respected, and both are celebrated for the value they bestow.
R-I-T-E VALUES
Our values shape our organizational culture and guide how we interact with one another, our partners, clients, donors, volunteers and community. These values are not high-minded theory that we save only for discussions at staff meetings and retreats. We believe that these values are the foundation for our philosophy, culture, and practices and are present in every 5Cities Homeless Coalition employee, volunteer, and Board member.
RESPECT
We see the whole person, and do not simply focus on the barrier or issue they may face. We recognize the contributions and value of each individual. • CARING
We desire to make a difference in the lives of others by acting with compassion, empathy and truth. We begin by listening, with a focus on putting ourselves in the shoes of others. • ELEVATE
We seek to lift up our customers and teammates through positivity, confidence, and graciousness.
• DIVERSITY
We recognize the contributions and value of each individual. We are committed to a positive environment in which everyone may experience a sense of belonging and worth.
• INCLUSIVE
We embrace each individual’s unique talents and honor our diversity in life and work. We share our stories of heritage, strengths and vulnerabilities so that we may grow together. • SAFETY
We maintain a safe environment for our employees, volunteers, clients and community.
5CHC DEI Policy.docx Page 2 of 3
INTEGRITY
We act with transparency, integrity, and honesty.
• HONESTY
We conduct our business with honesty and transparency. We are trustworthy and authentic. • ACCOUNTABILITY
We hold ourselves accountable for our choices, actions, and results. When things don’t go as planned, we proactively use the experience as an opportunity to share and learn. • COMPLIANCE
We do what we say we will do. We honor the commitments we make, whether to clients, donors, agency partners or to one another.
• CONFIDENTIALITY
We strictly protect all confidential information we may have about our clients, donors, employees or the organization.
• STEWARDSHIP
We recognize that we have a responsibility to the community to maintain the public trust through fiscal accountability and transparency.
TEAMWORK
We are a team on a mission, and will achieve our goals by working together. • COOPERATION
We overcome obstacles, find solutions and deliver exceptional results through cooperation and teamwork. We openly offer our ideas and suggestions while objectively considering ideas from others.
• SERVICE
We put mission and team before self.
• RELATIONSHIPS
We seek to connect with clients, partners, donors, and each other to drive success.
By building relationships, we deliver better results together. • COMMUNICATION
We build trust through constructive, candid communication that serves the common good. • COMMITMENT
We are committed to putting forth our personal and professional best toward our shared mission.
EXCELLENCE
We constantly push ourselves to be our best.
• IMPACT
We focus on solutions, and aspire to make an impact every day through our talents, passion and hard work.
• PERSISTENCE
We recognize that the stakes are high for those we serve, and we endeavor to knock down barriers to their success.
5CHC DEI Policy.docx Page 3 of 3
• MISSION-FOCUSED
We live by our mission and act with great urgency to achieve life-changing results. • INNOVATION
We operate with an intense focus to continually improve and strive to become the benchmark through innovation and initiative.
• LEARNING
We strive to foster personal development and professional growth through continuous learning opportunities for our employees, clients, volunteers and community.
Employee Handbook – 5Cities Homeless Coalition REV 08‐26‐2019 _______________________________________________________________________________________________ 26 related injuries and illnesses.
Substance Abuse
The use of illegal drugs, and the abuse of legal drugs, is a matter of grave concern to the Organization.
Consumption of alcohol or drugs prior to or while working is strictly prohibited. A limited exception for the consumption of alcohol is permitted if an employee is attending an Organization‐sanctioned event and is expressly authorized by the Executive Director to consume alcohol during the event. Except as expressly provided, the use or possession of any intoxicants or controlled substances during work hours or on Organization property is strictly prohibited. If you are taking any medication which may adversely affect your ability to perform your job in a safe or productive manner, you must report that situation to the Executive Director.
Drug‐Free Workplace Policy and Awareness Program
5CHC strives to maintain an employment environment free of illegal drugs. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited on company‐owned or controlled property. This policy applies equally to supervisors, managers, employees and new hires still in the probationary period of employment.
The Executive Director shall be responsible for establishing a drug‐free awareness program to inform employees about the dangers of drug abuse in the workplace, the 5CHC policy of maintaining a drug‐ free workplace, the availability of drug counseling and rehabilitation programs, and the penalties for violating this policy.
Compliance with this policy is a condition of employment. Any employee who violates this policy is subject to disciplinary action that may include, but is not limited to, warnings, reprimands, suspension, expulsion, demotion, or dismissal. Within 30 days of receiving notice that an employee has violated this drug‐free workplace policy, the Executive Director will take appropriate disciplinary action against the employee.
5CHC will implement this policy in a manner that complies with relevant federal, state and local law.
Security of Organization Premises and Property
All doors leading to public areas should be kept closed at all times. All employees with keys to the Organization premises must use those keys responsibly, and must report any loss of theft of keys immediately to the Executive Director. All keys must be returned to the Organization upon the termination of employment.
Theft of any property belonging to the Organization, its employees, or its customers will not be tolerated. Any theft by an employee, regardless of the value, may subject the employee to immediate discharge and criminal prosecution.
Driving for Organization Business
Organization employees who may be required to drive their personal vehicle on Organization business must possess a valid California state driver's license and proof of liability insurance. Any accident, no
5CHC Housing First Policy.docx Oct. 2021
5Cities Homeless Coalition
Housing First Policy
For 5Cities Homeless Coalition “Housing First” means that we seek to provide housing as a means to recovery, rather than a reward. Our overarching goal is to connect homeless people to permanent housing as quickly as possible. Meeting the client “where they’re at,” our work is focused on the development of a case plan that is oriented toward their success in obtaining or maintaining housing, which is predicated by consumer choice and self-determination. Our services support the client in identifying the barriers to stable housing that they are experiencing, and assisting them with services to address these fundamental challenges. Each level of service adheres to Housing First practices, which are embedded in policies, procedures, and staff training.
Through this Housing First lens, we engage clients in a progressive process that takes our clients through engagement, assessment, diversion, and addressing immediate needs (such as food and sheltering) as we work with the client with housing stabilization planning, including financial management.
5Cities Homeless Coalition offers services as needed and requested on a voluntary basis and does not make housing contingent on participation in services. Within the Housing First framework, our approach with clients is based on the following principles:
• Trauma Informed;
• Housing Focused;
• Recovery Oriented;
• Person Centered; and
• Strengths Based.
5CITIES HOMELESS COALITION
POLICY AND PROCEDURES FOR COMMUNICATION WITH
PERSONS WITH LIMITED ENGLISH PROFICIENCY
POLICY:
5Cities Homeless Coalition (5CHC) will take reasonable steps to ensure that persons with Limited English Proficiency (LEP) have meaningful access and an equal opportunity to participate in our services, activities, programs and other benefits. The policy of 5Cities Homeless Coalition is to ensure meaningful communication with LEP clients and their authorized representatives involving their participation in 5CHC programs. The policy also provides for communication of information contained in vital documents, including but not limited to, waivers of rights, consent release information, etc. All interpreters, translators and other aids needed to comply with this policy shall be provided without cost to the person being served, and clients and their families will be informed of the availability of such assistance free of charge.
Language assistance will be provided through use of competent bilingual staff, staff interpreters, contracts or formal arrangements with local organizations providing interpretation or translation services, or technology and telephonic interpretation services. All staff will be provided notice of this policy and procedure, and staff that may have direct contact with LEP individuals will be trained in effective communication techniques, including the effective use of an interpreter.
5Cities Homeless Coalition will conduct a regular review of the language access needs of our clients, as well as update and monitor the implementation of this policy and these procedures, as necessary.
PROCEDURES:
1. IDENTIFYING LEP PERSONS AND THEIR LANGUAGE
5Cities Homeless Coalition will promptly identify the language and communication needs of the LEP person. If necessary, staff will use a language identification card (or “I speak cards,” available online at www.lep.gov) or posters to determine the language. In addition, when records are kept of past interactions with clients or family members, the language used to communicate with the LEP person will be included as part of the record.
2. OBTAINING A QUALIFIED INTEPRETER
5CHC Associate Director and Program Managers are responsible for:
(a) Maintaining an accurate and current list showing the name, language, phone number and hours of availability of bilingual staff;
(b) Contacting the appropriate bilingual staff member to interpret, in the event that an interpreter is needed, if an employee who speaks the needed language is available and is qualified to interpret;
(c) Obtaining an outside interpreter if a bilingual staff or staff interpreter is not available or does not speak the needed language.
MIXTECO:
Herencia Indigena provides qualified interpreter services in Mixteco; Irebid Gilbert MPP, BA - Executive Director: [email protected] Judity Sanchez, Program Manager: [email protected] www.Herenciaindigena.com
P: (805) 619-5383
ASL:
Independent Living Resources provides American Sign Language Interpreters Operations Coordinator: [email protected], 805-963-0595 ext 106.
ASL After Hours/Emergency Numbers
Some LEP persons may prefer or request to use a family member or friend as an interpreter.
However, family members or friends of the LEP person will not be used as interpreters unless specifically requested by that individual and after the LEP person has understood that an offer of an interpreter at no charge to the person has been made by the facility. Such an offer and the response will be documented in the person’s file. If the LEP person chooses to use a family member or friend as an interpreter, issues of competency of interpretation, confidentiality, privacy, and conflict of interest will be considered. If the family member or friend is not competent or appropriate for any of these reasons, competent interpreter services will be provided to the LEP person.
Children and other clients will not be used to interpret, in order to ensure confidentiality of information and accurate communication.
3. PROVIDING WRITTEN TRANSLATIONS
(a) When translation of vital documents is needed, 5CHC will submit documents for translation into frequently-encountered languages to 5CHC HMIS Program Support Specialist. Original documents being submitted for translation will be in final, approved form with updated and accurate legal and medical information. (b) 5CHC will provide translation of other written materials, if needed, as well as written notice of the availability of translation, for LEP individuals.
4. PROVIDING NOTICE TO LEP PERSONS
5CHC will inform LEP persons of the availability of language assistance, free of charge, by providing written notice in languages LEP persons will understand. At a minimum, notices and signs will be posted and provided in intake areas and other points of entry, including but not limited to the lobby, client meeting rooms, etc. Notification will also be provided through one or more of the following: outreach documents, website, signage.
5. MONITORING LANGUAGE NEEDS AND IMPLEMENTATION
On an ongoing basis 5CHC will assess changes in demographics, types of services or other needs that may require reevaluation of this policy and its procedures. In addition, 5CHC will regularly assess the efficacy of these procedures, including but not limited to mechanisms for securing interpreter services, equipment used for the delivery of language assistance, complaints filed by LEP persons, feedback from patients and community organizations, etc. 5CHC Limited English Proficiency (LEP) Policy Statement 5Cities Homeless Coalition is committed to ensuring that all clients have meaningful and equal access to services. Clear communication and mutual understanding are essential components of consistently effective, high-quality services to clients, regardless of Limited English Proficiency.
To ensure that all clients are able to effectively utilize our services, we will assign Limited English Proficiency clients and/or their immediate family members to staff proficient in the client’s/family’s primary language or will arrange appropriate translation or interpretative services, free of charge.
To ensure a positive, welcoming physical environment, we utilize universal symbols to designate respective male and female restrooms, exits, handicap areas, and to indicate that our facility is smoke-free.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 0 of 40 5Cities Homeless Coalition
Rapid Re-Housing
& Homeless Prevention
Program Serving
San Luis Obispo County
5CHC
DRAFT 9.6.2021
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 1 of 40 Table of Contents
Introduction
Guiding Principles
Program Overview
Allocations for Program Activities
Eligibility Policies
Eligibility Determination
Referral Process
Consultation/Intake Process
Income Verification
Housing Status
Eligibility Rapid-Rehousing Assistance
Coordination with other Agencies
Agency Specific Coordination
Preferences
Eligible Activities and Limits
Rent Assistance
Last Month’s Rent
Rent Arrears
Application Fees
Security Deposits
Utility Deposits & Arrears
Utility Payments
Moving Costs
Coordination: Housing Relocation and Stabilization Services Fair Market Rent and Rent Reasonableness
Lead –based paint Requirements
Emergency Solutions Grants CARES Act (ESG-CV)
Grievance Policy
Termination, Complaints and Appeals
Data Collection – HMIS and ClientTrack
Confidentiality
Recordkeeping
Nondiscrimination and Equal Opportunity Requirements
Forms & Exhibits
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 2 of 40
1. Introduction
The Emergency Solutions Grant Program (ESG) is administered by 5Cities Homeless Coalition (5CHC) with referrals and support from a coalition of non-profit agencies serving the homeless and at-risk population in San Luis Obispo County. Clients from throughout the county are referred to this program.
The ESG Program has been developed within the parameters set forth by HUD and input from the County’s Continuum of Care. The ESG Program set forth was designed to maximize to the extent possible partner agency and community resources within the funding constraints. This program is targeted to serve individuals and families who “without” this assistance will remain homeless.
2. 5CHC’s Guiding Principles
I. Housing First
For 5Cities Homeless Coalition “Housing First” means that we seek to provide housing as a means to recovery, rather than a reward. Our overarching goal is to connect homeless people to permanent housing as quickly as possible. Meeting the client “where they’re at,” our work is focused on the development of a case plan that is oriented toward their success in obtaining or maintaining housing, which is predicated by consumer choice and self-determination. Our services support the client in identifying the barriers to stable housing that they are experiencing, and assisting them with services to address these fundamental challenges. Each level of service adheres to Housing First practices, which are embedded in policies, procedures, and staff training.
Through this Housing First lens, we engage clients in a progressive case management model that takes our clients through engagement, assessment, diversion, and addressing immediate needs (such as food and sheltering) as we work with the client with housing stabilization planning, including financial management.
5Cities Homeless Coalition offers services as needed and requested on a voluntary basis and does not make housing contingent on participation in services. Within the Housing First framework, our approach with clients is based on the following principles: Trauma Informed; Housing Focused; Recovery Oriented; Person Centered; and Strengths Based.
II. Personal and Professional Integrity
All staff, board members, and volunteers of 5CHC and its partners act with honesty, integrity, and openness in all their dealings as representatives of the organization. The organization promotes a working environment that values respect, integrity, teamwork, and excellence through its RITE Values.
III. Mission
5Cities Homeless Coalition strengthens our community by mobilizing resources, fostering hope, and advocating for those who are homeless and facing homelessness. 5CHC has clearly stated this mission and purpose, approved by the board, in pursuit of the public good. All of its programs support this mission and all who work for or on behalf of the organization understand and are loyal to that mission and purpose.
IV. Governance
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 3 of 40 5CHC has an active governing body, the board, which is responsible for setting the mission and strategic direction of the organization and oversight of the finances, operations, and policies of 5CHC.
IV. Responsible Stewardship
5CHC manages its funds responsibly and prudently. This should include the following considerations:
● Spends an adequate amount on administrative expenses to ensure effective accounting systems, internal controls, competent staff, and other expenditures critical to professional management; ● Compensates staff, and any others who may receive compensation, reasonably and appropriately; ● Knows that solicitation of funds has reasonable fundraising costs, recognizing the variety of factors that affect fundraising costs;
● Does not accumulate operating funds excessively;
● Draws prudently from funds consistent with donor intent and to support the public purpose of 5CHC;
● Ensures that all spending practices and policies are fair, reasonable, and ● Ensures that all financial reports are factually accurate and complete in all material respects.
VI. Openness and Disclosure
5CHC provides comprehensive and timely information to the public, the media, and all stakeholders and is responsive in a timely manner to reasonable requests for information. All information about 5CHC will fully and honestly reflect the policies and practices of the organization. Basic informational data about 5CHC, such as the Form 990, will be posted online or otherwise made available to the public. All solicitation materials accurately represent 5CHC’s policies and practices and will reflect the dignity of program beneficiaries. All financial, organizational, and program reports will be complete and accurate in all material respects.
VII. Legal Compliance
5CHC is knowledgeable of, and complies with, laws and regulations. 5CHC will maintain copies of all marketing, outreach, and other materials used to inform eligible persons of the program to document compliance with the requirements. 5CHC complies with CFR 578.93 requirements related to Fair Housing and Equal Opportunity.
