HomeMy WebLinkAbout17-Parks & Rec
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Date:
May 5, 2004
IJRIGlNAL
Subject: RESOLUTION RATIFYING THE SUBMfITAL
OF AN APPLICATION BY THE DIRECTOR
OF PARKS, RECREATION AND COMMUNITY
SERVICES DEPARTMENT AND
AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH THE CALIFORNIA
DEPARTMENT OF EDUCATION.
Dept: Parks, Recreation & Community
Services Dept.
MICC Meeting Date: June 7, 2004
Synopsis of Previous Council Action:
June 16,2003 - Resolution No.2003-13I was approved for the Summer 2003 program. The
Council has authorized the Parks, Recreation and Community Services Department to execute an
agreement with the San Bernardino City Unified School District to furnish food services for the
Summer Food Service Program since 1977.
Recommended motion:
Adopt Resolution
Signature
Contact person:
Glenda Robinson
Phone:
384-5332
Supporting data attached: StaffRepart, Resa, & Agreement Ward: City-wide
Finance:
Council Notes:
17 ="^ ::lt2.0C\4- \2,~
Agenda Item NO.--11--
It>/7 ( 0Lf
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution ratifying the submittal of an application by the Director of Parks, Recreation and
Community Services Department and authorizing the execution of an Agreement with the
California Department of Education.
Backl!round:
This federally funded program for youth under the age of 18 has been successfully operating
since 1977 and has provided nutritional help to youth who would otherwise have been deprived.
Meal preparation and delivery are contracted with the San Bernardino City Unified School
District.
Federal regulations require sponsors to submit a budget for the State agency review and
approval. During the summer of 2003, 33 feeding sites were established at locations in and
around the City of San Bernardino. Between June 30, 2003 and August 29, 2003, a daily
average of 771 lunches and 628 snacks were served within 49 days for a total of 33,899 lunches
and 27,617 snacks. This was a participation decrease of 20%. As a result, this program incurred
a deficit of $2,088.42 that was funded through department general funds.
With schools operating all day summer school programs, we anticipate our meal counts will
continue to drop each year. In order to operate this program without use of the general funds, the
program would need to serve a minimum of 35 sites with an average of 1700 meals a day. The
program in 2004 will serve only 20 sites with an estimated 537 meals a day. Based on these
figures, the Department does not anticipate continuing this program in 2005-2006 but will work
to identify a non-profit agency that has the ability to continue this program.
Financial ImDact:
This program is partially funded by the California Department of Education Grant.
Administrative costs total $11,696.80 and approximately $8,300 is eligible for reimbursement.
There will be a deficit of approximately $3,300 in additional funds for administrative costs.
Operational costs are fully funded. This grant application will cover program operations
beginning June 28, 2004 through September 3, 2004. Application packet is due to the state by
May 28, 2004.
Recommendation:
Adopt Resolution.
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RESOLUTION NO.
CrQJfl1
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO RATIFYING THE SUBMITTAL OF AN APPLICATION BY THE
DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES
4 DEPARTMENT AND AUTHORIZING THE EXECUTION OF AN AGREEMENT
WITH THE CALIFORNIA DEPARTMENT OF EDUCATION TO FURNISH FOOD
5 SERVICE FOR THE SUMMER FOOD SERVICE PROGRAM FOR YOUTH
THROUGH THE SAN BERNARDINO UNIFIED SCHOOL DISTRICT.
6
7
8
9
10
11
12
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 an application by the Director of Parks, Recreation and Community
Services Department and with the California Department of Education on behalf of said City,
13 and authorize the execution of an Agreement with the San Bernardino City Unified School
14
District relating to the delivery of Type A lunches and snacks to lunch sites, a copy of which is
15
16
hereto, marked Exhibit "A" and incorporated herein by reference as fully as though set forth at
length.
17
18
19 SECTION 2. The authorization granted hereunder shall expire and be void and of no
20 further effect if the agreement is not executed by both parties and returned to the Office of the
21 City Clerk within 120 days following effective date of the Resolution.
22' III
23
24
25 III
26 III
27 III
28 III
III
III
lID. /1
to /1 /6t/J
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO RATIFYING THE SUBMITTAL OF AN APPLICATION BY THE
DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES
2 DEPARTMENT AND AUTHORIZING THE EXECUTION OF AN AGREEMENT
3 WITH THE CALIFORNIA DEPARTMENT OF EDUCATION TO FURNISH FOOD
SERVICE FOR THE SUMMER FOOD SERVICE PROGRAM FOR YOUTH
4 THROUGH THE SAN BERNARDINO UNIFIED SCHOOL DISTRICT.
5
6
7
8
9
10
11
12
13
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
Meeting,
thereof, held on the
day of
, 2004, by the following vote to
wit:
COUNCIL MEMBERS
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LONGVILLE
MC GINNIS
14 DERRY
15
16
17
18
19
20
21
22
23
24
25
26
27
28
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2004.
