CITY OF SIMI VALLEY
MEMORANDUM
October 23, 2023
TO: City Council
FROM: Office of the City Manager
SUBJECT: RECEIVE AND FILE T HE SAMARITAN CENTER’S COVID- 19
COMMUNITY RECOVERY GRANT ANNUAL PERFORMANCE REPORT
AND CONSIDER REQUEST TO REALLOCATE UNSPENT YEAR-ONE
GRANT FUNDS TO VARIOUS CATEGORIES FOR YEAR-TWO FUNDING
STAFF RECOMMENDATION
It is recommended the City Council re ceive and file the Samaritan Center’s COVID-19 Community Recovery Grant annual performance report for the first year of grant funding and approve the request to reallocate unspent Year-One funds to Year-Two funding.
BACKGROUND AND OVERVIEW
On September 19, 2022, the City Council a warded a 3-Year COVID-19 Community Recovery Grant in the amount of $475,000 to the Samaritan Center to address a variety of critical needs for the unhoused population. The Samaritan Center’s expenditure period for Year-One began on October 1, 2022 and staff has reviewed the annual performance report for the first y ear of grant funding (Attachment A, page 6). Due to challenges with staffing issues and gaining a better understanding of services that provide the most benefit to the community , the Samaritan Center was delayed in spending the first year’s budget allocation of $212,200.
At this time, the Samaritan Center is requesting the City Council allow for a reallocation of unspent Year-One funds of $68,008 to support additional personnel, housing/rental/utility assistance, office improvements , and kitchen and pantry maintenance, and other miscellaneous categories in Year-Two. As the Samaritan Center’s request to fund additional personnel and other categories deviates from the original scope of work submitted to the City Council last September, staff is requesting that the City Council re ceive and file the Samaritan Center’s annual report and approve their request to reallocate unspent funds.
FINDINGS AND ALTERNATIVES
In September 2022, the Samaritan Center submitted a proposal requesting financial assistance in the amount of $475,000, which was subsequently funded over a three-year period under the COVID-19 Community Recovery Grant Program. Funding was allocated over three primary categories: case management and support services, housing
AGENDA ITEM NO.
9A
2 assistance, and food pantry support. Staff has reviewed the Samaritan Center’s annual performance report (Attachment A) for the first year of funding, which covers expenditure activities from October 2022 through September 202 3. The budget allocation for Year- One totaled to $212,200. Below is an accounting of the Year -One expenditures (Attachment B, page 10) for the three primary categories in the table below.
Vulnerable Population for Case Management and Support Services:
Case W orker, Support Personnel, COV ID-19 Safety Office Enhancements; Transportation and Medical Bill Assistance
Description Budget Year 1 Expenditures Balance Remaining Personnel, Improvements
& Services
$81,700 $23,184 $58,516
Overhead $8,300 $8,300 $0.00
Total $90,000 $31,484 $58,516
Vulnerable Population Housing Assistance
Emergency Shelters (Hotels, Room Rentals, Camping and Travel Vouchers); Utility Bills, Rental Assistance and Security Deposit Program, Automotive Repair Cost Assistance
Description Budget Year 1 Expenditures Balance
Remaining
Shelters, PADS
Coordinator, Bill Assistance
$37,534 $29,785 $7,749
Overhead $4,166 $4,166 $0.00
Total $41,700 $33,951 $7,749
Food Pantry Reinforcement Support
Replacement Vehicle for Food Rescue and Distribution; Drinking Water and Bottle Refill Station; Pantry HVAC System; Food Gift Cards, Food Serving Supplies/Costs, Kitchen Appliances
Description Budget Year 1 Expenditures Balance
Remaining
Pantry Support $77,500 $75,757 $1,743
Overhead $3,000 $3,000 $0.00
Total $80,500 $78,757 $1,743
Total Grant Funding Allocation Year-One: $212,200
Total Grant Expenditures Year-One: $144,192
Funds Remaining: $ 68,008
During Year-One of COVID -19 Community Recovery Grant funding, the Samaritan Center provided emergency housing to 20 people in need, provided five households with rental assistance for homeless prevention, helped four clients with car repairs who use their vehicles for shelter, and sent two people back home to out of state locations as a 3 means to reconnect with their family. Gasoline assistance, bus passes, Uber assistance, and hotel vouchers were also provided to clients in need.
Additionally, the Samaritan Center replaced their high-mileage, older vehicle with a newer vehicle that provides greater reliability for food rescue and distribution. The Samaritan Center also was able to make improvements to their shelter location, including the installation of a bottle-filler water fountain within the Center and providing reusable water bottles so clients have access to fresh water, the purchase of a new refrigerator and freezer to help the pantry program operate efficiently, the installation of a new air conditioning unit in the pa ntry, office enhancements, kitchen supply purchases, and restroom, plumbing and oven repairs . A few images of the Samaritan Center’s facility upgrades are provided in Attachment C, page 14.
As part of their original Scope of Work, the Samaritan Center had requested that the City’s grant funds include the salary reimbursement for one Case Worker. At the time of grant submittal in September 2022 , the Center had two C ase Workers on staff, one funded through the City’s Community Development Block Grant and one through a County ESG Street Outreach grant. It was determined through coordination with the Ventura County Continuum of Care that the current case load for the two Case Workers was too high and a third Case Worker would provide a more beneficial caseworker ratio. Due to this, the Samaritan Center reques ted that the COVID -19 Recovery g rant fund the third C ase Worker.
As the Center was not able to hire a third case worker until July 2023, they did not seek reimbursement for case management services until the month o f September, which totaled to $6, 872. As the search for a qualified C ase Worker proved to be challenging and resulted in delays, the Samaritan Center requested that the grant funds allocated to a Case Worker be used to reimburse costs for the PADS coordinator for the months of January through March of 2023. Staff accommodated this request as this allowed the Center to utilize their own funds for a new water heater and cover the increase in utility cost for the Center.
