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HomeMy WebLinkAbout1993-08-04 Packet (2) CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting C/VIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue August 4, 1993 6:30 P.M. 1. Roll Call 2. Invocat~.on 3. Pledge of Allegiance 4. Introduction of New Employees a. Dean Hutton, Fire Captain b. Roger Sprehn, Fire Captain 5. Approval/Correction of Minutes a. Regu].ar Adjourned Meeting of June 22 - 23, 1993 b. Regular Meeting of July 7, 1993 c. Regular Adjourned Meeting of July 20, 1993 6. RIGHT TO APPEAL DECISION Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure which generally limits to ninety (90) days the time within which the decision of the City Boards and Agencies may be judicially challenged. 7. CONSENT CALENDAR The following items listed are considered routine and will be enacted by a single motion and roll call w)te by the City Council. Items may be removed from the Consent Calendar upon request by a Councilmember or a citizen in which event the item will be considered at the completion of all other items on the agenda. The motign by the City Council on the Consent Calendar will approve and make f~ndings in accordance with Administrative Staff and/or Planning Commission recommendations. a. Rece.[ve and Accept Report of June 1993 Disbursements b. Award of Bid for 15,000 feet of 4/0 AWG 15KV Cable to Pirelli Cable Corporation in the Amount of $25,949.14 c. Adoption of Resolution Establishing 6% Cap on Utility Franchise In-Lieu Transfer d. Adoption of Resolution Appointing City Manager Charles L. Rough, Jr. to Redwood Empire Municipal Insurance Fund Board and Alternate 8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments. 9. CONTINUED PUBLIC HEARING (From July 7, 1993) 7:00 p.~. a. Appeal of Planning Commission Revocation of Use PermLt Application No. 90-20, as Filed by S. Mauer, for a Single Family Dwelling Located at 528 S. School St., zoned C-i, Light Commercial District. This is a quasi-judicial hearing which requires CouncJ_lmembers to view the site prior to Hearing 10. UNFINISHED BUSINESS a. Nomination and Appointment of Commissioners i. One Parks and Recreation Commissioner Applicants - Howard Henley, Carlos Jacinto Virginia Fine ii. One Planning Commissioner Applicants - Dianne Chocholak, Albert Beltrami, Cindee Mayfield, William French Jr. iii. Adoption of Resolution Confirming Appointments to the Parks and Recreation Commission and Planning Commission 11. NEW BUSINESS a. Consideration and Approval of Non-Profit Organization's Requests for Funding Assistance b. Appointment of League of California Voting Delegate and Alternate for Annual Conference October 16-19, 1993 c. Authorize the City Manager to Execute Contract with Hodges and Shutt, for $108,000, to Prepare the Ukiah Airport Master Plan and Comprehensive Land Use Plan (CLUP), as Required by Federal and State Law d. Set [)ate for Joint Meeting with the Cultural Arts Advisory Board e. Authorize City Manager to Execute Contract for Consulting Services with Ted Goforth 12. CITY COUNCIL REPORTS 13. CITY MANAGER/DEPARTMENT HEAD REPORTS 14. CLOSED SESSION (Golf Course Negotiations) 15. ADJOURN~[ENT ,e ITEM NO. 4a. MEETING DATE August 4. 1993 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION - DEAN HUTTON, FIRE CAPTAIN Dean Hutton is 43 years old. He is married to Janon. They have one daughter, Mattie who is ten years old. Dean has been in the Fire Service for 16 years. Five years with C.D.F. and eleven years with the Ukiah Fire Department. Among his other duties as Fire Captain, he also functions as EMS Coordinator. Dean has worked as Volunteer Coordinator and Public Education Coordinator. He is interested in all aspects of the Fire Service, but especially Fire Suppression and EMS. His hobbies include racquetball and backpacking. Dean says he is a strong believer in "customer service". RECOMMENDED ACTION: N/A ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Acct. No.: N/A Acct. No. (if NOT budgeted) Appropriation Requested: N/A Citizen Advised: N/A Requested by: Fred W. Keplinger, Director of Public Safety Prepared by: Dean Hutton, Fire Captain Coordinated with: Charles L. Rough, City Manager Attachments: None APPROVED BY ITEM NO. MEETING DATE. August 4, 1993 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION- ROGER SPREHN, FIRE CAPTAIN Roger was born in Washington D.C. and grew up in Florida, Southern California and South America. He has been a resident ol Mendocino County since 1979, Laytonville, Willits, and Ukiah since 1991. He currently lives in Redwood Valley. Roger has been with the City of Ukiah since the ambulance service started in 1991. He was previously employed by the Ukiah Valley Fire District, City of Willits, was a volunteer with Brooktrails Fi~'e Department, C.D.F. and Willits Ambulance. His career interests are fire 2revention, computers, communications and EMS. Roger's career goal is to retire from the City (D.O.P.S. Position?) in the year 2013. His wife's name is Lesalee, married since 1990. Lesalee works at Carousel Carpet in the accounting office. Both Roger and Lesalee grs.duated from Mendocino College this Spring. Roger has two Dalmatians (Hoser & Wally). His outside interests are going to concerts, collectibles (dalmatians, pigs, fire memorabilia), education ant: gardening. RECOMMENDED ACTION' N/A ALTERNATIVE COUNCIL POLICY OPTIONS' N/A Acct. No.' N/A (if NOT budgeted) Appropriation Requested' N/A Citizen Advised: N/A Requested by' Fred W. Keplinger, Director of Public Safety Prepared by: Roger Sprehn, Fire Captain Coordinated with' Charles I... Rough, City Manager Attachments: Roger Sprehn's Memo dated July 30, 1993 Acct. No.' APPROVED BY MEMORANDUM DATE: TO: FROM' SUBJECT: 7/30/93 Fred Keplinger; Director of Public Safety Roger Sprehn; Captain/Fire Marshal Background Infcrmation for City Council Introduction Roe advised me you needed :~ome info for the Council Intro on 8-4-93. Born in Washington D.C., grew up in Florida, Southern Calif. and South America Been resident of Mendocino County since 1979, Laytonville, Willits Ukiah since 1991, currently live in Redwood Valley. Been with City since ambulance service started in 1991 Previously employed by Ukiah Valley Fire Dist., City of Willits, volunteer with Brooktrails Fire, CDF, Willits Ambulance. Career interests: Fire Preventiion, Computers, Communications, EMS Career goal: Retire from City, ,~'D.O.P.S. position ?), in 2013 Wife Lesalee (since 1990) shE~, works at Carousel Carpet in accounting We both graduated from Mendocino College this spring. Kids at home: two dalmatians ;Hoser & Wally) Outside interests: Concert going, collectibles (dalmatians, pigs, fire memorabilia), education, gardening. CITY COUNCIL MINUTES COUNCIL CHAMBERS 300 Seminary Avenue UKIAH, CALIFORNIA DRAFT REGULAR ADJOURNED MEETING BUDGET HEARINGS June 22 - 23, 1993 June 22, 1993 The City Council. convened in a Regular Adjourned Meeting, which was legally, noticed and posted, at 7:03 a.m., for review of the proposed 1993-94 Fiscal Year Budget for the City of Ukiah. Roll was taken and the following Councilmembers were present: Mastin, Malone, Wattenburger, Shoemaker, and Mayor Schneiter. Staff present: City Clerk McKay, City Manager Rough, Finance )irector Butt, Finance Supervisor Thurkow, Public Works Director Goforth, City Engineer Beard, Electric Utility Director Barnes, Assistant City Manager Horsley, Public Safety l)irector Keplinger, and Acting Executive Assistant Yoast. The City Manager presented his Budget Message and State of the City Report and provided an update as to potential State of California financ.[al impacts to local governments. Mayor Schneiter thanked staff for their many months of work in the development of this balanced budget and noted previously held goal setting sessions have resulted in continued progress for the City of Ukiah as a service provider. Council's review proceeded of the General Fund Revenues and Expenditures, Enterprise Funds and Programs. Review of the Council departmental budget occurred, with focus on the annual employee picnic becoming a bi-annual event in conjunction with a bi-annual Christmas employee appreciation and awards dinne~. It was the consensus of Council to add $2,500 to the special event account to provide for a Commission Appreciation Dinner to include all Commissioners who have served sJ.nce April, 1992. Recess - 8:20 a.m.. Reconvened - 8:38 a.m. Review of. the City Clerk departmental budget proceeded. As a policy issue for discussion, a draft Ordinance proposed by the City Cl.~rk was distributed regarding City Clerk classification, responsibilities, educational incentives and professional expectations. It was the consensus of Council to discuss this Ordinance further after legal review, at a future Council meeting. Councilmember Sho:~maker noted the issue of an elected City Clerk continues t.~ be onerous to some members of the Council and the possibility of putting it on the ballot may be an option to consider'. Review continued of the proposed 1993-94 Fiscal Year Budget for the departnents of City Manager, City' Attorney, Personnel/Risk Management, Secretarial Pool, City Treasurer, Finance/Purchasing/Utility Billing Enterprise Fund, Community Promotion, General Government Buildings and Miscellaneous General Government. Recess - 10:09 a.m. Reconvened - 10:26 a.m. Council proceeded with review of the Public Safety Department Budget containing Police, Fire, Ambulance Enterprise fund, Dispatch Enterprise fund, Dispatch Contract Enterprise Fund and Parking Distri=t Fund. ' Recess - 12:08 p.m. Reconvened - 12:29 p.m. The Budget rev].ew continued for the Engineering/Gas Tax Project Funds, Electric Utility Fund Street Lighting/Traffic Signals. ' Recess - 1:32 p.m. Reconvened - 1:40 p.m. Council and staff' continued the Budget review of the Airport Fund. Mayor Schneiter indicated he would like to see funding for the installation of the above ground fueling facilities at the Airport as it is a good revenue source. Recess - 2:45 p.m.~ Reconvened - 2:55 p.m. Council proceeded with the review of the proposed Budget for the Community Services Department containing the~ Parks, Recreation, Aquatics, Grace Hudson/Sun House Museum, and Golf Course Enterprise Fund. ~DJOURNMENT It was the consensus of Council to adjourn to tomorrow, June 23, 1993, at 7:00 a.m., in the Councii Chambers of the Civic Center, for the continued review of the Budget. June 23, 1993 The regular adjourned meeting, whose agenda was legally noticed and posted, convened at 7:04 a.m., in the Council Chamber of the Civic Center. Present were: Councilmembers Mastin, Malone, W.~ttenburger, Shoemaker and Mayor Schneiter. Staff present: City Clerk McKay, City Manager Rough, and Assistant City Manager Horsley. Council proceeded with their budget review of the Community Services Park Development Fund, Conference Center/Plaza Enterprise Fund, and the Public Works Department Divisions of Street Maintenance, Leaf and Debris Control, Corporation Yard and Water Enterpri~e Fund. Recess - 8:41 a.m.· Reconvened - 8:51 a.m. Review continued of the Budget accounts of the Solid Waste Disposal Site and Garage Enterprise Fund. Recess - 9:42 a.m. Reconvened - 10:08 a.m. Council continued their Budget review of the Community Development department containing the divisions of Planning, Growth Management ~nd Building. It was the consei~sus of Council for staff to bring back further studies regarding the Airport fueling facilities in August and consideIi a possible Budget adjustment at that time. M/S Mastin/Malone to adopt Resolution No. 93-70, adopting the 1993-94 fiscal yeaI' budget for the City of Ukiah as follows; Fund No. D__e~ Amount 100 General Fun~ $5,074,170 220 Parking District 91,327 260 Downtown Business Improvement Fund 11,000 300-303 Ga~ Tax Fund 1,328,100 332 Federal Emergency Housing Grant 81,600 340 SB 325 Reimbursement Fund 77,386 400 Recreation Fund 151,039 410 Co~ference Center Fund 28,722 550 Lai~e Mendocino Bonds 1,988,293 575 Municipal Garage 460 384 600 Aii~port ' 436,387 610 City Sewer Service Fund 31,000 Reg. Adj. Mtg. June 22 - 23, 1993 Page 2 612 City District Sewer Service 781,746 660 Disposal Site 1,252,273 665 Refuse/Debris Control Enterprise Funds 174,795 675 Contract Dispatch Ft. Bragg 91,000 678 21~ublic Safety Dispatch 212,085 680 9-1-1 Emergency Response Service 333,080 695 Golf Course 474,074 696 ~rchasing Warehouse 114,680 697 Utility Billing Fund 278,895 698 Fixed Asset Fund 182,600 800-802 Electric Funds 10,306,088 805 ~!~treet Lighting 124,498 820 ~;ater Fund 1,577,559 ~;ET BUDGET General Government Summary $25,662,781 1001 city Council $17,115 1101 city Clerk 28,791 1105 Elections 10,000 1201 city Manager 34,428 1301 Finance Department 148,352 1401 City Attorney 19,829 1501 Planning 173,447 1502 Growth Management 24,000 1601 Personnel 17,954 1905 Secretarial Pool 72,589 1910 city Treasurer 6,936 1915 General Government Buildings 146,611 1945 Civic Adv. & Promotion 60,350 1990 General Government Expense 127,861 2201 Duilding Department 117,395 TOTAL $1,005,004 Public Safety Summary 2001 Police $1,887,491 2080 ~arcotic Task Force 66,707 2090 Police Reserves 13,350 2101 Fire 1,137,245 2190 Fire Department Volunteers 26,990 TOTAL $3,121,783 Public Works Summ~ri 3001 ~ingineering $150,583 3110 fltreet Maintenance 304,576 3150 Traffic Signals 40,499 3301 Corporation Yard 0 ~i'OTAL $451,271 Parks and Recreation Summary 6001 ~'arks 222,926 6130 Swimming Pool 63,842 6150 Sun House 164,503 ~iOTAL $451,271 6:RAND TOTAL $5,074,170 The motion was c~rried by %he following roll call vote: AYES: Councilmembers M~stin, Malone, Wattenburger, Shoemaker, and Mayor Schneiter. NOES: None. Recess - 10:58 a.~. Reconvened - 1:10 p.m. The meeting was I~econvened for a joint budget session with the Ukiah Valley Sanitation District Board, for review of the City/District Sewer Fund No. 612. City Council roll was taken with the following Councilmembers present: Mastin, Malone, Shoemaker, WattenLurger and Mayor Schneiter. Roll was taken for Reg. Adj. Mtg. June 22 - 23, 1993 Page 3 the Ukiah Valley Sanitation District Board and the following Boardmembers were present: Sugawara and Chairman Schneiter. Absent: Boardmemk, er de Vall. City Staff present: City Clerk McKay, City Manager Rough, and Public Works Director Goforth. Council and the District Board proceeded with the review of the proposed 1993-94 Fiscal Year Budget for Fund 612. Ukiah Valley Sanitl.ation District M/S Sugawara/Schneiter to accept the 1993-94 Fiscal Year Budget as presented. The motion was carried by the following roll call vote: AYES: Boardmember Sugawara and Chairman Schneiter. NOES: ~i'one. Absent: Boardmember de Vall. There being no further business for the Ukiah Valley Sanitation District Board, t~le Board meeting was adjourned at 2:00 p.m. City Council M/S Wattenburger/Shoemaker to accept the report as presented. The motion was carried by the following roll call vote: Councilmembers Ma~i.tin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. Council expressed appreciation to City staff for the improved Budget documents, staff's efforts in the development of this Budget and the noticeable improvements to services provided to City residents while implementing a balanced Budget in times of revenue reductions imposed by the State. ADJOURNMENT There being no further business, the Council meeting was adjourned at 2:10 p.m. CCMIN.135 Cathy McKay CMC/AAE, City Clerk Reg. Adj. Mtg. June 22 - 23, 1993 Page 4 DRAFT MINUTES OF THE CITY COUNCIL OF THE gIT¥ OF UKIAH - July 7, 1993 The City Council convened in a regular meeting, of which the agenda was legally noticed and posted, at 6:31 p.m., in the Council Chamber~ of the Civic Center, 300 Seminary Avenue. Roll was taken and the following Councilmembers were present: Mastirl, Malone, Shoemaker and Mayor Schneiter. Absent: Counci~l.member Wattenburger. Staff present: City Clerk McKay, City Manager Rough, City Attorney Rapport, Community Deve]l.opment Director Harris, Electric Utility Director Barnes, Public Works Director Goforth, Finance Director Burr, City Engineer Beard, Golf/Parks Superintendent Carpenter, Fire Marshal Sandelin, and Assistant City Manager Horsley. ~NVOCATION/PLED~E OF ALLEGIANCE Mayor Schneiter delivered the Invocation and Vice-Mayor Shoemaker led the Pledge of Allegiance. SPECIAL ORDER OF BUSINESS 4a. Oral Pres.~ntation by White Wolf James Regarding Mendocino Multi-~ultural Development Program Mr. White Wol~! James distributed a letter, newsletter brochure, news release, and information regarding the program to Council and provided a verbal report regarding goals accomplished, future cultural events, and budget constraints. APPROVAL/CORRECTION OF MINUTES 5a. Special Meeting of June 10, 1993 M/S Shoemaker/Malone to approve the minutes of the special meeting of JunE~ 10, 1993, as submitted. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Shoemaker and Mayor Schneiter. Noes: None. Absent: Councilmember Wattenburger. ~b. Regular Meetl..nq of June 16, 1993 M/S Malone/Mast~n to approve the minutes of the regular meeting of June 16, 1993, as submitted. The motion was carried, by ti~e following roll call vote: AYES: Councilmembers Mastin and Malone. NOES: None. ABSTAIN: Councilmember Shoemaker and Mayor Schneiter. Absent: Councilmember Wattenburger. ~. Riqht to ADpe~i Mayor Schneiter reviewed Section 1094.6 of the California Code of Civil Pr¢i.cedures regarding the appeal process. CONSENT CALENDAR M/S Shoemaker/Malone to approve the Consent Calendar as follows: 7a. Denied the cili, aims for damages received form Duane Mayhan Insurance Compan~ and Mairlyn Bell, and referred ~hem to the City's insurance carrier, R.E.M.I.F. 7b. Rejected all bids received for Asphalt Concrete Overlay of Path System at Ukiah Municipal Golf Course, Specification No. 93-09, and dLrected staff to revise bids and details of the project. 7c. Accepted letter of resignation received from Airport Commissioner Joh~.~ Johnson and authorized the Mayor to send letter of appreciation. 7d. Adopted Resolution No. 94-1, approving City Attorney 1993 - 1994 ccntract, increasing monthly retainer, hourly rate for time in excess of 30 hours per month and hourly litigation rate.~ ' 7e. Received stratus report regarding City surplus item sale conducted on June 4, 1993. 7f. Approved cancellation of regular City Council meeting of July 21, 1993. 7g. Authorized staff to notify MTA that Jim Mastin will continue to serve on the MTA Board of Directors on behalf of the City of Ukiah. 7h. Approved the first addendum dispatch agreement between the City of Ft. Bragg and the City of Uki~h, from July 1, 1993 to June 3£~, 1994, and authorized the Mayor to execute the agreement. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Shoemaker and Mayor Schneiter. NOES: None. ABSENT: Councilmember Wattenburger. 8. Audience Comments on Non-Agenda Items Bill Smith, 271!~ Mendocino Place, submitted a copy of a letter signed by hillside residents to Council expressing concern for the disrepair of a water tank and pump, and need for fire clearances and breaks. The City Manager explained current staff plans for fire attack plan dew~lopment, hillside resident notification and training, and analysis of the water tank condition and pump capacities. Councilmember Shoemaker noted the potential of a western hills fire is a real threat and requested staff to maintain efforts addressii~g it as a first priority. EMERGENCY ITEM OiF BUSINESS The City Manager requested Council to consider adding an emergency item of Council business to this meeting's agenda, as requested by the County of Mendocino which was received after the preparation of the Council agenda. M/S Mal~ne/Shoemaker to consider the request for Council action received after the Council agenda was prepared, and place on the agenda as; New Business Item llb. Request by County of Mendocino for Resolution Authorizin~ Auditor-Controll~ to Allocate Tax Revenue to the City Using the Alternative Property Tax Distribution Method (Teeter ~lan) The motio3 was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Shoemaker and Mayor Schneite~. NOES: None. ABSENT: Councilmember Wattenburger. PUBLIC HEARIN~ 9a. Appeal of PLanning Commission Revocation of Use Permit APplication No..90-20, as Filed by S. Mauer, for a Singlo Family Dwelling Located at 528 S. School St. 'zoned C-1 ~ight Commercial Dist_____rict. ' ' Mayor Schneiter polled the Council as to which Councilmembers had observed the site. All Councilmembers present indicated they had visited 528 South School Street. The Community Development Director reported on May 26, 1993, the Planning commission considered and approved the revocation of Use Permit No. 90-20, which allows single family residenti~!~l use in the C-1 zone at 528 South School Street. That dec~ision has been appealed to the City Council by the property owner, Sidney Mauer. Background information Reg. Mtg. July 7, 1993 Page 2 was provided for Council regarding the history of this property and neighborhood complaints. Discussion and questions from Council ensued regarding original conditions of Use permit No. 90-20, compliance with conditions, and the legal process. PUBLIC HEARING OPENED - 7:18 p.m. Sidney Mauer, applicant, 10401 West Road, Redwood Valley, read a letter from Bill Waring, property manager of 528 South School Street. The letter indicated the t~nants have been evicted an~ the property is vacant, he never received any complaints from the neighbors, the tenants complied with his few requestls to maintain the outside of the residence and always paid their rent on time. He feels the misbehavior of tenants is not a legal basis for revoking a Use Permit. He stated since the Planning Commission revoked the Use Permit this property cannot be rented; and therefore, inflicts damage to the landlord. Dr. Mauer indicated that he has had difficulty in talking to City staff regarding conditions that could be met in order to comply with the Planning Commission's desires. He also noted the minutes of the Planning Conmission meeting were not readily available. He verified ther~ are no tenants at this time. Discussion and questioning ensued regarding the original two conditions of the Use Permit, how and when they were met, and the history of rental dates and uses. Bruce Crook Jr.,. 650 N. Bush Street, stated he manages the property next door and offered to answer any of Council's questions. Discussion and ,~uestions ensued regarding how Mr. Crook's property tenants issued their complaints and whether a tall hedge would be satisfactory to shield the adjacent properties from each other. Mr. Crook answered in the affirmative. Mr. Crook statedl his business staff, spouses and customers have been threatened and harassed by the tenants living at 528 South School Street, resulting in calls to the Police. He indicated thi~ problem has existed since 1988, and feels this property do~s not lend itself well to residential use. Tim Bea~ersdorf, 921 Marlene Street, partner with Bruce Crook in the business located at 532 S. School Street, stated there has been problems with this residence for the past five years due to lack of concern from the landlords. He noted the living conditions at this property are substandard and do not benefit the current downtown revitalization efforts. He feels this property should be reconditioned and upgraded before a Use Permit is reissued. As requested by Council, City staff distributed a Police Log of calls receivedi from 1987 to 1993 responding to 528 South School Street. ' Mayor Schneiter requested this Police Log be entered as evidence presente,~ at this hearing for the public ~record. PUBLIC HEARING CD)SED - 7:42 p.m. Discussion ensue.~ regarding the building's size, staff contacts with th.~ applicant since the Planning Commission meeting, allowed uses for C-1 zoning, neighboring property current and past uses, landlord's potential risk with bad tenants, and possible further conditions for this property with a Use Permit. Councilmember Sho.~maker suggested possible conditions for a residential Use Permit, such as no fence, planting a tall hedge between 532 and 528 S. School St., implementing a Reg. Mtg. July 7, 1993 Page 3 landscaping plan, automatic irrigation be weed free, building a fence to conform to City specifications, extending the parking pad to the back of the lot, and creating an exterior which would look like a residence. Discussion ensL~.ed regarding revocation without prejudice, stipulations, possible conditions, timeframes for conditions to be met, landlord responsibility, tenant responsibility, and Planning Commission's management plan lack of clarity and specifics. M/S Malone/Schr!eiter to uphold the Planning Commission's revocation of [Ise Permit No. 90-20 without prejudice, with the findings t~at residential use is detrimental to the health, safety~ morals, comfort or general welfare of persons residing or working in the neighborhood, based on the documented Police calls to that address. The City Atto~i~ney advised Council that past conditions change with ten~,nts, necessitating additional findings. Council and the City Attorney discussed possible alternatives fo~i future use. Councilmember Malone stated there exists evidence in the record that there have been an increasing number of Police calls to this s].te, even with different tenants. Discussion ensued regarding findings for future use. It was the coi~sensus of Council to allow Councilmember Shoemaker to question Dr. Mauer. Councilmember Shoemaker asked Dr. Mauer if he would agree with the City to specific conditions and improvements, in writing, for allowed future residential use. Dr. Mauer statedl, the problem has been vagueness and he would welcome written specifics and agreed to discuss the matter with City staff. Councilmember Malone withdrew his motion on the floor. M/S Shoemaker/M~lone to continue this Public Hearing to August 4, 1993. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Shoemaker and Mayor Schneiter. NOES: None. ABSENT: Councilmember Wattenburger. Recess - 8:32 p.m. Reconvened - 8:43 p.m. UNFINISHED BUSINESS 10a. Nomination and Appointment of Commissioners .i. Airport Comnission - Three Vacancies with Applicants Robert Wattenburger, Dorleen McBride, Mark Davis, Vince An~ell. Jimmy Rickel ii. Parks and Recreation Commission - Three Vacancies Applicants Allan Johnson, Bill Clarke iii. Adoption of Resolution Appointing Airport Commissioners and Parks and Recreation Commissioners iv. Set Date a.Td Time for Planning Commission Applicant Interviews for One Vacancy Mayor Schneiter nominated Robert Wattenburger and Dorleen McBride to the Airport Commission. The nomination was seconded by Cou~cilmember Shoemaker. The nominations were confirmed by a u]~animous voice vote of all AYE. Mayor Schneiter nominated Mark Davis to the Airport Commission. The nomination was seconded by Councilmember Shoemaker and confirmed by a unanimous voice vote of all AYE. Mayor Schneiter nominated Allen Johnson and William (Bill) Clarke to the Parks and Recreation Commission. The Reg. Mtg. July 7, 1993 Page 4 nomination was seconded by Councilmember Shoemaker and confirmed by a unanimous voice vote of all AYE. It was the consensus of Council to readvertise the one remaining vacancy on the Parks and Recreation Commission. M/S Shoemaker/Mastin to adopt Resolution No. 94-2, re-appointing Robert Wattenburger to the Airport Commission filling the term of John Johnson to June 1995; re-appointing Airport Commissioner Dorleen McBride to a term ending Jurle 1996; appointing Mark Davis to the Airport Commission to ~!L term ending June 1996; re-appointing Allen Johnson to the Parks and Recreation Commission to a term ending June 1996; and appointing William Clarke to the Parks and Recreation Commission to a term ending June 1996. The motion was car[l~ied by the following roll call vote: AYES: Councilmembers Mastin, Malone, Shoemaker and Mayor Schneiter. NOES~ None. ABSENT: Councilmember Wattenburger. It was the consensus of Council to conduct Planning Commission inteii..-~iews on August 4, 1993, commencing at 4:30 p.m. in Conference Room 3 of the Civic Center. NEW BUSINESS ~la. Consideration of Citizen Planning Process Review ~ommittee Recommendations Regarding Modifications to th~ Development Process The Community Development Director reported as part of the City's Economic Development Program, the City Manager identified a need to improve the City's planning and development review process. This task was accomplished by a group of individuals forming a Committee, who have had experience with the planning process. Committee members Don Albright, Bob Burke, Ed Busch, Jack Cox, Doug Crane, George Rau and Glenys Simmons formulated their recommendations in the areas of zoning code amendments, development fees, building and fire codes, and departmental processes and application forms. He explained after Council review and comment, these recommendations will be forwarded to staff and the Planning Commission for their recommendations prior to finalization by Council. It was the con~i:ensus of Council to receive and file this report. Bob Rei~, 1141 West Standley Street, Planning Commissioner, expressed his concern that these recommendations are not received from a good cross section of citizens and these recommendations have major impacts on zoning, hillside and fire codes which may not be appropriate at this time of updating the Ger~eral Plan by the Growth Management Steering Committee. The City Manager commented these recommendations only affect the Community Development Department and any code recommendations will be forwarded to the Growth Management Steering Committ,~e as part of the update process. He stated that Planning Commission Chairman Burke was involved in the development of these recommendations. lib. Request bY County of Mendocino for' Resolution Authorizing Auditor-Controller to Allocate Tax Revenue to the City Using the Alternative Property Tax Distribution Method (Teeter Plan) The Finance Director reported this request received from Mendocino County for adoption of this Resolution by all agencies within the County, includes with the County "Teeter Plan" which changes their accounting and tax allocation method allowed by the State. She explained this will result in increased taxi' revenue to the City and a more accurate estimation of y~!arly property tax revenue. She summarized this new method of accounting is a change from cash basis to Reg. Mtg. July 7, 1993 Page 5 accrual basis cna County level, and noted it is favorable economic news to all agencies and the County. M/S Malone/Mastin adopted Resolution No. 94-3 requesting inclusion of the City in the alternative method of property tax distribution "Teeter Plan". The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Shoemaker and Mayor Schneiter. NOES: None. ABSENT: Councilmember Wattenburger. CITY COUNCIL REPORTS Councilmember Mastin Noted he partfcipated, in the Ukiah Police ride along program and found it very interesting. Councilmember Malone Reported the G~eater Ukiah Chamber of Commerce Fourth of July Fireworks show was excellent and financially funded itself with a sold out crowd. Councilmember SlLoemaker None. Mayor Schneiter Reported on th,~ NCPA meeting he attended, noted he will attend the annual NCPA meeting held at Murphy's on July 22 and 23, and expiilLained a visit he had today from the Mayor of Clearlake. CITY MANAGER/DEPARTMENT HEAD REPORTS Reminded Council of upcoming events including the July 11 Summer Concert in the Park featuring Spencer Brewer, a Chamber mixer t~his Friday at 5 p.m. and a Fire Department barbecue on J~i~ly 13 for a going away party for Fire Operations Comm~nder Chrzanowski who has taken a job with the Fire Department of Carson City, Nevada. CLOSED SESSION The City Manag~r noted there was a matter placed on the agenda for discussion regarding Golf Course negotiations, but indicated it is not necessary at this time. ADJOURNMENT There being no further business, the meeting was adjourned at 9:40 p.m. to July 20, 1993, 8:00 a.m., in the Civic Center Council Chambers, for Solid Waste Workshop, Part II. CCMIN.136 Cathy McKay CMC/AAE, City Clerk Reg. Mtg. July 7, 1993 Page 6 CITY COUNCIL MINUTES COUNCIL CHAMBERS 300 Seminary Avenue UKIAH, CALIFORNIA DRAFT REGULAR ADJOURNED MEETING fi.olid Waste Workshop - Part II July 20, 1993 The City Council convened in a regular adjourned meeting, of which the agenda was legally noticed and posted, at 8:04 a.m., in the Cguncil Chambers of the Civic Center, 300 Seminary Avenue. Roll was taken and the following Councilmembers were present: Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. Staff present: City Clerk McKay, City Manager Rough, city Attorney Rapport, Public Works Director Goforth, Public Works Supervisor Borecky, Public Works ~.dministrative Analyst Goodrick, Landfill Supervisor Ferguson, and Assistant city Manager Horsley. UNFINISHED BUSINESS 2a. Review and Discussion of AB 939 and the Source Reduction and Recycling Element (SRRE) The Public Works Director provided a status report on the City of Ukiah program and implementation dates for source reduction and recycling, past accomplishments, future plans, City procurement procedures, multi-residential recycling and a proposed resale facility. It was determined Council has not seen the final version of the draft SRRE pil.an. Mike Sweeney, Keep Mendocino Beautiful, stated he made the changes to the preliminary draft SRRE plan and provided the final version to Paul Cayler, Manager of Mendocino Solid Waste Authority, and noted he will provide staff with copies for Council. He noted the State encourages this document to be flexible for future amendments. 2b. Discussion c,f the Residential, Commercial and Yardwaste Programs and Diversions. i. Presentation by Bruce McCracken, Manager Ukiah Solid Waste Mr. McCracken reported on Ukiah Solid Waste's programs and procedures for residential curbside recycling, commercial recycling, publ].c information, landfill drop-off site, and pilot programs. · Councilmember Sf!.oemaker commented he would like Council to receive a project-by-project report for a multi-residential recycling pilot ?rogram. Mr. McCracken noted Ukiah citizens are to be commended for their recycling efforts and highest percentage reductions as mandated by AB 929. Discussion ensued regarding the final destinations of the recyclables and ~tatistical data. 2c. Report on Upcoming Household Hazardous Waste Events Sponsored by the Mendocino Solid Waste Management Authority Mike Sweeney, iKeep Mendocino Beautiful, reported on the four events occ%.[rring since 1990, future plans, ~ounty wide efforts, and a study regarding the feasibility of a fixed site. 2d. Status Report on the Mixed Load Policy/Program at the Landfill The Public Works Director reported on the new self-haul mixed load pol].cy at the landfill which was confirmed by Council this past April, and implemented on June 1, 1993. Discussion ensued regarding citizen participation rates, City staff procedures, yardwaste and lumber chip removal procedures. 2e. Discussion on Landfill Reuse/Resale Program Discussion ensued regarding siting restrictions at the landfill site and traffic impact. The City Manage~l? noted staff is researching this program and will develop recommendations for Council at a later date. 2f. Status report on Public Outreach Recycling Diversion Education Program Mike Sweeney, Keep Mendocino Beautiful, reported on his company's public education efforts for the Mendocino Solid Waste Authority . It was the general consensus of Council for staff to bring back a policy statement supporting County wide institutional and educational systems efforts to recycle and divert waste from the landfills~ 2g. Discussion and Update on Solid Waste Legislation and .possible Future ImDacts The City Manager reported on AB 939 mandate relief legislation, SB 450, and SB 1040. Mike Sweeney requested further discussion concerning contracted hauler constraints of limited equipment and funds which prohibit additional recycling programs, and noted there is a greatl, disparity in Ukiah hauler rates compared to outside hauler r~tes. The City Attorney advised this matter was not agendized for discussion and S~ould not be pursued at this time. Councilmember Shoemaker indicated he would like to see a report after the 90-day study period regarding the multi-residential family recycling program, monthly reports concerning recycling efforts designed for contractors and industry, and research revenues generated from making compost. Mayor Schneiter commented it may not be the consensus of Council to pursue some of these concerns. The City Manager noted as per budget hearing discussion staff is pursui.~g the request for proposals for a re-use facility. He r~viewed his notations regarding Council's requests for st~!~ff to develop a written procurement policy statement for Council review, research a re-use facility, adoption of the final SRRE plan, notice to landlord's of 1996 SRRE goals, debris boxes for commercial accounts and contractors, for staff to research recycling equipment and a fixed site for hazardous waste collection facilities, lumber sorting, tracking the final destination and use of our recyclables, and recycling programs in the school district. Councilmember Shoemaker commended Public Works Director Goforth for his cooperation and stated he has enjoyed working with him these past years. 3. Audience Comments on Non-Agenda Items Park Steiner, 3500 Deerwood Drive, congratulated Ukiah on its recycling efforts. He urged the City to remove polyvinyl chloride products and batteries from the waste stream going into the landfill due to its potential toxicity. 4. ADJOURNMENT There being no further business, the meeting was adjourned at 10:06 a.m. CCMIN.137 Cathy McKay CMC/AAE, City Clerk Reg. Adj. Mtg. July 20, 1993 Page 2 ITEM NO. 7a DATE: August 4, 1993 AGENDA SUMMARY REPORT SUBJECT: REPORT OF DISBURSEMENTS MADE DURING THE MONTH OF JUNE 1993 Payments made during the moath of June 1993, are summarized on the attached Register of Payroll and Demand Payments. Further detail is supplied on the attached Schedules of Bills, representing the four (4) individual payment cycles within the month. This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7. RECOMMENDED ACTION: Receive attached Report of Disbursements. ALTERNATIVE COUNCIL P()LICY OPTIONS' N/A Acct. No. (if NOT budgeted):N/A Acct. No.' Various Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by: Charles L. Rough, Jr., City Manager .~.~. . ~ Prepared by: Louise Burt, Direx:tor of Finance 463-6220~,~~"%3-,~C._~ Coordinated with' Paulette Kli~gbeil 463-6230 Attachments: Report of Disbursements APPROVED: B: 1/OFF1CE:kk ADISBURSEMENTS CITY OF UKIAH REGISTER OF PAYROLL AND DE~tND PAYMENTS DATE: JUNE 1993 Demand Payments approved.- Check No..60673 to 61 FUNDS: 100 General 120 Capital Improvement 140 Park Development 150 Civic Center Construction 220 Parking Dist. Rev. Fund 230 Parking Dist. #1 Rev. Fund 260 Dwntwn. Bus. Impr. Dist... 300 Gas Tax 301 Gas Tax Fund (2107) 550 Lake Mendocino Bond 575 Garage 600 Airport 610 Sewer Service 612 City/District Sewer 640 Sanit. Dist. Revolving 660 Sanit. Disp. Site 662 JPA/LTF Fund 665 Refuse/Debris Control 670 U.S.W. Bill & Collect. .663 County-wide JPA 693 Clubhouse Renovations inclusive. PAYROLL CHECKS NO. 48474 PAYROLL PERIOD 05/23/93 PAYROLL CHECKS NO. 48656 PAYROLL PERIOD 06/06/93 $ 119,697.83 498.29 17,068.92 64,229.12 5,831.90 ]5,405.22 60 62; 970.58 1,355.41 54,970.36 7,291-$0 33,769.06 to 48655 to 06/05/93 to 48849 . to 06/19/93 680 Ambulance Service $ 1,237.47 695 Golf 6,066.13 696 Warehouse/Stores 40,360.93 800 Electric 525,796.77 805 Street Lights 10,091.55 820 Water 36,755.20 841 Water Treatment Plnt' ~192.95~ 900 Spec. Deposit Trust 8,103.86 940 Payroll Posting Fund242,415.03 950 General Service 653.99 960 Comm. Redev. Agency 10,620.35 962 Redev. Housing Fund 73,600.00 965 Redev. Cap. Improv. Fund 6,996.66 141 332 611 840 Museum Grants Fund 283.14 Fed. Emerq. Shelter Proj. 6,605.00 Sewer Construction Fund 4~998.01 Special Water Fund 660.00 TOTAL DEMAND PAYMENTS TOTAL PAYROLL CHECKS TOTAL PAYMENTS $1,358f199.33 $ 270,972.93 $1,629,172.26 CERTIFICATION OF CITY CLERN This register of Payroll and Demand Payments was duly approved by the City Council on · City Clerk APPROVAL OF CITY MANAGER gister and approve same. CERTIFICATION OF DIRECTOR OF FINANCF I have audited this Register and approve same for accuracy and available funds. Director of Finance :°.~. 'DO 00000 ~0 O0000- D 0 00. 000 ooooo ooooo ::;o 8 8 o o o o o 0 0 0 0 0 ') 0 C: 0 0 0 '"" 0 0 0 0 0 .',DO 0 0 0 0 0 0 0 0 0 C; 0 ~0 ../. m. .~- -., ¢4 O4 .r'4 ~'-~ ('4 0 oo o .-.4:.-'4 o 0 0 O.. ,~, W~ ZOO W z-", Z~ 0 ' .tO :..0 ~J ~:Z _1.-4. Z 000000 000000 000000 0 0 C: O. 0 0 0 0 0 0 0 000 0 0 0 000 0 0 0 000 0,. ,~ 0 0 ,,0 -,0 .,~ i¢) ~-j L.'J 000 Z ~n :'~ U Z~ ~UuUu~u u~uuU~ _ ® ¢ -c-'- · · t. _ 0 0 0 O0 0 0 0 O0 0 0 0 O0 · ~ 0 0 0 O0 C4 0 4 0 0 0 0 0 ('.~ C.~ ~ - .-r'. 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Z g 0 0 J t-- L~ 0 W Z Ir ¢ ¢ C i w b") b') q' b~ bl ~ 0 0 0 O0 -J 0 0 o O0 0 0 0 O0 0 W~ 0 Z 0 0 0 0 0 0 e 0 ul 7>' ¢ ¢ c (- . ¢ · ,¢ W z ITEM NO. 7b DATE: Auqust 4, 1993 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR 15,000 FEET OF 4/0 AWG 15KV CABLE TO PIRELLI CABLE CORPORATION IN THE AMOUNT OF $25,949.14 A Request for Quotation (RFQ) for 15,000 feet of 4/0AWG 15kv cable, was written to provide material for underground construction projects for the 1993/1994 fiscal year. The City sent an RFQ to sixteen (16) vendors and ten (10) bids were received and opened on July 27, 1993. The results of the bids and any exceptions noted are listed on the attached sheet. The bids were evaluated by Staff and the low bidders of the specified cable is Pirelli Cable Corporation with a total cost of $25,949.14 including tax and freight. The above items are budgeted in Account No. 800-3647, Distribution Plant: Underground Conductors and Devices. RECOMMENDED ACTION: Award of bid for 15,000 feet of 4/0AWG 15kv cable to Pirelli Cable Corporation in the amount of $25,949.14. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject all bids and request new bids. Acct. No. (if NOT budgeted): N/A Acct. No.: 800-3647 Appropriation Requested: N/A Distribution Plant: Underground Citizen Advised: N/A Conductors and Devices Requested by: Darryl L. Barnes, Director of Electric Utility Prepared by: Martin Wobig, Electrical Distribution Eng. 463-6296~/~/ Coordinated with: Charles L. Rough, Jr., City Manager Attachments: 1. Bid Results APPROVED: R:I%ELEC:kk APIRELLI ITEM NO. 7c DATE: Auqust 4, 1993 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION ESTABLISHING 6% IN-LIEU FRANCHISE TAX ON CITY UTILITIES Ukiah has traditionally transferred funds from the Utility Funds to the General Fund as an informal In-Lieu Franchise Tax. Franchise taxes are collected from companies providing utility services within the jurisdiction, and this theory has been extended to the City's own utilities as well. During the 1993-94 Budget process, a goal was adopted of formalizing this practice and fixing the amount of the In-Lieu Franchise Tax. The attached resolution sets the tax at 6% of utility revenue derived from services within the City. This excludes revenue from Ukiah Valley Sanitation District services that are outside of the City limits and revenue from electric power sales contracts outside of the City. This resolution conforms t~o the amount set in the 1993-94 Budget, adopted on June 23, 1993. RECOMMENDED ACTION- Adopt Resolution Establishing 6% In-Lieu Franchise Tax on City Utilities. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Decline adoption of Resolution, leaving In-Lieu Franchise Tax as an informal practice. Acct. No. (if NOT budgeted): N/A Acct. No.: Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by- City Manager Prepared by' Louise Bur's, Director of Finance Coordinated with: Charle.~ L. Rough, Jr., City Manager Attachments- 1. Propose~ Re~olution R: 4/CM ASR84 93TAX 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING; 6% IN-LIEU FRANCHISE TAX ON CITY UTILITIES WHEREAS, cities collect franchise taxes from private utilities for the rights to provide utility services within the City limits; and WHEREAS, the City of Ukiah has traditionally extended this practice to City- operated utilities, including Water, Sewer, and Electric; and WHEREAS, the City Council wishes to formalize this practice and memorialize this understanding. NOW, THEREFORE, BE IT RESOLVED, that there is hereby established a 6% In-Lieu Franchise Tax on the City provided Water, Sewer, and Electric Utility services provided within the City limits of the City of Ukiah. PASSED AND ADOPTED this 4th day of August, 1993, by the following roll call vote: AYES: NOES: ABSENT: Attest: Fred Schneiter, Mayor Cathy McKay, City Clerk R:4:Res Tax ITEM NO. 7d. DATE: Auqust 4, 1993 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION APPOINTING CITY MANAGER CHARLES L. ROUGH, JR. TO THE REDWOOD EMPIRE MUNICIPAL INSURANCE FUND BOARD OF DIRECTORS On September 2, 1992, Coancil adopted Resolution No. 93-21, designating Mayor Fred Schneiter as Board Director, and City Manager Charles Rough as alternate, to the Board of Directors of Redwood Empire Municipal Insurance Fund (R.E.M.I.F.). Other Council responsibilities and time constraints have made it difficult for Mayor Schneiter to attend as many meetings as he would like. Therefore, after discussion, it was determined that it would be appropriate at this time to appoint City Manager Charles L. Rough, Jr. as new the Board Director, with Assistant City Manager Candace Horsley acting as the alternate, to represent the City of Ukiah and attend R.E.M.I.F. meetings. RECOMMENDED ACTION- City Council adopt resolution Charles L Rough, Jr. to ~ZMIF Board of Directors. appointing ALTERNATIVE COUNCIL POLICY OPTIONS: 1. After discussion, nominate a different Director and/or alternate to the REMIF Board. 2. Determine that a change in the existing resolution is not appropriate at this time, and postpone until a later date. Acct. No. (if NOT budgeted): N/A Acct. No.: Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by: Prepared by: Charles L. Rough, Jr., City Manager Attachments: 1. ' Committee Assignments Revlse¢~ ~!.2., Prgpo~/d R:4/CM ASR8493REMIF ion for adoption CO~CIL COMMITTEE ASSIGNMENTS Proposed Amendment August 4, 1993 COMMITTEE ASSIGNED TO Mendocino Council of Governments (MCOG) Wattenburger MTA Board of Directo~$s Mastin Ukiah Valley Sanitation District Mayor or Vice-Mayor City Selection Commi'~tee Mayor (Required) Mendocino Solid Wast,=_ Management Authority (JPA) Shoemaker County Overall Economic Development Committee City Manager or his designee Northern California ]?ower Association NCPA Alternate Schneiter City Manager or Electric Utility Director Redwood Empire Municipal Ins. Fund (REMIF) Alternate City Manager Asst. City Manager Redwood Empire Financing Authority (REFA) City Manager (By Resolution) Chamber of Commerce Liaison Malone League of California Cities Liaison Shoemaker Sun House Guild Malone Ukiah Players Board City Manager Mayor/Managers Committee Mayor/City Manager Valley Wide Task Force Shoemaker/Schneiter City Manager Valley Wide Water Task Force Shoemaker/City Manager or his designee Downtown Master Plan Committee Mastin Redevelopment Finance Review Committee Agency Chairman/ Wattenburger Mastin-Alternate Main Street Board of Directors Malone/City Manager Ukiah Community Center Board of Directors Council Liaison Mastin North Coast Opportunities Board Schneiter/City Manager-Alternate 1 2 3 4 § 6 7 8 9 10 11 12 13 14 1,5 16 17 18 19 20 21 22 23 24 2,5 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH REVOKING THE APPOINTMENT OF FRED SCHNEITER AS THE CITY OF UKIAH REPRESi_=NTATIVE TO THE R.E.M.I.F BOARD OF DIRECTORS, APPOINTING CHARLES L. ROUGH, JR. AS THE NEW REPRESENTATIVE, AND APPOINTING CANE)ACE HORSLEY AS THE ALTERNATE REPRESENTATIVE WHEREAS, the City CoJncil of the City of Ukiah previously appointed Fred Schneiter as the City of Ukiah representative to the R.E.M.I.F. Board of Directors; and WHEREAS, Charles L. Rough, Jr. currently serves as the City Manager of the City of Ukiah, as well as the current alternate representative to the Board of Directors; and WHEREAS, Candace Horsley currently serves as the Assistant City Manager of the City of Ukiah. NOW, THEREFORE, BE If RESOLVED, that the City Council of the City of Ukiah does hereby appoint Charles L. Rough, Jr. as the City of Ukiah representative to the R.E.M.I.F. Board of Directors. BE IT FURTHER RESOLVED that Candace Horsley is hereby designated as the alternate representative to the R.E.M.I.F. Board of Directors. PASSED AND ADOPTED this 4th day of August, 1993, by the following roll call vote: AYES: NOES: ABSENT: Attest: Fred Schneiter, Mayor Cathy McKay, City Clerk R:4:Res Remif ITEM NO. DATE: JULY 30, 1993.. AGENDA SUMMARY REPORT SUBJECT: APPEAL OF PLANNING COMMISSION REVOCATION OF USE PERMIT NO. 90- 20, SIDNEY MAUER, 528 S. SCHOOL ST. At their meeting of July 7, 1993, th9 City Council considered and continued the public hearing regarding the appeal of the Planning Commission's revocation of Use Permit No. 90-20, Dr. Sidney Mauer. The additional time was to allow the property owner and staff, to generate specifications and performance star~dards by which the City Council could evaluate the continued use of the property for single famil'~ residential purposes. Staff met with Dr. Mauer on July 16 and discussed several issues including improvements to the property, long term maintenance, and tenant responsibilities. These items are enumerated in the July 27 letter to Dr. Mauer (included as attachment 1). The applicant has provided signed contracts for maintenance of the structure and landscaping, a rental agreement addressing particular tenant related matters, and a letter regarding the property improvements (attachment 2). Dr. Mauer has indicated that the improvements, except for the roof, should be completed within six weeks. Immediate changes include tearing out the carpeting, removing the fence, and bricking the street tree area. The unit would not be rented until the improvements are made. (continued to page 2) RECOMMENDED ACTION: Do not revoke Use Permit No. 90-20, but impose specific conditions on the continued use as a single 'family residential unit. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine additional conditions are necessary, identify the those conditions, and add those provisions to the Use Permit. 2. Deny the appeal and uphold the Planning Commission's revocation. Acct. No. (if NOT budgeted): NIA Acct. No.: Appropriation Requested: N/A (if budgeted) Citizen Advised: Yes ~~~~, Requested by: Property owner, Sidney Mauer Prepared by: Michael F. Harris, Director of Community Development Coordinated with: David Rapport, City Attorney, Charles L. Rough, Jr., City Manager Attachments: 1. July 27, 1993 lel:ter to Dr. Sidney Mauer, pages 1-2. 2. July 29, 1993 letter from Russian River Pistachios, Inc. addressing property improvemen~is and including signed contracts for building and landscape maintenance, interior building layout plan, and proposed lease, pages 3-8. Charles L. Rough, Jr. (~ity I~lanager Appeal Use Permit No. 90-20 July 29, 1993 Page 2 Staff believes that if these requirements can be met and frequent monitoring is enforced, the residential use can continue, and be compatible with the business community. Revocation under these conditions would not appea:r necessary. Staff must note however that vigilant monitoring will be imposed and non compliance will not be tolerated. We recommend the Use Permit not be revoked, with the following conditions imposed upon continued use of the property as a single family residential living unit: . 2. 3. 4. . . . . . 10. 11. 12. 13. 14. The interior of the structure be repainted. The exterior of the structure be repainted or stuccoed. A new roof be installed. A screen hedge of privet be planted along the south property line, east of the adjacent office building, along the west and north edges of the parking area, and adjacent on the west to the sidewalk from 1he parking area to the entrance walk way. A three and one-half foot opening be provided on the north side of the parking area. The hedge shall be five feet in height (after three years) along the south and west portions of its length to the break along the parking area, and three feet from therealong the sidewalk area. A solid wood fence, four teet in height, be constructed from the house to the south property line in the event children occupy the house. If no children reside on site the area be appropriately landscaped to be compatible with adjacent businesses and provide a suitable living environment for the tenants. The existing street trees be upgraded to meet standard City planting requirements and the area between the curb and sidewalk be bricked (need not be mortared or concreted) level with the sidewalk with sufficient area retained around the tree for growth. Existing landscaping be upgraded to the standards established by businesses with the neighborhood. Certification from the Buildi~3g Official that the unit is habitable. Signed contract for mainter~ance of the building on at least a bi-weekly basis. Signed contract for maintenance of the property landscaping and outdoor area on at least a weekly basis. No more than two individuals shall live in the unit at any time. Misconduct or instances of significant nuisance by the tenants, as evidenced by complaints from adjacent or' nearby businesses or residences and responded to by the City of Ukiah Police Department, shall result in eviction proceedings. No animals of any kind sha!l be allowed on the site or within the residence. mh:planning asr 7/27/93 mauer 300 SEMINARY ,AVE., UKI,AH,. CA 954 32-5400 · ADMIN. 707/463-6200 · PUBLIC SAFETY ~63-6242/6274 · FAX # 707/463-6204 · July 27, 1993 Dr. Sidney Mauer 10401 West Road Redwood Valley, CA 95470 Dear Dr. Mauer, This documents our discussion on July 15 regarding Use Permit No. 90-20 for the single family use at 528 South School Street in Ukiah. The following conditions or items must be addressed for City Council ~,_,onsideration at their August 4 meeting. The City Attorney did research the matter of res.tricting children from the property and states that such a provision would be in violation of the Federal law, whether imposed as a condition by the City or voluntarily agreed to by you. Your indication that you may have a tenant who would use the building as an c,,ffice and live on the premises appears to be the optimum for the situation and we stroncjly encourage you to pursue that arrangement. Property improvements: The interior of the structure will be repainted. The exterior of the structure will be repainted or stuccoed. A new roof will be completed. A screen hedge of privet will be planted along the south property line, east of the adjacent office building, along the west and north edges of the parking area, and adjacent on the west to the sidewalk from the parking area to the entrance walk way. A three and one-half foot opening will be provided on the north side of the parking area. The hedge shall be five feet in height (after three years) along the south and west portions of its length to the break along the F, arking area, and three feet from there along the sidewalk area. A solid wood fence, four feet in height, shall be constructed from the house to the south property line in the event children occupy the house. If no children reside on site the area shall be appropriately landscaped to be compatible with adjacent businesses and provide a suitable living environment for the tenants. The existing street trees shall be upgraded to meet standard planting requirements and the area between the curb and sidewalk shall be bricked (need not be mortared or concreted) level with the sidewalk with sufficient distance retained for tree growth. Existing landscaping be upgraded to the standard established by businesses within the neighborhood. Certification from the Building Official that the unit is habitable. '~,/e Are Here To Serve"_ ~- July 27, 1993 Dr. Sidney Mauer Page 2 Property maintenance: Signed contract for maintenance of the building on at least a bi-weekly basis. Signed contract for maiintenance of the property landscaping and outdoor area on at least a weekly basis. Lease agreement and tenant activities: No more than two individuals shall live in the unit at any time. Misconduct or instances of significant nuisance by the tenants, as evidenced by complaints from adjacent or nearby businesses or residences and responded to bi/the City of Ukiah Police service, shall result in eviction proceedings. No animals of any kinC shall be allowed on the site or within the residence. These items will included in the staff report to the City Council. We will have a recommendation that monthly monitoring of the facility will be conducted by the City of Ukiah to insure compliance amd continued cooperation with the property owner toward compatible residential use within the downtown core. For the City Council agenda packet we would like to have the maintenance contracts, proposed lease agreement, and a letter with schedule addressing the improvements to be completed. If you have any questions or we can be of any assistance, don't hesitate to contact me. Sincerely, Michael F. Harris, AICP Director of Community Development C: Charles L. Rough, Jr. City Manager Clif Shepard, Building Official Dave Rapport, City Attorney Scott Gaustad, Propertt/Owner's attorney Russian River Pistachios, Inc. P.O. Box 275 Calpella, California 95418 July 29, 1993 Michael F. Harris Director of Community Development City of Ukiah Ukiah, CA 95482 Dear Mr. Harris: Enclosed are the signed contracts for building and landscape maintenance of the property located at 528 South School Street Ukiah. In addition, I am enclosing a copy of the proposed lease agreement and a floor plan of the building with exact dimensions. Presently the property ill-~ being rehabilitated. This includes painting the entire interior and exterior of the buiMing and necessary interior and exterior repairs as well as a new roof. Landscaping advice has been obtained and is being implemented. Pistachios c. trees have already been pla~"~ted in the boulevard area. Other landscaping will include all that was discussed ~n your letter. It will include the solid wood fence if children are present on the site. If the building is used for commercial purposes, the area presently fenced will be needed for parking and will require an adjustment of the landscaping as necessary. I am hopeful that all of the concerns of the City Council have been addressed to our satisfaction. Sincerely, Sidney W. Maurer, Jr. ~ July 29, 1993 Tim Brant Enterprises RO. Box 39 Calpella CA 95418 Tim Brant Enterprises (TBE) hereby agrees to repair and maintain, as needed to comply with all city ordinances at minimum, the building owned by Russian River Pistachios Inc. (RRPI) located on 528 South School Street, Ukiah, California. Maintenance checks will be conducted by TBE on RRPI's South School Street property on a biweekly basis. Payment for services rendered will be monthly on a fee for service basis. Tim Brant Sidney M. Maurer, Jr., RRPI ..... ~ , ~~:~.~...--. July 29, 1993 David Allen 6831 N. State Street Calpella CA 95418 David Allen hereby agrees to maintain the landscaping and outdoor area to the standard established by businesses within the neighborhood for Russian River Pista(.-,hios Inc. (RRPI) on the property owned by RRPI which is located 528 South School Street, Ukiah, California. At minimum landscaping and outdoor maintenance checks will be conducted by David Allen on RRPI's South School Street property on a weekly basis. Payment for services reqdered will be monthly on a fee for service basis. David Allen Sidney W. Ma.urer, Jr., RRPI~. lt~t Uk J-~t-['L ......... Caii*c. rni~ 19 . RT..I.$S'i alt ~iv'er ~.~ t~c.~os ~__~_[~_~ ................... Landlord, and ,~e,nanl, Q, gre_.e as follows: 1. PROPERTY: t. andlord rents to 'Tenant and Tenant 14res from LamJl(,rd the "prer~;ses" described as: 3 ~-~ b Ct'tOO.[ St;. , ' Ukiah_, CA Inventory of personal properly, if any, to be attached. 2. TERM: The term shall commence on 19__2___. and shall continue from month to monlh. This rental agreement may be terminated at any time by either party by giving wrilten nolice 30 days in advance. 3. RENT: Tenant agrees to pay $ __ rani per month, payable in advance, on the day of each month and $ representing prorated rent f~ om ,19__~ to ,19~ 4. LATE CHARGE: Tenant acknowledges thal late ~ayment of rent may cause Landlord to incur costs and expenses, the exact amount of such costs being extremely difficull and impractical to fix. Su¢:h costs may include, but are not limited !o, processing and accounting expenses, late charges that may be imposed on Landlord by lerms of any loan secured by the property, costs for additional attempts to collecl rent, and preparation of notices. Therefore, if any installmenl of rent due Irom Tenant is nol received by Landlord within ~ calendar days after date due, Tenant shall pay lo Landlord an additional sum of $ as a late charge which shall be deemed additional rent. The Padies agree lhat this late charge represenls a fair and reasonable estimab; of the costs that Landlord may incur by reason of Tenant's late paymenls. Acceptance of any lale charge shall not constitute a waiver of Tenant's d,~.fauIt with respect Io the past due amounl, or prevent Landlord lrom exercising any other rights and remedies under this agreement, and as provided by law. 5. PAYMENT: The rent shall be paid at __ 6. SECURITY DEPOSIT: $ as a security deposit has been received. Landlord may use therefrom such amounts as are reasonably necessary lo remedy Tenant's default in lhe payment ol rent, lo repair damages caused by Tenant or by a guesl or a licensee of the Tenanl, Io clean the premises, il necessary, upon termination of lenancy, and to replace or relurn personal properly or appudenances exclusive of ordinary wear and tear. If used toward rent or dai'nages during the term of lenancy, Tenant agrees to reinstale said Iolal security deposit upon five days writlen notice delivered to,Tenant in persor or by mail. No later Ihan two weeks alter the Tenant has vacated the premises, the Landlord shall furnish the Tenant with an itemized written slalen ,ent of Ihe basis for, and the amount of, any securily received and the disposition of the security and shall return any remaining podion of the securily to the Tenant. 7. UTILITIES: Tenanl agrees to pay for all utilities ~nd services based upon occupancy of the premises and the following charges: except which shall be paid for by Landlord. 8. CONDITION: Tenant has examined lhe premi., es and all furniture, furnishings and appliances if any, and fixtures including smoke delector(s) contained therein, and accepts the same as bei,'~g clean, and in operative condition, with Ihe following exceptions: two ~ ') ~ g. OCCUPANTS: The premises are for the so~e u ~e as a residence by tl:il~o~J[~Jl~g named persons 10. PETS: No animal, bird or pet shall be kept on o,~ about the premises, 11. USE: Tenant shall nol disturb, annoy, endange~ or inlerfere with other Tenants ot the building or neighbors, nor use the premises for any unlawful purposes, nor violate any law or ordinance, nol commit waste or nuisance upon or about the premises. $1;'.~ ADDENDUM 12. RULES & REGULATIONS: Tenant agrees Io comply with all CC&R's, Bylaws, reasonable rules or regulations, decisions of owners' association which are al any time posted on the premises (r delivered lo Tenant, or adopled by owners' association, and to be liable for any fines or charges levied due to violation(s). 13. MAINTENANCE: Tenant shall properly us.e and operale all furniture, furnishings and appliances, electrical, gas and plumbing fixlures and keep lhem as clean and sanitary as their condition ~)ermits. Excluding ordinary wear and tear, Tenant shall noilly Landlord and pay for all repairs or replacemenls caused by Tenant(s) or Tenants invitees' negligence or misuse. Tenant's personal properly is not insured by Landlord. 14. ALTERATIONS: Tenant shall not paint, wallpaT.~er, add or change locks or make alleralions lo lhe properly without Landlord's ~rior written consent. 15. KEYS: Tenanl acknowledges receipt oL~_ keys to premises and Al Tenanrs expense, Tenant m~y re-key exisli3g locks and shall deliver duplicate keys to Landlord upon installalion. 16. ENTRY: Upon not less than 24 hours notice, Temnt shall make lhe premises available during normal business hours to Landlord, authorized agent or represenlalive, for the purpose of entering to { a) make necessary or agreed repairs, decorations, alterations or improvements or supply necessary or agreed services, or (b) show lhe premises !o prospective or actual purchasers, modgagees, tenanls, or contractors. In an emergency, Landlord, aulhorized agent or representative may enter I've premises, al any time, without prior permission from Tenant. 17. ASSIGNMENT & SUBLETTINGS: Tenant shall nol let or sublet all or any pad of lhe premises nor assign Ihis agreement or any interest in it. 18. POSSESSION: It Tenanl abandons or vacate.~ Ihe premises, Landlord may terminale lhis agreemenl and regain lawful possession. 19. AI-rORNEY FEES: In any action or proceedin ;t arising out of this agreement, the prevailing party shall be enlilled to reasonable attorney's lees and costs. 20. WAIVER: The waiver of any breach shall not t.e construed lo be a continuing waiver of any subsequent breach. 21. NOTICE: Notice to Landlord may be served upon Landlord or Manager at 22. ESTOPPEL CERTIFICATE: Within 10 days eller written notice, Tenanl agrees to execute and deliver an estoppel cedificale as submitled by Landlord acknowledging that lhis agreement is unmodified and in full force and effect or in tull force and effect as modified and stating the modifications. Failure to comply shall be deemed Tenanls acknowledgement that the cedificate as submitted by Landlord is true and correct and may be relied upon by a lender or purchaser. 23. ADDITIONAL TERMS AND CONDITIONS: SEE ADDENDUM 24. ENTIRE CONTRACT: Time is of the essence. All prior agreemenls between the parties are incorporaled in this agreement which constitules the entire contract. Its terms are intended by the p~rties as a final expression of their agreement with respect to such terms as are included herein and may not be contradicted by evidence of any p~ ior agreement or contemporaneous oral agreement. The parties further intend that this agreement constitutes Ihe complele and exclusive statement of its terms and that no exlrinsic evidence whatsoever may be introduced in any judicial or other proceeding, if any, involving this agreement. 25. ACKNOWLEDGEMENT: The undersigned have read the foregoing prior to execution and acknowledge receipt of a copy. Landlord Tenant (or authorized agent) Landlord Tenant THIS STANDARDIZED DOCUMENT FOR USE IN SIMPLE TRANSACTIONS HAS BEEN APPROVED BY THE CALIFORNIA A~IATION OF RF_.ALTORS~ IN FORM ONLY. NO REPRESENTATION IS MADE AS TO THE APPROVAL OF THE FORM OF ANY SUPPLEME mS NOT CURRENTLY PUBLISHED BY THE CAUFOftNIA ASSOCIAllON OF FIEALTORS® OR THE LEGAL VAI.JOEI'Y OR ADEQUACY OF ANY ~ IN ANY ~ TRANSACTION. IT ~ D NOT BE USED IN COMPLEX TP, AN~ACTIO~$ OR WTTH I~'TENSIV~ RIDER~ OR ADDITIONS A REAL ESTATE BROKER IS THE PERSON OUALIFIED TO ADVI,~;E ON REAL ESTATE TRANSACTIONS. IF YOU DESIRE LEGAL OR TAX ADVICF~ CONSULT AN APPROPR~TE PFIO~-E~ ~EALTORS~ md~homt~e~e~ mCo~ d E~s .... OFFICE USE ONLY 525 South Virgil Avenue, Los Angeles, Calilo~nia 90020 Dale Revised 10/87 FORM RA-14 -"L- ADDENDUM TO RESIDENTIAL LEASE DATED USE (continued): Tenant recognizes that the premises are located in an area which has commercial/professional offices. Tenant agrees to use all reasonable efforts to not only avoid disturbing, annoying, endangering or interfering with the owners of those businesses, but also with their clientele/customers. Tenant understands that misconduct or instances of significant nuisance by tenant, as evidenced by bona fide complaints from adjacent or nearby businesses or residences and responded to by the City of Ukiah Police service, shall result in tenant being evicted from the premises. MAINTENANCE OF YARD: Tenant agrees to maintain the yard and property around the premises in good and presentable condition, to wit, condition consistent with the neighboring properties. In the event tenant fails to so maintain the property, landlord will hire someone to provide regular maintenance to the property. Such expense shall be added to and become a portion of tenant's monthly obligation to landlord. VEHICLES AND STOIc{AGE: Tenant shall park no more than two (2) vehicles on the subject property on a regular basis. Further, tenant shall not store any recreational vehicles or equipment on the subject property. Dated: Tenant Tenant RUSSIAN RIVER PISTACHIOS, INC. By. Landlord RICHARD GARDINi=R, MD. PSYCHIATRY 518 SOUTH SCHOOL STREET · UKIAH. CALIFORNIA 954..82 · TELEPH 7) 4.62;.6958 The Honorable Fred Schneiter Mayor of the City of UkLah 300 Seminary Ave Ukiah, CA 95482-5400 Dear Mayor Schneiter: Please revoke the :l:esidential Use Permit for 528 S School St. For many years now, the owners of the property have flagrantly violated all decent standards of use of this property. As a result, the overwhelming majority of their neighbors (if not all of them), petitioned for revocation of the Use Permit. After due deliberation, the staff of the Planning Commission~. the Planning Commission members, and the Police officials all also recommend revocation. Now that public anc private pressure and publicity has focused on them, the owners claim that: they "were unaware of a problem because no one notified" them and Jt is not "fair" for them to be "punished." For the City Council to overturn the long-considered and wise decision of the Plannin[i Commission requires a very compelling argument on the part of the property, owners. But their only claim of "ignorance" is simply not true. Furthermore, their promise to turn over a new leaf is the same hollow promise we have heard too many times over the years. If the variance is not rescinded, not only will it serve as a reward to these owners for their blatant disregard for the obligations of ownership and the rights of their neighbors, but it will also be a signal to other landlords that they too may disregard the City authorities and not be held accountable. Also, if the City Council does not revoke the Use Permit at 528 S School St, all future negligent landlords will have an airtight precedent for k~eping their Permits, given the long-standing abuse of this permit and given the widespread documented sentiment of the community and the public officials that this Use Permit should be revoked. Finally, many peopl~ on our block have petitioned to the City for relief from this neighborhood blight. Many other people in the City are aware of the problem thanks to coverage in the Journal. I would not want to see our faith that th.z City's government can work fairly be shaken by a decision that goes again:st the interests of so many. I urge you to revoke this Use Permit and thus vote for the community and against the selfish interest of the scoff-la',~ landlords who own this property. Thank you for your !!lind consideration. Respectfully submitted, Copies: Richard Shoemaker, Sheridan Malone, Jim Mastin, James Wattenburger ITEM NO: 10a(i)(ii)(iii) MEETING DATE: August 4, 1993 AGENDA SUMMARY RE P,ORT SUBJECT: Nomination and Appointment of Commissioners i. One Parks and Recreation Commissioner ii. One Planning Commissioner iii. Adoption of Resolution Confirming Appointments to the Parks and Recreation Commission and Planning Commission i. The one vacancy on the Parks and Recreation Commission was readvertised with the final filing deadline of July 28, 1993 at Noon. There have been three applications received by Mr. Jacinto and Ms. Fine, who live out of the city boundaries but do reside within the sphere of influence, and Mr. Howard Henly who is a City resident. Currently, all Parks and Recreation Commissioners reside within the city. The city Code allows up to two Parks and Recreation Commissioners to reside in the City's sphere of influence, therefore all applicants qualify for appointment to the Parks and Recreation Commission. ii. As Council is aware, there exists a vacancy on the Planning Commission due to Chairman Robert Burke not re-applying for a second term. The City Clerk received four applications from City of Ukiah residents Dianne Chocholak, Albert Beltrami, cindee Mayfield, and William French Jr., who are scheduled for Council interviews just prior to the regular meeting of August 4, 1993. This meeting will commence at 4:30 p.m. in a public meeting held in civic Center Conference Room 3. iii. After Council confirmation of the Mayor's nomination, it is appropriate to adopt the proposed Resolution which confirms the one appointment to the Parks and Recreation Commission and the one appointment to the Planning Commission, each for a three year term. RECOMMENDED ACTION: 1. Mayor to nominate one Parks anu Recreation and one Planning Commissioner, with individual confirmation by Council. 2. Adopt attached Resolution which makes the appointments. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Reject all applications and direct the City Clerk to notify and readvertise vacancies. Acct. No. (if NOT budgeted): N/A Acct.No: Appropriation Reques~ed: N/A citizen Advised: N/A Requested by: Prepared by: Cathy McKay, city Clerk~~k~ Coordinated with: Ci~arles L. Rough, Jr., City Manager Attachments: 1. Current.CitY Board and Commission Term List, 2. Parks and~rea;io~ ap~~c~lions, 3. Resolution. TERMS OF CITY OF UKIAH BOARD AND COMMISSION MEMB~ July 7, 1993 Airport - 3 year term * Robert G. Webb Sinet M. Simon * Robert Wattenburger Allan Hunter Robert Farnbach Dorleen McBride Mark Davis* Present Term Expires Last Date to Serve 6/30/94 6/30/97 6/30/94 6/30/97 6/30/95 6/30/95 6/30/95 6/30/98 6/30/95 6/30/95 6/30/96 6/30/96 6/30/96 6/30/99 Planning - 3 year term Richard Long William W. Randolph Robert Reid Estok Menton Vacant Leif Farr Stephanie Hoppe 6/30/94 6/30/97 6/30/95 6/30/98 6/30/95 6/30/95 6/30/95 6/30/98 6/30/93 6/30/9 6/30/94 6/30/94 6/30/94 6/30/97 Parks and Recreation - 3 year term * Angela Hooper Allen Carter John W. Meier Susan Johnson Allan Johnson William Clarke Vacant 6/30/95 6/30/98 6/30/95 6/30/98 6/30/95 6/30/98 6/30/96 6/30/99 6/30/96 6/30/96 6/30/96 6/30/99 6/30/93 6/30/9 * Two Commissioners ~[ay Reside Within City's Sphere of Influence civil Service Board -4 year term Albert Beltrami (appointed by Council March 21, 1990) Gary Bruchler (appointed by employees July, 1991) Dan Saylor (appointed by two other members) City Representative on the Library Advisory Commission _ Ann Fatch 6/30/92 Cultural Arts Advisor7 Board Diane Sloan Barbara Wanderer Jan McGourty Star Carroll-Smith Nancy Biggins Jim Mayfield-Museum Endowment Fund Kathy Rough-Sun House Guild 10/3/94 10/3/93 10/3/93 10/3/95 10/3/95 10/3/95 10/3/95 Vicki Sparkman-Ukiah Civic Light Opera 10/3/94 Evelyn Broaddus-Mendocino Ballet 10/3/94 Oini LaGoia-Education 10/3/93 Margaret Giuntoli-Mendo. Co. Historical 10/3/95 Jean Slonecker-Ukiah Symphony 10/3/95 Keith White Wolf James-MMDC 10/3/95 10/3/97 10/3/96 10/3/96 10/3/01 10/3/01 10/3/97 10/3/97 10/3/96 10/3/98 10/3/98 10/3/98 Golf Course Committee - 2 year term Allen Carter - Parks and Recreation Allan Johnson - Parks and Recreation Perry Ramsey - Mens Golf Club Donald Rones, Sr. - Public Member - Womans Golf Club 6/30/95 6/30/94 6/30/94 6/30/94 6/30/9 6/30/98 6/30/96 6/30/96 6/30/96 6/30/9 Demolition Permit Review Committee - 2 year term ~ · - Planning Comm. Chr. Clif Shepard - Building Official Marge Giuntoli - Hist. Society Judy Pruden - Resident 6/30/95 6/30/95 6/30/95 6/30/95 6/30/97 6/30/97 6/30/97 6/30/97 RECEIVED CITY OF UKIAH 1993 Date July 26, I CiTY CuER~ ugVA~] MENT I am applying for an appointment to the City of Ukiah's Parks and Recreation Co~ission 1. Name 2. Residence Address 132! Laurel AYeDue, Uk~ah, Ca, Res. Phone ~3-177~ 3. Business Address ~/A Bus. Phone 4. Employer Retired Job title Employed since 5. How long hav~ou resided in Ukiah? 4 YrNpars; Mendocino County? 4 frs. California? '~. Yrs. "' " 6. Please list community groups or organizations you are affiliated with Indicate offices held ' L. ~. O. Elks Lod~e Ukia~; No. 172~ Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Parks and Recreation Commission? 8. What is your understanding of the purpose, role and responsibility of the Parks and Recreation Commission? 9. How do you believe ycur own skills, experience, expertise an perspectives will be beneficial to the work of the Parks and Recreation Commission? 10. What so you believe is the single most important parks and recreation related issue facing our community? and why? 11. As a member of the Parks and Recreation Commission, what types of recreational programs, or parks development should the City encOurage? 12. In your opinion, what type of recreational programs, or parks development should the City encourage? 