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CITY OF SAN BERARDINO - REQUEST 90R COUNCIL ACTION
From: Annie F. Ramos, Director
Subject:
AUTHORIZATION FOR APPLICATION AND
ADMINISTRATION OF $30,000 OF EMERGENCY
FOOD AND SHELTER PROGRAM FUNDS (FEMA X).
Dept: Parks, Recreation & Community Services
Date: August 7, 1991
Synopsis of Previous Council action:
Approved administration of Emergency Food and Shelter Funds at the Wests ide
Service Center since 1984 with the last approval being for FEMA IX in the amount
of $20,000 on 9/17/90.
Recommended motion:
That the Parks, Recreation and Community Services Department Director be authorized
to apply for and administer $30,000 of emergency food and shelter funds provided
under the provision of the Emergency Food and Shelter National Program (FEMA X).
Contect person: Annie F. Ramos, Director
Phone:
5030
Supporting date etteched: Staff Report & Appl ication Ward: City Wide
FUNDING REQUIREMENTS: Amount: No City Funds Required
Source: (Acct. No.l
(Acct. Descriotionl
Finance:
Council Notes:
")'J;_n?h?
AlII!nda It..m Nn_lL ~
CITY OF SAN BERtOlDI NO - REQUEST .oR COUNCIL ACTION
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AUTHORIZATION FOR APPLICATION STAFF REPORT
AND ADMINISTRATION OF $30,000 OF
EMERGENCY. FOOD AND SHELTER PROGRAM
FUNDS (FEMA X).
Congress has again appropriated funding through the Emer-
gency Food and Shelter National Board Program (FEMA X) 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 Service Center as one of the sites within the City
of San Bernardino to assist with distribution of funds
between October 1, 1991 and September 30, 1992. This
department has prepared the attached application for $30,000
to be administered through the Westside Service Center.
There is no additional cost to the City to administer this
program along with other public service programs now being
administered.
9/4/90
(STAFFRE:EMERF&S)
75.0264
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SAN BERNARDINO COUNTv EMERGENCY FOOD AND SHEL TER PRO,~RAM
LOCAL BOARD
FEMA X
REQUEST FOR PROPOSAL AND APPLICATION FORMS
San Bernardino County anticipates that Congress will appropriate funds in the fall for
the Emergency Food and Shelter National Board Program (FEMA).
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, August 30, 1991. 5:00 om. Questions may be referred to Wytske Visser
at 714-984-1793.
When funds are appropriated. local allocation from the NatiQna1 PrQgram will be
distributed according to the following:
Administration: Local Board
Administration: Agencies
Emergency Grants
0.5%
1. 5%
98%
FEMA IX recipients should base their request on the lnitial FEMA IX grant, not on the
total FEMA IX. which included additional funds.
Program objectives for this money are the same as for previous FEMA programs:
o To maximize the use of funds by limiting the amount of a grant to $100,000.
.
o 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 servin9 hungry and homeless poor people.
o 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.
o Agencies that did not receive FEMA IX funds will be limited to a $10,000 request.
TO BE CONSIDERED FOR FUNDING, TWO (2) COPIES OF THE COMPLETE PROPOSAL WITH ALL
ATTACHMENTS MUST BE DELIVERED NOT LATER THAN AUGUST 30, 1991. 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 "D" Street
Ontario, CA 91762
OR Mllq HAVE PoEEN MATLFD WITH A VISIBLE POSTMARK, CATtD AUGUST 30. 1991
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SAN BERNARDINO COUNTY
FEMA X
1991-1992
SECTION I. GENERAL INFORMATION AND ELIGIBILITY
A. Total FEMA X Request: $ 30,000.00 (Car'y Over from Total on page 4; should
include administration) for period October, 1991 - September, 1992.
B.
Agency Name Westside Community Service Center
Phone (714) 384-5428
Address 1505 West Highland Ave.
City San Bdno
Zip 92411
Executive Director
Annie Ramos
Board Chair Mayor Bob Holcomb
Key Project Contact Person Glenda Burnett
Year Agency Was Founded 19~
Phone ( 71' 384-5428
C.
Has your agency received FEMA funds in the past"
(Yes)
No
1990/91 FEMA IX grant (if applicable) $ 20,000.00
for Food $3,100.00 Shelter $11,600.00Utilities $5,000.00
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 pos,tion.
2.
Is the proposed program an exoansion of services
currently offered without "FEMA" funds?
(yes)
no
3.
Does the agency have an IRS classification?
Check applicable designatlon.
(fes)
no
Government
X or Private
Nonprofit (50'.C.3 or 501.C.4.)
(Attach IRS Form 501 (c) (3)).
4. Attach agency organization chart.
5.