VIII. Program Evaluation
5CHC regularly reviews program effectiveness and has mechanisms to incorporate lessons learned into future programs. The organization is committed to improving program and organizational effectiveness and develops mechanisms to promote learning from its activities and the field. 5CHC is responsive to changes in its field of activity and is responsive to the needs of its constituencies.
IX. Inclusiveness and Diversity
5CHC has a policy of promoting inclusiveness and its staff, board, and volunteers reflect diversity in order to enrich its programmatic effectiveness. 5CHC takes meaningful steps to promote inclusiveness in its hiring, retention, promotion, board recruitment, and constituencies served. All programs and services provided by 5CHC do not discriminate on the basis of sexual orientation or gender identity.
Commented [1]: confirm CFR 578.93
Commented [JN2R1]:
Commented [3]: Mention here about random spot checks
with county - sending supporting documentation with billing??
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 4 of 40
3. Program Overview
5CHC’s ESG Program aligns with 25 CCR § 8409 Core Practices and is targeted to individuals and families who “without” this program will become or will remain homeless. This program targets area residents with the most urgent and severe needs including Families with Children; Chronically Homeless; Veterans; Unaccompanied Youth; Victims of Domestic Violence.
Following local coordinated entry protocols, we seek to identify and serve people who:
• Are unsheltered and living in places not designed for human habitation; • Have experienced the longest amount of time homeless; • Have multiple and severe service needs that inhibit their ability to secure housing on their own; and • Through homelessness prevention activities, are at greatest risk of becoming literally homeless without an intervention and are at greatest risk of experiencing a longer time in shelter or on the street should they become homeless.
With these activities we will work to ensure services are low-barrier and accessible; help participants identify and resolve barriers to housing; assist them to resolve their housing crisis before focusing on other non-housing related services; allow participants to choose the services and housing that meets their needs; connect participants to appropriate services and offer financial assistance initially at a minimum level and adding as needed through progressive engagement.
The program will provide temporary financial assistance and housing relocation and stabilization services to individuals and families who are homeless, or would be homeless but for this assistance.
Services and assistance will be targeted and prioritized through the Coordinated Entry Process to those most in need of this temporary assistance, and are most likely to achieve stable housing, whether subsidized or unsubsidized, outside of ESG funding when the program concludes.
This ESG program assistance is not intended to provide long-term support for program participants, and it is not intended to provide all supportive service needs of households that affect housing stability. The program instead is part of a plan made in partnership with the family and other community resources, relies on community resources, agency partners, and mainstream benefits to help households regain stability.
Program information, including eligibility and procedures will be posted at 5chc.org/programs
4. Allocation of Funds for Program Activities
Eligible activities that may be funded under each program component are set forth in 24 CFR Parts § 576.101 through § 576.107. See current grant year program agreements and budgets for specific program activities and allocation of resources.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 5 of 40
5. Eligibility Policies
Participant Eligibility
As stated above, the primary purpose of ESG-funded rapid rehousing and prevention is to reduce entries into homelessness and/or shorten stays in homelessness to the greatest extent feasible.
To be eligible to receive ESG prevention or rapid rehousing assistance, participant households in must meet both national and local requirements, and this eligibility must be documented with Notice of Action (eligibility determination form) and Program Participation Agreement and supporting documentation kept in a client file. These requirements include:
• Participants must be homeless or at imminent risk of homelessness, per the applicable HUD definitions in the ESG regulation (§576.2) supported by documentation; • Participants must be one of the locally targeted populations for the program, as specified on the Notice of Action eligibility determination form;
• Participants must be willing to participate in the program and to meet the terms of a selfdeveloped Housing Stability Plan; • Participants may not have already received 24 months of ESG assistance during the past 36 months (§576.105(c));
In addition:
• Participants receiving homeless prevention assistance must have incomes at or below 30% of the Area Median Income (§576.103).
Eligibility for Rapid-Rehousing
Rapid Re-housing is available for persons who are homeless according to HUD’s definition of literally homeless. (See Attached Homeless Definition)
There is no income eligibility for Rapid Re-housing assistance; both financial and housing relocation and stabilization services.
Homelessness Verification: 5CHC documents homeless status through a certification by the individual or head of household as the primary method of establishing homeless eligibility. 5CHC follows the ESG guidance in assessing and verification of homelessness status. 5CHC does not provide a nightly assessment of status but only upon point of entry in the program. 5CHC uses the following prioritized list to verify homelessness status, in this descending order:
1. Third-party documentation, including written and source documentation, and HMIS records.
2. Intake worker observations.
3. Certification from persons seeking assistance. When possible all three verifications are used.
Rapid Re-Housing Income Requirements. Participants receiving ESG “Rapid Re-Housing" assistance, an income assessment is not required at initial evaluation. At re-evaluation -- which must take place not less than once annually for rapid re-housing -- the participant's household must have an annual income that does not exceed 30% of AMI
Eligibility for Homeless Prevention Assistance
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 6 of 40 Imminent Risk of Homelessness: An individual or family who will imminently lose their primary nighttime residence, provided that:
Prevention assistance will be directed to persons who are not literally homeless but are at imminent risk of homelessness per the HUD Homeless definition (Category 2). Prevention assistance may include support to a household to retain its current housing or to move to other housing without having to become literally homeless. (See HUD Definition Attachment) Note: Includes individuals and families who are within 14 days of losing their housing, including housing they own, rent, are sharing with others, or are living in without paying rent. Individuals and families residing in hotels and motels may be eligible under either Homeless Category 1 or 2 depending upon how the costs of the hotel or motel are being paid.
If less than 51% of the costs are paid for by a charitable organization or federal, state, or local government program for lowincome individuals, the household may be eligible under Category 2 if they lack the resources and support networks to continue residing in the hotel or motel.
6. Eligibility Determination
5CHC must determine whether potential participants are eligible for assistance, and document this eligibility, including verifying income and housing status. 5CHC’s Housing Assistance Packet contains key questions and documentation requirements to determine eligibility.
Referral Process & Coordination with Other Agencies
A participant can enter the ESG program by referral from another agency, or self-referral.
Intake and eligibility assessments are made by the ESG Coordinated Entry Specialist and Case Manager.
This program should not supplant existing case managers working with the participant. Instead, this program should complement and add capacity to ensure eligible participants find permanent housing.
Case managers from partner agencies who refer clients from within their region are expected to provide co-case management support by providing regional expertise for housing search, relocation and stabilization services in support of the participant’s stability.
Agency Specific Coordination
Services for this ESG Program coordinate with specific agencies and collaboratives, including those listed below:
• Local and Regional Homeless Shelters and Day Centers – The ESG Program coordinates with local Homeless Shelters to ensure access to services. Coordination includes participation in regional agency collaborations and policy-making groups including HSOC. • Community Health Centers of the Central Coast (CHC) – CHC, the regional clinic in San Luis Obispo serving low-income populations has a homeless grant which funds health specific services for homeless. The ESG Program will coordinate services to ensure eligible homeless clients receive access to services and streamlined referrals.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 7 of 40 • Workforce Investment Act (WIA) – The ESG Program works closely with WIA programs throughout San Luis County to ensure that Homeless clients have access to its resources. • Family Resource Centers – Resource Centers are accessed throughout the county to ensure Families have access to school-based services, resources, and family advocates who work closely with homeless service providers.
• Head Start Programs – The ESG Program works with Head Start Program Family Advocates to ensure access to resources for eligible clients.
• TBRA Assistance Programs – The ESG Program currently accesses through direct referrals the TBRA programs with the Paso Robles Housing Authority. 5CHC will ensure membership in the San Luis Obispo Supportive Housing Consortium to access additional TBRA assistance for homeless clients.
• Veterans Programs – HUD/ VASH and SSVF Case workers work closely with the ESG Housing Case Manager. Veterans identified by the ESG Caseworkers with be linked to the SSVF and/or HUD/VASH programs in San Luis County. SSVF and HUD/VASH Caseworkers attend local continuum of care agency provider meetings to disseminate information. • Mental Health Services -5CHC and ESG Case manager attends regular agency meetings and stakeholder policy-making meetings to ensure strong coordination of services between SLO County Behavioral Health Department services.
Coordinated Entry System Operation
1. Coverage: The Coordinated Entry System (CES) covers the entire geographic area claimed by the CA-614 CoC in San Luis Obispo County. 5CHC works in collaboration with Community Action Partnership of San Luis Obispo County (CAPSLO) and El Camino Homeless Organization (ECHO). The three organizations together cover the geographic area of the CoC in the north, central, and south county. All agencies participate in the CES and utilize the CAPSLO-created CoC approved coordinated intake and assessment tools.
2. Accessibility: Effective June 1, 2017 coordinated assessment and intake has been made available at the three main access points by the CES providers in the county and the roll-out of CES to non- COC or ESG-funded projects will continue. Clients may receive assessment through any of the three CES entry points. The CES is advertised within the CES operating shelters, partnering community agencies and social media. In addition to receiving assessment at the physical locations, the client may elect to call CAPSLO or ECHO to receive assistance and coordinated assessments.
3. Assessment Tools: Case managers at CES entry points apply the developed Coordinated Assessment tools to clients seeking services. In order to address the large volume of clients requesting assistance, the CES has adopted a two-part standardized screening and assessment process:
a. Pre-screening: Prevention and Diversion Trained case managers meet with clients that present at CES entry points and conduct an initial screening using the standardized Prevention and Diversion tool adopted by the three agencies. This tool is used to determine whether clients will need a greater intensity of services and/or housing, or whether the provision of available services will be the only action necessary to assist the client with self-resolution. b. VI-SPDAT If, after the initial Prevention and Diversion tool has been applied, the client is deemed to require more intensive services and/or housing, the case manager will then utilize the standardized
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 8 of 40 VI-SPDAT tool to determine the vulnerability of the client and their household. Upon completion of the assessment tool, the case manager will enter the information into the CES database software (HMIS). The VI-SPDAT score of the clients, along with regular case management conferences, will assist in the determination of the ranking of clients in the order in which they receive housing. Initial Evaluation/Intake Process
Intake and eligibility assessment consists of completing 1) a coordinated entry assessment established by the Continuum of Care; 2) an income assessment; 3) housing status assessment; 4) preference assessment; and 5) resource and barrier assessment.
Income Verification
There is no income threshold for receiving Rapid Re-housing Assistance. Eligibility is assessed based on the parameters set forth in this document.
All households applying for ESG Homeless Prevention assistance must have a current gross income below 30% Area Median Income (AMI). 50% AMI for ESG-CV. For current AMI, https://www.huduser.gov/portal/datasets/il/il2021/2021summary.odn A household’s income is any money that goes to, or on behalf of, the head of household or spouse (even if temporarily absent) or to any other household member. When calculating income for eligibility, annual income includes the current gross income of all adult household members and unearned income attributable of a minor (e.g., child support, TANF payments, SSI payment, and other benefits paid on behalf of a minor).
Income Definitions
Gross income is the amount of income earned before any deductions (such as taxes and health premiums) are made.
Current Gross Income is the income that the household is currently receiving at the time of application for assistance. Income recently terminated should not be included.
Income Inclusions
The following types of income are counted when calculating current gross income for ESG eligibility:
✔ Earned Income ✔ Self-Employment/Business Income
✔ Interest & Dividend Income ✔ Pension/Retirement Income ✔ Unemployment & Disability Income ✔ TANF/Public Assistance ✔ Alimony, Child Support & Foster Care
Income
✔ Armed Forces Income
Income Exclusions
The following are NOT counted when calculating current gross income for ESG eligibility:
✔ Income of Children ✔ Inheritance and Insurance Income ✔ Medical Expense Reimbursements ✔ Income of Live-in Aides ✔ Disabled Persons ✔ Student Financial Aid
✔ Armed Forces Hostile Fire Pay ✔ Self-Sufficiency Program Income
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 9 of 40 ✔ Other Income (i.e. temporary, nonrecurring or sporadic income). ✔ Reparations
✔ Income from full-time students ✔ Adoption Assistance Payments ✔ Deferred and Lump Sum Social Security
& SSI payments
✔ Income Tax and Property Tax
refunds
✔ Home Care Assistance ✔ Other Federal Exclusions
Annualizing Wages and Periodic Payments
When calculating income based on hourly, weekly or monthly payment information, the gross amount earned will be added to each payment period that is documented, and divided by the number of payment periods. This provides an average wage per payment period. Depending on pay periods used by the employer or the schedule of periodic payments, the following calculations convert the average wage into annual income:
• Hourly Wage multiplied by hours worked per week multiplied by 52 weeks. • Weekly Wage multiplied by 52 weeks.
• Bi-weekly (every other week) Wage multiplied by 26 bi-weekly periods. • Semi-Monthly Wage (twice a month) multiplied by 24 semi-monthly periods. • Monthly Wage multiplied by 12 months.
If a household’s periodic benefits and/or period of employment are capped, benefits/pay will not be annualized beyond the maximum level of benefit/pay that can be received. For example, a client receives $100 of unemployment per week, but unemployment is capped at $4,000 per year, the client’s annualized unemployment benefits should be calculated at $4,000, and not $100 x 52 = $5,200.
Another example, the household is employed for a quarter and will receive $500/week. The client’s annualized pay should be calculated at $6,000 and not $500*52 = $26,000. With regard to seasonal or cyclical fluctuations in income, for the purposes of determining household income, only current gross income will be annualized per the directions specified above. However, to the extent that there is certainty about expected income, future income will be taken into account when determining whether a household has other financial resources.
Treatment of Assets
Assets are cash or material items that can be converted to cash quickly. They include both real and/or personal property and investments that a household may possess, including assets that are owned by more than one person, but allow unrestricted access to the applicant. Assets may include:
• Amounts in checking and saving bank accounts.
• Stocks, bonds, savings certificates, money market funds, and other investment accounts. • The cash value of trusts that may be withdrawn by the household. • IRA, Keogh and similar retirement savings accounts, even when early withdrawal will result in a penalty.
• Lump sum receipts of cash received and accessible by household, such as inheritances, capital gains, lottery winnings, tax refunds (with the exception of federal tax refunds received within the previous 12 months), insurance settlements, and other claims.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 10 of 40 $7,500 is the maximum amount a client can have in liquid assets (this includes checking/savings, stocks/bonds, cash inheritance, insurance settlements, lottery winnings) when determining eligibility.
Retirement accounts that have not yet been converted to income (i.e. A 40-year old potential client has $50,000 saved in a retirement plan such as an IRA, but the client does not plan to start accessing the funds until age 59) will not be included as a liquid assets.
If Federal tax refunds received within the previous 12 months make up part of a household’s cash assets, that part of the household’s cash assets will not be counted among the household’s financial resources when determining the household’s eligibility or need for assistance under ESG.
Recertification:
Homeless Prevention - Documentation of income is required to be recertified every 3 months.
Rapid Rehousing - Documentation of income is required to be recertified annually.
For participants utilizing Shelter, Services, Rapid Rehousing, and Street Outreach documentation of income at intake is not required and there are no recertification requirements for Shelter, Services, and Street Outreach.
7. Notice of Action Eligibility Determination:
Effective September 2021, 5CHC will use the “Notice of Action” form to notify the participant of their approval of all eligible assistance or their denied status of the ESG program along with documentation demonstrating their ineligible activity. (See attached example of NOA)
8. Housing Stabilization Plan
The Housing Stabilization Plan plays a primary role in determining the amounts and types of assistance the participant will need to become housed in permanent housing or move toward stability.
5CHC will develop a plan with each program participant on how they will retain permanent housing after the ESG assistance ends (see 24 CFR 576.401(e)(1)(ii)). Program participants are required to meet with a case manager not less than once per month while they are receiving ESG-assistance to implement the plan and monitor progress towards housing stability (see § 576.401(e)(1)(i)) based on their housing stabilization plan developed in partnership with the case manager and participant.
A stabilization plan can be developed by any case worker currently working with the participant. The plan, however, must be accepted by the ESG Case Manager. A sample housing stabilization plan is attached.
The types of and amount of assistance below should be part of an interrelated strategy articulated within the Housing Stabilization Plan that creates housing and stabilization opportunities in partnership with the participant. Assistance limits defined below, therefore, should not be viewed as an entitlement for eligible participants. Instead, they should interrelate with other agency and community resources to best leverage the limited amount of assistance.