13. In your opinion, what type of recreational programming or parks development should the City discourage? 14. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the City Clerk by Noon on July 28, 1993. 7 I _.fe~l that I have sn~-et[hinf,-to outer 't;o the To assist in ~he operat].on and adrnj~J..strat~.on of the Parks and Recreation Department. a ['fy e~per~ence and expcru~se is totally un. related to ]~ark. s and Rec~'eation. ~ did supervise over 100 emplovees in a very safet~ and environmental operation. 10. Wit[~ ,,ae deve]opme~.t of the city movin~ ~outh T b~].ieve tx;a, larks and Recreation n · start looktnx~ ahead for needs in t~at d~reetJon. 11. Pro?[ram~.a that are edueat.~onal and with as much va!unto, er i-',elp as posszi, ble. 12. Bal. 1 ~'~l~]s an~ tenpis: courts seem to he we]_] used and a poosjb]e swimmin~ poo]. ~ . '-' . ,~ .~or the sout]~ e~r] o~ town i~ t~qe ~utume. 1~. Z wo~.ld not en.~ouraEe an. ythkng that resembles ~ard Rock eone~rts. !4. A well ba].a~ee~ recreational pro~Tra~ operated w.ithi~ the bud,cet. Th,) future of our city depends or proper dec~.sions ~ade 2~V all of t~ e comm~issions and comm.ittees involved. CITY OF UKIAH APPLICATION FOR PARKS AND RECREATION COMMISSION A ~.~_~.~ I am applying for an appointment to the City Of~', ~U~.~h.-~_s..~arks and Recreation Co~ission "' .-~.?,~e?, r~6N 1. Name~ 2. Residence Address ~~~/~ ~ Y 3 ['' ~/ ~ %-~/~C~ Res. Phone %? ~- 3. Business Address ~A ~3, ~< /~-~/~ ~' ' Bus. Phone 4. Employer /~-~J~ /2~&'~'c Job title_.~'~/Z~{~Employed since 5. How long.have YoU res]~ded in Ukiah? ~ ~ years; Mendocino County? California? ~ ~ _ 6. Please list community g~ouDs ~r organizations you are affiliated with Indicate offices held_ · Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Parks and Recreation Commission? 8. What is your understanding of the purpose, role and responsibility of the Parks and Recreation Commission? 9. How do you believe your own skills, experience, expertise an perspectives will be beneficial to the work of the Parks and Recreation Commission? 10. What so you believe i:~ the single most important parks and recreation related issue facing our community? and why? 11. As a member of the Pa:rks and Recreation Commission, what types of recreational programs., or parks development should the City encourage? 12. In your opinion, what type of recreational programs, or parks development should the City encourage? 13. In your opinion, what type of recreational programming or parks development should the City discourage? 14. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the City Clerk by Noon on July 28, 1993. Date CITY OF UKIAH APPLICATION FOR PARKS AND RECREATION COMMISSION~,~~%_~-~-_, I am applying for an appointment to the Recreation Commission 1. Name 2. Residence Address 3. Business Address ,.IL;! 1993 City of Ukiah's Parks and Res. Phone L~"~--2~'~ BUS. Phone ~f///Jr 4. Employer t~//~' Job title ~/.~ Employed since_ 5. How long have you resided in Ukiah? ~'~0~, years; Mendocino County? California? -'~>'.V'J'"~. ' 6. Please list community groups or organizations you are affiliated with Indicate offices held_~_~__~ · Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Parks and Recreation Commission? 8. What is your understanding of the purpose, role and responsibility of the Parks and Recreation Commission? 9. How do you believe your own skills, experience, expertise an perspectives will be beneficial to the work of the Parks and Recreation Commission? 10. What so you believe is the single most important parks and recreation related issue facing our community? and why? 11. As a member of the Parks and Recreation Commission, what types of recreational programs, or parks development should the City encourage? 12. In your opinion, what type of recreational programs or parks development should the. City encourage? ' 13. In your opinion, what type of recreational programming or parks development should the City discourage? 14. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the City Clerk by Noon on July 28, 1993. July 26, 1993 TO: City of Ukiah FR: Virginia Fine RE: Application for Parks and Recreation Commission Appointment The following is in ~esponse to questions 7 through 14 on the attached application. 7. Having had the op~ortunity to spend time with my daughter in the various city parks and review the available activities in the schedule, I would like to offer input that might prove beneficial. 8. In my opinion, the purpose, role and responsibility of the Parks and Recreation Commission is to provide a safe and wholesome environment in our parks and draw on the resources within our community that would enrich the lives of all participants. I have experie~,ce in commercial playground, sports, and gymnastic equipment, ~ncluding buying, installation and repair of existing equipment. As a new member of the community I feel that I may bring a v~riety of ideas that have proven effective and may be of benefit ~o Ukiah. 10. I believe the s~ngle most important parks and recreation related issue facing our community is providing affordable activities for the youth of our city in order to promote a sense of community involvement, which I feel would create a more active member of our community. 11. Under the constraints of a fiscal budget, I feel affordable recreational programs for our youth should be offered and a safe environment in our parks should be priorities for the Parks and Recreation Commission. 12. On my personal "wish list" would be a wide variety of very affordable youth and s~nior programs, parks would be provided in more neighborhoods and existing play equipment would be updated or replaced for safety ~onsiderations, and the city would build a Parks and Recreation fa~ility. 13. In my opinion, th~ city should discourage any use of unsafe recreations equipment. 14. An ideal community to me is one that is safe for my family~ and has various oppo~-~tunities to meet other people and be actively involved. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OFUKIAH APPOINTING ONE CO~ISSION~RTO TH~ PARKS ANDRECREATION COMMISSION ANDONE TO THE PLANNING COMMISSION The City Council of the City of Ukiah does hereby RESOLVE: is appointed as a Commissioner on the Parks and Recreation Commission to a term which expires June 30, 1996. is appointed as a Commissioner on the Planning Commission for a term which expires June 30, 1996. PASSED AND ADOPTED this day of , 1993 by the following roll call vote: AYES: NOES: ABSENT: ATTEST: Fred Schneiter, Mayor Cathy McKay, City Clerk ITEM NO. lla DATE: August 4, 1993 AGENDA SUMMARY REPORT SUBJECT: CONSIDERATION OF FISCAL YEAR 1993-94 GRANT FUNDING REQUESTS FROM COMMUNITY-BASED, NON-PROFIT ORGANIZATIONS The City Council is aware that all Fiscal Year 1993-94 requests from community-based, non-profit organizations for grant funding assistance from the City of Ukiah were def.~rred until after the State Budget was adopted, and our own City's financial situation was better known. The Council is also aware that our annual Grant Funding Assistance Program to community-based, non-profit organizations is wholly dependent on the fiscal condition of our General ]~und, and our financial capacity to meet our first priority of maintaining pr~sent levels of essential municipal services. While the staff is pleasE~d that we can recommend continued grant funding assistance to these very worthwhile organizations this year, we cannot be certain of what the status of our City's Grant Assistance Program will be from one fiscal year to the next. (Continued on Page 2) RECOMMENDED ACTION: City Council approve grant funding assistance as recommended by staff. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Request alternate funding amounts 2. Disallow or defer funding requests at this time. Acct. No. (if NOT budgeted) N/A Appropriation Requested: N/~ Citizen Advised: Various Nc,n-Profit Groups Requested by: City Council Prepared by: Charles L. Ro~.gh, Jr., City Manager Coordinated with: Attachments: 1. Grant a~plication proposals Acct. No.: 100-1945-690 Community Outreach APPROVED~ ~~ ~~~ Cm4 ASR Funding Our FY 1993-94 Budget does include a General Fund appropriation of $37,000 for grant assistance funding f~r community based, non-profit organizations. A $4,000 maximum grant alloca;ion, or cap, per organization was established for this fiscal year to insure that some portion of the limited funding available is distributed to as many of these worthwhile non-profit organizations as possible. This was reduced from the $5,000 cap we established for FY 1992-93. The City received nine applications for grant assistance as opposed to seven last year. Total requests amounted to $35,500 as opposed to $37,800 last year. The individual grant application proposals, as well as the staff's recommendations are as follows: ORGANIZATION FUI~DING STAFF RE¢IUEST PROGRAM FUNDED RECOMMENDATION The Ford Street $4.000 Caretaker Program $4,000 Program Ukiah Senior Citizens Center $4,000 Senior nutrition and $4,000 home deliveries The Youth Project $4,000 Match towards other $4,000 Federal/State funding for wide range of youth services Project Sanctuary $4,000 Shelter and Day Care $4,000 Program Plowshares $4,000 Installation of insulation $4,000 in dining room Ukiah Community Center $4,000 Expanded Emergency Services $4,000 Program (ESP) Community Care Mgmt. Corp. Multi-Purpose Senior Services Program $4,000 Medication, counseling, $4,000 in-house help, Meals on Wheels, etc. Mendocino Big Brothers/ $4,000 Big Sister Teen, Infant, Adult (TIA) Program $4,000 Nuestra Casa $3,500 Parenting Skills Education $3,500 Program TOTAL $35_, 500 TOTAL $35.500 For your benefit, the Council has been provided copies of the grant proposal applications, and representatives of each of these organizations will be present to briefly describe their respective proposals. Each of these organization is providing highly important services to the citizens of our community, and doing so, despite considerable financial challenges of their own. The limited assistance that the City is financially able to provide goes a long way in serving the needs of a great many of our citizens in these difficul- times. Therefore, staff recommends approval. R:Cm4 ASR Funding 300 UKI^H, CA 95482-5400 · AD, MIN. 707/463-6200 · PUBLIC SAFELY '~63-6242/6274 · · FAX # 707/463-6204 · COMMUNITY SERVICES APPLICATION FOR FUNDING Applicant/Organization FORD STREET PROJECT Address 139 Ford Street, Ukiah, CA 95482 Date 5' 1 9-93 Executive Director Mark Rohloff Name of Contact Person Mark Rohioff Phone _(707)462-1934 Title of Contact Person Phone _ Profit xx Non-Profit Date incorporated May 14, 1980 (please attach evidence) How long has your organiza~_ion been in existence? 20 ~zears (1993) Project Title Caretaker Position Ford Street Guest House (139 Ford Street) Project Location Location(s) of additional facilities operated by your organization: 748-754 War~?,n Lan~, ~kLah~. CA 95482 Description of total agency activities or services provided: Shelter, Transitiona housing for homeless w:.th related services. Alcoholism services, inclu ding, detoxification, c~utpatient counseling and Drinking Driver Program Ford Street provides crisis intervention services. Does your agency have an approved Americans with Disabilities Act Plan? No, but a plan is being developed and will be completed by October, 1993. 'V,/e Are Here To Serve" Does your agency have a civil rights affirmative action policy or plan? Yes Does your agency have a sexual harrasment policy? Yes 4,000 Total project cost $ 67,000 Amount requested$ APPLICATION NARRATIVE 1. Describe proposed project and it potential benefit to the City of Ukaih: Ford Street is requestin9 $4,000 to pay for the services of a caretaker at the Guest House. This position is of crucial portance to the operation of the Guest House The Guest House continues to have considerable benefit for t~e City of Ukiah in that it houses and feeds persons who would otherwise tax the resources of the City. The caretaker cooks meals for the residents, organizes a duty roster for residents and maintains laundry on a daily basis. The caretaker also lives upstairs in the men's dormatory to handle potential p~oblems. Without this position, it would not be possible to open, ate the Guest House. 2. Describe the specific needs your project addresses: The needs addressed by this project are the care and feeding of Ukiah's homeless population. It also addresses a major need of being able to observe and resolve resident problems. The Guest House it~elf addresses an important need in the community in that it is the only homeless shelter which serves the general population. The Guest House also provides the only non-medical detoxification services in Mendocino County. Be Describe the geographical area of impact affected by this proposed project: The primary geographical area of impact affected by this project will b,~ the Greater Ukiah area. However, users of the Guest House are not restricted to this locale, though Ukiah residents constitute a continuing large majority of those who utilize Guest House services. 4. Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents: The Guest House houses a population with whom residents have, in times past, expressed discomfort or fear. These residents benefit when homeless people have their needs for food, stelter and human companionship met at the Guest House and are thus not taxing other local resources. 5. Describe how your prog?am will coordinate with others in providing similar services to this area and compliment, rather than duplicate their efforts: Ford Street continues to coordinate its services with other Ukiah-based agencies, including the Ukiah Community Center (for referrals), the Community Development Commission(technical assistance, including grant preparation), Project Sanctuary(when we have clients in common). Ford Street also works closely with the Department of Mental Health and the Division of Alcohol and Other Drug Programs with regard to specific client populations. 6. Where in Mendocino Connty are similar services provided and by whom: Similar shelter se~vices are provided on the coast by the Hospi- tality House. Inland, shelter services are provided for women and children by Project Sanctuary, as relating to domestic violence. Ford Street's detox services are performed by no one else in Mendo- cino County. CM/COMMUNITY BUDGET DATA 1. Describe the current sources of your organization's funding: Our current sources of funding are local government (Department of Public Health, .Social Services, Public Health), Federal 9rants (HUD), Stat=_(FESG, ESP), client fees, rental income, fundraising and dominations. 2. Describe the anticipated sources of your organization's funding: Most of the above sources are expected to contribute to Ford Street this year. In addition, Ford Street is hoping to secure some funding from United Way to expa~d its childcare program. However, Ford Street is likely to receive fewer state funds in 1993-4, and one of its Federal grants is ~ot likely to be renewed. Be Describe other sources, if any, that you have applied to for funding this project: State of California Emergency Shelter Program. We received funding for emerger~.cy shelter services, but the funding was insuf- ficient to cover tkis position. 4. Describe your proposed program budget (specify revenues, by sources, as well as expenditures, by type): Caretaker position: $300/Month x 12 months = $3,600 Fringe (Wkrs Comp/meals)= 400 Total Request to City of Ukiah $4,000 e If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much: $3,800 last year, for a partial childcare teaching position. APPLICATION ATTACHMENT CHECK LIST: 93-4 Budget currently being prepared. Copy of agency budget for 1993/94 Will forward to City Staff by 6-8-93. xx Copy of organizatior by-laws (not applicable if you have already submitted one) XX XX Copy of most recent agency audited financial statement Evidence of incorporation, if applicable Copy of application(s) for funding submitted to other agencies to receive funding during 1993/94 RE CO~ &Company Members of American Institute of Cen~C,.ed Public ,4ccountants Members of Californ. ia Society of Certified Pul:lie ,4ccountant.~ Board of Directors Tim Ford Street Project, l~c. Ukiah, California January 28, 1993 INDEPENDENT AUDITORS' REPORT We have audited the accon~panying balance sheet of The Ford Street Project, Inc. as of June 30, 1992, and the related statement of support and revenue, expenses and changes in fund balances for the year then ended. These financial statements are the responsibility of the Ageno,'s management. Our responsibility is to express an opinion on these financ;al statements based on our audit. We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and the requiremenls of the federal Office of Management and Budget Circular A-133. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, o~ a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and signific:tnt estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. · In our opinion, the financial statements' referred to above present fairly, in all material respects, the financial position of The Ford Street Project, Inc. as of June 30, 1992, and the results of its operations and changes in its fund balances for the year then ended in conformity with generally ar cepted accounting principles. The financial statements referred to in the foregoing opinion are set forth on pages 3 to 8, inclusive, o.~ this report. Our examination was made primarily for the purpose of expressing an opinion on these basic financial statements taken as a whole. The additional information inclt,::ted ill the report on pages 10 to 24, inclusive, is presented pr/ma.,'ily for supplemental analysis purposes and is not a required part of the basic financial statements. '~ a~,d~ Iph E. Scot! & Cc.,rnpany ,, 810 F, fth ,Ave, Suite 100. gan Rafael. CA. 04001 · Bus (415) 485-18g'~ · Fax (41 q) 485-4; 357 t Board of Directors The Ford Street Project, Inc. January 28, 1993 This additional information has been subjected to the audit procedures applied in the examination of the basic financi:::tl statements and in conformity with all applicable laws, regulations and subgrant requirements. In our opinion, this additional information is fairly presented, in all material respects, in relation to the basic financial statements taken as a whole. Certified Public Accountants Members of American Institute of Certified Public l[tembers of California .~ociety of U~tified l~,.bllc THE FORD STREET PROJECT, INC. BAI.ANCE SIIEET JUNE 30, 1992 {'With Comparative Totals for 1991.) ASSF. TS C [JI.H~,I!NT ASSI'~TS Cash Grants receivable Accounts receivable Prepaid expenses Due (to) from other funds TOTAL CI. JI,),RENT ASSETS PROPERTY AND EQUIPMENT (Note C) DEPOSITS LIABIIJTIES AND FUND BALANCE CURRENT LIABILITIES Accounts payable and accrued expenses Due to funders Deferred revenue (Note D) TOTAl. CUI,),I~.I:.NT IJABII.I'I'IES CONTINGENCII.~S (Note F') FUND BALANCI~ (Note I!) Unrestricted Restricted Funds Funds $ 8,978 ____L~_9,2340 (20,256) 5,789 $ (14,467) ____(14,467_) $ (14,467) $ 9,215 1,810 2,384 5,477 29,234 48,120 2,170 $ 50,290 $ 35,194 1,207 13~889 50,290 0 $ 50,290 Total All Funds 1992 1991 18,193 1,810 2,384 5,477 0 27,864 31,219 2,650 5,333 2,601 0 41,803 5,789 2~170 35,823 2,477 2,170 $ 461450 35,194 1,207 13,889 50,290 32,053 13,490 45,543 ( 14,467J $ 907 46,450 See Notes To Financial Statements. 3 II TIlE FORD STREET PROJECT, INC.. STATEMENT OF SUPPORT AND REVENUE, EXPENSES AND CItANGES IN FUND BALANCES YEAR ENI)EI) JUNE 30, 19)? .(--~!h Co_m_parative Totals f(r 199 I) S U !' 1 ' O R T A N 1) R. I:. V I,:N U I:. i:cdcral granls State of California County of Mcndocino City of Ukiah Donations Client fees Child care fees Rental income Fund -raising Interest Other EXPENSES Salaries and wages Employer taxes Employee benefits Food Supplies Occupancy Client support Insurance Outside services Repairs and maintenance Travel and training Postage and printing Telephone Interest Assessment Other Depreciation EXCESS (DEFICIENCY) OF SUPPORT AND REVENUE OVER EXPENSES TRANSFERS (No~e E) FUND BAI.ANCE, beginning of year as previously reported PRIOR PERIOD ADJUSTMENT (Note B) FUNI) BAI.ANCE, beginning of year as restated FUND BALANCE, end of year Unrestricted Restricted (;cneral & Alcohol/Drug Emergency llousing & Fund-raising 'l¥calment Services Child Cmc $ $ $ 8,703 $ 76,431 35,491 6,279 3(.,0 1 ,.340 42,096 18,4 57 2,573 67,641 1,160 110 126 208 1~124 79,184 13,932 28,338 36,593 25 9 77~779 119~095 _ 65r225 1.58,081 6,376 8,895 36209 Total All Funds 61,854 49,652 97,848 5,143 4,091 8,070 8,430 5,672 13,799 14,109 1,689 1,899 1,888 5,413 12285 5,242 51,468 496 1,183 540 4,988 2,059 2,:~D4 3,6.56 975 3,579 1,633 899 379 371 363 575 541 1,641 991 1,066 3,809 5,245 523 1,292 954 $ 87,887 $ 70211 0 61,500 125,854 161,410 0 2,000 7,979 5,979 60,553 55,627 28338 30,484 39,166 58342 67,641 40,195 1,29 5 1,471 1,467 1,7.58_ 640 _ 1,438 53,5.58_ 24221 _ 146,41~ 907 6fi18 ____ 7,725 $ L~4, 420,180 488,977~ 209354 198,424 17304 17358 27,901 16,431 15,798 13,691 15,576 19,567 77,890 153,111 496 2,810 6,711 7,511 44,428 20,780 6,187 11,.589 1,649 1,592 1,479 1,510 3,698 5,815 0 495 9,0.54 2,134 3,409 1,908 1 ~438 1 ~896__ 101,063 91,010 196~741 442 r372 .. 477~122 18,032 (25,785) (38,660) 122,192) 11355 118,032) 25,785 38,660 0 0 0 0 0 0 0 0 $ 0 $ 907 (10,948) 6,818 7,725_ __ (10,948) 907 See Notes to Financial Statements. THE FORD STREET PROJECT, INC. NOTES TO FINANCIAL STATEMENTS YI:.AR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE A - GENERAL AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES General The Ford Street Project, Inc. (the Agency) is a private nonprofit public benefit corporation established in 1980 to address the issues of alcohol rehabilitation and related problems in Lake and Mendocino Counties. In 1987 the Agency changed its name from Alcohol Rehabilitation Corporation to The Ford Street Project, Inc. and expanded its services to include emergency shelter and transitional housing. During 1990, the Agency opened a licensed child care facility to provide child care services to its clients and the general public. Basis of Accounting The Agency maintains its accounting records on the accrual basis. Fund Accounting The Agency has established separate funds to ensure the observance of limitations and restrictions placed on the use of resources provided by the grants. Separate accounts are maintained for each restricted fund. Restricted Funds Operating funds restricted by the donor, grantor, or other outside party for particular operating purposes are deemed to be earned and reported as revenues when the Agency has incurred expenditures in compliance with the specific restrictions. Sucli amounts received but not yet earned are reported as deferred revenue. prepaid Expenses Prepaid insurance and other cost.,; are expeused ratably over their respective terms of agreement. THE FORD STREET PROJECT, INC. NOTES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 199-1) NOTE A - GENERAL AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Property and Equipment As further discussed in Note C, property and equip~nent are recorded at cost and depreciated using the straight-l:ine method over the estimated useful lives of the respective assets. Property and equipment purchased with restricted funds are expensed in the year of acquisition in accordance with the terms and conditions of various grant awards. During the year ended June 30, 1990, the Agency completed the construction of a multi- family housing and child care facility in cooperation with the Mendocino County Community Development Com~nission (MCCDC) on property owned by MCCDC. The Agency conducts ad~ninistrative and program operations on an adjacent site also owned by MCCDC and leased to the Agency at no cost. Allocation of Expense5 Expenses are allocated to various program and support services based upon employee time spent on various duties and detailed analyses prepared by management. Income Taxes The Agency has received tax exempt status under Section 501 (c) (3) of the Internal Revenue Code, and Section 23701 (d) of the State of California Revenue and Taxation Code. Financial Information for 1991 The financial information for the year ended June 30, 1991, presented for comparative purposes, is not intended to be a complete financial statement presentation. Additionally, certain reclassifications have been made to the 1991 comparative totals to conform to the classifications used in 1992. THE FORD STREET PROJECT, INC. NOTES FO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE B- FUND BALANCE The Agency adjusted its July 1, i[991 beginning fund balance to reflect additional revenues earned under its Supportive Housing Demonstration Program (S.H.D.P.) funded by the U.S. Department .of Housing and Urban Development. NOTE C- PROPERTY AND £QUIPMENT At June 30, 1992, furniture and equipment consisted of the following: Furniture Equipment Less accumulated depreciation 5,344 14,052 19,396 13,607 5,789 NOTE D- DEFERRED REVENUE At June 30, 1992, deferred revenue consisted of the following: U.S. Department of Housing and Urban Development- S.A.F.A.H. NOTE E- TRANSFERS Transfers represent the allocation of unrestricted funds to restricted programs to over current year operating deficiencies. TIlE F~ORD STREET PROJE~__QT,CT INC. __ NOTES _TO FINANCIAL STATEMENTS __ YE~:_~R ~NDED JUNE.. 3,:_~0 1992 (Witl___~',~arative Totals for 199-1) NOTE F- CONTINGENCIES The Agency has a significant deficit fund balance. The ability of the Agency to continue operating depends on the effectiveness of its revenue generation and cost containment efforts. Based on contracts and contracts actually received through the date of this report, management is of tile opinion that tile Agency will meet its budgetary goals, and reduce the deficit. The Agency has not yet completed its negotiations w/th the U.S. Department of ltousing and Urban Development regardi~tg final determination of amounts earned under its S.D.H.P. grant which expires in February, 1993. Grant awards require the fulfillment of certain conditions as set forth in tile instrument of grant. Failure to fulfill the conditions could result in the return of the funds to the grantors. The Agency deems these contingencies remote since by accepting the grants and their terms it has accommodated the objectives of the organization to the provisions of the grants. The Agency's management is of the opinion that the organization has complied with the terms of all grants. e . OFFICE OF THE SECRETARY OF STATE (:() ti i;()t~,.'\'l'l()N I)IVISI()X 1. :~1 .~.I{CI'I F()NC E (.;.Scc, retarx' Stat(~ (')f (;alif~)r~.i.~, t.,.('r('l)x' certify. of State of the ~[~l-~:~t th(, ~~x,. ~({ t'ra~script has been compared with ttie c,~rl'~orat¢~ r~c,,~rc{ ~file in this off~ee,' of which it pt~rl~'~rts t~ t~, ~ ~'~t'~'- and that same is full, true and c~>r c t., IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this M/'-~ 2 6 q987 CERTIFICATE OF AMENDMENT OF ARTICLES OF INCORPORATION MAY 2 6 1987 DIANE KNOX and[ MILDRED KILGORE certify that: IJ/RI~ FONG £U, Secretary of State They are the president and secretary, respectively, of ALCOHOL REHABILITATION CORPORATION, a California Corporation. 2. Article ONE of the Articles of Incorporation is amended to read as follows: "The Name ~of this Corporation is: FORD STREET PROJECT." Article TWO of the Articles of Incorporation is amended to :~ead as follows: "This corporation is a nonprofit public benefit corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law of the State of California for charitable purposes. The specific purpose for which this corporation is organized is the operation of a charitable organization to provide services to the homeless, as well as alcohol and drug abusers. The ser- vices shall include, but not be limited to, the operation of an emergency shelter, as well as the provision of information and support services." ., Article FOUR. (b) of the Articles of Incorporation is amended to read as follows: "Upon the winding up and dissolution of this cor- poration, its assets remaining after payment of, or provision for payment of, all debts and lia- bilities of this corporation shall he distributed to a nonprofit fund, foundation, or corporation that is operated exclusively for charitable purposes and that has established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code." Article FIVE (a) of the Articles of'Incorporation is amended to read as follows: "This corporation is organized exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code." 05) "Notwithstanding any other provisions of these Articles, the corporation shall not carry on any other activities not permitted to be carried on (i) by a corporation exempt from Federal Tax under 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Inter- nal Rew~.nue Law) or (ii) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code." Article FIVE (lb) of the Articles of Incorporation is amended to Article FIVE (c). The text shall not be amended. 3. The foregoing amendments of Articles of Incorporation have been duly approved by the Board of Directors. This Corporation has no members. We further declare under penai'~ of perjury under the laws of the State of California that the matters set forth in chis certificate are true and correct of our own knowledge. '- DATE DIAI~E KNOX, Presid'ent MILDRED KILGOR~/ecre~ary Internal Revenue Service District Director Department of the Treasury Alcohol Rehabt].tCacton Corporation 139 Ford Street Uk.tab, Ca. 95482 Employer Identification Number:. 94-2825212 Accounting Period Ending: September 30 Foundation Status Cl&ssificaUon: 509(a) (1) and 170(b) (1) (A) (vi) Advance Ruling Period Ends: September 30, 1984 Pm~m to commit: Desk Officer Contact Telephone Number:. (415) 556-5353 Dear Applicant' Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section §01(c)($) of the Internal Revenue Code. Because you are a newly created organization, we are not now making a final determination of your foundation status under section §09(a) of the Code. However, we have determined that you can reasonably be expected to be a publicly supported organization described in section 509(a)(1) and 170(b)(I)(A)(vt). Accordingly. you will be treated as a publicly supported organization, and not as a private foundation, during an advance ruling period. This advance ruling period begins on the date of your inception and ends on the date shown above. Within 90 days after the end of your advance ruling period, you must submit to us information needed to dete~line whether you have met the requirements of the applicable support test during the advance ruling period. If you establish that you have been a publicly supported organiz&tion, you will be classified as a section ' §09(a)(1) or §09(a)(2) organization as long as you continue %o meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, you will be classified as a private foundation for future periods. Also, if you are classified as a private foundation, you will be treated as a private foundation from the date of your inception for purposes of sections §0?(d) and 4940. Grantors and donors may rely on the determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you submit the required information within the 90 days, grantors and donors may continue to rely on the advance determinat:,on until the Service makes a final determination of your foundation status. However, if notice that you will no longer be treated as a section-.170(b).(1)(A)(vi) organization is published in the Internal Revenue Bulletin, grantor~ a~d~du,urs may not rely on this determination after the date of such publication. Also, a grantor or donor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act that resulted in your loss of section 'lT0(b)(1)(A)(vi) status, or acquired knowledge that the Internal Revenue Service had given notice that you would be removed from olassificatl6n as a section 170(b) (i) (A) (vi) organization. 509(a) (1)* P.O. Box 36040, San Francisco, Calif. 94102 (w., Le~er 1045(D0) (6-77) If your sources of support, or your purposes, character, or method of operation change, please let us know so '~e can consider the effect of the change on your exempt status and foundation status. Also, you should inform us of all changes in your name or address. Generally, you are not liable for social security (FICA) taxes unless you file a waiver of exemption certificate as provided in the Federal Insurance Contributions Act. If you have paid FICA taxes without filing the waiver, you should call us. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the ,=ode. However, you are not automatically exempt from other Federal excise taxes. If you have any questions about excise, employment, or other Federal taxes, please let us know. . · Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate .and gift tax purposes if they meet the applicable provisions cf sections 2055, 2106, and 2522.of the Code. You are required to file Form 990, Return of Organization Exempt from Income Tax, only if your gross receipts each year are normally more than $10,000. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. The law imposes a penalty of $10 a day, up to a maximum of $~,000, when a return is filed late, unless there is reasonable cause for the'delay. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T. In this letter, we are not determining whether any of your present or proposed activities are unrelated trade,or business as defined in section 513 of the Code. You need an employer identification number even if you. have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you wil[~ be advised of it. Please use that number on all returns you file and in all co:rrespondence with thg Internal Revenue Service. Because this letter could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, Dis~ric~ Director Letter ],045(130) (~.-77) See A~ached. BYLAWS OF FORD STREET PROJECT (Incorporated under the Laws of Californla) ARTICLE I NAME, OFFICES, OBJECT Section 1. The name of the corporation, hereinafter # referred to as the "corporation, FORD STREET PROJECT Section 2. Until further order of the Board of Directors, the principle office of the corporation shall be in Mendocino County, California. Section 3. The objects for which the corporation is formed are set forth in its Articles of Incorporation. ARTICLE II DIRECTORS Section 1. The direction and management of the affairs of the corporation and the control and disposal of its property and funds shall be vested in the Board of Directors, which shall consist of nine members. The Board of Directors shall have, in addition to the powers and authority expressly conferred upon it by the Articles of Incorporation and these Bylaws, the right, power and authority to exercise all such powers and to do all such acts and things as may be exercised or done by the corporation as a corporation not for profit organized under the laws of California, to the provisions of the Articles of Incorporation and the Bylaws of the corporation. Section 2. The Board members elected at the first meeting of the incorporators and all other Directors elected pursuant to the provisicns of these Bylaws shall hold office for a term of three years and may be reelected to serve for a maximum of three consecutive terms. Whenever possible the expirations of terms should be staggered so that no more t~an half the Board is up for reelection or replacement at any one time. (Revised 2/91) Page 1 of 5 Section 3. The number of Directors may at any time be increased or decreased as the Directors shall from time to time provide by resolution adopted as hereinafter provided (but never to less than seven nor more than nine) and in case of any such increase the directors shall have power to elect such additional Directors as hereinafter provided. Section 4. Any vacancy on the Board of Directors may be filled by a nominee appi~oved by a 2/3 majority of the Board, with the vote taken outside the presence of the nominee. Approval of a resolution calling fore a change in the number of Directors shall require a simple majority at any Board meeting at which a quorum is present. Resigning Directors are expected to submit the name of at least one person for consideration by the Board as a replacement. Section 5. Directors shall receive no remuneration for services, but may be allowed actual expenses for travel to meetings and reimbursement for other approved expenses incurred in the performance of their duties as Directors. ARTICLE III ~IEETING OF DIRECTORS Section 1. The Board of Directors shall hold one regular meeting during each calendar year for the election of officers and for the transaction of such other business as may properly come before the meeting. The annual meeting shall be held in January and each Board member shall be notified of the time and place at least ten days in advance. Section 2. Special meetings of the Directors may be called by the President or by any four Directors with a written notice to each Board member specifying the time and place of the meeting. The notice shall be delivered in person, by mail, or by telegram at least two days prior to the meeting. If time or distance precludes delivery of the notice in writing, a telephone call with a written follow-up notice will be acceptable. Section 3. The Directors may hold their meetings at any place of their choice and may, at any such meeting, transact any and all business pertaining to the Corporation. A QUORUM consisting of a majority of the Board of Directors shall be necessary for the transaction of business at any regular or special meeting, but the Directors present at any such meeting, although fewer than a quorum, may adjourn the meeting or postpone it to a subsequent date. (Revised 2/91) Page 2 of 5 Any action taken or authorized by vote of a majority of Directors present at any meeting duly called and convened at which a quorum is present shall have the same force and effect as if all Directors had been present and had taken or authorized such action. Attendance of a Director at any meeting shall constitute a waiver of notice by him/her of that meeting. Section 4. Any action required or permitted to be taken by the Board of Directors under any provision of the Articles or Bylaws may be taken without a meeting, if all of the members of the Board, individually or collectively, consent in writing to su30u0e0ch action. Such written consents shall be filed with the minutes of the proceedings of the Board. Section 5. A Director may be removed for cause by a 2/3 majority of the members of the Board at a noticed meeting. The offending Director will not be allowed to vote in such action. Any Director missing four regular and/or special Board meetings in any calendar year may be asked to resign his/her position. ARTICLE IV OFFICERS Section 1. The primary officers of the Corporation shall be a President, VI. ce-President, Secretary, and Treasurer, all of whom shall be members of the Board of Directors. Other offices may be established, as deemed necessary, by a majority vote of the Board. At their first meeting, the Board of Directors will elect an interim President, Vice-President, Secretary, and Treasurer of the Corporation. The interim officers will hold office until their permanent successors are elected at the first annual meeting of the Board of Directors. The officers elected at each annual meeting of the Board of Directors shall serve fcra term of one year and may be elected for up to three consecutive terms. No one person may hold more than one Primary office at a time. Section 2. Any officer elected or appointed by the Directors may be removed at any time by a 2/3 majority vote of the Board of Directors whenever, in its judgement, the best interests of the Corporation will be thereby served. Section 3. The remaining portion of a mid-term vacancy of any office may be filled by a candidate receiving a majority vote of the Board of Directors. Section 4. The President, Vice-President, Secretary and Treasurer will constitute the EXECUTIVE COMMITTEE. The Board may delegate to the Executive Committee any of the powers and (Revised 2/91) Page 3 o£ 5 authority of the Board in the management of the business and affairs of the Corporation, EXCEPT with respect to: a) The approval of any action which, under law or the provisions of these Bylaws, requires the approval of a majority of the Board. b) The filling of vacancies on the Board or on any committee which has the authority of the Board. The amendment, adoption, or repeal of the Bylaws. Board. d) The amendment or repeal of any resolution of the e) The appointment of committees of the Board. f) The approval of any transaction to which this corporation is a party. By a majority vote of its members, the Board may at any time revoke or modify any or all of the authority so delegated. The Executive Committee shall report directly to the Board from time to time as the Board may require. ARTICLE V POWERS AND DUTIES OF OFFICERS Section 1. The President shall be the chief executive officer of the Corporation and shall preside at all meetings of the Board of Directors. He/she shall be responsible for the general supervision, direction and active management of the business and affairs of the Corporation. He/she shall see that all orders or resolutions of the Board of Directors are carried out. He/she shall execute all contracts, deeds, bonds, and other instruments in writing authorized by the Board of Directors. He/she shall have the general powers of supervision and management usually vested in the office of the President of a corporation not for profit under the laws of the State of California. In cases of emergency the President shall have all the authority vested in the Board of Directors, and may make such decisions as he/she deens necessary, in the best interest of the Corporation, to resolve and/or meet the emergency. Any such emergency action shall be reported immediately to the members of the Board and will be voided if not formally approved by the Board at a meeting to be held within three weeks of the action. Section 2. During the absence or disability of the President, the Vice Pre~ident shall exercise all the functions of (Revised 2/91) Page 4 of 5 the President. Section 3. The Secretary shall be responsible for keepin9 the records of the Corporation under the supervision of the President and of the Board of Directors, including the permanent records of a].l minutes of meetings of the Directors, which minutes shall be signed by him/her as Secretary. He/she shall have charge of ail such additional books and papers as the Board of Directors may direct. He/she shall in general perform all such duties as are incidental to the office of a Secretary of a Corporation not for profit under the laws of California. Section 4. The Treasurer shall have charge and custody of, and be responsible for, all funds and securities of the Corporation, and deposit all such funds in the name of the Corporation in such banks, trust companies, or other depositories a~ ~hall be ~elected by the Board 0~ Directors, The Treasurer shall receive, and give receipt for, monies due and payable to the Corporation from any source whatsoever. He/she shall disburse or cause to be disbursed the funds of the Corporation as may be directed by the Board of Directors, taking proper vouchers for such disbursements. He/she shall keep and maintain adequate and correct accounts of the Corporation's properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses. Books of account and financial records shall be exhibited at all reasonable times to any Director of the Corporation, or to his or her agent or attorney, on request therefor. An account of any or all of his or her transactions as 'Treasurer and of the financial condition of the Corporation shall be rendered to the President and Directors, whenever requested. He/she shall prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any required by law, by the Articles of Incorporation of the Corporation, or by these Bylaws, or which may be assigned to him or her from time to time by the Board of Directors. CHANGES TO THE BYLAWS The Bylaws shall be reviewed by the Board of Directors at ]east once every five years. Changes in the Bylaws may be recommended at any time and must be approved by a 2/3 majority vote of the Board. (Revised 2/91) Page 5 of 5 Ukiah Senior Center Building Community · Bridging Needs May 28, 1993 Charles Rough, City Manager City of Ukiah 300 Seminary Ave Ukiah, Ca 95482 Dear Chuck, Enclosed is our application for funding under the City's Grant Assistance Program for fiscal year 93/94. Please let me know if you need any additional information. Thank you for your consideration. Sincerely, Lynn Wood Executive Director LW:cjl 499 Leslie Street · Ukiah, CA 95482 · 707-462-4343 300 SE! UKIAH, CA 95~[82-5400 · ADMIN. 7071463-6200 · PUBLIC S,A.cE'IY 463-624216274 · · FAX # 707/463-6204 COMIqUNIT¥ SERVICES APPLICATION FOR FUNDING Applicant/Organization Ukiah Senior Ce~er Address 499 Leslie Strmmr Ukiah~ Ca q5482 Executive Director Lynn Wood Name of Contact Person ..Lynn Wood Title of Contact Person Executive Director. Date May 24, 1993 Phone 462-4343 Phone 462-4343 Profit X Non-Profit Date incorporated 1972 (please attach evidence) EXHIBIT A How long has your organization been in existence? 21 years Project Title Senior Nutrition - Congregate & Home Delivered Meals Project Location 495 Leslie Street. Ukiah, Ca 95482 Location(s) of additional facilities operated by your organization: N/A Description of total agency activities or services provided: See Exhibit B Amount requested$ 4,000 Total project cost $ 159,426 Does your agency have a civil rights affirmative action policy or plan? Yes Does your agency have a sexual harrasment policy? Yes Does your agency have an approved Americans with Disabilities Act Plan? Yes '~Ve Are Here To Serve~ '1'1,'1.: ~l:l','tCFl':~ IIKIAll .~EN[OI't C I'I'I:-:I-~Ii:' CENTER, ltiC. Ar:'Y i C'I.E:; 0!: · . . . . AICI']CI,E [. . 'P!ii.: gi~..'-~.~'7::."' I:K!A1.~. :iI-:..'IIOR ClTIZI{IIY, CEiITI.'.R, !U(.'. · . ARTIcLI".' ':'he ~,ui'l'-',:'(':i l',:,' wl~lc.~ this ¢orpor'.'ttlorl l:: ;'orme:! are- ·  " ": (:,i '.'.'1~*' ::~,c,'.'ll'lc :lrtd p~'lm:~ry puroo::c:: o!' thl:: - T. . - !.%~'";,'-,'i' "' . ~'"_ .. Lei :'prey ! dc.. :,'.. ~.,,:-':t lu~. I~lh,:o £O:r '-.':enl¢.:, ,: ! [ l ::,.,,:: r,,,. ::~,,. I :, 1 :-:, -'.h,~r 1 ,--:;, '_r,,lUe'.-ft J°n i~,i.-~po:~e:-., .nei'{l~e aCl. ivl i.-::; and - :.-., · , -. ,. '.'.-. . . . _ . c IL'i :~,',,' u I,~o'~"~,,,, I L 1 e: cenUer-~'-' - .- -~: :-- ~ .... -- . . . " 'l'.~-c' ~'(..'l,:r'ilI pUI'pOII(-~g 'Ri"id Do~OI':I o · :ti]._ r!~.h{::.:,nd p>~o~,~-con£erred on no~-nrorlt th,: la~= or C.',]t:',~,.nla, lnc!udin/:-the power ~o con~ract, ,'.?nL, hu.v . . -oi'-,i::cl].. Ocr.~or,.-iI 'or r~ql' Prolvel'ty-. prq~lded, h,~wcver, th:,L {;his · .' - · col'.r, ol-atlb~ :;il:ti [ II(,t, 'exce.r.t.to · . _ In :][J.v act:trill',::,g. o,..--xerel.-;e arty . . . ' ¢,C the ~'Jm:tr':: t.,lr:-,~.-.e= oF tKl~ cor'oor:,tlon. · !)o:.lcr~. Lief:; c()~l,,)T':iLlon :lh~lll riel (~ni:al.-.c in .a(.'t. ivlLI(::: t!lnt ir, L!](-',l.-.,"lv~.'.~ .q'.'o ~,)~ In l'urth¢-rarlce oi' t. ho pu~.po.J(-.~ 2et. l'or'Lh i~; :",:"'t'({'Jrll~. :;L.l'J..(~t'l('fi.?. Oj~ pill'l',O=O= 3h~ll :,~"l".,J';,tJotl L¢~ c:~.l"l"y on any hcLJ. vJL:/ I'Ol' 32 · . . T!jl.q covr,or:,tiotl !~ °r~;anzlcd ander ':he Geneva1 Non-~'rol'lt C(,rporutio- L',w of thc State oC California.- ARTICLE IV. .. -, Thc county In thl:] state where the prlnclpa] office for thc , . tT-at~z'~c~lon',," tl~e bu ness of the corporation ls to be located Is . x · ;<et,'l,'~c114o Co,Ir,tv, - ':: ': '"'" .. -' ' -. . . -, . ...' -.. ~lelCLE'V:.. -'. . . < : ... :- :'!.:L~.- 'l*he'r,:,mc:.nnd ';qqd?eg'~e~:"O~.'the--person~- -- -- -' - who a~e to act tn thc -.,. . c:,r:,clty~of.-.dlrectOr:' until of thclr ~ucce~nor: are: ;th'~'.:Selec t lea " : ..-.. . :. ~ .: :..>-. . -:: .. ?- k4- :...:f --.:j ' - .. - . - . ..... ~' . ".. AL ELDR]CK- ~ ..'- -' -:-9a9'.~.' Sta~dley ~t., Ukiah, Ca]if. . . .. .. - . . . . . CLAUDE-~I'RII4BLF,~. - .... .-.~qS0 Lute Ave., Uklah, Calif. - --.'. ' '.- . -- .~i '.:.*-j.. ..'/ . : ~ .~ · . .... .. _....>~.:'.~.' ,..'~.-~;':.~/:7.=::~: .: '.'-:...,...~..~[~;.~:-~ -'. ' -. :' -:" ".-::'-::",:'...,":-'ti. <. ~'- --: ' - ' - . _ . . -: . , ~ .....:.~.._ . .-.~.~, ..~- : . ~- ..:: * : - . ._.~- .-'. ' - ':CEORGE-~ARTL~:Z*.-;:;e.>:~:5-~;~,S;:~-,Bu~h SC.~ Uklah~ Calif. . '. '- ' - : ' " - ' - : ;"~, '.. ''. "' ' r' ' '. - .. ~' ;~ ' *.~-.~' - - - - '*' ~ ~ .. .- ,-_.. . .. - .... ;: ,- .. ~ .~ .-; ~-~.~ - .,. - ..- . ~ .' ( -.. --..- ~AY~E. KER~:c~,.,.~.:~.;::-~-:,:¢;.~-~;-~O;.- Box 309, Calpella, .ali,. . ~ . ' '- ~ *: - -. - '-. - <- :~<",L;';c.:'-;~'~''':~ l--~ ; '-- -.' ' .--..:: ':.::=~.~.S,he.:~a~cI~ea,r, umhe~:~a~-quall~tcatXon or momber= or the . : .- ......:-k-..: -< :-~-, . --. -. :- ~-;,.-:~:~::. · ,.:.~; ~').~ - .:.. ::(.---. - .- .~. . . . · ._.- - .' · ... . - ~ ' -ra.~/?:-'-,~ . r ~-:.: . ..:q, .. tr., :. :~-.~ ~.;~ :~1.;~,. ~. . - ,~ _ .- ' -: :,-. . .:-covpox-atiorG-' the~.~l~f6erent~'~i~qg~s2o~, membership, lC- any, and the . ... _ - -... '.,q} ;..-- ~ ..:< -. ~;::.: :;'..z:a.??f~:, :~}~.::->:~-~4 ~a'?.~ ';-~-~C2 ' ' : ' ....- ' ,. ' - ~-./: .... ': l---:';-~'L-.~:~-~.:.-'-' .Z~.L:',:~k:'T,/:5't: :-' - .'' ' ' ' .- ' '~ ,," - '. .. - . . -. '~ -.': '- ~ .... ----'t.," ~ ' .'~'''-X ' '- ' "J ' ' ' ~ ' . ;' . ' '-'*' ~.' ..... ~,~,~ ,,:'--~-'-.-:~w,r /~:-,~-:~-~'*.~.. -:.*'~. -*. ....... ,- - ,' .' q41 ~.1 o ~ howover Chnt the ~mber- of . . .- . ... :~.;-~::..,~..~:-~:~-~:,:-~,:-:~;~~::~: ..- __'.- ..... - . . . . .: ---: -. :-.,-.-,.: .... ;..-.~'~;.: ;. . -:., <-_ ~.~:~?.:,~.~Z,,:~<.~.~,:.~L~a~'~ ...... - . . .. .. :.-.' ~ ': ... ~.:-~.?~.'.::f.?:"'~2;5,eF~'~?;.,: (~a~~::yI~Z-.::,'~. - . . .: . - .- .. ~ . . . ~ 4 'P'~ '~ ~ .... ~- '. ' ~" '' ... * -'. . ._ . ' - ' - oe2x.e~:~-~::~'~r~'a~-~'aa~';~.e~a~:duties., compenaaLxon, arm · . ........ - ..... -.,'..,- ' ,- ,..-... ~5~';. :~: . ' -. - . . - 'tenure-;Or.'=orfiee-i~thi"min~er;Y~ff~illtn~.vacancieu on the ~ar~i, ' - "-*- .: - . ~,v.'.'; ,.: j '~t...% :~XYt~¢ -0 :~, . : . ..' , Chi:anr.;r".of.c~l~'~-n~"i~:hOid¥~ ~eecln~6 of dlrecCor~, s~ll be - - ' ' - ,. -"i.-..- .': <-::'- :.~-'::~;~-,'~;:--..~ - - . - . ~ - . ...-~ '~.--.:i . ... '.* ..-.q .*. -; . ~Chted In Che by,la~8..,..;,}:7~- ..h,;i~.!-5'.:..· :: '.:. · ' ~:'. . : -' - '~i~'-'~.:':'. : ' ~ .. ,. . .' -r:l..:o-_,-i ?j.:-~ :;:.~':~_ . :..-. · ' . ".'.... ' :~ [:~:',?."~.AR?IC~'~ltf-- -. ' .. · · . - .. .' -' .~.',.: .-.'.-:'/-:'v;..:v':~:-~..'. · - AnY aCtion'x*eq~'l,:ed.:O~'per'mitted to be taken by the Board of . .I -..'-j' -. .' ' l ' - l)l~ectnrn' *under"any."provialon"~[~ia~ may be taken without a meetlm~, " - .. . ~ ....... ~~ ~~~ -'. .. ~_. ~=~~ -I thc Bo:ltd shall Individually or-c¢)l]cctlvel¥ ~ll be I'llcd wlLh the minutes u£ the proceedlnas of' the i:.~,rd. ",J,:t~ ',etlon b:! wz']tten consent shall have th(: g:~me force or effect .;... the un:,nl,aou': vote of' such directors. Any certificate o,-,1ecu- ,':e~t:; {'lied ur,,lc-[..nny Ur'ovislon-o£ law which relates to actions ~o · t~,F.(:m ~h:ll] "t',lc thr:t tho_ actlon was taken by the unanlmou~ ccr, ne,l~ (:," ;he [;~.,:,;.q ,," !):,',:(:Lorn wlthout.a meetin~ and th',t thc. Ar'.lclo.n ¢,I' . ln;:oroocat'I-,~ authorizes DirectOrs tO no act, arid such atat'ements shall - . : -:~., . . _: . · . , h:~ ~',-lmn F;tc!e :,utorlty. ~-"" " ARTICLE IX .. . D]rn~.'tor.q =hall not be personally liable £or the debts, ll:tbliI- . t!c.s ~r' oBlJ~.z, t lons of the corporation.. · . . ~. . ' . ARTICLE~.x . lqcmber:: o.f thl:; cor'P~ratl0n'_are-nOt.personally ilai.~e for the Lt.s, llabl 1 1 ties, or. obligating: oC:the...co,p,}~.:,tlon.. . - ': . :ARTICLE. xi'~ =- - :-'-.3 ..... ..~..J~ ;.. ':'hJ= corpopution Is ~o~' Org~-lzed, ~0:' . . rt'cunl:iv~ ;~aln or: profit', arrd'~]tV-d'oe~ inet.Contemplate thc dl:tr'Lbutlo~ 'o!' ,Zaln:;, pi'of'it::,: or divide.rids .to..?ho._. . ff, e~bers. '"'tt~,.,'r-{:or :~,,:1 1-.. o-~.:,nt- . - ;:e;! solely' for non-nroflt pu'mposes.. ,_: .. The pl'op!,r, ty of thtu corp~aClch· !ucirrevoCahiY--dedlcated t:) .... . cih:,~'it,,t,l,~ uurponen anti no"par~ OF tho net income or ann°tn of thin or{~anlz;,tion shall ever 2nuP,~' to the %o the benefit of any urlvate OCl'"Orl ' .. -. On t~ie dlssolut~on or w.indlng up .of the corporation It-~ as.ecru remaining, al'ret paynent el', or provlglon Cot payment .of, :~11 debts, ' ,,.,,~i~r,d llabllltle:;, of this corlporntlon shall be dlst~-lb'ute,l to a nor,- · o:'lt rund, I'oun(]attom, or corporation which ls organized and oper- at,:d it:; tnx c×cmr, t ::tutus unaer .~501(c) of the Inlernal Hcvenue Code. Il' ! t~is cO~'l,O;'atlon holds any anset3 in t~'ust, of th(. ~or-~oi'at:lon ~:'i::/:::::~tltl¢,n ibex-el'or by. th<...ht, toi'ne.v_'(;~ne~al or by :~n.v ,'~o,t. ~r~ tho llquld~-~cion,"ln ~ ProceedJn~ ~o t./l~leh the . . --'---APTICLE:'. X'II"- ' _ . .; .. ~ ~ · , . - -,.' ~ - . 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', .... · . .~ - . :'<' '~. .... . . .- .. . - = . . "" "- 'JEAN~.TAYLOH ,' M.D ,.and P ARL ~IGHT, be~nK f~ust duly . -. . . , - . · .~ : .. . - ' ' - . ,l " ' ' ". - -' · ' . ' : ' ' -'C ' '-'.- '- ' d ::Say's': :{: :Tha ~ TAYLOR M D. ' :.'. ~'. ":-. '":-' .{- .- ~ .:'?. i': "~l': ..~: "'=-:.:.: .. . : . - . . . . . . ,~ - . . - -% .-. -.. SE~IIO~: CI~T~ D -"-' 'th ~~Po~A'ted O~oolnt~on ~'- ;~:'- .~-_ · . - the ~Ox'nZ 'A'~X'~']e~ ~ I~6opP~pablon-; '~hi~t the assocXatXon -. . . - . . . . . -. . . ~ . - au~h:O~ized the':-~nde~sX~ned~-':'a's':'t'he '°sliCers, 'to exocd'te the - .. -.. .-..'. . , :. _ . . ~cOPpOPatlo~.' ..... ~ :?...' .:.:....,:.,::_...... -. .. .... ----, ~ 'c..l-;. -; -: .- ':'- .' ' · ...'- ' .... . : ' ~-'-:,' ........ ~ - _ ."1 ~ ' . f. -..., - . : .... ;_.._ . .,;- ..- '~j.~: - .. .- ..:-. ..,. .. .' .''. .. a' -.-"- -%: . .: ' F?'~ ~ - : ' f-' . _. ' .' ~: '. C~--'~.' ~,.'~ ..:-.., " - ... .- . -...:-'_' -". ', :' '- .- . . ".-~ :~.:'- -. ~:'.-.-"..:.''~-~-.?~ ''.":~4,~_--.","':- - -'-:.-..,. :.-L:'-: :-:' ~::'-.,:%:.'.%- ~'~ - :'. *-V %-:'-:??'~. E~ TAYLOR, ~.D., ':- .. ' -,-' ':,'-- . ~ --X-.-'. - '' 3 '.-~. >~-..~- -=--4: '.~:' - '" .' ~ .... ' . . - - -_ . - . ~. z -.. - : ~ · - . . .... ~.~ .%. . ., - . .-- ./- . - ; F - --: "-..-'.:' ':'-'<.'-. ".'-' ~.-~?~::~ %-' "~' ~:~?::~:~?:' ?~-~: '%:%:.? PEARL ~KN.IOllT~:-~eceetar~ '.'l ' "' , : - . ' - i-',- -. ;- - .''- - J' *- ' . ' ' ,': - .-:.- -: ..~ - :- -- . ..-,: ~.- ,::& - .. -, .. - . . " "z "' ' - - ' :',.;:, ''-, -. -.' .'~;'' '. ~':: ' ' 'i' ' ,'.' ,.. '~UbnePXbod 'a~.~-eWoPn '~ '' ' ' ....""'" -- '~o :: be,~o~e:-mo {:'o~. '-- -.~-.-.j__ .- '. ' - n - - '~' :~ .-::..~...--%, ~ 2- -,' ......... :" .o' EXHIBIT B DESCRIPTION OF AGENCY ACTIVITIES AND SERVICES Since 1970 the Ukiah Senior Center has provided programs and services for the elderl~ population in Ukiah. The Center is open five days a week, with re(:reational, social, transportation, and health services available six ,lays a week. Our mission statement reflects a broad based agency c(,mmitted to the overall well-being of senior citizens: "To create pr,~grams which assist seniors in the fulfillment of their social, physical and intellectual needs. To provide the older American with the opportunity to improve the quality of living through maintenance of health and continued useful involvement in the life of the commmfity". PROGRAMS INCLUDE: SENIOR SERVICES Outreach/Information & Referral - Experienced staff is available to lend a hand for counseling, information, referral, and advocacy for Seniors. In-Home Services - the Ukiah Senior Center provides in-home support services to assist the elderly. Support services include: personal care, re:;pite care, meal preparation, housekeeping, escort, and shoptfing assistance. Peer Counseling Prog~mm - Everyone needs a helping hand sometime in his/t~er life. Emotional support is provided through a peer counseling program including both private and group sessions. Social Day Program - The Senior Center operates a five day-a- week social day Iwogram for adults 60 years or older who are isolated, lonely or feel withdrawn as a result of their age or physical limitations; who experience memory loss or disorientation; or 'who would like to engage in activities outside the home Adult Day Health Program - Professional staff works in cooperation with personal physicians to restore and maintain physical health. FINANCIAL ASSISTANCE Tax Assistance- Trained volunteers are available to assist seniors in filing both federal and state income tax returns, and renters and homeowners assistance. HICAP - Assistance ~n filing claims, understanding coverage or in evaluating policies VOLUNTEERS Successful Aging Means Involvement - The secret of a good social life is sharing and opening new vistas through helping others. All of ot~r programs highly depend upon volunteers offering their knowledge, skill, time, and energy. As a volunteer, you enjoy the rewarding opportunity to participate in a :'neaningful way. Art, Fashion and Inleriors - Senior volunteers manage our Boutique whose proceeds benefit the Center. The Boutique is open to the pubti:c and holds rare finds from senior crafts to recycled treasures. TRANSPORTATION Local Transit- The Senior Center has three buses in operation daily, Monday through Friday. The buses are used to transport seniors for medical appointments, shopping, special events, activities and the Center's special programs. The buses are equipped with wheelchair lifts for handicapped. Health Information - The Center strives to provide a framework of physical, legai, and emotional support. Health Education - Th,~ Ukiah Senior Center, through its health education program, seeks to help members and other older Americans stay healthy so they can get the most out of their retirement years. To meet this need, blood pressure testing is offered each week, in addition to our other health education services. Physical Fitness - The Senior Center believes that retirement doesn't necessaril) mean inactivity. Our programs give seniors the opportunity to meet people and stay physically active. We invite seniors to take part in a variety of fun activities. NUTR1TION Senior Lunch Program - The Ukiah Senior Center provides a nutritionally balanced lunch Monday through Friday, from noon to 1:00 p.m. at the Center Dining Room. Our menus, developed by a licensed professional dietician, are changed daily to provide ~ varied selection. Through the nutrition program, seniors enjoy the company of others and have the opportunity to bet:ome involved in other Center activities as well. Donations a~e accepted toward the cost of the meal. Home Delivered Meals - The Meals-on-Wheels program provides home delivery of the same lunches available from the Center for those individuals who find themselves homebound due to illness, disability, or other special needs. The same requirements apply as the regular lunch program. In addition the Center has extended itself into areas that benefit the entire community. This includes: lending space to the Blood Bank, the Red Cross for training programs, the Public Health Department for health screening programs and cardiac support groups; stuffing envelopes for Chamber of Commerce; raising money for the March of Dimes; making lap rob~s for Skilled Nursing Facilities and wrapping presents for the Comm~anity Christmas Effort. When agencies or service clubs in our area have special needs or concerns, they frequently contact our Center because we can and will respond. COMMUNITY SERVICFS FUNDING Quarterly report for the month of MARCH, 1993 Name of organization UKIAH SENIOR CENTER Please list the number ~,f Ukiah residents that were served this quarter and the services that were provided. PROGRAM Congregate Meals Home Delivered Meals Transportation Health Information & Education/ Physical Fitness Tax Assistance/HICAP Outreach/Information & Referral In-Home Services Social Day Program Social/Recreational Activities INDIVIDUAL UNITS OF SENIORS SERVED SERVICE 140 5960 meals 93 4650 meals 85 5270 rides 180 220 635 45 22 575 1160 hours 253 assists 6820 calls 870 hours of service 930 client days 1650 hours of activities Signatu ~'~'fi person and title APPLICATION NARRATIVE Describe proposed project and it potential benefit to the City of Ukaih: See Exhibit C 2. Describe the specific needs your project addresses: See Exhibit C Be Describe the geographical area of impact affected by this proposed project: See Exhibit C e Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents: See Exhibit C 5. Describe how your program will coordinate with others in providing similar services to this area and compliment, rather than duplicate their efforts: See Exhibit C e Where in Mendocino County are similar services provided and by whom: See Exhibit C CM/COMMUNITY EXHIBIT C APPLICATION NARRATIVE . Describe proposed project and it's potential benefit to the City of Ukiah: We are requesting these funds to supplement the $ 15,197 expected deficit in our Nutrition Programs for the 93/94 fiscal year. Our goal is to maintain and improve the physical and social well- being of older persons through appropriate nutrition services. Congregate nutrition is provided in a group setting and consists of the procurement, preparation, and the serving of meals, as well as nutrition education and nutrition counseling. These meals are served five days a week, Monday thru Friday, from 12:00 to 1:00 p.m., at the Center. The hot meals are nutritionally supervised by a registered dietician and designed to furnish a well balanced diet. The menu is changed daily to offer a varied selection. Over 25,000 congregate meals are served annually. Through our Hon~e Delivered Meals Program we also deliver over 14,000 of these same Jneals to seniors who are homebound by reason of illness or disability. 2. Describe the sp{~cific needs your project addressess: The United Way of Sonoma, Mendocino, & Lake conducted a needs assessment in 1992, to determine and set priorities for responding to un-met needs. After surveying seniors in Ukiah, holding public hearings and meetings with key informant groups on the topics of needed legislation, United Wa3' determined that the top ten priorities for seniors in our area are: · 2. 3. 4. 5. 6. Affordable housing Nutrition Access to health care In-Home Supportive Services Transportation Senior Centers Ombudsman Advocacy Legal Services 9. Money Management Services 10. Day Care Programs · Describe the geographical area of impact affected by this proposed project The aging of the Ukiah area is a consequence of both economic and lifestyle factors. Many ,.foung adults leave in search of higher paying jobs in metropolitan areas. The families they leave behind are aging. So, too, are the retirees who have been moving here in growing numbers, drawn by the temperate climate, the peace of rural life and relatively low housing costs. Th¢~. peaceful isolation and rural simplicity of country life, along with the loss of income, can become a liability and not an asset as Ukiah residents age. The following de~nographic figures are based on the 1990 census data. P()PULATION ON AGE 60 + Service Area Total Age 60+ Minority Low Income Age 75+ Ukiah 4370 645 1680 1290 . . Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents: Our nutriton contract with the Area Agency on Aging states, "No person over sixty years of age shall be denied access to services within t[~te Greater Ukiah area because that person cannot contribute to the cost of these services". Therefore, all meals available to seniors are thus a system of donation. Describe how yottr program will coofinate with others in providing similar services to this area and compliment, rather than duplicate their efforts: The service prov!~ders, meet monthly with the contract agency (Area Agency on Aging). 6, AAA carries out a wide range of functions to assi~,;t senior center's with planning, coordination, and information :;haring, designed to assist older persons in leading independ~'~nt, meaningful and dignified lives in their own homes and ~:ommunities for as long as possible. Where in Mendccino County are similar services provided and by whom: In the Ukiah area, Plowshares provides a similar dining site, largely for non-s~:nior persons. The Ukiah Senior Center has no direct coordination with Plowshares. The Center serves mainly people 60 years and older, whereas, Plowshares clientele are mostly homeless and young families. BUDGET DATA 1. Describe the current sources of your organization's funding: See Exhibit D 2. Describe the anticipated sources of your organization's funding: See Exhibit D ' Be Describe other sources, if any, that you have applied to for funding this project: N/A Describe your proposed program budget (specify revenues, by sources, as well as expenditures, by type): See Exhibit E 5. If you have receiw~d funding from the City of Ukiah in prior years, please indicate for what years and for how much: 91-92 $5,000 92-93 $5,000 APPLICATION ATTACHMENT CtIECK LIST: X N/A X X N/A Copy of agency budget for 1993/94 See Exhibit F Copy of organizat:.on by-laws (not applicable if you have already submitted one) Copy of most rece~:t agency audited financial statement See Exhibit G Evidence of incor[oration, if applicable See Exhibit A Copy ol at)t)]~caticn(s) for funding submitted to other agencies to t'cceive fund i~:y,~ dr:ring 1993/94 EXHIBIT D t',IJNDING SOURCES 92~93 93194 United Way United Way (28 % decrease from 92/93) MTA MTA (8 % decrease from 92/93) Area Agency on Aging Area Agency on Aging Adult Day Health Care Adult Day Health Care MSSP/Linkages MSSP/Linkages City of Ukiah City of Ukiah USDA USDA General Donations General Donations Program Fees Program Fees Membership Membership Building Use Revenae Building Use Revenue Activities Revenue Activities Revenue Fundraising Fundraising United Methodist Women (Peer Counseling - New Program) New Building Revenue (Rentals) Endowment Revenue (new) EXHIBIT E Nutrition Program Budget 7/1/93 - 6/30/94 REVENUE: Area Agency on Aging City of Ukiah USDA MSSP/Linkages (funding cut) Program Donations Unfunded TOTAL EXPENSE $ 48449 4000 25000 -0- 66780 15197 $ 159426 EXPENSES: Personnel Costs Anderson Valley Meal,s Program Dietitian/Consultant Food Vehicle & Delivery Home Meal Containers Equipment Maintenance Program Supplies Travel & Training Administration/Management Building Use/Utilities TOTAL EXPENSE 54856 5500 240 45000 3050 2500 300 1200 200 28410 18170 $159426 * Total Deficit in Nutrition Program $ 15197 EXHIBIT F UKI/~ SENIOR CENTER BUllET ALL PROGRAMS 7/1/93 - 6/3)/94 REVENUE: Grant Revenue Contract Services City of Ukiah Client Fees Cost Reimbursement Donations Memberships Fund Raising Building Use Revenue Rent Revenue TOTAL RE'~'ENUE $ 227220 46400 4000 268300 39220 80960 14000 149000 46960 55290 $ 931350 EXPENSE: Personnel Costs Food Vehicle Operations Administration Occupancy Supplies Insurance Outside Services Client Services Repairs & Maintenance Travel & Training Postage & Printing Telephone Interest Other Depreciation Fund Raising Expense $ 525640 45000 13850 31570 59367 9700 26800 27440 15500 7150 3500 3000 6000 50670 1110 36300 68753 TOTAL EXPENSE $ 931350 THE GREATER UKIAH SENIOR CENTER, INC B~CE SHEET JUNE 30, 1992 (With Comparative Totals for 1991) ASSETS CURRENT ASSETS Cash Accounts receivable Supplies inventory Prepaid expenses Due (to) from other funds TOTAL CURRENT ASSETS PROPERTY AND EQUIPMENT (Note B) DEPOSITS LIABILITIES AND FUND BAI~CE CURRENT LIABILITIES Current portion of note payable (Note C) Accounts payable and accrued expenses Deferred revenue TOTAL CURRENT LIABILITIES NOTE PAYABLE (Note C) CONTINGENCY (Note F) Unrestricted Restricted Funds Funds $ 12,611 1,294 (18,555) (4,650) 363,876 6~784 $ 366,010 $ 1,375 2,088 $ 8,172 27,684 3,171 2,813 18,555 Total All Funds 1992 1991 FUND BALANCE $ 60 3~_~_95 20,783 $ 5,713 28,978 39,644 3,171 1,688 2,813 5,420 0 0 60,395 55,745 52,465 363,876 376,455 6~784 2~395 $ 426 ~.__,__~_~5 $ 43__~1 315 $ $ 1,375 $ 55,510 57,598 62,882 0 2~916_ 3,463 55,510 58,973 65,798 2,582 0 2,582 359~965 $ 366,010 See Notes To Financial Statements. 4~885 3647850 365~517 $ 60,395 $ 426,405 $ 431,315 oo o ('~ t"...- o The Youth Project Mendocino County's Service to Youth and Their Families 202 South State Street - Ukiah, Califomia 95482 552 North Main, Ste. 2A - Fort Bragg, California 95437 110 South Main Ste. A - Willits, California 95490 (707) 463-4915 Ukiah · (707) 964-1228 Coast MAY 24, 1993 Chuck Rough, City Manager 300 Seminary Avenue Ukiah, Ca. 95482 Dear Chuck: Attached, please find our application for funding from the City of Ukiah for the 1993-1994 fiscal year. We are funded by a variety of sources, Federal, State, and Local, including money that comes from school districts, cities, and other agencies. We are requesting $4,000 from the City of Ukiah to help provide much needed services for youth and their families in our community. We would appreciate your allowing this contribution to be applied to the area of greatest need for services to the residents of the City of Ukiah. I would like to emphasize the value of the contribution from the City of Ukiah by explaining that not only would these dollars provide much needed service to local youth and their families, but would also provide two additional, and very important, functions. The first is that the majority of Federal and State grants that we are awarded require local matching funds. In effect, each dollar that you allocate to the Youth Project makes possible as much as ten dollars of additional funding through these Federal and State grants. Secondly, in the process of applying for grants and funding from out of the area the ability to show support from cities and school districts is invaluable and only enhances our credibility as a viable and effective youth service bureau. We value and appreciate our relationship and the enduring and ongoing support that we have been shown by the City of Ukiah and remain committed to providing the highest quality service to this community and the youth and families that contribute to our rich and diverse character. Thank you for your consideration. Since.17ely, Arlene Rose Director 300 UKIAH, CA 95482°5400 · AOMIN. 707/463-6200 * PUI31JC SAFELY 463-6242/6274 · · FAX # 707/463-6204 · COMMUNITY SERVICES APPLICATION FOR FUNDING Date May' 1, 1993 Applicant/Organization Mendocino County Youth Pro.~ect . Address 202 S. State St. Ukiah, Ca. 95482 Executive Director Arlene Early Rose Phone (707) 469-4917 Name of Contact Person Tim Mancini Title of Contact Person Assistant Director/Program Coord.Phone (707) 463-4915 Profit X Non-Profit Date incorporated (please attach evidence) How long has your organization been in existence? 19 Years Project Title Mendocino County Youth Pro~ect Project Location 202 S. State St. Ukiah, Ca. 95482 Location(s) of additional facilities operated by your organization: 518 Low Gap Road-Counseling Facilities Description of total agency activities or services provided: Please see attached r. Larrative Amount requested$ ~:OOO.()O Total project cost Does your agency have a civil rights affirmative action policy or plan? Yes have s~xual harrasment Does your agency a Fo~c~- Yes Does your agency have an approved Americans with Disabilities Act Plan? Yes Are Here To Server 3OO April 21, 1993 UKIA, H, CA, 95,:I.82 · ADMIN. 707/463-6200 · · FAX # 707/463-6204 · PUBUC SAFETY 463-6242/6274 · Ms. Arlene Rose Youth Project 202 S. State St. Ukiah, CA 95482 Dear Arlene: Once again, the City of Ukiah hopes to do everything possible to continue it.s Grant Assistance Program for community-based, non-profit organizations, despite continuing fiscal uncertainties brought on by the State Budget crisis. Due to the potential of massivE; State cutbacks to the City's General Operating Fund, the City will again have to defer consideration of any applications for funding until after our Fiscal Year 1993/94 Budget has been adopted by the Ukiah City Council. We will keep you updated as events unfold that may affect this program. It is anticipated that the City Council will be convening a special meeting in July, which will be exclusively devoted to consideration of all applications received from our local, non-profit organizatlans. This special meeting will provide you with an opportunity to fully explain your proposal, and to be present when the City Council makes its decisions regarding the submitted grant applications. The actual scheduling of this special meeting will be ultimately dictated by the adoption of the State Budget. In order to ensure that the limited funding available benefits as many of the worthwhile and deserving community non-pro'fit organizations as possible, we are establishing a maximum grant allocation of $4,000 for any single community organization. Enclosed please find a grant application form. Applications for funding under our Grant Assistance Program are due no later than 5:00 p.m. on Friday, May 28, 1993. If you have any questions, please do not hesitate to contact me. Charles L. Rough, Jr. City Manager CLR:ky 4:CM:LR.r~rmg COMMUNITY SERVICES FUSSING Quarterly report for the month of July 1~ 1992 - December 31~ 1992 Name of organization Mendocino County Youth Project Please list the number of Ukiah residents that were served this quarter and the services that were provided: This report represents numbers of youth and families that received Youth Project services from July iL, 1992 - December 31 1992 the first half of fiscal year 1992 - 1993. ' ' As of December 31, 1992, during the first half of fiscal year 1992 - 1993, the Mendocino County Youth Project provided services to over.800 youth and their families in the Ukiah Area. We conservatively estimate that at least 50 percent of those clients (400) were city of Ukiah Unified School District, excluding Redwood Valley and Calpella residents. Number of youth and families seen, by program. Drug and Alcohol Services .................. 63 Education Now & Babies Later .............. 351 Child Sexual Abuse Treatment ............... 31 Serious Offender Services .................. 21 Drug, Alcohol, Treatment, Education ........ 72 Long Term Foster Care ...................... 11 24 Hour Runaway/Homeless/Crisis Services ...78 At Risk Youth Services for Grades 7-12 .... 245 Number of Clients by Ethnicity Caucasian ............... 595 Hi spani c ................ 177 Native American .......... 90 African American .......... 8 Asian ..................... 2 ~ignatu~e of authorized person and title ~ate APPLICATION NARRATIVE · Describe proposed project and itSpotential benefit to the City of Ukaih: The Youth Project provides a wide range of services to youth and their families including temporary respite housing, long term foster care, Alcohol and other Drug Abuse prevention, intervention, and treatment, drop-out prevention and tutoring, 24 hour emergency crisis response through our crisis line, Child ~exual abuse treatment counseling and support, and activities, parent education and ~upport, ~iulticultural based counseling and treatment, and Peer Counseling support and training. The Youth Services Bureau concept which calls for a broad range of youth services to be provided by a single agency is made possible in Ukiah by the cooperation of number of different agencies and organizations including Ukiah Unified School District. me Describe the specific needs your project addresses: Youth and families ir~ Ukiah receive services which address ongoing issues of teen pregnancy, teen homelessness & runaway, alcohol and other drug abuse, and sucess in school. Youth and families are receiving less help from goverment agencies and organizations such as Mental Health, Probation, and Child Protective Services due to funding cutbacks and limitations and the Youth Project continues to provide services, free of charge, to school aged youth and their families. Gang related youth violence and prevention activitie~ for youth at high-risk to become involved in gang related activities a] so are planned for the coming year. Be Describe the geographical area of impact affected by this proposed project: Last year, 1991 - 1992, the Youth Project provided services to over 2,500 young people arid families in all of Mendocino County. Approximately 30 percent of these clients (750) live in the City of Ukiah. 0 Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents: When youth have access to services and are involved with school and agency efforts to lower the incidence of criminal activity, school drop-out, and alcohol and other drug use, the whole community benefits. More youth are equipped to enter the work force, succeed in school, and contribute Do sit ivel~ to 5 Describe ho~ your program twhz~ comm~nit~v. · cooralnate with others in providing similar services to this area and compliment, rather than duplicate their efforts: The Youth Project is a key player in the current collaborative efforts afoot in Ukiah. Mendocino County Youth Project works with Healthy Start, Community Works, The Ukiah Health Council, Mendocino County Child Abuse Treatment Coordinating Council, and the At-Risk Youth program to design and implement policies and programs that will maximize services to youth and their families through interagency collaboration and minimize the chance that services will be duplicated. Mendocino County Youth Project receives referrals from many other agencies in the county. 