HomeMy WebLinkAboutAGENDA REPORT 1998 0107 CC REG ITEM 10DISAf .r3(a)
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CITY OF MOORPARK Crff OF MOORPARY, CALIFORMA
CITY COUNCIL AGENDA REPORT City Council Meeting
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ACTION: h D r oy44
TO: The Honorable City Council f 1
BY: L • -
FROM: Donald P. Reynolds Jr., Administrative Services Manager
DATE: December 22, 1997
SUBJECT: Consider the Use of the City's Community Development Block Grant
Contribution to Catholic Charities
Background
In 1991, the City chose CDBG as a funding source to increase the number of persons
served by Catholic Charities in the Moorpark office located at 77 First Street. To
accomplish this, a second case worker was funded part -time, 20 to 24 hours per week.
CDBG requirements state that if funding is provided to an existing service, that the
service has to be expanded. Therefore, funding the senior case worker without
improving the services or expanding the staff would not be eligible.
The Catholic Charities program has shifted for a number of reasons since inception in
1991, from one of funding one staff person to assist the senior caseworker 20 to 24
hours per week, to one of funding this same position for only 11 hours per week. The
reason the staff hours were decreased are in part attributable to the reduced funding
from City CDBG resources, (from $7,500 in from 1991 to 1995, and $6,200 in 1996 and
1997), reduced funding from other Catholic Charities contributions, and a desire by the
assistant caseworker to have the hours reduced. Between January 1997 and May
1997, staff attempted to have the hours returned to their 20 to 24 hours status, but
Catholic Charities was unable to respond and continues to staff the assistant case
worker at 11 hours per week.
In March, when the 1997/98 monies were granted to Catholic Charities, the Council's
intent was to fund the assistant case worker ( "case worker") at least 16 hours per week.
The original proposal however, does request 11 hours per week, plus part of the salary
paid to the senior case worker. It is quite common to modify an applicant's proposal
after being submitted to the City to match the actual funding granted, (as was the case
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with this proposal). The proposal was approved by the County as amended in June
1997, and then by HUD in August when all of the programs were approved.
Current Status
For the period of January 1, 1997, to June 30, 1997, staff only reimbursed Catholic
Charities for the direct cost of the salaries attributable to the assistant case worker.
This resulted in a surplus of $2,288 at June 30, when the contract ended.
When staff transmitted its annual letter to Catholic Charities to renew the contract,
specific attention was made to the fact that the proposal had been changed, and the
City intended to fund approximately 16 hours of just the salary of the assistant case
worker. This letter, provided in Attachment "A ", resulted in the response to the Council
provided in Attachment "B.° In this letter, Catholic Charities reports that it can only
afford to pay the 11 hours per week, and again requests that the cost of the senior case
worker be considered.
Discussion
On December 2, 1997, staff met with Catholic Charities Director Dianne Martell, to
discuss options. Staff emphasized that the City was concerned that the senior case
worker may not be receiving the support he needs to serve the number of persons
recently reported as beneficiaries. This number, approximately 4,000 per year, is the
same number of person served when the assistant caseworker was there 24 hours per
week. Ms. Martell assured staff that the senior caseworker was receiving support, but
from different sources. Attachment "C" shows the actual schedule at the First Street
site.
The Catholic Charities letter in Attachment "C" also describes an alternative proposal
for the use of CDBG monies, which includes the addition of a "bilingual case aide" at 20
hours per week. This letter shows that the assistant can be funded at 11 hours per
week, the "case aide" can be funded at 20 hours per week, and the use of the funds will
once again restore the Council's original intent of supporting the senior case worker.
Essentially, the new proposal requests that the term of the 1996/97 contract be
extended from June 30, 1997 to December 31, 1997, and that the use of the balance of
funds from 1996/97 be applied to the first six months of the assistant case worker, and
that the new grant monies be applied to the rest of the fiscal year for two positions. At
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this stage, this appears to be the best solution. With Council's approval staff will
proceed to modify the proposal approved by the County and HUD, and execute an
agreement based upon these changes, effective January 1.
Recommendation
That the City Council extend the term of the 1996/97 contract from June 30, 1997, to
December 31, 1997, and approve the addition of the salaries of a bilingual case aide to
the CDBG proposal for 1997/98 to join reimbursement of the salary cost from 11 hours
per week provided by the assistant case worker, and authorize the City Manager to
execute a service contract reflecting these changes.
