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HomeMy WebLinkAboutHeart of the Valley 08/01/25MEMORANDUM To: M nica From: iana of - Ca,y, ��e^ City of Campbell f City Manager's Office 0�CH ARV' Subject: Social Service Subgrant Program Agreement Date: November 26, 2025 Please find attached the Social Service Subgrant Program Agreement between the City of Campbell and Heart of the Valley. effective August 1, 2025. SOCIAL SERVICE SUBGRANT PROGRAM SUBRECIPIENT AGREEMENT BETWEEN THE CITY OF CAMPBELL AND HEART OF THE VALLEY THIS SOCIAL SERVICE SUBGRANT PROGRAM AGREEMENT ("Agreement") is entered into as of August 1, 2025 (the "Effective Date") by and between the CITY OF CAMPBELL, a California municipal corporation ( "City") and Heart of the Valley ("Subrecipient"). RECITALS A. WHEREAS the City's Civic Improvement Commission ("CIC") is responsible for making recommendations to the City Council on allocating funding under the City's Social Service Subgrant Program ("Program") to qualified non-profit agencies that provide social service programs to members of,the community; and B. WHEREAS the CIC's recommendations follow a competitive application process whereby the CIC reviews Program applications, holds public hearings, and votes on funding recommendations to be made to the City Council; and C. WHEREAS the City Council, in turn, reviews the CIC's recommendations and votes whether to approve the recommended Program funding allocations; and D. WHEREAS the CIC has recommended and the City Council has approved the issuance of grant funds to Subrecipient; and E. WHEREAS Subrecipient desires to use these grant funds to perform duties and render services which are determined by the CIC to fulfill a critical need that is not already being provided by the City through an existing program or service. NOW, THEREFORE, the parties hereto agree as follows: 1.0 TERM OF AGREEMENT This Agreement shall commence on the Effective Date and continue in force and effect until June 30, 2026. 2.0 SUBRECIPIENT OBLIGATIONS 2.1 Representation and Warranties Subrecipient hereby represents and warrants to the City as follows: a. Subrecipient is a nonprofit organization or public agency; . b. Subrecipient shall use the aforementioned grant funds towards services established in the Subrecipient's CITY OF CAMPBELL SOCIAL SERVICES SUBGRANT APPLICATION FORM -1- incurred under this Agreement for a period of two (2) years after the termination of all activities funded under this Agreement. 6.2 Client Data The Subrecipient shall maintain client data for services provided. Such data shall include, but not be limited to, geographic area served, target population, total number of unduplicated clients, and clients located in the city of Campbell. Such information shall be made available to the City upon City's request. 7.0 , ENFORCEMENT OF CONTRACT 7.1 Applicable Law This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California and the United States, as applicable. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Santa Clara, State of California, the United States District Court for the Northern District of California, or any other appropriate court in Santa Clara County, and Subrecipient covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.0 CITY OFFICERS AND EMPLOYEES 8.1 Relationship to City The Subrecipient (and its employees, agents and representatives), in the performance of this Agreement, shall act in an independent capacity and not as officers or officials or employees or agents of the City. The City shall not direct the work and means for accomplishment of the services and work to be performed hereunder. The City, however, retains the right to require that work performed by Subrecipient meets specific standards consistent with the requirements of this Agreement without regard to the manner and means of accomplishment thereof. Subrecipient shall assume all of the rights, obligations and liabilities applicable to it as an independent entity hereunder. 