Analyzing the Center’s Year-One grant expenditures of $144,192 on a percentage basis results in the following:
• 53% ($75,757) - Center supplies, Center improvements, and vehicle purchase • 27% ($39,737) - Services
• 20% ($28,698) - Salaries and Overhead
As the Samaritan Center did not fully expend the Year-One budget allocation of $212,200, they are requesting the City reallocate the unspent funds of $68 ,008 for additional personnel, housing/utility assistance, office improvements and kitchen and pantry maintenance, along with other miscellaneous categories to Year-Two funding (Attachment D, page 16). To enhance the Center’s supportive services, the Samaritan Center is requesting an allocation for two Case Workers versus one during Year-Two of grant funding with the rolling forward of unspent funds. 4 In July 2023, the Samaritan Center hired a third Case Worker as a means to enhance their operations and allow more individual time to clients. Utilizing grant funds to support two Case Workers allows them to connect their clients to the various resources available.
Additionally, the Center would also like to use the remaining funds to increase money allocated to their housing assistance programs as they recently created a rental and security deposit program, increase t he budget for gasoline assistance, travel vouchers, and office enhancements, and increase budget for kitchen and food pantry maintenance.
In essence, they will reallocate the remaining funds to the Year-Two budget for the various expense categories. The Samaritan Center will continue to seek grant funding from other sources as a means to support the staff and operations.
Staff is recommending that the City Council receive and file the Samaritan Center’s COVID-19 Community Recovery Grant Annual perf ormance report and approve their request to reallocate unspent Year-One funds to Year-Two funding.
While staff recommends approval of the Samaritan Center’ s reallocation request, staff also expresses concerns regarding the Center’s possible reliance upon the City’s grant to financially support staff positions and facility modifications. Staff suggests that the Center utilize Year -Two of the City’s grant to fund the two Case Worker positions and make final modifications to the Center. Year-Three should emphasize transitioning away from using City grant funds for staffing and facility improvements and greater funding for direct assistance to the unhoused population.
The following alternatives are available to the City Council:
1. Receive and file the Samaritan Center’s COVID-19 Community Recovery Grant Annual Report;
2. Approve the reallocation unspent funds to various categories in Year-Two;
3. Modify the request to reallocate unspent funds to various categories in Year-Two.
Staff recommends Alternative Nos. 1 and 2.
SUGGESTED CITY COUNCIL MOTION
I move to receive and file the Samaritan Center’s COVID-19 Community Recovery Grant annual performance report for the first year of grant funding and approve the request to reallocate unspent Year-One funds to Year-Two funding.
5 SUMMARY
The City Council awarded a COVID-19 Community Recovery Grant in September of 2022 in the amount of $475,000 to the Samaritan Center over the course of three-years, which addressed a variety of critical needs for the unhoused population. The Samaritan Center’s expenditure period for Year-One began on October 1, 202 2 and staff has reviewed the annual performance report for the first year of grant funding. The Samaritan Center was delayed in spending the first year’s budget allocation of $212,200 and is requesting that the City Council allow for a reallocation of unspent funds of $68,008 to support additional personnel, housing/rental/utility assistance, office improvements, and maintenance for the kitchen and pantry, and other miscellaneous categories in Year-Two.
As this is a deviation from the original scope of work submitted to the City Council last September, staff is requesting that the City Council receive and file the Samaritan Center’s annual report and approve their request to reallocate unspent funds.
____________________________________
Linda Swan
Assistant City Manager
INDEX Page
Attachment A – Annual Report…………………………………………6
Attachment B – Annual Expenditures………………………………..10
Attachment C – Facility Images………………………………………14
Attachment D - Revised Annual Budget Allocation………………..16 October 10, 2023
Heidi DiNardo
City Manager's Office
2929 Tapo Canyon Road
Simi Valley, CA 93063
Re: CCRG Report
Dear Heidi,
Please find the Q4 and Year End CCRG fund Performance Report enclosed. The funds have made a great impact and improvement to our supportive services offered at the Samaritan Center over the last year . Completing the first year of funding, lessons have been learned and we have a better understanding on where the additional services we can offer will have the most impact.
Please see a summary update for Year 1, broken down in three categories as follows:
1) Case Management and Support Services: Additional Case Worker, COVID office enhancements, transportation, and medical bill assistance. - Case Worker: It is very challenging to find the right candidate. Given they need a college degree, experience in social work, especially with our vulnerable population whilst also showing compassion. Being a small non-profit with limited budget and no benefits makes it extremely difficult to compete with bigger organizations and retain staff members. After 11 job interviews we employed our third case worker in July 2023. Due to having other case management grant funds available until the end of August, we decided to fully exhaust these resources first and only started charging case management towards CCRG in September . Having three Case Workers has shown great benefits to the Center, being able to dedicate more time to each individual client. Whilst having housed 10 clients total in the last fiscal year, we have already housed 7 clients since July.
Four clients found employment in the last three months and one entered a
ATTACHMENT A
6 rehabilitation program. Being able to dedicate more time and resources to each client makes all of this possible. The latest challenge however is that the ESG grant paying for Case Worker 2 finished at the end of August. Having not spent all the CCRG budget during year 1, we would like to request to adjust our budget for ‘Case Worker & HMIS Data Entry Wages’ and redefine to ‘Case Management’ in order to give us more flexibility in using the allocated funds during times when other budgets are low in order to keep 3 case workers employed. - Medical Bill Assistance: we were able to help multiple clients with medical bills.
