2/4/22, 5:49 PM City Data Services - South San Francisco https://www.citydataservices.net/cities/smatca/app2022arc.pl?rpt=C10909&prop=21 1/6 Consolidated Community Funding Application
Redwood City, San Mateo County, and S. San Francisco
Application for New Funding for FY 2022-23
GENERAL INFORMATION
1. Organization Name: Ombudsman Services of San Mateo County, Inc
2. Project Title: Ombudsman Services of San Mateo County, Inc We are applying for funding from:
Redwood City City of San Mateo South San Francisco County of San Mateo Budget/Client Summary (Auto-populated from Budget, below) Jurisdictions
receiving this application
Amount
Requested
% of Program
Budget
Proposed # of
Served % of Served
Total $
Per
City of San Mateo $25,000 3% 1,909 69% $13.10
South San Francisco $20,000 2% 839 31% $23.84
Total $45,000 5% 2,748 100% $16.38
Grant Funded Programs:
We are applying for a Public Services Program
CDBG National Objective Eligibility - How are you serving low income populations? Service to low income clients verified through income documentation.
Income Verification: Describe how you obtain, verify, and maintain proof of income and presumed benefit status.
Third party documentation or client signatures on the certification forms must be available on file for review at all times.
OSSMC receives it funding from Federal government, state government which is sent to San Mateo County and then sent to OSSMC via contracts. We also receive funding from private grants, general donations, fundraisers when able, stocks and estate planning. The residents we serve in long term facilities received great benefits from the Ombudsman Program. We are the eyes , hears and the voice for each resident in the facility they live in.
Without this program, the resident would not have anyone protecting them and their needs.
3. Project Address: 1455 Madison Avenue City: Redwood City Zip: 94061-1549
4. Provide a one sentence project summary:
We are the only program wholly dedicated and legally mandated to advocate for the dignity and quality of life of people living in licensed long term care facilities.
Organization
Address:
1455 Madison Avenue City: Redwood City Zip: 94061-1549
Organization Phone: 650 780 5707 Website: www.ossmc.org Type of Applicant: Our agency serves:
5. Contact Person /
Project
Administrator:
Name: Bernadette Mellott Title: Executive Director Telephone: 650 780 5702 Contact Email: [email protected] Fax: 650-364-5399
6. Name of Agency
Director:
Bernadette Mellott
7. Fiscal Officer: Name: Cindy Safe Email: [email protected] Telephone: 650 780 5707 2/4/22, 5:49 PM City Data Services - South San Francisco https://www.citydataservices.net/cities/smatca/app2022arc.pl?rpt=C10909&prop=21 2/6 Fiscal Officer
Address:
1455 Madison Avenue City: Redwood city Zip: 94061
8. Authorized
Signatory:
Name: Bernadette Mellott
Email:
[email protected]
Telephone: 650-780-5702
Authorized Signatory
Address:
1455 Madison Ave. City: Redwood City Zip: 94061-1549
9. Please provide days and hours of regularly scheduled operation:
WE are open Monday through Friday from 8:30 am to 4:00pm. There is also a statewide Ombudsman toll free 24 hr. crisisline 1-800-231-4024 to call.
10. DUNS Number: 178766965 Federal EIN/TIN Number: 943397402
11. HUD Activity: Choose the HUD activity that most closely matches your service:
05A - Senior Services
12. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out with the requested funds. This should also include program objectives and key priorities for each specific jurisdiction.
The Ombudsman is there to advocate and support all residents in long term care facilities. WE make unannounced visits to residential care facilities once a month and to the SNF (Nursing Homes) we go once a week and sometimes more depending on the situation to insure quality of care, and quality of life with dignity. The Ombudsman investigates financial abuse, sexual abuse and physical abuse. In addition to what I have just mentioned, we support residents, their families, and the facilities in accessing community resources. 13A. Assessment of Need - City of San Mateo: Briefly describe how you determined the need for your program for each specific jurisdiction that you are applying for funds. Identify target population(s) and area(s) served.
Please state the source(s) and date(s) of information. Identify any similar programs in the community.
The population we serve in the city of San Mateo are licensed long term care facilities within the boundaries of the city of San Mateo. Presently there are 122 facilities with 1909 residents in the city that we presently visit and monitor. These include RCFEs (assisted living) SNFs (skilled nursing homes) and ICFs,(homes for the mentally and physically impaired individuals) along with the Adult Day Programs.
You will find the current list of long term care licensed facilities in San Mateo County on the Community Care Licensing website that the Ombudsman Program visit and monitor. The list is updated once a year for the public to view if interested.
There is no other program in San Mateo County that provides the services we do. Our program is a federal mandated program that each state in the United States is required to have. The state then contracts with the different counties to operate the program or contracts with a non-profit to be responsible which is what San Mateo County does with OSSMC.
13B. Assessment of Need - South San Francisco: Briefly describe how you determined the need for your program for each specific jurisdiction that you are applying for funds. Identify target population(s) and area(s) served. Please state the source(s) and date(s) of information. Identify any similar programs in the community.
The population we serve in the South San Francisco are licensed long term care facilities within the boundaries of SSF. Presently there are 63 facilities with 839 residents in the city that we presently visit and monitor. These include RCFEs (assisted living) SNFs (skilled nursing homes) and ICFs,(homes for the mentally and physically impaired individuals) along with the Adult Day Programs.
