HomeMy WebLinkAbout2015-142 I RESOLUTION NO. 2015-142
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE GRANT APPLICATION SUBMITTAL,
3 ACCEPTING THE GRANT AWARD FOR YEAR ONE OF A 3-YEAR GRANT
4 CONTINUATION, AND APPROPRIATING GRANT EXPENDITURES FROM THE
CORPORATION FOR NATIONAL AND COMMUNITY SERVICE FOR THE
5 SENIOR COMPANION PROGRAM (SCP) IN THE AMOUNT OF $287,788 FOR
6 THE PERIOD OF JULY 1, 2015 THROUGH JUNE 30, 2016.
7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. That the Mayor and Common Council hereby ratify the submittal of the
10 continuation grant application to the Corporation for National and Community Service, a copy
of which is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully
11
as though set forth at length; and
12
13 SECTION 2. That the City Manager is hereby authorized to accept the grant in the
14 amount of$287,788 to continue the administration and operation of the Senior Companion
15 Program for the period of July 1, 2015 through June 30, 2016, a copy of which is attached
16 hereto, marked Exhibit"B" and incorporated herein by reference as fully as though set forth at
17 length; and
18
19 SECTION 3. That the City Manager is hereby authorized to accept the terms and
conditions of the grant award for the Senior Companion Program, a copy of which is attached
20 hereto, marked Exhibit"C" and incorporated herein by reference as fully as though set forth at
21 length; and
22
23 SECTION 4. That the Finance Director or designee is hereby authorized to
24 appropriate $287,788 in additional grant expenditures for FY2015-16 (Total with match
25 $332,977), a copy of which is attached hereto, marked Schedule "H" and incorporated herein
26 by reference as fully as though set for at length; and.
SECTION 5. That the authorizations granted herein are rescinded if the Amendment
27
is not fully executed/ issued within sixty (60) days of the passage of this Resolution.
28
1
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE GRANT APPLICATION SUBMITTAL,
2 ACCEPTING THE GRANT AWARD FOR YEAR ONE OF A 3-YEAR GRANT
CONTINUATION, AND APPROPRIATING GRANT EXPENDITURES FROM THE
3 CORPORATION FOR NATIONAL AND COMMUNITY SERVICE FOR THE
4 SENIOR COMPANION PROGRAM (SCP) IN THE AMOUNT OF $287,788 FOR
THE PERIOD OF JULY 1, 2015 THROUGH JUNE 30, 2016.
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 joint regular meeting thereof, held
8 on the 6th day of July, 2015, by the following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10
11 MARQUEZ X
12 BARRIOS X
13 VALDIVIA X
14 SHORETT X
15
NICKEL X
16
17 JOHNSON X
18 MULVIHILL X
19
20 jGeorge Hanna, CiG Clerk
21 The foregoing resolution is hereby approved this / day of July, 2015.
22 �
t
23 z( La �,f
24 R. Carey Dtnardino
, Mayor
25 City of San
Approved as to Form:
26 Gary D. Saenz, City Attorney
27
28 By-
2
EXHIBIT GG C61-pardt101t for 11150West0l mpic Blvd.,STE 670
n NATIONAL& Los Angeles,CA 90064
COMMUNITY 310-235-7421
SI"RV ICE C= I NatlonalService.gov
To: Mitch Assumma,Community Recreation Manager
Teri Dobbs,Project Director
From: Greg Ericksen,Program Officer
Date: March 12,2015
Re: SCP Grant Renewal#: 12SCPCA003
Links:
1. Grant Application;(PDF)
2. Performance Measures Instructions;(PDF)
3. Aggregate Funding Form; (Excel)
4. eGrants Visual Instructions for Entering Grant Application; (PDF) (PDF,508 compliant)
Attachments:
1. Financial Management Survey(WORD)
2. Supplemental(optional) Performance Measures Worksheet
We invite you to submit your application for renewal(Year 1 of 3)of the Senior Corps grant sponsored
by your organization,using eGrants. You are invited to re-apply based on the determination that your
project is continuing to meet the eligibility criteria. Project approvals are based on the quality of the
application, satisfactory management,administration and programmatic performance. Please review
this entire memo prior to creating your project application in eGrants.
NOFA Opens: February 27,2015
Application due Date: A ril 22, 2015
Please choose the following NOFA:
• FY 2015 SCP Quarter 4 Year 1 of a multi-year grant
FY 2015 Federal Funding Levels:
Budget Period(one year): 7/1/2015—6/30/2016
Project Period (multi-year): 7/1/2015—6/30/2018
FY 2015 Total Federal funding level: $287,788
DISASTER SERVICES I ECONOMIC OPPORTUNITY I EDUCATION I ENVIRONMENTAL STEWARDSHIP HEWHY FUTURES I VETERANS AND MILITARY FAMILIES
AMERICORPS 1 SENIOR CORPS I SOCIAL INNOVATION FUND
#Federal VSYs 62
2015 Instructions for Senior Companion Program (SCP)
Renewal Applicants
A revised version of the Senior Corps Grant Application was approved by the Office of Management
and Budget (OMB). You will use this version of the Grant Application for completion of the grant
renewal. The Grant Application, as well as the Senior Companion Program Performance Measures
Instructions and Performance Measures Planning Worksheets,are accessible to you via the links listed
above.
The revised Senior Corps Grant Application includes the new performance measures
requirements for SCP. These new requirements are included in the:
• Program Narrative Sections
• Performance Measures and Work Plans Section
You will use a new component of eGrants,the Performance Measures Module (PMM),to enter your
performance measures.The Performance Measures Module will use your input to generate your work
plans. The eGrants Instructions referenced and linked on page one will step you through entering
data.Please refer to these instructions as needed.
Healthy Futures,Aging in Place: Performance Measures Technical Assistance Available
Free technical assistance (TA) is available to SCP and RSVP projects that will be implementing the
Healthy Futures measures for "aging in place" (H8-9, H13-14). The comprehensive TA resources
posted at the Knowledge Network have been tested by other SCP and RSVP projects:
https://www.nationalserviceresources.gov/scp-surveys.They include the surveys,FAQs,instructions
for different data collection options, sample forms, an easy spreadsheet for summarizing the survey
data,and other resources. If you have any questions,please feel free to contact JBS International,the
TA service provider at Senior Corps Survey Technical Support:
Phone: 1-800-207-0750
Email: SCSurve a,ibsR international.com.
As always, please remember that all work should be completed and SAVED in a Word document
PRIOR to copying and pasting into eGrants.
DISASTER SERVICES I ECONOMIC,OPPORTUNITY I EDUCATION 1 ENVIRONMENTAL.STEWARDSHIP I HEALTHY FUTURES I VETERANS AND MILITA.R':
AMERICORPS E SENIOR CORPS 1 SOCIAL INNOVATION FUND
Budget Guidance
All Senior Corps grantees must budget for training of the Project Director, which may include any
training event approved by the Corporation State Office. Grantees may budget for an additional staff
member to attend the event,if funds permit. The recommended amount, for budgeting purposes is
$1,000.Long distance travel funds may be re-budgeted later in the year,depending on actual training
activities.
Narratives
Please review the new Performance Measures and Requirements as included in the updated Senior
Corps Grant Application and as listed in the Performance Measures Instructions document referenced
on page one. Please construct your narratives to address the new questions included in there. As
always, you can develop your narratives in a word processing document to copy and paste into
eGrants.
Please note that the total page limit for the Narrative Section of the Grant Application is 25 pages.
Keep in mind there is no spell or grammar check in eGrants. Click on a category on the left (i.e.
Strengthening Communities, etc.), then fill in the box on the right with your text for that particular
category. Double-clicking the on the right will open up the text editor which is an optional way to
enter text.
Volunteer Station Rosters
You will enter and/or update your volunteer station roster information directly in eGrants. The
eGrants Visual Instructions,linked above,provide a step-by-step guide for you to enter/update your
volunteer station roster.You are no longer required to submit an Excel spreadsheet version of your
Volunteer Station Roster as a separate document.
Required Documents
• You must submit the required documents as outlined on pages 21-22 of the Grant Application.
Please refer to the column for Current Senior Corps Grantees.
• You will be required to indicate the status of each document in the Required Documents section
of eGrants.
DISASTER SERVICES I ECONOMIC OPPORTUNITY 1 EDUCATION 1 ENVIRONMENTAL STEWARDSHIP I HEALTHY FUTURES I VETERANS ANDMILITAR`
AMERICORPS 1 SENIOR CORPS I SOCIAL INNOVATION FUND
Authorization,Assurances,and Certifications
The person who electronically signs these 3 items by clicking"I Agree"must be authorized by your
agency to do so. Usually, this person is the Executive Director or CEO. It generally should not be
the Project Director. The correct person must be logged in under his/her own account before
pressing"I Agree."
Contractor Registration Required
System for Award Management(SAM) combined the federal procurement system and the catalog of
Federal Domestic Assistance into one new system. SAM collects,validates, stores, and disseminates
data in support of Federal agency contracts,grant awards, cooperative agreements, and other forms
of federal assistance.
All grant recipients are required to maintain a valid registration,which must be renewed annually.The
information previously maintained in the Central Contractor Registration (CCR) is contained within
the Entity Management area in SAM. Even if you were previously registered in the CCR,you must
register in SAM to transition and manage your data.
Applicants that are not already registered with SAM are urged to begin the registration process
immediately in order to avoid any delays in the awarding process,if selected.Applicants must have a
DUNS number in order to register with SAM. To register online go to
https://www.sam.gov/12ortal/public/SAM/.
Final Thought
Please schedule a phone call with your program manager in the State Office to discuss your application
as needed.
