human services grants program (hsgp) fy 2020-21 mid-year program … · 2021. 4. 26. · fy 2020-21...

FY 2020-21 Human Services Grants Program

HUMAN SERVICES GRANTS PROGRAM (HSGP)

FY 2020-21 MID-YEAR PROGRAM STATUS REPORT

Meals on Wheels West Agency: _________________________________________________

Home Delivered Meal Program Program: _________________________________________________

FY 2020-21 SUBMISSION CALENDAR

Instructions:

♦ This document should be used by HSGP grantees to report on mid-year and year-end outcomesand accomplishments.

♦ All reports submitted to the City are considered public record. Please note that staff will use theinformation provided in the mid-year and year-end reports to provide Council and the public withsummary reports of agency performance highlighting key outcomes, successes, findings andconcerns.

♦ Some programs or agencies may be subject to additional or different reporting requirements per theprogram’s Exhibit A, Special Funding Conditions, of your executed Grant Agreement with the City.

♦ It is important, when preparing this report, to be familiar with the program’s Exhibit B, Program Plan,of your executed Grant Agreement with the City.

♦ Please insert responses in the spaces provided for Sections I-VII for both the Mid-Year and Year-End Program Status Reports.

♦ A separate Program Status Report must be prepared for each Program Plan specified in yourcontract.

♦ To submit your completed report to the City, upload the file to your agency’s SharePoint folder. Alink to your agency’s SharePoint folder as well as instructions on how to use the site will be emailedto your staff separately.

REPORTS PERIOD DEADLINEMid-Year Program and Fiscal

Status ReportsJuly 1, 2020 -

December 31, 2020Monday, February 1, 2021

Year-End Program and Fiscal Status Reports

January 1, 2021 - June 30, 2021

Monday, August 2, 2021

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SECTION I: PROGRAM ACCOMPLISHMENTS, CHALLENGES, AND CHANGES Provide a brief summary of your program accomplishments, challenges, and changes that occurred during the reporting period. Please also provide information or observations related to population or service trends. Meals on Wheels West (MOW West) was able to provide nutritious meals and Wellness Checks to 547 unduplicated participants during the reporting period of July 1, 2020 – December 31, 2020, 413 of which were Santa Monica residents. During the reporting period, MOW West delivered 109, 859 meals total and 79,718 meals to SM residents, which is a 60% increase in the number of meals during the same period in the previous fiscal year. 59% of participants received their meals entirely cost free and 95% of participants received their meals at a subsidy during the reporting period. Meals on Wheels West has continued to provide the programs below throughout the span of the pandemic: • Delivering More Than a Meal (homebound seniors, people living with disabilities and people living with chronic illnesses) • Phone Reassurance (volunteers call clients on the days we do not deliver to do a Wellness Check) • Supporting Veterans on the Homefront (homebound veterans of all ages and their spouses) • Keeping People and Pets together (pet food and emergency veterinarian care program) • Food & Shelter (formerly homeless people) • Heal Healthy at Home (transitional care for recently discharged hospital and physical rehabilitation patients) COVID-19 has shifted the typical Meals on Wheels West program from delivering Monday through Friday to delivering meals for multiple days, Mondays, Wednesdays and Fridays. The minimized delivery days help to protect clients, volunteers and staff from transmission of COVID-19. Meals on Wheels West will continue to operate with more limited delivery days until it is safe to go back to delivering 5 times a week. Covid prevention measures will be continued and modified in order to implement best practices. Meals on Wheels West continues to provide PPE to clients, volunteers and staff regularly. All volunteers are lined up outside the office appropriately distanced and wearing masks. We offer masks every delivery day. Volunteers are allowed in the office one at a time to wash their hands and put on MOW West provided gloves. They are given sanitizing wipes each delivery day. Staff has distributed additional gloves and hand sanitizer on multiple occasions. There are Covid informational signs posted throughout the office and instructional one-sheets have been distributed to volunteers multiple times. The weekly email Delivery Volunteer newsletter also serves as a prevention reminder. Verbal instructions are given each delivery day reminding volunteers to deliver safely including keeping appropriate social distancing when delivering to clients. There continue to be two MOW West Staff teams. If a member of Team 1 was to become infected, Team 2 replaces all Team 1 members as they quarantine. Cross training has taken place and staff continues to get tested regularly. The Phone Reassurance program was created last fiscal year in order to continue to do the daily Wellness Check that is a key component of our program. Phone Reassurance volunteers call clients Tuesdays and Thursdays to check on their health & wellness and make referrals. Phone Reassurance volunteers typically stay with the same Meals on Wheels West clients and are able to form bonds with the clients they speak to each week. Phone Reassurance volunteers are provided a script, guidelines and Resource List to utilize for their calls. COVID-19 has also impacted our typical meal provider. Meals on Wheels West previously purchased meals from Saint Vincent’s MOW kitchen in downtown LA, who was previously able to meet the demand of the MOW West program. With the increase in demand for Meals on Wheels West services, our longtime kitchen was not able to meet the increased demand brought about by COVID-19. MOW West was able to secure multiple new approved food vendors to meet the massively increased number of clients and continue to provide hot meals, sandwiches, frozen meals, shelf stable meals and additional food. Meals on Wheels West has a newly established relationship with a kitchen based in Venice that now provides our hot meals. With the increased demand for meals COVID-19 has created, MOW West’s 2020-21 fiscal year cost of goods/meal budget has increased $306,695 from last fiscal year. Collaboration continues to be a key component of the work that Meals on Wheels West does to effectively alleviate hunger in our communities. We continue to work with existing partners Providence Saint John Health Center, Wise & Healthy Aging, UCLA Santa Monica Medical Center, Westside Coalition, Step-Up, CCSM and VA Greater Los Angeles. We are consistently looking for other partnerships and recently were accepted to the DMH Master Agreement list to work on mental health prevention. These partnerships have become even

