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Home My WebLink About19-Parks and Recreation CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: John A. Kramer, Acting 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 $50,000 FROM SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XIX FOR THE ADMINISTRATION OF FOOD & SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE COMMUNITY CENTER. Dept: Parks, Recreation & Community Services Dept. Date: August 28, 2001 /"' '/ r"t/' , ,1 C~ ~'1 ~iwhL 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 October 2, 2000. Recommended motion: Adopt resolution. ft. --- 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 XIX Food & Shelter Program Finance: ~~&J./;jJ~ / Council Notes: V ..<<- ~ 2rr\t -?q <; q/I7)DI . Agenda Item NO.----1!l--- 08-28-01 CI,TV 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 XIX for the administration of food & shelter program for at risk families through the Westside Community Service Center. Backl!round: This federal program for emergency food and shelter services to residents of San Bernardino County has been successfully operated since 1984. This program provides ongoing financial support to these City residents that meet the Federal Government eligibility requirements (as attached in Exhibit "A"), in the form ofthe following: VOUCHERS FOR MEALS No. Meals Cost per Meal $Request 9,524 1.05 $10,000 Cost per night! OTHER SHELTER: No. Nights Per person $Request (Hotel/Motel vouchers) 405.5 7 avg. per family $ 2,838 RENTAL/MTG. ASSIST. No. Bills $ Averal!e Bill $Request 47 $500.00 $23,500 UTILITY ASSISTANCE No. Bills $ Average Bill $Request 68 $193.41 $ 13,152 ADMIN. REQUESTED (1.5%) $ 510 Total For FEMA XIX Requested $50.000 Financial Imoact: 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, 2001 - August 30, 2002. Recommendation: This program provides an essential and much needed service to the residents of the City of San Bernardino. Approval is recommended. 08-28-0 I dlb Exhibit "A" Federal Emergency Food and Shelter Program The Emergencv Food and Shelter Program is needs based program for which clients must Qualifv. Clients eligibility criteria for the year of200l-2002 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. Must show proof of current income verification. 4. When clients are asking for rent or mortgage assistance. They must have (eviction notice), or (3-day quit), and (lease agreement). 5. Your landlord or mortgage company will be called to verify that helshe accepts payment. (Please bring: Landlord's name, address, and phone number.) 6. You must have current copies of al utility bills, and past due notice. 7. You must have lived in the City of San Bernardino at least six (6) months. 8. As of December 2001 if any other agency has helped you pay for your bills, our agency will not be able to help you. If our department finds that the statement on your application has been falsified in any way, your privilege to use this program will be taken away for (2) years and will also affect any persons named on your application. ~ (Q), r;=:;)\{ \ .' I ,--' "---./ 'I '" ,- 1 2 RESOLUTION AUTHORIZING THE MAYOR OF THE CITY OF SAN 3 BERNARDINO OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A GRANT IN THE AMOUNT OF $50,000 FROM SAN BERNARDINO COUNTY EMERGENCY 4 FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XIX FOR THE 5 ADMINISTRATION OF FOOD & SHELTER PROGRAM FOR AT RISK FAMILIES THROUGH THE WESTSIDE COMMUNITY CENTER. 6 RESOLUTION NO. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 7 8 OF SAN BERNARDINO AS FOLLOWS: 9 SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby 10 authorized to apply for federal grants to continue the Emergency Food and Shelter at Westside 11 Community Service Center and to execute the Agreements for Delegation of Activities with the 12 13 County of San Bernardino Emergency Food and Shelter program local board FEMA XIX, copies .~""'-- 1<1 of which are attached hereto. marked Exhibit "A" and incorporated herein by reference as fully 15 as though set forth at length. 16 SECTION 2. The authorization granted hereunder shall expire and be void and of no t 7 further effect if the Agreement is not executed by both parties and returned to the Office of the 18 City Clerk within ninety (90) days following the effective date of the resolution. '-- ',,-...- 19 20 III 21 III 22 III 23 III 2<1 III 25 III 26 III 27 III 28 III III "'-- 1 RESOLUTION AUTHORIZING THE MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A GRANT 2 IN THE AMOUNT OF 550,000 FROM SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XIX FOR THE 3 ADMINISTRATION OF FOOD & SHELTER PROGRAM FOR AT RISK FAMILIES <I THROUGH THE WESTSIDE COMMUNITY CENTER. 