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Home My WebLink About2009-332 " 1 RESOLUTION NO. 2009-332 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A GRANT APPLICATION TO THE CORPORATION FOR NATIONAL AND COMMUNITY SERVICE FOR THE RETIRED SENIOR VOLUNTEER PROGRAM (RSVP) AND ACCEPTING THE AMOUNT OF $57,415 FOR THE PERIOD OF OCTOBER 1, 2009 THROUGH SEPTEMBER 30,2010. 3 4 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 SECTION 1. That the Mayor and Common Council hereby ratify the submittal of a 9 continuation grant application to the Corporation for National and Community Service for the 10 Retired Senior Volunteer Program for the period of October 1, 2009 through September 30, 11 2010, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by 12 reference as fully as though set for at length; and 13 SECTION 2. That the Retired Senior Volunteer Program (RSVP) grant amount of 14 15 $57,415 for the period of October 1,2009 through September 30,2019, be accepted. 16 III 17 III 18 III 19 III 20 III 21 22 III 23 III 24 III 25 III 26 III 27 28 2009-332 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A GRANT APPLICATION TO THE CORPORATION FOR NATIONAL AND COMMUNITY SERVICE FOR THE RETIRED SENIOR VOLUNTEER PROGRAM (RSVP) AND ACCEPTING THE AMOUNT OF $57,415 FOR THE PERIOD OF OCTOBER 1, 2009 THROUGH SEPTEMBER 30,2010. 2 3 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 6 and Common Council of the City of San Bernardino at a ;oint regular 7 meeting thereof, held on the 5th day of October, 2009, by the following vote, to wit: 8 Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA X BAXTER x BRINKER -1L SHORETT X KELLEY X X JOHNSON X MC CAMMACK 9 10 11 12 13 14 15 16 17 18 ~h.~ City Clerk 19 20 The foregoing resolution is hereby approved this :211-1 day of October , 2009. 21 22 23 Approved as to Form: 24 25 26 27 28 Exhibit "A" PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE 1. TYPE OF SUBMISSION: Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System) Application!KJ Non-Construction 2a. DATE SUBMITTED TO CORPORATION 3. DATE RECEIVED BY STATE: STATE APPLICATION IDENTIFIER: FOR NATIONAL AND COMMUNITY SERVICE (CNCS): 07/21/09 2b. APPLICATION ID: 4. DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: 10SR104759 07/21/09 10SRPCA001 5. APPLICATION INFORMATION LEGAL NAME: City of San Bernardino NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give DUNS NUMBER: 073604563 area codes): ADDRESS (give street address, city, state, zip code and county): NAME: Kimberly Littlejohn 300 North D Street TELEPHONE NUMBER: (909) 384-5414 San Bernardino CA 92418 - 0001 FAX NUMBER: (909) 889-0672 County: INTERNET E-MAIL ADDRESS: Iittlejohn_ki@sbcity.org 6. EMPLOYER IDENTIFICATION NUMBER (EIN): 7. TYPE OF APPLICANT: 956000772 7a. Local Government - Municipal 7b. Local Government, Municipal 8. TYPE OF APPLICATION (Check appropriate box). DNEW [K] NEW/PREVIOUS GRANTEE I D CONTINUATION D AMENDMENT If Amendment, enter appropriate letter(s) in box(es): DD A. AUGMENTATION B. BUDGET REVISION C. NO COST EXTENSION D. OTHER (specify below): 9. NAME OF FEDERAL AGENCY: Corporation for National and Community Service 10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:94.002 11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: 10b. TITLE: Retired and Senior Volunteer Program RSVP-San Bernardino 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): 11.b. CNCS PROGRAM INITIATIVE (IF ANY): covers San Bernardino County including the high desert from Barstow to the Victor Valley, the San Berdo. mtns., and the valley from Rialto to Highland and Yucaipa. 13. PROPOSED PROJECT: START DATE: 10/01/09 END DATE: 09/30/12 14. CONGRESSIONAL DISTRICT OF: a.Applicant ICA 0431 b.Program 15. ESTIMATED FUNDING: Year #: QJ 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a. FEDERAL $ 57,415.00 [] YES. THIS PREAPPLlCATION/APPLlCATION WAS MADE AVAILABLE $ 44,138.00 TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR b. APPLICANT REVIEW ON: c.STATE $ 0.00 DATE: 01-DEC-11 d. LOCAL $ 40,047.00 U NO. PROGRAM IS NOT COVERED BY E.O. 12372 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? e. OTHER $ 4,091.00 D YES if "Yes," attach an explanation. ~ NO f. PROGRAM INCOME $ 0.00 g. TOTAL $ 101,553.00 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLlCATION/PREAPPLlCATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. TYPED NAME OF AUTHORIZED REPRESENTATIVE: I b. TITLE: c. TELEPHONE NUMBER: Kevin Hawkins Director PR&CS Dept. (909) 384-5233 d. SIGNATURE OF AUTHORIZED REPRESENTATIVE: e. DATE SIGNED: 08/24/09 Page 1 Budg~t Narrative for 10SRI04759 Page ~ of3 ... Budget Narrative: RSVP-San Bernardino for City of San Bernardino Section I. Volunteer Support Expenses A. Project Personnel Expenses PositionfTitle -Qty -Annual Salary -% Time CNCS Share Grantee Total Amount Excess Share Amount RSVP Director-36,376 100% usage: - 1 person(s) at 36376 each 21,098 13,459 I 36.3761 1,819 x 100 % usage N/A: - 0 person(s) at 0 each x 0 % usage 0 0 I o II 01 RSVP Assistant, 100% Usage: - 1 person(s) at 18252 each x 100 10,586 7,282 18,252 384 % usage CATEGORY Totals 31,684 20,741 54,628 2,203 B. Personnel Fringe Benefits Item -Description CNCS Share Grantee Total Amount Excess Share Amount FICA: Employee receive PERS retirement plan and not FICA 0 0 0 0 Health Insurance: Health Insurance for Program Manager only. G Budgeted at $459 per month. 