9. Eligible Activities & Limits
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 11 of 40 This program aligns with the recommendations of the National Alliance to End Homeless, which asserts that “small amounts of assistance can be extremely effective, and it is better to stretch resources by providing smaller amounts of assistance to more people.”1 Homeless Prevention
ESG funds may be used to provide housing relocation and stabilization services and short and/or medium-term rental assistance necessary to prevent an individual or family from moving into an emergency shelter or another place described in paragraph (1) of the “homeless” definition. This assistance, referred to as homelessness prevention, may be provided to individuals and families who meet the criteria under the “at risk of homelessness” definition, or who meet the criteria in paragraph (2), (3), or (4) of the “homeless” definition and have an annual income below 30 percent of median family income for the area under ESG, and 50% AMI under ESG-CV, as determined by HUD.
1. Homeless Prevention Housing Relocation And Stabilization Services:
a. Financial Assistance
i. Rental application fees: Application fee that is charged by the owner to all applicants. ii. Security deposits: Equal to no more than two months’ rent. iii. Last month’s rent: Paid at the time the owner is paid the security deposit and the first month's rent.
iv. Utility Deposits: Eligible utility services are gas, electric, water, and sewage. v. Utility Payments: Up to 24 months of utility payments per program participant, per service, including up to 6 months of utility payments in arrears, per service. Eligible utility services are gas, electric, water, and sewage.
vi. Moving costs: Moving costs, such as truck rental or hiring a moving company. May also include payment of temporary storage fees for up to 3 months accrued after the date the program participant begins receiving assistance.
b. Services
i. Housing search and placement. Services or activities necessary to assist program participants in locating, obtaining, and retaining suitable permanent housing
1. Assessment of housing barriers, needs, and preferences
2. Development of an action plan for locating housing
3. Housing search
4. Outreach to and negotiation with owners
5. Assistance with submitting rental applications and understanding leases
6. Assessment of housing for compliance with ESG requirements for habitability, lead-based paint, and rent reasonableness
7. Assistance with obtaining utilities and making moving arrangements
8. Tenant counseling
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 12 of 40 ii. Housing stability case management. Assessing, arranging, coordinating, and monitoring the delivery of individualized services to facilitate housing stability for a program participant who resides in permanent housing or to assist a program participant in overcoming immediate barriers to obtaining housing.
1. Using the centralized or coordinated assessment system to evaluate individuals and families applying for or receiving homelessness prevention or rapid rehousing assistance
2. Conducting the initial evaluation, including verifying and documenting eligibility, for individuals and families applying for homelessness prevention or rapid re-housing assistance
3. Counseling
4. Developing, securing, and coordinating services and obtaining Federal, State, and local benefits
5. Monitoring and evaluating program participant progress
6. Providing information and referrals to other providers
7. Developing an individualized housing and service plan, including planning a path to permanent housing stability
8. Conducting re-evaluations
iii. Mediation. Between the program participant and the owner or person(s) with whom the program participant is living, provided that the mediation is necessary to prevent the program participant from losing permanent housing in which the program participant currently resides. iv. Legal Services. Eligible costs regarding matters that interfere with the program participant’s ability to obtain and retain housing.
1. Hourly fees for legal advice and representation by attorneys licensed and in good standing with the bar association of the State in which the services are provided, and by person(s) under the supervision of the licensed attorney
2. Eligible subject matters include:
a. Landlord/ tenant matters
b. Child support
c. Guardianship
d. Paternity
e. Emancipation
f. Legal separation
g. Orders of protection and civil remedies for victims of domestic violence, dating violence, sexual assault, and stalking
h. Appeal of veterans and public benefit claim denials
3. Resolution of outstanding criminal warrants
4. Client intake
5. Preparation of cases for trial
6. Provision of legal advice
7. Representation at hearings
8. Counseling
9. Fees based on the actual service performed (i.e., fee for service) but only if the cost would be less than the cost of hourly fees
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10. Filing fees and other necessary court costs
11. Ineligible costs include:
a. Legal services for immigration and citizenship matters b. Issues relating to mortgages
c. Retainer fee arrangements
d. Contingency fee arrangements
v. Credit repair. ESG funds may pay for credit counseling and other services necessary to assist program participants with critical skills related to household budgeting, managing money, accessing a free personal credit report, and resolving personal credit problems. This assistance does not include the payment or modification of a debt.
2. Homeless Prevention Short-Term And Medium-Term Rental Assistance a. Short-Term Rental Assistance. Up to 3 months of rent. b. Medium-Term Rental Assistance. More than 3 months but not more than 24 months of rent. c. Rental Arrears. One-time payment for up to 6 months of rent in arrears, including any late fees on those arrears.
d. Any Combination Of The Three Types Of Rental Assistance Above. Up to 24 months of rental assistance during any 3-year period.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 13 of 40 Rapid Rehousing
5CHC will provide housing relocation and stabilization services and short and/or medium-term rental assistance as necessary to help a homeless individual or family move as quickly as possible into permanent housing and achieve stability in that housing. This assistance, referred to as rapid rehousing assistance, may be provided to program participants who meet the criteria under paragraph (1) of the “homeless” definition or who meet the criteria under paragraph (4) of the “homeless” definition and live in an emergency shelter or other place described in paragraph (1) of the “homeless” definition.
1. Rapid Re-Housing Housing Relocation And Stabilization Services a. Financial Assistance
i. Rental application fees: Application fee that is charged by the owner to all applicants. ii. Security deposits: Equal to no more than two months’ rent. iii. Last month’s rent: Paid at the time the owner is paid the security deposit and the first month's rent.
iv. Utility Deposits: Eligible utility services are gas, electric, water, and sewage. v. Utility Payments: Up to 24 months of utility payments per program participant, per service, including up to 6 months of utility payments in arrears, per service. Eligible utility services are gas, electric, water, and sewage.
vi. Moving costs: Moving costs, such as truck rental or hiring a moving company. May also include payment of temporary storage fees for up to 3 months accrued after the date the program participant begins receiving assistance.
b. Services
i. Housing search and placement. Services or activities necessary to assist program participants in locating, obtaining, and retaining suitable permanent housing:
1. Assessment of housing barriers, needs, and preferences
2. Development of an action plan for locating housing
3. Housing search
4. Outreach to and negotiation with owners
5. Assistance with submitting rental applications and understanding leases
6. Assessment of housing for compliance with ESG requirements for habitability, lead-based paint, and rent reasonableness
7. Assistance with obtaining utilities and making moving arrangements
8. Tenant counseling
ii. Housing stability case management. Assessing, arranging, coordinating, and monitoring the delivery of individualized services to facilitate housing stability for a program participant who
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 14 of 40 resides in permanent housing or to assist a program participant in overcoming immediate barriers to obtaining housing.
1. Using the centralized or coordinated assessment system to evaluate individuals and families applying for or receiving homelessness prevention or rapid rehousing assistance
2. Conducting the initial evaluation, including verifying and documenting eligibility, for individuals and families applying for homelessness prevention or rapid re-housing assistance
3. Counseling
4. Developing, securing, and coordinating services and obtaining Federal, State, and local benefits
5. Monitoring and evaluating program participant progress
6. Providing information and referrals to other providers
7. Developing an individualized housing and service plan, including planning a path to permanent housing stability
8. Conducting re-evaluations
iii. Mediation. Between the program participant and the owner or person(s) with whom the program participant is living, provided that the mediation is necessary to prevent the program participant from losing permanent housing in which the program participant currently resides. iv. Legal Services. Eligible costs regarding matters that interfere with the program participant’s ability to obtain and retain housing.
1. Hourly fees for legal advice and representation by attorneys licensed and in good standing with the bar association of the State in which the services are provided, and by person(s) under the supervision of the licensed attorney
2. Eligible subject matters include:
a. Landlord/ tenant matters
b. Child support
c. Guardianship
d. Paternity
e. Emancipation
f. Legal separation
g. Orders of protection and civil remedies for victims of domestic violence, dating violence, sexual assault, and stalking
h. Appeal of veterans and public benefit claim denials
3. Resolution of outstanding criminal warrants
4. Client intake
5. Preparation of cases for trial
6. Provision of legal advice
7. Representation at hearings
8. Counseling
9. Fees based on the actual service performed (i.e., fee for service) but only if the cost would be less than the cost of hourly fees
10. Filing fees and other necessary court costs
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 15 of 40
11. Ineligible costs include:
a. Legal services for immigration and citizenship matters b. Issues relating to mortgages
c. Retainer fee arrangements
d. Contingency fee arrangements
v. Credit repair. ESG funds may pay for credit counseling and other services necessary to assist program participants with critical skills related to household budgeting, managing money, accessing a free personal credit report, and resolving personal credit problems. This assistance does not include the payment or modification of a debt.
10. Lead –based paint Requirements
Lead-based paint remediation and disclosure requirements apply to all housing occupied by ESG Program participants.
For Rapid-rehousing or housing relocation, where program participants are entering into new permanent housing, the participant will be provided a “Disclosure of Information on Lead-Based Paint and/or LeadBased Paint Hazards” form, along with information regarding such hazards in the language in which they speak.
Housing owners and landlords must comply with all lead-based paint requirements and disclosures.
A Disclosure of Information on Lead-Based Paint and/or Lead-Based Paint Hazards form must be signed by the owner/landlord before execution of a new lease, and copies given to the participant and kept in the ESG program participant’s file.
11. Fair Market Rent and Rent Reasonableness
Whether a household is seeking to maintain its current housing or relocate to another unit to avoid homelessness (Homelessness Prevention), or exiting homelessness into new housing (Rapid ReHousing), the process for determining acceptable rent amounts is the same: The recipient or subrecipient first compares the gross rent (see box below) for the current or new unit with current Fair Market Rents (FMR) limits, which are updated annually.
FMRs for each fiscal year can be found by visiting HUD’s website at www.huduser.org/portal/datasets/fmr.html and clicking on the current “Individual Area Final FY20__ FMR Documentation” link. This site allows you to search for FMRs by selecting California and San Luis Obispo County from the provided list. The site also provides detailed information on how the FMR was calculated for each area.
If the unit’s gross rent is at or below FMR, the recipient/subrecipient next uses current data to determine Rent Reasonableness (see certification form). 5CHC determines rent reasonableness by considering the location, quality, size, type, and age of the unit, and any amenities, maintenance, and utilities to be provided by the owner. Comparable rents can be checked by using Craigslist or other Rental Services to check rents charged for units of comparable size and features (location, size, amenities, quality, etc.). A printout of three comparable units rents and evidence that these units
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 16 of 40 share similar features (location, size, amenities, quality, etc.) should be included in the file documentation along with a Rent Reasonableness Certification form. Another acceptable method of documentation is written verification signed by the property owner or management company, on letterhead, affirming that the rent for a unit assisted with ESG funds is comparable to current rents charged for similar unassisted units managed by the same owner.
If the gross rent is at or below both the FMR and the rent reasonableness standard for a unit of comparable size, type, location, amenities, etc., ESG funds may be used to pay the rent amount for the unit.
If the gross rent for the unit exceeds either the rent reasonableness standard or FMR, ESG recipients are prohibited from using ESG funds for any portion of the rent, even if the household is willing and/or able to pay the difference. However, because the FMR and rent reasonableness requirements apply only to rental assistance, ESG funds may be used:
1. to pay for financial assistance and services to help the eligible program participant stay in the unit, or
2. to pay for financial assistance and services to locate and move to a different unit that meets the rent reasonableness standard and is at or below FMR and pay rental assistance in that unit.
Rent reasonableness and FMR requirements do not apply when a program participant receives only financial assistance or services under Housing Stabilization and Relocation Services. This includes rental application fees, security deposits, an initial payment of “last month’s rent,” utility payments/deposits, and/or moving costs, housing search and placement, housing stability case management, landlord-tenant mediation, legal services, and credit repair. (Note: “Last month’s rent” may not exceed the rent charged for any other month; security deposits may not exceed 2 months’ rent.)
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12.Emergency Solutions Grants CARES Act (ESG-CV)
ESG-CV funds must be used to prevent, prepare for, and respond to coronavirus, among individuals and families who are homeless or receiving homeless assistance and to support additional homeless assistance and homeless prevention activities to mitigate the impacts created by coronavirus. Requirements at 24 CFR Part 576 will apply to the use of these funds, unless otherwise provided by the alternative requirements and flexibilities established under the CARES Act, Notice CPD-20-08 issued September 1st, 2020, or subsequent waivers, amendments or replacements to the Notice. (See https://www.hudexchange.info/programs/esg/esg-cv/#program-requirements )
13. Grievance Policy
These procedures were developed to provide guidelines for responding to client or provider grievances.
Definition:
A grievance for the purpose of this program is defined by the as: a client complaint or expression of dissatisfaction regarding service delivery, or any expression of dissatisfaction by an agency partners or service provider.
Procedures:
If a client or service provider expresses dissatisfaction verbally or in writing, a Program staff member will attempt to resolve the situation with the client or service provider.
If this is not possible, then the Program staff that receives the complaint shall notify the Program Supervisor or the person to whom that staff reports to. The supervisor who receives the complaint will document the complaint in the Grievance Log. The Grievance Log shall include the following information.
1. Client ID# (not name)
2. Nature of complaint and identification of those involved.
3. Date complaint was received and by whom.
4. Summary of follow-up activities
5. Date grievance was referred to Grievance Committee, if necessary.
6. Date of resolution.
The Supervisor will be responsible for collecting relevant information about the grievance, for taking action to resolve the grievance, and for documenting all progress.
The Supervisor will attempt to resolve the complaint between the parties involved. If no satisfactory results can be achieved, the Supervisor will present the situation to the 5Cities Homeless Coalition (5CHC) Executive Director and then on to the Board of Directors Program Committee for a decision.
Thirty days after expressing a grievance, clients or service providers will receive in writing all grievance facts and decisions.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 18 of 40 The Grievance Committee is a minimum of four individuals to include a program supervisor, a case manager who is not a part of the grievance, an agency partner who has expertise in relevant program management, and the 5CHC Executive Director.
All information, including the Grievance Log, will be available to appropriate contract monitors. This procedure will be provided to each client and attached to all appropriate case files.
14. Termination, Complaints and Appeals
ESG Program Assistance and activities may be terminated in cases where program participants violate program requirements, or when the participant no long meets minimum eligibility requirements for program assistance (i.e., income change).
Termination and grievance procedures will be verbally explained, with a copy of the termination and grievance policy signed by the participant at program entry (grievance policy form attached).
When a program participant’s assistance is terminated, the participant will be given written notice containing a clear statement of the reasons for termination.
A program participant will be given the opportunity to file a grievance and present written or oral objections before a person other than the person (or subordinate of that person) who made or approved the termination decision.
Prompt written notice of the final decision to the program participant will be made.
15. Data Collection - Homeless Management Information System (HMIS):
5CHC participates in the community-wide Homeless Management Information System (HMIS) and adheres to the San Luis Obispo County Continuum of Care’s Homeless Management Information System Policies and Procedures. ESG Program participants will be entered into the HMIS and ClientTrack databases. 5CHC collects and maintains common data fields as determined by the HMIS Administrator, considering all relevant regulations. This helps to ensure coordination between service providers through the Coordinated Entry System (CES) while avoiding duplication of services and participant data, and provides an opportunity to document homelessness. All staff using HMIS are required to complete basic HMIS training(s). Those running and maintaining reports must also complete other HMIS data quality training. 5CHC has made Data Quality an integral part of the program’s reporting policies and procedures.
San Luis Obispo County HMIS Policies, Procedures and Privacy Notice can be found at:
https://www.slocounty.ca.gov/Departments/Social-Services/Homeless-Services/ProviderResources/HMIS.aspx ESG HMIS Data Standards Manual can be found at:
https://files.hudexchange.info/resources/documents/ESG-Program-HMIS-Manual.pdf HMIS Data Standards can be found at: https://www.hudexchange.info/resource/3824/hmis-datadictionary/
16. Confidentiality and Privacy
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 19 of 40 Policies regarding client data are founded on the premise that a client owns his/her personal information. 5CHC adheres to the SLO County CoC’s HMIS Privacy Notice to protect client, agency, and the SLO County CoC’s interests. Collection, access and disclosure of client data through HMIS is only permitted by the procedures set forth by the SLO County CoC. Client Data will only be shared if the Client consents and has signed the Release of Information Authorization.