Are services free of charge?
If no, explain and list fees charged for services:
Use attachment if necessa I'Y.
(yes)
no
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FEMA X
Page 2
Agency Name: Westside Community Service Center
E. 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.) If you have
more than one site, provide a listing with times.
Days: Monday - Friday
Hours: 8:00aM to 3:30 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 Community Service Center, formerly Westside Drop-In Center
is a multi-service center with the Parks, Recreation and Community Service
Dept. with the City of San Bernardino. This center services the entired
city of San Bernardino. The center is located in an area easy1y accessible
to the public. The income level of the immediate population 60 - 70% below
pverty 1 eve 1 .-
The Westside Community Service Center has been able to give direct assistance
with food, shelter, clothing and utilities and related services for the past
six (6) years to low income individuals and families. Currently the Westside
Community Service Center js.the nearest.center giving all of the above services
to the Westside, Delman Heights area and Muscoy area. Areas that have a high
concentration of poverty.
B. If you are applying for shelter funds - indicate the following (indicate if
number of days is for rental/mortgage assistance):
Average shelter length of stay per person 7 to 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 - indicate the
Average number of meals provided per person 5
Do you charge recipients for food? Yes x
If yes - is there a waiver for some recipients?
How many?
following:
meals
No
Yes
No
FEMA X
Page 3
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Agency Name: Westside Community Service Center
SECTION III. ACCOUNTING AND FISCAL REPORTING ABILITY
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 it's
departments accounts payable, accounts receivable, requests for payments 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 Wests ide Community Service 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. The Finance dept. then entered info into computer system and pa.Yffient is
Describe the administrative procedures you will employ to ensure accurate mae
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 nee~. Once the need has been proven then the steps
stated in'Sec. D. Periodic progress report submitted to Local Board
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
Amount
Grant
Period
Puroose
Contact
Teleohone
SEE ATTACHED
*Use your latest 12 month accounting period
July 119 89 to JUne 19 90.
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 5% of the grant. (Attach a page if necessary.)
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FEMA X
Page 4
Agency Name: Westside Community Servicp Cpntpr
SECTION IV. AGENCY REQUEST
A. FOOD - Estimated Cost Per Person Per Meal:
No. Meals
Cost Per Mea 1
$ Reouest
Served Meals
Other Food
; vouene'5. brown bag. .te.!
Equipment & Supplies
5.667
.90t
5,100.00
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Number of distribution sites
San Bernardino
1
Location of sites ':':' :ni... 'ot lO,'.SS':
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B. SHELTER - Estimated Cost Per Night Per Person:
No. NiQhts
Cost Per NiQht!
Per Person
$ Reouest
Mass Shelter
$10 Der r"grt, oer cer5C~ ~ay 06 useJ~
Other Shelter
Ivou:ners, etc.:
Equipment & Supplies
.
1.114'
$7.00
7,Rno nn
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C. RENTAL/MORTGAGE ASSISTANCE
No. Bills
AveraQe Bi 11
$ Reouest
Rental/Mortgage
Assistance
22
$400.00
R,Rnn nn
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D. UTILITY ASSISTANCE
No. Bills
AveraQe Bi 11
$ Reauest
92
$R5.00
7sRI;n nn
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E. AOMINISTRATION REQUESTED (1.5~ maximum)
$ -A.5O...oo_
TOTAL FOR FEMA X REQUESTED (A+B+C+D+E)
$
= ~p:!ppp~ pp= =
(carryover this total $ figure to Section I A, page 11
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FEMA X
Page 5
AGENCY NAME: Westside Community Service 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 is planning on purchasing bulk food items from discount grocery stores
and distributing them according to family size. This center will also purchase
gift certificates to supplement food baskets, to be given to persons that need
special diets and given to person with no cooking facilities and need items that
require little or no cooking.
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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 currently networks with Frazee's Community, Salvation Army,
Lutheran Social Services, Catholic Charites, Home of Neighborly Services and
Community Services (CSD) . If this center is unable to provide a food basket
then this center contact one of the above mentioned agency and makes a referal
for food assistance
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~EMA >'
Page 6
AGENCY NAME: Westside Community Service Center
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
sectarlan nature of the agency shall not suffer impairment under this agreement. No
participation in religion 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 X and adhere to all other app1 icab1e rules and regulations to the fullest extent
possible.
Board Chairperson
or similar authority
(Signature)
Date
Executive Director
or similar authority
(Signature)
Date
.
Attach the following:
- Curr'ent Board Dl rectors Roster
- IRS form 501 (c) (3)
_ Agency Organization Chart (volunteer and staff)
- Most recent financial support
Most recent audited year-end report
fema\rfp91.92/wgv
7-25-91