8.2 Indemnify and Hold Harmless Subrecipient agrees to indemnify, defend, and hold the City, its councilmembers, officials, officers, directors, employees, representatives, volunteers, and agents harmless from and against any and all liability, claims, losses, damages, demands, suits, actions, causes of actions, judgments, or costs and expenses (including attorney's fees) arising out of, or alleged to arise out of the acts or omissions of Subrecipient, its employees, agents, subcontractors, or vendors in any way related to the obligations or in the performance of the services under this Agreement, including but not limited to the violation of any Federal, State, or municipal law or ordinance, except where caused by the sole negligence or willful misconduct of the City. This provision shall expressly apply to, but is not limited to any and all liability, claims, losses, damages, suits, actions, causes of actions for bodily injury, personal injury, property damage, or infringement of any property rights, including but not limited to intellectual property rights. This provision is intended to fully allocate all risk between the parties for liability to third parties; and Subrecipient shall have no rights -3- 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid first-class mail at the address noted below. Notice shall be deemed communicated at the time personally delivered or in seventy-two .(72) hours from the time of mailing if mailed as provided in this Section. To the City: City of Campbell 70 N. First Street, Campbell, CA 95008 Attn:City Manager's Office To the Subrecipient: Alma Soto ox 418 5050 Attn: Executive Director 9.2 Interpretation The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. 9.3 Severability In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement that are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 9.4 Corporate Authority The persons executing this Agreement on behalf of the parties hereby warrant that such party is (1) duly organized and existing, (ii) duly authorized to execute and deliver this Agreement on behalf of said party, (iii) formally bound to the provisions of this Agreement, and, (iv) that this Agreement does not violate any provision of any other agreement to which said party is bound. -5- Social Service Subgrant Application FY 2025126 and FY 2026127 Page 2 COMMUNITY NEED: Describe the community need or problem to be addressed by the proposed project, program or service, and how, and by whom it was identified. Provide substantiating data from such sources as published surveys, census data, and needs assessment reports, (include data source used). If possible, relate this issue to a specific problem or need for the City of Campbell. 2. List any other private or government agencies which are now, or will be addressing the need or problem described above. How do these services meet the need of the target population defined above? Explain how your service or project supplements, or compliments the services of these agencies without duplicating or overlapping them. 3. List: Total Unduplicated Clients Actual FY 2023/24 325 City of 20 Campbell Clients Projected FY 2024/25 350 25 Proposed FY 2025/26 400 35 Proposed FY 2026/27 450 55 fln: JJCivic improvement Commission Sub -grant Application FY 26-26 thru FY 26-27 Social Service Subgrant Application FY 2025/26 and FY 2026/27 Page 4 7. What measurable benefits will result if this proposal is granted? In particular, please describe results, products, etc. 8. If your organization received funding in FY 2023/24 and FY 2024/25, please quantify the measurable benefits provided. 9. How would your client group meet the needs you defined, if your program or project did not exist? f/n: J;Civic improvement Commission Sub -grant Application FY 25-26 thna FY 26-27 Social Service Subgrant Application FY 2025126 and FY 2026/27 Page 6 13. If your organization is not requesting funds from sources other than the City of Campbell, please explain. 14. What is your alternative funding plan if City funds either are not awarded or are provided at a reduced level? 15. How often are financial records audited and by whom? 16. Is your organization: • INCORPORATED YES [ X] No [ ] • NON-PROFIT YES[ X] No [ ] • TAX EXEMPT YES[ X ] NO [ ] 17. In order to receive City funds, your organization must execute a grant agreement with the City. A sample grant agreement is attached to this application. Please confirm that you have reviewed and agree with the terms and conditions of the sample agreement below. Vn: J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 Social Service Subgrant Application FY 2025/26 and FY 2026/27 Page 8 19. Budget Data: BUDGET DATA Round to nearest dollar ACTUAL 2023124BUDGET _ _ C YEAR RRENT 2024125_ _ PROPOSED BUDGET 2625/26 PROPOSED BUDGET I 2026/27 j SOURCES.OF INCOME A.' City of Campbell $ 0 $ 0 $15,000 $ 15,000 Other Cities Santa Clara CDBG 15.000 30.000 Count State Federal United Way Fees and Services Fundraising, Donations Reserve/Contingency Fund All Other List Below TOTAL INCOME 1 $ $ 30,000 $ 45,000 $ 45,000 EXPENSES - B. Salaries $ 50,840 $ 95,000 $ 95,000 $95 000 Employee Benefits 0 0 0 0 Sub -Total $50840 $ 95,00Q $95000 $ 95,000 Insurance(Property & Liability) $ $ $ $ Communications (Telephone, Etc. 