Project Description
The City of Arcata used their grant funds to partner with the Arcata
Endeavor, a nonprofit agency that operates the Multiple Assistance
Center for homeless families and individuals in Arcata, to
recruit and hire a reuse project coordinator and a driver-distribution
manager who was responsible for working with local grocers, restaurants,
and caterers to reclaim edible food and distribute it to hungry people,
either in the form of free meals served at the site or foods boxes
distributed to needy families. The project included
donations of clothing and household items, and significantly decreased
the amount of food that is wasted and increased the ability of the Endeavor
to provide meals and commodities to homeless and indigent families in a
manner that is cost effective and organized.
The steps required to accomplish their project are as follows:
As indicated on their Work Statement, there are a total of sixteen main
tasks, and related sub-tasks, to complete this project. The progress of each
of these tasks is described below.
Specific objectives include:
- Recruit and hire staff to coordinate the project, gather more
donations of edible food and other reusable items and implement an
effective distribution system. Expand and refine the system used to
distribute food donations, serve hot meals or provide food boxes to
homeless or indigent families and/or individuals.
- Contact at least 25 additional local businesses to determine
willingness and ability to donate edible food.
- Develop written memorandums-of-understanding with businesses and
implement the pick-up/distribution system(s).
- Develop on-going agreements with at least two thrift stores willing to
accept surplus donations from the Endeavor and provide clothing and
household articles to homeless and indigent individuals and families
through a voucher system.
Task 1: Secure Contract with Arcata Endeavor to Carry out Food and
Clothing Reuse Program.
City staff developed a draft contract and met with Arcata Endeavor Staff
to discuss and refine the draft contract and adjust the budget since the
funding was lower than requested. After City attorney review, the contract
will be signed and finalized. Due to the lower funding level the grant may
conclude earlier than the two year time frame. Staff anticipates the
contract will be finalized by December 15, 2003. Task 1 is 90 percent complete.
Task 2: Hire Project Coordinator.
The Arcata Endeavor Executive Director will begin the hiring process as
soon as the contract is finalized. Task 2 has not yet been started.
Task 3: Hire Driver/Distribution Manager.
The Arcata Endeavor Executive Director has developed ads for these
positions and will begin the hiring process as soon as the contract is
finalized. Task 3 is five percent complete.
Task 4: Develop Initial Contacts with Participating Food Related
Businesses.
This task will be completed once the project manger is hired. Task 3 has not yet been started.
Task 5: Maintain Accurate Records and Merchant Relationships with
Participating Businesses.
The City has developed a reporting form for Arcata Endeavor Staff to use
to track pick up of food, clothing and household items that will be used for
tracking contacts as well as the volume of reusable food, clothing and
household items managed by the program. Task 5 is five percent complete and will be completed as the program
progresses.
Task 6: Develop Contracts with Thrift Stores to Accept Donations of
Clothing and Household Items.
The Executive Director of the Arcata Endeavor has contacted a sampling
of five thrift stores to determine interest and willingness regarding
accepting household items and clothing in exchange for vouchers. Once the
project manger is hired more formal discussions regarding the donation and
voucher system will be completed. Task 6 is 25 percent complete.
Task 7: Develop Written Procedures for Pickup of Surplus Food Items
and a Schedule that Includes All of the Participating Businesses.
The Executive Director of the Arcata Endeavor will work with the project
coordinator and driver/distribution manger to develop written procedures for
pick up of surplus food items once these positions are filled. Task 7 has not yet been started.
Task 8: Develop Written Procedures for the Processing and Distribution
of Surplus Food.
The Executive Director of the Arcata Endeavor will work with the project
coordinator and driver/distribution manger to develop written procedures for
processing and distribution of surplus food once these positions are
filled. Task 8 has not yet been started.
Task 9: Supervise Collection and Distribution of Surplus Goods.
The Executive Director of the Arcata Endeavor will provide supervision
for the project manager and driver/distribution manager. Task 9 is an ongoing task that will be completed when the project is
completed.
Task 10A: Develop and Implement Schedule for Picking up Items and
Maintain Relationships with Merchants at Collection Sites.
The schedule for pickup of items and the routine contact with merchants
will begin as soon as the project manager and driver/distribution manager
are hired and procedures are developed. Task 10A has not yet been started.
Task 10B: Utilize the Arcata Endeavor Van for Reusables Collections.
Once the agreement is signed and the hiring process is completed the
Endeavor will begin the pick up and delivery of goods using the Arcata
Endeavor van. Task 10B is an ongoing task that will be completed for grant purposes
when the grant is completed.
Task 10C: Process and Distribute the Food/Clothing Vouchers to People
in Need.
After staff are hired and procedures are established, the distribution of
food and clothing will begin. Task 10C is an ongoing task that will be completed for grant purposes
when the grant is completed.
Task 11: Supervise Project and Evaluate the Effectiveness of the
Schedule/Procedures as Implemented.
The schedule and procedures, once implemented, will be evaluated by the
Executive Director, the participating merchants and the project manager and
the driver/distribution manager. Adjustments will be made to improve pick up
and distribution of food, clothing and household items. Task 11C is an ongoing task that will be completed for grant purposes
when the grant is completed.
Task 12 : Develop and Implement Written Procedures for
Accepting/Processing Donations of Clothing and Household Items.
The Executive Director of the Arcata Endeavor will work with the project
manger and driver/distribution manger to develop and implement these
procedures. If needed, adjustments will be made.
Task 13: Evaluate the Project Quarterly — Amount of Food
Collected and Distributed — Volume of Clothing Collected and
Distributed, etc.
Once collection and distribution begin this task will begin. A form provides the means for quantifying the volume of different
materials collected. This data will be used to evaluate the volume collected
each quarter and between quarters. Task 13 is an ongoing task that will be completed when the project is
completed.
Task 15: Provide Quarterly Written Reports to the City of Arcata, the
Arcata Endeavor Board of Directors, and the California Integrated Waste
Management Board.
Task 15 is an ongoing task that will be done quarterly and will be completed
for grant purposes when the grant is completed. This is the first of the
quarterly reports. Task 15 is 12 percent complete.
Task 16: City Grant Administration.
Task 16 is an ongoing task that will be completed for grant purposes
when the grant is completed.
*Permission was obtained from grant recipient to publish project profile.
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