HomeMy WebLinkAbout10-Parks & Recreation
CITAF SAN BERNARDINc9 - RE&bEST FOR COUNCIL ~TION
Parks, Recreation & Community $~~t~s-~
r;:;:C;'L - "'USGbj8dtf. AUTHORIZATION FOR APPLICATION ANO
_ .ADMINISTRATION OF $20,000 OF EMERGENCY
LfFOOD AND SHELTER PROGRAM FUNDS (FEMA IX).
om:
Dept:
Annie F. Ramos, Director
Date:
September 4, 1990
Synopsis of Previous Council action:
Approved administration of Emergency Food and Shelter Funds at the Westside Drop-In
Center since 1984 with the last approval being for FEMA VIII in the amount of $20,000
on 7/17/89.
Recommended motion:
o
That the Parks, Recreation and Community Services Department Director be authorized
to apply for and administer $20,000 of emergency food and shelter funds provided
under the provision of the Emergency Food and Shelter National Pro9ram (FEMA IX).
4,.;.( ~ -4."",
Ignatu re
Contact person:
Annie F. Ramos
Phone:
5030
Supporting data attached: Staff Report & Appl ication Ward:
FUNDING REQUIREMENTS: Amount: No City Funds Required
City Wide
Source: (Acct. No.l
(Acct. Descriotionl
Finance:
oneil Notes:
75-0262
Agenda Item No
10
CITv'dF SAN BBRNARDINO~ RBddEST FOR COUNCIL ~TION
O AUTHORIZATION FOR APPLICATION STAFF REPORT
AND ADMINISTRATION OF $20,000 OF
EMERGENCY FOOD AND SHELTER PROGRAM
FUNDS (FEMA IX).
Congress has again appropriated funding through the emer-
gency Food and Shelter National Board Program (FEMA IX) to
local public and private organizations for the purpose of
delivering emergency food and shelter to needy individuals.
Grants are made from FEMA to communities through local boards
convened by the united Way with representatives from the
public and private organizations.
The local FEMA Board to San Bernardino has selected the
Wests ide Drop-In Center as one of the sites within the City
of San Bernardino to assist with distribution of funds
between October 1, 1990 and September 30, 1991. This
department has prepared the attached application for $20,000
to be administered through the Wests ide Drop-In Center.
There is no additional cost to the City to administer this
program along with other public service programs now being
administered.
During 1989/90 in the FEMA VIII program, the following
assistance was provided through the Wests ide Drop-In Center:
0 Average
Average cost per #Days
#Persons #Families Familv Size Familv Asst.
Shelter 157 36 4.36 $189.00 254
Utilities 210 59 3.56 $ 30.17 1,780
Rent/
Mortgage 50 17 2.94 $282.00 510
Food 439 113 3.88 $ 30.00 8,475
TOTAL 856 225 11,019
These services are given only once a year on an emergency basis.
Recommend approval.
9/4/90
(STAFFRE:EMERF&S)
c
75.0264
o
00
o
c
o
o 0
SAN BERNARDINO COUNTY EMERGENCY FOOD AND SHELTER PROGRAM
C)
LOCAL BOARD
FEMA IX
REQUEST FOR PROPOSAL AND APPLICATION FORMS
Congress will once again appropriate funds for the Emergency Food and Shelter
National Board Program (FEMA). It is not yet know how much San Bernardino County has
been awarded at this time.
However, in anticipation of the award, the Local Board invites interested San
Bernardino county government units and non-profit community organizations to respond
to a Request for Proposal through the closing date of Friday, September 28, 1990,
5:00 om. Questions may be referred to Wytske Visser at 714-984-1793.
Local allocation from the National Program will be distributed according to the
follOWing:
Administration: Local Board 0.5%
Administration: Agencies 1.5%
Emergency Grants 98%
Program Objectives for this money are the same as for previous FEMA programs:
To maximize the use of funds by limiting the amount of a grant to $iOO,OOO.
To Maximize the value of food made available to the poor by emphasizing funding
of agencies which agree to obtain food from food banks and buying clubs rather
than from retailers or through gift certificates.
o
To allocate funds with an emphasis on reaChing underserved geographic regions and
populations within the County.
o
To provide ongoing support to the previously participating agenCies which have
had successful prior experience in serving hungry and homeless poor people.
To encourage small agencies with limited fiscal capacity to secure or request a
fiscal agent, in compliance with the Federal requirement of providing a certified
audit.
o
To encourage small agencies with limited fiscal capacity and limited ability to
acquire food very inexpensively, to form umbrella applications.
LROs may not charge the program eligible expenditures until notified by the Local
Board of the grant amount.
o
TO BE CONSIDERED FOR FUNDING, IHB1I (3) COPIES OF THE COMPLETE PROPOSAL WITH ALL
ATTACHMENTS MUST BE DELIVERED NOT LATER THAN SEPTEMBER 28, 1990, 5:00 P.M.
