CITY OF SIMI VALLEY
MEMORANDUM
Nov
ember 6, 2023
TO: Cit
y Council
FR
OM: Department of Environmental Services
SUBJ
ECT: RECEIVE AND FILE UPDATE ON THE FISCAL YEAR (FY) 2023- 24
COMMUNITY PROJECTS GRANT PERFORMANCE REPORTS FOR THE
FIRST QUARTER ACTIVITIES
STAFF RECOMMENDATION
It is recommended that the City Council receive and file the Community Projects Grant performance reports for the activities during the first quarter of FY 2023-2 4 (Attachments A through J, pages 4-14)
BACKGROUND AND OVERVIEW
On 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 2023 -24, the City Council awarded a combined total of $150,000 to ten non- profit organizations on June 12, 2023. The awards have an expenditure period that began on July 1, 2023, and conclude on June 30, 2024. Recipients are required to submit quarterly 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
Staff has reviewed the reports covering activities completed from July 2023 to September 2023 from the ten grant recipients Attachments A through J . All organizations’ reports have been found to be responsive in detailing the accomplishments of their respective scopes of work to date. The Simi Valley Education Foundation and The Arc of Ventura County, have expended all of their funds and completed their project s. All other organizations are on track to complete their projects by the end of the expenditure period, June 2024.
CPG1stQtrCCmtg11-6-23(klk)
AGENDA ITEM NO.
Consent (1)
CPG1stQtrCCmtg11-6-23(klk)
Recipient Award
Amount
Q1
Expenditures
Unspent
Balance
Estimated
Completion
Date
Body Brain Train $13,800 $3,555 $10,245 June 2024
Free Clinic of Simi Valley $21,200 $0 $21,200 November 2023 GiGi’s Playhouse $20,000 $0 $20,000 June 2024
Many Mansions $10,000 $5,284 $4,716 June 2024
Sarah’s House $25,000 $2,190 $22,810 May 2024
Simi Valley Cultural
Association $12,500 $6,296 $6,204 May 2024
Simi Valley Education
Foundation $12,500 $12,500 $0 September
2023
Simi Valley Friends of the
Library $10,000 $0 $10,000 June 2024
Simi Valley Historical
Society $12,500 $0 $12,500 June 2024
The Arc of Ventura
County $12,500 $12,500 $0 July 2023
The following alternatives are available to the City Council:
1. Receive and file the Community Projects Grant performance reports;
2. Request additional information associated with the Community Projects Grant performance reports for the activities during the first quarter of FY 2023-24;
3. Provide staff with alternate direction.
Staff 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 first quarter of FY 2023-24.
SUMMARY
The City Council awarded Community Projects Grant funds totaling $150,000 to ten non- profit organizations for the FY 2023- 24 award cycle. The organizations are required to submit quarterly performance reports through the end of the expenditure period or completion of the project, whichever occurs first. All organizations’ reports for the activities from July 2023 to September 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 Community Projects Grant performance reports for the activities during the first quarter of FY 2023-24.
____________________________________
Stratis Perros
Environmental Services Director
Prepared by: Cynthia McCullough, Senior Management Analyst 2 CPG1stQtrCCmtg11-6-23(klk)
INDEX Page
A
ttachment A – Body Brain Train
Community Projects Grant First Quarter Report ..................................................... 4 Attachment B – Free Clinic of Simi Valley
Community Projects Grant First Quarter Report ..................................................... 5 Attachment C – GiGi’s Playhouse
Community Projects Grant First Quarter Report ..................................................... 6 Attachment D – Many Mansions
Community Projects Grant First Quarter Report ..................................................... 7 Attachment E – Sarah’s House
Community Projects Grant First Quarter Report ..................................................... 9 Attachment F – Simi Valley Cultural Association
Community Projects Grant First Quarter Report ...................................................10 Attachment G – Simi Valley Education Foundation
Community Projects Grant First Quarter Report ................................................... 11 Attachment H – Simi Valley Friends of the Library
Community Projects Grant First Quarter Report ................................................... 12 Attachment I – Simi Valley Historical Society
Community Projects Grant First Quarter Report ................................................... 13 Attachment J – The Arc of Ventura County
Community Projects Grant First Quarter Report ................................................... 14 3 Remaining
$10,245
Brief Explanation of Project Status (including # served to date) Amount
$450
$2,880
$225
$0
$0
$0
Total $3,555
We asked for extra funding to pay trainers so we can add more classes to our schedule. We now have doubled our classes. We are able to split levels, level 1-2 (no walking apparatus, little to no symptoms of Parkinson's or any other neuro disorder) and level 3-4 (uses walking apparatus, may have dementia, or other neuro problems). We have helped approximately 250 seniors over the last three months.
For Q1:
9 out-of-facility classes at $50 per hour per trainer is $450. 96 in-house hours for trainers at $30 is $2,880.
