HomeMy WebLinkAbout12-Parks & Recreation
CJTY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
FreNNIE F. RAMOS, DIRECTOR
Dept: PARKS, RECREATION & COMMUNITY SERVICES
Date: JULY 15,1997
Subject:
AUlHORIZATlON FOR APPUCATlON
AND ADMINISTRATlON'OF $ 50,000
OF EMERGENCY FOOD AND
SHELTER PROGRAM FUNDS (FEMA
XVI)
CG(o)~
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 XV in the amount of $ 50,000 on September 16,1996.
a~ 7- f~
Signature
Contact person:
TOM BOGGS
Phone: 5032
Supporting data attached: Staff Report & Application
Ward:
Cltv-wide
FUNDING REQUIREMENTS:'-- Amount: None
Source: lAce!. No.)
lAce!. Description)
Finance:
Council Notes:
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7/15/97
Agenda Item NO.i:l.-
feme applic8tion
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
--
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STAFF REPORT
AUTHORIZATION FOR APPLICATION
AND ADMINISTRATION OF $ 50,000
OF EMERGENCY FOOD AND SHELTER
PROGRAM FUNDS (FEMA XVI).
Congress has again appropriated funding through the Emergency Food and Shelter National
Board (FEMA XVI) 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 of San Bernardino has selected the Westside Community Service Center
as one of the sites within the City of San Bernardino to assist with distribution of funds between
October 1, 1997 and September 30, 1998. This department has prepared the attached application
for $ 50,000 to be administered through the Westside Community Service Center. There is no
additional cost to the City to administer this program along with other public service programs
now being administered.
7/15/97 amt
femaapplicalion
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Mt. Baldy United Way
9375 Archibald Avenue. Suite 301
Rancho Cucamonga, CA 91730-5703
(909) 98D- 1994
FAX (909) 98D- 2664
June 30, 1997
TO
Emergency Service Providers - San Bernardino County
FROM
Wytske G. Visser
San Bernardino County Emergency Food and Shelter Program
(FEMA) Administrator
SUBJECT
FEMA-XVI Application
Enclosed is a FEMA-XVI Request for Proposal for the San Bernardino County Emergency
Food and Shelter Program. This proposal is due into my office by August 22, 1997.
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Please note that these funds will be distributed to agencies located within San Bernardino
County. Exceptions may be made for agencies, whose headquarters are in a different
county, but can show services are provided through a facility in San Bernardino County.
Agencies that receive $25,000 or more from the Emergency Food and Shelter Program
(EFSP), will need-to have an annual, outside, audit of their financial affairs; agencies that
receive $100,000 or more in Federal funds, must comply withthe Single Audit Act, OMB
Circular A-133.
, .
There has be~ a shift in the human service field from a focus on activities to a focus on
results. This involves traFking of outcome, or what happens to participants after they
receive services. Federal, state, and local funders are beginning to require outcome
measures as a part of funding applications. As available funding shrinks, it is important that
you develop expertise in this methodology so that your agency can remain competitive.
In the next funding year (not this one), the FEMA board will ask for outcome information from
your agency. Mt. Baldy United Way will provide training, at no cost, on exactly how to do
this. Your name will be put on a mailing list, and you will receive information as soon as it
becomes available.
'" -......
Please call me at 909-980-1994, X204, if you have any questions regarding this application.
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"Coring for Eastern Los Angeles and Western Son Bernardino Counties"
Chino . Chino Hills . Claremont. Diamond Bar . Fontana' La Verne . Lytle Creek' Montclair
Mt. Baldy . Ontario . Pomona . Rancho Cucamonga . Son Dimas . Upland . Walnut
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SAN BERNARDINO COUNTY EMERGENCY FOOD AND SHELTER PROGRAM
LOCAL BOARD
FEMA XVI
REQUEST FOR PROPOSAL AND APPLICATION FORMS
As in past years, the San Bernardino County FEMA Board is anticipating an allocation through the
Emergency Food and Shelter National Board Program (FEMA).
The Local Board invites interested San Bernardino county non-profit community organizations and
government units to respond to a Request for Proposal through the closing date of Fridav. Auaust 22. 1997.
Allocations will not be made until later this fall. Questions may be referred to Wytske Visser at 909-980-
1994, x204.
.
The anticipated allocation from the National Program will be distributed according to the following:
Administration: Local Board
Administration: Agencies
Emergency Grants
0.5%
1.5%
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 $100,000.
To maximize the value of food made availabl'3 to th~ !Joor by emphasizing funding of agencies
which agree to obtain food from food banks and buying clubs rather than from retailers or through
gift certificates.
.
To allocate funds with an emphasis on reaching underserved geographic regions and populations
within th~9ounty.
.
To provide ongoing Sl,lpport to the previously participating agencies which have had successful prior
experience in serving huOgry 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.
