HomeMy WebLinkAbout16-Parks & Recreation
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Subject:
RESOLUTION OF THE MAYOR AND
COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE MAYOR
OR HER DESIGNEE TO APPLY FOR AND
ADMINISTER A GRANT IN THE AMOUNT OF
$45,000 FROM SAN BERNARDINO COUNTY
EMERGENCY FOOD & SHELTER PROGRAM
LOCAL BOARD FEMA XXII FOR THE
ADMINISTRATION OF A FOOD & SHELTER
PROGRAM FOR AT RISK FAMILIES
THROUGH THE WESTSIDE COMMUNITY
SERVICE CENTER.
MICC Meeting Date: October 20, 2003
Dept: Parks, Recreation & Community Services Dept.
Date: September 24, 2003
ORIGINAL
Synopsis of Previous Council Action:
Approved administration of Emergency Food and Shelter Funds at the Westside Community Service
Center since 1984 with the last approval being for FEMA XXI in the amount of $50,000 on November
4,2002 - Resolution No. 2002-357.
Recommended motion:
Adopt Resolution.
p~
?/ Signature
Contact person: Walt Bratton
Phone: 384-5030
Supporting data attached: Staff Report & Application
Ward: City-wide
FUNDING REQUIREMENTS:
Amount: $45,000
Source: (Accl. No.) l23-51O-XXXX
(Accl. Description) Federal FEMA XXII Food & Shelter Program
Finance:
Council Notes:
~ ~LCG ~- "?.~"'\
/O/JD!03
I. I
Agenda Item No. / (fl
09-24-03
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
Mayor or her designee to apply for and administer a grant in the amount of $45,000 from San
Bernardino County Emergency Food & Shelter Program Local Board FEMA XXII for the
administration of a food & shelter program for at risk families through the Westside Community
Service Center.
Backl!round:
This year's request has been reduced to $45,000 due to Federal budget cuts. Last year the City
received $50,000 for this program. This federal program for emergency food and shelter which
serves residents of San Bernardino County has been successfully operated since 1984. This
program through the Westside Community Service Center provides support to City residents that
meet the Federal Government eligibility requirements as set forth in the attached Exhibit "1", in
the form ofthe following categories:
VOUCHERS FOR MEALS No. Meals Cost per Meal $Reauest
9,524 $1.05 $10,000
Cost per night!
OTHER SHELTER: No. Nights Per person $Reauest
(HoteVMotel vouchers) 217 $35.00 $ 7,595
RENTAL/MTG. ASSIST. No. Bills $ Average Bill $Reauest
40 $646.72 $25,865
UTILITY ASSISTANCE No. Bills $ Average Bill $Reauest
22 $49.57 $ 1,090
ADMIN. REQUESTED (1.5%) $ 450
Total For FEMA XXII Requested $45.000
Financial Imnact:
This program is fully funded from the FEMA Grant and no general funds are required. This
proposed application will cover this program beginning October I, 2003 - September 30, 2004.
Recommendation:
Adopt Resolution.
10-08-03 dip
Exhibit "1"
Federal Emergency Food and Shelter Program
The Emergency Food and Shelter Program is needs based program for which clients must aualify.
Clients eligibility criteria for the year of 2003-2004 grant
All clients will have to attend a one-day class, regarding employment, nutrition, and self esteem
(The importance of getting back on track).
1. All adults in home must have California picture ID and Social Security Card.
2. All children must have Medi-Cal sticker or Social Security Card.
3. Clients must show written verification of current income.
4. When clients are asking for rent or mortgage assistance, they must bring lease agreement and
eviction notice or 3-day quit.
5. Landlord's or mortgage company's will be called to verify that he/she will accept payment
from the City Program. (Landlord's name, address, and phone number must be furnished by
client. )
6. Client must furnish current copies of all utility bills, and past due notice.
7. Client must have lived in the City of San Bernardino at least six (6) months.
8. As of December 2002, if any other agency has helped client pay for these bills, our agency
will not be able to help them.
If our department finds that the statement on the application has been falsified in any way, their
privilege to use this program will be taken away for (2) years and will also affect any persons
named on the application.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
October 24, 2003
TO:
Lemuel Randolph, Director of Parks, Recreation & Community Services
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2003-284
At the Mayor and Common Council meeting of October 20, 2003, the City of San Bernardino
adopted Resolution 2003-284 - Resolution authorizing the Mayor or her designee to apply for
and administer a grant in the amount of $45,000 from San Bernardino County Emergency Food
& Shelter Program Local Board FEMA XXII for the administration of a Food & Shelter
Program for at risk families through the Westside Community Service Center.
Attached is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office as soon as possible, to my attention.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acknowledge receipt ofthe above mentioned documents.
Signed:
Please sign and return
Date:
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1
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RESOLUT'N~ (P))f
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.
7
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
8
9
10
11 authorized to apply for federal grants to continue the Emergency Food and Shelter Program at
12
13
14
15
16
17
18
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
the Wests ide 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.