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more imperative with the creation of the Phone Reassurance program by way of which volunteers & staff provide a myriad of referrals to our collaborators. The referral system Meals on Wheels West provides to our more vulnerable community members helps to meet many clients' needs before they become debilitating. MOW West’s new twice- a - week Phone Reassurance program has helped to increase referrals because Meals on Wheels West volunteers typically talk to the same clients every week and are able to identify various needs as they come up before they become more chronic. Meals on Wheels West has made over 200 referrals during the reporting period. The referrals ultimately help Meals on Wheels West clients to stay in their homes and meet their needs as they come up. We are working on expanding the Phone Reassurance program by finding more resources and finding points of contact at our referring agencies clients can call to make the referral process more streamlined. SECTION II: ASSESSMENT, EVALUATION AND PARTICIPANT INVOLVEMENT Briefly describe or list any program assessment or evaluation efforts during the reporting period and summarize the results achieved. Specifically highlight any program participant involvement in these efforts. Please highlight any new efforts to collaborate with other service providers and/or leverage services. Please include the agency name(s) and service(s) provided. We have established new and continuing partnerships with the following organizations:

• Corporate & Civic Volunteerism: Local corporations and civic groups such as Oracle, Amazon, Bird, RPA Advertising, Watt Companies, Macerich, Hovall Logan, SM Rotary Club, Pacific Palisades Woman’s Club and other service organizations have employees and members who donate their time and energy to Meals on Wheels West.

• Community Corporation of Santa Monica – affordable housing provider provides referrals to homebound seniors and those who are formerly homeless and in need of our programs.

• County of Los Angeles Meals on Wheels Association (COLA-MOWA): MOW West is the founding Chair of COLA-MOWA which brings together other Meals on Wheels programs to discuss share information, provide and share procedures and delivery methods.

• Providence Saint John’s Health Center: Providence provides MOW West client referrals for the Heal Healthy at Home program.

• Wise & Healthy Aging: Is the number one source of referrals of clients to Meals on Wheels West. MOW West distributes Wise & Healthy Aging flyers to clients.

• UCLA Medical Center: Is the #2 provider of referrals. • Westside Coalition: Is a network of nonprofits and faith organizations that collaborate on issues that

affect social services on the Westside. We work extensively with the Coalition on helping address permanent supportive housing, formerly homeless housing and how we can assist in providing home-delivered meals to those in need. Executive Director Chris Baca serves on the board.

• USC School of Social Work LA Veterans Collaborative: MOW West is a member and has received provided information to other Veteran-service providers on the benefit of home-delivered meals to veterans. LA Veterans Collaborative, MOW West and COLA-MOWA piloted the Supporting Veterans on the Homefront program.

• Greater Los Angeles Veterans Administration: MOW West and COLA-MOWA members have implemented the Supporting Veterans on the Homefront home delivered meal program in Santa Monica and other Westside communities

• American Legion, Pacific Palisades – provides funding to our Supporting Veterans on the Homefront Program which serves veterans in Santa Monica and nearby communities

• City of Santa Monica Disabilities Commission – provides advocacy/outreach efforts • Connecting Generations program is an intergenerational program – pairing teen/young adult

volunteers who deliver to seniors. We partner with local organizations like YMCA, the Pretenders Dance Studio, SMC, SAMOHI and local middle and high schools

• Jewish Family Services - LA County Home delivered meals Older Americans Act contracting agency

