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SAMPLE REPORT

A Mid-Year Report on the


Caritas Emergency Fund

Lillian Rosecrantz
Program Manager
Phoenix Family Services
June 30, 20xx
Background
In January 20xx, Phoenix Family Services established the Caritas Emergency Fund with a $50,000
donation from an anonymous donor. The purpose of the fund is to render emergency assistance to low-
income individuals and families in crisis who are served by our Berkeley and San Francisco offices. The
Berkeley and San Francisco offices were each given $25,000 from the fund. Ten thousand dollars from
each office’s fund was designated for rental assistance, $10,000 for emergency assistance, and $5,000 for
motel vouchers.

Activity
As of June 30, 20xx, our Berkeley office had spent $15,000 of the $25,000 allotted to it. Of that, $6,000
had been spent on rental assistance, $5,500 on basic needs, and $3,500 on motel vouchers. A total of 60
adults and 155 children had been served.

By June 30, 20xx, our San Francisco office had spent $17,280 of the $25,000 allotted to it. Of that,
$5,250 had been spent on rental assistance, $7,030 on basic needs, and $5,000 on motel vouchers. A
total of 73 adults and 205 children had been served.

Problems
The Caritas Emergency Fund has allowed us to meet the emergency needs of the families we serve.
However, here are some ways in which we could improve our administration of the fund:

• Because we need to have checks cut by the central office in San Jose, our response to
emergency needs has often been slow.
• Case managers, who already have too much to do, feel overburdened by the workload
involved in administering the fund.
• Because the need is so great, we have spent more than half of the money allotted in the first
half of the year. This means that we may be out of money during the difficult winter months
at the end of the year.
• It is too time-consuming to give out motel vouchers. Three-quarters of the time spent
administering the fund was spent on distributing motel vouchers.

Recommendations
• We need to be able to process checks faster so we can respond more quickly to emergency
needs.
• Because the need is so great, we should make every effort to raise more funds for emergency
relief.
• A case manager should be assigned in both the Berkeley and San Francisco offices to
administer the fund. His or her workload should be lessened so there is time to administer the
fund.
• The money should be allocated in such a way that it is evenly dispersed throughout the year.
• In both San Francisco and Berkeley, we need to work with an agency that has a motel voucher
program. By doing so, we’d be able to assist the homeless more efficiently.

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