5% of this benefit has been 2,203 3,030 275 budgeted for fundraising time for the Program Manager. Retirement: Public Employees Retirement Benefit for the Program Manager only. Employee's portions is 8% and employer 12.54%. 3,034 4,064 7,472 374 Both paid by employer. 5% budgeted for fundraising. Life Insurance: 0 0 0 0 Fringe Benefit Package: Fringe Benefit Package: Other benefits that both RSVP employees receive are medicare 1.45%, 1,138 1,563 2,843 142 unemployment .25% and worker comp 3.50%. CATEGORY Totals 6,375 8,657 15,823 791 C. Project Staff Travel Local Travel Purpose -Calculation CNCS Share Grantee Total Amount Excess Share Amount Director and Assistant site visits, local travel to meetings & meals [3 while attending mandatory meetings.: Last fiscal year staff 605 0 0 monthly travel averaged approximately 99.75 miles per month at a gas rate of .505 times 12 months. 99.75 x .505 x 12 = $605 CA TEGORY Totals 605 0 605 0 Long Distance Travel https:/ /egrants2.cns.gov/espan/main/report.jsp?sid=62fOc57 d811 d03642ae25213b86d689a7... 9/3/2009 Budg~t Narrative for 10SRI04759 Page 2 of3 Purpose -Destination -Meals/Lodging -Other Travel-Trans. CNCS Share Grantee Total Amount Excess Amount Share Amount attend Senior Corps conferences: meals, lodging, transportation- 1,500 0 1,500 0 Meals 0 LodgingfTrans 0 Other 1,500 CATEGORY Totals 1,500 0 1,500 0 D. Equipment I Item/Purpose -Qty -Unit Cost I CNCS Share Grantee Total Amount Excess Share Amount I CA TEGORY Totals I 0 0 0 0 E.Supplies Item/ Purpose -Calculation CNCS Share Grantee Total Amount Excess Share Amount To purchase supplies to operate the Retired Senior Volunteer Program.: Comsumable office supplies for program use. Supplies 400 943 1,343 0 include paper, pens and priniting cartridges for the RSVP staff. I CATEGORY Totals I 400 943 1,343 0 F. Contractual and Consultant Services I Purpose -Calculation I CNCS Share Grantee Total Amount Excess Share Amount CATEGORY Totals 0 0 0 0 I. Other Volunteer Support Costs I Item I CNCS Share Grantee Total Amount Excess Share Amount postage : regular and bulk mailing averaged last fiscal year 0 4441 44411 01 $444.00 dollars the grantee amount for FY 09110 will be $444.00.: Telephone: For regular phone and long distance use. Program 0 552 552 0 use approx. $46 per month $552 for the year.: printing: Printing of RSVP Newsletter, recognition items, time D sheets, and travel logs. Cost per copy .06 through Central 0 175 0 Printing (2916 pg. @ .06): Space in-kind match based on total billable for electric, gas, and D water. Yearly cost $42,465 divided by total sq. ft. of 16,930 = .40 0 2,232 2,232 per sq. ft. RSVP 465 sq. ft. @ .40 x 12months: CA TEGORY Totals o I 3,4031 3,403 0 J. Indirect Costs https:/ /egrants2.cns.gov/espan/main/report.jsp?sid=62IDc57d811 d03642ae25213b86d689a7... 9/3/2009 . Budg~t Narrative for 10SRI04759 Page 3 of3 Calculation -Claimed -Cost Basis -Rate Type -Rate CNCS Share Grantee Total Amount Excess Share Amount CATEGORY Totals 0 I o I 0 0 SECTION Totals ,_ __. II 33,744 77,302 2,994 '''',''''''' II PERCENTAGE II 52% II 44% II II Section II. Volunteer Expenses A. Other Volunteer Costs Item -Description CNCS Share Grantee Total Amount Excess Share Amount Meals: In-kind:100 vols x 12 x $2.75 provided by partner sites. 0 0 3,300 3,300 These meals are provided by the grantee through another source. Uniforms: 0 0 0 0 Insurance: 152x1.40 accident; 152x1.09 vol. liability; 130x5.06 937 100 1,037 0 auto liability Recognition: general recognition (luncheons, related costs):327 G vols x approx. $8.00 per a person. Cost of volunteer recognition 500 2,500 0 lucheon includes venue, food and recognition itmes for 327 volunteers. Volunteer Travel: 73 miles/mo x $.25 per mile x 75 vols x 12 mos G =$16,425; 8 vols by bus x 9 days x 12 mos x $.50 = $432; access 3,500 17.414 0 van 3 vols x 9 days x 12 mos x $1.72 = $557 grand total $17,414. I CATEGORY Totals II 16,851 II 4,100 II 24,251 II 3,300 I I SECTION Totals II 16,851 II 4,100 I 24,251 3,300 PERCENTAGE II 69% II 17% II " BUDGET Totals II PERCENTAGE I 57,415 101,5531 6,2 Source of Funds Section I Description I Matching funds in the amount of $36,738 are a cash contribution (match) from the City of San Bernardino Parks, Recreation & Community Services Department annual budget or the Section I. Volunteer Support Expenses general fund. Some costs such as printing costs for copies, telephone and postage will be provided by the city as an in-kind contribution. Some of the volunteer's meals and our office space are provided in part as an in-kind contribution from the City of San Bernardino Parks Dept. Matching funds of $7,400.00 are from fund raising efforts, community partners. Some funds Section II. Volunteer Expenses will also be augmented from the sponsor when possible and/or Friends of Parks. Some items such as meals are in-kind. https://egrants2.cns.gov/espanlmain/report.jsp?sid=62fOc57d811 d03642ae25213b86d689a7... 