You will find the current list of long term care licensed facilities in San Mateo County on the Community Care Licensing website that the Ombudsman Program visit and monitor. the list is updated once a year for the public to view if interested.
There is no other program in San Mateo County that provides the services we do. Our program is a federal mandated program that each state in the United States is required to have. The state then contracts with the different counties to operate the program or contracts with a non-profit to be responsible which is what San Mateo County does with OSSMC.
14. Timeline: Provide a brief timetable for project implementation and achievement of projected goals and how you plan to expend your funds in a timely manner by the end of the fiscal year.
Both the city of San Mateo and South San Francisco require quarterly invoicing along with OSSMC's quarterly report. This quarterly reports includes number of residents visited-monitored, complaints, age, income, ethnicity, and sex. All of this data is required on our invoicing.
15. Evaluation: Briefly describe how you will determine and measure the success of your program and whether or not program goals were met? If your program is currently receiving grant funds please describe accomplishments of goals to date.
2/4/22, 5:49 PM City Data Services - South San Francisco https://www.citydataservices.net/cities/smatca/app2022arc.pl?rpt=C10909&prop=21 3/6 Each city that we receive a CDBG grant from requires the same data for invoicing. OSSMC is required to enter all data and cases into a software program that is connected to the State and it is called ODIN. This software will give us any information that is needed for our quarterly reports for each city. Each Ombudsman is required to enter all the data they have regarding each resident they visit per day or week or monthly. Our goals of visiting the RDFEs and SNFs in each city have been met and continue to be met.
16. Collaboration: Describe partnerships with other organizations/agencies, the nature of the partnership, and how it relates to the proposed project.
OSSMC collaborates with Institute on Aging, Safe Harbor, Community Care Licensing, San Mateo Oral Health, San Mateo County Commission on Aging, California Department of Public Health, California Department of Social Services, State Ombudsman Office, Police Departments, Ault Protective Services, the District Attorneys Office, and Legal Aid.
OSSMC works with all of these agencies because of the complex nature of each resident's needs. We advocate for each resident and each person has a different need. The needs go from , the water is not cold enough to some one is taking money out of my checking account. WE investigate these claims and they ar entered into ODIN and sometimes we have the police involved. WE work very hard to get resolution for each case.
17. Impact: : Discuss any general trends and conditions that have affected or impacted your service levels or service populations. For New Applicants – describe what these funds would allow your agency to do that you may not be able to do now. For Continuing Applicants – describe how your program would be impacted without these funds.
The impact our program has on the city of San Mateo and South San Francisco is that each of these cities are assured that the residents in the licensed facilities in each city have the Ombudsman to advocate, educate and empower each person all the time. WE believe everyone deserves to be seen, heard, valued and supported so they can have the best quality of life in the long term care facilities. The funds received from each city helps with the cost of the program and to help with the salaries of our staff.
18. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For each response below please indicate both the number of households and number of individuals. Refer to the San Mateo County Income Limits. a. Indicate the total number of low-income beneficiaries you expect to serve with this program for each jurisdiction application for funding. *Low-income is 80% of Area Median Income or below. See AMI table b. Indicate the total number of beneficiaries you expect to serve with this program in each jurisdiction - regardless of income.
Jurisdiction
a. Number of low-income beneficiaries
to be served per grant jurisdiction
application. **Low-income** is 80% of
Area Median Income or below.
b. All beneficiaries to be served per
grant jurisdiction application
regardless of income
Persons Households Persons Households
Daly City
Redwood City
City of San Mateo 1,909 1,909 1,909 1,909
County of San Mateo
South San Francisco 839 839 839 839
Totals 2,748 2,748 2,748 2,748
19. Populations Served: Check the boxes below if they describe a significant population served by your program.
These categories are not considered "presumed benefit" by HUD, and require income verification.
Persons exiting incarceration
Low-income youth
Other
20. Affirmative Outreach:
a. Use the demographics from your previous program year to provide an analysis of the population you serve relative to the demographics in the table. NOTE: If you are a new applicant please provide your best estimation.
Race & Ethnicity
City of San
Mateo
Population
City of San
Mateo % by
Ethnicity
Low Income by
Ethnicity served
by your Program
Your Program %
by Ethnicity
Total 97,207 100% 416 100%
2/4/22, 5:49 PM City Data Services - South San Francisco https://www.citydataservices.net/cities/smatca/app2022arc.pl?rpt=C10909&prop=21 4/6 White and not Hispanic 45,240 46.54% 190 45.67%
White and Hispanic 25,815 26.56% 0 0.00%
Asian 18,153 18.67% 12 2.88%
African American 2,099 2.16% 9 2.16%
Pacific Islander 1,937 1.99% 10 2.40%
Native American 140 0.14% 0 0.00%
Other 3,823 3.93% 195 46.88%
Race & Ethnicity
South San
Francisco
Population
South San
Francisco % by
Ethnicity
Low Income by
Ethnicity served
by your Program
Your Program %
by Ethnicity
Total 63,632 100% 169 100%
White and not Hispanic 23,760 37.34% 110 65.09%
White and Hispanic 21,645 34.02% 0 0.00%
Asian 23,293 36.61% 30 17.75%
African American 1,625 2.55% 12 7.10%
Pacific Islander 1,111 1.75% 0 0.00%
Native American 395 0.62% 0 0.00%
Other 9,598 15.08% 17 10.06%
b. Based on the percentages that you indicate your organization served describe your efforts to improve affirmative outreach to groups that may be underserved by your program and the result of your efforts:
OSSMC serves all residents in the licensed long term care facilities in the city of San Mateo and South San Francisco regardless of any specific population, age or income.
