AGENDA ITEM NO.
9A
C
ITY OF SIMI VALLEY
MEMORANDUM
F
ebruary 10, 2025
T
O: City Council
F
ROM: Office of the City Manager
S
UBJECT: RECEIVE AND FILE THE SAMARITAN CENTER’S COVID -19
COMMUNITY RECOVERY GRANT ANNUAL PERFORMANCE REPORT
AND CONSIDER REQUEST TO ROLLOVER UNSPENT YEAR TWO
GRANT FUNDS TO YEAR THREE GRANT FUNDING
STAFF RECOMMENDATION
I
t is recommended the City Council:
1. R
eceive and file the Samaritan Center’s COVID -19 Community Recovery Grant annual performance report;
2. A
pprove the request to rollover unspent Year Two funds to Year Three funding.
BACKGROUND AND OVERVIEW
O
n September 19, 2022, the City Council awarded the Samaritan Center a three-year COVID-19 Community Recovery Grant (CCRG) for $475,000. The funding was allocated to address various critical needs for the unhoused population, including case management and support services, housing assistance, and food pantry support . On June 4, 2024, the City Council approved an additional $10,700 in CCRG funds in lieu of funding the Samaritan Center’s request for a new oven range through Community Project Grant funding, bringing their total grant amount to $485,700.
FINDINGS AND ALTERNATIVES
A
brief overview of the Samaritan Center’s annual performance for Year Two, covering expenditure activities from October 2023 through September 2024, is provided below.
The Samaritan Center has received $345,338.71 in grant funding through Year One and Two of the grant, with $ 25,349.10 of advanced funding being held in a reserve account for Year Three expenses. The City Council can request that reserve funds be exhausted before additional funds are disbursed.
T
he total expenditures for Year Two totaled $175,797.61. A detailed breakdown of these expenditures across s ervice categories is included in the Annual Expenditures report (Attachment B ). Additionally, more comprehensive information regarding the services
prov
ided during t his period can be found in the Samaritan Center's Annual Report (Attachment A).
To
tal Year Two Budget: $199,708.00
Total Year Two Expenditures: $175,797.61
Unspent Year Two Budget Funds: $23,910.39
As
detailed in the Samaritan Center’s report (Attachment A), during the second year of funding, the Samaritan Center supported twenty-three families and individuals by arranging motel accommodations , rental assistance to seven households, utility assistance for two households, and helped four clients with security deposits and rental rooms. These efforts, guided by dedicated case workers, played a crucial role in helping clients transition from the streets into safe, stable living environments.
Addi
tionally, the Samaritan Center successfully placed ten unhoused clients into permanent housing, helped twelve clients secure employment, and facilitated 1,048 case management appointments, effectively addressing client needs, including assistance with obtaining medications and transportation. These efforts were complemented by minor enhancements to the office space, improving the capacity for case workers to conduct meetings and appointments more efficiently. C lient success stories and pictures are provided (Attachment C).
Dur
ing Year Two, the Samaritan Center achieved notable improvements in service delivery, including upgrading the pantry into a safer , more secure walk -up pantry that provides a more dignified shopping experience while minimizing food waste , and completed critical repairs to kitchen and pantry appliances. Throughout the year, the pantry served a total of 19,099 household members.
In Oc
tober 2023, the City Council approved Year Two funding for a third Case Worker to enhance their operations and provide more individual support to clients. This request remains for Year Three funding. Utilizing COVID- 19 Community Recovery Grant funds for two Case Workers (with the third funded by CDBG), the Samaritan Center can better connect clients to the various resources available.