6. Where in Mendocino County are similar services provided and by whom: Services are provided throughout Mendocino County by the Mendocino County Youth Project and '-YOuth and families are able to receive referrals from the Youth Project for services not provided by us but available from other agencies in the area. CM / C OM~U N I TY BUDGET DATA le Describe the current sources of your organization's funding: SEE ATTACHED FUNDING SOURCE LIST 1992-93 me Describe the anticipated sources of your organization's funding: SEE ATTACHED FUNDING SOURCE LIST 1993-94 Be e Describe other sources, if any, that you have applied to for funding this project: WELLNESS FOUNDATI~q DEPT. OF EDUCATION DEPT. OF EDUCATION OCJP ~RI-COUNTY GRANT 75,000 315,049 298,079 75,000 Describe your proposed program budget (specify revenues, by sources, as well as expenditures:, by type): SEE ATTACHED BUDGE% 1993-94 · If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much: 1985-86 4,400 1989-90 D 1986-87 3,150 1990-91 5,000 1987-$8 D 1991-92 3,000 1988-89 0 1992-93 5,000 APPLICATION ATTACHMENT CHECK LIST: Copy of agency budget for 1993/94 Copy of organization by-laws (not applicable if you have already submitted one) Copy of most recent agency audited~financia1 statement N/A Evidence of incorporation, if applicable , Copy of application(s) for funding submitted to other agencies to receive funding during 1993/94 * See attached funding list. Cooies of application would involve xeroxing several hundred items. Ail applications are on file in our office and available if needed· BUDGET DATA - ATTACHMENT (1.) CURRENT SOURCES OF FUNDING MENDOCINO COUNTY YOUTH PROJECT 25-May-93 JULY - JUNE 93 LOCAL CITY OF UKIAH CITY OF WILLITS LAYTONVILLE GEN SUPPORT LAYTONV. FISH & KOVNER MCOE GENERAL SUPPORT M. YBARRA MCOE D. DELGADO NUESTRO CASA PARENTS UNITED CSATP LAKE COUNTY CASTP TRAINING MCOE CT SCHOOL CONTRACT ACT SUMMER PROGRAM COMMUNITY SCHOOL OUTREACH PROG CT SCHOOL DATE CNTYWIDE CONSORTIUM DATE FORT BRAGG DATE WILLITS UNIFIED TUPE WILLITS UNIFIED CARE PROG UKIAH ELEMEN UKIAH ELEM HOPLAND/NOKOMIS FOSTER HOME PRO<S MF&YS KASHIA - HORICON 93 SONOMA CO COMMUNITY SVCS LOW COST COUNSESING CLINIC "YES" DONATION9 "YES" FEES TOTAL LOCAL FUNDS STATE CA YOUTH AUTHORITY SONOMA ODAS SUB ABUSE BLOCK GRANT A.B. 90 SHARE A.B. 90 3121 PROG A.B. 1733 CSATP STATE PUB HLTH ]ENABLE TOTAL STAT]{ FUNDS FEDERAL DDHS SHARE JUL-SEP 9°~ DHH°~ SHARE OCT -- JUNE 93 DHHS RUNAWAY DRUG OCJP SOURCE OCJP VOCA CSATP TOTAL FEDERAL FUNDS CARRY OVER TOTAL - ALI, 1992-93 5,000 1,500 2,000 3,000 10,000 2,450 2,538 300 217 195 68,970 4,814 25,000 187,500 26,000 2,500 10,073 4,680 47,373 3,340 90,000 6,200 4,800 9,000 1,135 1,050 519,635 83,967 3,500 47,508 3,200 14,941 38,657 55,000 246,773 19,846 75,000 20,148 9,893 103,866 228,753 131,104 1,126,265 (2.) & BUDGET DATA- ATTACHMENT (4.) 1993-94 REVENUES BY SOURCES MENDOCINO COUNTY YOUTH PROJECT FUNDING PROJECTIONS FUNDING SOURCE CITIES LAYTONVILLE UNIFIED S.]H DIST MCOE ASSISTANCE MCOE COURT SCHHOL COUNSELING COMMUNITY SCHOOL OUTREACH UKIAH SONOMA OFFICE OF DRUG ABUSE SONOMA CO. COMMUNITY :~ERVICES KASHIA/HORICON RESERVATION CA DEPT OF PUBLIC HEAl,TH "ENABL" HEALTH & HUMAN SERVICt:S "SHARE" AB 90 "SHARE" M.C. PUBLIC HEALTH "S[IB ABUSE" AB90 "OUT OF CONTROL ~:121" AB 1733 "CSATP PROGRAM" OCJP VOCA "CSATP PROG~iAM" FORT BRAGG DRUG FREE ~!CHOOLS DRUG FREE CONSORTIUM SPECIAL FOSTER HOME PFOGRAM REALIGNMENT (CYA) LOW COST COUNSELING CLINIC REVENUE 1993-94 5,500 5,000 10,000 73,290 27,000 175,500 3,500 4,800 7,365 67,000 100,000 3,200 44,000 14,941 38,657 103,866 2,500 26,000 90,000 91,600 2,800 TOTALS 896,519 BUDGET DATA - ATTACHMENT (4.) 1993-1994 EXPENDITURES MENDOCINO COUNTY YOUTH PROJECT 25-May-93 BDUK 194 REVENUE FEDERAL STATE LOCAl, TOTAL REVENUE EXPENS{S PERSONNEL SALARIES TEMP. EMPLOYEES BENEFITS SUB TOT;~L OPERATING EX[>ENSES SUPPLIES ACTIVITIES CONTRACTS TRAVEL TRAINING TELEPHONE DUES INSURANCE RENT & UTILITIES AUDIT OPERATING SUB TOTAL DEFICIT TO PAL ALL RESERVE 1993-94 BUDGET 203,866 262,898 429,755 896,5].9 484,694 42,000 241,597 768,291 17,445 7,131 11,970 15,873 ~ 780 15,310 535 11,312 25,985 3,610 111,951 880,242 16,277 Codes 101 to 105 cover standard W&I 601 status offenses. Codes 110 to 149 cover debilitating problems and behaviors associated with adolescents and young adults. No W&I offenses would be included here.. For instance, if a youth assaults his/her parents, the behavior should be listed as assault (No. 214) and not as "family problem". W&I 601 - TYPE BEHAVIORS 101 - Incorrigible, beyond control 102 - Runaway; not returning home 103 - Truancy; attendance problems; refusal to attend school 104 - Curfew; late hours 105 - Placement failure SCHOOL PROBL_~MS (EXCLUDING TRUANCY) 110 - Minor misbehavior: classroom disruption, poor student relations 111 - Serious misbehavior: expulsion, fighting 112 - Academic problems: low grades, poor schoolwork habits, etc. FAMILY PROBLEM Family problems are often associated with , or even at the root of many problem behaviors exhibited by youth. Rather than rely on a "family problem", try to isolate, the specific behavior. 120 - Communications Problem 121 - Conflicts with parents/family 122 - Discipline problem 123 - Defies parental authority 124 - Victim of sexual abuse 125 - Victim of other child neglect 126 - Victim of child abuse a) physical b) emotional 129 - Other family problem (a) blended family problems (b) Divorce (c) Separation from parents (d) Poverty (e) Homeless PERSONAL PROBLEM~ 130 - 0verachiever 131 - Psychological/emotional problem: (a) depression (b) Withdrawal (not shyness) (c) suicidal (d) Eating disorder 132 - Behavioral: social immaturity peer interaction problem 133 - Poor self-image; needs ego building 134 - Has difficulty in making friends 135 - Marital problems 136 - Associating with delinquent or negative companions 137 - Acculturation problems; value conflicts 138 - Need for adult role model (for BB/BS clients) 139 - Other personal problems (a) Pregnant (b) Dependent child(ren) (c) Both a & b (d) Unverified pregnancy (e) Abortion FOLLOW UP SERVICES FOR 0TM-~RAGENCIES 140 - Court ordered counseling 141 - Placement following custody, foster home, etc. ~42 - Follow up requested by probation or other agency 143 - Reentry from local camp, CYA 149 - Other pRUGS AND ALCOHOL ABUSE PROBL~_~ Referrals for general problems, rather than specific law offenses (see Nos. 240-249, 270-279) 150 - Tobacco 151 - Alcohol abuse 152 - I.V. drug use 153 - Use of other drug, including poly-drug use a) poly-drug - Alcohol & drug b) Relationship with user ~54 - Parental substance abuse PROVISION OF SERVICES The following codes should beusedfor referrals who are seeking help but are not currently involved in antisocial behavior or are not considered as "Predelinquents". 160 - Financial assistance 161 - Housing assistance; voluntary placement 162 - Job training; job finding 163 - Education tutoring 164 - Other school related: enrollment reinstated, adjustment to new school and regulations 165 - Language problems, translator 166 - Medical assistance (possible VD) 167 - (a) Premarital counseling (b) Family planning 168 - Parenting education 169 - Personal needs (for character building and not as treatment for antisocial problems), (a) Shyness (b) Needs group activity (c) Seeks personal growth (for peer counselors) (d) Family death; loss of parent (e) Rape victim (f) Death of a friend (g) Chronic illness in family (h) Relationship boy/girl friend 170 - Pushout 171 - Life skills training MCYP 20 REASON FOR REFERRAL CODES (YSB - 1) REVISED FOR 1992/93 All codes beginning in the 20 ~eries pertain to W&I 602 offenses. Also included here are behaviors for which an arrest could have been made. VIOLENT 0FFENSE~ 210 - Murder 211 - Attempted murder; Assault with intent to kill 212 - Manslaughter 213 - Assault with a deadly wea]~on 214 - Assault 215 - armed robbery 216 - Other robbery (strong-arm~ Purse-snatch) 217 - Battery, battery on peace officer 218 - Child abusement, perpetrator; (victim see Nos. 124, 125) 219 - Other offenses against persons (extorsion, threats, etc.) OFFENSES AGAINST PROPERTY 220 - Burglary, attempted burglary 221 - Auto burglary; tampering 222 - Grand Theft; larceny 223 - Auto theft 224 - Joyriding 225 - Arson 226 - Vandalism; destruction of property 227 - Petty theft; shoplifting 228 Possession/receiving stol~ property 229 - Other property offenses (e.g., breaking entering) SEX 0FFENSE~ 230 - Forcible rape or other sex acts 231 - Sex perversion 232 - Soliciting; prostitution 233 - Statutory rape 239 - Other sex offenses DRUGS, MARIJUANA 240 - Use, under influence of narcotic 241 - Use, under influence of drugs 242 - Selling, furnishing either 243 - Possession of either 244 - Selling, furnishing marijuana 245 - Possession of marijuana 249 - Other a) cultivating b) paraphernalia, etc. FORGERY, CHECN~ 250 - Forgery 251 - Bad checks 252 - Credit cards 259 - Other TRAFFIC 260 - Vehicular manslaughter 261 - Drunk driving 262 --Driving under the influence of drugs 263 - Hit and run 264 - Reckless driving 269 - Other traffic offenses MISCELLANEOUS OFFENSE~ 270 - Weapons: display, possession 271 - Weapons: discharging firearms 272 - Resisting arrest 273 - Fighting (if not covered under Nos. 214, 217, or 111) 274 - Malicious mischief (if not No. 226) 275 - Disturbing the peace 276 - Loitering 277 - Trespassing 278 - a) Drunk in public b) Drinking problem 279 - Possession of alcohol 299 - Any other behavior or antisocial act for which an arrest could have been made. MCYP 20 MENDOCINO COUNTY YOUTH PROJECT UKIAH, CALIFORNIA FINANCIAL STATEMENTS JUNE 30, 1992 HARRY P. CAHILL CERTIFIED PUBLIC ACCOUNTANT MENDOCINO COUNTY YOUTH PROJECT TABLE OF CONTENTS JUNE 30, 1992 INTRODUCTORY SECTIOi~ Title Page Table of Contents PaGe _ FINANCIAL SECTION ................... Auditor's Report on Financial Statements ....... Financial Statements: Balance Sheet - Ail Fund Types and Account Group .................. Statement of Revenues, Expenditures and Changes iH Fund Balances - Ail Fund Types .................... Statement of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual - General Fund ......... Notes to Financial Statements ............ 6-20 SUPPLEMENTARY INFORMATION SECTION ........... 21 Auditor's Report on Supplementary Information .................... 22 Organization ..................... 23 Schedule of Federal[ and State Financial Assistance ....................... 24 Notes to Supplementary Information .......... 25 Auditor's Combined Report on the Internal Control Structure ................. 26-29 Auditor,s Report on Compliance with Laws and Regulations Based on an Audit of Financial Statements Performed in Acccrdance with Government Auditing Standards Issued by the GAO ................. 30-31 ~!ENDOCINO COUNTY YOUTH PROJECT TABLE OF CONTENTS JUNE 30, 1992 (Continued) SUPPLEMENTARY INFORMATION SECTION (Continued) Auditor,s Report on Compliance with General Requirements Applicable to Federal Financial Assistance Programs ....... 32-33 Auditor,s Report on Compliance with Requirements Applicable to Nonmajor Federal Financial Assistance Proqram Transactions ' 34 35 - · · · · · · · · · · ~ FINDINGS AND RECOM)[ENDATIONS SECTION .......... 36 Highlights of the Audit ............... 37 Findings and Recommendations ............. 38-40 ,Prior Year Findings and Recommendations ....... 41 FZNJtlqCZ/q~., BECTZO~ Ha rfy P. Cahill Certified Public Accountant P.O. Box 1045 West Sacramento, CA 95691 (916) 372-0416 AUDITOR'S REPORT ON FINanCIaL STAT~B~S Board of Directors Mendocino County Youth Project 202 South State Street Ukiah, California 95482 I have audited the accompanying general purpose financial statements of the Mendocino County Youth Project as of and for the year ended June 30, 1992, as listed in the Table of Contents. These financial statements are the responsibility of the Mendocino Youth Project's management. My responsibility is to express an opinion on these financial statements based on my audit. I conducted my audit in accordance with generally accepted auditing standards. Those standards require that I plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as' evaluating the overall financial statement presentation. I believe that my audit provides a reasonable basis for my opinion. In my opinion, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the Mendocino County Youth Project at June 30, 1992, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles. February 4, 1993 HARRY p. CAHILL Certified Public Accountant -2- I::: C -,4 0 o ~o cO o Z 0~ -3- ~[ENDOCINO COUNTY YOUTH PROJECT STA~~ OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES AT~. FUND TYPES FOR ~l~E FISCAL YEAR ENDED JIJNE 30, 1992 P, everlue8 Governmental Fund Type General Fiduciary Fund Type Expendable Trust Dental Health and Vision Federal revenues State revenues Local revenues Total revenues 341,777 313,588 732t900 1,388t265 21~482 33~129 21~482 33~[29 Expendi~ms Certificated salaries Classified salaries Employee benefits Operating supplies .- Contracted services and other operating expense~ Capital outlay Vested benefit Total expenditures Excess of revenues over (under) expenditures Fund balance, July 1 Prior year adjustments (Note 9) Fund balance, June 30 $ 69,055 830,756 239,439 47,155 121,369 19,251 24,897 604 2t138 1~308~378 21~389 24~897 79,887 53,144 (1,927) 131t104 93 8,232 5,591 21,129 ,$ 5~684 ,$ 29~361 $ Total (Memorandum Only) $ 341,777 313,588 787~511 _ 1,442~876 69,055 830,756 239,439 47,155 165,517 604 2~138 lt354~664 88,212 79,864 (1,927) 166~149 The notes to the financial statements are an integral part of this statement. --4-- MENDOCINO COUNTY YOUTH PROJECT STATEMENT OF REVENUES, EXPENDITURES, AI~D CHANGES IN FUND BALANCES BUDGET AND ACTUAL - GENERAL FUND FOR THE FISCAL YEAR ENDED JUNE 30, 1992 Revenues Federal revenues State revenues Local revenues Total revenues Expenditure, Certificated salaries Classified salaries Employee benefits - Operating supplies Contracted services and other operating expenses Capital outlay Total expenditures Excess of revenues over (under) expenditures Fund balance, July i Prior year adjustments Fund balance, June 30 General Fund Budget Actual -$ 331,959 $ 341,777 304,135 313,588 710~806 732~900 1~346~900 _ 1~388~265 $ 67,932 $ 69,055 817,242 830,756 239,705 239,439 44,069 47,155 112.,807 121,369 604 1,281~755 1~308~378 :.$ 65~145 79,887 .$ 53,144 (1,927) 131~104 Variance Favorable (Unfavorable) 9,818 9,453 22r094 41r365 (1,123) (13,514) 266 (3,086) (8,562) (604) .(26,623) 14~742 The notes to the financial statements are an integral part of this statement. -5- M]~NDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE ~ · GENERAL STATEMENT AND S~y OF SIGNIFICANT ACCOUNTING POLICIES General Statement __ The Mendocino County Youth Project (MCYP), established in 1974, is a Joint Powers -Organization comprised of Mendocino County cities, the County Office of Education, and school districts. Its primary function is to provide counseling, crisis intervention, youth advocacy, information and referral, and youth services coordination for school-aged youth and their families. Summary of ~i nificant Financial Policies The accounting and reporting policies of the MCYP relating to the funds and account groups included in the accompanying combined financial statements conform to generally accepted accounting principles (GAAP) applicable to state and. local governments. The following significant accounting policies were applied in the preparation of the accompanying financial statements: ReDortinq Entit~ In evaluating how to define the MCYP, for financial reporting purposes, management has considered all potential component units. The decision to include a potential component unit in the reporting entity was made by applying ~:he criteria set forth in GAAP, primarily from GASB Statement 14. The basic, but not the only, criterion for including a' potential component unit within the reporting entity is the governing body's ability to exercise oversight responsibility. The most significant manifestation of this ability is financial interdependency. Other manifestations of the ability to exercise oversight responsibility include, but are not limited to, the selection of governing authority, the designation of management, the ability to significantly influence operations and accountability for fiscal matters. The other criterion used to evaluate potential component units for inclusion or exclusion from the reporting entity is the existence of special' financing relationships, regardless of whether the MCyp is able to exercise oversight responsibilities. -6- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE GENERAL STATEMENT AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) The MCYP ~has no component units as described in GASB Statement 14, hence, none have been included in its financial statements. Basis of Presentation - Fund Accounting The MCYP's accounts are maintained in accordance with the principles of fund accounting as required by generally accepted accounting principles. In order to ensure observance of limitations and restrictions placed on the use of the resources available to the MCYP, transactions are classified for accounting and reporting purposes into funds in accordance with activities or objectives specified. Separate accounts are maintained for each fund and, accordingly, all financial transactions have been recorded and reported by fund group. Restricted funds may only be utilized in accordance with the purposes established by the source of such funds. The Board of Directors retains full control over the use of unrestricted funds in achieving any of its institutional purposes. The accounts of the MCYP are organized on the basis of funds or account groups, each of which is considered a separate accounting entity. The operations of each fund are account=ed for with a separate set of self-balancing accounts that comprise its assets, liabilities, fund equity, revenues, and expenditures or expenses, as appropriate. Governmental resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which spending activities are controlled. The various funds are grouped by type of fund as shown on the following page. -7- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE GENERAL STATEMENT AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Governmental Fund Types Governmental funds are those through which most functJ.ons of the MCYP are financed. The acquisition, use, and balances of the entity's expendable financial resources and the related liabilities are accounted for through governmental funds. The measurement focus is upon determination of changes in financial position, rather than upon determination of net income. The following are the entity's governmental fund types: General Fund - The General Fund is the general operating fund of the Mendocino County Youth Project. It is used to account for all financial resources except those required to be accounted for in another fund. Fiduciary Fund Fiduc~.ary funds are used to account for assets held by the entity in a trustee capacity. The fiduciary funds of the MCYP are the Health Insurance Trust Fund and the Dental and Vision Insurance Trust Fund. The purpose of the Health Insurance Trust Fund is to reduce health insurance costs to the entity. The plan establishes a set amount of money per year for each covered employee to be deposited into a trust fund. The employee is entitled to have insurance claims paid from his/her portion of the fund. Any fund balance remaining at the end of the year is 'credited to the employee's account. The MCYP retains the interest on the fund and pays all operating costs of the fund. When an employee terminates employment, that employee is entitled to the balance in the respective account if he or she meets additional collectively-agreed upon criteria. -8- ~[ENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE GENERAL STATEMENT AND SUMMARY OF SIGNIFICANT ACCOUNTINC POL___~ICIES (Continued) The June 30, 1992, fund amounts have been allocated as follows: Vested benefits which are recorded as a liability due to employees Trust fund balance: Potentially vested Undesignated $16,052 2,388 3.296 Tota 1 $ 21.736 The undesignated and potentially vested fund balances are d~e to interest earned and the amount contributed for terminated employees who terminated prior to the end cf the policy year then in force, and 1991-92 amoun'=s which are scheduled for transfer to the employees, vested balance prior to June 30, 1993. The purpose of the Dental and Vision Insurance Trust Fund is to provide dental and vision insurance for covered members. The June 30, 1992, fund balance is $29,361. General Fixed Assets The general fixed assets of the MCYP have been acquired for genera[ governmental purposes. Assets purchased are recorded as expenditures in the governmental funds and are capitalize¢! at historical cost in the General Fixed Assets Account Group. No depreciation has been recognized on general fixed assets. Donated fixed assets are recorded at their estimated fair market value on the date received. The MCYP does not purchase or construct infrastructure (public domain) as.=~ets. ~[ENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE 1. ~~ed~D S~UMMARY OF SIGNIFICANT ACCOUNTING Measurement Focus Basis of Accountin Measurement focus refers to what is being measured; basis of accounting refers to when revenues and expenditures are recognized in the accounts and reported in the financial statements. Basis of accounting relates to the timing of the measurement made, regardless of the measurement focus applied. Governmental fund types (General Fund, Special Revenue Funds, Deb~= Service Funds, and Capital Project Funds) as well as e~endable trust funds use the flow of current financial resources measurement focus, and are accounted for using a modified accrual basis of accounting. Their revenues are recognized when susceptible to accrual, i.e., when they become measurable and available. Available means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. Expenditures are generally recognized under the modified accrual basis of accounting when the related fund liability is incurred, if measurable. Budgets and Budgetary Accountinc -- Formal budgeting integration is employed as a management control device in that the general fund budget is developed cna basis consistent with generally accepted accounting principles as approved by the Board of Directors which is updated as circumstances dictate. Totals - Memorandum Only The "Totals - Memorandum Only" column represents an aggregation of the individual combining financial statements. The totals column is presented for overview informational purposes and does not represent consolidated financial information. MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE NOTE CASH Cash at June 30, 1992, consisted of the following: Cash on hand and in banks: Revolving Fund Petty cash Pooled Funds: Cash in County Treasury $1,000 100 $(43,465) Cash balances held in banks and in revolving funds are insured up to $100,000 by the Federal Depository Insurance Corporation. All cash held by the financial institutions is fully insured or collateralized. The county pools these funds with those of other districts in the county and invests the cash. These pooled funds are carried at cost which approximates market value. Interest earned is deposited quarterly into participating funds. ACCOUNTS RECEIVABLE/ACCOUNTS PAYABLE - GENERAL FUND Receivables and payables at June 30 1992 consist of the following: ' ' Receivables: Federal Categorical Aid Programs State Categorical Aid Programs M.F.Y.S. Local and Other Total $ . 25,645 78,647 29,699 100,555 $234,546 Payables: Miscellaneous $9,980 MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE 4. GENERAL FIXED ASSETS The MCYP owns no land or buildings, however, it does complete an annual inventory of equipment and maintains a viable fixed asset accounting record. A schedule of changes in general fixed assets for the year ended June 30, 1992 is as follows: Balance Sales and Balance July 1, 1991 Additions Retirements June 30, 1992 Equipment NOTE 5. CAPITAL L~%SES At June 30, 1992, the Mendocino County Youth Project had not entered into any long-term capital lease agreements. NOTE 6. ACCUMULATE]) UNPAID EMPLOYEE VACATION AND SICK LEAVE Accumulated vacation is not accrued in governmental funds. It must be paid to an employee upon termination, but it is generally applied in the year earned or a succeeding year. The estima~=ed value of vacation pay liabilities of $38,820 has not been included in the long-term debt account group of the financial statements, as the Mendocino County Youth Project has no other long-term debt. Accumulated employee sick leave benefits are not recognized as liabilities of the entity, as the rights to these benefits do not vest with the employee. Therefore, sick leave benefits are recorded as expenditures in the period tha'~ sick leaves are taken. NOTE 7. CONTINGENT LIABILITIES/SUBSEQUENT EVENTS As of the date of this report, there are no known contingent liabilities or significant subsequent events relating to the Mendocino County Youth Project. -12- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE STATE AND FEDERAL ALLOWANCES, AWARDS, AND GRANTS The Mendocino County Youth Project has received State and Federal funds for specific purposes that are subject to review and audit by the grantor agencies. Although such audits could generate expenditure disallowances under terms of the grants, it is believed that any required reimbursements will not be material. For the most part, Federal grants awarded to the MCYP have a November through October program period to accommodate the Federal fiscal year. However, the MCYP fiscal year commences on July 1 and ends on June 30, hence for each MCYP fiscal year, there are two separate Federal grant segments. All Federal grants listed on the Schedule of Federal and State Assistance on Page 25 of this report contain the complete Federal current year grant amount and that portion of the prior year award applicable to the MCYP current year broken out by individual grant segments. As a courtesy to the Office of Criminal Justice Planning (OCJP) granting agency, the grant applicable to the period 7-1-92 to 12-31-92 has also been included in that schedule in order to assist them in their closing process. A schedule of expenditures by category for each of the entity's fi.ve OCJP grants as follows: lo Child Abuse PV90011378 (7-1-91 to 10-31-92) Personal service Employee benefits Consulting service Operating expenses Total $ 9,172 4,526 5,396 1,500 .$20. 594 · Child Abuse PV91021378 (7-1-91 to 6-30-92) Personal service Employee benefits Travel Consulting services Operating expenses Total $ 81,584 27,267 3,820 16,290 10,950 .$139.911 -13- ~[ENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE STATE AND FEDERAL ALLOWANCES, AWARDS, AND GRANTS (Cont.) 3. SOURCE JJ 90A21378 (7-1-91 to 12-31-91) Personal service Employee benefits Travel Operating expenses Total $11,284 3,485 435 1,494 $16.698 · . SOURCE JJ 91A31378 (1-1-92 to 6-30-92) Personal service Employee benefits Trave 1 Operating expenses Total $ 7,445 2,453 71 908 $10.877 SOURCE JJ 91A31378 (7-1-92 to 12-31-92) Personal service Employee benefits Opera'ting expenses Total $6,777 2,342 774 $9.893 The expenditures for the Child Abuse grants include a 20% match amount. NOTE 9. PRIOR YEAR ADJUSTMENTS Adjustments to prior year accounts receivable represent the difference between the amount of accounts receivable estimated and accrued at June 30, 1991, and the actual amount of accounts receivable subsequently collected in fiscal year 1991-92 NOTE 10. EMPLOYEE RETIREMENT SYSTEMS Qualified employees are covered under multiple-employer defined benefit pension plans maintained by agencies of the State of California. Certificated employees are members of' the State Teachers' Retirement System, and classified employees are members of the Public Employees' Retirement System. -14- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE L0. EMPLOYEE RETIREMENT SYSTEMS (Continued) Plan Description and Provisions State Teachers' Retirement System (STRS) Ail full-time certificated employees participate in STRS, a cost-sharing multiple-employer contributory public employee retirement system. At June 30, 1992, the Youth Project em]~loyed 2 certificated employees with a total payroll of $69,055. Employees attaining the age of 60 with 5 years of credited California Service (service) are eligible for normal retirement and are entitled to a monthly benefit of 2 percent of their final compensation for each year of service. Final compensation is defined as the average salary earnable for the highest three consecutive years of service. The plan permits early retirement options at age 55 or as early as age 50 with 30 years of service. Disability benefits of up to 90 percent of final compensation are available to members with 5 years of service. A family benefit is available if the deceased member had at least one year of service. After 5 years of credited service, members become 100 percent vested in retirement benefits earned to date. If a member's employment is terminated, the accumulated member contributions are refundable. The current rate of interest credited to members' accounts is 5.5 percent per annum. Benefit provisions for STRS are established by the State Teachers' Retirement Law (Part 13 of the California Education Code, Sec. 22000 et seq.). California Public Employees Retirement System (PENS) Ail full-time classified employees participate in the PENS, an agent multiple-employer contributory public employee retirement system that acts as a common investment and administrative agent for participating public entities within the State of California. The Mendocino County Youth Project is part of a "cost sharing" pool within PENS. One actuarial valuation is performed for those employers participating in the pool, and the same contr:ibution rate applies to each. At June 30, 1992, the Youth l?roject employed 64 classified employees with a total payroll of $830,756. -15- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE 10. EMPLOYEE RETIREMENT SYSTEMS (Continued) Employees .are eligible for retirement at the age of 60 and are entitled to a monthly benefit of 2 percent of final compensation for each year of service credit. Retirement compensation is reduced if the plan is coordinated with Social Security. Retirement may begin at age 50 with a reduced benefit rate, or after age 60 to 63 with an increased rate. The plan also provides death and disability benefits. Retirement benefits fully vest after 5 years of credited service. Upon separation from the Youth Project, members' accumulated contributions are refundable with interest credited through the date of separation. Benefit provisions for PERS are established by the Public Employees' Retirement Law (Part 3 of the California Government Code, Sec. 20000 et seq.). Funding Status and Progress of the Retirement Plans The "pensJ. on benefit obligation" reported below is a standardized disclosure of the present value of pension benefits adjusted for the effects of projected salary increases and any step-rate benefits estimated to be payable in the future as a result of employee service to date. The measure is the actuarial present value of credited projected benefits and is intended to help'users assess the retirement plans' funding status on a going- concern basis, assess progress made in accumulating sufficient assets to pay benefits when due, and make comparisons.among retirement systems and employers. The measure is independent of the funding method used to determine contributions to the retirement systems. The pension benefit obligation for STRS was computed as part of the actuarial valuation performed June 30, 1991. The significant actuarial assumptions used by STRS to compute the June 30, 1991, actuarial valuation do not differ from those applied in prior years. The assumed long-term investment yield is 8.50 percent, and the assumed long-term salary increase assumption for inflation is 6.50 percent. The normal cost rate is 17.46 percent of covered payroll and the 38 year amortization rate for the unfunded actuarial obligation is 2.95 percent, i~ember and employer contribution rates are set by law and not affected by the actuarial valuation. -16- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE ~.0. EMPLOYEE RETIREMENT SYSTEMS (Continued) Under current law the pension benefit obligation for STRS is not the :cesponsibility of the Youth Project. The State of California makes annual contributions to STRS toward the unfunded obligation. The pension benefit obligation for STRS is included in the financial statements for STRS and the Sta'~e of California. The pension benefit obligation for PERS was computed as part of actuarial valuation performed June 30, 1991. Significant actuarial assumptions used to compute the PERS pension benefit obligation include an actuarial interest rate of 8..75 percent per annum and projected salary increases of 7.00 percent consisting of 4.50 percent for inflation and 2.50 percent for merit, longevity, and salary increases. PERS does not make separate measurements of assets and pension benefit obligations for Mendocino County Youth Project. The total unfunded pension benefit obligation for local educational agencies as a whole, as of June 30, 1992, is as follows: Pension Benefit Obligation PERS Retirees and Beneficiaries Currently Receiving Benefits and Terminated EmplOyees Not Yet Receiving Benefits current Employees: Accumulated Employee Contri- butions Including Allocated Investment Earnings Employer-Financed Vested Employer-Financed Nonvested $ 4,655,217,725 2,586,390,269 3,577,231,140 228,286,649 Total Pension Benefit Obligation 11,047,125,784 Net Assets Available for Benefits, at Cost (Market Value is $11,638,1.97,954) 10,494,317,362 Unfunded Pension Benefit Obligation $ 552,808,422 -17- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 EMPLOYEE RETIREM~ENT SYSTEMS (Continued) Of the total change in the pension obligation from last year, -$347,420,198 resulted from the following: Changes in Benefit Provisions Changes in Actuarial Assumptions 0 -347,420,198 Total $ _347f420,198 .Contributions Required and Contributions Made The Youth Project is required by statute to contribute 8.25 percent and 8.498 percent of gross salary expenditures to STRS and PERS, respectively. Participants are requir'ed to contribute 8 percent and 7 percent of gross salary to STRS and PERS, respectively. The Youth Project contribution information for the year ended June 30, 1992 is as follows: STRS PERS Total Total Number of Employee Employer Employees Contri- Contri- Covered butions butions Employee Employer Contri- Contri- butions butions Entity's as a Per- as a Per- Current centage centage Year of of Covered Covered Covered Payroll Payroll Payroll 2 $ 3,787 $ 3,905 $ 47,337 8.00% 8.25% 52 55, ~164 64,142 789,463 7.00% 8.12% The Youth Project's contribution represented less than one percent of the total contributions required of all participat~.ng employers in STRS and PERS. The Youth Project's employer contributions to STRS met the required contribution rate established by law. Although the actuarially determined contribution rate exceeds the employer rate set in law, the Youth Project has no obligation for the deficit. -18- MENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE 10. EMPLOYEE RETIREMENT SYSTEMS (Continued) The Youth Project's employer contributions to PERS met the required contribution rate and satisfied the plan's funding requirements as determined by the PERS actuary. The funded contribution included amortization of the unfunded actuarial liability through the year 2011. The significant actuarial assumptions used to compute the actuarially determined contribution requirement are the same as those_ used to compute the pension benefit obligation, as previously described. Trend Information Ten-year historical trend information giving an indication of the STRS' and PERS' progress in accumulating sufficient assets to pay benefits when due is presented in the State Teachers' Retirement System's Comprehensive Annual Financial Report for the year ended June 30, 1992, and the California Public Employees Retirement System's Annual Report for the year ended June 30, 1992. Three-year trend information required to be reported for PERS is presented below: PERS 6/30/89 6/30/90 6/30/91 Net Assets Available for Benefits as Percentages of the Pension Benefit Obligation 85.9% 92.4% 92.6% Unfunded Pension Benefit Obligation as Percent- ages of Annual Covered Payroll 30.3% 16.0% 16.0% Employer Contributions made in Accordance with Actuarially Determined Requirements, as Per- centages of Annual Covered Payroll 8.762% 8.583% 7.646% -19- ~[ENDOCINO COUNTY YOUTH PROJECT NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 NOTE 10. EMPLOYEE RETIP~ENT SYSTEMS (Continued) Other Information Under STRS law, certain early retirement incentives require the employer to pay the present value of the additional benefit which may be paid on either a current or deferred basis. The Youth Project has no obligations to STRS for early retirement incentives granted to terminated employees. -20- SUPPLF~ENT~%RY ~'NFOI~T'rON SECTION Harry P. Cahill Certified Public Accountant P.O. Box 1045 West Sacramento, CA 95691 (916) 372-0416 AUDITOR, 8 R. EPORT ON 8UPPLEN~.NTARY INFORMATION Mendocino County Youth Project 202 South State Street Ukiah, California 954~32 I have audited the financial statements of the Mendocino County Youth Project as of and for the fiscal year ended June 30, 1992, and have issued my report thereon dated February 4, 1993. These financial statements are the responsibility of the Project's management. My responsibility was to express an opinion on these financial statements based on my audit. I conducted my audit in accordance with generally accepted auditing standards; the standards for financial and compliance audits contained in Government Auditinq Standards, issued by the U.S. General Accounting Office. Those standards require that I plan and perform the audit to obtain reasonable-assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management as.. well as evaluating the overall financial statement presentatior.. I believe that my audit provides a reasonable basis for my' opinion. My audit was made for the purpose of forming an opinion on the financial statements taken as a whole. The supplementary financial and statistical information listed in the Table of Contents, including the Schedule of State and Federal Financial Assistance, is presented for purposes of additional analysis and is not a required part of the financial statements of the Mendocino County Youth Project. Such information has been subjected to the auditing procedures applied in the audit of the financial statements and, in my opinion, except for the matters described in the Findings and Recommendations Section of this report, is fairly stated 'in all material respects in relation to the financial statements taken as a whole. February 4, 1993 HARRY P. CAHILL Certified Public Accountant -22- MENDOCINO COUNTY YOUTH PROJECT ORGANIZATION JUNE 30, 1992 The Mendocino County Youth Project (MCYP), established in 1974, is a Joint Powers Organization comprised of Mendocino County cities, the County Office of E¢lucation, and school districts. Its primary function is to provide counseling, crisis intervention, youth advocacy, information and referral, and youth services coordination for school-aged youtii~ and their families. It presently serves the Mendocino County region from seven geographic centers located throughout the county. Board of Directors Name Organization Ralph Paulin Mendocino County Office of Education Chuck Rough City of Ukiah Jim Tuso Mendocino County Sheriff Arlene Taeger Laytonville Unified School District Damon Dickinson Ukiah Unified School District Jim Roberts Willits Unified School District Eileen Bostwick Big Brothers/Big Sisters Donna Daly Mendocino County Social Services Director Arlene Rose Fiscal Manager Dorothy Bray -23- o o ~ o4 ~ 0 0 04 0 '~ o M'~ 0 r.,. ~ o ,~ ~ o o% M~ -,4 0 -24- MENDOCINO COUNTY YOUTH PROJECT NOTES TO SUPPLEMENTARY INFORMATION FOR THE YEAR ENDED JUNE 30, 1992 NOTE 1 - PURPOSE OF SCHEDULES Schedule of State and Federal Financial Assistance OMB Circular A-128 requires a disclosure of the financial activities of all Federally funded programs. To comply with A-128 and State requirements, this schedule wa prepared for the Mendocino Cou~,, vA..~ .... s 8 in the financial sect~ .... .~?.~uu~n ~o]ect. See Note · gun ~= =his repot= regarding other · nformation relating to these grants. NOTE 2 - OFFICE OF CRIMINAL JUSTICE PLANNING (OCJP) GRANTS JULY 1, 1992 TO DECEMBER 31, 1992 Additional audited information relevant to an OCJP grant for the above period has been provided in the schedule of State and Federal assistance even though it is not a part of the au¢~it year, in order to assist that agency in closing out this grant. See Note 8 of the financial section for specific information relating to this grant. -25- Ha rfy P. Cahill Certified Public Accountant P.O. Box 1045 West Sacramento, CA 95691 (916) 372-0416 ~~~--~~[NED REPORT ON INTERNAL CONTROL STRUCTURE Board of Directors Mendocino County Youth Project 202 South State Street Ukiah, California 95482 I have audited the financial statements of the Mendocino County Youth Project as of and for the year ended June 30, 1992, and have issued my report thereon dated 'February 4, 1993. I have also audited the Youth Project's compliance with requirements applicable to federal financial assistance programs and have issued my report thereon dated Februar%, 4, 1993. I conducted my audit .in accordance with generally accepted auditing standards; Government Auditin Standards, issued by the Comptroller General of the United States; and Office of Management and Budget (OMB) Circular A-128~, "Audits of State and Local Governments.,, Those standards and OMB Circular A-128 require that I plan and perform the audit to ,obtain reasonable assurance about whether the financial statements are free of material misstatement and about whether the Youth Project complied with laws and regulations, noncOmpliance with which would be material to nonmajor federal financial assistance programs. In planning and performing my audit for the year ended June 30, 1992, I considered the Youth Project's internal control structure in order to determine my auditing procedures for the purpose of expressing my opinion on the financial statements and on its compliance with re~lirements applicable to nonmajor federal financial assistance F~rograms and not to provide assurance on the internal control structure. The management of the touth Project is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition,that transactions are executed in accordance with management,s authorization and recorded properly to permit the preparation of general purpose financJ.al statements in accordance with generally accepted accounting principles, and that federal financial -26- assistance programs are managed in compliance with applicable laws and regulations. Because of inherent limitations in an lnte control structure, errors ir ........ Y ' rnal - , regularities, or instances of noncompliance may nevertheless occur and not be detected. Also, projection of any ew~luation of the structure to future periods is subject to the risk that procedures may become inade changes in condition,; or that t~ ~--~ .... q~.~te because of operatIon of polzcies and procedures may deteriorate, ne deszgn and For the purpose of this report, I have classified the significant internal control structure policies and procedures in the following categories: Financial Statement Captions Cash and Cash Equivalents Receivables Inventory Land, Buildings, and Equipment Payables and Accrued Liabilities Debt Fund Balance Attendance General Requirements Political Activity Davis-Bacon Act Civil Rights Cash Management Relocation Assistance and Real Property Acquisition Federal Financial Reports Allowable Costs/Cost Principles Drug-Free Workplace Administration Requirements -27- Specific Requirements Types of Services Eligibility Matching, Level of Effort, or Earmarking Reporting Cost Allocation Special Requirements, if any Monitoring Subrecipients Claims For Advances and Reimbursements Amounts Claimed For Matching For all of the internal control structure categories listed above, I obtained an understanding of the design of relevant policies and procedures and determined whether they have been placed in operation, and I assessed control risk. During the year ended June 30, 1992, the Youth Project had no major federal financial assistance programs and expended 100 percent of its total federal financial assistance under the following nonmajor federal financial assistance programs: Child Abuse SOURCE Runaway Youth RAD/MCDAPP Substance Abuse I performed, tests of controls, as required by OMB Circular A-128, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that I considered relevant to preventing or detecting material noncompliance with specific requirements, general requirements, and requirements governing claims for advances and reimbursements and amounts claimed or used for matching that are applicable to the aforementioned nonmajor programs. My procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, I do not express such an opinion. I noted certain matters involving the internal control structure and its operation that I consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to my attention relating to significant deficiencies in the design or operation of the internal control structure that, in my judgment, could adversely affect the district's ability to record, process, -28- summarize, and report financial data consistent with the assertions of management in the general purpose financial statements or to administer federal financial assistance programs in accordance with applicable laws and regulations. These have been reported in the Findings and Recommendations Section of this report. A material weakness is a reportable condition in which the design or operation of one or more of the internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose financial statements being audited or that noncompliance with laws and regulations that would be material to a federal financial assistance program may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. My consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, I believe none of the reportable conditions indicated above is a material weakness. This report is intended for the information of the Youth Project's Board of Directors, management, the Office of Criminal Justice Planning, and the federal cognizant agency. This restriction is not intended to limit the distribution of this report which is a matter of public record. ' February 4, 1993 HARRY P. CAHILL Certified Public Accountant -29- par~grap~ Wi-~h .... ~ .... ~°~u"~ r~erre(~ to in the preceding · respect to items not tested, nothing came to my attention that caused ~e to believe that the Youth Project had not complied, in all material respects, with those provisions· -30- This report is intended for the information of the Youth Project's Board of Directors, management, the Office of Criminal Justice Planning, and the federal cognizant agency. This restriction is not intended to limit the distribution of this report which is a matter of public record. ' February 4, 1993 HARRY p. CA}{ILL Certified Public Accountant -31- Ha _rfy P. Cahill Certified Public Accountant P.O. Box 1045 West Sacramento. CA 95691 (916) 372-0416 AUDITOR,S REPORT ON COMPLIANCE WITH GENERAL RE UIREMENT8 APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGP. AMS Board of Directors Mendocino County YoUth Project 202 South State Street Ukiah, California 95482 I have audited the financial statements of Mendocino 'County Youth Project as of and for the year ended June 30, 1992, and have issued my report thereon dated February 4, 1993. I have applied procedures to test the Youth Project's compliance with the following requirements applicable to its federal financial assistance programs, which are identified in the schedule of federal financial assistance, for the year ended June 30, 1992: Political Activity Davis-Bacon Act Civil Rights Cash Management Relocation Assistance and Real Property Acquisition Federal Financial Reports Allowable Costs/Cost Principles Drug-Free Workplace Administration Requirements My procedures were li~ited to the applicable procedures described in the Office of Management and Budget's Com liance Su lement for si~ is Audits of st~e and ~~were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Youth Project s compliance with the requirements listed in the preceding paragraph. Accordingly I do not express such an opinion. ' With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph of this report. With respect to items not tested, nothing came to my attention that caused me to believe that the Mendocino County Youth Project had not complied, in all material respects, with those requirements. However, the results of my procedures disclosed immaterial instances of noncompliance with '=hose requirements, which are described in the Findings and Recommendations section of this report. -32- This report is intended for the information of the Youth Project's Board of Directors, management, the Office of Criminal Justice Planning, and the federal cognizant agency. This restriction is not intended to limit th,~ distribution of this report which is a matter of public record. ' February 4, 1993 HARRY P. CAHILL Certified Public Accountant -33- Harry P. Cahill Certified Public Accountant P.O. Box 1045 West Sacramento, CA 95691 (916) 372-0416 I~UDITOR'8 REPORT ON COMPLIANCE WITH REQUII~N~.NT8 i%PPLICAB?.~. TO NONMAJOR FEDERAL FINANCI/~_L ASSISTANCE PROGRAM TRANSACTIONS Board of Directors Mendocino County Youth Project 202 South State Street Ukiah, California 95482 I have audited the financial statements of the Mendocino County Youth Project as of and for the year ended June 30, 1992, and have issued my report thereon dated February 4, 1993. In connection with my audit of the financial statements of the Mendocino County Youth Project and with my consideration of the Youth Project's internal control structure used to administer federal financial assistance programs, as required by Office of Management and Budge'~ Circular A-128, "Audits of State and Local Governments," I selected certain transactions applicable to certain nonmajor federal financial assistance programs for the year ended June 30, 1992. As required by OMB Circular A-128, I have performed auditing procedures to test compliance with the requirements governing types of services allowed or unallowed and eligibility that are applicable to those transactions. My procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Youth Project's compliance with these requirements. Accordingly, I do not express such an opinion. With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the preceding paragraph. With respect to items not tested, no'~hing came to my attention that caused me to believe that the Mendocino County Youth Project had not complied, in all material respects, with those requirements. However, the results of my procedures disclosed immaterial instances of noncompliance with those requirements, which are described in the Finding and Recommendations Section of this report. -34- This report is intended for the information of the Youth Project's Board of Directors, management, the Office of Criminal Justice Planning, and the federal cognizant agency. This restriction is not intended to limit the distribution of this report which is a matter of public record. ' February 4, 1993 HARRY P. CAHILL Certified Public Accountant -35- F'rND~£N~S ~ RECOI~__~ND&T~'ONS SECTION --36- MENDOCINO COUNTY YOUTH PROJECT HIGHLIGHTS OF THE AUDIT JUNE 30, 1992 The Mendocino County Youth Project is a relatively small agency that em~loys a fiscal manager, assisted by two account clerks. It receives funds from many sources to perform direct services for Mendocino County youth. Controls over expenditures seem proper in that charges are supported by actual employee time records or invoices. However, as described in recommendation 3, a few administrative charges were based on another allocation system. Many small governmental entities have recently became more aware of the necessity of a "going concern" analysis. Recommendation 1 is related to that issue. As described in Recommendation number 2, a- more expeditious system of billing should be developed such that the MCYP can continue to expedite its cash flow. Recommendation z~ addresses the issue of vacation pay policy. -37- MENDOCINO COUNTY YOUTH PROJECT FINDINGS AND RECOMMENDATIONS JUNE 30, 1992 lo C, OING CONCERN Recently several entities which have relied primarily on governmental funding, especially from federal and state grants, have experienced an overall decline in revenues, and a concomitant reduction in program activities. In such a situation, as an added safeguard, many small agencies are developing a fund balance policy, such that there are sufficient reserves available to sustain operations in the case of a sudden or unexpected decline in available funding resources. The audited general fund balance of the MCYP for the past four years is as follows: Year ended ~une 30 Amount 1989 $ 27,995 1990 39,114 1991 53,144 1992 131,104 Conclusion .and Recommendation The General Fund balance of the MCYP has increased over the past three years to a point that many observers would consider adequate. It should establish a policy, such that its continued fund balance does not materially decline from present levels. MCYP Response It is our intention to implement this recommendation. NEGATIVE CASH - ACCOUNTS RECEIVABLE - COUNTY OF MENDOCINO During the 1991-92 year the Mendocino County Youth Project (MCYP) operated generally in a negative cash position, which, at 1991-92 year end was in the amount of $(94,562). This represents an improvement of $92,881 over its 1990-91 negative cash position of $(187,443). These dollars represent approximately 7% of the entity's annual revenues. As a general rule, no small service agency can meet its payroll or survive operating in this manner in which interest charges for cash operating dollars loaned to it were, $5,160. General Fund negative cash at year end for the past five years is on the following page. -38- MENDOCINO COUNTY YOUTH PROJECT FINDINGS AND RECOMMENDATIONS JUNE 30, 1992 NEGATIVE CASH - ACCOUNTS RECEIVABLE - COUNTY OF M~NDOCINO (Continued) Year ended June 30 Amount 1988 $( 1,893) 1989 (71,275) 1990 (164,599) 1991 (187,443) 1992 (94,562) The primary reason for the deficit cash position is that the MCYP, operates for the most part on program revenues, the receipt of which at times can be delayed due to various factors. Recommendation The MCYP should further its effort to obtain cash advances and accelerate billing procedures, such that dependence on cash loans will continue to decline. MCYP Response For many of our grants due to timing factors, it is not always possible to obtain an adequate cash flow. However, it is our intention to establish procedures which are designed to significantly reduce our continued dependence on borrowed cash. STATE AND FEDEraL COMPL!_a~N_CE - CATEGORICAL PROGRAM MULTI-FUNDED POSITIONS Both state and federal regulations require that payments to personnel charged to more than one categorical program be documented by employee time reports. The MCYP complied such procedures for all direct service personnel. However, for its few administrative personnel, charges were based on a ratio of total costs. While such a method may have obvious practical applications, it does not meet current state and federal requirements for personnel charged to more than one categorical program. Recommendation The MCYP should, on a regular basis, compile and reconcile actual time records for its few administrative employees to charges in the categorical program ledgers. -39- M~:NDOCINO COUNTY YOUTH PROJECT FINDINGS AND RECOMMENDATIONS JUNE 30, 1992 · STATE AND FEDERAL COMPLIANCE POSITION (Continued) - CATEGORICAL PROGRAM MULTI-FUNDED ~CYP Response The MCYP is in the process of implementing this recommendation. VACATION PAY As stated in Note 6, the accumulated vacation pay for the MCYP is in the amount of $38,820 which is approximately $9,000 less than last year, .but, about twice as large as it was four years ago. Accumulated vacation pay for the past five years is as follows: Year ended . June 30 1988 1989 1990 1991 1992 Recommendation Amount $19,470 21,228 37,229 47,467 38,820 The MCYP should precede with its policy such that reasonable limits be placed on the amount of vacation pay that can be individually accrued. ~CYP Respons9 This recommendation will continue to be implemented. -40- 0 O~ U~ 0 o~ u~ 0 °~ uu 0-~1 ~0 o~ 0 u -41- Project Sanctuary Box 995 · 400-B Talmage Road · Ukiah, CA 95482 Put Your Heart in the Right Place CRIS S 463-H[ LP SHELTER 462-7862 OFFICE 462-9196 May 27. 1993 De~r Mr. Rough. .... c~,-scd i.,~ our proposal fox' fundin~j in FY' 93/94 under the ~ANT ASSISTANCE PRIAM We ~ro 'oquest ~ng ~,~!, 0o0 ' o support day-'care pr~:,~'am ($~,OOO f,.~r children's act ivitics, program supplies, emergency food' $1, 000 for ut ilit ies- $I, OOO for woekond and roi :staff- and $I. OfiO fo~- tol,~ph ~n,:., The grant awai-,:!~; fr;,m the "'ity of Ukiah has made a difference in our ability i:~', continue to provi ~e sEc.~!er and d~y-care :~;ervices to the and children ~;eeking thc :- afet¥ (~f our bat t ~,v,:,d women ' .:; ¢~hol t ~.:~r . appr~,r, iate the recognition o~ services providcd to this r~ommunitv thc cf forts of n,~r~-profit a~ ;~nci. es. I%, ]oc.~!~ fc;~"ward *~.:, ~aving' a "avorab~e, re,.sponsc, by thc. ~itv Cou. nci~ t,~ ~'~v~ r~-~quest for funds. / Exccut i'ce Dlrector Enclosure- Grant A;~sistancc '*'c (':gr am Proposal 24 Hour Crisis Line Shelter Reside~ce for Battered Women and their Child-en Sexual Assault Crisis Services A UNITED WAY AGENCY Transition Services 300 SE UKI^H, CA 95482-5400 · ADMIN. 707/463-6200 · PUl3UC SAFETY 463-6242/6274 · · FAX # 707/463-6204 · COMMUNITY SERVICES APPLICATION FOR FUNDING Applicant/Organization Project Sanctuary, Inc. Address P.O. Box 995, Ukiah, CA 95482 Date M~y 26, 1993 Executive Director Dottie Deerwester, M.A. Name of Contact Person Dottie Deerwester Title of Contact Person Executive Director Phone 707-462-9196 Phone 462-9196 Profit X Non-Profit Date incorporated Febzn~a~/ ~1o (please attach evidence) previously provided How long has your organization been in existence? 15 years Project Title Domestic Violence Services Project Location The shelter is at a confidential location in Ukiah. Location(s) of additional facilities operated by your organization: 144 Clara Street (transitional housing duplex) 400B Talmage Road - main office, inland 200B S. Franklin Streed, Ft Bragg - main office, coast Description of total agencF activities or services provided: Domestic violence services include- emergency shelter, accompaniment, transitional housing, 24-hour hotline, support group, c.~unseling (individual/family), and advocacy. Sexual assault services include' Z4-hour hotline, support groups, advocacy, accompaniment, counseling (individual/family). Amount requested$ 4,000 Total project cost $ 114,227 Does your agency have a civil rights affirmative action policy or plan? Yes Does your agency have a sexual harrasment policy? Yes Does your agency have an at.proved Americans with Disabilities Act Plan? Yes · ~'~~'¢~'~' ' ' ' ~' ' - ~'-.~a~r'-~i ' ' . 'm~'~ .................... ! i , , ,,,,, ,, , . , "We Pre Here To Serve" ~'~PPLICATION NARRATIVE 1. Describe proposed project and its potential benefit to the City of Ukiah. Pro.~ec.t Sanctuary provides services by having the only battered women's shelter located in Mendocino County. The shelter site is at a confidential location, a~-~d houses up to 16-persons (women and children) per da_'~. Inc. luded as par t of the shelter services is a state licensed day-care program, which pr~vides child care for up to 9 children per day. The day-care program is available only to residents of the shelter. In ~.992, 215 women and c. hild~'en were provided safe shelter for a total of 4.067 nights. The shelter is staffed 7 days a week through a combination of paid staff and on-call volunteers. Tl~e day-care program is staffed by paid staff in accordance to state lice~sing requirements 5 days a week, excluding ?:o!~.days. Current state ftnding supports part of the operating costs of the shelter and day--care t rograms. Shelter operational costs not covered through state funds must b,. supported through donations and city or other funding sources or not pro'~ided if there is no fur~ding. We are requesting $4,000 to support the shelter and day-care program expenses ($!,000 for children's activities;, program supplies, and emergency food; $1,000 f,~,r utilities; $1,000 for weekend and relief staff; and, $1,000 for '-'elephone costs of the shelter and day-care program). 2. Describe the specific n~eds your project addresses. The operation of an eme~genc, y shelter is an expensive venture. Many residents seek the safet~ of the shelter t)rogram with little or no financial resources. Until that resource is obtained, Project Sanctuary supports the residents w~ th lodging, food, clothing, and other basic necessities of life. Ma~y of these needs are donated through the ~enerosity of the community. However, much more is not supported and cannot be supported by a~ything other than cash, such as: utilities, telephone, operating expenses which are part of the normal day-to-day expe~ses of the shelter ~)rogram. Project Sanctuary provides temporary restraining order (TRO) .~ssistance to these women, which becomes the liaison between r;ourt and law enforcement and helps keep the women and children safe from further abuse. 3. Describe the geographical area of impact affected by this proposed project. Project Sanctuary is the only domestic violence and sexual assault- crisis services agency in Mendocino County and the only ager~cy providing the.~;e emergency services to battered women and their children 24-hours a day, seven days a week, 365 days a year. Even though the ~.-.he].ter services are located ir, Ukiah, we s~:rve residents throughout Mendo(-ir, o County. As the largest percentage of the population reside ',.'.n the Ukiah valley area, the ma.jority of ~:helter ~esidents come from the Ukiah, and immediately surrounding communities. City of Ukiah Project Sanctuary Proposal. 5/93 4. Describe to what extent your project will specifically affect, serve and benefit City of Ukiab r~sidents. As the only battered women's shelter located in Mendocino County, women threatened by acts of domestic violence (forms of abuse: physical, sexual, emotional, verbal, and acts of destruction to property) constantly seek the safety of our shelter. Referrals are made to out-of- county battered women's s~elters for some women and children because staff or volunteers determine that remaining in the Ukiah area would be too risky and unsafe for' the woman. From July 1992 - April 1993 (not a complete fiscal year) 49.4% of our shelter residents were from Ukiah. Of the 49.4%, 51.9% were children. The first priority for accepting women into the shelter is given to those considered to be in immediate dan~er and to Ukiah residents. After that, women from outside the Ukiah area or those who are determined to be in "less than" immediate danger are accepted into the shelter". In FY91/92, legal advocates assisted in obtaining 180 TR0's to battered women. In addition to providing a safe haven for the women and children, we also provide on-going community' education on domestic violence and sexual assault issues, outreach, and 24-hour crisis intervention. 5. Describe how your program will coordinate with others in providing similar services to this area and compliment, rather than duplicate, their efforts. As Project Sanctuary pro~zides the only battered women's shelter in Mendocino County, these s~:~rvices are not duplicated. Project Sanctuary has a satellite office located in Fort Bragg providing sexual assault and domestic, violence services to coastal residents. At this time, there is not a battered women's shelter located on the coast. The day-care program is pact of the shelter ser~'ices and has been licensed for nine years. Project Sanctuary staff ace intimately involved in the networking and coordinating efforts occurring within the City of Ukiah and within Mendocino County to ensure that services are complimented rather than duplicated. We are involved with the Ir, ter .... Agency Children's Services Coordinati~g Council, the Emergency Services Network, the Child Abuse Council, and other group::;. In this time of shrinking funds for all agencies, it is extremely vita], that we work cooperatively toward the common goal of providing t]~e best quality service possible. 6. Where in Mendocino County are similar service~ provided and by whom. Project Sanctuary provides an unique service and is the only agency w~thin the county specializing in and providing domestic violence and sexual assault services. .lgain, as mentioned above, we have a satellite office located in Fort Brai~g to serve coastal residents. CM/COMMUNITY City of Ukiah Project Sanctuary Proposal - 5/93 BUDGET DATA Describe the current sotrce$ of your organization's funding. Please see Attachment A (F~92/93 Sources of Funding). 2. Describe the ant~cipate~! sources of your organization's funding. Please see Attachment B (~'Y93/94 Projected Sources of Funding). Please note this a draft list as no funding has been awarded for FY93/94 as of this date. 3. Describe other sources, if any, that you have applied to for funding this project. Please refer to Attachment B. Funding sources identified with an asterisk are proposed funds in supp(rt of the shelter and day-care program. 4. Describe your proposed program budget (specify revenues, by sources, as well as expenditures, b~~ type). Please refer to Attachmen~ C. Note that this program budget is only a draft budget at this tim~. The program budget will be finalized and adopted by the Board of D~rectors as part of the overall agency budget for FY93/94 once funding g~'ants are awarded. 5. If you received funding from the City of Ukiab in prior years, please indicate for what and for !!~ow much. a. FY92/93, $5,000 for the Children's Program. b. FY91/92, $3,000 for dom,~stic violence services. APPLIC..'~TION ATTACHMENT CHECK LIST ~ - Copy of agency budge: for 1993-94 (see attachment D). N/A -A copy of organization by-laws (not applicable if you have already submitted one) ~ - Copy of most recent agency audited financial statemer~t (see attachment E). N/A - Evidence of incorporation, if applicable. (previously prov~ded). ~ - Copy of app].ication(s) for funding submitted to other agencies to receive fundi,~g du'~ing 1993/94 (see Attachment B for 1993/94 proposed funding list). UKNAH93:5/26/93 SOURCES OF FUNDING Attachment A I Year/lype Of ~rvice 1992~9__3_ $ Amount Location Shelter Services 6( ,000 IJkiah .Shell[er 6ervlces 11.500 Uklah C,4~elter Services I( ,070 Ukiah Shelter Services ,~,000 UkJah Domestic Viotence/Mgmnt 7,t,741 Ukiah Children'sProgram/Shelter 5,000 Ukiah Domestic Violence 1{ ,000 Ft Bragg Sexual Assault 6~ ,587 Ukiah Sexual Assault 6.::, 107 Ft Bragg All Pr~rams 2~,;,000 Ukiah / Coast Contracting A~nc¥ Office of Criminal ,Justice Planning Mendoclno County Mart lage License Mendocino Count,/- Challenge Grant North Coast Opportunities United '¢¢~y City of Ukiah Rex Foundation Office of Cr iminat Justice P tanning Office of Crim inal ,Justice Planning Fund raising, donations, client fees and other Attachment SOURCES OF FUNDING - Draft year/l ype of Ser¥ice $ ,~mount Location Contracting ^_Qency '~* Shelter- Services 60,000 UK Shelter Services i t ,SOO Ukiah **Shelter Services 11,000 Ukiah **,Shelter' Services 4,000 Ukiah **Shelter Services 4 500 Ukiah Sexual Assault 62,.964 Ukiah ** Dom~tic Violence/Mgmnt 71,293 Ukiah Sexual Assault 60,583 Ft 8ragg Domestic Yiolence 10,000 Ft Brag¢ **Ail Programs 25,000 Ukiah/ Coast Office of Cr im inal Justice Planning Mendocino Count,/Marriage License Mendocino County - Challenge Grant City of Ukiah North Coast Opportunities Office of Or im inal Justice P!anning United W~¢ Office of Criminal ,Justice Planning Rex Foundation Fund raising, donations, ctient fees and other income. ** indicate fun(ts that are proposec to support the shelter and d~/-care program, Attachment C Fi C3 % f~ {E' C: L::; 1.. '.:," E-? ?J ~.,~ i ' ]. !'" {:{.." C: E-) J. 'v/E'.'-' Attachment Attachment E ]'ROJECT SANCTUARY, INC. REPORT ON EXAMINATION OF FINANCIAL STATEMENTS AND ADDITIONAL INFORMATION YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) CONTENTS INDEPENDENT AUDITORS' REPORT .......................... FINANCIAL STATEMENTS Balance Sheet .......................................... Statement of Support and Revenue, Expenses and Changes in Fund Balances ........................... NOTES TO FINANCIAL STATEMENTS ......................... ADDITIONAL INFORMATION page 1-2 5-8 Schedule of Federal Financial Assistance ...................... Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 ................. Independent Auditors' Report on Compliance with Laws and Regulations Based on an Audit of Financial Statements Performed in Accordance with Government Auditirg Standards ...................... Independent Auditors' Report on Compliance with the General Requirements Applicable to Federal Financial Assistance Programs ..................... Independent Auditors' Report on Compliance with Specific Requirements Applicable to Nonmajor Federal Financial Assistance Program Transactions ........................................ Supplemental Reporting Requirements for the State Office of Criminal Justice; Planning ........................ Schedule of Findings and Recommendations .................... 10 11-14 15 16-17 18 19 20-23 RES CO'IVI' & Company Members of American Institute of Certified Public Accountants Members of California Society of Certified Public Accountants November 16, 1992 Board of Directors Project Sanctuary, Inc. Ukiah, California INDEPENDENT AUDITORS' REPORT We have audited the accompanying balance sheet of Project Sanctuary, Inc. as of June 30, 1992, and the related statement of suppo'rt and revenue, expenses and changes in fund balances for the year then ended. These financial statements are the responsibility of the Agency's management. Our responsibility is to express an opinion on these financial statements based on ouI audit. We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and the requirements of tile federal Office of Management and Budget Circular A-133. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial staten~ents. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement prese~ttation. We believe that our audit provides a reasonable basis for our opinion. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of Project Sanctuary, Inc., as of June 30, 1992, and the results of its operations and changes in its fund balances for the year then ended in conformity with generally accepted accounting principles. The financial statements referre4~ to in the foregoing opinion are set forth on pages 3 to 9, inclusive, of this report. Our audit was conducted primarily for the purpose of expressing an opinion on these basic financial statements taken as a whole. The additional information included in the report on pages 10 to 23, inclusive, is presented primarily for supplemental analy:ds purposes and is not a required part of the basic financial statements. Randolph E. Scott & Company · 810 Fifth Ave · Suite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 Board of Directors Project Sanctuary, Inc. November 16, 1992 This additional information has been subjected to the audit procedures applied in the examination of the basic financial statements and in conformity with all applicable laws, regulations and subgrant requirements. In our opinion, this additional information is fairly presented, in all material respects, in relation to the basic financial statements taken as a whole. ~ C:rtified Public Accountants ~~ COTlY ~ co~ny Members of American Institute of Certified Public Accountants l~[embers of California Society of Certified Public Accountan~ PROJECT SANCTUARY, INC. BALANCE SHEET JUNE 30, 1992 (With Comparative Totals for 1991) ASSETS CURRENT ASSETS Cash Accounts receivable Prepaid expenses Due (to) from other funds TOTAL CURRENT ASSETS Unrestricted Funds $ 55,031 (531) 54,50O Restricted Funds $ 4,404 20,508 2,324 531 27,767 Total All Funds 1992 1991 59,435 20,508 2,324 0 82,267 9,314 42,403 1,349 0 53,066 PROPERTY AND EQUIPMENT (Note C) DEPOSITS LIABILITIES AND FUND BALANCE CURRENT LIABILITIES Accounts payable and accrued expenses Tenant deposits TOTAL CURRENT LIABILITIES COMMITMENT AND CONTINGENCIES (Note E) FUND BALANCE (Note B) 88,980 3,240 $ 146,720 146,720 $ 146,720 105,895 $ 133,662 194,875 3,240 $ 280,382 $ 17,269 $ 17,269 300 300 17,569 116,093 $ 133,662 17,569 262,813 $ 280,382 203,292 3~124 $ 259,482 $ 19,636 19,636 239,846 $ 259,482 See Notes To Financial Statements. 3 Il > PROJECT SANCTUARY, INC. NOTES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE A- GENERAL AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES General Project Sanctuary, Inc. (the Agency) was incorporated as a California nonprofit public benefit corporation in 1978. The Agency operates a crisis shelter (with licensed child care program) and transitional duplex for battered persons and their children. In addition to these operations, the Agency provides 24 hour' crisis intervention, counseling (group and individual) and court support for families who are affected by domestic violence or sexual assault but nol in need of safe emergency housing. The Agency also makes prevention and educational presentations to community groups and schools. Basis of Accounting The Agency maintains its accounting records on the accrual basis. Fund Accounting The Agency has established separate funds to assure the observance of limitations and restrictions placed on the use of resources by grantors. Separate accounts are maintained for each fund. Restricted Funds Operating funds restricted by the donor, grantor, or other outside party for particular operating purposes are deemed to be earned and reported as revenues of operating funds when the Agency has incurred expenditures in compliance with the specific restrictions. Such amounts received but not yet earned are reported as deferred revenue. Prepaid Expenses Prepaid insurance and other costs are expensed ratably over their respective terms of agreement. PRO,JECT SANCTUARY, INC. NOTES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE A- GENERAL AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES- (Continued) Property_ and Equipment As further discussed in Note C, property and equipment are recorded at cost and depreciated using the straight-line method over the estimated useful lives of the respective assets. The range of asset lives is 5 to 25 years. Allocation of Expenses Expenses are allocated to various program and support services based upon employee time spent on various duties and detailed analyses prepared by management. In-kind Contributions In-kind contributions reflect donated materials and services recorded in the accompanying financial statement,s at their estimated values on the date of receipt. Income Taxes The Agency has received tax exempt status under section 501(c)(3) of the Internal Revenue Code, and section 23701(d) of the State of California Revenue and Taxation Code. NOTE B- PRIOR PERIOD ADJUSTMENT The Agency adjusted its July 1, 1990 beginning fund balance to eliminate a previously recorded liability for accrued sick leave benefits in the amount of $12,306, and to adjust for an understatement of fixed assets in the amount of $2,103. In addition, based on a determin~.