HomeMy WebLinkAbout17-Parks and Recreation
. .
ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Parks, Recreation &
Community Services Dept.
Subject: Resolution authorizing the
submittal of a Title III-B grant application
through the County of San Bernardino
Department of Aging and Adult Services
(DAAS) for assisted transportation for the
Senior Companion Program for the period of
July I, 2009 through June 30, 20 I O.
MICC Meeting Date: March 2, 2009
From: Kevin Hawkins, Director
Date: February 10,2009
Synopsis of Previous Council Action:
May 3, 2004 - Mayor and Council approved Resolution No. 2004-122 ratifYing the submittal of
a grant application through the County of San Bernardino Department of Aging and Adult
Services for Assisted Transportation for the Senior Companion Program.
Oct. 2, 2006 - Council approved Resolution No. 2006-351, ratifying the execution of
Amendment No.2 to the Title III-B Contract through the County of San Bernardino Department
of Aging and Adult Services for Assisted Transportation for the Senior Companion Program for
the period July 1,2006 through June 30, 2007.
Recommended Motion:
Adopt resolution.
.~
Signature
Contact person: Kevin Hawkins
Phone: 5030
Supporting data attached:
Ward:
FUNDING REQUIREMENTS:
Amount: $10,200
Source: (Acct. No.) 123-509-5135
(Acct. np<Nirtinn) Gr"nt
Cash match: $1,200.00 from the Community
Foundation - Account No. 123-509-5957
Finance:
Council Notes:
&50 2009-..39
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
submittal of a Title Ill-B grant application through the County of San Bernardino Department of
Aging and Adult Services (DAAS) for Assisted Transportation for the period of July I, 2009
through June 30, 2010.
Background:
The Senior Companion Program (SCP) has existed since 1974. The SCP has received Title III-B
funds for over 13 years. The funds assist the companions in providing services to low-income,
frail elderly clients in areas that are rural and sparsely populated. The Companions assist the
clients with grocery shopping, meal preparation, transportation to medical appointments,
pharmacies, banks, post offices, etc. These clients have no means of transportation and are at
risk of early institutionalization without this assistance.
The last request approved for Title Ill-B funds for Assisted Transportation was for fiscal year
2006 - 2007 in the amount of $20,320. The proposed Title lll-B grant funds will be used to
cover the Companion's transportation costs of taking their clients to medical appointments,
pharmacies, grocery stores, banks, etc.
The deadline for submittal of the grant application is 4 p.m. on Wednesday, March 11,2009.
Financial Impact:
There is no Financial Impact to the City's General Fund. A $1,200.00 cash match will be met
with funding from the Community Foundation's FY 08/09 allocation; the $1,200.00 will be
carried over into FY 09/1 0 for this purpose.
Recommendation:
Adopt Resolution.
(C(Q}[P)f
1
RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE SUBMITTAL OF A TITLE III-B GRANT
3 APPLICATION THROUGH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF
AGING AND ADULT SERVICES (DAAS) FOR ASSISTED TRANSPORT ATlON FOR THE
4 PERIOD OF JULY I, 2009 THROUGH JUNE 30, 2010.
5 BE IT RESOL VED BY THE MA YORAND COMMON COUNCIL OFTHE CITY
OF SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby
8 authorize submittal of a grant application through the County of San Bernardino, Department of
9 Aging and Adult Services (DAAS) for Title III-B funding in the amount of $10,200 for assisted
10 transportation for the Senior Companion Program for the period of July 1, 2009 through June 30,
11 2010, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by reference
12 as fully as though set forth at length.
13 I I I
14 III
15 III
16 III
17 III
18 III
19 III
20 III
21 III
22 III
23 III
24 III
25 III
26 III
27 III
28 III 3 -~-t? 9
:if- J r;
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE SUBMITTAL OF A TITLE III-B GRANT
2 APPLICA nON THROUGH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF
AGING AND ADULT SERVICES (DAAS) FOR ASSISTED TRANSPORT AnON FOR THE
3 PERIOD OF JULY 1, 2009 THROUGH JUNE 30, 2010.
4
5
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a
meeting thereof, held on
7 the _ day of
8 COUNCIL MEMBERS:
9 ESTRADA
10 BAXTER
11 BRINKER
12 VACANT
13 KELLEY
14 JOHNSON
15 MC CAMMACK
16
17
18
,2009, by the following vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
Rachel Clark, City Clerk
The foregoing Resolution is hereby approved this _ day of
,2009.
