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HomeMy WebLinkAbout2004-1221 2 3 4 5 6 7 8 9 ill 13 14 15 16 17I18 RESOLUTION NO. 2004-122 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A GRANT APPLICATION BY THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES FOR TITLE III-B GRANT APPLICATION THROUGH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF ADULT AND AGING SERVICES (DAAS) FOR ASSISTED TRANSPORTATION FOR THE SENIOR COMPANION PROGRAM FOR THE PERIOD OF JULY 1, 2004 THROUGH JUNE 30, 2005. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby ratify the submittal of a Title 111-B grant application by the Director of Parks. Recreation and Community Services Department through the Department of Adult and Aging Services (DAAS) in the amount $27.698 for assisted transportation for the Senior Companion Program, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein b} retercnce as fully as though set forth at length. 19 20 21 22 23 24 25 26 1H 27 2004-122 1 2 3 4 5 6 7 11 12 13 14 15 16 17 18 PA]I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A GRANT APPLICATION BY THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES FOR TITLE III-B GRANT APPLICATION THROUGH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF ADULT AND AGING SERVICES (DAAS) FOR ASSISTED TRANSPORTATION FOR THE SENIOR COMPANION PROGRAM FOR THE PERIOD OF JULY 1, 2004 THROUGH JUNE 30, 2005. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a it. reg meeting thereof, held on the 3rd day of May , 2004, by the following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENI ESTRADA x LIEN LONGVILLE MCGINNIS x DERRY x KELLEY x JOHNSON x MCCAMMACK x a i. , ark, rty er The foregoing resolution is hereby approved this �-h/� day of May 2004. Approved as to Form and legal content: JAMES F. PENMAN, Cit It Valles, Mayor of San Bernardino 2004-122 ATTACHMENT C Application for Older American Act Title III B Funds (Submit one application for each service type the applying organization wishes to provide.) Complete the following: Indicate the type of service for which funding is requested, and the area(s) to be served: Category I I� Service Region Colorado River North Desert Morongo Basin Victor Valley Mountains East Valley West Valle Ot Personal Care 02 Homemaker 03 Chore 05 Adult Day Care/Health 09 Assisted Transportation x x 10 Transportation 14 Outreach 15D 1) Medical Alert 2) Health Screening 15F Community Svs - Sr. Ctr. Management l 151 Friendly Visits I 15K I 1) Home Modification 2) Home Repair For the regions checked above, specify if only specific cities will be served within the region, and also specify any geographic boundaries, e.g., West Valley, from Rancho Cucamonga to Rialto, excluding Fontana. Region: Morongo Basin: Joshua Tree, Twentynine Palms, Yucca Valley Victor Valley: Adelanto, Apple Valley Hesperia Victorville #rganization Name: City of San Bernardino Senior Enmpanian Prngrnm Page 4 of 18 2004-122 ATTACHMENT C 4. Mailing Address: 600 west Fifth Street San Bernardino CA 92410 City State Zip 5. Contact Person: Betty veal 6. Phone: 909-384-5413 7. Type of Organization: ❑ Private Non -Profit ❑ Private for Profit ® Government/Public Agency E Federal (IRS) Taxpayer ID: 95-6000772 Total Funds Requested: $ 27,698.00 City of San Bernardino Name of Government Unit 10. Number of clients to be served: 75 (by 15 companions) a. If applicant was in business anytime during the last two (2) years, enter the number of clients served: 2002 # clients: 100 (by 20 Companions) 2003 # clients: 90 (by 18 Companions) 11. Cost per Unit of Service if awarded funding: $ .25 per mile x 25 miles � $6.25 per trip 12. Total Program Income: $ -0- 13. Additional Funding Sources: (Provide a 2 year history, if applicable) 2002: Corporation for National Community Services. State. Community Foundation 2003: Same as above 14. Days and Hours of Operation: Monday through Friday 7:30-4:30 Page 5 of 18 1 2 2004-122 15. Agency Background and Personnel ATTACHMENT C The City of San Bernardino has been the local grantee for the federal Senior Companion Program and the Retired Senior Volunteer Program for 29 years. It has also been the grantee for the Senior Nutrition Program for at least 26 years. The City has a state, regional and national reputation for being one of the most insightful, responsible, supportive and caring agencies in the whole country. The Senior Companion Program staff consists of 2 fulltime employees; Betty Deal, who has directed the program for 18 years, and Program Specialist Penny Nelson who has 15 years experience with the program. Olaf Neiiendam is the part time Coordinator of Volunteers. He has been been employed for 3 %: years and has proven to be a most valuable addition to the staff. Both Betty and Penny have been recipients of the "Woman of the Year" award. Betty was also chosen "City Employee of the Quarter" several years ago. The staff at the State office of the Corporation for National and Community Service often refer new grantees and new program staff in other areas to the San Bernardino SCP for guidance and technical assistance. 