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HomeMy WebLinkAbout2004-11-23 - AGENDA REPORTS - RFP CREATIVE HOMELESS SERVICES (2)Agenda Item: /6 CITY OF SANTA CLARITA AGENDA REPORT NEW BUSINESS City Manager Approval: Item to be presented by: Tina Haddad DATE: November 23, 2004 SUBJECT: REQUEST FOR PROPOSAL (REP) FOR CREATIVE HOMELESS SERVICES IN THE CITY OF SANTA CLARITA DEPARTMENT: Planning & Economic Development RECOMMENDED ACTION City Council authorize the City Manager to enter into a contract with Lutheran Social Services of Southern California in the amount of $36,000 to manage the care of the homeless population in the City of Santa Clarita. BACKGROUND In October 2003, Council Member Frank Ferry organized a group of community leaders to create siting criteria and identify possible locations in the City for a pennanent homeless shelter. After visiting several potential sites in the City, the consensus of the group was that constructing a permanent shelter would have issues and impacts no matter where the facility would be located in the City. As a result, Council Member Ferry and the group of community leaders recommended a different approach to addressing the homeless issue in the City. The group recommended that the City Council initiate a Request for Proposal (RFP) process to provide money to an organization that can manage the care of the homeless population. On September 14, 2004 the City Council authorized the City Manager to advertise a Request for Proposal (RFP) in the amount of $36,000 for an organization to recommend and administer a creative homeless services program model which can manage the care of the homeless population in the City of Santa Clarita. The RFP was released on September 15, 2004 and advertised in the Signal Newspaper and funding alert programs administered by the Los Angeles Homeless Services Authority (LAHSA) and Shelter Partnerships. The RFP was also mailed out to several non-profit agencies in Los Angeles County that provide services to the homeless. Responses to the RFP were due on October 21, 2004. Originally, the deadline was set for October 20, 2004, however, the deadline was extended a day to allow agencies an opportunity to respond to a question submitted by one of the proposers regarding matching funds. The City received proposals from the following agencies: Santa Clafita Community Development Corporation (CDC); Lutheran Social Services of Southern California (LSS); and United States Veterans Initiative, hic. (USVI). However, on November 8, 2004, the City received correspondence from the CDC, which announced withdrawal of their proposal and efforts to partner with LSS to provide counseling and referral services to the homeless during the 2004-2005 winter season. The CDC also mentioned that they were working with LAHSA to manage a program that would provide a limited number of vouchers for local motel accommodations to the homeless this winter. Council Member Frank Ferry, along with the City Manager and staff representing Planning, the Public hiformation Office, Community Services, and CDBG reviewed all proposals and determined that the LSS proposal, when compared to the USVI proposal, provided the most comprehensive approach to address the homeless issue in the City. Specifically, the LSS proposal offered to provide services to all homeless individuals, while the USVI proposal limited service to homeless veterans. Below is a summary of each proposal received: 1. Lutheran Social Services of Southern California (LSS) Proposal: The LSS proposal offers case management and referral services to homeless individuals and families. LSS also offers to assist homeless individuals and families in arranging for shelter accommodations and transportation to available shelter locations. In addition to transportation to available shelter locations, LSS will also transport homeless individuals or families back to Santa Clarita forjob placement and school attendance, if requested by the homeless individual. Finally, LSS will also make available hotel vouchers for immediate shelter of those who can not be transported on the same day shelter is requested. Clients will be made aware of services through outreach to churches, schools, networking with faith and community based organizations, newspapers, and other media. The LSS proposal also offers counseling services for individuals that have accepted homelessness as a way of life and resist being relocated. This intervention service will provide group counseling twice a week and as the willingness to change develops a one-on-one approach will be taken to analyze individual cases. Once the homeless individual expresses willingness to change, LSS will create a client plan, which will include a transitional housing plan, and treatments for substance abuse and/or other problems. Location: LSS proposes to provide case management services at their Community Care Center (CCC) located at 27265 Luther Drive (The CCC location will not be used as a pick-up and drop-off location for homeless individuals). For shelter arrangements, LSS has partnered with three shelters, of which two are located in the San Fernando Valley (L.A. Family Housing and San Fernando Valley Rescue Mission) and the third is located in Los Angeles (Union Rescue Mission). LSS has also partnered with the Church of Hope (18364 Soledad Canyon) and the Food Pantry (24133 Railroad Avenue) to serve as points of contact for transportation to the above mentioned shelters. The Church of Hope and the Food Pantry have been operating in their present locations for over ten years assisting the homeless as well as other needy persons. • Number of Individuals Served: 96 • Funding Requested: $35,996 • Matching Funds: $35,014 • Program Duratio : one year 2. United States Veterans Initiative, Inc. (USVI) • Proposal: The USVI proposal offers outreach, assessment and referral to homeless veterans only, including direct placements to housing and employment opportunities. USVI plans on identifying participants for their program through collaborative outreach efforts at crisis centers and emergency shelters as well as by referral from primary care providers and service organizations. • Location: The USVI proposal offers to utilize