Item 7 Staff Report Authorize the Transfer of Emergency Housing Consortium's FY 97/98 Community Development Block Grant ($10,000) to the County of Santa ClaraCOUNCIL AGENDA REPORT
DATE: August 26, 1997
TO: MAYOR AND TO OUNC
FROM: TOWN MANAGER
SUBJECT:
MEETING DATE: 9/15/97
ITEM NO. 7
AUTHORIZE THE TRANSFER OF EMERGENCY HOUSING CONSORTIUM'S FY 97/98
COMMUNITY DEVELOPMENT BLOCK GRANT ($10,000) TO THE COUNTY OF SANTA
CLARA
RECOMMENDATION:
1. Decrease HCDA Program budgets (218-45045 and 218-72101) by $10,000 to reflect the transfer of Emergency
Housing Consortium's FY 97/98 Community Development Block Grant to the County of Santa Clara, Housing and
Community Development Department.
2. Authorize the Town Manager and Community Services Director to initiate the $10,000 fund transfer per
Attachment 1.
BACKGROUND:
In April 1997, the Town Council held a public hearing to allocate FY 97/98 Community Development Block Grant (CDBG)
funds to programs benefitting to very low and low income Los Gatos residents. Final allocations, including a $10,000 CDBG
grant to Emergency Housing Consortium (EHC), were established with the adoption of the FY 97/98 Town Operating
Budget.
The Town's $10,000 grant to EHC will help finance Phase II rehabilitation work at the Regional Reception Center located
at 2011 Little Orchard Way in San Jose. The Reception Center is a 250 bed shelter that will not only provide accessible
emergency shelter to homeless individuals on a year-round basis, but will also provide the homeless with a point of entry
into a comprehensive array of support services (see also Attachment 2).
The Town allocated $5,000 in 1994 and $5,000 in 1995 to EHC for the Reception Center. These funds were transferred
back to the County of Santa Clara in FY 96/97 so the County could manage all CDBG allocations made to the project by
the Town and other jurisdictions. The Reception Center is expected to be fully operational by late November, 1997.
DISCUSSION:
According to EHC's FY 97/98 CDBG application, total Phase II rehab costs will approximate $1,451,314. The County
CDBG Program granted $145,000 to EHC for its Reception Center project for FY 97/98 per Contract #NE-98-11 and other
local jurisdictions also contributed CDBG funds to the project. In order to streamline project management and avoid the
cumbersome mechanics of multiple contracts, the County of Santa Clara, Housing and Community Development
Department, agrees to:
1. Combine the EHC-designated allocations of various jurisdictions, including the Town's $10,000 allocation, with
its own, and;
2. Supervise the disbursement of all project related funds to EHC on behalf of the Town and other jurisdictions.
PREPARED BY: Regina A. alkn
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Reviewed by:
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Attorney
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Revised: 8/26/97 2:48 pm
Reformatted: 10/23/95
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TRANSFER OF EMERGENCY HOUSING CONSORTIUM'S FY 97/98
COMMUNITY DEVELOPMENT BLOCK GRANT ($10,000) TO THE COUNTY OF SANTA
CLARA
August 26, 1997
EHC currently submits quarterly Project Monitoring Reports to the Town on the progress of the Reception Center. It also
updates the Town on the status of its other shelter and transitional housing programs. It will continue to provide required
reports to the Town in FY 97/98.
CONCLUSION:
The Town's FY 97/98 Operating Budget includes a $10,000 CDBG allocation to EHC for Reception Center Phase II rehab
work. The County of Santa Clara, Emergency Housing Consortium, and Community Services Department Staff agree that
contract management will be more efficient if the County combines the Town's $10,000 EHC allocation with its own and
assumes supervisory responsibility for disbursing CDBG allocations to EHC on behalf of the Town.