We also have Ombudsmen with diversity in languages and cultural backgrounds to help serve our residents.
21. Leveraging: Describe your fundraising efforts and additional sources of revenue for this project and your organization. Please state whether any of these fund sources are already committed and in what amount.
For the '21-'22 year we have received funds from San Mateo County Title 111B, title V11A, General Funds, CARES ACT, State Funds, Measure K Funds, Grants from Burlingame, Foster City, Town of Colma, Peninsula Healthcare District, Sequoia Healthcare District, Holiday Appeal, Board Gifts, General Donations, Volunteer Recognition Luncheon, Gellert Foundation, Palo Alto Community Fund, Safeway Foundation, Woodlawn Foundation, Atkinson Foundation and Touchpoint Foundation. We also have in-kind volunteers hours valued at $115,000.
For the '22-'23 year the only funds we have committed are the Measure K Funds and the Peninsula Healthcare Funds and the Sequoia Healthcare Funds. WE will start to received other committed funds starting in April of 2022 for '2022-2023.
Staff List
List below key staff members who work on this program
Position Title
Name of Staff
Person
Job Responsibilities Qualifications
Executive Director Bernadette Mellott
Responsible for Ombudsman Services
Program
30 years plus experience
and MPA
Program Manager
Kirsten IrgensMoller
Oversee' the Regional Supervisors
7 years at OSSMC plus
MSW degree
Bookkeeper Linda Manzon In charge of finances 20 years plus experience Office Manager Jenny Lockwood Admin and Office Duties 12 years of experience Regional Supervisor Nicki Manski
Supervisor's Field Ombudsmen in South
County
16 years of experience
Regional Supervisor Betty Frayman-Kori
Supervisor's field Ombudsmen in North
County
7 years of experience
Regionel Supervisor Vicki Cormack
Supervisor's field Omudsmen in Central
County
20 years of experience
Volunteer Coordinator Patty Hovik
Trains our volunteers to become field
Ombudsmen
25 plus years of experience
Abuse Specialist Bill Rodenspiel Monitors and visits all disable facilitiesmenta; and physicalRetired police officer 2/4/22, 5:49 PM City Data Services - South San Francisco https://www.citydataservices.net/cities/smatca/app2022arc.pl?rpt=C10909&prop=21 5/6 Ombudsman Alan Kornfield Monitors and visits facilities as assigned Former volunteer Ombudsman
Data Entry person Mary Ann Gage Enters our data in ODIN Former volunteer and 10
years experience
PROPOSED PROGRAM BUDGET FOR FY 2022-23
City of San Mateo South San
Francisco Total Jurisdictions
Budget Line Item
Agency
Total
Pgm%
Program
Total
% Requested % Requested Pgm% Requested
Labor
Redwood City $78,011 100% $78,011 0% 0% 0% $0
San Mateo
Ombudsman
$76,650 100% $76,650 33% $25,000 0% 33% $25,000
other Staff $392,935 100% $392,935 0% 0% 0% $0
South San Francisco $44,566 100% $44,566 0% 45% $20,000 45% $20,000 Abuse Specialist $47,695 0% $0
Taxes/Benefits $77,320 100% $77,320 0% 0% 0% $0
Supplies
$0 0% 0% 0% $0
0% 0% 0% $0
Materials
Printing & Repo $7,000 100% $7,000 0% 0% 0% $0
0% 0% 0% $0
0% 0% 0% $0
0% 0% 0% $0
Operations/Maintenance
fundraising $47,900 100% $47,900 0% 0% 0% $0
Marketing and PR $3,500 100% $3,500 0% 0% 0% $0
Employee Indirect
EXP.
$16,250 100% $16,250 0% 0% 0% $0
Board Exp. $3,000 100% $3,000 0% 0% 0% $0
Facilities and
Equipment
$23,660 100% $23,660 0% 0% 0% $0
financial Exp $26,594 100% $26,594 0% 0% 0% $0
Insurance $5,215 100% $5,215 0% 0% 0% $0
Office Exp $13,500 100% $13,500 0% 0% 0% $0
Program Exp $59,655 100% $59,655 0% 0% 0% $0
In Kind Vol Hrs. $115,000 100% $115,000 0% 0% 0% $0
Administration 0% $0
TOTAL $1,038,451 95% $990,756 3% $25,000 2% $20,000 5% $45,000 Number of Individual Beneficiaries 1,909 839 2,748
Cost per Individual $13.10 $23.84 $16.38
Attachments
1. Resolution authorizing application and
designation of signatory, by the Board of Directors
Board__Resolution_Signed.pdf
5. Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board
term
Board_Information.-Years_of_Service_docx.docx
6. Organizational chart for entire organization OSSMC_Org_Chart_7-9-21_.pptx Audit_20-21.pdf
2/4/22, 5:49 PM City Data Services - South San Francisco https://www.citydataservices.net/cities/smatca/app2022arc.pl?rpt=C10909&prop=21 6/6
7. Certified financial audit no more that 1 fiscal
year old, prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities
that receive more than $750,000 in federal
funding) OR
A letter from your Executive Director or
Chief Financial Officer certifying that agency
does not receive more than $750,000 in
federal funds and is not subject to the
Single Audit.