2004-122 16. Summary of Need of Program ATTACHMENT C At the present time, there are 200,000 senior citizens in San Bernardino County. By the year 2020, the Department of Aging and Adult Services says that number should reach 600,000. In a survey of personal care participants conducted by DAAS , 57% were 75 +, 13% were minority and 72% wre functionally impaired. Of the minorites surveyed, 45% were low-income. These are the populations the Senior Companion Program targets. The federal grant from the Corporation of National and Community Services for the Senior Companion Program covers the stipends and meal reimbursement costs, but only pays mileage to and from the clients' homes. All of the miles the Companions drive taking their clients to medical appointments, pharmacies, grocery stores, banks, etc. are not allowable costs under that grant. Since all Companions must meet the federal low-income guidelines, they are not able to absorb the extra costs of fuel, maintenance, repairs and insurance. In order to continue to serve the clients who have no other means of transportation, and in the process, allow them to remain living in their own homes, we must find a way to secure these funds. We are hopeful that this application will fill that need. In the long run, this is much more cost-efficient than placing folks in nursing homes, which cost upwards of $45,000.00 per year per resident. These costs would be borne by the taxpayers due to the clients' inability to pay. (Most of them are on Medi-Cal.) 2004-122 17. Proposed Program ATTACHMENT C This program will follow DAAS client eligibility guideline by giving priority to seniors with the greatest social and economic need. There is never a charge to the recipients of the program's services. Services provided by the Senior Companions include companionship, assistance with ADL's, meal preparation, grocery shopping and transporting clients to their medical appointments, pharmacies, post office, banks, etc. Many of our elderly clients live in sparsely populated rural areas of the County and have no means of transportation. They do not have cars or they are unable to drive anymore. Their neighbors are few and far between and most are in the same circumstance. If the clients have family members, they reside in other areas of the state or country. We can only use our federal funding from CNCS to pay mileage to the Companions to and from their clients' homes. The extra miles that the Companions transport their clients are not an allowable expense. Since all Companions must meet the federal low- income guidelines, they cannot absorb these extra costs. Therefore, the clients have no way to receive these necessary services. Since there are no other programs available to provide these services, the frail -elderly clients are forced into institutional care where they lose hope, dignity and, many times, the will to live. Keeping them at home helps them to feel safe, retain their dignity and highest level of independence. They know that their Senior Companion will always be there on schedule to fill their needs. 5 2004-122 These services follow the DAAS belief that seniors hve the right to age in the least restrictive environment and to maintain dignity, maintain home environment and avoid institutional care. 2004-122 18. Budgetary Information ATTACHMENT C The budgetary planning is a collaborative effort between the Senior Companion Manager and her supervisor at the Parks, Recreation and Community Services Department of the City of San Bernardino. This includes selection of the target areas, target population and the number of volunteers (Companions) needed to provide the best and most cost-efficient service to the seniors. The City as an assigned Account Technician to handle all of the fiscal reports and records for this program. The Senior Companion Program Manager works closely with this person. 2004-122 ATTACHMENT C ED 0 Cl F-1 C2 71 III-B E0 III-FE] VII OMB E:1 VII ELD ABUSE 0 Other EXPENDITURE CATEGORY Funding Less Match Match TOTAL Cash In -Kind 1.PERSONNEL Attach Schedule of Personnel 4,680. 14,040. -0- 18,720 2. STAFF TRAVEL 518. 1.552. -0- 1 2,070. _ 3. STAFF TRAINING 4. EQUIPMENT 5. CONSULTANTS 6. FOOD COMpanions' lunches -0- 6,300. -0- 6,300. 7. OTHER COST Companion travel 22,500. -0- -0- 22,500. Office Space -0- -0- 8,840. 8,840. Total Expenditure 27,698. 21,892 8,840. 58,430. LESS MATCH: Match Cash 21,892. 21,892. Match In -Kind 8,840. 8,840. LESS FUNDING: Non Match USDA i Non Match Cash Non Match In -Kind Program Income Deferred Income TOTAL FUNDING REQUEST 27,698. 