HomeMy WebLinkAbout13-Parks & Recreation
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
ORIGJNAl
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN
BERNARDINO OR HER DESIGNEE TO
APPLY FOR AND ADMINISTER A GRANT IN
THE AMOUNT OF $158,378.00 FROM
CALIFORNIA DEPARTMENT OF
EDUCATION FOR THE ADMINISTRATION
OF THE SUMMER FOOD SERVICE
PROGRAM FOR YOUTH.
From: Lemuel P. Randolph, Director
Dept: Parks, Recreation & Community
Services Department
Date: April 2, 2003
MICC Meeting Date: May 19,2003
Synopsis of Previous Council Action:
Resolution 2002-134 was approved for the Summer 2002 program. The Council has authorized
the Parks, Recreation and Community Services Department to submit an application to the
California Department of Education since 1977.
Recommended Motion:
~Afld-
Signature
Adopt Resolution.
Contact person: Walt Bratton
Phone: 384-5031
Supporting data attached: Starr Report. Reso. & Application
Ward: City-wide
FUNDING REQUIREMENTS:
Amount: N/A
Source: (Aeet. No.)
(Ar.r.t n",,,,r.riptinn)
Finance:
Council Notes:
Agenda Item No. _
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(2.&00. 2c::(Y~- 10 \
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
Mayor of the City of San Bernardino or her designee to apply for and administer a grant in the
amount of $158,378.00 from California Department of Education for the administration of the
Summer Food Service Program for youth.
Background:
This federally funded program for youth under the age of 18 has been successfully operating
since 1977. Federal regulations require sponsors to submit a budget for the State agency review
and approval. During the summer of 2002, thirty-three feeding sites were established at
locations in and around the City of San Bernardino. Between June 24 and August 30, 2002, a
daily average of 1096 lunches and 873 snacks were served within 44 days for a total of 48,239
lunches and 38,415 snacks. This summer we will serve at 29 sites and estimate serving 57,200
lunches and 43,560 snacks. (See attached sample press release for sites). This program 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.
The Chair of the Grants Committee agreed that this particular item go to Council for approval
rather than being heard by The Grants Committee which did not meet last week.
Financial Impact:
This program is fully funded from the California Department of Education Grant and no general
funds are required. Additionally, $14,012.90 in administrative costs and $10,595.20 in
operational costs are reimbursed to the city. Reimbursement rates are determined by the United
States Department of Agriculture and based upon the number of meals and snacks served. The
California Department of Education reviews all claims and approves all reimbursements. This
grant application will cover program operations beginning June 30 through August 29, 2003.
This program provides an essential and much needed service to the residents of the City of San
Bernardino and San Bernardino County.
Recommendation:
Adopt Resolution.
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RESOLUT10N NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OF THE CITY OF SA~
BERNARDINO OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A GRA~T
IN THE AMOUNT OF $158,378.00 FROM CALIFORNIA DEPARTMENT OF
EDUCATION FOR THE ADMINISTRATION OF THE SUMMER FOOD SERVICE
PROGRAM FOR YOUTH.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
authorized to apply for and administer on behalf of said City, a grant in the amount of
$158,378.00 from CDE for the administration of the Summer Food Service Program for
youth.
SECTION 2. The authorization granted hereunder shall expire and be void and of
no further effect if the agreement is not executed by both parties and returned to the
Office of the City Clerk within 120 days following effective date of the Resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OF THE CITY OF SAI\
BERNARDINO OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A GRANT
IN THE AMOUNT OF $158.378.00 FROM CALIFORNIA DEPARTMENT OF
EDUCATION FOR THE ADMINISTRATION OF THE SUMMER FOOD SERVICE
PROGRAM FOR YOUTH.
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
.2003, by the following vote, to wit:
day of
on the
Council Members:
AYES
NAYS
ABST AIN
ABSENT
ESTRADA
L1EN-LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
day of
The foregoing resolution is hereby approved this
20 20m.