3256 3256 1000 1000 Consultant Services 41000 0 0 0 Office Supplies 600 600 600 Ann Office & Equipment Rental 13,000 0 0 Equipment Maintenance 0 0 0 Utilities 1781 1781 1781 1781 Travel and Conferences 0 0 0 0 Contracts 6,000 6,000 Transportation Other Supplies & Service Expenses (List Below Sub -Total $ 1 $ $ $ Capital Outlay - Buildings/Construction $ 0 $ 0 $ 0 $ 0 Capital Outlay - Equipment Sub -Total $ $ $ $ TOTAL EXPENSES $ $ 106,637 $106 637 $ 106.637 EMPLOYEES �C. Number Full Time Paid Employees 1 1 Number Part Time Paid Employees Equivalent Full Time Volunteers f/n; J/Civic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 We, the Board of Directors of hereby resolve that on Social Service Subgrant Application FY 2025/26 and FY 2026/27 Page 9 do 20 the Board reviewed this application and furthermore, the Board in a proper motion and vote, approved this application for submission. To the best of our knowledge, all information presented herein is correct and complete. Dated: Agency dame: ME President of the Board, on behalf of the Board of Directors named above This application and the information contained herein are true and correct and complete to the best of my knowledge. Executive Director Date fln: JlCivic Improvement Commission Sub -grant Application FY 25-26 thru FY 26-27 ACTIVITY SUMMARY ACTIVITY TITLE: INDEPENDENT LIVING FOR SENIORS Summary Statement: 1.Heart of the Valley Services for Seniors, Inc. (HOV) is a 501(c)(3) nonprofit based in Santa Clara,. CA, dedicated to enhancing the lives of low-income seniors in the West Santa Clara Valley. Since 1987, we have provided essential programs and resources that empower seniors to live independently and stay connected to their communities. With the support of hundreds of volunteers, we assist homebound seniors with free transportation, light home repairs, yard work, companionship, and mental health support=promoting independence, well-being, and quality of life. As the senior population grows, HOV remains a vital advocate, ensuring .seniors receive the support they need to age with dignity. 1.0ur activity directly addresses the urgent.and growing needs of low-income, mostly homebound seniors in Campbell, CA, and the broader West Santa Clara Valley. Through our volunteer -driven programs —including transportation for medical appointments, grocery shopping, and essential errands, friendly visits, assistance with house projects and yard work, and advocacy efforts=HOV helps seniors maintain independence, access healthcare; reduce social isolation, and improve their overall quality of life. To assess our effectiveness; HOV tracks key outcome measures: • Volunteer Participation Monitoring the growth in volunteer engagement. • Senior Outreach: Tracking the number of seniors, served in Campbell and surrounding areas.. • Client Feedback: Conducting surveys to assess satisfaction and service effectiveness.. • Service Utilization: Analyzing the frequency of services used to understand demand and enhance program delivery: These measures allow HOV to refine services, strengthen social connectivity, and :increase seniors' ability to live independently, For example, by providing transportation,, we ensure that Campbell -seniors can attend medical appointments and shop for essential items,; directly impacting their well-being. Aging Population in Santa Clara County According to the Santa Clara County Aging Services Master Plan (2019), the senior population (65+) is projected to surpass. 50.0.,000 residents by 2040—a 78% increase from 2010. As this demographic shift accelerates, the demand for services that support independent living, safety, and dignity is rising. HOV meets this need by deploying volunteers directly to seniors' homes in Campbell, providing .essential support such as transportation, ho.nie maintenance, and companionship. ® R.Y D.E. (Reach Your Destination Easily): A low-cost senior transportation service that helps with medical and shopping trips but lacks the personalized, volunteer -based support and companionship provided by HOV. ® Campbell Adult Center: Offers social activities and community engagement opportunities, but its reach is limited to seniors who are mobile and able to participate in group programs. HOV complements these services by filling gaps in direct; volunteer -driven, home -based support for seniors. Unlike other agencies that focus on case management, meal delivery, or paid transportation, HOV provides no cost: m Personalized volunteer visits for social engagement and companionship, reducing isolation. • Flexible, door-to-door transportation services for medical and essential trips. m