~tion that the County of Mendocino Community Development Commission holds no reversionary or other interest in the Agency's shelter property, $102,560 previously reported as a restricted fund balance, was transferred to the unrestricted fund balance. PROJECT SANCTUARY, INC. NOTES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE C- PROPERTY AND EOUIPMENT At June 30, 1992, property and equipment consisted of the following: Land Building Improvements Equipment Less accumulated depreciation $ 57,000 90,252 77,816 21,223 246,291 51,416 $ 194,875 A portion of the property and equipment balance has been recorded in a restricted fund to reflect property in which the Mendocino County Community Development Commission holds a reversionary interest. NOTE D - TRANSFERS Transfers represent the allocation of unrestricted funds to restricted programs to cover current year operating deficiencies. NOTE E- COMMITMENT AND CONTINGENCIES Commitment The Agency conducts its operatioa on leased premises. Future obligations under noncancellable lease agreements in excess of one year as of June 30, 1992 are: Year Ending June 30: 1993 $ 9,600 1994 9,600 1995 9,600 1996 4,800 $ 33,600 Total rent expense for the year ended June 30, 1992 was $12,121. I. PROJECT SANCTUARY, INC _NOTES_TO FINANCIAIJ STATEMENTS Y._~E_AR ENDED JUNE 30, 1992 (Witch Comparative Totals for 199!) NOTE E - COMMITMENT AND CONTINGENCIES ~Contingencies Grant awards require the fulfillment of certain conditions as set forth in the instrument of grant. Failure to fulfill the conditions could result in the return of the funds to the grantors. The Agency deems this contingency remote since by accepting the grants and their terms it has accommodated the objectives of the organization to the provisions of the grants. The Agency's management is of the opinion that the organization has complied with the terms of all g~ants. As noted in the Statement of Costs Budgeted, Claimed and Accepted for the Office of Criminal Justice Planning (OCJ?) grants on page 19 of this report, certain costs claimed under OCJP contracts have been recommended for disallowance. Subject to final audit resolution with OCJP, grant receipts equal to these amounts may have to be returned to OCJP. The disallowance will no:: materially effect the financial condition of the Agency. ADDITIONAL INFORMATION PROIECT SANCTUARY, INC. SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE YEAR ENDED JUNE 30, 1992 OTHER FEDERAL ASSISTANCE U.S. Dept. o[ Health & Ituman Services Passed through the State of California O.C.J.P. Juvenile Resource Project O.C.J.P. Domestic Violence Assistance O.C.J.P. Sexual Assault Crisis Services O.C.J.P. Sexual Assault Crisis Services * Assumes federal funds disbursed first. Total Grant Awards Passed through the State of California O.C.J.P. Juvenile Resource Project O.C.J.P. Domestic Violence Assistance O.C.J.P. Sexual Assault Crisis Services O.C.J.P. Sexual Assault Crisis Services Pass - Revenue Federal Through Receivable CFDA Grantor's Grant (Deferred) Number Number Amount 6/30/91 16.575 RC9001103.0 $ 10,000 16.5'~5 DV91061030 50,000 16.5:'5 RC91111030 19,033 16.5'75 RC91021030 20,693 16.575 RC90011030 $ 58,113 16.575 DV91061030 51),000 16.575 RC91111030 62,673 16.5 75 RC91021030 57,645 $ $ $ 99,7",26 $ 0 $ 14,317 $ Cash Receipts Expenses $ 46,753 50,000 19,033 19,033 20,693 20,693 Revenue Receivable (Deferred) 6/30/92 86,479 "$ 89~726 23,3.9,6 $ 9,019 46,753 50,000 52,917 62,673 57,290 57,645 3,247 3~247 $ 228,43~1 $ 14317 $ 180.29~6 $ 1791337 $ 3,247 9,756 355 $ 13 358 Note: Amounts have not been adjusted to reflect potential disallowed costs. 10 RES co'rr & Company Members ora merican Institute of Certified Public Accountants Members of California Society of Certified Public Accountants Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 November 16, 1992 Board of Directors Project Sanctuary, Inc. Ukiah, California We have audited the financial statements of Project Sanctuary, Inc. as of and for the year ended June 30, 1992, and have issued our report thereon dated November 16, 1992. We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Circular A-133, "Audits of Institutions of Higher Education and Other Nonprofit Institutions." Those standards and OMB Circular A-133 require tha~: we plan and perform the audit to obtain reasonable assurance about whether the finaacial statements are free of material misstatement. Iii planning and performing our audit of the financial statements of Project Sanctuary, Inc. for the year ended June 30, [992, we considered its internal control structure in order to determine our auditing procedures for the purpose of expressing an opinion on the financial statements and not to provide assurance on the internal control structure. The management of Project Sanctuary, Inc. is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safegua:ded against loss from unauthorized use or disposition, that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation of financial statements in accordance with generally accepted accounting principles, and that federal financial assistance programs are managed in compliance with applicable laws and regulations. Because of inherent limitations in any internal controi structure, errors, irregularities, or instances of noncompliance may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to the risk that procedures may become inadequate because of clianges in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate. 11 Randolph E. Scott & Company · 810 Fifth Ave · Suite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 ~-i Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 (Continued) For the purpose of this report, w.e have classified the significant internal control structure policies and procedures in the following categories: CYCLES OF THE AGENCY'S ACTIVITY * Federal, state & lOCal funding * Revenue/receipts * Purchases/disbursements * External financial reporting FINANCIAL STATEMENT CAPTIONS * Cash * Grant and contract receivables * Property and equipment * Payables and accrued liabilities * Fund balance ACCOUNTING AFPLICATIONS * Billings * Receivables * Cash receipts * Purchasing and receiving * Accounts payable * Cash disbursements * Payroll * Property and equipment * General ledger GENERAL REQUIREMENTS * Political activity * Civil rights * Cash management * Federal financial reports * Allowable costs/Cost principles * Drug-Free Workplace Act * Administrative requirements For all of the internal control structure categories listed above, we obtained an understanding of the design of relevant policies and procedures and determined whether they have been placed in operation, and we assessed control risk. 12 COTT & Mernbcrs of, dmerican Ir~titute of Certified t>ubIic ~lccountant~ Members of California Society of Certified Public Accountants :~ Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 (Continued) During the year ended June 30, [992, Project Sanctuary, Inc. had no major programs and expended 100 percent of its total federal financial assistance under the nonmajor federal financial assistance progr~ms which are identified in the accompanying schedule of federal financial assistance. We performed tests of controls, as required by OMB Circular A-133, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with specific requirements, general requirements, and requirements governing claims for advances and reimbursements and amounts claimed or used for matching that are applicable to the aforementioned nonmajor progrmns. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion. We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the Organization's ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements or to administer federal awards programs in accordance with applicable laws and regulations. These reportable conditions are presented in the accompanying schedule of findings and recolnmendations. A material weakness is a reportable condition in which the design or operation of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the financial statements being audited or that noncompliance with laws and regulations that would be material to a federal axvards program may occur and not be detected within a timely period by employees iii the normal course of performing their assigned functions. Our consideration of the internal control structure would not necessarily disclose all matters in the internal control stlucture that might be reportable conditions and, accordingly, would not necessaril,/disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we have noted in the schedule of findings and recommendations certain matters involving the internal cor~trol structure and its operation that we consider to be material weaknesses as defined aioove. These conditions were considered in determining the nature, timing, and extent of the procedures to be performed iii our audit of the 13 COTT & Members of .~ merican Institute of Certified Public ~ ccountant~ Members of Califorma Society of Certified Public/lccountants Independen~ Auditors' Report on Internal Control Structure Required by. OMB Circular A-133 (Continued) financial statements of Project Sanctuary, Inc. for the year ended June 30, 1992, and this report does not affect our repo~'t thereon dated November 16, 1992. This report is intended for the information of Project Sanctuary, lnc.'s board of directors, management, and funding agencies. This restriction is not intended to limit the distribution of this report, ,ahich is a matter of public record. Certified Public Accountants We wish to express our thanks to the employees of the Project Sanctuary, Inc. for their cooperation and courtesy extended to us during the course of the audit. 14 Members of American Institute of Certified Public Accountants Members of California Society of Certified Public Accountants .RE S CO~ & C~mpany Members of American Institute of Certified Public Accountants Members of California Society of Certified Public Accountants Independent Auditors' Report on Compliance with Iaws and Regulations Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards Board of Directors Project Sanctuary, Inc. Ukiah, California November 16, 1992 We have audited the financial :;tatements of Project Sanctuary, Inc. as of and for tile year elided June 30, 1992, and have issued our report thereon dated November 16, 1992. We conducted our audit in accordance with'generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the fi~lancial statements are free of material Inisstatement. Compliance ~vith laws, regulations, contracts, and grants applicable to Project Sanctuary, Inc. is the respollsibility of Project Sanctuary, lnc.'s management. As part of obtaining reasonable assurance about whc. ther the financial statements are free of material misstatement, we performed te.~ts of Project Sanctuary, Inc.'s compliance with certain provisions of laws, regulations, contracts, and grants. However, our objective was not to provide an opinion on overall c:ompliance with such provisions. Accordingly, we do not express such an opinion. Except as noted in tile accoInpanying schedule of findings and recomlnendations, the results of our tests indicate that, with respect to the items tested, Project Sanctuary, Inc. complied, in all material respec:s, with the provisions referred to in the preceding paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that Project Sanct~mry, Inc. had not complied, iii all material respects, with those provisions. This report is intended for the information of Project Sanctuary, Inc.'s board of directors, management, and funding agencies. This restriction is not intended to limit the distribution of this report, which is a matter of public record. Certified Public Accountants ! Randolph E. Scott & Company · 810 Fifth Ave · Suite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 CO'[vr & Company · Members of American Institute of Certified Public Accountants Members of California Society of Certified Public Accountants Independent Auditors' Report on Compliance with the General Requirements Applicable to Federal Financial Assistance Programs November 16, 1992 Board of Directors Project Sanctuary, Inc. Ukiah, California We have audited the financial statements of Project Sanctuary, Inc. as of and for the year ended June 30, 1992, and have issued our report thereon dated November 16, 1992. We have applied procedures to test Project Sanctuary, Inc.'s compliance with the following requirements applicable to its federal financial assistance programs, which are identified in the accompanying Schedule of Federal Financial Assistance, for the year ended June 30, 1992' GENERAL REQUIREMENTS * Political activin' * Civil rights * Cash management * Federal financial reports * Allowable costs/Cost principles * ~Drug-Free Wmkplace Act * Administrative requirements Our procedures were limited to the applicable procedures described in the Office of Management and Budget's "Compliance Supplement for Audits of Educational Institutions and Other Nonprofit Institutions." Our procedures were substantially less in scope than an audit, the objectixe of which is the expression of an opinion on Project Sanctuary, Inc.'s compliance with the requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion. With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph of this report. With respect to items not tested, nothing came to our attention that caused us to believe that Project Sanctuary, Inc. had not complied, in all material respects, with those requirements. However, the results of our procedures disclosed immaterial instances of noncompliance with those requirements, which are described in the accompanying schedule of findirgs and recommendations. 16 Randolph E. Scott & Company · 810 Fifth Ave · Suite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 Independent Auditors' Report on Compliance with the General Requirements Applicable to Federal Financial Assistance Programs (Continued) This report is intended for the information of the Project Sanctuary, Inc.'s board of directors, management, and funding agencies. This restriction is not intended to limit the distribution of this report, which is a matter of public record. Certified Public Accountants 17 CO~ ~ co,~ny Metnber~ of American Institute of Certified Public Accountants Member~ of California Society of Cemfied Public Accountants co'r'r & Company Members of American Institute of Certified Public Accountants Members of California Society of Certified Public Accountants Independent Auditors' Report on Compliance with Specific Requirements Applicable to Nonmajor Federal Finan,:ial Assistance Program Transactions Board of Directors Project Sanctuary, Inc. Ukiah, California November 16, 1992 We have audited the financial statements of Project Sanctuary, Inc. as of and for the year ended June 30, 1992, and have issued our report thereon dated November 16, 1992. In connection with our audit of tl~e financial statements of Project Sanctuary, Inc., and with our consideration of Project Sanctuary, Inc.'s control structure used to administer federal financial assistance programs, as required by. Office of Management and Budget Circular A-133, "Audits of Institutions of Higher Education and Other Non-Profit Institutions," we selected certain transactions applicable to certain nonmajor federal financial assistance programs for fl~e year ended June 30, 1992. As required by OMB Circular A-133, we have performed auditing procedures to test compliance with the requirements governing types of services allowed or unallowed; eligibility; and the allo~vable costs that are applicable to those transactions. Our procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Project Sanctuary, lnc.'s compliance with these requirements. Accordingly, we d(~ not express such an opinion. With respect to the items tested, lhe results of those procedures disclosed no material instances of noncompliance with the requirements listed in the preceding paragraph. With respect to items not tested, ~othing came to our attention that caused us to believe that Project Sanctuary, Inc. had not complied, in all material respects, with those requirements. However, the resuits of our procedures disclosed immaterial instances of noncompliance with those requirements, which are noted in the accompanying schedule of findings and recommendations. This report is intended for the information of the Project Sanctuary, Inc.'s board of directors, management, and fundiag sources. This restriction is not intended to limit the distribution of this report, which i:g a matter of public record. Certified Public Accountants 18 Randolph E. Scott & Company · 810 Fifth Ave · Saite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 PROJECT SANCTUARY, INC. GRANTS FROM OFFIC[; OF CRIMINAL JUSTICE PLANNING Statements of Costs Budgeted, Claimed and Accepted Grant Award Number RC90011030 September 1, 1990 through August 31, 1991 Personal services Employee benefits Travel Consulting services Operating expenses Equipment TOTALS Grant Award Number DA91061030 July 1, 1991 through June 30, 1992 Personal services Employee benefits Travel Operating expenses TOTALS Grant Award Number RC91111030 J__u2_l_,_1991 t h ro U g h J u n 9_3_0,_L99_2_ Personal services Employee benefits 'l'ravel Consulting services Operating expenses TOTALS Grant Award Number RC91021030 July 1, 1991 through June 30, 1992 Personal services Employee benefits Travel Consulting services Operating expenses TOTALS Per Audit A. pproved Costs Costs Costs __ Budget Claimed Accepted Questioned $ 31,323 $ 31,323 $ 31,323 5,383 5,383 4,710 1,502 1,502 1,346 5,415 5,415 5,351 13,590 13,590 13,590 3,400 3,400 3,400 $ 60,613 $ 60,613 $ 59,720 $ $ 45,945 $ 45,945 $ 45,945 6,921 6,921 6,921 878 878 619 8,756 8,756 8,756 $ 62,500 $ 62,~00 $ 62¢41 $ 38,711 $ 38,711 $ 38,711 6,252 6,252 5,871 1,698 1,698 1,607 6,428 6,428 6,428 9,314 9,314 9,314 $ 62,403 $ 62,403 $ 61,931 -- $ 41,897 $ 41,897 $ 41,897 6,321 6,321 5,809 1,497 1,497 1,497 3,350 3,350 3,350 14,781 14,781 14,781 -- $ 67,846 $ 67,846 $ 67,334 Costs Recommended for Disallowance 156 64 673 220 $ 673 259 0 $ 259 91 381 91 $ 381 512 0 $ 512 19 PROJECT SANCTUARY~ INC. Schedule Of Findings and Recommendations For the Year Ended June 30, 1992 PRIOR YEAR AUDIT FINDINGS AND RECOMMENDATIONS The reportable conditions noted in our Report on Examination for the year ended June 30, 1991 were not resolved during the year ended June 30, 1992, and have therefore been restated below. (OCJP =-- Office of Criminal and Justice Planning) 1, Finding: The Agency claimed costs on Form OCJP-201 in excess of actual expenditures recorded in the general ledger. Status: We noted improvement in the Agency's reporting procedures due to more consistent use of actual financial statements instead of original documentation. However, the Agency continued to experience difficulty with accounting for worker's compensation insurance and state unemployment insurance expense. Audit adjustments to these accounts resulted in OCJP grant expenses which did not support amounts claimed on the final Form OCJP-201 Cause: The Agency's difficulty with financial management of OCJP grants stems from the material weakr~ess in the internal control structure outlined in finding #2, ineffective monitoring of budgeted to actual costs, and reporting procedures which vary by contract. Criteria' Section 6520.2 of the OCJP Grantee Handbook requires that the general ledger be reconciled to Form OCJP-201. Effect: C'ertain costs claimed have been questioned or recommended for disallowance. Recommendation: Comprehensive reconciliation procedures should be implemented in order to ensure the availability of reliable financial statements needed to effectively monitor grant performance. Personnel budgets for OCJP contracts should be developed which more accurately predict costs for workers compensation insurance .and unemployment insurance expense. All significant variances between budgeted and actual costs should be investigated and resolved in a timely manner. 20 o PROJECT SANCTUARY, INC Schedul.z of Findings and Recommendations For the Year Ended June 30, 1992 Form OCJP-201 should be prepared from interim financial statements according to procedures which are consistently applied to all OCJP grants. These procedures should include a comparison of cumulative grant expenditures recorded in the general ledger to cumulative costs previously claimed. Any differences should be researched and adjusted as appropriate on the current period's claim. Auditee's :Response: We agree that control procedures should be implemented which result in actual expenditures recorded in the general ledger which match costs claimed on Form OCJP-201. We plan to take the following actions to remedy the condition ncted iii this finding: 1) 2) 3) 4) We will design arid implement, by April 1, 1993, reconciliation procedures which ensure the reliability of interim financial statements. All Form OCJP-201 reports will be prepared from financial statements using procedures which are consistent for all OCJP grants. These procedures will include a comparison of year to date general ledger expenditures to cumulative grant ,:osts previously reported on Form OCJP-201. We will prepare personnel budgets which accurately predict the costs of workers' compensation and unemployment insurance expenses based on the rates in effect at the time. These budgets will be modified by any changes which can reasonably be expected to occur during the budget period, and will b, submitted to OCJP for its approval as necessary. We will investigate and resolve all variances between budgeted and actual costs in a timely manner. We will prepare and submit revised Form OCJP-201 reports if necessary. Finding: Other than cash, balance sheet accounts xvere not reconciled to subsidiary ledgers or other supporting documentation during interim periods. Cause: The Agency's intc. rnal control structure does not include provision for adequate financial statement review and analysis. The fiscal manager successfully implemen!ed a conversioa to an "in-house" computerized accounting system, thereby leaving less time available for reconciliation and review. .Criteria: The uniform adxninistrative requirements for federal grants to nonprofit organizations, as °utlined in OMB Circular A-Il0, Attachment F, require "accurate, .current, and cc, mplete disclosure of the financial results of each federally sPonsored project or program." 21 P~ROJECT SANCTUARY, INC __ ~Schedul,tof Findings and Recommendation:; For the Year Ended June 30, 1992 - __ _Auditee's Respons~e: We concur with the auditor's recommendation and have continued to make progress in addressing these outstanding issues as follows: a. We have implemented a review and approval process as of December 1992. b. We believe that recording in-kind contributions less often than monthly ' does not affect the Agency's ability to accurately report grant expenditures. Accordingly, we have implemented procedures to record in-kind contributions at least quarterly. ~REPORTABLE CONDITIONS__ MATER'IAL WEAKNESSES _ See Finding #2. ~REPORTABLE CONDITIONS_ OTHER _ See Finding #1. OTHER MATTERs RELATING TO THE INTERNAL CONTROL STRUCTURJ,: __ See Finding #3. _ NON-COMPLIANCE WITH LAWS AND REGULATIONS See Finding #1 and the OCJP Statement of Costs Budgeted, Claimed and Accepted. 23 (ornrnunit, y Dinin~ ~oorn · Personal (ore (enter · Peo(e and Justice (enter P.O. ~x 473 · 1X) Lure Strut · Ubah 64 93482 Phone 707/402-8.382 May 28, 1993 Mr. Charles L. Rough, Jr. City Manager City of Ukiah 300 Seminary Ave Ukiah, CA 95482 RE: Grant Assistance Program Community based non-profits Dear Chuck: I have enclosed Plowshares' applica :ion for the City of Ukiah Grant Assistance Program for community based non-profits. Thank you for you consideration of continued funding for local non-profits during this period of local economic recession. Our request is for $4,000 to be used towards the installation of insulation in the dining room. This energy saving capital improvement was first su~;gested to us through the energy initiated by the City of Ukiah back in 1991 and performed by Nancy Johnson c: f North Coast Energy Services. Your consideration of our application is appreciated. Very truly yours, Diane Vaughn Anastasio Director encls: Community Services application for funding Attachments 1-7 "... and they shall beat their swords into plowshares, and their spears into pruning hooks, nation shall not lift up sword against nation, neither shall they learn war anymore." Isaiah 2:4 Community Services Application for Funding Applicant/Organization Plowshares Peace and Justice Center Date 5/26/93 Address 150 Luce St., Ukiah, CA 95490 Executive Director Diane Vaughn Anastasio Phone 462-8582 Name of Contact Person Diane Vaughn Anastasio Title of Contact Person Director Phone 462-8582 __Profit X Non-Profit Dat~ of Incorporation 4/4/90 evidence attached How long has your organization been in existence? Project Title Plowshares Ceiling Insulation 9.5 years Project Location 150 Luce St., 'lslkiah, CA Location of additional facilities o>erated by your organization: None Description of total agency activities or services provided: 1. A free hot meal in our dining room with on-site kitchen to an average of 90 hungry people each weekday. 2. On-site training for Ukiah Valley Association of the Handicapped in which they learn nutrition and restaurant :;ervices. 3. The Peace and Justice pltilosophy of our operation focuses on correcting the injustice of poverty through work with the Ukiah Community, the media and other social service agencies. 4. Our monthly newsletter, the Plowshares Advocate, is an instrument to inform, educate and advocate for our mi.,.sion as stated in the previous three activities. 5. The Personal Care Facility provides showers and laundry facilities for the homeless on an appointment basis. Amount requested $4,000.00 Total Project Cost $8,282.00 Does your agency have a civil rights affirmative action policy or plan? Yes. Does your agency have a sexual harassment policy? Yes Does your agency have an approw:d Americans with Disabilities Act Plan? Yes COMMUNITY SERVICES FUNDING Quarterly report for the month of May 93 Name of Organization P1 ~wshares Peace and Justice Center For the period February [, 1993 to April 30, 1993' · Plowshares Community Dining Room served 5,629 meals, 15% of them to children. · Plowshares Personal Care Center provided showers and laundry facilities for 316 homeless individuals. The Personal Care Center opened on February 1 and the usage has been doubling with each passing month. Our guest population consists mainly of low income and homeless individuals and families from the immediate Ukiah Valley. Many walk or ride bikes from nearby low income senior housing or tl~t e several welfare motels which house AFDC families and general relief recipients of Me, ndocino County Social Services Department. We serve our meal Monday through Friday 11:30 a.m. to 12:15 p.m. Our meal consists of a green salad, a hot entree, a vegetable, bread, a fruit salad and a desert. For beverages we serve milk, wa:er and/or juice and coffee. The Personal Care Cent~: r, in addition to the shower and laundry services for the homeless, has been a plac:e where the homeless can use the phone for doctors appointments, job searches or emergencies. We also assist with employment applications and accept help wanted calls which we refer to our guest for employment. Plowshares provides a wo:k site for six Ukiah Valley Association of the Handicapped (UVAH) members to train ia food, restaurant and nutrition services. There are seven paid UVAH employees (4.4. Full Time equivalents) working at Plowshares. Former Plowshares trainees are now working in a number of Ukiah restaurants. At present, six of the seven UVAH employees reside in the city of Ukiah. We also provide information and referral services for the poor and homeless. Office space is made available for monthly visits by a representative from the Social Security Administration to discuss gtlest questions on SSI or disability eligibility; The North Coast Opportunities Bright Center Program offers job counseling for the homeless on -site at Plowshares; and, during tax time free income tax preparation is provided to guests by a retired auditor of California's Franchise Tax Board. In addition, the Ukiah Community Center (UCC), Mendocino Community Health Clinic and the Department of ?ublic Health of Mendocino County have been conducting health screenings and AIDS ,~ducations on-site at Plowshares during the meal period. Their services were made ava ilable through a grant from UCC that will provide funding until the fall of this year. Signature of authorized person and (itle - Date Plowshares 93 APPLICATION NARRATIVE 1. Describe proposed project: Our funding request is to improve the energy efficiency of the heating and cooling of our 150 Luce Avenue site. A~: present there is no roof insulation, and two exhaust vents in the ceiling (during the winter we have been sealing these vents from the outside). In addition, the ceiling is a high peaked cathedral ceiling. Due to the vents and the high ceiling with no insulation the heating and cooling of the building is inefficient. The proposed project will provide labor and material to install insulation and "Tectam" ceiling in the dining hall. The insulation will further reduce the heating and cooling cost by reducing the volume of air to be tempered and by creating a large ventilated attic with a dropped ceiling. (See attachment 1 of plans specifications). 2. Describe the specil~ic needs your project addresses: The insulation would address a recommendation made by North Coast Energy Services when they did an energy audil in August 1991. Their recommendation was to install insulation under the roof. The project would address the issues of energy efficiency, and thereby reduce the usage of gz~s to heat the building in the winter, and electricity to cool the building in the summer. 3. Describe the geographic area of impact affected by this proposed project: The proposed project wo. Jld assist in reducing the energy needs of the City of Ukiah, and thereby keeping the cost down of providing energy to the all residents and businesses in the city. Plowshares serves area residents from Redwood Valley to Hopland. It is has been estimated that 90% live in the area identified as the Ukiah sphere of influence in the General Plan. Local studies of the ho~neless population show that nearly 70% are area residents. Regardless of where they last resided, the population to be served by this project are homeless people seeking services in Ukiah. 4. Describe to what {~xtent your project will affect, serve and benefit the citizens of Ukiah: Acquiring the necessary insulation to help reduce energy needs at Plowshares will help reduce the energy needs of the City of Ukiah. It will enhance the quality of life for our guests and 100 volunteers (95 % are Ukiah residents) by enabling the building to be properly maintained at a reasc nable temperature at all times. There have been times when the interior temperature has been 94 degrees during the summer, and barely above 60 degrees in the winter even wil:h the heating and cooling systems running due to the high pitched ceiling. These temperatures make the environment of meal preparation and serving unpleasant and unproductive. The proposed project would remedy this situation by properly insulating the building, and reducing energy usage. Application Narrative Plowshares Page 2 of 2 5. Describe how you;' program will coordinate with others in providing similar services to this area and complement, rather than duplicate their efforts: Plowshares program of a l'ree meal to the hungry and showers and laundry facilities for the homeless is complemented by the programs provided by the Ukiah Community Center, the Food Bank, the Ford Stree: Project, Mendocino Community Health Clinic, and services provided by the Social Services and Public Health departments of Mendocino County. We work collaboratively with all the above agencies to extend, but never duplicate services already available. Our recent addition of the Personal Care Center which provides showers and laundry facilities for the homeless receives referrals from all the above agencies, as has our free meal program. The insulation of the dining room is a necessary improvement to continue providing services and for referring agencies to use our site for out-reach of their services in a healthy environment. 6. Where in Mendocino County are similar services provided and by whom: There is no other organization but Plowshares which provides a free hot meal each weekday, and laundry and showers facilities for the homeless in Ukiah. BUDGET DATA Plowshares '93 1. Describe the current sources of your organization's funding: % of revenue Cash Donations - Individual:s, Churches and Businesses, Fundraising (81% Ukiah addresses)* 94% Grants 4% Miscellaneous 2% 2. Describe the anticipaled sources of your organization's funding: % of revenue Cash Donations - Individuals, Churches and Businesses (81% Ukiah addresses) 90% Grants 6% United Way 2% Miscellaneous 2% 3. Describe other sources, if any, that you have applied to for funding this project: We have received donations "in-kind" for the engineering evaluation of the project from Rau and Associates in the amount of $200, and Axt & Mitchell, Architects for the drawings and analysis of three options for insulation of $300. We will initiate fund-raising matching funds of $4,282 from our donor bas,: for the completion of the project. Past performance on requesting matching funds from Plowshares supporters has a 100% success rate for needed capitol expenditures. 4. Describe your proposed program budget (specify revenues, by sources, as well as by expenditures, by type): Revenue City of Ukiah, Grant (this request) Matching funds from Plowshares donor base Rau & Associates "in-kind" Axt & Mitchell, Architects Total Revenue 4,000 4,282 200 3OO $8.782 Budget Data Page 2 of 2 Plowshares Expense The following estimate is based on information provided to us by the engineer, architect and contractor (attachment 2 is enclosed of the contractors proposal) · Engineering Architectural Labor and insulation of "Tectam" ceiling $200 300 8,282 Total Expenses $8,782 5. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much: In 1992, Plowshares receive:l $5,000 from the City of Ukiah toward the construction of our Personal Care Center, as well as a waiver of building permit fees of $374.75. Plowshares received over $43,000 in additional donations towards the construction; $20,000 was from the Sisters of the Presentation of the Blessed Virgin Mary, and the remaining was from businesses or individuals in the Ukiah valley. In addition, "in-kind" service~; from those involved in the building trades accounted for a value of over $48,000 towards the construction. Please see enclosed attachment 3 of Personal Care Center Donors. In 1991, Plowshares received $3,200 from the City of Ukiah toward the purchase of a new oven and refrigerator. Our reliable base of donors ~atched the contribution for a total of $6,400 that was necessary to acquire the much needed new equipment. No funding was received from the City of Ukiah prior to 1991. APPLICATION ATTACHMENT CHECK LIST: Attachment 1 Attachment 2 Attachment 3 Attachment 4 N/A Attachment 5 Attachment 6 Attachment 7 Ce tling Insulation Plans Specifications Contractor's proposal for Ceiling Insulation Donor's "in-kind" Plowshares Personal Care Center Copy of agency budget 93/94 Copy of Organizations by-laws (submitted with prior years applications) Cogy of most recent agency audited financial statement Evi dence of incorporation, if applicable Co:~y of application(s) for funding submitted to other agencies to rec Jive funding during 1993/94 /// L & '",;e ,,; ii Construction Donors "in-kind" of Plowshares Plowshares Attachment 3 to the Personal Care Center First Frank Doug Craig Douglas Ron Jeff Dale Richard Robert Dana Rick Rodney Howie Kwame Pierre Bill Darrly Bob Matt Jim David Bill Tim Fontaine Tim Name Donor Name Value Aaron Adams, Adco Sheet Metal 150.00 AC&R 1,037 Anderholm, E & W Construction 240 Anderson, Rainbow Construction 160 Anonymous 2000 Axt & Mitchell, Architects 633.75 Bach, Bach Electric 240 Baffico Systems 250 Barth 120 Benjamin Steel 76.25 Bostwick Electric 120.00 Bostwick, Bostwick Electric 240 Box Plumbing 1 70 Bryant Fischer 60 Anonymous 375.00 Chesbro 1,018.77 Chodora 320 City of Ukiah 374.75 Clark, Clark Construction 14,01 3 Cole, Bay West Construction 160 Consolidated Electrical Distributors 120.00 Crane of Ukiah 2160.00 Crown Interior 149.20 Cupples, Cupples Construction 320 Dashiell Anonymous 700.00 Floorstyles of Ukiah 200 Ford Gravel 986.82 G & G Drywall 700.00 Gary's Cabinet 1,200. Green Lion Nurser,./ 50 Hawkes, Mendocin3 Housewrights 320 Healdsburg Door 450 Hill 60 Horn, Mendocino Housewrights 160 Industrial Steel 120 Jamison 160 Johnson 40 Kagelini Kabinets 675.00 Laugton Design 250 Lear 80 Lindsteadt 80 Lucas Lynn 80 Martin 320 McFadden 240 Megarger 80 Item Donated Labor- C vent material & Disc on H&A Labor- E Labor- C Tile & Labor Discount-Architectural service Labor- E Handicapped Toilet Labor- Solar Rebar & AB's Ventilation & Fan Light Labor- E Plumbing Labor- C Windows/Glass 1 washer & 1 dryer Labor - C Waiver-Permit fee Labor- C Labor- C Ventilation & Fan light Excavate, install forms, etc (to finish Runner Base Labor- C Labor - forms floor tile and installation carpet Concrete Mix Drywall Doors & Shelving Landscaping Labor- C Prehung door Labor- C Labor- C Labor- C Labor- C cabinetry Computer desk top Labor- C Labor- C Labor - forms Labor- C Labor- C Labor- C Mendocino Tile Plowshares Personal Care Center Construction Donations "In-Kind" 2,000 Tile & Labor Page 2 of 2 Gary Miller Larry & Timothy Mitchell 160 Dennis Moore 80 Phillip Morton Constructi ~n 480 Mt. Storm Forest Products 150 North Coast Builders Exchange North Coast Energy Services 500.00 Jeff Oldham, Real Goods 120 Mark Oswell 80 Anonymous 1,043.77 Parnum Paving 341.55 Douglas Peterson 120.00 Collin Petitte 60. Alan Petitte, Redwood Electric 900 PG&E 288.00 Doug Pratt 120 Rau & Associates 200 Jeff Rea Construction 160 Real Goods 667.50 Redwood Electric 480.00 Mike Riddell 160 Steve Roberts, Roberts Roofing 500 Santa Rosa Hardware 200 William Shawk Greg Taylor 1200 Leonard Taylor 1200 Thrifty Supply $100.00 Tom Duffy Co 400 Ukiah Sheet Metal 147.00 Ukiah Unified Schcol District 320 Valley Paving 475.00 Nick Vaughan 160 David Verde Jim Werner 1120 Yaeger & Kirk 1,000 Total Value of Contributions $48,392 Labor - forms Labor- Insulation Labor- C Labor- C Lumber- moulding Insulation Solar installation Labor- C 1 washer & I dryer Reground base Metal Door Frames Labor- E Labor- E Waiver-meter relocation fee Labor- Solar Labor- C Discount-solar water heater Electrical Labor- R Labor - forms Labor- P Labor- P Lavortory & faucet 11 boxes of tiles Gutter & downspouts waiver of impact fees Site work/paving Labor - C Labor - forms Labor- C Discount of materials 5/27/93 dva o _F'ROJECT SANCTUARY, INC. Schedule of Findings and Recommendations For the Year Ended June 30, 1992 Effect: Without adequate reconciliation procedures, interim financial statements were not reliable enough to ensure effective monitoring of program performance. Numerous audit adjustments were necessary to develop accurate year end financial statements, resulting in the reportable condition noted in finding #1. Recommendation. Reconciliation procedures should be applied to all balance sheet accounts on a regular basis, and all related differences should be investigated and resolve,] in a timely manner. We recommend that the Agency take steps to enhance it~,', capacity for effective financial statement analysis and review. - Auditee's Response: W~ agree that balance sheet accounts should be reconciled to subsidiary ledgers anc other supporting documentation, and will implement reconciliation procedure:; for all balance sheet accounts by April 1, 1993. This effort will include development of written instructions and documentation standards Which can be easily verified by management. We plan to consult with outside professionals as necessary to enhance our organizational capacity for financial statement review and analysis. Management Letter: In our management letter issued in conjunction with the audit report for the year ended June 30, 1992, we made certain recommendations, the current status of which is as follows: ; a. JoUrnal entries should be reviewed and-approved by someone other than the preparer. Status: Not implemented. b. hi-kind contributions should be recorded in the general ledger on a monthly basis. St,.tus: Not implemented. c. Two signatures should be required on all payroll checks. Status: Not implemented due 1:o practical constraints and board decision. We do not believe that this condition significantly weakens the Agency's internal con.trol structure. d. Staff should be crcss-trained to perform routine accounting tasks. Status: The Agency has made substantial progress in training additional staff members to perform routine accounting tasks, and has thereby decr,'eased its dependence on the fiscal manager. Specific internal controls have also been imF,lemented which compensate for the concentration of accounting responsibilities in the fiscal manager position. 22 .ge' era!il' a:_:'.~elzt ed aq,:io'i}-.t!}ig p~ irl~c ilzles. c=~,tei~:ber 28 , i~9? 7 ',-'-TLT L,c <';:'TS "T' I ~' - ~ (.i 0 <i I k $66 ,546 $' 8 , 2%2 2 , 000 0 ? J. 7 % ~-. _ - ._.--. $ 24 , ~' 9r, $ ] 7 , 'i 37 2, ep::' e,¢' i at i on JV-:";£ 30, 1991 -¸4- -l,.2+2'! ~ ~ ~ F, : -iq _ lq~2 __ 1_99! c 39 236 0, ~2,345 at-e an i"+~grai:,~ part. of th-'. s fi-r.=,-.~iai,.,,.,,,_ .- st ateme:~t .- $80,266 S%,3.!4 cS~, El, 80 are an i"~Eg ~ , _. ~ rai Fart of th, is fixancia~ statement :,Te t CApital .... g~a! part of t.h~s _. California -! 1662114 ~ OFFICE OF THE SECRETARY OF STATE CORPORATION DIVISION I, MARCH F()NG E U, Secretary State of California, hereby certify' of State of the That the annexed transcript has been compared with the corporate record on file in this office, of ~vhich' it purports to be a copy, and that same is full, true and correct. ~ IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this ,a, PR 0 5 1990 Secretar!l o! State 1662114 ~,RTICLES OF INCORPORATION PLOWSHARES PEACE AND JUSTICE CENTER APR 4 1990 I. The name of this corporation is P Io~rshares Peace and .Ju~,-1-ice Center. II. A. This corporation is a nr~,nprofi~ public benefit corporat~)n and is not organized for the prwate gain · ~nU person. It is organized under' the Nonpro?'it Public ~enefit C~w-poration Law for charitable purposes. S The specific purpose of this c:orporation is to operate i~awshares Peace and dustice Center, ~,hich pr-os, ides free meals to an,j. Ione in need, pro,ri'des a ,~ork training _~-I:.e for handicapped persons, offers other nutritional sets,ices that help to eliminate malr~trition and related problems in our communit,=l and acquires real and other propertU in furtherance of its a~rns. iil. The name and address in the Stat~, of California of this_- r>:4q~ration's initial agent for service of process is' Alan L. Bellon ~._, Calvert Court Ukiah CA 95482 IV. ~. This corporation is organized ~nd operated exclu_---ivei~ f'or charitable and educational puposes within the meaning of Section 501 (c)(~) of the interna~ Rever~e 9. No substantial part of the acti',~ities of this ,~orporatien _---hall consist of carr,.jir, g on propaganda, or otherssrise attempting to influence legislation, and the cor~)ration -shall not participate or intervene ~n .~,.~ political campaign (including {he publishing or distr~c~rt~.~ of ~atements) ~ behalf of ar:,~ candidate for public office. ¥. The propert.q of this corporation is irres,ocabi,~ dedicated to charitable and ed,~ational.P':rposes~3nd no ~,art of the net income or assets of this corporation shall e,~er in,~-e to the benefit of an,.j ,:,fficer., or mernber thereof or to !he benefit of ang prwate person. Upon the d~ssolution ¢,r ';,/inding up of the corporation, its assets ren-~aining after pagment: ,~ provision for pau. rnent: of all debts and i~abii,;ties of this ,:.-or,oration s,~,.a'.,; be di'--.tr'..buted +.o -a ~,nc~--.-:.-fit fund,, foundati,:,n ,. ::,r cot?oration, which :~ organized and operated e:.-.:clusi,..'el,._l for charitable s.~J ~.~cational .nur.noses~.~nd which has establi?hed ';ts tax e:<empt status under Sect~,,m .501 (c)(~) of +..he internal Res`enue Cc~Je. Signat,Jre of~,~c~., r po rato r ~ ! Sister Jane Kell q Name of Incorporator I hereby declare that i am the .person who executed the foregoing Articles of Incorporation, ~'hich execution is my ,~st and deed. · Sister Jane Kel~ ~ c( Iifornia OFFICE OF THE SECRETARY OF STATE CORPORATION DIVISION I, MARCH FONG E U, Secretary of State of the State of California, hereby certify' That the annexed transcript has been compared with the corporate record on file in this office, of which it purports to be a copy, and that same is full, true and correct. IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this Secretar~t o! State A403326 (:ortificat¢ of Am ndm,nt of Articles of Incorporation FILED c.f the $~to of Oalffomta RE: Corporation Nunmber 1662114 LIA'f 6 199i Martin Bradle;~ and Debra Meek certify that' 1. They are the pre~icent and the secretary, respectively of Plo,~shares Peace and Justice Cent,.~r. 2. 'Article V of the art:.cles of incorporation of this corporation is amended to read as follows: "The property of this corporation is irrevocably dedicated to . charitable and ec,ucational purposes meeting the require~nents for exemption pr,~vided by Section 214 of the Revenue ~nd Taxation Code, arid no part of the net income or assets of this corporation shall ever inure to the benefit of any direc~r, officer, or merr_u~.~r thereof or to the benefit of any private per~on. Upon dis:solution or '~'inding up of the corporation, its assets remair~tu~ after payrnent, or provision for payment, of all debts and l~abilities of. this corporation shall be distribu- ted to a nonprofit fund, foundation, or corporation, which is organized and operated excl%xf'sively for charitcuble and educa- tions purposes meeting the requirements for exemption provided by Section 214 of the Revenue and T~xation Code." $. TT~e foregoing ~nendment of articles of incorporation ho~ been duly approved by the bocurd of directors. 4. The corporation has no memberl. We further declare under penalty of perjury under the laws of the State of Ca/ifornia that the mati~rs set forth in this certificate are ~e and correcto of our own knowledge. DEBRA MEEK, Secre~r-y q , ' 160 En~:e'::faEth '" ' C, ~ .zL~.. .; ...... '...:_.::, - 37- . .. _ ~ ..... ,4 'Ney ace J.F~ t~e r: .....e:.z of ?,e:3ct:.:ling a new icng +ezra ie~e with ~heir i~:nii'l.~rd (Sae A'~l:%~:::?:::~eN~t Q) . ~,== ~h ~:~d_ sa:=~!'._ '-~i'2:i~cy.._~, ' making., w~:~ken'~ .... ' ' ~ent G). ~. .... ss!h e f~r icwes-',nccre persons. (See Attac~.. - 37A- .~ "! V i i~' Y '.3'i!i .... P~ i;l >'" i 0 N A,ct.!.viLy 4 .... ed as fel lows: ~er sea: X (:,~ weeks 18,720. ~ ~ ~ 0; ~-h~se served are re~;eets. Therefore: t8,720 X .75 = 14,040. - 38 - ~'2,24. - 39 - Ukiah Community Center (UCC) 1993-1994 City of Ukiah Community Services Funding Request Mr. Chuck Rough Jr. City Manager City of Ukiah 300 Seminary Ave. Ukiah CA 95482 May 25, 1993 Dear Chuck, Enclosed please find our al:~plication for City funding for the Emergency Services Programs of the Ukiah Community Center, with required attachments. The Emergency Services P~'ograms (ESP's) provide an array of interlocking, vital services. Funding these programs is a cost-effective way for the City of Ukiah to respond to the need for crisis intervention, addressing all kinds of crises. By funding ESP, the City will continue to support outreach, inter-agency coordination, immediate 24-hour access to err~ergency intervention, and other critical services. We are applying under Matching Grant funding. United Way has committed a minimum of $17,160 to the Crisi,,; Line/Information-Referral Program and $14,160 to the Voucher Program. The total of $31,320 is our match for fiscal year 1993-1994. Additional funding from other sources is anticipated. Since UCC's application to 1he City of Ukiah for Community Services funding last year, we have added several components to the Emergency Services Programs. There is now an 800 number for the Crisi:s Line. (Callers can still choose to dial 463-HELP.) There is a new, USDA-funded Food St~tmp Outreach Program, a comprehensive Community Resources Directory, a federally.funded nutrition and health education program, and a case-management/loan fund program in conjunction with the City of Ukiah, under a Federal Emergency Shelter Grant. We are requesting $4,000 from the City to help us deliver the services described herein, to provide funds for staff ;:o interview clients, respond to crisis calls, and issue vouchers. Thank you for considering oar proposal. If you have any questions, please call me at 462-8879, or you may ask for Martin Bradley, Executive Director. Sincerely, Judy M. Judd Program Director Emergency Services Programs 300 SE~ UKIAH, CA 95482-5400 · ADMIN. 707/463-6200 · PUBLIC S/~E3Y 463-6242/6274 · FAX # 7071463-6204 · COMMUNIT¥ SERVICES APPLICATION FOR FUNDING Applicant/Organization Ukiah Community Center Date May 25, 1993 Address 505 South State Street, Uki¢h Ca 95482 Executive DirectorMartin Bradley Name of Contact Person Judy M. Judd Title of Contact Person Program Director, ESP Phone (707) 462-8879 Phone (707) 462-8879 Profit xx Non--Profit Date incorporated April 10, 1975 (please attach evidence) How long has your organization been in existence? 22 years Project Title Emergency Service Program (ESP) Project Location 505 South State Street, Ukiah Ca 95482 Location(s) of additional facilities operated by your organization: Food Bank: 1330-B South State Street, Ukiah Coast Vouchers: 900 North Franklin Street, Fort Bragg Description of total agency activities or services provided: The mission of the Ukiah Community Center (UCC) is "To organize diverse elements of the community - people and resources - in order to meet community human services needs and serve as a catalyst towar~ community self-sufficiency." Amount requested$ 4,000 Total project cost $ 122,116 Does your agency have a civil rights affirmative action policy or plan? YES Does your agency have a sexual harrasment policy? YES Does your agency have an approved Americans with Disabilities Act Plan? YES '~Ve Are Here To Serve~ Ukiah Community Center (UCC) 1993-1994 Page 1 of 4 Application Narrative 1. Descdbe orooosed oroiect THE AGENCY AND THE PROGRAMS The Ukiah Community Cenler (UCC) is a private, non-profit organization which has been the main clearinghouse for emergency human services in the Ukiah Valley for over 22 years. The purpose of UCC's Emergency Services Programs (ESP) is to assist individuals and families stricken by poverty and crisis, to increase their self-sufficiency, and to increase the effectiveness of service organizations through coordination and consolidation of efforts. The ESP's include the Crisis Line/Information and Referral Program, the Voucher Program and Holiday Sharing Project, the Food Bank/Food Closet, and related projects. The Center's 24-hour, multi-agency Crisis Line connects callers to a lifeline of prevention and intervention services for: · Suicide prevention, stress and depression counseling, and other mental health services · Protective intervention and prevention for neglect and abuse of dependent adults · Protective intervention and prevention for neglect and abuse of children · Services for youth and familie~, runaways · Drug and alcohol programs · Rape and domestic violence intervention · Native American and Hispanic programs · Food and shelter seven days 3er week, until 9:00 pm. · Other crisis services. Calls for information and referral a~3d crisis counseling are often accompanied by a need for food, clothing, and shelter. Most households need more than one type of assistance. Approximately 1.55 vouchers are given per household per visit. In addition, staff estimates that there is one referral for further assistance from another organization for every two households. UCC is a one-stop center for basic needs, including information and referral (I&R), food, clcthing, shelter, crisis intervention services, and other necessities. The I&R Program is the county's leading rel erral entity. Agencies and organizations cooperate by keeping UCC staff up-to-date on their services and eligibility requirements. Through its Emergency Services Programs, UCC provides the leadership and structure for inter-agency collaboration and sharing of expertise .~mong professionals. An innovative agreement among eighteen agencies and departments constitutes a closely coordinated service network, the Inter-Agency Crisis Council (IACC), with the Crisis Line Program at its hub. The Crisis Line Program provides organizational management, trainings, and regular monthly meeting.,~ to the IACC, which plans and implements human services delivery throughout the county. The Voucher I=rogram gathers 35-50 workers from human services organizations of all types for an annual Emergency Servic~.~s Network Conference, to improve networking and coordination, and share information necessary for maint~..ining an ongoing, dynamic, and effective system of cooperation. THE PROJECT The proposed project will sL~pport the Emergency Services Programs by providing funding for the ESP Specialist, whose duties are voucher intake, crisis phone response, Information and Referral (I & R), and other activities described above. CLIENT POPULATION According to the 1990 census, apt3roximately 18% of the City of Ukiah's population, or 2,520 residents, are at poverty level. In addition, Ukiah is the service center for Mendocino County, and services in Ukiah must respond to the needs of many of the re,.sidents in adjacent and outlying areas, as well as families and individuals who travel the "101 corridor" in search of homes and jobs. ESP serves people of all ages and ethnic origins. Service is based on immediate need, and there are no client fe~.s. ESP serves the broadest possible range of Ukiah citizens, in the most severe circ[Jmstances. Examples: Over 1,400 crisis calls in 12 Ukiah Community Center (UCC) 1993-1994 Page 2 of 4 months (20.5% of all crisis calls) are from or about children. Of those provided with emergency food, 16% are seniors, 45% are children. In 12 months, shelter was provided to well over 989 homeless families and individuals in Ukiah (down from last year's 1,800 households because of funding reductions, not reduced need). THE PROBLEM Homelessness and hunger n Ukiah are becoming more and more evident. The general population is becoming aware that this is not just an "urban problem," and indeed is a painful problem for our owr~ neighbors. Citizens are becoming more concerned, and are finding it less and less accE,ptable to ignore the families and individuals who are without a place to stay, and without the means to feed themselves and their children. Due to the complexities of their own needs, the complexities of "the system," inadequate transportation, often a need for advocacy, and other service barriers, these families and individuals must be helped not .3nly with direct services, but helped to utilize other available services scattered at various organizations throughout the community. People in need are also often unable to fLJnction effectively due to inadequate clothing and a need for cooking utensils, blankets, tr'ansportation, and other necessities. OBJECTIVES AND METHODS In order to have as rnuch positive effect as possible, on as many people in need as possible, UCC llas chosen to address short-term needs, to provide a central entry poi~3t to services which is non-threatening and easy to access, and provide coordination of services throughout the community. Temporary assistance with food, shelter, and human services intervention raises the level of basic resources available to Iow-income fam lies and individuals, improving prospects for general health, self -sufficiency, and resiliency. Short-terrr relief from the devastating effects of poverty and cdsis may provide an opportunity to implement long-term sclutions. Information collected in one, acce.';sible place on programs, eligibility levels, and types of assistance is necessary for Iow-income people to ful ~y access services and gather resources to move toward solutions. Cutbacks and reductions in publicly-funded human services have resulted in delayed service delivery, reduced services, and curtailment of outreach efforts. To address this service and resource shortage, UCC has taken a leadership role in the coor':lination, planning, and delivery of emergency services with volunteer groups, government, and non-profit ac. encies. Providers will more effectively serve the target population using up-to-date, centralized referral information, and having improved basic resources for their clients. 2. Describe how you identified sDecific needs your oroiect addresses The emergency services pr()vided by UCC were developed in direct response to the needs of the community. These needs were expressed in terms of client requests for help as well as agency requests, along with requests from other organizations such as the Ministerial Association, for a central referral source and for planning and coordination activities. In 1980, there were 574 requests for I&R, crisis intervention, and assistance with food, shelter, and other needs. From that year to the present, 1 here has been a dramatic increase in need. To keep pace with the increasing requests from agencies and clients, we created networking systems, and began obtaining resources from local donations, gover~ment funds, and other sources. During the calendar year of 1992, program staff responded to an estimated 7,000 I&R calls and recorded 5,501 Cdsis Line calls (approximately 3,500 of the cdsis calls were from Ukiah residents). Program staff and volunteers issued 5,394 vouchers for shelter and other basic needs, and distributed 1,993 emergency food boxes (91% were given to permanent Ukiah residents). In addition, 1,300 households "shopped" at the Freestore for donated, used items. The program supplied 873 special holiday food baskets at Thanksgiving and Christmas. The Food Bank distril:uted 16,630 supplementary food boxes containing USDA and locally -donated food. The Food Bank also p~ovided nutritional and health information in the form of workshops and other activities for Iow-income Ukiah residents. The City of Ukiah/UCC Federally-funded Homeless Prevention Ukiah Community Center (UCC) 1993-1994 Page 3 of 4 Program helped 52 families with loans to prevent eviction and utility shut-offs, along with case management to prevent future occurrances. Salvation Army's REACH program at UCC helped additional families with utility payments to prevent shut-offs. 3. Descdbe the qeogra.Dhical area of impact affected by your oroject The majority of all activities and expenditures take place in Ukiah. of the households served by the Voucher Program, 91% are Ukiah residents. An estimate of households assisted by ESP overall, ir~cluding the county-wide Cdsis Line, reveals that 56 % are living in Ukiah; 9.5% are from the vicinity of Ukiah (Talmage, Redwood Vly, Calpella, Potter Vly, Hopland), and 34.5 % are from elsewhere in Mendocino County. 76.5 % are established, permanent residents, and 23.5 % are new residents, seasonal workers or transie[its. 4. TO what extent will your .Dr0j{ct affect or serve citizens of Ukiah GOAL The goal of the Emergency Services Programs is to assist residents of Ukiah in crisis to begin meeting their needs, reducing emergency situations to manageable levels. OBJECTIVES for Fiscal Year :'993-1994 A.) Assist people in Ukiah who are in crisis and otherwise have no appropriate resources, in assessing their needs and finding appropriate services which can lead to problem resolution and self-suf:iciency. ESP will respond to 2,500 or ,~ore crisis calls, and 3,000 I&R calls from people in Ukiah during fiscal year 1992-1993. B.) Provide food, clothing, ,,~helter, and other basic needs. 2,500 or more vouchers will t)e provided to Ukiah citizens. C.) Respond to emergency requests in collaboration with other Ukiah agencies, in a coordinated, cost-effective manner. At least one Crisis Line operator/agency training and at least one volunteer training will be provided. ESP will continue to facilitate services l:hroughout Ukiah on a case-by-case basis as needed. ESP will provide six Inland Inter-Agency Crisis Council meetings. METHODS A.) Access to services is provide¢t through a centralized system of outreach and response. Assessing needs and finding appropriate service=~ is accomplished through knowledgeable and prompt response to phone and walk-in requests for assista3ce. The Crisis Line/l&R Program provides a unique, multi-agency lifeline to immediate human services ir]tervention, through 463-HELP and 1-800-4aSAFE-U. The I&R component provides the most compre3ensive, informed response system in the county. B.) Food, clothing, shelter, and otl~er basic needs are provided through the Voucher Program by direct services, referral and advocacy, and intormation. Homelessness is addressed by loans and case management, by vouchering to local motels, by providing intake for Social Services, and by providing intake for Ford Street Project. The Voucher Pro(jram also provides: Diapers and formula, bus transportation for battered women and their children to a safe destination, taxi for disabled or recently hospitalized persons to access necessary services, clothing vouchers and clothing donated directly to UCC, cooking utensils, blankets, food from UCC's on-site pantry, and other necessities. Hunger relief and nutrition needs are also addressed by coordination of local food resources through the Emergency Services Network, the Food Stamp Outreach Program, the Food Bank's Emergency Action Team (EAT) Food Closet, the supplementary Commodities/Surplus Program, and th,~ nutrition and health education program. The Holiday Sharing Project (including the Freestore) provides toys for children, household items, clothing, and Thanksgiving and Christmas food baskets. Using UCC facilities, Salvation Army provides a summer camp program and emergency payment for utilities (REACH). C.) Collaboration with other agencies is provided through consolidated services and outreach, ongoing networking and case-by-case advocacy, monthly meetings of crisis agencies, and annual meetings of a broader spectrum of providers. Trainin:js increase the pool of skilled staff and volunteers available in the community to more effectively assist cl ents. Other services not available elsewhere are provided through ESP. Ukiah Community Center (UCC) 1 993-1994 Page 4 of 4 PLEASE SEE ATTACHMENT, "COMMUNITY IMPACT," FOR ADDITIONAL INFORMA T/ON ABOUT THE EFFECT OF ESP C'N CITIZENS OF UKIAH 5. Describe how your oroaram will coordinate with others -- Aaencv Aareements ESP coordinates the IACC and the ESN, providing a structure for assessing needs, standardizing and refining procedures and responses, scheduling workers, and rapidly disseminating accurate information to agencies. Workers have access to the expertise of agencies other than their own, through Crisis Line team intervention, regular meetings, ESP manuals, and inter-agency trainings provided by ESP. Services are also coordinated and facilitated with others through ESP's service contracts, I&R, and participation of ESP staff in community planning projects (such as C:)mmunity Works, membership on boards and task forces). Coordinated Intake and Outreach Record-keeping is more effective when kept in one place, preventing duplication of effort, exhausting "runaround" for the client, and mis-use of resources. Coordinated intake through a centr;~l number eliminates the need for the caller to be knowledgeable about services, agencies, or how to find them, and is less confusing for a caller with multiple needs. Consolidated, widespread outreacl' improves the probability that help will be asked when needed, sometimes preventing costlier intervent on from law enforcement. Networkina with Local Charitable Etforts -- Ministers from fourteen Ukiah churches pedorm intake for after-hours ESP vouchers on a rotating basis, and the Ministerial Association helps support the EAT Food Closet. REACH and Salvation Army '~velfare" (voucher) funds are available through E:3P's office space, volunteer recruitment, and staff time (intake, record- keeping, and reception). ESP also conducts various projects in conjunction with local service clubs. 6. Where in Mendocino County are similar services orovided and bv whom Services are not duplicated. Programs are designed to reduce duplication and coordinate local efforts. Ukiah Community Center (UCC) 1993-1994 City of Ukiah Community Services Funding Request ATTACHMENT: COMMUNITY IMPACT Leveraging and Mobilizing Community Resources This project leverages existir~g public and private assistance resources, including cash and third party in-kind goods and services, improving availability of services to Iow-income households. Networking services provided by ESP increase the ability of other agencies to utilize funding sources appropriate for their programs. For example, the Youth Project cites the Crisis Line in their funding application for Child Assault Prevention funds as a resource utilized by, and necessary to, their project. Citizens can be assured that their contributions will be fairly allocated, providing the greatest benefit to the most needy. Outreach and screening procedures have been developed over many years of experience, to identify those who are eligible, and to distribute resources equally among those in need. State, federal, and chadtabl6 funds are acquired by UCC and dispersed locally. Examples: 1) In 12 months, $1~,404 in National Board (FEMA) funds were utilized by the Food Bank, for emergency food t3urchased locally. 2) ESP makes it possible for the REACH program to operate in Ukiah. 276 households were interviewed for REACH assistance in 1992. Of the payments made on behalf of these households, $8,341 went to the City of Ukiah's Public Service. (Amounts of payments to other utilities are not available at this time.) 3) In 12 months, $64,572 in State Emergency Shelter Program funds were utilized by the Voucher Program, for short-term stays (for an average stay per family of 5.27 days) at local motels and shelters. 4) The Homeless Prevention Program supplied $34,300 to homeless and near-I'omeless families and individuals for local rental assistance and utilities. One Number for Any Human Service Emergency A well-publicized, easy-to-use system is vital to agencies and to the caller. For example, the Ukiah Police can gve a runaway youth, a battered woman, or an abused child the 463-HELP number. The person in crisis can access counseling, a hot meal, transportation, or other services. The officer doesn't have to know and provide lists of referrals. Minority Outreach Callers have access to bilingJal services. In a month, the average number of Hispanic households helped by the Voucher Program is 62. Native Americans receive targeted services through an agreement with Consolidated Tribal Health Project. Prevention The needs addressed have a high potential for criminal or socially undesirable consequences. Youth and adults call the Crisis Line to avoid resorting to or submitting to violence. For example, in 12 months: 805 calls were put through to Children's Protective Services, 742 to Mental Health, (,)56 to Project Sanctuary. BUDGET DATA · Describe the current sources of your organization's funding: Major sources of funding: United Way, donations, special events, contracts for services, program fees. me · Describe the anticipated sources of your organization's funding: HUD- Supportive i.~ousing Program $450,000 (Syear 9rant) United Way $ 31,320 Food Bank: $481,320 We are not requesting City fundin9 for the Food Bank. Describe other sources, if any, that you have applied to for funding this project: Inter-Agency Crisis contracts $20,000 County Shelter Contract 20,604 Mendocino County Youth Project 2,000 Membership dues 3,000 $45,604 · Describe your proposeC program budget (specify revenues, by sources, as well as expenditures, by type): The program budg.~t is reflected by columns 7 (Crisis Line/I&R) and 8 (Voucher Program) of the attached agency budget. Revenues and Expenses are detailed by line item. Please advise if additional information is required. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much: For the fiscal y.=_ar of 1992-93, Ukaih Community Center was awarded $5,000 biz the City of ukiah for staff funding for the Emergency Servic_= Programs. APPLICATION ATTACHMENT CHECK LIST: XX Copy of agency budget for 1993/94 ~//~ Copy of organization by-laws (not applicable if you have already submitted one) XX Copy of most recent agency audited financial statement XX Evidence of incorporation, if applicable XX Copy of application(s) for funding submitted to other agencies to receive funding during 1993/94 UKIAH COMMUNITY CENTER Contact Person: Martin Bradley 462-8879 Date Prepare~l:_..3/8/93 v.5 UNITED WAY o{ SONOMA-MENDOCINO-LAKE Budget Sl~eadsheet Ior Fiscal Year 1993-1994 PAST CURRENT PROI~3SED % CHANGE Fiscal Year Rscal Year Rscal Yeal between 1991/92 1992/93 ~ 1993/94 92/93-93/94 REVENUE 1. Contributions (Indudes foundation 2. Special Events 3. Legacies & Bequests 4. Membership Dues 5. Client Fees & Incidentlal Program 6. Sales to the Public 7. Investment Income 8. UNITED WAY OF SON-II 9. OTHER UNITED WAY(e) 10. UNITED WAY SML (Donor 11. UNITED WAY SF (Donor C 12. Community Sewice Funding (Ukh 13. Job Training Barvices 14. CJSSP (ABgO) 15. Misc. - FEMA 16. Misc. - County Shelter Conlract t 7. Mis<:. - State Emergency Family 18a. Misc. - USDA Commodities 1813. Misc.. SBA 18c. Mlsc - WEST Comp 18d. Misc. - MCYP Contract 18e. Misc. - OCS 18f, Misc. - Resource Dlrestory Del 189, Misc. - Salvallon Army 18h, Mlsc.- Ford Street 181. Misc. - FESG Conlract 18l. Misc. - OCSANESTCO 181(. Mlsc - USDA 19. Funds carded Fwd lrom prior FY i 20. TOT. SUP. AND REV. FROM Columq-1 Columq-2__ Columll~ Column-4 133O50 31000 31500 2% 50000 14~00 0 -100% 0 0 0 2000 3C00 8O00 167T0 22510 200 00 20000 0% 0 1 ~r 00 3500 133% 3000 .~ 00 500 0% 74340 67~147 54357 -20% 0 0 0 0 0 0 0 0 0 0 5C00 4000 -20% 0 0 0 0 28 20 2820 20000 20750 t 7000 -18% 20604 206 04 20604 0% 107030 350 O0 0 -10(P/o 3600 3240 3240 0% 43230 878 0 - ! 00% 0 4(~ 92 0 - 100% 0 2250 2000 0 45333 667 t -85% 0 5000 0 -100% 0 1E00 1800 0% 0 2000 2000 0% 4000 79267 25415 -68% 0 2490 0 -100% 0 21216 t 6483 -22% 27139 13492 21600 50% 610503 403179 241490 UNITED WAY FUNDED PROGRAMS Non-UW Mgmt. & Total Prog Crisis Lira Temp Ass' Food General Sewlces I & R Program Bank 10 IC~l 7 Ihlt~~ 50 Column-~ Column.~~ Column- Col .12 5OO0 26500 0 0 26500 0 0 0 0 0 0 0 0 0 0 0 0 0 8000 0 0 0 0 0 0 20000 20O00 0 0 0 0 3500 3500 0 0 0 500 0 0 0 0 0 12517 41540 17160 14160 10520 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4000 0 0 0 0 0 0 0 0 0 0 0 0 2820 282O 0 0 0 0 17000 0 0 17000 0 0 20604 0 20604 0 C 0 0 0 0 0 g 3240 0 0 0 0 (~ 0 0 0 0 0 0 0 0 0 0 0 0 0 2000 2000 0 0 0 0 6671 0 0 667t 0 0 0 0 0 0 g 1800 0 0 0 0 (~ 0 2O0O 200O 0 0 {~ 0 25415 0 25415 0 (~ 0 0 0 0 0 (~ 2026 14457 14457 0 0 C 0 21600 0 0 21600 , 0 37083 204407 61937 60179 82291 0 EXPENSES 21. Salades 22. Employee Benefits & Worker's C 23. Professional Fees 24. Office Supplies 25. Telephone 26. Postage & Shipping 2.7. Rent & Utilities 28. Insurance 29. Rental, Purch & Malnt of EqulpmE 30. Travel 31. Membership Dues - Local groups 32. Membership Dues - National orga 33. Printing 34. Books, parlodlcals - subscription,, 35. Tralntng 36.Asst. to Indlvs. (Food, cloth., ca'. 37. Misc. - Fund Raising Exp. 38. Misc. - Outreach & Publicity 40. MIsc. - Facllllles Maintenance 41. Misc. - 42. Misc. - Grant to WEST Company 43. Misc. - Olher Columrl-1 Column-;__ Column- Column- 189104 156056 122942 -21% 42198 35~93 28276 -21% 31000 13370 8450 -37% 3500 2552 1200 -53% 11500 9;175 9375 0% 1300 ' '20 720 0% 270~: S:'$0 ", ~'485 5'9% 0 7 24 5771 -19% 4600 6(;51 6575 - 1% 61 50 24767 1550 -94% 5000 ';'50 750 0% 150 50 120 140% 150 ' O0 100 0% 10OO 5;.'00 3726 -26%i 2OOO ',:~50 346 - 1% 3500 ~00 400 0% 116279 103~;44 27000 -74% 31000 8(~00 2750 -66% 4000 1,~.41 1110 -23% 3500 3094 3294 6% 4000 ,~0 550 38% 0 13~92 0 - 10(P/. 0 0 0 0.375 44. TOTAL ALL EXPEN8ES - A 497011 403179 241490 46. % 8AL. & BEN. (In. 21+1n 47% 4;~% 63% 46. FUNDS CARRIED FWD (In 2 13492 0 0 NOTE OF FUNDS CARRIED FORWARD: Funds carded fon~ard lot Itls line Item reflect the $25,000 raised In the 1992 Donrey Foundation annual Food Bank fund relser conducted by the Uklah Dally doumal. Column.5 Column- Columll~ Column. Column-I COl-12 18893 104049 37196 31865 34988 4345 23931 8555 7329 8047 C 4900 3550 1000 0 2550 0 300 900 300 300 300 0 625 8750 7500 625 625 0 450 270 90 90 9(3 0 2250 I a. 235 _'x3.~E 2250 900 4871 101 1170 3600 0 600 5975 0 3330 2645 0 650 900 300 300 300 0 200 550 75 75 400 0 70 50 25 25 0 0 100 0 0 0 0 0 ! 00 3626 30O0 626 0 0 100 246 100 100 46 0 100 300 100 100 100 0 0 27000 0 looO0 17000 0 1750 1000 0 0 1000 0 600 510 310 100 100 100 3194 100 1794 1300 0 50 500 200 100 200 0 0 0 0 0 0 0 0 0 0 0 37083 204407 61937 60179 ~2291 0 63%0 63% 0 74% 0 65% 0 62% 0 'Err°r°4 '" wOOD public Accountant Post Office Box 598 Ukiah, California 95482 (707) 463-0442 "'-" S REPORT ACC ~ ..~TANT ' Board of Directors Ukiah Community Center Ukiah, California 9.)482 We have audited the accompanying balance sheet of Ukiah Community Center as of June 30, 1992, and the related statements of activity, functional expenses, and change~ in financial position for the year then ended. These financial statements are the responsibility of the Center's management. Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of Ukiah Community Center as' of June 30, 1992, and the results of its operations and changes in its financial position for the year then ended, in conformity with generally accepted accounting principles. April 27, 1993 UKIAH COMMUNITY CENTER BALANCE SHEET June 30, 1992 (with comparative totals for 1991) Operating Programs Current Fund FEMA Total Ail Funds 1992 1991 ASSETS Cash Accounts receivable Prepaid expenses Furniture and equipment Less accumulated depreciation Deposits $115,778 $ 5,113 17,566 4,020 71,258 2,385 (21,619) (2,385) 2,272 $120,891 $104,042 17,566 28,296 4,020 4,856 73,643 29,558 (24,004) (16,469) 2,272 2,272 LIABILITIES AND FUND BALANCES Accounts payable and accrued expenses Fund balances $ 13,811 $ 13,811 $ 16,678 The accompanying Notes to Financial Statements are an integral part of this financial statement. UKIAH COMMUNITY CENTER STATEMENT OF ACTIVITY AND CHANGES IN FUND BALANCES Year Ended June 30, 1992 (with comparative totals for 1991) REVENUE Contracts: County of Mendocino United Way Federal FEMA James Irvine Foundation Memberships Community service Fund raising Other donations State Shelter Interest Small Business Administration Grants Gain on sale of assets EXPENSES Program services Support services Depreciation EXCESS OF REVENUE OVER EXPENSES Operating Programs Current Fund FEMA $ 20,092 74,340 100,000 5,510 44,859 33,025 39,301 81,572 4,443 $10,089 Total Ail Funds 1992 1991 $ 20,092 74,340 10,089 100,000 5 510 44 859 33 025 39 301 81 572 4 443 40,328 40,328 70,118 70,118 1,200 1,200 $ 28,640 70,000 31,905 100,000 1,765 28,982 55,886 25,146 45,374 5,345 20,516 $514,788 $10,089 $524,877 $413,559 $393,180 $14,849 $408,029 $321,081 64,614 64,614 59,910 7,296 238 7,534 3,214 $465,090 $15,087 $480,177 $384,205 $ 49,698 $(4,998) $ 44,700 $ 29,354 FUND BALANCE, JUNE 30, 1991 FUND BALANCE, JUNE 3C,, 1992 $125,766 10,111 135,877 106,523 ~175,464 ~ 5,113 ~180,577 ~135,877 The accompanying Notes to Financial Statements are an integral part of this financial statement. UKIAH COMMUNITY CENTER STATEMENT OF FUNCTIONAL EXPENSES Year Ended June 30, 1992 Salaries Employee benefits Rent and utilities Telephone Office supplies Printing Postage Dues and subscriptions Travel Professional service~!; Repairs and maintenance Insurance Miscellaneous Fund raising Training Assistance to individuals Depreciation Program Support Services FEMA Service $177,034 $43,573 19,398 4,849 $196,432 $48,422 27,249 2,656 12,166 1,822 4,458 851 2,118 801 2,212 803 1,965 293 5,819 775 18,852 4,038 1,996 1,521 6,157 1,035 1,121 1,223 18,298 6,437 299 87,900 14,849 75 $393,180 $14,849 $64,614 Comb ine d $220,607 24,247 $244,854 29 905 13 988 5 309 2 919 3 015 2 258 6 594 22 890 3 517 7,192 2,344 18,298 6,736 102,824 $472,643 6,241 238 1,055 7,534 9399,421 ~15~087 ~65~669 $480~177 The accompanying Notes to Financial Statements are an integral part of this financial statement. UKIAH COMMUNITY CENTER STATEMENT OF CHANGES IN FINANCIAL POSITION Year Ended June 30, 1992 Working Capital ~'as Provided by: Excess of revE~nues over expenses Depreciation expense not requiring current caah outlay Rounding Net Increase in ~orking Capital $44,700 7,534 1 ~52~235 Changes in Compol~ents of Working Capital' Increase (decrease) in assets: Cash Accounts r~ceivable Prepaid expenses Equipment $16,849 (10,730) ( 836) 44,085 Decrease in iiabilities: Accounts payable and accrued expenses 2,867 Net Increase in Working Capital ~52~235 The accompanying Notes to Financial Statements are an integ~al part of this financial statement. UKIAH COMMUNITY CENTER NOTES TO FINANCIAL STATEMENTS Year Ended June 30, 1992 Significant Accounting Policies Ukiah Community Center (the Agency) is a California nonprofit public benefit corporation organized in 1971 to provide support to individuals and groups desiring to develop programs and activities leading to spiritual and personal growth and service to the community. Operating funds restricted by the donor, grantor, or other outside party for particular operating purposes are deemed to be earned and are reported as revenues when the agency has incurred expenses in compliance with the specific restrictions. Such amounts received but not yet earned are reported, as deferred revenue. The accounting records of the Agency are maintained on the cash basis and are converted to the accrual method at year end. Furniture and equipment are stated at cost and are depreciated using the straight line method based on their estimated useful lives. Expenses are allocated to program and to support services based upon management's estimates. Donated materials and services are reflected in the accompanying statements as donations with values estimated at time of receipt. The financial info~'mation for the year ended June 30, 1991, presented for comparative purposes, is not intended to be a complete financial statement presentation. Income Taxes Ukiah Community Center has been granted tax exempt status under Section 501(c)(3) of the Irternal Revenue Code, and Section 23701(d) of the State of California Revenue and Taxation Code. Commitments and Cor.tingencies The Agency conducta its operations on rented premises on a month to month arrangement. Management feels that should a move be necessary there is ample space available nearby at reasonable rental rates. STATE OF CALIFORNIA FRANCHISE TAX BOARD t025 P STREET ~CR~U,~ENTO, CALIFORNIA 95814 August 24, 1971. In reply refer to L:JCS:ch 393 Htllcrest Avenue Uktah, CA 95482 Purpose: Report Required: Form of Organization: Accounting Period Ending: Private Foundation: Charitable and Religious Return or Report Corporation No Gentlemen: Based on the information submitted and provided your present operations continue unchanged or conform to those proposed in your application, you are exempt from State franchise or income tax under Section 23701d, Revenue and Taxation Code. A~y change in operation, character or purpose of the organization must be reported immediately to this office so that we may determine the effect cn your exempt status. Any change of name or address also must be reported. You are required to file an annual information return, report or statement, as indicated above, on or before the 15th day of the 5th month after the close of your accounting perbod. State franchise or income tax returns are not required unless you have income subject to the unrelated business income tax under Section 23731 of the Code. If you have such income, Form 109 must be filed annually by the 15th day of the 3rd month following the close of your accounting period. Contributions made to you are deductible by donors as provided by Sections 17214, 17215, 17216 anl] 24357 of the Code. Organizations incorporating and foreign corporations qualifying to do business in California have 30 days to complete incorporation or quali- fying. This approval will expire unless incorporation or qualification is completed within 30 days. Exemption from federal income or other taxes and other state taxes requires separate applications. Very truly yours, Counsel "- cc: Secretary of ~Ctate (Corp) cc: Registrar of Charitable Trusts FTB 4206 (1-70) ln{ernai Revenue Service District Director Ul;iah Community Center and Coffehou-~e 665 North Scale Street Ukiah, California 95482 Oepa;'tment of the Treasury SF :EO: 79-47 Employer Identification Number: 2.3- 7741670 Accounting Period Ending: June 30 Form 990 R~quired: ,'~ Yes E~ No Person to contact: Herb Lee Contact Telephone Number:. (4[5) ss6-1sss Dear'Applicant. Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section 501(c)(J) of the Internal Revenue Code. We have further determined that you are not a private foundation within the meanin~ o.f section 5()9(a/ of the Code. because you are an organization described in section 509(a)(2). If your sources of -~upport, or your purposes, character, or method of operation change, please let us'. know s~.~e can consider the effect of the change on your exempt status and foundation status. Also, you should inform us of all changes in your name or address. Generally, you ere not liable for social security (FICA) taxes unless you file a waiver of exemption certificate as.provided in the Federal Insurance Contributions Act. If you have paid FICA taxes without filing the waiver, you should contact us. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). c~--- y-" ...... -a., -c prlvats fc~'-n,,d.~t- i .... ...... ycu are ,,~t subjo~t to ti',, exclse' .ta~.es under Chapter 42 of the Code. However, you are not automatically exempt from other Federal excise taxes. If you have any questions about excise, employment, or other Federal .taxes. please let us know.- Donors may dqduct contributions to you as provided in section 170 of the Code. Bequests, legacies, davises, transfers, or gifts to you or for your use are deductible for Federa.L estate and ~ift tax purposes i'f they meet the applicable provisions of section3 '2055. 2106, 5nd 2522 of the Code. The.box checked Ln the heading of this letter shows whether you must file Form 990. Return of 0rganizalion Exo:npt from Income tax. If Yes is checked, you ar'e required to file Form 990 only if your gross receipts each year are normally more than $10,000. If a return is raquired, it must be filed 'by the 15th day of of the fifth month afl,er the end of your annual accounting period. The law imposes ~ penalty of $10 a day. uo to a mnximum of $5.000. when a return is filed late. unless there Ls reaso~:aoie cause :'or the deiav. P.O. Box 36040,.5~n Francisco, C-~lif. 94102 ~o .... Letter 947(DO) (5-77) You are not requi~-ed to ~'ile. Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax. you must file an income tax return on Form 990-T. In this letter, we are not determinin~ whether any of your present or proposed activities are unrelated trade or business as defined in section 51J of the Code. You need 3n emplot'er identification number even i£ you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and ia all correspondence with the Internal Revenue Service. Because this letter could help resolve any questions about your exempt status and foundation status, ~ou should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the headin~ of this letter. ' Sincerely yours. District Director This determination letter is effective from Augus~ 25, 1971 thru June 30, 1977 and from OctoBer 13,, 1978 in accordance with Section 508(a') of ~he Internal l{evenue Code of 195&. For periods not covered by 6his exemption letter, you are exempt as an or~',anization described, under Sec~ion 501(c)(&) of the Code. Contributions made to you durln~ this period are not deductible by ",he donors as chari~able contributions as defiled in Sec=ion 170(c) of the' Code. Letter 947(DO) (5-77) U~IA H COMMUNITy CENTER ~ ~~7 ~SSou~'~t~t, U~mh,-~ '9~482 · (707) 462-8879 463-HELP UKIAH COMMUNITY CENTER 1993- 1994 ALLOCATION REQUEST UNITED WAY OF SON OMA-MENDOCINO-LAKE A United Way Agency Providing Crisis, Emergency and Community Service since 1971. I. AGENCY PROFILE A. AUTHORIZATION FORM UNITED WAY OF SONOMA-MENDocINO-LAKE FISCAL YEAR 1993-9.4 AGENCY Ukiah Community Center Office or Facility Main Office Food Bank , Address '! ~ ~ ~tate St. Ukiah 1330-w, .q_ .q~-~-~ .~-I-_ .rT]~-~hl STATEMENT OF AGENCY'S MISSION: Phone Hours of Number Operation 462-8879 M-F 9-5 ~-P4~q M-F q-~ PM W&F 9-1 The mission of the Ukiah Co~'~unity Center is to organize diverse elements of the community, both people and resources, in order to meet the community's human service needs and to serve as a catalyst toward community self- sufficiency. UNITED WAY FUNDED PROGRAM(S).' Community Food Bank Temp. Assistance Voucher Prog. Crisis Line/Info. & Referral MANAGEMENT & GENERAL (93 -94 ) PER PROGRAM REQUEST FROM UW/SML: $ $ 10,520 (Yellow Pages) $ 14,160 (Blue Pages) -$ 17,160 (Grey Pages) $ $ 13,017 Adjusted 1992-93 1992 -93 1993-94 UW Allocatio_n; Percent of Total Agency Budget UW S-M-L ALLOCATION 74,340 67,947 54,857 % 22.7 The information required to complete the United Way of Sonoma-Mendocino- Lake Community Fund Allocation Packet is provided herein. It is a true representation of our agency's services, financial information and management. ature of Board Presiden'= James W. Mastin Type Name Sig~%/ure of Eke~ Martin S. Bradley Director Type Name Date February 18, 1993 Rev. 12/15/92 UKIAH COMMUNITY CENTER I. Agency Profile 1993 BOARD OF DIRECTORS MEMBERSHIP DATE: January_ 31.1993 NAME OF ORGANIZATION: UKIAH COMMVNITY CENTER OFFICIAL NAME OF GOVERNING BOARD: BOARD OF DIRECTORS NUMBER OF BOARD POSITI()NS: 5-17 CURRENT NUMBER OF BOARD MEMBERS: 10 SCHEDULE OF MEETINGS: MONTHLy AVE. ATTENDANCE AT BOARD MEETING: PRESENT OFFICERS: AFFILIATION PRESIDENT James Mastin 862 Alice Ukiah 95482 Committee Assignment: VICE PRES. Kathy Brigham 1022 W. Standley St.. Ukiah 95482 Committee Assignm{:nt: SECRETARY Selima Shapiro 400 Pomo Lane Ukiah 95482 Committee Assignm~::nt: TREASURER Robin Viale P.O. Box 116 Calpella 95418 Committee Assignm~m: Mendocino College Executive, Planning Brigham & Gaustad, Attomey's at Law Executive, Finance, Board Development Vogel & Rosen, Attorney's at Law Executive, Resource Development North Coast Opportunities Executive, Finance ALPHABETICAL LIST OF ALI_, OTHER (NON-OFFICERS) MEMBERS OF THE BOARD: Fatch, Ann Horsley, Candace Kilkenny, Ann Morrison, Tim Smith, Jim Veno, Anne Advisory members* Kiichli, Sharon Prochtor, Steve 222 Thompson St. Ukiah Committee Assignment: 300 Seminary Ave. Ukiah Committee Assignment: 703 W. Smith St. Ukiah Committee Assignment: 5710 Black Bart Trail Redwood V alley, CA 95470 Committee Assignment: 590 S. Staw~ St. Ukiah Committee Assignment: 390 Hillcra,~ t Ave. Ukiah Committee Assignment: 817 W. Clay St. Ukiah Committee Assignment: 3450 Black Bart Trail Redwood Valley, CA 95470 Committee Assignment: AFFILIATION ~ Mariposa School Jan. 1994 None City of Ukiah Jan. 1994 Resource Development, Board Development Mendocino Book Company Jan. 1994 Resource Development, Board Development Morrison & Mason, Attorney's Jan. 1994 Personnel, By-Laws Ukiah Daily Journal, Editor Jan. 1994 Planning Area 1 Board (Dept. Disabilities) Jan. 1994 Board Development, Personnel/Bylaws Kiichli & Associates None Mend. Cnty. Dept. of Soc. Svc. Jan. 1994 Jan. 1994 None * Possible conflict of interest b~cause business or agency contracts with UCC for services. ._3 I. AGENCY PROFILE B. 1992 BOARD OF DIRECTORS MEMBERSHIP AGENCY NAME Ukiah Community Center On a separate sheet of oaDe~, please provide the following information in the order listed below: Name of Organization .. official name of Governing Board: (Directors, Trustees, Managers, etc.) Number of Board Positions Current Number of Board Members Schedule of Meetings (Monthly, Quarterly) Average Attendance at Board. Meeting List of Board Members. Please indicate: Title, Name, Address, Business/Other Affiliation, Committee Assignment and Date Term Expires C. M~I~AGEMENT AND GENERAL (M&G) Revenue and Expenses that cannot be credited or charged directly to an agency program but relate to the overall operation of the agency such as financial record keeping, F.ersonnel management, budgeting, Board activities, fund raising, ~tc. 1. Total M&G expense 1992-93 $ 79,546· . UW/SML M&G Allocation 1992-93 $ 14,340. 3. UW/SML M&G Revised A1].ocation $ 12,943 4. UW M&G Percent of 199:!-94 Total M&G $ 13f017. · Clearly define the current use of UW/SML funds to support M&G. United Way Fund provided 28% of the management and general support budget for UCC in FY 92/93. M&G for United Way-funded programs during the year was only 11% of the tota.i[ agency budget. Management and General services include financial services, personnel maDagement, program planning and development, contract and grant management and resource development. Management and General support funds from United Way are especially important as they fund expenses not allowed in many othe~ grants and are used as matching fund to leverage other resources available to the Community Center. K 0 ~ Z II. FUNDED PROGRAM INFORMATION A. CASE FOR SUPPORT PLEASE COMPLETE CASE FOR SUPPORT FOR EA(~H UNITED WAY FUNDED PROGRAM. Agency Name Ukiah Community_ Center Program Name: Community Food Benk UW Program Allocation 93-94 ~.~. Total Program expense 92-93 ~ UW Program Allocation 92-93 ~~. Revised UW Allocation 92-93 ~ Number of people (JJ3.QJ.~.Q/J.i~d~ receivi~rlg direct services from this program (1992-1993) Commodities/Surplus Program Non-duplicated 12.246 Duplicated Emergency Action Team Food Closet Non-duplicated 1.9 6 8 Duplicated Holiday Sharing Project, Food Baskets (s,~e TAP for Freestore count) Non-duplicated 1.953 Duplicated ~ (16,630 households) 5.678 (1,993 households) 2~436 (873 households) Service Delivery Sites (Full Address)' 505 South State Street. Ukiah CA 95482 (main office) 1330-B South State Street. Ukiah CA 95482 (Food Bank warehouse) !Also service at eight locations, called "sub-sites") 1. DescriPtion of Need Improve the nutritional resources of Iow-income persons Temporary food supplies are needed by people who are without resources because they are applying for public assistance or for other reasons. Low- income individuals and families need nutritional information and supplemental food, to make the most of available food resources and for improved healtl'. Improve accessibility and efficiency of nutritional services Special needs, distance to service centers., and lack of transportation necessitate outreach to outlying areas and to special populations. Because of complex application processes, waiting lists, and lack of knowledge about available resources, Iow-income clients n~;ed help to access existing nutritional programs. To maximize the use of diminishing resources for subsites in I. Ikiah and remote communities, a central warehouse with efficient storage, purchasing, and distribution capability is needed. Provide facilities and organizational expertise for community giving There is a need for centralized record-keeping, cold storage, warehouse space, equipment, and staffing, to distribut9 donated food. Evidence of Need Federally-funded nutritional assistancE~ continues to be seriously delayed, with up to three-month waiting periods for food stamps. Combined SSI payment and Social Security payment eliminates many elderly citizens from Food Stamp eligibility. Frail seniors are unable to travel to receive food. Hispanic farm workers need food distributed at a site where other targeted services are offered. In spite of the loss of meal program funds, Ford Street Project, our local shelter, continues to provide 35 meals per day to homeless and "de-tox" c ients. Plowshares serves approximately 90 meals per weekday, and Project Sanctuary estimates a need for 2C to 25 meals per day. Taraet PoDuletion Inland Mendocino County primarily consists of a corridor of valleys along Highway 101, punctuated by a series of widely-separated communities. '[he Food Bank serves Potter Valley, Redwood Valley, Calpella, Talmage, Hopland, Anderson Valley, and Ukiah (inland Mendocino County, excluding Willits and farther north). Low-income clients of all backgrounds are served. The following special populations are among the Iow- income clients served by Food Bank programs: Native Americans, Hispanic Latinos, elderly, children and youth, homeless and very Iow income, people impacted by substance abuse issues, battered women, people with HIV, mental health clients, all who are separa:ed from services by lack of information, transportation barriers, and income barriers. United Way of Sonoma-Mendocino-Lake' Ukiah Community Center Case for Support/1993-94 Page 2.How this need is addressed/Method-,~ The establishment of the Food Bank facility in 1986 ended an era of "parking lot" distribution, with little control over eligibility or food quality. Th=. warehouse provides a clean, dry and secure place for food, records and people. The Commodities/Surplus Food Program provides supplemental food, up to twice per month per eligible household. The Emergency Action Team (-~AT) Food Closet helps people who are out of food or who have inadequate food to meet immediate needs. EAT volt. nteers at the Food Bank distribute a two-day supply to clients who have been screened at UCC. After-hours eme~"gency food is handled by pastors from the Ministerial Association. Nutrition and health information is distrib~Jted on flyers given with food bags, and through outreach by health agencies at the Food Bank. Eight sub-site,s; distribute commodites and donated food from UCC's Food Bank. Other organizations receive donated food for th~.~ir clients. Through a grant with the Office of Community Services (OCS), Food Bank activities will be suppremented this fiscal year, emphasizing increased food supplies, referral to nutritional programs, and nutrition an(: health education. Volunteers distribute emergency food ~[t the Food Bank (to clients screened at the main office), help to distribute commodities and supplementarl/donated food, distribute holiday food "baskets," and provide after- hours food response. Volunteers from or(janizations and businesses are assisted in adopting projects to "help the needy." Special arrangements for specific populations include: Native Americans a) sub-sites at the Indian Senior Nutrition Center and tribal offices b) Na':ive American staff at UCC (one FTE) His.~anic Latinos a) outreach, commodities distribution, and nutritiona information, in collaboration with California Human Development Corporation b) Hispanic-Latino staff at LlCC (1.5 FTE) c) Spanish-language outreach materials developed by UCC and other providers d) Food is sor,~etimes provided to Nuestra Casa's youth groups E/QP,[~ a) sub-sites at two senior villages and the Indian Senior Nutrition Center b) Food is occassionally provided to Ukiah Senior Center Children and youth a) 44.8% of [)ersons served through Food Bank programs are children Homeless ~nd very_ Iow income a) protocols establishe¢:l with Mendocino County Department of Social Services, for emergency food b) UCC's Temporary Assistance Pro!;lrams for hunger and homelessness, and EAT Food Closet, available through the Crisis Line until 9 pm, seven days a week c) Food is provided to, and stored for, Plowshares Community Dining Room. d) other UCC I:~,rograms: USDA Foodstamp Outreach Program, Office of Community Services Food and Nutrition project, the I.ICC drop-in center's food for transients, Holiday Sharing Project food baskets People impacted by substan(;e ~buse issues a) food provided to Ford Street Project, for their de-tox clients Battered women a) food provideC to Project Sanctuary PeoDle with I-IIV a) food provided to Mendocino County AIDS Volunteer Network's Arbor I-louse Mental health clients a) volunteer job-site at the Food Bank for Conditional Release Program and other Mental Health clients All who are separated from services by lack of information, trans:)ortation barriers, and income barriers a) The Crisis Line, with an 800 number and local HELP numbers, provides county-wide inf3rmation on nutrition resources. 3. Measurable Results Nutritional resources of Iow-incon~e persons are significantly improved Food resources are stretched due to improved client knowledge of how to buy and prepare foods wisely. Health is improved due to the availability of nutrition information and due to food supplies distributed to those who are most in need. The entire comm[.~nity benefits when the health of its Iow-income population is improved. Benefits include savings in medical costs. Nutrition programs are more easily accessed and efficiency of services is improved The community has an effective means fo' distributing surplus food, through the Food Bank programs and outreach projects, and because of centralized storage and purchasing. Clients can get needed food, information about nutrition, and information about o'Iher nutrition-programs, reducing "runaround" and service barriers. Organizations and businesses are given a way to channel community giving The community has an efficient and compassionate way to reach out to those in need. Each client receives more food than in previous years, because effor:s to multiply the sources and quantities of donated food, coupled with improved storage, have resulted in increa,~ed food supplies. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page 7 4. .Name of Agency/'./ll,;o/J/}mmmze~/~,. t~,~.t'/~Y' Name of Program ~mm~ff/*~~~ ~ for Support S~te ~e number o? ~n~plicated cfi{:~ ~s progrm ~ ~rve (1992-~o~ ~ ~ lis~d below: $ONOMA COUNTY ~ 95412 - Annapolis ~ 95446 - Guerneville 94922 - Bod~ga ~ 95413.. - Asti ~ 95448 - Healdsburg 94923 - Bodega Bay ~ 95415 - Kellogg 95450 - lenner 94927/28- Rohnert Park ~ 95416 - Boyes Hot Spr ~ 95452 - Kenwood 94931 - Cotati ~ 95419 - Camp Meeker ~ 95462 - Monte Rio 94937 - Inverness 95421 - Cazadero 95465 - Occidental , 94940 - Tomales Bay ~ 95425 - Cloverdale 95471 - Rio Nido 94950 - Olema ~ 95430 - Duncan Mills ~ 95472/73- Sebastopol 94951 - Penngrove ~ 95431 - Eldridge ~ 95476 - Sonoma 94952/53- Petaluma ~ 95433 - El Verano 95480 - Stewart's Point 94956 - Point Reyes ~ 95436 - Forestville 95486 - Villa Grande 94971 - Tomales 95439 - Fulton ~ 95487 - Vineburg 94972 - Valley Ford ~ 95441 - Oeyserville ~ 95492 - Windsor 94975 - Petaluma ~ 95442 - (lien Ellen 95497 - Sea Ranch 95401/09- Santa Rosa 9544~ - Oraton TOTALS MENDO CINO COUN'I~ LAKE COUNTY 95410 - Albion 95456 - Little River 95422 - Clearlake 95415 - Boonville ~ 95459 - Manchester ~ 95423 - Clearlalce Oaks 95417 - Branscomb ~ i;'5460 - Mendocino 95424 - Clearlake Park 95418 - Calpella ~ 95463 - Navarro "' 95426 - Cobb 95420 - Caspar ~ 95466 - Philo 95435 - Finley 95427 - Comptehe ~ 95467 - Pierey 95443 - Glenhaven 95428 - Covelo ~ 95468 - Point Arena ~ 95451 - Kelseyville 95429 - Dos Rios ~0.]~.- 98470 - Redwood Vly ~ 95453 - Lakeport 95432 - Elk [~d-L 95482 - Uldah ~ 95457 - Lower Lake 95437 - Fort Bragg ~ 95488 - Westport ~ 95458 - Lucerne 95445 - Gualala 95490 - Willits 95461 o Middletown 95449 - Hopland ~ 95494 - Yorkville. ~ 95464 - Nice 95454 - Laytonville ~ TOTALS )~ ~doc[rIO ~ _~[_. 95469 - Potter Valley 95455 - Leggett k. -Lq -95481 - Talmadge 95485 - Upper Lake TOTALS 5. Provide the following demographic information for the total number of non-duplicated clients as indicated above: ETHNICITY SEX PERSONS WITH DISABILITIES q~ I ¢~1. White '1, I 0.:$ Male l -Hispanic "'~,!Oq Female [! ~'00 Psychiatric American Indian /,100 Physical Asian/Pacific Islander ] ~ ~ ~0 7 TOTAL~ ~ Developmental Filipino Cambodian ~! bO0 rOrAZ.S Laotian I-hnong Vietnamese Other (Specify) Unknown TOTALS 7, OUTCOME OBJECTIVES Food Bank/EAT Food Closet Section One Mid-yea, r report: State the current year objectives (as suomitted to United Way in 1992-93) and the six month performance record. Specify the reasons objectives h~[ve succeeded or fallen short of Agency expectation. Annual Objective % Complete Ex_olanati0n Improve the nutritional resources o'~~' Iow-income persons Improve accessibility and efficiency of nutritional services Provide facilities and organizational expertise for community giving 1. Distribution: 6,000 separate households will recE}ive 2,702 families (8,193 dup) commodities and surplus food (once per month per household). 45% 2,000 emergency food baskets will be distributed to needy households. 5 3 % 1,058 baskets 300 food baskets will be distributed at Thanksgiving, and 300 at Christmas (worth approximately $~. 146% (baskets) 182% (value) 519 Thanksgiving and 354 at Christmas, total 873. Value $21,825. . Supplies: There will be more fresh and nutritional food available as a result of the acquisition of additional cold and frozen storage equipment. 100% UCC's fall 1991 grant application to OCS was funded. Storage equipment was installed in March, 1992. Food supplies have increased. . Outreach: Four articles about available food resources and hunger will be published. Clients will be provided with information about nutrition and food programs. 100% Provided four articles in newspaper, and a series of radio announcements. The Diet Needs Survey results and the Nutrition Guide were distributed. On-site outreach is conducted. Workers from local agencies and UCC volunteers receive training, to give nutrition advice and referral. 4. New objective added mid-year: Apply for second year of OCS funding. 100% Application was successful. $50,000 was received for nutrition education, health screenings, and equipment. Section TwQ Changes fear 1992-1993 outcome objectives: If there are any changes in your objectives from the current fiscal year to 1993-1994, please list. 1992-1993 Ob!ective 1. Distribution: 300 food baskets will be distributed ~.t Thanksgiving, and 300 at Christmas. 1993-1994 Objective Due to funding cutbacks, the Holiday Sharing Project may be reduced or eliminated in 1993. (Projected need for 1993:900 baskets) . Supplies: There will be more fresh and nutritional food available as a result of the acquisition of additional cold and frozen storage equ pment. Delete. This project was successfully completed. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page 8. Have the board and staff engaged in multi-year planning with regard to this program? Explain the outcome of this long range plan with regard to the diversification of funding a~,td meeting the need described above. In 1991 the board recruited a profe.';sional program planner to serve on the board of directors. In the fall of that year the board held two special planning sessions to evaluate current UCC programs and develop a multi-year plan for the fu~'.ure. This long range plan is now reviewed annually. The following plan emerged from those meetings that applies to all UCC programs: · Diversify the scope and mission of the Community Center to better meet the needs of those in the community who are not in immediate crisis. 1 ) The Community Center should expand its primary role as an emergency se~i(;:e provider for Iow-income people to include intervention to prevent the crises and emergencies that prompt people come to us for assistance. 2) Develop and expand programs to meet the needs of people and groups not in crisis. Specific multi-year planning with regards to the Community Food Bank The Food Bank has received two years of federal Office of Community Service funding and has applied for a third year of "capacity building" funds. The long range plan of the board and staff is to use these funds to develop the refrigerated food storage capacity & for vehicle purchases. To diversify funding and support the day-to-day operations of the Food Bank, we are exploring a practice other Food Banks have successfully implemented. A small per pound fee is charged to other agencies (shelters, senior cen':ers & soup kitchens) for operating and delivery expenses. The Food Bank will also benefit from the expanded dues paying membership base that UCC is developing for all programs. Finally, to assure that long-range multi-year planning continues with the Food Bank, the board is in the process of forming a Community Food Bank Advisory Committee. This group will include UCC board members and representatives from the merchants who donate food and volunteers who assist in the daily food distribution. 9. If this program is supplemented with federal, state or local government support, please describe thE: impact which a cut greater than 10% will have on your ability to deliver services and continue this program. Provide the most current information yc, u have on the continued funding from this funding source. a). FEMA Emergency Food and $13elter Fund.~ $1 7.0 0 0 Funds renewed annually ill October. These funds are used solely to purchase food to supplement that which is donated by the community. It is unlikely these funds will be reduced or eliminated entirely, as they are based on the counties need as determined by the unemployment rate. Reductions could affect the Food Bank's ability to provide a variety of balanced and nutritious food. However, the program could continue with donated food. Efforts would be made to develop other sources of donated food. b). Office of Community Service fundina $6671 Current contract expires 6/~3 Application for additional funds submitted 1/29/93. These funds are used primarily to develop the food storage and delivery capacity of the Food Bank. There are also funds for a bilingual program assistant. If these funds are not received, this position may be eliminated and could adversely affect our assistance to the Hispanic Community. (Though ther~ are other bilingual staff in the Food Bank program.) United Way of Sonoma-Mendocino-l.ake/Ukiah Center Case for Support/93-94/Page _! ! 6.Collaboration With Other Aqencie.~ Cooperation with Plowshares Community Dining Room includes a shared route to pick up donations from grocery stores and bakeries, and storage of Plowshares' commodities at the Food Bank. Local shelters benefit from surplus food and bulk purchase discounts through the Food Bank. Through the Crisis Line, volunteer pastors of the Ukiah Ministerial Association have ~[ccess to the EAT Food Closet when the office is closed, to respond to emergency calls for food. Churches refer to UCC programs for these calls and other requests for food assistance. Businesses, individuals, churches, anct school groups donate large quantities of food. A "Food for Fines" program, developed by UCC and a local judge, benefits local nutrition programs. The Ministerial Association donates one-third of the food distributed through the EAT Food Closet. Second Harvest food and USDA commodities are also obtained through agreements with Mendocino Food and Nutrition in Fort Bragg Sub-sites include: Potter Valley, Anderson Valley Food Closet, Coyote Valley Tribal Council, Redwood Valley Food Closet, California Human Development Corporation, Indian Senior Nutrition Center, Autumn Leaves, Creekside Village. Food is also regularly provided to UCC's homeless drop-in center, Project Sanctuary, Ford Street Project, and Arbor House. Food i.,i occasionally provided to Nuestra Casa for their youth groups, Ukiah Senior Center, and Plowshares Community Dining Room. UCC administers FEMA funds for the Anderson Valley Food Closet. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page II. FUNDED PROGRAM INFORMATION B. PROGRAM BUDGET SUMMARY PLEASE COMPLETE PROGRAM BUDGET SUMMARY FOR EACH UNITED WAY FUNDED PROGRAM. Agency Name/Program Name: Ukiah Community Center /Food Bank le PROGRAM REVENUE: spreadsheet to complete the information. a. united Way Support 1. S/M/L Community Fund (#8) 2. Ail other UW (~9, 10, 11) Government Fees and Grants ($12, 13, 14, and other government sources listed under miscellaneous) Total Support from Public (#1, 2, 3) Fees, Membership Dues, Sales (~4, 5, 6) Other Carryover FY - 1992-93 TOTAL REVENUE (A+B+C+D+E) be Ce d. ee (See instructions for line item accounts from budget 92/93 93/94 $ 29,180. $ 10,520. $ 0 0 $ 65,733. $ 31,000. 23,671. 26,500. $ 0 0 $ 0 $ 125,913. 21,600. 82,291. · · PROGRAM EXPENSES (Line ~:4) $ 125,913. UNITED WAY SUPPORT AS % OF PROGRAM BUDGET (United Way support + Total expenses) 92/93 a. SML Community Fund 23 (line 8 + line 44) b. Ail other UW support 0 (line 9, 10, 11 + line 44) $ 82,291. 93/94 12.8 % 0 % II. FUNDED PROGRAM INFORMATION A. CASE FOR SUPPORT PLEASE COMPLETE CASE FOR SUPPORT FOR EACH UNITED WAY FUNDED PROGRAM. Agency Name Ukiah Community Center_ Program Name: .Tem_Dorarv Assistance Pro0ram (TAP) UW Program Allocation 93-94 $14.160. Total Program expense 92-93 $148.361 UW Program Allocation 92-93 $15.500. Revised UW Allocation 92-93 $10.490 Number of people (individuals) receivirg direct services from this program (1992-1993) Vouchers Non-duplicated 1 0.9 7 0 Duplicated 1 7.140 (6,348 households) Holiday Sharing Project Freestore (see Food Bank for food basket count) Non-duplicated 3.640 (1,3oo households) Duplicated 3.920(1,400 households) Service Delivery Sites (Full Address)' 505 South State Street. Ukiah CA 95482 ~'main office) Crossroads Sho.DDing Center. 1393 N. State St.. Ukiah !Holiday Freestore) Redwood Legal Assistance. 900 N. Franklin. Ft. Bragg 95437 (Coast vouchers) Willit~ Community Service~, 225 E. San I--rancisco. Willits CA 95490 (North County vouchers1 Pt. Arena site to be established 1~ Description of Need ,. Reduce the effects of poverty Temporary assistance helps provide relief from the devastatin~ effects of poverty, and may provide an opportunity to implement long-term solutions. Reduce barriers to service access There is a need for centralized services and information, to make it easier for people with few personal resources to apply for assistance, and to ,'neet multiple needs from different sources. There is a need for bi- lingual and bi-cultural services and staff. Provide a facility and organizational expertise for community giving Records, staff, experience, and networking capability are needed to identify and contact needy households and distribute donated goods to those who are most in need. Maximize effectiveness of service delivery Because funding cutba;ks have eliminated many services, there is a need for a leadership role in the coordination, planning, and delivery of emergency services with volunteer groups, government, and non-profit agencies. Evidence of Need The 1990 census shows that 18% of Mendocino County residents are living at or below the Federal Poverty Line, a 50% increase from 1980 figures. AFDC for a family of three is 30% below poverty level. As a result of "de-institutionalization" of the mentally ill in 1973, when the state hospital at Talmage was closed, hundreds of former patients found themselves on the street. Many are still in Ukiah, in whatever shelter they can find. County school enrollment of Hispanic studgnts stands at 15%. There has been a significant increase in requests to UCC programs for assistance from Spanish-speaking individuals. UCC receives requests from the public year- round, and especially during the holidays, to identify needy families to receive donated food, clothing, and other goods and services. Agencies and organizations request services. In acknowledgement of TAP's vital role in the economical, centralized delivery of emerg,gncy services, the County's Department of Social Services contracts with UCC to provide emergency food and shelter to their clients. Taroet Population All who are in need and without other resources are served by this program. Populations that are specifically targeted through contractual arrangements with other organizations include: Native Americans; Hispanic Latinos; elderly; children and youth; hor3eless and very Iow income; all who are in crisis. Agencies that need assistance to work more effectively together at minimum cost are also targeted. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page 2.J-low this rleed is addressed/Metttode UCC is a one-stop center for temporary help. Program staff and volunteers write vouchers for help with food, clothing, transportation, shelter, cooking utensils, diapers, soap, blankets, and other necessities. Most households need more than one type of emergency assistance. Staff estimates that 1.5 UCC vouchers are provided per household per visit, and that there s one referral for further assistance from another organization for every two households. UCC staff is also trained to assess for situations that require crisis intervention. When clients asking for a voucher reveal evidence of suicidal ideation, parental or spousal abuse, or other crisis, staff works with them to express their needs, and ar'anges an immediate connection with the appropriate agency. The Holiday Sharing Project distributes Thanksgiving and Christmas food baskets, gifts, and toys at the Food Bank. Clients also receive donated clothing and household goods from the "Freestore," in a storefront donated by merchants, throughout the holiday seasor'~. Easter baskets are given to children in shelters. The Salvation Army/PG&E REACH program, at the UCC office, provides utility payments when there is a shut-off notice. Through a grant with USDA, TAP activit es will be supplemented this fiscal year, with emphasis on providing additional help with referral to Food Stamc)s and school meals, and providing sack meals to homeless people. TAP activities will also be supplemented this fiscal year through the FESG Homeless Prevention Program, providing' case management to prevent homelessness, a homeless drop-in center, and loans for rent, deposit, and utilities. Volunteers work at the holiday "Freestore," collect and distribute toys and gifts to needy families at Christmas, and work on the Crisis Line year-round to distribute after-hours vouchers. Volunteers from organizations, businesses, and the general public use UCC resources to "help the needy," especially during the holidays, through an imaginative variety of projects. Special arrangements for specific POl:ulations include: Native Americans a) Native American staff at UCC (one FTE) Hispanic Latinos a) Hispani=-Latino staff at UCC (1.5 FTE) b) Spanish-language outreach materials developed by UCC and other p'oviders ~ a) Crisis Line outreach "piggy-backed" on the Food Bank's distribution of USDA commodities at senior centers and villages Children an(;I youth a) 43% of the persons served are children Homeless ~r~d very_ Iow income a) EAT Food Closet, emergency food vouchers, referral to Ford Street Project shelter, m3tel vouchers, and miscellaneous vouchers (such as for diapers and gas) are available through the Crisis Line until 9 pm, seven days a week b) other UCC programs: FESG Homeless Prevention Program, USDA Foodstamp Outreach Program, Office of Community Services Food and Nutrition project, Holiday Sharing Project:, Surplus Food and Commodities Program, and the Salvation Army REACH program All who are in crisis UCC works with other agencies to respond quickly and appropriately to victims of domestic violence, youth, and others who need immediate, temporary help with basic needs ~[[JEJ:LQ_J~ separated from services bv lack of information, transportation barriers, and income barrier~ a) an 800 number, as well as local HELP numbers that ring into the central UCC 463-HELP line b) county-wide outreach and information and referral Agencies ttlat benefit from technical information provided bv UCC staff a) county- wide planning and networking services through UCC. 3. Measurable Results Effects of poverty are reduced The entire community benefits when the quality of life for its Iow-income citizens is significantly improved. Clients are given relief and time to gather resources. Barriers to service access are rec~luced Assistance from a variety of sources is centrally located. Agencies have a system for reaching those who are eligible for their services. Clients can work with bi-lingual/bi-cultural staff when appropriate. Walk-in requests from clients who speak Spanish have more than doubled since we improved daytime bilingual capacity. Community giving from businesse,% charitable groups, and the public is facilitated Through UCC's clearinghouse, donated goods reach those who are most in need. Delivery is achieved in a dignified, uncomplicated manner, to benefit qualified people at their time of need. Maximize effectiveness of service delivery Community-based organizations benefit from UCC's outreach efforts, record-keeping capability, staff experience, and networking systems. Clients receive more services from a unified system than would be available if services were fragmented and scattered. United Way of Sonoma-Mendocino-Lake Ukiah Community Center Case for Support/1993-94 Page . State the number o~f~up~icated C~i~,~(~ this program will serve (1992-93) t~or ea~ ~ea listed beloW: 14, $ONOMA cOUNTY ~ 95412 - Annapolis ~ 95446 - Guerneville 94922 - Bodega ~ 95413.. - Asti ~ 95448 - Healdsburg 94923 - Bodega Bay .. 95415 - Kellogg ~ 95450 - lenner 94927/28- Rohnert Park ~ 95416 - Boyes Hot Spr ~ 95452 - Kenwood 94931 - Cotati .. 95419 - Camp Meeker ~ 95462 - Monte Rio 94937 - Inverness 95421 - Cazadero 95465 - Occidental 94940 ' Tomales Bay . 95425 - Cloverdale 95471 - Rio Nido 94950 - Olema ~ 95430 - Duncan Mills ~ 95472/73- Sebastopol 94951 - Penngrove ~ 95431 - Eldridge ~ 95476 - Sonoma 9495Z/53- Petaluma 95433 - El Verano 95480 - Stewart's Point 94956 - Point Reyes ~ 95436 - Forestville 95486 - Villa Grande 94971 - Tomales ~ 95439 - Fulton ~ 95487 - Vineburg 94972 - Valley Ford ~ 95441 - Geyserville ~ 95492 - Windsor 94975 - Petaluma ~ 95442 - Glen Ellen 95497 - Sea Ranch 95401/09- Santa Rosa 9544~ - Graton TOTAL~ lVIENDO CINO COUNTY LAKE COUNTY _.[0_ 95410 - Albion ~ 95456 - Little River ~ 95422 - Clearlake ~0_0-- 95415 - Boonville ~_ 95459 - Manchester ~ 95423 - Cleaxlake Oaks _ 95417 - Branscomb ~_D 95460 - Mendocino 95424 - Clearlake Park 95418 - Calpella __~ 95463 - Navarro ~ 95426 - Cobb ! 95420 -Caspar 1 95466 -Philo ~95435 -Finley [ 95427 - Comptche ~ 95467 - Piercy ~ 95443 - Glenhaven ~ 95428 - Covelo ~ 95468 - Point Arena ~ 95451 - Kelseyville ~ 95429 - Dos Rios ~_0.0_ 95470 - Redwood Vly ~ 95453 - Lakeport __~,~ 95432 - Elk i~-~- 95482 - Uldah ~ 95457 - Lower Lake 2~.0~ 95437 - Fort Bragg ,~' 95488 - Westport ~ 95458 - Lucerne -.--l-~.. 95445 - Gualala ~! ~0 95490 - Willits .. 95461 - Middletown ~:1~1).1~_ 95449 - Hopland [ 95494 - Yorkville. ~ 95464 - Nice ~ 95454 - Laytonville ~ TOTAZ~ 'In ~-J~[~- ~' _~.~_. 95469 - Potter Valley ~ 95455 - Leggett c[t}o Comfl'~'[ _~.~)_ 95481 - Talmadge ~ 95485 - Upper Lake TOTALS 5. Provide the following demographic infc,rmation for the total number of non-duplicated clients as indicated above: EWItNICrrY SEX PERSONS WITIt DISABILrHF_S White Hispanic l! i.~(} American Indian Asian/Pacific Islander Filipino Cambodian Laotian Hmong Vietnamese Other (Specify) Unknown { ,(ot0 rorxcs ~ ~' Male 7F?:~- Female ~,b~C) Psychiatric ~ Physical Iq,(0/0 TOTALS l-ID0 Developmental ~ ~_ TOTALS ,6. Collaboration With Other Aqencies UCC is the logical distributor of donate~J goods, due to our contact with needy households, and our having systems for distributing fairly among the many people in need. We are also recognized for our flexibility, which enables us to meet unusual requests to d stribute donated items. Businesses, agencies, clubs, religious organizations, and school groups reach tl"e people they want to help through the Holiday Sharing Project and year- round projects. UCC is "Information Central" for the whole county. Agencies and organizations keep UCC staff up-to-date on their services and referral requirements. Centralized intake and procedures benefit providers as well as clients. Contracts to provide specific assistance include: Ford Street Project, for services to homeless clients, and screening by UCC until 9 pm; Project S~mctuary, for screening and referral of homeless women until 9 pm; Social Services, for motel vouchers and food until 9 pm. There is an ongoing agreement with the Ukiah Ministerial Association that they will volunteer to provide vouchers, using UCC resources, after office hours, and that UCC will provide training and ne[working. UCC provides support and facilities for the Salvation Army/PG&E REACH program and for the Salvation Army "welfare" program. On the coast, we have memorandums of understanding with Redwood Legal Assistance and Project Sanctuary in Fort Bragg, to coordinate voucher services. UCC also a:lministers National Board Program ("FEMA") funds in Fort Bragg and Anderson Valley. UCC staff organizes an annual conference of 35 to 50 Emergency Services Network (ESN) agencies, to identify unmet needs and improve networking. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page 7, OUTCOME OBJECTIVES Tem_~rary Assistance Pro_qram (TAP) Section One Mid-year report: Restate the current year objectives as submitted to United Way for the 1992-93 FY and provide the six month (July 92-December 92) performance accomplishments. Explain the reasons why objectives have succeeded or fallen short of the Agency's expectation. Annual Ob!ective Reduce the effects of poverty; Reduce barriers to service access Provide a facility and organizational expertise for community giving Maximize effectiveness of service delivery 1. Vouchers: 4,000 households will benefit from emergency food, clothing, shelter, and other assistance (plus repeat of same service for another 800). Another 2,000 intake~ are 53% counted under EAT Food Closet - See F3ed Bank. % Com.Dlete Explanation food 556 shelter 738 transport. 269 other 571 2,134 . Networking: UCC will continue to screen applicants and authorize services for the following: County Sccial Services, Ford Street Project, the Mission, the Ministerial Association, Salvation Army and REACH. 1 00% There will be 250 referrals to other community holiday efforts. 1 00% . In-Kind Donations: 550 households will benefit from dOn~Lted gifts and toys, new clothing and blank=.ts, free used clothing and household items, worth approximately $19,000, during the holidays. Businesses and individuals donating goods will be assisted in the identification o~ needs and delivery to the target popul.~tion. Non-food goods valued at $6,000 will be accepted and distributed, year-round. 236% households 153% value 125% Served 1,300 separate households at the Holiday Sharing Project Freestore. Value of donated goods was $29,000. Approx. number of volunteer hours was 1,250. Estimate for first six months, $7,500; we now expect value of donated goods to reach approximately $10,000/year. . o New objective added mid-year: Self-sufficiency project: Apply for $105,000 contract with Cily of Ukiah to provide homeless assistance ~nd prevention services. Community Involvement Proiect Public Awareness and Support of Agency: Increase membership by 25% over 1991-1992. 100% 100% Funding was granted. Project provides drop-in center, case management, and loans for housing and utilities. . UCC programs will provide 5,650 hoers of volunteer labor. There will be 72 re§ular volunteers and 225 special event volurlteers. Each volunteer will be supervised and trained in his/her area of interest. Volunteers '~ill be honored at the UCC membership meeti~lg. 75% United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page J "7 Section Tw~ Changes fcr 1992-1993 outcome obiectives' If there are any changes in your objectives from the current fiscal year to 1993-1994, please list. 1992-1993 ObieGtive 3. In-Kind Donations: 550 households will benefit from don~ted gifts and toys, new clothing and blankets, free used clothing and household items, w¢,rth approximately $19,000, during the i~olidays. 1993-1994 Objective Due to funding cutbacks, the Holiday Sharing Project may be reduced or eliminated in 1993. (Estimated need in1993:1,500 households.) Businesses and individuals donating goods will be assisted in the identification o: needs and delivery to the target popul ~tion. Non-food goods valued at $6,000 will be accepted and distributed, year-round. Change to value of $10,000. , Community Involvement Pro!ect Public Awareness and Support of Agency: Increase membership by 25% over 1991-1992. Change to: Increase membership by 25% over 1992-1993. (Total increase of 50%.) . UCC programs will provide 5,650 hOLrS of volunteer labor. There will be 72 re!lular volunteers and 225 special event volunteers. Each volunteer will be supervised anC trained in his/her area of interest. Volunteers will be honored at the UCC membership m~,eting. Special event volunteers may be reduced if there are cutbacks in the Holiday Sharing Project. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page Have the board and staff engaged in multi-year planning with regard to this program? Explain the c~utcome of this long range plan with regard to the diversification of fundin~ and meeting the need described above. In the Case for Support for the Food Bank program, we described the board and staffs mu/ti- year planning process for the whole agency. What follows is the long range planning strategy specifically for the Temporary Assistance Program. The T.A.P. provides emergency vou(:hers for food, shelter or personal care items to those who are in crisis or homeless. In its multi-year planning process, the board recognized that this was only a "band-aid" approach and set a goal of not only providing intervention services but also prevention services. To this er d, in the spring of 1992, UCC applied for and received $100,000 grant to develop a Homeless Prevention Program. The program provides case management and counselling for those at risk of being evicted as a result of financial crisis. UCC received $34,300 to "seed" a Homeless Prevention Revolving Loan Fund. Individuals can borrow a month's rent if they are in clanger of being evicted or receive a loan of first and last month's rent and a security deposit t() move into a home. As loans are paid back (with terms up to 12 months) money is made available to other clients. To diversify the funding of this prog~'am, UCC has applied for funding from the International Paper Foundation and is approaching the banking and business community for additional loan fund money. ,. If this program is supplemented with federal, state or local government support, please describe the impact which a cut greater than 10% will have on your ability to deliver services and continue this program. Provide the most current information you have on the continued funding from this funding sour(:e. a). Mendocino Cntv Debt of Soc Svc Emergency Shelter Contract .,~ Funds renewed annually with the aD_oroval of Board Of Supervisors. This is a significant contract :o provide I & R services for MCDSS clients and to provide after hour and week-end assistance to homeless clients when the DSS is closed. A cut in funding could reduce the hours of one or bott~ of the emergency service assistants who staff this program. Total elimination is not likely as some of the services that DSS contracts for UCC to perform are mandated by the state. b). FESG Homeless Prevention F rogram ~ Two year contract with City of Ukiah through May l(JC.:J4, This federal grant is awarded to the City of Ukiah who contracts with UCC to provide homeless assistance and homeless prevention services. Though the contract expires in May of 1994, the City may apply for the funds annually. Planning is underway to submit another application this spring (1993). A cut in funding could eliminate this particular project, but the over all Temporary Assistance Frogram would continue with other funding. United Way of Sonoma-Mendocino-l.ake/Ukiah Center Case for Support/93-94/Page / ~ II. ?UNDED PROGI~AM I1TFORMATION B. PROGRAM BUDGET SUMMARY PLEASE COMPLETE PROGRAM BUDG~T SUMMARY FOR EACH UNITED WAY FUNDED PROGRAM. Agency Name/Program Name: Ukiah Community Center/Temporary Assistance Program le PROGRAM REVENUE: (See instructions for line item accounts from budget spreadsheet to complete the information. .. a. united Way Support 1. S/M/L Community Fund (#8) 2. All other UW (#9, 10, 11) b· Government Fees and Grants (~12, 13, 14, and other government sources listed under miscellaneous) C · Total Support from Public (#1, 2, 3) de Fees, Membership Dues, Sales (~4, 5, 6) e. Other TOTAL REVENUE (A+B+C+D+E) 92/93 93/94 $ 10,490. $ 14,160. $ 0 0 $ 136,871· 46,019· $ 0 0 1,000. 0 0 0 148,361. 60,179. · PROGRAM EXPENSES (Line 44) $ 148,361· $ 60,179. UNITED WAY SUPPORT AS % OF PROGRAM BUDGET (United Way support + Total expenses) 92/93 a · SML Community Fund (line 8 + line 44) 7 % b· Ail other UW support (line 9, 10, 11 + line 44) 0 % 93/94 23·5 % 0 % II. FUNDED PROGRAM INFORMATION A. CASE FOR SUPPORT PLEASE COMPLETE CASE FOR SUPPORT FOR EA(~H UNITED WAY FUNDED PROGRAM. Agency Name Ukiah Community Center Program Name: Crisis Line/Informstion ~nd Referral UW Program Allocation 93-94 $17.160 Total Program expense 92-93 $68.821 UW Program Allocation 92-93 $12.500 Revised UW Allocation 92-93 $15.334 Number of people (individuals) receivi'~g direct services from this program (1992-1993) Crisis Line Non-duplicated 5.501 Duplicated N/A Information and Referral Non-duplicated 5.500 Duplicated None Service Delivery Sites (Full Address): 505 South State Street. Ukiah CA 9§432 (main office~ 419-1 Talmage Road. Ukiah CA 95482 (Arswer-Plus) 1. Descrir~tion of Need Reduce poverty, alcohol and dru,;I abuse, domestic violence, homelessness, other social problems Problems are inter-related. !:or example, unemployment plays a role in substance abuse, especially alcohol, and in domestic violence. Reduce barriers to services Callers and providers may not know what is available or from whom. Residents in remote areas cannot reach providers for "face-to-face" assistance. Cultural and language barri,.~rs must be addressed. Maximize effectiveness of service delivery Funding reductions throughout the services system necessitate the streamlining of remaining services. Centralized information and r~;ferral, and an up-to-date service directory, are essential. Evidence of Need A high percentage of Mendocino Cour~ty residents experience seasonal unemployment, in the lumber, agriculture, fishing, and tourist industries. According to the 1991 Public Health Needs Assessment: 40- 50% of county youth indicated that alcohol and d'ug abuse were a cause of trouble in their families. Public Health alsoidentified infants at high risk of developmental delay because of exposure to sustance abuse at 28%. In a year, 240-300 women are assisted by Project Sanctuary with temporary restraining orders due to domestic violence. 1,500 families, whose children are at risk of abuse, are referred to Mendocino County Childrens Protective Services in a year. Data from UCC records show increasing homelessness in Mendocino County. According to the Mendocino County Mental Health Advisory Board: "Mendocino ranks fifth highest of all Califorr~ia counties in its ratio of poverty-level chr()nically mentally ill clients to total client population." Mental Health services have been reduced to bare main:enance programs. Mental Health Centers in Willits, Covelo, and Point Arena have been closed. The division of the county into two service areas, Ukiah ("inland") and Fort Bragg ("the coast") is forced by mountain barriers, i'he 1990 Census reported significant numbers of minorities in Mendocino County (10.3% Hispanic and 4.1% Native American). Government and non-profits throughout California have suffered severe budget cuts, particularly in Mendocino County. Tar_oet PoDulation This program is available to people of all ages, income levels, and backgrounds, and by all service agencies in Mendocino County. Groups specifically t~{rgeted include: Native Americans; Hispanic Latinos; elderly; children; homeless and very Iow income i.:~eople; people impacted by substance abuse issues; battered women and their children; people with HIV; g~:y, lesbian, and bi-sexual youth; Mental Health clients and all who are in crisis; all who are separated from s~.rvices by lack of information, transportation barriers, and income barriers; agencies that benefit from technical assistance provided by UCC staff. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page 2. How this need is addressed/Metrtods Day or night, a caller has quick, conficlential access to any emergency intervention agency. Centralized information helps de-mystify the system, making it simple and easy to use. Educational outreach improves public knowledge of how to cope positiw~;ly with situations that otherwise remain unresolved. Families and individuals are helped to address their ne~ds, reducing risk factors that lead to substance abuse and homelessness. Potentially violent situations are defused by immediate intervention. Children and other dependent persons have a "no red-tape shortcut" to emergency services, through one easy-to-remember phone number. Standardized procedures among agencies reduces "ruraround" and confusion. Crisis calls are taken by UCC staff during office hours, and by trained operators at Answer-Plus, a local answering service, after-hours. Meetings and trainings for crisis workers ensure coordinated services. Volunteer participation includes clerical assistance with projects such as the Community Resources Directory. Special arrangements for specific populations include (except as noted, all intervention is available 24 hours a day): Native Americans a) protocols established with Round Valley Indian Health Center in Covelo (a remote, isolated community populated by Native ~,mericans of mixed tribes) and Consolidated Tribal Health Project in Ukiah b) Native American staff at UCC ~one FTE) HisDanic Latinos a) outreach and frequent contact with California Human Development Corporaton to meet individual needs of migrant workers b) Hispanic-Latino staff at UCC (1.5 FTE) c) contractual a;reement with Youth Project to provide services to Hispanic youth d) Spanish-language outreach materials E derl_v a) protocols established with Adult Protective Services for abuse and neglect of dependent adults Children and ,youth a) protocols established with Children's Protective Services, for child abuse and neglect b) protocol.,~ with Mendocino County Youth Project, for runaways and youth in crisis Homeless and very Iow income a) protocols with Mendocino County Department of Social Services, for emergency food and housing b) UCC's Temporary Assistance Programs, available through the Crisis Line until 9 pm, seven days a week, including vouche's for emergency shelter, Emergency Action Team (EAT) Food Closet, and Salvation Army assistance with miscellaneous such as diapers and gas c) other UCC programs, through the Crisis Line during office hours: a Feder;~l Emergency Shelter Grant (FESG) project - the Homeless Prevention Program, USDA Foodstamp Outreach Program, Office of Community Services Food and Nutrition project, Holiday Sharing Project, USDA Commodities Pro~jram d) on-site Salvation Army REACH program, for assistance with utility bills People impacted bv substance abuse issue.~ a) protocols with Mendocino County Department of Public Health and the Ford Street Projec: battered women a) protocols with Project Sanctuary HIV/AIDS a) protocols with the Mendocino County AIDS Volunteer Network b) outreach and protocols with Mendocino County Department of Public Health AIDS project Gay. lesbian, and bi-sexual youth a) protocols with Mendocino County Youth Project Jylental health clients and all who are in crisis a) protocols with Mendocino County Department of Mental Health, for suicide, depression, stress All who are separated from services by lack of information, transportation barriers, and income barriers a) an 800 number, as well as local HELP numbers that ring into the c(,ntral 463-HELP line b) county-wide outreach and information and referral Agencies that benefit from technical assistance provided by UCC staff a) county-wide planning and networking b) Community Resources Directory. 3. Measurable Result~ Poverty, substance abuse, domestic: violence, homelessness, other social problems are reduced The community has a way of bringing people into the human services system when problems first develop, that is less expensive than having to intervene alter problems become entrenched or escalated. Callers get help more easily than if they had to wait until a problem was, for example, brought to the attention of law enforcement. Barriers to services are reduced The community can reach out to isolated ;Lreas such as Covelo, Potter Valley, Pt. Arena. Callers can get help without having to drive long distances, for example, two hours each way between Ukiah and Pt. Arena. Service delivery effectiveness is increased The community can provide intervention ,~t lower cost than it would be for separate lines for each type of crisis. Callers receive a coordinated response =or inter-related problems. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page Name of Agency /'//,~,~,~/n~//'/k/'/,~/?,~'f}~/" Name of Program ~/',~£,t~',/f/lP_~,~'~. g'~./"f~//Case for Support State the number of'tion-~uplic-a{ed cl~s/this ~r~§~:am will serve (1992-~g)-for each/xea listed below: $ONOMA COUNTY ~ 95412 - Annapolis 94922 - Bodega ~ 95413.. - Asti 94923 - Bodega Bay 95415 - Kellogg 94927/28- Rohnert Park 95416 - Boyes Hot :5pr 94931 - Cotati ~ 95419 - Camp Meeker 94937 - Inverness 95421 - Cazadero 94940 - Tomales Bay 95425 - Cloverdale 94950 - Olema 95430 - Duncan Mills 94951 - Penagrove ~ 95431 - Eldridge 94952/53- Petaluma 95433 - F.I Verano 94956 - Point Reyes ~ 95436 - Forestville 94971 - Tomales ~ 95439 - Fulton 94972 - Valley Ford ~ 95441 - Geyserville 94975 - Petaluma 95442 - Glen Ellen 95401/09- Santa Rosa ~ 95dd~ - Graton MENDOCINO COUNTY 95446 - Guerueville 95448 - Healdsburg 95450 - lenner 95452 - Kenwood 95462 - Monte Rio 95465 - Occidental 95471 - Rio Nido 95472/73- Sebastopol 95476 - Sonoma 95480 - Stewart's Point 95486 - Villa Grande 95487 - Vineburg 95492 - Windsor 95497 - Sea Ranch TOTALS LAKE COU1NTY ., I..l- 95410 - Albion . LL.' 95456 - Little River ~ 95422 - Clearlake _[,~__._ 95415 - Boonville ~ 95459 - Manchester 95423 - Clearlake Oaks ~ 95417 - Branscomb ~ 95460 - Mendocino ' 95424 - Clearlake Park --(0~).= 95418 - Calpella __~_ 95463 - Navarro ' 95426 - Cobb [ 95420 - Caspar ~ 95466 - Philo 95435 - Finley ! 95427 - Comptche e~)._ 95467 - Piercy 95443 - Glenhaven _~_~ 95428 - Covelo _[~,._ 95468 - Point Arena ~ 95451 - Kelseyville ._..L_ 95429 - Dos Rios _~_0.0_ 95470 - Redwood Vly 95453 - Lakeport I.[. 95432 - Elk c[./0.~ 95482 - Ukiah ' 95457 - Lower Lake _~ 95437 - Fort Bragg l_ 95488 - Westport 95458 - Lucerne ._~_ 95445 - Gualala ,~-0~ 95490 - Willits ..i'. 95461 - Middletown  95449 - Hoplaad [ 95494 - Yorkville. ~ 95464 - Nice 95454 - Laytonville ~ TOTALS ~ft ~o- ( ~ 95469 - Potter Valley 95455 - Leggett C;noCo~~ ---~.c~x 95481 - Talmadge ~ 95485 - Upper Lake TOTALS 5. Provide the following demographic information for the total number of non-duplicated clientn as indicated above: White Hispanic American Indian AsianYPacific Islander Filipino Cambodian Laotian Hmong Vietnamese Other (Specify) Unknown TOTALS SEX t- 6-00 Male ~t~ ~'0/ Female /6 TOTAt PERSONS WITH DISABILITIES C[ t~ 0 Psychiatric ~0~ Physical ~ Developmental ;sq0 ror s, 6. Collaboration With Other Aqerl¢ies The county-wide Crisis Line/l&R Pro[i~ram links a network of human services through a central phone number. A multi-agency, toll-free Crisis Line would be a good idea anywhere. In Mendocino County, because of distance, mountainous terrain, poor roads, and sparse public transportation, it is a necessity. Centralized information helps agencies to combine oJtreach efforts, so that reaching remote areas is cost-effective. Agreements with agencies providing milrlority services provide culturally-specific response to Native Americans and Hispanics. Intervention agencies contract with UCC to provide outreach, information and referral, and emergency access to their on-call workers. There are formal protocols for contracted agencies, clarifying, procedures for each type of call. Participating agencies are: Mendocino County Department of Public Health (AIDS Program, Division of Alcohol and Other Drugs), Mendocino County Department of Mental Health, Mendocino County Department of Social Services (Foodstamps, General Relief, AFDC, Children's Protective Services, Adult Protective Services), Mendocino County Youth Project, Ukiah Ministerial Association, Round Valley Indian Health Center, Consolidated Tribal Health Project, Willits Community Services, Ford Street Project, and Project Sanctuary. This network, linked through the Crisis Line, is called the Inter-Agency Crisis Council (IACC). Callers with multiple needs can be helped by more tha~l one agency. Standardized procedures among helping agencies facilitates team response. Duplication of services a'~d costs are minimized through consolidation. UCC coordinates monthly IACC meetings and periodic trainings, to facilitate organizing and problem-solving and improve the ability of workers to re~pond efficiently. Meetings provide a forum for planning, procedures evaluation and modification, updating referral information, and feedback on client interaction. A directory of referral information for non-profits, government agencies, and other human services in Mendocino County has been created through the Crisis Line/l&R Program, and is due to be published and distributed within two months. The Community Resources Directory is long-awaited. Although the need has been recognized ever since the Department ol Social Services produced a similar directory in 1987, this is the first time that funds have been available to provide an up-dated version. Requests from local agencies specifically for a directory average three to five per mor~th; for information which would be available in the directory average three to five per day. This directory will be marketed to help cover production cost of future editions. Ministerial Association pastors donate~, their time to respond to after-hours voucher calls through the Crisis Line, and maintain a fund for miscellanecus vouchers. Churches refer to the Crisis Line for any human service emergency. Clients, agencies, and the public rely on UCC for Information and Referral to all human services and for other community information. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page II. '?UNDED PROGRAM INFORMATION B. PROGRAM BUDGET SUMMARY PLEASE COMPLETE PROGRAM BUDG~:T SUMMARY FOR EACH UNITED WAY FUNDED PROGRAM. Agency Name/Program Name: Uk~ah Community Center/Crisis Line/Info. & Referral le PROGRAM REVENUE: spreadsheet to complete the information. (See instructions for line item accounts from budget .. a. United Way Support 1. S/M/L Communit~~ Fund (#8) be 2. Ail other UW ($9, 10, 11) C · Government Fees and Grants (#12, 13, 14, and cther government sources listed under miscellaneous) de Total Support from Public (~1, 2, 3) Fees, Membership Dues, Sales (#4, 5, 6) e. Other Contract for Services TOTAL REVENUE (A+B%C+D+E) 92/93 93/94 $ 15,334. $ 17,160. $ 0 0 $ 29,432. 19,277. $ 0 0 $ 22,500. 23,500. $ 2,250. 2,000. $ 69,516. 61,937. · PROGRAM EXPENSES (Line 44) $ 69r516. $ 61,937· UNITED WAY SUPPORT AS % OF PROGRAM BUDGET (United Way support +Tctal expenses) 92/93 a · SML Community Fund (line 8 + line 44) 22 % be Ail other UW support (line 9, 10, 11 + line 44) 93/94 27.7 % 0 % g~ 0 0 0 0 0 0 0 ~ 0 0 0 0 0 0 0 CD 0 0 0 0 0 0 CZ) 0 0 0 0 0 0 0 Z ~ ~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ~ 0 0 0 0 0 0 0 ~0 ~ 0 0 ~q[~ ~ ooooooooooooooo~ooooooooo~ooo~~ ~~- o ooooo8ooooooo oooooo8oooooo o ~ 0 0 0 ~ 0 0 W 8 LU ! o~goooogg~ 0 o o o o-. o~ o~ ~ ~ ~ ~ ~ ~ o~ o~ 0~ ooogggg~ ~2o~ oo ~ooo°ggo~o o. o'1 o o og~ o o~ooo o o ~ ~ ~ o o o o o o o o o o , 7. OUTC( Crisi~ Line/Inf Section One Mid-year repo~'t: State the current year objectives (as submitted to record. Specify the reasons objectives have succee( Annual Ob!ective Reduce poverty, alcohol and drug ab~.~se, domes Reduce barriers to services Maximize effectiveness of service delivery 1. Crisis Response: Will provide access to immediate human services intervention for 4,500 callE~rs. . Outreach: Will distribute 2,000 stickers and flyers to inform people in need about the Crisis Line. There will be four press releases. o Training: One training workshop for agency and answering service personnel will be I"eld. 12 individual trainings for ministers during their on-call shifts will be conducted. Staff will attend five Ministerial Associatiol meetings. Inter-Agency Crisis Council meeting,s, one inland and one on the coast, will be held on alternating months. One coordinating meeting with churchE~s and concerned agencies not participating ir IACC will be convened. . Information and Referral' 5,500 non-emergency callers and "walk-ins" will receive help or information about community services and resources. A proposal to update the Human Services Directory, last published in 1987 by :Social Services, will be submitted to at least one potential funding source. The new Mendocino Co. Community Re:~;ource Directory will be updated, and a draft prepared. 200 1987 Mendocino County Human :Services )ME OBJECTIVES ormation & Referrel Jnited Way in 1992-93) and the six month performance ed or fallen short of Agency expectation. ComDlete Ex_olanation tic violence, homelessness, other social problems 55% 2,478 calls 20% 0% New stickers have been designed and recently printed. (The design of the flyers is created from sticker design.) Numerous holiday and Food Bank articles take place in the fall. Crisis Line outreach is scheduled for spring. 0% Planned for spring. 50% 50% 0% 50% 100% 100% The 1993 Emergency Services Network Conference is planned for June. (The June 1992 ESN Conference was attended by 50 people from approx. 30 agencies and organizations.) Estimate for 1992: 80/week at main office, 12/week answering service, 15/week at Food Bank, total 107/week = 5,564/year Funds were secured for collecting and entering data, and for publishing and distribution. The development of a pocket-sized Spanish edition was postponed until completion of the regular edition. The final draft will be ready to print by the end of March, 1993. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page Directories will be distributed. 100% New objective added mid-year: 300 copies of the 1993-94 Mendocino County Community Resource Directories will be distributed by June 30, 1993. 0% Will commence when new directories are available. Networking and training to Crisis Lithe volunteers in Will)ts, Round Valley (Covelo area'~ and the South Coast (Pt. Arena-Gualala area) will be provided by one site visit to each are;~[. 66% Will)ts and Round Valley trainings were completed. Recently recruited a South Coast volunteer who will receive training. . Program Stability: Increase program operating funds through two grant applications, and requests for r~ew or increased funding. 100% Applied for and received funds from: City of Ukiah, Mendocino County Youth Project, County Realignment (Criminal Justice), and Church Women United. New objective added mid-year: Complete Crisis Line program evalualion by May 30, 1993. . Broaden scope of UCC to serve a lar§er cross- section of the community. Develop C3mmunity Education Initiative, in collaboration with City of Ukiah, by sponsoring two community service workshops. 50% One workshop was completed. The other workshop will be held in the spring. . To supplant Federal and State fundin~ cutbacks, develop two new contracts for servic~;s with City of Ukiah and County of Mendocin(:~. 100% Successfully applied for $1,500 county contract to perform evaluation of the Crisis Line program. Also successfully applied for $37,000 USDA Food Stamp Outreach grant. (Collaboration effort with City of Ukiah was made under Temporary Assistance Program.) Section Two Changes f(;,r 1992-1993 outcome obiectives; If there are any changes in your objectives from the current fiscal year to 1993-1994, please list. 1992-1993 Objective 1993-1994 Objective 4. Information and Referral: Change to: 300 copies of the 1993-94 Mendocin,) County 300 copies of the second edition of the Mendocino Community Resource Directory will I::e Co. Community Resource Directory will be distributed by June 30, 1993 distributed by June 30, 1994 o Program Stability: Increase program operating funds thr()ugh two grant applications, and requests for ngw or increased funding. Change to: ... and requests for new, renewed, and/or increased funding. Complete Crisis Line program evalua::ion by May 30, 1993. Change to: Implement planning based on results of Crisis Line program evaluation. 6. Broaden scope of UCC to serve a larg.~r cross- section of the community. Develop C~:)mmunity Delete: This objective will have been completed United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page Education Initiative, in collaboration with City of Ukiah, by sponsoring two community workshops. 7. To supplant Federal and State fundin(.;i cutbacks, develop two new contracts for servic,gs with City of Ukiah and County of Mendocino. by the end of this fiscal year. Change to: ...renew or develop two contracts for services with City of Ukiah, County of Mendocino, or other public or private non-profit organizations, in this or other United Way-funded programs. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for SupporF1993-94 Page . Have the board and staff engaged in multi-year planning with regard to this program? Explain the cutcome of this long range plan with regard to the diversification of fundint; and meeting the need described above· In the Case for Support for the Foo :f Bank program, we described the board and staffs multi- year planning process for the whole agency. What follows is the long range planning strategy specifically for the Crisis Lin~!;/information Referral Program. UCC applied for and received a $1500 grant to conduct an evaluation of the Crisis Line program. This evaluation is currently underway (Spring 1993) and will be an important planning tool for the board to use this fall during the annual strategic planning process. Primary funding for this program comes from United Way and from contracts with agencies to provide crisis call referrals. In an effort to b~,~ less dependent on these two funding streams, UCC applied for and received a USDA Food Stamp £~.~utreach grant which helps support the information and referral component of this program. This y~;ar we will be publishing a Community Resource Directory that will be sold to human service agencies i~'l the county and will help sustain this program. Both the outreach program and the resource directory are new initiatives to diversify our funding and meet the unmet needs documented ab)ye. · If this program is supplemented with federal, state or local government suppo; please describe the impact which a cut greater than 10% will have on your ability to deliver services and continue this program. Provide the most currer information you have on the continued funding from this funding source. a). Crim Justice Svs. funds from Mendocino Cntv Debt of Probatiorl $2820 Funds renewed annually with the a.D.Droval of Board Of Supervisors, This contract is less than 5°/;, of this programs budget. It is unlikely to be eliminated entirely, but as with other county funds, cuts are possible. A total elimination of these funds could affect bilingual staffing of the crisis line. b). USDA Food Stamp Outreach I::'ro!ect $1 4.4 5 7 One time demonstration grar~!t. Ends 1/31/94 If eligible, UCC will apply for ~;~ second year of funding to develop new and innovative ways to encourage homeless families to parti:ipate in federal food assistance programs. Though this project would end if funding is not continue:l, it would not adversely affect the overall Crisis Line/Information and Referral program of the Commu~lity Center. United Way of Sonoma-Mendocino-[.ake/Ukiah Center Case for Support/93-94/Page Z ~ Units of Service Explanation For All UCC Programs Household means all persons residirlg "under one roof" (even if they live in a tent or vehicle), whether or not they are related. Community Food Bank Commodities/Surolus Pro@r~m Non-duplicated: Number of persons who pick up supplemental food, plus each of their household members, only counted once no matter how many times they return. Duplicated: One household may gel food up to twelve times/year commodities (usually fewer); up to 24/year they may get donated food (mostly produce, dairy, and bread products). Emeraencv Action Team Food Closet -- Non-duplicated: Number of persons who pick up emergency food plus each of their household members. Duplicated: One household may gel food up to four times/year (usually fewer). A two-day supply is given (usually canned food, pasta, eggs, bread, and potatoes). Holiday Sharino Project. Food Baskets -- Non-duplicated: Number of individL, als receiving Thanksgiving and/or Christmas baskets (the person picking up plus their household rlembers). Baskets consist of food items needed for a complete large meal, including meat (such as tu-key). Duplicated: One household may rec,~.