• Los Angeles City Department of Aging - provides advocacy/outreach efforts • St. Joseph’s Center – referrals, partner in Food & Shelter program • DMH- on the DMH Master Agreement list to bid for contracts related to prevention

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• Santa Monica Rotary- members Delivering More Than a Meal and participating in Phone Reassurance

• Westside Food Bank- donates Senior Nutrition Boxes that provide additional food for clients • Step Up on Second- referrals, partner in Food & Shelter program • All Together LA- referrals for medication delivery for seniors in Santa Monica • MODE- referrals for transportation for seniors • Santa Monica Public Library- delivery of library materials to homebound people • Wells Fargo Bank: Provides funding for Supporting Veterans on the Homefront and Delivering More

Than a Meal. Volunteers. • Fairmont Miramar: Donates facilities, food and staff for MOW West’s Volunteer Appreciation

Breakfast • Venice Community Housing: Meals on Wheels West provides meals for homebound VCH residents • Pepperdine University- prior to the pandemic they cooked meals for our Malibu clients and now they

continue to volunteer & donate

MOW West regularly evaluates and assesses our programs by providing a survey to both our participants and volunteers in order to ensure that we are providing the best quality of service. In addition, Los Angeles County conducts monthly inspections that include monitoring meal temperatures, and observing volunteer meal delivery, to ensure proper protocols are being followed.

• 93% of participants report that receiving Meals on Wheels West helps them continue to live in their own home (age in place)

• 83% of participants reported that the contact with volunteers is “always” or “mostly” very important to them

• 68% of participants reported that Meals on Wheels West “always” or “mostly” helped them stay on the diet recommended by their physician

• 71% of participants are “Very Satisfied” or “Satisfied” with the meals they receive SECTION III: BOARD INVOLVEMENT Please indicate:

• Number of Board meetings conducted during the reporting period o 6

• Average Board member attendance o 92%

• Board development activities conducted during the reporting period o Kevin Khalili, Penny Diehl and Julian Brew added to the board.

• Significant policy directions or actions taken by the Board during the reporting period o Approved additional employees and funding for influx of new Covid clients. Approved Covid

related preventive procedures. Approved temporary closing of Venice branch. • Number of board members who reside and/or work in Santa Monica

o 8 • Board vacancies and plans to fill those vacancies, if applicable

o N/A

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SECTION IV: STAFFING PATTERN Have there been any staffing changes during the reporting period (i.e., staff vacancies, staff recruitment, changes in FTE)? Please describe. If staff vacancies exist, please provide an anticipated hiring date and explain how caseloads and work have been distributed to ensure service levels are maintained. An additional part-time(.5 FTE) Operations Assistant was hired November 30th, 2020 to replace the Last House volunteers that are on leave indefinitely due to COVID. The Last House volunteers helped with delivery bag distribution, cleaning of bags and delivery bag packaging. The Operations Assistant now takes care of those aspects of operations. Please indicate how volunteers or paid or unpaid interns were used during the reporting period. Provide the total number of volunteers or interns and hours provided. If interns were used, please indicate their program level (e.g. undergraduate, masters). During the reporting period 319 people volunteered 6,882.5 hours for meal delivery, 61 people volunteered 395 hours of operation volunteering (running meal delivery bags to drivers & packing gifts), and 242 people volunteered 540 hours for phone reassurance. The total number of volunteers that helped during this reporting period was 622 with a total of 7,817.5 hours. SECTION V: SPECIAL FUNDING CONDITIONS Provide a status report on how the agency is meeting its funding conditions listed in Exhibit A of your Grant Agreement, clearly addressing each individual funding condition in bullet point format. 1) Participate in the City’s efforts to develop an outcomes measurement system to better track human services program demographics and outcomes. Participation may include, but is not limited to: meeting with City staff, consultants, and; providing information regarding current data systems, technology infrastructure, policies and procedures, needs, opportunities, and concerns; incorporating the City into existing consent for release of information forms; signing and adhering to the City’s data management Agency Agreement; and contributing data to a centralized data management system. Aggregated or de-identified information may be requested for the purposes of analyzing data being collected. Meals on Wheels West has actively participated in efforts supporting the City’s development of an outcomes measurement system and has worked with the City of Santa Monica in making the transition to SharePoint and continues to utilize the SharePoint for document exchanges. Meals on Wheels West has also actively participated in the on-going meetings with City of Santa Monica centered around COVID updates, procedures and needs. 2) Detail steps taken to provide services in adherence to the safety protocols related to the COVID-19 pandemic, including modifications to service delivery, physical infrastructure and safety equipment and protocols to protect participants and staff. MOW West’s delivery procedures and schedule were altered in order to minimize potential transmission of COVID-19. Currently MOW West clients receive hot meals on delivery days, a sandwich, milk, frozen meals for the following day, juice and shelf stable Senior Nutrition Boxes with extra food once a month, as well as additional food when available. MOW West will return to 5 day a week delivery schedule again when it is safe to do so for the vulnerable populations we are serving. Meals on Wheels West also has strict COVID precautions for volunteers and clients to keep our community safe. All volunteers are lined up outside the office appropriately distanced and wearing masks. We offer masks every delivery day. Volunteers are allowed in the office one at a time to wash their hands and put on MOW West provided gloves. They are given sanitizing wipes each delivery day. Staff has distributed additional gloves and hand sanitizer on multiple occasions. There are COVID informational signs posted throughout the office and instructional one-sheets have been distributed to volunteers multiple times. The weekly email Delivery Volunteer newsletter also serves as a prevention reminder. Verbal instructions are given each delivery day reminding volunteers to deliver safely including keeping appropriate social distancing when delivering to clients. Clients received two masks in their holiday gift bags and have received masks on three other occasions. We have distributed informational/instructional flyers to clients on multiple occasions. The Phone Reassurance volunteers remind clients about COVID precautions, ask COVID related questions and report back any concerns to staff.