ENVIRONMENTAL ASSESSMENTS:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The recommended action will provide for the following budget adjustments:
Fund 218 HCDA
Description
FY 97/98 Budget
Decrease
Revised Budget
Revenue 218-45045
CDBG Grants
$43,180
$10,000
$33,180
Expense 218-72101
EHC
$10,000
$10,000
-0-
Attachments: 1. Transfer Authorization Letter to Santa Clara County
2. FY 97/98 CDBG Funding Table
3. Emergency Housing Consortium: FY 97/98 CDBG Application Summary
Distribution:
Charlie Chew, Program Manager, County of Santa Clara, Housing and Community Development
1735 North First Street, Suite 265, San Jose, CA 95112
Barry Del Buono, Executive Direct, Emergency Housing Consortium
Kathy Robinson, Consultant, Emergency Housing Consortium
P.O. Box 2346, San Jose, CA 95109
CSD30(CDBG):a:\ehcrpt.978
ATTACHMENT 1
TOWN OF Los GATOS
Civic CENTER
110 E. MAIN STREET
P.O. Box 949
Los GATOS, CA 95031
September 16, 1997
Mr. Charlie Chew, Program Manager
County of Santa Clara
Housing and Community Development Program
1735 North First Street, Suite 265
San Jose, CA 95112
Dear Mr. Chew:
This letter authorizes the transfer of Town CDBG funds to the County of Santa Clara as follows:
Project #
CDBG Grant Recipient
Year
Amt.
Action
LG-98-54
Emergency Housing Consortium (EHC)
FY 97/98
$10,000
Transfer to County Contract
Number: NE-98-11
CDBG funds were allocated to EHC by Town Council in prior years to assist with Phase I rehabilitation of a Reception
Center located at 2011 Little Orchard Way, San Jose, California. The Center will provide accessible, year round emergency
shelter and related services to homeless individuals. The Town's FY 97/98 allocation to EHC will contribute to Phase II
Reception Center rehabilitation, including interior rehab of transitional living units, family bedroom units, the family
communal area, toilet and shower facilities, office and classroom areas, kitchen and dining room, clinic areas, laundries,
storage areas, etc.
According to EHC's FY 97/98 CDBG application, total Phase II rehab costs will amount to approximately $1,451,314. The
Town understands that the County CDBG Program has granted $145,000 to the Reception Center project for FY 97/98 per
Contract #NE-98-11, and that other local jurisdictions are also contributing CDBG funds to the project. In an effort to
streamline project management and avoid the cumbersome mechanics of multiple contracts, the County agrees to: 1)
combine the EHC-designated allocations of various jurisdictions with their own, and 2) supervise the disbursement of all
project related funds on behalf of the Town and other jurisdictions.
This letter and the attached Transfer Control Record authorizes the transfer of Project LG-98-54 funds to the County. We
understand that Town funding will be used for Phase II Reception Center rehab, and that EHC will provide the Town with
quarterly project update reports during FY 97/98. Please feel free to contact Barbara J. Coy-Bulicz, Community Services
Program Analyst, at (408) 354-6820 if you have further questions about this request. Thank you for your assistance in this
matter.
Sincerely, Approved:
Regina A. Falkner
Community Services Director David W. Knapp, Town Manager
cc: Barry del Buono, Executive Director, Emergency Housing Consortium
Kathy Robinson, Housing Development Officer, Emergency Housing Consortium
Barbara J. Coy-Bulicz, Community Services Program Analyst
Attachment CSD37\a:1ehetran.978
INCORPORATED AUGUST 10, 1887
C
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SANTA CLARA COUNTY
TRANSFER CONTROL RECORD
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ATTACHMENT 2
Category II
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Agency
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Emergency Housing Consortium (EHC) • P.O. Box 2346, San Jose, CA 95109
Regional Reception Center (Phase II Rehab) 2011 Little Orchard Way, San Jose, CA
Contact: Kathy Robinson, Housing Development Officer (408) 291-5440 (X-206)
Liz Auton, General Manager, Resource Development
Funding
FY 97/98 Funds Requested: $10,000 Capital Project FY 96/97 Funds Allocated: -0-
Number/Unduplicated Clients Served: n/a Number/Unduplicated Clients Served:
Cost per Year per Client: n/a Cost per Year per Client:
Total Program Budget: $1,451,314 Total Program Budget:
Projected % of Program Budget: 7% Actual % of Program Budget:
Note: Phase I Reception Center Budget: $3,716,000 ($10,000 allocated by Town in prior years)
Population Served
Very low income homeless people, including families with children and single adults.
EHC projects that of the 4,000 unduplicated individuals (56,121 person shelter days) that will be served
at the Reception Center during the first full year of operation, 14 people (225 person shelter days) will be
from the Town of Los Gatos.