However, the overall request has been lower than anticipated and we would like to allocate the unused funds from year 1 to ‘Housing Assistance’ . For the 2nd year we plan to revisit the opportunities to assist people with medical bills during the first quarter and further coordinate with the City as needed. - Office Enhancements: we were able to make adjustments to our front desk area, purchase (2) air purifiers, as well as order a partition system to create a division in the main office to separate case workers from other staff in order to give them more privacy for client appointments.
- Car gas assistance: we have distributed over 100 gas cards to our clients with cars, helping them get to job interviews, doctors appointments, getting to and from the Center as well as being able to move their car when needed. We’ve reviewed our current allocation amounts and feel that clients can benefit more from higher amounts given due to the pricing of gas. Going forward, the plan is to give them a bigger allowance. We would like to request allocation of the underrun towards Year 2 ‘housing assistance.
- Bus passes and Uber Assistance. For clients without cars, buses are the only way to get to and from the Center or to appointments. For appointments outside of Simi Valley, the only means of transportation is by Taxi. This grant has helped many clients get to their required destinations. We would like to request to move the underrun to office enhancements for next year . We’re running out of usable space in our offices and this will help along with some community service projects to make additional improvements to better utilize our office space. 2) Housing Assistance: Emergency shelter (hotel, room to rent, camping vouchers, housing assistance), utility bills, and car repair bills.
- Hotel vouchers:
- Provided emergency housing to close to 20 people in need during hardship (DV victims, recuperative care after surgery, people dealing with health issues, bridge housing before moving into a permanent solution) The typical night stay in the hotel was 1-4 days.
- Housing Assistance:
7 - Provided 5 households with rental assistance for homeless prevention and/or to get off the street and into housing, providing at least two additional months of housing stability.
- Utility Assistance:
- Due to only offering rental assistance for a few months, we haven’t promoted available funding for utility assistance. We would like to request moving the underspend as well as the overall Utility budget into the main housing line to be more flexible in using the funds depending on our communities needs.
- Car Repair:
- We were able to help 4 clients with car repairs in the last year but also see a great need in keeping our clients cars running. Therefore we would like to request the underrun to be moved to year 2 ‘car repairs’ . There is a growing number of clients living out of their cars which makes it critical to offer emergency car repairs in order to sustain shelter . - Travel vouchers:
- We were able to send two people back home and out of state to reconnect with family. We’d like to move the small underrun to year 2 as we recognize the need in having funding available for travel vouchers going forward.
3) Food Pantry Support: Replacement vehicle for food rescue and distribution, drinking water station, pantry HVAC, food gift cards, food serving supplies, and kitchen appliances.
- We were able to purchase a new van which gets used daily to assist with food rescue in order to run our food pantry. Suggest moving small underrun to year 2 - We installed a water fountain so clients have access to fresh water and can fill their bottles to take with them. To date the water fountain has saved 1200 plastic water bottles. Suggest moving underrun to pantry maintenance as we see a greater need to keep appliances serviced and be able to deal with needed repairs to keep our kitchen and pantry running smoothly
- Purchased reusable water bottles for our drinking station - Replaced a broken refrigerator and freezer to keep our pantry program running smoothly
- Replaced a failed air conditioning unit in our pantry - Completed pantry restroom repairs, drainage issues, oven repairs - Purchased much needed kitchen and pantry supplies
8 - As a result of the Food Pantry support we were able to provide pantry services to over 17,700 household members and rescued over 173,000 of fresh food. 4) Attached are some pictures of our facility showing some of the new facility upgrades and client services made possible by the 2022-2023 CCRG funding.
In closing, we would like to request approval of reallocating Year 1 underrun funds according to the need within our community. Please find the requested adjustments in the attached documents.
Attachments:
- Pictures of facility upgrades and client services
- Funding Request / Invoice