Attachments: A) City Letter to Catholic Charities, November 14, 1997
B) Catholic Charities Response, November 24, 1997
C) Catholic Charities Follow -Up Response, December 10, 1997
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MOORPARK(Pr)
799 Moorpark Avenue Moorpark, California 93021
November 14, 1997
Mary Ann Decaen, MSW
303 North Ventura Avenue
Ventura, CA 93001
RE: 1997/98 CDBG Contract
Dear Mary Ann:
It is the City's perception that the hours worked per week by Case Worker Linda Espirito Santo, is five
hours per week lower than anticipated, and this must change. The City anticipates receiving at least 16
hours per week. In this letter, I will explain our position.
Attached are two copies of the agreement for the 1997/98 CDBG program. Please consider the
information in this letter before executing this contract. As always, the project proposal is attached to
the contract and drives the performance measurements, as well as the cost of the program.
Please consider the proposal carefully. The 1996 proposal from Catholic Charities requested $8,500,
estimating 24 hours per week (973 hours) for the case worker, and no compensation for the senior case
worker. The City was only able to fund 71 percent of this request, or $6,000. It would be reasonable
to assume that Catholic Charities would only be able to staff the site with the case worker for 71% of
24 hours per week, or 17 hours per week. This was the Council's understanding when the contracts
were executed.
Last year, due to a six week delay in receiving the HUD agreement and other complications, I sent a
letter October 16, 1996, agreeing to allow two staff positions to be billed to this agreement. This
resulted in payment for approximately 12 hours per week of both the senior case worker and the case
worker. I was out of line. By January, I realized I didn't have the authority to make this change, and
we returned to a system paying only for the case worker. It was my understanding that you were
looking into ways to increase the case worker's hours at the Moorpark site. However, during the nine
month period between January and September 30, 1997, the hours of the case worker were not
increased. I assume that even as late as last week, the case worker only spent 11 hours at the
Moorpark site.
As of the end of the 1996 /97 contract, or June 30, 1997, 38% of the grant monies remained unspent.
Out of $6,000, the balance was $2,287.37. The most recent reimbursement request through
September 30, only asks for half of this money, or $1,051.05. At this rate, the money won't be spent
until December 31, 1997.
Despite the reduced hours, Catholic Charities still came very close to meeting its service goals. The
1996 proposal estimated 3,998, and 3,829 were served. One may conclude that the Ruben Castro,
+00064
PATRICK HUNTER BERNARDO M. PEREZ CHRISTOPHER EVANS DEBBIE RODGERS TEASLEY JOHN E. WOZNIAK
Mayor Mayor Pro Tem Councilmember Councilmember Councilmember
Q
Senior Case Worker assumed much of last year's responsibility. One goal of the Council's however, is
to assist him in his work load.
In March 1997, the City agreed to fund $6,200 of the $8,000 requested. The amount requested was
split at $4,000 for the senior case worker, and $4,000 for the case worker. The Council intends to fund
only the case worker, at $6,200, over a nine month period, from October 1, 1997, to June 30, 1998. I
have had to revise the proposal to reflect the Council's intention and the fact that less money was
funded than requested. It is attached to the agreement, and asks for between 16 and 19 hours per
week.
Can Catholic Charities offer this much time from the case worker?
The first quarterly report shows service to 1,700 people. Only 1,394 were served during the
first quarter last year. If this pace continues, the total by June 30 will be 6,800, but the trend is
closer 3,700. Do you think Catholic Charities can meet the 1997 goal of 4,009?
Please consider these questions before considering the execution of this contract. If Catholic Charities
cannot raise the hours of the case worker, I need to know as soon as possible.
I have taken the time to outline the issues as I see them in this letter because it is time for,complete
documentation. This letter may help communicate these concerns to your superiors and mine, and
assist us in reaching an acceptable solution to the issues.
Please don't hesitate to contact me regarding the 1997 /98 contract and the information in this letter at
(805) 529 -6864, extension 249. In 1998, Nancy Burns, Management Analyst, will be assuming
responsibility for the program. Nancy can be reached at 529 -6864, extension 251.
Thank you.
Sincerely,
Donald P,. Reynolds, Jr.
Administrative Services Manager
CC: Steven Kueny, City Manager
Nancy Burns, Management Analyst
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NOV 2 0 1997
A. DIANE MARTELL, MFCC Cc��0L1 c��� _�zi�l es C, l V CARDINAL ROGER M. MAHONY
REGIONAL DIRECTOR ARCHBISHOP OF LOS ANGELES
VENTURACOUNTY
November 17, 1997 REV. MSGR. GREGORY A. COX. M.S.W.