Grant Award: $475,000 Year 1
(Actuals)
Year 2
(Actuals)
Year 1 & 2
Actuals
Year 2%
of Funding
Total % of
Funding
Project Category
Client Support Services $16,313. 00 $16,484.28 $32,797.28 9.00% 10.00% Vulnerable Population Housing $29,784.00 $49,569.34 $79,353.34 28.00% 25.00% Reinforcement to Food Pantries* $75,757.00 $8,382.62 $84,139.62 5.00% 26.00% *Year 1 included $54,595 for purchase of vehicle
Salaries /Overhead $22,338.00 $101,361.37 $123,699.37 58.00% 39.00% Totals $144,192.00 $175,797.61 $319,989.61
2 The Samaritan Center will continue to seek grant funding from other sources to support and enhance current staff and operations and to maintain services following Year Three when the City-provided COVID-19 Community Recovery Grant funds are no longer available.
Sta
ff recommends that the City Council receive and file the Samaritan Center’s COVID - 19 Community Recovery Grant Annual performance report and approve their request to roll over unspent Year Two funds to Year Three funding.
The f
ollowing alternatives are available to the City Council:
1. Rec
eive and file the Samaritan Center’s COVID -19 Community Recovery Grant Annual Report;
2. Appr
ove the rollover of unspent funds in Year Three;
3. Modi
fy the request to rollover unspent funds to various categories in Year Three.
St
aff recommends Alternative Nos. 1 and 2.
SUGGESTED CITY COUNCIL MOTION
I m
ove to receive and file the Samaritan Center’s COVID-19 Community Recovery Grant annual performance report for the second year of grant funding and approve the request to rollover unspent Year Two funds to Year Three funding.
SUMMARY
The C
ity 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 Two began on October 1, 2023 and staff has reviewed the annual performance report for the second year of grant funding. T he Samaritan Center experienced a slight underspending of the second year’s budget allocation of $199,708 and is requesting that the City Council allow for a rollover of unspent funds of $23,910.39 to support case management in Year Three. Staff is requesting that the City Council receive and file the Samaritan Center’s annual report and approve their request to rollover unspent funds.
______
______________________________
Samantha C. Argabrite
City Manager
Pr
epared by: Heidi DiNardo, Senior Management Analyst
3 INDEX Page
Attac
hment A – Annual Report ………………………………………. 5
Attachment B – Annual Expenditures……………………………….. 9
Attachment C – Client Success………………………………………. 10
Attachment D – Revised Annual Budget Allocation…………………13 4 October 10, 2024
Heidi DiNardo
City Manager's Office
2929 Tapo Canyon Road
Simi Valley, CA 93063
Re: CCRG Report
Dear Heidi,
Please find enclosed the Year 2 Q4 CCRG fund Quarterly Performance Report and an overall summary of Year 2. The funds have significantly enhanced our supportive services at the Samaritan Center.
Here's a brief update, divided into three categories:
1) Case Management and Support Services: Additional Case Worker, COVID office enhancements, transportation, and medical bill assistance - Dedicated Team: Our team of case workers is diligently working with each client based on their individual goals. All supportive services we’re able to offer are due to the hard work and dedication of our case workers. Without case workers, we would not be able to provide these services funded by the CCRG contract and make a difference to hundreds of lives. This quarter 3 clients were housed and 2 clients were able to find employment.
- Medical Assistance: We continue to assist clients with medications they cannot afford. This quarter we assisted two clients with first aid items. - Transportation Support: We have provided bus tickets, Ubers (7 rides), and gas cards (42 cards) to assist with client transportation. Can we add some stats for the quarter ?
- Office Enhancements: We are in the middle of refurbishing our storage room in order to provide additional case management space. Broken doors have been replaced, new flooring and painting is in progress by volunteers and should be finished by mid November.
280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 1 ATTACHMENT A
5 In summary, during the second funding year, we successfully placed 10 unhoused clients into permanent housing and supported 12 clients in securing employment. Additionally, our team facilitated 1,048 case management appointments, addressing crucial client needs including help with needed medications and transportation. The funding also allowed us to make key improvements to our office space, enhancing the capacity for case workers to hold meetings and appointments more efficiently. 2) Housing Assistance: Emergency shelter (hotel, room to rent, camping vouchers, housing assistance), utility bills, and car repair bills, travel vouchers - Emergency Care: We assisted 6 clients with emergency motel needs during heat, for recuperation and for bridge housing.
