CPGfourthquarterCCmtg8-19-24(klk)
CITY OF SIMI VALLEY
MEMORANDUM
August 19, 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
FOURTH 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 fourth quarter of FY 2023 -24 (Attachments A through G, pages 4 – 10).
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 begins on July 1, 2023, and concludes 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
Three of the ten organizations (The Simi Valley Education Foundation, The Arc of Ventura County, and Many Mansions) completed their projects, expended all funds, and submitted their final reports in the first three quarters. Staff has reviewed the remaining seven final reports for projects that were not completed in previous quarters of FY 2023- 24. These reports cover activities completed from April 2024 to June 2024 (Attachments A through G). All reports have been found to be responsive in detailing the accomplishments of their respective scopes of work and expending all funds. The table below provides an overview of the grant recipient’s quarterly expenditures throughout the FY 2023-24.
AGENDA ITEM NO.
Consent (4)
CPGfourthquarterCCmtg8-19-24(klk)
Recipient Award
Amount
Expenditures To Date Unspent
Balance
Estimated
Completion
Date Q1 Q2 Q3 Q4
Body Brain
Train $13,800 $3,555 $3,620 $3,870 $2,755 $0 Completed
Free Clinic of
Simi Valley $21,200 $0 $12,650 $0 $8,550 $0 Completed
GiGi’s
Playhouse $20,000 $0 $628 $1,947 $17,425 $0 Completed
Many Mansions $10,000 $5,284 $3,932 $784 - $0 Completed Sarah’s House $25,000 $2,190 $19,954 $856 $2,000 $0 Completed Simi Valley
Cultural
Association
$12,500 $6,296 $2,188 $3,788 $228 $0 Completed
Simi Valley
Education
Foundation
$12,500 $12,500 - - - $0 Completed
Simi Valley
Friends of the
Library
$10,000 $0 $0 $8,408 $1,592 $0 Completed
Simi Valley
Historical
Society
$12,500 $0 $554 $954 $10,992 $0 Completed
The Arc of
Ventura County $12,500 $12,500 - - - $0 Completed
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 fourth 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 fourth quarter of FY 2023-24.
2 CPGfourthquarterCCmtg8-19-24(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. Three organizations completed their projects in the first three quarters. The remaining seven organizations’ reports for the period of April 2024 to June 2024, 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 fourth 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 Fourth Quarter Report .................................................. 4 Attachment B – Free Clinic of Simi Valley
Community Projects Grant Fourth Quarter Report .................................................. 5 Attachment C – GiGi’s Playhouse
Community Projects Grant Fourth Quarter Report .................................................. 6 Attachment D – Sarah’s House
Community Projects Grant Fourth Quarter Report .................................................. 7 Attachment E – Simi Valley Cultural Association
Community Projects Grant Fourth Quarter Report .................................................. 8 Attachment F – Simi Valley Friends of the Library
Community Projects Grant Fourth Quarter Report .................................................. 9 Attachment G – Simi Valley Historical Society
Community Projects Grant Fourth Quarter Report ................................................ 10 3 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$750
$300
$905
$800
Total $2,755
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 community such as churches and other venues). If we don't have a volunteer at the start of classes, sometimes require two trainers. All trainers are currently paid the same, with the exception of one ($25 per hour). These past two months we added two new venues, the YMCA and the United Methodist Church. We were able to serve another 50 seniors in the Simi Valley community, which brings us to about 350 new senior faces in the past 12 months.
For the 22 in house classes the total spent was $1,920. We were able to allocate $905 from the CPG funds and the remaining $1,015 was covered by other funds.
Description
15 outside classes with one trainer per class
3 outside classes with two trainers per class
22 in house classes with two trainers per class (Total $1920 and $1015 was covered by other funds)
32 in house trainers with one trainer per class
$13,800 $3,555 $3,620 $3,870 $2,755
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: Completed June 3, 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
$0
Brief Explanation of Project Status (including # served to date) Amount
$8,500
Dunn -Edwards Paint ($14.67 was paid by the Free Clinic) $50 $0
$0
$0
$0
Total $8,550
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. Similarly, the contract for the seal coating and striping of the parking lot has been executed and the work was completed on June 21, 2024. With the remaining funds, touch up paint was purchased.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
South Coast Paving, Inc. Invoice #13813
Phone: 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 $8,550
Community Projects Grant
FY 2023-24
Total Award 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Project Funds Expended
Email Address: [email protected]
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.