19
20
21
PATRICK J. MORRIS, Mayor
City of San Bernardino
22
23
Approved as to form:
24
JAMES F. PENMAN,
City Attorney
25
26
27
28
Exhibit "A"
ATTACHMENT C
APPLICATION
Senior Supportive Services
(Older Americans Act Title III B Funds)
INSTRUCTIONS: Please answer all questions and submit all requested documents.
Failure to do so may result in the application being rejected.
1. Agency Name: City of San Bernardino Senior Companion Program
Address:
600 West 5th Street
San Bernardino, CA 92410
Telephone: (909) 384-5413 FAX: (901 889-9801
2. Agency SSN#or FID#: 956000772
3. Authorized Signature:
Namerrltle:
Betty Deal, Manager
Telephone: (909) 384-5413
E-mail address: deal be@sbcity. org
4. Agency Contact Person:
Title: Aaliyah Harkley
Telephone: (90~)384-5231
E-mail address: hark ley aa@sbcity. org
Q9 GovemmentIPublic Agency
o Private Not-for-Profit
o Private For-Profit
o Other:
o Corporation
o Sole Proprietorship
o Partnership
[]j Other: municipality
7. Is the Agency in good standing with the Secretary of State of Califomia?
5.
Type of Organization:
6.
Type of Legal Entity:
Yes I!l
No 0
Page 1
ATTACHMENT C
8. Does the Applicant agree to provide the services as described in the application for a
one-year period beginning no later than July 1, 2009, with an option to renew the
Contract for two additional one-year periods, if awarded a Contract?
Yes ~ No 0
9. Have all aspects of the application, induding cost, been detennined independently, without
consultation with any other prospective Applicant or competitor for the purpose of restricting
competition?
Yes IXl No 0
10. Are all declarations in the application and attachments true?
Yes IX] No 0
11. Does the Applicant understand and agree that all aspects of the RFA and the application
submitted shall be binding if awarded a Contract?
Yes IiJ No 0
12. Does the Applicant agree to provide the County with any other infonnation that the County
detennines is necessary for an accurate detennination of the Applicant's ability to perfonn
services as proposed?
Yes IKJ No 0
13. Does the Applicant agree to comply with all applicable local, State, and Federal rules, laws,
and regulations, if awarded a Contract?
Yes ~ No 0
14. Does the Applicant employ any fonner County of San Bemardino Administrative Officials
and/or do any fonner County of San Bernardino Administrative Officials represent the
Agency (See RFA, Section VII)?
Yes 0 No [!l
If yes, list names and positions:
15. Does the Applicant have an organization that is adequately staffed and trained to perfonn
the required services?
Yes 6i No 0
If no, does the Applicant have the capability for recruiting sufficient staff?
Yes [] No 0
16. Does the Applicant agree to obtain insurance in the amounts and coverages listed in
Section V, Paragraph B, Indemnification and Insurance Requirements, if awarded a
Contract, and submit proof prior to performing services?
Yes ~ No 0
Page 2
ATTACHMENT C
17. Does the Applicant understand and accept the Client Complaint and Grievance
Procedures for Older Americans Act Programs, as defined in Section V, Paragraph A, Item
6 and Attachment B?
Yes KJ No 0
18. Does the Applicant certify that all statements in Section V, Paragraph A, Item 14,
Debarment, Suspension, and Other Responsibility Matters are true?
Yes [] No 0
If no, please explain.
19. Does the Applicant use subcontractors?
Yes 0 No ~
If yes, list subcontractor information, including name of each company, and type of work
to be performed. (Note: Any subcontractor shall be subject to the terms and conditions
of any resulting Contract, as defined in Section V, Paragraph A, Item 3.) All
subContracts must be approved by OMS before service Is Contracted.
