CPG4thQtrCCmtg7-31-23(klk)
CITY OF SIMI VALLEY
MEMORANDUM
J
uly 31, 2023
TO
: City Council
F
ROM: Department of Environmental Services
S
UBJECT: RECEIVE AND FILE UPD ATE ON THE FISCAL YEAR (FY) 2022 -23
COMMUNITY PROJECTS GRANT PERFORMANCE REPORTS FOR THE
FOURTH AND FINAL QUARTER ACTIVITIES
STAFF RECOMMENDATION
I
t is recommended that the City Council receive and file the Community Projects Grant (CPG) p erformance reports for the activities during the fourth quarter of FY 20 22-23 (Attachments A and B).
BACKGROUND AND OVERVIEW
O
n May 9, 2011, the City Council approved executing a Memorandum of Understanding (MOU) between the City and Waste Management related to the expansion of the Simi Valley Landfill and Recycling Center. The executed MOU provides annual funding of $150,000 for community projects and programs at the discretion of the City Council. For FY 20 22-23, the City Council awarded a combined total of $150,000 to seven non-profit organizations on June 27, 2022. The awards have an expenditure period that began on Ju ly 1, 2022, and conclude on June 30, 2023. Recipients are required to submit q uarterly performance reports (reports) identifying progress on the approved scopes of work and maintain the records for ten years. Additionally, pursuant to City Council direction on November 20, 2017, any unexpended funds at the conclusion of the expenditure period shall be returned to the City for allocation during the next award cycle.
FINDINGS AND ALTERNATIVES
Five of the seven organizations (Volunteers Serving the Elderly, Body Brain Train, Many Mansions, Not One More, and Soroptomist) completed their projects, expended all funds, and submitted their reports in previous quarters. Staff has reviewed the remaining two reports for projects that were not completed in the previous quarter of FY 2022-23. These reports cover activities completed from April 2023 to June 2023 (Attachments A and B).
Both reports have been found to be responsive in detailing the accomplishments of their respective scopes of work and expending all funds. Table 1 provides an overview of the grant recipient’s quarterly expenditures.
AGENDA ITEM NO.
Consent (5)
Table 1 - Project Status
R
ecipient Award
Amount
Expenditures To Date
Unspent
Balance Status Q1 Q2 Q3 Q4
Big Brothers
Big Sisters of
Ventura County
$15,000 $3,750 $3,750 $3,750 $3,750 $0 Completed
Body Brain
Train $43,800 $3,026 $2,171 $38,603 $0 $0 Completed
Boys & Girls
Club of
Moorpark and
Simi Valley
$50,000 $0 $0 $0 $50,000 $0 Completed
Caregivers:
Volunteers
Serving the
Elderly
$11,200 $6,400 $4,800 $0 $0 $0 Completed
Many
Mansions $10,000 $4,270 $4,400 $1,330 $0 $0 Completed
Not One More $10,000 $0 $8,381 $1,619 $0 $0 Completed
Soroptimist
International of
Simi Valley
$10,000 $0 $0 $10,000 $0 $0 Completed
T
he following alternatives are available to the City Council:
1. R
eceive and file the Community Projects Grant performance reports;
2. R
equest additional information associated with the Community Projects Grant performance reports for the activities during the fourth quarter of FY 2022-23;
3. P
rovide staff with alternate direction.
S
taff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I
move to receive and file the Community Projects Grant performance reports for the activities completed during the fourth quarter of FY 2022-23. 2 SUMMARY
T
he City Council awarded CPG funds totaling $150,000 to seven non-profit organizations for the FY 20 22-23 award cycle . The o rganizations are required to submit quarterly performance reports through the end of the expenditure period or completion of the project, whichever occurs first. Five organizations completed their projects, expended all funds, and submitted their final reports in previous quarters. The two remaining organizations’ reports for the period of April 2023 to June 2023 have been reviewed by staff and found to be responsive in detailing the accomplishments of their respective scopes of work. It is recommended that the City Council receive and file the CPG performance reports for the activities during the fourth quarter of FY 2022-23.
S tratis Perros
Environmental Services Director
P
repared by: Cynthia McCullough, Senior Management Analyst INDEX Page
A
ttachment A – Big Brothers Big Sisters of Ventura County Community Projects Grant Fourth Quarter Report .................................................. 4 Attachment B – Boys & Girls Club of Moorpark and Simi Valley Community Projects Grant Fourth Quarter Report .................................................. 5 3 Remaining
$0
Amount
$3,750
$0
$0
$0
$0
Total $3,750
1st Quarter
Due October 10, 2022
2nd Quarter
Due January 10, 2023
3rd Quarter
Due April 10, 2023
4th Quarter
Due July 10, 2023 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2022-23
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address:[email protected]: 805-484-2282Contact Person: Kelly Dooley Organization Name: Big Brothers Big Sisters of Ventura County Address: 555 Airport Way Suite D Camarillo 93010 Estimated Completion Date: June 30, 2023 Brief Explanation of Project Status (including # served to date) $15,000 $3,750 $3,750 $3,750 $3,750
Grant-related BBBS case management services for this reporting period support the following: April: 24 total
youth served May: 27 total youth served June: 18 total youth served. Grant period total youth serv
ed= 69.
Activities:
April: Picnics, field trip to the park, stem activities, movie nights, game days, slime-making projects, canvas paintings, sports day, science projects, gardening, and made a bucket list for the summer.
May: The month of May was filled with celebrations as some of the youth were being promoted or graduating high school. There were several mini celebrations/parties with food/treats/music to commence the achievements.
June: Worked on summer bucket list projects per youth, started the community garden project where youth planted and water the garden, Stem volcanos were made, and youth was transported to the Ventura beach for a day in the sun with games, food, free backpacks, and school supplies along with presentations from Oxnard PD on drug abuse prevention.
Description
BBBSVC Case Management-Program Manager to provide professional on-site supervision 4 ATTACHMENT A
Remaining
$0.00
Amount
$49,598
$526
$0
$0
$0
$0
Total $50,123
1st Quarter
Due October 10, 2022
2nd Quarter
Due January 10, 2023
3rd Quarter
Due April 10, 2023
4th Quarter
Due July 10, 2023 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2022-23
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: (805) 527-4437Contact Person: Scott Mosher Organization Name: Boys & Girls Club of Moorpark & Simi Valley Address: 2850 Lemon Drive, Simi Valley 93063 Estimated Completion Date:
Brief Explanation of Project Status (including # served to date) $50,000 $0 $0 $0 $50,000
We experienced challenges in finding a vehicle, as well as a sharp increase in pricing due to a shortage of this type of vehicle. We purchased the vehicle in June and had the required insignia put on as part of the comprehensive certification process and inspection. We also installed the required alarm and the vehicle was certified toward the end of the month. We started using it immediately for field trips and picking kids up from summer school. We have been running it to capacity (13 kids per trip) for about 52 trips per day. We proj ect that we will provide about 12,740 trips per year, providing kids access to afterschool enrichment programs, as well as
field trips and summer school transportation. We are most appreciative to be able to provide these serv
ices for the kids who need us most. The overage of $123 was paid directly by the Boys & Girls Club.
Breakdown of 2022-23 Community Projects Grant Expenditures for the Current Quarter Description
Purchase of 2020 Ford Truck 15 Passenger Transit Van
Van Insignia Required By CHP
5 ATTACHMENT B