The URL can be used to link to this page

Home My WebLink About05.I- Parks, Recreation & Community Services RESOLUTION (ID # 2668) DOC ID: 2668 D CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Agreement/Contract From: Mickey Valdivia M/CC Meeting Date: 09/16/2013 Prepared by: Harriet Myers, (909) 384-5233 Dept: Parks, Recreation&Community Ward(s): All Services Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Ratifying the Submittal of Year One of a Three-Year Grant Application with the Corporation for National and Community Service to Continue the Administration and Operation of the Retired and Senior Volunteer Program for the Period of April 1, 2013, through March 30, 2014; Accept the Grant Award Revenue in the Amount of $48,810; and Authorize the City Manager to Direct the Finance Director to Appropriate Additional Grant Expenditures. (#2668) Current Business Registration Certificate: Not Applicable Financial Impact: This action requires an appropriation of$48,810 in additional grant fund revenue in account number 123-502-0075-XXXX-0000 and an expenditure appropriation of$48,810 in account number 123-502-0075-XXXX-0000. The City provides matching funds (47.7%) for the RSVP program in the amount of$46,660 for a portion of the salaries and fringe benefits for one full- time program director and a part-time staff person, as well as some program costs including office supplies, telephone, printing and volunteer support. This grant match funding is budgeted in account no. 001-380-0075-5193-0502. The City also provides an in-kind contribution in the amount of$753 for the cost of utilities for the program's office space. Motion: Adopt the Resolution. Synopsis of Previous Council Action: 10-05-09 -Resolution 2009 -332 adopted, accepting funding in the amount of$57,415 from the CNCS for the Retired and Senior Volunteer Program for the period of 10-01-09 through 0-30- 2010. 10-4-10 -Resolution 2010-341 ratifying the submittal of a grant application to the Corporation for National and Community Service for the Retired and Senior Volunteer Program(RSVP) and accepting the amount of$59,137 for the period of October 1, 2010 through September 30,2011. 2-23-12 - Grant ad-hoc committee recommended approval of resolution by Mayor and Common Council. Background: The City has participated in the federally funded Retired and Senior Volunteer Program (RSVP) for over 35 years. During the most recent program year, 296 participants contributed over 89,000 hours of service to the local community and throughout the Inland Empire. This grant Updated:9/11/2013 by Shauna Britton D I Packet Pg. 144 2668 will enable the City to continue providing these services that enable individuals ages 55 years and older to put their skills and life experience to work for their communities. RSVP volunteers serve from a few hours to forty a week providing everything from supporting senior lunch programs, local hospitals and the San Bernardino County Sheriff's Department to providing activities at senior centers, and providing disaster preparedness with the American Red Cross. The RSVP program provides funds for one full-time RSVP manager, and one part-time staff member. RSVP staff recruits volunteers, identifies work sites, monitors output through site visits, and prepares reports according to grant requirements. RSVP volunteers provide activities and provide transportation to seniors. They also participate with local law enforcement as Citizens on Patrol (COP) volunteers. RSVP volunteers do not receive pay, but they can request up to $30 per quarter as reimbursement for their transportation expenses, which is paid out of grant funds. In the second year of the grant for 2010-2011 there was a 10% budget cut from the Corporation for National and Community Service which resulted in an extension of the grant period from October 1, 2010 through September 30, 2011 to October 1, 2012 through March 30, 2012, taking the grant from 12 months to 18 months. This also moved the RSVP programs grant cycle from October 1St through September 30th of the following year to April 1St through March 31St of the following year. The grant application was on an e-grant program, which required completion and submittal of the application online. The application submittal deadline was October 18, 2012, and the Grant Award letter via e-mail was received July 22, 2013. The Grant Ad Hoc Committee did not meet in the months of February and March 2013 for review of the item, and since the grant period is in progress their review will not be further sought. The 2013-2014 period includes a one-time additional augmentation of $1,500 to support training and technical assistance activities as a result of recent Federal and Corporation changes. City Attorney Review: Supporting Documents: reso 2668 (PDF) 2013-2014 RSVP Grant Application Narrative Budget Council Attachment (3) (PDF) 2013-14 RSVP Grant Award Notice 1 (PDF) 2013-14 RSVP Grant Award Notice 2 (PDF) Updated:9/11/2013 by Shauna Britton D Packet Pg. 145 .e 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA BERNARDINO RATIFYING THE SUBMITTAL OF YEAR ONE OF A THREE-YEA 3 GRANT APPLICATION WITH THE CORPORATION FOR NATIONAL AN COMMUNITY SERVICE TO CONTINUE THE ADMINISTRATION AN 4 OPERATION OF THE RETIRED AND SENIOR VOLUNTEER PROGRAM FOR THEM PERIOD OF APRIL 1, 2013, THROUGH MARCH 30, 2014; ACCEPT THE GRAN o 5 AWARD REVENUE IN THE AMOUNT OF 548,810; AND AUTHORIZE THE CITY MANAGER TO DIRECT THE FINANCE DIRECTOR TO APPROPRIATE 6 ADDITIONAL GRANT EXPENDITURES. a 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CIT co OF SAN BERNARDINO AS FOLLOWS: E 8 M 0 a 9 SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby d 10 ratifies the submittal of the October 18, 2012, new grant application to the Corporation o ' 0 I1 National and Community Service, a copy of which is attached hereto, marked Exhibit "A", t c 12 receive revenue funding in the amount of$48,810 for the Retired and Senior Volunteer Program. M 13 SECTION 2. The implementation date is April 1, 2013; therefore, any action take 0- 14 between the submittal of a continuation grant application with the Corporation for National an co 15 Community Service and the adoption of this Resolution is hereby ratified. N N 16 SECTION 3. The City- Manager is authorized to direct the Finance Director to 0 17 appropriate the additional grant expenditures for the period of April 1, 2013 —March 31, 2014 in 18 the amount of$48, 810. to N 19 L W 20 21 /// 2 a 22 23 24 Packet P4. 146' I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA BERNARDINO RATIFYING THE SUBMITTAL OF YEAR ONE OF A THREE-YEA 2 GRANT APPLICATION WITH THE CORPORATION FOR NATIONAL AND COMMUNITY SERVICE TO CONTINUE THE ADMINISTRATION AN 3 OPERATION OF THE RETIRED AND SENIOR VOLUNTEER PROGRAM FOR THE PERIOD OF APRIL 1, 2013, THROUGH MARCH 30, 2014; ACCEPT THE GRAN v 4 AWARD REVENUE IN THE AMOUNT OF $48,810; AND AUTHORIZE THE CIT M MANAGER TO DIRECT THE FINANCE DIRECTOR TO APPROPRIATE o 5 ADDITIONAL GRANT EXPENDITURES. w L 6 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an a 7 Common Council of the City of San Bernardino at a E 8 meeting thereof, held on the day of ,2013,by the following vote,to wit: M, 0 L a 9 Council Members: AYES NAYS ABSTAIN ABSENT a� 10 MARQUEZ 0 11 JENKINS L0 d 12 VALDIVIA "' M 13 SHORETT d L 14 KELLEY 00 15 JOHNSON N 16 MC CAMMACK c .N 17 ai Georgeann Hanna, City Clerk co 18 to The foregoing resolution is hereby approved this day of ,2013 0 19 d L d+ 20 Patrick J. Morris, Mayor 21 City of San Bernardino 2 Approved as to Form: 22 JAMES F. PENMAN, City Attorney 23 P By: 1 24 Packet PgA47 EXHIBIT"A 5.Lb Budget Narrative: RSVP-San Bernardino for City of San Bernardino rn Section I.Volunteer Support Expenses L t� A. Project Personnel Expenses CL L L .. ------....... ............----_... _..__.. . - d YW ionlTitie Qty-Annual Salary-%Time CNCS Grantee I Total Excess ............ .. .......�aZ��Posit Share Amount Share Amount ; _ . =_J RSVP Director(1)-$34,457($2,871 x 12 months=$34,457) 100% ! L usage for 12 month period from April 1,2013 6 March 31,2014.5%of 19,840 13,094 34,457 i 1,723 this salary is for Fundraising.: 1 person(s)at 34457 each x 100%usage ' to RSVP Assistant(1)-$16,848($1,404 x 12 months=$16,848)100% i c usage for 12 month period from April 1,2013 L March 31,2014.5%of 9,604 ! 6,402 16,848 842 this 842 ` co this salary is for Fundraising.:-1 person(s)at 16848 each x 100%usage I i d CATEGORY Totals 29,244 I 19,496 : 51,305 ; 2,566 Co B. Personnel Fringe Benefits N Item-Description CNCS ! Grantee Total Excess Share i Share Amount Amount P i a=i ------- -------- - ----- : FICA: !— 0 ! - - 0 0 0 ` Health Insurance: Health insurance for Program Manager only.Budgeted j at$609 per month($609 x 12 months=$7,308).5%of this benefit has 4,020 2,923 7,308 365 : c been budgeted for fundraising This budget is for a 12 month period from o April 1 2013 March 31 2014 ' _ U Retirement Retirement(CALPERS)is for Program Manager only. j Budgeted at 25.36%(25.36%x$34,457=$8,738).5%of this benefit has 4,808 3,495 8,738 437 been budgeted for fundraising,This budget is for a 12 month period from I April 1,2013--March 31,2014. m Life Insurance: �� 0 ' : Fringe Benefit Package:Fringe Benefit Package for both Manager and I Z Assistant.Medicare 1.45%,Unemployment.3%,Workers Comp 3.5% 1,482 1,077 2,694 135 ; o (5.25%x$51,305=%2,694).5%of this benefit has been budgeted for fundraising. i v - CATEGORY Totals L 10,308 1 7,495 1 18,740 j 937 - — - --- c ra C. Project Staff Travel a Local Travel o! .. y...._._.......�-....... _..._.._.� ,-.. ....._... ..-....._ -- - T 0 i CNCS Grantee Total Excess N Purpose-Calculation Share Share Amount Amount M N Ffcoo mmunity Events:$150 for fees for community events.This budget is 150 i 0 150 i 0 a 12 month period from April 1,2013--March 31,2014. c v Y Packet Pg. 148 EXHIBIT ZS S - tL 4 CATEGORY Totals 150 150 I 0 ........... E Long Distance Travel 0 1 CNCS i�Gran tee I Total i Excess Purpose Destination-Other Travel Trans.Amount-Meals!Lodging Share ! Share Amount Amount °� c CATEGORY Totals 0 0 0 _. ....._. - .. _..,.. .._.._.... --u_ ... — j 0 o D. Equipment Item/Purpose-Qty-Unit Cost CNCS 1 Grantee Total Excess......................... Share i Share I Amount Amount -o...... ..................... i m CATEGORY Totals 0 . : a ' o � W ............. 00 E. Supplies N ................--°--------__.............__.---------.._........_.._...-_ I i � CNCS Grantee Total T�' Ex(o*ss Item/Purpose-Calculation i Share ': Share I Amount unt j Supplies:$645 Consumable office supplies for program use including paper,pens and printing cartridges.This budget is for a 12 month period 0 645 645 0 from April 1,2013--March 31,2014. ; — a _....... _ — - -- ... - -- ..... .... .. .. - - _ CATEGORY Totals 0 645 645 : 0 c , F. Contractual and Consultant Services _..................--.._.....-- - -.._... --.........._.----.._..___...._.._..._... -- -..._...._. -- -...._..... .. -- .. m Purpose-Calculation i CNCS 4 Grantee Total � Excess o Share ' Share F Amount I Amount > _ CATEGORY Totals ' 0 ' 0 i 0 0 Z : I c 0 I. Other Volunteer Support Costs CL _....-•-------._..------------------- - -.-- Item I CNCS Grantee F........____'...j Total Excess Q Share ; Share ?, mount Amount I CL --- - ....... . ..__._..........._._ ra Crtminal Background Check: 0 D ' 0 '. 0 a Telephone:For regular and long distance program use$200 per year i N ($16.67 per month x 12 months=$200).This budget is fora 12 month 0 200 200 0 period from April 1,2013 6 March 31,2014.: r Printing:San Bernardino Annual Newsletter$125(300 newsletters x$.38 i Cl) x 7.75%tax=$125.All other printing will be done in house.This budget is !