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Home My WebLink About13-Parks and Recreatioin . ell ~ OF SAN BERNARDI. .0 - REQUE T FOR COUNCIL AC" DN From: Annie F. Ramos, Di rector Subject: AUTHORIZATION FOR APPLICATION AND ADMINISTRATION OF $20,000 OF EMERGENCY Dept: Parks, Recreation & Community Services FOOD AND SHELTER PROG M FUNDS. Date: September 22, 1988 Synopsis of Previous Council action: Approved administration of emergency food and shelter funds at the Westside Drop-In Center as follows: m :II 12- 3-84 $13,250 (FD1A II I) ~ rn e, n 2-17-86 $ 4,416 ( FD~A IV) ~ ci 5-19-86 $ 7,500 ( FH1A IV) . -0 I 12-22-86 $20,000 ( FH1A V) N ,.. 11-16-87 $ 7,500 (FEMA VI) N a :.: 1-19-88 $ 7,500 (FEMA VI) ~ ~- z . - C') ~- '. .." r) .." #" . Recommended motion: That the Parks, Recreation and Community Services Department Director be authorized to apply for and administer $20,000 of emergency food and shelter funds provided under the provision of the Emergency Food and Shelter National Program (FEMA VII). ~7.,c Signature Contact person: Supporting data Ittlched: Staff Report and Appl ication Annie F. Ramos Phone: 5030 Ward: City vlide FUNDING REQUIREMENTS: Amount: No City Funds Required Source: (ACCT. NO.) (ACCT. DESCRIPTION) Flnlnce: Council Notel: Agenda I tern No. /3 Cll ,/ OF SAN BERNARDIII.D - REQUE___ r FOR COUNCIL AC\ _DN AUTHORIZATION FOR APPLICATION AND F REPORT ADMINISTRATION OF $20,000 OF EMERGENCY STAF FOOD AND SHELTER PROGRAM FUNDS. Congress has appropriated $114 million nationwide through the Emergency Food and Shelter National Board Program (FEMAVII)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 Westside Drop-In Center as one of the sites within the City of San Bernardino to assist with distribution of funds between October 1, 1988 and September 30, 1989. This department has prepared the attached application of $20,000 to be administered through the WestsideDrop-In Center. There is no additional cost to the City to administer this program along with other public service programs now being administered. The program has served approximately 7,818 persons in the previous funding cycle, and with funding requested on this application, a vital service to needy citizens wi 11 cont i nue. Recommend approval. September 22, 1988 75-0264 F&1A VII sa:TIOO I. GENERAL I~TIOO AN> ELIGIBILITY A. TOtal FEMA VII Request: $20s000.oa Septarber, 1989 B. Agency Name Westside Drop-In Center for period October, 1988 - PbJne U14 ) 384 - 5428 Address 1505 West Highland Ave. CitiSan Bj:)rnardino Zip Q?411 EKec~tive Director Annie Ramos Boa~ Chair Mayor Evlyn Wilcox Key Project Contact FersonG1enda Burnett Year Agency Was Founded 19 ~ C. Previous FElI,IA involvement: (Circle all that apply) POOne (714) 384 "'5428 FEViA I ~ Fooc1 FENA II: Food FEV~ (In: ) Food FnlA (IV:) Food F>>1A (V:) Food FEMA (VI) Food FDt.A VII Food Shelter Shelter Shelter Shelter Shelter Shelter Shelter Othen Other: Other: Other: Other: Othen Other: Other previous major sources of foed and shelter program act ivi ty~ Priv~tp rlnn~tinn nf fnon monies, diapj:)r~, clothinp, ppr~nn~l hygi~np products to assist needy'persons and familij:)~_ D. E1 igibil i ty of Agency (Circle appl icable answers) 1. Does agency have a vol untary }:x)ard? Attach a list of Board members. If possible, list identifying information, such as phone, address, and {X)sit ion. yes ( nc) 2. Is the proposed program an expansion of services currently offered ..d thout "FEMA" furas? yes ( r;G ) 3. Does the agency have an IRS classificaticn? Cleck appl icable designat ion. ( yes ) no Government .-M-. or PrivatE.: lbnprofit\5'01.C.3 or 501.C.4.) [Please attacl: IRS Form 501 (c) (3)]. 