8. The following are required:
Current (FY21-22) Agency Operating
Budget
Proposed (FY22-23) Agency Operating
Budget
Approved_21-22_Budget_v2.pdf
DRAFT_Budget_FY22-23.xlsx
9. Mission Statement Mission_Statement_on_Letterhead.pdf
10. Non-discrimination policy for Staff and
Clients
Non-Discrimination_Policy.pdf
11. Reasonable Accommodations Policy for
Staff and Clients
Non_Discrimination__Reasonable_Accommodation_Policy.docx
12. Conflict of Interest Policy. (If not available,
please indicate when you will submit)
Conflict_of_Interest_Form.pdf
13. Other -
Download All Attachments
Program Manager Signature Bernadette Mellott
Date Signed 02/04/2022
Initially submitted: Jan 19, 2022 - 11:06:19
Returned to Draft 01-27-2022 by South San Francisco
Reason: Please complete the 'Budget/Client Summary' and 'PROPOSED PROGRAM BUDGET FOR FY 2022-23'. Please explain how elderly persons are a presumed benefit in the 'Income Verification' section. Also, please attach your Conflict of Interest Policy.
BOARD
1.2 1
This is the revision to our Original BYLAWS of January 2001, developed by Dick Rampton working with a pro bono lawyer, revised May 28 by Mary Pappas, Tippy Irwin and Lance Reynolds, and subsequently June 7 by the Board. This is a further revision dated October 2007 which was approved by the Board on October 12, 2007
BYLAWS OF
OMBUDSMAN SERVICES OF SAN MATEO COUNTY, INC
A California Nonprofit Public Benefit Corporation
ARTICLE I
Offices
Section 1.1 Principal Executive Office.
The principal executive office of the corporation shall be located at: 1700 So Amphlett Blvd, Suite 220, San Mateo, CA 94402. The Board of Directors may change the location of this office.
ARTICLE II
Purposes and Limitations
Section 2.1 General Purposes
It shall be the purpose of this corporation to assist residents of long-term care facilities for the elderly in San Mateo County, California. Ombudsman Services of San Mateo County, Inc., (OSSMC), is an advocate for residents of these long-term care facilities.
Trained volunteer and staff Long-term Care Ombudsmen (Ombudsmen), regularly visit long-term care facilities to monitor conditions and quality of care, to provide a voice for those unable to speak for themselves, to resolve problems, and to report violations to the appropriate agencies. OSSMC and its Ombudsmen also work to bring about changes at the local, state and national levels to improve the quality of life and quality of care of these residents.
Section 2.2 Non Profit
This corporation is organized exclusively for public benefit purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding section of any future United States Internal Revenue law). Notwithstanding any other provision of these Bylaws, this corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this corporation, and the corporation shall not carry on any other activities not permitted to be carried on (1) by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue law, or (2) by a corporation, contributions to which are 2 deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue law.
Section 2.3 Specific Purposes
In order to accomplish its general purpose, this corporation shall participate in, hold, encourage and promote programs which educate or assist adult residents of long-term care facilities, family members of those in long term care facilities, and persons who may need long term care in the future. By way of example, and not limitation, this corporation shall seek funding from the local Area Agency on Aging; train and certify long term care Ombudsmen in accordance with California law; monitor the operation of licensed long term care facilities and their care of residents, and otherwise further the protection of the rights and interests of those in long term care within San Mateo County, California.
Section 2.4 Limitations
No substantial part of the activities of this corporation shall consist of carrying on propaganda, or otherwise attempting to influence legislation, except as provided in Section 501(h) of the Internal Revenue Code of 1954, and this corporation shall not participate in or intervene in (including publishing or distributing statements) any political campaign on behalf of any candidate for public office except as provided in Section 501(h) of the Internal Revenue Code of 1954.
The property of this corporation is irrevocably dedicated to public benefit purposes, as set forth in Section 2.1 regarding General Purposes, above. No part of the net earnings of this corporation shall inure to the benefit of its directors, officers, or to any individual.
On the winding up and dissolution of this corporation, after paying or adequately providing for the debts and obligations of the corporation, the assets of the corporation shall be distributed solely to an organization (or organizations), selected by the Board of Directors, organized and operated exclusively for public benefit purposes and that is tax exempt under Section 501(c)(3) of the Internal Revenue Code of 1954.
ARTICLE III
Membership
Section 3.1 Statutory Members.
The corporation shall not have any members within the meaning of Section 5056 of the California Corporations Code.
3 ARTICLE IV
Board of Directors
Section 4.1 Powers.
Subject to the provisions of the California Nonprofit Corporation Law, the activities and affairs of the corporation shall be managed and all corporate powers shall be exercised by or under the direction of the Board of Directors. The Board of Directors may delegate the management of the day-to-day operation of the business to the Executive Director, or other person, provided that the activities and affairs of the corporation shall be managed and all corporate powers shall be exercised under the ultimate direction of the Board of Directors.
Section 4.2 Number of Directors.
The authorized number of directors of the corporation shall not be less than five (5) nor more than fifteen (15) until changed by a bylaw amending this Section 4.2. The exact number of directors shall be fixed from time to time, within the limits specified in this Section 4.2, by the Board of Directors.
Section 4.3 Restriction on Interested Directors.