JUDITH V ALLES, MAYOR
City of San Bernardino
Approved as to form
And Legal content:
James F. Penman
City Attorney
By: ~~ 1-
()
fp~
CALIFORNIA DEPARTMENT OF EDUCATION
NUTRITION SE~VICES DIVISION
EXHIBIT "A"
.
SUMMERFOODSER~CEPROGRAM
VENDOR #: H133-02
AGREEMENT #: 36-8360-0V
r\SUMMER FOOD SERVICE PROGRAM
'-"2003-04 RENEWAL APPLICATION/AGREEMENT
u.s. Department Of Agriculture - CFDA Number 10.559
NSD 8041 (REV. 02104)
Return To: Nutrition Services Division
Department of Education
1430 N Street, Sune 1500
Sacramento, Ca 95814-5901
Attentlon: RIM
SECTION 1- AGENCY INFORMATION (Make corrections/updates in red Ink.)
SPONSOR NAME CONTACT PERSON
San Bernardino, Cltv Of Lvnn Knutson
ADDRESS (INCLUDE STREET, CITY, COUNTY, AND ZIP CODE + 4 TELEPHONE NUMBER I FAX NUMBER
547 North Sierra Way, San Bernardino, CA 92410-4816 (909)384-~X 5006 (909)384-5160
NAME OFAUTHORlZED REPRESENTATIVE E-MAIL ADDRESS
LEMUEL P. RANDOLPH Knlltc:nn 1 .nr"
SECTION II - METHOD OF MEAL SERVICE
Yes Vend ed lIJlllX~.I(~(II(lXlX
If meal service is vended. provide name and address of vendor(s) and attach a copy of the signed agreemenVcontract (attach a list
if necessary):
VENDOR NAME ADDRESS CITY STATE, ZIP CODE +4
,.n Hn^ rH" IIcn 1?~7 "^~+" D,~" 01"A C,n r. n?An7
VENDOR NAME ADDRESS CITY STATE, ZIP CODE +4
If self-preparation, provide name and address of central kitchen (attach a list if necessary):
KITCHEN ADDRESS CITY STATE, ZIP CODe +4
KITCHEN ADDRESS CITY STATE, ZIP CODE +4
"
~ECTION 111- SiTE iNFORMATION (Incluaive of all sites.) .
RURAL SITES URBAN SITES OATES OF OPERATION
From: June 28_ 2004 To: Seotember 3 2004
SECTION IV - CASH ADVANCES (Indicate If an advance Is requested.)
Operational Advance Ves 0 No [i] Administrative Advance Ves 0 No GI
SECTION V - DISCLOSURE OF FEDERAL FINANCIAL ASSISTANCE (Private Nonprofit and Indian Tribes only.)
Does the agency receive at least $500.000 in federal funds? Ves IiiI No 0 NIA 0
If yes, indicate the agency's fiscal year: 07/2003
SECTION VI - AGREEMENT AND CERTIFICATION . .
The Califomia Department of Education (CDE) and the Agency whose name and address appear above renew their Agreement to
Participate and to comply with 7 CFR Part 225. This includes a/l requirements developed pursuant to and imposed by those
regulations as outlined in the original Agreement between CDE and the Agency. which incolporates alt amendments, Schedule A.
and the Meal Pattem (Schedule B). The Agency assures CDE it will continue to adhere to alt of the requirements and
responsibilities as agreed to in fhe original Agreement and will follow all Nutrition Services Division pOlicies and guidance. The
Agency wilt comply with Tifle VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1973. Section 504 of the
Rehabilitation Act of 1973. the Age Discrimination Act of 1975, and USDA's regulations conceming nondiscrimination (7 CFR Parts
15a and 15b). The Agency wilt comply with applicable Office of Management and Budget (OMB) Circulars A21, A87, Al02. All0,
A122 and A133. The Agency will comply with Uniform Federal Assistance (7 CFR Part 3016) and Debarment and Lobbying
requirements (7 CFR Parts 3017 and 3018). CDE will hold the Agency responsible for alt of the requirements and responsibilities
as agreed to in the original Agreemenf and as outlined in 7 CFR Part 225.
