CPG3rdQtrCCmtg5-20-24(klk)
CITY OF SIMI VALLEY
MEMORANDUM
M
ay 20, 2024
TO
: City Council
F
ROM: Department of Environmental Services
S
UBJECT: RECEIVE AND FILE UPDATE ON THE FISCAL YEAR (FY) 2023- 24
COMMUNITY PROJECTS GRANT PERFORMANCE REPORTS FOR THE
THIRD QUARTER ACTIVITIES
STAFF RECOMMENDATION
I
t is recommended that the City Council receive and file the Community Projects Grant performance reports for the activities during the third quarter of FY 2023-24 (Attachments A through H, pages 5 -13)
BACKGROUND AND OVERVIEW
O
n 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 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. Staff recommends the City Council receive and file the Community Projects Grant performance reports for the activities during the third quarter of FY 2023-24
FINDINGS AND ALTERNATIVES
S
taff has reviewed the reports covering activities completed from January 2024 to March 2024 from eight grant recipients (Attachments A through H),who had not completed their projects in a prior quarter . All eight organizations’ reports have been found to be responsive in detailing the accomplishments of their respective scopes of work to date; however, three recipients were contacted due to significant unspent balances. The AGENDA ITEM NO.
Consent (3)
CPG3rdQtrCCmtg5-20-24(klk)
remaining four reci pients are on track to complete their projects by the end of the expenditure period, June 2024. One recipient, Simi Valley Friends of the Library , made adjustments to its prior reported totals due to a discrepancy in Q uarter 2 report between the narrative and expenditure reporting. Its Quarter 3 report now reflects all expenditures to date.
The following recipients were contacted regarding their unpsent balances: the Free Clinic of Simi Valley, GiGi’s Playhouse, and the Simi Valley Historical Society. Staff collaborated with the recipients to identify barriers and possible solutions within their respective scopes of work to spend the funds by the expenditure deadline and to confirm all were aware that any unspent funds would need to be returned to the Ci ty. All three organzations stated that they did not anticipate any further issues in spending the funds.
Many Mansions has expended all of its funds and submitted its final report. The Simi Valley Education Foundation and the Arc of Ventura County completed their projects and submitted final reports in the F irst Quarter. The remaining seven recipients will submit their final reports at the conclusion of the Fourth Quarter.
Recipient Award
Amount
Expenditures To Date Unspent
Balance
Estimated
Completion
Date Q1 Q2 Q3
Body Brain Train $13,800 $3,555 $3,620 $3,870 $2,755 June 2024 Free Clinic of
Simi Valley $21,200 $0 $12,650 $0 $8,550 June 2024
GiGi’s Playhouse $20,000 $0 $628 $1,947 $17,425 June 2024 Many Mansions $10,000 $5,284 $3,932 $784 - Completed
Sarah’s House $25,000 $2,190 $19,954 $856 $2,000 May 2024 Simi Valley
Cultural
Association
$12,500 $6,296 $2,188 $3,788 $228 May 2024
Simi Valley
Education
Foundation
$12,500 $12,500 - - - Completed
Simi Valley
Friends of the
Library
$10,000 $0 $0 $8,408 $1,592 June 2024
Simi Valley
Historical Society $12,500 $0 $554 $954 $10,992 June 2024 The Arc of
Ventura County $12,500 $12,500 - - - Completed
2 CPG3rdQtrCCmtg5-20-24(klk)
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 third 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 third quarter of FY 2023-24.
SUMMARY
The City Council awarded Community P rojects 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 eight organizations’ reports, for the activities from January 2024 to March 2024, have been found to be responsive in detailing the accomplishments of their respective scopes of work. However, three recipients were contacted due to significant unspent balances. The remaining four recipients are on track to complete their projects by the end of the expenditure period, June 2024. It is recommended that the City Council receive and file the Community Projects Grant performance reports for the activities during the third quarter of FY 2023 -24.