No person shall serve on the Board of Directors who has a financial interest in residential care facilities for the elderly or skilled nursing facilities, either directly, or through any brother, sister, spouse, brother-in-law, sister-in-law, son-in-law, daughter-in-law, motherin-law, or father-in-law of any such person. No person serving on the Board of Directors shall use that position to solicit business from OSSMC clients for either themselves, their friends or family. This does not preclude Board Members, their friends or their family from serving residents or the program in their normal professional capacity.
Section 4.4 Election and Term of Office.
The term of office of each director of the corporation shall be two no less than (2) years.
A director may succeed himself/herself in office. Individuals interested in joining the Board of Directors may be elected at any board meeting, providing the chair of the Board and Executive Director has had an oral interview with the interested individual and presents their findings to the board at a previous meeting.
Section 4.5 Vacancies and Removal.
A vacancy in the Board of Directors shall be deemed to exist on the death, resignation, or removal of any director. If any director misses three consecutive meetings in any twelvemonth period, the board President will contact that board member to discuss the matter.
The chair will then share the member response with the entire board at the next board meeting and the board will decide what action to take.
The board of Directors, by affirmative vote of a majority of the directors then in office, may remove any director with or without cause at any regular or special meeting, 4 provided that the director to be removed has been notified in writing at least two weeks before any such action would be considered at the meeting.
Vacancies in the Board of Directors may be filled by a majority vote of the directors present at a meeting at which a quorum is present, or if the number of directors then in office is less than a quorum, (a) by the unanimous written consent of the directors then in office, (b) by the vote of a majority of the directors then in office at a meeting held pursuant to notice or waivers of notice in compliance with these Bylaws, or (c) by a sole remaining director. Each director so elected shall hold office until his or her successor is elected at an annual or other meeting of the Board.
Any director may resign effective upon giving written notice to the Chairperson of the Board (if there is such an officer appointed), the President, the Secretary, or the Board of Directors of the corporation, unless the notice specifies a later time for the effectiveness of the resignation. If the resignation is effective at a future time, the successor may be elected to take office when the resignation becomes effective. Unless the California Attorney General is first notified, no director may resign when the corporation would then be left without a duly elected director or directors in charge of its affairs.
No reduction of the authorized number of directors shall have the effect of removing any director prior to the expiration of the director’s term of office.
Section 4.6 Place of Meetings.
A regular or special meeting of the Board of Directors may be held at any place consented to by all the Board Members.
Section 4.7 Annual Meeting.
The Board of Directors shall hold a regular meeting in July of each year, unless the Board fixes another date, for the purpose of electing directors and appointing officers of the corporation, for program evaluation and planning, and for the transaction of other business.
Section 4.8 Regular Meetings.
Regular meetings of the Board of Directors shall be held monthly, except August and December, or at such times as are fixed by the Board of Directors.
Section 4.9 Special Meetings.
Special meetings of the Board of Directors for any purpose may be called at any time by the President, any Vice-President, the Secretary, or any two directors.
Section 4.10 Action at a Meeting: Quorum and Required Vote.
Written notice of any meeting of the Board and the Governing Board will be given to each Director and Governing Director, respectively, delivered or sent to the address given 5 by him/her to the Corporation. Such notice will be given at least forty-eight (48) hours prior to any unscheduled meeting if given personally or sent by facsimile, electronic mail, or other electronic means. If given by first class U.S. Mail, such notice will be given four (4) business days prior to the meeting to each Director at his/her address as shown on the records of the Corporation. If a Director has given no address to the Corporation, notice will be delivered or sent to him/her at the principal office of the Corporation. If notice is given by facsimile, electronic mail, or other electronic means, it will be deemed delivered when notice is actually transmitted. If notice is mailed, it will be deemed delivered when deposited in the U.S. Mail, postage paid.
Section 4.11 Action at a Meeting: Quorum and Required Vote (a) A quorum is equal to 50% plus one of the current board members. (b) Every act done or decision made by a majority of the directors present at a meeting duly held at which a quorum is present shall be regarded as the act of the Board of Directors, unless a greater number, or the same number after disqualifying one or more directors from voting, is required by the Articles of Incorporation, these Bylaws, or the California Nonprofit Corporation Law. (c) A meeting at which a quorum is initially present may continue to transact business notwithstanding the withdrawal of directors, if any action taken is approved by at least a majority of the required quorum for such meeting, subject to any applicable requirements for approval by a greater number or a disinterested majority.
(d) Members of the Board of Directors may participate in a meeting through use of conference telephone. Participation in a meeting through use of conference telephone pursuant to this subsection (d) constitutes presence in person at such meeting as long as all Members participating in the meeting are able to hear one another.
Section 4.12 Adjourned Meeting and Notice.
A majority of the directors present, whether or not a quorum is present, may adjourn any meeting to another time and place. If the meeting is adjourned for more than twenty-four (24) hours, notice of any adjournment to another time or place shall be given prior to the time of the adjourned meeting to the directors who were not present at the time of the adjournment.
Section 4.13 Action Without a Meeting.
Any action required or permitted to be taken by the Board of Directors may be taken without a meeting, if a majority of Members of the Board shall consent to such action.
Such consent shall be recorded and filed with the minutes of the proceedings of the Board. Such action shall have the same force and effect as the unanimous vote of such directors.
6 Section 4.14 Fees and Compensation.
Members of the Board of Directors shall serve without compensation for their services as directors of the Board.
ARTICLE V
Officers
Section 5.1 Officers.
