CPG2ndQtr2-12-24(klk)
CITY OF SIMI VALLEY
MEMORANDUM
February 12, 2024
TO: City Council
FROM: Department of Environmental Services
SUBJECT: RECEIVE AND FILE UPDATE ON THE FISCAL YEAR (FY) 2023 -24
COMMUNITY PROJECTS GRANT PERFORMANCE REPORTS FOR THE
SECOND 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 second quarter of FY 2023- 24 (Attachments A through H, pages 4-12)
BACKGROUND AND OVERVIEW
On May 9, 2011, the City Co uncil 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 3 0, 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 unexp ended 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 October 2023 to December 2023 from eight grant recipients (Attachments A through H, pages 4-12). All organizations’ reports have been found to be responsive in detailing the accomplishments of their respective scopes of work to date, and are on track to complete their projects by the end of the expenditure period, June 2024. The Simi Valley Education Foundation and the Arc of Ventura County completed their projects and submitted final reports last quarter.
AGENDA ITEM NO.
Consent (2)
CPG2ndQtr2-12-24(klk)
Recipient Award
Amount
Q1
Expenditures
Q2
Expenditures
Unspent
Balance
Estimated
Completion Date
Body Brain Train $13,800 $3,555 $3,670 $6,575 June 2024 Free Clinic of Simi
Valley $21,200 $0 $12,650 $8,550 January 2024
GiGi’s Playhouse $20,000 $0 $628 $19,372 June 2024
Many Mansions $10,000 $5,284 $3,932 $785 June 2024
Sarah’s House $25,000 $2,190 $19,954 $2,856 May 2024
Simi Valley
Cultural
Association
$12,500 $6,296 $2,188 $4,016 May 2024
Simi Valley
Education
Foundation
$12,500 $12,500 - $0 September 2023
Simi Valley
Friends of the
Library
$10,000 $0 $2,791 $7,209 June 2024
Simi Valley
Historical Society $12,500 $0 $554 $11,946 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 second 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 second quarter of FY 2023-24.
2 CPG2ndQtr2-12-24(klk)
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 October 2023 to December 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 Commun ity Projects Grant performance reports for the activities during the second quarter of FY 2023-24.
________________________
for
Stratis Perros
Environmental Services Director
Prepared by: Cynthia McCullough, Senior Management Analyst
INDEX Page
Attachment A – Body Brain Train
Community Projects Grant Second Quarter Report ................................................ 4 Attachment B – Free Clinic of Simi Valley
Community Projects Grant Second Quarter Report ................................................ 5 Attachment C – GiGi’s Playhouse
Community Projects Grant Second Quarter Report ................................................ 6 Attachment D – Many Mansions
Community Projects Grant Second Quarter Report ................................................ 7 Attachment E – Sarah’s House
Community Projects Grant Second Quarter Report ................................................ 9 Attachment F – Simi Valley Cultural Association
Community Projects Grant Second Quarter Report .............................................. 10 Attachment G – Simi Valley Friends of the Library
Community Projects Grant Second Quarter Report .............................................. 11 Attachment H – Simi Valley Historical Society
Community Projects Grant Second Quarter Report .............................................. 12 3 Remaining
$6,575
Brief Explanation of Project Status (including # served to date) Amount
$600
$2,970
$100
$0
$0
$0
Total $3,670
We asked for extra funding to pay our certified trainers to teach classes (all in Simi Valley). We pay $30 for in-house classes at our facility, and $50 for classes outside of the facility (senior center, free classes in the park, senior living facilities, etc). One of our trainers we paid $25 per in-house class.
We have helped approximately 250 seniors over the last three months.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
12 out of facility classes at $50 per class
99 in-house classes at $30 per class
4 in-house classs at $25 per class
$13,800 $3,555 $3,670
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]: 805-864-3039Nikki Lian Organization Name:Body Brain Train
2955 Cochran Street Unit A-1 Estimated Completion Date: 6/2024 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
$8,550
Brief Explanation of Project Status (including # served to date) $12,650
$0
$0
$0
$0
$0
Total $12,650
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: January 31, 2024 $21,200 $0 $12,650
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 been completed and paid in full. The contract for the seal coating and striping of the parking lot has been executed but the work has not yet begun. Currently, the 9,000-pound battery backup is temporarily sitting in the parking lot.