9/3/2009 For Official Use Only Narratives Strengthening Communities 1. DESCRIBE THE COMMUNITY YOU SERVE -- INCLUDING KEY ECONOMIC, DEMOGRAPHIC AND GEOGRAPHIC FEATURES. The San Bernardino RSVP serves eleven different communities in the San Bernardino County area, ranging from the high desert to the foot hills of the San Bernardino Mountains. Cities served include: San Bernardino, Yucaipa, Highland, Redlands, Colton, Apple Valley, Barstow, Victorville, Hesperia, Phelan and Twin Peaks. This area covers more than 400 square miles and has a population of about 718,354 people in our service area with over 48,779 or 13.73% of the population. Many of the families in our communities, some 9.8% live below the poverty level, making our volunteers very important in helping to better their daily lives. The population breaks down to approximately 57% White, 41% Hispanic, 10% Mrican American, and 26% other. 2. DESCRIBE HOW YOU ENSURE LOCAL INPUT INTO PROGRAM DESIGN AND EVALUATION. To ensure local input into program design and evaluation we are putting in place a new advisory council with members of the community and our volunteer force. We also get feedback from our sites on what they need and what the community needs both from us and them and how we can work together to bring that about. Each year we send out an evaluation form to our volunteers to get their input on the programs strengths and weakness. 3. DESCRIBE THE RELATIONSHIP BETWEEN YOUR PROGRAM AND THE COMMUNITY INCLUDING HOW YOU SELECT COMMUNITY PARTNERS AND THE ROLE OF EACH PARTNER. San Bernardino RSVP selects our community partners based on the need of the community and where the community and volunteers can get the most of each other. We are a vital part of the community bring together the volunteers with the experience with the locations who give the most to the areas of greatest needs. Our Senior Centers are the strongest partnerships, as they are the places where our ever For Official Use Only Page 2 For Official Use Only Narratives growing senior population can go to have the social and physical interaction they need to stay independent in their community. Through our Library Services, After School and Computer Literacy programs we are able to bring education to all ages in our community. These locations bring us into contact with the widest range of the population. In our Thrift Stores and Tax Consulting/Counseling programs we help the community to be self sufficient to ensure the success of the community. 4. PROVIDE INFORMATION ABOUT HOW YOU WILL BUILD PUBLIC AWARENESS AND SUPPORT FOR THE PROGRAM WITHIN THE COMMUNITY. Through the use of Twitter, Facebook and VolunteerMatch the San Bernardino RSVP program is on the internet for those already looking for a place to volunteer. These sites will also connect us with the younger generation who are getting their grandparents on line. We will also place information at places where seniors and their families spend their, bowling alleys, theaters, community centers, senior centers ect. We are also contacting the Chamber of Commerce in each of the communities we serve. Through the Chamber of Commerce we will be able to get the word out to the business in the community about what our volunteers are doing for their community especially in these tough times (to be completed by December 2009). Participation in local health fairs giving out information to seniors and others who have contact with seniors. Giving presentations to local service clubs letting them know the great things we can do together (to be completed by February of 2010). Volunteers with our law-enforcement agency's and congregated meal programs we will build awareness in the areas of greatest need, public safety and reliable nutrition. Our work with Assemblyman Cook's office will bring our program to the attention of those with influence in the community. 5. DESCRIBE HOW YOU WILL BRING TOGETHER PEOPLE OF DIVERSE BACKGROUNDS. San Bernardino County has a very diverse population with many of its residents coming in contact with For Official Use Only Page 3 For Official Use Only Narratives those of different race, gender, age, income, religion and ethnicity interacting on a daily basis. This is especially true at the 17 active sites we have though out San Bernardino County. By making sure that our programs are accessible to all no matter their race, gender, age, income, religion and ethnicity. We will develop relationships with the members of our communities of diverse backgrounds through programs such as the TAP program at Highland Senior Center, assisting the homebound, frail and elderly with transportation, or PAL program making wellness phone calls to homebound seniors. Also programs at our community centers; such as our line dancers or answering phones brings our volunteers with different members of the community. Our mentoring program brings together our senior volunteers with a younger generation bringing much needed knowledge to make this a better community. 6. DESCRIBE HOW YOU MOBILIZE COMMUNITY RESOURCES. We are building upon the relationships we have with service clubs around our service area as well with our community partnerships with the local senior centers. We are creating new relationships wit the Chamber of Commerce in each of the communities where we have sites. We will also be attending health and community fairs in order to get the word out about the San Bernardino RSVP program. In addition we are looking at reaching out to untapped ideas of places to advertise and speak, such as community centers, bowling alleys and other places where not only senior frequent, but where their families frequent. 