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2013-264
J RESOLUTION NO. 2013-264 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 3 BERNARDINO RATIFYING THE SUBMITTAL OF A CONTINUATION GRANT APPLICATION TO THE CORPORATION FOR NATIONAL AND COMMUNITY 4 SERVICE AND ACCEPTING THE GRANT AMOUNT OF $299,799 TO CONTINUE THE ADMINISTRATION AND OPERATION OF THE SENIOR COMPANION 5 PROGRAM FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2014 AND TO 6 AUTHORIZE THE DIRECTOR OF FINANCE TO INCORPORATE ALL NECESSARY CHANGES TO THE FY2013-14 BUDGET RELATED TO THIS GRANT. 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 8 CITY OF SAN BERNARDINO AS FOLLOWS: 9 SECTION 1. The Mayor and Common Council hereby ratifies the submittal of a 10 continuation grant application to the Corporation for National and Community Service for the 11 Senior Companion Program for the period of July 1, 2013 through June 30, 2014, a copy of 12 which is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as 13 though set forth at length. 14 SECTION 2. The City Manager is hereby authorized to accept the grant amount of 15 $299,779 for administration and operation of the Senior Companion Program and to direct the 16 Director of Finance to incorporate all necessary changes to the FY2013-14 budget related to this grant. 17 SECTION 3. The authorizations granted herein are rescinded if not fully executed / 18 issued within sixty (60) days of the passage of this Resolution. 19 /// 20 /// 21 /// 22 23 /1/ 24 /// 25 26 /// /// 27 /// 28 /// 2013-264 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A CONTINUATION GRANT 2 APPLICATION TO THE CORPORATION FOR NATIONAL AND COMMUNITY SERVICE AND ACCEPTING THE GRANT AMOUNT OF $299,799 TO CONTINUE 3 THE ADMINISTRATION AND OPERATION OF THE SENIOR COMPANION 4 PROGRAM FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2014 AND TO AUTHORIZE THE DIRECTOR OF FINANCE TO INCORPORATE ALL NECESSARY 5 CHANGES TO THE FY2013-14 BUDGET RELATED TO THIS GRANT. 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an. 7 Common Council of the City of San Bernardino at a joint regu ar meeting thereof, 8 held on the 16th day of September , 2013, by the following vote, to wit: 9 o Council Members: AYES NAYS ABSTAIN ABSENT 11 MARQUEZ x 12 JENKINS x 13 VALDIVIA x 14 SHORETT x 15 16 KELLEY x 17 JOHNSON X 18 MCCAMMACK x 19 !L..�e/Loc,"_. 20 ` Geor ea Hann City Clerk g X11 T� 21 The foregoing resolution is hereby approved this �� day of September, 2013. 22 23 '^ 24 Pat • k J. rris, Mayor City of San Bernardino 25 Approved as to form: JAMES F. PENMAN, City Attorney 26 27 By: 114/ 28 201 3—2 64 For Official Use Only Notice of Grant Award Corporation for National and Community Service 601 Walnut Street, Suite 876 E Philadephia,PA 19106-3323 Senior Companion Program -- Grantee - - - City of San Bernardino EIN:956000772 300 North D Street San Bernardino CA 92418-0001 Award Information - - Agreement No.: 12SCPCA003 Project Period: 07/0112012-06/30/2015 Amendment No.: 1 Budget Period: 07/01/2013-06130/2014 CFDA No.: 94.016 Grant Year: 2 Award Description This award includes a 4%reduction from the FY 2012 funding levels based on FY 2013 appropriations.The total amount reduced from your 2012 level is$11991 The new Base Line Funding level to carry out program activities in the FY 2013—2014 budget year is$287778 Purpose The purpose of this award is to assist the grantee in carrying out a national service program as authorized by the Domestic and Volunteer Service Act of 1973,as amended(42 U.S.C.Chapter 22). Funding Information Previously This Award/ Total Current Year 2 Awarded Amendment Year This Year Total Obligated by CNCS $0 $287,788 $287,788 Grantee's Unobligated $0 $0 $0 Balance(Carryover) Total Available $0 $287,788 $287.788 Cumulative Funding for Project Period Total Awarded in Previous Amendments $299,779 Total CNCS Funds Awarded to Date $587,567 Funding Source and Amount - - — - - - - 2013-OPE1-P77-0P0-22515-4101 $287,788.00 Special Conditions Costs allowed under this grant are limited to those categories contained in signed application package. Compliance with OMB circulars:A-21;A-87;A-102;A-114;A-122 and A-133 as applicable,is required. Terms of Acceptance: By accepting funds under this grant,the grantee agrees to comply with all terms and conditions of the grant that are on the Corporation's website at https://egrants.cns_govitermsandconditions/FGPSCPTandC_Revised_20121001.pdf,all assurances and certifications made in the grant application,and all applicable federal statutes,regulations and guidelines. The grantee agrees to administer the funded Program in accordance with the appioved grant application and budget(s),supporting documents,and other representations made in support of the approved grant application. — — — - — Page 1 For Official Use Only 2013-264 For Official Use Only Notice of Grant Award 601 Walnut Street, Suite 876 E Philadephia,PA 19106-3323 Senior Companion Program Grantee City of San Bernardino EIN: 956000772 300 North D Street San Bernardino CA 92418-0001 Corporation for National and Community Service: k $ • 06/17/2013 Merribeth Pentasuglia,215-964-6324 Signature Date Grants Official Merribeth Pentasuglia Gregory Ericksen,310-235-7708 Name(typed) — — Program Official Senior Grants Officer Title Page 2 For Official Use Only 2013-264 RPT_BGT_424 August 22,2013 1:24 PM SCP of San Bernardino City of San Bernardino Budget Dates:07/01/2012-06/30/2015 Application ID:I3SC149218 Total Amt CNCS Share Grantee Share Excess Amount Section I.Volunteer Support Expanses 42 329 23 022 2,056 67,407 A.Project Personnel Expenses 67,407 4,859 9,357 484 B.Personnel Fringe Benefits 0 0 0 0 14,616 FICA 6,577 7,674 365 0 0 Health Insurance 0 0 Retirement 0 0 0 0 Life Insurance Total $29,316 $11,436 $17,031 C.Project Staff Travel 712 712 0 0 Local Travel 1,681 1.681 0 0 Long Distance Travel - - -- $0 $0 Total $2,393 $2,393 D.Equipment 900 0 0 E Supplies 900 F.Contractual and Consultant Services 100 500 3 600 0 I.Other Volunteer Support Costs 4, Crininal Background Check 470 0 470 0 Total $4,570 $500 $4,070 $0 .1. Indirect Costs $104,586 $57,558 $44,123 $2,90 5 Section I.Subtotal _ - Section Il.Volunteer Expenses A.Stipends 171,554 0 0 171,554 0 Corporation Funded 0 0 0 Non-Corporation Funded Non-Stipended $0 Total $171,554 $171,554 B.Other Volunteer Costs 21,120 21,120 0 0 Meals 0 0 0 0 Uniforms 520 520 0 0 R Insurance 2,060 0 0 2,060 , 0 Recognition 2,060 34,976 0 Volunteer Travel 0 p 0 0 Physical Examinations ---._ $0 Total $58,676 $58,676 $0 $0 $230,230 $230,230 $0 Section II.Subtotal --- - Budget Totals $334,816 $287,788 $44,123 $2,905 -- 116.7% 13.3°I° Funding Percentages n/a Required Mate n/a #of years Receiving CNCS Funds Modified SF-424A(4/88 and 12/97) Form 424A Page 1 2013-264 Budget_Narrat.ive for 13 SC 149218 Pagel of 3 Budget Narrative: SCP of San Bernardino for City of San Bernardino Section I. Volunteer Support Expenses A. Project Personnel Expenses Grantee Excess CNCS Share Share Total Amount Amount Position/Title-Qty-Annual Salary-%Time 11 SCP Manager-1 person(s)at 41127 each x 100%usage 37,073 1,998 I 41,127 2,056 Coordinator of Volunteers:-1 person(s)at 26280 each x 100% 5,256 21,024 26,280 0 usage CATEGORY Totals 42,329 23,022 67,407 2,056 B. Personnel Fringe Benefits I ( Grantee Excess Item-Description CNCS Share L Share Total Amount Amount , 0 I p � 0 0 FICA: L Health Insurance:$609 per employee(2)x 12 months.Manager= 6,577 7,674 14,616 r 365 $7,308 Coord.of Vols.=$7,308 Retirement: 0 0 I 0 0 Life Insurance: I 0 q1 0 PERS:16 051%of salary SCP Manager=$6,601,17.355%of 2,941 7,891 11,162 330 salary Coord.of Vols=$4,551 Unemployment 3%of SCP staff salary Manager=$123,Coord- 109 87 202 6 . Vols._$79 Workers Compensation:3 5%of SCP staff salary Manager= 1,279 II 962 2,359 118 $1,439,Coord.of Vols._$920 Medicare:1.45%of SCP staff salary Manager=$596,Coord.of I� 530 417 977 30 Vols._$381 _ _ i CATEGORY Totals 11,436 II 17,031 1 29,316 849 C. Project Staff Travel Local Travel Grantee Total Amount Excess Purpose-Calculation CNCS Share Share Amount Site Visits and Off Site In-Service Meetings:11 quarterly site visits ' 712 0 (510 miles x.565=$288.15)10 off site(Victorville)in-Svc. 712 q meetings(750 mites x.565=$423.75).Grantee uses IRS mileage rate- _ CATEGORY Totals 712 0 712 0 Long Distance Travel 2013-264 Budget Narrative for I 3SC 1492 18 Page 2 of 3 Purpose-Destination-Other Travel-Trans.Amount-Meals/ I I Grantee Total Amount I Excess Lodging ll CNCS Share 5hare Amount l Training:NSSC Conference(SCP Mgr.)Note:'Other Travel i 1,681 0 amount includes registration fees.