DISASTER:SERVICES I ECONOMIC OPPORTUNITY I EDUCATION I ENVIRONh1ENTALSTEWARDSNIP I REAU14Y FUTURES I VETERANS AND MILITAR'
AMERICORPS I SENIOR CORPS I SOCIAL INNOVATION FUND
PART I - FACE SHEET
APPLICATION FOR FEDERAL ASSISTANCE 1.TYPE OF SUBMISSION:
Modified Standard Form 424(Rev.02107 to confirm to the Corporation's eGrants System) Application X❑ Non-Construction
a.DATE SUBMITTED TO CORPORATION 3.DATE RECEIVED BY STATE STATE APPLICATION IDENTIFIER
OR NATIONAL AND COMMUNITY
SERVICE(CNCS):
06103/15
b.APPLICATION D: 4.DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER:
15SC175234 06/03/15 15SCPCA003
5.APPLICATION INFORMATION
LEGAL NAME City of San Bernardino NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER
PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION(give
DUNS NUMBER: 073604563 area codes):
NAME Terese L.Dobbs
ADDRESS(give street address,city,state,zip code and county):
300 North D Street TELEPHONE NUMBER: (909)384-5413
San Bernardino CA 92418-0001 FAX NUMBER: (909)889-9801
County: INTERNET E-MALADDRESS: dobbs teCsbclty.org
6.EMPLOYER IDENTIFICATION NUMBER(EN): 7.TYPE OF APPLICANT:
956000772 7a, Local Government-Municipal
7b. Local Government,Municipal
8.TYPE OF APPLICATION(Check appropriate box).
❑NEW ❑ NEVV/PREVIOUS GRANTEE
❑ CONTINUATION ❑X AMENDMENT
If Amendment,enter appropriate letter(s)in box(es):
A. AUGMENTATION B.BUDGET REVISION
C.NO COST EXTENSION D.OTHER(specify below):
Removes Special Conditions 9.NAME OF FEDERAL AGENCY:
Corporation for National and Community Service
10a.CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.016 11.a.DFSCRIPTIVE TITLE OFAPPLICANTS PROJECT:
10b_TITLE: Senior Companion Program SCP of San Bernardino
12.AREAS AFFECTED BY PROJECT(List Cities,Counties,States,etc): 111,CNCS PROGRAM INITIATIVE(IF ANY):
Greater San Bernardino and Victor Valley areas,including the follow Ing cities: Sa
Bernardino,Colton,Redlands,Loma Linda,
13.PROPOSED PROJECT: START DATE 07(01115 END DATE 06/30/18 14.CONGRESSIONAL DISTRICT OR aApplicant f5A7371 b.Program CA 31
15.ESTIMATED FUNDING: Year#:a 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
ORDER 12372 PROCESS?
a.FEDERAL $ 287,788.00
YES.THIS PRFAFPLICATIOWAPPLDATION WAS MADE AVAILABLE
b.APPLICANT $ 45,189.00 TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR
REV IEW ON:
c.STATE $ 0.00 DATE: 21-APR-15
d.LOCAL 42 274.00 ❑ NO.PROGRAM IS NOT COVERED BY E,O.12372
e.OTHER $ 2,858.00
f.PROGRAM INCOME $ 0.00 17.IS THEAPPLICANT DELINQUENT ON ANY FEDERAL DEBT?
YES if"Yes,"attach an explanation. � NO
.TOTAL $ 332,977,00
18.TO THE BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATIONIPREAPPLICATION ARE TRUE AND CORRECT,THE DOCUMENT HAS BEEN
DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHE]ASSURANCES IF THE ASSISTANCE
IS AWARDED.
a.TYPED NAME OFAUTHORRm REPRESENTATIVE: b.TITLE: c.TELEPHONE NUMBER:
Mitchell J.Assumna (909)384-5132
d.SIGNATURE OF AUTHORIZED REPRESENTATIVE e.DATE SIGNED'
04/22/15
Page 1
Narratives
Executive Summary
An estimated sixty-two(62) Senior Companion Program volunteers will serve an average of 20 hours
per week per year for the course of a 3 year period.
Some of their activities will include:
Transportation to medical appointments, pharmacy and the grocery store.
Assistance with meal preparation and nutrition information.
Respite services to caregivers.
Providing one-on-one companionship service to frail elderly and disabled adults.
Providing referral and service coordination for other services as needed.
Supportive service to disabled adults and seniors in a day care setting.
The primary focus area of this project is Healthy Futures/Independent Living or Respite for
Caregivers.
At the end of the three-year grant, in Healthy Futures thirty-six (36) unduplicated volunteers at two
(2) volunteer stations will provide companionship and transportation service to one-hundred-forty-
four(144)homebound or older adults and individuals with disabilities for at least one(1) day or four
(4)hours per week,which will allow them to continue to live independently. One-hundred-eight
(1o8) of those individuals served will report having increased social ties or perceived social support
through a survey completed each year.Twenty(20) unduplicated volunteers at one(i) volunteer
station will provide forty(40) caregivers of homebound or adults and individuals with disabilities
respite service for a minimum of one(1)day per week or four(4)hours. Thirty(30) of those
individuals will report having increased social ties or perceived social support through a survey
completed each year. Twenty-four(24) older adults and individuals with disabilities in a day care
setting will be provided assistance by six (6)unduplicated volunteers. The activities include arts and
crafts, mealtime assistance,playing games, exercise and promoting self-esteem.
The CNCS annual federal investment of$287,788 will be supplemented by $45,132 from the City of
San Bernardino General Fund.
Strengthening Communities
1. DESCRIBE THE COMMUNITY AND DEMONSTRATE THAT THE COMMUNITY NEED(S)
IDENTIFIED IN THE PRIMARY FOCUS AREA EXIST IN THE GEOGRAPHIC SERVICE AREA:
The 2010 U.S. Census Bureau states that there are 391,477 people who are 55 years and older in San
Bernardino County, and is 17%of the county's population. The City of San Bernardino Senior
For Official Use Only
Page 2
Narratives
Companion Program's area of service is the Inland Empire region of the County.The Inland Empire
is located in the inland valley and desert area of the county with 23.4.% of individuals and families
living below the poverty level. Our SCP is currently serving 11 communities within San Bernardino
County: San Bernardino,Colton,Rialto, Fontana,Redlands, Highland, Lorna Linda,Yucaipa,
Victorville, Hesperia and Apple Valley. Information obtained from the 20io Census of the U.S.
Census Bureau indicates the population of the communities served is 1,o29,008 and encompasses a
452 square mile area. The amount of residents over the age of 65 is 193,587(8.7%). The population
by ethnicity is 53%Hispanic or Latino, and 47%Non-Hispanic or Latino. The population by race is
53% White, 11%African American, 5%Asian, 1%American Indian and Alaskan Native, .04%Native
Hawaiian and Pacific Islander, 24%other and 5%identified by two or more. In San Bernardino
County there are 14.8%of people living below the poverty level,which is 1.1%higher than the entire
State of California. The community served includes mostly low-income homebound older adults and
individuals with disabilities. Disability population statistics for San Bernardino County indicates adults
aged 21-64 with a disability is 133,630 (12.1%),64,02o are male and 69,610 are female.
Approximately 30%of all calls received by the SCP staff are by individuals with sight impairment as
their disability,have lost their ability to drive, and are in need of transportation. Our SCP volunteers
will assist in the primary focus area of Healthy Futures by providing homebound or older adults and
individuals with disabilities with transportation and other services to allow them to better live
independently. Inland Caregivers Resource Center, Pacific Hospice, and The Visiting Nurses
Association have identified respite services for caregivers as the most pressing community need. SCP
volunteers will provide respite service to caregivers which will improve social ties or perceived social
support.
2. DESCRIBE HOW THE SERVICE ACTIVITIES OF THE VOLUNTEERS IN THE PRIMARY
FOCUS AREA: HEALTHY FUTURES/INDEPENDENT LIVING AND/OR RESPITE FOR
CAREGIVERS FOR SCP WILL LEAD TO NATIONAL PERFORMANCE MEASURES OUTPUT AND
OUTCOMES:
SCP volunteers in the primary focus area of Healthy Futures/Independent Living or Respite for
Caregivers will provide service activities to include: transportation and assistance to medical
appointments,pharmacies to obtain needed medications, grocery stores and/or food banks,and other
services such as utilities pay and legal assistance to help them live more independently. SCP
volunteers will provide direct respite services to caregivers. Activity logs or timesheets will indicate the
For Official Use Only
Page 3
Narratives
hourly and financial contributions to the national performance measures. Outputs and outcomes will
also be determined by the use of annual client and caregiver surveys.
3. DESCRIBE A PLAN AND INFRASTRUCTURE TO SUPPORT DATA COLLECTION AND
ENSURE NATIONAL PERFORMANCE MEASURE OUTCOMES AND OUTPUTS ARE
MEASURED,COLLECTED,AND MANAGED:
As part of SCP's quarterly volunteer station visits, SCP staff will ensure that at least go%of
unduplicated volunteer assignments meet the requirements for the national performance measures
through diligent updating of client and volunteer files. SCP staff and Advisory Council members will
routinely conduct annual client and caregiver surveys that measure desired national outcomes.
Surveys will be collected and measured based on the measurement tool instructions. Surveys will be
kept on file in the SCP office. Survey outputs and outcomes will be reported in the annual progress
report in the E-grants system.
Recruitment and Development
1. DESCRIBE YOUR PLANS AND INFRASTRUCTURE TO CREATE WELL-DEVELOPED HIGH
QUALITY SCP ASSIGNMENTS WITH YOUR OPPORTUNITIES TO SHARE THEIR
EXPERIENCES,ABILITIES,AND SKILLS TO IMPROVE THEIR COMMUNITIES AND
THEMSELVES THROUGH SERVICE IN THEIR COMMUNITIES: SCP staff will work closely with
our volunteer station staff to create well-developed high quality SCP volunteer assignments by
matching the profiles of the volunteer with the individual needs of the clients to be served,and
ensuring that SCP volunteers are assisting to meet those needs through constant communication.