7. DESCRIBE HOW YOU ENHANCE THE CAPACITY OF ORGANIZATIONS AND INSTUTIONS WITHIN THE COMMUNITY. RSVP enhances the capacity of originations and instructions within the community by providing knowledge and motivated volunteers to enhance their programs. We also provide recruitment and advertising for their programs through the RSVP promotional materials, on line and in print. In some For Official Use Only Page 4 For Official Use Only Narratives cases the RSVP volunteers are main stay of their staffing to keep the facility running, such as Light House for the Blind where the whole program is run by volunteers with a few staff working as supervIsors. 8. DESCRIBE HOW YOU WILL WORK TO INTERGRATE SENIOR SERVICE INTO THE ACTIVITIES OF OTHER SERVICES PROGRAMS WITHIN THE COMMUNITY. RSVP partners with Senior Centers who have access to many programs for the seniors in our communities. We also partner with volunteer stations where our volunteers interact with residents from very different and diverse backgrounds. Hospitals are a prime example of this since our senior volunteers work with children, adults, seniors and professionals through their fundraising efforts.. They also work with those who are ill and their families in different capacities, from transporting patients between floors or working in the gift shop. Also through our senior volunteers participation in programs with the Red Cross and Humane Society two great organizations who help not only those in need all year long, but during a natural disaster go above and beyond to get the resources that are needed in those trying times. Our volunteers help facilitate the day to day operations of these programs as well as playa vital role in a time of disaster. Recruitment and Development 1. DESCRIBE HOW YOU WILL ASSURE A HIGH QUALITY EXPERIENCE FOR VOLUNTEERS THAT OFFERS OPPERTUNITIES SUCH AS BUILDING NEW SKILLS, DEVELOPING LEADERSHIP POTENTIAL, REFLECTING ON THE MEAING OF SERVICE TO THE COMMUNITY, AND ENHANCING THE QUALITY OF THEIR OWN LIVES. By connecting with the professional associations in the communities we serve we will be in contact with skilled volunteers who can bring a greater diversity to our program. Through our newly formed Advisory Council (by November of 2009) we are creating comities that will bring cross training in areas of great need to our communities such as elder abuse and disaster preparedness as well as basic skill For Official Use Only Page 5 For Official Use Only Narratives honing in the areas where our volunteers request training through surveys. These trainings will create leadership opportunities for our volunteers who will in many cases be training their fellow volunteers. The sites where our volunteers are placed reflect the needs of our community which gives meaning and helps enhance the quality of our volunteer's lives each day. Through recognitions we show our appreciation and shine a light on the great things our volunteers do for their community. 2. DESCRIBE HOW YOU WILL BUILD A CORPS OF VOLUNTEERS, INCLUNDING RECRUTING, RETAINING AND RECOGNIZING SENIOR VOLUNTEERS. To increase recruitment we will be looking at untapped locations in our community such as pharmacy's, health care facilities, and other government offices. We are focusing on the "Baby Boomer" generation by advertising not only in libraries' and senior centers, also at community centers and places where our seniors families frequent this will connect us with the greatest resource we have our seniors support system. Online we will utilize Twitter and Facebook as networking tools and as always use VolunteerMatch. We are also connecting with several professional organizations' such as the Chamber of Commerce, library associations, law associations, and doctor and nurse associations. This will open up volunteers' and volunteer opportunities' with greater scope and skill sets. We utilize surveys and site visits to ensure that volunteers and sites are engaged happy with their current assignments and that the needs of both sides are being met by the RSVP office, the sites, and the volunteers. Each winter and spring recognition will be held for our volunteers highlighting the great gift they are giving their community. There will be a holiday party in December and an awards luncheon in May where volunteers will receive their service pins. 3. EXPLAIN HOW YOU WILL PROVIDE TRAINING AND TECHNICAL ASSISTANCE TO PROJECT For Official Use Only Page 6 For Official Use Only Narratives STAFF, VOLUNTEERS, VOLUNTEER STATION SUPERVISOR, ANC COMMUNITY PARTICIPATION GROUPS. Through use of webinars provided through Project Star and the Corporation for National and Community Service, as well as outside opportunities staff will gain valuable training and technical assistance. Through the use of the advisory council volunteers will receive training on items they deem necessary through use of a survey getting volunteer and site feedback. Program Management 1. DESCRIBE HOW YOU WILL DEVELOPE AND MANAGE VOLUNTEER STATIONS AND VOLUNTEER ASSISGNMENTS THAT ADDRESS SPECIFIED COMMUNITY NEEDS AND PROVIDE MEANINGFUL PLACEMENTS FOR THE VOLUNTEERS. By contacting the local non-profit and other agencies in the service areas we will look and see what areas they serve the community and together see if a program will meet their needs. The volunteer sites we contact will have to meet not only the needs of the community, but also the need of our volunteers. This means that the volunteer positions need to be challenging enough to keep the interest of our volunteers and let them use the skill set they already have or learn new and exciting things when possible. Once we have decided upon a site we will monitor the sites with bi-monthly visits to check on new programs and goals of the volunteer sites, our volunteers and our program. For each volunteer station we will request updates on new position for volunteers once every quarter. We will provide a survey each year to make sure that both the volunteer station and the RSVP main office have the feed back to make sure we are both working at the best of our ability. 