- CCRG Budget Spending Tracker and all related invoices and receipts (email) - CCRG Budget Spending Tracker for Year 2 with the proposed re-allocation (email) We would like to thank the City of Simi Valley for all the support and guidance given to the Samaritan Center over the last year . This grant has made a huge difference to so many lives within our community and we couldn’t be more grateful.
If there are any questions, please feel free to reach out.
Annika Sumby
Executive Director
9 The Samaritan Center
Project: Vulnerable Population for Case Management
COVID-19 Community Recovery Grant Program
Sub-Category: Negative Economic Impacts
Housing Support: Services for Unhoused Persons
Description Date Received Actual Spend
Balance
(Underrun) Year 1 Total Budget
$48,700
CA 4014A (Income) Advance for Q1 Invoiced 09/29/22 $12,175 CA 6757A (Expense) Case Worker (#A) 09/01/23-09/15/23 09/20/23 $1,453.00 CA 6757A (Expense) Case Worker (#B) 09/01/23-09/15/23 09/20/23 $1,849.00 CA 6757A (Expense) Case Worker (#A) 09/16/23-09/30/23 09/30/23 $1,770.00 CA 6757A (Expense) Case Worker (#B) 09/16/23-09/30/23 09/30/23 $1,800.00 $6,872.00 $41,828
$41,300
(CA 6622A) Rolling Oaks Radiology - Client H.C. X-ray 10/27/22 $55.00 (CA 6622A) Albertsons Pharmacy - Client H.C. Medication 11/14/22 $16.82 (CA 6622A) CVS Pharmacy - Client #34090 - medication 11/23/22 $44.92 (CA 6622A) Clinicas - C. Y. - TB test 11/30/22 $23.00
(CA 6622A) Clinicas - M. G. - TB test 01/23/23 $23.00
(CA 6622A) Clinicas - K. A. T. - TB test 02/22/23 $14.00 (CA 6622A) Clinicas - M. F. - TB test 03/14/23 $14.00
(CA 6622A) CVS Pharmacy - K. B. - medication 03/16/23 $50.00 (CA 6622A) CVS Pharmacy - Client #34090 - medication 04/17/23 $34.05 (CA 6622A) CVS Pharmacy - Client #34090 - medication 04/28/23 $39.26 $314.05 $4,686 $5,000
(CA 4013A Income) Advance for Q1 Invoiced 09/29/22 $10,000 (CA 6657A) Furniture Wholesale - Reception Desk 11/14/22 $1,149.00 (CA 6657A) Reception Desk Enhancement 12/9/22 & 12/13/22 $21.52 (CA 6657A) Air Purifier for office 12/27/22 $396.78
(CA 6657A) Phone line repair 01/24/23 $123.75
(CA 6657A) Office Furniture 03/27/23 $784.81
(CA 6657A) Office Filing Boxes 03/29/23 $34.32
(CA 6657A) Office Door Adjustments (CK#0119) 04/10/23 $23.36 (CA 6657A) Office Door Adjustments (CK#0119) 04/11/23 $8.27 (CA 6657A) Office Door Adjustments (CK#0119) 04/13/23 $28.89 (CA 6657A) Office Cabinet Locking Bars 04/24/23 $96.42
(CA 6657A) Office File Folder organizer 04/28/23 $20.94 (CA 6657A) File Cabinet locks 04/28/23 $21.84
(CA 6657A) Amazon - wall mount server rack 06/19/23 $246.66 (CA 6657A) Amazon - IT cables 06/19/23 $41.70
(CA 6657A) Amazon - IT cables 06/19/23 $26.40
(CA 6657A) Case Worker Privacy division wall 09/29/23 $4,530.10 (CA 6657A) Case Worker Privacy division wall - install (75%) 09/30/23 $1,226.25 $8,781.01 $1,219 $10,000
(CA 6871A) Arco - 10x $25 12/07/22 $253.50
(CA 6871A) Chevron - 10x $25 12/07/22 $250.00
(CA 6871A) Chevron - 1x $25 02/15/23 $25.00
(CA 6871A) Albertsons - Shell 27x $25 03/06/23 $675.00
(CA 6871A) Smart & Final - Arco 20x$25, Shell 10x$25 03/31/23 $750.00 (CA 6871A) Albertsons - Shell 30x $25 06/27/23 $750.00
(CA 6871A) Albertsons - Shell 30x $25 09/15/23 $750.00
$3,453.50 $5,547 $9,000
(CA 6878A) City of Simi Valley - 10x 21-Ride bus passes 11/15/22 $250.00 (CA 6878A) Uber Assistance - H. C. 11/15/22 $19.99
(CA 6878A) Uber Assistance - Client #34090 11/23/22 $13.05 (CA 6878A) Uber Assistance - Client #2734 11/25/22 $41.98 (CA 6878A) Uber Assistance - Client #34090 11/28/22 $41.91 (CA 6878A) City of Simi Valley - 10x 21-Ride bus passes, 5x single 12/12/22 $275.00 (CA 6878A) Uber Assistance - B. R. 12/12/22 $23.90
(CA 6878A) Uber Assistance - B. R. 12/12/22 $23.98
(CA 6878A) Uber Assistance - B. R. 12/13/22 $74.08
(CA 6878A) Uber Assistance - Cancellation 01/04/23 $5.00 (CA 6878A) City of Simi Valley - 20x 21-Ride bus passes, 20x single 02/09/23 $530.00 (CA 6878A) Uber Assistance - C. H. 03/02/23 $65.90
(CA 6878A) City of Simi Valley - 20x 21-Ride bus passes, 20x single 03/29/23 $530.00 (CA 6878A) Uber Assistance - Cancellation 04/01/23 $35.00 (CA 6878A) Uber Assistance - Client #19901 for medical appointment 04/05/23 $25.92 (CA 6878A) Uber Assistance to Emergency care Client #19901 05/01/23 $13.96 (CA 6878A) Uber Assistance to shelter in Oxnard - homeless woman 05/23/23 $48.94 Caseworker & HMIS Data Entry Assistant wages
Client Support Services (see breakdown below)
Medical Bill Assistance
Covid 19 Office Enhancements
Car gas assistance
Bus Passes & Emergency Uber assistance
ATTACHMENT B
10 (CA 6878A) Uber Assistance - Client #34090 - court appointment 06/16/23 $64.04 (CA 6878A) Uber Assistance - Client #34090 - court appointment 06/16/23 $51.91 (CA 6878A) Uber assistance - S.L. G - to airport (sending home) 08/03/23 $53.91 (CA 6878A) City of Simi Valley - VC Bus passes 08/10/23 $10.00 (CA 6878A) Uber Assistance - Client #5092 - court appointment 08/22/23 $140.95 (CA 6878A) Uber Assistance - Client #5092 - court appointment 08/22/23 $124.56 (CA 6878A) City of Simi Valley - VC Bus passes 08/29/23 $50.00 (CA 6878A) City of Simi Valley - 50x 21-Ride bus passes 08/30/23 $1,250.00 $3,763.98 $5,236 $9,000