� 0 I 125 125 0— c for a 12 month period from Apr: N c d E U t4 w r a Packet Pg. 149 EXHIBIT .................. Space in-kind match:Total bill for electric gas,and water$753.Yearly 0 cost of$42,465 divided by total sq.f.of$16,930=$2.51 per sq.ft.RSVP 0 t 753 1 753 space 300 sq.ft.: ' i fE4 � t I L CATEGORY Totals € 0 1,078 1,078 ; 0 a� t - L J. Indirect Costs - -- ---- __ . _. — CNCS Grantee Total Excess } Calculation-Rate Type-Rate-Claimed-Cost Basis Share p Y Share Amount Amount CATEGORY Totals I 0 ;I 0 U) 0 0 j SECTION Totals I 39,702 28,714 ; Y 71,918 ` 3,502 ..__...._. -. ._. . ......__.._m_- —-. _ _....,... - - _.._... _... ... 111 _ r ... PERCENTAGE 1r 55% 40% --------_ ---._.._._.__._...........- ------..................._..__.._..... --....__._....r--��.. ..--- -�.� ---------- --- • - Z 00 Section II. Volunteer Expenses F4 A. Other Volunteer Costs - - ....... ..- ---.. _-... .. .._._............... -- - CNCS Grantee Item-Description otal Excess p II Share I Share Amount Amount _ .---------- ----- --._.................. - iii _.. Meals: 0 ' — 0 ' 01 Uniforms: 0 0 i 0 0 0 i . I Insurance:Based on average volunteers per day: 152 x$1.47 accident; U 152 x$1.09 volunteer liability; 130 x$5.31.[(152 x$1.47)+(152 x$1.09) I 586 522 : 1,108 ! 0 � s� +(130 x$5.31)=$1108].This budget is for a 12 month period from April 1 2013 March 31 2014 �p Recognition Volunteer Recognition$2664($9 per person x 296-$2664) j > Cost of volunteer recognition luncheon includes venue,food and 1,622 !I 1,322 i 2,944 ! 0 : ra recognition items for 296 volunteer.$300 for holiday party held each 1 December Volunteer Travel:Volunteer Travel Reimbursement$18,000(150 volunteers x 40 miles per month x$.25 per mile x 12 months=$18,000). � t 18,000 : 0 Volunteer Travel paid once a quarter.This budget is for a 12 month 5,400 1 12,600 i period from April 1,2013--March 31,2014. sz CL CATEGORY Totals 7,608 ! 14,444 i( 22,052 1. 0 .r -- -' SECTION Totals ._ 7 608 iI_M ,14 444 _ 2,052 0 PERCENTAGE 35% 65% _ . _.I_....._-____.. _ �- _...._____ _._ _..-.----. . . -----............. --- _..._ ._..... . ........... BUDGET Totals �47 310 43,158 93,970 i 1 3,502 Cl) PERCENTAGE 50% 46% l i ......- --- ........... ---._.._........._...... w Q Packet Pg. 150 EXHIBIT"A 51b a Source of Funds > Section Description Matching fund in the amount of$46,660 are a cash contribution(match)from the City of San Bernardino Parks,recreation&Community Services Department annual budget or the general 0. Section I.Volunteer Support Expenses fund.Some costs such as telephone usage,postage,and office space will be provided by the I city as an in-kind contribution.Criminal background checks for paid staff are provided in the °r cost of hiring a staff member and is not charged to the program. _ ' 3 } Section 11.Volunteer Expenses .._..............._ . _ _ ._ .. ........-...�_ _ C d G ca .O N L M N� 1.1. 00 to N M_ C d U tC .a+ U C 3 O U w d m a� r L L Z C O R U .Q Q. Q C L a �r 0 N M r O N C d L U tC Q Packet Pg. 151 RF _BGT 424 • ,�. January 14,2013 12:19 PM RSVP-San Bernardino City of San Bernardino .pplication 10:13SR144012 Budget Dates: Total Amt CNCS Share Grantee Share Excess Amount Section I.Volunteer Support Expenses L A.Project Personnel Expenses 51,305 29,244 19,496 2,565 B.Personnel Fringe Benefits 2,694 1,482 1,077 135 p FICA 0 0 0 0 y Health Insurance 7,308 4,020 2,923 365 a; Retirement 8,738 4,806 3,495 437 Life Insurance 0 0 0 0 O Total $18,740 $10.308 $7,495 $937 > O C.Project Staff Travel _ Local Travel 150 150 0 0 to Long Distance Travel 'a Total $150 $150 $0 $0 D.Equipment E.Supplies 645 0 645 0 r F.Contractual and Consultant Services a 1.Other Volunteer Support Costs 1,078 0 1,078 0 Background Check 0 0 0 0 (D Criminal cc Total $1,078 $0 $1,078 $0 N J.Indirect Costs Section 1.Subtotal $71,918 $39,702 $28,714 $3,502 Section II.Volunteer Expenses A.Other Volunteer Costs t Meals 0 0 0 0 w Uniforms 0 0 0 0 Q Insurance 1,108 586 522 0 Recognition 2,944 1,622 1,322 0 Volunteer Travel 18,000 5,400 12,600 0 a Total $22,052 $7,608 $14,444 $0 C V Section Ill.Subtotal $22,052 $7,608 $14,444 $0 Budget Totals $93,970 $47,310 $43,158 $3,502 Funding Percentages 52.3% 47.7% m Required Match n1a tv #of years Receiving CNCS Funds n/a L L Z 0 I � V Q Q. Q C M ''L^^ V a w 0 N M O N C d 424A Modified SF-424A(4188 and 12197) t Page 1 w Q Packet Pg. 152' PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE 1.TYPE OF SUBMISSION: Cn Modified Standard Form 424(Rev.02/07 to confirm to the Corporation's eGrants System) Application X] Non-Construction Q, 2s.DATE SUBMITTED TO CORPORATION 3.DATE RECEIVED BY STATE STATE APPLICATION IDENTIFIER: FOR NATIONAL AND COMMUNITY SERVICE(CNCS): O 10/18/12 L 2b.APPLICATION ID: 4.DATE RECENED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: !L L d 13SR144012 10118/12 �+ O 5.APPLICATION INFORMATION M LEGAL NAME City of San Bernardino NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER p PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION(give > DUNS NUMBER: 073604563 area codes): p NAME: Kimberly Littlejohn _ ADDRESS(give street address,city,state,zip code and county): TELEPHONE NUMBER: (909)384-5414 N 30D North D Street San Bernardino CA 92418-0001 FAX NUMBER: (909)889-0672 _ County: INTERNET EMAIL ADDRESS: Ilttlejohn_ki @sbcky.org d 6.EMPLOYER IDENTIFICATION NUMBER(ON): 7.TYPE OF APPLICANT: 7a. Local Govern ment-Municipal 4) O 956000772 7b. Local Government,Municipal IX 8.TYPE OF APPLICATION(Check appropriate box). 00 co NEW ❑ NEWIPREVIOUS GRANTEE CONTINUATION ❑ AMENDMENT If Amendment,enter appropriate leller(s)in box(es): d A. AUGMEWA71ON B.BUDGET REVISION E t C.NO COST EXTENSION D.OTHER(specify below). V tt1 9.NAME OF FEDERAL AGENCY: Q Corporation for National and Community Service _ c 10a.CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.002 11.a.DESCRIPTIVE TfrLEOF APPLICANTS PROJECT: C 10b.TITLE Retired and Senior Volunteer Program RSVP-San Bernardino U 11.b.CNCS PROGRAM INETIATNE(1FANY): O 12.AREAS AFFECT®BY PROJECT(List Cities,Counties,States,etc): 't Areas covered in San Bernardino County are the high desert from Barstow to 7 Victor Valley,the San Bernardino mountains,and the valley cities of San Bernard'e m d 13.PROPOSED PROJECT: START DATE 04/01/13 END DATE 03/31116 14.CONGRESSIONAL DISTRICT OF: a.Applicant CA 043 b.Program CA 043 R L 15.ESTIMATED FUNDING: Year#:❑ 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? Z a.FEDERAL $ 47,310.00 ❑ YES.THIS PRFAPPLICATION/APPLICATION WAS MADEAVALABLE O $ 46,660.00 TO THESTATE EXECUTIVE ORDER 12372 PROCESS FOR b.APPLICANT O REVIEW ON: �y c.STATE $ 0.00 DATE Q CL ❑X d.LOCAL $ 46 660.00 NO.PROGRAM is NOT COVERED Ely EO.12372 Q r� C e.OTHER $ 0.00 i f.PROGRAM INCOME $ 0.00 17.IS THEAPPLICANT DELINQUENT ON ANY FEDERAL DEBT? U a YES If"Yes,"attach an explanation. ® NO ; g,TOTAL $ 93,970.00 to 18.TO THE BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATIOWPREAPPLICATION ARE TRUE AND CORRECT,THE DOCUMENT HAS BEEN DULY AUTHORIZE D BY THE GOV FRNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE r IS AWARDED. o a.TYPED NAME OF AUTHORIZED REPRESENTATIVE: b.TITLE c.TELEPHONE NUMBER: N Kevin Haw Idns Director PR&CS Dept. (909)384-5233 r 0 N d.SIGNATURE OF AUTHORIZED REPRESENTATIVE: e. E 10/18/12 = d E V Its Y Y Q Page 1 Packet Pg.I! a l.b For Official Use Only Narratives w Executive Summary a, 0 L An estimated 296 RSVP volunteers will serve in the area of disaster preparedness, mitigation,response, a. CD 0 and/or recovery through the Transportation Assistance Program (TAP), Friendly Visitors, Personal 0 Assistance League(PAL),You Are Not Alone(YANA), Senior Nutrition, Senior Programing,Job > 0 training and/or skill development, and Veterans Service Programs.There is a network of 19 volunteer in stations such as the Inland Empire American Red Cross, Office of Emergency Services Community cc a 0 L Organizations Active in Disaster(COAD), San Bernardino County Sheriffs Department, 5th Street Senior Center, Perris Hill Senior Center, Highland Senior Center, Hinkley Senior Center, Senior N Community Services Employment,San Bernardino Employment Training Agency (SBETA), M Victorville California Highway Patrol(CHP), Hesperia Sheriffs Department Equestrians on Patrol E s (EOP), City of San Bernardino Senior Nutrition Program, Redlands Senior Nutrition Program, r a Community Hospital of San Bernardino,Veterans of Foreign Wars(VFW's),the American Legion, .� and Loma Linda Veterans Affairs. The primary focus area of this project is Disaster Services. At the 0 end of the 12-month performance period, RSVP Volunteers in Community Priorities will provide 0 m io,000 hours in support to the Victorville CHP,Hesperia Sheriff Department EOP, City of San cc :r Bernardino Senior Nutrition,Redlands Senior Nutrition, and Community Hospital of San Bernardino. M One Hundred Twenty Five(125)Volunteers in the focus area of disaster services will provide 18,000 0 hours in disaster preparedness,mitigation, response, and/or recovery. Five(5)volunteers will provide a an output of job training or skills development for 6o unduplicated economically disadvantaged a L individuals who will finish the programs for which they are enrolled. Fifteen(15) of the unduplicated a economically disadvantaged individuals who will finish the programs, for which they are enrolled,will T be hired in a new job as a result of job training services provided. In Healthy Futures, 50 volunteers at �°, M r 7 Volunteer Stations will provide services to loo homebound or older adults with companionship and f transportation,for at least one hour per week,which will allow them to continue to live �a w w For Official Use Only Q Page 2 Packet Pg. 154 S.Lb For Official Use Only Narratives E independently. Seventy-Five(75) of those individuals participating in the programs provided will o L report having increased social ties or perceived social support through a survey completed each year. °- w d r Twenty-Two (22) RSVP Volunteers will volunteer 12,672 hours per year at 11 volunteer stations 0 providing other community-based activities to veterans and/or military families. The CNCS federal o .E a� investment of$47,310 will be supplemented by $46,66o. m Strengthening Communities -a 4) L Q1: DEMONSTRATES THAT COMMUNITY NEEDS IDENTIFIED IN THE PRIMARY FOCUS AREA EXIST IN THE GEOGRAPHIC SERVICE AREA AND ARE CURRENTLY UNMET. 00 W W N M_ The County of San Bernardino,in which the San Bernardino RSVP operates,is the largest County in E t geographical area in the nation. It spans over 400 square miles and has a population of a approximately 672,657 people,according to the 2010 U.S.Census Bureau.The Inland Empire region of the County has a higher unemployment rate, a higher poverty level, a higher high school drop-out 0 v r a� rate,and lower Median Family Income level than the rest of the nation. Many municipalities in the .� m County have minimal levels of reserve funds to handle major catastrophes, caused either via acts of God or human-made.All these conditions make it prime for the need for disaster preparedness, Z response,mitigation, and/or recovery. Each year CAL FIRE (The Department of Forestry and Fire c Protection)answers the call to over 300,000 emergency incidents,like large wildfires, earthquakes, •Q a floods or hazardous material spills. Many of the major incidences happening in the San Bernardino P L RSVP service area.Working with agencies like the Inland Empire Chapter American Red Cross,the a San Bernardino County Sheriffs Department, and the Office of Emergency Services Community W v T Organizations Active in Disaster(COAD),the San Bernardino RSVP will be able to assist in meeting M r these needs. Volunteerism is critical to many emergency preparedness/response and public safety N service providers in jeopardy of budget reductions. E r For Official use Only Q Page 3 Packet Pg. 155 For Official Use Only ; Narratives � E L 0 L a L m d Q2: DEMONSTRATES, PLANS AND INFRASTRUCTURE TO MANAGE RSVP VOLUNTEERS AND � 0 THEIR STATIONS AS A HIGHLY EFFECTIVE MEANS TO ADDRESSING COMMUNITY NEED(S) o m IN THE PRIMARY FOCUS AREA. m c ra m L The San Bernardino RSVP Plan to manage RSVP volunteers and their volunteer stations involves Co input from staff of the respective volunteer stations,the San Bernardino RSVP Advisory Council,and N RSVP Staff. The community need is determined through a survey created and conducted by the San y Bernardino RSVP Advisory Council and RSVP staff. Through this collaboration with volunteer E t stations,volunteer assignments are created to best deploy volunteers in the most effective means a possible to address the community need in the Disaster Services Focus Area. Training is provided for •� all volunteer assignments with the level and amount varying on the volunteer station assignment. v San Bernardino RSVP Staff has reviewed the materials used in the training or has taken the training 3 m at the volunteer station themselves in order to ensure that the training is effective for senior M volunteers. Each volunteer station is requested to conduct a six-month performance evaluation to Z identify where additional training is necessary to strengthen the volunteer's service output. o Q a Qg: DESCRIBES HOW THE SERVICE ACTIVITIES IN THE PRIMARY FOCUS AREA LEAD TO �a L NATIONAL PERFORMANCE MEASURE OUTPUTS OR OUTCOMES. CL CL rn r Volunteers in the Primary Focus Area of Disaster Services will work through the American Red Cross, M r O San Bernardino County Sheriffs Department,and the Office of Emergency Services COAD N (Community Organizations Active in Disaster) to provide disaster prevention and mitigation through E R w For Official Use Only Q Page 4 Packet Pg. 156 For OlBclal Use Only a Narratives � E presentations at community events throughout the year.In the case of an actual disaster American 0 Red Cross and San Bernardino County Sheriffs Department volunteers will provide response in the d form of helping with evacuation centers; activation of emergency plans in specific areas though 0 helping Sheriffs Deputies with evacuations,road blocks,command posts; and other needs that may c .2 occur while still providing for the safety,of the volunteers in the time of disaster. Volunteers may also (0 help with recovery efforts by helping to clean up after a fire or flood area,proving support to Sheriffs d Deputies while cleanup efforts are being made and providing referrals to other agencies for help with relief.All of the actions will be measured under Measure D6 and hours will be tracked through Co N volunteer time sheets from each volunteer station.These hours will then contribute to the national M :r c statistical performance data. a Q4: CONNECTS THE FOLLOWING THREE MAJOR ELEMENTS IN THE PRIMARY FOCUS 0 0 AREA TO EACH OTHER: v d a� i.THE COMMUNITY NEEDS IDENTIFIED. m The community needs are identified by the Advisory Council in relationship to the geographical ca service area. San Bernardino County geography is subject to many natural disasters based upon the z varied landscapes of mountains,valleys, and deserts. Wild Fires,earthquakes,mudslides and flash o a floods have been common in the past,with wild fires posing the greatest risk to life and property. Q CL a Millions of dollars are spent each year to mitigate these disasters, and billions more are required in the L recovery process, which is heavily driven by insurance companies.Yet,more is needed in the a. a Cn preparedness phase of disaster services,which is difficult to acquire when the overall economy is poor, W 0 unemployment is high,tax revenues are short of need, and public awareness is lacking.In the San M 0 Bernardino County service area the need for disaster preparedness,mitigation,response,and/or N r recovery can mean the difference in lives lost and higher costs for property damage, as well as the E �a w r For Official Use Only Q Page 5 Packet Pg.157 For Official Use Only d > Narratives N It E rising costs of response personnel. o L 2.THE SERVICE ACTIVITIES THAT WILL BE CARRIED OUT BY RSVP VOLUNTEERS. °. m as The service activities carried out by the volunteer strongly include assistance in training of the public 2 0 in disaster preparedness,mitigation, response,and/or recovery through the issuance of public c education materials and in hands-on training/demonstrations on preparedness actions,response in actions, and hazard types. For those volunteer who don't wish to be in the field there are volunteer L opportunities to provide office and phone support as needed by the volunteer stations,some of whose 00 services involve after-disaster relief and recovery actions. N g.THE ANTICIPATED NATIONAL PERFORMANCE MEASURE OUTPUT(S) OR,IF POSSIBLE, C NATIONAL PERFORMANCE MEASURE OUTCOME(S). E The anticipated national performance measure output will be Measure D6: number of RSVP volunteer M a service hours in disaster preparedness,mitigation, response, and/or recovery.The process of timesheet � c submittals and management of the volunteer service schedules clearly provides the means for 0 r as gathering the data to report on this performance measure. m m Q5: HAS A PROGRAM DESIGN THAT INCLUDES SIGNIFICANT ACTIVITY IN SERVICE TO Z VETERANS AND/OR MILITARY FAMILIES AS PART OF THE PRIMARY FOCUS AREA,OTHER o a I FOCUS AREAS,OR CAPACITY BUILDING. a Q r c L The San Bernardino RSVP working with the local Veterans of Foreign Wars(VFW's),the American a m Legion, and Loma Linda Veterans Affairs will offer volunteer opportunities to volunteers to serve 0� T 0 veterans and/or military families as part of the other focus area. Volunteers will have significant M 0 actives in service which will impact the daily lives of veterans and/or military families through daily C`4 and weekly events held at VFW's and the American Legion Posts. Such events may include: a weekly E 2 w For Official use Only Q Page 6 Packet Pg. 158 a.t. For Official Use Only > Narratives E Sunday brunch,Wii tournaments, after school tutoring,respite care for family members,and much 0 L more as the need and programs are developed with the support of the RSVP Volunteers. There will d d also be opportunities for volunteers to help support larger special events on holidays such as 0 Thanksgiving and Christmas as well as being part of nationwide remembrances of our active military o ._ and veterans with Veteran's Day with poppy sales and community events, and Memorial Day vn c celebrations. m In the primary focus area of disaster services there will be opportunity for training and the ability to N use skills that are already in place to help with disaster preparedness, mitigation,response and/or M .recovery,through the American Red Cross,Volunteer Organizations Active in Disaster(VOAD),and t the San Bernardino County Sheriffs Department. Veterans and/or military families will have o a opportunities to serve here at home in their community to help protect homes and businesses from c 0 fires,mud slides, and earthquakes. v w a� Recruitment and Development m Q6: PLAN AND INFRASTRUCTURE TO CREATE HIGH QUALITY RSVP VOLUNTEER ASSIGNMENTS WITH OPPORTUNITIES SUCH AS SHARE THEIR EXPERIENCE,ABILITIES, Z AND SKILLS TO IMPROVE THEIR COMMUNITIES AND THEMSELVES THROUGH SERVICE o r IN THEIR COMMUNITY. a. Q c �a L The San Bernardino RSVP plan for creating volunteer assignments that presents the best fit for each n. Cn volunteer will involve input from staff of the respective volunteer stations,the San Bernardino RSVP T Advisory Council,and RSVP Staff. The first part of the plan is to select a volunteer station that can M provide each volunteer a wholesome experience. For instance,our selection of the Inland Empire N American Red Cross here in San Bernardino and Victorville is because the organization serves the E t R w For Official Use Only Q Page 7 Packet Pg. 959` For Official Use Only 0- Narratives � E community in a wide range of disaster preparedness, recovery, and response activities,thereby a, 0 L providing a wider range of volunteer placement opportunities. Then the San Bernardino RSVP Staff a a� m gathers evaluative information on the prospective volunteer on a Volunteer Registration Form,which 3 0 highlights the applicant's occupational experience,training,education,talents/hobbies,languages o spoken, and physical limitations.Along with this profile, San Bernardino RSVP Staff will conduct an in c interview with the applicant to guide placement. The volunteer station is then included in the m L selection/placement process. Finally,the volunteer makes the final site acceptance decision. co 0 ca N Q7: PLAN AND INFRASTUCTURE TO ENSURE RSVP VOLUNTEERS RECEIVE TRAINING c NEEDED TO BE EFFECTIVE IN THEIR ASSIGNMENTS. 0) .r a San Bernardino RSVP requires that each volunteer station provide the basic training and materials 0 necessary for the volunteer's assignment, as stated in each site's respective MOU. The level and L) d amount of training varies by volunteer station assignment. In most situations, San Bernardino RSVP m Staff has reviewed the materials used in the training or has taken the training at the volunteer station 0 themselves,in order to ensure a "best fit" placement and to ensure the best training experience z possible. Furthermore,each volunteer station is requested to conduct a six-month performance o Q evaluation to identify where additional training is necessary to strengthen the volunteer's service Q. a .r output. 'L^ V a co Q8: PLAN AND INFRASTRUCTURE TO RECRUIT A RSVP VOLUNTEER POOL FROM OF THE W T 0 FOLLOWING POPULATIONS: 0 * INDIVIDUALS OF ALL RACES, ETHNICITIES, SEXUAL ORIENTATION,AND DEGREES OF 0" a.; _ m ENGLISH LANGUAGE PROFICIENCY. E �a r For Official Use Only a Page 8 Packet Pg. 160 For Official Use Only co Narratives w E San Bernardino RSVP Staff brings people of diverse backgrounds together by making sure that our a, 0 L programs are accessible to all-- no matter their race,gender,age, income, religion and ethnicity and L_ as degree of English language proficiency. To do this,San Bernardino RSVP attends community events C 0 with recruitment tables,visits local churches and business to post the volunteer opportunities o available, and advertises on various social media avenues and other public media sources. All media is co c provided in both English and Spanish,having a high population of Spanish-speaking residents in San L Bernardino. Front counter staff at the RSVP Main Office are also bilingual Spanish speakers. Wherein a prospective volunteer is Spanish-speaking skilled,RSVP Staff will place the volunteer in a W N location where their bilingual skills can be of service,such as in libraries or with the American Red c Cross. d *VETERANS AND MILITARY FAMILY MEMBERS AS RSVP VOLUNTEERS. 19 a Working with the local Veterans of Foreign Wars(VFW's),the American Legion,and Lama Linda •� c 3 Veterans Affairs, San Bernardino RSVP Staff provides information on potential volunteer v w m opportunities to veterans and military family members. The San Bernardino RSVP has opportunities D m to volunteer with other veterans or in the community at large working with the American Red Cross, R libraries,and hospitals. This helps integrate the veterans and their families into the community. Z *RSVP VOLUNTEERS WITH DISABILITIES,INCLUDING INDIVIDUALS WITH AGE-RELATED g U DISABILITIES. a a RSVP volunteers with disabilities are recruited as any other volunteer is recruited at recruitment tables rrL^^ V set up at community events,through flyers posted in public service buildings,through various non- a co profit organizations, and through VounteerMatch. For volunteers with disabilities and individuals I � with age-related disabilities,San Bernardino RSVP staff works with the volunteer and the volunteer M 0 station to find the opportunities which will accommodate the volunteer's specific disability in a N c d beneficial relationship to both the volunteer station and the volunteer,be it shorter scheduled hours or s For Official Use Only Q Page 9 Packet Pg.161 5.Lb For Official Use Only ; Narratives w� E making sure there is an opportunity to sit when needed at each assignment; hence,word-of-mouth 0 L 0. referrals also guide future volunteer placements. The City's Center For Individual Development, 0 which serves the region's handicapped population,is a great resource for SBRSVP in identifying 0 prospective volunteers. o d co c Q9= PLAN AND INFRASTRUCTURE TO RETAIN, RECOGNIZE,AND APPRECIATE RSVP L VOLUNTEERS. To retain volunteers,project staff administers the San Bernardino RSVP Volunteer Service Satisfaction 0 N Survey to gather information once a year regarding the volunteer's level of satisfaction with the w Program in general as well as their individual volunteer station sites. All input is reviewed by the RSVP Manager and all areas of dissatisfaction are addressed as needed. The San Bernardino RSVP a holds an annual RSVP Recognition Luncheon for all volunteers. Each volunteer is recognized for their _ years of volunteer service contribution, which includes a full lunch, awards given for years of service, 0 w as goodie bags, and raffle prizes for the attendees.In an effort to have more volunteers attend the D m recognition,two separate recognition events are held, one for the High Desert volunteers and one for > the Inland Valley volunteers. Staff also puts together a newsletter once a year in which certain Z volunteers are profiled and recognized for their outstanding community service achievements. o a Program Management a Qi1: PLAN AND INFRASTUCRURE TO ENSURE MANAGEMENT OF VOLUNTEER STATIONS R L IN COMPLIANCE WITH RSVP PROGRAM REGULATIONS INCLUDING PREVENTING OR a rn IDENTIFYING PROHIBITED ACTIVITIES. I ° N r Each volunteer station is required to complete a Memorandum of Understanding (MOU).The MOU N of the San Bernardino RSVP lists the expectations of the volunteer station in order to align it with the E For Official Use Only Q Page 10 Packet Pg. 162„ For Official Use Only d > N Narratives W E RSVP Program regulations. Program staff works to cultivate a positive open relationship with 0 L volunteer site supervisors. Through station visits and interaction in the programs at the volunteer d sites the program staff is able to see the work that is being done to help prevent or identify prohibited 0 activities. The RSVP Volunteer Policies and Procedures Handbook are made available to all volunteers o and volunteer stations which also provides additional calcification of the rules and regulations. As in new regulations are introduced to the RSVP Program there is training through letters denoting d L changes in the program with additional over the phone or in-person trainings as needed. d The RSVP Manager schedules station visits on a routine face-to-face basis, as well as case-by-case as co N needed.Communication with volunteers at their volunteer stations is another crucial part of the plan .r to track compliance with RSVP program regulations. Knowing what our volunteers are doing on a t daily basis and how their volunteer experience is progressing will give much insight into the way the a programs are being run and the way the volunteers interpret the way services are to be provided. 0 U d Q12: PLAN AND INFRASTUCRURE TO DEVELOP AND/OR OVERSEE VOLUNTEER STATIONS m THAT ADDRESS SPECIFIED COMMUNITY NEEDS OUTSIDE THE PRIMARY FOCUS AREA. 0 L L z C The plan and infrastructure to develop and/or oversee volunteers that address specified community r v needs outside the primary focus area is the same as those in the primary focus area. All volunteer Q stations will have all the resources that the San Bernardino RSVP is able to provide. Help with r_ /L^ V recruiting volunteers through community events, advertising of the volunteer position available o„ rn through the San Bernardino RSVP,training on what RSVP can do for the stations and the volunteer, M 0 timesheets for tracking hours and mileage for the volunteers,additional forms as needed to help create M 0 the picture of the needs of the area, community surveys to help the San Bernardino RSVP and volunteer stations know they are providing for the needs of the community. As well as a tracking E R .r For Official Use Only Q Page 11 Packet Pg. 163 For Official Use Only 0- N Narratives w E M system in Volunteer Reporter,5 to track hours,mileage,volunteer and volunteer station information. 0 L 0. Station visits are conducted annually with additional visits as needed by program staff. Also when a 0 volunteer station has a special need or event,the San Bernardino RSVP staff and Advisory Council will 0 be there to lend a hand or possibly find additional volunteers for short term service. o .2 a� co PLAN AND INFASTRUCTURE TO RESPONSIBLY GRADUATE VOLUNTEER STATIONS Q 3� � d L TO MEET CHANGING COMMUNTIY NEEDS,AND DO SO IN AWAY THAT MINIMIZES DISRUPTIONS TO CURRENT VOLUNTEERS WHERE POSSIBLE. w 0 to N M_ As stated in the San Bernardino RSVP policies and procedures: When making changes to volunteer s stations to meet the changing community needs,San Bernardino RSVP staff will do all that is possible a to minimize the disruption to current volunteers and volunteer stations where able. 0 0 U .r d x.All current volunteers will be offered a new volunteer assignment within the San Bernardino RSVP m realigned volunteer stations. 2.All current volunteers will be given the training and all materials needed to make the move to their Z _ new volunteer assignment as smooth as possible. 0 0 3. Current volunteers who wish to remain with the graduated volunteer station will be separated from Q a the San Bernardino RSVP and will continue to volunteer with their current volunteer station,without /Ln V any benefits provided by the San Bernardino RSVP. Cn 4.All stations which have been graduated will be provided with the contact information of another 0 local volunteer organization,such as Volunteers of America,to help them meet the need of their M 0 N program. E For Official Use Only Q Page 12 Packet Pg. 164. , For Official Use Only Narratives � E i PLAN AND INFRASTUCRURE TO ASSURE THAT NATIONAL PERFORMANCE MEASURE Q 4 a' 0 L a OUTCOMES AND OUTPUTS ARE MEASURED AND COLLECTED. .r c 0 San Bernardino RSVP staff has created tools for the collection of performance measure outcomes and c _ outputs with help of the Corporation for National and Community Service Resource center and tools in C already in place at the volunteer stations. These tools will help program staff track the impact of the m L volunteers to add to the national picture being created. The tools will be submitted with training to each volunteer or volunteer station to be filled out for each program in need of performance measure. W N The tools will be turned into the San Bernardino RSVP offices at the end of each month with the outputs being compiled for the outcomes to be reported. If there is a case of a volunteer or volunteer station not completing the tools required San Bernardino RSVP staff will meet to provide additional Y a training on the tool needing to be completed and the reason we are requesting this tool be completed. 0 0 U m s� Q15: PLAN AND INFRASTRUCTURE TO MANAGE PROJECT RESOURCES,BOTH FINANCIAL m AND IN-KIND,TO ENSURE ACCOUNTABILITY AND EFFICIENT AND EFFECTIVE USE OF M L AVAILABLE RESOURCES. z c 0 w cs All project resources both financial and in-kind are managed through policies and procedures set in CL a place by the City of San Bernardino fiscal department; and are outlined in the Municipal Code 3.0-- ILn V Purchasing System. All purchases are tracked by the use of a Purchase Order created after the need > Cn has been determined, available funds have been verified and quotes have been obtained from local 0 vendors to be awarded to the lowest responsive and responsible vendor. All purchase orders are M 0 submitted with proper documentation to be approved by the program staff supervisor and director of `1' c the department.They are then forwarded onto the finance department who will once again review all E For Official Use Only Q Page 13 Packet Pg. 1651 For Official Use Only a > co Narratives W E submitted documents and determine budget availability for approval. From there the purchase order 0 is delivered to the vendor for services or materials to be received. Invoice for services or materials are d d then matched to the P.O. and processed through Accounts Payable in the finance department. All in- 0 kind services, materials, and financial support for the program are tracked through receipts and o 'c deposit verification forms,which,in turn,are issued via input into the City's New World financial in c management system. In-kind donations are managed by program staff through a process of a� L .F+ documentation,tracking, and use. 00 Organizational Capability C° co N Q16- PLANS AND INFRASTRUCTURE TO PROVIDE SOUND PROGRAMATIC AND FISCAL OVERSIGHT, DAY-TO-DAY OPERATIONAL SUPPORT AND DATA COLLECTION,AND v CLEARLY DEFINED INTERNAL POLICIES. The City of San Bernardino operates under a hybrid Mayor-Council-City Manager form of v r m government.The Mayor is elected by the voters at large and is the CEO of the City.The City Manager 3 I in is the Chief Administrative Officer,who directs most City departments.The Department of Parks, > R Recreation and Community Services directly oversights the RSVP project,whereas the Finance Z Department's sole purpose is the application and enforcement of sound fiscal management practices o .a and procedures regarding all city services. Q CL a c ca /Ln V All City Departments follow audited public common practice financial policies and procedures as a. outlined in the City's Financial Operations Manual. These are all subject to Council approval and are w T maintained by the Finance and City Manager Departments. The City's program-based 2012-2013 Cl) 0 Fiscal Year operates July 1st through June 3oth of the following year. The Finance Department is N r one of 11 city departments. This department acts as the centralized and formal means of E r For Official Use Only Q Page 14 Packet Pg. 166 5.f.b For Official Use Only > N Narratives W E disseminating Cost Principle Guidelines, as well as Administrative Guidelines and Audit guidelines to 0 L the rest of the city departments/divisions. The City maintains a high level of checks and balances in °- d its fiscal management systems,including an hierarchy review and approval process designed to ensure 0 accurate budget management and timely fiscal reporting system for the Senior Services Division of the o r_ Department. The City utilizes a reliable and audited service delivery system that has effectively met or in exceeded all prior years'performance objectives of the Corporation for National and Community a� L .F. Services. co to to N The City's Purchasing Division assists all departments in ensuring that internal procedures are in 2 place for all accounts payable and receivables. Budget development and use is administered by the E Parks, Recreation and Community Services Department staff and further supported by the Finance w a Department staff,especially for travel and mileage reimbursements for volunteers. •� 0 0 v d Q17: DESCRIPTIONS OF CLEARLY DEFINED PAID STAFF POSITIONS, INCLUDING HOW m THESE POSITIONS WILL BE SUSTAINED AND(AS APPLICABLE) IDENTIFICATION OF a L CURRENT STAFF ASSIGNED TO THE PROJECT. Z _ 0 w Clearly defined roles are in place to secure the integrity of the City and all of its many partners.The Q Q. a City Manager's Office oversights most city services,including that of Parks,Recreation and to other support a. Community Services the RSVP and all rant-funded programs especially. In addition pp a, g staff,the Finance Department provides several Accountant positions(Mary Alvord)whose duties are P � 0 into establish proper N revenue and expense; examine supporting documentation p p to maintain records of p 0 authorization and conformance with agreements,contracts, and state and federal regulations; and N r compile and prepare routine accounting schedules and reports. E ca r For Official Use Only Q Page 15 Packet Pg. 167 For Official Use Only d > co Narratives W E The Department of Parks, Recreation and Community Services directly administers the RSVP project. 0 L CL From top down, the Director/Department Head(Kevin Hawkins) supervises the Recreation and CD a� r Community Services Division Manager(vacant),who supervises the Community Recreation 0 Manager(Mitch Assumma),who supervises the Community Recreation Supervisor(vacant), o a� followed by the Recreation Coordinator(LaKeisha Jackson) and the RSVP Manager(Kimberly m C Littlejohn).The Director of the Parks, Recreation and Community Services Department reports to the '0 a� L City Manager. o 0 0 N The RSVP Manager, Kimberly Littlejohn,has over ten years working with the San Bernardino Parks, r C Recreation and Community Services Department as a Summer Lunch Program monitor,which was 0) federally-funded; a leader and coordinator for the"Creative Before&Afterschool Program" (C.A.P.S.), w a which is aState-funded grant program; and then as a Community Center Supervisor, managing staff, '_ planning programs,planning special events, and working with the public. Ms. Littlejohn transitioned U d to the position of San Bernardino RSVP Program Manager in April of 20og.Her responsibilities m include,but are not limited to, recruitment of volunteers and volunteer sites,building public > R L awareness and support for the RSVP,planning and implementing recognition for the volunteers, z c development of the annual newsletter, and completing reports for the corporation and the sponsor. 2 w 2 Q Q. a Shuwona Marlow, Senior Recreation Leader,works directly under Ms.Littlejohn, and has almost six C ,L^ V years'experience with the City of San Bernardino Parks, Recreation and Community Services (L U) Department in RSVP. Ms. Marlow has several years of experience in clerical work,operating various 0 office machines and filing systems and keeping accurate records. Ms. Marlow's responsibilities M 0 include,but are not limited to, recording time sheets,keeping records in order and up-to-date,filing, r m recruitment of volunteers,building public awareness and support for the program,planning and E c� w For Official Use Only a Page 16 Packet Pg. 168 For Official Use Only n- N Narratives W E implementing recognition for the volunteers,and assisting with the annual newsletter. 0 L a. L d t+ The Community Recreation Manager(Mitch Assumma)has administered the RSVP in San = 0 Bernardino for over four years as the supervisor of the Human Services Program Manager(Aaliyah o ._ Harkley-- recent retiree),which is currently vacant, and he has over 25 years of experience in in managing municipal services in the parks and recreation field,along with a Master's Degree in Public a 0 L Administration. co W cc N Q18: EXAMPLES OF THE SPONSOR ORGANIZATION'S TRACK RECORD IN MANAGING VOLUNTEERS IN THE PRIMARY FOCUS AREA,TO INCLUDE, IF APPLICABLE,MEASURING .0 0 PERFORMANCE IN THE PRIMARY FOCUS AREA. 0 The City has placed community volunteers in the past in tasks involving the Primary Focus area of U w m Disaster Services through the partnerships with the San Bernardino Sheriffs Department, California m Highway Patrol, and the American Red Cross. The San Bernardino RSVP has built strong ca supe rvisors,unit commanders,and unit relationships with each focus area agency and their site M z support members to manage volunteers'hours monthly toward disaster preparedness,prevention, and r- M v support activities. Monthly hours are tracked though timesheets provided by the San Bernardino �, a a RSVP Staff and recorded in the hours tracking software Volunteer Reporter 5. The San Bernardino = /Ln V RSVP has recorded 135,002 volunteer hours for the last RSVP project period of October 1, 2010 0. rn through March 30, 2012(18-month period) and has been providing such services since 1975. Site v T 0 visits are conducted to ensure that all the needs of the program and the volunteers are being met to M 0 the best of the San Bernardino RSVP's ability. In the past five years especially,performance outcomes for RSVP have all been favorable. For Official Use Only Q Page 17 Packet Pg.--169' For Official Use Only d Narratives � E L 0 L a Q1g: STRONG ORGANIZATIONAL INFRASTRUCTURE, INCLUDING: a� c I.TANGIBLE ASSESSTS SUCH AS FACILITIES, EQUIPMENT. 0 0 The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and o Volunteer Program,which is funded through a combination of the City's General Fund and N Community Development Block Grants. The 5th Street Senior Center is ADA compliant and is m L currently being used for administration,training and meetings,community programs,special interest classes,and group rentals. The Center is fully outfitted with tables, chairs,furniture,play equipment, co N kitchen equipment for full meal preparation,sound and PA system, and office management.All health and safety OSHA requirements are followed.The City's Facilities Division of the Public Works 0) s Department maintains all building maintenance. Equipment and supplies are purchased as needed r a through the City's chain of.command,utilizing best practice principals. 0 U r d II. GOVERNANCE STRUCTURE AND OPERATIONS SUCH AS INTERNAL POLICIES, m PURCHASING PROCEDURES,AND PERSONNEL MANAGEMENT. r 0 L The Director of Parks, Recreation and Community Services is responsible for the activities of its z c human resources,including recruitment,training, promotion, and retention; establishment of daily c R work schedules and routines,budget development and use; and communication of performance Q a outcomes.The City of San Bernardino fiscal management procedures,including budget control, /L^ V accounting systems, cash and banking procedures,payroll systems,and internal auditing, are Cn operated,managed, and controlled through the City of San Bernardino Finance Department. The w T 0 budget process is facilitated and administered annually via the Mayor, City Council, and City M 0 Administration. Variances in budgeted expenses are analyzed by the City Manager and Finance Departments. Reports on such data are disseminated quarterly. Individual City departments manage E ns w For Official Use Only Q Page 18 Packet Pg. 170 For Official Use Only d > W Narratives W E cc their own budget and each department head is accountable to the City Manager. An independent 0 0 L I]. auditor reviews city financial records annually. d w c 0 0 III. ROLE OF A COMMUNTIY PARTICIPATION GROUP, SUCH AS AN RSVP ADVISORY c d COUNCIL,TO ENSURE INPUT FROM THE COMMUNITY. c The City of San Bernardino RSVP has an RSVP Advisory Council in place with six members on the d L council and growing. Council members are pulled from current RSVP Volunteers,other Senior o Corporation program directors, and from other community groups such as service groups,non- con N profits, and churches. Council members have worked with RSVP staff in 2012 to create a community y survey to help the San Bernardino RSVP focus on community needs. Council members are in the s process of creating new programs in which council members help get the word out about the a importance of volunteering in our communities to youth and other senior volunteers. Council 0 members recently helped to fundraise over$250 in cash and in-kind donations for the San Bernardino c0� r a� RSVP to help support volunteer recognitions and to buy supplies this past 2011-2012 fiscal year when m the program was trimmed 20%of federal funds. �a L L Z IV. ROBUST FINANCIAL MANAGEMENT SYSTEM AND PAST EXPERIENCE MANAGING o FEDERAL GRANT FUNDS. Q- s?. Q All purchases are done on a purchase order; claims are approvedby accounts payable. I£approved L accounts payable mails out the check to the vendor. Check copies are not available; however,the C0 check number is listed on the system under the vendor's file. Payments are input by the Accountant v 0 every quarter. When money is wired it goes directly to the Treasurer's Office. The Treasurer's Office M 0 prepares a TR for deposit by Finance. The Secretary of Finance is responsible for the receipting in of N c {, all payments. The accountant is given a copy of the receipting of funds. E v �a w r For Official Use Only Q Page 19 Packet Pg. 171 51.b „: For Official Use Only j rn Narratives L 0 L Prior to the purchase the information by the program sends paperwork to the Parks and Recreation °' Lm d Main Office for inputting of the purchase order. Depending on the purchase price,if$50o and below 0 a short form purchase order is required, on any purchases made over the $5oo amount a long form a _ purchase order is required along with three bids. The purchase is then entered into the system. The in c City of San Bernardino Parks, Recreation and Community Services Department are constantly d L seeking alternative funding resources in support of their community serving mission. The detailed list 0 w shows some of the rants received b our department(directly related to service programs). °O Belo g Y c N Senior Nutrition Program -- 1978-- 2012 c San Bernardino Head Start Program -- 1992-- 2009 E Nutrition Network Program -- 1998-- 2012 d San Bernardino Mentoring Program -- 1992-- 2009 0 RSVP(Retired Senior Volunteer Program) -- 1975 -- 2012 v m SCP (Senior Companion Program) -- 1975 - 2012 m as 0 Q20: DEMONSTRATES THE ADEQUACY AND SUSTAINABILITY OF THE APPLICANT'S z C PROPOSED REQUIRED NON-FEDERAL FINANCIAL SHARE. 0 U Q a d The City of San Bernardino RSVP has met or exceeded its required non-federal financial share of the 0 L c9 project each and every year of the past 36 years of funding.The percentage of the City's non-federal n. financial share or match the past five years has been: 2010-2012(18-month cycle) 38%,2009-2010 W T O 44%,20o8-2009 47%, 2007-2008 49%, and 2oo6-2007 35%.The current year 2012-2013 grant N M r O N match is 47%. d For Official Use Only d Page 20 Packet Pg.'177 For Official Use Only j Narratives W E Q21:PLAN AND INFRASTRUCTURE TO PROVIDE APPLICABLE COSTS AND REIMBURSABLE `L° 0 L EXPENSES TO VOLUNTEERS SUCH AS TRANSPORATION,MEALS,AND INSURANCE,AS m m WELL AS PLANS AND INFRASTRUCTURE TO PROVIDE CRIMINAL HISTORY BACKGROUND 0 CHECKS AS APPROPRIATE. o m Cn c In order to track and provide reimbursable expenses to volunteers,such as for travel expenses,the San a as L Bernardino RSVP has provided time sheets which are also used to track the daily mileage of volunteers driving to and from their volunteer sites. Mileage reimbursement is outlined in the City's N policies and procedures manuals, as well as in the Directors'Directives. San Bernardino RSVP staff M determines mileage through Google Maps&Directions, and this is printed out and attached to each s volunteer's timesheet. Each day a volunteer drives they mark this on their timesheet which is then Q signed as accurate by their site supervisor. All mileage is then entered into the volunteer tracking � c 0 system called Volunteer Reporter 5. All mileage is paid out at $0.25 per mile, or if a volunteer rides c°� a� the bus,there is a reimbursement of$o.50 per day, at a maximum of$1o.00 per month paid out once a m a quarter to save money on the processing of the checks. r M L L M Z Every RSVP Volunteer is covered by excess accident insurance(up to $25,000 per accident,with o $2,500 for loss of life) and personal liability insurance(up to $1,000,000 per incident) under Q, s?. Corporate Insurance Management(CIMA). Drivers are also covered by excess automobile liability = ,Ln V (up to $5oo,000 per accident). This coverage is in effect during volunteer hours and while traveling a m directly to and from the volunteer station. 0 N M O The City follows the recommended policies and procedures of the Corporation regarding vehicle N accident reporting and administration.All volunteer-related accidents(major and minor) are reported E m w For Official Use Only Q Page 21 Packet 6173 For Official Use Only d Narratives W E promptly to the volunteer's immediate supervisor,who will complete a Volunteer Insurance Claim 0 L Form and send it to the Senior Corps office. In case of an automobile accident,the volunteer must a W as also supply a copy of the Accident Report to the program staff. After the volunteer's primary health M 0 insurance has paid,a claim will be filed to CIMA to reimburse the deductible and any remaining o I � balance. N _ aD L Eyeglasses broken on the job are also covered,up to $5o each on the frame and lenses. Denture repair is covered to $25o, and treatment to natural teeth up to $500. See the CIMA Insurance Brochure, co N included with your orientation literature for more detailed information. _ d E All of the above information is provided to the San Bernardino RSVP Volunteers in their Policies and Y a Procedures manual. 0 0 U w d Criminal History Background Checks are performed by each respective volunteer station in a manner in that best meets their individual work station regulations and requirements. (The City has an in-house ca process in place for criminal history background checks through the Police Department for its own z _ employees and volunteers.) °- a .Q a a Q22: THE ADEQUACY AND REASONABLENESS OF THE BUDGET TO SUPPORT RSVP ,L^ V VOLUNTEER RECRUITMENT,SUPPORT,AND RECOGNITION. > rn The budget allows San Bernardino RSVP staff the ability to provide recognition for volunteers both in W T 0 the Inland Empire area,but also in the High Desert area, making attending recognition more M 0 convenient for those volunteers who don't wish to travel down to the San Bernardino area. This has `4 _ d helped to increase the attendance of volunteers from the High Desert area by almost double in the past E 0 r For Official Use Only Q Page 22 Packet Pg. 174 For Official Use Only n- Narratives E two years this has been in effect. Additional support funds for entertainment are fundraised by a, 0 L program staff(using excess fund) and the Advisory Council to add to the experience for the volunteers. San Bernardino RSVP staff and Advisory Council members attend community events to = 0 help aide in recruitment. Most of these events are free to attend,but funds have been budgeted to 0 attend several events throughout the year. Funds have been budgeted to support the volunteers co c through mileage reimbursement at$o.25 per mile at a maximum of$io.00 per month paid quarterly W L to save money on the processing of the checks. Volunteer insurance is provided to all volunteers while co at their assigned volunteer stations and or events. to N M C E t Q23: THE ADEQUACY AND REASONABLENESS OF REQUIRED NON-FEDERAL FUNDS w (W a BUDGETED. � 0 v d The City of San Bernardino RSVP meets at least the 30%match required by the federal guidelines. 3 m This match is reflected through in-kind contribution of space in-kind as well as matching funds to w help support project personnel expenses and fringe benefits,supplies,volunteer travel, insurance,and z c volunteer recognition. .1 Other °- a Q N/A /Ln V PNS Amendment(if applicable) a co N/A 0 N M O N C d E ca w r For Official Use Only Q Page 23 Packet Pg. 175 For Official Use Only d Performance Measures � • of Unduplicated Volunteers in Work Plans that result in Outcomes: 20% M • L of Unduplicated in the Primary l=ocus Area: 46% o L ELI [ °t rb .s m��,6 �j �i�' �'j:i�E [ [ EtI�B� •a�tl��e IS : 3,�'k,'�,,, elf as�ia[x�-. e'x.< d [ i, .. Community Need to be Addressed: The San Bernardino County service area has an 11.8% unemployment rate which is 3.7% higher than the national average (8.1%) 0 per the Bureau of Labor Statics in August 2012. The Medium household income is $55,845 which is 9% lower than the national L average and 14.8 %of the population lives below the poverty level,compared to 13.7% at the nation level (2006-2010 US Census O Bureau). This has impacted the San Bernardino RSVP service area hard as this is an already heavily depressed area with high foreclosure rates and unstable local governments. Additional access to free job training and/or skill development will lead to N greater opportunities for employment. a c Working with the Senior Community Services Employment Program and the San Bernardino Employment Training Agency (SBETA), 5 San Bernardino RSVP Volunteers will provide an output of additional job training or skill development for 60 unduplicated y economically disadvantaged individuals who will finish the programs for which they are enrolled. This will be measured by the +, attendance log at the Volunteer Station. The Outcome is that 15 unduplicated economically disadvantaged individuals who complete the programs for which they are enrolled are hired in a new job as a result of job training services provided. This will be measured through a copy of the letter of acceptance from the new employer. 00 co N Number of Focus Area: Economic Opportunity Objective: Employment Volunteer 2 M Stations: c Anticipated m Unduplicated Volunteers: 5 v M Anticipated Q .. Volunteer Contributions:10 O U Service Activity: Other y a� Service Activity 5 San Bernardino RSVP Volunteers will provide job training or skill development alongside Description: volunteer station staff for 60 unduplicated economically disadvantaged individuals each year, m with 25 of those completing the course will be hired in a new job as a result of job training services provided. Anticipated 02: Number of econ disadv individuals receiving job training or other skill development services. Output: Z Target:60 How measured: Attendance Log C O Insrument Description:Attendance log collected monthly U Anticipated CL Outcome: 010: Number of econ disadv individuals placed in jobs. Q. Target: 15 How Measured:Acceptance Letter from Employer Q c Insrument Description: A copy of the Acceptance Letter from the New Employer. 0 CL CO) f„,,�,,._„._lit=•y: m ..a••� i.... ... {{GGffy;�yti��_ ! MINIM--! ar3J•xal'':' r• �!', :�ikliFr -s- - -: e !,v•�[' flea [!tl °?•?: iqtS°3.ii:=.iS ,- -` 1 er.......3x” �� •� �1 � e'.:x+ •f: [ti�rs �a!+'' §9rR',..i N 3!9!_!vss'pppi .=R6R v Wl° 9e,t.h:w`"k 9' ic'v. Community Need to be Addressed: M T- Other community priorities for the San Bernardino RSVP based upon current services provided are:Volunteer citizen patrol N through the Victorvilie CHP and Hesperia Sheriff's Department Equestrians on Patrol:Congregate Meals through City of San Bernardino Senior Nutrition at the 5th Street Senior Center,Perris Hill Senior Center,and Highland Senior Center,and through C Redlands Senior Nutrition: Hospital support at the Community Hospital of San Bernardino. RSVP Volunteers will provide 10,000 d hours annual in volunteer citizen patrol, in congregate meals served,and in hospital support in many different areas Including, v M For Official Use Only Q Page 24 Packet Pg. 176I For Official Use Only tL E ca L cm O L- 0. a 15 - ca •• • I :.. rr x a :l .. ,� •�� h� _ : _ '� L NMI- d E�tz.�xc �&ttff. !fa : .aat°•3x t,c:xxsxs��ws ,. t><) .assn_ .uat "mrfl �' d - •� :�a;..' rte,�-.- +, C _O front desk greater,gift shop,work shop,and other areas as needed. O L Number of O Focus Area: Other Community Priorities Objective: Other Stations: 5 Anticipated c Unduplicated Volunteers: 67 a d L Anticipated Volunteer Contributions:67 co W CD N Service Activity: Other M Service Activity RSVP Volunteers will provide 10,000 hours annual in volunteer citizen patrol,serving congregate c Description: meals,and hospital support in many different areas including,front desk greater,gift shop,work Q shop,and other areas as needed. M v Anticipated OT1:SC1Grantee met their target for community priority activity. (Yes/No) Output: Q Target:10000 How Measured: Other — Insrument Description:RSVP Volunteer Timesheets collected monthly = 3 O Anticipated U Outcome: —No outcome selected— a) Target: How Measured: Insrument Description: m at r ra L L -4 f"^��? �r u?ta:_x i a,.__•��.'I�.: aimrAE=as.sl:�e� 'Y .•_ i;-�m.sw i hra.�r f _ cxrs..:''^�;i r i•�'q;•7;• .. s��aM.� ».:.Esg' ..x f' '.�x o1i1 . :?e e M -511- n^aa fi� , 3? . _ u � O HIM- 1, Z NET y i Community Need to be Addressed: o In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster 2 preparedness,response,mitigation,and/or recovery. Each year CAL FIRE (The Department of Forestry and Fire Protection) CL CL the call to over 300,000 emergency incidents,like large wildfires,earthquakes,floods or hazardous material spills. In Q' 2010 there were 2,961 fires in San Bernardino County,with 23,191 acres burned at a cost of$3,216,760. In 2011 San Bernardino County along with 9 other counties received a major Presidential Disaster Declaration after severe winters,flooding,and mud flows caused an estimated $75 million worth of damage state wide. Working with agencies like the Inland Empire Chapter American Red Cross,the San Bernardino County Sheriff's Department.and the Office of Emergency Services Community a. Organizations Active in Disaster (GOAD),the San Bernardino RSV P will be able to help meet the need of the community to > provide disaster preparedness,response,mitigation,and/or recovery. The need to provide support to this geographic service 0) area in disaster services is underserved due to the service area of over 400 square miles and has a population of approximately IX IX 672,657 people according to the 2010 U.S.Census Bureau. The partnership with the San Bernardino RSVP will bring more t– volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in N disaster services. M 125 Volunteers working at 7 Volunteer Stations:American Red Cross,Apple Valley Police,Hesperia Sheriff's Department, Phetan N Sheriff's Department,Twin Peaks Sheriff's Department,Yucaipa Sheriff's Department,and Community Organization Active in c Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness, mitigation,response,and/or recovery. m E v m .-a r For Official Use Only Q Page 25 Packet Pg. 177' For Offfcfal Use Only ti > E ra L 0 L IL �ci Y EE 3 • .e • -. _ .. . fit? �.: � '°i.. t .� •' '9) ��i:tE:.�, t i tp it:•. _ :� � =3�i ues . ��' .... t xfl [ a :: -..�a -- En .,, t_• _. r.:c.. .. W9 IRA N Focus Area: Disaster Services Objective Disaster Assistance Provided Number of 7 C Volunteer Stations: 0 Anticipated > Unduplicated Volunteers: 100 O a> N Anticipated -o Volunteer = Contributions:120 a> L Service Activity:Assisting with Preparation Service Activity 100 Through community events,training and demonstrations,and the handing out of public Description: education materials,volunteers will provide disaster prevention to the community they serve with CD to the San Bernardino Sheriff's Department,American Red Cross,and Community Organization N, Active in Disaster. M Anticipated (PRIORITY) D6:Number of RSV P service hours in disaster assistance Output: N Target:0 How Measured: Other E Insrument Description:RSVP Volunteer Timesheet collected monthly. M Anticipated Q Outcome: —No outcome selected— Target: How Measured: _ O Insrument Description: U d i� 3 m !&1 -- rn smru3tatapr t n �. iii .• BB W �i ..a. :E Ott. ;. :*"�`$' Community Need to be Addressed: rLL4 In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster Z preparedness,response,mitigation,and/or recovery. Each year CAL FIRE (The Department of Forestry and Fire Protection) r_ answers the call to over 300.000 emergency incidents,like large wildfires,earthquakes,floods or hazardous material spills. In O 2010 there were 2,961 fires in San Bernardino County,with 23,191 acres burned at a cost of$3,216,760. In 2011 San Bernardino County along with 9 other counties received a major Presidential Disaster Declaration after severe winters,flooding,and mud flows caused an estimated $75 million worth of damage state wide. Working with agencies like the Inland Empire Chapter Q American Red Cross,the San Bernardino County Sheriff's Department,and the Office of Emergency Services Community Q Organizations Active in Disaster (COAD),the San Bernardino RSVP will be able to help meet the need of the community to provide disaster preparedness,response, mitigation,and/or recovery. The need to provide support to this geographic service = M area in disaster services is underserved due to the service area of over 400 square miles and has a population of approximately 672,657 people according to the 2010 U.S.Census Bureau. The partnership with the San Bernardino RSVP will bring more d. volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in > disaster services. rn It 125 Volunteers working at 7 Volunteer Stations:American Red Cross.Apple Valley Police,Hesperia Sheriff's Department,Phelan Sheriff's Department,Twin Peaks Sheriff's Department,Yucaipa Sheriff's Department,and Community Organization Active in N Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness, mitigation,response,and/or recovery. 0 Number of N Focus Area: Disaster Services Objective: Disaster Assistance Provided Volunteer 7 E Stations: 0 t v ca w For Official Use Only Q Page 26 Packet Pg.,178 For Official Use Only tL > E ra L O L a • -m•'r:I;�-gt: * i:-; xt ua >,.::._ 6r._ »». 'U'3° ysi°j4'8t t9 ry"'"ti,S t 'e'�.'" zry. L ., s'°r�'s` Anticipated 5 e 3 Unduplicated 0 Volunteers: > L O Anticipated 15 y Volunteer N Contributions: -a Assisting with Mitigation m Wyiia Description: 5 As able through the San Bernardino Sheriff's Department,American Red Cross,and Community L Organization Active in Disaster,volunteers will provide disaster mitigation to help protect the d community from a disaster. Anticipated (PRIORITY) D6: Number of RSV P service hours in disaster assistance 00 Output co Target:0 How Measured: Other Insrument Description: RSVP Volunteer Timesheet collected monthly. ,r Anticipated = Outcome: —No outcome selected— E Target: How Measured: -_ v ra Ins rument Description: Q .v c 3 O I :� r ;;IF Ir - '~,cr „..f 1,.. _ s rye g¢1 r 1 is-� �0=ply U i7� �s ?? � ?.t i �n s�a�i� # ..ff �° a as T d iI ' d �n11 SGSFrt�rt* Community Need to be Addressed: In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster m preparedness,response,mitigation,and/or recovery. Each year CAL FIRE (The Department of Forestry and Fire Protection) > answers the call to over 300,000 emergency incidents,like large wildfires,earthquakes,floods or hazardous material spills. In 2010 there were 2,961 fires in San Bernardino County,with 23,191 acres burned at a cost of$3,216,760. In 2011 San Bernardino a County along with 9 other counties received a major Presidential Disaster Declaration after severe winters,flooding,and mud '- flows caused an estimated $75 million worth of damage state wide. Working with agencies like the Inland Empire Chapter Z American Red Cross,the San Bernardino County Sheriff's Department,and the Office of Emergency Services Community o Organizations Active in Disaster (GOAD),the San Bernardino RSV P will be able to help meet the need of the community to provide disaster preparedness, response,mitigation,and/or recovery. The need to provide support to this geographic service area in disaster services is underserved due to the service area of over 400 square miles and has a population of approximately — 672,657 people according to the 2010 U.S.Census Bureau. The partnership with the San Bernardino RSVP will bring more 0. rL volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in Q disaster services. _ R 125 Volunteers working at 7 Volunteer Stations:American Red Cross,Apple Valley Police,Hesperia Sheriff's Department,Phelan Sheriff's Department,Twin Peaks Sheriff's Department,Yucaipa Sheriff's Department, and Community Organization Active in a Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness,mitigation,response,and/or recovery. > rn Number of Focus Area: Disaster Services Objective: Disaster Assistance Provided Volunteer 7 p Stations: N M r Anticipated N Unduplicated Volunteers: 10 _ E t v cc w .r For Official Use Only Q Page 27 Packet£Pg. 179 For OMdel Use Only t1 N E L 0 L a • I ,• t 9 1a )# m t s. i 3 ?E•• 't sass Mom - N 9 ,. „nom.. 9, t9: 11 i ' , i� ' a z . .• .x Anticipated 15 V olunteer Contributions: > Responding L- 0 Utvlo 10 As needed responding to disasters to provide support to those impacted through the San m Description: Bernardino Sheriff's Department,American Red Cross,and Community Organization Active in Disaster. c Anticipated Output: (PRIORITY) 06: Number of RSVP service hours in disaster assistance aa) L Target:0 How Measured: Other d tY Insrument Description:RSVP Volunteer Timesheet collected monthly. eo Anticipated C° Outcome: —No outcome selected— N Target: How Measured: M Insrument Description: c d E v R s o x , iraar• r sli” — - 'i�s�.:c q.: a sltS.!'�tOFa ^.•"• is C •,�yl t- Q t� llt6a�..i 1. ,�i'il�ras �s�sa U Community Need to be Addressed: In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster U preparedness,response,mitigation,and/or recovery. Each year CAL FIRE (The Department of Forestry and Fire Protection) answers the call to over 300,000 emergency incidents,like large wildfires,earthquakes,floods or hazardous material spills. In 2010 there were 2,961 fires in San Bernardino County,with 23,191 acres burned at a cost of$3,216,760. In 2011 San Bernardino County along with 9 other counties received a major Presidential Disaster Declaration after severe winters, flooding,and mud pp flows caused an estimated $75 million worth of damage state wide. Working with agencies like the Inland Empire Chapter m American Red Cross.the San Bernardino County Sheriff's Department,and the Office of Emergency Services Community > Organizations Active In Disaster (COAD),the San Bernardino RSVP will be able to help meet the need of the community to provide disaster preparedness,response,mitigation, and/or recovery. The need to provide support to this geographic service area in disaster services is underserved due to the service area of over 400 square miles and has a population of approximately to 672,657 people according to the 2010 U.S.Census Bureau. The partnership with the San Bernardino RSVP will bring more Z volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in p disaster services. �a v 125 Volunteers working at 7 Volunteer Stations:American Red Cross,Apple Valley Police,Hesperia Sheriff's Department, Phelan Q Sheriff's Department,Twin Peaks Sheriff's Department,Yucaipa Sheriff's Department,and Community Organization Active in Q Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness,mitigation,response,and/or recovery. w ra Number of 0 Focus Area: Disaster Services Objective: Disaster Assistance Provided Volunteer 7 M Stations: > 0) Anticipated IX Unduplicated V olunteers: 10 0 N M Anticipated c Volunteer N Contributions:15 C d E v is r For Official Use Only Q Page 28 Packet Pg. 180 For Official Use Only d N vc G lC L O L 0• -''R , � s• iCMI vm��.t t_ :?L � 3°� � �.�:tr-`"�t_�at�'•s sj4;ea 3:tt f..^'' —�u�l:� G� m e7 !7 .,.,.aufErl�re,.,a 's=.ss.� a •�::� ._C...t _ t.Gra fiv C:.'. i`t#3�� ..._ "£Li.�a'f�`.�&r...,• R`. ... Service Activity: Assisting with Recovery O Service Activity 10 As needed providing assistance with recovery for those impacted after a disaster through the � Description: San Bernardino Sheriff's Department,American Red Cross,and Community Organization Active in 0 Disaster. a=i Anticipated (PRIORITY) D6:Number of RSVP service hours in disaster assistance N Output: _ Target:0 How Measured: Other t° N Insrument Description: RSVP Volunteer Timesheet collected monthly. L d Anticipated Outcome: --No outcome selected— Target: How Measured: W N Insrument Description: M_ r C d 5 t . 4 ,- �. t IF}� ° 'iH :A' ,�.z,•C SE.r a -x i Community Need to be Addressed: Q In the San Bernardino RSVP Service Area about 10.7% (74,073) of the population are older adults 65 years or older (US Census Bureau 2010),with that number expected to double over the next 20 years (Department of Housing and Community Developmen t). r- According to a recent AARP survey 88% of older adults prefer to age in place because of affordability issues and ability to remain independent. In order to help older adults In our communities remain living independently San Bernardino RSVP V Volunteers participate in a varied of volunteer opportunities to help them meet this goal of living independently. +1 San Bernardino RSVP Volunteers will provide companionship to individuals who are isolated through: Friendly Visitor Program, where volunteers visit individuals who are homebound due to disability,injury.or age for at least one hour per week. Personal Assistance League (PAL) and You Are Not Alone (YANA) volunteers place daily wellness calls to individuals who are homebound m due to disability, injury,or age.The Transportation Assistance Program (TAP)volunteers provide transportation once a week to individuals who are homebound due to disability,injury,or age,to the store,doctor's appointments or other short trips as needed, At Senior Centers to individuals age 65 years or older in need of companionship in programs designed to increase social ties and provide social support. Activates will vary depending on the needs of the individuals and the programs provided by the Senior Center volunteers.50 volunteers at 7 Volunteer Stations will provide services to 100 homebound or older adults Z with companionship and transportation,for at least one hour per week,which will allow them to continue to live independently. 75 of those individual participating in the programs provided will report having increased social ties/perceived social support o through a survey completed each year. _U Number of Volunteer Q Focus Area Healthy Futures Objective: Aging In Place Stations: 7 = to L Anticipated t9 Unduplicated 5 > Volunteers: Anticipated d T Volunteer O Contributions:5 N M r O Service Activity: Transportation N Service Activity 5 San Bernardino RSVP Volunteers will provide transportation once a week to individuals who are Description: homebound due to disability,injury,or age through the Transportation Assistance Program (TAP) v For Official Use Only Q Page 29 PaCke't Pg:'u l- For Official Use Only to E L O � L .A1 fC, r :k I^ te'' �7r ff`a { .• tl •4 a • f 4 u , xs' A �•(,t(' fl,3s 3;' k .: sR2"14 a i� � �d�cA nfifl tCi,'AUU e.AEa.u,tszav�r•s,a», as i._._ a.. p.. • ,a A _....4,�3i_,K,»'9 Anticipated = Output: (PRIORITY) HB: Number of individuals receiving independent living services � 0 Target:25 How Measured: Activity Logs > L O Insrument Description:A log of each volunteers interaction with a RSVP Volunteer in one of the aging in place activities, _ collected each month. av Cl) Anticipated Outcome: (PRIORITY) 1-19:Number of individuals with disabilities having increased social suppor Target: 15 How Measured:Survey Insrument Description: Survey collected each year to determine how many older adults report having increased social ties/perceived social support. 00 W to 5� N SELL. _ !' _• A• t 9 ;..! `ice.• . ' �,o, i pg S' r a+ C Community Need to be Addressed: d In the San Bernardino RSVP Service Area about 10.7% (74,073)of the population are older adults 65 years or older (US Census t Bureau 2010),with that number expected to double over the next 20 years (Department of Housing and Community Development). According to a recent AARP survey 88% of older adults prefer to age in place because of affordability issues and ability to Y remain independent. In order to help older adults in our communities remain living independently San Bernardino RSVP Q Volunteers participate in a varied of volunteer opportunities to help them meet this goal of living independently. — San Bernardino RSVP Volunteers will provide companionship to individuals who are isolated through:Friendly Visitor Program, where volunteers visit individuals who are homebound due to disability,injury,or age for at least one hour per week. Personal Assistance League (PAL) and You Are Not Alone (YANA)volunteers place daily wellness calls to individuals who are homebound 0 due to disability, injury,or age.The Transportation Assistance Program (TAP)volunteers provide transportation once a week to individuals who are homebound due to disability,injury,or age,to the store,doctor's appointments or other short trips as needed. At Senior Centers to individuals age 65 years or older in need of companionship in programs designed to increase social ties and provide social support. Activates will vary depending on the needs of the individuals and the programs provided m by the Senior Center volunteers.50 volunteers at 7 Volunteer Stations will provide services to 100 homebound or older adults with companionship and transportation,for at least one hour per week,which will allow them to continue to live independently. 75 of those individual participating in the programs provided will report having increased social ties/perceived social support through a survey completed each year. L ra Z Number of a Volunteer O Focus Area: Healthy Futures Objective: Aging in Place Stations: 7 U_ Anticipated CL Unduplicated Q' Volunteers: 45 Q C L Anticipated C? Volunteer n. Contributions:45 > rn W Service Activity: Companionship T N Service Activity 45 San Bernardino RSVP Volunteers will provide companionship through Personal Assistance cl Description: League (PAL)and You Are Not Alone (YANA)to individuals who are homebound due to disability, Q injury,or age. Volunteers at Senior Centers will provide companionship to individual who are 65 N years or older.Participants will receive companionship for at least one hour per week. (PRIORITY) H8: Number of individuals receivin inde endent livin services d E v ca For Official Use Only Q Page 30 Packet Pg. 82�' For Official Use Only d Ic E R L aT O L � x CD - W - Anticipated O d61fly@t:75 How Measured: Activity Logs 0 Insrument Description:A log of each volunteers interaction with a RSVP Volunteer in one of the aging in place activities, L collected each month. o c Anticipated Outcome (PRIORITY) H9:Number of individuals with disabilities having increased social suppor N Target:60 How Measured:Survey to Insrument Description: Survey collected each year to determine how many older adults report having increased social d ties/perceived social support. L' w a> oD 3 'ss cpc. sm•a .. .. – :e :q.. `-N �ll'..�t. r�"i'�31�7'�� i? N V-1.1 Ir :Rf r + 1 ME—{tlrtlt3 c t1:51'� '�3fl _ . ' s. . ..... th Community Need to be Addressed: In the San Bernardino RSVP service area resources for Veterans are limited,unless a Veteran is homeless or is looking for job placement or only referrals to other government resources. With veterans representing 7.4% of the population in the service area the goal of the San Bernardino RSVP is to help create a frame work with the Veterans of Foreign Wars (VFW),the American Legion Posts,and other organizations to provide community based activities to support Veterans an a daily basis,beyond v ca referrals to services provided by the government. By building this community Veterans will be able to have the support system w they need to have a higher quality of life. 11 RSVP Volunteers will volunteer 6336 hours per year at ti volunteer stations. Q Volunteers will have significant actives in service which will impact the daily lives of veterans and/or military families through daily and weekly events held at VFW's and the American Legion Posts. Such events may include:a weekly Sunday brunch,Wii O tournaments,respite care for family members and much more as the need and programs are developed with the support of the U RSVP Volunteers. There will also be opportunities for volunteers to help support larger special events on holidays such as .r Thanksgiving and Christmas as well as being part of nationwide remembrances of our active military and veterans with 0 Veteran's Day with poppy sales and community events,and Memorial Day celebrations. m Number of ef Focus Area: Veterans and Military Families Objective: Veterans &Families Served Stations 11 M Anticipated Z Unduplicated O 0 Volunteers: v Anticipated CL Volunteer Q' Contributions:11 Q c to L Service Activity: Other community-based activity that serves VETs (� CL Service Activity N Description: w Anticipated (PRIORITY)V 1: Number of veterans receiving CNCS-supported assistance c Output: N Target:6336 How Measured: Activity Log c Insrument Description:Sign in sheet for each program veterans participated in,collected each month N r Anticipated O selected— For o outcome Outcome: —N � t v R w For Official Use Only Q Page 31 Packet Pg._183 For Offidel Use Only E ra L 0 SEE �u L ` 7 i �ISl. rh��+t�a 'tFR�. x a :fi MINE,' Emus 2 ° 3f •u'Ef'�t.�31� '.`�T}!�.°t3fa!i# �� c* 0> �.I w -_ i. ° �� •1�' :£s3>:.°,L ...._ii.'. .47..3:`T °1.#i Ef- Anticipated C Outcome: --No outcome selected— 3 O Target: How Measured: > L 0 Insrument Description: a> rn c r �ih7f��._�:°•.. ••+ .. „'� ..i � nn:n a°°°c �..1 zic--sr.��i�Y.. .°.rss:•,:eP�.,.c r,. i�J ;� ,. •ua e. 11,NIMBI - :, Community Need to be Addressed: 7tt1= W In the San Bernardino RSVP service area resources for Military Families are limited and very hard to access with only referrals to government resources when not on base,where many services are underutilized.San Bernardino County has a large (0 population of military families due to the count's three military bases: Ft. Irwin,an Army National Training Center:Twenty nines co Palms,a Marine Corps Combat Center:and a Marine Corps Logistics Base. The goal of the San Bernardino RSVP is to help create a frame work with the Veterans of Foreign Wars (VFW),the American Legion Posts,and other organizations to provide community based activities to support Military Families on a daily basis,beyond referrals to services provided by the government. By building this community Military Families will be able to have the support system they need to have a higher m quality of life. 11 RSVP Volunteers will volunteer 6336 hours per year at 11 volunteer stations. E t v Volunteers will have significant actives in service which will impact the daily lives of Military Families through daily and weekly co events held at VFW's and the American Legion Posts. Such events may include:a weekly Sunday brunch,Wii tournaments, Q after school torturing,respite care for family members and much more as the need and programs are developed with the support of the RSVP Volunteers. There will also be opportunities for volunteers to help support larger special events on holidays such r- as Thanksgiving and Christmas as well as being part of nationwide remembrances of our active military and veterans with 0 Veteran's Day with poppy sales and community events,and Memorial Day celebrations. U r d Number of -a V olunteer 11 0 Focus Area: Veterans and Military Families Objective: Veterans &Families Served Stations: a� Anticipated Unduplicated ` V olunteers: 11 Z C Anticipated C Volunteer Contributions: 11 U .Q Im Service Activity: Other community-based activity that serves VETs Q Service Activity San Bernardino RSVP Volunteers will provide weekly programs and monthly special community Description: based activities to help enhance the quality of the life of veterans and their families. These efforts will meet the unique needs of military families while a family member is deployed and upon �- that family member's return home. Anticipated (PRIORITY)V8:Number of veterans family members receiving CNCS-supported assistance d Output: r 0 Target:6336 How Measured: Attendance Log M Insrument Description:Sign in sheet for veteran's family members participating in activities provided collected each month. c N Anticipated r Outcome: —No outcome selected- 4) Target: How Measured: t v R r w For Official Use Only Q Page 32 ,�Packet P0.1 84 For Official Use Only n- W E M L tM O L Anticipated Outcome: —No outcome selected— 0 How Measured: > L O Insrument Description d C tc d L NN� 1.1. Co O N M C d E .0 V fC C C 3 O U ..r m m d ca L L z C O R V Q Q. Q /L^ V a T O N M T O N d V R w For Official Use Only Q Page 33 Packet Pg. 185 For Official Use Only d > Required Documents Document Name Status L a� Recipient Contact Form Already on File at CNCS 0-0 L L Federal Financial Report User Form Already on File at CNCS a c Direct Deposit(SF-I 199) Already on File at CNCS > L- 0 Financial Management Survey Already on File at CNCS Statement of Audit Status Sent c m Financial Statement Audit or SF-990 Not Applicable a� Board of Directors Sent co 0 IRS Certification of Non-Profit Status Not Applicable N M Organizational Chart Sent m Project Director's Job Description Already on File at CNCS E Community Advisory Group Names and Addresses Already on File at CNCS Q Negotiated Indirect Cost Agreement Not Applicable = 0 U Roster of Volunteer Stations Sent Aggregate Dollar Amounts of funding Not Applicable m as L L Z C 0 w R V Q Q Q C R ,L^ V a CO) w 0 N M O N r C N t V R r For Official Use Only Q Page 34 Packet Pg. 186 For Wriai Use Only Notice of Grant Award Corporation for National and Community Service 601 Walnut Street,Suite 876 E Philadephia,PA 19106-3323 Retired and Senior Volunteer Program Grantee City of San Bernardino E)N: 956000772 300 North D Street San Bernardino CA 92418-0001 ° N Award Information L - c9 Agreement No.: 13SRP'CA012 Project Period: 04101/2013-03!3112016 ii Amendment No.: 1 Budget Period: 0410112013-03/31/2014 > Cn CFDA No.: 94.002 Grant Year: 1 Ix E Award Description This award includes a one-time augmentation of$1500.00 to support training and technical assistance activities. o Purpose-- _ The purpose of this award is to assist the grantee in carrying out a national service program as authorized by the Domestic Volunteer Service Act of 1973,as amended(42 U.S.C.,Chapter 22). o Funding Information o --— �' Previously This Awardl Total Current O Awarded Amandment Year d Year T in This Year C Total Obligated by CNCS $15,770 $33,040 $48,810 R �antee's Unobligated --$ 4) lance(Carryover) 4. - -— -- m Total Available $15,770 $33,040 $48,810 oD Cumulative Funding for Project Period N Total Awarded in Previous Amendments $15,770 T Total CNCS Funds Awarded to Date $48,810 d U O Z Funding Source and Amount 3 2013—OPEl-P74-OPO-225154101 $33,040,00 c ca L Special Conditions Based on the final guidance issued by the Office of Management and Budget(OMB),grantees applying for grants or > cooperative agreements must have a valid Dun and Bradstreet Data Universal Numbering System(DUNS)number and a current registration with the System for Award Managment(SAM)database.A review of your grant application reveals that your d organization is not registered in the SAM.Please register within 15 days from the date of this award and inform your Grants A Officer when your organization is registered. Failure to comply with this requirement may result in your grant being placed on o manual hold with the Payment Management System(PMS). N r c d Costs allowed under this grant are limited to those categories contained in signed application package. E U Compliance with OMB circulars:A-21;A-87;A-102;A-110;A-122 and A-133 as applicable,is required. d 'r ms of Acceptance: By accepting funds under this grant,the Grantee agrees to comply with ail terms and conditions of .e grant that are on the Corporation's website at Page 1 Packet Pg. 187 For Official Use Only For Official Use Only Notice of Grant Award 601 Walnut Street,Suite 876 E Philadephia,PA 19106-3323 rtetired and Senior Volunteer Program Grantee City of San Bernardino EIN:956000772 300 North D Street San Bernardino CA 92418-0001 c T Q N C /L^ V a https:l/egrants.cns.govl tem)sandcondidons/RSVPTandC_Revised24i210OI.pdf,alt 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 approved Grant application and budgets),supporting documents,and other representations E made in support of the approved Grant application. o L a Corporation for National and Community Service: m c � k Af .,,4� 07/22/2013 0 O > Merribeth Pentasuglia,215-964-6324 L Signature Date -- _-- ------____-- O Grants Official E (1) Merribeth Pentasuglia N Gregory Ericksen,310-235-7708 a Name(typed) Program Official M Senior Grants Officer m 'itle o_ 00 N N d V O Z L �Q 3 Q c rLn V a T M O N C N E L U lC rr Q Page z Packet Pg. 188 For Official Use Only