CHIEF EXECUTIVE OFFICER
Moorpark City Council
Regional Board of Directors C/o Mr. Donald P. Reynolds, Jr.
Port Hueneme 799 Moorpark Avenue
Josefina Bautista Moorpark, Ca. 93021
Ventura
Barbara Adams Dear Mr. Reynolds,
J. Rodger Adams
Fred Ulam
Sarah Ulam I would like to thank the City Council of Moorpark for the March, 1997 decision
Deanna Walsh
Henry Walsh, Esq. to grant CDBG funds to Catholic Charities in the amount of $6,200. I am glad to
Oxnard finally hear the amount that was granted, but I am sorry that we will begin almost
Lucille Dougan two months behind (since the start date, according to your letter, was October
John Neff, President
Patricia Neff 1 st). We appreciate the continued support of our works on behalf of the needy in
Msgr. Peter Nugent the City of Moorpark
Oak View
Jim Kerwin
Mary Ann Decaen, the Regional Coordinator of Community Services, brought to
Simi Valley
my attention your November 14th letter. She is concerned, as I am regarding the
Annette Lercel, Esq.
Jacqueline Kammerer
many assumptions that were implied in the letter. Mrs. Decaen has been in touch
Joseph Kammerer
with Mr. Reynolds regarding the necessary budget constraints, and the need to
Camarillo
reduce the staffing hours throughout the Community Service programs, including
John Willits
in the Moorpark area. Because CDBG does not help defray employee benefits and
Patrick Ryan, M.D.
payroll taxes, our Caseworker is and will remain at 11 hours per week in the
Moorpark
Marion O'Neill
Moorpark area. I am so that the Moorpark CDBG funds will not be used to
Y
Ron O'Neill
help the services in a way that will carry Catholic Charities regular staff in this time
Mary Linn Daehlin
of many funding cuts (e.g. United Way, and other ov't. funding). That was our
Ojai
reason for asking for the $4,00054,000 caseworker funding grant for this fiscal
Ernest Rischar
Julie Rischar
year.
Saticoy
Drexel Smiley I am sure, that as managers of the entire Moorpark area, you can understand the
need to look at the broader good of services overall, and not just to one site.
However, since we both want what is best for the needy of Moorpark, I do have
PROGRAMS several win/win compromises that are designed to help the clients with the extra
ADESTE needed services /assistance you would like to see happen.
B.I.C.S.
COMMUNITY SERVICES $6.200 grant be used as follows:
HANDICAPABLES A - $4,004 for caseworker - 11/hrs per week
OASIS p
PSYCHOLOGICAL SERVICES $2,196 for a bilingual caseaide - 10 /hrs per week.
B - $4,004 for caseworker
$2,196 for direct assistance to Moorpark residents.
o000 y-1 &C : ce f�Lc �Cn� -c%n t C �l hS %�< a�o
United Way
303 NO VENTURA AVE. • VENTURA. CA 93001 ti �M)
of Ventura County (805) 643 -4694• (FAX) 643 -4781 00006161 ACCFECI -TED
3
C - $4,004 for caseworker
$2,196 for senior caseworker.
As far as the Moorpark Charities' goal of serving 4,009, I have full confidence that
their estimates are usually very close to mark. At those numbers, the Moorpark
CDBG is investing about $1.55 per client and receiving approximately 10xs that in
assistance and many, many dedicated hours of casework and follow -up. As you
know, Catholic Charities has been serving the County of Ventura for 72 years and
is situated in 6 strategic communities, in order to better serve all of the county.
The caseworkers at each site are very well- versed in the particular needs &
resources. Also, all CC Staff is very astute in the training and use of volunteers.
Without the numbers of volunteers (that want to help CC in our efforts) we could
not produce the results that we do; and we could not sustain the staff with the
ever - growing numbers of those requesting assistance. Presently, at the Moorpark
Community Services Center we have two MAOF workers (each putting in 20
hrs /wk); five regular volunteers; and many service clubs /church groups that help
with special projects.
I look forward to hearing your answer and beginning the CDBG grant period
before too long a time has lapsed. Please don't hesitate to contact me directly
regarding any additional information needed.
Again, your continued support of the works of Catholic Charities on behalf of the
people of Moorpark is very appreciated.
Most sincerely,
�.tea
A. Diane Martell
Regional Director
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DEC -10 -97 04:23 PM CA T H O L I C C H A R 805 643 4781 P.02
c
A. DIANE MARTELL. Mrcc axcb` Li ` cb(mziu es CARDINAL ROGER M. MAHONY
REGIONAL DiniciOti ARCHBISHOP OF LOS ANCELES
VENTURA COUNTY
COMMUNITY SERVICES
MARY ANN DE CAE. N. M.S.W.