administrative offices located in Inglewood, Long Beach and Riverside to provide services to homeless veterans in Santa Clarita. • Number of Individuals Served: 100 • Funding Requeste : $18,000 • Matchiniz Funds: $30,000 • Program Duratio : one year 3. Santa Clarita Community Development Corporation (CDC) • Proposal: The CDC proposal offers to provide a soup kitchen program during the 2004-2005 winter season. This will provide homeless individuals with a daily hot meal, and sundry supplies such as clean dry socks, toiletries, and sack lunches. The CDC proposal also offered to operate the soup kitchen program with LSS who will provide case management and counseling to individuals that request this service. • Location: The CDC proposed to operate the soup kitchen and case management services at the Bethlehem Lutheran Church located at 27265 Luther Drive. • Number of Individuals Served: 50 to 75 per day • Matching Funds: $36,000 • Propram Duratio : 2004-2005 winter season FISCAL IMPACT On September 14, 2004 the City Council appropriated $36,000 from the Council Contingency Account to an operating account (3110-8001) to provide funding to the successful proposing agency. An additional appropriation of funding is not required with this action. ATTACHMENTS Letter dated November 8, 2004 from the Santa Clarita Community Development Corporation Lutheran Social Services of California Proposal United States Veterans Initiative, Inc. Proposal (Reading File) Santa Clarita Community Development Corporation Proposal (Reading File) Request for Proposal for Creative Homeless Services in the City of Santa Clarita (Reading File) 11-08-2004 11:50PM PROM -15910 VENTURA BLVD 91650 ENCINO, CA SCCDC "Mahng Santa Clarita Better.. One Life at a Time' President Tintollty A. Davis VicePravident Mark T. Young Seerete" Laurel Davis 7�rasu� Bartata Prehann Rxecutr'w. birsdor David F- Turnility Board of Dk-e.dqr_, Lyle C. LodwiZ Deborah L. Mahoney Peter Mahoney Linda Malmita Daniel J. Morefield Andy Paltantyus Stephen K. Peoples Frank Schiro Y�dicrine Schutz +816-461-1888 T-919 P 002/002 F-124 Commmm DEVELOMENT C019PORATIO A California Non -Profit Public Bft-w-fit Corporetion (I.R.C. §501(c)(3)) - Tax Identification No. 95-IM78n November 8,2004 Councilmember Frank Ferry FZ4 FACSIMILE TO: City of Santa Clarits. 01-259-8125 23920 Valencia Boulevard, Suite 300 Santa Clarita, California 91355-2196 Re: Withdrawal of Response to RFP for Creative Homeless Services Dear Coimcilmember Ferry: Santa Clarita Community Development Corporation (SCCDC) hereby withdraws its proposal to the City of Santa Clarita to provide a "soup kitchen" at various locations in Santa Clarita this winter. Diractors Emenact P�v. Lynn Jay SCCDC has forged a new strategic alliance with Lutheran Social Services of Southern Lois lucksch Michael G. McFaddm California (LSS) to jointly provide counseling and referral services to the homeless of Stephen C. Schmidt Santa Clarita during the winter 2004-2005. In addition, SCCDC is in preliminary discussions with Los Angeles Honteless Services Authority to manage a program to provide a limited number of vouchers for local motel accommodations to the homeless this winter. After reviewing the proposals submitted in response to the City's PFP, our Board of Directors unanimously determined that the LSS proposal would provide the greatest irmnediate benefit to the homeless in our community. We have had a long-standing working relationship with LSS and look forward to worldng together even more closely this winter. Our organizations share the goal of alleviating the problems of the homeless population in the Santa Clarita Valley. Without an Emergency Winter Shelter for the first time in seven years, our joint focus with LSS will be on developing individual client plans, providing counseling service, making arrangements for accommodations, and monitoring clients for plart compliance and progress. Very truly yours, SANTA CLARITA CONnAUNITY DEVELOPMENT CORPORATION By: 14AI- MARK T. YOUNG, Vice President PC; Ms. Tha Haddad (City of S=ta Clarita) Ms. Adele MacPhenon (City of Sauta Clarita) 24901 ORcRARv VrLLAcE RoAD - SANTA CLaITA, CALIFORNIA "5 TILEPRONE 661-259-1298 a FACSOME661-297-8394 SCCDC ONuNp-- www.secdc.org I�W# ALutheran Social Services of Southern California October 19, 2004 RFP for Creative Homeless Services in the City of Santa Clarita City of Santa Clarita City Hall 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 Attn: Tina Haddad Dear Ms Haddad: RECEIVED PLANNING DIVISION OCT 2 0 2004 PLANNING A ECONOMIC DEVELOPMENT CITY OF SANTA CLARITA This is an application for funding submitted in response to the request for proposals (RFP) issued on September 15, 2004 by the City of Santa Clarita. Lutheran Social Services of Southern California (LSS/SC) is very pleased in submitting this application and grateful for the opportunity accorded to us to be a party to this process. LSS/SC has been providing valuable services to the homeless and other needy population in the City since it opened the Santa Clarita Valley Community Care Center (SCV CCC) in 2003 at the request of various community-based organizations. SCV CCC operates as the local office of the Los Angeles County North (LACN) Area Office, which is the regional office of the organization responsible for the northern part of the County of Los Angeles. LSS/SC is hopeful about the full rehabilitation of the homeless population through appropriate interventions. This RFP has given us the opportunity to consider such a holistic approach to meeting the needs of the homeless population. A rehabilitation plan for each person that is qualified to benefit from this project will be developed in consultation with each concerned person and implemented over the course of one year. As the fundamental problem of homelessness is lack of housing, a transitional shelter service to be accompanied by other needed services as stipulated in each client plan is the focus of this proposal. We are requesting $35,996 for funding the implementation of the project presented in this proposal. We hope this request will get your approval and help us meet our mutual objective of alleviating the problems of the homeless population. We appreciate your consideration of this application. Sincerely, wau Am independent, California non-profit corporation in association with The Paragon Foundation 6425 Tyrone Avenue - Van Nuys, California 91401 - Phone 818-901-9480 * Facsimile 818-901-9455 /'2/ - . (,A a4A�.) Claire O'Garro Area Director �ber Ag.