SCP staff will be able to share their experiences and community commitment to our sponsor,our
community partners,future volunteer stations and CNCS through daily conversations and periodic
written assessments or commentaries,noted in the volunteer files. We plan to include some our
current SCP volunteers in the 20 hour pre-service orientation to new volunteers to share their
experiences and be included in Q &A sessions to new volunteers.The Companions will be able to build
new skills by attending the monthly In-Service meetings. The training is generally focused around the
needs of senior citizens some examples include changes and updates to Social Security, mail fraud and
scams from the U.S. Postal Inspector,the Weatherization Program from Community Action
Partnership(CAPS), and how to obtain needed items(safety bars, ramps,sight and hearing tools,etc.)
for seniors and disabled adults from Rolling Start.The Department of Aging and Adult Services,Adult
Protective Services(APS) Division,provides training on mental,physical,and financial abuse. There
For Official Use Only
Page 4
Narratives
is also more in-depth training in areas such as how to spot changes in clients with dementia and/or
Alzheimer's disease and what type of issues need to be reported to the Ombudsman. We ask the
Companions for their input as to what topics they wish be included in the In-Service meeting and
then find the appropriate facilitator. The Companions receive additional training at their volunteer
sites in areas of mental health, how to engage clients in conversation, and how to encourage clients to
participate in activities. We utilize volunteers on the Advisory Council,where they develop leadership
skills. The Companions begin volunteer service by providing one-on-one personal care to frail elderly
and disabled adults, and they eventually develop into close relationships. The Companions are
received by clients and their families with open arms and are treated as one of the family. Through
volunteer service the Companions feel that they are making a difference in someone else's life. We
reinforce that altruistic feeling with praise,communication of successful data, and through several
volunteer recognition events throughout the year. Giving back to the community is very important to
the Companions, and most report that they feel that their lives have been enhanced through their
volunteer service.
2. DESCRIBE YOUR PLAN AND INFRASTRUCTURE TO ENSURE SCP VOLUNTEERS RECEIVE
TRAINING NEEDED TO BE A HIGHLY EFFECTIVE MEANS TO ADDRESS THE IDENTIFIED
COMMUNITY NEED(S);
SCP staff,with the assistance of the SCP Advisory Council and our volunteer stations, plan,coordinate
and conduct a survey of independent living needs and needs of adults with disabilities in our
community. We will use those needs assessment surveys to add to our current assignment plans or
care plans. We will also use the outcome of the surveys to assist us in the topics for our monthly In-
Service 4 hour training,and include those topics to our 20 hour pre-service orientation. Sign-in sheets
will be used to monitor volunteer involvement and highlight any specific shortcomings from one
volunteer to the next.
3. DESCRIBE THE DEMOGRAPHICS OF THE COMMUNITY SERVED AND PLANS TO RECRUIT
A VOLUNTEER POOL REFLECTIVE OF THE DEMOGRAPHICS OF THE GEOGRAPHIC
COMMUNITIES SERVED. THESE COULD POSSIBLY INCLUDE:
(I) INDIVIDUALS OF ALL RACES, ETHNICITIES, SEXUAL ORIENTATION,AND DEGREES OF
For Official Use Only
Page 5
Narratives
ENGLISH LANGUAGE PROFICIENCY,
The SCP staff recruits at many community outreach events and health fairs for volunteers with no
regard for race,ethnicity gender,sexual orientation and degrees of language proficiency. Individuals
with bi-lingual skills in Spanish are highly sought. We advertise on our local public supported
television station. We do have an age requirement of 55 or older for volunteers and a minimum age
Of 21 for clients. We have bi-lingual staff at the Fifth Senior Center that assist with prospective
volunteers, and there are bi-lingual volunteers that assist Spanish speaking individuals at our
volunteer stations.
(II)VETERANS AND MILITARY FAMILY MEMBERS AS SCP VOLUNTEERS,
SCP staff will work with volunteer center coordinators at the Veterans Hospital in Loma Linda,CA to
provide recruitment information to eligible Veterans and military family members to become SCP
volunteers.
(III) SCP VOLUNTEERS WITH DISABILITIES, INCLUDING INDIVIDUALS WITH AGE-
RELATED DISABILITIES.
SCP staff provide recruitment information when attending the IEDC(Inland Empire Disabilities
Collaborative)meetings and events. We will ensure that eligible disabled individuals have the
opportunity to become SCP volunteers.
4. DESCRIBE YOUR PLAN AND INFRASTRUCTURE TO RETAIN AND RECOGNIZE SCP
VOLUNTEERS:
SCP staff will conduct an annual SCP Volunteer Satisfaction Survey from all volunteers as one
method to retain volunteers. All information received from the survey is reported and we will address
any areas of dissatisfaction. SCP staff with the assistance of the SCP Advisory Council,will plan,
coordinate, and hold an Annual Volunteer Recognition Event for all volunteers. Each volunteer is
recognized for their volunteer service with a meal, a gift or gift bag,certificate of appreciation,and
lapel pins for volunteer's years of service of 1, 5, 1o, 15 and 20 years of service. We also hold a Holiday
Social in December for the volunteers. We receive many In-Kind donations for the holiday event,
cake donations,gift cards,items for goodie bags, etc.
Program Management
1. DESCRIBE THE PLANS AND INFRASTRUCTURE TO ENSURE MANAGEMENT OF
For Official Use Only
Page 6
Narratives
VOLUNTEER STATIONS IN COMPLIANCE WITH SCP PROGRAM REGULATIONS(SUCH AS
PREVENTING OR IDENTIFYING PROHIBITED ACTIVITIES):
Through the Memorandum of Understanding (MOU) agreement(which includes the self-certification
section to ensure that all volunteer stations are public or private non-profit organizations or licensed
proprietary health care facilities),each volunteer site agrees to follow the guidelines that are set inside
the agreement. Through volunteer station visits and interaction with the volunteer supervisors we are
able to see the work that is being done to identify and prevent prohibited activities. Site Supervisors
are responsible to approve timesheets and to make sure that the pay period dates, number of hours of
work, and dates of work are correct for the month being reported. Each Site Supervisor will be
provided a policies and procedures manual with pertinent forms included.They are also responsible to
give the Companion their work assignment and provide SCP staff with and assignment plan or care
plan.These volunteer stations are developed by meeting with station staff to explain how we can help
their clients,what their responsibilities will be,what our role is,and who will be supervising the
volunteers. The Program Manager will assign Companions to volunteer site to develop skills and
capabilities that would prepare the Companion for needed community service to the agency.All
Companion assignments must meet the following stipulations: Create new or expand existing
community services, provide meaningful work and the opportunity to Iearn new skills that can
possibly help both the Companion and the client, and all volunteer stations must be in a safe,drug-
free and healthy environment. The Coordinator of Volunteers will oversight each volunteer
supervisor.
2. DESCRIBE THE PLANS AND INFRASTRUCTURE TO DEVELOP AND/OR OVERSEE
VOLUNTEER STATIONS TO ENSURE THAT VOLUNTEERS ARE PERFORMING THEIR
ASSIGNED SERVICE ACTIVITIES:
SCP staff will do quarterly volunteer station visits. During those visits client and or caregiver
assignment plans or care plans will be evaluated with volunteer station supervisors to ensure that
volunteers are performing their requested activities. If changes or additions to volunteers activities
need to be made, a new care plan will be devised during that time and immediately implemented.
3. DESCRIBE THE PLANS AND INFRASTRUCTURE TO MEET CHANGING COMMUNITY
NEEDS,TO INCLUDE MINIMIZING DISRUPTION TO CURRENT VOLUNTEERS AS
APPLICABLE AND/OR GRADUATING STATIONS AS NECESSARY:
For Official Use Only
Page 7
Narratives
To meet with changing community needs SCP staff will do all that is possible to minimize disruption
to current volunteers and volunteers stations. If a problem arises at a volunteer station that becomes
a challenge greater than the resolve of the volunteers,the SCP volunteer will be given an opportunity
to volunteer for another volunteer station whenever the opportunity presents itself.
4. DESCRIBE EVIDENCE OF AN ORGANIZATIONAL TRACK RECORD IN MANAGING
VOLUNTEERS IN THE PRIMARY FOCUS AREA,TO INCLUDE,IF APPLICABLE,MEASURING
PERFORMANCE IN THE PRIMARY FOCUS AREA:
SCP volunteers have provided volunteer service to the City of San Bernardino for over forty years.
Since the beginning of receiving funding from Action and then CNCS the program has always
provided personal one-on-one service to senior citizens,then to disabled adults and then to caregivers.
Annual and semi-annual reports have always been favorable and on-time,with prompt resolution of
any discrepancies.Most recent performance measurements have been reported in E-grants. The next
three-year grant period we will be using the newest performance measurements in the Primary Focus
Area of Healthy Futures/Independent Living or Respite for Caregivers.
5. DESCRIBE PLANS AND INFRASTRUCTURE TO ENSURE THE PROJECT IS IN COMPLIANCE
WITH SCP FEDERAL REGULATIONS TO INCLUDE ESTABLISHING AN ADVISORY COUNCIL,
ENSURING VOLUNTEERS ARE PLACED IN STATIONS THAT HAVE SIGNED THE REQUIRED
MOU,AND ENSURING ALL VOLUNTEERS ARE ELIGIBLE TO SERVE IN SCP:
Two full-time SCP staff are assigned to ensure that the project is in compliance with SCP federal
regulations.The SCP Advisory Council has been re-established in the 2014-15 service year. We look to
include members from Government,Nursing, Faith based and community organizations. New
members will be recruited to the existing Advisory Council after they have a clear understanding of
their duties and the amount of time requested for them to serve. All volunteers will be placed in
volunteer stations that have a signed and current MOU,including all parties signatures.We will
ensure that only income eligible,age 55 or older individuals that pass all three areas of the criminal
history background checks are brought on board as SCP volunteers. SCP staff will evaluate
volunteer's files at the quarterly station visits to verify accuracy of records. SCP staff will ensure that
all volunteers have an annual physical exam with verification in their personnel files located in the
SCP office.