- Rooms to rent: We assisted 2 clients to get off the street with room rentals - Utility Assistance: We provided one household with utility assistance - Rental Assistance: We provided rental assistance to sustain housing for 4 families and are continuing to work with multiple households on eligibility. - Car Repairs: We helped with car repairs for 4 clients. Many clients live out of their cars which makes it critical to offer emergency car repairs in order to sustain shelter.
In summary, during the second funding year, thanks to the dedicated efforts of our case workers, the Samaritan Center provided vital support to 23 families and individuals by securing motel accommodations for those in immediate need, assisted 7 households with rental support, and helped 2 households with utility bills to keep their homes stable. Additionally, we supported 2 clients with security deposits and another 2 with rental rooms, helping them transition off the streets and into safe, stable housing. 280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 2 6
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
- Kitchen and pantry supplies: We bought essential kitchen and pantry supplies to enhance our walkup pantry service, providing dignified experience for clients and residents and reducing food waste. 5,908 meals were served to our homeless clients and 4,823 household members received pantry supplies this last quarter.
In summary, during the second funding year, the Samaritan Center made significant strides in enhancing our services. We successfully kept our grocery pickup van insured, revamped our drive-thru pantry into a safer, more secure walk-up pantry, offering a more dignified shopping experience while reducing food waste. Additionally, we completed essential repairs to our kitchen and pantry appliances, ensuring smooth operations. Over the course of the funding year, we served a total of 19,099 household members through our pantry.
In closing, we respectfully request approval to reallocate Year 2 underrun funds of $23,910.38 toward case management for Year 3. Currently, Year 3 has allocated funding for only one case worker, but this reallocation—combined with other grants—will enable the Samaritan Center to maintain a full team of three full-time case workers. This will ensure we can continue providing critical support to our clients in need. The expansion of our case management team has been instrumental in allowing us to better allocate resources based on the evolving needs of our community, ultimately enabling us to serve more individuals than ever before. The unexpended advance funds for case management, housing assistance and office enhancements will be re-allocated to case management and housing assistance.
We would like to express our sincere gratitude to the City of Simi Valley for its unwavering support and guidance over the past year. This grant has had a profound impact on countless lives within our community, and we are deeply appreciative of the opportunity to make such a difference. We couldn't be more grateful for the partnership and trust extended to the Samaritan Center.
280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 3 7
Attachments:
- Funding Request / Invoice
- CCRG Budget Spending Tracker and all related invoices and receipts - Client Success Stories
If there are any questions, please feel free to reach out.
Annika Sumby
Executive Director
280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 4 8
Samaritan Center
Summary Sheet of Grant Payments
Year 1 (Oct 22 - Sep 23) Year 2 (Oct 23 - Sep 24 Year 3 (Oct 24 - Sep 25) TOTAL ALL YEARS Initial Advance $114,175.00
Additional Advances $44,250.00
Additional Advances $35,000.00
Additional Advances $20,000.00
Additional Advances $40,680.05
Quarter 1 Invoice (Oct-Dec) $6,252.85 $9,861.76
Quarter 2 Invoice (Jan - Mar) $9,955.99 $12,315.55
Quarter 3 Invoice (Apr - Jun) $7,221.25 $10,097.63
Quarter 4 Invoice (July-Sept) $13,942.08 $10,886.55
Range Allocation $10,700.00
TOTAL $162,247.17 $183,091.54 $345,338.71
Quarter 1 Expenses (Oct-Dec) (17,330.00)$ (30,552.88)$ Quarter 2 Expenses (Jan - Mar) (73,375.00)$ (54,864.06)$ Quarter 3 Expenses (Apr - Jun) (19,475.00)$ (40,013.20)$ Quarter 4 Expenses (July-Sept) (34,012.00)$ (50,367.47)$ Total to Date (144,192.00)$ (175,797.61)$ (319,989.61)$ Reserve $25,349.10
Advanced Fund Balance: $18,055.17 $7,293.93
Budget by Year: $212,200.00 $199,708.00
Total Spent $144,192.00 $175,797.61
Yearly Budget Variation/Roll-Forward $68,008.00 $23,910.39 $485,700.00 Total Contract Value (345,338.71)$
$140,361.29
ATTACHMENT B
9 Attachment - Client Success Stories and Pictures
Johns Story, 2024
John first came to the Samaritan Center four years ago when Simi Valley Police Department found him sleeping in his truck and directed him to go to the Samaritan Center for assistance.