-Meals/Lodging 1,350 Trans 1,681 i 0 150 Other 181 _________L__ CATEGORY Totals 1,681 1 0 1,681 I 0 i D. Equipment Grantee Total Amount Excess Item/Purpose-Qty-Unit Cost ( CNCS Share Share Amount ICATEGORY Totals 0 0 0 0 E. Supplies LItem!Purpose-Calculation CNCS Share Grantee Total Amount Excess Share Amount General office such as printer ink,paper,pens,dips,etc..Approx. 900 0 900 0 $75.00 per month x 12 months. CATEGORY Totals 900 0 ]I 900 0 i F. Contractual and Consultant Services Grantee Total Amount Excess Purpose-Calculation CNCS Share Share Amount it CATEGORY Totals IL 0 11 0 0 0 I. Other Volunteer Support Costs Grantee Total Amount Excess Item I CNCS Share Share Amount ( Criminal Background Check: I 0 470 470 0 I Ipostage:$25.00 per month x 12,based on prior year. 111 300 0 300 0 telephone:$75 per month x 12,based on prior year: I 0 900 900 0 printing and photocopying$16.66 x 12 months,based on prior 200 0 200 0 year: d$31000 utilities: I I 0 2,700 2,700 0 1 CATEGORY Totals I 500 4,070 4,570 01 J. Indirect Costs Grantee Excess Calculation-Rate Type-Rate-Claimed-Cost Basis CNCS Share Share Total Amount Amount I II II 2013-264 Budget Narrative for 13SC149218 Page 3 of _s CATEGORY Totals 0 ' 0 0 0 ij SECTION Totals I 57,558 44,123 104,586 2,905 1 PERCENTAGE 55% 42% L J Section IL Volunteer Expenses A. Stipends CNCS Share Grantee Total Amount jj Excess Item-#-Annual Stipend Share Amount Corporation Funded:-62 x 2767 171,554 0 I 171,554 0 111---.. Non-Corporation Funded:-0 x 0 0 0 I 0 — 0 CATEGORY Totals 171,554 0 171,554 0 B. Other Volunteer Costs Grantee Total Amount Excess Item-Description CNCS Share Share Amount Meals:55 vols x 192 days(52 weeks x 5 days,less vacation,sick 21,120 0 21,120 0 &holidays)x$2 Uniforms: 0 0 II 0 0 ; Insurance:CIMA 520 0 JI 520 0 Recognition:62 vols_x$33.23 each 2,060 0 jiff 2,060 0 I _ i Volunteer Travel:Volunteer Travel 60 vols x 140 miles x 12 months c@.332/mile($33,466)+5 vols x 12 months x$25-17 per 34,976 0 34,976 0 bus pass($1,510) Physical Examinations: 0 0 0 0 CATEGORY Totals 58,676 0 58,676 0 i SECTION Totals 230,230 I 0 230,230 0 PERCENTAGE 100% d 0% BUDGET Totals 287,788 44,123 334,816 h 2,905 PERCENTAGE 86% 13% Source of Funds Section Description Section I.Volunteer Support Expenses Sponsor.City of San I3emardino grant match. Excess Amount:Grantee funds for fundraising, and grant preparation. Section II.Volunteer Expenses 2013-264 • RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 3 BERNARDINO RATIFYING THE SUBMITTAL OF A CONTINUATION GRANT APPLICATION TO THE CORPORATION FOR, NATIONAL AND COMMUNITY 4 SERVICE AND ACCEPTING THE GRANT AMOUNT OF $299,799 TO CONTINUE THE ADMINISTRATION AND OPERATION OF THE SENIOR COMPANION 5 PROGRAM FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2014 AND TO 6 AUTHORIZE THE DIRECTOR OF FINANCE TO INCORPORATE ALL NECESSARY CHANGES TO THE FY2013-14 BUDGET RELATED TO THIS GRANT. 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 8 CITY OF SAN BERNARDINO AS FOLLOWS: 9 SECTION 1. The Mayor and Common Council hereby ratifies the submittal of a to continuation grant application to the Corporation for National and Community Service for the t Senior Companion Program for the period of July 1, 2013 through June 30, 2014, a copy of 12 which is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as 13 though set forth at length. 14 SECTION 2. The City Manager is hereby authorized to accept the grant amount of 15 $299,779 for administration and operation of the Senior Companion Program and to direct the 16 Director of Finance to incorporate all necessary changes to the FY2013-14 budget related to this grant. 17 SECTION 3. The authorizations granted herein are rescinded if not fully executed / 18 issued within sixty(60)days of the passage of this Resolution. 19 1/I 20 /// 21 22 /// 23 /1/ 24 II/ 25 26 27 Ill /// 28 /1/ 2013-264 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A CONTINUATION GRANT 2 APPLICATION TO THE CORPORATION FOR NATIONAL AND COMMUNITY SERVICE AND ACCEPTING THE GRANT AMOUNT OF $299,799 TO CONTINUE 3 THE ADMINISTRATION AND OPERATION OF THE SENIOR COMPANION 4 PROGRAM FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2014 AND TO AUTHORIZE THE DIRECTOR OF FINANCE TO INCORPORATE ALL NECESSARY 5 CHANGES TO THE FY2013-14 BUDGET RELATED TO THIS GRANT. 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an., Common Council of the Cit • of San Bernardino at a Y meeting thereof 8 held on the day of , 2013, by the following vote,to wit: 9 10 Council Members: AYES NAYS ABSTAIN ABSENT 11 MARQUEZ 12 JENKINS 13 VALDIVIA 14 SHORETT 15 16 KELLEY 17 JOHNSON 18 MCCAMMACK 19 20 Georgeann Hanna, City Clerk 21 The foregoing resolution is hereby approved this day of ,2013. 22 23 Patrick J. Morris, Mayor 24 City of San Bernardino 25 Approved as to form: JAMES F. PENMAN, City Attorney 26 27 By: 28 2013-264 RPT BGT 424 April 3,2013 1:59 PM SCP of San Bernardino City of San Bernardino Application ID: 13SC149218 Budget Dates:07/01/2012-06/30/2015 Total Amt CNCS Share Grantee Share Excess Amount Section I.Volunteer Support Expenses A.Project Personnel Expenses 67,407 42,329 23,022 2,056 B.Personnel Fringe Benefits 14,700 4,859 9,357 484 FICA 0 0 0 0 Health Insurance 14,616 6,577 7,674 365 Retirement 0 0 0 0 Life Insurance 0 0 0 0 Total $29,316 $11,436 $17,031 $849 C.Project Staff Travel Local Travel 712 712 0 0 Long Distance Travel 2,000 2,000 0 0 Total $2,712 $2,712 $0 $0 D.Equipment E.Supplies 1,200 1,200 0 0 F.Contractual and Consultant Services I.Other Volunteer Support Costs 4,100 500 3,600 0 Criminal Background Check 470 0 470 0 Total $4,570 $500 $4,070 $0 J.Indirect Costs Section I.Subtotal $105,205 $58,177 $44,123 $2,905 Section II.Volunteer Expenses A.Stipends Corporation Funded 182,622 182,622 0 0 Non-Corporation Funded 0 0 0 0 Non-Stipended Total $182,622 $182,622 $0 $0 B.Other Volunteer Costs Meals 21,504 21,504 0 0 Uniforms 0 0 0 0 Insurance 520 520 0 0 Recognition 1,980 1,980 0 0 Volunteer Travel 34,976 34,976 0 0 Physical Examinations 0 0 0 0 Total $58,980 $58,980 $0 $0 Section II.Subtotal $241,602 $241,602 $0 $0 Budget Totals $346,807 $299,779 $44,123 $2,905 Funding Percentages 87.2% 12.8% Required Match n/a #of years Receiving CNCS Funds n/a Form 424A Modified SF-424A(4/88 and 12/97) Page 1 2013-264 Budget Narrative: SCP of San Bernardino for City of San Bernardino Section I. Volunteer Support Expenses A. Project Personnel Expenses CNCS Grantee Total Excess Position/Title-Qty-Annual Salary%Time Share Share Amount Amount SCP Manager:-1 person(s)at 41127 each x 100%usage 37,073 1,998 41,127 2,056 Coordinator of Volunteers:-1 person(s)at 26280 each x 100%usage 5,256 , 21,024 26,280 0 CATEGORY Totals 42,329 23,022 67,407 2,056 B. Personnel Fringe Benefits CNCS Grantee ; Total Excess Item-Description Share Share Amount Amount FICA: 0 0 0 0 Health Insurance:$609 per employee(2)x 12 months.Manager=$7,308 6,577 7,674 14,616 365 Coord.of Vols.=$7,308 Retirement: 0 0 0 0 Life Insurance: 0 0 0 0 PERS: 16.051%of salary SCP Manager=$6,601,17.355%of salary 2,941 7,891 11,162 330 Coord.of Vols=$4,561 Unemployment:.3%of SCP staff salary Manager=$123,Coord.of Vols. 109 87 202 6 =$79 Workers Compensation:3.5%of SCP staff salary Manager=$1,439, 1 279 962 i 2,359 118 Coord.of Vols.=$920 Medicare: 1.45%of SCP staff salary Manager=$596,Coord.of Vols.= 530 417 977 30 $381 CATEGORY Totals 11,436 ! 17,031 29,316 849 C. Project Staff Travel Local Travel CNCS Grantee , Total Excess Purpose-Calculation Share Share ; Amount Amount Site Visits and Off Site In-Service Meetings:11 quarterly site visits(510 miles x.565=$288 15)10 off site(Victorville)In-Svc.meetings(750 712 0 ' 712 0 miles x.565=$423.75).Grantee uses IRS mileage rate. 2013-264 CATEGORY Totals 712 0 712 0 Long Distance Travel CNCS Grantee Total Excess Purpose-Destination-Other Travel-Trans.Amount-Meals/Lodging Share Share Amount Amount Training:NSSC Conference(SCP Mgr.)Note:*Other Travel amount 2,000 0 2,000 0 includes registration fees.-Meals/Lodging 1,350 Trans 150 Other 500 CATEGORY Totals 2,000 0 2,000 0 D. Equipment CNCS Grantee Total Excess Item/Purpose-Qty-Unit Cost Share Share Amount Amount CATEGORY Totals 0 0 0 0 E. Supplies CNCS Grantee Total Excess Item/Purpose-Calculation Share Share Amount Amount General office such as printer ink,paper,pens,clips,etc.:Approx.$83.33 1,000 0 1,000 0 per month x 12 months. Membership Dues:NSCA-$100 SoCal-$100 200 0 ! 200 ? 0 CATEGORY Totals 1,200 0 1,200 0 F. Contractual and Consultant Services ........ ........_........