4. Please attach agency orgarJi~at ion chart. :l. Are services free of cllargE'? If no, eXf)1cdr, clncl 11St feE'b cltar9E<l fur sE":rviceL: Ur,(' at tcwhliC'nt if TlE'Cessary. (yu. ) T,( , ~VIl Page 2 Agency Name: Westside Drop-In Center SEX:TI~ II. I>EJDBl'M'I!D ~ A. Briefly describe your agency's past services in the areas of fcod, shel ter, and related services for the lX)Or. Describe the inpact and effectiveness of your effort. The Westside Drop-In Center is a multi-service center of the Commvnity Services Division. The service area to be served is the entire city of San Bernardino. However, the center has been intentionally placed in an area where40%-of the popu1ation1s income is below "the poverty level. The Westside Drop-In Center has been able to ~ive direct assistance I with food, shelter, clothing and utilities and related services for low income individuals and families since January, 1985. Prior to this date there were no other stable agencies in the immediate area with such a high concentration of poverty to give direct services. . Even now Westside Drop-In Center is the nearest service center giving direct assistance to the Westside, Delman Heights and Muscoy area. B. If you are applying for shel ter funds- please indicate the fOllOJJirjg Average shel ter length of stay per person 7 days (reporting dates 9-15-88 Do you charge recipients for the shelter? If yes - is there a waiver for sane recipients? Hc:w many? Yes XX lb ~ lb c. If you are ag:>lying for fcod funds - please indicate the follewing : Average mmber of meals provided per person 5 days (reporting dates 9-15-88 Do you charge recipients for fcod? Yes XX lb If yes - is there a waiver for sane recipient~ Yes lb HoN rrany? - :. ~VJI Page 3 Agency Name : Westside Drop-In Center SEX:TIOO III. ACCXJJNl'lN:; AM) FISCAL RERR1'IN3 ABILI'lY A. Does agency have an operating accoonting system? { yes } no B. Please attach the lTOst recent finaocial report available and also the final report, audited if available, for your rrost recent fiscal year ccrrpleted. c. Who handles the accounting system for the agency? (Specify name of staff, professional title, volunteer, or accounting finn) . The City of San Bernardino's Finance Department handles all of its departments' accounts payable, accounts receivable, requests for payment, purchase orders, etc.. D. BriE-fly describe agency's internal contrel of program accounts. Include accountingrnethcd, types of ledgers arrl reports, fr~ency of reports, and approval process. The Westside Drop-In 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 before submitting request to Finance Depart- ment. The information is then entered into a computer system and payment is issued. All funds received are also handled in the same manner. E. Describe the administrative procedures you will enploy to ensure accurate reports and fiscal control. Center Manager will be responsible for making sure that all individuals participating in this program meet all require- ments and submit necessary documents to substantiate need. Once the need has been proven then the steps stated in Section D are followed. Also periodic progress reports are submitted to the Local Board during the time span of the program. F. List all sources of agency incane for the latest fiscal year. * You ma~' group srraller sources and individual danet ions. You ITa}' ani t "contacts" and "phone" for individual gifts. SourcE' Arrount Grant Peri cd Purp:lSE' Contact Telephone SEE ATTACHED * Use your lateE;t 12 11 on tll clccoul,ting pc'rioo _ July" 1. June 30; 1988 . 1987 t'(, I'h,'Jf,( c'/Iloil' c.':r-y I.ricr (-~U(l)t ('~.uliticr,~" (j-ii.("llcM'<<J ((1ft!. (II u,rH';(l}VH.: t.;\,f 1 jCT,r't ~ (..t~. 'v.l .~( j .J'(I\: l ~('t,(.) li.f;~ t.1*', J -j{ li~'(\..jl tLI~ l' I ~(~~ ~. :il(t. j:J8;'. (:.,,; t i::: I' ... 1 ; ~ II ;( ~.~, t }'e.]1 ~\'''l f; tIt ~~(:!I!. (1 t I ,,' j , I ,c'( it :, I 1\, . : 'r,' . .'j - . 11:.A VJJ - Pag"" 4 }\ger iCi' Nan-= Westside Drop-In Center SEC'T'rON rv A. fOO) COBt est imotea per person per meill ~ tb. Served* Cost Per Meal $ Request Food Banks Retail .and Wlx:>lesale Purchases 4.140 $.90 _$4.600.00 Vouchers Fqu ipnent 'Ibtal l'b. Served 4,140 'IUI'AL fOO) ASSISTANCE RBJUES'I'ED $ 4.600.00 ------------------------------~------------------------------------------------ r-.