2. DESCRIBE YOUR PROCESS FOR ASSESSMENT OF PROJECT PERFORMANCE TO ASSURE ALL GOALS AND OBJECTIVES ARE MET AND THAT THESE RESULT IN A HIGH QUALITY PROJECT. THIS SHOULD INCLUDE AN ANNUAL ASSESSMENT OF PROJECT ACCOMPLISHMENTS AND IMPACT ON THE COMMUNITY AND/OR CLIENT POPULATION. For Official Use Only Page 7 For Official Use Only Narratives Through the use of volunteer survey's to make sure that they are at a good place to help meet our goals and give them a meaningful volunteer opportunity. Also we have a survey for the congregate meals as a measuring tool for the community indicators. Through the use of time sheets and surveys we are also able to measure the impact from our work in public safety. We will be creating a public survey to refine what they think are the greatest needs in their communities. Through this input we will be able to make sure that our goals are being met and discover if there is a need that we need to meet or that we are meeting, but can go about it in a stronger way. 3. DESCRIBE HOW YOU MANAGE INFORMATION AND DATA TO DEMONSTRATE THE CONCRETE IMPACTS OF THE PROJECT AND ITS VOLUNTEERS. Through the use of the program VolunteerWorks we are able to keep track of volunteer hours, volunteer information and station information. We are able to create reports and graphs so that we can better track any trends from the surveys we are collecting or will be creating. 4. DESCRIBE HOW YOU SECURING RESOURCES, SUCH AS CASH AND IN-KIND CONTRIBUTIONS, TO SUBSTAIN AND EXPAND THE PROJECT. Our Sponsor, the City of San Bernardino Parks, Recreation and Community Service Department, we have the full 30% match required. In addition we send letters and make contacts with business throughout our community to generate in-kind and cash donations to help support our recognitions for the volunteers. Organizational Capacity 1. DESCRIBE YOUR ORGANIZATION'S EXPERIENCE IN THE PROPOSED PROGRAM AREA. The City of San Bernardino RSVP project has been under the sponsorship of the City of San Bernardino Parks, Recreation and Community Services Department for over 34 years. Kevin Hawkins, Parks, Recreation, and Community Services Department Director has provided support and positive leadership For Official Use Only Page 8 For Official Use Only Narratives to our program. Immediate support, leadership and supervision is provided to our program staff is provided by Aaliyah Harkley. 2. DESCRIBE KEY STAFF POSITIONS RESPONSIBLE FOR PROGRAM MANAGEMENT, BACKGROUND, AND EXPERIENCE OF THESE STAFF MEMBERS AND/OR PLANS TO SELECT AND SUPPORT ADDITIONAL STAFF. The program director, Kimberly Littlejohn, has over seven years working with the San Bernardino Parks, Recreation and Community Services Department. Ms. Littlejohn has worked in a variety of programs with ever increasing responsibility over the years. Shuwona Marlow has been with the San Bernardino RSVP for over a year, creating a connection with the volunteers and the community. 3. DESCRIBE YOUR AGENCY'S FINANCIAL MANAGEMENT SYSTEMS AND PAST EXPERIENCE MANAGING FEDERAL GRANT FUNDS. The City of San Bernardino fiscal management procedures including budget control, accounting systems, cash and banking procedures, payroll systems and internal auditing is operated, managed and controlled through the City of San Bernardino, Finance Department. The budget process is facilitated and administers annually via the Mayor, City Council and City administration. Variances in budgeted expenses are analyzed by the City of San Bernardino, Finance Department. Reports on such data are disseminated quarterly. The entire City of San Bernardino must maintain a satisfactory set of financial records in each department and all department records are kept and audited by the Finance Department routinely. An independent auditor reviews city financial annually. The City of San Bernardino Parks, Recreation and Community Services Department is constantly seeking alternative funding resources. A detailed list below shows some of the grants received by our department (directly related to service programs). Senior Nutrition Program -- 1978 -- 2009 For Official Use Only Page 9 For Official Use Only Narratives San Bernardino Head Start Program -- 1992 -- 2009 Nutrition Network Program -- 1998 -- 2009 San Bernardino Mentoring Program -- 1992 -- 2009 RSVP (Retired Senior Volunteer Program) --1975 -- 2009 SCP (Senior Companion Program) -- 1975 - 2009 4. DESCRIBE YOUR AGENCY'S TRACK RECORD IN SUCCESSFULLY MANAGING VOLUNTEER PROGRAMS, INVOLVEMENT WITH SENIORS, AND IMPACT-BASED PROGRAMMING. The