20. The application package must include the following documents:
. Program Description"
. Budgetary Information"
. Ust of Assurances
. Financial Statements for Three (3) Years (Section XI, Paragraph C, Item 2)
.Program questions, Budget questions and budget forms, List of
Assurances and Exceptions to Assurances follow this page.
I certify that the information contained in this application package is true to the best of my
knowledge.
Print Authorized Name: Betty Deal
TiUe: Senior Companion Program Manager
Signature:
Date:
Page 3
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ATTACHMENT C
25. Check the area{s) to be served:
Check Area(s) Service Service Area Details
Served Areas
Colorado Needles, Havasu, Big River and surrounding areas
River
North Barstow, Newberry Springs, Trona, Baker and surrounding areas
Desert
Morongo Joshua Tree, Landers, Morongo Valley, Wonder Valley, Yucca
Basin Valley, Twenty-Nine Palms and surrounding areas
Victor Adelanto, Apple Valley, Hesperia, Lucerne Valley, Victorville and
x Valley surrounding areas
Mountains Crestline, Running Springs, Lake Arrowhead, Big Bear, Twin
Peaks and surrounding areas
East Valley Riallo, Bloomington, Fontana, Collon, Redlands, Yucaipa, San
x Bernardino City, Lorna Linda, Lytle Creek, Highland and
surrounding areas
West Valley Chino, Chino Hills, Montclair, Ontario, Rancho Cucamonga,
Upland and surrounding areas
26. List any exceptions to the areas checked above:
Examples:
Colorado River: All except Needles
North Desert: Barstow only
victor Valley: All except Adelanto and Lucern Valley
East Valley: All except Lytle Creek
27. List additional funding sources for program operations for the last two (2) years, such as
fundraisers, grants, donations.
2007: Federal: Corporation for National Service, Community Foundatior
of Riverside & San Bernardino Counties.
2008: Federal: Corporation for National Serv~ce, Commun~ty .t'oundatio
of Rivers~de & San Bernard~no Count~es.
Paqe 6
ATTACHMENT C
2B.
Agency Background and Personnel- (double spaced, two (2) page maximum)
. Describe the agency's history (background, experience and qualifications) as it
relates to the program for which OAA Title IIIB funds are sought
. Describe organizational structure and staffing to include the use of volunteer
positions.
o
The Senior Companion Program under the sponsorship of the City
of San Bernardino began serving the Inland Empire in 1974. The
current Manager has been managing _ the,,'prog~am .since May, 1986.
The program has received national acclaim and has been used as
a model for other Senior Companion Programs to follow. It has
grown from 40 Companions to 66.Companions during this time.
The city provides fiscal support as well as a supervisory staff
person for program oversight.
o
The organizational structure and staffing is as follows:
Director of Parks, Recreation and Community Services Department
Human Services Program Manager
Senior Companion Program Manager
Senior Companion Program Community Service Program Specialist
Volunteer positions are the Senior Companions, who provide the
direct service to clients.
Page 7
ATTACHMENT C
29. Provide a Summary of the Need for the Program (double spaced, two (2) page maximum)
. Describe knowledge of the need of the service that applicant intends to provide
. Identify any unmet needs observed by the applicant
. Give examples of how applicant can fulfill unmet needs
. Discuss ability to identify and serve the targeted population as described in this RFA.
o
The service that the Senior Companion Program intends to..".""
provide is to fulfill the critical need of transportation
assistance for many senior citizens in this area.
o
We have observed that there is a great need for special
transportation for seniors who can no longer drive, have no
family members to help or who are not able to physically
utilize public transportation.
o
The Senior Companion Program can fulfill these unmet needs by
assigning volunteers to transpc:>Dt and escort'.seniors to medical
appointments, pharmacies, grocery stores, senior centers, etc.
o
The targeted population has been identified by outreach to
senior housing, senior centers, libraries, churches, etc.