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Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
25
JAMES F. PENMAN,
City A1Jtorn) _
Bv ~/
.~
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California Department of Education
Nutrition Services Division
SUMMER FOOD SERVICE PROGRAM
'r-" RENEWAL APPLICATION/AGREEMENT
~ 11 (1/03)
PLEASE PRINT OR TYPE ALL INFORMATION
H133-02
36-8360-DV
Vendor Number
Agreement Number
RETURN TO:
California Department of Education
Nutrition Services Division
P. O. Box 944272
Sacramento, CA 94244-2720
Attention: Resources and Information Management Unit
1. Name of Sponsor: Name of Contact Person:
San Bernardino, City Of OSCAR J. PERRIER
.
Address of Sponsor (include street, city, county, and zip plus four): Telephone Number:
547 North Sierra Way - San Bernardino, CA 92410-4816 (909)384-5231
Name of Authorized Representative: Fax Number:
Lemuel P. Randolph (909)384-5160
2. Method of meal service (check one or more):
Self-preparation No
Vended ~
3. If vended, provide name(s) and address of vendor and
attach a copy of the signed agreemenUcontract (attach list if
necessary):
San Bernardino City Unified School ni~trict
1257 North Park Boulevard
San Bernardino. Ca. 92407
If self-preparation, provide name(s) and address of central
kitchen (attach list if necessary):
4. Number and type of sites:
30
5. Dates of operation:
From: 6-30-03
To: 8-29-03
6. Would you like to receive an:
Operational costs advance?
DYes [!] No
Administrative costs advance?
DYes I!J No
7. Does the agency receive at least $300,000 in federal
funds? If yes, indicate your agency's fiscal year.
(Private nonprofit and Indian Tribes only)
[XJ Yes D No D N/A
Fiscal Year 07
/2002
8. Do you wish to receive commodity foods?
Rurai # Urban # (y;'D
The California 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 all requirements developed pursuant to and imposed by those regulations as outlined in the
original Agreement between CDE and the Agency, which incorporates all amendments, Schedule A, and the Meal Pattern (Schedule B). The
Agency assures CDE it will continue to adhere to all of the requirements and responSibilities as agreed to in the original Agreement and will
follow all Nutrition Services Division policies and guidance. The agency will comply with Title 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
concerning nondiscrimination (7 CRF Parts 15a and 15b). The agency will comply with applicable Office of Management and Budget Circulars
A21, A87, A102, A110, 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 all of the requirements and responsibililies as
agreed to in the original Agreement and as outlined in 7 CFR Part 225.
I hereby certify all information contained in this document is true and correct to the best of my knowledge.
SIGNATURE OF AUTHORIZED REPRESENTATIVE: ! TITLE: : DATE:
! Director
CALIFORNIA DEPARTMENT OF EDUCATION USE ONLY
COMMODITY ELIGIBLE
Yes
APPROVAL BY NUTRITION SERVICES DIVISION
Manager
Field Services Unit
Nutrition Services Division
Approved
I I 9/30/03
Effective Dates
FROM:
California Department of Education
Nutrition ServIces Division
Program Resources, Education and Policy Unit
Renewal NSD 8040B (3/03)
SUMMER FOOD SERVICE PROGRAM
MANAGEMENT PLAN
1. ling Pattern: List below all Summer Food Service Program (SFSP) personnel who will be
involved with management, food service operations, training, and monitoring.
PRINT EMPLOYEE NAME AND
POSITION
Oscar Perrier-Senior Rec Supervisor Administer the SFSP 6/17
1""1'0'" dl'pllcdLlulI paCKel., supervlse starr 1\ mOnltors,
Lynn Knutson-Recreation supervisoL.1lvers~e Q~v t~ d~y nppr:~tinn~. 4j'>.ln?
_ ASS1S Wl 11 0 flce dutles related
Betty Unbes-Sr. Rec Leader tn 1 'IRI:Il IH'Qgr:tm 9~ef'atiBlls. 4/3/C::i> lillC, 6/11 &-.e.A7
4 Monitors (Not yet identified) Monitor site operation~ fnr ~/ln. ~/l1 & ~/17
compliance.