Home maintenance assistance, addressing minor repairs and safety needs. ® Yard work to help seniors maintain a safe and comfortable living environment. By collaborating with these agencies .and focusing on areas they do not cover, HOV ensures that Campbell's seniors receive comprehensive, non=duplicative support that allows them to maintain independence and improve their quality of life. 4. HOV offers a comprehensive, volunteer -driven program that directly serves -the seniors of Campbell, CA, by providing essential support services designed to enhance their independence, safety, and well-being, Our key services include: • Transportation Assistance: Volunteer drivers help seniors get to medical appointments, grocery stores, pharmacies, and other essential locations, ensuring they can access necessary care and supplies. • Companionship and Social Support' Volunteers provide regular in -person visits, friendly phone calls, and social engagement opportunities to reduce loneliness and social isolation. • Home Maintenance Assistance: Volunteers assist with small but critical household tasks, including changing light bulbs, replacing smoke detector batteries, adjusting blinds, and reorganizing storage for accessibility. • Yard Work and Safety Improvements: Volunteers help seniors maintain a safe and comfortable living environment by performing basic yard upkeep and minor home safety modifications. • Advocacy and Referral Services: HOV connects seniors with additional community resources, including government assistance programs, healthcare services, and social support networks, ensuring they receive comprehensive care. a) Heart of the Valley's criteria for all that are interested in becoming clients of'HOV must be 62 plus and must Five within the West Santa Clara Valley, which includes the city of Campbell. b.No fees are required or,requested. 6. This proposal represents an expansion of an existing program to meet the growing needs of seniors in Campbell; CA. While HOV has successfully provided volunteer -driven services in the West Santa Clara Valley for almost 40 years, the increasing demand from Campbell's aging population necessitates a broader scope of support. By expanding transportation services, increasing volunteer engagement, and enhancing our home maintenance and companionship programs, we will serve a greater number of seniors, ensuring they continue to live independently and with dignity, 7. If this proposal is granted, the following measurable benefits will result: Increased Senior Independence: A projected 20% increase in .seniors maintaining independent living due to access to. transportation, home maintenance, and social support within Campbell, CA. © Enhanced Healthcare ,access: A 20% increase in completed medical appointments for seniors who otherwise face transportation barriers. ® Reduced Social Isolation: A 25% increase in social interactions and engagement through friendly visits and companionship programs, improving mental health and emotional well-being. ® Expanded Volunteer Participation: A 15% increase in volunteer engagement; strengthening the capacity to servemoreseniors in the Campbell community. a Improved Home Safety: A significant reduction in fall risks and home safety hazards through minor home repairs and maintenance assistance. Greater Community Collaboration: Strengthened partnerships with local agencies to enhance service integration, ensuring a more comprehensive support network for seniors. 8.We did not receive any funding in FY 2023/24 and FY 2024/25 from the city of Campbell, CA. 9: If HOV did not exist, seniors in Campbell, CA, would face significant challenges in meeting their essential needs. The primary alternatives would include: Relying on Family, Friends, or Neighbors -Some seniors might turn to family or friends for assistance, but many do not have nearby support networks. Informal caregiving can be inconsistent and may not meet all their needs. Using Paid Services -Fee based private transportation, home maintenance, and caregiving services are available, but they can be costly. Many low-income seniors cannot afford these services, leaving them without critical support. Government or Community -Based Programs -Programs like Sourcewise, DAAS, and R.Y.D.E. provide certain services, but they often lack the personalized, volunteer -driven support that HOV offers.These programs may have eligibility restrictions, waitlists, or fees that limit accessibility. 