(CA 6758A) Purchase of checks for ARPA Bank Account 10/20/22 $167.92 (CA 6758A) Purchase of deposit slips for ARPA Bank Account 11/01/22 $10.79 (CA 6758A) Accounting Fees - P. M. 11/23/2022 $175.00
(CA 6758A) Accounting Fees - P. M. 12/21/22 $112.50
(CA6758A) Level of Effort (LOE) (25% -$466.21 =$1608.79) 9/19/22-12/31/22 $1,608.79 (CA6758A) Level of Effort (LOE) (25% -$466.21 =$1608.79) 01/01/23-03/31/23 $1,608.79 (CA 6758A) Accounting Fees - P. M. 02/18/23 $125.00
(CA 6758A) Level of Effort (LOE) (25% -$466.21 =$1608.79) 04/01/23-06/30/23 $1,608.79 (CA 6758A) Accounting Fees - P. M. (CK#0114) 04/24/23 $125.00 (CA 6758A) Accounting Fees - P. M. (Ck#0117) 05/23/23 $50.00 (CA 6758A) Accounting Fees - P. M. (Ck#0120) 06/15/23 $50.00 (CA6758A) Level of Effort (LOE) (25% -$466.21 =$1608.79) 07/01/23-09/30/23 $2,282.42 (CA6758A) Accounting Fees - Periscope July $125.00
(CA6758A) Accounting Fees - Periscope August $125.00
(CA6758A) Accounting Fees - Periscope September $125.00 $8,300.00 $0 $8,300
TOTAL $22,175 $31,484.54 $58,515 $90,000
Project: Vulnerable Population Housing
COVID-19 Community Recovery Grant Program
Sub-Category: Negative Impacts & Services to
disproportionately Impacted Communities
Description Date Received Actual Spend Balance Year 1 Total Budget $41,700
(CA 4013A Income) Advance for Q1 Invoiced 09/29/22 $20,000 (CA 6496A) Best Western - Emergency Housing Client M.P. 11/15/22 $328.58 (CA 6496A) Motel 6 - Emergency Housing Client M. P. 11/21/22 $97.92 (CA 6496A) Motel 6 - Emergency Housing Client B. R. 12/7/22 $82.57 (CA 6496A) Motel 6 - Emergency Housing Client B. R. 12/8/22 $94.93 (CA 6496A) Motel 6 - Emergency Housing Client B. R.(3 nights) 12/9/22 $319.84 (CA 6496A) PADS Coordinator 11/01/22-11/15/22 11/15/22 $600.00 (CA 6496A) PADS Coordinator 11/16/22-11/30/22 11/30/22 $640.00 (CA 6496A) PADS Coordinator 12/01/22-12/15/22 12/15/22 $620.00 (CA 6496A) PADS Coordinator 12/16/22-12/31/22 12/31/22 $700.00 (CA 6496A) Motel 6 - Emergency Housing J. M. 1/19/23 $322.98 (CA 6496A) Motel 6 - Emergency Housing A. P. & Child 2/17/23 $773.78 (CA 6496A) PADS Coordinator 01/01/23-01/15/23 1/15/23 $600.00 (CA 6496A) PADS Coordinator 01/16/23-01/31/23 1/31/23 $680.00 (CA 6496A) PADS Coordinator 02/01/23-02/15/23 2/15/23 $640.00 (CA 6496A) PADS Coordinator 02/16/23-02/28/23 02/28/23 $560.00 (CA 6496A) Gold Coast Sober Living - C. H. 3/2/23 $700.00 (CA 6496A) PADS Coordinator 03/01/23-03/15/23 3/15/23 $640.00 (CA 6496A) PADS Coordinator 03/16/23-03/31/23 3/31/23 $680.00 (CA 6496A) Best Western - Emergency Housing M. F. 3/14/23 $188.65 (CA 6496A) Motel 6 - Emergency Housing M. F. 3/15/23 $102.26 (CA 6496A) Motel 6 - Emergency Housing S. G. 3/14/23 $218.68 (CA 6496A)
Motel 6 - Emergency Housing during car repair #31472 &
#24536 (2 nights) 5/24/23 $229.78
(CA 6496A)
Motel 6 - Emergency Housing client #32844 (10 nights -
recouperative care) 5/24/23 $1,244.31
(CA6498A) Housing Assistance A. R. (Ck#0115) 04/28/23 $1,650.00 (CA6498A) Housing Assistance A. M. (Ck#0118) 05/24/23 $800.00 (CA6498A) Housing Assistance K. D. (Ck#0121) 07/20/2023 $2,500.00 (CA 6496A)
Motel 6 - Emergency Housing client #2969 (2 nights -
recouperative care) 7/23/23 $262.36
(CA 6496A) Premier Inns - Emergency Housing, family of 4 (2 nights) 8/7/23 $192.94 (CA 6496A)
Motel 6 - Emergency Housing client #36066 (2 nights, bridge housing and health issues) 8/8/23 $237.72
(CA 6496A)
Premier Inns - Emergency Housing extension, family of 4 (4 nights) 8/10/23 $445.86
(CA 6496A)
Motel 6 - Emergency Housing client #36066 (2 nights, bridge housing and health issues, extension) 8/10/23 $115.95
(CA 6496A) Emergency Housing - DV Case 8/10/23 $99.11
(CA 6496A) Emergency Housing - Recuperative Care client #32951 8/10/23 $403.64 (CA 6496A) Emergency Housing - client #10256 (safety concerns) 8/14/23 $317.38 Overhead Management
Housing
Hotel Vouchers / Room to rent (CA 9496) / Camping Vouchers (Camping reserv & tent equipment ) (CA 6497A) / 11 (CA 6496A)
Emergency Housing - client #10256 (safety concerns) -
extension 8/17/23 $483.81
(CA6498A) Housing Assistance J. A. (Ck#0122) 8/18/23 $1,200.00 (CA 6496A)
Emergency Housing - client #10130 (bridge housing until new room available) - part of invoice. See outstanding below 8/30/23 $226.95 $20,000.00 $0 $20,000
(CA6497A) Camping Reservation 01/02/23-01/03/23 - M. W. 01/02/22 $52.00 (CA 6496A)
Emergency Housing - client #10130 (bridge housing until new room available) - part of invoice see above for first part) 8/30/23 $162.01 (CA6498A) Housing Assistance M. R. (Ck#0124) 8/31/23 $1,450.00 (CA 6496A) Emergency Housing B.R. 9/1/23 $320.74
(CA6497A) Camping Voucher - Family of 4 9/1/23 $50.00
(CA 6496A) Emergency Housing - DV Case (3 nights) 9/8/23 $381.55 (CA6498A) Housing Assistance R. M. (Ck#0125) 9/28/23 $3,000.00 $5,416.30 $584 $6,000
$0.00 $5,000 $5,000
(CA 6874A) Car Mirror - Client D. B. 01/19/23 $19.27