~ive both holiday baskets, so will be counted twice here, but only once under "non-duplicated." Temporary Assistance Program (TAP) Vouchers Non-duplicated: Number of people who receive a voucher (or vouchers), and their household members. Duplicated: Number of people who 'eceive a voucher (or vouchers), and their household members, counted once for each voucher that is given, whether on separate occasions or in one visit. Limits on number of vouchers per household vary' with the service requested. For example, diaper vouchers are limited to one per year. Shelter is also usually only once per year, but there are exceptions. Holiday Sharing Pro!ect Freestore Non-duplicated: Households are limited to one visit, being allowed to fill one large bag with donated goods. Duplicated: About 100 families cam9 back on "Free-for-All" day, at the end of the season, when everyone is encouraged to haul off all they can carry. Freestore and Year-Round Donated Non-Food Goods The dollar value of donated non-foo(:! items is estimated at "garage sale prices." Crisi; Line/Information and Referral Non-duplicated: Calls are assumed to be non-duplicated, because once UCC puts the caller in touch with the appropriate worker, the caller can, from then on, work directly with the needed agency or agencies. Information and Referral Non-duplicated: Calls are assumed Io be non-duplicated, because once information is given, the caller can proceed with that information on his or her own. United Way of Sonoma-Mendocino-Lake: Ukiah Community Center Case for Support/1993-94 Page SUPPLEMENT TO BUDGET SPREAD SHEET FOR 1993-94 ALLOCATION AGENCY: Ukiah Community Cemcr EXTRAORDINARY ITEMS -. List items of income and expense proposed in 1993-94 which have a 10% variance (greater or 1,:ss) from the previous year. NOTE: Most extraordinary, items are related to the WEST Company program. WEST (Women's Economic Self-sufficiency Training) Comp was funded by the Irvine Foundation. It is not funded by United Way. It wz.s spun-off from the Ukiah Community Center as a free standing non-profit on October 31, 1992. Line No. Item Comments INCOME 2 Special Events - 100% UCC had operated a bingo for over 12 years. The board voted to drop this fundraiser on December 31, 1993 for many reasons, the main ones being 1). a conflict with our mission to help low-income people become more self-sufficient and 2). lack of reliable volunteers to assist at the games. Of the $14000 raised, $8000 went to cover expenses. 4 Membership 167% UCC is aggressively expanding community involvement and a local donor base by increasing membership. The additional membership will help offset the loss of bingo 6 Sales to public 133% The new Community Resource Directory for human service providers in Mendocino County was provided at no or reduced cost the first year. Next year the directory will be priced at a cost to cover expenses and actually make a profit. 8 UW funding - 19% This figure reflects the mandated cuts in UW agency funding. 9 Comm Svc funding - 20% Community service funding by the City of Ukiah is expected to be reduced by at least 20% in 93-94. 13 FEMA funding - 18% The number of agencies applying for FEMA funds has increased in Mendocino County. Consequently, individual agency awards have been reduced. 15 Cai Shltr Contract -100% State Em. Shltr. Prgrm. funds were cut drastically for 1992. In 1993, what little Mendocino County State Emergency Shelter Program funds remained went to Ford Street Homeless Shelter. 17 Sm Bus Admin grant -100% This SBA grant was a contract of WEST Company, 18 WEST Comp. I_rvine - 100% 18a Mend. Cnty Youth Proj - 11% 18b OCS - Food Bank - 85% 18c Comm. Res. Dir. -100% Development 18f FESG Contract - 68% 18g OCS West Comp -100% 18h USDA Outreach - 22% 19 Funds carded forward 60% EXPENSES 21 Salaries -20% 22 Benefits -20% 23 Professional fees -35% 24 Office Supplies -53% which spun off from UCC in Oct of 1993. This Irvine Foundation grant was a contract of WEST Company, which spun off from UCC in Oct of 1993. Bilingual service contract for Spanish language info and referral was reduced due to program cuts at MCYP. This is a one year grant for $50,000. The contract period is from Sept 1 1993 to Aug 30, 1994, therefore, the bulk of the funds were received in FY 92-93. UCC received one time only funds of $5,000 to develop and print the 1993 CRD. This was a two year grant to provide homeless prevention services from the state. The contract expires in May of 1994, therefore the amount available this year is less than last year. (The contract also include some funds that needed to spent in the first 6 months of the contract in 1992) This Office of Community Service grant was a contract of WEST Company, which spun off from UCC in Oct of 1993. This is a 16 month grant to provide to provide outreach for the food stamp program to the homeless. The contract expires in January of 1994, therefore the amount available this year is less than last year. $21,600 is the balance of the Donrey Foundation funds that were received in 1993 that will not needed until fy 93-94. They will be used to supplant the loss of UW funds and lapses in grant funding to the food bank This reflects redUCing full time to 35 hrs/wk due primarily to cuts in UW funding. This reflects reducing full time to 35 hrs/wk due primarily to cuts in UW funding. A number of WEST Comp grants had funds for client business consultant expenses. These expenses are no longer incurred since WEST Comp spun-off. Office supplies have been reduced as a cost cutting -3?- 25 Rent 25a Utilities 27 Insurance 28 Rntl & maint of eqpt. 30 Travel 31 Membership Dues-(Icl) 33 Printing 36 Ass't to individuals 37 Fundraising exp. 38 Outreach 40 Other 42 Grant to WEST Comp 69% -19% 42% -94% 79% 140% -28% -71% -63% -17% 5O% -100% measure. Also, some grant contracts that expire before the end of FY 93-94 had funds for office supplies. Bank of America made a one time only donation of $7600 for office space in FY 92-93. This year we will need to pay full rent on our Ukiah office. UCC implemented several energy saving measures at the food bank and the Ukiah office. We are hoping to reduce our utility bill by 20%. New vehicle added to Food Bank. Increases expected in all policy premium rates. Several grants including one time only funds to purchase or lease equipment last year. WEST Company has large navel budget for clients and staff to attend trainings. UCC joined the Ukiah Chamber of Commerce with annual membership dues of $70. We received one time only funds last year to print food and nutrition information for food bank recipients. There was a drastic reduction in state shelter funds this year. The figure reflects the $70,000 loss in shelter voucher assistance funds. This also reflects reduction in food purchased with diminished FEMA funds for 93-94. Fundraising expenses were decreased considerably when UCC dropped bingo games as a fundraiser in December of 92.. Expenses are being reduced in the production brochures, fliers and newsletters for all programs. This line reflects bank charges and volunteer appreciation which are not listed elsewhere in the UW budget. 50% reflects a $200 increase over last year for increased recognition of volunteers. This reflects the transfer of funds carded forward in from FY 91-92 to the WEST Company when they spun-off in 1992. IOSEPH C.WOOD Cedified Public Accountant Post Office Box 598 Ukiah, California 95482 (707) 463-0442 January 25, 1993 Ukiah Community Center 505 South State Street Ukiah, California 95482 Attn: Martin Bradley Dear Mr. Bradley: We confirm to you that we are engaged in an examination of the financial statements of Ukiah Community Center for the fiscal year ended June 30, 1992, with intent to express an opinion thereon. Although the exam:..nation is progressing routinely, we are unable to express an opinion as yet, nor will we be able to do so by Friday, February 19, 1993. Sincerely, JCW/ct UKIAH COMMUNITY CENTER Financial Report to the Board February 16, 1993 Includes: Six Month Financial Statement (spreadsheet) JuLy 1, 1992 to December 31, 1992 Six Month Financial Statement (narrative) 1993-1994 Agency Budget S~pplement to Agency Budget (Explanation of income and expenses which have a 1{)% variance over FY 92-93) UKIAH COMMUNITY CENTER Contact Person: Martin Braclley 462-4822 Date Prepared: 1/11/93 REVENUE 1. Conthbutions (includes founc~ 2. Special Events 3. LogaC~es & Bequests 4. Membership Dues 5. Client Fees & Incidential Prog 6. SaJes to the Public 7. Investment Income 8. UNITED WAY For North Bay' [ 9. Community Bennce Funding ( 10. Job Training Services 11. CJSSP (AB90) 12. Other United Ways 13. FEMA 14. County Shelter Contract 15. State Emergency F~rnily..Sh~ 16. USDA Commodities 17. SBA 18. WEST co(Irvina) 18.b MCYP Cont 18.c OCS/Food Bank 18.d Resource Diracto~ 18.e Salvation Army 18.f Fo~l Street 18.0 FF. SG Comract 18.h OCS/WESTCo 18.i LISDA 18.j Plowshares Contract 20. TOTAL SUPPORT & REVENUE, 1992-93 Buclget (6 months) 15543O 70O0 37185 1410 10375 10302 17500 1620 439 2048 1125 22667 2500 39634 1245 10608 321 198376 actu~ll Mgmt. & General 10 actual 0 0 1302 21412 SIX MONTH BUDGET JULY 1992 THRU DECEMBER 1992 Crisis Line/ Voucl'~r I & R Program 20 actual 30 actual P.,~k 50 actual 155O0, 0i 22667 0 0 0 0 0 0 321 21. Salaries 22. Employee Benefits & Wor~r' 23. PmMSaonal Fees 24. Office Supplies 25. Telephone 26. Postage & Shipping 27. Rent 28. Insurance 29. Rental & Maintenance of Equi 30. Travel 31. Membership Dues - Local gm 32. Membership Dues - National 33. Printing 34. Books, penodicals- subscril: 35. Training 38. Asst. to Indivs. (Food, cloth 37. Fund Raising Exp. 38. Oulreacil & Publicity 39. Transportation Exp. Food Ban 40. Facilities Malntence 41. Bank Fees 42. Volunteer Recognition 43. Staff Recognition 44. Tax Penalties & Interest 45. Filing Fees 46 1992-93 Pmposod (6 months) 78028 17947; 375 51822 721 0 47. TC, TAL EXPENSES DIFFERENCE(income - expense) 192496 5880 actu~,l Mgmt & General 350 0 0 13 25 13 0; oi 229491 -1537 10 actuaJ Crisis Line/ I&R 20 actual 8076 5681 -7698 Voucher Program 30 actual Food 23390 252O 673 243 654 735 1146 32 54988 0 32 0 1639 4 31 18 0 O 87795 -1415 50 actual 56o5i 25 13 0 0 62957 1731 UKIAH COMMUNITY CENTER Six Month Income to Expense Statement July 1, 1992 -December 31, 1992 Narrative UCC's accountin~i' is based on a cash system and not an accrual. Consequently a six month income statement does not accurately reflect the seasonal fluctuations of revenues and expenditures. For example: UCC's annual budget anticipates $31,000 in contributions (line ~.tem 1) . However, $26,000 is received in January from the Ukiah Daily Journal Christmas appeal for the food bank. These funds are not reflected in the 6 month statement through 12/31/92. In expenses, tk~e annual budget calls for $102,000 in assistance to others. State and federal grants to provide assistance to the homeless required $64,300 to be spent by November of 1993. A 6 month cash budget however indicates that $51,000 should be expended by 12/31/93. Another factor is that many of UCC's state grants are reimbursement programs. Expenses incurred in October may not be reimbursed until Janua~¥. So even though the report presented to the UCC board indicates expenses exceed revenues by $28,000, a line item by line item review of fiscal documents will show that all spending through December 1992 is in line with anticipated revenues. Ail expenditures are authorized under the terms of signed contracts with federal, state, ccunty and private funding sources. COMMUNITY CARE MANAGEMENT CORPORATION 14913B Lakeshore Drive Mail to: P.O. Box 2590 Clearlake, California 95422 Phone: (707) 995-7010 Muttipurpose Senior Services Program Linkages Program Main Office: 487 North State Street Ukiah, California 95482 MSSP (707) 468-9347 Linkages (707) 468-5244 May 28, 1993 490 North Harold Mail to: P.O. Box Fort Bragg, California Phone: (707) 9~4~ Mr. Charles L. Rough, Jr. City Manager City of Ukiah 300 Seminary Avenue Ukiah, California 95482 Dear Mr. Rough: Please accept the enclosed application for the Linkages Program to request funds from the City of Ukiah. We are asking for $4,000.00 to purchase basic and essential home care services for our frail, younger and elderly clients in Ukiah who cannot afford them. These services are essential to help maintain persons living in their homes and to avoid more costly and dehumanizing nursing home placement. Last year the Linkages Program received a $5,000 grant from the City of Ukiah to spend for client services. Because o~ this grant, clients received important health therapies, safety equipment, transportation to n:~edical appointments and other crucial services. We are asking the City of Ukiah to help Linkages clients in Ukiah again this year. The grant from the City of Ukiah will, in many cases, enable the frail elderly and younger disabled adult residents of Ukah to remain in their homes, and avoid being placed in a nursing home. The City of Ukiah has made a positive impact on the lives of Linkages clients in Ukiah during the last year. With assistance from the City of Ukiah, Linkages will be able to continue to intervene in a concrete and effective way. The services Linkages would purchase for clients are the following: · medical equipmem and supplies not covered by Medi-Cal/Medicare · emergency medical response systems, so that if clients fall they can call for help immediately · small home repain, and assisfive devices that are crucial for the client's health and safety · essential medicaticns and nutritional supplements that are not covered by Medi- Cal and cannot be .~fforded by the client · money management for those who need help with budgeting their finances on a limited income, ancl for those who are at risk of financial abuse · Meals-on-Wheels :;~or physically disabled adults who are too young to qualify for the Ukiah Senior Center's program · transportation, including escorted transportation for those who are too frail to use public transportation Mr. Charles L. Rough, Jr. May 28, 1993 Page 2 · physical therapy, r:ccupational therapy, speech therapy and nutritional education not covered by Medi-Cal/Medicare · in-home help with housekeeping and personal care such as bathing and dressing · medication setups and vital signs monitoring · therapeutic counseling for clients who have difficulty coping with their disabilities Without renewed funding from the City of Ukiah, these services are unobtainable by any other means. Linkages Prograrn is viewed as a resource of last resort by physicians, home health agencies, and other members of the community. We urge you to support the needs of Ukiah's Linkages clients. We hope that you will be able to pledge your renewed support of the Linkages Program and fund our request. Sincerely, ci c/jp Enclosures CITY OF UKIAH COMMUNITY SERVICES APPLICATION FOR FUNDING Applicant/Organization Linkages (CCMC) Address 487 N. State St.. Ukiah. CA 95482 Executive Director Cynthia D, C~ale Name of Contact Person Susan Title of Contact Person Cas~ Manager Profit Y Non-Prof,t Date 5/28/93 Phone 707-468-9347 Phone 707-468-~244 Date incorporated Oc~91~r 19~4 (please attach evidence) How long has your organization been in existence? Since October 1984 Project Title Linkages Program Project Location Ukiah Location(s) of additional facilities operated by your organization: 490 N. Harold, Ft. Bragg, CA 95437 14913A Lakeshore Dr., Clearlake, CA 95422 Description of total agency activities or services provided: The mission of the Linkag:s Program is to assist frail elderly and younger disabled adults to avoid institutionalization and to remain living in their homes. The Linkages Case Manager organizes an individualized system of home care. This system includes close medical and social monitoring and emotional support. The staff continually oversees the situation in the home to make sure the care is adequately r~aeeting the person's needs. Amount requested $4.000.00 Total project cost $67.000.00 The $67,000 represents th~:: budget for the Ukiah service area. Total Linkages Program budget including expenses for Ft. Bragg and Clearlake services areas is $165,642 (See page 5, question 3. for a description of Uldah service area.) Does your agency have a civil rigl~ts aff'n'mative action policy or plan? CCMC is an Equal Opportunity Employer as indicated in our Personal Policies Handbook and job applications. We do not have recruitment quotas. Does your agency have a sexual harrassment policy? CCMC does have a sexual harrassment policy as indicated on page 2 of the CCMC Personnel Policies Handbook and informational brochure for employees. Does your agency have an approwxl Americans With Disabilities Act Plan? CCMC is an Equal Opportunity Employer. Our offices are handicapped--accessible. are in the process of having our A~ericans With Disabilities Act Plan approved. We BUDGET DATA 1. Describe the current sources of your organization's funding for the Fiscal Year 1992-93: California Depamnent of Agir~ g - Linkages Grant California Department of Agir~g - Respite Grant Area Agency of Aging - Title ii~-D Grant & Title III-F Grant Ukiah Soroptimists Easter Seal Society (Willits CLents Only) City of Ukiah Grant $152,231. 4,727. 4,684. 500. 1,000. 5,000. Most of these funds cover Lir~lcages Program acitivities in both Lake and Mendocino Counties. We plan to continue our local :~undraising including requests to local service clubs and organizations* and participation in at least 1 Bingo fundraiser. 2. Describe anticipated sources cf your organization's funding: We plan that the Linkages Pro.;,n'am will continue to receive its basic funding from the State through the California Depamnent of Aging. And, we will continue to pursue local fundraising opportunities. 3. Describe other sources, if any,. that you have applied to for funding this project: . . No other funding sources are available at this time, but we continue to explore all new possibilities. Describe your proposed program budget (specify revenues, by sources, as well as expenditures, by type): See attached Linkages Budget 1993-94. It will be necessary to continue to supplement the State funding by other means. The additional funds will be used to supplement the program's ability to purchase needed services for clients. If you have received funding from the City of Ukiah in prior years, please indicate for what years and for how much. For Fiscal year 1992-93 we w,:re awarded $5,000 from the City of Ukiah. APPLICATION ATI'ACHMENT CHECK LIST: X Copy of agency budget fi~r 1993/94 X Copy of organization by-laws (not applicable if you have already submitted one) X Copy of most recent agen:y audited financial statement X Evidence of incorporatior~, if applicable N/A Copy of application(s) for funding submitted to other agencies to receive funding during 1993/94 *Last year we received a total of $500 from Soroptimists. APPLICATION NARRATIVE 1. Describe proposed project: The purpose is to assist frail elderly and younger disabled adults to avoid institutionalization and to remain living in their homes. Our role is to manage the necessary home care by assessing each person's individual needs and then arranging for support services to be provided in the home. Our social worker monitors the home care situation to insure that the person's needs are met. With the City of Ukiah Grant, we propose to purchase the following essential services for persons of Ukiah who cannot afford them: · medical equipment and supplies not covered by Medi-Cal/Medicare · emergency medical response systems, so that if clients fall they can call for help immediately · small home repairs and assistive devices that are crucial for the client's health and safety · essential medications and nutritional supplements that are not covered by Medi-Cal and cannot be afforded by the client · money management for those who need help with budgeting their finances on a limited income, and for those who are at risk of financial abuse · Meals-on-Wheels for [,hysically disabled adults who are too young to qualify for the Ukiah Senior Center's program · transportation, including escorted transportation for those who are too frail to use public transportation · physical therapy, occupational therapy, nutritional education and speech therapy not covered by Medi-Cal/Medicare · in-home help with housekeeping and personal care such as bathing and dressing · medication setups and vital signs monitoring · therapeutic counseling for clients who have difficulty coping with their disabilities Ali of these services arb critical to maintaining the well-beine of frail, disabled_ persons in the home environment. Without the City of Ukiali grant, these services will not be avaih~ble to our clients, 2. Describe how you identified specific needs that your project addresses. Linkages' target population is frail elderly and younger disabled adults age 18 years and older, who are incapacitated by chroric illness and/or functional disability and are at risk of nursing home or other institutional placement. There are no income criteria fi)r eligibility for the program, but the majority of our clients are low-income and have margim~l ability to pay for their needs. As a result, they are even more at risk of institutionalization. E~ery person on our program wants to stay at home and wants to avoid living in an institution. Our younger disabled are usually persons with brain injuries or early onset of illnesses such as Multiple Sclerosis or cancer..Our elderly persons generally have multiple medical problems and often take complicated m¢:dications. All our clients need help with some activities of daily living such as shopping and b~thing and managing their money. 3. Describe the geographical area of impact affected by your project: Our Ukiah-site service area includes the following: Ukiah, Hopland, Redwood Valley, Potter Valley, and Willits. However', two-thirds (2/3) of our client caseload resides in the City of Ukiah. Furthermore, the City of Ukiah Grant will be spent only on Ukiah residents. 4. Describe to what extent your project will affect or service the citizens of Ukiah: By working through Linkages:, the City can help elderly persons and younger disabled adults from the community who are :in great need. It is in the public interest for the City of Ukiah to help address the needs of thes,: citizens. By providing community-bas~:d long-term care for clients to remain in their homes and out of institutions, like hospitals and nursing homes, taxpayers' dollars are conserved. Placements in hostfitals and nursing homes are very_ expensive while home care can be arranged much more inexpensively. . Where in Mendocino County are similar services provided and by whom: No one else in Mendocino Co anty provides these services to this population. Home Health agencies provide Case Management only on a very short-term basis and only to those clients who have MediC al and/or Medicare coverage. Even with coverage, benefits are restricted. Home Health Agencies are unable to purchase many of the other necessary support services. Formerly Adult Ih'otective Services did provide Case Management for adult abuse cases. However, due to budget cuts, this is no longer available. 6. Describe how your program ~ill coordinate with others in providing similar services to this area.' Linkages receives referrals from community sources such as physicians, hospital discharge planners, home health agencie ~, the senior center and concerned neighbors and family members. People are referred to Linkages because the referral source sees that the person needs help and because there are no other community resources available. If the Case Manager determine s that the client is eligible for other community services, the appropriate agency or service provider is contacted in order to arrange the service. Because of the close contact and good communication between Linkages staff and other agencies and service providers, there is no duplication of services. Linkages staff participate on the Mendocino County Serior Task Force and the Mendocino County Coordinating Case Conference Committee. This interchange insures that scarce resources are stretched to the maximum. By using Linkages as a vehicle through which to distribute help to frail elderly and younger disabled citizens, the City can be assured that taxpayer's dollars are targeted carefully to those in genuine need and to those who will respond positively. The Case Manager also monitors the home care situation on an ongoing basis to insure the services are being delivered and used properly. This provides further assurance that the money is being spent wisely. If the Case Manager feels that a particulm' service is not having its desired effect, the service can be withdrawn or redirected. In the past year, the Linkages Program received a $5,000 grant from the City of Ukiah to spend for client services. Bec.~use of this grant, Linkages was able to serve clients in a more effective way. Clients received important health therapies, safety equipment, transportation to medical appointments, meals-on-wheels for younger disabled clients, and other crucial services. These services would have been unavailable by any other means. Clients who were unsteady w? ile bathing received safety equipment to avoid falls and serious injuries. A younger disabled client suffering from a congenital lung disease no longer underwent hospitalization eve:~y 6 weeks following improved nutrition from Meals-on-Wheels. A new amputee living alone found the courage to go out in the community again, because she received a transportation pass for shopping and medical appointments. Changes too numerous to mention were made for a better quality of life and improved health. With the City of Uldah's help, Linkages Program will be able to carry on with this important assistance. LINKAGES BUDGET 1993-94 STATE FUNDING 1. California Dept. of Aging - Linkages Grant A. PERSONNEL Ukiah Case Manager 100% Fort Bragg Case Manager 50% Clearlake Case Manager 100% Secretary 65% Fiscal 55% Payroll taxes, Health Ben., Term. Vac. 28,572 12,342 24,390 11,123 14,071 90,498 23,850 Total Personnel $ 114,348 B. OPERATING EXPENSES General 5,465 Printing/Copying 1,200 Communications 4,500 Postage 750 Travel 2,800 Equipment Maintenanc,~ 1,100 Facility Operations 9,671 Indirect Salary Expenses 12,397 Total O.E. 37,883 C. PURCHASED SERVICES Grant Total $152,231 2. California Dept. of Aging - Respite Grant 4,727 3. Area Agency on Aging - Title III-D Grant (anticipated) (for home health aide '~zisits, chore, respite, day care) 4,185 4. Ukiah Soroptomists 5OO 5. City of Ukiah Grant (thi.:; application) Total Budget 4,000 $165,643 NOTE: This budget covers Li~ages Program activities in both Lake and Mendocino counties. The Ukiah :;ervice area budget runs at approximately $67,000. This area includes Uk[ah, Hopland, Potter Valley, Redwood Valley and Willits. CITY OF UKIAH COMMUNITY SERVICES FUNDING Quarterly report for the month of,, April 1993 Name of organization CCMG/Linkages Please list the number of Ukiah residents that were served this quarter and the services that were provided: A) Number of Ukiah residents served this quarter: 35 B) Services Provided: · medical supplies and ~nedical equipment not covered by Medi-Ca!/Medicare which are essential and which tt;.e individual cannot afford. · medications not covexed by MediCal/Medicare. · physical therapy, occupational therapy, speech therapy and nutrition education not covered by Medi-Cal/Medicare. · minor home repairs and modifications and assistive devices to insure safety and independent living skills. · Meals-on-Wheels for physically disabled adults too young to qualify for the Ukiah Senior Center progrm n. · emergency response systems and medication set-ups. · transportation for those too frail to use public transportation. · in-home help with hoasekeeping and personal care such as bathing and dressing. · money management for those who need help with budgeting their finances on a limited income, and for those who are at risk of financial abuse. S'gnat~yf~giii~ri~d~s-~5~ and tide Date As amended on 2/7/91 - Article 3, Section 2; Article 4, Sections 1, 8, 13, 14, 16; and Article 6, Section 1 BYLAWS OF COMMUNITY CARE MANAGEMENT CORPORATION , a California Nonprofit Public Benefit Corporation AS!TICLE 1. OFFICES SECTION 1. NAME AND PRINCIPAL OFFICE The name of this co]"poration is Community Care Management Corporation. The principal office: of %he corporation for the transaction of its business is locat¢~d in Mendocino County, California. SECTION 2. CHANGE OF ADr~RESS The county of the cc. rporation's principal' office can be chan~ed only by amendment, of these Bylaws ~nd not o'~herwise. The Board of Directors may, ]"~owever, chmn~e ~he pri~cipal office from one location %o another within ~he named county and any change location shall be noted l::.y the Secretary of these Bylaws in the space belo~, and such c]]~=~n~es of address shall no~ be deemed a]nendment of these Bylaws: Former Address' 497 Leslie gireet Ukiah, CA 95482 New Address- 487 North S~ate Street Ukiah, CA 95482 SECTION 3. OTHER OFFICE,~; The corporation may also have offices at such other places, within or without the St;i~te of California, where it is qualified to do business, as its business may require and as the Board of Directors may, from time to time, designate. ARTICLE 2. PURPOSES SECTION 1. OBJECTIVES AND PURPOSES The primary objectives and purposes of this charitable corporation shall be: (a) to provide social and health services to frail elderly and disabled younger adults in Lake and Mendocino Counties with the aim of helping these individuals remain in their homes and communities as long as possible. (b) to prevent premature or inappropriate institutional- ization of frail elderly and disabled younger adults. (c) to improve the quality of life of those frail elderly and disabled younger adults living in the community. (d) to coordinate with other community agencies serving this population in order to strengthen the service network. (e) to increase the level and scope of services available to this population. (f) to educate and inform government entities and the public about the needs of this population. (g) to expand community-based, long-term care services throughout both counties. (h) to expand know]edge of the rural experience of deliv-- ering community-based, long-term care services. The cor!,orat, ion shall not carry on any other activities not. permitted to be carried c,n (a) by a corporation exempt from fed- eral 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 (b) by a corporation contribu- tions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 or the corresponding prov~ision of any future United States Internal Revenue Law. No substantial purl. of the act./vit.]es of this corporat:ion shall consist of carryinf~/ on propaganda, or otherwise attemptin~ to influence legislation, and 'the corporation shall not partici- pate or intervene in (including publishing or distributing state- ments) any political camI'aign on behalf of any candidate for public office. A[i:TICLE 3. MEMBERS SECTION 1. DETERMINATI£,N OF MEMBERS This corporation sh~.ll make no provisions for members; however, pursuant to Secl:ion 5310(b) of the Nonprofit Public Benefit Corporation Law ¢:.f the State of California, any action which would otherwise, urder law or the provisions of the Articles of Incorporatior: or Bylaws of this corporation, require approval by a majority of all members or approval by the members, shall only require the approval of the Board of Directors. SECTION 2. ALTERNATES There may be one Alternate Board member representing Lake County and one Alternate Board member representing Mendocino County. These Alternates shall represent said Counties in the absence of a regular Board member, and shall have the ability to vote when there is such absence. ARTICLE 4. DIRECTORS SECTION 1. NUMBER The corporation shall have nine Directors and collectively they shall be known as the Board of Directors. The number may be changed by amendment of this Bylaw, or by repeal of this Bylaw and adoption of a new Bylaw, as provided in these Bylaws. The Corporation shall in addition, have one non-voting board member who shall also serve as the Executive Director of the Corpora- tion. SECTION 2. POWERS Subject to t. he provisions of the California Nonprofit Publ'}c Benefit Corporation Law and any limitations in the Articles of Incorporation and By]aws re]a~..~ng [o a(:i. ion required or permitted to be taken or approved ky the members, if any, of this corpora- tion, the activities and ~]:f'fairs of %his corporation shall be conducted and ali. corporate powers shall be exercised by or under the direction of the Board of Directors. SECTION 3. DUTIES It shall be the dutj' of the voting Directors to: (a) perform any ant~, all duties imposed on them collectively or individually by law, [~.y the Articles of Incorporation of this corporation, or by these Bylaws. (b) determine po].i<,y and supervise Executive Director's implementation of such policy and monitor progress. (c) select, discharge and evaluate the Executive Director, and approve the Executive, Director's job description. (d) approve job des, criptions and salary scales of all employees of the corporation. (e) monitor and ev~luate the program at least annually and review financial statements of the corporation quarterly. (f) review and approve budgets. (g) approve the signing of all contracts and formal agree- ments by the President of the Board or the Executive Director, if so designated. th) meet at such times and places as required by these Bylaws. ti) register their addresses with the Secretary/Treasurer of the corporation, and notices of meetings mailed or telegraphed to them at such addresses shall be valid notices thereof. SECTION 4. TERMS OF OFFICE Each voting Director shall hold office as specified in these Bylaws, and until his or her successor is elected and qualfies. Terms of office shall rotate as follows: (a) Four Board positions will be for two-year terms. (b) Four Board positions will initially be for three-year terms. Thereafter, these positic)ns will convert to two-year terms. These~. posJ-tions will be designated by a random drawing at the first meeting of the Corporation. SECTION 5. COMPENSATION Directors shall serYe without compensation, except that they ]nay be al. lowed and paid their actual and necessary travel ex- penses incurred in attending Directors' mee%.~ngs. In addition, they may be allowed reasonable advancement of reimbursement for telephone and out-of-pocke'% expenses .incurred in the performance of their regular duties as specified in Section 3 of this Arti- cle. Directors shu]l no% be compensated for services to the corporation as directors. Compensation may be paid to a person serving as director for services, other Lhan as a director, but directors receiving such compensation shall not at any time exceed 49~g of the f. ota] number of directors. SECTION 6. RESTRICTION REGARDING INTERESTED DIRECTORS No more than 49% of the persons serving on the Board of Directors may be interested persons. An interested person is (a) any person compensated by the corporation for services rendered to ii within %he previous twelve (12) months, whether as a full-time or part-time employee, independent contractor, or otherwise, excluding any reasonable compensation paid to a director pursuant to Section 5 of this Article; and (b) any brother, sister, ancestor', descendant, spouse, brother-in-law, sister-in-law, son-in-law, daughter-in-law, mother-in-law, or father-in-law of such person. However, any violation of the provisions of this paragraph shall not affect the validity or enforceability of any transaction entered into by the corporation. SECTION 7. PLACE OF MEETINGS Meetings shall be held at the principal office of the corporation unless otherwise provided by the Board or at such place within or without the State of California which has been designated from time to. time by resolution of the Board of Direc- tors. In the absence of such designation, any meeting not held at the principal office of the corporal;ion shall, be va]id only if held on the written consent of all Directors given either before or aft. er ~.he meeting and fi]ed with the Secretary/Treasurer of the corporation or after all Board members have been given writ- ten notice of the meeting as hereinafter provided for special. meetings of the Board. Any meeting, regular or special, ]nay be he]c! by conference telephone or s~imi]ar communications equipmen-t, so long as all Directors participating in such ]neeting can }]ear one another. SECTION 8. REGULAR AND ANNUAL MEETINGS Re~ular meetings of Directors shall be held on the first Thursday of each mon[h a'[ 12:00 noon unless such day falls on a legal holiday, in which event the regular meeting sha].l be held at the same hour ~nd place on the nex't business day. Rep~ular meeting times and dates may be chang'ed from time t~', time by majority vote of ~he Board of Directors. At the annual regular meeting of Directors for the month of January, Directors shall be elected by the Board of Directors. Cumulative voting for the election of Directors shall not be permitted. The candidates receiving the' highest number of votes up to the number of Directors to be elected shall be elected. Each Director shall cas[ one vo'[.e, with voting being by ballot on ly. SECTION 9. SPECIAL MEETINGS Special meetings of the Board of Directors may be cai. led by the President, the Vice-President, the Secretary/Treasurer, or by any two Directors, ~nd such meetings shall be held at the place, within or without the State of California, designated by the person or persons calling the meeting, and in the absence of such designation, at the principal office of %he corpora%ion. SECTION 10. NOTICE OF MEETINGS Regular meetings of the Board may be held without notice. Special meetings of the Board shall be held upon four (4) days' notice by first-class mail or forty-eight (48) hours' notice delivered personally or by telephone or telegraph. If sent by mail or telegram, %he notice shall be deemed to be delivered on its deposit in the mails or on its delivery to the telegraph company. Such notices shall be addressed to each Director at his or her address as shown on the books of the corporation. Notice of the time and place of holding an adjourned meeting need not be given to absent Directors if the time and place of the adjourned meeting are fixed at the meeting adjourned and if such adOourned meetin~ is held on the same day of the original meeting. Notice shall be given of any adjourned regular or special meeting %0 Directors absent from the original meeting if the adjourned meeting is held on any subsequent day. In cases of extreme emergencies, with the consent of the majority of the Board, meetings may be held upon 24-hours' SECTION 11. CONTENTS OF NOTICE Notice of meetinzs not herein dispensed wi~.h shall specify the place, day, hour and purpose of the meeting. SECTION 12. WAIVER OF NOTICE AND CONSENT TO HOLDING MEETINGS The transactions of any mee%in~ of the Board, however called and no~.iced or wherever held, are as va]id as i:hough the meet:i]']~ had been duly held after proper call and notice, provided a quorum, as hereinafter de!fined, ~_s present and provided t. hat'. either before or after t}:e meeting each Director not present signs a waiver of not, ice, a consent, to ho]ding the meeting, or an approval of the minutes [ihereof. Ali. such waivers, consents, or approvals, shall be file(! ~iih %he corporat~e records or made a part of the minutes of tl'i.e meeting'. SECTION 13. QUORUM FOR MEETINGS A quorum shall consist of the members of the Board of Directors present ~.~t a me,etinf, except, that such quorum shall not be less than four members of the Board. Except as otherwise provided in these Bylaws or in %he Articles of Incorporation of this corporation, or by law, no business shall be considered by the Board at any meeting a'[.. ~qhich a quorum, as herein defined, is no% present, and the only motion which the President shall enter~.ain at such meeting is a motion to adjourn. However, a majority of the Directors present at such meeting may adjourn the meetinM from ~.~me 1o time un%J] a quorum shall be present. When a meeting is adjourned for ]ack of a quorum, i% shall not be necessary to give any notice of the time and place of the adjourned meeting nor of the business to be transacted at such meeting, other than by an:~ouncement at the meeting at which the adjournment is taken, exc.~pt as provided in Section 10 of this Article. The Directors present at a duly called and held meeting at which a quorum is initially present may continue to do business notwithstanding the loss ~f a quorum at the meeting due to a withdrawal.of Directors f~om the meeting, provided that any action thereafter taken m~st be approved by at least a majority of the required quorum fo~ such meeting or such greater percen-- rage as may be required by law, or the Articles of Incorporation or Bylaws of this corporation. SECTION 14. MAJORITY ACTION AS BOARD ACTION Every act or decisio~ done or made by a majority of the directors present at a meeting duly held ak. which a quorum is present is the act .of the Board of Directors, unless the Articles of Incorporation or Bylaws of this corporation, or provisions of the California Nonprofit Public Benefit Corporation Law, partic- ularly those provisions re]ating to appointment of committees (Section ,5212), approval of contracts or transactions in which a Director has a material financial interest (Section 6233) and indemnification of Directors (Section 5235e), require a .greater percentage or different vo!ing rules for approval of a matter by the Board. In the absence of a Board member, Alternates may represents. the absent member. The Alternate representing each county shall have no more than one vote, regard]ess of the number of Board members absent from each county. In lim.~ted circumstances invo]ving issues discussed at a prior meeting, or regarding which written information has been previously provided to t. he Board: a proxy vote may be. ~iven by one Board member to another Board member~ which proxy shall be evidenced in writing and specify the particu].ar action to be taken on behalf of %.he Board member giving the proxy. SECTION 15. CONDUCT OF MEETINGS Meetings of the Board of Directors shall, be presided over by the President of the Board, or, if no such person has been so designated or, in his or her absence, the Vice-President of the corporation or, in the absence of each of these persons, by a President chosen by a majority of the Directors present at the meeting. The Secretary/~reasurer of the corporation shall act as Secretary at all meetings of the Board, provided that in his or her absence, the presiding officer shall appoint another person to act as Secretary of the meeting. Meetings shall be governed by Roberts' Rules of Order insofar as such rules are not inconsistent with or in conflict with these Bylaws, with the Articles of Incorporation of this corporation, or with provisions of law. SECTION 16. ACTION BY UNANIMOUS WRITTEN CONSENT WITHOUT MEETING Any action required or permitted to be taken by the Board of Directors under any provision of law may be taken without a meeting, if all members of the Board shall individually or col- lectively consent in writing to such action. For the purposes of this section only, "all ]nembers of the Board" shall not include any "interested Director" as defined in Section 5233 of the Cali- fornia Nonprofit Public Benefit CorporatiOn Law. Such written consent or consents shall be filed with the minutes of the pro- ceedings of the Board. Such action by written consent shall ]]ave the same force and effect as the unanimous vote of the Directors. Any certificate or other documen'[ filed under any provision of law which relates to action so taken shall state that the action was taken by unanimous written consent of the Board of DJ. rectors without a meeting and that the Bylaws of this corporation authorize the D~rectors to so act, and such stat. ement shall be prima facie evidence of such authority. The Executive Director may obtain authority for ~-~ction from the Board by telephone when prompt action prior to a regularly scheduled meeting .~s required; a unanimous telephone vote proving such action must be obtained before taking the action. Approval sh;~ll thereaf%.er be evidenced in a writing signed by. all the Board members and filed with the Minutes of the Corporation; allternative]y,. _the ncticn may be ra't~fied at the next meeting of the Board of Directors. SECTION ]7. VACANCIES Vacancies on the Board of Directors shall exist (1) on the death, resignation or ten.oval of any Director, (2) whenever the number of authorSzed Dir~.:ctors is increased, and (3) upon expira- tion of %he term of any r. l irector. The Board of D.~rect¢:.rs may declare vacant the office of a Director who hc~s been declared of unsound mind by a final order of court, or convicted of a felony, or been found by a final order or judgmen~ of any court, to have breached any duty under Section 5230 and following of the California Nonprof.~t Public Benefit Corporation Law. Directors may be removed, with cause, by majority vote of the Directors then in office. Missing three consecutive unex- cused Board meetings may be considered cause for removal. Any Director may re~ign effective upon giving written notice the President, the Secretary/Treasurer or lhe Board of Directors, unless the notice specifies a later time for the effectiveness of such resignation. No Director may resign if the corporation would then be left without a duly elected Director or Directors in charge of its affairs, except upon notice to the Attorney General. Vacancies on the Board may be filled by a majority of Directors then in office, whether or not less than a quorum, or by a sole remaining Director. A person elected to fill a vacancy as provided in this Sec%ion shall hold office for the balance of the term of the Director whom he or she replacesi or until his or her death, resignation or removal from office. SECTION 18. NON-LIABILITY OF DIRECTORS The Director shall not be personally liable for the debts, liabilities, or other obligations of the corporation. SECTION 19. INDEMNIFICATION BY CORPORATION OF DIRECTORSL OFFICERS, EMPLOYEES AND OTHER AGENTS To t:he extent t. hat a person, who is, or was, a Director, officer, employee o~' other agent of this corporation has been success'flu] on the merits .in defense of any civil, cr:imina], administt-at.ive or investigative proceeding brought to procure a 3udgmen% agains% 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 actut~lly and reasonably incurred by the person in connection with such proceeding. If such person either settles any such claim or sustains a judgment a~a.~nst him or he]' then indemnification against expenses, judgments, fines, settlements and other amounts reasonably ~ncurred in connection w'i%h such proceedings shall be provided by this corporation but only to the extent allowed by, and in accordance with ihe requirements of, Section 5238 of the California Nonprofit Public Benefit Corporation Law. SECTION 20. INSURANCE f~OR CORPORATE AGENTS The Board of Directors may adopt a resolution authorizing the .purchase and maintenance of insurance on behalf of any agent of the corporation (including a Director, officer, employee or other agent of the corpor'ation) against any liability other than for violating provisions of law relating to self-dealing (Section 5233 of the California Nonprofit Public Benefit Corporation Law) asserted against or incurred by the agent in such capacity or arising out of the agent's status as such, whether or no% the corporation would have the power to indemnify the agent against such liability under the provisions of Section 5238 of the California Nonprofit Public Benefit Corporation Law. ARTICLE 5. OFFICERS SECTION 1. NUMBER OF of'rICERS The officers of this corporation shall be a President, Vice- President, and a Secreta~'y/Treasurer. Any number of offices may be held by the same persc:n except that the Secretary/Treasurer may not serve as the President of the Board. SECTION 2. QUALIFICATI£~N, ELECTION, AND' TERM OF OFFICE Any Director may sezve as officer of this corporatiou. Office]'s shall be electec: for a one--year term by the Board of Directors, at the annual meeting'. Each officer shall hold office until he or she resigns ¢:.r is removed or is otherwise disquali- fied to serve, or until t".is or }]er successor shall be elected and qua].ified, whichever occ~.:rs first.. SECTION 3. SUBORDINATE OFFICERS The Board of Directc~rs may appo.i.n% such other officers or agents as it ]nay deem de~iirable, and such officers shall serve such -~.erms, have such ~u~:hor~t.y, and perform such du'('.ies as may be prescribed from time t:o time by the Board of Directo~-s. SECTION 4. REMOVAL AND RESIGNATION Any officer may be ~'emoved, with cause, by the Board of Directors, at any t:ime. Any officer ]nay resign at any time by giving written notice to the Board of Directors or to the President or Secretary/T]'e~gsurer of the corporation. Any such resignation shall take effect at the date of the receipt of such not.~ce or at any late]' d~tte spec'i.f.ied Therein, and, unless other- wise specified therein, l:.he acceptance of such resignation shall not be necessary to make it effecit, i vc. SECTION 5. VACANCIES Any vacancy caused [,y the death, resignation, removal, dis- qualification, or otherwi, se, of any officer shall be filled by the Board of Direc%ors. In the event of a vacancy in any office other than that of President, such vacancy may be filled tempo- rarily by appion%ment by the President until such time as the Board shall fill the vac~ncy. Vacancies occurring in offices of officers appointed at th~!~ discretion of the Board may or may not be filled as the Board si,all determine. 10 SRCTION 6. DUTIES O~ PFESIDENT The President shall preside at all meetings of the Board of Directors. Except as otf:.erwise expressly provided by law, by the Articles of Incorporatior!, or by these Bylaws, he or she shall, in the name of the corporation, execute such deeds, mortgag'es, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board of Directors. SECTION 7. DUTIES OF VICE-PRESIDENT In the absence of tl:~e President, or in the event of his or her inability or refusal to act, ~ the Vice-President shall perform all the duties of the Pr6~sident, and when so acting shall have all t. he powers of, and b¢~ subject to all the restrictions on, the President. The V.~ce-President shall have other powers and perform such other duties as may be prescribed by law, by the Articles of Incorporatio~:~, or by these Bylaws, or as may be prescribed by the Board c:f Directors. SECTION 8. DUTIES OF SF:CRETARY/TREASURER The Secre[a'~y/Treast:lrer shall: Certify and keep at the principal office of the corporation the o~?iginal or a copy, cf these Bylaws as amended or otherw.~.se altered to date. Keep at %he princip~:,], office of the corporation or at such other place as the Board may determine, a book of minutes of all meet~n~.'s of [he Directors, and, i.f applicable, meetings of committees of Directors and of members, recording therein the time and place of ho]ding, whether regular or special, how called, how notice therec, f was given, the names of those present or represented at the meeting, and the proceedings %hereof. See that all notices a~'e du].y given in accordance with the provisions of these Byla~:s or as required by law. Be custodian of the records and of the seal of the corporation and see that the seal is affixed to all duly executed docuinents, the execution of which on behalf of the corporation under its seal 'ts authorized by law or by these Bylaws. · Keep at the principal office of the corporation a membership book containing the name and address of each Board member, and, in case where any member has been terminated, he or she shall record such fact in %he xlembership book together with the date on which such Board membership ceased. Exhibit at all reasonable times to any Director of the corporation, or to his or' her agent or attorney, on request 11 thereof, the Bylaws, the membership book, and the minutes of the proceedings of the Directors of the corporation. In general, perform all duties incident to the office of Secretary and such other duties as may be required by law, by the Articles of Incorporation of this corporation, or by these Bylaws, or which may be assigned %o him or her from time to time by the Board of Directors. Subject to the provisions of these Bylaws relating to the "Execution of Instruments, Deposits and Funds," the Secretary/ Treasurer shall: receive, and give receipt for, monies due and payable to the corporation from any source whatsoever. deposit all funds in the name of the corporation in such banks, trust companies or other depositories as shall be selecied by the Board of Directors. be Chairman of the Finance Committee and under the auspices of that Committee, monitor the financial accounts of the corporation. prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be in-- cluded in any required reports. in general, perform all duties incident to the office of Secretary/Treasurer and such other duties as may be required by la%~, by %he Articles of Incorporation of the corporatio]~,, or by lhese Bylaws, or which may be assigned ~..o hill or her from time to time by the Board of Directors. ^RT]'CLE 6. COMMITTEES SECTION 1. EXECUTIVE C£:MMITTEE The Board of Directcrs may, by a major'ity vote of Directors then in office, designatel three of its members (who may also be servfing as offScers of t~iis corporal, ion) to constitute an Executive Committee and Celegate to such Committee any of the powers and authority of t:he Board in the management of the business and affairs of the corporation, except with respect to: (a) The approval o~' mny action which, under law or the provisions of these Bylaws, requires the approval of the members or of a majority of all (:,f the members. (b) The filling of vacancies on the Board or on any committee which has the ~!~uthor~ty of the Board. 12 (c) The amendment or repeal of Bylaws or the adoption of new Bylaws. (d) The amendment or repeal of any resolution of the Board which by its express terms is not so amendable or repealable. (e) The appointment of committees of %he Board or the members, thereof. (f) The approval of any transaction to which this corporation is a party an.~ in which one or more of the Directors has a material financial interest, except as expressly provided in Section 5233(d)(3) of the California Nonprofit Public Benefit Corporation Law. Any action taken bM the Executive Committee must be by unanimous approval and shall be reduced to a writing and filed with the Minutes of the C'~rporation; such action shall be presented at the next mee~in~ of the Board of Directors and ratified by the Board. A:2tions of the Executive Committee shall have immediate full force and effect except as precluded by the provisions of the Bylaws, and in such case shall become effective upon ratification by the 3oard. By a majority vote of its members then in off, ce, the Board may at any time revoke or modify any or all of tile authority so delegated, increase or de::rease [not. below two (2)] the number of its members, and fill vacancies therein from tile members of the Board. The Committee shall keep regular minutes of its pro-- ceedings, cause them to be filed with the corporate records, and report, the same to the Board from %~me %o time as the Board may require. SECTION 2. OTHER COMMITTEES The corporation shall have such other committees as may from time to tkme be designated by resolution of tile Board of Direc- tors. Such other committ:ees may consist of persons who ar'e not also ]nembers of the Board. These additional committees shall act in an advisory capacity only to t;he Board and shall be clearly titled as "advisory" committees. SECTION 3. MEETINGS AND ACTION OF COMMITTEES Meetings and action of committees shall be governed by, noticed, held and taken in accordance with the provSsions of these Bylaws concerning meetings of the Board of Directors, with such changes in the context of such Bylaw provisions as are necessary to substitute the committee and its members for the Board of Directors and its members, except that the time for regular meetings of committees may be.fixed by resolution of the 13 Board of Directors or by the committee. The time for special meetings of committees may also be fixed by the Board of Direc- tors. The Board of Directors may also adopt standing rules and regulations pertaining to the conduct of meetings of committees to the extent that such rules and regulations are not inconsis- tent with the provisions of these Bylaws. ARTICLE 7. EXECUTION OF INSTRUMENTS, DEPOSITS AND FUNDS SECTION 1. EXECUTION OF INSTRUMENTS The Board of Directors, except as otherwise provided in these Bylaws, ]nay 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 corpora%ion, and such authority may be general or confined to specific in- stances. Unless so authorized, no officer, agent, or employee shall have any power or authority to bind the corporation by 8ny contract or engagement or to pledge its credit or render it liable monetarily for any purpose or in any amount. SECTION 2. CHECKS AND NOTES Except as otherwise specifically determined by resolution of the Board of Directors, or as otherwise required by law, checks, drafts, promissory notes, orders for the payment of money, a]]d other evidence of indebtedness of the corporation shall be signed by the Executive Director or one desifnated officer of the Board, and countersigned by the Secretary/Treasurer or any Board member formally designated by the Directors. SECTION 3. DEPOSITS AIl funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, trust com- panies, or other depositcries as the Board of D:irectors may select. SECTION 4. GIFTS The Board of Direc~.crs may accept on behalf of the corpora- tion any contribution, g~.ft, bequest, or device for the charit- able or public purposes cf this corporation. ARTICLE 8. COR~:ORATE RECORDS, REPORTS AND SEAL SECTION 1. MAINTENANCE OF CORPORATE RECORDS The corporation sha].l keep at its principal office in the State of California: (a) Minutes of ali meetings of Directors and committees of 14 the Board, indicating the time and place of holding such meetings, whether regular or special, how called, the notice given, and the names of %hose present and the proceedings thereof. (b) Adequate and correct books and records of account, including accounts of its properties and business transactions and accounts of its assets, liabilities, receipts, disbursements, gains and losses. (c) A record of its Board members, indicating their names and addresses and, the termination date of their membership. (d) A copy of the corporation's Articles of Incorporation and Bylaws as amended to date, which shall be open to inspection by the members, if any, of the corporation at all reasonable times during office hours. SECTION 2. CORPORATE SEAL The Board of Directors may adopL, use, and at will alter, a corporate seal. Such seal shall be kept at the principal office of the corporation. Failure to affix the sea] to corporate instruments, however, shall not affect the validity of any such instrument. SECTION 3. DIRECTORS' INSPECTION RIGHTS Every Director shall have the absolute right at any reasonable time to ~nspect and review all books, records and documents (with the exception of confidential personnel files, and confidential client files) and %o inspect the physical propertY, es of the corporat:.ion. In %he case of client confiden- %ia! files, review may be done only ~ith %he approval of the governmental funding source. Personnel files may be inspect, ed only with the approval of the Board. SECTION 4. ANNUAL FINANCIAL REPORT The Board shall cause an annual financial report to be furnished not later than one hundred and twenty (120) days after the close of the corporation's fiscal year to all Directors of the corporation, which report shall contain the following infor- mation in appropriate detail' (a) The assets and liabilities, 'including the trust funds, of the corporation as of the end of the fiscal year. (b) The principa] changes in assets and liabilities, including trust funds, during the fiscal year. (c) The revenue or receipts of the corporation, both 15 unrestricted and restricted to particular purposes, for the fiscal year. (d) The expenses or disbursements of the corporation, for both general and restricted purposes, during the fiscal year. The annual financial report shall be accompanied by any report thereon of an independent accountant. ARTICLE 9. FISCAL YEAR SECTION 1. FISCAL YEAR OF THE CORPORATION The fiscal year of the corporation shall begin on the first day of July and end on tile last day of June in each year. ARTICLE 10. BYLAWS SECTION 1. AMENDMENT Subject [(: any prov]s'ion of law applicable to the amendment of Bylaws of public benefit nonprofit corporations, these Bylaws, or any of them, may be a]'t. ered, amended, or repealed and new Bylaws adopted by approval of a 2/3 vote of the Bosrd members of this corporation. ARTICLE ]1. AMENDMENT OF ARTICLES SECTION 1. CERTAIN AMENDMENTS Notwithstanding the above Sections oF this Article, this corporation shall not amend its Articles of Incorporation to alter any statement which appears in its original Articles of Incorporation and of the names and addresses of the first Direct. ors of [his corporation nor the name and addr'ess o-f its initial agent, except to correct an error in such statement or to delete either statement after the corporation has fi]ed a "Statement by a Domestic Non-Profit Corporation" pursuant to Sec[ion 6210 of the California Nonprofit Corporation Law. ARTICLE 12. SECTION 1. PROHIBITION' AGAINST SHARING CORPORATE PROFITS AND ASSETS PROHIBITION AGAINST SHARING CORPORATION PROFITS' AND ASSETS No member, Director, officer, employee, or other person connected with this corpc~ration, or any private individual, shall receive at any time any c,f the net earnings or pecuniary profit 16 from the operations of th,.~ corporation provided, however, that this provision shall not iprevent payment to any such person or reasonable compensation f)r services performed for the corpora- tion in effectin~ any of its public or charitable purposes, provided that such compen~ation is otherwise permitted by these Bylaws and is fixed by re~olution of the Board of Directors; and no such person or persons shall be entitled to share in the distribution of, and shall not receive, any of the corporate assets on dissolution of the corporation. All members, if any, of the corporation shall ')e deemed to have expressly consented and a~reed that on.such dissolution or winding up of the affairs of the corporation, whether voluntarily or involuntarily, the assets of the corporation, after.a]] debts have been satisfied, then remainin~ in the han~s of the Board of Directors, shall be distributed as required by the Articles of Incorporation of this corporation and not otherivise. 17 WRITTEN CONSENT OF DIRECTORS ADOPTING AMENDED BYLAWS We, the undersigned, are all of the persons named as Directors of the Community care Management Corporation, a California nonprofit corporation, and, pursuan% %o the authroity granted to .the Directors by these Bylaws to take action by unanimous written consent, consent to, and hereby do, adopt the foregoing Bylaws, consisting of seventeen pages, as the amended Bylaws of this corporation. Bruce Andish, M.D. , Director ..... ~alah Darwish, DireCtor .. Y -, g _ y, ---- Sharon Weeks,~ctor CERTIFICATE OF SECRETARY I hereby certify that I mm the duly elected and acting Secretary of Community Care Manage~i~en% Corporation, a California Nonprofit Public Benefit Corporaticn, and that the foregoing is a true and correct copy of the amended Bylaws of the said corporation and that such Bylaws were du].y adopted by the Board of Directors of said corporation on the date set forth above. Executed by me at Ukiah, CaIifornia, on · Sharon Weeks, Secretary/Treasurer COMMUNITY CARE 1VD~NAGEMENT CORPORATION REPORT ON EXAMINATION OF FINANCIAL STATEMENTS ANE ADDITIONAL INFORMATION YE, AR ENDED JUNE 30, 1992 (_With Comparative Totals for 1991,) CONTENTS INDEPENDENT AUDITORS' REPORT .......................... FINANCIAL STATEMENTS Balance Sheet .......................................... Statement of Support and R~venue, Expenses and Changes in Fund Balances ........................... NOTES TO FINANCIAL STATEMENTS ......................... ADDITIONAL INFORMATION Schedule of Federal Financial Assistance ...................... Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 ................. Independent Auditors' Report on Compliance with Laws and Regulations Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards ...................... Independent Auditors' Combined Report on Compliance with Specific and General Requirements Applicable to Major Federal Financ~al Assistance Programs and Requirements Applicable to Nonmajor Program Transactions .................................. Schedule of Findings and Recommendations .................... Page 1-2 5-8 10-13 14 15-17 18 CO~ & Company Board of Directors Community Care Management Corporation Ukiah, California Members of ,4merican Institute of Certified Public.4caountants Members of California Society of Certified Public Accountants January 19, 1993 INDEPENDENT AUDITORS' REPORT We have audited the accompanying balance sheet of Community Care Management Corporation as of June 30, 1992, and the related statement of support and revenue, expenses and changes in fund balances for the year then ended. These financial statements are the responsibilit) of the Agency's management. Our responsibility is to express an opinion on these fin~:~ncial statements based on our audit. We conducted our audit in accc,rdance with generally accepted auditing standards, Government Auditing Standard:~., issued by the Comptroller General of the United States, and the requirements of the federal Office of Management and Budget Circular A-133. Those standards require: that we plan and perform the audit to obtain reasonable assurance about whether the fir~ ancial statements are free of material misstatement. An audit includes examining, on a t.est basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant ¢:.stimates made by management, as well as evaluating the overall financial statement pres,:ntation. 'We believe that our audit provides a reasonable basis for our opinio~l. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of Community Care Management Corporation, as of June 30, 1992, and the results of its operations and changes in its fund balances for the year then ended in conformity with ~;enerally accepted accounting principles. The financial statelnents referred to in the foregoing opinion are set forth on pages 3 to 8, inclusive, of this report. Our examination was made primarily for the purpose of expressing an opinion on these basic financial statements taken as a whole. The additional information includeCl in the report on pages 9 to 18, inclusive, is presented primarily for supplemental analysis purposes and is not a required part of the basic financial statements. Randolph E. Scott & Company · 810 Fifth A~'e · Suite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 Board of Directors Com~nunity Care Management Corporation Page 2 January 13, 1993 This additional information has been subjected to the audit procedures applied in the examination of the basic financial statements and in conformity with all applicable laws, regulations and subgrant requirements. In our opinion, this information is fairly presented, in all material respects, in relation to the basic financial statements taken as a whole. Certified Public Accountants Mernbers of American Istrtitute of Certified Public Accountants Members of California Society of Certified Public Accountants COMMUNITY CARE MANAGEMENT CORPORATION BALANCE SHEET JUNE .'30 1992 [With Comparative Totals for 199!} Unrestricted Restricted Funds Funds Total All Funds 1992 1991 .ASSETS CURRENT ASSETS Cash Grants receivable Accounts receivable Prepaid expenses Due (to) from other funds TOTAL CURRENT ASSETS PROPERTY AND EQUIPMENT (Note A) DEPOSITS $ 53,484 $ 9,833 100 20,411 83,828 $ 83,82~ _ 8 40,785 24,577 884 2,749 (2o,41D 48,584 4,680~ $ 5326=_63_4 94,269 34,410 984 2,749 0 132,412 4,680~ .$ 137 092 143,666 20,431 10,142 2,390 0 176,629 2,837 LIABILITIES AND FUND BdxL___ANCE CURRENT LIABILITIES Accounts payable and accrued expenses Due to funders (Note B) Deferred revenue (Note C) TOTAL CURRENT LIABILITIES COMMITMENT AND CONTINGENCIES (Note E) FUND BALANCE 52,234 $ 52,496 768 12,857_ 65,091 53,264 18,737 $ 83,828~ $ 53,264~ 104,730 768 12,857_ 118,355 18,737 $ 137 092 $ 141,906 10,693 18,884_ 171,483 __ 7,98~3 $ 179 466 |- See Notes To Financial Statements. 3 COMMUNITY CARE MANAGEMENT CORPORATION NOTES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE A- GENERAL AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES Ill General Community Care Managemenl: Corporation (the Agency) was incorporated as a California nonprofit public benefit corporation in October, 1984. The Agency provides case management services for the frail elderly, disabled adults and HIV clients. The Agency operates the following three major programs. The Multipurpose Senior Ser~'ices Program (MSSP) provides case management services to low income, severely disabled seniors over 65 years old who prefer to remain living at home. The Linkages program provides similar services to moderately impaired individuals over 18 years old who are at risk of institutionalization. The Community Care AIDS Project (CCAP) p~'ovides nurse case management, psychosocial counseling, and benefits advocacy to people with HIV disease. Accounting Method The Agency maintains its accounting records on the accrual basis. Fund Accounting The Agency has established separate funds to assure the observance of limitations and restrictions placed on the use of resources provided by various grants. Separate accounts are maintained for each restricted fund. Restricted Funds Operating funds restricted by the donor, grantor, or other outside party for particular operating purposes are deemed to be earned and reported as revenues of operating funds when the Agency has ircurred expenditures in compliance with the specific restrictions. Such amounts received but not yet earned are reported as deferred revenue. COMMUNITY CARE MANAGEMENT CORPORATION NO'I-ES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (_With Comparative Totals for 1991) NOTE A - GENERAL AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued,) Allocation of Expenses Expenses are allocated to various program and support services based upon employee time spent on various duties and upon detailed statistical analyses prepared by management. prepaid Expenses Prepaid insurance and other costs are expensed ratably over their respective terms of agreement. property and Equipment The Agency owns no properly or equipment. Property and equipment acq~fired with grant funds are recorded as expenditures in the year of acquisition, in a~:cordance with funding terms and conditions. Therefore, the State of California holds a reversionary interest in all personal property which has been purchased with State funds. Accrued Vacation and Sick IJeave Benefits Employee vacation benefits earned, but not used, are recognized as liabilities of the Agency and recorded in the ~anrestricted fund. Sick leave benefits are earned and accumulated for each employee, but not recognized as liabilities because the pa~nent of such benefits is not probable. However, employees earn termination benefits equal to a percentage of accumulated sick leave benefits which varies according to years of service. These termination benefits are recognized as liabilities and recorded in the: unrestricted fund. COMMUNITY CARE MANAGEMENT CORPORATION NOTE;:; TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1997, (W_._jith Comparative Totals for 1991) NOTE A - GENERA._.__._~L AND SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) In-kind Contributions In-kind contributions reflect donated services recorded in the accompanying financial statements at their estimated values at the date of receipt. Income Taxes The Agency has received tax exempt status under section 501(c)(3) of the Internal Revenue Code, and section 23701(d) of the State of California Revenue and Taxation Code. NOTE B - DUE TO FUNDERS Linkages $ 768 NOTE C- DEFERRED REVENUE At June 30, 1992 deferred reveaue consisted of the following: Restricted donations-Lin kages Restricted donations-CCAP Restricted donations-Other NOTE D- RELATED PARTY TRANSACTIONS 8,274 2,981 1,602 12,857 In the ordinary course of its bu:;iness, the Agency has purchased services for its clients from two providers which are owned or controlled by members of its board of directors. For the year ended June 30, 1992, these purchases amounted to $69,386 and $1,400, respectively. The Agency has entered into purchase agreements with these providers in accordance with its standard procurement policies. COMMUNITY CARE MANAGEMENT CORPORATION lX'OTES TO FINANCIAL STATEMENTS YEAR ENDED JUNE 30, 1992 (With Comparative Totals for 1991) NOTE E- COMMITMEN"F AND CONTINGENCIES Commitment At June 30, 1992, the Agency had obtained a bank line of credit in the amount of $150,000, secured by a security agreement, with a contractual interest rate of 1%. During July 1992 the Agency received a $100,00C cash advance against this line of credit which it used to meet operating cash flow requirements. The Agency paid the outstanding principal and interest in full prior to the note's matt~rity date of October 21, 1992. Contingencies The Agency is a defendant in a lawsuit brought by a former employee complaining age discrimination. Manageme:~t is presently defending the case, and has submitted an application to the Agency's insurer to afford a defense or indemnity to the issues raised in the lawsuit. As of the date of this report, the ultimate outcome of this case and the amount or range of probable loss were not determinable. Grant awards require the fitlfillment of certain conditions as set forth in the instrument of grant. Failure to fulfill'the conditions could result in the return of the funds to the grantors. The Agency deems this contingency remote since by accepting the grants and their terms it has accommodated the objectives of the organization to the provisions of the grants. The Agency's management is of the opinion that the organization has complied with the terms of all grants. CO'I~ & Company Members of American Institute of Certified Public Accountants Members of California Society of Certified Public Accountants Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 January 19, 1993 Board of Directors Community Care Management Corporation Ukiah, California We have audited the financial statements of Community Care Management Corporation as of and for the year ended June 30, 1992, and have issued our report thereon dated January 19, 1993. We have also audited the Agency's compliance with requirements applicable to major programs and have issued our report thereon dated January 19, 1993. We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Circular A-133, "Audits of Institutions of Higher Education and Other Nonprofit Institutions." Those standards and OMB Circular A-133 requi;e that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement and about whether the Agency complied with laws and regulations, noncompliance with which would be material to a major program. Ill planning and performing our audit of the financial statements of Community Care Management Corporation tor the year ended June 30, 1992, we considered its internal control structure in order t,) determine our auditing procedures for the purpose of expressing opinions on the financial statements and on its compliance with requirements applicable to major progrmns and not to provide assurance on the internal control structure. Tile management of Comm. unity Care Management Corporation is responsible for establishing and maintainir~g an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structux'e are to provide management with reasonable, but not absolute, assurance that as5ets are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management's authorization and recordecl properly to permit the preparation of financial statements in accordance with generally ~ccepted accounting principles, and that federal financial assistance programs are managed in compliance with applicable laws and regulations. Because of inherent limitations in any internal control structure, errors, irregularities, or instances of noncompliance: may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to the risk 10 Randolph E. Scott & Company · 810 1 'iflh Ave · Suite 100 · San Rafaei · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 (Continued) that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate. For the purpose of this report, we have classified the significant internal control structure policies and procedures in the following categories: CYCLES OF THE AGENCY'S ACTIVITY * Federal, state & local funding * Revenue/receipts * Purchases/disbursements * External financial reporting FINANCIAL STATEMENT CAPTIONS * Cash * Grant and contract receivables * Property and equipment * Payables and accrued liabilities * Fund balance ACCOUNTING APPLICATIONS * Billings * Receivables * Cash receipts * Purchasing and receiving * Accounts payable * Cash disbursements * Payroll * Property and equip~nent * General ledger GENERAL REQUIREMENTS * Political activity * Civil rights * Cash management * Federal financial reports * Allowable costs/cost principles * Drug-Free Workplace Act * Administrative requiremer~ts SPECIFIC REQUIREMENTS * Types of seiwices * Eligibility * Matching level of effort * Reporting * Cost allocation * Special requirements, if any For all of the internal control 3tructure categories listed above, we obtained an understanding of the design of relevant policies and procedures and determined whether they have been placed in operation, and we assessed control risk. During the year ended June 30, 1992, Community Care Management Corporation expended 90 percent of its tot,d federal awards under major programs. RES 11 Mernbera of ,4merican Institute of Certified Public Accountants Metnbera of California Society of Certified Public Accountants Independent Auditors' Report on Internal Control Structure Required by OMB Circular A-133 (Continued.) We performed tests of controls, as required by OMB Circular A-133, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with specific requirements, general requirements, and requirements governing claims for advance~, and reimbursements and amounts claimed or used for matching that are applicable ~:o each of the Agency's major programs, which are identified in the accompanying schedule of federal awards. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion. We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements or to administer federal awards in accordance with applicable laws and reg~.~lations. These reportable conditions are presented in the accompanying schedule of findings and recommendations. A material weakness is a reportable condition in which the design or operation of the specific internal control structure elelnents does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the financial statements being audited or that noncompliance with laws and regulations that would be material to a'fede:~'al award program may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe none of the reportable conditions de. scribed in the accompanying schedule of findings and recommendations is a mate:rial weakness. 12 Members ora merican Institute of Certified Public A ccountan~ Members of California Society of Certified Public Accountants lndependen'~ Auditors' Report on Internal Control Structure Required by OMB Circular A-133 (Continued) This report is intended for the .:.nformation of Community Care Management Corporation's board of directors, management, and funding agencies. This restriction is not intended to limit the distribution of this report, which is a matter of public record. Certified Public Accountants We wish to express our thank., to tile elnployees of tile Co~mnunity Care Management Corporation for their cooperalion and courtesy extended to us during the course of the audit. 13 Members of American Inztitute of Cert~ed Public Accountants Members of California Society of Certi. fied Public Accountants C01~ & Company Members ora medcan [natitute of Certified Public Accountants ~Memben o~. California Society of Cert~ed Public Accountants Independent Auditors' Report on Compliance · with Laws and Regulations Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards January 19, 1993 Board of Directors Community Care Management Corporation Ukiah, California We have audited the financial statements of Community Care Management Corporation, as of and for the year ended June 30, 1992, and have issued our report thereon dated January 19, 1993. We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards recluir,'~ that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. Compliance with laws, regulations, contracts, and grants applicable to Colmnunity Care Management Corporation is the responsibility of Community Care Management Corporation's management. A:; part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we performed tests of Community Care Management Corporation's compliance with certain provisions of laws, regulations, contracts, and grants. However, our objective was not to provide an opinion on overall compliance with suc:~ provisions. Accordingly, we do not express such an opinion. The results of our tests indicate that, with respect to the items tested, Co~nmunity Care Management Corporation complied, in all ~naterial respects, with the provisions referred to in the preceding paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that Community Care Management Corporation had not complied, in all material respects, with those provisions. This report is intended for the inforlnation of Community Care Management Corporation's board of directors, management, and funding agencies. This restriction is not intended to limit the distribution of this report, which is a matter of public record. ~,~ertified Public Accountants 14 Randolph E. Scott & Company · 810 Fifth A ~e · Suite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 RE CO'Ivr & Company Members of Arnerican Institute of Certified Public Accountant~ Members of California Society of Certified Public Accountan~- ~lndependent Auditors' Combined Report on Compliance _with G. eneral Requirements Applicable ~to Federal Award Programs and Specific Requirements Applicable-to ~d Nonma'or Pro ram Transactions January 19, 1993 Board of Directors Com~nunity Care Management Corporation Ukiah, California We have audited the financial statements of Community Care Management Corporation as of and for the year ended June 30, 1992, and have issued our report thereon dated January 19, 1993. We have also audited Communily Care Management Corporation's compliance with the requirements governing types of se~,ices allowed or unallowed; eligibility; matching, level of effort, or earmarking; reporti~g; claims for advances and reimbursements; and amounts claimed or used for mal~ching that are applicable to each of its major programs, which are identified in the accompanying schedule of federal awards for the year ended June 30, 1992. Tile managemenl~ of Community Care Management Corporation is responsible for tile Agency's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit. We conducted our audit of compliance with those requirements in accordance with generally accepted auditing 'standards, _Government Auditing Standard~, issued by the Comptroller General of tile United States, and tile provisions of Office of Management and Budget Circular A-133, "Audits of Institutions of Higher Education and Other Nonprofit Organizations." Those standards and OMB Circular A-133 require that we plan and perform the audit to oblain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes examining, on a test basis, eviden.:e about tile Agency's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion. 15 Randolph E. Scott & Company · 810 Fifth Ave · S~ite 100 · San Rafael · CA · 94901 · Bus (415) 485-1883 · Fax (415) 485-5357 Independent Auditors' Combined Report on Compliance with General Requirements Applicable to Federal Award Programs and Specific Requirements Applicable to Maior and Nonmajor Program Transactions (Continued) In our opinion, Community Care Management Corporation complied, in all material respects, with the requirements governing types of services allowed or unallowed; eligibility; matching, level of effort, or earmarking; reporting; claims for advances and reimbursements; and amounts clai~aed or used for matching that are applicable to each of its major programs for the year ended June 30, 1992. In connection with our audit of the: 1992 financial statements of Community Care Management Corporation, and wit~ our consideration of the Agency's internal control structure used to administer feder~?~l awards, as required by OMB Circular A-133, we selected certain transactions applicable to certain nonmajor programs for the year ended June 30, 1992. As required by Circular OMB A-133, we have performed auditing procedures to test compliance witl: the requirements governing types of sebvices allowed or unallowed, eligibility, and the n'~aximum allowable costs that are applicable to those transactions. Also, we have applied procedures to test Community Care Management Corporation's compliance with the following requirements applicable to each of its federal programs, the major progr.;m~s of which are identified in tile accompanying schedule of federal awards for tile year ended June 30, 1992: GENERAL REQUIREMEN'FS * Political activity * Civil rights * Cash management * Federal financial reports * Allowable Costs/Cost Prin,fiples * Drug-Free Workplace Act * Administrative Requirements Our procedures for testing compliance with the general requirements that are listed in the preceding paragraph were limited to the applicable procedures described in the Office of Management and Budget's "Compliance Supplement for Single Audits of Institutions of Higher learning and Other Nonprofit Institutions." Our procedures for testing compliance with the genexal requirements and the specific requirements applicable to the major programs and the requirements applicable to the nonmajor programs which are listed in the preceding paragraph were substantially less in scope than an audit, the objective of wt:~ich is the expression of an opinion on Co~nmunity Care Management Corporation's compliance with the requirements. Accordingly, we do not express such an opinion. 16 Members o fA merican Institute of Certified Public Accountants Members of California Society of Certified Public Accountants Independent Auditors' Combined Report on Compliance with General Requirements Applicable to Federal Award Programs and Specific Requirements Applicable to Major and Nonmajor Program Transactions (Continued) With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the sixth paragraph of this report. With respect to items nct tested, nothing came to our attention that caused us to believe that Community Care Management Corporation had not complied, in all material respects, with those req~:irements. This report is intended for the information of Com~nunity Care Management Corporation's board of directors, management, and funding agencies. This restriction is not intended to limit the distribution of this report, which is a matter of public record. Certified Public Accountants 17 COTT & con, any Members of ,4rnerican Institute o. f Certified Public ~4ccountants Members of California Society o/Certified Public Accountants COMMUNITY CARE MANAGEMENT CORPORATION Schedule of Findings and Recommendations For the Year Ended June 30, 1992 PRIOR YEAR FINDINGS AND RECOMMENDATIONS None. REPORTABLE CONDITIONS- MATERIAL WEAKNESSES None. REPORTABLE CONDITIONS- OTHER . Finding: The Agency's internal control structure does not include formal procedures for reconciling interfund account balances. Criteri~a: The uniform administrative requirements for federal grants to nonprofit organizations, as outlined in OMB Circular A-110, Attachment F, require "accurate, current, and complete disclosure of the financial results of each federally sponsored project or program." Effect: Given the numerous interfund transactions accounted for by the Agency, we believe the absence of formal interfund reconciliation procedures increases the potential for accounting errors which could be material to the financial statements of one of the Agency's programs. Our audit procedures disclosed immaterial instances of incomplete accounting fc,r interfund transactions which were adjusted during the audit process. Recommendation: We recommend that the Agency establish interfund asset and liability accounts which are separate from accounts receivable and payable. These interfund accounts should be reconciled on a monthly basis to ensure that all interfund transactions have been completed in a timely manner. Auditee's Response: We have separated interfund asset and liability accounts from other accounts receivable and payable, and have initiated monthly reconciliation procedures to ensure that all interfund transactions have been properly recorded. NON-COMPLIANCE WITH LAWS AND REGULATIONS None. 18 ARTICLES OF INCORPORATION OF COMR~UNITY CARE MANAGEMENT CORPORA.TION A 'California Nonprofit Public Benefit Corporation I The name of this corporat~on is: Community Care Management Corporation. II A. This corporation i:~ a nonprofit public benefit corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law for charitable purposes. B. The specific and p~imary purpose of this organization is to provide social and health care as:!~istance to the frail elderly and disabled younger adults, who reside in Lake and Mendocino Counties; to increase the level and scope of services availabi[e to this population by implementing home and community-based, long-term care services. III The name and address in t~e State of California of this corporation's initial agent for service of process is: Cynthia Dean Coale, 497 Leslie Street, Ukiah, California 95482. IV A. This corporation i~ organized exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1954 or the corresponding provisions ~Df any future United States internal revenue law. B. Notwithstanding an.! other provision of these Articles, this corporation shall not, except to an i~.~substantial degree, engage in any activities or exercise any powers that ~re 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 (a) 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 (b) by a corporation cont.~ibutions to which are 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. C. No substantial par-.: of the activities of this corporation shall consist of carrying on propaganda., or otherwise attempting to influence legislation, and the corporation shall not participate or intervene in (including publishing or distributing statements) any political campaign on behalf of any candidate for public office. The names and addresses of the persons appointed to act as the initial Directors of this corporation are: NAb~E ADDRESS Bruce Andich, M.D. 88 Madrone, Willits, CA 95490 George Bartlett Lynne Hall Paul Harkness, Rev. Liz Irwin 204 S. Bush Street, Ukiah, CA 95482 10266 Witter Springs Rd, Witter Springs, CA 95493 Clearlake United Metho~]ist Community Church 14530 Palmer Avenue, Clearlake, CA 95422 43940 Little River Airport Road Little River, CA 95456 Craig McMillan, M.D. Mendocino County Dept. of Public Health 890 N. Bush Street, Ukiah, CA 95482 Carol Simmons Lake County Department of Public Health 922 Bevins Court, Lakeport, CA 95453 -2- VI All corporate property is irrevocably dedicated to the purposes set forth in Article II, above. No part of the net income, earnings, or assets of the corporation shall inure to the benefit of any of its directors, trustees, officers, shareholders, or members, or to individuals. On the winding up and dissolution of this corporation, after paying or adequately providing for the debts, obligations and liabilities of the corporation, the remaining assets of this co~rporation shall be distributed to such organization (or organizations) organized and operated exclusively for charitable purposes, and which has established its tax-exempt status under Section 501(¢)(3) of the Internal Revenue Code of 1954, or ~'~e corresponding provision of any future United States Internal Revenue law. DATED: October 29, 1984 Bruce A~ich, M.D., Directo~ George Barrett, Directo~ Paul Harkness, Rev., Director Liz I~w~, Director Craig McMi/lan, M.D., Director Carol Simmons, Director -3- We, the above-mentioned ~.~nitial Directors of this corporation, hereby declare under penalty of perjury under the laws of California that we are the personsf who executed the foregoing Articles of Incorporation, which execution is our act and deed, and that this declaration was executed at Ukiah, California on October 29, 1984. ruce Andich, ~.'~ Director George Bartlett, Director Paul Harkness, Rev.,. Director 'z I~win ,~ire ctor . Craig McMill~, M.D., Director arol Simmons, Director -4- May 26, 1993 Chuck Rough 300 Seminary Avenue Ukiah, CA 95482 Dear Chuck: Attached please find our application for funding from the City of Ukiah for the 1993-.1994 fiscal year. The $4,000 we are requesting from the City of Ukiah would help fund the much needed "TIA" (Teen, Infant, Adult) Program in the community. The need for a caring, mature adult to help pregnant teens/young parents through the transition from childhood to adulthood will directly impact the Ukiah area, not only by affecting the life of the young parent but also by influencing the next generation. We value the support of the City of Ukiah and are dedicated to providing the highest quality service to this community. Thank you for your consideration. Sincerely, Wendy Wall Program Manager MENDOCINO BIG BROTHERS/BIG SISTERS 202 South State St., Ukiah, CA 95482 552 North Main St., Fort Bragg, CA 95437 110 South Main St., Suite A, Willits, CA 95490 (707) 463-4916 (707) 964-1228 (707) 459-0604 300 S~VE., UKIAH, CA 95~:82-5400 · ADMIN. 707/463-6200 · PUI3UC · FAX # 707/463-6204 COMMUNITY SERVICES APPLICATION FOR FUNDING Applicant/Organization_ Big Brothers/Big Sisters of Mendo c ino Address 552 N. Main St., Fort Bra~g, CA 95437 Executive Director Wendy Wall Name of Contact Person Wendl Wall Title of Contact Person )irector Profit XX Nor:-Profit Date _May 21, 1993 Phone (707) 964-1228 Phone (707) 964-1228 Date incorporated 1975 (please attach evidence) How long has .your organization been in existence? Project Title "TIA" Proje__ct (Teen. Infant, Adult) Project Location Ukiah area: 202 S. State St., Ukiah 18 years Location(s) of additional facilities operated by your organization: Ft. Bragg: '552 N. Main St. Willits: 110 S. Main St. Description of total agency activities or services provided: AS a certified agency of Big 3rothers/Sisters of America, our mission/activities are to provide thoroughly screened/quali~:y volunteers as positive role models to youth whose circ~ stances demonstrate a need for additional adult support as identified by school, CPS, etc. Volunteers offer t%e opport~Lnity to develop a healthy relationship, caring, and self- esteem building. Suc-h relationsh:ips are considered primary prevention services and (over) Amount requested$ 4 000 00 Total project cost $__6,999.00 Does your agency have a civil rights affirmative action policy or plan? Yes Does your agency have a sexual harrasment policy9 Yes ' Does your agency have an approved Americans with Disabilities Act Plan9 Yes · "~e Are' Here To Serve- the fo'~ndation of developing thr full potential af youth as they grow. In addition, to matching services, counseling and revreational activities are offered to participants. APPLICATION NARRATIVE 1. Describe proposed project and it potential benefit to the City of Ukaih;_ The "TIA" project will enroll, thoroughly screen and match adult volunteers (utl±izing similar standards as set by BB/{) as a mentor to a young parent/pregnant teen. Meeting with participants at Ukiah High School Young Parent program the request for non-medical support services was clearly voiced by all. The need for a patient, supportive, caring and mature adult to help mother through th~_~ transition from childhood to adulthood by dealing with the transportation, nutrition, medical needs, emotional support; but can be overwhelming to an unprepared teen/young parent. ]~otentially the benefits could mean less child abuse, preventing 2nd pregnancy and on~oing support after the teen is out of school since relation- ships often last years. "TIA's", by their own example, reinforce the project message by ex- posure to effective parenting, ~ducation, prenatal/pediatric care, employment and ways to be a community participant is a part of the potential benefit The personal benefit to a young parent is imeasurab_le. · 2. Describe the specific~ needs your project addresses: Pregnancy is the #1 cause of female high school dropout. The majority of children headed by women under 25 live below the poverty level. Evidence suggests that teens/young parents are highly at risk of ab~sing their children. For a teen mom to face the reality and make the difficnlt choices b=-fore her she needs the support of adults to help in assessing the resources available, learning realistic expectations for her infant and defin- ately preventing another unplann~_d pregnancy. Additionally, finishing school and pursuing further education or job traininl~ are all a part of the role of the "TIA". Support, encour- agement and friendship will help the teen/young parent evaluate and meet her goals through- out the development of the one-t¢,-one relationship. 3. Describe the geographical area of impact affected by this proposed project: The project will directly impact the Ukiah area where the teen/young parents live, go to school and work. The long tern impact will be felt not only by the young parent but by touching the lives of the parent, the TIA will also be influencing the life of the next generation as well. Healthy parents generally raise healthy children. 4. Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents: The social and financial consequences of. teen pregnancy or even a pregnancy of an uprepared 20 year old can be enormous. Youtn parents are often trapped in the cycle of poverty and are unaware, if not anable to walk through the maze of housing problems, employment, educational opportunities and child abuse. Investing in young parents and therefore young children is like compound interest. The benefits in just reduces (over) 5. Describe how your program will coordinate with others in providing similar services to this area and compliment, rather than duplicate their efforts: "TIA" will network with the YOung Parents program at Ukiah High as a compliment to the educational program. "TIA" matches, once in progress, can last in time beyond high school graduation, as well as reinforce and suppliment the educational program. There is no duplication of services. On the Coast, the "TIA" project primarily coordinates its services with Public Health Women's Health Clinic and Noyo High School 6. Where in Mendocino County are similar services provided and by whom: Mentoring, or ~atching, education and counseling services are offered soley in the Fort Bragg area by Big Brothers/i{isters of Mendocino. Weekly education and support groups are in progress at 2 sites. One at Noyo High School and a group for 16 to 22 year olds is held at a community meeting space_ in Ft. Bragg. Counseling is offered once a week for all participants under the supervision of a licensed clinical supervisor. CM/COM2CONITY 4. cont. -- medical costs to :~ociety - accrue year after year. "TIA" will serve the Ukiah area. The results will b~ the benefit to those we serve, their children, and Ukiah. BUDGET DATA · Describe the current sources of your organization's funding: United Way Bowl For Kids; Sake,tfundraising · Describe the anticipated sources of your organization's funding: Wnited Way Bowl for Kids' Sak~ Community Works/Public Health Be Describe other sources, if any, that you have applied to for funding this project: Plan to apply tc - private fo'Jndation - Community Works · Describe your propos~d program budget (specify revenues, by sources, as well as expenditures, by type): enclosed · If you have received funding from the City of Ukiah in,prior years, please indicate for what years and for how much: N/A APPLICATION ATTACHMENT CHECK LIST: XX Copy of agency budget for 1993/94 XX Copy of organization by-laws (not applicable if yOu have already submitted one) XX Copy of most recent agency audited financial statement XX Evidence of incorp.~ration, if applicable Copy of applicatio~(.s) for funding submitted to other agencies to receive funding du'.-ing 1993/94 (in progress) BUDGET DATA (Page 4 Item 4) REVENUE City of Ukiah Community Works $4,000.00 2,999.00 Total $6,999.00 EXPENDITURES Ukiah TIA Coordinator Brochure, Printing, Supplies Postage Phone Travel (150 mile/mo x 12 x .205) Activities/Support Meetings With Young Parents and Volunteers Childcare Transportation Nutrition $4,000.00 1,100.00 200.00 350.00 369.00 480.00 200.00 300.00 Total $6,999.00 26-May-93 BIG BROTHERS/BIG ~ISTERS BUDGET ]993-94 FILENAME:BU01WU94 REVENUE United Way ESTIMATE 23,743 Contributions 6,830 Fundraisers 45,000 TOTAL REVENUE SALAR I ES Program Manager,Step VIII .8';5 1 BB/BS Worker: UKIAH $8.75 H{~UR WILLITS $8.75 H()UR Administration BENEFITS PERS MEDICARE HEALTH SUI WORKERS' COMP ADMIN BENEFITS *BFKS *BFKS OPERATING EXPENSE Supplies Photocopier Postage Publicity Printing *BFKS Activities Fingerprinting Computer (BFKS) Prizes (BFKS) Travel *BFKS Dues Insurance Utilities Telephone Space 3 locations Audi t TOTAL OPERATING EXPENSE TOTAL - ALL * Included some BFKS exp. 20,851 7,762 7,762 10,104 2,146 415 5,460 86 858 3,354 243 364 1,762 1,834 877 794 1186 3,586 3,461 401 890 75,573 46,479 12,319 5,080 8,027 1,027 2,076 995 1,291 3,658 190 22,344 81,142 ARTICLES OF~INCORPORATION OF BIG BROTHERS AND SISTERS OF MENDOCINO COUNTY, INC KNOW ALL MEN BY THESE PRESENTS: That we, the undersigned, all of whom are residents and citizens of the Sta%.e of California, have this day voluntarily associated ourselves together for the purpose of incorporating a private corporation under the General Non-Profit Corporation Law of the State of California, and we hereby certify as follows: ARTICLE I The name of this corPoration is BIG BROTHERS AND SISTERS OF MENDOCINO COUNTY, INC. ARTICLE II Purposes 1. To bring ~o Mendocino County the recognized soCial benefits of the Big Brother/Big Sister concept and philosophy, as promulgated by the national Big Brother/Big Sister organization in Philadelphia, Pennsylvania, and actively applied in major cities throughout the United States. 2. To-organize under professional direction a body of mature and responsible persons who will interest themselves individually in the will-being of boys and girls who are without an adequate role model through the process of relating to them as older brothers and sisters. The Big Brothers and Sisters will take a direct personal and friendly interest in the Little Brother or Sister and will use methods designed to promote physical, mental, and moral well-being of the Little Brother and Sisters, and thus help them to become better citizens of their community and nation. 3. To work out the necessary administrative details for carrying out the Big Brothers/Big Sisters' philosophy, including the recruitment of qualified persons to serve as Big Brothers and Sisters, and to study the environmental situation and particular needs of each potential Little Brother and Sister. ARTICLE III Board of Directors 1. Number of directors. The governing body of the corporation shall be a Board of Directors of not more than twenty (20). 2. Names and addresses of initial XBoardof Directors. The following persons shall constitute the initial Board of Directors of the corporation: Jim Armstrong Dennis Denny Ray Ellis Chet Hardin Jim Kolesar Robert McAllister James McArthur Mark W. Raymond Robert Ripke Rev. E.W.J. Schmitt Jack Simpson Burgess Williams Rick Woolworth 1120 Burris Lane 1601Deerwood Drive 14250 Power House Rd. 1010 Lennix Drive 660 Leslie St. #39 620 So. Oak St. 1675 Linda Vista Dr. 736 So. Oak St. #30 296 Tonyo Road 398 West Smith St. 1173 No. Oak St. 855 Warson Rd. 736 So. Oak St. #32 Potter Valley Ca. Ukiah, Ca. Potter Valley Ca. Redwood Valley Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. Ukiah, Ca. 3. By-Laws. The Board of Directors shall draft and adopt a set of By-Laws establ~.shing rules of administration and procedure covering the following subjects, and any others that the Board of Directors shall deem appropriate: places, times and other details relative to meetings of the Board of Directors; exercise of corporate powers by the Board of Directors, number and qualification of Dixectors; election and term of office of Directors, filling of vacancies on the Board of Directors, removal of Directors, powers and duties of Directors in addition to their corporate powers, details governing Directors' meetings; duties and powers of the Chairman of the Board of Directors, appointment of officers, duties an~[ powers of officers, and provisions of amending, altering or repealing the By-Laws. ARTICLE IV Officers 1. Titles of Officers. The Officers of the corporation shall be a President of the Board of Directors, a Vice President, and a Secretary/Treasurer, and such other officers as may be necessary. Provisions in the By-Laws shall cover the election, powers and duties, replacement and removal of such officers. 2. Executive Di~'ector. Provisions in the By-Laws shall cover the selection, powers and duties of an Executive Officer ARTICLE V Committees 1. Executive Committee. The Board of Directors shall have an Executive Committee consisting of no less than three (3) and no more than five (5) members. The three (3) Officers of the Corporation shall be ex-officio members of the committee. The President of the Board may appoint from among the Chairs of the Standing Committees up to two more members of the Executive Committee. The Executive Director may consult with the Executive Committee on matters involving the exercise of discretion or the interpretation of policies. This committee shall, during the intervals between meetings of the Board of Directors, have power to act on behalf of the Board of Directors and the Corporation on · all matters designat.~d by the Board of Directors. 2. Other Commi"~tees. The following standing.committees may be established by the Board'of Directors- 1. Public Relations 2. Finance/Fundraising 3. Nomina~ing/Recruiting 4. Program/Agency Services 5. Personnel 3. Special Committees. A Special Projects Committee may be established by the Board. Provisions of the By-Laws shall cover any variance in Boar~i. meeting attendance requirements established for members of the S~ecial Projects Committe~- .... ARTICLE VI Finance and Property 1. Control. Ail funds and property Of this incorporated association shall be met obtained, held and administered in accordance with the pclicies and principles of this association and in the manner prescrii~ed in the By-Laws. 2. Fund raisinq.~_ The necessary expense of this incorporated association shall be met from funds secured by solicitation or otherwise in accordance with sound principles and policies pertaining to the raising of funds for charitable purposes. The Board of Directors shall control the raising and expenditure of all funds obtained for the purposes outlined in Article II. 3. Deposit of funds. All funds of this incorporated association, or handled on its behalf, from whatever source and for whatever purposes received, shall be deposited to the credit of the incorporated association. 'An annual statement of the receipts, expenditures, assets and liabilities of the incorporated association shall be made to the Board of Directors. Internal ervtce be as s~at~ in ~ou= =~ki~ion fo= ~oco~nition of exemption, we ~ave dete~l~ ~ou ar. exempt f~m Federal Lncome t~ ~der sec%ion ~Ol(o}(~) of ~e In~e~mal Revenue Code. We have ~=%her de~e~lned 2ou are sot a private fo~ti~n the -%rig of section ~09(a) of the Code. became ~ou are ~ org~ .on ~scrib~i ~n sectlon~9(a}(1% ~ l~(b)(1)(A{~)- t~ are mot liable for social se~rit~ (FICA) ~es ~ess 2ou file a waiver of exemption certificate ~ provided ~m ~e F~e~l Insur~ce Con%ributic~ Act,, You are not liable for the ~es imposed ~der ~e F~er~ Une,mplo~emt T~ Act (~A~. Since 2ou are not a private foun~tion.' 2ou are mot su~jec~ the excise ~es ~d~= Chaptar 42 of 't~e Co~e. Mowever. ~u are automaticall2 exempt from other gederal excise ~es. If you have ques~io~ a~out excise, emplo~ent, or ot~er ~erai ~es. please le~ us Dono~ ma2 ded~c~ con~ri~tions to 2ou as provided ~n section 170 of the Code. B~ues~s. legacies, devises. ~r~sfe~. or gifts you or for Mour use are deductible for ~ede~ml estate ~d gif~ pu~oses if them meet the applica~le prov~sionm of sections 20~. 2106, ~d 2522 of tme Code. If your pu~oses, c~aracter, or method of operm~ion is ch~ged. please let us know so we cmn consxder ~he effect of ~he change your exemp~ status. Also. you s~ould info~ us of all c~ges n~e or address. Form t,-17l (,Re,,. 8--731 zr 7m~r groea r~ae~pta ea~ ~ ars nomaALy ~.'~~.~. a ~. ~p ~ a ~a o~ ~,~. for ~AA~ ~o file a ~u~ on ~e. you are ~bJec~ to ~e 311 of ~e ~e. · , . : You need aa"iI~l,~er' ldIat:flcat[on nUIber even if you have no eIg!OYeeI. ZF an eIpA,~r ldem~=flcation nuIber waI not entered on · y~ur application, a. n~I~e'r will be ~lgned to you and you will be advxsed of l~. Please m t~a~ n~mer oa aA1 re~urn~ you file and £n all Jorr:=pamds~e ~A~'.B tie Y. utcrn~l R~veaue ierwl~e. · Please kee.~ thAs de~o~i~tl~ letter ~ ~ur ~~eat rocor. S£ncerel2 7ours. F~,m L-17~ (1~. 8-73~ BIG BROTHERS AND SISTERS 9F MENDOCINO COUNTY, INC. UKIAH, CALIFORNIA FINANCIAL STATEMENTS JUNE 30, 1992 HARRY P. CAHILL CERTIFIED PUBLIC ACCOUNTANT ~ERTIFIED PUBLIC ACCOUNTANT P.o. BOX 1045 WEST SACRAMENTO. CA 95691 (91 6) 372-0416 Board of Directors Big Brothers and Sisters of Mendocino County, Inc. 202 South State Street Ukiah, California 95482 I have compiled the accompanying balance sheet of Big Brothers and Sisters of Mendocino County, Inc. as of June 30, 1992, and the related statement of revenues, expenditures and changes in fund balance for ~:he year then ended, in accordance with standards established by the American Institute of Certified Public Accountants. A compilation is limited to presenting in the form of financial statements information that is the representation of management. I have not audited or reviewed the accompanying financial statements and, accordingly, do not express an opinion or any other form of assurance on them. Management has elected to omit substantially all of the disclosures and the statement of cash flows required by generally accepted accounting principles. If the omitted disclosures were included in the financial statements, they might influence the user's conclusions about the entity's financial position, results of operations, and cash flows. Accordingly, these financial statements are not designed for those who are not informed about such matters. February 3, 1993 Y P.~~~ILL Certified Public Accountant -1- BIG BROTHERS AND SISTERS OF MENDOCINO COUNTY, INC. BALANCE SHEET JUNE 30, 1992 ASSETS Cash in bank Accounts receivable TOTAL ASSETS $ 3,245 3,366 $ 6,611 LIABILITIES AND FUND BALANCE Payable to Mendocino County Youth Project Fund balance $ 6,611 TOTAL LIABILITIES AND FUND BALANCE $ 6,611 see accountant's compilation report and notes to financial statements. -2- BIG BROTHERS AND SISTERS OF MENDOCINO COUNTY, INC. STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE FOR THE YEARS ENDED JUNE 30, 1992 Revenues United Way Donations Fund raisers Miscellaneous Total revenues Expenditures Youth workers Employee benefits Office supplies Utilities and housekeeping Insurance Travel and conferences Dues and memberships Rent and lease Activities Fund raising Certification Miscellaneous Total expend~.tures Excess of Revenues Over (Under) Expenditures Fund Balance, July 1, 1991 Fund Balance, June 30, 1992 29,736 6,444 40,335 59 76,574 41,167 10,073 3,096 1,366 2,253 1,355 2,726 2,733 1,049 10,448 225 83 76,574 see accountant's compilation report and notes to financial statements. -3- BIG BROTHERS AND SISTERS OF MENDOCINO COUNTY, INC. NOTES TO FINANCIAL STATEMENTS JUNE 30, 1992 Note 1. Note 2. Note 3. Note 4. History and Orqanization Big Brothers and Sisters of Mendocino County, Inc. was established in 1975. Its primary purpose is to organize, under professional direction, a body of mature and responsible adults who will interest themselves in the well being of youth who are in need of adult role models, through the process of relating to them as older brothers and sisters. Siqnificant Accountinq Policies The Entity accounts for its financial transactions on the modified accrual basis of accounting. Charges against ti~is program represent both direct and allocated costs. Financial transactions are reviewed and recorded by the Mendocino County Office of Education ISchool Service Fund as a part of services provided t¢ the Mendocino County Youth Project. Fixed Assets The Entity has no fixed assets. Expenses Allocation Ail transactions of this entity are accounted for within the Mendocino County Youth Project. Expenditures for supervisor support and administration, as well as employee benefits, office supplies, utilities and housekeeping, rent, and miscellaneous, contain both direct and allocated costs. -4- IUESTI , 2o9 W. Mill ttrC ca 95482 Phone: (707)463 549, June 16th, 1993 Mr. Chuck Rough, City Manager City of Ukiah Ukiah, California 95482 Dear Mr. Rough: I am submitting the enclose~ application for Community Services funding from the City of Ukiah. Nues'tra Casa, as you may kncw, is the result of a joint effort of the Mendocino County Depart~'.ent of Health ( Alcohol and Other Drug Programs) and the County De[artment of Social Services to pr©v~de direct intervention and pre~ention services to high risk Hi~panic youths and their families w~o are in danger of falling into ~erious substance abuse activity. Fur~ds for the Nuestra Casa project come from County department funds~ and a Federal demonstration grant.The grant period runs for five }~ears with declining monies from the third year on.We are shortl}, begining our third funding year. Our experience this last year with Hispanic youth and their families show a'serious lack of parerlting skills by Hispanic parents who are trying to adjust to a nc~w culture and are not sure on how to raise children in this new c!nvironment. Thanking you for your attention to this request I am Very s~cerely, Gerald F. Cox LCSW, ~.tor. 300 UKIAH, CA 95482-5400 · ~dlN. 707/463-6200 · PUgLIC .~FETY 463-6242/6274 · FAX # 707/463-6204 · COMMUNITY SERVICES APPLICATION FOR FUNDING Applicant/Organization Muestra Casa Address 209 - West Mill St, Ukiah, 95842 Date Executive Director Name of Contact Person Title of Contact Person C;erald F. Cox LCSW Phone 463-5492 same as above Coordi'nator Phone same Profit x Non-Profit Date incorporated N/A (please attach evidence) How long has your organiz:ation been in existence? 2 years Project Title Parent Education Workshops Project Location as above Location(s) of additional facilities operated by your organization: N/A Description of total agency activities or services provided: Direct intervention and prevention substance abuse programs aimed at "high risk" Hispanic youth and their families. m Amount requested$ 3500 .00 Total project cost $ 550~ Does your agency have a civil rights affirmative action policy or plan? yes Does your agency have a sexual harrasment policy? yes Does you~ agency have an approved Americans with Disabilities Act Plan? yes '~/e Are Here To Serve" APPLICATION NARRATIVE 1. Describe proposed prnJect and it potential benefit to the City of Ukaih: Nuestra Casa plans to organize 50 family 9roups from July 1 1993 to June 1994 in a series of parenting skills meetings. Groups ~.-- will average 10 members each for a 6 week course held at Nuestra Casa supplemented by an all day workshop with outside concultants who are culturally appropriate.A two day retreat for identified "leader" couples will be held in May 1994. 2. Describe the specific needs your project addresses: Cultural differences in living in another culture. Cultural conflicts as they effect family life Problem solving in the family. Family rules and enforcement. Community resources available for assistance. 3. Describe the geographical area of impact affected by this proposed project: City limits of Ukiah and Talmage. Describe to what extent your project will specifically affect, serve and benefit City of Ukiah residents: These training meetings will give parents knowledge understanding, and stradegieson how to be more effective parents. Positive results will emerae in ef°rm$ ~efsbetters conCactadjuswlt~edlawfamil'eSen~or~ementm°re capable parents,school att~nden~ ,ana · · 5. 'Describe how your program will coordinate with others in providing similar services to this area and compliment, rather than duplicate their efforts: Since no other agency or group in the community is presently offering such programs in Spanish, there will be no duplication of services. e Where in Mendocino County are similar services provided and by whom: I believe that North Coast Opportunities through the Head Start Program offers parenting classes for parents of younger children CM/COMMUNITY BUDGET DATA 1. Describe the current sources of your organization's funding: Mendocino Departme]lt of Health(Alcohol and Other Drug Pmograms) and the Department of Socia' Services provide staff salaries and friges. A Federal grant provides operational funds for five years in declining amounts each year. 2. Describe the anticipated sources of your organization's funding: Same as # 1 w.%th t~e exception of $17,000which the agency needs to raise during the y~ar with fund raising activities. 3. Describe other sourcE, s, if any, that you have applied to for funding this project: None to date for t~is project. 4. Describe your proposed program budget (specify revenues, by sources, as well as expenditures, by type): $3500 from the Cits'of Ukiah and in kind revenue from Nuestra Casa. Expenditures will consist in : $1500 for 3 special day long workshops with consultants; $500 for materials/postage; $750 for videos; $750 for a Parent LeadershJ.p retreat in May "94. 5. If you have received funding from the City of Ukiah in prior years, please indicate for ~hat years and for how much: N/A APPLICATION ATTACHMENT CH~CK LIST: x Copy of agency budget for 1993/94 Copy of organization by-laws (not applicable if you have already submitted one) N/A Copy of most recent agency audited financial statement Evidence of incorporation, if applicable ~/~ Copy of application(s) for funding submitted to other agencies to ..... re. ceive funding during 1993/94 COMMUNITY SERVICES FUNDING Quarterly report for the month of Jmn/Pmb./Mmrc. h I 9q3 Name of organization Nuestra Casa . Please list the number ¢,f Ukiah residents that were served this quarter and the services that were provided: 243 residents were served during this quarter. The following services were provided: 1. Substance ab~.se counselling. 2. Substance ab~.se education 3. Prenting classes. 4. After school tutoring 5. Family visits~ and assesment. 6. Family counsE~iling. 7. Medical/Denta~l Referrals. 8. Translate documents. 9. Gan~ prevention activities. 10. Radio Commercials prepared in Spanish. 11. Sports/Recreation Activities. Signature of authorized person~d title Date June 16. 1993. ~f Personnel Family/Community Social Worker (Project Coordinator) 1.0 FTE, 11 Months @ $29,598 Bilingual/Bicuitural Substance Abuse Educator/Counselor 1.0 FTE, 10 Months @ $23,920 Bilingual/Bicuitural Commuinty Outreach Worker 1.0 FTE, 10 Months @ $21,861 Total Salaries Fringe Benefits @ 33% Total Personnel. Facilities and Eaui_oment Facility Rent 12 Months @ $1800/Month Utilities 12 Months @ $200/Month Telephone 12 Months @ $80/Month Total Facilities and Equipment Program gnd Office Suoolies Program Supplies (events) Office Suppiles .o Total Supplies Travel and Transportation Staff Travel 4,167 Miles @ .24 Client Transportation Total Travel and Transpodation NUESTRA CASA YEAR 3 BUDGET Grant 22,199 19,136 17,488 58,823 19,412 78,235 3640 2,403 2~00 Local 7,~99 TotoI 29,598 4,784 23,920 4~373 16,555 5,463 22,019 75~379 24£75 100,254 17,960 21,6Cg 2,4C0 24,960 1EC0 0 1D33 1D33 3,603 27 Contracted Services Staff/Client/Community Trainings Child Care Project Evaluation Total Contracted Services Total Direct Costs Administration (1 1% Shared Grant & Match) Total Project Cost -Year Grant Reo~ Local 3,,.,E~. 3~3C0 11,500 103,735 2J3~0 0 1LZ~] 3,000 44,979 9,359 110,735 Total 7,030 4DOg 148,714 16,359 165,073 28 Bylaws of Nuestra Casa Family Center Advisory Board Article 1 Name The name of this board shall be the Nuestra Casa Advisory Board. Article Z Purpose The purpose of the Nuestra Casa Advisory Board is to advise and participate in the development and operation of the Nuestra Casa Family Center in Mendocino County, California. Article 3 Advisory Board Members Section 1. Number The Nuestra Casa Advisory Board shall be made up of no less than twelve and no more than twenty members. Section 2. Composition The Board shall be composed of individuals that represent diverse perspectives of the community. Section 3. Terms of Service Board members shall serve staggered terms of two years, half the board being elected every other year. Section 4. Duties The duties of the Board shall be to advise staff and agency personnel in the following and other areas: hiring/evaluation of coordinator policy developme:~t program development/evaluation as stated in the grant budget monitorin~ approval of exper, ditures in major catagories 1. filling vacancies through election long range plannir, g Section $. Meetings The Board shall meet at least monthly. Meetings shall be open 1:o the public, but guests will not vote. Section 6. Special Meetings Special meetings may be called as needed by any Board officer. Members shall be notifiE, d in writing at least one week prior to the meeting. In case of an emergency, members shall be contacted by phone. Section 7. Quorum for Meetings The majority of the Board, 51% of the members, shall constitute a quorum for the transact:ion of business at any meeting of the Board. Section 8. Voting Every action or decision done or made by a majority of the Board members at a meeting duly held at which a quorum is present is the act of the Advisory Board. Voting shall be recorded in the minutes as number: in favor; opposed; abstention In the case of written b~llots, the results shall be recorded in the minutes, but the numerical tallies will not. Members are permitted to vote by proxy for any agenda item or in any election. A proxy vote must be delivered in a sealed envelope to the Board meeting and ~vill not be accepted after the vote has been taken. Guests and visitors to Board meetings have no voting power. Section 9. Selection Applications for positions on the Nuestra Casa Advisory Board shall 2. be open to the commur, ity. Applications from comrnunity members and recommendations from the current Board shall be screened by a Board membership committee. The committee's recommendated slate of new Board members shall be presented to the Board for approval by a majority vote, (51%), of the members at a meeting where a quorum has been established. Current Board members have the option to continue to serve on the Board at the end of their term. Section 10. Absences The absence of a Board member from three consecutive regular meetings of the Board .~:hall result in contact by the Chairperson and/or Secretary to verify his/her interest in the position or decision to vacate. If there is interest in pa~'ticipation, the member must then attend regularly. Section 1 1. Leave of Absence Any Board member ma:y petition the Board in writing for a leave of absence. The Board shall consider the request at the next regular meeting and the member will be contacted of the decision by the Chairperson. Section 12. Mid-year Board Vacancies Mid-year Board vacancies shall be filled by nominations from Advisory Board membels and/or applications from the community. Applications and nominations shall be accepted for two weeks, and screened by the membership subcommittee. A slate of recommended candidates shall be presented to the Advisory Board, which will vote on the recommendations at its next regular meeting. Section 13. Removal of a Board member A Board member may be removed from the Board, either with or without cause, by a 51% vote of the members present at a Board 3. meeting where a quorum has been established. Article 4 Officers Section 1' Number The officers of the Nuestra Casa Advisory Board shall be a Chairperson, a Vice-Chairperson, a Secretary and a Vice-Secretary. Section 2: Purpose The officers serve to facilitate Board business. The officers do not have individual decision-making power. Section 3. Nomination of Officers Nominations for officers shall be submitted by members of the Board from the floor at 'the first meeting in April of each year. Nominated individuals must accept or decline the nomination within seven days of the nomination by notifying the Chairperson. Nominations shall also be accepted from the floor at the election meeting, prior to the elections. New nominees must be present at the meeting, or the nominating board member must have with him/her a written acceptance of the nomination from the new nominee. An attempt shall be made to nominate at least two people for each office. Section 4. Election of Officers The Advisory Board shall elect its own officers. Elections shall be by written secret ballot at the second meeting in April of each year. Section 5. Terms of Office. Board officers shall be elected to one year terms. 4. New officers shall begin their term at the first meeting in June of each year. Section 6. Removal of Board Officers .. Removal of a Board offic,gr from office shall come only after verbal and written warning from the Board has been given. Any officer may be removed, either with or without cause, by a 51% vote of the members present at a Board meeting where a quorum has been established. The officer in question must be notified of the date of this meeting. Section 7. Mid-term Vacancies Mid-term vacancies in offices of the Board shall be filled by nominations from the Board and election by the Board at a regular meeting where a quorum has been established. Section 8. Duties of the Chairperson The Chairperson shall be the principal officer of the Board, and shall supervise all business and affairs of the Board. The Chairperson shall preside over all meetings. The Chairperson shall represent the board in contacts with the public and with agencies, and serve as spokesperson for the Board. The Chairperson shall develop and prepare agendas with Bcard input. Section 9. Duties of the Vice-Chairperson In the absence of the Chairperson, the Vice-Chairperson shall perform the duties of the Chairperson. Section 10. Duties of the Secretary The Secretary shall take notes and provide minutes of the meetings of the Board. The Secretary shall prepare and send Board correspondence. The Se:retary shall fulfill the duties of the Vice- Chairman in the Vice-Ch;~irman's absence. 5. Section 1 1. Duties of the Vice-Secretary The Vice-Secretary shall fulfill the duties of the Secretary in the Secretary's absence. Article 5 Subcommittees The Board shall establis:q special subcommittees as necessary. Committee chairperson.,; shall be voting members of the Advisory Board. Article 6 Conducting meetings The process for conducting Advisory Board meetings will be modified Robert's Rules of Order. Article 7 Amendment of Byl,aws Amendments to the Bylaws shall be made by a two-thirds, 2/3, vote of the members present: at a meeting where a quorum has been established. -,-4 0 -,-4 -,'--i --4 ,,~ 0 -,--'1 I I I I I I I I I I I I ! I I I I I I I I I I t~ I H i I I I ~ I C I ~ I I C~ I I I ~ I ~q I I ~ I I ~ I I I I I I I I ! I I I I I I I I I I I I I I op. 0 (%1 ~ ,.-.4 o o4 (%1 ,-4 ®e 0 0-,-4 -H ~ 0 ee ee , el TO: FROM: Mr. Jesse Nunez, Project Coordinator Department of Alcohol and Drug Programs Mr. Ned Walsh.. Adrfiinistrator Division Of Alcohol and Other Drug P, rograms Nuestra Casa P:::oject DATE: April 30, 1993 SUBJECT: PROGRESS REPORT FOR JANUARY, FEBRUARY, MARCH, 1993 This memorandum is a summary of project activities for the period of January, February, and March 1993, completed by Nuestra Casa. The following information provides details of this period's activities in the context of: A. GOAI~, OBJECFIVE2,], AND ACTIVITIES Goal 1: To reduce the at-risk behavio.rs of Hispanic youth over the five year grant period. Objective 1.1' Alcohol and other drug use will be reduced by at least 10% among Hispanic youth over the five year grant period. The Mendocino County Y~uth Alcohol and Drug Use Survey will be used to provide baseline data and to measure reduction in use. Activities/Problems: It was originally anticipated that data from the Mendocino County Youth Alcohol and Drug Use Survey would be used to document changes in students' alcohol and drug use behaviors. Data from tl~e 1990 Survey administration is available as baseline data for the project. The Mendocino County Division of Alcohol and Other Drug Programs selected the Attorney General's Statewide Survey of Drug and Alcohol Use which was administered in March 199:3. Nuestra Casa project staff will be contacting the D/vis/on of Alcohol and Other Drug Programs to determine whether the data from the Attorney General's Survey can be brokett out by H/spanic youth and made available for the Nuestra Casa program evaluation. The Attorney General's Survey is admirfistered in English only. As such, conclusions regarding lhe overall alcohol and drug use behavior c~f Hispanic youth in Mendocino County are limited to those youth who are English proficient. In an effort to document the alcohol and drug ~se behaviors of the students served directly by Nuestra Casa, the staff designed an instrument based on the American Drug and Alcohol Survey. The instrument also included three needs assessment questions to determin%student interest in participating in an alcohol/drug use program. Mr. David Perez, llhe new Substance Abuse Counselor, lranslated the survey questions into SPanish, thereby creating a Spanish version of the instrument. (See Attachments - Nuestra Casa Survey) The Nuestra Casa Survey wa~ administered during the third quarter to Hispanic students enrolled in Ukiah High School (N= ~49) and the Court Community School (N=8). During the fourth quarter, the Survey Will be administered to Hispanic students enrolled at South Valley High School and Poma':ita Middle School. The data are being compiled and analyzed by Mr. Perez. The findings' o[ the Nuestra Casa Survey will be presented in the July 1993 Quarterly Report. Objective 1.2: Rates of Hispanic youth involvement in the juvenile justice system will be reduced by at least 5% over the five year grant period. Activities/Problems: Project staff have obtained statistics from the Mendocino County Juvenile Probation Departmert which indicate that 68 Hispanic youths were referred to the Probation Department durin~ 1992. These statistics will serve as baseline data for the project. During the third quarter, the Nuestra Casa project has increased contacts with the Mendocino County Juvenile Court, the Superior Court, and Ukiah High School in an effort to increase referrals of Hispanic youth for project services. The project contacted the Mendocino County Juvenile Pr>bation Court Judge requesting that all Hispanic 601/602 and other proper juvenile cases be referred to Nuestra Casa. The project also received an exclusive agreement with the local Youth Project agency to refer all Hispanic court referrals. Agreements were also made with Ukiah High School and the Court Community School to refer Hispanic students with behavior and/or attendance problems. It is anticipated that the Nuestra Casa project will receive increased rei~errals from the juvenile justice system and educational organizations dur/ng the fourth quarter. Objective 1.3: In Child Protective Service cases, the number of Hispanic children removed from their families for more than six months will be reduced by 5%. Activities/Problems: The Mendocino Department of Social Services will provide data pertinent to tiffs objective on a yearly basis. In 1992, the number of Hispanic children placed in foster care averaged 35.67 a month. Tiffs figure will serve as bas.el/ne data for the project. The project will provide data pertinent to this objective on a yearly bas/se The Nuestra Casa project has developed a positive relationship with the Department of Social Services Child Protective Services unit. The CPS unit has made referrals tO Nuestra Casa and the Outreach Worke~. has made home vis/ts, conducted family assessments, and provided counseling and referr~ls for parents. ~ · o Objective 1.4: Hispanic youth drop-out rates will be reduced 10% over the five year grant period in the school districts served by the project. Objective 1.5: The nuatbers of Hispanic youth who go on to vocational or higher education from the school districts served by the project will increase by 5% ovei'"the five year grant period. Activities/Problems: Students attending Ukiah High School, South Valley High School, and the Mendocino County Court Community Schools constitute the target high school population for the Nuestra Casa project. Project staff have initiated calls to the high school counselors at each site in an effort to determine the drop out rate and rate of post secondary enrollment for Hispanic youth during school year 1991-92. The Ukiah School District indicated that less than 1% of Hispanic students dropped out of high School during school year 1991-92. Project: staff will re-contact the school in order to determine the graduation rate for 1991-92. These data will service as baseline data for the project. Objective 1.6: The num>er of Hispanic adults who are actively involved in a recovery process will increase by 200% over the five year grant period as measurec by participation in AA, NA, Alanon and/or alcohol and other drug abuse treatment and counseling services provided through the County Division of Alcohol and Other Drug Programs. Activities/Problems: Staff requested data from Lucky Deuce and Spanish AA (alcohol and drug abuse recovery programs targeting Hispanic adults) regarding the number of Hispanic adults served during 1991. The Lucky Deuce data indicates that approximately 50 Latinos participate in the Lucky De~.:.ce Drunk Driving Program on an annual basis. Alcohol Anonymous (AA) reports 45 active members who meet weekly at the Alano Club. Goal 2: To increase the capacity of the local Hispanic community to address risk factors and increase resiliency from within the community. Objective 2.1' At least 125 youth and families will be referred to the project for services each year. ActMties/Problems: Records documenting the number of individuals and families i'eferred by type of service are complied on a quarterly basis. Almost all families were referred init/ally for alcohol or drug use. A total of 45 new'referrals were made during the third quarter. Data for the third quarter are provided on the following page. Objective 2.5 At least 70 high-risk youth and families will participate in support/self- help gro~ps each year. Activities/Problems: Project staff has made considerable efforts to establish a.Spanish Alcoholics Anonymous (AA) [;r..oup at Nuestra Casa. These efforts have not been successful because Hispanic AA members-are concerned about driving their cars (with suspended licenses) to Nuestra Casa which is located at the center of town. Now that the project has acquired a van, project staff Could consider the possibility of providing transportation for AA members to Nuestra Casa. A Women's Self-Help Support Group was established 'in July, 1992. The original group of five participants has grown each qua'rier and now numbers ten women. The meetings which were originally scheduled on a monthly basis occurred weekly during the third, quarter. The Outreach Worker facilitates the development of parenting sldlls through the 'Strengthening the Family" curriculum. Parti~:ipants also have the opportunity to learn "survival English" and to participate in preparing group meals. The provision of child care and transportation has contributed to increased participation. An attempt was made during the third quarter to start an Alateen group at Ukiah High School with twelve students who had expressed interest in participating during the first quarter. The Substance Abuse: Counselor disbanded the group in January because of lack of interest/participants. The Substance Abuse Counselor conducted a needs assessment as part of the Alcohol and Drug Use Survey to determine student interest in a self-help group at the high school. The Counselor conducted follow-up telephone calls to interested students to determine levels of commitment and topics of interest. In response to the needs assessment findings, the Counselor worldng with Uldah High School, ~11 offer slx one hour self-help groups for a period of 20 weeks. Each grou? will consist of 6 students. The groups will meet during the school day for one hour or one class period; the sixth period group will meet at Nuestra Casa. The group times will be rotated on a weekly basis so that students will miss a different class each week and all students will have an opportunity to attend sixth period at Nuestra Casa. One self-help g:oup will be offered at the Community Court School. The Counselor is developing a curriculum for the groups which is based on the Guidelines for Adolescent Self-Help Groups suggested by the Department of Social Services for the Santa Clara County. Fifteen high-risk students from Yokao Elementary School participated in a self-help group called "Los Caballos Blancos". Students participate in an after school program every week for two hours. The program provides tutoring services by three college students. Three self-help groups were esta.blished during the second quarter. Barrio Warriors, a gang substitute program, consists of [5-20 members who meet at Nuestra Casa twice monthly. The members produced the Barrio Warriors By-Laws and have been involved in a 10. membership recruitment drive. The group sponsored a very successful Valentine's Day Dance which netted $400 for Nuestra Casa. The next activity planned is an overnight trip to San Francisco. Group members have also been asked to make anti-gang present'ations at the elementary schools. The second self-help group is the'.MESA/MAYO Club. The Club has 30-40 members and meets on successive Friday evenings: The Club has elected officers and is currently planning a calendar of events. The third self-help group consists of seven high-risk girls from Ukiah High School. Community Outreach Worker facilitates this group on a weekly basis. The Objective 2.6 At least 20 severely at-risk families will be provided case-management and hand:;-on parenting skills training (in-home) each year. (not a grant funded activity) Activities/Problems: The Outreach Worker provided case management and hands-on parenting skills training (in-home) for 10 families during the third quarter. Parenting skills are taught to during the Women's Self-Help Group and during drug and alcohol abuse family counseling sessions. Objective 2.7 At least .:70 youth and families will be provided alcohol and drug counselinf; each year. (DUI program referrals) Activities/Problems: Nuestra (;asa does not provide alcohol counseling for DUI program referrals. The addition of the Substance Abuse Counselor has allowed the program to provide substance abuse counse:ling to individuals and families for the first time. During the third quarter, the Counselor provided services to 4 families, 2 adults (diversion program) 3 individual adults, 3 youth, and ] 0 youth in group sessions. The Counselor goes to Ft. Bragg to provide services to the 2 adults in the diversion program. The Counselor has developed numerous materials to support the provision of counseling services such as consent forms, contracts, and class schedules. :i."he Counselor has also devoted considerable time and effort to translate Department of Health documents 'and brochures directed at Latino families. Objective 2.8 Activities/Problems: At least '?0 families per year will be provided child care while participating in project activities. During the third quarter, child care was provided for 33 families. Objective 2.9 ActMties/Problems: At least 50 families and 70 high-risk youth will be assisted with transportation to serv/ces, trainings, meetings, and events. The Nuestra Casa project has acquired a Dodge van and is now able 11 to provide transportation to an:t from the Nuestra Casa facility. During the third quarter, transportation was provided for 180 children for after-school care and 20 adults and infants. Objective 2.10 By the end of the first year, prevention materials will be available on school campuses and at Nuestra Casa. By the end of the second year, a system for '~listributing these materials will be developed. Activities/Problems: Project staff developed a Nuestra Casa Information Brochure in Spanish and English. The brochure continues to be disseminated to individuals, at meetings, and to public and private agen~:ies. Curriculum materials and literature continue to be acquired to support educational programs provided by Nuestra Casa. The staff is in the process of developing 12 radio spots for announcements with alcohol and drug use messages. The staff has written the copy and the spots will be professionally procluced for broadcasting in April. The Substance Abuse CoUnselor has developed three booklets targeting issues regarding alcohol and Hispanic families. The booklets deal with 1) women talking about husbands with drinking problems, 2) recognizing signs of children's use of alcohol and drugs, and 3) pregnant women and alcohol a~td drugs. The Counselor has also translated a Public Health brochure on Women and Infant Child Care. It is estimated that the brochure is distributed to 90 women every month. Goal 3: To increase the cultural competence and capacity of local service-providing agencies to serve high-risk Hispanic youth and fatales. Objective 3.1: Within two months of funding, the Nuestra Casa facility will be established as a Latino family services/prevention center. Activities/Problems: This obje:.tive has been accomplished as described in the First Year Evaluation Report. The Hispanic community is increasingly viewing the Nuestra Casa facility as a service center for local Hispanics. Objective 3.2: At least 100 youth/families participate in alcohol/drug trainings each year. ' · ActMties/Problems: The Nuestra Casa staff presented a slide show at Ukiah High School on %tow the Liquor Industry ,,:tbuses Latino Heritage and Cultural Symbols" to sell liquor in the Latino communities. 200 Hispanic students attended the presentation and watched the slide show. The Substance Abuse Counselor made a presentation on alcohol abuse and discfissed the 12 Nuestra Casa program and serviCes with 80 Hispanic workers at the Fetzer Vineyards in Ukiah. The presentation resulted in a number of referrals. Objective 3.3 At least 35 families will participate in parenting skills trainings Activities/Problems: The women,s Support Group continues to meet weekly with 8-10 women in attendance. 'Parenting skills training is provided as part of the weekly sessions. In addition, the Substance Abase Counselor provides parenting training as part of the family alcohol and drug counseling. Objective 3.4 Objective 3.5 Objective 3.6 At least 50 youth and 20 adults will participate in leadership skills training each year. By the end of the five year grant period, 50 natural helpers will be trained ~.nd actively involved in providing services to high-risk youth and their families. By the e~d of the five year period, 50 peer helpers and mentors will be trained and will be actively involved in providing services to high-risk youth an:l their families. Activities/Problems: During the third quarter, Nuestra Casa arranged for 3 mentor tutors (2 high school, I college) to work with 15 elementary students at Yokoa Elementary School. The students work 1.5 hours ~t week. In addition, 1 college mentor works with the Barrio Warriors group every two weeks and 4 adult mentors work with the MESA/MAYO Club 6 hours per month. Objective 3.7 Objective 3.8 By the end of the first year of the project, there will be active Latino student organizations operating in the middle school and high school. By the e~'~d of the second year of the project, there will be 15 Latino youth grc:ups functioning with trained members of the local Hispanic communi.~ providing leadership to these groups. Activities/Problems: There are currently 5 student organizations/activity groups that have been established in cooperation with the Nuestra Casa staff and the community. These groups include 1) Barrio Warriors (20 students from Ukiah High, South Valley High and Pomalita Middle School), 2) MESA/MAYO (40 students from Ukiah High), 3) Los Caballos Blancos (15 Yokoa Elementary students receMng after school tutoring), 4) Latino Art Club (15 Pomalita Middle School students participating in a weekly art class/club which is supervised by a local young H.~spanic artist, and 5) the Latino Youth Theater ProjEct. The Latino Youth Theater P~oject will be developed during the fourth quarter. Fifteen middle and high school studen~:s will be recruited to audition for a theater arts group. Mr. Juvenal Vasquez, a communit,~ member, will serve as director. Mr Vasquez will receive training in theater arts at the Aanehcan Conservatory Theater in San Francisco for 10 weeks. Nuestra Casa was awarded a three year grant of $6,000 to develop a year round thehter arts 13' program from the California .~rts Council. Objective 3.9 By the end of the second year of the project, there will be at least 5 alcohol f::ee events and activities occurring each year. Activities/Problems: Nuestra Casa ~ponsored numerous alcohol free events during the third quarter. The Barrio Warrio~'s "Valentine Day Dance" was attended by 75 youths. The MESA/MAYO Club sponsor~.,d Friday Night Socials two times each month. The Socials were attended by 30-40 youth who danced, played games, watched movies, and planned future meetings. The MES,a:~YO Club also arranged 12 nights at a local gym for basketball games. The games were conducted weekly with an average of 30 players. Twelve youth also participated as a ilNuestra Casa team in a local Native American Basketball Tournament. Objective 3.10 By the er~d of the five year grant period, 5 Hispanic self-help groups will meet each week at the Nuestra Casa facility or at other locations in the county. Activities/Problems: Ten Hisl:anic Self-Help Groups met on a weekly or monthly basis at the Nuestra Casa facility during the third quarter. These groups include: 1. Barrio Warriors (secondary students) 2. MESA/MAYO Clul: (secondary students 3. Los Caballos Blanccs (elementary students) 4. Coalition for Hispanic Needs (Professional/Paraprofessional adults involved with community issues) 5. Amanacer Bilingual Newspaper (Nuestra Casa provides Amanacer space for editing the bilingual newspaper. The Amanacer is inserted into the local Uk/ah Daily Journal on a rr~onthly basis. Amanacer's circulation has jumped from 1300 to 13,000 overnight) 6. Nuestra Casa Advisc ry Board (The Board meets twice monthly with an average attendance of 12 members. The Program Planning Committee has been formed to evaluate new pro~ram activities) Concilio Latino Amcricano (Oldest HisPanic organization in the community) Women's Support G:oup ( meets weekly) Hispanic Chamber of Commerce Alianza Latina (A coalition of local hispanic organizations tha.t meet every two , 8. 9. 10. months to share info:mation and plan activities) Objective 3.11 By the end of the five year grant period, 100 agency staff and school personnel ~11 have participated in project sponsored trainings. Activities/Problems: No work was done on this objective during this quarter. 14 Objective 3.12 By the end of the five year grant period, at least seven local programs will be providing services to high-risk Hispanic youth and their families at the Nuestra Casa facility. Activities/Problems: During the third quarter, the Health Department Immunization Clinic for Infants was held at the Nuestra Casa facility. In general, however, the Nuestra Casa staff have concluded that the facility is too small to share space with other organizations. Goal 4: The Nuestra Casa facility will be established as a self-supporting Latino Fam~y Services/Preventi.~n Center in Mendocino County. Objective 4.1: 'By the beginning of the second year of program implementation, local resources ~11 have been developed to support a portion of the costs of operating the Nuestra Casa facility. Activities/problems: The Advi~,;ory Board reviewed a draft of a Financial Plan prepared by the Nuestra Casa Coordinator. Copies of the Financial Plan were sent to the Department of Social Services and the AODP. (See Attachments - Financial Plan) Objective 4.2: By the beginning of the fifth year of the project, there will be a base of local support large enough to support all costs of operating Nuestra Casa. Activities/problems: The Fina~cial Plan projects that the 5th year budget, to be assumed locally, will total $178,000. Objective 4.3: By the eno:. of the second year of the project, the County Department of Social Service and the County Department of Public Health will begin to support a portion of the project's staffing. Activities/Problems: The County Department of Social Services and the County Department of Public Health are committed, to supporting a portion of the project's staffing by the end of the second program year. Objective 4.4: By the end of the five year grant period, project staff will be absorbed by these two agencies and all of the costs of operating the project and providing ?roject services will be borne by local a, gencies and the community. Activities/Problems: The Project Coordinator has held several meetings with AODP and the Social Service staff to begin development of a Financial Plan for Nuestra Casa. The Advisory Committee is cons/de:ring creating a Development Committee to oversee this objective. The Coordinator is lcoking into the possibility of becoming an incorporated non- profit agency and is consulting with other non-profit agency heads for development: advice. 15 B. pROGRAM EFFECT21.VENESS Project staff developed the Nr estra Casa Youth Alcohol and Drug Use Survey in an effort to document changes in a ' ' p rt~c:pants behaviors, attitudes, and knowledge regarding alcohol and other drug use. The Nuestra.Casa Youth Alcohol and Drug Use Survey was translated into Spanish and administered to Hispanic youth at the four secondary schools targeted for program intervention. First ye~r data will be reported in the fourth quarter report. 16 llb. ITEM NO. DATE' Auqust 4, 1993 AGENDA SUMMARY REPORT SUBJECT- APPOINTMENT OF lEAGUE OF CALIFORNIA VOTING DELEGATE AND ALTERNATE FOR ANNUAL CONFERENCE, OCTOBER 16 - 19, 1993 This year's Annual League of California Cities Conference is scheduled for Saturday, October 16, 1993 through Tuesday, October 19, 1993, in San Francisco. It is, therefore, time for Council to designate one Councilmember, and an alternate, to represent the City of Ukiah at the conference. This individual will attend the Business Meeting on Tuesday, October 19, during the Conference, and vote on critical resolutions which will shape League policies. RECOMMENDED ACTION- The City Council designate two Councilmembers to act as the voting delegate and his alternate, to represent the City of Ukiah at the Annual League of California Cities Business Meeting on October 19, 1993. ALTERNATIVE COUNCIL POLICY' OPTIONS- 1. N/A Acct. No. (if NOT budgeted): N/A Acct. No.- Appropriation Requested: N/A (if budgeted) Citizen Advised- N/A Requested by- League of California Cities Prepared by- Charles L. Rough, Jr., City Manager Attachments: 1. Letter, dated July 13, 1993, from League of California Cities /~./~! R-4/CM ASR8493VOTE Cahforn/a C/ties Work Together To: From: League o:f California Cit_ie,.%W o 1400 K STREET · SA(;RAMENTO, CA 95814 · (916.~.~O~c The Honorable Mayor and City Council Don Benninghoven, Executive Director (:'~'~'{ July 13, 1993 Re: Designation of Voting Delegate for League Annual Conference This year's League Annual Con?erence is scheduled for Saturday, October 16 through Tuesday, October 19 in San Francisco. One very important aspect of the Annual Conference is the General Business Meeting wher~ the membership takes action on conference resolutions. Annual Conference resolutions .guide cities and the League in our efforts to improve the quality, responsiveness and vitality of local government in California. It is important that all cities be represented at the Busiiness Meeting on Tuesday, October 19, at 10:30 a.m. at the Moscone Convention Center, Re,om 134-135. To expedite the conduct of business at this important policy-making meeting, each City Council should designate a voting representative and an alternate who will be present at the Business Meeting. The League Bylaws provide that each city is entitled to one vote in matters affecting municipal or League policy. A voting card will be given to the city official designated by the City Council on the enclosed "Voting Delegate Form." If the Mayor or a member of the City Council is in attendance at the Conference, it is expected that one of these officials will be designated as the voting delegat~. However, if the City Council will not have a registered delegate at the Conference but will be represented by other city officials, one of these officials should be designated the voting delegate or alternate. Please complete and return the ~nclosed "Voting Delegate Form" to the Sacramento office of the League at the earliest possil;~le time (not later than Thursday, September 30, 1993), so that proper records may be established for the Conference. The voting delegate may pick up the city's voting card at the designated Voting Card Table located in the League Registration Area. If neither the voting delegate nor alternate is able to attend the Business Meeting, the voting delegate or alternate may pass the voting card to another official from the same city by appearing in person before a ret~resentative of the Credentials Committee to make the exchange. Prior to the Business Meeting, the card may be exchanged at the "Voting Card" table in the League registration area. At the Business Meeting, the "Voting Card" table where the Credentials Committee will be seated, will be located in the front of the meeting room. The voting procedures that will be followed at this conference are printed on the reverse side of this memo. It is suggested that the Mayor and all Council Members from each city sit together at the Business Meeting so that if amendments are considered there may be an opportunity to exchange points of view and arrive at a consensus before each city's vote is cast. Your help in returning the attached "Voting Delegate Form" as soon as possible is appreciated. If you have any questions, please: call Lorraine Okabe at (916) 444-5790. League of California Cities Anl~LUal Conference Voting Procedures lo Each member city has a fight to cast one vote on matters pertaining to League policy. 