Referrals are received from social workers, doctors, families,
neighbors and friends. Word of mouth is the best way to spread
the word. We recruit volunteers from San Bernardino and
surrounding cities, as well as Victor Valley in order to serve
the clients with local volunteers, which makes transportation
costs very economical.
Page 8
.
ATTACHMENT C
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30.
Proposed Program (double spaced, two (2) page maximum)
Describe the proposed method of service delivery to include:
. How services will be provided
. Evidence of adequate facilities and resources for the execution of the proposed
program
. Vllho will provide the services and necessary qualifications (include infonnation on
use of subcontraclors, if appflC8ble)
. Vllhere the services will be delivered
. How the program will reach out to the targeted population
. Use of volunteers
. How program perfonnance will be monitored internally
. How customer satisfaction will be measured
. Use of community resources and interagency ties
Services will be provided by Senior Companion volunteers who are
assigned and supervised by Senior ~ompanion Program staff.
The program office is located in the City's 5th. Street Senior
Center in San Bernardino. In cooperation with DAAS, meeting
.
space is also provided in Victorville.
Services will be provided by the program's Senior Companions,
who receive 20 hour of orientation and pre-service training,
plus one day a month of in-service training. No SUb-contractors
will be used.
Staff and volunteers meet with senior groups, distribute
brochures and flyers and run PSA's in newspapers and access
chane I TV.
Volunteers must be at least 60 years old, low income and able to
serve at least 15 hour each week. Service will be provided
Monday through Friday.
The program's advisory council, mad8 up of 18 community members
conducts an annual evaluation.
continued
Page 9
#30 continued
o
Customer (client) satisfation is measured in two ways:
1) a written questionnaire and 2) phone calls by Advisory
Council members.
Program staff are very aware of community resources and utilize
staff of these agencies and programs to present training to the
Companions. The Community Service Program Specialist has
developed a Resource manual for the Companions' use. Staff has
developed an excellent rapport with other service agencies and
interact with them on an ongoing basis.
o
Page ~O
ATTACHMENT C
BUDGETARY INFORMATION
#31
Budget planning for the Senior Companion Program is performed by
the Program Manager and the Community Services Program Specialist,
with approval of the Human Services Program Manager.
The City of San Bernardino's Finance Department provides fiscal
oversight and works closely with SCP staff in accounting document-
ation, receiving checks, paying invoices and reconciling accounts.
Senior Companion expenses, . including hours, .meals :.and.. transportation
are reported on monthly time sheets, which are signed by their
supervisors and tabulated monthly. Checks are mailed from the
Finance Department to each Companion after being calculated by
sep's Program Specialist and forwarded to Finance.
Page 11
ATTACHMENT C
BUDGET SUJfJfARY
REQUEST FOR APPUCATIONS
SENIOR SUPPORTIVE SERVICES (III B)
DPDD1TtJJlB CATEGORY Funding Match
Less Match Cash In-Kind TOTAL
1. PERSONNEL
. lAttach Schedule of Peraonnell
2. STAFF TRAVEL
3. STAFF TRAINING
4. EQUIPMENT
5. CONSULTANTS
6. OTHER COSTS
Senior Comoanion Transo:
10 Companions x 300 mi per me
@$.30 oer mile x 12 mos. 10,800.00 1,200.00 12.000.00
Total Laoendlture
LB88 MATCH:
Match Cash
Match In-Kind
LB881'V.UU10:
Non Match USDA
Non Match Cash
Non Match In-Kind
Program Income
Defened Income
TOTAL nnmlRo RBQUBST 10,800.00
Date of
Submission:
Prepared By: T.eri Dobbs
PhoneNo:(QnQ) ~AA_~.41 'l
SAN BERNARDINO COUNTY - OMS 312 IIIB - Revtoed 3101
INITIAL BUDGET m
REVISED BUDGET [J
Page 12
ATTACHMENT C
'rauCi ..etiNarrative
Provide justification, rates, comments, descriptions, etc, for line items on the Budget
Summary Form-OMS 312.