____________________________________
Stratis Perros
Environmental Services Director
Prepared by: Cynthia McCullough, Senior Management Analyst
INDEX Page
Attachment A – Body Brain Train
Community Projects Grant Third Quarter Report .................................................... 5 Attachment B – Free Clinic of Simi Valley
Community Projects Grant Third Quarter Report .................................................... 6 Attachment C – GiGi’s Playhouse
Community Projects Grant Third Quarter Report .................................................... 7 Attachment D – Many Mansions
Community Projects Grant Third Quarter Report .................................................... 8 Attachment E – Sarah’s House
Community Projects Grant Third Quarter Report .................................................. 10 3 CPG3rdQtrCCmtg5-20-24(klk)
Attachment F – Simi Valley Cultural Association
Community Projects Grant Third Quarter Report .................................................. 11 Attachment G – Simi Valley Friends of the Library
Community Projects Grant Third Quarter Report .................................................. 12 Attachment H – Simi Valley Historical Society
Community Projects Grant Third Quarter Report .................................................. 13 4 Remaining
$2,755
Brief Explanation of Project Status (including # served to date) Amount
$1,200
$150
$2,340
6 in house classes with one trainer per class $180
$0
$0
Total $3,870
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, classes in the communitysuch as churches and other venues). If we don't have a volunteer at the time classes sometimes require two trainers. All trainers are currently paid the same. We believe to have reached an additional 50-60 seniors on top of our regulars which brings us to about 250-300 seniors served in the Simi Valley community.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
12 outside classes with two trainers per class
3 outside classes with one trainer per class
39 in house classes with two trainers per class
$13,800 $3,555 $3,620 $3,870
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]: 805-864-3039Contact Person: Nikki Lian Organization Name: Body Brain Train
Address: 2955 Cochran Street Unit A-1 Estimated Completion 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
ATTACHMENT A
5 Remaining
$8,550
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]: 805.522.3733 x105 Contact Person: Fred Bauermeister Organization Name: Free Clinic of Simi Valley
Address: 2003 Royal Avenue Simi Valley CA 93065 Estimated Completion Date: June 1, 2024 $21,200 $0 $12,650 $0
The exterior perimeter painting of the wood surrounding the building along with the downspouts, building entry doors and 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.
We are currently awaiting the movement of the 9,000-pound battery backup and cabinet that are sitting in the parking lot preventing us from the final project of seal coating and striping of the parking lot. This will occur once the plans are approved and it is installed in the permanent location. The plans for the installation have been submitted for approval.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
ATTACHMENT B
6 Remaining
$17,425
Brief Explanation of Project Status (including # served to date) Amount
$861
$371
$211
$97
$0
$406
Total $1,947
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]: 818-813-4568Contact Person: Kirsten Riddick Organization Name: GiGi's Playhouse Simi Valley
Address: 1263 Simi Town Center Way, #H3 Simi Valley, CA 93065 Estimated Completion Date: June 2024 $20,000 $0 $628 $1,947
60 9" POLY VINYL SPOT MARKERS
14 EXERCISE BALLS
Our playhouse facility has had a few hurdles throughout the permitting process and build-out cost revisions, but is moving along. Volunteers are being trained for our programs: LMNOP, GIGIFIT TEEN, GIGIFIT ADULT and Destination Discovery. Virtual programs are available to ALL participants, should they choose to participate. We are currently working on our GIGIFIT Acceptance Challenge, Down for Down Syndrome event, which will be held on 6/1/2024.
Through community outreach, our households with Down Syndrome individuals have increased from 116 this quarter, to 167. We continue to steadily increase the number of households served.
We have discussed with the City staff that the allocation of funds to other equipment is due to potential barriers with permits and expending funds.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
IPAD PRO
MAGNETIC/ WHITE BOARD
12 EXERCISE MATS
18 INTERLOCKING FLOOR MATS
ATTACHMENT C
7 Remaining
$0
Brief Explanation of Project Status (including # served to date) Through our partnership with the City of Simi Valley, Many Mansions continues to provide opportunities for formerly homeless residents, ensuring that this vulnerable population remains stably housed. Since July 2023, the Supportive Services program has reached 32 households (56 individuals) at our La Rahada, Casa de Paz, and Peppertree locations.