.
. To encourage small allencies with limited fiscal capacity and limited ability to acquire food very
inexpensively, to form umbrella applications.
Agencies that did nOt receive FEMA XV funds (1996/97) will be limited to a $10,000 request.
.
TIMELlNE:
EIGHTEEN (18) COPIES OF THE PROPOSAL (pages 1-6), WITH ONE (1) COPY OF THE
~TTACHMENTS, MUST BE DELIVERED NOT LATER THAN FRIDAY. AUGUST 22.1997,5:00 P.M.
.-roposals will not be considered without attachments):
The San Bernardino County Emergency Food and Shelter Program Local Board
c/o Mt. Baldy United Way
9375 Archibald Avenue, Ste 301
Rancho Cucamonga, CA 91730.5703
SAN BERNARDINO COUNTY
FEMA XVI
, 1997.1998
ECTION I. GENERAL INFORMATION AND ELIGIBILITY
A. Total FEMA XVI Request: $ 50.000 (Carry Over from Total on page 4; should include
administration) for period October 1, 1997 - September 3D, 1998.
B. Agency Name We s t side Commun ity Serv ices Cen tephone fO ~- 384 - 5428
Address 1505 We s t H i 9 h 1 and A v e
Executive Director Ann i e F. Ram 0 s
City Sa n Berna rd i no, C~ip 92411
Board Chair Ma vor Tom t1i nor
Key Project Contact Person Aa 1 i ya h Abd u 11 a h
Year Agency Was Founded 192.!.-
C. Has your agency received FEMA funds in the past? (Yes) No
Phone~O~ 384-5428
1996/97 FEMA XV grant (if applicable) $ 50,000
Food
x
Shelter
x
Utilities
x
RenUMortgage
x
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Other previous major sources of food and shelter program funding:
$100 ,000. Block Grant For Rent/DeDos~it Program Funded Throuqh The
City Econmic Development Agency.
D.
Eijgibility of Agency (Circle applicable answers)
"-l,
1. Does agpncy have a voluntary board?
Attach Iii list of Board Members, including phone,
address, and position.
yes (no)
2. Is the proposed program an eXDansion of services
currently offered without "FEMA" funds?
(FEMA funds may not replace lost funding sources!)
. ( yes) no
3. Does the agency have an IRS classification?
'", Check applicable designation.
Government X or Private
Nonprofit (501.C.3 or 501.C.4.)
(yes) no
(Attach IRS Form).
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4.
Are services free of charge?
If no, explain, and list fees charged for services.
Use attachment if necessary.
( yes) no
FEMA XVI
Page 2
-
Agency Name:
E.
Westside Community Services Center
Indicate when your organization is available to assist people with FEMA funded services.
(For Example: Mon., Wed., Fri., 11 a.m. - 1:00 p.m., or attach a schedule at the end of the
RFP). 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.
1
Number of distribution sites
Location of sites (City only, not address):
Westside COmmunity Services Center.
Days: Monday- Fri day.
Ho~~ 9:00 a.m-4:00o.m. (Bv Aooointment Only) (90g) 384-54?Rl
SECTION II. DEMONSTRATED EFFECTIVENESS
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A.
B.
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C.
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 .Wests;de Community Services Center is a multi-service center
in the Parks, Receration & Communi~y Services Deoartment, The
Center services the entire City of San Bernardino. However, the
center is demographically positioned in an area where 60% of the
pa.p..ulation income is below the poverty level. Since 1985, the
center has assisted with food, shelter, utilities, clothina and
other related services for low income individuals and families.
Currently,'this center is the only center that offers such a wide
range of services to the immediate area.
, .
If y.ou are applying for shelter funds - indicate the following (indicate if number of days is for
reni8!Jmortgage assistance):
Average shelter length of stay per person 7
Do you charge recipients for the shelter?
If yes - is there a waiver for some recipients?
How many? (explain criteria)
To 30 days
Yes X No
Yes No
If you are applying for food funds - indicate the following:
Average number of meals provided per person 7 meals
Do you charge recipients for food? Yes X No
If yes - is there a waiver for some recipients? Yes No
How many? (explain criteria)
FEMA XVI
.e3
Agency Name: Wes t side Commun ity Serv ice s Center
SECTION III. ACCOUNTING AND FISCAL REPORTING ABILITY
e E.
A.
( yes) no
Does agency have an operating accounting system?
B. Who handles the accounting system for the agency? (Specify name of staff, professional
title, volunteer, or accounting firm)
C.
Briefly describe agency's internal control of program accounts. Include accounting method,
types of ledgers and reports, frequency of reports, and approval process.