For Official Use Only
Page 8
Narratives
Organizational Capability
1.DESCRIBE THE PLANS AND INFRASTRUCTURE TO PROVIDE SOUND PROGRAMMATIC
AND FISCAL OVERSIGHT DAY-TO-DAY OPERATIONAL SUPPORT TO ENSURE COMPLIANCE
WITH SCP PROGRAM REQUIREMENTS AND TO ENSURE ACCOUNTABILITY AND
EFFICIENT AND EFFECTIVE USE OF AVAILABLE RESOURCES:
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 SCP 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 2015-2o16
Fiscal Year operates July ist through June 3oth of the following year. The Finance Department is
one of 11 city departments. This department acts as the centralized and formal means of
disseminating Cost Principle Guidelines,as well as Administrative Guidelines and Audit guidelines to
the rest of the city departments/divisions. The City 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.
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 reimbursements for volunteers.
The City of San Bernardino is celebrating forty years of demonstrated services as a provider of
Volunteer Service Programs for youth and seniors. The City of San Bernardino SCP project has been
under the sponsorship of Parks, Recreation and Community Services Department for 4o years. The
Director of Parks, Recreation and Community Services Department,Mickey Valdivia,provides support
and positive leadership for the SCP program to the City Manager, City Council and Mayor, and the
For Official Use Only
Page 9
Narratives
San Bernardino community at large. Direct support,leadership,and supervision are provided to the
program by Mitch Assumma, Recreation Division Manager. The City of San Bernardino SCP has
worked and continues to work with the San Bernardino County Department of Aging and Adult
Services, Catholic Charities, Lighthouse For The Blind,Meals on Wheels,Family Service Agency,and
various Community and Senior Centers.
2.DESCRIBE CLEARLY DEFINED PAID STAFF POSITIONS,INCLUDING (AS APPLICABLE)
IDENTIFICATION OF CURRENT STAFF ASSIGNED TO THE PROJECT AND HOW THESE
POSITIONS WILL ENSURE THE ACCOMPLISHMENT OF PROGRAM OBJECTIVES:
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 the SCP and all grant-funded
programs especially. In addition to other support staff,the Finance Department provides several
Accountant positions(Ellen Clifford) 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,including audit reviews.
The Department of Parks, Recreation and Community Services directly administers the SCP project.
From top down,the chain of command is the Director/Department Head(Mickey Valdivia),the
Community Recreation Manager(Mitch Assumma),the Community Service Center Supervisor
(LaKeisha Jackson), and the SCP Manager(Teri Dobbs).The Director of the Parks, Recreation and
Community Services Department reports to the City Manager.
The SCP Manager, Teri Dobbs,has over sixteen years working with the San Bernardino Parks,
Recreation and Community Services Department,as a Clerk Typist for SCP&RSVP(iggg),
Coordinator of Volunteers for RSVP(iggg),Acting SCP Manager(2oo6-07), SCP Community Service
Program Specialist(2oo8) and SCP Manager(20.10). Her responsibilities include,but are not limited
to assigning volunteers to volunteer stations, conducting volunteer station visits,maintaining budget
and expenditure records,grant reporting in E-grants,recruitment of volunteers and volunteer sites,
building public awareness and support for the SCP,planning and implementing recognition for the
volunteers, attending grant workshops and training conferences and completing reports for the
corporation and the sponsor.
Shuwona Marlow,Coordinator of Volunteers,works directly under Ms. Dobbs, and she has six years'
experience with the City of San Bernardino Parks,Recreation and Community Services Department in
For Official Use Only
Page 10
Narratives
RSVP and SCP. 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, general coordination of work site hours, attending senior information
and referral events, and training conferences.
The Community Recreation Manager(Mitch Assumma)has administered the SCP in San Bernardino
for over four years as Manager of the Senior Services division. He has over 30 years of experience in
managing municipal services in the parks and recreation field.Mr.Assumma holds a Master's Degree
in Public Administration, and a Bachelor's Degree in Recreation Administration.
3. DESCRIBE YOUR ORGANIZATION'S CAPACITY TO:
(I) DEVELOP AND IMPLEMENT INTERNAL POLICIES AND OPERATING PROCEDURES TO
PROVIDE GOVERNANCE AND MANAGE RISK,SUCH AS ACCOUNTING,PERSONNEL
MANAGEMENT,AND PURCHASING.
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
the development and use of their own budget, and each department head is accountable to the City
Manager. An independent auditor reviews city financial records annually.
(II) MANAGE CAPITAL ASSETS SUCH AS FACILITIES, EQUIPMENT,AND SUPPLIES.
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 various
Federal and State 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
For Official Use Only
Page 11
Narratives
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.
4.DESCRIBE DEMONSTRATING ORGANIZATIONAL INFRASTRUCTURE IN THE AREAS OF
ROBUST FINANCIAL MANAGEMENT CAPACITY AND SYSTEMS AND PAST EXPERIENCE
MANAGING FEDERAL GRANTS:
The City of San Bernardino fiscal management procedures,including budget control, accounting
systems,cash and banking procedures,payroll systems, and internal auditing, are operated,managed
and controlled through the City of San Bernardino, Finance Department. The budget process is
facilitated and administered annually via the Mayor,City Council, and City Administration.
Variances in budgeted expenses are analyzed by the City of San Bernardino, Finance Department.
Reports on such data are disseminated quarterly. Individual City departments manage their own
budget and each department head is accountable to the City Manager. An independent auditor
reviews city financial records annually. The City of San Bernardino Parks,Recreation and
Community Services Department are constantly seeking alternative funding resources in support of
their community serving mission. The detailed list below shows some of the grants received by our
department(directly related to service programs).
Senior Nutrition Program -- 1978- 2015
San Bernardino Head Start Program -- 1992- 2009
Nutrition Network Program -- 1998- 2015
San Bernardino Mentoring Program -- 1992- 2009
RSVP (Retired Senior Volunteer Program) -- 1975- 2015
SCP (Senior Companion Program) -- 1975 - 2015
Other
None
PNS Amendment(if applicable)
For Official Use Only
Page 12
Narratives
Not applicable
For Ofncial Use Only
Page 13
Performance Measures
% of Unduplicated Volunteers in Work Plans that result in Outcomes 90%
% of Unduplicated in the Primary Focus Area: 90%
Performance Measure: 1::1 Transportation
Community Need to be Addressed:
A recent study by the California Department of Aging estimated tat 30% of women and 17% of men over the age o7need form of assistance with personal care.The study went on to show that in the age group 65 79, 17% need some fo
assistance. In the age group 75-84,28% need some form of assistance. In the age group of 85 and older,49% need some form of
personal care assistance.The age group 85 and older is the fastest growing segment of the U.S.population.Several local
agencies providing services to frail,isolated or homebound seniors and individuals with disabilities are at risk of premature
institutionalization if they do not receive personal in-home support.In a survey of personal care participants conducted by the
Dept.of Aging and Adult Services 57% were age 75 and older, 13%were minorities and 72%were functionally impared.Of the
minorities served,45%were low-income.Companions are needed to assist to help them to continue to live independently.
Number of
Focus Area: Healthy Futures Objective: Aging in Place Volunteer 2
Stations:
Anticipated
Unduplicated
V olunteers: 10
Anticipated
Volunteer
Contributions:10
Service Activity: Transportation
Service Activity
Description:
Anticipated (PRIORITY) H8: Number of individuals receiving independent living services
Output:
Target:144 How Measured: Activity Logs
Instrument Description Timesheet,including client name and initialed dates of service,signed off by station supervisor,and
turned in to SOP office at the end of each month.
Anticipated
Outcome: (PRIORITY) H9:Number of individuals with increased social support.
Target: 108 How Measured:Survey
Instrument Description social Survey collected
or perceived social determine individuals
by SOP sltaff served
nd Advisory Council members.
Performance Measure: 1.2 Companionship
Community Need to be Addressed:
A recent study by the California Department of Aging estimated tat 30% of women and 17% of men over the age of 75 need some
form of assistance with personal care.The study went on to show that in the age group 65-79, 17% need some form of
assistance. In the age group 75-84, 28% need some form of assistance.In the age group of 85 and older,49% need some form of
personal care assistance.The age group 85 and older is the fastest growing segment of the U.S.population.Several local
agencies providing services to frail, isolated or homebound seniors and individuals with disabilities are at risk of premature
institutionalization if they do not receive personal in-home support. In a survey of personal care participants conducted by the
Dept. of Aging and Adult Services 57% were age 75 and older, 13% were minorities and 72%were functionally impared.Of the
minorities served,45%were low-income.Companions are needed to assist to help them to continue to live independently.
Number of
ocus Area: Healthy Futures Objective: Aging in Place Volunteer 2
Stations:
For Official Uae Only
Page 14
Performance Measure: 1.2 Companionship
Anticipated 26
Unduplicated
Volunteers:
Anticipated 26
Volunteer
Contributions:
Service Activity: Companionship
Service Activity 36 unduplicated volunteers will provide companionship through personal care assistance and
Description: transpotation to individuals who are homebound due to disability,injury or age. Individuals will
receive companionship service for at least 1 day or 4 hours per week.
Anticipated (PRIORITY) H8: Number of individuals receiving independent living services
Output:
Target:144 How Measured: Activity Logs
Instrument Description Timesheet,including client name and Initialed dates of service,signed off by station supervisor, and
turned in to SCP office at the end of each month.
Anticipated
Outcome: (PRIORITY) H9:Number of individuals with increased social support.