��y - �R.d wau Am independent, California non-profit corporation in association with The Paragon Foundation 6425 Tyrone Avenue - Van Nuys, California 91401 - Phone 818-901-9480 * Facsimile 818-901-9455 �O� Lutheran Social Services of Southern California Shelter Service for the Homeless of the City of Santa Clarita A Grant Proposal (Original) October 15, 2004 Attachment 1: Supporting Documents Checklist 10� Z Aftachment 1: Supporting Documents Checklist Z Attachment 2: Project Summary Sheet Z Attachment 3: Current IRS 501 (c) 3 letter of Certificate of Incorporation Z Attachment 4: Organizational Capacity Z Attachment 5: Administrative Offices or Facility Z Attachment 6: Program Design Z Attachment 7: Budget and Matching Funds Z Attachment 8: Partnerships Z Attachment 9: Signatures and Assurances 1� 100�1 r�� Attachment 2: Proiect Summary Sheet A. Please fill in the following Agency and contact information: Agency's Legal Name: Lutheran Social Services of Southern California Common Name: Lutheran Social Services of Southern California Executive Director: John T. Clawson Address: 1501 E. Orangethorpe Ave., Suite 250 City: Fullerton Zip: 92831 Telephone: 714-626-1800 Fax: 714-626-1810 Contact Person:- Linda Malerba Title: Program Director Telephone: 661-298-8972 Fax: 616-298-9568 Email Address: hurleyl 7@SBCglobal.net *Tbis must be the person who is most knowledgeable about this proposal. This person may be different from the individual authorized to sign and submit the proposal. B. Proposed Project 1. Program Name: Shelter Service for the Homeless of the City of Santa Clarita 2. Brief Description of Program The goal of this proposal is to alleviate the problems of the homeless population in the City of Santa Clarita. The objective is: 96 homeless persons have individual plans for their rehabilitation and 80% are sheltered in facilities in the Greater Los Angeles Area in one year. LSS/LACN will follow the strategies of developing individual client plans and collaboration with other organizations in Santa Clarita and Los Angeles. Major activities are: assess individual needs and develop client plans, provide counseling service, make arrangements for accommodations, transport to shelters, provide ancillary support and follow up. C. Funding 1. Funding Requested: $35,996 2. Total Number of Individuals Served by Proposed Program: 96 1� 3. Total Matching Funds: $35,014 1� 10". Attachment 2: Project Summary Sheet D. Fiscal and Administrative Accountability Please list the persons who have legal authority to sign contract and other legal documents, payment requests, and checks related to the proposed project: Name Title Documents Authorized to Sign H. Sharp Vice President/CFO Contracts and all other Program Director Payment requests, -checks E. Good Standing Please indicate the appropriate answers to the following questions: 1. In the past ten years, has your organization ever had its nonprofit or corporation Yes No status revoked or withheld by the IRS, the Secretary of State, the State Attorney General, or the Franchise Tax Board? 2. Has your organization been sued in the last five years? Yes No 3. Are any of your managers or staff with fiscal responsibilities presently involved Yes No in litigation that has any bearing fiduciary trust or employee relations? 4. In the last five years, has any court handed down any unfavorable rulings against Yes No your executive Director or organization? 5. Does your organization currently have any unresolved fiscal, reporting, or Yes No program issues with any of its current or past funding sources? Please explain any yes answers on a separate sheet and attach to this application. Please be specific Intemal Revenue Service Date: October 31. 2002 Lutheran Social Services Of Southern California 1501 E. Orangethrope Ave., Suite 250 Fullerton, CA 92831-5215 Department of the Treasury P. 0. Box 2508 Cincinnati, OH 45201 Person to Contact: Shirley Rudolph 31-03949 Customer Service Specialist Toll Free Telephone Number: 8:00 A.M. to 6:30 P.M. EST 877-829-5500 Fax Number: 513-263-3756 Federal Identification Number: 95-2225798 Group Exemption Number: 9386 Dear Sir or Madam: This is in response to Your request for affirmation of Your organization's exempt status. Our records indicate that your organization is included in a group ruling issued to Evangelical Lutheran Church in America, which is located in Chicago, Illinois. Lutheran Social Services of Southern California is exempt from federal income tax under section 501 (c)(3) of the Internal Revenue Code and is classified as a public charity, and not a private foundation, because it is described in sections 509(a)(1) and 170(b)(1)(A)(0 of the Code as a church. As Your o(ganization is included in a group ruling, it does not have an individua exemp on e e eg up exemption letter applies to all of the subordinate organizations on whose behalf Evangelical Lutheran Church in 1 ti I ft r. Th ro America has applied for recognition of exemption. This means your organization is also exempt under section 501(c)(3) of the Code. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. If you have any questions, please call us at the telephone number shown in the heading of this letter, Sincereiv, ��Z Z1;2�--, John E. Ricketts, Director, TE/GE Customer Account Services 1� Attachment 4: Organizational Capacity 1� 1. PREVIOUS EXPERIENCE AND PRESENT DIRECTIONS a. Length of Time Serving the Homeless Lutheran Social Services of Southern California (LSS/SC) is a faith -based organization founded in 1946. In 1971, The Los Angeles County North (LACN) Area Office was established in Van Nuys, and in 2003, a new branch office was opened in Santa Clarita. Each Area Office is headed by an Area Director, who is responsible for program development and implementation in the Area. The City of Santa Clarita falls within the Area Office of LACN. The Program Director in Santa Clarita, who is in charge of the branch office, is responsible for the day-to-day management of all programs in Santa Clarita, including this one. LSS/LACN has been involved in homeless programs since its inception in 197 1. At present, it works in collaboration with the food pantry located at Church of Hope, Canyon Country in providing USDA food products and ensuring the distribution of the food is in compliance with governmental policy. It provides brown bag lunches to an average of 40 homeless participants on a daily basis at the Community Care Center in Van Nuys. LSS/LACN makes referrals to emergency shelters to an average of 50 families per month and works in collaboration with Cornerstone, San Fernando Mental Health Department, for daily treatment of homeless persons who demonstrate mental impairment. In the past ten years, LSS/LACN has developed programs for long-term solution to homelessness. These include residential support services, family self-sufficiency services, referrals and two -night emergency shelter services. The residential support services is an eviction prevention program serving four apartment complexes in the San Fernando Valley. By targeting families facing financial difficulties in paying their rent, this program provides options and strategies to make appropriate interventions, thus allowing participants to continue living in their apartments. LSS/LACN was successful in interventions to an average of 20 families per month, helping them to remain in low-income housing. LSS/LACN has specific network contacts for placement of homeless with surrounding sober living facilities, transitional housing, and domestic violence centers. b. The Organization's Mission and Goals The mission of LSS/SC is: to celebrate the love of Christ for all people through acts of service. While fulfilling this mission, the organization maintains a firm policy of non-discrimination in its practices toward employees and those served by the agency. As an equal opportunity employer and service provider, LSS/SC serves all persons, regardless of religious affiliation, race, national origin, age, gender, sexual orientation, disability, or economic status. Its vision is: that all people will have the opportunity to live and work in a community in safety, dignity and with hope. 2. THE ACCOUNTING SYSTEM All income, major expenses, and payroll are handled at the Central Office in Fullerton. Contractual income is received and booked at the Central Office and credited to the Area Office. Management of funds occurs between the Area Office in Van Nuys, and the Central Office in Fullerton. For costs other than wages, check requests with back up are sent from the Area to the 1� �O� Attachment 4: Organizational Capacity Central Office, where they are paid. Responsibility for management of funds rests with the agency's Chief Financial Officer (CFO) in the Fullerton Office. The CFO arranges an annual audit with an independent auditor. A financial report is sent monthly from the CFO to the Area Office, and thus the Area is kept apprised of program income and expenditures. There are no issues of non-compliance or past due obligations. The Area Office keeps project accounts separately by cost centers and accounts for the use of funds through regular financial reports at time intervals called for by the funding organization. A separate cost center will be established for this project as well to aid in the tracking and monitoring of funds. 3. THE BOARD OF DIRECTORS LSS/SC is governed by a fifteen -member Board of Directors and maintains a 501(c) (3) status in the State of California. Four members of the Board constitute the Executive Committee of the Board. At present there are three vacancies in the Board. Names of members of the Board and the Executive Committee members and their expertise are given in the table below. Name Expertise Appointing/Electing Authority Sue Neff —Peterson Health se—rvice Pacific Southwest District/LC-MS The Rev. Gordo� To—mmunicationmethods Pacifica Synod/ELCA The Rev. Ed McUe—e Communication i�_e_thods Southwest California Synod/ELCA Pat Digre, (Chair Social service 111oard of —Directors Herman Schmidt Engineering Pacific Southwest District/LC-MS Chris Bacon (TreasurerT— Tinancial �analysis Pacifica Synod/ELCA Ramona Whitney Community development —9-outhwest —California Synod/ELCA Barbara Kokinakis Legal service Board of Directo—r Nancy Jackson (Vice Chair) Health service _—Ta-cific —Southwest District/LC-MS Sheila Wenzel (At Large) Educational —administration -Fa—cificaSynod/ELCA The ev. Charlene Lim Communication methods Southwest California Synod/ELCA Ron Ramstead I Management Board of Direcko_rs Attachment 5: Administrative Offices or Facility 1� 1. LOCATION AND USE OF FACILITY a. Location The Santa Clarita Valley Lutheran Social Services Community Care Center (SCV/CCC) is located at 27265 Luther Drive, Santa Clarita CA 91351. It is situated in a 21/2acre space with which it has kept some distance from the nearest residential quarters. This is the office location from where case management services and coordination of transportation for this project will be provided. Two SCV food pantries will serve as assessment sites and points of contact for transportation services. The SCV food pantry is located at 24133 Railroad Avenue, Newhall, CA 91321. The food pantry at the Church of Hope is located at 18364 Soledad Canyon Road, Canyon Country, CA 91386. b. Previous Use The LSS Community Care Center located at Luther Drive is established in September 2003. It originated at the request of the community churches in response to homeless who were coming to their churches and religious institutions seeking immediate assistance. After several meetings with community based organizations and religious institutions, including the United Way, the Interfaith Council, and others it was determined that establishing a Community Care Center would establish a case management program to centralize emergency services to homeless families. Foundation funding for case management to the homeless was obtained and there is now an established coalition of support for this homeless program, consisting of the religious institutions and the SCV community based organizations. Since then the facility has been used for emergency services, including working with the homeless population. In July 2004, the SCV Community Care Center received a federal grant from the Department of Labor to provide work readiness training and job placement services to the homeless and hardest -to -employ in partnership with the SCV Worksource Center. The SCV Shelter Program would be a natural extension of service to these two existing programs, allowing for a continuum of service for the homeless to become stabilized in shelter, or receive support service and employment service to secure their own permanent housing. 