By signing this Renewal Application/Agreement you agree to:
SPECIFIC DUTIES
SFSP TRAINING DATES
2. 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 California Department of Education (CDE) to review.
3. Visit all sites at least once during the first week of operation.
4. Review all sites at least once within four weeks of program operation, If a site operates less than
four weeks, conduct at least one review.
5. r-"duct additional monitoring visits to sites as necessary to assure compliance with program
irements. Documentation must be kept on file for CDE to review.
6 Accept final administrative and financial responsibilities for operations of the SFSP at each site.
7. Retain SFSP records for three (3) years after the end of the program fiscal year to which they
pertain.
8. Collect and maintain the income eligibility documentation of participants for any closed enrolled or
camp site. If you will not be using the Income Eligibility Form for Camps and Enrolled Sites form that
is provided in the renewal packet, please submit a copy of your proposed form for approval.
Program Resources, Education and PolICY Unit
H133_02NSD B040.C (3/03)
Vendor Number:
Agreement Number: 36-8360-0V
SUMMER FOOD SERVICE PROGRAM
2003 1..2llll! BUDGET INFORMATION
FIscal Year
California Department of Education
Nutrihon Services Division
Federal regulations require Summer Food Service Program (SFSP) sponsors to submit a budget for California Department of
Education review and approval.
In the event that costs exceed anticipated revenue, sponsors should have other funding sources to pay the difference.
Sponsors may submit a revised budget for administrative costs as needed.
PROGRAM COSTS
The sponsor is reimbursed lesser 01 the two: actuai cost or The sponsor is reimbursed least 01 the three: actual cost,
meals times the ooeratino rate. meals times the administrative rate, or the soonsor's budnet.
GENERAL OPERATING COSTS ADMINISTRATIVE COSTS
Food $147 782.80 Administrative personnel salarieslbenefits $ 0 "Jon ~n
Food service personnel salarieslbenefits $ 3,888.20 Office supplies $ 2,000.00
Facilities/utilities $ Facilities/utilities $
Food transportation to sites $ Transportation HI LEAGE $1,800.00
Nonfood supplies $ 6 707.00 Other (specify): ~~;n:"; 10.0/A> $1,432.10
Other (specify): $ "Indirect Cost %: $
-Indirect Cost %: $ $
TOTAL $158 378.00 TOTAL $14 012.90
'NOTE: Allach indirect cost documentation lor costs that are associated with the above operating and administrative
b,' ~.
CONTRACTS
Is there a rental agreement, lease, or contract associated .for any of the costs listed above? 0 Yes [] No
If yes, list and attach a copy:
INCOME
Will meals be sold to adults? 0 Yes [!] No
If yes, list price to be charged for each meal:
Breakfast: Snack:
Lunch:
Dinner:
Will your SFSP receive income from other sources other than the SFSP reimbursement? N/ A
If yes, list type and amount:
Donations/Grant: Unspecified Income:
Administration:
Operational:
Other:
REIMBURSEMENT RATES
Formula for rate projections:
Number of operating days (00) X average daily participation (ADP) X meal (MR) I administrative (AR) rates = total
OPERATING RATES
00 X AOP X MR = TOTAL
Srr .t X X = $
-
Sna_ 44 X 990 X .55 = $ 23,958
Lunch 44 X 1300 X 2.35 = ~~Il Il?n
Dinner X X =$
I TOTAL $158,378
ADMINISTRATIVE RATES
00 X ADP X AR = TOTAL
Breakfast X X =$
Snack 44 X 990 X 0525 = $2,286.90
Lunch 44 X 1100 X ?n<;n = ~1 726.0r
Dinner X X =$
TOTAL SJ.4 ,012. 9n
California Department of Education
Nutrition ServIces Division
Program Resources, Education and Policy Unit
NSD 8050-C (3/03)
SUMMER FOOD SERVICE PROGRAM
MEDIA RELEASE
Use the following format for your media/public release or send this form to announce
your site location(s):
Check the box(es) that apply and insert the name, address and meal service time(s) of
each site in the appropriate section. Attach an additional sheet of paper if necessary.