_........... Purpose-Calculation CNCS Grantee Total Excess Share Share Amount Amount CATEGORY Totals 0 0 0 0 I. Other Volunteer Support Costs Item CNCS Grantee Total Excess Share Share Amount Amount Criminal Background Check: 0 470 470 i 0 postage:$25.00 per month x 12: 300 0 300 0 telephone:$75 per month x 12: 0 900 900 0 2013-264 printing and photocopying$16.66 x 12 months: 200 0 200 0 space 4%of$36,500 custodial service and$31,000 utilities: 0 ; 2,700 2,700 0 CATEGORY Totals 500 ! 4,070 4,570 0 J. Indirect Costs CNCS Grantee Total Excess Calculation-Rate Type-Rate-Claimed-Cost Basis Share Share Amount Amount CATEGORY Totals 0 0 ! 0 0 SECTION Totals 58,177 44,123 105,205 2,905 PERCENTAGE 55% j 42% Section II. Volunteer Expenses A. Stipends CNCS Grantee Total Excess Item-#-Annual Stipend Share Share Amount Amount Corporation Funded:-66 x 2767 182,622 0 182,622 0 Non-Corporation Funded:-0 x 0 0 0 0 0 CATEGORY Totals 182,622 0 182,622 ! 0 B. Other Volunteer Costs Item-Description CNCS Grantee Total Excess p Share Share Amount Amount Meals:56 vols x 192 days(52 weeks x 5 days,less vacation,sick& 21,504 0 21,504 0 holidays)x$2 Uniforms 0 0 0 0 Insurance:CIMA 520 0 520 0 Recognition:66 vols.x$30.00 each 1,980 0 1,980 0 Volunteer Travel:Volunteer Travel:60 vols x 140 miles x 12 months @.332/mile($33,466)+5 vols x 12 months x$25.17 per bus pass 34,976 0 34,976 0 ($1,510) Physical Examinations: 0 0 0 0 CATEGORY Totals 58,980 0 58,980 0 2013-264 SECTION Totals 241,602 0 241,602 0 PERCENTAGE 100% 0% BUDGET Totals 299,779 44,123 346,807 2,905 PERCENTAGE 86% 13% Source of Funds Section Description Section I.Volunteer Support Expenses Sponsor:City of San Bernardino grant match.Excess Amount:Grantee funds for fundraising, and grant preparation. Section II.Volunteer Expenses 2013-264 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 © Non-Construction 2a.DATE SUBMITTED TO CORPORATION 3.DATE RECEIVED BY STATE: STATE APPLICATION IDENTIFIER: FOR NATIONAL AND COMMUNITY SERVICE(CNCS): 2b.APPLICATION ID: 4.DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: 13SC149218 12SCPCA003 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): NAME: Teresa L.Dobbs ADDRESS(give street address,city,state,zip code and county): TELEPHONE NUMBER:(909)384-5413 300 North D Street San Bernardino CA 92418-0001 FAX NUMBER: (909)889-9801 County: INTERNET E-MAIL ADDRESS:dobbs_te@sbcity.org 6.EMPLOYER IDENTIFICATION NUMBER(EIN): 7.TYPE OF APPLICANT: 7a. Local Government-Municipal 956000772 7b. Local Government,Municipal 8.TYPE OF APPLICATION(Check appropriate box). NEW I NEW/PREVIOUS GRANTEE X CONTINUATION AMENDMENT If Amendment,enter appropriate letter(s)in box(es): A. AUGMENTATION B.BUDGET REVISION C.NO COST EXTENSION D.OTHE(13pecify below): 9.NAME OF FEDERAL AGENCY: Corporation for National and Community Service 10a.CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:94.016 11.a.DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: 10b.TITLE: Senior Companion Program SCP of San Bernardino 12.AREAS AFFECTED BY PROJECT(List Cities,Counties,States,etc): 11.b.CNCS PROGRAM INITIATIVE(IF ANY): Greater San Bernardino and Victor Valley areas,including the following cities: San Bernardino,Colton,Redlands,Loma Linda, 13.PROPOSED PROJECT:START DATE:07/01/13 END DATE: 06/30/14 14.CONGRESSIONAL DISTRICT OF: a.Applicant ]CA 0431 b.Program 043] 15.ESTIMATED FUNDING:Year#: 2 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a.FEDERAL $ 299,779.00 © YES.THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE $ 47,028.00 TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR b.APPLICANT REVIEW ON: c.STATE $ 0.00 DATE: 21-APR-13 r ' d.LOCAL $ 48,059.00 r NO.PROGRAM IS NOT COVERED BY E.O.12372 17.IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? e.OTHER $ 2,861.00 YES if"Yes,"attach an explanation. ® NO f.PROGRAM INCOME $ 0.00 g.TOTAL $ 346,807.00 18.TO THE BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATION/PREAPPLICATION 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: b.TITLE: c.TELEPHONE NUMBER: Aaliyah Harkley Human Services Mgr. (909)384-5231 51tiNtU: d.SIGNATURE OF AUTHORIZED REPRESENTATIVE: e.UA I t Page 1 2013-264 Narratives Executive Summary 1. THE NAME OF THE LEGAL APPLICANT(SPONSOR ORGANIZATION): City of San Bernardino 2. A BRIEF DESCRIPTION OF THE LEGAL APPLICANT'S ORGANIZATION AND ITS MISSION: The City of San Bernardino is a local government municipality for 200 years. The city's mission is to provide quality and cost effective services to the people of San Bernardino. Our Senior Companion Program (SCP) is part of the Parks, Recreation and Community Services Department,which is dedicated to creating community through people,parks and programs. The City of San Bernardino ("City") is one of Southern California's most historic communities. Incorporated in 1854, it is a city of 210,000 residents in 59.3 square miles at 1,049 feet above sea level. As the county seat of San Bernardino County, it lies in the midst of the booming Inland Empire region.The City was founded early in California's history, and it had recently celebrated its Bicentennial in 2010. Influences of Native Americans, Mexican settlers, Spanish missionaries, Mormon emigrants, and Railroads can still be seen throughout the City today. From 1910 when Franciscan missionary Father Dumetz named the area San Bernardino to the present, San Bernardino has been recognized for its scenic beauty and strategic location, once a resort stop for movie stars and famous entertainers traveling from L.A. to Palm Springs.The City operates under a hybrid Mayor- Council-City Manager form of government. The Department of Parks, Recreation and Community Services is committed to providing quality services, programs, and activities for all residents of the City of San Bernardino youth, adult, senior, and challenged populations. Programs include sports and fitness, after-school activities, recreational classes, open gym, nutrition programs, special events, aquatics,trips/tours, activities for the developmentally disabled,volunteer management and outdoor play. Its mission is to provide excellent parks, recreation and cultural opportunities which enhance the quality of life within the San Bernardino community.We create community through people,parks and programs because Parks Make Life Better!. For Official Use Only Page 2 2013-264 Narratives 3. NUMBER OF VSY's REQUESTED: 66 4. THE DOLLAR AMOUNT YOU ARE REQUESTING: $299,779.00 5. THE SERVICE CATAGORIES YOUR PROJECT WILL ADDRESS: Adult Day Care Independent Living Respite for Caregivers 6. THE COMMUNITY NEEDS YOUR PROJECT WILL ADDRESS Our SCP will provide supportive services to disabled adults and seniors in adult day care settings. We will provide services to terminally ill patients and their families at hospices,health care institutions and in the home of patients. We will promote independent living by providing services of transportation, escorting clients to medical appointments. We will assist with grocery shopping, meal preparation, nutrition information and with referral and service coordination. We will provide respite care to caregivers. 7. THE RESEARCHED-BASED METHODS YOUR PROJECT WILL USE TO ADDRESS THAT NEED: We will utilize our Advisory Council members to assist with surveys for Day Care facilities, in-home clients and caregivers to ensure that we are meeting the need, and to look for areas of improvement. 8.THE PROJECT'S ANTICIPATED OUTCOMES: We anticipate that after receiving Senior Companion services homebound frail seniors will maintain For Official Use Only Page 3 2013-264 Narratives their independence because they have assistance with their basic needs, companionship and the comfort in having someone who once a week checks on their well-being. Day Care clients who receive one-on-one attention will be able to increase their self-esteem and social skills. Caregivers receiving respite from Senior Companions will experience an increase in free time. Strengthening Communities 1. DESCRIBE THE COMMUNITY YOU SERVE -- INCLUDING KEY ECONOMIC, DEMOGRAPHIC AND GEOGRAPHIC FEATURES: The 2010 U.S. Census Bureau states that there are 391,477 people who are 55 years and older in San Bernardino County, and is 17% of the county's population. The City of San Bernardino, Senior Companion Program's area of service is the Inland Empire region of the County.The Inland Empire is located in the inland valley and desert areas of the county with 23.4% of Individuals and Families living below the poverty level. Our SCP is currently serving 11 communities within San Bernardino County: San Bernardino, Colton, Rialto, Fontana, Redlands, Highland, Loma Linda,Yucaipa, Victorville, Hesperia and Apple Valley. Information obtained from the U.S. Census Bureau indicates that the population of the communities served is 1,029,008 and encompasses a 452 square mile area. The amount of residents over the age of 65 is 193,587 (8.7%). The population by ethnicity is 53% Hispanic or Latino, and 47%Non-Hispanic or Latino. The population by race is 53%White, 11% African American, 5%Asian, 1%American Indian and Alaskan Native, .04%Native Hawaiian and Pacific Islander, 24% other and 5% identified by two or more. In San Bernardino County there are 14.8% of people living below the poverty level,which is 1.1%higher than the entire State of California. The demographic breakdown for our Senior Companion volunteers is 78%female, 22% male, 22% Hispanic or Latino, and 78% non-Hispanic or Latino. We have 53%that are African American, 46% that are White and i%Asian.The community served includes mostly low-income and/or isolated frail elderly seniors. The 2010 Census states that the Median household income for this area is $51,425. 