2. NEIGHBORHOOD/COMMUNITY SUPPORT Church of Hope and Santa Clarita Valley Food Pantry have been operating in their present locations for over ten years assisting the homeless as well as other needy persons. The longevity of their programs verifies their knowledge of the surrounding communities and indicates community support for what was going on in the past. It is anticipated that this project as a continuation of previous activities will enjoy the same community support. The LSS/SCV Community Care Center similarly enjoys the support of the church community in which it is based. 1� Attachment 5: Administrative Offices or Facility To strengthen existing support, advocacy on the needs of homeless will be made to the community at large. As this is a program to re -locate homeless persons to obtain shelter in existing facilities in surrounding areas, the public can be reassured that there is no additional threat to the safety of their homes or the well-being of the community. The public can be educated that the homeless are not always in a state of need due to poor life choices, but sometimes through no fault of their own can a catastrophic illness, loss of a job, death of a spouse or other life circumstance beyond one's control occur. Successful and timely interventions can greatly reduce the loss of esteem, stigma of failure, break up of family unit, homelessness, and hopeless desperation. Educating the community in this regard will help in securing community support. 3. PROOF OF SITE CONTROL The office at 27265 Luther Drive is donated to the Lutheran Social Services of Southern California by the Bethlehem Lutheran Church and the proof is attached herewith. The nature of this proposal is to work in cooperation with agencies that are already working with the homeless using their facilities. The control of the facilities remains with the agencies themselves. However, an understanding is forged for the use of the facilities as pick up locations for the LSS/SCV shelter program. These understandings are expressed in their letters of support attached herewith. 4. PHOTOGRAPHS Six pictures of the office of the Community Care Center and the facilities of the two cooperating organizations are attached to this section. LSS/SCV Community Care Center LSS/SCV Community Care Center 'Tlk Bethlehem Lutheran ,'Church ofFollow the Star " 27265 Luther Dr., Santa Clarita, CA 91351 *ffice: (661) 252-0622 Fax: (661) 252-5043 October 15, 2004 Mrs. Linda Malerba Program Director Lutheran Social Services of Southern California 27265 Luther Drive, Santa Clarita, CA 91351 Dear Mrs. Malerba, I am writing in response to your request to put in writing the donation of the office you are now using so that you can present it to the City as proof of having office space when you apply for the grant announced recently. It is clear that you have been using the 350 square feet office space for the last eleven months, and I arn hereby confmming that Bethlehem Church has granted the use of this office for use by Lutheran Social Services of Southern California. Sincerely, Pastor Marty Brauer Santa Clarita Valley Food Pantry 24133 Railroad Avenue ,Newhall, CA 91321 (661) 255-9078 Fax (661) 255-2331 Mrs. Linda Malerba Program Director Lutheran Social Services of Southern California 27265 Luther Drive, Santa Clarita, CA 91351 Dear Mrs. Malerba: I am writing in response to your request to cooperate with Lutheran Social Services in the implementation of a project for homeless persons in the City of Santa Clarita, provided you win the funding from the City. We are happy to work with your organization to serve our local homeless population. In particular to the project mentioned, we are ready to provide you with the information we have about our homeless clients and make our facility available as a pickup spot for transport to shelter sites. Thank you for the work you are willing to do to provide shelter for our neighbors in need. T H E Sano Clanra Wley FOOD PANTRY W Yw EsuUmW W October 15, 2004 Mrs. Linda Malerba Program Director Lutheran Social Services of Southern California 27265 Luther Drive, Santa Clarita, CA 91351 Dear Mrs. Malerba, I am writing in response to your request to cooperate with you in the implementation of a project for homeless persons in the City of Santa Clarita, provided you win the funding from the City. We are happy to work with Lutheran Social Services of Southern California to serve the homeless. In particular to the project mentioned, we are ready to provide you with the information we have about our homeless clients and make our facility available as a pickup spot for transport to shelter sites. Attachment 6: Creative Program Design Statement of Need According to the Santa Clarita City Council there are 175 homeless people during a given week and of this number 79 or 4 5. 