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Home My WebLink About22-Parks & Recreation , CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lemuel P. Randolph, Director Subject: RESOLUTION AUTHORIZING THE MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A GRANT IN THE AMOUNT OF 550,000 FROM SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XXI FOR THE ADMINISTRATION OF A FOOD & SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE COMMUNITY CENTER. MICC Meeting Date: November 4, 2002 Dept: Parks, Recreation & Community Services Dept. Date: October 9,2002 C.." ",.:L 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 XIX in the amount of $50,000 on September 17,2001 10/1/02 Grants Committee recommended for approval. Recommended motion: Adopt resolution. N~~ Ignatu Contact person: Bill Meyrahn Phone: 384-5032 Supporting data attached: Staff Report & Application Ward: City-wide FUNDING REQUIREMENTS: Amount: $50,000 Source: (Acct. No.) 123-51O-XXXX (Acct. Description) Federal FEMA XXI Food & Shelter Program Finance: Council Notes: t2€l!;.C .l.l.:? t<\? -?-... ,') 10-9-02 Agenda Item No. I/W~ a:A, CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect: Resolution authorizing the Mayor of the City of San Bernardino or her designee to apply for and administer a grant in the amount of $50,000 from San Bernardino County Emergency Food & Shelter Program Local Board FEMA XXI for the administration of a food & shelter program for at risk families through the Westside Community Service Center. Backl!round: 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 "I", in the form of the following categories: VOUCHERS FOR MEALS No. Meals Cost oer Meal $Reauest 4,100 $2.44 $10,004 Cost per night! OTHER SHELTER: No. Nil!hts Per oerson $Reauest (HotellMotel vouchers) 112.5 $40 $ 4,500 RENTAL/MTG. ASSIST. No. Bills $ Averal!e Bill $Reauest 47 $650.00 $30,550 UTILITY ASSISTANCE No. Bills $ Average Bill $Reauest 68.4 $65 $ 4,446 ADMIN. REQUESTED (1.5%) $ 500 Total For FEMA XXI Requested $50.000 Financial Impact: This program is fully funded from the FEMA Grant and no general funds are required. This proposed application will cover this program beginning October 1,2002 - September 30, 2003. Recommendation: Adopt Resolution. 10-10-02 dIp RESOLUTION NO. 1" '. Exhibit "1" Federal Emergency Food and Shelter Program The Emergencv Food and Shelter Program is needs based program for which clients must Qualify. Clients eligibility criteria for the year of 2002-2003 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. e 1 2 3 4 5 6 7 8 9 10 11 12 13 .:::''\ ,/--- ,,'''\ i ' ,~- '___ _J 'L{ RESOLUTION AUTHORIZING THE MAYOR OF THE CITY OF SAN ERNARDINO OR HER DESIGNEE TO APPLY FOR A.1\ffi ADMINISTER A GRANT N THE AMOUNT OF $50,000 FROM SAN BERNARDINO COUNTY EMERGENCY OOD & SHELTER PROGRAM LOCAL BOARD FEMA XXI FOR THE DMINISTRATION OF A FOOD & SHELTER PROGRAM FOR AT RISK FAMILIES HROUGH THE WESTSIDE COMMUNITY CENTER. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY F SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby uthorized to apply for federal grants to continue the Emergency Food and Shelter at Westside 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 XXI, a copy of which are attached hereto, marked Exhibit "A" and incorporated herein by reference as e 14 fully as though set forth at length. III 19 III 20 III 21 III 22 III 23 III 24 III 25 III 26 III e 27 III 28 SECTION 2. The authorization granted hereunder shall expire and be void and of no e e e 3 4 5 6 7 8 9 10 11 12 .13 1 RESOLUTION AUTHORIZING THE MAYOR OF THE CITY OF SAN 2 BERNARDINO OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A GRANT IN THE AMOUNT OF $50,000 FROM SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XXI FOR THE ADMINISTRATION OF A FOOD & SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE COMMUNITY 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, held on the day of , 2002, by the following vote, to wit: COUNCIL MEMBERS ESTRADA NAYS ABSENT AYES ABSTAIN LIEN MC GINNIS DERRY 14 SUAREZ 15 16 17 18 ANDERSON MC CAMMACK Kachel Clark, CIty Clerk 19 20 21 day of ,2002. The foregoing resolution is hereby approved this JUDITH V ALLES, MAYOR City of San Bernardino 22 Approved as to form and legal content: 23 24 25 26 By: 27 10-9-02 dIp FEMA XXI Westside 28 ~ Ie e e SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM (EFSP) PHASE XXI 2002-2003 A Total EFSP XXI Request $ 50.000.00 for period October 1. 2002 - September 30. 