HomeMy WebLinkAbout2003-284
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RESOLUTION NO.
2003-284
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
4 APPLY FOR AND ADMINISTER A GRANT IN THE AMOUNT OF $45,000 FROM
SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM
5 LOCAL BOARD FEMA XXII FOR THE ADMINISTRATION OF A FOOD &
6 SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE
COMMUNITY SERVICE CENTER.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
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11 authorized to apply for federal grants to continue the Emergency Food and Shelter Program at
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SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
the Westside Community Service Center and to execute the Agreement for Delegation of
Activities with the County of San Bernardino Emergency Food and Shelter Program Local
Board FEMA XXII, a copy of which is attached hereto, marked Exhibit "A" and incorporated
herein by reference as fully as though set forth at length.
17 SECTION 2. The authorization granted hereunder shall expire and be void and of no
18 further effect if the Agreement is not executed by both parties and returned to the Office of the
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City Clerk within one hundred twenty (120) days following the effective date of the resolution.
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III
21 III
22 III
23 III
24 III
25 III
26 III
27 III
28 III
III
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2003-284
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2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
3 APPLY FOR AND ADMINISTER A GRANT IN THE AMOUNT OF $45,000 FROM
SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM
4 LOCAL BOARD FEMA XXII FOR THE ADMINISTRATION OF A FOOD &
5 SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE
COMMUNITY SERVICE CENTER.
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8 Common Council of the City of San Bernardino at a joint regular
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Meeting, thereof,
9 held on the 20th day of
10 COUNCIL MEMBERS AYES
, 2003, by the following vote, to wit:
October
NAYS
ABSTAIN ABSENT
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x
x
x
x
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x
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The foregoing resolution is hereby approv~his' C4/dayof October l.fJU,'260'3.
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23 Approved as to form
24 and legal content:
25
.Tames F. Penman
City Attorney
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27 B(1~ -:;.f~
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I 0-08-OJ dIp
FFMA XXII Westside
SAN BERNARDINO COUNTY
EMERGENCY FOOD & SHELTER PROGRAM (EFSP) PHASE XXII
2003-2004
SECTION 1 GENERAL INFORMATION AND ELIGIBILITY
A. Total EFSP XXII Request $ 45,000.00 for period October 1; 2003 - September 30,2004.
ICorrv over from TOTAL on..- 3. _ _Include _nl__,)
B. Agency Name: City Of San Bemardino, Parks, Recreation & Community Services Department,
Westside Community Services Center. Phone: (909) 384-5428
Address: 1505 West Highland
City: San Bemardino Zip: 92411
Executive Director: Ms. Judith Valles, Mayor of the City Of San Bernardino
Board Chair: Mr. Lemuel P. Randolph, Director of Parks, Recreation & Community SelVices
Key Project Contact Person: Mrs. Aaliyah K. Harkley, Senior Recreation SupelVisor
Phone: (909) 384-5428 or (909) 384-5233 Fax: (909) 887-1812 or (909) 384-5160
E-mail address: Abdullah Aa@sbcitV.oro Agency web address: www.ci.san-bemardino.ca.us
Year Agency Was Founded: In 1854 the City Of San Bemardino was officially Incorporated
C. Has your agency received EFSP funds in the past? xYes DNo
200212003 EFSP XXI grant $41.355.00
D. Does your agency receive EFSP funds from another jurisdiction? DYes xNo
If yes, how much and from which jurisdiction?
E. Eligibility of Agency (check applicable answers)
1.
Does the agency have a voluntary board?
(Attach a 1i8l of board members, including phone, a_, and position)
Does the agency have an IRS classification?
Check applicable designation:
DYes
xNo
2.
xYes
DNo
xGovemment
or
DPrivate (Nooprolil (501.C.3. or 501.C.4.)
(Please attach IRS forms -.- agencies oo!y.)
3.
Are services free of charge?
If no, explain.
xYes
DNo
Is there a waiver available for some recipients?
How many?