Target: 108 How Measured:Survey
Instrument Description Survey collected each year to determine how many individuals served report havingt increased
social ties or perceived social support. Conducted by 5CP staff end Advisory Council members.
Performance Measure: 2.1 Companionship
Community Need to be Addressed:
It is estimated that 50 million American are currently taking care of loved ones at home. This can be a very difficult and
stressfull situation for the caregivers. In fact,many of these caregivers are part of the sandwich generation,people who have
children,demanding jobs and aging parents. Many of these families do reach out for help in the form of respite care and longer
term hourly and live-in care,which demonstrates why the non-medical home care is so important and needed. The Inland
Caregivers Resource Center (ICRC),Pacific Hospice and the Visiting Nurses Association have identified respite services for
cargivers as one of the most pressing community needs. Request to agencies for caregiver respite services are rapidly
increasing, causing waiting lists for these services. Demographic projections indicate that demand wilt continue to increase in
the future. Companions are needed to provide respite services to caregivers.
Number of
Focus Area: Healthy Futures Objective: Aging in Place Volunteer 1
Stations:
Anticipated
Unduplicated
Volunteers: 20
Anticipated
Volunteer
Contributions:20
Service Activity: Companionship
Service Activity 20 unduplicated volunteers will provide companionship/respite service to caregivers for at least 1
escription: day or 4 hours per week
H13:Caregivers of homebound or older adults/individuals with disabilities receiving respite service
For Official Use Only
Page 15
Performance Measure: 2.1 Companionship `
Anticipated
W�I�tut40 How Measured: Activity Logs
Instrument Description Timesheet,including client name and initialed dates of service,signed off by station supervisor,and
turned in to SOP office at end of each month.
Anticipated
Outcome: H14:Number of caregivers who reported having increased social ties/perceived social support
Target:30 How Measured:Survey
Instrument Description Survey collected each year to determine how many individuals served report having increased social
ties or perceived social support. Conducted by SOP staff and Advisory Council members.
Performance Measure:_ 3.1 Serving Non--Veterans
Community Need to be Addressed:
The primary objectives of Adult Day Care are to restore or maintain optimal capacity for self-care to older adults and individuals
with disabilities and delay or prevend inappropriate or personally undesirable institutionalization. The San Bernardino Adult Day
Care Center has identified a 75% increase risk or isolation,depression and decline in functional abilities in frail elderly and
disabled adults in the community. The Hutton Center and 3 convalescent health centers have identified 60% of their clients sit
alone and do not participate in the daily activities. Companions are needed to assist and encourage socialization and activity
participation.
Number of
Focus Area: Healthy Futures Objective: Other Healthy Futures Volunteer 5
Stations:
Anticipated
Unduplicated
Volunteers: 6
Anticipated
V olunteer
Contributions:6
Service Activity Serving Non-Veterans
Service Activity 6 unduplicated volunteers will serve 24 older adults and disabled adults in a day care setting to
Description: encourage socialization and activity participation
Anticipated OT2:Number of other older adults and individuals with disabilities served.
Output:
Target:24 How Measured: Other
Instrument Description Timesheet,including client name and dates of service,signed off by station supervisor and turned in
to the SOP office at the and of each month.
Anticipated
Outcome: --No outcome selected—
Target: How Measured:
Instrument Description
For Official Use Only
Page 16
Required Documents
Document Name Status
Negotiated Indirect Cost Agreement Not Sent
For Official Use Only
Page 17
d
CT
IhAH113 r 1' "B�� I For Official Use Only
Notice of Grant Award Corporation for National and Community Service
601 Walnut Street, Suite 876 E
Philadephia,PA 19106-3323
Senior Companion Program
Grantee
City of San Bernardino EIN: 956000772
300 North D Street San Bernardino CA 92418-0001 DUNS: 073604563
Award Information
Agreement No.: 15SCPCA003 Performance Period: 07/01/2015-06/30/2018
Amendment No.: 1 Budget Period: 07/01/2015-06/30/2016
CFDA No.: 94.016 Grant Year 1
Award Description
This amendement removes special conditions
Purpose
The purpose of this award is to assist the grantee in carrying out a national service program as authorized by the National and
Community Service Act of 1990,as amended(42 U.S.C.§ 12501 et seq.).
Funding Information
Previously This Award/ Total Current
Year 1 Awarded Amendment Year
This Year
Total Obligated by CNCS $287,788 $0 $287,788
Grantee's Unobligated $o $0 $0
Balance(Carryover)
Total Available $287,788 $0 $287.788
Cumulative Funding for Project Period
Total Awarded in Previous Amendments $287,788
Total CNCS Funds Awarded to Date $287,788
Funding Source and Amount
Not applicable to this award.
Special Conditions
Costs allowed under this grant are limited to those categories contained in signed application package.
System for Award Management(SAM.gov)registration must be updated or renewed at least once per calendar year in order to
maintain an active status to receive federal funding.
In addition to all other requirements,this grant shall also be subject to the Uniform Administrative Requirements,Cost
Principles,and Audit Requirements for Federal Awards at 2 CFR Part 200 and CNCS's anticipated implementing regulations at 2
CFR Part 2205.
Within 30 of award,grantee must submit their current indirect cost rate agreement to the Corporation for National&Community
Service(CNCS). Failure to submit the requested documentation may result in restriction being placed on the grantee's ability to
draw down grant funds from its Payment Management Account,
Terms of Acceptance: By accepting funds under this grant,recipient agrees to comply with General Terms and Conditions
Page 1
For Official Use Only
For Official Use Only
Notice of Grant Award 601 Walnut Street, Suite 876 E
Philadephia,PA 19106-3323
Senior Companion Program
Grantee
City of San Bernardino EIN: 956000772
300 North D Street San Bernardino CA 92418-0001 DUNS: 073604563
found at https://egrants.cns.gov/lermsandcondidons/GeneralTermsandCondigons2Ol41217,pdf,and the Program Terms and
Conditions found at https://egrants.cns.gov/termsandcondifons/FGP_SCPSpecificTenwandCondifons2Ol4l217.pdf,Recipient
also agrees to comply with assurances and certifications made in the grant application,and applicable federal statutes,
regulations and guidelines. Recipient agrees to administer the grant in accordance with the approved grant application,
budgets,supporting documents,and all other representations made in support of the approved grant application.
Corporation for National and Community Service:
06/04/2015 City of San Bernardino
Legal Applicant
Signature Award Date
Merribeth Pentasuglia Teresa L.Dobbs
Senior Grants Officer Proiect Director
Merribeth Pentasuglia,215-964-6324 Mitchell J.Assumma
Grants Officer Certifying Official/Executive Officer
Gregory Ericksen,310-235-7708
Program Officer
Page 2
For Official Use Only
Budget Narrative: SCP of San Bernardino for City of San Bernardino
Section 1. Volunteer Support Expenses
A. Project Personnel Expenses
CNCS Grantee Total I Excess
Position/Title-Qty-Annual Salary-%Time Share I Share Amount I Amount
SCP Manager:-1 person(s)at 41127 each x 100%usage ) 37,073 1,998 J 41,127 I 2,056
t....,.._,.,...._.
Coordinator of Volunteers:-1 person(s)at 26280 each x 100%usage 5 256 Zi oza I 26,280 0
CATEGORY Totals 42,329 I' 23,022 67,407 2,056 fi
B. Personnel Fringe Benefits
CNCS ; Grantee Tla7 Excess
Item-Description Share Amount
Share
i
j FICA:NOTE:The City of San Bernardino does not pay into private Social 0 0 p 0 1
Security. i I
I
Health Insurance:$530 per employee(2)x 12 months.Manager=$6,360 j 6 577 5 825 12,720 318 -
Coord.of Vols.=$6,360
Retirement: I p 0 0 , 0
p ' p '( 0 E
i Life Insurance:
PERS(Public Employees Retirement System).16.051%of salary SCP 2,941 7,891 11,162 !� 330
Manager=$6,601,17.355%of salary Coord.of Vols=$4,561
- -
Unemployment:.3%of SCP staff salary Manager=$123,Coord.of Vols. I 109 67 I 202 6
$79 . L...
i I
Workers Compensation:3.5%of SCP staff salary Manager=$1,439, ! 1 279 962 2,359 ' 118 .I
Coord.of Vols._$920 �.•
Medicare.1.45%of SCP staff salary Manager=$596,Coord.of Vols.= 530 417 977 30
$381
15 182 ! 27420 802
CATEGORY Totals i 11,436 ,
l , a
C. Project Staff Travel
Local Travel
. . _......:........ _ .._ ._. _
CNCS Grantee Total Excess
Purpose-Calculation
f I
Share Share Amount I Amount
Quarterly site visits to volunteer stations:9 quarterly site visits(398 miles I 225 57 282 j 0
x.565=$224.87)10 off site(Victorville)In-Svc.meetings(100 miles x l I I
.565=$66.50).Grantee uses IRS mileage rate
CATEGORY Totals '; 225 "i 57 1 282 0
i 1
:
Long Distance Travel
Grantee Total Excess
CNCS Purpose-Destination-Other Travel Trans.Amount-Meals!Lodging Share Share Amount Amount
i
Training:NSSC Conference(SCP Mgr.)Note:*Other Travel amount 1 681 ' 0 j 1,681 ; 0
I includes registration fees Meals/Lodging 900 Trans 481 Other 300 f I
CATEGORY Totals 1,681 0 i 1,681 0
D. Equipment
CNCS I Grantee Total Excess
I
Item/Purpose-Qty-Unit Cost Share Share Amount Amount
CATEGORY Totals 0 0 0 0
E. Supplies
CNCS '.II Grantee Total Excess
Item)Purpose-Calculatlon I Share 4 Share Amount Amount
I ! 0
General office such as printer ink,paper,pens,binders clips etc..Approx. 537 0 537
$44.75 per month x 12 months.2 Printers estimated at$537. — –,
Volunteer Software plus support&upgrade:Volunteer software=$700 A 1,000 0 1,000 0
plus one year of support&upgrade $300 -
I
CATEGORY Totals 1,537 0 1,537
0 '.