(CA 6874A) Windshield Replacement - Client D. B. 02/06/23 $492.57 (CA 6874A) Rear suspension axle beam replacement - client E. S. 02/16/23 $431.75 (CA 6874A) Car breaks repair - L. S. 03/16/23 $1,129.79 (CA 6874A) Drive belt replacement - R. P. 03/17/23 $116.47 (CA 6874A) 50% of car repair client #31472 05/25/23 $1,304.45 (CA 6874A) Spark Plugs - client #31472 06/06/23 $48.06
$3,542.36 $1,792 $5,334
(CA 6877A) Delta Airlines (LAX-RSW) send client B. R. back home 12/13/22 $338.60 (CA 6877A)
Southwest BUR-MKE - sending S.G. back home to reconnect with family 8/2/23 $487.78
$826.38 $374 $1,200
(CA6758AA) Management Overhead 25% 9/19/22 - 12/31/22 $1,041.50 (CA6758AA) Management Overhead 25% 01/01/23-03/31/23 $1,041.50 (CA6758AA) Management Overhead 25% 04/01/23-06/30/23 $1,041.50 (CA6758AA) Management Overhead 25% 07/01/23-09/30/23 $1,041.50 $4,166.00 $0 $4,166
Total Vulnerable Population Housing $20,000 $33,951.04 $7,749 $41,700 Project: Reinforcement to Food Pantries
COVID-19 Community Recovery Grant Program
Sub Category: Negative Economic Impacts
Household Assistance Food Program
Description Date Received Actual Spend Balance Year 1 Total Budget $80,500
(CA 4013A Income) Advance for Q1 Invoiced 09/29/22 $55,000 (CA 6206A expense) Purchase of vehicle 02/24/23 $52,438.52 (CA 6206A expense) Floor mats for new vehicle 03/13/23 $141.29 (CA 6206A expense) Seat covers 03/13/23 $307.48
(CA 6206A expense) Cargo Liner 03/13/23 $221.97
(CA 6206A expense) Logo Wrap 03/15/23 $466.64
(CA 6206A expense) Van cleaning supplies 05/20/23 $62.63 (CA 6206A expense) pro-rated insurance for Metris 07/31/23 $956.00 $54,594.53 $405 $55,000
(CA 4013A Income) Advance for Q1 Invoiced 09/29/22 $4,000 (CA 6486A Expense) Drywall finish for water station 03/02/23 $175.00 (CA 6486A Expense) Parts for water station electrical finish 03/14/23 $21.90 (CA 6486A Expense) Supply and install of water station 03/14/23 $2,475.00 (CA 6486A Expense) Reusable Water Bottles 03/21/23 $112.59 (CA 6486A Expense) Carabiner clips for reusable water bottles 03/21/23 $8.57 (CA 6486A Expense) Water cup dispenser 06/19/23 $18.33
(CA 6486A Expense) Reusable Water Bottles 06/26/23 $117.95 $2,929.34 $1,071 $4,000
(CA 4013A Income) Advance for Q1 Invoiced 09/29/22 $6,000 (CA 6486A Expense) Integrity Comfort Systems new HVAC & Installation 11/10/22 $6,026.40 Car repair assistance for Homeless or soon to be homeless (CA 6874A) Hotel Vouchers / Room to rent (CA 9496A) / Camping Vouchers (Camping reserv & tent equipment ) (CA 6497A) / Utility Assistance (CA 6406A)
Travel Voucher - Train/Airfare (CA 6877A)
Overhead Management (CA 6758A)
Food Pantry
Purchase of a newer vehicle to support food pantry operation (including upkeep of vehicle, insurance etc) Install Drinking Water Station
Replace failed Pantry Air Conditioning (AC) units
12 $6,026.40 -$26 $6,000
(CA 6481A ) Food Service
(CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 12/08/22 $33.87 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 12/14/22 $67.69 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 12/29/22 $485.45 (CA 6481A ) Food Service Amazon - Pantry storage crates 12/29/22 $53.61 (CA 6481A ) Food Service Amazon - pantry supplies 01/11/23 $27.83 (CA 6481A ) Food Service Amazon - pantry supplies 01/11/23 $36.45 (CA 6590A ) Kitchen Supplies Knife Holder 01/27/23 $32.16 (CA 6590A ) Kitchen Supplies Commercial Grade Can Opener 01/27/23 $180.11 (CA 6481A ) Food Service Paper Towels 01/27/23 $38.06
(CA 6481A ) Food Service Amazon - T-shirt bags for pantry 02/06/23 $33.26 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 02/15/23 $104.46 (CA 6481A ) Food Service Amazon - pantry supplies 02/28/23 $117.42 (CA 6481A ) Food Service Paper Towels 03/14/23 $91.02
(CA 6590A ) Kitchen Supplies Coffee maker for kitchen 03/29/23 $33.00 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 04/06/23 $53.93 (CA 6481A ) Food Service Amazon - pantry supplies 04/12/23 $35.66 (CA 6481A ) Food Service Amazon - pantry supplies 04/12/23 $46.41 (CA 6481A ) Food Service Amazon - pantry supplies 04/12/23 $31.06 (CA 6481A ) Food Service Smart & Final - pantry supplies 05/13/23 $11.48 (CA 6590A ) Kitchen Supplies Albertsons (Kitchen Supplies) (CK#0116) 05/16/23 $17.96 (CA 6481A ) Food Service Amazon - pantry utility cart 05/24/23 $257.39 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 05/24/23 $107.76 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 06/09/23 $128.44 (CA 6481A ) Food Service Amazon - pantry food trays 06/13/23 $70.76 (CA 6481A ) Food Service Amazon - pantry storage crates 06/19/23 $76.84 (CA 6481A ) Food Service Amazon - bags for pantry 06/19/23 $106.98 (CA 6590A ) Kitchen Supplies Paper Towels 06/19/23 $41.62 (CA 6590A ) Kitchen Supplies Masking tape for pots 06/28/23 $26.80 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 07/07/23 $99.12 (CA 6481A ) Food Service Smart & Final Water 07/17/23 $53.73 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 07/20/23 $70.13 (CA 6590A ) Kitchen Supplies Amazon - kitchen