John became homeless due to his brother passing away and not having anywhere else to go.
John not ed that the Samaritan Center provided support in many different aspects including case management and hot meals. When John's truck broke down it created significant distress as it took away his only safe place. The Samaritan Center was able to fund the towing and crucial repairs to John's truck! Most notably, the Samaritan Center found John a room to rent and assisted with the first two months’ rent. John is now housed! When asked what his favorite thing about the Samaritan Center is, John replied, "The people, my caseworker (Brittany), and everyone is so caring and helpful." John mentioned that the Samaritan Center not only eased his hunger, but also helped get his life back in order. The Samaritan Center and his caseworker Brittany are now assisting John with navigating employment opportunities! 280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 5 ATTACHMENT C
10 Steve’s Story, 2024
Due to the COVID-19 Pandemic, Steve was laid off from his company after working there for over 27 years. Unfortunately, not long after his loss of employment, Steve's wife had passed away which then led to his struggle with sobriety and homelessness, and he began living out of his vehicle. While temporarily living at a sober house, he heard about the Samaritan Center when other house members came to speak about resources offered in the community. Steve mentioned while living at a sober house, a Key Counselor, who he looked up to, passed away from a drug overdose. This added loss deeply affected Steve. He then decided that he wanted to direct his career in helping others and becoming a Sober Coach. After leaving the sober living house and achieving sobriety, Steve began living out of his vehicle once again. He connected with the Samaritan Center where he was able to shower, receive hot meals, visit the Food Pantry, and meet with a caseworker. Steve noted that his caseworker, Miguel, was able to assist in medical resources and refill his necessary prescriptions vital to his health. Steve stated that he feels all the staff members at the Center validate the feelings and struggles one may encounter and truly listens to one's needs.
Steve mentioned that the resources offered at the
Samaritan Center are necessary to survival while experiencing homelessness. He expressed the importance of having a platform to offer tools to those in need. Steve hopes to advocate for those struggling and he believes everyone can change for the better. Recently, Steve accepted a position as a Sober Coach at a local organization and he got his CPR Certification. He is now working towards a RADT (Registered Alcohol and Drug Technician) Certification. Most notably, soon after accepting his position he was able to find housing! We are so excited for this new chapter in Steve's journey.
280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 6 11
Recent pictures around the Samaritan Center facility. (Walk-up food pantry) Tuesday and Thursday Walk-up Food Pantry Program
280 Royal Avenue, Simi Valley, CA 93065 • PO Box 940568 (805) 579-9166 • https://samaritancentersimivalley.org/ • [email protected] A non-profit corporation #77-0321181. Not affiliated with any other organization. 7 12
The Samaritan Center
Request ForARPA 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.
ARPA 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) (Original) (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
ATTACHMENT D
13 Project: Vulnerable Population Housing
ARPA 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 Monitor 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
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 $5,344 $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 $41,710 $59,682 $41,600 $135,232 14 Project: Reinforcement to Food Pantries
ARPA 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. Ford 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 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 15 Overhead Management
Administrative support to deal with increased client workload, overall management, oversight and reporting requirements for ARPA 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 $131,710 $199,708 $131,100 $475,000 Original Total for all three projects $212,200 $131,700 $131,700 $131,100 $475,000 16