F. Contractual and Consultant Services
CNCS I Grantee Total Excess
Purpose-Calculation Share T Share Amount Amount
. _._._.
CATEGORY Totals 0 0 0 0
1. Other Volunteer Support Costs
CNCS Grantee Total Excess
Item Share Share Amount Amount
. I
Criminal Background Check i 0 470 0
470
118 0 ;{ 118 0
! postage:Estimate of 20 envelopes/mo.x.49 postage rate=$9.80 x 12 �
900 900 ! 0
0 '
I 1
telephone.$75 per month x 12,based on prior year: f
printing and photocopying$16.66 x 12 months,based on prior year 200 i 0 k 0 .
space 4%of$36,500 custodial service and$31,000 utilities,based on { 0 2,700 2,700 0 1
square footing study of our building.:
CATEGORY Totals 1 318 1i 4,070 4,388 0
J. Indirect Costs
CNCS Grantee -Total Excess
Calculation-Rate Type-Rate-Rate Claimed-Cost Basis Share ii Share Amount Amount
CATEGORY Totals .I 0 ', 0
{
SECTION Totals 57,526 42 331 102,715 2,858
---------
1
PERCENTAGE 56% S 41%
Section II. Volunteer Expenses
A. Stipends
CNCS Grantee Total Excess
Item-#-Annual Stipend Share Share Amount Amount
r
Corporation Funded.-62 x 2767 171,554 0 ,� 171,554
0 j
ii
Non-Corporation Funded:-0 x 0 I 0 E 0 0
CATEGORY Totals 171,554 0 171,554 0
B. Other Volunteer Costs
CNCS ' Grantee Total Excess
Item-Description I Share ! Share Amount Amount
+ +
Meals:55 vols x 192 days(52 weeks x 5 days,less vacation,sick& i 21 120 � 0 21 120
holidays)x$2 _
0 + 0 0 0
Uniforms:
552 0
Insurance:CIMA 552 0
Recognition 62 vols x$33.23 each 2 060 0 2 _
060 0
_ --
_ .
_. ... _ :_.:. ._...,..
Volunteer Travel.Volunteer Travel:60 vols x 140 miles x 12 months ! 34,976 i 0 '� 34,976 0
@.332/mile($33,466)+5 vols x 12 months x$25.17 per bus pass
0
0
Physical Examinations:
�- CATEGORY Totals I 58,708 i 058 708 I p
- -;. -- --
SECTION Totals 230 262 030,282
PERCENTAGE 100% i 0%
-
W -_---
BUDGET Totals ;! 287 788 `� 42,331 332,9T7 2 858
,,�::,.,..:,;:.: :,,,. - ,:,:.;:�;w�.=rte:.•:r_--....__.:•�^--.�».r._-•--__:- -_ `^ l
PERCENTAGE 86% 'j 13%
Source of Funds
Section Description
Sponsor:City of San Bernardino grant match Excess Amount:Grantee funds for fun raising,
Section I.Volunteer Support Expenses and grant preparation
1 Section II.Volunteer Expenses Sponsor City of San Bernardino grant match
EXHIBIT "C"
2015 GENERAL GRANT TERMS AND CONDITONS
Effective January 1,2015
These Corporation for National & Community Service(CNCS)Grant Terms and
Conditions are binding on the recipient. By accepting funds under this award,the recipient
agrees to comply with, and include in all awards and subawards,these Grant Terms and
Conditions,the program-specific grant terms and conditions, all applicable federal statutes,
regulations and guidelines, and any amendments thereto. The recipient agrees to operate the
funded program in accordance with the approved grant application and budget,supporting
documents, and other representations made in support of the approved grant application. The
term recipient is used to connote either recipient or subrecipient, as appropriate,throughout these
Terms and Conditions.
TABLE OF CONTENTS
1. Legislative and Regulatory Authority...............................................................................2
II. Other Applicable Terms and Conditions..........................................................................2
11I. General Terms and Conditions.........................................................................................2
A. Responsibilities under-Grant Administration...........................................................2
B. Financial Management Standards............................................................................3
C. The Office of Inspector General................................................................... ..........4
D. Reporting of Fraud,Waste,and Abuse....................................................................4
E. Whistleblower Protection.........................................................................................5
F. Liability and Safety Issues.......................................................................................5
G. Site Visits.................................................................................................................5
H. Non-Discrimination Public Notice and Records Compliance.................................5
1. Grants Products.........................................................................................................7
J. Suspension or Termination of Award......................................................................7
K. Trafficking in Persons .............................................................................................7
L. Central Contractor Registration and Universal Identifier Requirements ................9
M. Transparency Act Award Term(greater than or equal to$25,000).-_-.............1()
IV. Criminal History Checks.................................................................................................13
V. Conflict of Interest...................................._._................_.................. .........................13
VI. Attachment
Grant Program Civil Rights and Non-Harassment Policy............................................ 14
I. LEGISLATIVE AUTHORITY
This award is authorized by and subject to The National and Community Service Act of 1990,as
amended, (42 U.S.C. 12501 et seq.) (NCSA) and/or the Domestic Volunteer Service Act of 1973,
as amended, (42 USC 4950 et seq.) (DVSA)and CNCS's implementing regulations in 45 CFR
Chapter X1I and/or XXV. Recipients must comply with the requirements of the NCSA and/or
DVSA, as applicable, and CNCS's implementing regulations.
II. OTHER APPLICABLE TERMS AND CONDITIONS
This award is subject to the Uniform administrative requirements,cost principles, and audit
requirements for Federal awards located at 2 CFR Part 200 and CNCS's implementing
regulations at 2 CFR Part 2205.
The recipient must comply with all other applicable statutes, executive orders,regulations, and
policies governing the award, including,but not limited to, those cited in these Grant Terms and
Conditions,the Grant Assurances and Certifications, and 2 CFR Parts 200 and 2205.
Any inconsistency in the Grant Agreement shall be resolved by giving precedence in the
following order(a)applicable Federal statutes, (b) applicable Federal regulations, (c) CNCS
Specific Grant Terms and Conditions, (d) CNCS General Grant Terms and Conditions, (e)the
Notice of Funding Opportunity, and(f)the approved Grant Application including all assurances,
certifications, and attachments.
Ili.GENERAL TERMS AND CONDITIONS
A. RESPONSIBILITIES UNDER AWARD ADMINISTRATION
1. Accountability of the Recipient. The recipient has full fiscal and programmatic
responsibility for managing all aspects of the award and award-supported activities,
subject to the oversight of CNCS. The recipient is accountable to CNCS for its operation
of the program and the use of CNCS award funds. The recipient must expend award
funds in a judicious and reasonable manner, and it must record accurately the service
activities and outcomes achieved under the award. Although recipients are encouraged to
seek the advice and opinion of CNCS on special problems that may arise, such advice
does not diminish the recipient's responsibility for making sound judgments and does not
shift the responsibility for operating decisions to CNCS.
2. Subawards. If authorized by CNCS, a recipient may make subawards in accordance
with the requirements set forth in 2 CFR Parts 200 and 2205. The recipient must have
and implement a plan for oversight and monitoring to ensure that each sub recipient
and/or service site has agreed to comply, and is complying, with award requirements.
3. Notice to CNCS. The recipient will notify the appropriate CNCS Program or Grants
Officer immediately of any developments or delays that have a significant impact on
funded activities, any significant problems relating to the administrative or financial
2
aspects of the award,or any suspected misconduct or malfeasance related to the award or
recipient. The recipient will inform the CNCS official about the corrective action taken
or contemplated by the recipient and any assistance needed to resolve the situation.
B. FINANCIAL MANAGEMENT STANDARDS
1. General. The recipient must maintain financial management systems that include
standard accounting practices, sufficient internal controls consistent with 2 CFR Parts
200 and 2205,a clear audit trail, and written cost allocation procedures, as necessary.
Financial management systems must be capable of distinguishing expenditures
attributable to this award from expenditures not attributable to this award.The systems
must be able to identify costs by program year and by budget category, and to
differentiate between direct and indirect costs. For further details about the recipient's
financial management responsibilities, refer to 2 CFR Chapters I, II, and XXII.
2. Consistency of Treatment. To be allowable under an award, costs must be consistent
with policies and procedures that apply uniformly to both federally financed and other
activities of the organization. Furthermore, the costs must be accorded consistent
treatment in both federally financed and other activities, as well as between activities,
supported by different sources of federal funds.
3. Audits. Recipient organizations that expend$750,000 or more in total federal awards in
a fiscal year shall have a single or program-specific audit conducted for that year in
accordance with the Single Audit Act, as amended, 31 U.S.C. 7501, et seq,, and 2 CFR
Part 200. If the recipient expends federal awards under only one federal program,it may
elect to have a program specific audit, if it is otherwise eligible. A recipient that does not
expend$750,000 in Federal awards is exempt from the single audit requirements of 2
CFR Chapters I and Il for that year. However, it must continue to conduct financial
management reviews of its sub recipients, and records must be available for review and
audit.
A recipient of a Federal award that is a pass-through entity has certain obligations to its
sub recipients. Those requirements are located at 2 CFR § 200.331.
4. Indirect Cost Rates. Indirect cost rate requirements are located at 2 CFR§ 200.414 and
2 CFR Part 2205.
Reimbursement for indirect costs, general and administrative costs, overhead, or any
similar cost rate type agreement, will be at the rate(s)and on the base(s) specified in the
approved award budget.
5. Payments under the Grant Agreement. Payments under this grant agreement are
subject to 2 CFR § 200.305.