The San Bernardino County Emergency Food and Shelter Program Local Board
c/o United Way, Inc. - Mt. Baldy Region
123 West "0" Street
Ontario, CA 91762
OR MUST HAVE BEEN MAILED WITH A VISIBLE POSTMARK, DATED SEPTEMBER 28, 1990.
o
o
o
c
SECTION I.
o
o
o
SAN BERNARDINO COUNTY
FENA IX
1990-1991
GENERAL INFORMATION AND ELIGIBILITY
A.
Total FEMA IX Request: .20,000.00 (should equal Total on page 4 and include
Administration) for period October, 1990 - September, 1991.
B.
Agency Name Westside Drop-In Center
Address 1505 West Highland Avenue
Phone (714) 384-5428
City San Bernardino Zip 92411
Board Chai r Mayor Bob Holcomb
Executive Director
Annie Ramos
Key Project Contact Person Glenda Burnett
Year Agency Was Founded 19~
Phone (714) 384- 5428
C.
Has your agency received FENA funds in the past?
( Yes) No
1989/90 FENA VIII grant (if applicable) $ 20,000.00
for Food 3,100.. Shelter 11,600 Utilities 5,000
.
Other previous major. sources of food and shelter program activity:
D. Eligibility of Agency (Circle applicable answers)
1. Does agency have a voluntary board? yes ( no )
Attach a list of Board Members. If possible, list identifying
information, such as phone, address, and position.
2.
Is the proposed program an exoansion of services
currently offered without "FEMA" funds?
Does the agency have an IRS classification?
Check applicable designation.
(yes)
no
( yes)
3.
no
Government X
or Private
Nonprofit (501.C.3 or 501.C.4.)
(Please attach IRS Form 501 (c) (3)).
4. Please attach agency organization chart.
5.
Are services free of charge?
If no, explain and list fees charged for services:
Use attachment if necessary.
no
(yes)
o
o
o
o
o
o
o
FEMA IX
Page 2
Agency Name:
Westside Drop-In Center
E. Please indicate vhen your organization is available to assist people vith FEMA
funded services. (For Example: Mon., Wed., Fri.; 11 a.m. - 1:00 p.m.) If you
have more than one site, please provide a listing vith times.
Days: Monday-Friday
Hours: 8:00 a.m. - 3:00 p.m.
SECTION II. DEMONSTRATED EFFECTIVENESS
A.
Briefly describe your agency's past services in the area of food, shelter, and
related services for the poor. Describe the impact and effectiveness of your
effort.
The Westside Drop-In Center is a multi-serv~ce center of the Community
Services Division. The service area to be served is the entire city
of San Bernardino. However, the center has been intentionally placed
in an area where 50-60% of the population's income is below the poverty
level. .
The Westside Drop-In Center has been able to give direct assistance
with food, shelter, clothing and utilities and related services for
low income individuals and families since January, 1985. Prior to
this date there were no other stable agencies in the immediate area
with such a high concentration of poverty giving direct services.
Even now Westside Drop-In Center is the nearest service center giving
direct assistance to the WeStside, Delman Heights and Muscoy area.
B. If you are applying for shelter funds - please indicate the following (please
indicate if nUftber of days is for rental/mortgage assistance):
Average shelter length of stay per person 7-30 days
Do you charge recipients for the shelter? Yes X No
If yes - is there a waiver for some recipients? Yes _____ No
How many?
C.
If you are applying for food funds - please indicate the following:
Average number of meals provided per person 5 meals
Do you charge reCipients for food? Yes X No
If yes - is there a vaiver for some recipients? Yes _____ No
How many?
o
o
FEMA IX
Page 3
o
o
o
Westside Drop-In Center
Agency Name:
SECTION III. ACCOUNTING AND FISCAL REPORTING ABILITY
o
A. Attach the most recent financial report available and also the final report,
audited if available, for your most recent fiscal year completed.
B.
Does agency have an operating accounting system?
(yes) no
c.
Who handles the accounting system for the agency? (Specify name of staff,
professional title, volunteer, or accounting firm)
The City of San Bernardino's Finance Department handles all of its departments
accounts payable, accounts receivable, requests for payment, purchase
orders, etc.
Briefly describe agency's internal control of program accounts. Include
accounting method, types of ledgers and reports, frequency of reports, and
approval process. The Westside Drop-In Center screens, records and initiates
request for all vendors by submitting request for payment and invoices to be
audited by division head and then recorded by department accounting system
before submitting request to Finance Dept. The information is then entered into a
computer system and payment is issued.