The privacy of records pertaining to any individual assessed or served by the ESG program will be protected at all times. All records including files, forms, and other documents that identify an individual and/or members of a household will be enclosed in a locked location when not in use by the case manager or ESG Program Staff. When files are in use by a program staff, they shall not be visibly accessible by any person other than ESG Program Staff or the participant of whom the information identifies.
17. File Checklist
The basis of all determinations (eligibility, assistance needed, assistance provided, etc.) will supported by the evidence documented in the case file. Documentation will enable a supervisor or other entity charged with monitoring the program to readily identify the factors and process that resulted in the determination that each participant meets HUD requirements. 5CHC will maintain a participant file that will include but is not limited to the following documents:
1. Initial Evaluation
2. Proof of eligibility - Documentation of Homelessness, must follow HUD’s prioritization of documentation of homelessness.
3. Program Intake Documents including: (See Attached Housing Intake Packet) a. HMIS Release of Information,
b. Notice of Privacy Practices,
c. Participant grievance,
d. Participant consent form,
e. Release of Information if applicable,
4. Case Plan that showed the program and program participant developed a plan to assist the program participant to retain permanent housing after the ESG assistance ends, taking into account all relevant considerations, such as:
a. The program participant’s current or expected income and expenses, b. Other public or private assistance for which the program participant will be eligible and likely to receive; and
c. The relative affordability of available housing in the area
5. Lease agreement between the Owner and program participant
6. Minimum Habitability Standards
7. Case notes that reflect the program participant met with a case manager at least once per month to assist the participant in ensuring long-term housing stability.
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8. Back-up documentation for the services and assistance provided to that program participant, including, as applicable, security deposit, rental assistance, and utility payments made on behalf of the program participant, and copies of documentation of payments made to owners for rental assistance provided, and supporting documentation for these payments, including dates of occupancy by program participants in the participant file.
9. Referrals made by the program-to-program participant to obtain other resources as needed.
10. Notice of Action – Notification to participant of eligible services
11. Income Recertification (If Applicable)
12. Rent Reasonableness/Fair Market Rent Certification (if Applicable)
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18. Recordkeeping
All program records will be maintained by 5Cities Homeless Coalition for a minimum of 5 years after the final expenditure under the ESG contract.
19. Nondiscrimination and Equal Opportunity Policies
5CHC does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, disability, or age in admission to, participation in, or receipt of the services and benefits under any of its programs and activities, whether carried out by the 5CHC directly or through a contractor or any other entity with which 5CHC arranges to carry out its programs and activities.
This statement is in accordance with the provisions of Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and Regulations of the U.S. Department of Health and Human Services issued pursuant to these statutes at Title 45 Code of Federal Regulations Parts 80, 84, and 91.
20. Definition of Homeless
The definition of homeless is as follows:
1. An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
a. An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; b. An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low-income individuals); or
c. An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution;
2. An individual or family who will imminently lose their primary nighttime residence provided that:
a. The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance;
b. No subsequent residence has been identified; and
c. The individual or family lacks the resources or support networks, e.g., family, friends, faith-based or other social networks, needed to obtain other permanent housing;
3. Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who:
a. Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e-2), section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)) or section 725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a);
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 22 of 40 b. Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance; c. Have experienced persistent instability as measured by two moves or more during the 60-day period immediately preceding the date of applying for homeless assistance; and Can be expected to continue in such status for an extended period of time because of chronic disabilities, chronic physical health or mental health conditions, substance addiction, histories of domestic violence or childhood abuse (including neglect), the presence of a child or youth with a disability, or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment; or
4. Any individual or family who:
a. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence;
b. has no other residence; and
c. Lacks the resources or support networks, e.g., family, friends, faith-based or other social networks, to obtain other permanent housing.
21. Definition of “At Risk of Homelessness
The definition of at risk of homelessness is as follows:
1. An individual or family who:
a. Has an annual income below 30 percent of median family income for the area, as determined by HUD;
b. Does not have sufficient resources or support networks, e.g., family, friends, faith-based or other social networks, immediately available to prevent them from moving to an emergency shelter or another place described in paragraph (1) of the ‘‘Homeless’’ definition in this section; and
c. Meets one of the following conditions:
2. Has moved because of economic reasons two or more times during the 60 days immediately preceding the application for homelessness prevention assistance;
3. Is living in the home of another because of economic hardship;
4. Has been notified in writing that their right to occupy their current housing or living situation will be terminated within 21 days after the date of application for assistance,
5. Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable organizations or by federal, State, or local government programs for low-income individuals;
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 23 of 40
6. Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two persons or lives in a larger housing unit in which there reside more than 1.5 people per room, as defined by the U.S. Census Bureau;
7. is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental health facility, foster care or other youth facility, or correction program or institution); or
8. Otherwise lives in housing that has characteristics associated with instability and an increased risk of homelessness, as identified in the recipient’s approved consolidated plan;
9. A child or youth who does not qualify as ‘‘homeless’’ under this section, but qualifies as ‘‘homeless’’ under section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)), section 637(11) of the Head Start Act (42 U.S.C. 9832(11)), section 41403(6) of the Violence Against Women Act of 1994 (42 U.S.C. 14043e– 2(6)), section 330(h)(5)(A) of the Public Health Service Act (42 U.S.C 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C. 2012(m)), or section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)); or
10. A child or youth who does not qualify as ‘‘homeless’’ under this section, but qualifies as ‘‘homeless’’ under section 725(2) of the McKinney-Vento Homeless Assistance Act (42U.S.C. 11434a (2)), and the parent(s) or guardian(s) of that child or youth if living with her or him.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 24 of 40 Habitability Standards Certification Form
Instructions: Mark each statement as ‘A’ for approved or ‘D’ for deficient. The property must meet all standards in order to be approved. A copy of this checklist should be placed in the client file.
Approved
or Deficient Element
1. Structure and materials: The structures must be structurally sound so as not to pose any threat to the health and safety of the occupants and so as to protect the residents from hazards.
2.Access: The housing must be accessible and capable of being utilized without unauthorized use of other private properties. Structures must provide alternate means of egress in case of fire.
3. Space and security: Each resident must be afforded adequate space and security for themselves and their belongings. Each resident must be provided with an acceptable place to sleep.
4. Interior air quality: Every room or space must be provided with natural or mechanical ventilation. Structures must be free of pollutants in the air at levels that threaten the health of residents.
5.Water Supply: The water supply must be free from contamination.
6. Sanitary Facilities: Residents must have access to sufficient sanitary facilities that are in proper operating condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste.
7. Thermal environment: The housing must have adequate heating and/or cooling facilities in proper operating condition.
8. Illumination and electricity: The housing must have adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents. Sufficient electrical sources must be provided to permit use of essential electrical appliances while assuring safety from fire.
9. Food preparation and refuse disposal: All food preparation areas must contain suitable space and equipment to store, prepare, and serve food in a sanitary manner.
10. Sanitary condition: The housing and any equipment must be maintained in sanitary condition.
11. Fire safety: Both conditions below must be met to meet this standard. a. Each unit must include at least one battery-operated or hard-wired smoke detector, in proper working condition, on each occupied level of the unit. Smoke detectors must be located, to the extent practicable, in a hallway adjacent to a bedroom. If the unit is occupied by hearing-impaired persons, smoke detectors must have an alarm system designed for hearing-impaired persons in each bedroom occupied by a hearingimpaired person. b.The public areas of all housing must be equipped with a sufficient number, but not less than one for each area, of battery-operated or hard-wired smoke detectors. Public areas include, but are not limited to, laundry rooms, day care centers, hallways, stairwells, and other common areas.
CERTIFICATION STATEMENT
I certify that I am not a HUD certified inspector and I have evaluated the property located at the address below to the best of my ability and find the following:
☐ Property meets all of the above standards.
☐ Property does not meet all of the above standards.
Therefore, I make the following determination: _____________________________________________ ☐ Property is approved.
Case Name:
Street Address:
Apartment: City: State: Zip:
Evaluator’s Signature: Date:
Please Print. Name:
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 25 of 40 Sample Housing Stabilization Plan
Date: October 2, 2012
Client Name (s): Donald Landry
Total Household Size: 3
City / Address: Atascadero, 2111 El Bordo - Bordeaux Apartments B Current Housing Status:
Donald is currently losing his housing due to income loss 2 months ago. He was laid off from work in construction. He also lost his work truck because he couldn’t make payments. Don has two daughters in elementary school. His apartment complex has given him a 3 day notice to quit. Don has been working odd jobs and serving as a handyman for his income. Although he has been growing his handyman business, he has not made enough income to cover bills and rent fully. He is losing his housing because he has been late on rent for 2 months, and is $400 short in rent for this month.
Current Household Income:
Don currently works as a Handyman and makes between $300 and $500 per week. His total income has been consistently $1,200 - $1,900 per month max. He currently does receive public income assistance.
There is no other income coming into the household.
Income/Sustainability Plan
(How does the participant plan to balance income with expenses moving forward?) Don is a licensed carpenter and experienced in all areas of construction. He is focusing his efforts to build this income source, which has a strong possibility of giving him sustainable income. Don is also looking for an apartment with lower rent. Don also continues to look for other jobs, but is limited to working daytime hours due to his young children who do not have childcare after 5pm. Don also has a friend willing to sell him a truck and he is willing to accept payments. Once Don recovers from this housing crisis, he can purchase the truck, which will allow him to get more work. Don can meet his monthly expenses with $2,500 per month.
Proposed Assistance & Plan After Assistance after this Program Ends:
This program will provide Homeless Prevention/ Rental Assistance of $300 per month for 3 months to stabilize the household’s housing. During this period, Don expects to gain extra work as a handyman, and purchase a work truck on payments to gain more work. Moving forward Don will continue to look for stable jobs. After 3 months Donn expects to make $2,500 per month or more.
Submitted by (Case Manager’s Name, Agency, Phone #):
Case Manager Date
Client Signature Date
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 26 of 40 THE 5CHC CLIENT NOTICE AND CONSENT FOR RELEASE
THIS CLIENT NOTICE AND CONSENT FOR RELEASE FORM DESCRIBES HOW INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY. IF YOU HAVE ANY QUESTIONS OR DESIRE ANY FURTHER INFORMATION REGARDING THIS FORM PLEASE CONTACT Veronica Cablayan (805) 952 5028
I, __________________________________ (insert client's name), understand and acknowledge that 5Cities Homeless Coalition (the "Agency") is affiliated with the County of San Luis Obispo ("County"), and I consent to and authorize the collection of data and information and preparation of records pertaining to the services provided to me by the Agency and the release of such data and all records maintained by the Agency to the County and agencies affiliated with the County, provided such agency is a party to The San Luis Obispo County Homeless Management Information System ("HMIS") agency agreement with the County under which the Agency has specifically agreed to share information with such agency. The data, information and records gathered and prepared by the Agency and the County will be included in the HMIS database and shall be utilized by the County and its affiliated agencies, including Agency, to: (a) provide individual case management; (b) produce reports regarding utilization of services; (c) track individual program outcomes; (d) provide accountability for individuals and entities that provide funds for use in providing services in the County of San Luis Obispo area; (e) identify unfilled service needs and plan for the provision of new services; (f) allocate resources among agencies engaged in the provision of services in and around San Luis Obispo County; and (g) be used for all other purposes deemed appropriate by the County. I understand and acknowledge that my data and information may be aggregated with the data and information of other individuals served by the Agency and other County agencies for the purposes described above. I understand and acknowledge that that data, information and records pertaining to the services provided to me by the Agency will only be disclosed to agencies, individuals and entities other than the County and its affiliated agencies with my written authorization.
_______ (please initial) I understand and acknowledge that the data pertaining to the services provided to me by the Agency and the records maintained by the Agency may include medical/health information and other information the privacy of which may be protected by federal and or California law and expressly consent to the release of such information. _______ (please initial) I understand and acknowledge that I have the right to (a) inspect, copy, and request amendment of all records maintained by the Agency related to the provision of services to me and to receive a paper copy of this form; (b) request restriction of how my data, information and records are utilized and disclosed but that the Agency is not required to agree to such requested restrictions; (c) request that the Agency communicate with me about my services in a manner designed to promote confidential communications; and (d) complain to the Agency or the County by providing written notice of the alleged violation if I believe my privacy rights have been violated and that I will not be retaliated against for filing such a complaint. _______ (please initial) I understand and acknowledge that I have the right to opt out of having my data, information and records disclosed to the County and other County affiliated agencies by providing written notice to the Agency and that I am entitled to services regardless of my decision. I further understand and acknowledge that I may revoke this consent at anytime by providing written notice to the Agency. However, I understand and acknowledge that regardless of my decision to opt out or revoke consent, my data may be disclosed to the County and included in the HMIS database in an aggregated and deidentified form for purposes of making future resource allocation decisions. _______ (please initial) I understand and acknowledge that the Agency is required to abide by the terms of this notice but that the Agency reserves the right to change the terms of this notice and to make such revised or changed notice effective for information already held by the Agency as well as information received in the future.
Signature: Date:
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 27 of 40 5Cities Homeless Coalition
Grievance Policy
These procedures were developed to provide guidelines for responding to client or provider grievances.
Definition:
A grievance for the purpose of this program is defined by the as: a client complaint or expression of dissatisfaction regarding service delivery, or any expression of dissatisfaction by an agency partners or service provider.
Procedures:
If a client or service provider expresses dissatisfaction verbally or in writing, a Program staff member will attempt to resolve the situation with the client or service provider.
If this is not possible, then the Program staff that receives the complaint shall notify the Program Supervisor or the person to whom that staff reports to. The supervisor who receives the complaint will document the complaint in the Grievance Log. The Grievance Log shall include the following information.
7. Client ID# (not name)
8. Nature of complaint and identification of those involved.
9. Date complaint was received and by whom.
10. Summary of follow-up activities
11. Date grievance was referred to Grievance Committee, if necessary.
12. Date of resolution.
The Supervisor will be responsible for collecting relevant information about the grievance, for taking action to resolve the grievance, and for documenting all progress.
The Supervisor will attempt to resolve the complaint between the parties involved. If no satisfactory results can be achieved, the Supervisor will present the situation to the 5Cities Homeless Coalition (5CHC) Executive Director and then on to the Board of Directors Program Committee for a decision.
Thirty days after expressing a grievance, clients or service providers will receive in writing all grievance facts and decisions.
The Grievance Committee is a minimum of four individuals to include a program supervisor, a case manager who is not a part of the grievance, an agency partner who has expertise in relevant program management, and the 5CHC Executive Director.
All information, including the Grievance Log, will be available to appropriate contract monitors. This procedure will be provided to each client and attached to all appropriate case files.
If this procedure is not clear, or you have any questions, please call Agency Director at (805)574- 1638.
I have read the Grievance Policy and consent to Case Management Services from the Homeless Prevention/Rapid Rehousing Program.
Head of Household Signature Date
Spouse/Partner Signature Date
Other Adult Signature Date
Case Manager’s Signature Date
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 28 of 40
CLIENT CONCERN FORM
This form is to be used by ESG Rapid Rehousing clients to submit grievances regarding the level of service quality, violation of program policies, or breaches of confidentiality. Once completed, return this form to the program’s designated grievance liaison Please complete the following information:
Your Name Today’s Date
Your Case Manager Date of Incident
Briefly describe the incident or concern:
Briefly describe your expected resolution to this problem or concern:
Sign your name
Your signature here provides consent for release of information regarding this grievance to ESG RR 5Cities Homeless Coalition and other appropriate parties.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 1 of 40 THIS PAGE – OFFICE USE ONLY Designated liaison for this grievance Step 2 Date this form provided to case manager Date of meeting with client Result Description of proposed resolution
Client is satisfied with resolution ❑ Client is dissatisfied with resolution ❑ Satisfied client signature Date Dissatisfied client signature Date Step 3 Date this form provided to grievance committee Date of meeting with client Date of committee decision to liaison Date of meeting with client Result Description of proposed resolution
Client is satisfied with resolution ❑ Client is dissatisfied with resolution ❑ Satisfied client signature Date Dissatisfied client signature Date Step 4 Date this form provided to board of directors Date of meeting Date of board decision to liaison
Result Description of proposed resolution
Program has received this decision ❑ Client has received this decision ❑ Liaison signature Date Liaison signature Date
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 2 of 40 5Cities Homeless Coalition
Notice of Action/Aviso de Acción
Head of Household - Jefe de hogar: Spouse - Partner - Pareja Dependent - Dependiente Dependent - Dependiente
Dependent - Dependiente Dependent - Dependiente
Dependent - Dependiente Dependent - Dependiente
q Effective ________________________________, you are eligible for the assistance based on your current housing status and/or current income. You have been approved to receive:
q Efectivo, ________________________________ usted es elegible para la asistencia según por su estado actual de vivienda y/o sus ingresos actuales. Ha sido aprobado para recibir:
q Security Deposit
Assistance
Depósito de seguridad
q Utility Deposit
Depósito de servicios
públicos
q Rental Assistance
Asistencia de alquiler
q Utility Payment
Pago de servicios
públicos
q Application Fees
Costos de aplicación
q Moving Cost
Costo de mudanza
In order to maintain in good standing for assistance, you must comply with items outlined in your Program Agreement. Failure to comply may result in termination of the program. Please refer to you Program Agreement.