9 in-house hours for a trainer at $25 per hour is $225
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
9 out-of facility classes at $50 per class
96 in-house classes at $30 per class
9 in-house classes at $25 per class
$13,800 $3,555
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: 805-210-5880Contact Person:Nikki Lian Organization Name: Body Brain Train
Address: 2955 Cochran Street Unit B-2 Simi Valley Estimated Completion Date: June 2024 1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
ATTACHMENT A
4 Remaining
$21,200
Brief Explanation of Project Status (including # served to date) $0
$0
$0
$0
$0
$0
Total $0
1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: (805) 522-3733x105Contact Person: Fred Bauermeister Organization Name: Free Clinic of Simi Valley
Address: 2003 Royal Avenue Simi Valley, CA 93065 Estimated Completion Date: November 10, 2023 $21,200 $0
The exterior perimeter painting, of the wood surrounding the building along with the downspouts, building entry doors, wrought iron gates, and fencing at both entries to the rear of the building have begun but are not completed and no payments have been made. The contract for the seal coating and striping of the parking lot has been executed but the work has not yet begun. It is set to begin once the installation of the solar panels has been completed.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
ATTACHMENT B
5 Remaining
$20,000
Brief Explanation of Project Status (including # served to date) Amount
$0
$0
$0
$0
$0
$0
Total $0
1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: (818) 400-7594Contact Person: Andrea Lopez Organization Name: GiGi's Playhouse Simi Valley
Address: 1263 Simi Town Center Way, #H3, Simi Valley Estimated Completion Date: June 2024 $20,000
Our lease has been secured. Our new location (1263 Simi Town Center Way, #H3, Simi Valley, CA 93065) is slated to open in early 2024. Plans are being prepared for City permits. Our Programs Committee is preparing lists to order gym equipment and program equipment.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
ATTACHMENT C
6 Remaining
$4,716
Brief Explanation of Project Status (including # served to date) 1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
Select (
√ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: (805) 732-3064Contact Person: Natalie Helton Organization Name: Many Mansions
Address: 1259 E. Thousand Oaks Blvd. Estimated Completion Date: June 30, 2024 $10,000 $5,284
In partnership with the City, the Supportive Services Program continues to empower Many Mansions Simi Valley residents to remain permanently housed by building skills, increasing wellness, and growing self-determination.
During this grant term, staff hosted 21 workshops and events reaching 19 households (including 31 adults and children). Training focused on activities to increase knowledge and build the skills needed to support independent living. In partnership with California Advancing and Innovating Medi-Cal (CalAIM), Many Mansions hosted a seminar for residents to gain valuable knowledge about healthcare benefits, enrollment programs, and other mainstream resources.
The "Recovery Living Beyond Limits" session was another highlight of the term. Participants learned how to identify limiting perceptions, recognize opportunities for growth, and heal through new experiences. Other workshops featured topics ranging from substance use prevention, medication, and stress management, healthy coping outlets, and nutrition. Additionally, residents celebrated the fall season through a series of community-building events that provided a welcoming environment to engage with fellow residents and staff.
We are pleased to report strong achievement towards our program goals. Since the start of the grant cycle, 96% of residents at all three properties have retained their housing. Supporting life skills objectives, over 80% of residents have participated in trainings and workshops. Additionally, residents have demonstrated progress toward increasing wellness and self-determination—80% have engaged with Case Managers to receive impactful wraparound services (including referrals and individualized support). Lastly, 84% have made advancements in reaching personal goals, further illuminating the effectiveness of Permanent Supportive Housing in addressing homelessness.
ATTACHMENT D
7 Amount
$5,284
$0
$0
$0
$0
$0
Total $5,284
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Case Manager salaries for Many Mansions Simi Valley Properties: Peppertree, La Rahada, and Casa de Paz.
8 Remaining
$22,810
Brief Explanation of Project Status (including # served to date) Amount
$1,000
$350
$60
$630
$150
$0
Total $2,190
Books and education supplies
Sarah's House Maternity homes has placed the deposit for the purchase of windows, doors, and associated woodwork repair and paint. The window/door project is estimated to begin on 11/1/23 and be completed by 11/15/23. We have met seven residents' educational needs, including funds to support medical assisting certification, online driver training, behind-the-wheel driver training, books, and materials.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Deposit on Windows, Doors and associated repair and paint Medical assisting certification
Online Drivers Education
Behind the wheel education
$25,000 $2,190
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address:[email protected]: (805) 581-1910Contact Person: Laura Malinowski Organization Name: Sarah's House
Address: P.O. Box 941768; Simi Valley, CA 93094 Estimated Completion Date: May 31st, 2024 1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
ATTACHMENT E
9 Remaining
$6,204
Brief Explanation of Project Status (including # served to date) Amount
$1,866
$2,230
$2,200
$0
$0
$0
Total $6,296
1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected] Phone: (805) 368-2103Contact Person: Jan Glasband Organization Name: Simi Valley Cultural Association
Address: 543 County Club Drive Estimated Completion Date: May 2024 $12,500 $6,296
As of October, 2023 Literature in Action programs will have served 39 students in two theatrical workshops, Literature in Action Junior free program for students ages 9-12 years (16 students), with a production of Shakespeare's The Tempest, and culminating in three performances at ARTSpace Black Box Theater in July and August of 2023, and Literature in Action free program for students ages 13-21 (18 students), currently in production and culminating in six performances over two weekends in the month of October, 2023. Spectrum Collaborative free program for LGBTQIA+ teens and their allies (July/August 2023) had a total of 5 participants and four mentors .