. Lihe.4tenf ..'CostlRate
.<Deseri tiOri/Justifieation
Transportat' n
Assistance $90.00/month 10 volunteers x $90.00 per month x 12 months,
er volunteer
for transporting clients to medical appointment ,
grocery shopping, pharmacy, errands, etc. in
order for the clients to remain in their own
homes instead of being institutionalized.
Dale Submitted:
Son IlemardIno Ccunty-OAAS 32(J
Reviled 03lO6I2001
Provider Name SENIOR COMPANION PROGRAM
Page 13
ATTACHMENT C
-- -Bud 'ifln~Kir1a(Narrative
- . . . , _.', -' ..' . '.:" - ,-' - . ,-~. <.
Provide justification, rates, comments, descriptions, etc. for line items on the Budget
Summary Form-DMS 312.
-.LiI1~ltem-- OostIRate - ---
- Des6ritioi1/Justification
volunteer $1,200.00
Transportati n
This is "cash match" received from the
Community Foundatmon.
Date Submitted:
San Bemardino County-DAAS 322
Revised O3I1l6I2oo1
Provider Name -SENIOR COMPANION PROGRAM
Page 14
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ATTACHMENT C
BUDGET SUMMARY
SCHEDULE OF EQUIPMENT
Item Budgeted Total
DelIcrlDtion Quantity Cost Coats
N/A
Provider Name: SENIOR COMPANION PROGRAM
San Bernardino County - OMS Fonn 316
Revlaad 0110812001
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ATTACHMENT C
30. Does the Applicant agree to the Assurances listed below?
Yes ~ No 0
If no, provide explanation on Page 21.
List of Assurances
NOTE: All references given are for the Older Americans Act of 1965, as amended.
The Applicant assures that it shall:
1. Set specific goals for providing services to older individuals with the greatest economic or
social needs, including specific objectives for providing services to low-income minority
individuals. (306 (a}{5}{A}{i})
2. Include in each agreement made with a subcontractor a requirement that such service
will- (I) specify how the provider intends to satisfy the service needs of low-income
minority individuals in the area served by the provider; (II) to the maximum extent
feasible, provide services to low-income minority individuals in accordance with their
need for such services; and (III) meet specific objectives established by the area agency
on aging, for providing services to low-income minority individuals within the planning and
services areas. (306 (a}{5}{A}{iI})
3. Use outreach efforts that will- (i) identify individuals eligible for assistance under this Act,
with special emphasis on (I) individuals residing in rural areas; (II) older individuals with
greatest economic need (with particular attention to low-income minority individuals); (III)
older individuals with greatest social need (with particular attention to low-income minority
individuals); (IV) older individuals with severe disabilities; M older individuals with limited
English-speaking ability; and (VI) older individuals with Alzheimer's disease or related
disorders with neurological and organic brain dysfunction (and caretakers of such
individuals); and (ii) inform the older individuals referred to in subclauses (I) through (IV)
of dause (i), and the caretakers of such individuals, of the availability of such assistance.
(306 (a}{5}{B})
4. Assure that it will- (A) maintain the integrity and public purpose of services provided, and
service providers, under this title in all Contractual and commercial relationships; (B)
disdose to the Commissioner and the State agency - (i) the identity of each non
governmental entity with which such agency has Contract or commercial relationship
relating to providing any service to older individuals; and (ii) the nature of such Contract
or such relationship; (C) demonstrate that a . loss or diminution in the quantity or quality of
the services provided, under this title by such agency has not resulted and will not result
from such Contract or such relationship; (D) demonstrate that the quantity or quality of
the services to be provided under this title by such agency will be enhanced as a result of
such Contract or such relationship; and (E) on the request of the Commissioner or the
State for the purpose of monitoring compliance with this Act (including conduct an audit),
disdose all sources and expenditures of funds such agency receives or expends to
provide services to older individuals. (306 {a}{14} {A} through (E})
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ATTACHMENT C
5. Assure that funds received under this title will not be used to pay any part of a cost
(including an administrative cost) incurred by the applicant to carry out a Contract or
commercial relationship that is not carried out to implement this title. (306 (a}{15})
6. Assure that preference in receiving services under this title will not be given by the
applicant to particular older individuals as a result of a Contract or commercial
relationship that is not carried out to implement this title. (306 (a}{16})
7. Assure that (A) the applicant will pursue activities to increase access by older individuals
who are Native Americans to all its programs under this title.