Explain
DYes
xNo
EFSP XXII
Page 2
F. Indicate when your organization is available to assist people with EFSP funded services (for example
Mon., Wed., Fri., 11:00 a.m. - 1 :00 p.m.). If you have more than one site, provide a listing with times;
also indicate if you see people by appointment only, and list a phone number.
DISTRIBUTION SITE DAYS SERVICE HOURS BY APPT. PHONE'
I /cltv onlyl /from-tol ONLY? /YINI
Westside Monday 9:00 a.m. Yes 909-384-5428
Community Services Thru to
Center Thursdav 4:00 p.m.
EFSP XXII
Page 3
Agency Name: City Of San Bernardino, Parks, Recreation & Community Services Department,
Westside Community Services Center
SECTION II DEMONSTRATED EFFECTIVENESS
A. Brieflv describe your agencies past services in the area of food, shelter, and relallld
services for the poor. (Please use space available.) The Westside Cornmunity Services
Center is a Multi-service center in the City Of San Bemardino, Parks, Recreation and Community
Services Department. The center services the entire City Of San Bernardino. Westside
Community Services Center is demographically positioned in an area where 60% of the
population's income is below the federal poverty level. Since 1985 the Center has assisted with
Food, Shelter, utilities, Clothing and other related services for low-income individuals and
families.
B. If you are applying for shelter funds (including rent/mortgage):
Average shelter length of stay per person:
30
days
C. If you are applying for food funds:
Average number of meals provided per person:
21
meals
SECTlorJ III ACCOUNTIr"G AND FISICAL REPORTING ABILITY
A.
Does agency have a working accounting system?
xYes
DNo
B. Who handles the accounting system for the agency? (Specify name of staff, professional
tiUe, volunteer, or accounting firm). The City Of San Bernardino, Finance Department handles
the accounting system for the city's departments and Conrad and Associates, handled the City Of
San Bemardino's last annual audit.
C. Briefly describe agency's internal control of program accounts. Include accounting
method, types of ledgers and reports, and approval process. The Westslde Community
Services Center's staff completes an assessments on each client. The process consist of
screening infonnation, recording and copying infonnation for back-up, followed by completing a
Request for Payment fonn, to be sent to the vendor for each client. Next this Request for Payment
fonn is sent to the main office for signature and approval. Then to the Finance Department for
payment processing, recording of payment to proper accounts, followed by an annual account
audit via an independent finn.
D. Describe the administrative procedures you will employ to ensure accurate reports and
fiscal control. The manager will ensure that all participants meet all program requirements and
submit necessary documentation to substantiate their need. Once the need has been established
then the steps stated in section III # C will be followed. Once all funds are spent the Westside
Community Services Center, along with the Finance Department, will begin the process of
reconciling the grant by pulling copies of cancelled checks and bank statements. Examining the
infonnation on both documents for accuracy and completing a reconcilement. To ensure that all
request for payments and procedures have been completed a copy of all payments and a copy of
the reconcilement will be submitted to the Local and National board showing a zero balanced
reconcilement.
EFSP XXII
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E. Agency submits an audit by an outside CPA (AICPA Statement of Auditing Standards No. 58):
X yes DNo
F. Attach a list of all sources of income for the latest fiscal year. Include funding source, contact
pelSOn and contact phone number, and purpose of funding. You may group smaller sources and
individual donations. You may omit "contacts" and "phone" for individual gifts.
EFSP XXIl
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Agency Name: Westside Community Services Cenler
SECTION IV AGENCY REQUEST
A. FOOD - Estimated cost per person per meal:
For mass feecing ptOQrams, Itrera aralwo options for ofr1ibIe costs: oi/Iror dract cost !2{ per meal _aneo. Ono option must be selected ot
tho bef/inning at Itre proflram year and eonttnued throughout tho en8ra year.
Served Meals Direct Cost (mass feeding programs)
Served Meals Per Meal Allowance" (mass feeding programs)
Other Food (1IOUCIl4n, b<own bag, etc.)
Supplies/Equipmenl- (paper pIales, cups, etc.)