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Literature in Action Junior - The Tempest - 16 participants Literature in Action - Twelfth Night - 18 participants
Spectrum Collaborative - 5 participants
ATTACHMENT F
10 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$11,580
$840
$80
$0
$0
$0
Total $12,500
The school district purchased the following items directly from Lakeshore so that the shipping costs could be eliminated. Items have been ordered and we are awaiting their arrival. They will then have to be delivered to each school and installed in the classrooms.
Pretend and Play Market - $579.00 x 20 = $11,580
Taxes - $11,580 x 7.25% = $839.55
The remaining $80.45 will be allocated to the purchase of another market, as there were 6 additional markets to be purchased and funded by the Simi Valley Unified School District.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
20 Pretend and Play Markets
Taxes for 20 Pretend and Play Markets
1 Pretend and Play Market (total $579, the difference of $499 was paid for by SVEF) $12,500 $12,500
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected] Phone: (877) 746-4543Contact Person: Cindy Jacoby Organization Name: Simi Valley Education Foundation
Address: P.O. Box 1439 Estimated Completion Date: September 2023 1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
ATTACHMENT G
11 Remaining
$10,000
Brief Explanation of Project Status (including # served to date) Amount
$0
$0
$0
$0
$0
$0
Total $0
The Mobile Library project is moving forward. Although the vehicle is not yet available, progress on the CPG fund expenditures was made by library staff during this reporting period. Library Systems & Services collection development selectors for children, teens, and adults were consulted for the creation of the ODC (Opening Day Collection) focus and to determine cataloging specifications for the Mobile Library collection.
Selectors have started to make orders for their respective collection areas, although no items have arrived or been invoiced, yet. Items and invoices are expected to begin arriving in November. The vehicle is expected to be available in December or January.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
$10,000
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: (805) 433-5522Contact Person: Julia Hammon Organization Name: Simi Valley Friends of the Library
Address: 2969 Tapo Canyon Road Estimated Completion Date: June 20, 2024 1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
ATTACHMENT H
12 Remaining
$12,500
Brief Explanation of Project Status (including # served to date) Amount
$0
$0
$0
$0
$0
$0
Total $0
1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]: (805) 526-6453Contact Person: Kristy Grayson Organization Name: Simi Valley Historical Society
Address: 137 Strathern Place, Simi Valley, CA Estimated Completion Date: June 2024 $12,500 $0
The Simi Valley Historical Society is currently acquiring equipment and allocating space for the scanning.
Interviews to hire an individual to do the scanning and input of information are set for December and our timeline to begin the scanning is set to start in January of 2024.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
ATTACHMENT I
13 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$12,500
$0
$0
$0
$0
Total $12,500
1st Quarter
Due October 10, 2023
2nd Quarter
Due January 10, 2024
3rd Quarter
Due April 10, 2024
4th Quarter
Due July 10, 2024 Final Report
Select ( √ ) the applicable reporting quarter for this report.
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended $12,500
Email Address: [email protected]: 805-650-8611x1020Contact Person: Julie Duran Organization Name: The Arc of Ventura County
Address: 5103 Walker Street, Ventura, CA 93003 Estimated Completion Date: 7/31/2023 $12,500 $12,500
• The Arc's Roof Replacement Project at the agency's Community Integration Day Program, located at 5143 Cochran Street in Simi Valley, was conducted by ABI Construction and commenced on July 5, 2023. • The project included tear-off and disposal of existing roofing material and installation of Owen's Corning Deck Defense, a synthetic fiberglass underlayment and Duration Cool Roof Shingles (20-year warranty). Total square footage of material removed and replaced - 11,600 sf.
• The Roof Replacement Project was successfully completed on July 14, 2023.
The Arc of Ventura County greatly values and appreciates the funding received from the City of Simi Valley's Community Grants Project. The City’s support will benefit 64 individuals with intellectual and developmental disabilities (86% reside in Simi Valley) who rely on the availability of the program and vital services received to achieve their goals toward a life of independence. With a lifetime 20-year warranty, residents of Simi Valley with IDD, their families, and the community will benefit from your investment for years to come. Total Project Cost: $68,617.36 Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Roof Replacement Project - The Arc of Ventura County, 5143 Cochran Street, Simi Valley
ATTACHMENT J
14