surface cleaner 07/26/23 $18.78 (CA 6590A ) Kitchen Supplies Albertsons (Kitchen & Pantry Supplies) 07/31/23 $103.78 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 08/09/23 $144.87 (CA 6481A ) Food Service Amazon - pantry supplies 08/16/23 $110.42 (CA 6481A ) Food Service Amazon - pantry supplies 08/16/23 $12.64 (CA 6590A ) Kitchen Supplies Smart & Final (Kitchen Supplies) 08/23/23 $144.24 (CA 6590A ) Kitchen Supplies Albertsons (Kitchen & Pantry Supplies) 09/07/23 $46.46 (CA 6481A ) Food Service Amazon - pantry supplies 09/08/23 $37.84 (CA 6590A ) Kitchen Supplies Amazon - kitchen breakfast supplies 09/11/23 $31.73 (CA 6481A ) Food Service Amazon - pantry supplies 09/18/23 $73.34 (CA 6590A ) Kitchen Supplies Amazon - kitchen surface cleaner 09/28/23 $17.98 $3,312.54 $1,187 $4,500
(CA 4013A Income) Advance for Q1 Invoiced 09/29/22 $7,000 (CA 6486A Expense) Replace broken refrigerator and freezer 06/12/23 $7,617.00 $7,617.00 -$617 $7,000
(CA 6485A ) Oven Safety Thermostat 01/03/23 $339.30
Thermocouple part for oven 01/16/23 $38.21
Replace Thermostat for oven 01/11/23 $250.00
Replacements for oven/broken cooker legs 02/21/23 $153.52 Sheet for pantry roof leak & new light bulb 02/23/23 $32.15 Replace broken pantry toilet 06/09/23 $167.28
Kitchen and pantry drains blocked 09/26/23 $296.60
$1,277.06 -$277 $1,000
(CA5785A) Management Overhead 25% 9/19/22-12/31/22 $750.00 (CA5785A) Management Overhead 25% 01/01/23-03/31/23 $750.00 (CA5785A) Management Overhead 25% 04/01/23-06/30/23 $750.00 (CA5785A) Management Overhead 25% 07/01/23-09/30/23 $750.00 $3,000.00 $0 $3,000
Total Reinforcement to Food Pantries $72,000 $78,757 $1,743 $80,500 Total for all three Projects $114,175 $144,192 $68,008 $212,200 Invoice Total
Purchase Food Gift Cards / Food Vouchers (including food distribution containers, cups, utensils etc) Replace aging commercial refrigerator that supports pantry operations Maintenance for Kitchen & Pantry Appliances
Overhead Management (CA 6758A)
13 Attachments:
Picture of facility upgrades and client services
Front Desk Area
Pantry Air Conditioning Unit Water Dispenser
ATTACHMENT C
14 Pantry Van (Sammy) Door Adjustment
Refrigerator Freezer
15 The Samaritan Center 10/10/2023
Request For COVID-19 Community Recovery Grant
Program Funding Notes:
1) Projects highlighted in Green require funding upfront from the City
2) Project not highlighted will be invoiced monthly to the City Project: Vulnerable Population for Case
Management
3) The Year 2 Revised column (E) incorporates Year 1 underun ($68,008) in the service areas where most needed based on the Year 1 experience. The Samaritan Center request approval.
COVID-19 Commuity Recovery Grant/ Sub-Category:
Negative Economic Impacts
4) For year 2 and 3, combined Camping Vouchers/Tent
Equipment/Utility Assistance budgets with Housing Assistance as discussed during meeting with Linda Swan on 9/16/23.
Housing Support: Services for Unhoused Persons
Description Basis of Estimate Year 1 Year 2 Year 2 Year 3 Total Cost (Actuals) (Original) (Revised) (Orginal) (Updated)
Case Management & HMIS Data Entry Assistant
wages $6,872 $48,700 $90,528 $48,700 $146,100
Client Support Services (see breakdown below) $41,300 $31,300 $37,755 $31,300 $110,355 Medical Bill Assistance
Help clients with medical bills, medication payments and other medical needs ($500 x 10 recipents) $314 $5,000 $5,000 $5,000 $10,314 Covid 19 Office Enhancements
Revamp client greeting and Case Management office areas with desks and partitions. Upgrade phone systems to support
addtional staff requirements - as the current phone system is obsolete. Install portable air purifiers on office space. $8,781 $0 $6,455 $0 $15,236 Car gas assistance
Provide clients with gas gift cards to be able to attend doctors appointments, job interviews etc - $9000/year - monthly gift cards @ $25 for 30 clients. $3,454 $9,000 $9,000 $9,000 $21,454 Bus Passes & Emergency Uber assistance
Provide clients with bus tickets to be able to come to the Samaritan Center for Client services. $9,000/year - monthly bus ticket @ $50 for 15 clients or reduced fare $25 for 30 clients. $3,764 $9,000 $9,000 $9,000 $21,764 Overhead Management
Administrative support to deal with increased client workload and overall management, oversight, and reporting
requirements for ARPA funding. $8,300 $8,300 $8,300 $8,300 $24,900 Total Vulnerable Population
Case Management $31,485 $80,000 $128,283 $80,000 $239,768 Project: Vulnerable Population Housing
COVID-19 Community Recovery Grant Program Sub
Category: Negative Impacts & Services to
disproportionately Impacted Communities
Description Basis of Estimate Year 1 Year 2 Year 2 Year 3 Total Cost (Actuals) (Original) (Revised) (Revised) (Updated)
Housing & Car Repair (See breakdown below) $33,950 $41,700 $59,682 $41,600 $135,232 Housing Assistance Hotel Vouchers / Room to
rent/Camping Vouchers/Tent Equipment/Utility
Assistance/Rent and Mortgage Assistance (including
deposit), and PADS Coordinator wages.