Para mantenerse en el programa y recibir asistencia, debe cumplir con los elementos descritos en su Acuerdo del Programa. El incumplimiento puede resultar en la terminación del programa. Consulte el Acuerdo del programa.
EXIT
q Effective _________, you are being exited from the program for noncompliance. You have violated one or more requirements outlined in the program agreement. q Efectivo ___________, usted ha sido terminado del program por incumplimiento. Ha violado uno o más requisitos descritos en el acuerdo del programa.
_________________________________________ _________
Case Manager Date
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 3 of 40 Client Self-Declaration of Homelessness
Instructions: If third-party documentation is not available, individuals or households may self-certify their current homeless status.
Please initial the line below next to your current living situation and provide the details requested.
Applicant Name:
My current living situation is:
_____ Place not meant for human habitation (e.g. such as cars, parks, sidewalks) Location and Dates:
_____ Emergency shelter (Emergency Shelter Name, Location and Dates of Residency) _____ Transitional Housing (Transitional Housing Program Name, Location and Dates of Residency) AND Previous Homeless Living Situation (Name, Location) and Dates:
_____ Discharging from a Hospital or other Institution (Hospital or Institution Name, Location, Date of Entry, and Expected Discharge Date):
AND Previous Homeless Living Situation Details and Dates:
_____ Fleeing a domestic violence, including dating violence, sexual assault, stalking, human trafficking, and other dangerous/life-threatening conditions that relate to violence against me or a family member that make me afraid to return to my primary residence: (initial all that are true)
_____ Have no other place to live
_____ Do not have the financial resources and support networks to obtain other housing _____ Being evicted from the housing we are presently staying in: (initial all that are true) [Note: such individuals are eligible for a limited subset of programs – consult documentation checklist] _____ Must leave this housing within the next ________ days _____ Have not identified other housing
_____ Do not have the financial resources and support networks to obtain other housing I certify the above-stated information to be true.
Applicant Signature: Date:
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 4 of 40 Homelessness Certification
Client(s) Name(s): ____________________________________________________________________________________________ Household without dependent children Household with dependent children Number in the household: _____________ This form is to certify that the above-named individual or household is currently homeless based on the check mark, other indicated information, and signature indicating their current living situation. By signing this form, you are certifying this information to be true.
Check only one box and complete only that section.
Living Situation: Place Not Meant For Human Habitation
The person(s) named above was/were living in a public or private place not designed for, or ordinarily used as a regular sleeping accommodation for humans, including a car, park, abandoned building, bus station, airport, or camp ground on the date(s) below.
Description of living situation (please provide the location and detailed description of living conditions):
_________________________________________________________________________________________ ___________________________________________________________________________________________________________ Homeless Street Outreach/Referral Program Name: _________________________________________________________________ Date(s) of Contact: ___________________________________________________________________________________________ Authorized Agency Representative Name: _________________________________________________________________________ Authorized Agency Representative Signature: _______________________________________________ Date: _________________ Living Situation: Emergency Shelter
The person(s) named above was/were living in a supervised publicly or privately operated shelter on the date(s) below:
Emergency Shelter Program Name: ______________________________________________________________________________ Date(s) of Night(s) in the Shelter: ________________________________________________________________________________ Authorized Agency Representative Name: _________________________________________________________________________ Authorized Agency Representative Signature: _______________________________________________ Date: _________________ Living Situation: Transitional Housing
[NOTE: USE ONLY FOR PURPOSES OF DOCUMENTING ELIGIBILITY FOR TRANSITIONAL HOUSING PROGRAMS] The person(s) named above is/are currently living in a transitional housing program for persons who are homeless. The persons(s) named above is/are graduating from or timing out of the transitional housing program:
Transitional Housing Program Name: _____________________________________________________________________________ Immediately prior to entering transitional housing the person(s) named above was/were residing in:
emergency shelter OR a place unfit for human habitation OR ____________________________________________ Authorized Agency Representative Name: _________________________________________________________________________ Authorized Agency Representative Signature: ______________________________________________ Date: __________________
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 5 of 40 Staff Supplement to Certification Based on Intake Conversation I understand that third-party verification is the preferred method of certifying homelessness for an individual or household who is applying for assistance. I understand my declaration at intake is only permitted when I have attempted to but cannot obtain third party verification.
Documentation of attempt(s) made for third-party verification:
_____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ Printed Name Organization Title
_____________________________________________________________________________________________ Applicant Signature Date Phone Number
Staff Signature: _________________________________________________________ Date: __________
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 6 of 40 Criteria For Defining Homeless
Category 1 Literally
Homeless
(1) Individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
(i) Has a primary nighttime residence that is a public or private place not meant for human habitation;
(ii) Is living in a publicly or privately operated shelter designated to provide temporary living arrangements
(including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state and local government programs); or
(iii) Is exiting an institution where (s)he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before
entering that institution.
Category 2
Imminent
Risk of
Homelessness
(2) Individual or family who will imminently lose their primary nighttime residence, provided that:
(i) Residence will be lost within 14 days of the date of application for homeless assistance;
(ii) No subsequent residence has been identified; and
(iii) The individual or family lacks the resources or support networks needed to obtain other permanent housing
Category 3
Homeless
under other
Federal
statutes
(3) Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who:
(i) Are defined as homeless under the other listed federal statutes;
(ii) Have not had a lease, ownership interest, or occupancy agreement in permanent housing during the 60 days prior to the homeless assistance application;
(iii) Have experienced persistent instability as measured by two moves or more during in the preceding 60 days; and
(iv) Can be expected to continue in such status for an extended period of time due to special needs or barriers
Category 4
Fleeing/
Attempting to
Flee DV
(4) Any individual or family who:
(i) Is fleeing, or is attempting to flee, domestic violence; (ii) Has no other residence; and
(iii) Lacks the resources or support networks to obtain other permanent housing
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 7 of 40 5Cities Homeless Coalition
PROGRAM EXPECTATIONS AGREEMENT
PARTICIPANT EXPECTATIONS
1. Complete an Assessment with a Program Staff Member and answer all questions honestly.
2. You will meet with your Case Manager approximately [once a week, twice a week, twice a month] for an hour or for another mutually agreed upon time.
3. Both you and your housing Case Manager will create a strategy to help locate permanent housing, which takes into account all of the housing resources 5Cities Homeless Coalition has available. During each appointment, you will work together to set individual goals.
4. Submit all required documentation requested to verify eligibility criteria for 5Cities Homeless Coalitions program requirements.
5. You will be expected to make phone calls to housing authorities, landlords, and property owners and to complete rental applications.
6. You will be required to complete and follow a budget and savings plan in order to receive 5Cities Homeless Coalition services.
7. 5Cities Homeless Coalition will keep a file for you, which includes copies of applications and other housing search-related material.
8. 5Cities Homeless Coalitions will provide you with stamps and envelopes, as well as access to a copy machine, fax machine, and telephone for all housing-search related business.
9. Housing advocates may be available to view apartments and attend meetings pertaining to your housing search, as long as advance notice is given.
10. Report any changes, such as loss/gain of employment, enrollment/drop of school, family composition, or contact information within 10 Days.
MUTUAL EXPECTATIONS
1. All services provided by 5Cities Homeless Coalition are free of charge. No exchange of money or gifts by either party is allowed.
2. You and your housing advocate will treat each other withrespect.
3. Both parties are expected to be prompt to meetings and prepared for the time together. Both parties should call ahead if the meeting needs to be rescheduled.
I Further Understand That Failure To Comply With The Above-Mentioned Statements Could Result In The Following:
• A Meeting With An Staff Member And/Or Other Service Providers To Establish A Plan For ContinuedServices; • A Halt In The Provision Of Financial Resources And Services To Obtain Placement IntoHousing; • Possible Termination Of ProgramServices
I, , Agree With The Terms And Requirements To Receive Rapid Re- Housing/Homeless Prevention Program assistance. I Also Understand That Providing False Information May Result In Disqualification/Termination From The Program.
I Understand This Is Not An Entitlement Program. Decisions Regarding Eligibility And Service Are Based On A Review Of Information About A Household And Whether That Household Meets The Criteria Outlined In Program Policies, The Availability Of Funds, And Staff Needed For Participation.
By Signing Below, I Affirm I Have Reviewed, Understand, And Agree To This Housing Program Agreement, The Housing Program Grievance Policy/Procedure, And The Housing Program Release of Information (HMIS and DSS 815).
Head of Household Date Spouse/Partner Date
Other Adult Date Case Manager Date
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 8 of 40 Today’s Date: / / Staff Member:
Name: _
(First) (Last)
Social Security Number: - - Birth Date: / /
Date of Program Entry: / / Date of Last Recertification: / / Any change in the number of individuals residing inthis household: Yes No If Yes, please provide the following information:
Name Relationship to
Head of Household
Sex Date of
Birth
Race Social Security
Number
Update of the following isrequired:
Income/Benefits Assessment
Verification of Income
Housing Stabilization Plan
Participant requires continued assistance with the following items:
Housing Relocation & Stabilization Services: Financial Assistance:
¨ Housing Search & Placement
¨ Case Management
¨ Mediation (between client & landlord)
¨ Legal Services
¨ Credit Repair
¨ Moving Costs
¨ Rental Application Fee
¨ Security Deposit
¨ Last Month’s Rent
¨ Utility Deposit
¨ Utility Payments
¨ Utility Arrears (up to 6 months)
Shelter Operations:
¨ Motel/Hotel
Voucher
Rental Assistance:
¨ Short-term (1-3 months)
¨ Medium-term (4-24 months)
¨ Rental Arrears (up to 6 months)
ESG Recertification Form
Participants must be re-evaluated not less than once every 3 months to verify eligibility for continued assistance.
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 2 of 40 Any other information regarding the participant’s recertification information and/or needs at this time:
Next Recertification is due: / /
I/We certify that the information provided on this application is accurate and complete to the best of my knowledge. I/We understand that false statements or information are punishable under Federal Law. I/We also understand that false statements or information are grounds for termination of assistance under this program. I/We also understand that if I/we are receiving assistance as a Victim of Domestic Violence and move back in with the abuser, I/we will be terminated from the program.
I/We understand that I/we are to provide any and all information as requested by the Case Manager or Program Manager that the information provided will be subject to verification, that the housing unit I/we are renting is subject to a physical inspection and must meet HUD standards before assistance can be approved.
I/We also understand that any approved assistance will be paid directly to the landlord, property manager or utility company and that I/we are responsible for making whatever payments this program determines are my/our responsibility on time and in full each month. I/We also understand the case manager must be notified of any changes in income or other circumstances (e.g. changes in household composition) that affect the eligibility of assistance under this program.
Print Full Name Print Full Name
Signature Signature
Date Date
STAFF USE ONLY:
Client/Household is approved for continued assistance in the ESG Program? _ Yes No If no, please provide reason:
Date Recertification Completed: / /
Staff Member Approving:
(please print)
Staff signature: Date:
10 i. f 5CHC Housing Policies and Procedures 11.2021.docx Page 3 of 40
RENT REASONABLENESS CHECKLIST AND CERTIFICATION
Proposed
Unit
UNIT #1
COMPARISON
UNIT #2
COMPARISON
UNIT #3
COMPARISON
ADDRESS
NUMBER OF BEDROOMS
SQUARE FEET
TYPE OF UNIT/CONSTRUCTION
HOUSING CONDITION
LOCATION/ACCESSIBILITY
AMENITIES
UNIT:
SITE:
NEIGHBORHOOD:
AGE IN YEARS
UTILITIES (TYPE)
UNIT RENT
UTILITY ALLOWANCE
GROSS RENT
HANDICAP ACCESSIBLE?
CERTIFICATION:
A. COMPLIANCE WITH PAYMENT STANDARD
____________________ _____________ __________________
PROPOSED CONTRACT RENT + UTILITY ALLOWANCE = PROPOSED GROSS RENT APPROVED RENT DOES NOT EXCEED APPLICABLE PAYMENT STANDARD OF $_____________.
B. RENT REASONABLENESS
Based upon a comparison with rents for comparable units, I have determined that the proposed rent for the unit [ ] is [ ] is not reasonable.
NAME: SIGNATURE: DATE:
Case management and financial assistance for deposit, rent and immediate needs for those who are homeless or facing homelessness. Together, these programs prevent loss of housing and aid in rehousing.
Total Number of
Calls Received:
547
Total Number of
Walk-ins:
253
Households with
Children: 15
Households
without children: 37
Number of Coordinated
Entry Surveys: 52
23 5 4
Single-Parent
Households: Seniors (62+): Disabled:
Youth
(under 25): Veterans:
6 14 13 0 1
Rapid Re-Housing and Homeless Prevention Programs
Information & Coordinated Entry
5Cities Homeless Coalition
September 2022 Program Report
Assistance begins with a Coordinated Entry Intake, a service utilized by Homeless Service Providers throughout the County that provides a standardized assessment to ensure a consistent, streamlined experience for those seeking services. Clients complete a comprehensive needs assessment, identify barriers to employment or housing, and develop an immediate action plan. Those visiting 5CHC’s offices are provided access to computer, internet, phone charging, mailing address, food, and hygiene supplies.
Homeless Youth
Outreach and case management targeting homeless youth age 16-24, providing support for immediate needs, education and job development, and housing assistance. Program is offered in partnership with Dignity Health, Good Samaritan Shelter, and Lucia Mar Unified School District, Police Departments of Arroyo Grande and Grover Beach.
New
Contacts
Made
This
Month
Total # of
Case
Managed
Youth
Youth Who
Gained New
Housing,
Employment,
Benefits, or
Education
Permanently Housed This Month: 18
Rapid Rehousing Year to Date: 124 Families
Average Amount
Spent on Deposit
Year to Date:
$1,860
Average Amount
Spent on Deposit:
$2,110
Average Amount
Spent on Rental
Assistance:
$2,012
Prevented Homelessness (Eviction) This Month: 24
Prevented Homelessness (Eviction) Year to Date: 146
Average Amount
Spent on Rental
Assistance Year
to Date: $1,825
Individuals Connected to
Resources This Month
Through Outreach
64 Cabins for Change Opening Soon!
New Benefits
Cases
0 New Benefits
Awarded
0 Cases Opened on
Behalf of Medically
Fragile
1 Outreach Efforts:
5CHC staff conducts outreach to ensure the health and safety of individuals and families living in local encampments. 5CHC works with law enforcement, County Public Health, and others to conduct health checks and provide food, hygiene, and access to case management. This month, we targeted Grover Beach extensively.
Immediate Needs:
Assists homeless and low-income families and individuals in the Five Cities area with limited funds to address their immediate needs, and move them to self–sufficiency. Helping families overcome a one-time barrier can enable them to move toward self-sufficiency, stability, and economic improvement. Examples of assistance include gasoline, clothing, employment readiness, detox/sober living, basic needs, etc. Average amount spent per client: $97.39 Benefits Advocacy/Medically Fragile Clients:
5CHC clients are offered guidance in attaining public benefits, including SSI, Cal Fresh, etc. Housing clients are also encouraged to participate in financial literacy and budgeting training. Our work with medically fragile clients is aimed at improving discharge planning and case management with Arroyo Grande Community Hospital. Monthly Averages:
Winter Warming Center
During the winter season, 5CHC operates an overnight warming center to provide a safe, warm, and dry place for homeless adults to find shelter on nights with specific forecasts of inclement weather. The Warming Center 2021-2022 Season has concluded.