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
19 City Clerk within one hundred twenty (120) days following the effective date of the resolution.
20
III
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22 Iii
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24 III
25 /1/
26 III
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
APPLY FOR AND ADMINISTER A GRANT IN THE AMOUNT OF $45,000 FROM
SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM
LOCAL BOARD FEMA XXII FOR THE ADMINISTRATION OF A FOOD &
SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE
COMMUNITY SERVICE CENTER.
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,
,2003, by the following vote, to wit:
ABSTAIN ABSENT
17 ANDERSON
18 MC CAMMACK
19
20
Kachel Uark, City Uerk
The foregoing resolution is hereby approved this
day of
,2003.
21
22
23
Approved as to form
24 and legal content:
JUDITH V ALLES, MAYOR
City of San Bernardino
25 James F. Penman
City Attorney
26
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Btf~ i-.f~
10.08-03 dip
FEMA XXII \Vestsidc
SAN BERNARDINO COUNTY
EMERGENCY FOOD & SHELTER PROGRAM (EFSP) PHASE XXII
2003-2004
. SECTlmJ 1 GENERAL INFORMATION AND ELIGIBILITY
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A. Total EFSP XXII Request $ 45,000.00 for period October 1, 2003 - September 30,2004.
ICllll'Y over from TOTAL on _ 3. one! lhoukIlnclude _nlllnllon.)
B. Agency Name: City Of San Bemardino, Par1ts, Recreation & Commun~y 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 Bemardino
Board Chair: Mr. Lemuel P. Randolph, Director of Par1ts, Recreation & Community Services
Key Project Contact Person: Mrs. Aaliyah K. Harkley, Senior Recreation Supervisor
Phone: (909) 384-5428 or (909) 384-5233 Fax: (909) 887-1812 or (909) 384-5160
E-mail address: Abdullah Aa@sbcitV.orq Agency web address: www.ci.san-bemardino.C8.us
Vear Agency Was Founded: In 1854 the City Of San Bemardino was officially Incorporated
C. Has your agency received EFSP funds in the past?
200212003 EFSP XXI grant $41,355.00
DNo
xVes
D. Does your agency receive EFSP funds from another jurisdiction?
DVes
xNo
If yes, how much and from which jurisdiction?
E. Eligibility of Agency (check applicable answers)
1.
DYes
xNo
Does the agency have a voluntary board?
(Attach a lilt 01 boord members, including phon., .ddress, and position)
2.
DNo
Does the agency have an IRS classification?
Check applicable designation:
xVes
xGovemment
DPrivate (Nonprofit (501.C.3. or SOI.CA.)
or
(Pl.... attach IRS lorms - .- agencies only.)
3.
DNo
Are services free of charge?
If no, explain.
xYes
Is there a waiver available for some recipients?
How many?
Explain
DVes
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.
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~~~I~~TION SITE DAYS ~ERVIC.~ HOURS BY AP~r ., PHONE"
coni from-tD ONLY? YIN
Westside Monday 9:00 a.m. Yes 909-384-5428
Community Services Thru to
Center Thursdav 4:0011.m.
EFSP XXII
Page 3
~gency Name: City Of San Bemardino, Parlls, Recreation & Commun~y Services Department,
........... Westside Commun~y Services Center
SECTION II DEMONSTRATED EFFECTIVENESS
A. Brieflv describe your agencies past services in the area of food, shelter, and related
services for the poor. IPlease use space available.) The Westside Commun~y Services
Center is a Multi-service center in the C~y Of San Bemardino, Parlls, Recreation and Community
Services Department. The center services the entire C~y Of San Bemardino. 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 lincluding 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
SECTlor, III ACCOUNm,G AND FISICAL REPORTING ABILITY
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A.
Does agency have a working accounting system?
xYes
DNo
B. Who handles the accounting system for the agency? ISpecify name of staff, professional
title, volunteer, or accounting firm). The C~y Of San Bemardino, Finance Department handles
the accounting system for the city's departments and Conrad and Associates, handled the City Of
San Bemardino's last annual aud~.
C. Briefly describe agency's internal control of program accounts. Include accounting
method, types of ledgers and reports, and approval process. The Westside Commun~
Services Center's staff completes an assessments on each client. The process consist of
screening information, recording and copying information for back-up, followed by completing a
Request for Payment form, to be sent to the vendor for each client. Next this Request for Payment
form 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 firm.
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 111# C will be followed. Once all funds are spent the Westside
Commun~y Services Center, along w~h the Finance Department, will begin the process of
reconciling the grant by pulling copies of cancelled checks and bank statements. Examining the
information 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.
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EFSP XXII
Page 4
E. Agency submits an audit by an outside CPA (AICPA Statement of Auditing Standards No. 58):
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X yes
DNo
F. Attach a list of all sources of income for the latest fiscal year. Include funding source, contact
person 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.
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EFSP XXII
Page 5
~gency Name: Westside Community Services Center
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SECTION IV AGENCY REQUEST
A. FOOD - Estimated cost per person per meal:
For mass "ecfng program:;, file", a", two options for oIgibIo costs: oithor cIroct cost!/! por molll_ance, One option must be solocted at
tIIo beginning at tIIo progfilm year and COllIlnUec:t tIItoughout the enti" yoor.