City of San Bernardino has been a public organization for two hundred-years and there are no related prior business names. Today the city houses 194,000 residents and is the largest city inside the largest county in the state of California. The City of San Bernardino is celebrating thirty-four years of demonstrated services as a provider of Volunteer Service Programs for youth and seniors. We hold an excellent track record it:! providing senior services as outlined in this contract. The Senior Companion Program and the Retired Senior Volunteer Program through the Corporation for National and Community Service has served the Inland Empire county residents for thirty-four years. Other senior programs the City of San Bernardino been involved with for several years are the Senior Nutrition Program and Senior Centers and Special project programming. 5. DESCRIBE YOUR ORGANIZATION'S CAP ACITI TO ASSURE THE PROJECT HAS ADEQUATE FACILITIES, EQUIPMENT, SUPPLIES, PURCHASING PROCEDURES, AND PERSONAL MANAGEMENT SUPPORT, INCLUDING CLEARLY DEFINED ROLES FOR STAFF AND ADMINISTRATORS; INTERNAL POLICIES, INCLUDING TRAVEL POLICY. The 5th Street Senior Center, houses bother the Senior Companion Program and the Retired Senior Volunteer Program. There is no cost for either program for housing these services. 5th Street Senior Center is ADA compliant and is currently being used for administration, training and meetings. For Official Use Only Page 10 For Official Use Only Narratives The Finance Department is one of 11 city departments. This department acts as the centralized and formal means of disseminating Cost Principle Guidelines, as well as Audit guidelines to the rest of the city departments/divisions. Any financial administrative policy of long duration, which affects other operating departments of the City, which should be brought to the attention of those departments, will properly be the subject of these Administrative Guidelines and directives from the Finance Department. The City plans to continue being timely with all fiscal requirements and monthly reporting, keeping accurate financial records of all funding and expenses and continue to show and give excellent services to our senior population, while following the delivery procedures of the Corporation for National and Community Services. Clearly defined roles are in place to secure the integrity of the City and all of its many partners. The Senior Services Program Managers are supervised by the Human Services Program Manager, who is on site, who reports to the departments' Community Recreation Manager, who in turn reports to the Director of Parks, Recreation and Community Services Department, who in turn reports to the City Manager. Internal procedures are also in place for all accounts payable and receivables through the Finance Department. All Budget line items are checked and approved by the Parks, Recreation and Community Services Department and then re-checked by the Finance Department before expending any funds. 6. YOUR ORGANIZATION'S PROCEDURE OR SYSTEMS FOR SELF-ASSESSMENT, EVALUATION, AND CONTINUOUS IMPROVEMENT. Through the Human Resources Department, staff are trained and updated on policy changes that affect governing processes and procedures. Also an annual evaluation is given to each employee with a grading system to assist in employee's self-improvement. Other Harnessing Baby Boomers' Experienced (with a focus on supporting older adults who require assistance For Official Use Only Page 11 For Official Use Only Narratives to live independently) NjA ENSURING A BRIGHTER FUTURE FOR ALL OF AMERICA'S YOUTH (IN PARTICULAR CHILDREN AND YOU IN DISADVANTAGED CIRCUMSTANCES) We created a partnership with the San Bernardino Mentoring program matching seniors volunteers with disadvantaged youth ages 12- 19. We have also partnered with the New Hope Church Youth Summer Program and the San Bernardino Unified School District Summer Youth Program. These programs bring our youth into the Senior Centers. It also lets our senior volunteers and youth volunteers work together on projects like the center garden. Mobilizing More Volunteers: Nj A Engaging Students in Communities We have partnered with the New Hope Church Youth Summer Program and the San Bernardino Unified School District Summer Youth Program. These programs bring our youth into the Senior Centers. It also lets our senior volunteers and youth volunteers work together on projects like the center garden. Supporting Disaster Preparedness and Response: N j A PNS Amendment (if applicable) NjA For Official Use Only Page 12 For Official Use Only Work Plan/Performance Measures Total Number of Unduplicated Volunteers: 327 C Non-PFI Activity Part 2: Action Plan Servic The Task Force works on special events and one-time projects for the community on a as needed schedule. Volunteers will be trained specifically for the programs or project needs. Summary Summary Anticipated E Summary Performance Measure: Non-PFI Servi Adult Education & Literacy: 5 volunteers serve at 1 station. Volunteers will assist in the planning and delivery of educational subjects / projects under the San Bernardino Adult School at one of the off site locations such as Camp For Official Use Only Page 13 For Official Use Only Work Plan/Performance Measures Fire Boys and Girls or one of the senior centers. Computer Literacy: 5 volunteers serves at 1 station. 