8. Assure that persons age 60 or over who are frail, homebound by reason of illness or
incapacitating disability, or otherwise isolated shall be given priority in the delivery of
services under this part. (~1321.69 (a})
9. Such fiscal control and fund accounting procedures will be adopted as may be necessary
to assure proper disbursement of, and accounting for, Federal funds paid under this title
to the applicant. (307 (a}{7}{A})
10. (i) No individual (appointed or otherwise) involved in the designation of the head of any
subdivision of an area agency on aging, is subject to a conflict of interest prohibited under
this Act; (ii) no officer, employee, or other representative of an area agency on aging is
subject to a conflict of interest prohibits under this Act; and (iii) mechanisms are in place
to identify and remove conflicts of interest prohibited under this Act. (307 (a}{7}{B})
11. (i) (It will) maintain the integrity and public purpose of services provided in all Contractual
and commercial relationships; (ii) Demonstrate that a loss or diminution in the quantity or
quality of the services provided, or to be provided, under this Act by such applicant has
not resulted and will not result from such Contract or such relationship; (iii) Demonstrate
that the quantity or quality of the services to be provided will be enhanced as a result of
such Contract or such relationship. (307 (a}{7}{C})
12. Fumish assurances to the area agency that the applicant will maintain efforts to solicit
voluntary support and that the funds made available under this title to the applicant will
not be used to supplant funds from non-Federal sources. (307 (a}{13}{H})
13. It shall establish procedures that will allow the option to offer a meal, on the same basis
as meals are provided to elderly participants, to individuals providing volunteer services
during the meal hours, and to individuals with disabilities who reside at home with and/or
accompany to meal sites older individuals who are eligible for meals. (307 (a}{13}{I})
14. In the case of purchase or construction, that there are no existing facilities in the
community suitable for leasing as a multipurpose senior center, [and that the] plans and
specifications for the facility are in accordance with regulations relating to minimum
standards of construction promulgated with particular emphasis on securing compliance
with the requirements of the Act of August 12, 1968, commonly known as the
Architectural Barriers Act of 1968. (307 (a}{14}{B}{C})
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15. Any laborer or mechanic employed by any applicant in the performance of wor1\: on the
[multipurpose senior center] facility will be paid wages at rates not less than those
prevailing for similar wor1\: in the locality as determined by the Secretary of Labor in
accordance with the Act of March 3,1931 (40 USC 276a-2768-5, commonly know as the
Davis-Bacon Act), and the Secretary of Labor shall have, with respect to the labor
standards specified in this clause, the authority and functions set forth in reorganization
plan number 14 of 1950 (15 FR 3176; 64 Stat. 1267), and Section 2 of the Act of June 13,
1934 (40 U.S.C. 276c). (307 (a}{14}{D})
16. If a substantial number of older individuals in the applicants service area are of limited
English-speaking ability, the applicant shall (A) utilize in the delivery of outreach services
under Sec. 306 (a) (2) (A) and 306 (a) (6) (P), the services of wor1\:ers who are fluent in
the language spoken by a predominate number of elderly individuals who are of limited
English-speaking ability. (307 (s}{20})
17. All services provided under Title III meet all existing State and local licensing, health, and
safety requirements for the provision of those services.
18. All staff hired by the program will be required to attend appropriate training sessions and
worltshops sponsored by the Department of Aging & Adult Services and the California
Department of Aging.
19. All materials, videotapes, and publicity will acknowledge the San Bernardino County
Department of Aging & Adult Services and indicate that the programs are made possible
by Older Americans Act funds.
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31. Please list exceptions to the List of Assurances and fully explain the exceptions.
Assurance # Reason for Non-Compliance
N/A
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