Served Meals Direct Cost (mass IoectIng programs)
Served Meals Per Meal Allowance" (mass fooc!ing programs)
Other Food (voucI1er$, brown bog, ole.)
SuppliesIEquipment- (_ plain, cups, etc.)
so.oo
SO.OO
S 10,000.00
S
B. SHELTER - Estimated cost per night per person:
For mass sheller ptT1Victors, file" ." two options for oIfib/o costs: either cfTtct cost !/! por clem _ence. One option must be seloctocJ at
tIIo ~g of tIIo progrsm ye.r end conllnuec:t fllroughout lhe e_ YMr.
Mass SheKer Direct Cost (mass _ provideIs)
Mass SheKer Per Diem Allowance -- (...... shelter
.",-)
her Shelter (wuchers, etc.)
SuppliesJEquipment-
C. RENTAUMORTGAGE ASSISTANCE
D, UTIUTY ASSISTANCE
E. ADMINISTRATION REQUESTED (1" maximum)
$450.00
TOTAL FOR EFSP XXII REQUESTED fA+B+C+D+EI =
(Carry ovorthis totalS 1f9u" to Section I A, _ 1)
$ 45,000
rounded figure
. Per meal allowance of exactly $2.00 per meal served is al_ for mass feeding programs W LRO's total mIlS feeding award is expended in
this manner. The $2.00 per meal allowance, Welected, may be o.petidect by the LRO for any related coot; ft is not imltect to otherwise eligible
rtems. The per meal aJ-.ce may be uaect to cover coals such as rent, utilities, anet alaff _. The per meal allowance does not include
c;add- coals oI$SuCialllct with shelter.
;quipment/slJpplies may not_ $XX) per iIem, and .- EFSP IIa8rd approval (aI1IIch list).
. diem allowance 0' 0l0ICIty $7.50 per person or 0l0ICIty $12.50 per person per night is al_ for me.. shelter providers W LRO's total
mass shelter IIWIIrd is e>cpIlnctect in this manner. The $7.50 or $12.50 per diem, W _, may be expended by the LRO for any cost _ to
the operation of the mass sheller: rt is not imrtect to eligible costs under EFSP. The per diem allowance may be uaect to cover costs such as
sheller rent, utilities, anet staff salaries. The per diem allowance does not inclucte the additional costs _ with food.
EFSP XXII
Page 6
SECTION V DISTRIBUTION COALITION & NETWORKING
rAGENCY NAME: Westside Community Services Center
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?
DYes
xNo
If yes, which food bank:
If no, explain:
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 po_r 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 networlls with and refer to the following agencies:
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Catholic Charities, Frazee's Community Center, Home of Neighborly Services, San Bernardino County
Community Service Department, Saint Paul A.M.E. church, New Hope Baptist church, The San
Bernardino 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 emptoyed. An existing sectarian nature of the agency shall not suffer impairment 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 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 EFSP XXII and adhere to all other applicable rules and
regulations to the fullest extent possible.
~oard Chair
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Date
Executive Director
Date
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Exhibit "1"
Federal Emergency Food and Shelter Program
The Emergencv Food and Shelter Program is needs based program for which chents must quahfv.
Clients eligibility criteria for the year of 2003-2004 grant
All clients will have to attend a one-day class, regarding employment, nutrition, and self esteem
(The importance of getting back on track).
I. All adults in home must have California picture ID and Social Security Card.
2. All children must have Medi-Cal sticker or Social Security Card.
3. Clients must show written verification of current income.
4. When clients are asking for rent or mortgage assistance, they must bring lease agreement and
eviction notice or 3-day quit.
5. Landlord's or mortgage company's will be called to verify that he/she will accept payment
from the City Program. (Landlord's name, address, and phone number must be furnished by
client.)
6. Client must furnish current copies of all utility bills, and past due notice.
7. Client must have lived in the City of San Bernardino at least six (6) months.
8. As of December 2002, if any other agency has helped client pay for these bills, our agency
will not be able to help them.
If our department finds that the statement on the application has been falsified in any way, their
privilege to use this program will be taken away for (2) years and will also affect any persons
named on the application.
.
.
,
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 10-20--o..~ Item #
Vote: Ayes I' '1, b-t") Nays A::r
Change to motion to amend original documents:
l~
Resolution #
Abstain B
LCD.?;- 2 i:S4
Absent ,"')
Reso. # On Attachments: / Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: \00- '2..\ -03
Date of Mayor's Signature: (D- 2:2..-03
Date ofClerk/CDC Signature: 10 -'23 -03
e Memo/Letter Sent for Signature:
60 Day Reminder Letter Sent on
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attached:
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):
Copies Distributed to:
City Attorney V
Parks & Rec. 1/"
Code Compliance Dev. Services
Police Public Services Water
Notes:
NulUVoidAfter: t"20 ~ ~ ) 2-11-0'-\
I
By: -
Reso.LogUpd~ed: ~
Seal Impressed: V-
Date Returned: -
Yes 1/" No By
Yes No ./' By
-
Yes No V By
-
Yes N07 By
Yes No- B
EDA
Finance
v
MIS
Others:
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