5th Street Senior Center will act as the training center for adult computer literacy. Summary Summary Summary Summary Non-PFI 6 volunteers at one site will help low income seniors with their tax preparation or questions from February to April 15th at the 5th Street Senior Center. Thrift Store: 29 volunteers will provide service at each of the 3 thrift stores sorting, displaying and selling merchandise. For Official Use Only Page 14 For Official Use Only Work Plan/Performance Measures Leisure Pointe: 2 volunteers provides arts and crafts to seniors inside a senior living facility. Humane Society: 2 seniors provided customer service and help with the laundry. Summary Anticipated Intermediate I Summary ce re: Summary Com San Bernardino County has indicated a need to increase awareness of senior issues and how to report when needed as well as who to report to, especially in at risk areas. The census of 2000 indicates that much of our service areas will have a substantial rise in senior population by the year 2010. More seniors will or could become victims of poor nutritional diets, elder abuse etc. if they do not know how to address these kinds of issues / situations. Part 2: Action Plan S Senior Center Programs (non-residential): For Official Use Only Page 15 For Official Use Only Work Plan/Performance Measures 98 volunteers will serve at 8 various stations. They maybe line dancers promoting exercise as well as the fun and giving of performance, especially for those living in senior living facility environments. The eight Senior Center that houses the various programs are Center for Individual Development, Newberry Springs Senior Center, Perris Hill, Hinkley Senior Center, Yucaipa Senior Center, 5th Street Senior Center, Highland Senior Center and Barstow Senior Center. Companionship / Outreach Programs: 3 volunteers serve at 1 station. PAL (Phone Alert League) volunteers and Friendly Visitors will regularily check / look in on the frail, homebound participants and neighbors in their communities to ensure their safety and well-being. 101 RSVP Volunteers will support 8 Senior Center Programs by donating approximately 21,008 annully. Senior volunteers will be recruited at each senior site to assist in the program needs of the senior population at their centers. Summary At risk and low income seniors will have a place to come and socialize with other seniors and receive at least 1/3 of their daily nutrition requirement, through the Senior Nutrition lunch meal program. Indicator: 15% of the residents coming to the centers participating in the programs and receiving information will report an increase in their knowledge concerning senior issues. Target 15 % r:tow Measured: Survey Description: Data Collection: Surveys will be sent to each center as a measuring tool for senior input and measurement of the atfectiveness of each center's programs and senior population growth. Summary For Official Use Only Page 16 For Official Use Only Work Plan/Performance Measures Senior residents will be better educated and informed concerning senior issues and the actions needed to protect those who are at risk can be addressed. Indicator: The Senior Centers will be able to report in their surveys and observe a larger population of well informed seniors. Which will create programs that better addresses both the needs of the Baby Boomer and Senior population. Target 15 % I:low Measured: Recipient satisfaction survey Oescri ption: The senior population will be surveyed regarding information shared and current programs options. To determine needed changes to current programs and what senior programs seniors would like to have at their senior sites in the future. Summary Through the surveys given at each site we will be able to share individually with each site the changes and needs that their senior population would like to see in the future. Commu Non-PFI Activity Part 2: Action Plan Service Activit Volunteers are being recruited to give after school tutoring assistance though the San Bernardino Mentoring Program. Senior Volunteers will assist students in reading, math and science skills as well as a senior center garden project. Summary For Official Use Only Page 17 For Official Use Only Work Plan/Performance Measures Summary Summary Local Law enforcement agencies indicate that both uniformed and non-uniformed employees are struggling to meet their daily work load. This is especially true since the events of 9/11 have triggered an increase in inquiries from citizens concerned about their safety. Senior volunteers can help ensure a higher level of customer service and enable uniformed officers to spend more time in direct service to area residents and providing agencies with invaluable cost savings over hiring extra paid staff. Volunteers will handle non-criminal matters in support of local law enforcement agencies, including reception, citizen patrols, crime watch, non-criminal property control, clerical support and data entry. Volunteers may represent the agencies at selected community events. 