COMMUNITY scnvicL'S COORDINATOR
December 10, 1997
City of Moorpark
799 Moorpark Ave.
Moorpark, CA 93021
Attention: Mr. Donald P. Reynolds, Jr.
Dear Mr. Reynolds,
REVEREND GREGORY A. COX. M.S.W.
CHIEF EXECUTIVE OPFICin
This letter is pursuant to our office conversation on December 4. The agency has been attempting
to make meaningful plans to serve our clients in Moorpark, maintain the integrity of the programs'
budget, and ensure that personnel are appropriately assigned where they are best needed in the
four Community Services Program offices. We share the Moorpark City Council desire to ensure
there is adequate personnel for good service delivery. In order to assure the Council members and
city staff, I have enclosed an overall picture of Catholic Charities staff, MAOF personnel, and
volunteers in the Catholic Charities office in Moorpark.
As you may be aware, the case worker who has been funded by the City of Moorpark CDACr is
leaving Catholic Charities at the end of the year. The agency has been re- examining how the office
in Moorpark can best be staffed. It is my understanding that approximately $2,300 remain from ,
the CD13G contract that ended September 30, which maybe extended into the current quarter,
(ending December 31, 1997). It is also my understanding that in March 1997, the City Couircil
granted Catholic Charities $6,200, for staff costs to be used January 1998 through June 1998. I
have estimated that approximately $1,000 will be spent for Unda Espiritu Santo's salary October
through December 31, 1997. This will leave a remaining $7,500 to be used for personnel. I have
arrived at the following proposal, which 1 believe will provide good delivery and remain within the
contract budget,
$3,120 for a caseworker - I 1 hours per week
$3,120 for a bilingual case aide - 20 hours per week
$ 786 for Payroll taxes
$7,026 TOTAL
It is important that the agency maintain a qualified case worker to complement the case manager's
case work services. We also believe that a case aide will ensure a comprehensive delivery to the
needy in Moorpark. If the agency is unable to immediately fill one of the positions, we would
{JnIt�CVYby 303 NO VENTURA AVE. - VENTURA, CA 93001 /m
w vc "i�,a :e, �i. (805) 643.4694 - (FAX) 8634791 j() (�
DEC 10 '97 15:31
805 643 4781 PAGE.02
DEC -10 -97 04:24 PM CA T H O L I C C H A R 805 643 4781
P.03
appreciate the liberty to increase proportional hours of the filled position until the above balance is
accomplished. Without the help of the City of Moorpark's additional $7,026, Catholic Charities
cannot fund these positions.
We hope the City Council members will understand the delicate balance between effective service
delivery to those in need and budget limitations that every private non - profits must reconcile;
especially in light of the recent 7.5% reduction from United Way funding. Please do not hesitate
to contact me if questions arise.
Sincerely,
Mary Ann Decaen, MSW
Community Services Coordinator
e c.. 3 L , 00. `f 4A^,
ac � — x/30 � t�
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DEC 10 '97 15:31 eo5 643 4791
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DEC -10 -97 04:25 PM CA T H O L I C C H A R 805 643 4781 P.04
SCHEDULE OF STAFF, MAOF PERSONNEL AND VOLUNTEERS AT THE
CATHOLIC CHARITIES- MOORPARK OFFICE
Monday 9 :00 -3
Ruben
Francisco Meza
Maria Bauptista
Patricia Calderon
Ramon Aranbula
Tuesday 9 :00 am -2 pm
Ruben
Linda Espiritu -Santo
Francisco Mesa
Maria Bautista
Ramon Aranbula
Wednesday 9:00 -2
Ruben
Linda Espiritu -Santo
Lenore
Fransico Meta
Ramona Aranbula
Maria Bautista
Patrcia Calderon
Ramon Aranbula
Thursday 9:00 -3
Ruben
Fransieo Meta
Ramon Aranbula
Maria Bauptista
Patricia Calderon
Friday 9 :00 -1
Ruben
Francisco Me7a
Ramon Aranbula
VOLUNTEERS WHOSE HOURS ARE LESS PREDICTABLE, YET WEEKLY
"REGULARS ":
Ramiro
Kiwanis Volunteers pick up produce weekly and USDA food commodities twice monthly.
Terry
Francis
Jenny
Lupe
DEC 10 197 15:32
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