[!] OPEN SITES:
City of San Bernardino Parks. Recreation &
Agency name: COlllllunity Services Department announces
the sponsorship of the Summer Food Service Program. 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 TDD).
Site Name:
Address:
Meal Time:
Dates:
Enter site information below or attach a list.
See Attached Site Name:
Address:
Meal Time:
Dates:
.........................................................................................................
o RESTRICTED-OPEN SITES:
Agency name: announces
the sponsorship of the Summer Food Service Program. Due to: 0 safety 0 security
o control 0 capacity 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. 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. (Not all prohibited bases apply to all
programs.)
To file a complaint of discrimination, write USDA, 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 TDD).
Site Name:
Address:
Meal Time:
Dates:
Enter site information below or attach a list.
Site Name:
Address:
Meal Time:
Dates:
California Department of Education
Nutrition Services Division
Program Resources, Education and Policy Unit
NSD 8050-C (3/03)
D ENROLLED SITES:
City of San Bernardino Parks. Recreation &
Agency name: COllll1unity Services Department announces
the sponsorship of the Summer Food Service Program. Free meals will be made
available to all eligible enrolled children who are 18 years of age and younger. 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. (Not all prohibited bases apply to all programs.)
To file a complaint of discrimination, write USDA, 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 TDD).
Children from households with incomes at or below the income eligibility guidelines are
eligible for free meal benefits. Children who are members of households receiving food
stamps or benefits from a food distribution program on an Indian reservation, Kinship
Guardian Assistance Payment (KinGAP), recipients of California Work Opportunity and
Responsibility to Kids Act (CaIWORKs), or participants of the Workforce Investment Act
(WIA) are categorically eligible to receive free meal benefits.
Enter enrolled site name, address, meal service times and dates below, or attach a list.
Site Name: Site Name:
Address: Address:
Meal Time: Meal Time:
Dates: Dates:
Income Eligibility Guidelines
Effective July 1, 2002 through June 30, 2003
FAMILY SIZE YEAR MONTH WEEK
1 $16,391 $1,366 $316
2 22,089 1,841 425
3 27,787 2,316 535
4 33,485 2,791 644
5 39,183 3,266 754
6 44,881 3,741 864
7 50,579 4,215 973
8 56,277 4,690 1,083
For each additional + 5,698 + 475 + 110
family member
add:
CalifornIa Department of Education
Nutrition Services Division
Program Resources, EducatIon and Policy Unit
Schedule D, NSD 8050-D (3/03)
SUMMER FOOD SERVICE PROGRAM
FREE MEAL POLICY STATEMENT
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. (Not all prohibited bases apply to all programs.)
The free meal policy statement must be signed by all new sponsors and by any returning sponsors
who have substantive changes in their original site document(s) (e.g. changing from "open" to
"enrolled" site).
Signature of Authorized Representative Agency Name City of Date
San Bernardino Parks, Rec. ~
Conm. Services Dept.
California Department of Education
Nutrition Services Division
Program Resources. Education and Policy Unit
(3/03)
SUMMER FOOD SERVICE PROGRAM
REIMBURSEMENT RATES
JANUARY 1, 2003, THROUGH DECEMBER 31, 2003
OPERATING COSTS
Operating costs are expenses incurred by the sponsor for preparing, delivering, and serving SFSP
meals. These costs include, but are not limited to:
Purchasing, Storing, and Obtaining Food
Food Service Personnel Salaries/Benefits
Utilities
Non-Food Supplies
Equipment and Facilities Rental
Food Preparation EquipmentRepairs
The operating reimbursement rates are:
Breakfast
Lunch or Supper
Supplements
$1.35
$2.35
$0.55
ADMINISTRATIVE COSTS
~ dministrative costs are expenses incurred by the sponsor for administrative activities related to
anning, organizing, and monitoring the SFSP. These costs include, but are not limited to:
Administrative Personnel Salaries/Benefits
Office Supplies
Insurance
Audits
Equipment and Facilities Rental
Mileage and Parking
Communications
The administrative reimbursement rates for rural or self-preparation sites are:
Breakfast
Lunch or Supper
Supplement
$0.1350
$0.2475
$0.0675
The administrative reimbursement rates for urban sites that purchases meals from a food
service vendor are:
Breakfast
Lunch or Supper
Supplement
$0.1050
$0.2050
$0.0525
California Department of Education
Nutrition Services DiviSion
Program Resources. Education and Policy Unit
NSD Schedule A Suoplement r3103j
Agreement Number lli-SnIiO-OV
Vendor Number H131-0?