2. DESCRIBE HOW YOU ENSURE LOCAL INPUT INTO PROGRAM DESIGN AND EVALUATION: We ensure local input through the Advisory Board members that consist of retired professionals from businesses, county government, and medical fields.We also include a cross section of community leaders from the private and non-profit sector that work in senior living homes, Catholic Charities, For Official Use Only Page 4 2013-264 Narratives and Lighthouse for the Blind. We currently have eight very motivated Advisory Council members that meet on a quarterly basis at our location at the 5th Street Senior Center. Our Advisory Council members assist with client/caregiver phone and/or mail surveys that enable us to report the outcomes of our services. With the assistance of the Advisory Council we are working on bringing in new members. We receive input from our volunteer station supervisors via telephone calls and site visits to survey the program regarding client/patient satisfaction. 3. DESCRIBE THE RELATIONSHIP BETWEEN YOUR PROGRAM AND THE COMMUNITY INCLUDING HOW YOU SELECT COMMUNITY PARTNERS AND THE ROLE OF EACH PARTNER: We enjoy a cordial and professional relationship with the community by presenting informational programs to various civic and philanthropic organizations, other aging program providers, and senior groups or several common interests. Partners are selected by their interests and abilities to assist the program, such as fundraising,training, recognition, and evaluation. Some of our partners are the County of San Bernardino, Catholic Charities, San Bernardino Community Hospital, Inland Caregivers Resource Center, U.S. Post Office, several senior living homes, and Lighthouse for the Blind. Our partners assist the program by speaking about their services at our monthly In-Service Meetings, and being part of our 20-hour Pre-Service and Orientation training. We have developed a resource guide for all Companions to use and share with their clients that list the services provided by our partners. 4. PROVIDE INFORMATION ABOUT HOW YOU WILL BUILD PUBLIC AWARENESS OF AND SUPPORT FOR THE PROGRAM WITHIN THE COMMUNITY: We will accomplish this by sending articles to newspapers,letters to the editors, public speaking engagements, community access television, distribution of flyers and brochures to senior centers, senior housing,libraries, promotion at community health fairs, and by word of mouth.Also the Senior Companion Program is housed inside of the 5th Street Senior Center where seniors come for nutrition, exercise, education, and special event programs. During these times we take advantage of the opportunity to explain the services available from the Senior Companion Program with participants and presenters before or after their programs. Through this endeavor we have increased awareness For Official Use Only Page 5 2013-264 Narratives and community support for the program, and this has helped us to bring on new sites. Staff will conduct speaking engagements and distribute flyers and brochures at community centers and senior centers, senior housing locations, and at community service group meetings such as those by the Kiwanis, Elks, Eagles, and Lyons clubs. 5. DESCRIBE HOW YOU WILL BRING TOGETHER PEOPLE OF DIVERSE BACKGROUNDS: We are fortunate to have a very diverse client base within our geographic service area. Currently the breakdown for our Senior Companion volunteers is 78% female, 22% male, 22% Hispanic or Latino, and 78% non-Hispanic or Latino. We have 53%that are African American, 46%that are White and 1%Asian. Based on information acquired from the 2010 U.S. Census, the client population in the communities we serve is 53% Hispanic or Latino, and 47%Non-Hispanic or Latino. The population by race is 53%White, 11%African American, 5%Asian, 1%American Indian and Alaskan Native, 0.04%Native Hawaiian and Pacific Islander, 24% other and 5% identified by two or more. We have a diverse group of Advisory Council members that include 1 White male, 1 Hispanic male, 2 African American females, 1 Hispanic female and 4 White females. Our Companions are 24% Caucasian, 22% Hispanic and 54%African American. Our advisory council members are 5o% Caucasian, 20% Hispanic and 3o%African American. Currently there is no factual way to determine the break out of our clients since this information is not required to be obtained. 6. DESCRIBE HOW YOU MOBILIZE COMMUNITY RESOURCES: The best way we have found to mobilize community resources around a particular cause is to speak at various service clubs; meet with local, County, and State officials; and through old-fashioned grassroots word-of-mouth. We also attend local and regional human service providers meetings, during which we pass out resource materials that explains our mission and goals.We also take time after the meetings to speak with anyone who is interested in being a site manager or a Senior Companion. Our partners conduct very informative trainings at our monthly In-Service meetings. They share brochures and flyers with our Companions,who in turn share the information with their clients. These partners include, Inland Caregivers Resource Center, Rolling Start,The Family Service Agency, Catholic Charities,Alzheimer's Association,Visiting Nurses Association, Inland Counties Legal Services, Meals-On-Wheels and Inland Empire United Way 211. Our Senior Companion For Official Use Only Page 6 2013-264 Narratives services are listed with 2-1-1, and our partners refer many of their clients to SCP. We hand out our resource guide for all Companions to use and share with their clients that list the services provided by our partners. Our partners invite us to their community resource fairs where we are able to share SCP information. 7. DESCRIBE HOW, IF AT ALL,VOLUNTEERS WILL PARTICIPATE IN COMMUNITY ACTIVITIES: Our Senior Companions assist with manning information booths at health fairs and senior service events, and handing out brochures and flyers at service clubs, churches, senior service programs and senior apartment s in their communities.Volunteers appear on local television shows and they help with fundraising and recognition.At these community events our Companions not only volunteer their services to the event coordinators but also educate the community about the Senior Companion Program itself. 8. DESCRIBE HOW YOU ENHANCE THE CAPACITY OF ORGANIZATIONS AND INSTITUTIONS WITHIN THE COMMUNITY: We enhance the capacity of organizations and institutions within the community by the placement of Senior Companions at the organizations to provide on-going companionship, personal assistance, respite and transportation services to their clients,which either"frees up" their time and talents for other care recipients or enhances otherwise very limited resources. These organizations are able to increase the amount of clients being served by the addition of Senior Companion services. One of our stations; Inland Caregivers Resource Center, is looking to broaden their services because of the availability of Senior Companions and the services our volunteers can give to the community. We have begun eliciting non-profit organizations with a win, win approach. Sharing with them the Senior Companions Program as a part of their programs enhances each and every one of their own senior- age services. With the current state of the economy, partnering is making more and more sense and is encouraged by many, oftentimes making the difference in whether the services continue or not. Currently we provide on-going in-home services to clients of the Visiting Nurses Association, SB County Senior Information and Assistance (S.I.A.) & In Home Supportive Services(I.H.S.S.), Hospice, Inland Caregivers Resource Center, and the like,thus allowing their professional staff to For Official Use Only Page 7 2013-264 Narratives expand service to new clients. 