Project Description
250 Bed Shelter and Support Service Center: The Regional Reception Center will provide accessible
emergency shelter to homeless individuals on a year-round basis; provide the homeless with a point of
entry into a comprehensive array of services; and facilitate networking with other homeless care providers,
day programs, recovery programs, long-term services, transitional housing and service -enriched
permanent housing programs. Generally, EHC's goal is to provide comprehensive, integrated solutions
to the growing homelessness problem in the County by addressing the underlying issues that cause
homelessness. The wide range of services provided at the Center will facilitate clients in their efforts to
move from the streets to transitional and permanent housing.
If Phase II Rehabilitation is completely funded by July 1997, the Reception Center is expected to be fully
operational by November 1997.
Project Work Plan
Phase II Reception Center Rehabilitation: Interior rehabilitation of transitional living units, family
bedroom units, the family communal area, toilet and shower facilities, office and classroom areas, kitchen
and dining room, office and clinic areas, laundries, and storage areas. Phase II rehab work will also
provide for installation of a loading dock and roll -up door, as well as parking lot improvements,
landscaping, completion of family recreation and courtyard areas, lighting, and offsite curb cut and
sidewalk repair.
FY 96/97 Program
Performance
The Town allocated $5,000 in 1994 and $5,000 in 1995 to the Reception Center project. These funds
were transferred back to the County of Santa Clara, Housing and Community Development Department,
in the second quarter of FY 96/97, so the County could manage all fund allocations made to the Project
by the Town and other jurisdictions. EHC submits quarterly Project Monitoring Reports to the Town on
the progress of the Reception Center, and also updates the Town on the status of its other shelter and
transitional housing programs.
Town Council Minutes September 15, 1997
Los Gatos, California
SCHEDULE OF PUBLIC HEARINGS (01.01)
Informational report regarding currently scheduled public hearings was received and filed.
PLANNING COMMISSION/PLANNING DEPARTMENT MONTHLY STATUS REPORT (02.47)
Informational report regarding activity of Planning Commission and Department was received
and filed.
PAYROLL RATIFICATION/AUGUST 1997 (03.V)
Motion by Mrs. Lubeck, seconded by Mr. Hutchins, that Council ratify the check register for
the payroll of August 10, 1997 through August 23, 1997, paid on August 28, 1997, in the amount
of $310,145.45. Carried unanimously.
ACCOUNTS PAYABLE/RATIFICATION/AUGUST 1997 (04.V)
Motion by Mrs. Lubeck, seconded by Mr. Hutchins, that Council ratify the accompanying check
registers for accounts payable invoices paid on August 28, 1997 in the amount of $284,101.70.
Carried unanimously.
MINUTES OF SEPTEMBER 2, 1997 (05A.V)
Motion by Mrs. Lubeck, seconded by Mr.' Hutchins, that Council approve the Minutes of
September 2, 1997 as submitted. Carried unanimously.
MINUTES OF SEPTEMBER 8, 1997/STUDY SESSION (05B.V)
Motion by Mrs. Lubeck, seconded by Mr. Hutchins, that Council approve the Joint Town
Council/Parking Commission Study Session Minutes of September 8, 1997 as submitted.
Carried unanimously.
ARTS COMMISSION/FUNDRAISING/BUDGET ADJUSTMENT (06.20)
Motion by Mrs. Lubeck, seconded by Mr. Hutchins, that Council authorize the Arts
Commission to adopt a general approach to fundraising where contributions can be allocated
on a percentage basis to approve projects; establish a "General Purpose Deposit Account" for
special Arts commission projects; and authorize Community Service Department budget
adjustments. Carried unanimously.
EMERGENCY HOUSING CONSORTIUM/COMMUNITY DEVELOPMENT BLOCK GRANT
FUND TRANSFER/COUNTY OF SANTA CLARA (07.19)
Motion by Mrs. Lubeck, seconded by Mr. Hutchins, that Council decrease HCDA program
budget to reflect transfer of Emergency Housing Consortium's Community Development Block
Grant for 1997-98 to the County of Santa Clara's Housing and Community Development
Department and to authorize the Town Manager and Community Services Director to initiate
the $10,000 fund transfer as delineated in Attachment 1 of the staff report. Carried
unanimously.
COMMUNITY SERVICES/REVENUES/DONATION DEPOSIT ACCOUNT (08.19)
Motion by Mrs. Lubeck, seconded by Mr. Hutchins, that Council authorize the community
Services Department to accept donations made to the Neighborhood Center for supplies,
equipment, furnishings and other materials; and allow increases to the Community Services
Department revenue and expense budgets as funds are expended from the Neighborhood
Center Conation deposit account. Carried unanimously.
TC: D9: MM091597
2