HomeMy WebLinkAbout07-Parks and Recreation
CITY OF SAN BERNCRblNO - REQUEST OR COUNCIL ACTION
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From: Annie F. Ramos, Director Subject: AUTHORIZATION FOR APPLICATION AND
ADMINISTRATION OF $30,000 OF EMERGENCY
Dept: Parks, Recreation & Community Services FOOD AND SHElTER PROGRAM FUNDS (FEMA XI).
Date: July 29, 1992
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 X in
the amount of $30,000 on September 20, 1991.
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 XI).
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Contact person:
Annie F. Ramos
Phone: 5030
Supporting data attached: Staff Reoort & Aool ication
Ward:
Citv Wide
FUNDING REQUIREMENTS:
Amount: No City Funds RI'Quired
Source: (Acct. No.)
(Acct. Descriotion)
Finance:
Council Notes:
75.0262
Agenda Item No 7
CITY OF SAN BER~DINO - REQUEST QR COUNCIL ACTION
STAFF REPORT
AUTHORIZATION FOR APPLICATION
AND ADKINISTRATION OF $30,000
OJ' EMERGENCY FOOD AND SHELTER
PROGRAM FUNDS (J'EKA IX).
congress has again appropriated funding through the emergency
Food and Shelter National Board Program (FEMA XI) 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
Wests ide Community Service Center as one of the sits within
the City of San Bernardino to assist with distribution of
funds'between October 1, 1992 and September 30, 1993. This
department has prepared the attached application for $30,000
to be administered through the Wests ide community Service
Center. There is no additional cost to the city to administer
this program along with other public service programs now
being administered.
femaIX-1992
7/29/92
75-0264
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SAN BERNARDINO COUNTY EMERGENCY FOOD AND SHELTER PROGRAM
LOCAL BOARD
FEMA XI
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 government units and non-profit community
organizations to respond to a Request for Proposal through the closing date of Friday, August 28.
1992. Allocations will not be made until the fall. Questions may be referred to Wytske Visser at
714-984-1793.
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 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.
. To allocate funds with an emphasis on reaching underserved geographic regions and
populations within the County.
. To provide ongoing support to the previously participating agencies which have had successful
prior experience in serving hungry and homeless poor p~ople.
. 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 agencies with limited fiscal capacity and limited ability to acquire food very
inexpensively, to form umbrella applications.
. Agencies that did not receive FEMA X funds (1991/92) will be limited to a $10,000 request.
TIMELlNE:
TWO (2) COPIES OF THE COMPLETE PROPOSAL WITH ALL AlTACHMENTS MUST BE DELIVERED
NOT LATER THAN FRIDAY. AUGUST 28.1992,5:00 P.M.:
The San Bernardino County Emergency Food and Shelter Program Local Board
c/o Mt. Baldy United Way
123 Welt "D" Street
Ontario, CA 91762
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SAN BERNARDINO COUNTY .-..,.)
FEMA XI
1992.1993
SECTION I. GENERAL INFORMATION AND ELIGIBILITY
A. Total FEMA XI Request: $ 30,OOO.00(Carry Over from Total on page 4; should include
administration) for period October, 1992 - September, 1993.
B. Agency Name WESTS IDE COMMUNITY SERVICF CFNTFR Phone (71.1 ~Q4_<;4?R
Executive Director Ann i e Ramos
City San Bernardino Zip 92411
Board Chair Mayor Bob Holcomb
Address 1505 West Hiqhland
Key Project Contact Person Gl pnda Rurnptt
Phone (71J4 3R4-54?R
Year Agency Was Founded 19.zL
C. Has your agency received FEMA funds in the past? Yes No
1991/92 FEMA X grant (if applicable) $ 21.600.00
for Food
x
Shelter
x
Utilities X
Other previous major sources of food and shelter program activity:
$50.000.00 Block Grant for Rent/Deoosit Program
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 position.
2. Is the proposed program an exoansion of services (yes) no
currently offered without "FEMA" funds?
3. Does the agency have an IRS classification? (yes) no
Check applicable designation.
Government y or Private
Nonprofit (501 .C.3 or 501 .C.4.1
(Attach IRS Form 501 (c) (3)).
4. Attach agency organization chart.
5. Are services free of charge 7 (yes) no
If no. explain and list fees charged for services:
Use attachment if necessary.