27 698. i Date of Phone No:909-384-5413 Submission: 3-23-04 Prepared By: Betty A. Deal Page 12 of 1B 2004-122 Wn I t 1 i SAN BERNARDINO COUNTY _ MMvIJCU tfuuut I U Budget Narrative Provide justification, rates, comments, descriptions, etc. for line items the on Budget Summary Form-DAAS 312. Line -Item Cost/Rate Description/Justification Personnel: $12 per hour 30 hrs. per wk @ $12. p Vol. Coordinator per hr x 52 wks x 25% time =$4,68t) (Coordinator will spend 25% of his time on this project) Staff Travel 34.5q per mile 500 x 12 mos. @ 34.5C per mi.x 25% time = $518. Companion Travel i 25C per mi. 15 Companions x 500 per mo. @ 25C per mi. e $22,500. (Companions take their clients to medicla appointments, pharmacies, graocery shopping, and to banks, etc., which enables the clients to remain in their own homes I Date Submitted: _3-23-04 i' San Bernardino County-DAAS 320 E Revised 03/06/2001 t Provider Name Betty Deal, Manager, Senior Companion Pier-m U Page 13 of 18 2004-122 erreruuekir n Buc }yet =1n-K -nd Ar Provide justification, rates, comments, descriptions, etc. for line items on the Budget Summary Form-DAAS 312. Line -Item Cost/Rate Descr tion[Justificafioti' Office Space 65� per sq. ft. x 50 sq. ft. Office space at 61607 Twentynine Palms Highway, Suite E, x in Joshua Tree is donated. 260 days =$8,84 . Date Submitted: 3-23-04 San Bernardino County-DAAS 322 Revised 03/062001 Provider Name Betty Deal, Manager Senior Companion Proaram 10 Page 14 of 18 2004-122 ATTACHMENT C NOTE: All references given are for the Older Americans Act of 1965, as amended. The Applicant Assures that they shall: 1. Set specific goals for providing services to older individuals with the greatest economic or social needs, including specific objectives for providing services to low income minority individuals. (306 (a)(5)(A)(i)) 2. Include in each agreement made with a subcontractor a requirement that such service will-- (1) specify how the provider intends to satisfy the service needs of low income minority individuals in the area served by the provider; (II) to the maximum extent feasible, provide services to low-income minority individuals in accordance with their need for such services; and (III) meet specific objectives established by the area agency on aging, for providing services to low-income minority individuals within the planning and services areas. (306 (a)(5)(A)(ii)) 3. Use outreach efforts that will — (i) identify individuals eligible for assistance under this Act, with special emphasis on (1) individuals residing in rural areas; (II) older individuals with greatest economic need (with particular attention to low-income minority individuals); (III) older individuals with greatest social need (with particular attention to low-income minority individuals); (IV) older individuals with severe disabilities; (V) older individuals with limited English-speaking ability; and (VI) older individuals with Alzheimer's disease or related disorders with neurological and organic brain dysfunction (and caretakers of such individuals); and (ii) inform the older individuals referred to in subclauses (1) through (IV) of clause (i), and the caretakers of such individuals, of the availability of such assistance. (306 fa) (5)(B)) 4. Assure that it will — (A) maintain the integrity and public purpose of services provided, and service providers, under this title in all contractual and commercial relationships; (B) disclose to the Commissioner and the State agency — (i) the identity of each non governmental entity with which such agency has contract or commercial relationship relating to providing any service to older individuals; and (ii) the nature of such contract or such relationship; (C) demonstrate that a loss or diminution in the quantity or quality of the services provided, under this title by such agency has not resulted and will not result from such contract or such relationship; (D) demonstrate that the quantity or quality of the services to be provided under this title by such agency will be enhanced as a result of such contract or such relationship; and (E) on the request of the Commissioner or the State for the purpose of monitoring compliance with this Act (including conduct an audit), disclose all sources and expenditures of funds such agency receives or expends to provide services to older individuals. (306 (a)(14) (A) through (E)) 5. Assure that funds received under this title will not be used to pay any part of a cost (including an administrative cost) incurred by the applicant to carry out a contract or commercial relationship that is not carried out to implement this title. (306 (a)(15)) Page 15 of 18 2004-122 ATTACHMENT C 6. Assure that preference in receiving services under this title will not be given by the applicant to particular older individuals as a result of a contract or commercial relationship that is not carried out to implement this title. (306 (a)(16)) 7. Assure that (A) the applicant will pursue activities to increase access by older individuals who are Native Americans to all it's programs under this title. 