9. DESCRIBE HOW YOU WILL WORK TO INTEGRATE SENIOR SERVICE INTO THE ACTIVITIES OF OTHER SERVICE PROGRAMS WITHIN THE COMMUNITY: We will continue to work closely through strong communication with programs such as Pacific Hospice and Inland Caregivers Resource Center to increase the number of volunteers that provide companionship and respite to their patients and caregivers. Many of the service organizations in our community have disabled and senior citizen clients that need only transportation services. We plan to build strong relationships with these programs and their clients, and will strive to expand our capabilities toward the provision of additional services such as meal preparation, personal assistance, grocery shopping, and assistance with arranging and transporting to medical and pharmaceutical appointments. We will work closely with the RSVP in fundraising and in coordinating Senior Corps Week activities. We also plan to be involved with the RSVP in future "service day" activities. Recruitment and Development 1. DESCRIBE HOW YOU WILL ASSURE A HIGH QUALITY EXPERIENCE FOR VOLUNTEERS THAT OFFERS OPPORTUNITIES SUCH AS BUILDING NEW SKILLS, DEVELOPING LEADERSHIP POTENTIAL, REFLECTING ON THE MEANING OF SERVICE TO THE COMMUNITY,AND ENHANCING THE QUALITY OF THEIR OWN LIVES: The Companions will be able to build new skills by attending the monthly In-Service meetings. The training is generally focused around the needs of senior citizens such as changes and updates to Social Security, mail fraud and scams from the U.S. Postal Inspector, the Weatherization Program from Community Action Partnership(CAPS), and how to obtain needed items(safety bars, ramps, sight and hearing tools, etc.) for seniors and disabled adults from Rolling Start.The Department of Aging and Adult Services,Adult Protective Services(APS) Division, provide training on mental, physical, and financial abuse. There is in-depth training such as how to spot changes in clients with dementia and/or Alzheimer's disease, and what type of issues need to be reported to the Ombudsman. We ask the Companions for their input as to what topics they wish be included in the In-Service meeting. The Companions receive additional training at their volunteer sites in areas of mental health,how to engage clients in conversation, and how to encourage clients to participate in activities. We utilize volunteers on the Advisory Council where they develop leadership skills. The Companions begin For Official Use Only Page 8 2013-264 Narratives volunteer service by providing one-on-one personal care to frail elderly and disabled adults, and they eventually develop into close relationships. The Companions are received by clients and their families with open arms and are treated as one of the family. Through volunteer service the Companions feel that they are making a difference in someone else's life. We reinforce that altruistic feeling by reinforcing it with praise, communication of successful data, and through several volunteer recognition events throughout the year. Giving back to the community is very important to the Companions and most report that they feel that their lives have been enhanced through their volunteer service. 2. DESCRIBE HOW YOU WILL BUILD A CORPS OF VOLUNTEERS, INCLUDING RECRUITING, RETAINING AND RECOGNIZING SENIOR VOLUNTEERS: To recruit volunteers we have found that"word-of-mouth" is an excellent recruiting tool. When potential volunteers hear how the program has changed the lives of active volunteers, they want to become involved. Also,we use the media, flyers, and brochures and speak to senior groups.We attend community health fairs and senior events to speak about the benefits of volunteering. Retaining the volunteers becomes easy when they see the benefits they receive and how much they are appreciated by their clients, and SCP staff utilizes the annual Volunteer Satisfaction Survey as a tool to ensure the Companions are happy with their volunteer service. Recognizing the volunteers is so important and so very enjoyable to do. We share oral and written comments from their clients and/or client's families at In-Service meetings, and we send birthday and get well cards regularly. We thank them with small treats at the monthly In-Service meeting and commend them on their faithful service. They also get lots of hugs every time we see them. We have two recognition events each year (one during the Christmas holiday and one at the end of the fiscal year). The Holiday Social includes home baked goods, entertainment and a small gift. The Annual Recognition Event is usually held at a club or restaurant and includes a luncheon, entertainment, a speaker, certificates, door prizes and gifts. 3. EXPLAIN HOW YOU WILL PROVIDE TRAINING AND TECHNICAL ASSISTANCE TO PROJECT STAFF,VOLUNTEERS,VOLUNTEER STATION SUPERVISORS AND COMMUNITY PARTICIPATION GROUPS: Project staff attends various Skillpath seminars locally. Technical assistance is provided by The For Official Use Only Page 9 2013-264 Narratives Corporation for National and Community Service (CNCS) Program Specialist, and the CNCS Resource Center. Also, training and best practices are available through sponsored conferences and at FGP/SCP Directors'Association meetings. Staff participates in many of the Webinars that are provided by CNCS. Volunteers receive training monthly from various sources such as, Medi-Cal, Social Security, HMO's,Alzheimer's Assn., County Legal Services,Adult Education, disaster preparedness agencies, nutrition experts,Adult Protective Services, HI CAP,library services, Pacific Hospice, etc. Volunteer station supervisors are trained as part of the MOU agreement prior to assigning Companions. Also,there is an annual monitoring visit of each site that is conducted by the Program Manager. During this monitoring period the Program Manager will again remind the sites as to how the program must be operated and allow for questions from each site. We belong to the San Bernardino County Coalition on Aging and High Desert Resource Network(HDRN), and we provide SCP information on an on-going basis to community organizations. Program Management 1. DESCRIBE HOW YOU WILL DEVELOP AND MANAGE VOLUNTEER STATIONS AND VOLUNTEER ASSIGNMENTS THAT ADDRESS SPECIFIED COMMUNITY NEEDS AND PROVIDE MEANINGFUL PLACEMENTS FOR THE VOLUNTEERS: Through the Memorandum of Understanding (MOU) agreement, each volunteer site agrees to follow the guidelines that are set inside the agreement. Site Supervisors are responsible to approve timesheets and to make sure that the pay period dates, number of hours of work, and dates of work are correct for the month being reported. Each Site Supervisor will be provided a policies and procedures manual with pertinent forms included.They are also responsible to give the Companion their work assignment and share with the Program Manager all assigned duties. These volunteer stations are developed by meeting with station staff to explain how we can help their clients,what their responsibilities will be, what our role is, and who will be supervising the volunteers. The Program Manager will assign Companions to volunteer site to develop skills and capabilities that would prepare the Companion for needed community service to the agency. All Companion assignments must meet the following stipulations: i. Create new or expand existing community services. 2. Provide meaningful work and the opportunity to learn new skills that can possibly help both the Companion and the client. 3. All sites must be in a safe, drug-free and healthy environment. For Official Use Only Page 10 2013-264 Narratives 2. DESCRIBE YOUR PROCESSES 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: The advisory council conducts an annual assessment; client satisfaction surveys are conducted by phone and volunteer satisfaction surveys are conducted in person. Future plans include devising a questionnaire for High Desert Resource Network(HDRN) members, as well as for the Aging Coalition and individual human service providers.The surveys will be developed by the Advisory Board, and they will ask questions that will help us find out what may be some of the issues we will need to address in the next year cycle and what areas might need improvement(from volunteer stations and Companions), and how we might perform our services even better. We look to each Volunteer Site to assist in making sure the performance measures are met by giving timely information and reports that are requested throughout the year. 3. DESCRIBE HOW YOU MANAGE INFORMATION AND DATA TO DEMONSTRATE THE CONCRETE IMPACTS OF THE PROJECT AND ITS VOLUNTEERS: SCP staff utilizes specifically designed reports to track budget items and volunteer hours. Reports and graphs are created from the annual Client/Caregiver Survey and the Volunteer Satisfaction Survey. We are looking at the appropriate software available for SCP such as Volsoft and Volunteer Reporter and plan to make the best choice for our program to improve on reporting options. We also prepare monthly reports for our sponsor and keep copies of all achievements, which are reported on our Project Progress Report(PPR) and shared with the advisory council. 