Reuse Assistance Grant Progress Report

City of Arcata's Reuse Assistance Grant Project
(Part 4: December 1, 2004 to April 30, 2005)

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:

Recently, the Arcata Endeavor has had some extensive changes in management. This has had an impact on the ability to complete the coordination initiated with local thrift stores. There apparently was some interest, but with the ending of the grant they chose not to pursue it any further.

As indicated on their work statement, there are a total of 16 main tasks and related subtasks to complete this project. The progress of each of these tasks is described below.

Specific objectives include: 

1. 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.
2. Contact at least 25 additional local businesses to determine willingness and ability to donate edible food.
3. Develop written memorandums-of-understanding with businesses and implement the pick-up/distribution system(s).
4. Develop ongoing 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. The Contract was signed on December 15, 2003. Task 1 is 100 percent complete.

Task 2: Hire Project Coordinator.
The Arcata Endeavor Executive Director hired Lori O'Brion as the project coordinator. Ms. O'Brion worked as the project coordinator until the end of January 2005. The Arcata Endeavor then hired John Shelter in February 2005 as the new project coordinator to replace Ms. O'Brion. Mr. Shelter was unable to continue his position and this led finally to the hiring of the current project coordinator, Joe Waters. During this turnover period, there was some confusion about how to report this information, but this was eventually worked out between the administering City staff in charge of the grant and the new Arcata Endeavor Executive Director, Rebecca Atigedewe. Task 2 is 100 percent complete.

Task 3: Hire Driver/Distribution Manager.
The Arcata Endeavor Executive Director hired Joseph Zazo as the Driver/Distribution Manager. Task 3 is 100 percent complete.

Task 4: Develop Initial Contacts with Participating Food Related Businesses.
Letters were sent to food services and restaurants in late January. The Endeavor is continuing to contact additional businesses with respect to food donations for homebound individuals and Seniors. Joe Zazo, the driver, continued establishing new contacts while on his routes throughout the duration of this grant. Task 3 is 100 percent complete.

Task 5: Maintain Accurate Records and Merchant Relationships with Participating Businesses.
The reporting form tracks pick up and amounts of food, clothing and household items. Task 5 is 100 percent complete.

Task 6: Develop Contracts with Thrift Stores to Accept Donations of Clothing and Household Items.
The Executive Director of the Arcata Endeavor has contacted eight thrift stores to determine interest and willingness regarding accepting household items and clothing in exchange for vouchers. To date, none of the thrift stores are working on the project but discussions on how to facilitate this are ongoing. In June of 2004, the Arcata Endeavor Executive Director began to scale back on her hours due to health related problems. She eventually quit the position and Fox Olsen was hired in December 2004 as the part-time interim Executive Director until Rebecca Atigedewe was hired as the permanent Director in late March 2005. The Interim Director did continue to establish contract relationships with the thrift stores but needed more time to develop them to their true potential. No official contractual relationships were formed during this grant period. Task 6 is 50 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, the project coordinator and driver/distribution manager developed written procedures and a schedule for pick up of surplus food items. A weekly pick up procedure and an on call pick up arrangement for a variety of different food establishments has been established. They also pick up used books from a local used book store. The pick up procedures will be adjusted as new businesses participate.

Currently weekly pick up is provided to the following food establishments:

Wildberries Market Place
Mad River Hospital Cafeteria
Rays Food Place (Arcata)
The Tofu shop
Murphy's Market—three locations (Trinidad, Glendale, Sunny Brae)
Coop
Safeway
Brio Bread
Ramone's—Eureka

Newly established contacts for the 2005 quarter:

Hank's Coffee
McDonalds
Mission Tortilla
Pepperidge Farm
Ray's—McKinleyville

On call pick up occurs for:

Abruzzi (food)
Plaza Grill (food)
Tin Can Mailman (books)
Desserts On us (food)
Royal Cookie Capers (food)
Humboldt State University Depot
Emerald City Laundry Co (Clothing)
Sacred Grounds (food)
Tomaso's (food)

New on call contacts for the 2005 quarter:

Golden Harvest
Curves Fitness
Folie Douce
Eureka Woman's Shelter

Task 7 is 100 percent complete.