3
C. THE OFFICE OF INSPECTOR GENERAL
CNCS's Office of Inspector General(OIG) conducts and supervises independent and objective
audits,evaluations, and investigations of CNCS's programs and operations. Based on the results
of these audits,reviews, and investigations, the OIG recommends policies to promote economy
and efficiency and to prevent and detect fraud, waste, and abuse in CNCS's programs and
operations.
The OIG conducts and supervises audits of CNCS recipients, as well as legislatively mandated
audits and reviews. The legislatively mandated audits include the annual financial statement
audit, and fulfilling the requirements of the Government Information Security Reform Act and its
successor, the Federal Information Security Management Act. A risk-based approach, along
with input received from CNCS management, is used to select recipients and awards for audit.
The OIG hires audit firms to conduct some of its audits. The OIG audit staff is available to
discuss its audit function, and can be reached at(202) 606-9390.
The OIG is available to offer assistance to CNCS recipients that become aware of suspected criminal
activity or fraud, waste, and abuse in connection with the CNCS-funded program. The OIG
investigative staff is available to provide guidance and ensure that the appropriate law enforcement
agency is notified,if required. The OIG may be reached by email at hotline @cnesig.gov or by
telephone at(800)452-8210. Upon request, OIG will take appropriate measures to protect the
identity of any individual who reports misconduct, as authorized by the Inspector General Act of
1978, as amended. Reports to OIG may also be made anonymously.
Recipients must cooperate fully with OIG inquiries by disclosing complete and accurate
information pertaining to matters under investigation or review, and by not concealing
information or obstructing audits, inspections, investigations, or other official inquiries.
D. REPORTING OF FRAUD, WASTE,AND ABUSE
Recipients must immediately contact the OIG and their program officer when they first suspect
that:
1. A criminal violation has occurred (see 18 U.S.C. Part I for more information on criminal
conduct.hltp://www.Qpo.pov/fdsys/pkg/USCODE-20I2-titlel8/htrrzUUSCODE-2012-
titlel 8-partl.htm), such as:
a. Criminal fraud.
b. Theft or embezzlement.
c. Forgery.
d. Corruption, bribery,kickbacks,or acceptance of illegal gratuities or extortion.
2. Actual or suspected fraud, waste, or abuse has occurred.
a. Fraud involves obtaining something of value through willful misrepresentation.
b. Waste involves the taxpayers not receiving reasonable value for money in
connection with any government funded activities due to an inappropriate act or
omission by players with control over or access to government resources.
4
c. Abuse involves behavior that is deficient or improper when compared with
behavior that a prudent person would consider reasonable and necessary business
practice given the facts and circumstances. Abuse also includes misuse of
authority or position for personal financial interests or those of an immediate or
close family member or business associate.
E. WHISTLEBLOWER PROTECTION
1. This award and employees working on this award will be subject to the whistleblower
rights and remedies in the pilot program on Contractor employee whistleblower
protections established at 41 U.S.C. 4712 by section 828 of the National Defense
Authorization Act for Fiscal Year 2013 (Pub. L. 112-239).
2. Under this pilot program, an employee of a recipient may not be discharged, demoted, or
otherwise discriminated against as a reprisal for disclosing information that the employee
reasonably believes is evidence of gross mismanagement of a Federal contract or award,
a gross waste of Federal funds,an abuse of authority(an arbitrary and capricious exercise
of authority that is inconsistent with the mission of CNCS or the successful performance
of a contract or award of CNCS)relating to a Federal contract or award, a substantial and
specific danger to public health or safety, or a violation of law,rule, or regulation related
to a Federal contract(including the competition for or negotiation of a contract)or award.
3. The recipient shall inform its employees in writing, in the predominant language of the
workforce or organization, of employee whistleblower rights and protections under 41
U.S.C. 4712, as described above and at http://www.cnesoig.gov/contractor-
whistleblower-protection-0#node-1001.
F, LIABILITY AND SAFETY ISSUES
The recipient must institute safeguards as necessary and appropriate to ensure the safety of
members and volunteers. Members and volunteers may not participate in projects that pose
undue safety risks.
G. SITE VISITS
CNCS reserves the right to make site visits to review and evaluate recipient records,
accomplishments, organizational procedures and financial control systems, to conduct
interviews, and to provide technical assistance as necessary.
H. NON-DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE
1. Public Notice of Non-discrimination. The recipient must notify members,community
beneficiaries, applicants,program staff, and the public, including those with impaired
vision or hearing,that it operates its program or activity subject to the non-discrimination
requirements of the applicable statutes. The notice must summarize the requirements,
5
note the availability of compliance information from the recipient and CNCS,and briefly
explain procedures for filing discrimination complaints with CNCS.
Sample language is:
This program is available to all, without regard to race, color, national origin, disability,
age, sex,political affiliation, or, in most instances, religion. It is also unlawful to retaliate
against any person who, or organization that,files a complaint about such
discrimination. In addition to filing a complaint with local and state agencies that are
responsible,for resolving discrimination complaints,you may bring a complaint to the
attention of the Corporation for National and Community Service. If you believe that you
or others have been discriminated against, or ifyou want more information, contact:
(Name, address,phone number—both voice and TTY, and preferably toll
ftee—FAX number and email address of the recipient)or
Office of Civil Right and Inclusiveness
Corporation far National and Community Service
1201 New York Avenue, NW
Washington, DC 20525
(800) 833-3722 (TTY and reasonable accommodation line)
(202) 565-3465 (FAX); eo@cns.gov (email)
The recipient must include information on civil rights requirements, complaint
procedures and the rights of beneficiaries in member or volunteer service agreements,
handbooks,manuals, pamphlets, and post in prominent locations, as appropriate. The
recipient must also notify the public in recruitment material and application forms that it
operates its program or activity subject to the nondiscrimination requirements. Sample
language, in bold print, is: This program is available to all,without regard to race,
color,national origin, disability,age, sex,political affiliation,or, in most instances,
religion. Where a significant portion of the population eligible to be served needs
services or information in a language other than English, the recipient shall take
reasonable steps to provide written material of the type ordinarily available to the public
in appropriate languages.
2. Records and Compliance Information. The recipient must keep records and make
available to CNCS timely, complete and accurate compliance information to allow CNCS
to determine if the recipient is complying with the civil rights statutes and implementing
regulations. Where a recipient extends federal financial assistance to subrecipients, the
subrecipients must make available compliance information to the recipient so it can carry
out its civil rights obligations.
3. Obligation to Cooperate. The recipient must cooperate with CNCS so that CNCS can
ensure compliance with the civil rights statutes and implementing regulations. The
recipient shall permit access by CNCS during normal business hours to its books,
records, accounts, staff, members or volunteers, facilities, and other sources of
information as may be needed to determine compliance.
6
I. GRANT PRODUCTS
1. Sharing Grant Products. To the extent practicable,the recipient agrees to make
products produced under the award available at the cost of reproduction to others in the
field.
2. Acknowledgment of Support. Publications created by members, volunteers or award-
funded staff must be consistent with the purposes of the award. The appropriate program
CNCS logo shall be included on such documents. The recipient is responsible for
assuring that the following acknowledgment and disclaimer appears in any external
report or publication of material based upon work supported by this award:
"This material is based upon work supported by the Corporation for National and
Community Service(CNCS)under Grant No. . Opinions or points of view
expressed in this document are those of the authors and do not necessarily reflect the
official position of, or a position that is endorsed by,CNCS or the CNCS Program."
J. SUSPENSION OR TERMINATION OF AWARD
CNCS may suspend or terminate this award in accordance with 2 CFR §§ 200.338 and 200.339
and applicable CNCS regulations and statutes. In addition, a recipient may suspend or terminate
assistance to one of its subrecipients,provided that such action complies with 2 CFR § 200.341 —
Opportunities to object,hearings and appeals.
K. TRAFFICKING IN PERSONS
This award is subject to requirements of Section 106(g)of Trafficking Victims Protection
Act of 2000, as amended(22 U.S.C. § 7104).
1. Provisions applicable to a recipient that is a private entity.
a. You as the recipient and your employees may not:
i. Engage in severe forms of trafficking in persons during the period of time that the
award is in effect;
ii. Procure a commercial sex act during the period of time that the award is in effect;
or
iii. Use forced labor in the performance of the award.
b. We as the federal awarding agency may unilaterally terminate this award, without
penalty, if it,
i. Is determined you have violated a prohibition in paragraph(a.) of this award term;
or
ii. Has an employee who is determined by the agency official authorized to terminate
the award to have violated a prohibition in paragraph(a.)of this award term
through conduct that is either:
(a.) Associated with performance under this award;or
7
(b) Imputed to you using the standards and due process for imputing the
conduct of an individual to an organization that are provided in 2 CFR
Part 180, "OMB guidelines to Agencies on Government-wide Debarment
and Suspension(Non-procurement),"as implemented by our agency at 2
CFR Part 2200.
2. Provisions applicable to a recipient other than a private entity. We as the federal awarding
agency may unilaterally terminate this award,without penalty,if it—
a. Is determined to have violated an applicable prohibition of paragraph(1)(a.)of this
award term; or
b. Has an employee who is determined by the agency official authorized to terminate the
award to have violated an applicable prohibition in paragraph (1)(a.)(i.) of this award
term through conduct that is--
i. Associated with performance under this award; or
ii. Imputed to you using the standards and due process for imputing conduct of an
individual to an organization that are provided in 2 CFR Part 180, "OMB
Guidelines to Agencies on Government-wide Debarment and Suspension
(Nonprocurement),"as implemented by our agency at 2 CFR Part 2200.
3. Provisions applicable to any recipient.
a. You must inform us immediately of any information you receive from any source
alleging a violation of a prohibition in paragraph(1)(a.)of this award term.
b. Our right to terminate unilaterally that is described in paragraph (1.) and(2.)of this
section:
i. Implements section 106(g) of the Trafficking Victims Protection Act of 2000
(TVPA), as amended(22 U.S.C. 7104(g)), and
ii. Is in addition to all other remedies for noncompliance that are available to us
under this award.
c. You must include the requirements of paragraph (1)(a.)of this award term in any
subaward you make to a private entity.