News & Happenings
This new temporary emergency housing program in Grover Beach, also referred to as “Cabins for Change,” will use modular cabins at 16th Street and Long Branch Avenue. With 24/7 support, wrap-around case management, and services providing nutrition, recovery and housing stabilization guidance, 5CHC's Cabins for Change program will help homeless individuals achieve long-term housing.
Total Nights
Open
18 Families with
Children
0 Avg. # of
Guests This
Season
7 # of 1st Time
Guests
24 5Cities Homeless Coalition
A 501(c)(3) Nonprofit | Tax ID #27-0413593
(805) 574-1638 | 5CHC.org
P.O. Box 558
Grover Beach, CA 93483-0558
@5citieshomelesscoalition
New Benefits
Cases
1
Application B: Housing Activities
Funding sources available: CDBG, HOME, Title 29, PLHA
1. APPLICANT INFORMATION
x Entity Name San Luis Obispo Non-profit Housing Corporation / (HASLO) x Ultimate Borrower, if applicable A to be formed LP
x Application Contact (Name and Title) Ken Litzinger, CFO x Contact Phone Number 805-594-5304
x Entity Address, City and Zip Code 487 Leff Street, San Luis Obispo, CA 93401 x Mailing Address (if different from above) Same
x Applicant’s Website www.haslo.org
x Unique Entity Identification (UEI) Number 965581304
x Type of Agency (501(c)(3), For Profit, Gov’t/Public, CHDO, Other) 501(C)(3) & CHDO x Date of Incorporation 10/15/1991
2. PROJECT SUMMARY
x Project Title Arroyo Terrace Apartments
x Project Address(es) 700 N. Oak Park Blvd, Arroyo Grande, CA x APN(s) 077-011-010, 077-011-011, 077-011-012, 077-011-013 x Description of the Project
Provide a project description that captures the maximum anticipated scope of the application. It should include all contemplated actions which logically are, either geographically or functionally, a composite part of the project, regardless of the source of funding. Describe all physical aspects of the project, such as plans for multiple phases of development, size and number of buildings, and activities to be undertaken. Include details of the physical impacts of the project, including whether there will be ground disturbance. If applicable, indicate whether the project site will require acquisition or if the sponsor already has ownership.
The mixed-use project consists of 63 100% affordable multi-family residential units, including a manager’s unit, a 1,342 square-foot community room, and 1,178 square feet of commercial space. As proposed, 16 of the units will be designated for those experiencing homelessness or at risk for homelessness as defined by HCD. This project received a County funding commitment of ARPA funds last year. However, because of the large size of the project, additional public funds are needed to make the project competitive for a tax credit award. The project has also applied to HCD for Multifamily Housing Program (MHP) funding. HCD should announce awards in December 2022.
The project includes outdoor recreational space with a barbeque area and children’s playground near the remaining grove of oak trees near the eastern portion of the project site for the residents of the development. The 63 dwelling units are proposed in three (3) separate, three-story buildings, and contains 30 one-bedroom, 17 two-bedrooms, and 16 three-bedroom units.
3. BUDGET
x Funds Requested (Amount and Source) City & County CDBG & HOME & Title 29: $1,000,000
x Total Project/ Program Cost (Identify funding to be used to support the project ATTACHMENT 3
throughout affordability period, if applicable) Total Project Costs: 33,883,732.
See attached Sources & Uses schedule.
x Identify leveraged funds (Committed and Not Yet Committed) County ARPA funds – Committed, HCD MHP Funds – Applied with awards to be announced in December, City of Arroyo Grande Funds – Not Yet Committed. x Identify additional rental assistance in project, if applicable 16 of the units will have a Project Based Voucher commitment.
x Indicate how the match requirement will be met, if applicable. Low Income Housing Tax Credits
x
4. PROJECT MANAGEMENT
x Project Lead Name: Ken Litzinger
o Title: CFO
o Phone: 805-594-5304
o Email: [email protected]
x Project Team
Please include information on the project team in the table below. Describe the roles, financial structure, and legal relationships of the entities identified in the project team table below.
Team
Member
Contact Person/Phone
Number
Company Name/Address
Developer Ken Litzinger 805-594-
5304
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Owner(s) Ken Litzinger 805-594-
5304
HASLO 487 Leff St, San
Luis Obispo, CA 93401
General
Partner(s)
(Please
specify if
managing,
sole, etc.)
Ken Litzinger 805-594-
5304
San Luis Obispo Nonprofit Housing Corp, 487
Leff St, CA 93401
Sponsor Ken Litzinger 805-594-
5304
San Luis Obispo Nonprofit Housing Corp, 487
Leff St, CA 93401
Administrative
Subagreement
N/A N/A
General
Agreement
Click or tap here to enter
text.
Click or tap here to enter
text.
Architect TBD Click or tap here to enter
text.
Construction
Specialist
Michael Burke 805-594-
5330
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Construction
Lender
TBD Click or tap here to enter
text.
Permanent
Lender
TBD Click or tap here to enter
text.
Property
Management
Company
Elaine Archer, 805-594-
5331
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Relocation
Consultant
N/A Click or tap here to enter
text.
Market
Analyst
Click or tap here to enter
text.
Click or tap here to enter
text.
Service
Provider(s)
Elaine Archer, 805-594-
5331
HASLO 487 Leff St, San
Luis Obispo, CA 93401
Green
Building &
Sustainability
Consultant
Click or tap here to enter
text.
Click or tap here to enter
text.
Other Project
Partners:
Financial
Consultant
Click or tap here to enter
text.
Click or tap here to enter
text.
5. PURPOSE & NEED
x Purpose of the Proposed Project. Describe the project by addressing each of the following:
x What activities will be undertaken? Construction of 62 affordable housing rental units + manager unit.
x What are the project goals and objectives? Provide 16 units of homeless housing with rental subsidy plus an additional 46 affordable units. x Explain the need being addressed by this project. Housing for homeless and affordable housing
x Explain how the need was identified. Affordable housing and housing for the homeless are among the most critical needs in the County. x Who are the beneficiaries? How will eligibility be determined? Those experiencing homelessness, or at risk for homelessness, and/or tenants at Low, Very Low, and Extremely Low Income levels.
x Is there community and/or political support? Explain. Yes. All City project approvals have been received, and City and County staff are supportive of the project.
x Describe how the impact will be sustained once this round of funding ends. These units will be restricted for affordable housing for 55 years. The project will be financially self-sustaining, as tenant rents will cover all operating expenses. x Organizational Capacity. Summarize the organization's background/capacity to
carry out the proposed project. The narrative should address the following points:
o Has the organization carried out this type of project previously? Explain. Yes, SLONP and HASLO have been developing affordable housing for 40+ years.
o What makes the organization a preferred provider of this service? SLONP and HASLO are community based local organizations that have an award winning history of developing and operating affordable housing in San Luis Obispo County. As property management agent, HASLO coordinates with area non-profit service providers to accept homeless and other special high need referrals. Staff is certified in all aspects of compliance, and maintains detailed financial records and tenant files for audit purposes. SLONP is dedicated to ensuring these units benefit the community permanently
6. ELIGIBILITY
x Indicate the eligible activity category for this project. New construction of affordable housing units
7. SCHEDULE
x Provide a detailed project timeline, include milestones with units of measure. See Exhibit
x Describe agency’s record keep system with relevance to the proposed project and how reporting requirements will be met. HASLO administers Federal, State, and Local grants, and has strong systems and controls in place. HASLO will provide the record keeping services for the project. Both HASLO and SLONP undergo annual audits by an independent CPA firm.
8. ADDITIONAL INFORMATION
x Has site control been obtained? If so, how is site control held? Attach documentation of site control. Yes, HASLO currently owns the site, and will provide site control to the to be formed tax credit partnership via a long term land lease agreement. This is consistent with recent projects completed with the County’s partnership.
x Zoning. Is the current project location zoned for the proposed activity? If not, describe steps to be taken to ensure zoning requirements are met. Yes, the proposed development is consistent with land use and zoning requirements. x If applicable, indicate the application due date for tax credits. March 1st, 2023 x Identity all permits necessary for the project. Include estimated dates of application and approval. The only remaining permit is the building permit, which is anticipated by November, 2023
x Does this Project require Relocation? If so, attach Relocation Plan. No. x Indicate Housing Type (Permanent Homeowner Housing, Rental Housing, Transitional Housing). Permanent Rental Housing
x Does the Project intend to target special populations (such as seniors, persons with disabilities, children in foster care, etc.)? Yes, 16 units are proposed for homelessness, and a portion of the units will be deeply income targeted for families at 30% of area median income.
x Will the Applicant be providing services? If so, please provide a brief explanation.
Yes, HASLO will be providing resident and supportive services.
9. ENVIRONMENTAL REVIEW
x Indicate level of environmental review required for proposed project. Proposed project is exempt from CEQA. NEPA is anticipated.
x Indicate environmental review steps completed to date. Notice of Exemption filed for CEQA determination.
10. SECTION 3 AND MINORITY AND WOMEN BUSINESS ENTERPRISES (AS
APPLICABLE)
x Section 3: Please explain how Section 3 benchmarks will be met. The construction bid documents will contain Section 3 requirements, which will be included in the construction contract. Contractor will be required to utilize best efforts to demonstrate compliance.
x MBE/WBE: Please explain how your project will be marketed towards MBE/WBEs. The construction bid documents will contain MBE/WBE requirements, which will be included in the construction contract. Contractor will be required to utilize best efforts to demonstrate compliance.
11. ADDITIONAL REQUIRED DOCUMENTS
1. Articles of Incorporation/Bylaws
2. Non-profit Determination
3. List of the Board of Directors
4. Authorization to Request Funds – N/A
5. Designation of Authorized Official
6. Organizational Chart
7. Most Recent Financial Audit
8. Policies and Procedures
9. SAM Search
10. Sources and Uses Statement
11. Timeline of Project Expenditures
12. Timeline of Project Milestones
13. Phase I or II Environmental Assessment
14. Site Photos
15. Complete construction drawing package
16. Commitment Letters
17. Operating Pro forma for length of period of affordability
18. Partnership agreement and equity letters indicating general and limited partner contributions
19. Rent schedule for rental housing project
ATTACHMENT 4
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Steve Kahn, Acting Capital Improvement Project Manager SUBJECT: Consider Approval of 2022 Pavement Management Program DATE: November 22, 2022
SUMMARY OF ACTION:
Approval of the updated recommended treatments and streets will allow the City to prepare construction documents for the entirety of the 2022 Pavement Management Program (PMP) and approve a Budget Adjustment Request.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The total funds available for the PMP is $5,676,497 and is broken down in Table 1 below:
Table 1
A budget adjustment totaling $268,799 ($81,5400 of SB 1 Funds and $187,259 of Sales Tax Funds) is requested to provide the total budget for the PMP.
RECOMMENDATION:
1) Approve the 2022 Pavement Management Program (PMP); 2) Appropriate the funds and approve the budget adjustment listed in Table 1 for the PMP; and 3) Review and approve the recommended treatments and streets as listed in Strategies 1 through 4.
BACKGROUND:
In order to stretch the available budget and slow the deterioration of certain streets to help avoid near-term reconstruction (complete rebuilding of an existing street) for the 2021 Street Repairs project, staff and the City’s pavement engineer recommended to Council Revenue
Source
FY 2021-22
Budget
FY 2021-22 Anticipated
to Complete or
Carryover
FY 2021-22
Actuals
FY 2021-22
Carryover
FY 2022-23
Budget
Budget
Adjustment Total
USHA 131,000 131,000 131,000 - 68,900 68,900
General Fund 1,751,000 982,315 982,315 - 768,685 768,685 SB 1 468,072 468,072 540,280 - 307,200 81,540 388,740
Sales Tax Fund 1,717,837 982,315 361,165 621,150 3,641,763 187,259 4,450,172 Total 4,067,909 2,563,702 2,014,760 621,150 4,786,548 268,799 5,676,497
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
in April 2021 that the City continue to correct base failures (digouts) and alligator cracking on streets found to be in the most urgent condition up to the amount of the budget available. On July 27, 2021, Council reviewed alternatives for appropriating funds in excess of the 20% Fund Balance Goal Limit and elected to invest $1.75 million of excess reserves into the City’s infrastructure, specifically pavement maintenance. As a result, additional street segments that had been evaluated and identified in the April 27, 2021 staff report were added to the 2021 Street Repairs project utilizing the excess reserves. ` The proposed 2022 PMP was presented to the City Council on August 23, 2022, and was developed with City’s pavement engineer. The proposed 2022 PMP consists of a combination of four pavement maintenance strategies that are used based on the condition of the existing asphalt paving and base. This multi-pronged strategy maximizes the lane miles of road that can be repaired based on the funding that is available. The four strategies are:
1. Preventive Maintenance
2. Pavement Rehabilitation
3. Hot Spot Repairs on key city streets
4. Value Engineering
Strategy 1: Preventative Maintenance (Slurry Seal)
Pavement maintenance treatments are designed to slow the pavement aging process.
Mainly, the treatments are designed to protect the pavement from the adverse effects of water and to some extent vehicle traffic. For this year’s program, it is recommended that some preventative maintenance be accomplished due to the additional funding available.
Twelve areas within the City have been identified that would benefit from receiving a slurry seal preventative maintenance treatment at this time. A slurry seal helps to preserve and protect the underlaying pavement structure, provides a new wearing surface, protects it from sun damage, and most importantly seals the pavement, thus preventing the infiltration of water, which is the most frequent cause of pavement failure. At the August 23rd City Council Meeting this Strategy was approved. A list of the streets are presented in Attachment 1; a map of the locations are presented in Attachment 2.
Strategy 2: Pavement Rehabilitation (Overlay)
Pavement rehabilitation consists of treatments used to restore the existing pavement or to add additional structural support to the pavement. An asphalt overlay is a layer of new asphalt applied over the existing base layer of asphalt on a road. An overlay is a treatment that can significantly extend the useful life of the road when the base of the pavement is in good shape.
In August 2022, staff recommended completing the James Way digout and overlay rehabilitation project as part of the 2022 PMP. The project would consist of overlaying the
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
pavement on James Way from Equestrian Way to Tally Ho Road where digouts were previously performed. The project was also proposed to include upgrading twenty-four non-compliant curb ramps within the project limits as an overly is considered an alteration of a street under the Americans with Disabilities Act (ADA) and triggers the City’s obligation to provide ADA compliant curb ramps where pedestrian walkways intersect the resurfaced street. At the August 23rd City Council Meeting this strategy was approved.
Since that meeting staff has found a road that is in greater need of rehabilitation and the rehabilitation cost better fits the budget. This will be discussed in more detail in the “Analysis of Issues” section.
Strategy 3: Hot Spot Repairs (Digouts)
Digouts are small areas of deteriorated pavement which are removed and replaced with new asphalt concrete to correct base failures and to help slow the deterioration of a street and avoid near-term reconstruction. This approach is a “stop-gap” measure to keep important streets safe and help reduce the need for the road crew’s immediate attention.
The City has successfully used this approach over the past several years to address important, well used streets throughout the City. At the August 23rd City Council Meeting this Strategy was approved. A list of streets proposed to include digout repairs is presented in Table 2 on the following pages.
Strategy 4: Value Engineering (Overlay)
Staff recommended using the remaining funds in this year’s budget to address residential streets that are in poor condition in the Equestrian Way neighborhood, which are listed in Table 3 below. These streets have a PCI between 27 and 49. Residential streets are typically low volume roads that were constructed with a thin layer of asphalt concrete ranging between 2 and 3 inches. Poor roads with low PCIs do not always require reconstruction. Sometimes these roads look bad but are still structurally adequate. The intent is to test these pavements, using non-destructive deflection testing to determine the structural adequacy of the pavement. If it is determined that the pavement is structurally adequate, then value engineering methods can be applied. Value Engineering is defined as the art of providing the most cost-effective pavement treatments without sacrificing quality or longevity. Value engineering approaches used in the past by other agencies include TMOs (thin maintenance overlays), cape seals with or without a leveling course, or fiberized slurry seals.
At the August 23rd City Council Meeting, the City Council directed staff to proceed with deflection testing and coring on these streets and to use the information for value engineering. Staff would then return to Council to present the findings and recommendations and to request approval with the plans and specifications for the 2022 Street Repairs project.