Describe the administrative procedures you will employ to ensure accurate
reports and fiscal control. Center Manager will be responsible for making sure
that all individuals participating in this program meet all requirements
and submit necessary documents to substantiate need. Once the need has been
proven then the steps stated in Section D are followed. Also periodic progress
reports are submitted to the Local Board during the time span of the program.
List all sources of agency income for the latest fiscal year.* You may group
smaller sources and individual donations. You may omit "contacts" and "phone"
for individual gifts.
D.
E.
F.
Source
Grant
Period
Contact
TeleDhone
PurDose
Amount
SEE ATTACHED
July 11989 to June :n 90
- -'
*Use your latest 12 month accounting period
Please explain any prior audit exceptions, disallowed costs or unresolved questioned
costs which your agency has experienced in the period since 1982. omit issues which
are less than 5X of the grant. (Attach a page if necessary.)
o
o
o
o
..:>
o
FEMA IX
Page 4
Agency Name:
Westside Drop-In Center
SECTION IV
A. FOOD
Cost estimated per person per meal:
No. Meals
Cost Per Meal
$ Reouest
Mass Feedir:g
Vouchers
3444
$1. 00
$3,100
Equipment
Total No. Served 688
TOTAL FOOD ASSISTANCE REQUESTED
$3,100.00
Number of distribution sites 1
B. SHELTER - Estimated Cost pe~ night per person (rate must be $10.00 or below):
No. Niahts
Cost Per Niaht/
Per Person
$ Reouest
o
Mass Shelter
Vouchers
1,057.77
2,400.00
$6.43
2.00
$6,800.00
4,800.00
Renta l/Mortgage
Assistance
Equipment & Supplies
Total No. Nights 3,457.77
TOTAL SHELTER ASSISTANCE REQUESTED
$11,600.00
----------------------~-------------------------------------------------------------
C. UTILITY ASSISTANCE - ESTIMATED Cost per night per person
No. Bills
Averaae Bill
S Reauest
$71.43
$5,000.00
70
D. ADMINISTRATION REQUESTED (1.5' maximum)
o TOTAL FOR FEMA IX REQUESTED (A+B+C+D)
(carryover- this tote1 $ figure to Section I A, page 1)
300.00
$
$ 20,000.00
------------
------------
0 0 0 0
FEMA IX
0 Page 5
Westside Drop-In Center
AGENCY NAME:
E. Detail how you will obtain and distribute food: grocery boxes or bags; prepared
meals; or vouchers to restaurants or to grocery stores, or preCisely what mix of
these. The Local Board expects all funded projects to make extensive use of food
banks and pantry cooperative bulk buying clubs to buy extremely economical groceries
unless you present an acceptable rationale for not doing so.
Do you plan to purchase gift 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 FEMA funds through cost-effective grocery purchase? (Omit
if not requesting funding for food.)
The Center is planning on purchasing bulk food items from discount grocery stores
and distributing them according to family size. Also the center will purchase
vouchers at a 6% discount. These vouchers will be"given in some cases to supplement
staple food boxes with fresh food items or given to persons that need special
diets or have no cooking facilities and need items that require little or no
cooking.
o
o
0 0 0 0
FEMA IX
0 Page 6
AGENCY NAME: Westside Drop-In Center
SECTION V. COALITIONS AND NETWORKING
A. How do you coordinate services with other human service providers? What networks
and coalitions in this field do you participate in? Be very specific.
In an effort to avoid abuse of funds and duplication of assistance this
center works closely with approximately 6 other agencies in the area
by properly screening individuals and families, being familiar with each
agency's procedures, sharing vital information and only allowing once a
month food assistance or referral.
During the 1989 Thanksgiving and Christmas baskets giveaway, all of the agencies
within the San Bernardino County came together and shared lists of persons
requesting assistance. This meeting made it possible for each household to receive
only one food basket and it sent a message to the participates discouraging them
from going from agency to agency requesting duplicate service.
This office also works very closely with the San Bernardino Unified School District,
the Homeless Task Force, Community Churches and other agencies working to help
with emergency situations. .
o
o
o
o
c
o
o
o
o
FEMA IX
Page 7
AGENCY NAME:
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 impairment under this agreement. No
participation in religion ob"ervances or services will be required as a condition of
receiving food or shelter paid for by this grant.
AGREEMENT
I affirm that all information 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
FEMA IX and adhere to all other applicable rules and regulations to the fullest extent
possible.
Board Chairperson
or similar authority
(Signature)
Date
Executive Director
or similar authority
(Signature)
Date
Please attach the following:
- Current Board Directors Roster
- IRS form 501 (c) (3)
- Agency Organization Chart (volunteer and staff)
- Most recent financial support
- Most recent audited year-end report
FEMA\RFP.91/lma
7/10/90