SUMMER FOOD SERVICE PROGRAM
NON OPERATING DAYS
For returning sites only. Complete and submit this form with your Schedule A to report additional
days that you will not be operating. including holidays, that fall within your normal Summer Food
Service Program beginning and ending dates.
Example: The submitted Schedule A indicates the site will operate Monday through Friday. Report
only planned "close" days that occur within Monday through Friday.
Site #
Site Name
Date Closed
2
3
4
5
Brockton Complex
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
7/4/03
Boys & Girls Club
cm
Campfire Boys & Girls
7
Cesar Chavez Park
10
Delmann Heights Community Center
12
14
Hernandez Community Center
Home of Neighborly Services
17
21
Johnson Hall
Lytle Creek Community Center
23
Mill Community Center
24
Neighborhood Spirit Community Center
Nicholson Community Center
26
27
North Fontana Parks & Recreation
28
PAL Center
30
Ramona Drop In Center
33
Ruben Campos Community Center
\9
Y.M.C.A
California Department of Education
Nutrition Services Division
Program Resources. Education and Policy Unit
NSD Scheoule A Supplement (3/03i
Agreement Numblo, 36-8360-0V
Vendor Number H!.:s.:s-UZ
SUMMER FOOD SERVICE PROGRAM
NON OPERATING DAYS
For returning sites only. Complete and submit this form with your Schedule A to report additional
days that you will not be operating, including holidays, that fall within your normal Summer Food
Service Program beginning and ending dates.
Example: The submitted Schedule A indicates the site will operate Monday through Friday. Report
only planned "close" days that occur within Monday through Friday.
Site #
Site Name
Date Closed
43
United Pentacostal Church
JB/03
7/4/03
7/4/03
7/4/03
48
Central City Lutheran Mission
Temple Community Outreach Center
Mentone Elementary School
Set Free Christian Fellowship
62
67
78
7/4/03
1
Rialto Community Center
7/4/n1
. .
84
86
Little Zion Manor
7/4/0:>.
Boys & Girls Club of Fontana
7/4/03
Christ Temple Church
North Fontana Church of Christ
7/4/03
7/4/03
Fontana Youth Center
7/4/03
1
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 5- 5- o-=<, Item #
Vote: Ayes I - 'I Nays Y
('S Resolution #
Abstain -E7
'ZCLi::,-IO \
Absent ~
Change to motion to amend original documents:
Reso. # On Attachments:
/
Contract term: -
NulllVoid After: 17.0 DA-l'::, /'1- 2-'0-3
,
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By:
Date Sent to Mayor: 5' (,,'03,
Date of Mayor's Signature: :5 -1 -0 ';)
Date of Clerk/CDC Signature: 5 - ,,-0':>'
Reso. Log Updated:
Seal Impressed:
,/'
V
Da
emo/Letter Sent for Signature:
See Attached:
See Attached:
See Attached:
Date Returned:
60 Day Reminder Le er
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes .L No By
Yes No ---?- By
Yes No-L By
Yes No Y By
Yes No 7'
Copies Distrihuted to:
City Attorney "./
Parks & Rec. /
Code Compliance
Dev. Services
EDA
Finance
MIS
Police
Public Services
Water
Others:
Notes:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc,)
Ready to File: _
Date:
Revised 01/12/01