Providing clients who are at high risk for health, domestic violence, or extreme hardship an option for emergency
temporary housing (hotel & room). Assist residents of Simi Valley who need emergency short term lodging, while extreme hardship are being coordinated by Case Manager & Ventura CoC for transitional housing alternatives. (Approx. $130 per night x 77 nights) Hotel = $10,000 and Room rental Approx. @$1000/M x 10 months =$10,000)
$25,314 $20,000 $46,816 $31,000 $103,130
ATTACHMENT D
16 Camping Vouchers (Camping reservations & tent
equipment (Moved to Housing Assistance,$6000 year)
Provide Clients who are living in their car a safe place to park /camp within the Ventura County campground system (Tapo Canyon or Oak Park)
Provide a Voucher or funds - make reservation online at the Samaritan Center. Reduce the number of Homeless people
sleeping in their cars on the streets and parking lots in Simi.
Approximately 10-15 clients current indicate they are living in their cars. Client hardships are being coordinated by Case Management & Ventura CoC for transitional housing
alternatives. ($40 per night x 14 days x 10 people) = $5600 + $400 for camping equipment. $102 $6,000 $0 $0 $102
Utility Assistance (Moved to housing Assistance $5000
year)
$5000/year - Avg $500 per month x 10 recipients). Providing emergency funding to families and individuals experiencing financial insecurities $0 $5,000 $0 $0 $0
Car repair assistance for Homeless or soon to be
homeless
Car assistance (DMV fee, Car repair, insurance, ) Providing emergency funding to families and individuals experiencing financial insecurities. Approx. $450 per month) $3,542 $5,334 $7,126 $5,334 $16,002 Travel Voucher - Train/Airfare
Help clients with train or airfares to re-connect to family and move back home to exit homelessness $826 $1,200 $1,574 $1,100 $3,500 Overhead Management
Administrative support to deal with increased client workload, overall management, oversight, and reporting requirements for ARPA funding. $4,166 $4,166 $4,166 $4,166 $12,498
Total Vulnerable Population Housing $33,950 $41,700 $59,682 $41,600 $135,232 Project: Reinforcement to Food Pantries
COVID-19 Community Recovery Grant Program Sub
Category: Negative Economic Impacts
Household Assistance Food Program
Description Basis of Estimate Year 1 Year 2 Year 2 Year 3 Total Cost (Actuals) (Original) (Revised) (Original) (Updated)
Food Pantry $78,757 $10,000 $11,743 $9,500 $100,000
Purchase of a newer vehicle to support food pantry
operation (including upkeep of vehicle, insurance etc)
Late model Suburban vehicle used to support food pantry & client meals is at risk of breaking down and impacting the programs. Ensures there is no interruption of pantry services (avg of 626 Simi Valley household members per month) +
(serves meals avg 377 meals).
Supports feeding >12,000 people per year
Supports local food rescue 140,000 pounds/year. Add tax, shelving and insurance. Food transit. $54,595 $1,500 $1,905 $1,500 $58,000 Install Drinking Water Station
Water Station to provide fresh water during meal service. We currently giving out bottled water (which is expensive) and it's not very environmentally friendly. COVID pandemic has made it more difficult for the homeless individuals the access fresh drinking water. With restaurants closing and allowing a limited number of guests a public bottle filler at the Samaritan Center (west end of town) would be a great benefit to clients. $2,929 $0 $0 $0 $2,929 Replace failed Pantry Air Conditioning (AC) units
One of the Pantry Kitchen AC units has failed and needs replacing to ensure there is adequate cooling. Ensures there is no interruption of pantry services (avg of 626 Simi Valley household members per month) + (serves meals avg 377
meals).
Supports feeding >12,000 people per year
Supports local food rescue 140,000 pounds/year $6,026 $0 $0 $0 $6,026 Purchase Food Gift Cards / Food Vouchers (including
food distribution containers, cups, utensils etc)
Help families in need with grocery gift cards, buy groceries if we run short on food pantry items for distribution, help purchase food to cook our morning breakfast if donations are low, purchase food containers, coffee cups, utensils, ziplock bags for food distribution $3,313 $4,500 $4,500 $4,500 $16,813 Replace aging commerical refridgerator that supports
pantry operations
Ensures there is no interruption of pantry services (avg of 626 Simi Valley household members per month) + (serves meals avg 377 meals).
Supports feeding >12,000 people per year
Supports local food rescue 140,000 pounds/year $7,617 $0 $0 $0 $7,617 17 Maintenance for Kitchen & Pantry Appliances
Maintenance and repairs of multiple refridgerators, freezers, kitchen appliences, oven, etc. $1,277 $1,000 $2,338 $500 $4,115 Overhead Management
Administrative support to deal with increased client workload, overall management, oversight and reporting requirements for COVID-19 Community Recovery Grant funding. $3,000 $3,000 $3,000 $3,000 $9,000 Total Reinforcement to
Food Pantries $78,757 $10,000 $11,743 $9,500 $100,000
Status (Actuals) (Orginal) (Revised) Orginal) (Orginal) Total for all three Projects $144,192 $131,700 $199,708 $131,100 $475,000 Original Total for all three projects $212,200 $131,700 $131,700 $131,100 $475,000 18