5 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a 7 Meeting, thereof, 8 held on the day of ,2001, by the following vote, to wit: 9 COUNCIL MEMBERS AYES ESTRADA NAYS ABSTAIN ABSENT 10 11 LIEN -~ " '- 12 MC GlNNIS 13 SCHNETZ 14 SUAREZ 15 DEAN ANDERSON 16 Me CAMMACK 17 18 Kachel Clark, City Clerk 19 20 21 The foregoing resolution is hereby approved this day of . 2001. Approved as to form 22 and legal content: 23 2<1 25 By: 26 JUDITH VALLES, MAYOR City of San Bernardino -~ 08-28-01 dlb 27 FEMA XIX Westside 28 /- San Bernardino County FEMA XIX 2000 - 2001 \...- SECTION 1. GENERAL INFORMATION AND ELIGIBILITY A. Total FEMA XIX Request $ (Carry over from TOTAL on pace 3, and should include administration) for period October 1, 2000 - September 30, 2001. B. Agency Name Wests ide Community Address 1505 W. Highland Ave Services Center Phone (909) 384-5428 CA. City San Bernardino Zip92411 Executive Director Judith Valles, Mavor Board Chair John A. Kramer, Acting Director Key Project Contact Person: A~1iy~h Ah<1"ll~h Phone: lR4-,47R Year Agency Was Founded 1 q71 C Has your agency received FEMA funds in the past? (Yes) No 199912000 FEMA XVIII grant $ 50.000 D Does your agency receive FEMA funds from another ju'risdiction? Yes (No) If yes. how much and from which jurisdiction? \...... E. Eligibility of Agency (circie applicable answers) 1. Does the agency have a voluntary board? (Attach a list of board members. including phone, address, and position) Yes (No) 2. Does the agency have an IRS classification? Check applicable designation. ( Yes) No Government x or Private Nonprofit (50l.C.3. or 50l.C.4.) (Please attach IRS forms.) 3. Are services free of charge? If no. explain, and list fees charged for services. Use attachment if necessary. ( Yes) No F Indicate when your or9anization is available to assist people with FEMA funded services (for example Mon., Wed., Fri., 11:00 AM-1:00 PM., 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. Number of distribution sites 1 location of sites (City only, not address): San Bernardino Days: Mon Tues Wed Thur Fri \""., Hour (from-to): 9:00 8.m - 4:00 p.m (by appt only) FEMA XIX Page 2 \.._ Agency Name: Westside Communi tv. Services Center SECTION /I, DEMONSTRA TED EFFECTIVENESS -~ \.... A. Briefly describe your agency's past services in the area of food, sheller, and related services for the poor. Describe the impact and effectiveness of your effort (outcomes). The Westside Community Service Center is a Multi-Service 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 poverty level. Since 1985 the Center has assisted with Food, Shelter, Utilities, Clothing. and other reI at services for low-income individuals and families. B. If you are applying for shelter funds (including renUmortgage): . Average shelter length of stay' per person 30 days . Do you charge recipients for the shelter?_YesLNo If yes - is there a waiver for aome recipients? _Yea _No How many? _ (explain) C. If you are applying for food funds: . Average number of meals provided per person 21 meals (per Week) . Do you charge recipients for food? _Yes jLNo If yes - is there a waiver/or some recipients? _Yea _No How many? _ (explain) SECT/ON 1//. ACCOUNTING AND FISICAL REPORTING AB/UTY F. -~ A ( Yes) No Does agency have a working 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. and approval process. The Westside Community Services Center screens, records, and initiates Request to all vendors then submits request for auditing and recording by the Department Accounting System, which are submitted to the City finance department for pa~ent. Describe the administrative procedures you will employ to ensure accurate reports and fiscal control. The manager will ensure that all participants meet all program requiremen and submit necessary doumentation to substantiate their need. Once the need has beeqf!stablished then the steps stated in section 111"/1 C. Will be 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) (agencies wfth an operating budget 01 $300,000 or more). (Yes) . No 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. D. E. . FEMA XIX Page 3 Agency Name' Wests1de Comm,-,n1ty Services Center \...- SECTION IV. AGENCY REQUEST A. FOOD. Estimated cost per person per meal No. Meals Cost Per Meal $ Reouest Served Meals (.ouo kitchen) Diner food (vouchers. brown bag elc ) 9,524 1,05 10,000 Supplies/Equipment') (paper pia'.'