:h: Westside Community Service Center screens, records and in-
ltlates,r~quest for pay~ents for all vendors and submits invoices
:~~t~~d~~dn~h~2~ ~f~o~~1~gb~Yt~ge ~epar!ment and City accountino
Describe the administrative procedures you will ~Mp)/olto'k~~6~ JbeBMetPepB~s and fiscal
control. The Center Manager Will ensure that all particioants meet all
progr~m requirements and submit necessary documentation to sub-
stan~late need. Once the need has been established, steps stated in
~gee1,tyl ~n6Mitt~ff a~8i~ ~Oll'~g~fslCfaq:~~ ~a~T1BfesMth1lane submit ted to the 1 oca 1
y 9t board.
operating budget of$100,OOO or more).' (yes) no
D.
F. List all sources of agency income for the latest fiscal year.. You may group smaller sources
and individ!-lal donations. You may omit "contacts" and "phone" for individual gifts.
''"'
Source Amount
Period
Puroose
Contact
Teleohone
The Westside Community Service Center is a City of San Bernardino
Social Service Department Funded by the City General Fund and no
other funds are solicited or received for operation of the center.
A copy of the City Budget is for your information.
-.'
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'Use your latest 12 month accounting period. J.U 1 Y 1 .1991... toJ u n e 1996
_in any prior audit exceptions, disallowed costs or unresolved questioned costs which your agency has experienced in the
period since 1994. Omit issues which are less than 5% of the grant. (Attach a page if necessary.)
FEMA XVI
Page 4
ency Name:
Wp~t~irtp Commllnitv
Services Center
SECTION IV. AGENCY REQUEST
A. FOOD - Estimated Cost Per Person Per Meal:
No. Meals
Cost Per Meal
Total
$$ Reauest
Served Meals (soupkitchen. etc.)
Other Food (vouchers, brown bag, etc.) R. Ii n n
$.qn
8.500
Supplies/Equipment*) (paper plates, cups, etc.)
8,500
B. SHELTER - Estimated Cost Per Night Per Person:
No. Niahts
Cost Per Niahtl
Per Person
Total
$$ Reauest
Mass Shelter
($10 or $5 per night, per person may be used)
eer Shelter (vouchers, etc.) $1 , 857. . 14
$7.00
$13,000.00
Equipment & Supplies-*)
C. RENTAUMORTGAGE ASSISTANCE
"
No. Bills
Averaae Bill
Total
$$ Reauest
-.....,
Rental/Mortgage Assistance
29
J500.00
$14, 500.00
...'
No. Bills
Averaae Bill
Total
$$ Reauest
D.
UTILITY ASSISTANCE
~
.....
228
$500.00
$14,500.00
"
E.
ADMINISTRATION REQUESTED (1,5% maximum)
$750.00
TOTAL FOR FEMA XVI REQUESTED (A+B+C+D+E)
eany over this total $ figure to Section / A, page 1).
$50,000.00
------------
------------
*) Equipment/supplies may not exceed $300 per item, and need FEMA Board approval (attach list).
FEMA XVI
Page 5
eENCYNAME:westside Community Services Center
SECTION V. DISTRIBUTION. COALITION & NETWORKING
A. 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 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 FEMA
funds through cost-effective grocery purchase. (Omit if not requesting funding for food.)
This Center plans to purchase bulk food items from discount grocery
stores and distribute according to family size. This center will also
purchase Gift Certificates that will be given to persons who have
special diets and to persons without cooking facilities for foor items
that need no cooking.
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.
B. How do yob coordinate services with other human service providers? What networks and coalitions
in this field do you parvcipate in? Be very specific. Do not exaggerate.
This Center provides services to all eligible clients. However, when
necessary and in order not to duplicate services, the Center networks
with the following agencies:
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--.
...
* Catholic Charities
* Frazee's Community Center
* Home of Neighborly Services
* Community Services Deoartment
* Christ Temple Church
* St. Paul A.M.E. Church
* Salvation Army
* Lutheran Social Services
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PEMA XVI
Page 6
.ENCY NAME:
Wa.c:tc:irlo rnmmllnity c;,prvirpc:, rpntpr
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 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 FEMA XVI and adhere to all other applicable
rules and regulations to the fullest extent possible.
_oard Chairperson
or similar authOrity
(Signature)
Date
Executive Director
or similar authority
(Signature)
Annie F. Ramos, Director
Parks, Recreation and Community Services
Department
City of San Bernardino
D~te
Tom Mi nor, Mayor
City of San Bernardino
,
Attach the following:
(without these, your applicatil;ln will be incomplete, and will not be considered for funding)
- Current Board Directors Roster
_ IRS form 501 (c) (3) (iTeW agencies only)
_ Agency Organization Chart (volunteer and staff)
_ Most recent financial report (monthly or quarterly)
_ Most recent audited year-end report
_ List of equipment and/or supplies to be purchased
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fema\rfp9781wgv
06110197