4. DESCRIBE HOW YOU MANAGE PROJECT RESOURCES, BOTH FINANCIAL AND IN-KIND, TO ENSURE ACCOUNTABILITY AND EFFICIENT AND EFFECTIVE USE OF AVAILABLE RESOURCES: Financial resources are documented in the sponsor's 3-part receipt book and deposit slips showing For Official Use Only Page 11 2013-264 Narratives proper account information are completed and sent to the Parks, Recreation & Community Services Department. Department staff take the donations and deposit slips to the city Finance Department, where the financial records are kept, ensuring a proper checks and balances system. One copy of the receipt is given to the donor. "In-kind Donation" forms are used by the Program staff to document contributions.The San Bernardino Senior Companion Program is sponsored by the City of San Bernardino and the 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.An Independent Auditor reviews city financial records annually. The Finance Department acts as the centralized and formal means of disseminating Cost Principle Guidelines, as well as Audit Guidelines to the rest of the Departments. Although the City had recently filed for bankruptcy protection in September 2012,the City of San Bernardino, Parks, Recreation and Community Services current General Fund financial capacity is $5,579,171 with $317,400 of those general fund dollars for senior services.We are constantly seeking alternative funding sources. Currently in senior services we have a grant for the Retired and Senior Volunteer Program (RSVP) for $58,500 and a grant for the Senior Nutrition Program for $259,462, both of which were recently re-applied for, as well as other grants that are throughout the Parks, Recreation & Community Services Department. 5. DESCRIBE HOW YOU SECURE RESOURCES, SUCH AS CASH AND IN-KIND CONTRIBUTIONS,TO SUSTAIN AND EXPAND THE PROJECT: The City of San Bernardino, Parks, Recreation &Community Services gives approximately $50,0• 0 in cash and in-kind contributions every year to the program through staff,building space, and utility costs that are paid through the city's general fund. The City's Facilities Division also provides routine custodial services for the 5th Street Senior Center, in which the SCP staff is housed, and is responsible for all building maintenance. The Parks Maintenance Division maintains the Center's grounds. We also request donations, either monetary or in-kind,for special occasions, such as recognition from volunteer stations, advisory council members, service clubs and department staff. Through the advisory council, financial support is requested from entities such as San Manuel Band of Mission Indians, Friends of San Bernardino Parks, Kiwanis Clubs, and the Eagle's Auxiliary. Organizational Capability 1. DESCRIBE YOUR ORGANIZATION'S EXPERIENCE IN THE PROPOSED PROGRAM AREA: For Official Use Only Page 12 2013-264 Narratives The City of San Bernardino is a government organization for over two hundred years. Today, the city houses 209,924 residents and is the largest city inside the largest county in the State of California. The City of San Bernardino is celebrating thirty-seven years of demonstrated services as a provider of Volunteer Service Programs for youth and seniors. The City of San Bernardino SCP project has been under the sponsorship of the City of San Bernardino Parks, Recreation and Community Services Department for 38 years. The Director of Parks, Recreation, and Community Services Department, Kevin Hawkins, provides support and positive leadership for the SCP program to the City Manager, City Council and Mayor, and the San Bernardino community at large. Direct support,leadership, and supervision are provided to the program by Mitch Assumma,Acting Recreation Division Manager. The City of San Bernardino SCP has and continues to work with the San Bernardino County Department of Aging, Adult Day Care& Convalescent facilities, Catholic Charities, Lighthouse For The Blind, Meals On Wheels, Family Service Agency, Community and Senior Centers, etc. 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 Manager,Teri Dobbs, has over fourteen years working with the San Bernardino Parks, Recreation and Community Services Department. Ms. Dobbs started in March of 1999 as Typist Clerk I for both RSVP and SCP programs where she performed general office duties, maintained volunteer records, processed timesheets and reimbursement reports, assisted in In-Service training and performed other related duties. In November of 1999 she became the Coordinator of Volunteers for RSVP where she created and managed a database for senior volunteer reimbursements. She was responsible for data entry of senior programs grants into the E-grants system and responsible for calculating and processing monthly volunteer timesheets. She participated in senior information and referral events. She made site visits to volunteer stations from Yucaipa to Newberry Springs, including local mountain areas. She initiated the annual volunteer service pin awards. She was awarded the Outstanding Coordinator of Volunteers award from the Inland Empire Volunteer Center in 2004. She assisted the Senior Companion Program for many months when one SCP staff member was absent due to ill health. From October 2006 to November 2007 Ms. Dobbs was the Acting SCP Manager where she assigned For Official Use Only Page 13 2013-264 Narratives services and activities of the SCP to frail isolated elderly and disabled adults. She conducted interviews for potential volunteers. She served as liaison to the Corporation for National and Community Service. She managed and implemented goals, objectives and policies for the program. She submitted all grant reporting in the E-grants system. Ms. Dobbs recruited SCP volunteers and conducted their pre-service and monthly In-Service training. She planned and coordinated the annual volunteer recognition. Conducted site visits to volunteer stations, maintaining and updating MOU's as needed. She developed a community resource guide for Companions and clients. Attended grant workshops and conferences. She participated in senior information &referral events. Ms. Dobbs performed a variety of ongoing administrative duties that included budget preparation, grant renewal applications, and record keeping to ensure compliance with expenditure requirements, administrative and direct program costs and performed other duties as required. In May 2008 Ms. Dobbs became the Community Service Program Specialist for SCP and her duties were to assign services and activities of the SCP to frail elderly and disabled adults, recruit volunteers and assist with their pre-service and monthly In-Service trainings. She was responsible for the monthly In-Service training to volunteers in Victor Valley and the Morongo Basin. Ms. Dobbs attended annual National Senior Service Corps annual conference and participated in senior information and referral events. She conducted the annual file updates on all volunteers and participated in volunteer and client/caregiver annual surveys. She developed a budget report for maintaining budget and expenditure records. She conducted site visits to volunteer stations and maintained and updated MOU's as needed. She performed other duties as required. Ms. Dobbs received the 1st Annual Employee Excellence Award in July, 2008. Ms. Dobbs was hired as the SCP Manager in May, 2010 her responsibilities include,but are not limited to assigning services and activities of the SCP to frail isolated elderly and disabled adults. She conducted interviews for potential volunteers. She managed and implemented goals, objectives and policies for the program. She submitted all grant reporting in the E-grants system. Ms. Dobbs recruited SCP volunteers and conducted their pre-service and monthly In-Service training. She planned and coordinated the annual volunteer recognition. Conducted site visits to volunteer stations, maintaining and updating MOU's as needed. Attended grant workshops and conferences. She participated in senior information &referral events. Ms. Dobbs performed a variety of ongoing administrative duties,which include budget preparation, grant renewal applications, and record keeping to ensure compliance with expenditure requirements, administrative and direct program costs. Currently the Coordinator of Volunteers position is vacant and the position should be filled within the next few months. Supervision and support is given through the Acting Recreation For Official Use Only Page 14 2013-264 Narratives Division Manager Mitch Assumma. He holds a Master's Degree in Public Administration, a Bachelor's Degree in Recreation Administration. Mr.Assumma has over 28 years of experience in Public Administration, including over a dozen years of direct management of senior services. 