The officers of the corporation shall be members of the Board and shall consist of the President, the Vice-President, the Secretary, and the Treasurer. The Board of Directors shall appoint the Executive Director. The Board shall elect the other officers. The Board of Directors shall designate one officer as the chief financial officer of the corporation.
In the absence of such designation, the Treasurer shall be the chief financial officer. Any two or more offices may be held by the same person, except that neither the Secretary nor the chief financial officer may serve concurrently as the President. The Board of Directors may appoint, and may empower the President or another officer to appoint, such other officers as the activities of the corporation may require, each of whom shall have such authority and perform such duties as are provided in these Bylaws or as the Board of Directors may from time to time determine.
All officers of the corporation shall hold office from the date appointed to the date of the next succeeding annual meeting of the Board of Directors, and until the successors to such officers are elected and qualified. Upon the removal, resignation, death, or incapacity of any officer, the Board of Directors will declare such office vacant and fill such vacancy.
Any officer may resign at any time by giving written notice to the Board of Directors, the President, or the Secretary of the corporation, without prejudice, however, to the rights, if any, of the corporation under any contract to which such officer is a party. Any resignation shall take effect on the date of the receipt of such notice or at any later time specified in the resignation; and, unless otherwise specified in the resignation, the acceptance of the resignation shall not be necessary to make it effective.
Section 5.2 Term of Officers
Term of each office shall be two (2) years.
Section 5.3 Duties of the President.
Subject to such supervisory powers, if any, as may be given by the Board of Directors to the Executive Director, the President shall be a member of the Board of Directors and shall preside at all meetings of the Board of Directors. The President may serve for no more than two consecutive terms. The President shall perform such other duties as the Board of Directors may from time to time determine.
7 Section 5.4 Duties of the Vice-President.
The Vice-President may assume and perform the duties of the President in the absence or disability of the President or whenever the offices of the Executive Director and President are vacant. The Vice-President shall have such titles, perform such other duties, and have such other powers as the Board of Directors shall designate from time to time.
Section 5.5 Duties of the Secretary.
The Secretary shall record or cause to be recorded, and shall keep or cause to be kept, at the principal executive office and such other place as the Board of Directors may order, a book of minutes of actions taken at all meetings of directors and committees, with the time and place of holding, whether regular or special, and, if special, how authorized, the notice given, the names of those present at such meetings, and the proceedings of such meetings.
The Secretary shall give, or cause to be given, notice of all the meetings of the Board of Directors and of the committees of this corporation required by these Bylaws or by law to be given, shall keep the seal of the corporation (if any) in safe custody, and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or by these Bylaws.
In the absence or disability of the Secretary the President may direct a Board member to assume and perform the duties of the Secretary.
Section 5.6 Duties of the Treasurer.
The Treasurer shall keep and maintain, or cause to be kept and maintained, adequate and correct accounts of the properties and business transactions of the corporation, including accounts of its assets, liabilities, receipts, disbursements, gains, losses, and other matters customarily included in financial statements of nonprofit corporations.
The Treasurer shall deposit or cause to be deposited all moneys and other valuables in the name and to the credit of the corporation with such depositories as may be designated by the Board of Directors. The Treasurer shall disburse the funds of the corporation as may be ordered by the Board of Directors, shall render to the President and directors, whenever they request it, an account of all of the Treasurer’s transactions as Treasurer and of the financial condition of the corporation, and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or these Bylaws.
8 ARTICLE VI
Committees
Section 6.1 Ad Hoc Committees That Include Other Than Board Members.
The Board of Directors may, by resolution, designate one or more ad hoc advisory committees whose members need not be composed entirely of Board Members. Such committees shall not have the authority of the Board to make decisions on behalf of this Corporation, but shall be restricted to making recommendations to the Board or Board Committee and implementing Board or Board Committee decisions and policies under the supervision and control of the Board or a Board Committee
ARTICLE VII
Indemnification of Directors, Officers, Employees, and
Other Agents of the Corporation; Purchase of Liability Insurance Section 7.1 Agents of the Corporation.
For the purposes of this article, “agent” means any person who is or was a director, officer, employee, or other agent of the corporation; “proceeding” means any threatened, pending, or completed action or proceeding, whether civil, criminal, administrative, or investigative; and “expenses” include without limitation attorneys’ fees and any expenses of establishing a right to indemnification.
Section 7.2 Indemnification.
To the extent that a person who is, or was, a director, officer, employee or other agent of this corporation has been successful on the merits in defense of any civil, criminal, administrative or investigative proceeding brought to procure a judgment against such person by reason of the fact that he or she is, or was, an agent of the corporation, or has been successful in defense of any claim, issue or matter, therein, such person shall be indemnified against expenses actually and reasonably incurred by the person in connection with such proceeding.
If such person either settles any such claim or sustains a judgment against him or her, then indemnification against expenses, judgments, fines, settlements and other amounts reasonably incurred in connection with such proceedings shall be provided by this corporation but only to the extent allowed by, and in accordance with the requirements of, Section 5238 of the California Nonprofit Public Benefit Corporation Law.
Section 7.3 Liability Insurance
Upon and in the event of a determination by the Board of Directors of the corporation to purchase indemnity insurance, the corporation shall purchase and maintain insurance on behalf of any agent of the corporation against any liability asserted against or incurred by 9 the agent in such capacity or arising out of the agent’s status as such whether or not the corporation would have the power to indemnify the agent against such liability under the provisions of this article; provided, however, that the corporation shall have no power to purchase and maintain such insurance to indemnify any agent of the corporation for a violation of Section 5233.