2003 (Carry over trom TOTAL on osce 3, and should Include administration.) B Agency Name: Wpq>qi Ap Community Servi ~e~ Cen~er Phone: (qnq) 384-5428 Address: 1505 West Highland Ave City: San Bernardino. CA Zip 92411 Executive Director: Judith Valles,Mayor Board Chair:Lemuel P. Randolph, Director Key Project Contact Person: Aali vah K. Harklev Phone: (909)384-5428 Fax: (909) 887-1812 E-mail address: / Agency web address: www.dtsan-bernardino.ca.us Year Agency Was Founded 1971 C Has your agency received EFSP funds in the past? 2001/2002 EFSP XX grant $ 40.000.00 lKIYes DNo D Does your agency receive EFSP funds from another jurisdiction? DYes IX]No If yes, how much and from which jurisdiction? E Eligibility of Agency (check applicable answers) Does the agency have a voluntary board? (Attach a list of board members, including phone, address. and position) lXJYes DNa 2 Does the agency have an IRS classification? Check applicable designation: lXJYes DNa Ii(]Government or OPrivate (Nonprorlt (501 C.3 or 501 C 4 ) (Please attach IRS forms - new agencies only_) 3 Are services free of charge? If no. explain IZJYes DNo Is there a waiver available for some recipients? How many? Explain DYes lID No F Indicate when your organization is available to assist people with EFSP funded services (for exarrcCle Mon., Wed, Fri., 11:00 a.m. - 1:00 p.m.). If you have more than one site, proVide a Ilsllng wlln I:mes also indicate if you see people by appointment only. and list a phone number : DISTRIBUTION SITE : (city only) (1) DAYS S-ERVIC'EHOURS'-- "BYAPP'r'-'TpHbNETn._--- from.toL ONLY? (Y/N) .' _.__.. .. ,m Tn 4. nn ..lll.L....Yes.._n .9D.9)J8.!.=li2B._ I1<m-Thtm.L. , .....----.-.--- -.-...--"---... --.- ..-.--.-.-----. .-.--.---- -- ..-. .-.... r ----- . ..-..-...--- ----.------.- . .-----...---.--- --.-----..... .-...- -. .. / . r e e e EFSP XXI Page 2 Agency Name: Westside Community Services Center SECTION II. DEMONSTRATED EFFECTIVENESS' A. Brieflv describe your agency's past services in the area of food, shelter, and related services for the poor. (Ple"~e use space available.) The Westside Community Service Center is a Multi-Services Center in the Parks Recreation & Community Department. The center services the entire City of San Bernardino. 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 Clothings and other related services for low-income individuals and families. B. If you are applying for shelter funds (including renVmortgage): Average shelter length of stay per person: C. If you are applying for food funds: Average number of meals provided per person: 30 days 21 meals (per week) , SECTION III. ACCOUNTING AND FISICAl REPORTING ABILITY A. Does agency have a working accounting system? [XJYes DNo B. Who handles the accounting system for the agency? (Specify name of staff, professional title. volunteer, or accounting firm). Conrad and Assocates, L.L.P. C. Briefly describe agency's internal control of program accounts. Include accounting method, types of ledgers and reports, and 'approval process. The Westside Community Services Center screens, records, and initiates Request to all vendors then submits re- quest for auditing and recording by the Department Accounting System, which are submitted, to the City finance department for payment. Describe the administrative procedures you will employ to ensure accurate reports and fiscal control. The manager will ensure that all participants meet all program require- ment and submit necessary domentation to substantiate their need. Once the ~ has been established then the steps stated in section 111# C. Willbe followed. A periodic progress report will be submitted to the local board. Agency submits an audit by an outside CPA (AICPA Statement of Auditing Standards No. 58) D. E GgYes 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 aM indiVidual donations You may omit "contacts" and "phone" for indiVidual gifts. Please see The City Of San Bernardino Audit Report. I I I~ e e e EFSP XXI Page 3 Agency Name: Westside COIIUllunitv Services Center . , SECTION IV. AGENCY REQUEST . '. A. FOOD - Estimated cost per person per meel: For m." fo.ding fJfOfII"IfM. lharo aro two opIIona lor aI/<JI/W cootl: ..lhar dirod CO./i!"" mem .lIowance. One option must b. s./act.d .t tho beQlnnlf19 of tho program YHT and con/lnuad thtouphout tha .nln )'lat.. Served Meels Dired Cosl (tnassl.edlng programs) Served Meals Per Meal A1low8nce. (mus _log progroms) Other Food (voucnors, brown bag, .tc.) Supplles/Equlpment- (piper platos, cups, stc.) ~~I"I~)~~~ 11~{~'Ii'~)lh, I'r"'~-'~II,] '<.i:.' ~ 1~~,lil" ~--:'t,!IIII~e >f~ltrl"~-U1Gf\Jt:;:4; Iqtl'l"II~':rur.::hi:lr:;;:r;~'ll1~. "I< .:j '~'I ~ ' 1 't ' \ I II I . j I' I ,I 1 fi 1 ,\ ..... 