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, are operated, managed and controlled through the City of San Bernardino, Finance Department. The budget process is facilitated and administered 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. Individual City departments manage their own budget and each department head is accountable to the City Manager. An independent auditor reviews city financial records annually. The City of San Bernardino Parks, Recreation and Community Services Department are constantly seeking alternative funding resources in support of their community serving mission. The detailed list below shows some of the grants received by our department (directly related to service programs). Senior Nutrition Program -- 1978-- 2013 San Bernardino Head Start Program -- 1992 -- 2009 Nutrition Network Program -- 1998-- 2013 San Bernardino Mentoring Program -- 1992-- 2009 - RSVP (Retired Senior Volunteer Program) -- 1975 -- 2013 SCP (Senior Companion Program) -- 1975 - 2013 4. DESCRIBE YOUR AGENCY'S TRACK RECORD IN SUCCESSFULLY MANAGING VOLUNTEER PROGRAMS, INVOLVEMENT WITH SENIORS,AND IMPACT-BASED PROGRAMMING: 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 38 years. Other senior programs the City of San Bernardino has maintained for decades include the Senior For Official Use Only Page 15 2013-264 Narratives Nutrition Program,the management and operation of two Senior Centers, and the Inland Empire Senior Games.The Inland Empire Senior Games is a seven-day sports festival for people 5o years and older reaching 300 people from the surrounding communities in Riverside, San Bernardino, Orange and Los Angeles Counties. They participate in events such as basketball, tennis, swimming, art, volleyball and bowling. Not only are the games local but participants compete on the State and National level. In the area of impact-base programing, the Department operates The Operation Phoenix Community Centers to work with at risk youth and families in key service areas to help combat crime and poverty in the City of San Bernardino. Funding from the California Nutrition Network has improved the overall health and nutrition awareness of the teen population in San Bernardino. Goals are set and measuring tools, such as customer satisfaction surveys, are used to track patron satisfaction and involvement. In addition, the 011ie McDonald performance is a musical production for over 23 years which showcases the diverse talents of the Inland Empire seniors; the production is in honor of 011ie McDonald, a very talented performer who performed throughout the Inland Empire. In Parks Maintenance, the Department has agreements with several volunteer service groups such as the Urban Conservation Corps, County of San Bernardino Sheriffs Department, and New Hope Baptist Church Summer Youth Employment Program for assistance with basic park maintenance and beautification. In addition, the division supports the efforts of many annual park clean-up days, special Eagle Scout Service Projects, and school community service events. Routine facility use collaborations are engaged in with many resident volunteer youth sports groups with shared maintenance and programming roles and responsibilities.The Nicholson Family Resource Center makes possible the operation of a local neighborhood community center through joint coordination of essential service activities. 5. DESCRIBE YOUR ORGANIZATION'S CAPACITY TO ASSURE THE PROJECT HAS ADEQUATE FACILITIES, EQUIPMENT, SUPPLIES, PURCHASING PROCEDURES,AND PERSONNEL MANAGEMENT SUPPORT, INCLUDING CLEARLY DEFINED ROLES FOR STAFF AND ADMINISTRATORS; INTERNAL POLICIES, INCLUDING TRAVEL POLICY: The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and Volunteer Program,which is funded through the City's General Fund. The 5th Street Senior Center is ADA compliant and is currently being used for administration,training, meetings, programs, and For Official Use Only Page 16 2013-264 Narratives rentals. Equipment and supplies are purchased as needed through the City's chain of command, utilizing best practice principals. Its Financial Operation Procedures are outlined in written documents and maintained by the Finance Department. All policies and procedures of the Department of Parks, Recreation and Community Services are subject to City Council approval. The City's Fiscal Year operates July 1st through June 3oth of the following year. 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 Administrative Guidelines and Audit guidelines to the rest of the city departments/divisions. The City creates a management system and hierarchy of approval to endure timely fiscal reporting deadlines and accurate budget management for the Senor Services division of the Department. They follow all delivery procedures of the Corporation for National and Community Service. 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 Acting Recreation Division Manager,who 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 tractions are administered by the Parks, Recreation and Community Services Department staff and then re-checked by the Finance Department staff before expending any funds. Travel policies are in place with staff recording mileage and printing out a conformation of mileage from Google Maps. All mileage reimbursement also follows the prior stated chain of approvals at the rate as determined by the State. 6.YOUR ORGANIZATION'S PROCEDURE OR SYSTEMS FOR SELF-ASSESSMENT, EVALUATION,AND CONTINUOUS IMPROVEMENT: Employee self-assessment parallels the Employee Performance Evaluation process. Through the Human Resources Department, staff are trained and updated on policy changes that affect governing processes and procedures. Improvement plans are derived from the annual performance evaluation to assist in an employee's self-improvement. In addition, staff conducts yearly site visits with the site supervisor to discuss site plan objectives with performance outcomes. We also discuss how the SCP office can better support the site. We gather feedback from volunteers through annual surveys. Staff then compiles this information and looks for ways to expand and refine our program. Other For Official Use Only Page 17 2013-264 Narratives SUMMARIZE YOUR EFFORTS IN EACH OF THE FOLLOWING 2011-2012 STRATEGIC PRIOITY AREAS,AS APPLICABLE: Disaster Services N/A Economic Opportunity N/A Education N/A Environmental Stewardship N/A Healthy Futures 19 Companions provide service in Adult Day Care facilities. 33 Companions provide services for Independent Living. 14 Companions provide Respite for Caregivers. Veterans and Military Families N/A PNS Amendment(if applicable) Not applicable For Official Use Only Page 18 2013-264 Work Plan/Performance Measures Total Number of Unduplicated Volunteers: 66 1' , °K gay Y,a r ea f� $ �,}} ` ''i�bxn ^+ `• ;« r 3 P G N, � 1 * a � � s gar e� „u Part 1: Need Community Need The primary objectives of Adult Day Care are to restore or maintain optimal capacity for self-care to frail elderly persons or adults with disabilities; and delay or prevent inappropriate or personally undesirable institutionalization. The San Bernardino Adult Day Care Center(SBADCC) of San Bernardino has identified a 75%increase risk of isolation, depression and decline in functional abilities in the frail elderly and disabled adults in the community. The nursing staff documented these conditions in 75% of the clients initially enrolled in the SBADCC. The Hutton & Luque Centers along with 4 convalescent health centers have identified 6o% of their clients sit alone and do not participate in the daily activities. Companions are needed to assist and encourage socialization and activity participation. Part 2: Action Plan Service Activities Friendly visiting, companionship, personal one-on-one care that involves conversation, assistance with reading and writing, assistance with getting to the activity room, encouraging participation in activities such as playing cards or board games, assistance with getting to the activity room. Companions will accompany clients to the care consultants for their accessments. Companions will also have lunch with clients. Anticipated Input Nineteen Senior Companions will provide 425 hours of service weekly to clients attending the SBADCC, 2 community centers and 4 convalescent health centers. These services will include involvement in specific activities such as, arts and crafts, assisting at mealtime,taking walks, playing games, encouraging simple exercise,promoting self-esteem and assisting with academic work activities. For Official Use Only Page 19 2013-264 Work Plan/Performance Measures Period of 7/1/13-6/30/14 Performance Anticipated Accomplishments/Outputs Accomplishment: Measure: Summary Clients will receive friendly visiting, companionship, encouragement to interact and assistance with activities. INDICATORS: Number of clients served per week. TARGETS: 95 clients served. HOW MEASURED: Site Supervisor's observation checklist and Companions timesheets. Period of 7/1/13-6/30/14 Performance Anticipated Intermediate Impact/Outcome Accomplishment: Measure: Summary Clients will demonstrate improvement in social skills and increased self-esteem. Clients will spend more time interacting with peers, Companions and staff. INDICATORS: Percent of clients served who demonstrate an increase in the amount of time they interact and socialize with peers, Companions and staff. TARGETS: 9o% HOW MEASURED: Pre/Post test Period of 7/1/13-6/30/14 Performance Anticipated End Impact/Outcome Accomplishment: Measure: Summary Clients experience an increase in self-esteem and social skills. For Official Use Only Page 20 2013-264 Work Plan/Performance Measures INDICATORS: Percent of clients demonstrating an increase in self-esteem and social skills. TARGETS: 9o% HOW MEASURED: Pre/post test '- .- Y • 4 y,l ° r eta. Part 1: Need Community Need A recent study by the California Department of Aging estimated that 3o% of woman and 17% of men over the age of 75 need some form of assistance with personal care. The study went on to show that in the age group 65-79, 17% need some form of assistance. In the age group 75-84, 28% need some form of assistance. In the age group 85 and older, 49% need some form of personal care assistance. The age group 85 and older is the fastest growing segment of the U.S. population. Several local agencies providing services to frail, isolated or homebound seniors in our service area report that many seniors are at risk of premature institutionalization if they do not receive personal in-home support. In a survey of personal care participants conducted by the Dept. of Aging &Adult services, 57%were 75+, 13%were minorities& 72%were functionally impaired. Of the minorities served, 45%were low-income. These are the populations SCP will target. Part 2:Action Plan Service Activities Companions will offer their clients companionship, activities of daily living, medical reminders, and will observe and report physical or mental changes to the caregivers and/or supervisors, as appropriate. They will provide transportation to get groceries and accompany clients to medical appointments. They will give referral information to clients seeking additional services. Anticipated Input Thirty-three Senior Companions will spend 20 hours per week with 5 clients each, visiting them once For Official Use Only Page 21 2013-264 Work Plan/Performance Measures or twice a week based on their needs. All Companions receive 20 hours of pre-service training and 4 hours monthly in-service training. Many of the volunteer stations also provide on-site training and include the Companions in their regular staff in-service training. These 33 Senior Companions will serve approximately 165 clients per week, assisting 3 volunteer stations in the care of their clients. Period of 7/1/13-6/30/14 Performance Anticipated Accomplishments/Outputs Accomplishment: Measure: Summary Frail seniors will have received weekly visits from Senior Companions. Indicator: # clients visited per week by Senior Companions Target: 165 How Measured: SC timesheets Period of 7/1/13-6/30/14 Performance Anticipated Intermediate Impact/Outcome Accomplishment: Measure: Summary Clients will demonstrate an increase in self-esteem,will receive proper nutrition and medication and will feel happier and more independent in their own homes Indicator: % of clients per year who report improved self esteem,better nutrition and a greater ability to remain independent in their home as a result of SCP services. Target: 9o% How Measured: Annual survey of clients and caregivers. For Official Use Only Page 22 2013-264 Work Plan/Performance Measures Period of 7/1/13-6/30/14 Performance Anticipated End Impact/Outcome Accomplishment: Measure: Summary Clients receiving in-home assistance from Senior Companions will be able to remain in their homes. Indicator: % of clients receiving in-home assistance from Senior Companions who remain in their homes for at least one year Target: 90 How Measured: Annual client care plan review Part 1: Need Community Need It is estimated 5o million Americans are currently taking care of loved ones at home. This can be a very difficult and stressful situation for the caregivers. In fact, many of these caregivers are part of the sandwich generation,people who have children, demanding jobs and aging parents. Many of these families do reach out for help in the form of respite care and longer term hourly and live-in care,which demonstrates why the non-medical home care is so important and needed. The Inland Caregivers Resource Center, Pacific Hospice and the Visiting Nurses Association have identified respite services for caregivers as one of the most pressing community needs. Requests to agencies for caregiver respite services are rapidly increasing, causing waiting lists for these services. Demographic projections indicate that demand will continue to increase in the future. SCP will expand respite services available by placing Senior Companions to serve frail adults,who also have a caregiver needing respite service. Part 2:Action Plan For Official Use Only Page 23 2013-264 Work Plan/Performance Measures Service Activities Senior Companions will provide direct services to individuals served by caregivers, allowing caregivers weekly respite. Companions will offer their clients companionship, assistance with activities of daily living, medical reminders, and will observe and report physical or mental changes to the caregivers and/or supervisors as appropriate. They will give information to caregivers seeking additional services. Anticipated Input Fourteen Companions will be placed with two volunteer stations. Each will serve 15 hours per week with 3 clients each. Period of 7/1/13-6/30/14 Performance X— Anticipated Accomplishments/Outputs Accomplishment: Measure: — Summary Caregivers will receive respite services. Indicator: Number of clients and caregivers served per year. Target: 42# How Measured:Timesheet Description: Review of Companion timesheets and client care plans. Period of 7/1/13-6/30/14 Performance X— Anticipated Intermediate Impact/Outcome Accomplishment: Measure: — Summary Caregivers experience an increase in free time. Indicator: Percent of caregivers who experience an increase in free time. Target: 90% How Measured:Survey Description: Annual caregiver survey. Period of 7/1/13-6/30/14 Performance. X Anticipated End Impact/Outcome Accomplishment: Measure: — Summary Caregivers experience an increase in life satisfaction. For Official Use Only Page 24 2013-264 Work Plan/Performance Measures Indicator: Number of caregivers per year who report an increase in life satisfaction. Target: 42# How Measured:Survey Description: Annual caregiver survey and advisory council evaluation. For Official Use Only Page 25 2013-264 Required Documents Document Name Status Aggregate Dollar Amounts of funding Not Applicable Articles of Incorporation Not Applicable Board of Directors Not Applicable CPA Certification Not Applicable Community Advisory Group Names and Addresses Sent List of the names of any Funding Organizations/Sources Not Applicable Negotiated Indirect Cost Agreement Not Applicable Organizational Chart Sent Project Director's Job Description Already on File at CNCS Roster of Volunteer Stations Sent Statement of date of last A133 audit Sent Statement of whether applicant is subject to A133 audit Not Applicable For Official Use Only Page 26