11.HOV has sustained its senior support services through a combination of public and private. funding sources, ensuring program stability and growth. These funding sources include: Grants & Government Funding -Local and county grants (e.g., Santa Clara County Aging Services funding. Community Development Block Grants (CDBG) e private Donations & Fundraising -Individual contributions from community members. Fundraising events and donation drives. Corporate sponsorships and matching gift programs. m Foundation & Nonprofit Support. Grants from charitable foundations focused on senior services, Partnerships with local nonprofits for shared funding, initiatives. ® In -Bind Contributions -Volunteer labor and donated goods/services. Discounted or sponsored transportation services, These diverse funding sources have allowed HOV to maintain and expand services while ensuring financial sustainability for the seniors of Campbell, CA. 12. Leveraging/Matching Funds: HOV strategically maximizes funding through volunteer in -kind contributions, local and foundation grants, fundraising events, and individual donations. These efforts enhance our financial capacity, allowing us to expand services, reach more seniors, and ensure efficient use of resources. By leveraging multiple funding streams, HOV strengthens long-term sustainability and continues delivering vital, zero -cost seNIces to seniors in the West Santa Clara Valley. 13. We are actively seeking funding sources from other organizations. 14.If City funding is not granted or is provided at a reduced amount, HOV will actively seek alternative funding sources, including private grants, corporate sponsorships, and community -driven fundraising initiatives, and will pursue in -kind support from local businesses and volunteers.To ensure the continuity of essential services, we will also implement cost -saving measures, prioritize critical programs. 15. Internal Controls: HOV has implemented comprehensive administrative and financial controls to ensure effective resource management, accurate record -keeping, and efficient service delivery. Key systems include:Volgistics — Tracking seniors and volunteer activities. QuickBooks - Managing financial records and transactions. Gusto — Overseeing payroll and employee compensation. Call Logging & Transcription — Recording incoming senior requests and transcribing them to email for prompt follow-up.These internal controls ensure compliance with all legal and financial regulations while maintaining transparency and accountability for both public and private funding. And if our organization is required to have a financial audit our CPA will conduct an internal audit as the last accountants. report was in, 2021. Social Isolation among Seniors The Santa Clara County Social Isolation Report (2020) found that nearly 1 in 4 seniors in the region experiences social isolation, which increases risks of depression, heart disease, and stroke. HOV combats this issue in Campbell through coordinated in -person visits by trained volunteers, offering companionship and customized assistance based on individual needs. Transportation and Mobility Challenges As seniors age, many face mobility challenges. The Santa Clara County Mobility Report (2021). highlights that many seniors in Campbell struggle to get to medical appointments or shop for. groceries due to limited transportation options. HOV's volunteer -driven transportation program fills this gap, ensuring seniors can access vital services and. maintain their independence. Services Tailored to Campbell's Seniors HOV directly addresses the daily challenges faced by Campbell's senior residents, including social isolation, lack of transportation, 'and difficulty maintaining their homes. Our volunteers assist with critical tasks such as: © Home Maintenance: Changing light bulbs, replacing smoke detector batteries, adjusting blinds/curtains, and reorganizing storage for accessibility. • Yard Work: Basic upkeep to ensure a safe and comfortable living environment. • Companionship: Friendly visits to reduce loneliness and provide social -engagement. v Transportation: Transportation provided by our volunteers for medical appointments, grocery shopping, and essential errands. Empowering Seniors in Campbell By offering a comprehensive range of services and advocating for senior needs, HOV empowers seniors in Campbell, CA, to live independently while maintaining their health, dignity, and quality of life. Our data -driven approach —tracking client feedback, volunteer engagement, and service utilization —ensures continuous program improvement and long-term sustainability for Campbell's senior community. 