1 % are children. The adult homeless population is 96 out of which 38 are women. In addition, the City estimates, that over 1500 persons at risk of becoming homeless. The great difference between the present and the potential number of homeless population indicates the need for urgent measures to combat the causes of homelessness before the problem further develops at such a rate. In the mean time, the current homeless population has specific needs that should be addressed immediately. The homeless people residing in the Santa Clarita Valley can be divided into two main categories. First there are those who are chronically homeless and have established homelessness as a way of life. In the months when the weather is too cold to sustain residing in the outdoor elements, or when it is too hot in the day to tolerate the outside environment their desire and need is to obtain shelter. At other times when the weather is not inclement, their felt need is limited to food and clothing only. But they also have an unfelt need for disengaging themselves from the way of life they are leading. In the second category of homeless are families that have experienced adverse conditions and are left without the financial means to maintain affordable housing. Usually, these families live in cars or temporarily with family and friends or in transitional overcrowded living situations. They may have children registered in school, and may resist being relocated for temporary shelter. Their felt needs are food, transitional housing, and employment assistance. Food pantries that are located in different parts of the city are fulfilling the food needs of the homeless people. However, there is no shelter service in the city to provide transitional service until they are assisted to self-sufficiency. The only service in this area was the temporary winter shelter that was being made available in the past through a joint effort of a nonprofit organization and the city administration. As such, provision of shelter service is an urgent need of the current homeless population. This need for shelter remains immediate and can be met in other ways until the capacity is created to provide the service in the city. This proposal is about providing this service through shelters that are available in surrounding areas in the county. Goal and Objective The goal of this proposal is to alleviate the problems of the homeless population in the City of Santa Clarita. The objective is: 96 homeless persons have individual plans for their rehabilitation and 80% are sheltered in facilities in the Greater Los Angeles Area in a period of one year. LSS/SC will follow a strategy of establishing working relationship with organizations currently supporting homeless persons in the City and others who are providing shelter services in other areas. It will also follow the strategy of preparing a client plan for each person or family to be 12 Attachment 6: Creative Program Design sheltered to facilitate a comprehensive solution to their problems while they are staying in the shelters. With these strategies it will carry out the following tasks and provide access to shelters. Assess Individual Needs and Develop Client Plans Assessments will be made to identify the specific circumstances of each homeless person who is willing and has signed up to go to a shelter. This sign up will include certification of their qualifications as homeless clients. The assessment will include physical and emotional needs to determine their qualifications for shelter (gender and age of children, domestic violence, substance abuse qualifications). At the end of the assessments, client plans, which consist of client based appropriate interventions and referrals, will be developed toward achieving long- term shelter and self-sufficiency. A case manager will be assigned for this task. Provide Counseling Service A counseling service will be given to those who have accepted homelessness as a way of life and resist being relocated. The establishment of intensive case management services through the Bethlehem site and in outreach to the Food Pantries will provide the time and support services to address the resistance. Initially group counseling will be given twice a week and as the willingness to change develops a one-on-one approach will be taken to analyze individual cases. In the end a client plan, which will include transitional housing, "I be prepared for each person to effect the change. If the plan includes treatments for substance abuse and other problems, referrals will be made to treatment centers with which LSS/LACN has working relationships. Make Arrangements for Accommodations LSS/LACN has identified and has obtained the willingness of officials of three shelters in Los Angeles, two of them in San Fernando Valley, to admit clients. Based on the particular needs of each client, the case manager will determine the most appropriate of the available shelters for each person or family. The major factors to be considered are family status, i.e., if one is single or with spouse and/or children, and ownership of cars. Depending on these and other peculiar circumstances of each person, the case manager will determine the appropriate shelters for each person, contact the shelter officials and arrange transport. Hotel vouchers will be made available for immediate shelter for those who cannot be transported on the day their plan is developed. It is assumed that about 50 clients will need hotel vouchers before they are transported to shelters. Temporary storage will be provided for those who have more than what they can take to the shelters. This service will be given for about 20 persons for one month and longer-term solutions will be achieved as per the client plans developed during case management. Transport to Shelters LSS/LACN proposes to provide transportation through use of a dedicated van. This means of transportation will be available from the Santa Clarita Food Pantry and the Church of Hope to the designated shelters. Arrangements will also be made for picking the homeless from other places when there is a request for such service. The van will make a round trip of an average of 80 miles a dav to the shelters. LSS/LACN will orient the staff at the Santa Clarita Valley Food Pantry and th�e Church of Hope, on how to relieve the distrust of the homeless regarding their 13 Attachment 6: Creative Program Design safety in a shelter, security of their items, and the services they will be provided. They will also be informed of the time of pickup and the location of the shelter. A part-time driver will be hired for this job. For those who have their own vehicles, gas vouchers will be provided and at times when public transport becomes the choice, bus tokens will be provided. It is assumed that 20 families will be given gas vouchers and 10 persons will be given bus tokens. Provide Ancillary Support In situations where the homeless is in temporary or transitional shelter, LSS/LACN will provide address and phone access. It will also assist with holistic