. cup. .'c.) Number of distribution sites 1 Location of sites (Cll)' only, nOllddress): ~::In RprnlClrrlinn B. SHELTER - Estimated cost per night per person: No niohts Cost Der niohll Per Derson $ Reouest - Mass Shelter l "'-'Other Shelter (vouchers. ItC.) 405,5 7 2,838 Equipment & Supplies') C. RENTAL/MORTGAGE ASSISTANCE No Bills $ Averaoe Bill $ Reouest Rental/Mortgage Assistance 47 ssoo.oo 1..23,500 D. UTILITY ASSISTANCE No Bills $ !!\veraoe Bill $ Reouest Utiltty Assistance 68 ~lIn 41 Sl1.1S2 E. ADMINISTRATION REQUESTED (1.5% maximum) $ 510 TOTAL FOR FEMA XIX REQUESTED IA+B+C+D+EI (carry Dver this fotal S (tgure to Section I A. page 1) $ 50.000 ------------- ------------- \"-.... ') EqulpmenVsupplies may not exceed $300 per item. and need. FEMA Board approval (attach list). FEMA XIX Page 4 , ,- AGENCY NA"ME. Westside Community Services Center SEGTlON V. DISTRI8UTION, 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: We will give vouchers to clients, or give client's food boxes or bags of groceries. Will you be uSing a food bank? If yes which food bank. .If no, explain Yes (No) 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 IlDwer of your FEMA funds through cost-effective grocery purchase. (add separate page, if needed) this center plans on purchasing bulk food items from discount grocery stores and to distribute it accordin 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 cooking facilities-for food items that need no cooking. B How do you coordinate services with other human service providers? What networks ana coalillons In thiS field do you participate in? Be very speCific. Do not exaggerate. This center provides services to a1i eligible client; however, whenever necessary and in order not to duplicate services, the center networks with the following agenci Catholic Charities, Frazee's Community Center, Home of Neighborly Services, Communit) Service Department, St. Paul A.M.E. church. ,r-- "'- NONQISCRIMINATION 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 .n the volunteer structure. and to be employed. An existing sectarian nature of the agency shall not suffer Impairment under tnls ag'eement No participation in religious observances or services will be required as a condition af 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 XVIII and adhere to all other applicable rules and regulations to the fullest extent pOSSible Board Chair Date Executive Director Date '-. Attach the following: (without these, your application will be Incomplete. and will not be conslderecJ for funding) Current Board Directors Roster IRS form 501 @ (3) (new agencies only) Agency Organization Chart (volunteer and staff) . A list of all sources of income for the latest fiscal year Most recent financial report (monthly or quarterly) . Most recent audited year-end repart List of equipment and/or supplies to be purchased CITY OF SAN BERNARDINO Interoffice Memorandwn CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: September 25,2001 TO: Bill Meyralm, Administrative Operations Supervisor II FROM: Michelle Taylor, Senior Secretary RE: Transmitting Docwnents for Signature - Resolution 2001-295 At the Mayor and Common Council meeting of September 17,2001, the City of San Bernardino adopted Resolution 2001-295 - Resolution authorizing the Mayor 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 XIX for the administration of food and shelter program for at riskfamilies through the Westside Community Center. Attached is one (1) original agreement. Please obtain signatures in the appropriate locations 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 of e above mentioned docwnents, / . Signed:. Date: ~~4 Please sign and return ~. ' . ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): ~ Item # 19 Vote: Ayes l<~ S - <c Nays G- , Change to motion to amend original documents: Resolution # 200 \ - 2. 'l<; Abstain ..G Absent 4 I } 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: g ~ () 1 Date of Mayor's Signature: Date of Clerk/CDC Signature: Dae e i nature: See Attached: See Attached: See 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: 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 Distribnted to: City Attorney ,/ Parks & Rec. / Code Compliance Dev. Services Police Public Services Water Notes: NulllVoid After: 90 Dp,...p /1"2.. -n-() \ By: - Reso. Log Updated: ,/ Seal Impressed: .,/' Date Returned: - YesL No By Yes No-L By Yes No-..L By Yes No .-L.. By Yes No---L- By EDA Finance 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 01112/0 I