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Available Budget
As part of the August 23, 2022 staff report and presentation to Council, staff reported that the available budget for the 2022 PMP totaled $6,264,665. This included an estimated $5,119,880 in Sales Tax Fund money; however, $4,450,170 is actually available from the Sales Tax Fund due to a miscalculation in the amount of funds available to carryover from the last fiscal year. In total, $5,676,497 is available for the 2022 PMP. This includes $68,900 of Urban State Highway Account (USHA) funds, $768,685 of General Fund money, $388,740 of Senate Bill 1 (SB1) funds, and $4,450,172 of Local Sales Tax funds.
A budget adjustment in the amount of $268,799 is necessary to reach the total anticipated budget for the project of $5,676,497, as discussed in more detail below.
ANALYSIS OF ISSUES:
Based on City Council direction at the August 23, 2022 Meeting on the 2022 PMP, the City’s pavement engineer and staff completed the following:
Evaluation of selected residential streets with value engineering to determine the most cost-effective asphalt treatment for the street surface. Produced a 2022 PMP based on using the multi-pronged treatment approach and total funds available.
Listed below are staff’s recommendations for 2022 PMP using the four strategies, value engineering results, and available construction funds.
Strategy 1: Preventative Maintenance
It is recommended that slurry seal treatments be applied to the streets listed in Attachment
1. At the August 23, 2022 Council meeting, the preliminary estimated cost of this Strategy was $1,683,000. Since that time, field pavement testing has allowed staff to refine projected costs for this component of the 2022 PMP, which are now estimated to be $1,423,100.
Strategy 2: Pavement Rehabilitation
During the August 23, 2022 Council meeting, the 2022 PMP proposed an overlay rehabilitation and curb ramps project for James Way, from Equestrian Way to Tally Ho Road, at an estimated cost of $1,580,000. At this time, it is recommended that the cost for the overlay and curb ramps could be spent better on streets with a more immediate/higher rehabilitation need and a lower cost. This would allow better use of funds when applying the multi-pronged strategy. In the meantime, the digouts previously completed on this street are holding up well and conditions are expected to remain stable over the coming year.
Staff reviewed the streets in need of rehabilitation with a high traffic volume and a cost to construct with the remaining 2022 PMP funds. In 2021, digouts were completed on Corbett Canyon Road, from Route 227 to the north City limits. Completing an overlay of that segment as part of the 2022 PMP would increase the life of the road by 12-15 years.
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
The estimated cost of an overlay of this segment is $409,000. It is a medium volume arterial and at a southern entrance to the city, and there are no curb ramps needing replacement. Staff recommends postponing the James Way Pavement Rehabilitation portion of the project and replacing it with the Corbett Canyon Road segment described above for the 2022 PMP.
Strategy 3: Hot Spot Repairs (Digout)
At the August, 23, 2022 meeting, the preliminary estimated cost of hot spot repairs for the streets identified in Table 2 below was $373,000. Following field design work, estimated costs for this Strategy have increased slightly to $381,000. Table 2 includes a list of selected streets:
Table 2
Strategy 4: Value Engineering (Overlays)
Value engineering was performed on the streets list in Table 3. The streets were cored to investigate the condition and depth of the asphalt and base, and deflection testing was completed to determine the strength of the existing surface. From this information, the City’s pavement engineer designed repair treatments using Value Engineering to provide the most cost-effective pavement treatments without sacrificing quality or longevity. The Value Engineering results showed that the streets do not need full reconstruction and that overlays will provide repair treatment using value engineering to restore the street segments. The estimated costs to provide the value engineered treatments total $2,274,000 as shown in the table below:
List of Selected Streets
Estimated
08/23/2022
Costs
Updated
Engineering
Costs
Nevada Street - E. Branch Street to Le Point Street 15,000 22,000 Mason Street - E. Branch Street to Le Point Street 40,000 9,000 Traffic Way - Address Tree Roots between Fair Oaks Avenue and Bridge Street 10,000 49,000 Huasna Road - Callie Court to City Limit (After Strother Park) 300,000 260,000 California Street at Intersection of Fair Oaks Avenue 8,000 41,000 373,000 381,000
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Table 3
Table 4 below provides a summary of Strategies 1 through 4 for the recommended 2022 PMP.
Table 4
Additionally, Attachment 2 is included to show a Map of Recommended Street Segments. $1,423,100
$409,000
Nevada Street E Branch Street to Le Point Street $22,000 Mason Street E Branch Street to Le Point Street $9,000
Traffic Way Fair Oaks Avenue to Bridge Street $49,000
Huasna Road Callie Court to City Limit $260,000
California Street Intersection to Fair Oaks Avenue $41,000 $2,274,000
$4,487,100
$381,000
4 - Value Engineering
Equestrian Way Neighborhood and Via Vaquero
Preliminary Construction Total:
Total Construction Budget for Recommended 2022 PMP
1 - Preventative Maintenance
Area 1 thru Area 12
2 - Pavement Rehabilitation
Corbett Canyon Route 227 to North City Limits
3 - Hot Spot Repairs
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
The totals costs for the 2022 PMP are listed below in Table 5:
Table 5
The following is more detailed information on the expenditures listed above:
Construction – This amount is detailed further in Table 4 above and is limited to construction costs for the 2022 PMP.
Construction - Public Works - This amount represents the costs for City staff to perform crack sealing and/or striping on City roads.
Construction Contingencies – This amounts to 13.45% of the construction budget. Contract Admin – This amount will cover contract administration costs, advertising, printing and environmental fees.
Testing – This amount will cover the costs of material testing. Design/Survey – This amount will cover costs of design and survey for the design and construction phases of the Project.
Studies – This amount covers the costs of an update to the City’s Streetsaver update (Streetsaver is a software program used to analyze the condition of the roads in Arroyo Grande and help prioritize repair schedule and method).
Budget Adjustments
Staff is requesting a budget adjustment totaling $268,799 for the PMP as shown in Table
6. The adjustment includes $81,540 of SB 1 Funds and $187,259 of Sales Tax Funds.
Table 6
The first part of the budget adjustment would increase the revenue budget and appropriate $81,540 from SB1 revenues to the PMP. It is anticipated that the City will receive an additional $81,540 in revenue of SB 1 – RMRA (Road Maintenance and Expenditures Cost
Construction 4,487,100
Construction - Public Works 60,000
Construction Contingencies 603,395
Contract Admin 37,506
Testing 163,085
Design/Survey 321,911
Studies 3,500
Total 5,676,497
Revenue
Source
Budget
Adjustment
SB 1 81,540
Sales Tax Fund 187,259
Total 268,799
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
Rehabilitation Account) Funds. The original budget was based on a conservative estimate of $307,200. Updated estimates were obtained from a Revenue Finance Expert, Michael Coleman, showing an anticipated increase of $81,540 in SB 1 funding that the City will receive this fiscal year. When including this additional revenue source, it is anticipated that a total of $388,740 of SB 1 funds will be available for the PMP project.
The second part of the budget adjustment is to appropriate $187,259 of Sales Tax Fund Balance to the PMP as shown in Table 7. In FY 2021-22, the City received an additional $163,587 above the anticipated revenues that increased the Sales Tax Fund Balance and was not allocated in the FY 2022-23 Mid-Cycle Budget Update. Additionally, $23,672 of unspent expenditures in the FY 2021-22 budget were returned to fund balance for future use.
Table 7
Next steps
If the Council approves the PMP, staff would move forward with completion of the Plans, Specifications, and Estimate (PS&E) and return to Council in early 2023 with a request to approve the PS&E and authorize solicitation of bids. Once bids are received and reviewed, staff will present Council with a Bid Award recommendation in winter of 2023.
Construction is anticipated to begin in Spring of 2023 and is estimated to be completed by the end of 2023.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the 2022 Pavement Management Program (PMP); Appropriate the funds and approve the budget adjustment listed in Table 1 for the PMP; and Review and approve the recommended treatments and streets as listed in Strategies 1 through 4;
2. Do not approve staff’s recommendation;
3. Direct staff to investigate other potential treatments and streets and return to Council; or
4. Provide other direction to staff.
ADVANTAGES:
The available pavement management program budget will be maximized by employing four different pavement management strategies. Slurry seals will help to preserve and protect the underlaying pavement structure from sun and water. Overlays will significantly extend the useful life of the road when the pavement base is in good shape. Digouts will provide permanent repairs where the pavement is failing helping to extend the pavement life. Value engineering will determine the most cost-effective pavement treatments.
Sales Tax Fund Budget Adjustment
Increased Revenues 163,587
Unspent Expenditures 23,672
187,259
City Council
Consider Approval of 2022 Pavement Management Program
November 22, 2022
DISADVANTAGES:
Implementation of the proposed pavement maintenance strategies reduces available funding for other potential street maintenance projects.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15301(c) covering the repair and maintenance of existing streets, sidewalks, gutters and similar facilities.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.
Attachments:
1. Proposed Pavement Maintenance Streets List
2. Recommended Street Segment Map
3. August 23, 2022 Staff Report and Attachments
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
Blackberry Avenue Boysenberry Street Cranberry Street $20,400 Blueberry Avenue Boysenberry Street Courtland Street $11,900 Boysenberry Street Raspberry Avenue Strawberry Avenue $22,300 Cedar Street Courtland Street Spruce Street $19,200
Courtland Street E. Grand Avenue Ash Street $71,900
Cranberry Avenue Raspberry Avenue Blackberry Avenue $17,900 Huckleberry Avenue Cranberry Street Courtland Street $10,900 Loganberry Avenue Cranberry Street Courtland Street $11,200 Raspberry Avenue Boysenberry Street Cranberry Street $21,100 Seabright Avenue Oak Park Boulevard Cranberry Street $4,400 Strawberry Avenue Boysenberry Street Cul De Sac $23,400 $234,600
El Camino Real Oak Park Boulevard E. Grand Avenue $257,400 $257,400
Asilo Street La Canada Vista Drive $28,800
Asilo Street La Canada Street (North End) La Canada Street (South End) $22,800 La Canada Asilo Street Vista Drive $20,900
Los Ciervos Court Vista Drive Cul De Sac $25,000
Paraiso Court Asilo Steet Cul De Sac $4,400
Puesta del Sol Los Ciervos Vista Drive $27,400
Rosemary Court La Canada Cul De Sac $33,400
Vista Drive PCC at Median La Canada $42,100
$204,800
Rosemary Lane West End Cul De Sac $23,400
Salida de Sol James Way Cul De Sac $14,400
Sombrillo Salida de Sol Rosemary Court $17,600
$55,400
Hidden Oak Road James Way End of Road $26,400
Quail Ridge Court Hidden Oak Road Cul De Sac $7,700
$34,100
Village Glen Drive James Way Hidden Oak Road $26,900
$26,900
Ridgeview Way Tally Ho Road White Court $29,100
White Court Ridgeview Way Cul De Sac $8,700
$37,800
Pearwood Avenue Huasna Road Oak Hill Road (EOS) $32,100 $32,100
Coach Road Branch Mill Road Flora Road - CIW N/O Flora $17,200 Flora Road Coach Road End of Street $15,400
Greenwood Drive Flora Road End of Street $15,200
Tanner Lane Flora Road Branch Mill Road $14,300
$62,100
GROUP 1
GROUP 2
GROUP 3
GROUP 4
GROUP 9
GROUP 5
GROUP 6
GROUP 7
GROUP 8
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
GROUP 10
ATTACHMENT 1
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
James Way Oak Park Boulevard Equestrian Way $106,200
$106,200
E. Grand Avenue/Branch
Street El Camino Real Mason Street $170,300
$170,300
Castillo del Mar End of Street Orchard Avenue $68,400
Cherry Avenue (W) Arroyo Avenue End of Street (AGHS) $24,300 Orchard Avenue Fair Oaks Avenue Castillo de Mar $55,600 Via Avante Castillo del Mar Cul De Sac $8,300
Via Belmonte Court (North) Castillo del Mar Cul De Sac $7,900 Via Belmonte Court (South) Castillo del Mar Cul De Sac $15,500 Via Firenze (North) Castillo del Mar Cul De Sac $10,700 Via Firenze (South) Castillo de Mar Cul De Sac $10,700
$201,400
$1,423,100
SUBTOTAL
SUBTOTAL
SUBTOTAL
TOTAL
GROUP 12
GROUP 11
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Jill McPeek, Capital Improvement Project Manager
SUBJECT: Consideration of Street Selection for the 2022 Pavement Management Program
DATE: August 23, 2022
SUMMARY OF ACTION:
Approval of the recommended treatments and streets will allow the City to prepare construction documents for the 2022 Pavement Management Program projects.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2022-23 Capital Improvement Program (CIP) budget includes $4,786,548 for the subject project, and it is anticipated that $1,478,117 of unencumbered FY 2021-022 revenues will be available for carryover for a total budget of $6,264,665 ($68,900 of Urban State Highway Account (USHA) funds, $768,685 of General Fund, $307,200 of Senate Bill 1 (SB1) funds, and $5,119,880 of Local Sales Tax funds). It is estimated $5,109,700 will be used for construction and $510,915 for construction contingencies. The remaining $644,050 will be used for consultant engineering and testing services for the project, and additional pavement management program items that include the annual StreetSaver subscription and City-wide striping refresh. Staff time will be necessary to coordinate the design plans with the consultant.
RECOMMENDATION:
Review and approve the recommended treatments and streets for the 2022 Pavement Management Program, including the streets identified in Attachments 1 through 3, and direct staff to work with the City’s design consultant to value engineer proposed treatments and proposals for the streets identified in Attachment 4.
BACKGROUND:
In 2017, based on recommendations from staff and the City’s pavement consultant, the City Council approved a street repairs program focused on addressing potential structural issues and other critical point repairs, rather than a rotating slurry seal program, in order to prioritize spending of the City’s limited budget. This approach has also resulted in ATTACHMENT 3
City Council
Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022
annual street repair programs that have provided corrections to arterials and collector streets, with little to no ability to address needs on residential streets.
On April 10, 2018, the City Council reviewed treatment options for the 2018 Street Repairs project (James Way) and selected Alternative 1 - Digouts and Overlay, as the preferred alternative. For this alternative, it was estimated that 2-1/2 years of the City’s Pavement Management Program budget would be dedicated to James Way, with, digouts completed in Summer 2018 and curb ramps and overlain y scheduled to be completed in the subsequent years (e.g., 2019 and 2020). The digouts of James Way were completed in 2018, however, due to ongoing deterioration and the winter rains of 2019, two vital arterials, West Branch Street and Traffic Way, reached a critical point of deterioration in 2019 that would have moved into a full “reconstruction category” without immediate repairs to multiple segments. In response, on June 11, 2019, Council approved digout improvements on West Branch Street and Traffic Way and delayed the curb ramps and overlay on James Way based on the fact that the digouts previously completed were effective and could hold up another year or two without deteriorating while awaiting a full overlay treatment.
In order to stretch the available budget and slow the deterioration of certain streets to help avoid near-term reconstruction for the 2021 Street Repairs project, staff and the City’s pavement engineer recommended to Council in April 2021 that the City continue to correct base failures (digouts) and alligator cracking on streets found to be in the most urgent condition up to the amount of the budget available. On July 27, 2021, Council reviewed alternatives for appropriating funds in excess of the 20% Fund Balance Goal Limit and elected to invest $1.75 million of excess reserves into the City’s infrastructure, specifically pavement maintenance. As a result, additional street segments that had been evaluated and identified in the April 27, 2021 staff report were added to the 2021 Street Repairs project utilizing the excess reserves. At that time, it was identified that any funds remaining after the 2021 Street Repairs project would be carried over to the 2022 pavement management program.
The City’s contractor has recently completed the 2021 Street Repairs project and it is estimated that approximately $1.478 million will be carried over to the 2022 pavement management program. In addition, $3.6 million of Sales Tax monies have been made available for the 2022 pavement management program through reallocation of funds previously allocated to the Brisco/Halcyon Interchange Project, savings from Sales Tax projects that were funded through American Recovery Plan Act (ARPA), and allocations of the Sales Tax fund balance. In total, the FY 2022-23 CIP budget includes $6,264,665 for the 2022 Street Repairs project ($68,900 of Urban State Highway Account (USHA) funds, $768,685 of General Fund, $307,200 of Senate Bill 1 (SB1) funds, and $5,119,880 of Local Sales Tax funds).