\mber of distribution sites one ------------------------------------------------------------------------------- B. SHELTER - Estinated Cost Per Night Per Person (rate must be $10.00 or belcw) : l'b. Served* Cost Per Person $ Request cperate Shelter $1.00 7,000.00 Vouchers 7,000 Fquipnent & Supplies ------------------------------------------------------------------------------- C. SHELTER - Estinated Cost Per Night Per Person (rate ITIIlst be $10.00 or belcw) ~ l'b. Served* Cos t Per Person $ Request Rental/MJrtgage Assistance 'Ibtal l'b. Served 33 1033 $3.00 $3,000.00 (B T C) 'IUI'AL SHELTER ASSISTANCE REJ,JUESTED (B + C) $ $10,000.00 ------------------------------------------------------------------------------- D. UI'ILI'IY ASSISTAOCE - Estinated Cost Per Night Per Person ------------------------------------------------------------------------------ $.33 $ R€quest $5,000.00 lb. Served* Cost Per Person 500 E. ADMINISTRATION REQUESTED (2% rraximum) $ $ 400.00 'IUI'AL FOR FEMA VII REQUESTED (A+B+C+D+E) $ $20,000.00 . ,.... .~ ....__1-- 'v ". C ,(' ~ -. .:, ~ ~. ,. , . . . _ D-iA VlI Page 5 1lGElCi NAME Westside Drop-In Center F. Detail harJ you will ootain am distribute food: grocery boxes or bags~ prepared meals~ or vouchers to restaurants or to grocery stores, or precisely what mix of these. '!he Local Board expects all funded projects to make extensive use of. food banks aril pantry cQCt)erative bulk buying clubs to buy extranely econanical groceries unless ycu present an acceptable rationale for not doing so. Do yoo plan to purchase gift certificates or voochers franfQC)Q retailers? If so, at what percent discoont, aril why do yoo prcpose to do this rather than maximizing the buying pcwer of your FE}I.iA fuOOs throogh cost-~ffective grocery purchase. (Qni t if not requesting funding for food.) . Due to the increase in storage space the center will buy bulk food items from the disoount grocery stores and distribute grocery boxes according to family size. Also the center plans to make arrangements with a local restaurant to feed homeless persons that are unable to utilize the box groceries for lack of cooking familities. F'EMA VII Page 6 Westside Drop-In Center N2F1r::Y NAME: SPrI'I~ V. cn\LITICH; AM) le11UUCIH3 A. }bw do you coordinate services wi th other human service providers? What networks am coalitions in this field do you participate in? Be very specific. Do not exaggerate. In an effort to avoid abuse of funds and duplication of assistance this ;' center 'works closely with approximately 6 other agencies in the area by properly screening individuals and fami1ies~ being famtliar wtth each Cfgt:!ncy's pf''Oeedures and sharing vital ftifomUon~ . , Currently we participate on the SARB (School Attendance Regulation Board) works w)th families with problem students; the Resource Center (they come in contact with persons with drug and alcohol abuse; and the Homeless Task Force whose goal is to inprove the homeless situation for individuals, couples, and families. ... f'EMA VII Page 7 /JGFlCi NAME : Westside Drop-In Center N:tDISCRIMINATION roLICY '!his agency will assure, through all possible means, equal CR'lOrtunity for all persons--regardless of age, harrlicap, national backgra.mJ, race, reI igion, or sex:--to receive service, to participate in the volunteer structure, ard to be arployed. An existing sectarian nature of the agency shall rot suffer inpairrnent uriler this agreanent. N:> participation in rel igioos c:bservances or services will be required as a condi tion of receiving food or shel ter paid for by this grant. AGREEMEm' I affirm that all infornation in this awl ication is true and correct to the best of rrrt Jmo..lledge, and that the agency urrler rrrt authori ty will execute its responsibil i ty under FEMA VII arrl adhere to all other awlicable rules and regulations to the fullest extent possible. Date Executive Director or similar authorit~ (Signature) Date Board Chairperson or similar authority (Signature) Please attach a current Board of Directors Roster. f EYilCl\.'adn2/ws,'V 12/'23/87 e'~-~""~~ ....:~\!....-..-:,: '.: ':0" .~" - ': ' . ..~:. . >, . . I ~.. " , ,r ,f, ". . :-iI#.. ~ .'... ',~. ,.' ".~'-' .::~'. 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