solutions including employment services, provision of clothing, counseling and explore other networks of support like school, church, and family. Follow-up LSS/LACN will follow-up each individual's case in accordance with the client plan prepared initially. Further documentations will be made to facilitate this task. For all clients being transported, a form, recording basic demographic information (age, gender, ethnicity, source of income) will be completed at the time of transportation. For the clients receiving case management, a file will be maintained, including demographic information, case notes on contacts of service, supportive services provided, goals of client plan, referrals and contact of referral. The initial date of service will go into a filepro database. Clients will be provided a case number (last 5 numbers of SS or Pin, numerical sequencing for those without identification) and references will be made by number to ensure confidentiality. q#& 75170 7 030 1 a. Creating Awareness About the Program Clients will be made aware of services through outreach to churches, schools, networking with faith and community based organizations, newspapers, and other media. They will also be introduced to the shelter program at the food pantry locations, with the shelter service as an extension of the food service. They will be provided the phone number and access to a phone to arrange an appointment with the case manager of LSS/,LACN in Santa Clarita. b. Coordination with Other Organizations Locallv, LSS/LACN works with the Church of Hope and the Santa Clarita Valley Food Pantry for information about the homeless people they are supporting and to use their facilities as a pickup point for transporting the homeless to shelter sites. Regionally, LSS/LACN will work with three shelter facilities — the Union Rescue Mission in Los Angeles, Los Angeles Family Housing in San Fernando Valley, and San Fernando Rescue mission in San Fernando Valley. Union rescue Mission has agreed to accept clients —men, women and children- referred to them at 10A.M.-12 A.M. in the mornings and at 3P.M.-5.30 P.M in the afternoons. Los Angeles 14 Attachment 6: Creative Program Design Family Housing will take LSS/LACN clients as a priority and will provide hotel vouchers for women and children. San Fernando Valley Rescue Mission has agreed to accept homeless on a referral basis, meaning those who carry referral letters from LSS/LACN. All have agreed their willingness to cooperate with LSS/LACN in letters of support written to the Area Director of LSS/LACN. Copies of the letters are attached herewith. The LSS/SCV Community Care Center will continue to inform community based agencies of its program, maintain its networking affiliation and training opportunities with Santa Clarita Resource Center and provide outreach to religious institutions in the community for support in providing homeless services. 3. ELIGIBILITY OF CLIENTS LSS/LACN will rely on the information to be provided by the two cooperating agencies and also on the self -certification of the homeless themselves to determine eligibility. Each person or family will make self -certification, attesting to the conditions of homelessness including living in car, residing in parks, on sidewalks or abandoned buildings on a form to be provided during intake. All clients will be asked to provide picture identification; proof of income and pertinent demographic information will be recorded. If using emergency shelter, verification will be made as to services provided by the shelter. All clients will be informed of grievance policy procedures and sign a consent form that they have received this information. Maintaining files and entering the data onto a computerized system will assist with program process evaluation and assist in tracking duplication of services and effectiveness of shelter placement. At the site of case management, the church has staff on the grounds daily, there are phones in reach of the case manager. The case manager will take standard precautions, keeping closest to the door, having a phone available, alerting the church staff if vulnerable, and not seeing clients when there are no additional staff on campus. There will be no need for additional security at the transport sites. The security measures established at each food pantry have proved sufficient to the safety of the staff and clients as evidenced in their history of serving this population. However, the Sheriff s department will be informed of the shelter program and the time of the transportation. All staff and volunteers will be trained on how to contact the Sheriff in case of emergency and to report concerns. All staff and volunteers will receive the LSS Handbook of Policies and Procedures. Additional shelter program procedures will be maintained in a program notebook. These will include grievance policies, emergency procedures, and procedure for recording transport service. 15 Oct -18-2004 04:46pm From - T -632 P-002/002 F-333 Lutheran Social Services Community Care Center 37265 Luther Drive Santa Clarita, CA 91351 In Consideration for Creative Homeless Services in the City of Santa Clarita: Sincerely, wii Z. - 545 S. San Pedro Street a Los Angeles, CA 90013 USA & 213/347-6300 a www.UnionRescueMission.org In Considenaflon for Creative Homeless SeMces in the City of Santa Clarita: 10/19/2004 08:59 18187854562 RESCUE MISSION PAGE 02 Lutheran Sochd Services Community Cam Center 3 7265 Luther Drive Santa Clarita, CA 91351 In Consideration for Creative Homeless Savices in the City of Santa Clarita: Sincerely, Linda Smith Administrative Assistant/Cm Mamger Loccd9o= 13422 Saticoy St. + North Hollywood, CA 91605 0 818.785.4476 o Fax 818.795.4562 Corporate Headquarters. 125 S. Harrison Ave. s P.0, Box 5545 0 Oxnard, CA 93031 0 8M.417,5678 WWW.erescuemigalomorer Attachment 7: Budget and Matching Funds The total cost of the project is $71,005 out of which $35,009 is in matching funds. The amount requested for funding is $35,996. The details of the budget is shown in the table below Cost Item Reques Match/V Total/$/ Personnel Salaries Area Director (0. 