Once it has been relocated and installed in its permanent spot we will be able to move forward with the seal coating and striping of the parking lot.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
CSL Painting Inc. Invoice #22951 - Exterior Painting Paid in Full
ATTACHMENT B
5 Remaining
$19,372
Brief Explanation of Project Status (including # served to date) Amount
$200
$200
$100
$128
$0
$0
Total $628
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 $0 $628
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
Scholastic Gift Card
Scholastic Gift Card
Scholastic Gift Card
BumpBoxx Ultra Bluetooth Boombox
ATTACHMENT C
6 Remaining
$785
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 $3,932
The Many Mansions' Supportive Services Program continues to positively impact our Simi Valley community members. Since the start of the grant cycle, staff have hosted 45 workshops and events reaching a total of 31 households (51 individuals)— helping them remain stably housed and thriving.
Supporting our outcome goals, activities continued their emphasis on skill building, growing self-determination, and promoting wellness. In collaboration with our partners Financial Beginnings California (a non-profit financial counseling organization), residents participated in a three-part money management series. This training had a profound impact on our community members. Attendees learned money saving strategies and how to make financial decisions that would significantly improve their lives.
Activities promoting wellness were themed to reflect the holiday season. During fall, staff hosted community-building events (such as Halloween pumpkin carving and fall festivities) that encouraged creative expression and socialization.
In theme with Thanksgiving, staff hosted a seminar highlighting gratitude during the recovery process and ways to incorporate a mindset of thankfulness throughout the year. The “Coping During the Holidays” seminar was well received. Participants were taught how to recognize stress triggers and utilize healthy coping methods to ease anxiety to make the season more enjoyable.
We continue to make strong progress towards our program goals. This quarter, 96% of residents at all three properties have retained their housing. Supporting life skills objectives, 85% of residents have participated in trainings and workshops. Additionally, residents have demonstrated progress toward increasing wellness and self- determination—93% have engaged with Case Managers to receive impactful wraparound services (including referrals and individualized support). Lastly, 92% have made advancements in reaching personal goals, further illuminating the effectiveness of Permanent Supportive Housing in addressing homelessness.
ATTACHMENT D
7 Amount
$3,932
Total $3,932
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
$2,856
Brief Explanation of Project Status (including # served to date) Amount
$19,271
$352
$35
$295
$0
Total $19,954
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) 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 $25,000 $2,190 $19,954
Sarah's House has completed the repair/replacement door and window project. During the replacement, it was discovered that there was additional wood repair and replacement that needed to occur to properly secure the windows and complete the job properly. The initial estimate was $15,000, however, the final cost was $20,271.38 (the $1,000 deposit was paid in Q1). Therefore, we will be reducing funds for training materials to cover the cost of the doors and windows replacement.
We have met 4 additional residents' needs and provided life skills training books/materials, online driver courses, and behind-the-wheel training.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Windows, Doors and associated repair and paint
Life skill trianing, books, and materials
Online Drivers Education
Behind the wheel education
ATTACHMENT E
9 Remaining
$4,016
Brief Explanation of Project Status (including # served to date) Amount
$2,188
$0
$0
$0
Total $2,188
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 $2,188
Literature in Action Junior for children ages 9-15 produced an original version of Alice in Wonderland. It included 15 participants and culminated three performances at the ARTSpace Black Box Theater.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Literature in Action Junior - Alice in Wonderland - 15 participants
ATTACHMENT F
10 Remaining
$7,209
Brief Explanation of Project Status (including # served to date) Amount
$268
$1,053
$842
$106
$198
$324
Total $2,791
14 Children's Graphic Novels - English
Circulating Kit Items
Approximately 170 physical books have been received as of January 8, 2024. Additionally, $324 has been expended for items to go in kits such as Adult Hiking Backpacks and a Guitar Kit which are non-book items that will circulate with the Mobile Library. All remaining funds have been encumbered and will be invoiced as more books arrive. The materials that have been received are processed and are ready for use. The Mobile Library van has not yet been delivered, and no service has begun at community sites.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
27 Children's Board Books - English
67 Children's Books - Spanish
46 Adult Fiction and Nonfiction - Spanish
6 Children's Nonfiction - English
$10,000 $0 $2,791
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]: Contact Person:Julia Hammon Organization Name: Simi Valley Friends of the Library
Address: 2969 Tapo Canyon Road Estimated Completion Date: 7/01/2024 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 G
11 Remaining
$11,946
Brief Explanation of Project Status (including # served to date) Amount
$314
$240
$0
$0
$0
$0
Total $554
The Simi Valley Historical Society has acquired some equipment and has provided space for the scanning.
Interviews to hire an individual to do the scanning and input of information are set for January 2024. Our timeline to begin the scanning is set to start in February 2024. The money saved from the purchase of the flatbed scanner and the 2 external hard drives, on sale, will be allocated to the wages for digitizing.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Purchase of flatbed scanner
Purchase of (2) external hard drives ($119.99)
$12,500 $0 $554
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 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