ATTACHMENT B
5 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$422
$800
$1,809
$1,429
$4,257
$3,112
$5,596
Total $17,425
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 $17,425
GiGiFit Gym Equipment (Total of $4,424 - $167 covered by other funds) Marketing
GiGi's Playhouse Simi Valley has completed the remaining purchases for the 2023-24 Community Project Grant and is excited to announce we have a Grand Opening date of Saturday, August 17th @ 10 am. The items purchased for the playhouse through the grant will enable us to provide FREE educational, therapeutic, and one-on- one literacy, math, and speech therapy to individuals with Ds and their families.
We are currently serving 134 families with individuals with Down syndrome. Once our doors open in August we expect many more families will walk through the playhouse doors.
We would like to thank everyone who helped us achieve this grant and guided us through the process. This wouldn't have been possible without them. Thank you to the Neighborhood Council Committee, a huge shout out to Cynthia McCullough, Mayor Fred Thomas and the City Council Members. This grant has given us the opportunity to serve many more individuals with Ds and families throughout the Ventura and Los Angeles counties.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
iPad Exchange 11" for 13" difference
Salesforce (monthly database program - Nov 2023 - June 2024) Reading Area Equipment and Furniture
Sensory Equipment
Mirror & Ballet Barr
ATTACHMENT C
6 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$878
$1,122
$0
$0
$0
$0
Total $2,000
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 $2,000
Sarah's House has continued to provide the educational needs of our residents. We have met 4 residents' needs this quarter for education and training including educational supplies, materials for cosmetology school and laptops for use in attending college.
Laptops total $1299 so we used other funds to cover the remaining $177.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Educational Supplies (including cosmetology school supplies) Laptops for college (Total 1299 and $177 covered by other funds)
ATTACHMENT D
7 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$228
$0
$0
$0
$0
$0
Total $228
During the first three quarters SVCA/ARTS provided subsidized programming and services in regard to the free Spectrum Collaborative and Literature in Action programs and expended a total of $12,272.00 of the $12,500.00 grant award.
Subsequent costs for the final Literature in Action program (Murder on the Orient Express) included technical assistance fees amounting to $750, $228 of which was drawn from funds awarded from the Community Projects Grant and allocated toward this expense.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Literature in Action Program - Murder on the Orient Express - Final Costs $12,500 $6,296 $2,188 $3,788 $228
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 E
8 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$1,572
$18
$2
Total $1,592
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 Select ( √ ) the applicable reporting quarter for this report. Simi Valley Friends of the Library Address: 2969 Tapo Canyon Road Simi Valley, CA 93063 Estimated Completion Date:
$10,000 $0 $0 $8,408 $1,592
The final number of items borrowed during the grant period is 295.These items were borrowed at the Free Clinic, Varenita Senior Living, and multiple elementary schools in the SVUSD. Outreach to these sites was conducted by the Mobile Library Coordinator using staff vehicles. Also, in preparation for delivery of the Mobile Library van, staff engaged in ongoing conversations with various sites, and formal mobile stop agreements were completed for two sites.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Brodart - 79 Books for mobile library
Amazon - 1 Book for mobile library
Amazon - 2 sticker label packets for processing Mobile Library books
ATTACHMENT F
9 Remaining
$0
Brief Explanation of Project Status (including # served to date) Amount
$324
$428
$6,491
$3,366
$383
$0
Total $10,992
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) 526-5453Contact Person: Kristy Grayson Organization Name: Simi Valley Historical Society
Address: 137 Strathearn Place Estimated Completion Date: June 2024 $12,500 $0 $554 $954 $10,992
Contract Worker #2 (21.5 hours @ $18.00 per hour)
The Community Projects Grant has been a godsend to the Simi Valley Historical Society. We got off to a slow start due to hiring delays of a new Museum Director and contract worker but we were successful in spending the entire grant monies. We were able to develop a plan on what was the best way to tackle this overwhelming project. By acquiring the necessary equipment to scan, save, and store the invaluable pieces of Simi Valley history, the task of scanning and inputting the information into a database became much easier. The work is time-consuming and tedious but must be done. There have been thousands of documents scanned to date that will be forever preserved. This has allowed researching pioneer family information much easier and less time consuming. Since starting this project, multiple requests for information on Simi Valley's history have been processed in a timely manner. That could not have happened without this grant. I would like to thank Cynthia McCullough for her patience and guidance this last year. It was greatly appreciated.
Breakdown of 2023-24 Community Projects Grant Expenditures for the Current Quarter Description
Purchase of Book/Document Scanner
Purchase of Slide/Film Scanner
Purchase of 2 Fireproof Filing Cabinets
Contract Worker # 1 (187 hours @ $18.00 per hour)
ATTACHMENT G
10