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3) Describe how your organization operationalizes racial equity, diversity, and cultural competency. Discuss how your City-funded program may be reflecting these values through personnel practices, staff and board training, program design and/or outreach and engagement strategies. Provide aggregate demographics of board members (agency-wide), executive management (agency-wide), and supervisory staff (City-funded programs) including race, ethnicity and gender. Meals on Wheels West is committed to a diverse, inclusive, and equitable environment where all clients, volunteers, staff and board members feel respected and valued regardless of gender, age, race, ethnicity, national origin, sexual orientation or identity, disability, education, or any other bias. Meals on Wheels West does not discriminate based on gender, age, race, ethnicity, national origin, sexual orientation or identity, disability or ability to pay for services. Meals on Wheels West continues to diversify the board that includes crucial voices in Santa Monica.

Race & Ethnicity Gender

Sexual Orientation

Board Members

8% Asian or Pacific Islander 84%White 8%Other

69%Male 31%Female

77%Heterosexual 23%LGBTQ

Executive Management

66.7%Latino 33.3%White

66.7%Male 33.3%Female

100%Heterosexual

Supervisory Staff

100% Other (Native American)

100% Female

100% LGBTQ

4) Agency will assist eligible participants in submitting applications to applicable Santa Monica Housing programs, including but not limited to: Section 8 and Below Market Housing (BMH) Waitlists, Preserving Our Diversity (POD), and Continuum of Care (CoC) programs. Meals on Wheels West has a housing referral section on our Resource List used during Phone Reassurance to assist clients in need of housing advocates. One of the MOW West Board members serves on the Santa Monica Rent Control Board and frequently assists MOW West clients with housing issues.

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SECTION VI: DEMOGRAPHICS The following tables track data on program participant needs and the inter-agency relationships utilized to address them. Please provide this information as completely and accurately as possible for participants entering your program.

ASSESSMENT OF ADDITIONAL SERVICE NEEDS (Santa Monica Participants)

FY 20-21 Number

Responding “Yes”

at Mid-year

FY 20-21 Number

Responding “Yes”

at Year-end 1. “Do you or anyone in your household have unmet

employment needs?” N/A

2. ”Have you missed or been late on a home rental or mortgage payment within the last 12 months?” N/A

3. “Do you or anyone in your household have an unmet childcare/afterschool need?” N/A

INCOMING PARTICIPANT REFERRALS (Santa Monica Participants)

FY 20-21 Number

at Mid-year

FY 20-21 Number

at Year-end Participants referred by another agency

Please list the top 3 referring agencies

1) Wise & Healthy Aging 115

2) CVS & Walgreens Medication Delivery 75

3) All Together LA 43

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SECTION VII: PROGRAM SERVICES AND OUTCOMES Provide a status report on the program activity levels and outcomes for Santa Monica program participants as indicated in Section III of your Program Plan. Examples have been provided for your reference; please insert rows as needed to align with your Program Plan. For outcome achievement not documented in a report, please provide narrative explanation and/or documentation of how outcome data is captured.

OUTPUTS AS SHOWN IN PROGRAM PLAN

OUTPUT STATUS REPORT (Actual number of unduplicated

persons who received/participated in the output during the reporting

period)

OUTCOMES AS SHOWN IN PROGRAM PLAN

OUTCOME STATUS REPORT (Actual number and percentage of

unduplicated participants who achieved the outcome during the

reporting period) Meals on Wheels West will provide meals to 485 clients in the Fiscal Year; 385 of which will be Santa Monica residents.