I hereby certify alf information contained in this pocument is true and correcf to the best of my knowled.Qa.
t SIGNATURE OF AUTHQiiiSirREPR~E ...--/ TITLE OATE_/, .', I
.,~ --., -z.-- Director -~ .~~-" //} .
i - . -/ . // ~
~ COE USE ONLY I
APPROVED BY: DATE EFFECTIVE DATES COMMODITY ELIGIBLE
FROM TO 09/30/04 Yes
CALIFORNIA DEPARTMENT OF EDUCATION
NUTRITION SERVICES DIVISION
SUMMER FOOD SERVICE PROGRAM
SUMMER FOOD SERVICE PROGRAM
C' BUDGET INFORMATION
NSD B040C (REV. 02104)
Federal regulations require that Summer Food Service Program (SFSP) sponsors submit a b.udgetto the California
Department of Education for review and approval. In the event that costs exceed anticipated revenue, sponsors should
have other funding sources to offset the difference. Sponsors may submit a revised budget for administrative costs as
needed.
VENOOR #: H133-02
AGREEMENT #:36-8360-0Y
SECTION 1- PROGRAM COSTS
Enter the estimated costs associated with the operating and administrative expenses. Attach Indirect cost
documentation for Indirect costs that are associated with the operating and/or administrative budgets.
The sponsor is reimbursed the lesser of: A ctual costs or
meals times the operating rates.
The sponsor is reimbursed the lesser of: A ctual costs.
meals times the administrative rates, or the sponsor's
bud!!e!.
Food
Food service oersonnel salarieslbenefils
F acUities/utilities
Food transoortalion to sites
Nonfood suoolies
Other CsoeciM:
Indirect Cost %:
$'~? 7&1
$ 6,000
$
$
$2,673
$
$
$141,414
ADMINISTRATIVE COSTS
Administrative oersonnel salarieslbenefits
Office suool/es
Facilities/utilities
Transoortation M i 1 o~ no
Other (s","ciM: Pri nti na/Postaae
IndirectCost%: Telephone 16.67%
$ 8 ,000
$ ~01 ___
$
$' onn
$2 ',nn
$ 100
GENERAL OPERATING COSTS
TOTAL
TOTAL
$12.581
,SECTION 11- CONTRACTS '0 . o. .
,lIS there a rental agreement, lease, or contract associated for any of the costs listed above? Yes D No [::J
If yes, attach copies.
SECTION III-INCOME
Will meals be sold to adults?
Yes D No ~
Breakfast I
Lunch
Will your SFSP receive income from other sources other than the SFSP reimbursement?
If yes, list type and amount:
Donations/Grant I
Administration
Ooerational
If yes, list price to be charged for each meal:
Snack I
Dinner
Yes D
I
No D
Unspecified Income I
Other
SECTION IV - REIMBURSEMENT RATES
Formula for rate projections:
NUMBER OF OPERATING DAYS (00) X AVERAGE DAILY PARTICIPATION (ADP) X MEAL (MR) / ADMINISTRATIVE (AR) RATES = TOTAL
OPERATING RATES ADMINISTRATIVE RATES
00 x AOP x MR = TOTAL 00 x ADP x AR = TOTAL
Breakfast x x = $ Breakfast x x =$
( Snack 49 x 850 x .~I\ = $?? ?? Snack 49 x 850 x .0550 = $2,290.75
Lunch 49 x 1000 x 2.41 = $ 118,090 Lunch 49 x lOnn x.21On =$1n ?on
Dinner x x =$ Dinner x. x = $
TOTAL S 141.414 TOTAL S12 ,508.7
CALIFORNIA DEPARTMENT OF EDUCATION
NUTRITION SERVICES OMS ION
SUMMER FOOD SERVICE PROGRAM
NSO 8050c (REV. 02104)
o
SUMMER FOOD SERVICE PROGRAM
MEDIA RELEASE
Use the following format for. your media or public release. Sponsors may clip and send a copy of this
announcement to the local media.
Check the boxes that apply and insert the name, address, and meal service times of each site in the appropriate
sections. Attach additional pages as necessary.