8. Assure that persons age 60 or over who are frail, homebound by reason of illness or incapacitating disability, or otherwise isolated shall be given priority in the delivery of services under this part. (§1321.69 (a)). 9. Such fiscal control and fund accounting procedures will be adopted as may be necessary to assure proper disbursement of, and accounting for, Federal funds paid under this title to the applicant. (307 (a)(7)(A)) 10. (i) No individual (appointed or otherwise) involved in the designation of the head of any subdivision of an area agency on aging, is subject to a conflict of interest prohibited under this Act; (ii) no officer, employee, or other representative of an area agency on aging is subject to a conflict of interest prohibits under this Act; and (iii) mechanisms are in place to identify and remove conflicts of interest prohibited under this Act. (307 (a)(71(B)) 11. (i) (It will) maintain the integrity and public purpose of services provided in all contractual and commercial relationships; (ii) Demonstrate that a loss or diminution in the quantity or quality of the services provided, or to be provided, under this Act by such applicant has not resulted and will not result from such contract or such relationship; (iii) Demonstrate that the quantity or quality of the services to be provided will be enhanced as a result of such contract or such relationship. (307 (a)(7)(C)) 12. Furnish assurances to the area agency that the applicant will maintain efforts to solicit voluntary support and that the funds made available under this title to the applicant will not be used to supplant funds from non-federal sources. (307 (a)(13)(H)) 13. It shall establish procedures that will allow the option to offer a meal, on the same basis as meals are provided to elderly participants, to individuals providing volunteer services during the meal hours, and to individuals with disabilities who reside at home with and/or accompany to meal sites older individuals who are eligible for meals. (307 (a)(13)(I)) 14. In the case of purchase or construction, that there are no existing facilities in the community suitable for leasing as a multipurpose senior center, [and that the] plans and specifications for the facility are in accordance with regulations relating to minimum standards of construction promulgated with particular emphasis on securing compliance with the requirements of the Act of August 12, 1968, commonly known as the Architectural Barriers Act of 1968. (307 (a)(14)(8)(C)) 15. Any laborer or mechanic employed by any applicant in the performance of work on the [multipurpose senior center] facility will be paid wages at rates not less than those prevailing for similar work in the locality as determined by the Secretary of Labor in accordance with the Act of March 3, 1931 (40 USC 276a-276a-5, commonly know as the Davis -Bacon Act), and the Secretary of Labor shall have, with respect to the labor standards specked in this clause, the authority and functions set forth in reorganization plan number 14 of 1950 (15 12 Page 16 of 18 2004-122 ATTACHMENT C FIR 3176; 64 Stat. 1267), and Section 2 of the Act of June 13, 1934 (40 U.S.C. 276c). (307 (al (14)(D)) 16. If a substantial number of older individuals in the applicants service area are of limited English-speaking ability, the applicant shall (A) utilize in the delivery of outreach services under Sec. 306 (a) (2) (A) and 306 (a) (6) (P), the services of workers who are fluent in the language spoken by a predominate number of elderly individuals who are of limited English- speaking ability. (307 (a)(20)) 17. All services provided under Title III meet all existing state and local licensing, health, and safety requirements for the provision of those services. 18. All staff hired by the program will be required to attend appropriate training sessions and workshops sponsored by the Department of Aging & Adult Services and the California Department of Aging. 19. All materials, videotapes, and publicity will acknowledge the San Bernardino County Department of Aging & Adult Services and indicate that the programs are made possible by Older Americans Act funds. Page 17 of 18 13 2004-122 List of Acci irnnf nL% ATTACHMENTC Any exceptions to the assurances must be noted and fully explained and attached as an Appendix to the RFA. 14 PAnP to of 1A 2004-122 Regarding Item 4.c Audited and Unaudited Financial Statements under Application Submission Item C: Guidelines for completing Application, the following explanation is offered: The Account Technician who can supply this documentation is unavailable at this time. This information will be forthcoming as soon as possible. 