$0.00
$0.00
$ 10,00000
$
B. SHELTER - Estimated cost per night per person:
For mass sheffer pmvIders, thora ora two optkJns for elgible costs: oi/Iror <iract cost!!! per ci6m BIowaneo, Ono option must bo s_ at
tho beginning at tho program yoar and continued throughout tho on8ra yoar.
Mass Shelter Direct Cost (mass _ provideIs)
Mass Shelter Per Diem Allowance - (mass_
provideBl
Other Shelter (\IOUChers, etc.)
SuppliesiEquipment-
C. RENTAUMORTGAGE ASSISTANCE
D. UTlUTY ASSISTANCE
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'. utility Assistance . . , , . .. ". 22 .... ~$ 49.567 $ 1090.47
E. ADMINISTRATION REQUESTED (1% mllXimwn)
$450.00
TOTAL FOR EFSP XXII REQUESTED fA+B+C+D+EI =
(Carry over this totat S Ifgura to Section I A, pego 1)
$ 45,000
rounded figure
" Per meal allowance of exactly $2.00 per meal served Is allowed for mass feeding programs W LRO's total mass feeding award Is Ol<pet oded in
this manner. The $200 per meaiallowance, Welected, may be expetoded by the LRO for any related cool; K Is not WmiIed 10 otherwise eItglble
Kems. The per meal a11ow8nce may be used 10 cover costs such as _, utilKies, and staff salaries. The per meal aUowance does not include
the add_ costs ....._ with shelter.
- Equipment/supplies may not exceed $:JXl per Kern, and needs EFSP Board approval (attach list).
- Per diem allowance of exactly $7.50 per person or exactly $12.50 per person per night Is al_ for mass shelter providers W LRO'. tolal
mass shelter award is expended in this manner. The $7.50 or $12.50 per diem, Welected, may be expended by the LRO for any cost _ to
the operation of the mass shelter; K is not fimKed to eligible costs under EFSP. The per diem allowance maybe used 10 cover costs such as
shelter rent, utilities, and slaff salaries. The per diem allowance does not include the addKional costs associated with food.
EFSP XXII
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AGENCY NAME: Westside Community Services Center
SECTION V DISTRIBUTION COALITION & NETWORKING
A. How will you obtain and distribute food: grocery boxes or bags; prepared meals; or vouchers to
restaurants or to grocery stores, or precisely what mix of these:
We will give vouchers to clients, or food bags of groceries.
Will you be using a food bank?
If yes, which food bank:
If no, explain:
Dyes
xNo
B. Do you plan to purchase gifts certificates or vouchers from food retailers? If so, at what percent
discount, and why do you propose to do this rather than maximizing the buying power of your
EFSP funds through cost-effective grocery purchase? (Add separate page, if needed) This center
plans to purchase bulk food items from discount grocery stores and to distribute it according to family
size. This center will also purchase Gift Certificates to supplement food according to family size and need.
These certificates also aide families that have no cooking facility and persons who are on special diets.
B. How do you coordinate services with other human service providers? What networks and
coalitions in this field do you participate in? Be very specific. Do not exaggerate. This center
provides services to all eligible clients; however, whenever necessary and in order not to duplicate
services, the center networtts with and refer to the following agencies:
Catholic Charities, Frazee's Community Center, Home of Neighborly Services, San Bemardino County
Community Service Department, Saint Paul A.M.E. church, New Hope Baptist church, The San
Bemardino County Children Fund, and the San Bernardino Unified School District, Sociological Services
Department.
NONDISCRIMINATION POLICY
This agency will assure, through all possible means, equal opportunity for all persons -regardless of age,
handicap, national background, race, religion, or sex- to receive service, to participate in the volunteer structure,
and to be employed. An existing sectarian nature of the agency shall not suffer impainnent under this agreement.
No participation in religious observances or services will be required as a condition of receiving food or shelter
paid for by this grant.
AGREEMENT
I affinn that all infonnation in this application is true and correct to the best of my knowledge and that the agency
under my authority will execute its responsibility under EFSP XXII and adhere to all other applicable rules and
regulations to the fullest extent possible.
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