0 To cast the city's vote a city official must have in his or her possession the city's voting card and be registered with the Credentials Committee. 3. Prior to the Annual Conference, each city should designate a voting delegate and an alternate and return the Voting Delegate Form to the League for use by the Credentials Committee. .. The voting delegate or alternate may pick up the city's voting card at the voting card desk in the conference registration area. Se Free exchange of the voting card between the voting delegate and alternate is permitted. o If neither the voting delegate nor alternate is able to attend the Business Session, the voting delegate or alternate may pass the voting card to another official from the same city by appearing in person before a representative of the Credentials Committee to make the exchange. Prior to the Business Meeting, exchanges may be made at the "Voting Card" table in the League Registration Area. At the Business Meeting, exchanges may be made at the "Voting Card" table in the front of the meeting room. 1 Qualification of an initiative resolution is judged in part by the validity of signatures. Only the signatures of city officials, who, according to the records of the Credentials Committee, are authorized to use the city's voting card and who have left a sample of their signature on the Credentials Committee register will be approved. e In case of dispute, the Credentials Committee will determine the right of a city official to vote at the Business Meeting. L: \policy\ acres\vot eproc AGENDA ITEM NO.' 11 c. MEETING DATE: August 4, 1993 AGENDA SUMMARY REPORT SUBJECT: AUTHORIZE CITY MANAGER TO EXECUTE CONTRACT WITH HODGES AND SHUTT TO PREPAI::IE THE UKIAH AIRPORT MASTER PLAN AND COMPREHENSIVE LAND USE PLAN (CLUP), AS RESPECTIVELY REQUIRED BY FEDERAL AND STATE LAW Federal law requires all general aviation airports to have an adopted Master Plan to guide the safe and orderly development, expansion, and use of the airport facility. Similarly, State law requires all airports within the County to have an adopted Comprehensive Land Use Plan (CLUP) which assesses safety and noise impacts to nearby airport environs, and determines the most appropriate land uses for properties near the airport. Accordingly, the current Ukiah Airport Master Plan was adopted in 1971, thus needs to be updated, and the CLUP has never been prepared, thus needs to be developed and adopted. To assist in development of these necessary Plans, the Federal Aviation Administration has awarded the City a $120,000 Planning Grant, of which the City must contribute in-kind services amounting to 10% of the Grant, or $12,000. As part of this Planning Grant program, the City must also contract with an approved Airport Master Planning Consultant to prepare the subject Plans, which accounts for the FAA's contribution of $112,000. The City's contribution would be shared by the services of the Di~rector of Community Development, the Principal Planner, the City Engineer, and the Airport Manager. (Text continued on second page.) RECOMMENDED ACTION: Authorize City Manager to execute contract with Hodges & Shutt to prepare the Ukiah Airport Master Plan and Comprehensive Land Use Plan. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine Hodges & Shutt is; not the appropriate choice for the Planning Grant. 2. Reconsider the other Proposals from Coffman Associates and/or Ades Consultants, and bring them forward for City Council consideration. Acct. No. (if NOT budgeted)' N/A Appropriation Requested: N/A Citizen Advised: N/A Requested by: N/A Prepared by: Robert Sawyer, Principal Planner Coordinated with: Michael F. Harris, Community Development Director; Bill Beard, City Engineer; and Charles L. Rough, City Manager. Acct. No. (if budgeted): FAA Grant funds totaling $108,000. Attachments: 1. Hodges & Shutt Proposal 2. Request For Pr, pposal // ~ I /i, ¥- Towards hiring an Airport Master Plan Consultant, City staff recently completed a Request For Proposal (RFP) and Consultant evaluation process which entailed sending out 9 RFP's, receiving 3 Proposals, interviewing 2 Consulting firms, and selecting the most qualified Consultant firm. The firms submitting Proposals were Coffman Associates (Kansas City, Mo.), Ades Consultants (Morgan Hill, CA), and Hodges & Shutt (Santa Rosa, CA), and the 2 interviewed were Ades and Hoclges & Shutt. Accordingly, the highly qualified and highly respected firm of Hodges & Shutt from Santa Rosa, California was selected by the evaluation team (City Manager, City Engineer, Airport Manager, Community Development Director, and Principal Planner) to prepare bc,th the Airport Master Plan, in keeping with FAA Regulations, and the Comprehensive Land Use Plan, in keeping with State Aeronautics law. Hodges & Shutt has more expe~rience in airport planning than any other firm in the State, and their Proposal addressed all of the City's requirements for expediently preparing the subject Plans. Moreover, Hodges & Shutt is preparing all of Mendocino County's Plans, and they have pledged to finish all the necess~Lry work in a year or less, in keeping with the City's needs. Therefore, staff recommends theft the City Council authorize the City Manager to execute a contract with Hodges & Shutt for both of the subject airport Plans. i? Airport Master P. lanning.and Consulting Services City of Ukiah, California Submitted by Hodges & Shutt June 30, 1993 Ukiah Municipal Airport Hodges & Shutt 5010 Aviation Blvd. Santa Rosa, CA 95403 (707) 526-5010 Principals: David E. Hodges Michael A. Shutt Lee B. Moen Services to the aviation industry: · Planning · Engineering · Management June 29, 1993 Mr. Michael F. Harris Community Development Director City of Ukiah 300 Seminary Avenue Ukiah, Califor~da 95482 SUBJECT: Statement of Interest and Qualifications Aicport Master Planning and Consulting Services Ut:iah Municipal Airport Dear Mr. Harr/s: Hodges & Shutt is very pleased to submit this Statement of Interest and Qualifications to assist the City of Ukiah in the continued plan- ning and improvement of Ukiah Municipal Airport. Our review of the City's proposed airport master planning and consult- ing services requirement indicates that our firm is uniquely qualified to accomplish this important assignment. We submit that our firm has: · Demonstrated technical capability and professional skill in the planning, design, and engineering of community-oriented general aviation ai~ort improvements; · More than 1(; years' experience with FAA and CALTRANS/Division of Aeronautics-funded airport planning and engineering projects; · An unequale~ record of success and achievement in seeking and securing FAA and CALTRANS airport improvement funds for our clients; · Considerable familiarity with Ukiah Municipal Airport and airport land use planning in Mendocino County; · A keen intere..~t in working with the City of Ukiah on this profes- sionally challenging assignment; and · Our ability tc:, meet tight schedules is evidenced by our recent work for the Mendocino County ALUC. We strongly urge you to contact the County pilanning staff for details. Hodges & Shutt Mr. Michael F. Harris June 29, 1993 Page 2 Our Statement of Interest and Qualifications, as presented herein, is structured to be fully responsive to the City's request dated June 14, 1993. In addition, we have included supplemental information and qualifications material which further details our firm's substantial experience, cap~bilities, and professional interest in providing airport planning and consulting services to the City. We believe you will find our firm's skills and capabilities to be matched to the City's airport planning, engineering, and management needs. Hodges & Shut~ offers, through one source, all of the professional skills and capabilities required by the City. We would like to take this opportunity to thank Don Bua for his cour- tesy and assistance during David Heal's recent visit to Ukiah Munici- pal Airport. We look forward to meeting with you to elaborate further upon our qualifications, experience, and project approach. Sirkeerely,/ ~a~id E. Hodges, P.E. Principal DEH/g~ Attachment A: Attachment B.' Attachment C.' Description of Firm and Staff Resumes Airport Planning Experience Task Review Comments l_ Description of Firm and Staff Resumes · Hodges & Shutt Qualifications HODGES & SHUTT INTRODUCTION Hodges & Shutt is a professional consulting firm providing specialized planning, engineering, and management skills to the aviation community. Since its founding in 1975, the firm has completed more than 200 projects at airports throughout the western United :States. A large majority of these projects have been repeat assignments for satisfied, continuing clients. Projects have dealt with airports ranging in size from small, general aviation air[x~rts to such large air carrier facilities as San Francisco International Airport. PRINCIPALS AND STAFF Hodges & Shutt was founded b? David E. Hodges and Michael A. Shutt, both licensed civil engineers and pilots with broad experience in airport planning and engineering projects throughout the United States. I.ee B. Moen, a licensed civil engineer and commercial pilot, joined the firm in 1978 and became the third principal in 1984. For most of their respective careers, the three have worked together, building upon individual capabilities to create a highly effective team. The multidisciplinary-nature of tile firm's assignments has required the development of a professional staff with broadly based expertise. The current staff offers experience and professional training in the field.,; of airfield engineering, airport planning, environmental analyses, land use planning, financial planning, architecture, airport and airline operations, airspace procedures, and traffic engineering. Professional resumes for the th[ee principals and key members of the Hodges & Shutt professional staff are presented in this brochure. · Hodges & Shutt Qualifications SCOPE OF SERVICES PLANNING Airport Master Plans Airport Layout Plans Aviation Demand Forecast.,; Site Selection Studies Regional Airport System Plans Environmental Impact Anal/ses Airport Development Standards Facility Site Plans Airport Property Utilization Vicinity Land Use Compatibility Plans Airport Noise Studies Terminal Area Plans Ground Circulation Studies Industrial Park Plans Airspace Analyses Feasibility Studies Economic Analyses Special Research Investiga:ions ENGINEERING Runways and Taxiways Aircraft Parking Aprons Airfield Lighting Hangar Buildings Airfield Drainage Fueling Systems Roadways and Parking Lots Instrument Approach Procedures Navigational Aids Plans and Specifications Bid Documents Contract Preparation Mapping and Surveying Soils and Pavement Evaluation Construction Supervision Cost Estimates AWOS MANAGEMENT Grant Applications Financing Programs for Airport Projects Lease Review/Recommendations Rates and Charges Analyses Airline Service Studies Concessionaire Marketing Analysis Airport Operations Manuals Airport Rules and Regulaticns Maintenance, Security, and Emergency Plans Capital Improvement Programs Energy Audits Operating Budgets Project Management General Advisory Services COMPUTER APPUCATIONS Airport Data Bases Pavement Management System property Management Computer Drafting and Graphics Noise Analysis/Contours Noise Complaint Records Meteorological Analyses Survey Processing Word Processing · Hodges & Shutt Qualifications i_ PUBLIC CLIENTS COUNTIES Amador, California Calaveras, California Contra Costa, California Del Norte, California Douglas, Nevada Glenn, California Humboldt, California Humboldt, Nevada Imperial, California Lake, California Los Angeles, California Madera, California Marin, California Mendocino, California Mono, California Napa, California Nevada, California Nye, Nevada Plumas, California Sacramento, California San Joaquin, California San Luis Obispo, California San Mateo, California Santa Clara, California Solano, California Sonoma, California Stanislaus, California Sutter, California Tuolumne, California Washoe, Nevada Yolo, California Yuba, California OmES Bakersfield, California Calistoga, California Chelan, Washington Chowchilla, California Cloverdale, California Ephrata, Washington Hanford, California Hayward, California Healdsburg, California Indianapolis, Indiana Klamath Falls, Oregon Lincoln, California Los Banos, California Madera, California Medford, Oregon Merced, California Modesto, California Novato, California Oakdale, California Omak, Washington Oroville, Washington Petaluma, California Porterville, California Red Bluff, California Redding, California Reno, Nevada Rialto, California Salem, Oregon San Carlos, California San Jose, California Santa Rosa, California Santa Cruz, California Shafter, California Sparks, Nevada Springfield, Missouri Taft, California Visalia, California Watsonville, California Wells, Nevada Winnemucca, Nevada Yerington, Nevada REGIONAL AGENCIES Airport Authority of Washoe County, Nevada Bay Area Metropolitan Transportation Commission Chemehuevi Indian Reservation Council of Fresno County Governments Mid Willamette Valley Council of Governments Port of Oakland, California Port of Portland, Oregon Port of St. Helens, Oregon Sacramento Area Council of Governments Stanislaus Area Association of Governments STATE AND FEDERAL California State Architect's Office California State Division of Aeronautics Oregon Aeronautics Division U.S. Army National Guard U.S. Weather Bureau U.S. Air Force · Hodges & Shutt Qua/ifications PROJECT LOCATIONS · Hodges & Shutt Qualifications PROJECT LOCATIONS · Hodges & Shutt Qualification,~ PROFESSIONAL REFERENCES David E. Andrews Director of Aviation Sonoma County, California (707) 542-3139 Ray Beeninga Superintendent of Airports Humboldt County, California (707) 839-5402 Herman C. Bliss Manager, Airports Division Federal Aviation Administration Western Pacific Region (310) 297-1240 Chris Brittle Manager of Planning Metropolitan Transportation Commission Oakland, California (415) 464-7700 Joan Castaneda Airport Director Hayward, California (510) 293-8678 Howard L. Cook Airport Manager Modesto, California (209) 577-5319 Robert J. Esperance Deputy Director Airport Authority of Washoe County Reno, Nevada (702) 328-6402 Ted A. Gustin, CAE Chief Los Angeles County Aviatior Division Los Angeles, California (818) 458-5100 John Hines Public Works Director Livermore, California (51 O) 449-4023 Jack Kemmerly Chief California Division of Aeronautics Sacramento, California (916) 322-9941 Rob Leonard Deputy Director Department of Airports Sacramento County, California (916) 648-0760 Wanda Kennedy Manager - Aeronautics Division Oregon Department of Transportation Salem, Oregon (503) 378-4680 Robert P. Olislagers Airport Manager McCellan-Palomar Airport San Diego County, California (619) 431-4646 John Pfeifer Manager San Francisco Airports District Office Federal Aviation Administration (415) 876-2778 John L. Scharer City Manager Petaluma, California (707) 778-4345 John Swizer Airport Manager Nut Tree Airport Solano County, California (707) 446-0322 Harold Wight Manager of Airports Contra Costa County, California (510) 646-5722 · Hodges & Shutt Principals and Staff EXPERIENCE: EDUCATION: AFFILIATIONS: DAVID E. HODGES, P.E. PRINCIPAL Mr. Hodges is the principal primarily responsible for direction of the firm's planning and management consulting projects. He participates in each of these projects, offering specialized talents in the fields of airport system planning, site evaluation, fzcility layout, safety analyses, financial feasibility, and airport lease policies. Mr. Hodges has lectured at universities in Oregon, California, and Canada on the subjects of ~drport development, operations, and management. Additionally, he has been a frequent speaker at airport management conferences sponsored by the America3 Association of Airport Executives (Southwest Chapter and National). Major projects for which Mr. Hodges has been the firm's principal-in-charge include: airport system and master planning studies for Santa Clara County (three airports), Humboldt County (three airports), and Portland, Oregon (two airports); a reliever airport study for Sacramento County; a relocation feasibility study of Re~o Cannon International Airport; and master plans for Buchanan Field, Reddi3g Municipal, and McNary Field (Salem, Oregon). As major elements of each of these studies, Mr. Hodges conducted in-depth community workshops, ~vorked closely with local steering committees, and represented the clients at coqtroversial public hearings. In the area of airport land use, environmental, and safety analyses, Mr. Hodges has directeC the firm's preparation of compatibility policy plans for airport land use commis ~ions in five California counties and environmental impact studies for Reno Cannon (air carrier runway extension and new general aviation runway), East Contra Costa County (new general aviation airport), and Sonoma County (land acquisition). Additionally, he has conducted detailed operational safety analyses for' busy urban airports in Sacramento and Santa Clara Counties. Overseeing the firm's computer program applications is another of Mr. Hodges major respo3sibilities. In this capacity, he developed the firm's proprietary computer-aided airport design system which has been purchased by the Califor- nia Division of Aeronautics, among others. B.S. in Civil Engineering, Massachusetts Institute of Technology M.B.A. Program, San Francisco State University Licensed Civil Engineer, States of California, Nevada, and Oregon American Society of Civil Engineers, Member California A:~;sociation of Airport Executives Oregon Airl::ort Management Association Washington Airport Management Association Licensed In~;trument Pilot · Hodges & Shutt EXPERIENCE: EDUCATION: AFFILIATIONS: Principals and Staff DAVID P. DIE'I'Z, A.I.C.P. DIRECTOR OF PLANNING PROJECTS As Directo,' of Planning Projects, Mr. Dietz has responsibility for coordinating the allocation (:)f staff resources among planning projects. He also acts as a project manager on a wide range of aviation planning projects. He served in this latter role during the preparation of Airport Master Plans for Madera Municipal, Shafter- Minter Field:J, and Visalia Airports. He also directed the preparation of a systems study and ;~irport master plans for the eight airports operated by Humboldt County. Hs expertise on airport-land use compatibility planning was utilized in the prepar~tion of Airport Land Use Commission Policies for Kern County and FAR Part 150 Plans for Redding Municipal Airport and Hayward Air Terminal. Mr. Dietz a so played major roles in the airport site selection studies in Lake and Madera Cc, unties. On each of these projects, Mr. Dietz was responsible for research, design and policy analyses, and report writing. He is the firm's authority on CEQA and NEPA. In ~[ddition to these duties, Mr. Dietz is the firm's expert on application of the Federal Aviation Administration's Integrated Noise Model (INM) and Helicop- ter Noise IVodel (HNM). He has lectured on environmental and land use com- patibility tOl::ics at the collegiate level. Mr. Dietz br'ings substantial and varied planning expertise to his duties at Hodges & Shutt. In his previous position as Associate Planner for Douglas County, Nevada, he was the lead staff person on all airport planning and operational matters. Hi:~ responsibilities included staffing the Airport Advisory Committee, preparing aiirport lease analyses, providing Fire Attack Base liaison, and develop- ing an Airl;,::~rt Industrial Park Plan. He also had substantial nonairport respon- sibilities in c: urrent and advanced planning, subdivision review, grants admini- stration, an¢:r capital improvement program development. Additionally, he acted as a Count~, lobbyist before the Nevada State Legislature. Mr. Dietz's professional skills were recognized by his appointment as Project Director for '~:he Governor's commission on the future of Nevada. This 18-month assignment nvolved the development of Nevada's first growth management plan. B.A. in Public Service/Political Science, University of California, Davis Masters in (::::: ity and Regional Planning, Harvard University American PI;~nning Association, Past President, Nevada Chapter American In~;titute of Certified Planners Licensed Instrument Pilot · Hodges & Shutt Principals and Staff EXPERIENCE: EDUCATION: AFFILIATIONS: DAVID B. HEAL, A.A.E. SENIOR CONSULTANT As Accredit~ d Airport Executive recognized by the American Association of Airport Executives, Mr. Heal contributes to Hodges & Shutt projects special expertise in airport operations, management, and financial matters. He offers over 20 yeals experience in airport planning, including comprehensive airport master plant,lng, site selection studies, and airspace analysis. Mr. Heal's responsibilities at Hodges & Shutt are diverse. He is involved in all of the firm's airi:)ort master planning projects, preparing the management, opera- tional, and financial analyses, and contributing a management/operational perspective 1~o other elements of the studies. He also serves as project manager on complex master planning studies, including those for busy metropolitan and reliever airp(:,rts. In addition to his involvement in planning projects, Mr. Heal leads Hodges & Shutt's contract management and marketing efforts. In the former capa(::ity, he served as the Director of Aviation for the Nut Tree Airport in Vacaville, C~ lifornia, under the management agreement between the County of Solano and Hodges & Shutt. Prior to joinir'g Hodges & Shutt, Mr. Heal was employed by Pan Am World Services, a ¢:ontract airport management firm. In his eight years with that organization, he served in many senior management capacities, most recently as the manager of Galveston (Texas) Municipal Airport. Earlier, he served for four years in seni3r management positions at the Westchester County (New York) Airport - a t:AR Part 139 air carrier facility. These assignments entailed a wide variety of duties including responsibility for overall facility development and operations; s Jpervision of airport operations, police, and aircraft rescue and firefighting p(~rsonnel; preparing annual budgets and negotiating leases; and liaison with a rport tenants and users, the Federal Aviation Administration, state and local agE~ ncies, and the public. Among the o'lher airport management positions in which he has served, Mr. Heal has been the Assistant Airport Manager for the Port of Portland (Oregon). The Port's two ge3eral aviation airports - Portland-Hillsboro and Portland-Troutdale - were his Cay-to-day administrative and operational responsibilities. While with the Port, Mr. Heal also directed the preparation of the Portland-Clackamas Airport Site Study and a comprehensive Airport Master Plan for the Troutdale facility. B.S. in Mana!.]ement Engineering, Rensselaer Polytechnic Institute, New York Advanced co~Jrse work in aviation and business: University of Washington Boston Cc liege University of California, Berkeley Georgia Institute of Technology American As.~ ociation of Airport Executives - Accredited Airport Executive Aircraft Owners and Pilots Association Experimental Aircraft Association American Society of Civil Engineers Licensed Commercial Pilot and Instrument Flight Instructor; Aircraft Owner · Hodges & Shutt Principals and Staff KENNETH A. BRODY SENIOR PLANNER EXPERIENCE: EDUCATION: As a senicr planner, Mr. Brody has had project management responsibility for a majority of Hodges & Shutt's airport master planning, land use planning, and environme3tal projects. On many projects, he is the firm's principal contact with the client. His strong analytical, design, and writing skills - gained from his backgroun.;I in architecture and urban planning and his lengthy airport planning experienc~ - have been instrumental to the firm's outstanding record of plan adoption a3d implementation. In the field of airport/land use compatibility planning, Mr. Brody is among Califor- nia's leadir~g experts. He has made presentations to statewide airport land use commissio~l conferences sponsored by the California Division of Aeronautics. He has prepared compatibility plans for airports in more than ten California counties and also h;~s done compatibility planning for airports in Nevada, Oregon, and Washingto,~l. Mr. Brody is currently the project manager for the update of Caltrans' s':atewide airport land use commission handbook and training program. Other majcr projects that Mr. Brody has managed include: · Sonom~.~ County Airport Master Plan and Environmental Impact Report · Lampscn Field Airport Master Plan · Nevada. County Airport Master Plan · New E~st Contra Costa County · Buchanan Field Airport Master Plan · New C~,laveras County Airport Master Plan and Environmental Impact Report · Fresno County Airport Land Use Policy Plan · Imperial County Airport Compatibility Plan · Portlan(:l-Hillsboro and Portland-Troutdale Airport Master Plans · Aurora ::.~tate Airport (Oregon) Master Plan · Reno-Cannon International Airport Environment Assessments for Extension of Primary Runway and for New Parallel Runway Another facet of aviation planning in which Mr. Brody has greatly expanded Hodges & :~hutt's capabilities is in helicopter facility planning. In addition to preparing ttle plans for these facilities, he has represented the firm at many public hearlngs on frequently controversial proposals for heliports at hospitals. Bachelor ol Architecture, University of California, Berkeley Master of LIrban Planning, University of Washington AFFILIATIONS: American F'lanning Association · Hodges & Shutt Principals and Staff EXPERIENCE: EDUCATION: AFFILIATIONS: MICHAEL A. SHUTT, P.E. PRINCIPAL As a princip~l, Mr. Shutt has primary responsibility for directing the firm's engineering efforts, especially with regard to grant planning, coordination with clients and the Federal Aviation Administration, budget monitoring, and overall project scoping and phasing. His major accomplishments include engineering design and implementation management of four new California airports - Petaluma Municipal (a $4.8 million project), Mammoth/June Lakes ($5.0 million), Calaveras County ($3.0 million), and ChemehJevi ($1.5 million). Mr. Shutt coordinated all FAA and State grant applications for these airport sponsors. Subsequent to the completion of the Petaluma and Calaveras airports, he directed the design work and acted as the sponsors' representative in obtaining State loan financing for construction of hangar facilities. Mr. Shutt wa.,; the principal-in-charge of recent improvement and expansion projects at Lh,ermore Municipal Airport totalling $10 million. These included a new parallel runway and taxiway, undergrounding of PG&E distribution lines, and a 13-buil~:ling hangar complex, the largest single hangar development undertaken ir~ California. Other major airfield engineering projects accomplished under the direction of Mr. Shutt have been built at Yerington and Winnemucca (Nevada) muflicipal airports, McDermitt State (one of Oregon's state-owned facilities), and Klamath Falls Municipal (Oregon). In addition to his engineering duties, Mr. Shutt shares policy direction responsibilities in the firm's airport planning projects, furnishing specialized expertise in tl"e fields of airfield layouts, off-airport land use, and noise analyses. He has lectured on these subjects at universities in California and Oregon and has served as an expert witness on behalf of various airports. He has directed feasibility stucies of public ownership for airports located in the city of Healdsburg and San Joaquin County (Kingdon Airpark). B.S. in Civil Eflgineering, University of Illinois Graduate work, Transportation Studies, University of California, Berkeley Licensed Civil Engineer, States of California and Washington National Society of Professional Engineers, Member American Society of Civil Engineers, Member Aircraft Owners and Pilots Association Licensed Instr~.Jment Pilot · Hodges & Shutt Principals and Staff ROBERT D. JONES, P.E. ENGINEER EXPERIENCE: Mr. Jones is responsible for design and management of airport improvement projects. He also provides pavement maintenance/repair recommendations, preli- minary desi(jns, and cost estimates for airport master plan studies. Specific invol- vement in these areas includes pavement evaluations; design of site improvements; preparation of plans, specifications, and reports; and construction management. Representative design projects include runway, taxiway, and apron construction and overlays, ligl~ting, signing, and miscellaneous drainage and electrical improvements at the Livermore Municipal Airport; taxiway, apron, and heliport improvements at the Hayward Air Terminal; AWOS installation and terminal, fencing, and drainage improvemen~:s at Sonoma County Airport; runway, taxiway, and apron improvements at Santa Balbara Municipal Airport; the new Bakersfield Municipal Airport; apron improvemenl:s at Shatter-Minter Field Airport; runway, taxiway, and apron improve- ments at Ba~stow-Daggett and Apple Valley Airports; and runway, taxiway, lighting, and signing improvements at Blythe Airport. He has performed pavement evaluation and rehabilit~tion studies at Sonoma County, Porterville, and Shatter-Minter Field, Modesto, ME~,rced, and 8 Humboldt County Airports. Mr. Jones has also provided construction management services at the new Chemehuevi Valley Airport and Madera, Shatter-Minter Field, Santa Barbara Municipal, and Sonoma County Airports. Previously, Mr. Jones was an engineer at Harding Lawson Associates. In this capacity, he served as a pavement specialist for Bay Area projects, and managed and participated in pavement and geotechnical investigations and construction inspection of grading and site improvement projects. Prior to this, he was an engineer at Caltrans where he performed research evaluating asphalt concrete modifiers, fabric interlayers, and Portland cement concrete pavement rehabilitation. EDUCATION: B.S. in Civil Engineering, University of Washington, Seattle M.S. in Civil Engineering, University of California, Berkeley AFFILIATIONS: Registered Civil Engineer, State of California American Society of Civil Engineers, Member · Hodges & Shutt Principals and Staff l_ RICHARD C. SMITH, A.A.E. - C.A.E. SPECIAL CONSULTANT EXPERIENCE: As part of the Hodges & Shutt team, Mr. Smith provides special expertise in the fields of ;airport management, operations, maintenance, and development. Mr. Smith offers many years experience in the administration and development of general aviation and air carrier airports. He is recognized by the American Association ¢,,f Airport Executives as an Accredited Airport Executive (A.A.E.). Mr. Smith comes to Hodges & Shutt after serving for 19 years as the Airport Manager of tqe Modesto City-County Airport in Modesto, California. In that position, he was in full charge of all airport properties, services, facilities, and personnel. Fie was responsible for the preparation and implementation of air- port budgets, policy recommendations, lease negotiations, facility development plans, and airport marketing strategies. In addition to his responsibilities at Modesto, Mr. Smith actively participated in the American Association of Airport Executives. He served this nationally based organization as both President (1988) and Director (1982-1984). Prior to his pgsition at Modesto City-County Airport, Mr. Smith served for 20 years with the United States Air Force as a Flight Engineer and Instructor Pilot. While in the Air Force, he also managed the base military flying club and served as a commercial pilot and flight instructor. EDUCATION: A.A. in Aeronautics, Merced Junior College Aircraft and Engineer Mechanics School, United States Air Force Advanced courses in aviation and business AFFILIATIONS: American Association of Airport Executives - Accredited Airport Executive (1972) - Presidellt (1988) - Director (1982-1984) California Ass3ciation of Airport Executives/S.W.A.A.A.E. - Accredited California Airport Executive (C.A.E.) - Presider~t (1978) - Director (1973-1974) - Secretary/Treasurer (1976) Licensed commercial pilot and flight instructor Airport Planning Experience · Hodges & Shutt Previous Project Experience AIRPORT MASTER PLAN STUDIES California Nevada Arcata-Eureka (1980/19!)2) Buchanan Field (1987) Calaveras County (1980) Cloverdale (1986) Columbia (1978) Compton (1990) Dinsmore (1992) East Contra Costa County, (1984) Garberville (1991) Half Moon Bay (1974) Hayward Air Terminal (1983) Healdsburg (1979) Hoopa (1992) Imperial County (1973/1 !)92) Kingdon Airpark (1980) Kneeland (1992) Lake County (1984) Lampson (1992) Madera (1981/1989) Mammoth/June Lakes (1988) Mendocino County (198~:~) Mercer (1991) Modesto City-County (1~76/1989) Murray Field (1980/1992) Napa County (1990) Nevada County (1978/1(.;~90) Nut Tree (1992) Oakdale (1978) Oakland International (1~.;)87) Orland (1987) Palo Alto (1982) Porterville (1987) Retiring (1985) Reid-Hillview (1982) Rohnerville (1980/1992) San Carlos (1974) San Jose International (; 987) Santa Rosa Air Center ('1981) Shafter-Minter Field (1988) Shelter Cove (1991) Sonoma County (1975/1 Visalia (1987) Watsonville (1978/1985) Whiteman (1989) Douglas County (1983/1992) Reno Cannon International (1976) Reno Stead (1976) Winnemucca (1976) Yerington (1980) Oregon Aurora State (1988) Klamath Falls Kingsley Field (1976) Medford Jackson County (1974) Portland Hillsboro (1989) Portland Troutdale (1989) Salem McNary (1979) Scappoose Industrial (1989) Washington Chelan (1980) Ephrata (1980) Omak (1982) Oroville (1980) Others Midland Regional, Texas (1974) Springfield, Missouri (1975) Notes: (1) Hodges & Shutt was subconsultant on the Oakland and San Jose Master Plans. (2) Years in italics denote projects managed by Messrs. Hodges and Shutt prior to establish ng current firm. · Hodges & Shutt Previous Project Experience AIRPORT ENVIRONMENTAL ANALYSES Client/Airport Arcata-Eureka Aurora State Airpo,t Buchanan Field Calaveras Count/ Chelan Municip~l Cloverdale Municip~l Columbi,~ Doctors' Hospital, Modesto East Contra Costa Count7 Ephrata Municipal Hayward Air Terminal Healdsburg Municipal Imperial Counb~ Lake Count~ Madera Municipal Mammoth/June Lake,'~:; Mendocino Count~,, Merced Municipal Murray Fiel¢:t Nevada Count~~' Project (Year) Airport Master Plan (1980) Runway Extension & Precision Approach (1988) Airport Master Plan (1977) New Airport (1979) Airport Master Plan (1980) Airport Master Plan (1988) Land Acquisition/Airfield Improvements (1978) New Helipad (1980) New Airport/Airport Master Plan (1985) Airport Master Plan (1980) Airport Master Plan (1984) Airport Acquisition/Runway Extension (1978) New Crosswind Runway (1979) Airport Site Selection (1987) Airport Master Plan (1990) Airport Master Plan (1988) Airport Master Plan (1989) Airport Master Plan (1991) Airport Master Plan/Runway Extension (1980) Airport Master Plan (1990) Runway/Apron Improvements (1992) continued · Hodges & Shutt Previous Projecf Experience Client/Airport NorthBay Medical Center Oakdale Municip~l Omak Municip~l Orovill,~. Redding Municip~l Reno Cannon Internation~l Rohnervill,~. Santa Clara Count/ Santa Cruz Sky Park Santa Rosa Air Center Shafter-Minter Fie1:1 Sonoma Count/ Sonoma Skypar~ South County, Visalia Municipal Watsonville Municipal Winnemucca Municip~d Project (Year) New Helipad (1986) Airport Acquisition/Runway Extension (1978) Airport Master Plan (1982) Runway Extension (1980) Airport Areas Specific Plan (1981) Airport Master Plan & FAR 150 Plan (1988) Land Acquisition (1976) Freeway Interchange (1980) New Parallel Runway (1981) Runway Extension (1982) Land Acquisition (1985) Airport Master Plan (1980) Airports Master Plan (1983) New Runway Alignment (1979) Airport Acquisition (1981) Airport Master Plan (1988) Land Acquisition (1982) Airport Master Plan (1992) Property Rezoning (1982) Runway Lighting (1982) Airfield Rehabilitation (1988) Airport Master Plan (1989) Instrument Landing System (1977) Airport Master Plan (1985) Runway Extension (1982) Airport Environmental Analyses .f · Hodges & Shutt Previous Project Experience FEASIBILITY STUDIES AND FACILITY PLANS Client/Airport Project (Year) Aurora State Airp()rt Buchanan Field Calaveras County Cloverdale Municipal Eureka Municipal Healdsburg Municipal Kingdon Airpa'k Lampson Fied Lincoln Municipal Airport Linkletter Strip Livermore Municip;:~l Mather Air Force Base Modesto City-County Nut Tre9 Oakdale Municip~d Oregon, State ¢.,f Reno Cannon Internation~l Reno-Stead Sacramento Count,/ Santa Clara Count,/ Santa Rosa Air Center Sonoma County Stockton Metropolita[~ Taft Precision Instrument Approach Feasibility (1988) Instrument Approach Procedure Analyses (1983) Feasibility of Airport Relocation (1980) Building Area Plan (1983) Feasibility of Acquisition and Operation by Humboldt County (1979) Feasibility of Acquisition and Operation by City of Healdsburg (1978) Feasibility of Acquisition and Operation by San Joaquin County (1980) Feasibility of Nonprecision Instrument Approach (1983) ILS Cost Recovery Analysis (1984) Feasibility of Developing Private Airstrip in Calaveras County (1981) Configuration of 280-Unit Hangar Complex (1986) Conversion Study (1991) Tuolumne River Regional Park Aircraft Parking Apron and Taxiway Concepts (1977) Feasibility of Improved Instrument Approach Procedure (1987) FBO Apron and Taxiway Layout Plans (1980) FBO Roadway Access Plan (1980) Wind Analyses for Six State-Owned Airports (1986) Feasibility of Runway Extension (1978) Feasibility of Airport Relocation (1980) Feasibility of Instrument Landing System Installation (1976) General Aviation Reliever Airport Feasibility Study (1982) Feasibility of Relocating South County Airport (1981) Feasibility of Acquisition and Operation by Sonoma County (1981) Building Area Plans (1982) Terminal Area Plan (1981) Transient Aircraft Parking Plan (1983) Flight Line Development Plans (1983) Helicopter Landing Pad Plan (1983) Agricultural Operator Layout Plan (1983) Access Road Plan (1983) Four Commercial Building Layout Plans (1983) Feasibility of Acquisition and Operation by City of Taft (1983) · Hodges & Shutt Previous Project Experience HELICOPTER FACILITIES Client/Location Concord/Buchanan Fiel~:l Hayward Air Termin~l Los Banos Community Hospit~,~l Madera Municipal Airpo, t Merced Municipal Airpolt Mercy San Juan Hospit~l Modesto Doctors Hospit~l Napa County Airport Northbay Medical Center Porterville Municipal Airport San Joaquin General Hospital Sonoma County Airport Sutter Solano Medical Center VacaValley Hospital Visalia Airport Project Lighted Helipad and Parking Positions Remote Helipad and Parking Positions Hospital Heliport Helipad and Sighting Clearance Analysis Transient Helipad and Clearance Analysis Hospital Heliport Hospital Heliport Lighted Helipad and Parking Positions Hospital Heliport CDF Helipad at Fire Attack Base Hospital Heliport Lighted Helipad and Parking Positions Hospital Heliport Hospital Heliport Transient Helipad and Clearance Analysis It should be noted that virtually all of our airport master plans involve the appropriate siting and analysis of helicopter facilities. · Hodges & Shutt Previous Project Experience LAND USE COMPATIBILITY - NOISE & SAFETY STUDIES Client/Airport Alameda Cour ty CALTRANS/Division of Aeronautics Doctors' Hospital Helip;:td Douglas County Airport Fresno Courty Hamilton Air Base (Novat3) Hayward Air Terminal Humboldt County Imperial County Kern Council of Governments Linkletter Private Airstrip Madera County Madera Municipal Airpc:rt Napa Coun:y Nevada County Air Pa~'k Oakland Internationzl Phoenix Field Portland-Hillsboro Airport R edding Municip;~l Reno Cannon Internation;{I San Francisco Internation~l San Jose Municip~l Santa Clara County Solano County Sonoma Count~, Sonoma Skypar~ Tuolumne Count,/ Project (Year) Review of Airport Land Use Commission Policies (1984) Airport Land Use Compatiblity Handbook (1992) Land Use Compatibility/Noise Impacts (1981) Preparation of Noise Contours (1983) Countywide Airport Land Use Commission Plan (1982) Safety Factors/Land Use Recommendations (1982) FAR Part 150 Noise Study (1987) Countywide Airport Land Use Commission Plan (1980) Countywide Airport Land Use Commission Plan (1991) Countywide Airport Land Use Commission Policies (1990) Noise and Land Use Impacts (1981) Countywide Airport Land Use Commission Plan (1991) Off-Airport Land Use Compatibility Plan (1981) Countywide Airport Land Use Commission Plan (1991) Airport Vicinity Land Use Protection (1981) Flight Tracks and Noise Model Inputs (1977) Airport Environs Safety Study (1983) Compatiblity Plan (1992) Noise and Safety Compatibility Analysis (1982) FAR Part 150 Noise Study (1988) Preparation of Noise Contours (1983) Flight Tracks and Noise Model Inputs (1977) Flight Tracks and Noise Model Inputs (1977) Preparation of Noise Contours (1981) Reid-Hillview Safety Study (1988) Countywide Airport Land Use Commission Plan (1987) Countywide Airport Land Use Commission Plan (1981) Approach Protection/Land Use Compatibility Study (1983) Noise and Safety Analysis (1981) Columbia Airport Noise Contours (1977) Pine Mountain Lake Airport Noise Contours (1977) Countywide Airport Land Use Commission Plan (1977) Columbia Airport Noise Contours Update (1982) Pine Mountain Lake Airport Noise Contours Update (1982) · Hodges & Shutt Previous Project Experience FINANCIAL AND MANAGEMENT STUDIES Client/Airport Project Calaver;~s County Recommended Lease Policy and Standards Fixed Base Operator Services Bid Documents Columbia Lease Review and Appraisals Douglas County Lease Review and Appraisals Administrative/Management Analysis Long-Range Financial Plan Eureka Municipal Lease Review and Appraisals Airport Administrative Analysis Hayward Air Terminal Lease Review and Appraisals Recommended Lease Policy and Standards Long-Range Financial Plan Healdsburg Municipal Lease Review and Appraisals Long-Range Financial Plan Humbol:,tt County Lease Review and Appraisals Recommended Lease Policy and Standards Long-Range Financial Plan for Airport System Airport Operating Rules and Regulations Klamath Falls Municipal Metropolitan Transportation Commission Lease Review and Appraisals Recommended Lease Policy and Standards Regional Financial Needs Study Alternative Financing Mechanisms Modesto Ci!y-County Lease Review and Appraisals Recommended Lease Policy and Standards Fixed Base Operator Minimum Standards Rates and Charges Study Nevada County Air Park Lease Review and Appraisals Recommended Lease Policy and Standards Fixed Base Operator Services Bid Documents Nut Tree/Solano County Aircraft Parking/Storage Permit Corporate Hangar/Speciality Shop RFP Rates and Charges Analysis Auto Fuel Use Permit Air Show Permit Emergency Response Manual Oakdale Ivlunicipal Airport Lease Appraisal Long-Range Financial Plan continued · Hodges & Shutt Previous Project Experience Client/Airport Petaluma Municipal Portland-Hillsboro Portland..Troutdale Reno, Nevada Salem-McHary Field San Jose Municipal Santa Clara County Taft Municipal Watsonville Ivlunicipal Yerington Municipal Project Airport Operating Rules and Regulations Recommended Lease Policy and Standards Fixed Base Operator Bid Documents Request for Hangar Proposals Long-Range Financial Plan Rates and Charges Analysis Business Development Plan Food and Beverage Concession RFP Implementation of New Airline/Airport Use Agreements Implementation of Rental Car Concession Agreements Land Acquisition/Relocation Assistance Lease New-FAA Facility Analysis of Airport Advertising Concession Options Recommended Lease Policy and Standards Administrative and Management Analysis Long-Range Financial Plan Airport Operating Rules and Regulations Advertising Concession Proposal Specifications and Draft Agreement Travel Agency Concession Bid Documents and Contract Long-Range Financial Plan for Airport System Review of Lease Policies Alternative Hangar Financing Strategies Hangar Concession Bid Documents Review of Existing Leases Alternative Financing Strategies Airport Lease Appraisals Recommended Lease Policy and Standards Long-Range Financial Plan Airport Lease Appraisals Financial and Management Studies · Hodges & Shutt Previous Project Experience AIRPORT SYSTEM / SITE SELECTION STUDIES Client/Airport Calaveras Coun~ Contra Costa Coun~ Fresno Coun'7 Hayward Air Terminzl Humboldt Court.7 Modesto/Stocktcn Oakdale Municil~l Oroville Redding Reno Cannon Internation~zl Sacramento County San Francisco Bay Area Santa Clara County Santa Cruz Skypar~ Sonoma County, Project (Year) New Airport Site Study (1980) Airport System Study (1975) Reliever Airport Site Selection (1975) New Airport Site Selection in East Contra Costa County (1984) System Study of Seven Airports within Fresno County (1982) Reliever Airport Site Selection Study (1986) System Study of 10 Airports within Humboldt County (1980/1992) Regional Airline Service Study and Airport System Improvements in Two-County Area (1985) Airport Site Endorsement Study (1978) Airport Site Endorsement Study (1980) System Study for Four Area Airports (1986) System Study of Two Airports within Reno Region (1976) Site Evaluation for Relocation of Air Carrier Airport (1980) System Study of 24 Airports within Sacramento Region (1983) Reliever Airport Site Selection (1982) System Study of 27 Airports within Nine-County Region (1977) Pavement Evaluation and Financial Needs Study of 24 General Aviation Airports within Nine-County Region (1977) System Study of Three Airports Within Santa Clara County (1981) Site Evaluation for Relocation of South County Airport (1981) Site Evaluation for New Airport within Santa Cruz County (1978) Site Evaluation for Relocation of Santa Rosa Air Center (1980) System Study of Six Airports Within Sonoma County (1981) Task Review Comments Attachment C STATEMENT OF INTEREST AND QUALIFICATIONS UKIAH MUNICIPAL AIRt~RT City of Ukiah, California Airport Master Planning and Consulting Services TASK REVIEW COMMEN~rs In accordance with the City's request, we herein offer our comments and observa- tions regarding the specific project "Tasks"-outlined in the City's proposed scope of work. We would like to emphasize that our comments are based upon our initial understanding of the City's needs and desires for its airport. We would welcome the opportunity to work wil;h the City to further clarify and refine the project scope of work to best reflect; the City's goals and objectives for the master planning process. Task 1- Finalize Study Design Hodges & Shutt views this initial element of the airport master planning process as being of considerable imi~ortance. It is important for the various agencies, entities, and publics involw~d in the preparation of the master plan to acknow- ledge at the outset the goal:~ and objectives of the study process. In addition, areas of special study emphasis should be identified and known or anticipated issues defined. Task 2-- Project Coordination To encourage active interes~ and participation in the study effort by designated local, State, and federal agencies, and the interested public, timely and concise communication is essential. Hodges & Shutt personnel are in daily contact with state and federal airport phLnning/engineering representatives. Our familiarity with these agencies' personnel and procedures will greatly facilitate the project communication and coordination process. Task 3- Public Participation Typically, between three anJ five public meetings are required for a master plan- ning study of this scope. E~ly in the study, informal meetings, such as a weekend "open house", are useful in identifying issues and opportunities. A structured workshop can be an effective way to obtain community views on alternatives. Hearings befo:~ce the City and ALUC will be needed to adopt the plans prepared during the study. 1 of 4 Task 4-- Inventory The inventory portion of tk.e master plan will be greatly facilitated by Hodges & Shutt's on-going work on the Mendocino County Comprehensive Land Use Plan. In addition, our office is located at nearby Sonoma County Airport- less than 20 minutes flying time (42 nautical miles) from Ukiah Municipal Airport. This proxi- mity to the project site mir~imizes travel time and maximizes our ability to respond to Ukiah's needs. Task 5- Aviation Activity Forecast Our airport master plan fo:cecasting methodology is tailored to reflect the specific (and occasionally unique) characteristics of each individual airport. Early in the study process we will work closely with the Ukiah community to identify those positive and negative char~cteristics that have influenced and will potentially influence the operation and growth of Ukiah Municipal Airport. Task 6- Demand/Capacity Analysis In addition to applying the standard airfield capacity techniques developed by the FAA, we propose to assess ';he following additional demand/capacity factors: · Environmental capacity · Potential commuter air service (enplanements, operations, and critical aircraft) Task 7- Facility Requirements Specific airport design elements to be considered as part of this task include: · Runway extension requirements · Future CDF requirements · Potential commuter air :~ervice requirements · Aviation bulk fuel stora~;e and dispensing requirements · On-airport property req~firements · Instrument approach enhancements Task 8 -- Airport Master Plan and Land Use Plan Sketches and descriptive te~t should be prepared for each significant alternative airport development concep~L. In addition, a Comprehensive Land Use Plan should be prepared that specificallv addresses noise impacts, safety hazards, and land use compatibility within the Airport's environs. Hodges & Shutt's considerable experience in preparing and implementing compre- hensive county-wide airport land use plans (CLUPs) throughout the state of Calif- ornia will prove very useful in this process. Hodges & Shutt prepared the recent 2of4 CLUP for Mendocino County ALUC and is currently developing a comprehensive statewide airport land use planning handbook and training program for CAL- TRANS/Division of Aeronautics. Task 9- Terminal Area and Access Plan Key questions to be addressed and resolved as part of this study task include: · Condition/life expectancy/use of terminal area buildings · Potential on-airport restaurant sites · Potential commuter air ~';ervice facilities · Auto parking requirements Task 10- Airport Layout Plan and Airspace Plan All plans and drawings can be prepared in CAD and/or manual drafted formats. Hodges & Shutt will tailor '~ts graphic output to readily interface with the City's graphic documentation systems. Task 11-- Capital Improvement Program/Phasing Plan This task will generate a refined capital improvement program/phasing plan in a format suitable for ready transmittal to the FAA and CALTRANS/DOA. Task 12- Financial Management Plan/Lease Review and Policy Guidelines As part of this task, we will explore innovative approaches to generating airport revenues and reducing airport expenses. A pro forma financial projection will be developed to provide a realistic assessment of the Airport's self-financing capa- bilities. Task 13- Economic Impacts There are a number of airp.~rt economic impact analysis methodologies that should prove of interest to the City'. The CALTRANS/Division of Aeronautics and the American Association of Airport Executives each offer an economic impact analysis program that is tailored to community-oriented general aviation airports like Ukiah Municipal Airport. We propose to discuss these available programs with the City and select the most appropriate approach for documenting Ukiah Munici- pal Airport's economic contribution. 3of4 Task 14- Environmental Documentation An Initial Study will be prepared to identify all potential environmental consequences of the adopted plans. We are pleased to note that in the 16 years that Hodges & Shutt has existed, none of our environmental documents has been challenged in court. Task 15--- Project RepoJcts & Products As noted previously, Hodg~Is & Shutt will customize its project graphic output to be fully compatible with the City's CAD format. In addition, we will provide the City with both large (24" x 32") and small (11" x 17") reproducible masters of all graphic products as approl:riate. 4of4 300 UKI^H, CA 95482-5400 · ADMIN. 707/463-6200 · PUBLIC SA.CETY ~63-6242/6274 · FAX # 707/463-6204 · Re: Airport Land Use/Ma~ster Plan The City of Ukiah seeks tc, retain the professional services of a qualified airport consulting firm to assist the City in the development of the following airport planning documents for thc: Ukiah Municipal Airport: Airport Master Plan Comprehensive Airport Land Use Plan (in compliance with Califomia State statutes) Environmental Documentation The subject airport projects will be funded through the Federal Aviation Administration (FAA), with the City providing in-lieu services amounting to 10% ($12,000) of the total FAA airport planning grant. The grant application in the amount of $120,000 has been submitted by the City and approved for funding by the FAA, and the sole remaining task prior to commencing work on the airport plans is hiring an airport planning consultant. A statement of your firm's interest and qualifications, as well as a brief discussion of your firm's ability to perform the following Work Program Tasks is hereby solicited: Task I - Finalize Study Design Are Here .To Serve" Finalize the work program for an Airport Master Plan including a Comprehensive Land Use Plan for the Ukiah Municipal Airport. In addition to the work program, a schedule, budget, and other project organizational and administrative considerations will be finalized. Task 2 - Proiect Coordination Establish policies and proc6,dures designed to ensure an effective and ongoing program of participation in the study by designated local, regional, State, and federal agencies and the interested public. Task 3 - Public Participation Public meetings on the study will be scheduled by the City as appropriate. In addition, a public hearing will be scheduled for adoption of the Airport Master Plan and supporting environmenlal documentation, as well as hearings before the Mendocino County Airport Land Use Commission. The Consultant will be expected to attend these meetings. Task 4 -Inventory Information available from the City, Mendocino Council of Governments, Mendocino County, State, arid any previous planning efforts should be utilized to the maximum extent possib, le. All materials and information utilized shall be documented. Task 5 - Aviation Activity Forecasts Develop forecasts of aviation demand for aircraft operations, passengers, peak period activity, aircraft mix and other aviation activity, and vehicular access activity. Task 6 - Demand/Capacity Analysis Using airfield capacity techniques developed by the FAA (Advisory Circular 150/5060-5), estimate current and future levels of airfield capacity. Analysis will be based on airfield configuration, aviation activity projections, and an analysis of airspace conditions. Task 7 - Facility Requiremen,ts Formulate physical facility requirements for the next 20-year period to satisfy FAA criteria including airport property needs. Task 8 - Airport Master Plan and Land Use Plan A. Prepare sketches and evaluate alternative airport development concepts. For the concept selected by the City, prepare a plan for the use of land within the boundaries of the airport. (It should be noted that the City Council has conceptually authorized the future extension of the runway by at least 500 feet to reclaim a 5,000-foot minimum length runway.) S,, In accordance with California State Airport Land Use Commission Law (Public Utilities Code, Chapter 4, Article 3.5), prepare a Comprehensive Land Use Plan (Section 21675) specifically addressing noise impacts, safety hazards, and land use compatibility for areas within one mile of the airport. This Plan will be presented to the Mendocino County Airport Land Use Commission (MCALUC) for their approval. Task 9 - Terminal Area and Access Plan Prepare an overall conceptual plan for the terminal area, taking into account airport administration/terminal buildiing needs, and airport access. Task 10 - Airport Layout Plan and Airspace Plan Prepare an updated Airport Layout Plan (ALP) and Airspace Plan in accordance with FAA Advisory Circular ~! 50/5300-13. Task 11 - Capital Improvement Proqram/Phasing Plan Prepare, in both graphic and narrative form, a prioritized capital improvement program for the airport for the next 5, 10, and 20 years. Task 12 - Financial Manaqement Plan/Lease Review and Policy Guidelines Estimate the potential sources and uses of funds required to implement the short- term or first five years of the capital improvement program. Estimate potential revenues and expenses of airport operations to determine the cash flow required for financing proposed projects. Review leases and agreements currently in effect at the airport. Assist the City with policy statements which will guide the operation of the airport and support the financial plan. Task 13 - Economic Impacts Economic impacts associated with the airport will be analyzed using business surveys to obtain information regarding purchases, sales, earnings, payroll, and employment. Task 14- Environmental Documentation Assist the City in the preparation of an Initial Study to identify any potential issueS and aspects of the environment which may require environmental documentation prior to adoption of the Airport Master Plan. Task 15 - Project Reports and Products 1) Interim working papers will be prepared for the City during the course of the study for review and coordination. · 2) Prepare an Airport Master Plan report which will present supporting documentation and findings developed during the course of the study: 3) Prepare a Comprehensive Land Use Plan consistent with State statutes for consideration by the Mendocino County Airport Land Use Commission. 4) Provide the City with a reproducible of the following large-scale drawings: * Existing Airport Facilities * Airport Master Plan * Terminal Area Plan * Airport Layout Plan * Airspace Plan The consultant selected may be required to represent the City in all discussions with the FAA regarding the work program, grant requirements, and project documentation. The Statement of Interest, Qualifications and Ability should include detailed information regarding the consultant's interest, qualifications, current relevant experience with airport master plans and airfield improvement projects funded by FAA Airport Improvement Program (ALP) grants, and resumes of key personnel. It should also briefly address the specific "Tasks" outlined above, and provide any additional information which bears on the firm's capabilities and competence at performing the tasks in a timely manner. It should be noted that the City must have the subject plans, specifically the Comprehensive Land Use Plan for MCALUC consideration, developed at a rapid pace and made ready for adoption at the earliest possible date. Accordingly, the consultant should provide the City with an appreciation of its ability to complete the subject program in an expeclient manner, and describe how this top priority matter will be handled and expedit~._.d. The consultant selection process will be conducted in conformance with FAA Advisory Circular 150/5100-! 4c, as amended, dated January 6, 1993. Consultant submittals shall be brief and concise, containing no more than 35 pages of material. The City assumes no obligation in the solicitation of this general statement of interest and supporting information, and all costs shall be borne by the interested consultants. The Consultant submittal shall include a statement regarding the ability to meet the City's ins~Jrance requirements noted in Attachment Number 1. After the filing deadline (see next page), the City will evaluate all pertinent information and select the most qualified consulting firms for interviews, which likely will be held July 9, 1993, at Ukiah Civic Center; firms selected for interview will be notified of the specific interview time and date no later than July 2, 1993. After conducting interviews and considering the qualifications and reliability of the interviewed firms, the City will select the firm best qualified and suited to developing Ukiah's airport plans and environmental documentation. Questions regarding this request should be directed to Michael Harris, Community Development Director (707-463-6200) or Robert Sawyer, Principal Planner (707- 463-6219). Five copies of the "Statement" should be submitted to Mr. Michael F. Harris, Community Development Director, City of Ukiah, 300 Seminary Avenue, Ukiah, CA 95482, and received by the City no later than 5:00 p.m., Wednesday June 30 1993. Sincerely, Michael Harns Community Development Director C: Charles L. Rough, Jr., City Manager Robert Sawyer, Principal Planner Don Bua, Ukiah Airport Manager Joseph Cloyd, FAA Ray Hall, Director of Building & Planning, Mendocino County ITEM NO. lld. DATE: ~ugust 4, 1993 AGENDA SUMMARY REPORT SUBJECT: SET DATE FO~ JOINT MEETING WITH THE CULTURAL ARTS ADVISORY BOARD As part of the ongoing process that the City Council has implemented to meet with various commissions, committees, and advisory boards, the Cultural Arts Advisory Board (CAAB) has asked to meet with the City Council members in September. Possible dates suggested in which the CAAB members would be available are September 7 or 8. They would request an evening meeting; the time to be determined at the convenience of the Council. If neither of these dates are convenient, Staff will take back Council recommended dates to coordinate with the CAAB membership. RECOMMENDED ACTION: Se~5 date for Joint Meeting with the Cultural Arts Advisory Board. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Recommend specific dates and refer to Staff for coordination of joint meeting. Acct. No. (if NOT budgeted): N/A Acct. No.: Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by: Cultural Arts Advisory Board Prepared by: Candace Horsley, Director of Community Services~j~--' Coordinated with: Charles L. Rough, City Manager Attachments: None 3: PARK \ASR~AAB ITEM NO. lle. DATE- Auqust 4, 1993 AGENDA SUMMARY REPORT SUBJECT' AUTHORIZE CITY MANAGER TO EXECUTE CONTRACT FOR INDEPENDENT PROJECT MANAGER SERVICES Public Works Director Ted Goforth is retiring, effective August 3, 1993, after 37 years of service to this community. Currently, as the City Council is aware, we are completing the selection of our new Director of Public Works/City Engineer. We expect the new Director will be starting his employment with the Chty by the end of August, 1993. In Ted's capacity as Director of Public Works, he has been working on two very important projects for the City. The first involves the revision of our Landfill Siting Permit, which has now moved into the final phase of an Environmental Impact ReF.ort. The second project involves advanced wastewater treatment improvements to our Sewer Treatment Plant. Both projects have reached critical points that require continuity, particularly during this period of management transition. Therefore, the City Manager is recommending that the City Council approve the retention of Ted Goforth as an independent contractor providing specific project management services for the City to assist both the newly appointed Director of Public Works, and our Public Utilities Director in the completion of these important projects. (Continued on Page 2) RECOMMENDED ACTION- City Council authorize City Manager to execute Contract for Independent ~roject Manager Services. ALTERNATIVE COUNCIL POLICY OPTIONS- 1. Determine that modifJ, cations be made to the subject contract before execution. 2. Determine that project management services are not necessary at this time. Acct. No. (if NOT budgeted)- N/A Acct. No.- Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by- Charles L. Rough, Jr., City Manager Prepared by: Charles L. Rough, Jr., City Manager Attachments- 1. Propos d ~ontract for Services R:4/CM ASR8493PM The proposed contract iCientifies these two projects, as well as some general transition assistance, as the scope of tasks to be performed under the contract. The period of the contract is from August 20, 1993 to January 1, 1994, and reflects the period of time both parties estimate will be necessary for the successful completion of his work with the projects. The contract does specify that the time period of the contract can be reduced, and/or the cont?act terminated with a 15-day notice by either party. The contract for both, or either, projects, can also be extended, based on a negotiated extension if circumstances dictate. The Project Manager for these projects would be devoting 64 hours per month, at the rate of $65 per hour. A major portion of this cost to the City will be recovered through the state loan we obtain for the Advanced Wastewater Treatment Plant. improvements. Such costs are recoverable under the loan program. R:4 'CM ASRPS AGREEMENT FOR PROJECT MANAGEMENT SERVICES FOR THE CITY OF UKIAH THIS AGREEMENT is made and entered into on August ,1993, by and between the CITY OF UKIAH, Mendocino County, California, hereinafter referred to as the "City," and TED GOFORTH, providing professional management services, hereinafter referred to as "Consultant." WITNESSETH WHEREAS, the City requires consulting services for assistance in the Landfill Siting Permit Amendment and Advanced Wastewater Treatment and Plant upgrade projects. WHEREAS, the Consultant is qualified and experienced to provide such consulting services; NOW, THEREFORE, said City and said Consultant, for the considerations hereinafter set forth, mutually agree as follows: i herein. The Scope of Work is marked Exhibit "A" attached hereto and incorporated 2. Consultant services shall be furnished in accordance with the "Terms and Conditions for Professional Consulting Services Agreements" marked Exhibit "B," attached hereto and incorporated herein. 3. Consultant shall perform those services described in the "Scope of Work," more specifically described as tasks at a cost not to exceed $65 per hour, which will cover the period from August 20, 1993 through January 31, 1994. This "not to exceed" per hourly rate shall not be increased without first having obtained City Council approval and written authorization from the City Manager. IN WITNESS WHEREOF, the parties hereto have hereunto executed this Agreement in duplicate the day and year first above written. CITY CONSULTANT Charles L. Rough, Jr. City Manager Ted Goforth Consultant Attest: Cathy McKay City Clerk EXHIBIT "A" SCOPE OF WORK II. III. Project: Project: Project: Assist City, Ci:~/Manager, and Public Works Director in obtaining Water Quality Control Board (VVQCB) and Local Enforcement Agency/California Integrated Waste Management Board (LEA/CIWMB) revised Landfill Permit, including Environmental Impact Report (EIR). This project will involve assistiing the Environmental Impact Report Consultant in the completion of the draft and final EIR, EIR public hearings, and EIR submitted for certification to the City Council. Assist City, City Manager, and Public Utilities Director in managing the Engineering contract with Kennedy/Jenks for Wastewater Treatment Plant improvements; obtaining financing through SRF Loan Program; and completing construction plans and construction contract. Provide advice and consultation to the City as requested during transition to Pew Public Works administration. , , . . EXHIBIT "B" TERMS AND CONDITIONS FOR PROFESSIONAL CONSULTING SERVICES AGREEMENTS DEFINITIONS "Consultant" shall mean the professional Consultant which has entered into the Agreement which by reference is subject to the terms and conditions hereinafter set forth. "City" shall mean the City of Ukiah, a public entity. "Agreement" shall mean the purchase order, contract, or other written instrument constituting the Agreement between 1'he Consultant and the City. COMPENSATION It is the intent of this Agreement to cover all services of Consultant that may be necessary to implement the various phases of work which City desires to pursue. Al City Agrees to pay Consultant full compensation as set forth hereinbelow, for such services enumerated in Exhibit "A." B. Compensation for all work to be performed at $65 per hour, which covers the period from August 24, 1993 to January 24, 1994. C. Contractor agrees to provide 32 hours of service from August 20, 1993 to August 31, 199.3; and 64 hours per month from September 1, 1993 to January 31, 1994. Additional hours to be agreed upon by City and Contractor if the need arises. METHOD OF PAYMENT City agrees to pay for work under this contract in two installments following submittal of a requisition containing the following: A. A monthly breakdown of service activities performed and number of hours devoted to each of the projects with specific tasks identified. City agrees that payment for services will be made in the following manner: A. 5[]*/0 on January 15, 1994, and the balance of 50% on February 15, 1994. CONFIDENTIALITY Consultant hereby agrees that he will not disclose or make any other use of information about the business methods, operations, costs, proposals, budgets, and projections of City or of any other information of a confidential nature pertaining to City, without the prior written consent of the City Manager. RETURN OF DOCUMENTS Upon termination of Consultant's services to the City under this Agreement, , . . . 10. 11. 12. 13. Consultant agrees to return all written and other materials, which are not matters of public record, furnished to him by City. Any documents created by Consultant as part of providing services under this Agreement shall be the property of City which shall own the copyright to same. Any and all such documents shall be furnished to City upon request. CONFLICTS OF INTEREST The Consultant shall comply with Federal and State Conflict of Interest laws, when applicable. COMPLIANCE WITH LOCAL LAWS The Consultant shall comply with all applicable laws, ordinances, and codes of the state and local governments. HOLD HARMLESS AGREEMENT The Consultant shall save, keep, and hold harmless, the City, its officials, officers, employees, and volunteers from all damages, costs, or expenses in law or equity that may at any time. arise or be set up because of damages to property or personal injury received by reason of or in the course of performing work which may be occasioned by any willful or negligent act or omission of the Consultant, any of the Consultant's employees, or any subcontractor in the performance of services under this Agreement. LEGAL ACTIONS If any legal action is brought to enforce or interpret this Agreement, the prevailing party shall be entitled to reasonable attorney's fees. INSURANCE The Consultant shall procure and maintain for the duration of the Contract, business liability insurance with limits of liability set at $1,000,000. Consultant shall provide City with satisfactory evidence of coverage. MISCELLANEOUS PROVISIONS The Consultant makes no warranty, either express or implied, as to his findings, recommendations, plans, specifications, or professional advice except that these were promulgated after being prepared in accordance with generally acceptable professional consultant practices. CITY'S RIGHT TO TERMINATE CONTRACT At any time and for any reason, the City shall have the right to terminate or cancel the Agreemen? with fifteen (15) days advance notice to the Consultant, and pay the Consultant for all services performed to date of receipt of notification to suspend or terminate the work. CONSULTANT'S RIGHT TO TERMINATE CONTRACT At any time and for ar~y reason, the Consultant shall have the right to terminate or cancel the Agreement with fifteen (15) days advance notice to the City, and 14. 15. 16. 17. shall receive payment from the City for all services performed to date of termination. INDEPENDENT CONTRACTOR It is the express intention of the parties hereto that Consultant is an independent contractor and not a~ employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Contractor shall pay all estimated and actual federal and state income and self- employment taxes that are due the State and Federal Government and shall furnish and pay worker's compensation insurance, unemployment insurance, and any other benefits required by law for himself and his employees, if any. Contractor agrees to indemnify and hold City and its officers, agents, and employees harmless from and against any claims or demands of federal, state, or local government agencies for any such taxes or benefits due but not paid by Consultant, including tl~e legal costs associated with defending against any audit, claim, demand, or law suit. Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offi,3es and staff which it will use in performing under this Agreement. ASSIGNMENT The Consultant shall not assign any interest in this Agreement, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of City. WAIVER No waiver of any of the provisions of this Agreement shall be deemed, or shall constitute a waiver of any other provision, nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. NOTICES Any and all notices or other communications required or permitted by this Agreement or by law to be served on or given fo either party by the other party hereto shall be in writing and shall be duly served and given when personally delivered to the party to whom if is directed, or in lieu of such personal service 18. 19. when deposited in the United States mail, first-class postage prepaid, addressed to the parties as follows: PARAGRAPH HEADINGS The paragraph headings contained herein are for convenience and reference only and are not intended to define or limit the scope of this Agreement. DUPLICATE ORIGINALS This Agreement may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of the Agreement between the parties. .CITY CONSULTANT City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Ted Goforth 6800 Central Road Redwood Valley, CA 95470 R:4:CM AGTecl EXHIBIT "C" INSURANCE REQUIREMENTS FOR CONTRACTORS BIDDERS' AI-rENTION IS DIRECTED TO THE INSURANCE REQUIREMENTS BELOW. IT IS HIGHLY RECOMMENDED THAT BIDDERS CONFER WITH THEIR RESPECTIVE INSURANCE CARRIERS OR BROKERS TO DETERMINE IN ADVANCE OF BID SUBMISSION THE AVAILABILITY OF INSURANCE CERTIFICATES AND ENDORSEIvlENTS AS PRESCRIBED AND PROVIDED HEREIN. IF AN APPARENT LOW BIDDER FAILS TO COMPLY STRICTLY WITH THE INSURANCE REQUIREMENTS, THAT BIDDER MAY BE DISQUALIFIED FROM AWARD OF THE CONTRACT. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor's bid. A. MINIMUM SCOPE OF INSURANCF Be Coverage shall be at least as broad as: Insurance Service,,; Office form number GL 0002 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001) MINIMUM LIMITS OF INSURANCE Contractor shall maintain limits no less than: General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. C. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. OTHER INSURANCE PROVISIONS The policies are to contoin, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a, bi The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed b'y or on behalf of the Contractors, products and completed operations o'¢ the Contractor; premises owned, occupied or used by the Contractor, or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. The Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the city, its officers, officials, employees or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. Any failure to) comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. dj The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurers liability. 2. All Coverages Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. ACCEPTABILITY OF INSURERS Fi Insurance is to be placed with insurers with a Best's rating of no less than A:VII. VERIFICATION OF COVEF,!AGF Contractor shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms provided by the City. Where the statute, the City's workers' compensation-related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. G. SUBCONTRACTORS Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. R:CM\AGTED