By mid-year, Meals on Wheels West provided meals to 547 clients out of the 485 (113%) total clients and 413 clients out of the 385 (107%) in Santa Monica.

90% of clients will report that the meals we provide will help them to continue to live in their own home. (Survey results.)

By mid-year, 93% of clients reported that the meals provided help them to continue to live in their own home.

85% of clients will report that the contact with volunteers is a meaningful part of their day. (Survey results.)

By mid-year, 83% of clients reported that the contact with volunteers is a meaningful part of their day.

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VARIANCE REPORT: Mid-year: Please identify specific outputs or outcomes not on track for being met by year-end. Provide an explanation of the barriers the program is experiencing and the steps the staff is taking to mitigate the situation. All outcomes have been met or exceeded. Year-end: Please provide an explanation for each output or outcome for which achievement is above or below 10% of the projected target. SECTION VII: PROPERTY MANAGEMENT If this program has entered into a lease agreement with the City of Santa Monica, please provide a status report of facility improvements and routine maintenance performed during the reporting period. Not applicable By submitting this report to the Housing and Human Services Division, I certify that this report is true, complete and accurate to the best of my knowledge and that all disbursements have been made in compliance with the conditions of the Grantee Agreement and for the purposes indicated.

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REPORTS REPORT PERIOD REPORT DEADLINEMid-Year Program and Fiscal Status Reports 7/1/2020 – 12/31/2020 Monday, February 1, 2021

Year-End Program and Fiscal Status Reports 1/1/2021 – 6/30/2021 Monday, August 2, 2021

Total City Funds Received/Expended to Date, Cash Balance: Enter the amount and balance of City funds received year-to-date (at Mid-Year and Year-End only).

PROGRAM BUDGET & FISCAL REPORT TAB:

Provide line-item detail as specified in each section of the template and verify all calculations. Program Budgets will not be accepted if any of the required information is incomplete or if the calculations are incorrect. Completed sections will be locked for editing once approved by City staff. Any subsequent updates required due to approved Budget Modifications will be incorporated by City staff.

You may only input data into the shaded cells, as described in the instructions below. All other cells are locked for editing. Cells containing formulas will automatically calculate. Please report any issues to [email protected]

SECTION I: BUDGET SUMMARYThe Budget Summary block contains locked cells and will automatically populate subtotals as you fill out the Line Item Detail in Section II.

Agency Name/Program Name: Enter the name of your Agency and Program. Please ensure consistency of naming across all ExhibitsReporting Period: Use the drop-down box to select the appropriate reporting period (Program Budget, Mid-Year, or Year-End).

Please note that all reports and supporting documents submitted to the City are considered public record and are subject to disclosure under the Public Records Act. Further note that staff may use the information herein to provide Council and the public with reports of agency performance, including demographics, outcomes, successes, findings, and concerns.

FY 2020-21 INSTRUCTIONSProgram Budget and Participant Demographics

Overview

Beginning in FY 2020-21, HSGP grantees will use this document as a single tool to:

1) Establish your Program Budget2) Submit your Mid-Year Report (Fiscal Results and Participant Demographics)3) Submit your Year-End Report (Fiscal Results, Participant Demographics, and Cash Match)

For organizations granted funding for more than one program, a separate Exhibit C (Program Budget and Participant Demographics) and corresponding Exhibit B (Program Plan and Outcomes) is required for each program.

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DEMOGRAPHICS TAB:

Complete the Projected Total column when establishing your Program Budget. You will update columns for Mid-Year and Year-End Actuals with actual numbers served in the appropriate reporting period.

CASH MATCH TAB:

Data automatically calculates based on data entered in the other reporting tabs. Once the Program Budget is established, this tab will display Budgeted Cash Match. The tab will automatically update with Actual Cash Match once your Year-End Report is completed.

For each line item, enter information into the appropriate shaded cells, as follows:

Program Budget: Complete columns A-I with program budget detail (Pale Green)Mid-Year Report: Complete column J with year-to-date expenditures (Light Grey)Year-End Report: Complete column K, Update Column N with year-end expenditures (Light Grey)

INSERTING ROWS: When inserting additional rows, please do so at least one line below the first row or above the last row in that section or the totals will not calculate correctlty.

Note: Column J "SM 1 st PERIOD EXPEND" and Column K "SM 2 nd PERIOD EXPEND" should be completed for SM grant funding only. Column N "TOTAL PROGRAM EXPEND includes all funding sources.

For Mid-Year and Year-End Reports only: Provide a brief explanation for any significant variances to budget in the appropriate Agency Variance Report column O, or enter N/A if no significant variance.