142 RSVP Volunteers will support 8 San Bernardino County law enforcement agencies by donating approximately 2000 hours quarterly. Mileage reimbursement is estimated to be $1,000 per month. Training, back ground checks, fingerprinting, uniforms or badges will be provided by the agency or volunteers may be asked to cover some costs in the in~tance of uniforms. Summary Local law enforcement agencies will have been provided volunteer assistance. Indicator: Total number of hours volunteered annually. How Measured: Volunteer timesheets collected monthly and totaled for an annual number. For Official Use Only Page 18 For Official Use Only Work Plan/Performance Measures Data Collection Tool: Volunteer timesheets. Indicator: Indicator: # of hours served by RSVP volunteers annually. Target 9000 # Mow Measured:Timesheet Description: Volunteer timesheets will be collected monthly and totaled for an annual number. Summary The community will observe a greater law enforcement presence in their community, creating a safer environment for positive change. Indicator: Percent of those surveyed expressing satisfaction in law enforcement presence. Target 50 % Mow Measured: Description: Collection Process for measurement: Surveys Summary Law enforcement officials will report emergency services will be improved due to the senior volunteers. Indicator: Percent increase over prior year level of emergency responses reported by local law enforcement. Target 7 % l:iow Measured: Self-assessment Description: Non-PFI Activity For Official Use Only Page 19 For Official Use Only Work Plan/Performance Measures The American Red Cross will act as our disaster preparedness partner in the community. Volunteer position will be supportive to the facility for non-disaster times. Summary Summary Summary Co Low-income and other seniors need lo-cost meals to help them remain living independently in our communities. San Bernardino County census figures confirm an increasing elder population over the next few years with up to 10% increase possible by 2010. Senior, who are living longer will be forced to address additional independent living issues. Part 2 : Action Plan Se Senior volunteers will serve as hosts, food service workers and activities aides at these sites: 5th Street, Perris Hill, Highland Senior Center, Yucaipa Senior Center, Redlands Nutrition, Home of Neighborly Service, Hinkley Sernior Center, 16th Street Church and Newberry Springs Senior Center. They too will provide during the lunch meal information on agency / site activities / programs to help promote socialization. As mandated court reporters for elder abuse / neglect, the volunteers will keep a watchful For Official Use Only Page 20 For Official Use Only Work Plan/Performance Measures eye and open ear on the senior clientele and when appropriate present information to insure healthy, safe, independent living for all seniors. 23 RSVP Volunteers will each provide 60 hours a quarter which will total 1,380 a quarter to congregate meal sites throughout the service area. Senior Nutrition Programs under the City of San Bernardino Parks, Recreation and Community Services Department are: 5th Street and Perris Hill Senior Centers. County project sites are the Home of Neighborly Service, Highland Senior Center, Yucaipa, Redlands, Hinkley and Newberry Springs Senior Centers. Nutrition programs will cover the expenses for training, and provide reimbursement or offer at no cost: certification and TB tests as required and any other related / required items such as background checks or figerprinting needs when / if needed. RSVP will work with Jeri Calles at the 5th Street Senior Center to establish a curriculum and training schedule. Summary More senior will start taking advantage of the senior lunch meal at the targeted sites. Indicator: # of seniors served per day. Target 300 # ~ow Measured:Activity log Description: Totals are compiled by the site supervisors and compared to previous Plus and Minus Reports. Figures are given to RSVP at the end of March and September Summary Isolation of seniors living alone decreases due to the encouragement of the senior aides / volunteers. Indicator: Percent of 300 seniors attending lunch meal stay for socializing. Target 10% ~ow Measured:Sign-in sheet Description: Sign-in sheets will be provided for all activities, participants to sigh-in. Semi-annual figures from the sites will be provided For Official Use Only Page 21 For Official Use Only Work Plan/Performance Measures by the site supervisors and used to create a graph for the semi-annual reporting. Summary Seniors surveyed will say they are less lonely, have an overall increase in well-being since increasing their participation and social activities. Indicator: Percent of 300 seniors surveyed who report increase in well-being. Target 5 % l:iow Measured: Survey Descri ption: Annual assessment provided to stations all stations. For Official Use Only Page 22 For Official Use Only Required Documents Document Name Status Articles of Incorporation Not Applicable Board of Directors Sent CPA Certification Not Applicable Organizational Chart Sent Project Director's Job Description Sent Community Advisory Group names and addresses Sent Negotiated Indirect Cost Agreement Not Applicable Statement of whether applicant is subject to A133 audit Sent Statement of date of last A133 audit Sent Roster of Volunteer Stations Sent Aggregate Dollar Amounts of funding Not Applicable List of the names of any Funding Organizations/Sources Not Applicable For Official Use Only Page 23