FEMA XI
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Agency Nama: WESTSIDE COMMUNITY SERVICE CENTER
E. Indicata 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 THRU FRIDAY
Hours: 8:30 a.m. - 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 is a multi-service center in the
Parks, Recreations & Community Services Department. The center services
the entire city of San Bernardino. However, the center is demographically
position in an area where 60% of the.population's income is below the
proverty level.
Since 1985, the center has assisted with food, shelter, utilities,
clothing 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 of the Westside, Delman
Heights and Muscoy.
B. If you are applying for shelter funds. indicate the following lindicete if number of deYI il lor
'IntalJmortgege ...iltanel):
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? lexplein criteriel
C. 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 y No
If yes - is there a waiver for some recipients? Yes No
How many? lexplein criteriel
'FEMA XI
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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 accountants and account clerks III in the Finance Dept. handle all
request for payments, accounts payable and receivable.
D. 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 payments for all vendors by submitting invoices that are
audited by the division head and then recorded by the deparment accounting
system before submitting request to Finance Dept. The information is entered
E. H1t!Pcrf6lB1QH~'ifd~~~tP$tWa JHWB~~ed \-o~wmd4fmploy to ensure accurate reports and
fiscal control. Center Manager will ensure that all particpants meet all pro-
gram requirements and submit necessary documentation to substantiate need.
Once the need has been established then steps stated in Section Dare
followed. Periodic progress reports are submitted to the Local Board.
F. 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.
Source
Amount
Grant
Period
Purcose
Contact
Teleohone
SEE ATTACHED
'u.. your leteot 12 month eccounting period Jul y l1a90 to Junelall.
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.l .
'FEMA XI
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Agency Name: Wests ide Community Service Center
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SECTION IV. AGENCY REQUEST
A. FOOD - Estimated Cost Per Person Per Meal:
No. Meals
Cost Per Meal
Total
$ Reouest
Served Meals
Other Food
(vouch.ro. brown beg. .to.l
SupplieslEquipment
5,667
.90
5.100.00
Number of distribution sites
1
Location of sites (City only, not edd,...l: San Bernardi no
B. SHELTER - Estimated Cost Per Night Per Person:
No. Niahts
Cost Per Niohtl
Per Person
Total
$ Reouest
Mass Shelter
{no per night. p" ...,oon m.y b. uledl
Other Shelter
(vouoh.ro, .to.1
Equipment & Supplies
".iI.
$7.00
$7.800.00
C. RENTAL/MORTGAGE ASSISTANCE
No. Bills
Averaae Bill
Total
$ Reouest
Rental/Mortgage Assistance
22
$400.00
$8.800.00
No. Bills
Averaoe Bill
Total
$ Reouest
D.
UTILITY ASSISTANCE
100
$78.50
$7.850.00
E.
ADMINISTRATION REQUESTED (1.5% maximum)
$ 450.00
TOTAL FOR FEMA XI REQUESTED IA+B+C+D+EI
$ 30,000.00
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Icarry over this total $ figure to Section I A. page 1}
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. FEMA XI
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AGENCY NAME:
W~stsid~ Commuitv S~rvic~ r.~nt~r
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 cent~r plans on purchasing bulk food items from discount groc~ry stor~s
and distribut~ it according to family siz~. This c~nt~r will also purchase
gift certificat~s to supplement food baskets. Th~se c~rtificate will also b~
given to p~rsons that hav~ special di~ts and to p~rsons without cooking faci-
liti~s and require food items that need little or no cooking.
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.
Whenever possible this C~nt~r attempts to provid~d s~rvic~ ne~d~d by cli~nts.
Howev~r, when it is impossible to do so, for what~v~r r~asons, th~ c~nt~r has
found it necessary to n~twork on num~rous occassion with th~ following ag~ncies
Catholic Charities, Fraz~~'s Community C~nter, Hom~ of N~ighborly Servic~s,
Community Services Dept., Christ Temple Church, St Paul Church, Salvation
Army and Luthern Social Services.
. FEMA XI
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AGENCY NAME: W~stsid~ Communitv S~rv;c~s 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 sectarian 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 XI and adhere to all
other applicable 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:
- Current Board Directors Roster
- IRS form 501 (c) (3) (new agencies only)
- Agency Organization Chart (volunteer and staff)
- Most recent financial support
- Most recent audited year-end report
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