ENTER SITE INFORMATION BELOW OR ATTACH A UST
[KJ OPEN SITES:
l~l~Y O~ ~an ~ernar~~no ~ar~s. ~ecreatlonl
Agency Name: nmm n' ty ..rv;,. n.. ~ r m..n announces the sponsorship of the Summer Food
Service Program. Free meals will be made available to all children who are 18 years of age and younger at the following sites:
OATE OATE
see attached flier
SITE NAME SITE NAME
ADDRESS ADDRESS
MEAL TIME MEAL TIME
n accordance with Federal law and United States Department of Agriculture (USDA) policy, this institution is prohibited from
iscriminating on the basis of race, color, national origin, sex, age, or disability.
To file a complaint of discrimination, write United Slates Department of Agriculture, Director, Office of Civil Rights, Room 326-W,
Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TOO).
D RESTRICTEO-OPEN SITES:
Agency I I announces the sponsorship of the Summer Food
Name:
Service Program. Due to: Safety 0 Security 0 or Control 0 , a limited number of meals will be made available to
attending children who are 18 years of age and younger at no cost on a first come, first serve basis.
DATE DATE
SITE NAME SITE NAME
ADDRESS ADDRESS
MEAL TIME MEAL TIME
In accordance with Federal law and United States Department of Agriculture (USDA) policy, this institution is prohibited from
discriminating on the basis of race, color, national origin, sex, age, or disability.
To file a complaint of discrimination, write United States Department of Agriculture, Director, Office of Civil Rights, Room 326-W.
~ Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TOO).
e .
SUMMER FOOD SERVICE PROGRAM
MANAGEMENT PLAN
VENDOR .: H13U2
o
AGREEMENT /I: 31 13eCHI\/
NSD 80418 (REv02l04)
o
SECTION 1- STAFFING PLAN ,
."
List all positions and training dates, For this fiscal year, list the California Department of
Education (CDE) training date that the Director attended. Refer to the USDA Administrative
Guidance handbook for staffing and responsibilities.
STAFF TRAINING DATE STAFF TRAINING DATE
R~i~on Supervisor 4/22/04 Bookkeeper Lynn Knutson 4/22/04
I U""'.. .
Assistant Director Monitor (3) 6/14 - 6/17/01
Area Supervisor Site Supervisor 6/16 - 6/17/1
Summer Lunch Clerk 4/22/04 Site Personne 1
Other Juanita Webster 6/14 - 6/17/04 Other 6/16 - 6/17/01
SECTION 11- SPONSOR AGREES TO THE FOLLOWING . .,~
1. Conduct a preoperational visit at each new site, and sites that had problems during the
previous year to determine the adequacy and suitability for food service. All preoperational
visits must be documented and kept on file for the CDE to review.
2. Visit all sites at least once during the first week of operation.
3. Review all sites at least once .within the first four weeks of program operation. If a site
operates less than four weeks, conduct at least one review during the operational period.
4. Conduct additional monitoring visits to sites as necessary to assure compliance with program
requirements. Documentation must be kept on file for the CDE to review.
5. Accept final administrative and financial responsibilities for the operation of the Summer Food
Service Program (SFSP) at each site.
6. Retain SFSP records for three (3) years after the end of the fiscal year to which they pertain.
7. If applicable, collect and maintain the income eligibility documentation of participants for
closed-enrolled and camp sites. If you will not be using the enclosed Income Eligibility for
Camps and Enrolled Sites form, submit a copy of your proposed form for approval.
. 8. If applicable, camps that charge separately for meals served to non-eligible children must
have a method for collecting payment and hearing procedures in place. There will also be no
overt identification of children receiving free meals. Review the CFR 225.6 (c)(4)(iii) and 225.6
(c)(5) to ensure that the procedures include the requirements and submit a copy.
. Longstanding requirement not mentioned in the applications developed before the 2004 Federal fiscal year.
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CALIFORNIA DEPARTMENT OF E~UCATION
NUTRITION SERVices DIVISION
SUMMER FOOD SERVICE PROGRAM
(REV. 02104)
SCHEDULE D
SUMMER FOOD SERVICE PROGRAM
FREE MEAL POLICY 5T A TEMENT
The authorized representative certifies that all children at the sites described on the site
information sheets will be served the same meals at no separate charge regardless of race,
color, national origin, sex, age, or disability.
,
SIGNATURE OF AUTHO
DATE
AGENe AME
City of San Bernardino Parks, Recreation and Community Services Department