A significant variance is one that will modify the Program Budget by 10% or more and by not less than $500 in any of the following categories: - Any individual staff position budgeted in 1A.Staff Salaries; - The subtotal of any line item category other than 1A.Staff Salaries; - Any subcontract with an organization providing direct client services; or - Any subsidy, stipend, grant, or award to program participants or direct service providers.

If the above criteria are met, your agency should request a budget modification in order to reallocate funds for optimal service delivery.

SECTION III: CASH MATCH DETAIL

Provide a brief description of cash match receipts in column B (Description). For Government Grants, indicate the type of funding source (Federal, State, or County/Local). Enter the Projected/Actual cash match amounts as appropriate in Columns I-K.

Year-End Only: The "Year-End Actual Match Amount" total (Column L, Line 7) should be identical to the “Agency Cash Match to SMPP” total on the CASH MATCH tab (Column E, Row 18). If not, an error will populate in the “Year-End Cash Match Variance" cell (Column N, Line 7) and you will need to correct the discrepancy.

SECTION II: LINE ITEM DETAIL

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CITY OF SANTA MONICAFY 2020-21 PROGRAM BUDGET & FISCAL REPORTING

SECTION I: BUDGET SUMMARYTOTAL

PROGRAMBUDGET

SM GRANTBUDGET

NON-CITY PROGRAM BUDGET

SM 1st PERIOD

EXPEND.

SM 2nd PERIOD

EXPEND.SM TOTAL EXPEND.

SM PERCENT EXPENDED

YEAR-END TOTAL PROGRAM

EXPEND. AGENCY NAME: Meals on Wheels West 1A. Staff Salaries 339,330$ 54,186$ 285,144$ 27,093$ -$ 27,093$ 50% -$ PROGRAM NAME: Home Delivery Program 1B. Staff Fringe Benefits 21,848$ -$ 21,848$ -$ -$ -$ N/A -$

1C. Consultant Services 22,500$ -$ 22,500$ -$ -$ -$ N/A -$ 2. Space/Facilities 64,532$ -$ 64,532$ -$ -$ -$ N/A -$

REPORTING PERIOD: Mid-Year Report (1st Period): 7/1/20-12/31/20 3. Equipment Purchase 1,000$ -$ 1,000$ -$ -$ -$ N/A -$ 4. Travel/Training 15,000$ -$ 15,000$ -$ -$ -$ N/A -$ 5. Insurance 18,000$ -$ 18,000$ -$ -$ -$ N/A -$

A. Total City Funds Received to Date: 27,093.00$ 6. Operating Expenses 963,525$ -$ 963,525$ -$ -$ -$ N/A -$ B. Total City Funds Expended to Date: 27,093.00$ 7. Scholarships/Stipends -$ -$ -$ -$ -$ -$ N/A -$ C. Cash Balance (Line A - Line B): -$ 8. Other 1,500$ -$ 1,500$ -$ -$ -$ N/A -$

9. Indirect Administrative Costs 45,875$ -$ 45,875$ -$ -$ -$ N/A -$ 10. TOTAL BUDGET 1,493,110$ 54,186$ 1,438,924$ 27,093$ -$ 27,093$ 50% -$

SECTION II: LINE ITEM DETAIL

1A. Staff SalariesList all paid program and administrative positions (both City and non-City funded) and complete all fields below. Total Program Budget for each staff position should equal FTE * Monthly Salary x Months x % FTE to Program.

POSITION CLASSIFICATIONFTE TO

PROGRAM

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED


EXPEND. Mid-year Agency Variance Report

Senior/Executive Management 1.40 125,235$ 30,186$ 95,049$ 15,093$ -$ 15,093$ 50% -$ Direct Service Provision/Program Staff 5.34 214,095$ 24,000$ 190,095$ 12,000$ -$ 12,000$ 50% -$

-$ -$ -$ -$ -$ -$ N/A -$ 1A. Staff Salaries TOTAL 6.74 339,330$ 54,186$ 285,144$ 27,093$ -$ 27,093$ 50% -$

1B. Staff Fringe BenefitsList each fringe benefit as a percentage of total staff salaries listed above (FICA, SUI, Workers’ Compensation, Medical Insurance, Retirement, etc.).