ARTICLE VIII
Execution of Corporate Instruments
Section 8.1 Execution of Corporate Instruments.
The Board of Directors, except as otherwise provided in these Bylaws, may by resolution authorize any officer or agent of the corporation to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation, and such authority may be general or confined to specific instances. Unless so authorized, no officer, agent, or employee shall have any power or authority to bind the corporation by any contract or engagement or to pledge its credit or to render it liable monetarily for any purpose or in any amount.
ARTICLE IX
Fiscal Year
Section 9.1 Fiscal Year Of The Corporation
The fiscal year of the corporation shall begin on the first day of July and end on the 30th day of June in each year.
ARTICLE X
Annual Report to Directors
Section 10.1 Annual Report to Directors
The corporation shall provide to the directors no later than 120 days after the close of its fiscal year, a report containing the following information in appropriate detail:
(1) The assets and liabilities, including the trust funds if any, of the corporation as of the end of the fiscal year.
(2) The principal changes in assets and liabilities, including trust funds, during the fiscal year.
(3) The revenue or receipts of the corporation, both unrestricted and restricted to particular purposes, for the fiscal year.
10 (4) The expenses or disbursements of the corporation, for both general and restricted purposes, during the fiscal year.
(5) Any information required by Section 6322 of the California Corporations Code.
The report shall be accompanied by any pertinent report of independent accountants, or, if there is no such report, the certificate of an authorized officer of the corporation that such statements were prepared without audit from the books and records of the corporation.
ARTICLE XI
Maintenance and Inspection of Corporate Records
Section 11.1 Maintenance and Inspection of Articles and Bylaws.
The corporation shall keep at its principal executive office the original or a copy of its Articles of Incorporation and Bylaws as amended to date, which shall be open to inspection by the directors at all reasonable times during office hours.
Section 11.2 Maintenance and Inspection of Other Corporate Records.
The accounting books, records, and minutes of proceedings of the Board of Directors and any committees of the corporation shall be kept at such place or places designated by the Board of Directors, or, in the absence of such designation, at the principal executive office of the corporation. The minutes shall be kept in written or typed form, and the accounting books and records shall be kept either in written or typed form or in any other form capable of being converted into written, typed, or printed form.
Every director shall have the absolute right at any reasonable time to inspect all books, records, and documents of every kind and the physical properties of the corporation and each of its subsidiary corporations. The inspection may be made in person or by an agent or attorney, and shall include the right to copy and make extracts of documents.
ARTICLE XII
Amendments
Section 12.1 Amendments to Bylaws
New bylaws may be adopted or these Bylaws may be amended or repealed by the Board of Directors. These Bylaws are to be reviewed every two (2) years on the odd years. 11 ARTICLE XIII
Construction and Definitions
Unless the context otherwise requires, the general provisions, rules of construction, and definitions contained in the California Nonprofit Corporation Law as amended from time to time shall govern the construction of these Bylaws. Without limiting the generality of the foregoing, the masculine gender includes the feminine and neuter, the singular number includes the plural and the plural number includes the singular, and the term “person” includes a corporation as well as a natural person.
CERTIFICATE OF SECRETARY
I, the undersigned, certify that I am the currently elected and acting Secretary of Ombudsman Program of San Mateo, Inc., a California nonprofit corporation, and the above Bylaws, consisting of eleven (11) pages, are the Bylaws of this corporation as adopted at a meeting of the Board of Directors held on October 12, 2007.
Dated: October 12, 2007.
Executed at Amphlett Blvd, San Mateo, A 94402
By: _______________________________
Chris Kenny, Secretary
BOARD
1.2 12
Board Members 2021-2022
Name Member Since Years of Service
PRESIDENT
Mitchell Bailey
Vice Chancellor/Chief of Staff,
Office of Chancellor
San Mateo County Community
College District
2019 2
VICE PRESIDENT
Monika Lee, Esq.
Attorney in Private Practice
2014 7
SECRETARY/TREASURER
Cindy Safe
Administrative Services Manager,
Town of Woodside
2014 7
Denis Fama
Associate Professor, College of
Business & Professional Studies
John F. Kennedy University
2015 6
Vic Lee
Retired ABC 7 News Reporter
2019 2
Chet Lexvold, Esq.
Attorney/Research Consultant
LexisNexis
2016 5
Bob Montevaldo
Retired
2007 14
Sharmin Nabi, Esq.