In total, Case Managers and staff held over 60 workshops and community-building events to promote housing retention, skill-building, wellness, and self-determination. This term, to celebrate the new year and the arrival of spring, workshops centered on setting intentions for positive change and volunteerism. Participants enjoyed “Many Mansions Gives Back” where they volunteered to paint bowls for the Many Mansions’ educational event, Bowls of Hope. Their donated art pieces were showcased at the event to raise awareness of issues surrounding homelessness and poverty. Participation in these service activities helps to support housing retention by preventing isolation and fostering community connections.
Various workshops dedicated to life skills development and wellness were positively received. Through a partnership with Conejo Clinic, staff presented training focused on mental health, body movement, and nutrition. Another seminar taught medication management techniques. Residents learned about possible drug side effects, interactions, and tips for preventing misuse. New this cycle, residents learned from an Alcoholics Anonymous panel, where speakers shared their experiences with addiction and recovery. The event resonated with those navigating their own personal challenges and left attendees inspired and hopeful.
We are pleased to report strong achievement towards our objectives:
100% of Supportive Services residents have remained housed. 87% demonstrated life skills growth by completing and maintaining a budget, surpassing our original goal by 80%. 100% have made progress towards wellness and self-determination by actively engaging with case management and setting personal milestones.
$10,000 $5,284 $3,932 $784
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 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 D
8 Amount
$784
Total $784
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 9 Remaining
$2,000
Brief Explanation of Project Status (including # served to date) Amount
$500
$356
$0
$0
$0
$0
Total $856
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) 428-0268Contact 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 $856
Sarah's House has completed the roof project (Qtr 2) and continues to provide for the educational needs of our residents. We have met 3 residents needs this quarter for education and training including supplies and materials for drivers training and cosmetology program supplies.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Drivers training
Cosmetology materials and supplies for Simi Institute
ATTACHMENT E
10 Remaining
$228
Brief Explanation of Project Status (including # served to date) Amount
$3,788
$0
$0
$0
$0
$0
Total $3,788
In March/April of 2024 Literature in Action Unbound, free program for students ages 13-19, produced Murder on the Orient Express by Agatha Christie with 23 participants. The three quarters to date have served 77 students.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Literature in Action Unbound Murder on the Orient Express - March/April $12,500 $6,296 $2,188 $3,788
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: 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 F
11 Remaining
$1,592
Brief Explanation of Project Status (including # served to date) Amount
$2,791
$5,617
Total $8,408
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]: 805-433-5522Contact Person:Julia Hammon Organization Name: Simi Valley Friends of the Library
Address: 2969 Tapo Canyon Road Estimated Completion Date: June 2024 $10,000 $0 $0 $8,408
Due to a discrepancy in the Q2 report narrative and expenditures, all expenditures were moved to Q3.
Breakdown of total items received and paid for as of March 30, 2024 is as follows: 68 Children's Board Books; 68 Children's Spanish Books; 43 Adult Spanish Books; 31 Children's Nonfiction; 31 Children's Graphic Novels; 123 Children's Easy Readers; 85 Children's Picture Books; 65 Children's Fiction Books; 37 Young Adult Spanish Books. In addition, a formal partnership with the Free Clinic of Simi Valley has been generated and will begin in April.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Fund expenditure previously reported in Q2
Funds expended in Quarter 3
ATTACHMENT G
12 Remaining
$10,992
Brief Explanation of Project Status (including # served to date) Amount
$954
$0
$0
$0
$0
$0
Total $954
Hired an individual this quarter to start scanning documents. Anticipate hiring an additional individual to help with scanning as this project is huge. We will be ordering fireproof filing cabinets and purchasing another scanner to expedite the process of inputting the thousands of papers, journals, and photographs yet to be entered into our system. Thus far, a total of 53 hours have been worked by the contract worker to scan files.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Contract worker scanning files (53 hours @$18)
$12,500 $0 $554 $954
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) 526-5453Contact Person: Kristy Grayson Organization Name: Simi Valley Historical Society
Address: 137 Strathearn Place 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
13