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Employee Benefits 21,848.00$ -$ 21,848$ -$ -$ -$ N/A -$ -$ -$ -$ -$ -$ -$ N/A -$

1B. Staff Fringe Benefits TOTAL 21,848$ -$ 21,848$ -$ -$ -$ N/A -$

1C. Consultant ServicesConsultant services are those contract services performed by individuals or groups for the organization. Please provide each type of consultant to be funded, specific services rendered, total proposed fee, and any additional information to justify the use of consultants as opposed to staff or volunteers.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Contract Labor 2,000.00$ -$ 2,000$ -$ -$ -$ N/A -$ Professional Fees (Audit & Accounting) 20,500.00$ -$ 20,500$ -$ -$ -$ N/A -$

-$ -$ -$ -$ -$ -$ N/A -$ 1C. Consultant Services TOTAL 22,500$ -$ 22,500$ -$ -$ -$ N/A -$

2. Space/FacilitiesList any rental costs, utilities, janitorial costs, and any other facility costs.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Telephone 5,600$ -$ 5,600$ -$ -$ -$ N/A -$ Rent 42,432$ -$ 42,432$ -$ -$ -$ N/A -$ Utilities 9,000$ -$ 9,000$ -$ -$ -$ N/A -$ Building Maintanence 7,500$ -$ 7,500$ -$ -$ -$ N/A -$

-$ -$ -$ -$ -$ -$ N/A -$ 2. Space/Facilities TOTAL 64,532$ -$ 64,532$ -$ -$ -$ N/A -$

3. Equipment PurchaseEquipment is defined as non-expendable personal property having a useful life of more than one year and a unit cost of $1,000 or more. List each item to be leased, rented or purchased.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Capital Expenditures 1,000$ -$ 1,000$ -$ -$ -$ N/A -$ -$ -$ -$ -$ -$ -$ N/A -$

3. Equipment Purchase TOTAL 1,000$ -$ 1,000$ -$ -$ -$ N/A -$

4. Travel/TrainingList any trainings/seminars/conferences to be attended and include any amounts for travel, per diem, lodging, etc. For mileage, include mileage reimbursement rate in calculation.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Professional Development/Travel 5,000$ -$ 5,000$ -$ -$ -$ N/A -$ Dues & Membership 10,000$ -$ 10,000$ -$ -$ -$ N/A -$

-$ -$ -$ -$ -$ -$ N/A -$ 4. Travel/Training TOTAL 15,000$ -$ 15,000$ -$ -$ -$ N/A -$

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5. InsuranceInsurance coverage should align with City contract provisions.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Insurance 18,000$ -$ 18,000$ -$ -$ -$ N/A -$ -$ -$ -$ -$ -$ -$ N/A -$

5. Insurance TOTAL 18,000$ -$ 18,000$ -$ -$ -$ N/A -$

6. Operating ExpensesList all operating expenses [e.g., telephone, utilities, office supplies, printing, annual agency financial audit (required by the contract), etc.] included in the Total Program Budget.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Cost of Goods 758,275$ -$ 758,275$ -$ -$ -$ N/A -$ Fundraising Event 20,000$ -$ 20,000$ -$ -$ -$ N/A -$ Direct Mail 103,500$ -$ 103,500$ -$ -$ -$ N/A -$ Newsletter 11,000$ -$ 11,000$ -$ -$ -$ N/A -$ Marketing & Promotion 15,000$ -$ 15,000$ -$ -$ -$ N/A -$ Office Supplies & Systems 38,000$ -$ 38,000$ -$ -$ -$ N/A -$ Payroll Fee 4,250$ -$ 4,250$ -$ -$ -$ N/A -$ COVID-19 13,500$ -$ 13,500$ -$ -$ -$ N/A -$

-$ -$ -$ -$ -$ -$ N/A -$ 6. Operating Expenses TOTAL 963,525$ -$ 963,525$ -$ -$ -$ N/A -$

7. Scholarships/StipendsList any scholarships or stipends, and include: number of recipients, maximum amount per recipient, and basis for computation.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



-$ -$ -$ -$ -$ -$ N/A -$ -$ -$ -$ -$ -$ -$ N/A -$

7. Scholarships/Stipends TOTAL -$ -$ -$ -$ -$ -$ N/A -$

8. OtherList any program expense not appropriate for any of the above line items and provide justification.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Miscellaneous 500$ -$ 500$ -$ -$ -$ N/A -$ Other Employee 1,000$ -$ 1,000$ -$ -$ -$ N/A -$

-$ -$ -$ -$ -$ -$ N/A -$ 8. Other TOTAL 1,500$ -$ 1,500$ -$ -$ -$ N/A -$

9. Indirect Administrative CostsSanta Monica Grant budgets may include Indirect Administrative Costs as follows:

Rates 10% or less of total SM grant: Shall be considered de minimis and will be accepted without further supporting documentationRates above 10% of total SM grant: Must be accompanied by documentation of the agency’s federally-negotiated indirect cost rate.

Description

TOTALPROGRAMBUDGET

SM GRANTBUDGET


SM 1st PERIOD

EXPEND.