'j;Jd ,. ....... ~-~(,' ,<-.1%." l,,~ ~ I... ~ Lt '("'\.J~ I, .~ Ilu" lP~ .'...~ 1J11",III,.l..I.o'~L l~LtilUjL 11 J1LillJL"...t.d~"~' IlL j'rc1!fl:ilr'!".' J ilw.li I -< to 004 B, SHELTER - Estimated cost per night per person: For m." shene' PIOvida,., thero aro two options lor eligible 000/1: ellM' direct cost Q!"" meal allowance. One option must be seltctsd st tho beginning of the _ )'Iar and oonIInusd thtoug/lout tho .nUre year. . ~~~~~~ , 'f~.~, ~,,1~1~a,; Mass Shelter Direct Cost (masa sheltor pIOVld.rs) Mass Shelter Per Diem Allowance - (ms.. shell( providers) Other Sheller (vouchers, etc.) Supplies/Equipmenl.. $ 4,500 $ C. RENTAUMORTGAGE ASSISTANCE .. ., ./). , .$'REQUEST $ 30,550 D. UTILITY ASSISTANCE REQUEST $~446 iBll>,1:,':.' :~;,e~l.'S \~ I I UUlily Assistance I 68 4 E. ADMINISTRATION REQUESTED (1% max/mum) $ 500,00 TOTAL FOR EFSP XXI REQUESTED IA+B+C+D+El = {CalTY ovo' this total $ ng"" to See/Ion I A, p.go II $ 50,000 . Por meal oUowanee olexaclly $2.00 plr mealurved \I allowed tor mass feeding programs K LRO's total mass feeding award is oxpendea In Ihis mannar. The $2.00 per moal allowance, K .leeted, may be .xpended by the LRO lor any ",Iale<! cosI; l is not limited 10 otherwise eligible items, The per meal allowance may be used to cover COltllUch as rent, uUlities, and staff salaries. The per meal allowance does nOllneluoe the additionai cosls usociatod with sheher. - EquipmenVsupplies may not exceed $300 per kom, snd n.ads EFSP Board approval (sUach lisl). - Por diem allowance of """clIy $7.50 plr person or a..clIy $12.50 per person plr night is sUowed for ma.. sheller provi<:ters K LRO', lotal mass sheller award Is oxponded In this mannor. The $7.50 or $12.50 plr diem, K elected, may be expended by the LRO for any cost relilte<l 10 the operation of the mils sheltor, k \I not IImked 10 .ligible COIls undorEFSP. The plr diom allowance msy be used to cover coot, ouch .. ohelter ",nl, ulllllles, and slall salaries. The per diem snowance does nollnclude the additional cosll a..ocialed with food. L:YHI'}", 3 e e e EFSP XXI Page 4 AGENCY NAME: Westside Communitv Serv,,,,,,, Cenloer SECTION V. DISTRIBUTION, COALITION & NETWORKING 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: Will you be using a food bank? DYes IXlNo 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 power of your EFSP funds through cost-effective grocery purchase? (Add separate page, if needed) This centeJ:' plans on purchasing bulk food items from discount groceJ:'Y stores and to distribute it according .to family size. This center will also purchase Gift Cerificates to supplement food baskets. These certificates will also be given to persons that have special diets and to persons without facilities for food items that need no cooking. 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 client; however, whenever necessary and in order not~dup1icate services, the center networks with the following agencie. ~~ B. Catholic Charities, Frazee'.s Community Center, Home Of Neighborly Services, Community Service Department, St. Paul A.M.E. Church. 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 infdrmation 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 XXI and adhere to all other applicable rules and regulations to the fullest extent possible. Board Chair . Date Executive Director Date C ,J~.iP!T /f e e e Exhibit "1" Federal Emergency Food and Shelter Program The Emer2encv Food and Shelter Pro2ram is needs based Dr02f8m for which clients must aualify. Clients eligibility criteria for the year of2002-2003 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): ~ Item # Vote: Ayes /- 'I Nays e Change to motion to amend original documents: - 2Z Resolution # -zco 2 - 3-S'I Abstain -A- Absent-e--- NulINoid After: 12-0 DPttj /3-4-<>"3 I Reso. # On Attachments: L- Contract term: - Note on Resolution of Attachment stored separately: --=- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By: - Date Sent to Mayor: II ~ S' - 0 2- Date of Mayor's Signature: II~"'-Q). Date of Clerk/CDC Signature: ( I"') --0 ?- Reso. Log Updated: ,/" Seal Impressed: /' --- Date M tter Sent for Signature: 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: See Attached: See Attached: Date Returned: 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): YesL No By Yes No / By Yes No /' By Yes NO~ By Yes No_ y- Copies Distrib~ to: City Attorney Parks & Rec. ./ EDA Finance ,/ Code Compliance Dev. Services Police Public Services Water Others: Notes: MIS 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