15 2004-122 City of San Bernardino Human Resources f Risk Management Division 300 N.'D' Street Son Bernardino. CA 92419 Fred Wilson D,ranor. Human Resources City Administrator CERTIFICATE OF INSURANCE OR SELF-INSURANCE In the event orcancellabon of the self insurance programs cr policies designated below, it is the intent of the City of San Bernardino to mail 30 days' prior notice thereof to - County of San Bernardino Human Services Systems, Contracts 150 S. Lena Road San Bernardino, CA 92415-0515 The C,IYnf San Barn ardmo ren,fu sthat the following laN.msuranca orog•tlmy or insw net policies are infort¢ City of San Bernardino - Senior Companion Program The County and its officers, employees, agents, and volunteers are named as additional insured with respect to liabilities arising out of the performance of services hereunder. All rights of subrogation against the County, its officers, volunteers, employees, contractors and subcontractors are waived. All policies are nrimary Anil nnn_r•nnh rss...•....., COMPANY AND POLICY LIMNS OF LIAMLITY Was TYPE OF COVERAOE POLICY NO, PERIOD Soddy Injury J PrOpstty Wre"* Comprehensive General Liability ffSe-.nn"rd .ndthnirc 91.000,000 Combined Sinlimns l uKl Auto Uabihty Excess Comprehensive General Liability mcl Auto L+abiLty Workers Compensafion saff-,nsureO ndd.ner, ibrutlry no coverage 0 T H Professional E Liability Self -insured Indefinite $1,000,000 per :laim R l nu certificate is not valid unless countersigned by an aothonzed representative of the City of San Bernardino. Risk Management Division. cc Betty Deal, Parks 6 Rec. 2-10-04 Date Director Of Human Resourca\ / '� City of San Bernardino �//�K/'w/ei Authorized Ropfesontstiye yp„tw, Rigk ��{{��m[. Coord. For information regarding the above calf-�nsofance ounces, please contact Risk Management Division at f9091 Sea.53De nafazl 16 2004-122 Addendum to Certificate of Self -Insurance Acceptance of this application by the County shall constitute an agreement by the County that a Certificate of Bonafide Program of Self -Insurance by the Contractor shall satisfy all insurance requirements contained in this agreement. 17 2004-122 The City of San Bernardino Senior Companion Program accepts these grievance procedures. Provider Name: 3-23-04 Betty Deal, SCP Manager ATTACHMENT B COMPLAINT AND GRIEVANCE PROCEDURES (INSTRUCTIONS: THE PARTICIPANT IS TO READ AND RECEIVE THE TOP PORTION OF THIS FORM. THE BOTTOM PORTION OF THE FORM IS TO BE SIGNED BY SERVICE RECIPIENT AND PLACED IN THE CONTRACTORS RECORDS.) If you believe you have been discriminated against, or that there has been a violation of any laws or regulations, or if you have a problem regarding services received, you have the right to file a grievance. The following procedures are to be followed when filing a grievance: 1. Identify the complaint/grievance in writing and discuss it with the contractor/service provider. Time frame: Within 1 week of discrimination/violation/problem. If resolved at this level, no further action is required. If no resolution is apparent within 10 calendar days, proceed with Step 2. 2. Forward the written complaint/grievance to your Caseworker (whichever is applicable). Time frame: Within 1 week of Step 1. If resolved at this level, no further action is required. If no resolution is apparent within 20 calendar days, proceed with Step 3. 3. Forward the written complaint/grievance to Program Manager at the following address: Department of Aging and Adult Services 686 E. Mill Street San Bernardino, CA 92415-0640 Time frame: Within 1 week of Step 2. If resolved at this level, no further action is required. 4. If no solution is apparent after Steps 1-3 have been exhausted forward copy of written grievance to: Human Services System, Contracts Manager 150 S. Lena Road San Bernardino, CA 92415-0515 You will be contacted within 10 calendar days of any actions being taken. Please note: Each of these steps must be completed in the sequence shown. ....................•....................................................... In 2004-122 ATTACHMENT C 19. Assurances: — Read "Assurances" (included in Attachment C) and submit reasons for any Assurances that cannot be complied with. Failure to submit documentation may result in the application not being considered. 20. Additional Information — Include Subcontractor Information, Former County Officials, Audited Financial Statements, Insurance Information, Applicant Eligibility, and Complaint and Grievance Procedures. Failure to submit these documents may result in the application not being considered. 21. Submitted by: (Signature) 22. Title: Manager, Senior Companion Program 23. Name: Betty A. Deal (Typed) 24. Date: 3-22-04 19 Page 10 of 18