2.Several private and government agencies provide services for seniors in Campbell, CA, including: e Sourcewise: Offers case management, meal delivery, and caregiving support for seniors but does not provide volunteer -driven companionship or in -home assistance like HOV. e Santa Clara County Department of Aging and Adult Services: (DAAS): Provides broader social services and elder protection but does not focus on volunteer -driven transportation or home maintenance. 5.HOV's primary objectives are: © Increase Senior Independence: Provide essential services that enable seniors to remain in their homes safely and independently. p Enhance Access to Healthcare: Ensure seniors have reliable transportation to medical appointments and pharmacies. ® Reduce Social Isolation: Foster meaningful connections between seniors and volunteers through companionship and social engagement programs. • Improve Home Safety and Accessibility: Assist seniors with minor home maintenance tasks to create a safe and comfortable living environment. ® Support Overall Well -Being: Advocate for seniors and connect them with necessary resources to enhance their quality of life. HOV achieves these objectives by: • Recruiting and. Training Dedicated Volunteers: Our volunteer network is the foundation of our program, ensuring that seniors receive free personalized and compassionate support. • Providing Reliable Transportation _Services: Volunteers offer free, flexible, and door-to-door transportation, enabling seniors to attend medical appointments, grocery shop, and run essential errands. • Facilitating Meaningful -Social Interactions: Through companionship visits and check -in calls, we help seniors stay socially engaged and emotionally supported. • Offering Home Maintenance and Safety Assistance: Volunteers assist with small but important tasks that seniors may not be able to do on their own, such as changing ceiling light bulbs and organizing storage, to enhance home safety. • Collaborating with Local Agencies: We partner with other service providers to ensure seniors receive comprehensive support without service duplication. To assess our effectiveness, HOV tracks key outcome measures: • Volunteer Participation: Monitoring the growth in volunteer engagement. • Senior Outreach: Tracking the number of seniors served in Campbell and surrounding areas. ® Client Feedback: Conducting surveys to assess satisfaction and service effectiveness. ® Service Utilization: Analyzing the frequency of services used to understand demand and enhance program delivery. These measures allow HOV to refine services, strengthen social connectivity, and increase seniors' ability to live independently. For example, by providing transportation, we ensure that Campbell seniors can attend medical appointments and shop for essential items, directly impacting their well-being. Going Without Essential Services -Without transportation, some seniors would miss medical. appointments or be unable to shop for food and medications.Those experiencing social isolation would have fewer opportunities for companionship, increasing their risk. of loneliness and mental health is sues.Homes would become unsafe due to unaddressed maintenance needs, increasing fall risks and hazards.HOV fills these service gaps by offering free, volunteer -driven support tailored to seniors' specific needs.. Without our program, many seniors would struggle to remain independent, putting their health, safety, and well-being at risk. 10. HOV evaluates program impact through quantitative and qualitative measures to ensure continuous improvement: • Volunteer Participation — Tracks active volunteers and -hours contributed to optimize recruitment and engagement. • Service Utilization — Monitors the number of seniors served and service frequency to adjust resource allocation.. • Client Satisfaction,— Uses surveys and feedback to refine services based on senior needs., • Healthcare & Social Impact — Measures completed medical trips and social visits to assess irriprovements in senior independence: •. Cost Efficiency — Analyzes cost per service to maintain financial sustainability. • Community Collaboration — Tracks partnerships to enhance service reach and prevent duplication. Using Data for Management Decisions • Expand services based on demand trends. • Allocate resources efficiently to maximize impact. • Adjust programs based on feedback and emerging needs. Strengthen volunteer recruitment and retention strategies. This data -driven approach ensures HOV remains effective, sustainable, and responsive to Campbell's senior community. By continuously measuring and analyzing these factors, HOV ensures long-term effectiveness, sustainability, and responsiveness to the needs of Campbell's senior community.