Attorney/Senior Compliance Manager,
Managed Care Contracts
Genentech
2016 5
2021 OSSMC Board Meeting Dates
January 15 May 21 September 17
February 19 June 18 October 15
March 19 July 16 November 19
April 16 August (No Meeting) December (No Meeting)
Bernie Mellott
Executive Director
1.0 FT
Office Manager
1.0 FT
Kirsten Irgens-Moller
Program Manager
1.0 FT
Linda Manzon
Bookkeeper
14-18 hour per week
Board of Directors
Advisory Council
Betty FraymanKori
Regional
Coordinator
North
28 hours week
Patty Hovik
Volunteer
Coordinator
21-28 hrs per
week
Nicki Manske
Regional
Coordinator
South
1.0 FT
Vicki Cormack
Regional
Coordinator
Central
1.0 FT
Bill
Rodenspiel
Abuse
Specialist
0.6 FT
Alan Kornfield
Ombudsman
0.6 FT
OSSMC Organization Chart 2021-2022
OMBUDSMAN SERVICES OF SAN MATEO COUNTY, INC
BUDGET FY2021-2022 DRAFT
Operating Income
Draft FY
22-23
Donations
Annual Report/Newsletter 500
Appeal Letters Holiday 7,000
Appeal Letters Spring 0
Board Gifts 10,000
Donations 5,000
Volunteer Recognition Luncheon 15,000
Sutter Health
Sub-total 37,500
Foundation Funding
Atkinson 10,000
Deacon Charitable Foundation 5,000
Gellert Foundation 0
Palo Alto Community Fund 10,000
Albertson/Safeway Foundation 2,500
San Bruno Community Foundation 0
TouchPoint 3,000
Woodlawn 45,000
Sub-total 75,500
Government Funding
SMC Title IIIB (OAA) 31,584
SMC Title VIIA 47,232
SMC General Funds (<60) 52,000
CARES Act (County-SMCGF & >60) 0
St Health Facilities Citation Penalty (SHFCPA) 15,749
SHFCPA - OTO 0
SNF Quality Assurance (SNFQAF) 46,255
State General Fund 214,740
State GF - Baseline Adjustment 0
Public Health L&C Prog Fund (PHL&C) 9,738
Measure K 121,983
CARE Act (State) 0
CDBG Redwood City 0
CDBG San Mateo 18,000
CDBG SSF 20,000
Other City Grants - Burlingame 700
Other City Grants - Foster City 5,000
Other City Grants - Menlo Park 0
Other City Grants-Town of Colma 2,500
Sub-Total 585,481
Healthcare Districts
Peninsula Health Care District 70,000
Sequoia Healthcare District 75,000
Sub-Total 145,000
In Kind volunteer hours 115000
Interest Income 80,000
Other Income to balance budget
Other Income
Total Revenue 1,038,481
Expenses
Draft FY
22-23
Development/Marketing
Fundraising
Grant Writing 36,000
Event Planner 0
Volunteer Recognition Luncheon 10,000
Fall Event 0
Holiday Appeal 1,900
Spring Appeal 0
Sub-total 47,900
Marketing
Marketing PR 3,500
Sub-total 3,500
Printing & Reproduction
Newsletter/Annual Report 1000
Brochures/tentcards/bus cards 4000
Website 2000
Other
Sub-total 7,000
Employee Expense Direct
Payroll 639,857
Benefits (medical, dental) 20,943
ER Taxes 54,003
Workers Compensation 2,374
Sub-total 717,177
Employee Indirect Expenses
Education 2,000
Recruiting 750
Mileage Reimbursement 10,000
Payroll Service Fee 3,500
Sub-total 16,250
Operating Expenses
Board Expenses 3,000
Sub-total 3,000
Facilities & Equipment
Computer Maintenance 2,400
Computer Software 3,850
Maintenance Agreements 2,410
Moving Expenses 0
Office Equipment 2,000
Office Furnishings 1,000
Rent 12,000
Sub-total 23,660
Financial Expenses
Accounting/Audit 14,000
Investment Advisory Fees 11,069
PayPal Fees 1,500
Bank Charges 25
Sub-total 26,594
Insurance
Directors and Officers 1,935
General Liability 3,280
Membership Dues & Subscriptions 3,000
Other Meeting Expenses 500
Office Supplies 3,500
Postage and Delivery 1,500
Telephone and Internet 5,000
Sub-total 18,715
Expenses
Draft FY
22-23
CARE Act Expenses
P/T Music & memory Coordinator 0
P/T Community Outreach 0
Supplies (CARES) 0
Tablets for Resident Communication/training 0
3 Grants for Music & Memory Certification 0
Sub-total 0
Program Expense
Misc 1,000
Intern Stipend 0
Professional Services/contracted srvcs 0
Hiring Costs for new ED 0
Corporate Registration 180
Taxes 125
Sub-total 1,305
Special Projects
Alzheimer's Association 5,000
Music and Me 35,000
Robitic Critters 0
Tablets for Residents 10,000
Sub-total 50,000
Volunteer Expenses 8,350
Volunteer In-kind hours 115,000
Total Expenses 1,038,451
30
POLICIES & PROCEDURES
2.3 Date Issued: June 7, 2002
Date Revised: January 10, 2011
NONDISCRIMINATION IN EMPLOYMENT &
REASONABLE ACCOMMODATIONS POLICY
POLICY:
It is OSSMCs policy to provide equal employment opportunity for all applicants and staff.
OSSMC does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, ancestry, age, physical or mental disability, legally protected medical condition, family care status, veteran status, marital status, sexual orientation, or any other basis protected by state or federal laws. When necessary, OSSMC also makes reasonable accommodations for disabled and pregnant staff who request an accommodation, with the advice of their healthcare providers, for pregnancy, childbirth, or related medical conditions.
Ombudsman Services of San Mateo County, Inc. is committed to the fair and equal employment of people with disabilities. It is the policy of OSSMC to reasonably accommodate qualified individuals with disabilities unless the accommodation would impose an undue hardship. In accordance with the Americans with Disabilities Act, accommodations will be provided to qualified individuals with disabilities when such accommodations are directly related to performing the essential functions of a job, competing for a job, or to enjoy equal benefits and privileges of employment. This policy applies to all applicants, employees and volunteers.
PURPOSE:
To establish a policy of non-discrimination in the work place in compliance with Federal and State laws.
PROCEDURE: