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HomeMy WebLinkAbout2014-064 1 RESOLUTION NO. 2014-64 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF YEAR TWO OF A 3 THREE-YEAR GRANT APPLICATION WITH THE CORPORATION FOR 4 NATIONAL AND COMMUNITY SERVICE, IN THE AMOUNT OF $47,310 TO CONTINUE THE ADMINISTRATION AND OPERATION OF THE RETIRED AND 5 SENIOR VOLUNTEER PROGRAM FOR THE PERIOD OF APRIL 1, 2014 THROUGH MARCH 31,2015. 6 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF 8 SAN BERNARDINO AS FOLLOWS: 9 10 SECTION 1. That the Mayor and Common Council of the City of San Bernardino 11 hereby ratify the submittal of the new on-line grant application to the Corporation of 12 National and Community Service due January 23, 2014, a copy of which is attached hereto, 13 marked Exhibit "A", to receive funding in the amount of$47,310 for the Retired and Senior 14 15 Volunteer Program, and 16 SECTION 2. That the implementation date is April 1, 2014; therefore, any action 17 taken between the submittal of an on-line continuation grant application with the 18 Corporation for National and Community Service and the adoption of this Resolution is 19 20 hereby ratified. 21 111 22 /// 23 /// 24 25 /// 26 /// 27 /// 28 2014-64 1 ESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF YEAR TWO OF A THREE- 2 YEAR GRANT APPLICATION WITH THE CORPORATION FOR NATIONAL AND COMMUNITY SERVICE, IN THE AMOUNT OF $47,310 TO CONTINUE THE 3 ADMINISTRATION AND OPERATION OF THE RETIRED AND SENIOR 4 VOLUNTEER PROGRAM FOR THE PERIOD OF APRIL 1, 2013, THROUGH MARCH 30, 2014. 5 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 7 and Common Council of the City of San Bernardino at a 8 9 joint regular meeting thereof, held on the 17th day of 10 March , 2014, by the following vote, to wit: 11 Council Members: AYES NAYS ABSTAIN ABSENT 12 MARQUEZ x 13 BARRIOS x 14 VALDIVIA x 15 16 SHORETT x 17 NICKEL x 18 JOHNSON x 19 MULVIHILL x 20 21 George.nn Hanna, ity Clerk 22 The foregoing resolution is hereby approved this `"r day • •Ai , 2014 23 p/F 24 R. Carey Da s, Mayor 25 City of San :ernardino Approved as to Form: 26 Gary D. Saenz, City Attorney 27 28 By. _ �► � 2014-64 PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE 1.TYPE OF SUBMISSION: confirm to the Corporation's eGrants System) Application IX I Non-Construction Modified Standard Form 424(Rev.02/07 to con ' 2a.DATE SUBMITTED TO CORPORATION 3.DATE RECEIVED BY STATE: STATE APPLICATION IDENTIFIER: FOR NATIONAL AND COMMUNITY I ISERV CE(CNCS): — I II 01/16/14 — — — 2b.APPLICATION ID: 4.DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: 14SR157675 01/16/14 13SRPCA012 - 5.APPLICATION INFORMATION - — _ - NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER LEGAL NAME: City of San Bernardino PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION(give DUNS NUMBER: 073604563 { area codes): NAME: Kimberly Littlejohn ADDRESS(give street address,city,state,zip code and county): TELEPHONE NUMBER: (909)384-5414 1 . 300 North D Street San Bernardino CA 92418-0001 FAX NUMBER: (909)889-0672 ' County: INTERNET E-MAIL ADDRESS: littlejohn_ki @sbcity.org 7.TYPEOFAPPLICANT: 6.EMPLOYER IDENTIFICATION NUMBER(EIN): 7a. Local Government-Municipal 956000772 7b. Local Government,Municipal 8.TYPE OF APPLICATION(Check appropriate box). NEW f NEW/PREVIOUS GRANTEE X CONTINUATION AMENDMENT If Amendment,enter appropriate letter(s)in box(es): I ' A. AUGMENTATION B.BUDGET REVISION C.NO COST EXTENSION D.OTHER(specify below): ---- 9.NAME OF FEDERAL AGENCY: Corporation for National and Community Service 10a.CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.002 111.a.DESCRIPTIVE TITLE OF APPLICANTS PROJECT: 10b.TITLE: Retired and Senior Volunteer Program RSVP-San Bernardino - _ c 12.AREAS AFFECTED BY PROJECT(List Cities,Counties,States,etc): , 11.b.CNCS PROGRAM INITIATIVE(IF ANY): Areas covered in San Bernardino County are the high desert from Barstow to Victor Valley,the San Bernardino mountains,and the valley cities of San Bernardi'I '13.PROPOSED PROJECT: START DATE: 04/01/14 END DATE: 03/31/15 14.CONGRESSIONAL DISTRICT OF: a.Applicant I CA 31 j b.Program CA 31 15.ESTIMATED FUNDING: Year#:!_2 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a.FEDERAL $ 47,310.00 1 I 1 YES.THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE $ 46,614 00 I TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR b.APPLICANT REVIEW ON: c.STATE $ 0.00 I DATE: d.LOCAL $ 46,614 00 I IX NO.PROGRAM IS NOT COVERED BY E.O.12372 e.OTHER $ 0.00 $ 0.00 17.IS THEAPPLICANT DELINQUENT ON ANY FEDERAL DEBT? f.PROGRAM INCOME YES if"Yes,"attach an explanation. NO TOTAL BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATION/PREAPPLICA - $ 93,924 00 g TION ARE TRUE AND CORRECT,THE DOCUMENT HAS BEEN 18 TO THE BES DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. - -- — — — — c.TELEPHONE NUMBER: I a.TYPED NAME OF AUTHORIZED REPRESENTATIVE: b.TITLE: (909)TELEPHONE Mitchell J.Assumma — — e.DATE SIGNED: d.SIGNATURE OF AUTHORIZED REPRESENTATIVE: 01/16/14 EXIIBIT "A" Page 1 2014-64 Narratives Executive Summary An estimated 296 RSVP volunteers will serve in the area of disaster preparedness, mitigation, response, and/or recovery through the Transportation Assistance Program (TAP), Friendly Visitors, Personal Assistance League (PAL),You Are Not Alone (YANA), Senior Nutrition, Senior Programing, Job training and/or skill development, and Veterans Service Programs. There is a network of 19 volunteer stations such as the Inland Empire American Red Cross, Office of Emergency Services Community 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 Community Services Employment, San Bernardino Employment Training Agency (SBETA), Victorville California Highway Patrol (CHP), Hesperia Sheriffs Department Equestrians on Patrol (EOP), City of San Bernardino Senior Nutrition Program, Redlands Senior Nutrition Program, 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 end of the 12-month performance period, RSVP Volunteers in Community Priorities will provide 10,000 hours in support to the Victorville CHP, Hesperia Sheriff Department EOP, City of San Bernardino Senior Nutrition, Redlands Senior Nutrition, and Community Hospital of San Bernardino. One Hundred Twenty Five (125) Volunteers in the focus area of disaster services will provide 18,000 hours in disaster preparedness, mitigation, response, and/or recovery. Five (5) volunteers will provide an output of job training or skills development for 6o unduplicated economically disadvantaged individuals who will finish the programs for which they are enrolled. Fifteen (15) of the unduplicated economically disadvantaged individuals who will finish the programs, for which they are enrolled, will be hired in a new job as a result of job training services provided. In Healthy Futures, 50 volunteers at 7 Volunteer Stations will provide services to loo homebound or older adults with companionship and transportation, for at least one hour per week, which will allow them to continue to live independently. Seventy-Five (75) of those individuals participating in the programs provided will report having increased social ties or perceived social support through a survey completed each year. Twenty-Two (22) RSVP Volunteers will volunteer 12,672 hours per year at 11 volunteer stations providing other community-based activities to veterans and/or military families. The CNCS federal investment of$47,310 will be supplemented by $ 46,66o. Strengthening Communities Q1: DEMONSTRATES THAT COMMUNITY NEEDS IDENTIFIED IN THE PRIMARY FOCUS For Official Use Only Page 2 2014-64 Narratives AREA EXIST IN THE GEOGRAPHIC SERVICE AREA AND ARE CURRENTLY UNMET. The County of San Bernardino, in which the San Bernardino RSVP operates, is the largest County in geographical area in the nation. It spans over 400 square miles and has a population of 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 rate, and lower Median Family Income level than the rest of the nation. Many municipalities in the 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, 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. Many of the major incidences happening in the San Bernardino RSVP service area. Working with agencies like the Inland Empire Chapter American Red Cross, the San Bernardino County Sheriffs Department, and the Office of Emergency Services Community Organizations Active in Disaster (COAD), the San Bernardino RSVP will be able to assist in meeting these needs. Volunteerism is critical to many emergency preparedness/response and public safety service providers in jeopardy of budget reductions. Q2: DEMONSTRATES, PLANS AND INFRASTRUCTURE TO MANAGE RSVP VOLUNTEERS AND THEIR STATIONS AS A HIGHLY EFFECTIVE MEANS TO ADDRESSING COMMUNITY NEED(S) IN THE PRIMARY FOCUS AREA. The San Bernardino RSVP Plan to manage RSVP volunteers and their volunteer stations involves input from staff of the respective volunteer stations, the San Bernardino RSVP Advisory Council, and RSVP Staff. The community need is determined through a survey created and conducted by the San Bernardino RSVP Advisory Council and RSVP staff. Through this collaboration with volunteer stations, volunteer assignments are created to best deploy volunteers in the most effective means 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. San Bernardino RSVP Staff has reviewed the materials used in the training or has taken the training at the volunteer station themselves in order to ensure that the training is effective for senior For Official Use Only Page 3 2014-64 Narratives volunteers. Each volunteer station is requested to conduct a six-month performance evaluation to identify where additional training is necessary to strengthen the volunteer's service output. Q3: DESCRIBES HOW THE SERVICE ACTIVITIES IN THE PRIMARY FOCUS AREA LEAD TO NATIONAL PERFORMANCE MEASURE OUTPUTS OR OUTCOMES. Volunteers in the Primary Focus Area of Disaster Services will work through the American Red Cross, San Bernardino County Sheriffs Department, and the Office of Emergency Services COAD (Community Organizations Active in Disaster) to provide disaster prevention and mitigation through presentations at community events throughout the year. In the case of an actual disaster American Red Cross and San Bernardino County Sheriffs Department volunteers will provide response in the form of helping with evacuation centers; activation of emergency plans in specific areas though helping Sheriffs Deputies with evacuations, road blocks, command posts; and other needs that may occur while still providing for the safety of the volunteers in the time of disaster. Volunteers may also help with recovery efforts by helping to clean up after a fire or flood area, proving support to Sheriffs 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 volunteer time sheets from each volunteer station.These hours will then contribute to the national statistical performance data. Q4: CONNECTS THE FOLLOWING THREE MAJOR ELEMENTS IN THE PRIMARY FOCUS AREA TO EACH OTHER: i. THE COMMUNITY NEEDS IDENTIFIED. The community needs are identified by the Advisory Council in relationship to the geographical service area. San Bernardino County geography is subject to many natural disasters based upon the varied landscapes of mountains,valleys, and deserts. Wild Fires, earthquakes, mudslides and flash floods have been common in the past,with wild fires posing the greatest risk to life and property. Millions of dollars are spent each year to mitigate these disasters, and billions more are required in the recovery process, which is heavily driven by insurance companies.Yet, more is needed in the preparedness phase of disaster services,which is difficult to acquire when the overall economy is poor, unemployment is high, tax revenues are short of need, and public awareness is lacking. In the San Bernardino County service area the need for disaster preparedness, mitigation, response, and/or For Official Use Only Page 4 2014-64 Narratives recovery can mean the difference in lives lost and higher costs for property damage, as well as the rising costs of response personnel. 2. THE SERVICE ACTIVITIES THAT WILL BE CARRIED OUT BY RSVP VOLUNTEERS. The service activities carried out by the volunteer strongly include assistance in training of the public in disaster preparedness, mitigation, response, and/or recovery through the issuance of public education materials and in hands-on training/demonstrations on preparedness actions, response actions, and hazard types. For those volunteer who don't wish to be in the field there are volunteer opportunities to provide office and phone support as needed by the volunteer stations, some of whose services involve after-disaster relief and recovery actions. 3. THE ANTICIPATED NATIONAL PERFORMANCE MEASURE OUTPUT(S) OR, IF POSSIBLE, NATIONAL PERFORMANCE MEASURE OUTCOME(S). The anticipated national performance measure output will be Measure D6: number of RSVP volunteer service hours in disaster preparedness, mitigation, response, and/or recovery. The process of timesheet submittals and management of the volunteer service schedules clearly provides the means for gathering the data to report on this performance measure. Q5: HAS A PROGRAM DESIGN THAT INCLUDES SIGNIFICANT ACTIVITY IN SERVICE TO VETERANS AND/OR MILITARY FAMILIES AS PART OF THE PRIMARY FOCUS AREA, OTHER FOCUS AREAS, OR CAPACITY BUILDING. The San Bernardino RSVP working with the local Veterans of Foreign Wars (VFW's), the American Legion, and Loma Linda Veterans Affairs will offer volunteer opportunities to volunteers to serve veterans and/or military families as part of the other focus area. 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 tournaments, after school tutoring, 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 as Thanksgiving and Christmas as well as being part of nationwide remembrances of our active military and veterans with Veteran's Day with poppy sales and community events, and Memorial Day celebrations. For Official Use Only Page 5 2014-64 Narratives In the primary focus area of disaster services there will be opportunity for training and the ability to use skills that are already in place to help with disaster preparedness, mitigation, response and/or recovery, through the American Red Cross,Volunteer Organizations Active in Disaster (VOAD), and the San Bernardino County Sheriffs Department. Veterans and/or military families will have opportunities to serve here at home in their community to help protect homes and businesses from fires, mud slides, and earthquakes. Recruitment and Development Q6: PLAN AND INFRASTRUCTURE TO CREATE HIGH QUALITY RSVP VOLUNTEER ASSIGNMENTS WITH OPPORTUNITIES SUCH AS SHARE THEIR EXPERIENCE, ABILITIES, AND SKILLS TO IMPROVE THEIR COMMUNITIES AND THEMSELVES THROUGH SERVICE IN THEIR COMMUNITY. The San Bernardino RSVP plan for creating volunteer assignments that presents the best fit for each volunteer will involve input from staff of the respective volunteer stations, the San Bernardino RSVP Advisory Council, and RSVP Staff. The first part of the plan is to select a volunteer station that can provide each volunteer a wholesome experience. For instance, our selection of the Inland Empire American Red Cross here in San Bernardino and Victorville is because the organization serves the community in a wide range of disaster preparedness, recovery, and response activities, thereby providing a wider range of volunteer placement opportunities. Then the San Bernardino RSVP Staff gathers evaluative information on the prospective volunteer on a Volunteer Registration Form, which highlights the applicant's occupational experience, training, education, talents/hobbies,languages spoken, and physical limitations. Along with this profile, San Bernardino RSVP Staff will conduct an interview with the applicant to guide placement. The volunteer station is then included in the selection/placement process. Finally, the volunteer makes the final site acceptance decision. Q7: PLAN AND INFRASTUCTURE TO ENSURE RSVP VOLUNTEERS RECEIVE TRAINING NEEDED TO BE EFFECTIVE IN THEIR ASSIGNMENTS. San Bernardino RSVP requires that each volunteer station provide the basic training and materials necessary for the volunteer's assignment, as stated in each site's respective MOU. The level and amount of training varies by volunteer station assignment. In most situations, San Bernardino RSVP Staff has reviewed the materials used in the training or has taken the training at the volunteer station For Official Use Only Page 6 2014-64 Narratives themselves, in order to ensure a "best fit" placement and to ensure the best training experience possible. Furthermore, each volunteer station is requested to conduct a six-month performance evaluation to identify where additional training is necessary to strengthen the volunteer's service output. Q8: PLAN AND INFRASTRUCTURE TO RECRUIT A RSVP VOLUNTEER POOL FROM OF THE FOLLOWING POPULATIONS: * INDIVIDUALS OF ALL RACES, ETHNICITIES, SEXUAL ORIENTATION,AND DEGREES OF ENGLISH LANGUAGE PROFICIENCY. San Bernardino RSVP Staff brings people of diverse backgrounds together by making sure that our programs are accessible to all-- no matter their race, gender, age, income, religion and ethnicity and degree of English language proficiency. To do this, San Bernardino RSVP attends community events with recruitment tables, visits local churches and business to post the volunteer opportunities available, and advertises on various social media avenues and other public media sources. All media is provided in both English and Spanish, having a high population of Spanish-speaking residents in San 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 location where their bilingual skills can be of service, such as in libraries or with the American Red Cross. *VETERANS AND MILITARY FAMILY MEMBERS AS RSVP VOLUNTEERS. Working with the local Veterans of Foreign Wars(VFW's), the American Legion, and Loma Linda Veterans Affairs, San Bernardino RSVP Staff provides information on potential volunteer opportunities to veterans and military family members. The San Bernardino RSVP has opportunities to volunteer with other veterans or in the community at large working with the American Red Cross, libraries, and hospitals. This helps integrate the veterans and their families into the community. * RSVP VOLUNTEERS WITH DISABILITIES, INCLUDING INDIVIDUALS WITH AGE-RELATED DISABILITIES. RSVP volunteers with disabilities are recruited as any other volunteer is recruited at recruitment tables set up at community events, through flyers posted in public service buildings, through various non- profit organizations, and through VounteerMatch. For volunteers with disabilities and individuals with age-related disabilities, San Bernardino RSVP staff works with the volunteer and the volunteer station to find the opportunities which will accommodate the volunteer's specific disability in a For Official Use Only Page 7 2014-64 Narratives beneficial relationship to both the volunteer station and the volunteer,be it shorter scheduled hours or making sure there is an opportunity to sit when needed at each assignment; hence,word-of-mouth referrals also guide future volunteer placements. The City's Center For Individual Development, which serves the region's handicapped population, is a great resource for SBRSVP in identifying prospective volunteers. Q9: PLAN AND INFRASTRUCTURE TO RETAIN, RECOGNIZE, AND APPRECIATE RSVP VOLUNTEERS. To retain volunteers, project staff administers the San Bernardino RSVP Volunteer Service Satisfaction Survey to gather information once a year regarding the volunteer's level of satisfaction with the 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 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, goodie bags, and raffle prizes for the attendees. In an effort to have more volunteers attend the 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 volunteers are profiled and recognized for their outstanding community service achievements. Program Management Qii: PLAN AND INFRASTUCRURE TO ENSURE MANAGEMENT OF VOLUNTEER STATIONS IN COMPLIANCE WITH RSVP PROGRAM REGULATIONS INCLUDING PREVENTING OR IDENTIFYING PROHIBITED ACTIVITIES. Each volunteer station is required to complete a Memorandum of Understanding (MOU). The MOU of the San Bernardino RSVP lists the expectations of the volunteer station in order to align it with the RSVP Program regulations. Program staff works to cultivate a positive open relationship with volunteer site supervisors. Through station visits and interaction in the programs at the volunteer sites the program staff is able to see the work that is being done to help prevent or identify prohibited activities. The RSVP Volunteer Policies and Procedures Handbook are made available to all volunteers and volunteer stations which also provides additional calcification of the rules and regulations. As new regulations are introduced to the RSVP Program there is training through letters denoting changes in the program with additional over the phone or in-person trainings as needed. For Official Use Only Page 8 2014-64 Narratives The RSVP Manager schedules station visits on a routine face-to-face basis, as well as case-by-case as needed. Communication with volunteers at their volunteer stations is another crucial part of the plan to track compliance with RSVP program regulations. Knowing what our volunteers are doing on a daily basis and how their volunteer experience is progressing will give much insight into the way the programs are being run and the way the volunteers interpret the way services are to be provided. Q12: PLAN AND INFRASTUCRURE TO DEVELOP AND/OR OVERSEE VOLUNTEER STATIONS THAT ADDRESS SPECIFIED COMMUNITY NEEDS OUTSIDE THE PRIMARY FOCUS AREA. The plan and infrastructure to develop and/or oversee volunteers that address specified community needs outside the primary focus area is the same as those in the primary focus area. All volunteer stations will have all the resources that the San Bernardino RSVP is able to provide. Help with recruiting volunteers through community events, advertising of the volunteer position available through the San Bernardino RSVP, training on what RSVP can do for the stations and the volunteer, timesheets for tracking hours and mileage for the volunteers, additional forms as needed to help create 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 system in Volunteer Reporter 5 to track hours, mileage, volunteer and volunteer station information. Station visits are conducted annually with additional visits as needed by program staff. Also when a volunteer station has a special need or event, the San Bernardino RSVP staff and Advisory Council will be there to lend a hand or possibly find additional volunteers for short term service. Q13: PLAN AND INFASTRUCTURE TO RESPONSIBLY GRADUATE VOLUNTEER STATIONS TO MEET CHANGING COMMUNTIY NEEDS,AND DO SO IN A WAY THAT MINIMIZES DISRUPTIONS TO CURRENT VOLUNTEERS WHERE POSSIBLE. As stated in the San Bernardino RSVP policies and procedures: When making changes to volunteer stations to meet the changing community needs, San Bernardino RSVP staff will do all that is possible to minimize the disruption to current volunteers and volunteer stations where able. 1.All current volunteers will be offered a new volunteer assignment within the San Bernardino RSVP realigned volunteer stations. For Official Use Only Page 9 2014-64 Narratives 2. All current volunteers will be given the training and all materials needed to make the move to their new volunteer assignment as smooth as possible. 3. Current volunteers who wish to remain with the graduated volunteer station will be separated from the San Bernardino RSVP and will continue to volunteer with their current volunteer station, without any benefits provided by the San Bernardino RSVP. 4.All stations which have been graduated will be provided with the contact information of another local volunteer organization, such as Volunteers of America, to help them meet the need of their program. Q14: PLAN AND INFRASTUCRURE TO ASSURE THAT NATIONAL PERFORMANCE MEASURE OUTCOMES AND OUTPUTS ARE MEASURED AND COLLECTED. San Bernardino RSVP staff has created tools for the collection of performance measure outcomes and outputs with help of the Corporation for National and Community Service Resource center and tools already in place at the volunteer stations. These tools will help program staff track the impact of the 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. 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 training on the tool needing to be completed and the reason we are requesting this tool be completed. Q15: PLAN AND INFRASTRUCTURE TO MANAGE PROJECT RESOURCES, BOTH FINANCIAL AND IN-KIND, TO ENSURE ACCOUNTABILITY AND EFFICIENT AND EFFECTIVE USE OF AVAILABLE RESOURCES. All project resources both financial and in-kind are managed through policies and procedures set in place by the City of San Bernardino fiscal department; and are outlined in the Municipal Code 3.o -- Purchasing System. All purchases are tracked by the use of a Purchase Order created after the need has been determined, available funds have been verified and quotes have been obtained from local vendors to be awarded to the lowest responsive and responsible vendor. All purchase orders are submitted with proper documentation to be approved by the program staff supervisor and director of For Official Use Only Page 10 2014-64 Narratives the department. They are then forwarded onto the finance department who will once again review all submitted documents and determine budget availability for approval. From there the purchase order is delivered to the vendor for services or materials to be received. Invoice for services or materials are then matched to the P.O. and processed through Accounts Payable in the finance department. All in- kind services, materials, and financial support for the program are tracked through receipts and deposit verification forms, which, in turn, are issued via input into the City's New World financial management system. In-kind donations are managed by program staff through a process of documentation, tracking, and use. Organizational Capability Q16: PLANS AND INFRASTRUCTURE TO PROVIDE SOUND PROGRAMATIC AND FISCAL OVERSIGHT, DAY-TO-DAY OPERATIONAL SUPPORT AND DATA COLLECTION, AND CLEARLY DEFINED INTERNAL POLICIES. The City of San Bernardino operates under a hybrid Mayor-Council-City Manager form of government. The Mayor is elected by the voters at large and is the CEO of the City. The City Manager is the Chief Administrative Officer, who directs most City departments. The Department of Parks, Recreation and Community Services directly oversights the RSVP project, whereas the Finance Department's sole purpose is the application and enforcement of sound fiscal management practices and procedures regarding all city services. All City Departments follow audited public common practice financial policies and procedures as outlined in the City's Financial Operations Manual. These are all subject to Council approval and are maintained by the Finance and City Manager Departments. The City's program-based 2012-2013 Fiscal Year operates July 1st through June 30th of the following year. The Finance Department is one of 11 city departments. This department acts as the centralized and formal means of disseminating Cost Principle Guidelines, as well as Administrative Guidelines and Audit guidelines to the rest of the city departments/divisions. The City maintains a high level of checks and balances in its fiscal management systems, including an hierarchy review and approval process designed to ensure accurate budget management and timely fiscal reporting system for the Senior Services Division of the Department. The City utilizes a reliable and audited service delivery system that has effectively met or exceeded all prior years' performance objectives of the Corporation for National and Community Services. For Official Use Only Page 11 2014-64 Narratives The City's Purchasing Division assists all departments in ensuring that internal procedures are in place for all accounts payable and receivables. Budget development and use is administered by the Parks, Recreation and Community Services Department staff and further supported by the Finance Department staff, especially for travel and mileage reimbursements for volunteers. Q17: DESCRIPTIONS OF CLEARLY DEFINED PAID STAFF POSITIONS, INCLUDING HOW THESE POSITIONS WILL BE SUSTAINED AND (AS APPLICABLE) IDENTIFICATION OF CURRENT STAFF ASSIGNED TO THE PROJECT. Clearly defined roles are in place to secure the integrity of the City and all of its many partners. The City Manager's Office oversights most city services, including that of Parks, Recreation and Community Services/the RSVP and all grant-funded programs especially. In addition to other support staff, the Finance Department provides several Accountant positions (Mary Alvord) whose duties are to maintain records of revenue and expense; examine supporting documentation to establish proper authorization and conformance with agreements, contracts, and state and federal regulations; and compile and prepare routine accounting schedules and reports. The Department of Parks, Recreation and Community Services directly administers the RSVP project. From top down, the Director/Department Head(Kevin Hawkins) supervises the Recreation and Community Services Division Manager (vacant), who supervises the Community Recreation Manager (Mitch Assumma), who supervises the Community Recreation Supervisor (vacant), followed by the Recreation Coordinator (LaKeisha Jackson) and the RSVP Manager (Kimberly Littlejohn). The Director of the Parks, Recreation and Community Services Department reports to the City Manager. The RSVP Manager, Kimberly Littlejohn, has over ten years working with the San Bernardino Parks, Recreation and Community Services Department as a Summer Lunch Program monitor, which was federally-funded; a leader and coordinator for the "Creative Before &Afterschool Program" (C.A.P.S.), which is a State-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 to the position of San Bernardino RSVP Program Manager in April of 2009. Her responsibilities include, but are not limited to, recruitment of volunteers and volunteer sites, building public For Official Use Only Page 12 2014-64 Narratives awareness and support for the RSVP, planning and implementing recognition for the volunteers, development of the annual newsletter, and completing reports for the corporation and the sponsor. Shuwona Marlow, Senior Recreation Leader, works directly under Ms. Littlejohn, and has almost six years' experience with the City of San Bernardino Parks, Recreation and Community Services Department in RSVP. Ms. Marlow has several years of experience in clerical work, operating various office machines and filing systems and keeping accurate records. Ms. Marlow's responsibilities include, but are not limited to, recording time sheets, keeping records in order and up-to-date, filing, recruitment of volunteers,building public awareness and support for the program, planning and implementing recognition for the volunteers, and assisting with the annual newsletter. The Community Recreation Manager (Mitch Assumma) has administered the RSVP in San Bernardino for over four years as the supervisor of the Human Services Program Manager (Aaliyah Harkley -- recent retiree), which is currently vacant, and he has over 25 years of experience in managing municipal services in the parks and recreation field, along with a Master's Degree in Public Administration. Q18: EXAMPLES OF THE SPONSOR ORGANIZATION'S TRACK RECORD IN MANAGING VOLUNTEERS IN THE PRIMARY FOCUS AREA, TO INCLUDE, IF APPLICABLE, MEASURING PERFORMANCE IN THE PRIMARY FOCUS AREA. The City has placed community volunteers in the past in tasks involving the Primary Focus area of Disaster Services through the partnerships with the San Bernardino Sheriffs Department, California Highway Patrol, and the American Red Cross. The San Bernardino RSVP has built strong relationships with each focus area agency and their site supervisors, unit commanders, and unit support members to manage volunteers'hours monthly toward disaster preparedness, prevention, and support activities. Monthly hours are tracked though timesheets provided by the San Bernardino RSVP Staff and recorded in the hours tracking software Volunteer Reporter 5. The San Bernardino RSVP has recorded 135,002 volunteer hours for the last RSVP project period of October 1, 2010 through March 30, 2012 (18-month period) and has been providing such services since 1975. Site visits are conducted to ensure that all the needs of the program and the volunteers are being met to the best of the San Bernardino RSVP's ability. In the past five years especially, performance outcomes For Official Use Only Page 13 2014-64 Narratives for RSVP have all been favorable. Q19: STRONG ORGANIZATIONAL INFRASTRUCTURE, INCLUDING: I. TANGIBLE ASSESSTS SUCH AS FACILITIES, EQUIPMENT. The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and Volunteer Program, which is funded through a combination of the City's General Fund and Community Development Block Grants. The 5th Street Senior Center is ADA compliant and is 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, 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 Department maintains all building maintenance. Equipment and supplies are purchased as needed through the City's chain of command, utilizing best practice principals. II. GOVERNANCE STRUCTURE AND OPERATIONS SUCH AS INTERNAL POLICIES, PURCHASING PROCEDURES, AND PERSONNEL MANAGEMENT. The Director of Parks, Recreation and Community Services is responsible for the activities of its human resources, including recruitment, training, promotion, and retention; establishment of daily work schedules and routines,budget development and use; and communication of performance outcomes. The City of San Bernardino fiscal management procedures, including budget control, accounting systems, cash and banking procedures, payroll systems, and internal auditing, are operated, managed, and controlled through the City of San Bernardino Finance Department. The budget process is facilitated and administered annually via the Mayor, City Council, and City Administration. Variances in budgeted expenses are analyzed by the City Manager and Finance Departments. Reports on such data are disseminated quarterly. Individual City departments manage their own budget and each department head is accountable to the City Manager. An independent auditor reviews city financial records annually. III. ROLE OF A COMMUNTIY PARTICIPATION GROUP, SUCH AS AN RSVP ADVISORY COUNCIL, TO ENSURE INPUT FROM THE COMMUNITY. The City of San Bernardino RSVP has an RSVP Advisory Council in place with six members on the council and growing. Council members are pulled from current RSVP Volunteers, other Senior For Official Use Only Page 14 2014-64 Narratives Corporation program directors, and from other community groups such as service groups, non- profits, and churches. Council members have worked with RSVP staff in 2012 to create a community survey to help the San Bernardino RSVP focus on community needs. Council members are in the process of creating new programs in which council members help get the word out about the importance of volunteering in our communities to youth and other senior volunteers. Council members recently helped to fundraise over $250 in cash and in-kind donations for the San Bernardino RSVP to help support volunteer recognitions and to buy supplies this past 2011-2012 fiscal year when the program was trimmed 2o% of federal funds. IV. ROBUST FINANCIAL MANAGEMENT SYSTEM AND PAST EXPERIENCE MANAGING FEDERAL GRANT FUNDS. All purchases are done on a purchase order; claims are approved by accounts payable. If approved accounts payable mails out the check to the vendor. Check copies are not available; however, the check number is listed on the system under the vendor's file. Payments are input by the Accountant every quarter. When money is wired it goes directly to the Treasurer's Office. The Treasurer's Office prepares a TR for deposit by Finance. The Secretary of Finance is responsible for the receipting in of all payments. The accountant is given a copy of the receipting of funds. Prior to the purchase the information by the program sends paperwork to the Parks and Recreation Main Office for inputting of the purchase order. Depending on the purchase price, if$500 and below a short form purchase order is required, on any purchases made over the $5oo amount a long form purchase order is required along with three bids. The purchase is then entered into the system. The City of San Bernardino Parks, Recreation and Community Services Department are constantly seeking alternative funding resources in support of their community serving mission. The detailed list below shows some of the grants received by our department (directly related to service programs). Senior Nutrition Program -- 1978-- 2012 San Bernardino Head Start Program -- 1992 -- 2009 Nutrition Network Program -- 1998-- 2012 San Bernardino Mentoring Program -- 1992 -- 2009 RSVP (Retired Senior Volunteer Program) -- 1975 -- 2012 SCP (Senior Companion Program) -- 1975 - 2012 For Official Use Only Page 15 2014-64 Narratives Q2o: DEMONSTRATES THE ADEQUACY AND SUSTAINABILITY OF THE APPLICANT'S PROPOSED REQUIRED NON-FEDERAL FINANCIAL SHARE. The City of San Bernardino RSVP has met or exceeded its required non-federal financial share of the project each and every year of the past 36 years of funding. The percentage of the City's non-federal financial share or match the past five years has been: 2010-2012 (18-month cycle) 38%, 2009-2010 44%, 2008-2009 47%, 2007-2008 49%, and 2006-2007 35%. The current year 2012-2013 grant match is 47%. Q21:PLAN AND INFRASTRUCTURE TO PROVIDE APPLICABLE COSTS AND REIMBURSABLE EXPENSES TO VOLUNTEERS SUCH AS TRANSPORATION, MEALS, AND INSURANCE,AS WELL AS PLANS AND INFRASTRUCTURE TO PROVIDE CRIMINAL HISTORY BACKGROUND CHECKS AS APPROPRIATE. In order to track and provide reimbursable expenses to volunteers, such as for travel expenses, the San 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 policies and procedures manuals, as well as in the Directors' Directives. San Bernardino RSVP staff determines mileage through Google Maps & Directions, and this is printed out and attached to each volunteer's timesheet. Each day a volunteer drives they mark this on their timesheet which is then signed as accurate by their site supervisor. All mileage is then entered into the volunteer tracking system called Volunteer Reporter 5. All mileage is paid out at $0.25 per mile, or if a volunteer rides the bus, there is a reimbursement of$0.50 per day, at a maximum of$10.00 per month paid out once a quarter to save money on the processing of the checks. Every RSVP Volunteer is covered by excess accident insurance (up to $25,000 per accident, with $2,500 for loss of life) and personal liability insurance (up to $1,000,000 per incident) under Corporate Insurance Management (CIMA). Drivers are also covered by excess automobile liability (up to $500,000 per accident). This coverage is in effect during volunteer hours and while traveling directly to and from the volunteer station. The City follows the recommended policies and procedures of the Corporation regarding vehicle For Official Use Only Page 16 2014-64 Narratives accident reporting and administration. All volunteer-related accidents (major and minor) are reported promptly to the volunteer's immediate supervisor, who will complete a Volunteer Insurance Claim Form and send it to the Senior Corps office. In case of an automobile accident, the volunteer must also supply a copy of the Accident Report to the program staff. After the volunteer's primary health insurance has paid, a claim will be filed to CIMA to reimburse the deductible and any remaining balance. Eyeglasses broken on the job are also covered, up to $50 each on the frame and lenses. Denture repair is covered to $250, and treatment to natural teeth up to $500. See the CIMA Insurance Brochure, included with your orientation literature for more detailed information. All of the above information is provided to the San Bernardino RSVP Volunteers in their Policies and Procedures manual. Criminal History Background Checks are performed by each respective volunteer station in a manner that best meets their individual work station regulations and requirements. (The City has an in-house process in place for criminal history background checks through the Police Department for its own employees and volunteers.) Q22: THE ADEQUACY AND REASONABLENESS OF THE BUDGET TO SUPPORT RSVP VOLUNTEER RECRUITMENT, SUPPORT,AND RECOGNITION. The budget allows San Bernardino RSVP staff the ability to provide recognition for volunteers both in the Inland Empire area, but also in the High Desert area, making attending recognition more convenient for those volunteers who don't wish to travel down to the San Bernardino area. This has helped to increase the attendance of volunteers from the High Desert area by almost double in the past two years this has been in effect. Additional support funds for entertainment are fundraised by 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 help aide in recruitment. Most of these events are free to attend, but funds have been budgeted to attend several events throughout the year. Funds have been budgeted to support the volunteers through mileage reimbursement at $0.25 per mile at a maximum of$10.00 per month paid quarterly to save money on the processing of the checks. Volunteer insurance is provided to all volunteers while For Official Use Only Page 17 2014-64 Narratives at their assigned volunteer stations and or events. Q23: THE ADEQUACY AND REASONABLENESS OF REQUIRED NON-FEDERAL FUNDS BUDGETED. The City of San Bernardino RSVP meets at least the 3o% match required by the federal guidelines. This match is reflected through in-kind contribution of space in-kind as well as matching funds to help support project personnel expenses and fringe benefits, supplies, volunteer travel, insurance, and volunteer recognition. Other-na N/A PNS Amendment(if applicable) N/A For Official Use Only Page 18 2014-64 Performance Measures % of Unduplicated Volunteers in Work Plans that result in Outcomes: 20% % of Unduplicated in the Primary Focus Area: 46% [Performance Measure: 1.1 Other' ,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%) per the Bureau of Labor Statics in August 2012. The Medium household income is $55,845 which is 9% lower than the national average and 14.8 % of the population lives below the poverty level, compared to 13.7% at the nation level (2006-2010 US Census 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 greater opportunities for employment. 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 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. Number of Volunteer 2 ,Focus Area: Economic Opportunity Objective: Employment Stations: (Anticipated 'Unduplicated Volunteers: 5 (Anticipated Volunteer 'Contributions: 10 Service Activity: Other 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, with 25 of those completing the course will be hired in a new job as a result of job training services provided. RSVP Volunteers will volunteer at least 4 hours per week and the service will take place at the Senior Community Services Employment Agency and the San Bernardino Employment Training Agency (SEBTA) locations within the service area. Anticipated 02: Number of econ disadv individuals receiving job training or other skill development services. Output: !Target:60 How Measured: Attendance Log Instrument Description Attendance log collected monthly: attendance log completed by volunteer site for all participants in the program served by RSVP Volunteers. Anticipated II Outcome: 010: Number of econ disadv individuals placed in jobs. Target: 15 How Measured: Acceptance Letter from Employer I Instrument Description A copy of the Acceptance Letter from the New Employer given to (Performance Measure: 2.1 Other !Community Need to be Addressed: I Other community priorities for the San Bernardino RSVP based upon current services provided are: Volunteer citizen patrol through the V ictorville 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 Redlands Senior Nutrition; Hospital support at the Community Hospital of San Bernardino. RSVP Volunteers will provide 10,000 For Official Use Only Page 19 2014-64 Performance Measure: 2.1 Other hours annual in volunteer citizen patrol, in congregate meals served, and in hospital support in many different areas including, front desk greater, gift shop,work shop, and other areas as needed. Number of V olunteer 5 , Focus Area: Other Community Priorities Objective: Other Vtations Anticipated 'Unduplicated IV olunteers: 67 lAnticipated Volunteer Contributions:67 Service Activity: Other Service Activity RSVP Volunteers will provide 10,000 hours annual in volunteer citizen patrol, serving congregate Description: meals, and hospital support in many different areas including, front desk greater, gift shop, work shop, and other areas as needed. These services will help the V ictorville CHP; Hesperia Sheriff's Department Equestrians on Patrol; City of San Bernardino Senior Nutrition at the 5th Street Senior Center, Perris Hill Senior Center and Highland Senior Center, Redlands Senior Nutrition and Community Hospital of San Bernardino provide services to the community which might not be possible without volunteer support. Anticipated OT1: SC1Grantee met their target for community priority activity. (Yes/No) Output: Target: 1 How Measured: Other 'Instrument Description RSVP Volunteer will fill out time sheet each month signed off by site supervisor and sent to the RSVP main office. Anticipated No outcome selected— Outcome: -- Target: How Measured: Instrument Description — — Performance Measure: 3.3 Assisting with Preparation Community Need to be Addressed: In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster 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 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 Organizations Active in Disaster (GOAD), 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 672,657 people according to the 2010 U.S. Census Bureau. The partnership with the San Bernardino RSVP will bring more volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in disaster services. 125 Volunteers working at 7 Volunteer Stations: American Red Cross, Apple Valley Police, Hesperia Sheriff's Department, Phelan For Official Use Only Page 20 2014-64 Performance Measure: 3.3 Assisting with Preparation Sheriff's Department,Twin Peaks Sheriff's Department, Yucaipa Sheriff's Department, and Community Organization Active in Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness, mitigation, response, and/or recovery. Number of V olunteer 7 Focus Area: Disaster Services Objective: Disaster Assistance Provided Stations: lAnticipated 'Unduplicated 'Volunteers: 100 Anticipated V olunteer Contributions: 120 I Service Activity: Assisting with Preparation Service Activity 100 Volunteers will provide at least 5 hours per month: through community events, training and Description demonstrations, and the handing out of public education materials,volunteers will provide disaster prevention to the community they serve with the San Bernardino Sheriff's Department, American Red Cross, and Community Organization Active in Disaster. Anticipated (PRIORITY) D6: Number of RSVP service hours in disaster assistance Output. !Target: 100 How Measured: Other (Instrument Description RSVP Volunteer will fill out time sheet each month, signed off by site supervisor and sent to the RSVP main office. Anticipated Outcome: —No outcome selected— 'Target: How Measured: Instrument Description Performance Measure: 3.4 Assisting with Mitigation (Community Need to be Addressed: In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster 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 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 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 672,657 people according to the 2010 U.S. Census Bureau. The partnership with the San Bernardino RSVP will bring more volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in disaster services. 125 V olunteers working at 7 V olunteer Stations: American Red Cross, Apple V alley Police, Hesperia Sheriff's Department, Phelan Sheriff's Department,Twin Peaks Sheriff's Department, Yucaipa Sheriff's Department, and Community Organization Active in Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness, mitigation, response, and/or recovery. For Official Use Only Page 21 2014-64 Performance Measure: 3.4 Assisting with Mitigation Objective: Disaster Assistance Provided Number of 7 Focus Area: Disaster Services Volunteer Stations IlAnticipated Unduplicated 'Volunteers: 5 ;Anticipated Volunteer Contributions: 15 Service Activity: Assisting with Mitigation Service Activity 5 volunteers will provide at least 5 hours per month for 12 months: As able through the San Description' Bernardino Sheriff's Department, American Red Cross, and Community Organization Active in Disaster,volunteers will provide disaster mitigation, though area clean ups and as needed, to help protect the community from a disaster. Anticipated (PRIORITY) D6: Number of RSVP service hours in disaster assistance Output: Target:300 How Measured: Other 'Instrument Description RSVP Volunteer will fill out time sheet each month, signed off by site supervisor and sent to the RSVP main office. ,Anticipated Outcome: —No outcome selected— Target: How Measured: Instrument Description Performance Measure: 3,1! Responding Community Need to be Addressed: In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster 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 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 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 672,657 people according to the 2010 U.S. Census Bureau. The partnership with the San Bernardino RSVP will bring more volunteer to each volunteer station to provide the man power needed to support the need of the geographic service area in disaster services. 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 Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness, mitigation, response, and/or recovery. Number of V olunteer 7 (Focus Area: Disaster Services Objective: Disaster Assistance Provided Stations: For Official Use Only Page 22 2014-64 Performance Measure: 3.1 Responding ,Anticipated 10 ;Unduplicated Volunteers: (Anticipated 15 I Volunteer (Contributions: Service Activity: Responding Service Activity 10 volunteers will provide at least 600 hours annually responding to disasters to provide support Description to those impacted through the San Bernardino Sheriff's Department, American Red Cross, and Community Organization Active in Disaster. Service activities may include helping with set up of evacuations centers or collection of needed supplies during a local disaster Anticipated (PRIORITY) 06: Number of RSVP service hours in disaster assistance 'Output: 'Target:600 How Measured: Other Instrument Description RSVP Volunteer will fill out time sheet each month, signed off by site supervisor and sent to the RSVP main office. Anticipated —No outcome selected— Outcome I Target: How Measured: 1 Instrument Description - - — — (Performance Measure: 3.2 Assisting with Recovery Community Need to be Addressed: ' In the San Bernardino RSVP service area there are many different environments which lead to high need for disaster preparedness, response, mitigation, and/or recovery. Each year CAL FIRE (The Department of Forestry and Fire Protecti ) on 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 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 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 more 672,657 er people acaccording lluntee station Oto U.S. Census provide the Bmanapowereneededrto support the San the needeofa engeographic llservnge area in volunteer to services. 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 Disaster (CODA),will provide 18,000 hours annually to support disaster preparedness, mitigation, response, and/or recovery. Number of V olunteer 7 Focus Area. Disaster Services Objective Disaster Assistance Provided Stations ,Anticipated Unduplicated 10 'Volunteers For Official Use Only Page 23 2014-64 [Performance Measure: 32 ' Assisting with Recovery Anticipated 15 Volunteer Contributions: Service Activity: Assisting with Recovery Service Activity 10 volunteers will provide at least 15 hours each year providing assistance with recovery for Description: those impacted after a disaster through the San Bernardino Sheriff's Department, American Red Cross, and Community Organization Active in Disaster. Activities may very: but could include area clean up and information on additional resources that may be provided by other agencies. Anticipated (PRIORITY) D6: Number of RSVP service hours in disaster assistance Output: 'Target: 150 How Measured: Other ,Instrument Description RSVP Volunteer will fill out time sheet each month, signed off by site supervisor and sent to the RSVP main office. Anticipated —No outcome selected— Outcome: Target: How Measured: Instrument Description 'Performance Measure: 4.1 Transportation 'Community Need to be Addressed: 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 Development). 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 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 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 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. Number of Volunteer 7 Focus Area: Healthy Futures Objective: Aging in Place Stations: Anticipated 'Unduplicated 'Volunteers: 5 'Anticipated V olunteer Contributions:5 Service Activity: Transportation For Official Use Only Page 24 2014-64 Performance Measure: 4.1 Transportation 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) to the store, doctor's appointments or other short trips as needed from the Highland Senior Center, Hinkley Senior Center and other senior centers as programs are developed.. This will help participants be more independent for longer. Anticipated (PRIORITY) H8: Number of individuals receiving independent living services Output. ,Target:25 How Measured: Activity Logs Instrument Description An activity log of each participants interaction with a RSVP Volunteer in one of the aging in place activities, collected each month and signed off by the site supervisor. Anticipated i Outcome: (PRIORITY) H9: Number of individuals with disabilities having increased social suppor Target 15 How Measured: Survey Instrument Description Survey collected each year to determine how many older adults report having increased social ties/perceived social support. Conducted by RSVP Volunteers to participants served by RSVP Volunteers. Performance Measure: 4.2 Companionship Community Need to be Addressed: 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 Development). 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 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 V isitor 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 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 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. Number of Volunteer 7 ' Focus Area: Healthy Futures Objective: Aging in Place Stations: Anticipated !Unduplicated Volunteers: 45 Anticipated Volunteer Contributions:45 Service Activity: Companionship For Official Use Only Page 25 2014-64 1Performance'Measure: 4.2 Companionship Service Activity Description: 45 San Bernardino RSVP Volunteers will provide companionship through Personal Assistance League (PAL) and You Are Not Alone (YANA) to individuals who are homebound due to disability, injury, or age. Volunteers at Senior Centers will provide companionship to individual who are 65 years or older. Participants will receive companionship for at least one hour per week with volunteers providing at least 4 hours per week at the 5th Street Senior Center, Highland Senior Center, Perris Hill Senior Center, Hinkley Senior Center, Redlands Senior Center and other senior centers as programs are developed. Anticipated (PRIORITY) H8: Number of individuals receiving independent living services Output: Target:75 How Measured: Activity Logs Instrument Description An activity log of each participants interaction with a RSVP Volunteer in one of the aging in place activities, collected each month and signed off by the site supervisor. ,Anticipated Outcome: (PRIORITY) H9: Number of individuals with disabilities having increased social suppor Target: 60 How Measured: Survey , Instrument Description Survey collected each year to determine how many older adults report having increased social ties/perceived social support. Conducted by RSVP Volunteers to participants served by RSVP Volunteers. (Performance Measure: 5.1 ` Other community-based activity that serves VETS (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 on a daily basis, beyond referrals to services provided by the government. By building this community Veterans will be able to have the support system they need to have a higher quality of life. 11 RSVP Volunteers will volunteer 6336 hours per year at 11 volunteer stations. 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 ' tournaments, 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 as Thanksgiving and Christmas as well as being part of nationwide remembrances of our active military and veterans with Veteran's Day with poppy sales and community events, and Memorial Day celebrations. Number of Focus Area: Veterans and Military Families Objective: Veterans & Families Served V olunteer 11 Stations: ,Anticipated 'Unduplicated Volunteers: 11 Anticipated V olunteer Contributions: 11 Service Activity: Other community-based activity that serves VETS Service Activity Description: For Official Use Only Page 26 2014-64 'Performance Measure: 5,1 Other community-based activity that serves VETs Anticipated (PRIORITY) V1: Number of veterans receiving CNCS-supported assistance Output: Target:6336 How Measured: Activity Log Instrument Description Sign in sheet for each program veterans participated in who are served by RSVP Volunteers, collected each month. Anticipated Outcome: —No outcome selected— Target: How Measured: Instrument Description [Performance Measure: 6.1 Other community-based activity that serves VETs 'Community Need to be Addressed: 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 population of military families due to the count's three military bases: Ft. Irwin, an Army National Training Center; Twentynines 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 quality of life. 11 RSVP Volunteers will volunteer 6336 hours per year at 11 volunteer stations. Volunteers will have significant actives in service which will impact the daily lives of 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 tournaments, 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 as Thanksgiving and Christmas as well as being part of nationwide remembrances of our active military and veterans with Veteran's Day with poppy sales and community events, and Memorial Day celebrations. Number of Focus Area: Veterans and Military Families Objective: Veterans & Families Served V olunteer 11 Stations: Anticipated Unduplicated Volunteers: 11 Anticipated Volunteer Contributions: 11 Service Activity: Other community-based activity that serves VETS (Service Activity Description: San Bernardino RSVP V olunteers will provide weekly programs and monthly special community 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. Volunteers will have significant actives in service which will impact the daily lives of 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 tournaments, 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 as Thanksgiving and Christmas For Official Use Only Page 27 2014-64 Performance Measure: 6.1 Other community-based activity that serves VETS Anticipated (PRIORITY) V8: Number of veterans family members receiving CNCS-supported assistance Output: Targ et:6336 How Measured: Attendance Log Instrument Description Sign in sheet for veteran's family members participating in activities provided by RSVP Volunteers collected each month. Anticipated Outcome No outcome selected— Target: How Measured: ' Instrument Description For Official Use Only Page 28 2014-64 Required Documents Document Name Status Aggregate Dollar Amounts of funding Not Applicable Annual Assessment Not Applicable Board of Directors Sent Community Advisory Group Names and Addresses Already on File at CNCS Financial Statement Audit or SF-990 Already on File at CNCS Negotiated Indirect Cost Agreement Not Applicable Organizational Chart Sent Project Director's Job Description Already on File at CNCS Roster of Volunteer Stations Sent Statement of Audit Status Sent For Official Use Only Page 29 2014-64 RPT BGT 424 January 22,2014 1:47 PM RSVP-San Bernardino City of San Bernardino Application ID: 14SR157675 Budget Dates:04/01/2013-03/31/2016 Total Amt CNCS Share Grantee Share Excess Amount Section I.Volunteer Support Expenses A.Project Personnel Expenses 52,716 30,655 19,425 2,636 B. Personnel Fringe Benefits 2,768 1,556 1,076 136 FICA 0 0 0 0 Health Insurance 7,308 4,020 2,923 365 Retirement 7,004 2,802 3,852 350 Life Insurance 0 0 0 0 Total $17,080 $8,378 $7,851 $851 C.Project Staff Travel Local Travel 225 225 0 0 Long Distance Travel 1,000 1,000 0 0 Total $1,225 $1,225 $0 $0 D.Equipment E.Supplies 1,167 473 694 0 F.Contractual and Consultant Services I.Other Volunteer Support Costs 1,078 0 1,078 0 Criminal Background Check 0 0 0 0 Total $1,078 $0 $1,078 $0 J. Indirect Costs Section I.Subtotal $73,266 $40,731 $29,048 $3,487 Section II.Volunteer Expenses A.Other Volunteer Costs Meals 0 0 0 0 Uniforms 0 0 0 0 Insurance 1,154 632 522 0 Recognition 2,944 1,622 1,322 0 Volunteer Travel 16,560 4,325 12,235 0 Total $20,658 $6,579 $14,079 $0 Section II.Subtotal $20,658 $6,579 $14,079 $0 Budget Totals $93,924 $47,310 $43,127 $3,487 Funding Percentages 52.3% 47.7% Required Match n/a #of years Receiving CNCS Funds n/a EXHIBIT "B" Form 424A Modified SF-424A(4/88 and 12/97) Page 1