11 FTE) 500 4,670 5,170, Program Director (0.25 FTE) 1,000 9,400 10,400 Case Manager (20hrs/week@ $15/hr)- 10,500 4,500 15,000 T�r_iver(20hrs/week @ $12/hr) 8,400 3,600 12,000 Benefits Area Director (2 1 % of Salary) 105 981 1,086 Program Director (2 1 % of salary) 210 1,974 2,1 8q4 Case Manager (21% of salary) --------------- ----------- 2,205 945 ;0 3,150� Driver (2 1 %of salary) 1,764 756 2,520 Personnel Total 24,684 26,826 51,510 Non -Personnel 'Usage of van/depreciation 500 1,500 2,000 Gas (1250 liters @ $2.20/ liter) 2,250 500 2,750 Van insurance 100 200 300 Liability insurance 1,250 250 1,500 Gas vouchers(20 families @ $20/ voucher) 300 100 400 Bus tokens 150 50 200 Motel vouchers (50 persons @ $55) 2,000 750 2,750 Office supplies 200 400 600 Telephone 400 400 800 Storage (20 @ $50 for one month) 400 600 1,000 Local milage (2000 miles @ $0.37/mile) 490 250 740, Non -Personnel Total 8,040 5,000 13,040 Total Direct Costs 32,724 31,826 64,550 Administrative costs (10% of TDC) 3,272 3,183 6,455 Total Cost 35,9961 35,009 71,005 Budget Narrative While the Area Director and the Program Director will be spending 11% and 25% of their time respectively on this project, the amount requested is less than 10% of their salaries. 65% of the salaries of the Case Manager and the Driver, whowrill be hired to work on par time, are charged to the grant fund. The same ratios are applied to calculate the benefits in each case. HE Attachment 7: Budget and Matching Funds Out of a total depreciation of $5,000 the cost to this project is estimated to be $2000 and out of this amount $ 500 is charged to the grant. Regarding the van's insurance 50% of the cost is allocated to this project and a third of this amount or $100 is charged to the grant, Liability insurance and motel vouchers are calculated on the basis of current quotations. Local mileage is based on the current rate of LSS/SC. N NO I Attachment 8: Partnmhips 1. PARTICIPATION IN COALITIONS LSS/LACN is a founding member of the San Fernando Valley Homeless Coalition established in 1994. LSS/LACN maintains a network with 54 Lutheran churches that provide homeless support through the provision of hygiene kits and transportation vouchers. It also collaborates with the San Fernando Rescue Mission, Hook's Foods, Cornerstone for Homeless Mental Health Services, Los Angeles Family Housing., and Neighborhood Legal Services to help the homeless in their respective fields. LSS/LACN also has an employment program targeting homeless with job preparation and life skills training in partnership with the EDD One -Stops. LSS/LACN is a member of the Community Care Center Coalition, which is in existence since September 2003. The members consist of representatives of different nonprofit and faith based organizations in the Santa Clarita community who are in need of homeless assistance or who have established programs for the homeless. LSS/LACN is an active participant of Thrivent Financial, which is a philanthropic financial institution that supports and encourages community service with financial awards. The Area Director of LSS/LACN is on the board of directors and is active in the organization. The Area Director is also a member of the board of directors of Santa Clarita Community Development Coalition and an active participant in networking. LSS/LACN is also involved in a coalition through Robert Wood Johnson called Faith In Action that addresses the needs of the frail and elderly. There is a coalition of churches and nonprofits that meets every month at the Santa Clarita Office once a month to promote collaboration and coordination between faith -based and nonprofit organizations. This project will benefit in various ways from the standing relationship that LSS/LACN has with these organizations. In addition, a formal understanding is reached with Los Angeles Family Housing, Union Rescue Mission, the San Fernando Valley Rescue Mission, Church of Hope, and the Santa Clarita Valley Food Pantry regarding this project. There is also an on-going informal understanding with the Santa Clarita Valley Pregnancy Center, Tarzana Treatment Center, Single Mothers Outreach, Corner Stone, Women's Care Cottage, and People in Progress to which people can be referred if necessary. 21 Attachment 9: Signatures and Assurances Signatures and Assurances A. Non-discrimination. This organization will, through all possible means, provide equal opportunity to all persons regardless of age, disability, national background, race, religion, gender or sexual orientation, to receive service, to participate in the volunteer structure, and to be employed. An existing sectarian nature of the agency shall not suffer impairment underthis agreement, but no participation in religious observances, rituals or services will be required as a condition of receiving food, services, or shelter paid for by this grant. B. Accountability: We commit this organization, if a grant is received, to provide all reports to City as required; to expend monies only on eligible costs and to keep complete documentation (copies of all cancelled checks, invoices, receipts, etc) on all expenditures for a minimum of three years; and to spend all funds and close out the program on the required date and return any unused funds to the City and to cooperate with monitoring or site visits and to provide complete documentation of expenses to the City, if requested, by the required date. We affirm that all information in this application is true and correct to the best of our knowledge and the applicant under our authority will execute its responsibility under the proposed contract and adhere to all other applicable rules and regulations to the fullest extent possible. C. Non -collusion: This proposal is genuine and not sham or collusive, nor made in the interest or on behalf of any person not herein named. The proposer has not directly induced or solicited any other proposer to put in sham proposal, or any other person, firm or corporation to refrain from submitting a proposal. The proposer has not in any manner sought, by collusion, to secure for itself an advantage over any other proposer. Rok, b As��_ October 15, 2004 Authorized Signature (Chairperson of Board or other officer) Date October 15, 2004 Date Loyal H. Shar j2, Vice President and Chief Financial Officer Typed name and title M