Task 8: Develop Written Procedures for the Processing and Distribution of Surplus Food.
The Executive Director of the Arcata Endeavor, the project coordinator and the Driver/Distribution Manager have developed a procedure for distribution of food at the Endeavor. They are now looking at distribution possibilities for homebound individuals and for seniors. Household items that are donated to the Endeavor are distributed to local thrift stores. Books are distributed at the Arcata Endeavor and the Jail. The processing and distribution schedule has been adjusted as new businesses participate. Task 8 is 100 percent complete.

Task 9: Supervise Collection and Distribution of Surplus Goods.
The Executive Director of the Arcata Endeavor provides supervision for the project manager and driver/distribution manager. As previously mentioned, there has been some turnover in the staff at the Arcata Endeavor. Fortunately, there was adequate overlapping that continued to provide supervision to staff working on the grant. However, with a new Executive Director writing the final reports, there may be some information that is missed. Task 9 is 100 percent complete.

Task 10A: Develop and Implement Schedule for Picking Up Items and Maintain Relationships with Merchants at Collection Sites.
The Executive Director of the Arcata Endeavor and the Driver/Distribution Manager have developed a weekly pick up schedule and an on call pick up arrangement for a variety of different food establishments. They also pick up used books form a local used book store. Distribution of food occurs at the Endeavor. Household items that are donated to the Endeavor are distributed to local thrift stores. Books are distributed at the Arcata Endeavor and the Jail. The Driver Distribution Manager checks in with participating businesses when he provides pick up. He has also tried to help these businesses to find diversion options for non-reusable items. The processing and distribution schedule has been adjusted as new businesses participate. Task 10 A is 100 percent complete.

Task 10B: Utilize the Arcata Endeavor Van for Reusables Collection.
Pick up and delivery began in early February 2004. The Endeavor picks up and delivers goods using the Arcata Endeavor Van. Task 10B is 100 percent complete.

Task 10C: Process and Distribute the Food/Clothing Vouchers to People in Need.
Food distribution to people in need at the Endeavor began in February 2004. On a daily basis, clothing and food are distributed to people in need at the Endeavor. At times, clothes are given to local thrift stores. The Program has not yet been successful in establishing a voucher program with any of the local thrift stores. To date, 6,184.5 gallons of clothes have been collected and redistributed; 22,003 pounds of food has been collected and redistributed through the meal and food box programs; and 18,071 pounds of Household items were collected and redistributed. In January of 2005 the Arcata Endeavor organized and advertised for a rummage sale using all the collected clothes and household items that were saved in storage. A local Boy Scout troop assisted with the successful event. Task 10C is 100 percent complete.

Task 11: Supervise Project and Evaluate the Effectiveness of the Schedule/Procedures as Implemented.
The schedule and procedures have been in place since February 2004 when the pick up program began. The Executive Director, the participating merchants, the project manager and the driver/distribution manager are making adjustments as needed to improve pick up and distribution of food. Task 11 is 100 percent complete.

Task 12: Develop and Implement Written Procedures for Accepting/Processing Donations of Clothing and Household Items.
The Executive Director of the Arcata Endeavor worked with the project manger and driver/distribution manger to develop and implement these procedures once a participating thrift store can be secured. Unfortunately, no arrangements were ever made. Task 12 is 0 percent complete.

Task 13: Evaluate the Project Quarterly—Amount of Food Collected and Distributed—Volume of Clothing Collected and Distributed, Etc.
Collection and distribution began in February 2004. The collection and distribution total for December 2004 through April 30, 2005 is available. Task 13 is 100 percent complete.

Task 15: Provide Quarterly Written Reports to the City of Arcata, the Arcata Endeavor Board of Directors, and the California Integrated Waste Management Board.
This was done on a quarterly basis. Task 15 is 100 percent complete.

Task 16: City Grant Administration.
Task 16 is 100 percent complete.

*Permission was obtained from grant recipient to publish project profile.

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Last updated: June 25, 2008