SM 2nd PERIOD


SM PERCENT EXPENDED



Indirect Administrative Costs 45,875.00$ -$ 45,875$ -$ -$ -$ N/A -$ Rate: 0.000% -$ -$ -$ -$ -$ -$ N/A -$

9. Indirect Administrative Costs TOTAL 45,875$ -$ 45,875$ -$ -$ -$ N/A -$

10. TOTAL BUDGET 1,493,110$ 54,186$ 1,438,924$ 27,093$ -$ 27,093$ 50% -$

SECTION III: CASH MATCH DETAIL

Source DescriptionPROJECTED

MATCH AMOUNT

1st PERIOD ACTUAL MATCH

AMOUNT

2nd PERIOD ACTUAL MATCH

AMOUNT

YEAR-END ACTUAL MATCH

AMOUNT

YEAR-ENDCASH MATCH

CHECKYEAR-END CASH

MATCH VARIANCE1. Government Grants Emergency Food & Shelter, DMH, JFS/LA County 183,024$ 180,584$ -$ 180,584$ 2. Private/Corporate Grants 433,696$ 213,662$ -$ 213,662$ 3. Individual Donations 397,106$ 239,225$ -$ 239,225$ 4. Fundraising Events Monster Bash 25,600$ 26,102$ -$ 26,102$ 5. Fees for Service Service Income 61,620$ 32,057$ -$ 32,057$ 6. Other Pet Program, Interest/ Dividend Income, Realized Gains/ Losses, Meal Donations 30,020$ 47,006$ -$ 47,006$ 7. TOTAL TOTAL CASH MATCH 1,131,066$ 738,636$ -$ 738,636$ N/A N/A

By submitting this report to the Human Services Division, I certify that this report is true, complete and accurate to the best of my knowledge and that all disbursements have been made in compliance with the conditions of theGrantee Agreement and for the purposes indicated.

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CITY OF SANTA MONICAFY 2020-21 Program Participants and Demographics

INDIVIDUALS RECEIVING CONTRACTED SERVICES(Number of Participants) Projected Total Mid-Year Actuals Year-End Actuals

Total Unduplicated PP 485 547Total SMPP 385 413

Low-Income SMPP 362 400Homeless SMPP 50 66

w/ Disabilities SMPP 347 372Served in Military N/A 35

Pico Neighborhood SMPP 96 99Primary Language not English SMPP 54 61

RACE AND ETHNICITY(Number of Participants) Projected Total Mid-Year Actuals Year-End Actuals

African-American 39 37Asian or Pacific Islander 15 25

Latino 54 37White 250 288

Multiple Race/Ethnicity 4 3Other 19 16

Refuse to State 4 7Total 385 413 0

ZIP CODE(Number of Participants) Projected Total Mid-Year Actuals Year-End Actuals

90401 N/A 8290402 N/A 1490403 N/A 9290404 N/A 9990405 N/A 126

Other Zip Code N/A N/ATotal 0 413 0

Mid-Year Actuals Mid-Year Actuals Mid-Year Actuals Year-End Actuals Year-End Actuals Year-End Actuals

AGE AND GENDER(Number of Participants) Male Female Transgender Male Female Transgender

0-5 0 0 06-11 0 0 0

12-17 0 0 018-24 1 0 025-34 3 1 035-44 5 4 045-54 18 10 055-64 35 21 065-74 51 63 075-84 44 66 0

85+ 32 59 0Total 189 224 0 0 0 0

COST PER PARTICIPANT (Total Program Budget / Total Unduplicated Participants) Projected Total Year-End Actual

$ 3,078.58 N/A

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Cash Match Calculation

CITY OF SANTA MONICAFY 2020-21 CASH MATCH CALCULATORAGENCY NAME: Meals on Wheels West

PROGRAM NAME: Home Delivery Program

PROGRAM STATUS REPORT FY 2020-21

Annual Target FY 2020-21

Year-End Actual

Total Program Participants 485 0Total Santa Monica Program Participants (SMPP) 385 0Level of Service to SMPP (%) 79.4% N/A

FISCAL STATUS REPORT

FY 2020-21 Total Program

Budget FY 2020-21

SM Grant Budget

FY 2020-21Total Program

Expend.

FY 2020-21SM Grant Budget

Expend.

Program Expenditures 1,493,110$ 54,186$ -$ 27,093$

CASH MATCH CALCULATOR

Level of Service to SMPP: 1,185,252$ 79.4% N/A N/ASM Grant Funding to SMPP: 54,186$ 4.6% 27,093$ N/A

Agency Cash Match to SMPP: 1,131,066$ 95.4% N/A N/ACash match must

be least 30%Cash match must

be least 30%

Based on Program Plan and Budget Based on Actual Data and Expenditures

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human services grants program (hsgp) fy 2020-21 mid-year program … · 2021. 4. 26. · fy 2020-21...

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