City Council
Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022
ANALYSIS OF ISSUES:
The proposed 2022 Pavement Management Program was developed in consultation with City’s pavement engineer and consists of a combination of three pavement maintenance strategies that may be employed because of the greater number and amount of streets that can be addressed with this year’s additional funding. These three strategies are:
1. Preventive Maintenance
2. Pavement Rehabilitation
3. Hot Spot Repairs on Key City Streets
The purpose of this approach is to maximize the additional amount of funding infused into this year’s pavement management program budget while also addressing critical point needs within the City’s roadway network. If approved, the proposed 2022 Street Repair project will include some slurry seal treatments as well as repairs to a number of residential streets, as described in more detail below and in the attachments. The proposed strategy assumes that the increase will be limited due to the one-time nature of additional funds for the 2022 project. Consistent annual increases will allow staff to modify the annual pavement maintenance strategy on a longer-term basis.
Strategy 1: Preventative Maintenance $1,683,000
Pavement maintenance treatments are designed to slow the pavement aging process.
Mainly, the treatments are designed to protect the pavement from the adverse effects of water and to some extent vehicle traffic. Over the past several years, the City has elected to forego preventative maintenance treatments to focus on correcting structural deficiencies (digouts) on streets segments, mainly collectors and arterials, that had moved into a critical point of deterioration and would most likely move into a reconstruction category without immediate structural repairs.
For this year’s program, it is recommended that some preventative maintenance be accomplished due to the additional funding available. Twelve areas within the City have been identified that would benefit from receiving a slurry seal preventative maintenance treatment at this time. A slurry seal helps to preserve and protect the underlaying pavement structure, provides a new wearing surface, protects it from sun damage, and most importantly seals the pavement, thus preventing the infiltration of water, which is the most frequent cause of pavement failure.
These streets were selected using a best first approach that will keep the City’s good streets in good condition. The City has expended several millions of dollars to improve streets throughout the City. Currently 26% of the City’s network is identified as in “Good” condition (PCI between 90-71). Preventative maintenance will preserve that condition.
This year’s program, as proposed, will address approximately 12.4% percent of those good condition streets.
City Council
Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022
A map of the twelve locations and street list are presented in Attachments 1 and 2.
Strategy 2: Pavement Rehabilitation $1,580,000
Pavement rehabilitation consists of treatments used to restore the existing pavement or to add additional structural support to the pavement.
For this year’s program, staff is recommending completing the James Way digout and overlay rehabilitation project. The project consists of overlaying the pavement on James Way from Equestrian Way to Tally Ho Road where digouts were previously performed.
This street segment was selected to stay in alignment with the intent to come back in the future, when funds were available, and complete the James Way project that was partially completed in 2018.
An asphalt overlay is a layer of new asphalt applied over the existing base layer of asphalt on a road. An overlay is a treatment that can significantly extend the useful life of the road when the base of the pavement is in good shape.
The project will also include upgrading twenty-four non-compliant curb ramps within the project limits as an overly is considered an alteration of a street under the Americans with Disabilities Act (ADA) and triggers the City’s obligation to provide ADA compliant curb ramps where pedestrian walkways intersect the resurfaced street.
Scenario 3: Hot Spot Repairs on Key City Streets $1,837,000 Digout Repairs $373,000
Digouts are small areas of deteriorated pavement which are removed and replaced with new asphalt concrete to correct base failures and to help slow the deterioration of a street and avoid near-term reconstruction.
Staff’s recommendation is to continue with the approach of performing localized repairs or digouts on key streets throughout the City. This approach is a “stop-gap” measure to keep important streets safe and help reduce the need for the road crew’s immediate attention. The City has successfully used this approach over the past few years to address important, well used streets throughout the City.
A list of streets proposed to include digout repairs is presented in Attachment 3.
Value Engineer Selected Residential Streets $1,464,000
Staff recommends using the remaining funds in this year’s budget to address residential streets that are in poor condition. A proposed street list is presented in Attachment 4.
These streets have a PCI between 27 and 49. Residential streets are typically low volume
City Council
Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022
roads that were constructed with a thin layer of asphalt concrete ranging between 2 and 3 inches. Poor roads with low PCIs do not always require reconstruction. Sometimes these roads look bad but are still structurally adequate. The intent is to test these pavements, using non-destructive deflection testing to determine the structural adequacy of the pavement. If it is determined that the pavement is structurally adequate, then value engineering methods can be applied. Value Engineering is defined as the art of providing the most cost-effective pavement treatments without sacrificing quality or longevity. Value engineering approaches used in the past by other agencies include TMOs (thin maintenance overlays), cape seals with or without a leveling course, or fiberized slurry seals.
The streets list in Attachment 4 were identified as moving into a condition requiring reconstruction, which is estimated at $4,115,000. For this year’s program, staff is recommending a value engineering process of these streets, preceded by deflection testing, in order to stretch the amount of funding available. The goal is to address as many streets as possible on the list. It should be noted that some treatments will trigger curb ramp upgrades. Seventeen potential curb ramps have been identified that may need to be upgraded depending on the selected treatment. The current estimated construction cost of a curb ramp is approximately $10,000. Staff is recommending to work closely with the design engineer to evaluate value engineering options with the intent of treating most, if not all, of the streets presented in Attachment 4.
Should the Council agree with the three pavement maintenance strategies presented above, it is recommended Council direct staff to work with the design engineer to evaluate the selected street segments identified in Attachment 4, verify that the proposed treatments are appropriate for each street segment, and identify the associated treatment costs. Staff will then return to Council to present the findings and recommendations and to request approval with the plans and specifications for the 2022 Street Repairs project.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation;
3. Direct staff to investigate other potential treatments and streets and return to Council; or
4. Provide other direction to staff.
ADVANTAGES:
The available pavement management program budget will be maximized by employing three different pavement management strategies. Slurry seals will help to preserve and protect the underlaying pavement structure from sun and water. Overlays will significantly extend the useful life of the road when the pavement base is in good shape. Digouts will
City Council
Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022
provide permanent repairs where the pavement is failing helping to extend the pavement life. Value engineering will determine the most cost-effective pavement treatments.
DISADVANTAGES:
Implementation of the proposed pavement maintenance strategies reduces available funding for other potential street maintenance projects.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15301(c) covering the repair and maintenance of existing streets, sidewalks, gutters and similar facilities.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.
Attachments:
1. Proposed Pavement Maintenance Locations Map
2. Proposed Pavement Maintenance Streets List
3. Proposed Digout Repairs on Key City Streets List
4. Proposed Residential Streets List for Value Engineering
5. Staff Report from the April 10, 2018 City Council meeting
6. Staff Report from the June 11, 2019 City Council meeting
7. Staff Report and Attachments from the April 27, 2021 City Council meeting
8. Staff Report and Attachments from the July 27, 2021 City Council meeting
ATTACHMENT 1
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
Courtland Street (S) Ash Street Raspberry Avenue $28,315 Courtland Street (S) Strawberry Avenue COP at CIW $23,547 Courtland Street (S) COP at CIW E. Grand Avenue $10,618 Courtland Street (S) Raspberry Avenue Strawberry Avenue $248,625 Strawberry Avenue Boysenberry Street Courtland Street $10,054 Strawberry Avenue Courtland Street Cul De Sac $6,116
Blackberry Avenue Boysenberry Street Cranberry Street $17,595 Huckleberry Avenue Cranberry Street Courtland Street $8,211 Cedar Street Aspen Street Spruce Street $37,086
Loganberry Avenue Cranberry Street Courtland Street $7,876 Blueberry Avenue Boysenberry Street Courtland Street $8,093 Raspberry Avenue Boysenberry Street Cranberry Street $17,595 Cranberry Avenue Raspberry Avenue Blackberry Avenue $11,981 Boysenberry Street Raspberry Avenue Courtland Street $15,584 Seabright Avenue Oak Park Boulevard Cranberry Street $4,105 $455,401
El Camino Real City Limit Oak Park Boulevard $2,412
El Camino Real Oak Park Boulevard Hillcrest Drive $39,087 El Camino Real Hillcrest Drive W/C 850' E/O Hillcrest Drive $21,609 El Camino Real W/C 850' E/O Hillcrest Drive Brisco Road $31,524 El Camino Real Brisco Road Halcyon Road (North) $82,444 El Camino Real Halycyon Road (North) Bennett Road $50,133 El Camino Real Bennet Road E. Grand Avenue $19,283
$246,492
Los Ciervos Vista Drive Cul De Sac $13,548
Los Ciervos Court Vista Drive Cul De Sac $5,080
Puesta del Sol Los Ciervos Vista Drive $21,352
Vista Drive PCC at Median La Canada $134,314
Asilo Street La Canada Vista Drive $19,143
Asilo Street La Canada Street (North End) La Canada Street (South End) $75,114 Paraiso Court Asilo Steet Cul De Sac $2,798
La Canada Asilo Street Vista Drive $13,151
Rosemary Court La Canada Cul De Sac $19,917
$304,417
Rosemary Lane West End Cul De Sac $17,965
Sombrillo Salida de Sol Rosemary Court $13,842
Salida de Sol James Way Cul De Sac $10,013
$41,820
Hidden Oak Road James Way End of Road $16,533
Quail Ridge Court Hidden Oak Road Cul De Sac $5,613
$22,146
Village Glen Drive James Way Hidden Oak Road $84,179
$84,179
Ridgeview Way Tally Ho Road White Court $10,806
White Court Ridgeview Way Cul De Sac $5,118
$15,924
SUBTOTAL
SUBTOTAL
SUBTOTAL
GROUP 1
GROUP 2
GROUP 3
GROUP 4
GROUP 5
GROUP 6
GROUP 7
SUBTOTAL
SUBTOTAL
SUBTOTAL
SUBTOTAL
ATTACHMENT 2
City of Arroyo Grande
Potential Slurry Seal Streets
Road Name BegLocation EndLocation Est. Section Cost
Pearwood Avenue Huasna Road Oak Hill Road (EOS) $20,778 $20,778
Flora Road Coach Road End of Street $12,542
Coach Road Branch Mill Road Flora Road - CIW N/O Flora $13,582 Tanner Lane Flora Road Branch Mill Road $11,360
Greenwood Drive Flora Road End of Street $11,943
$49,427
James Way Oak Park Boulevard Equestrian Way $175,383
$175,383
E. Grand Avenue (EB) El Camino Real PCC @ 101 Overcrossing $13,347 E. Grand Avenue (WB) El Camino Real PCC @ 101 Overcrossing $13,347 E. Grand Avenue (EB) AC @ Hwy 101 Overpass W. Branch $35,333 E. Grand Avenue (WB) PCC @ Hwy 101 Overpass W. Branch $35,333 Branch Street (W) E. Grand Avenue Traffic Way $8,739
Branch Street (W) Traffic Way Bridge Street $64,542
Branch Street (E) Bridge Street (Bricks) Mason Street (Bricks) $86,567 $257,208
Orchard Avenue Fair Oaks Avenue West Cherry Avenue $38,774 Orchard Avenue West Cherry Avenue COP S. of Pilgram Way $77,704 Orchard Avenue COP S. of Pilgram Way Castillo de Mar $47,191 Cherry Avenue (W) Arroyo Avenue End of Street (AGHS) $17,387 Castillo del Mar End of Street Orchard Avenue $52,418
Via Avante Castillo del Mar Cul De Sac $4,265
Via Firenze (North) Castillo del Mar Cul De Sac $5,758
Via Firenze (South) Castillo de Mar Cul De Sac $5,758
Via Belmonte Court (North) Castillo del Mar Cul De Sac $4,672 Via Belmonte Court (South) Castillo del Mar Cul De Sac $9,099 $263,026
$1,682,274
SUBTOTAL
SUBTOTAL
SUBTOTAL
TOTAL
SUBTOTAL
SUBTOTAL
GROUP 12
GROUP 11
GROUP 10
GROUP 9
GROUP 8
City of Arroyo Grande
Potential Digout Repairs on Key Streets
List of Selected Streets
Estimated
Const.
Costs
Nevada Street - E. Branch Street to Le Point Street 15,000$ Mason Street - E. Branch Street to Le Point Street 40,000$ Traffic Way - Address Tree Roots between Fair Oaks Avenue and Bridge Street 10,000$ Huasna Road - Callie Court to City Limit (After Strother Park) 300,000$ California Street at Intersection of Fair Oaks Avenue 8,000$ 373,000$
ATTACHMENT 3
City of Arroyo Grande
Proposed Residential Streets for Value Engineering
Value Engineer Reminaing Funds on the Following Street Segements Actual
Estimated
Costs
Available
Budget
Stevenson Drive - James Way to Hodges Road $ 99,000
Hodges Road - Equestrian Way to Cul De Sac $ 254,000
Equestrian Way - James Way to Noyes Road (11 Ramps) $ 1,230,000 Acron Drive - Equestrian to Equestrian $ 523,000
Oak Leaf Circle - Equestrian Way to Cul De Sac $ 105,000 Scenic Circle - Equestrian Way to Cul De Sac $ 143,000
Mustang Circle - Equestrian Way to Cul De Sac $ 124,000 Vista Circle - Equestrian Way to Cul De Sac $ 144,000
Vista Drive - Equestrian Way to PCC S/O Los Ciervos Court $ 933,000 Arabian Circle - Vista Drive to Cul De Sac (2 Ramps) $ 241,000 Deer Trail Circle - Equestrian Way to Cul De Sac $ 189,000 Via Vaquero - Rancho Parkway to Via Bandolero (4 Ramps) $ 130,000 Estimated Cost if the Right Treatment was Used: $ 4,115,000 Use remaining
project funds
and value
engineer these
streets
$ 1,464,000
ATTACHMENT 4
ATTACHMENTS 5 - 8
Attachment 5 – April 10, 2018 Staff Report
Attachment 5 is available as a link:
https://ca-arroyogrande.civicplus.com/AgendaCenter/ViewFile/Item/6944?fileID=12909 Attachment 6 – June 11, 2019 Staff Report
Attachment 6 is available as a link:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/8570?fileID=15248 Attachment 7 – April 27, 2021 Staff Report and Attachments Attachment 7 is available as links:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/10957?fileID=17104 https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/10957?fileID=17209 Attachment 8 – July 27, 2021 Staff Report and Attachments Attachment 8 is available as links:
https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17362 https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17388 https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17387
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director SUBJECT: Supplemental Information
Agenda Item 11.a. – Consider Approval of 2022 Pavement
Management Program
DATE: November 22, 2022
Enclosed is an updated Table 3 for page 6 of the Pavement Management Program (PMP) staff report (page 399 in the Agenda Packet).
The total Estimated cost of $2,274,000 remains the same for this Value Engineering selection of streets. Some of the streets were placed out of order and assigned the wrong costs in the original Table 3.
cc: City Manager
Administrative Services Director
City Attorney
City Clerk
City Website (or public review binder)
Actual
Estimated
Costs
Value
Engineered
Cost
Acorn Drive Equestrian Way to Equestrian Way 523,000 $ $ 221,000Arabian Circle Vista Drive to Cul De Sac $ 241,000 $ 124,000 Deer Trail Circle Equestrian Way to Cul De Sac 189,000 $ $ 114,000 Equestrian Way James Way to Noyes Road $ 1,230,000 $ 827,000 Hodges Road Equestrian Way to Cul De Sac 254,000 $ $ 131,000 Mustang Circle Equestrian Way to Cul De Sac 124,000 $ $ 61,000 Oak Leaf Circle Equestrian Way to Cul De Sac 105,000 $ $ 51,000 Scenic Circle Equestrian Way to Cul De Sac 143,000 $ $ 33,000 Stevenson Drive James Way to Hodges Road 99,000 $ $ 45,000 Vista Circle Equestrian Way to Cul De Sac 144,000 $ $ 55,000 Vista Drive Equestrian Way to PCC S/O Los Ciervos Court 933,000 $ $ 191,000 Via Vaquero Rancho Parkway to Via Bandolero 130,000 $ $ 421,000 $ 4,115,000 $ 2,274,000
Value Engineer Remaining Funds on the Followin Street Segments Estimated Cost if the Right Treatment was Used:
Value Engineering on Selected Residntial Streets