4. Definitions. For purposes of this award term:
a. `Employee"means either:
i. An individual employed by you or a sub recipient who is engaged in the
performance of the project or program under this award; or
ii. Another person engaged in the performance of the project or program under this
award and not compensated by you including,but not limited to, a volunteer or
individual whose service are contributed by a third part as an in-kind contribution
toward cost sharing or matching requirements.
b. "Forced labor"means labor obtained by any of the following methods: the
recruitment, harboring,transportation,provision,or obtaining of a person for labor or
services,through the use of force, fraud, or coercion for the purpose of subjection to
involuntary servitude,peonage, debt bondage, or slavery.
8
c. "Private entity":
i. Means any entity other than a State, local government, Indian tribe, or foreign
public entity, as those terms are defined in 2 CFR § 175.25_
ii. Includes:
(a.) A nonprofit organization, including any non-profit institution of higher
education,hospital, or tribal organization other than one included in the
definition of Indian tribe at 2 CFR § 175.25(b),
(b.) A for-profit organization.
d. "Severe forms of trafficking in persons," "commercial sex act," and"coercion"have
the meanings given at section 103 of the TVPA, as amended(22 U.S.C. § 7102).
L. CENTRAL CONTRACTOR REGISTRATION (CCR)and UNIVERSAL
IDENTIFIER REQUIREMENTS
1. Requirement for Central Contractor Registration(CCR): Unless you are exempted from
this requirement under 2 CFR § 25.110, you as the recipient must maintain the currency
of your information in the CCR until you submit the final financial report required under
this award or receive the final payment,whichever is later. This requires that you review
and update the information at least annually after the initial registration, and more
frequently if required by changes in your information or another award term.
2. Requirement for Data Universal Numbering System(DUNS)Numbers. If you are
authorized to make subawards under this award,you:
a. Must notify potential sub recipients that no entity(see definition in paragraph 3. of
this award term)may receive a subaward from you unless the entity has provided its
DUNS number to you.
b. May not make a subaward to an entity unless the entity has provided its DUNS
number to you.
3. Definitions. For purposes of this award term:
a. Central Contractor Registration(CCR)means the Federal repository into which an
entity must provide information required for the conduct of business as a recipient.
Additional information about registration procedures may be found at the CCR
Internet site(currently at https://www.sam.gov/portal/public/SAM/).
b. Data Universal Numbering System (DUNS)number means the nine-digit number
established and assigned by Dun and Bradstreet, Inc. (D&B)to uniquely identify
business entities. A DUNS number may be obtained from D&B by telephone
(currently 866-705-5711) or the Internet(currently at
htip://fedgov.dnb.com/webform).
c. Entity, as it is used in this award term,means all of the following, as defined at 2
CFR part 25, subpart C:
i. A Governmental organization,which is a State, local government,or Indian
Tribe;
ii. A foreign public entity;
9
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization; and
v. A Federal agency,but only as a subrecipient under an award or subaward to a
non-Federal entity.
d. Subaward:
i. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see Sec. ----.210 of the
attachment to OMB Circular A-133,"Audits of States, Local Governments, and
Non-Profit Organizations"),
iii. A subaward may be provided through any legal agreement, including an
agreement that you consider a contract.
e. Subrecipient means an entity that:
i. Receives a subaward from you under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
M. TRANSPARENCY ACT REQUIREMENTS (for Grants and Cooperative Agreements
of$25,000 or More)
Reporting Subawards and Executive Compensation:
1. Reporting of first-tier subawards.
a. Applicability. Unless you are exempt as provided in paragraph 4,below, you must
report each action that obligates$25,000 or more in Federal funds for a subaward to
an entity(see definitions in paragraph 5_ of this award term).
b. Where and when to report.
i. You must report each obligating action described in paragraph La. of this award
term to http://www.fsrs.gov.
ii. For subaward information,report no later than the end of the month following the
month in which the obligation was made. (For example, if the obligation was
made on November 7, 2010,the obligation must be reported by no later than
December 31,2010.)
a. What to report. You must report the information about each obligating action that the
submission instructions posted at http://www.fsrs.gov specify.
2. Reporting Total Compensation of Recipient Executives.
a. Applicability and what to report.You must report total compensation for each of your
five most highly compensated executives for the preceding completed fiscal year,if--
i. the total Federal funding authorized to date under this award is $25,000 or more;
ii. in the preceding fiscal year, you received--
(a.) 80 percent or more of your annual gross revenues from Federal procurement
contracts(and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR §170.320(and subawards); and
10
(b.) $25,000,000 or more in annual gross revenues from Federal procurement
contracts(and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR §170.320 (and subawards); and
iii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a)or 15(d)of the
Securities Exchange Act of 1934(15 U.S.C. §§ 78m(a), 78o(d))or section 6104
of the Internal Revenue Code of 1986. (To determine if the public has access to
the compensation information, see the U.S. Security and Exchange Commission
total compensation filings at http://www.sec.gov/answers/execomp.htm.)
b, Where and when to report.You must report executive total compensation described
in paragraph(2.)(a.)of this award term:
i. As part of your registration profile at https://www.sam.gov/portal/public/SAM/,
ii. By the end of the month following the month in which this award is made, and
annually thereafter.
3. Reporting of Total Compensation of Subrecipient Executives.
a. Applicability and what to report. Unless you are exempt as provided in paragraph 4.
of this award term, for each first-tier subrecipient under this award,you shall report
the names and total compensation of each of the subrecipient's five most highly
compensated executives for the subrecipient's preceding completed fiscal year,if--
i. in the subrecipient's preceding fiscal year,the subrecipient received--
(a.) 80 percent or more of its annual gross revenues from Federal procurement
contracts(and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR § 170.320(and subawards); and
(b.) $25,000,000 or more in annual gross revenues from Federal procurement
contracts (and subcontracts), and.Federal financial assistance subject to the
Transparency Act(and subawards; and
ii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934(15 U.S.C. §§ 78m(a), 78o(d))or section 6104
of the Internal Revenue Code of 1986. (To determine if the public has access to
the compensation information, see the U.S. Security and Exchange Commission
total compensation filings at http://www.sec.gov/answers/execomp.htm,)
b_ Where and when to report.You must report subrecipient executive total
compensation described in paragraph 3.a. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the
subaward. For example, if a subaward is obligated on any date during the month
of October of a given year(i.e.,between October I and 31), you must report any
required compensation information of the subrecipient by November 30 of that
year.
4. Exemptions. If, in the previous tax year, you had gross income,from all sources,under
$300,000,you are exempt from the requirements to report:
a. Subawards, and
I1
b. The total compensation of the five most highly compensated executives of any
subrecipient.
5. Definitions. For purposes of this award term:
a. Entity means all of the following, as defined in 2 CFR Part 25:
i. A Governmental organization,which is a State, local government, or Indian tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization;
v. A Federal agency,but only as a subrecipient under an award or subaward to a
non-Federal entity.
b. Executive means officers,managing partners, or any other-employees in management
positions.
c. Subaward:
i. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient,
ii. The term does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see Sec. ---- .210 of the
attachment to OMB Circular A-133, "Audits of States,Local Governments, and
Non-Profit Organizations").
iii. A subaward may be provided through any legal agreement, including an
agreement that you or a subrecipient considers a contract.
d. Subrecipient means an entity that:
I. Receives a subaward from you(the recipient)under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
e. Total compensation means the cash and noncash dollar value earned by the executive
during the recipient's or subrecipient's preceding fiscal year and includes the
following(for more information see 17 CFR § 229.402(c)(2)):
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar
amount recognized for financial statement reporting purposes with respect to the
fiscal year in accordance with the Statement of Financial Accounting Standards
No. 123 (Revised 2004)(FAS 123R), Shared Based Payments.
Ili. Earnings for services under non-equity incentive plans. This does not include
group life,health,hospitalization or medical reimbursement plans that do not
discriminate in favor of executives, and are available generally to all salaried
employees.
iv. Change in pension value. This is the change in present value of defined benefit
and actuarial pension plans.
v. Above-market earnings on deferred compensation which is not tax-qualified.
vi. Other compensation,if the aggregate value of all such other
compensation(e.g. severance,termination payments,value of life insurance paid
on behalf of the employee,perquisites or property) for the executive exceeds
$1 0,000.
12
V. CRIMINAL HISTORY CHECKS
The specific requirements of the National Service Criminal History Check, including the
timing and recordkeeping requirements, are specified at 45 CFR§� 2540.200- .207. If
you have a grant where individuals serve in covered positions under 45 CFR § 2540.201,
you must retain a record of the NSOPW search and associated results either by printing
the screen(s)or by some other method that retains paper or digital images of the NSOPW
checks that shows the date the search was performed. Inability to demonstrate that you
conducted a required criminal history check components,to include the NSOPW, as
specified in the regulations,may result in sanctions,including disallowance of costs.
VI. CONFLICT OF INTEREST
You must disclose in writing any potential conflict of interest to your CNCS Program
Officer,or to the pass-through entity if you are a subrecipient or contractor. This
disclosure must take place immediately. The CNCS conflict of interest policies apply to
subawards as well as contracts, and are as follows:
1. As a non-Federal entity, you must maintain written standards of conduct covering
conflicts of interest and governing the performance of your employees engaged in the
selection, award, and administration of subawards and contracts.
2.None of your employees may participate in the selection,award, or administration of a
subaward or contract supported by a Federal award if he or she has a real or apparent
conflict of interest. Such a conflict of interest would arise when the employee,officer, or
agent, any member of his or her immediate family,his or her partner, or an organization
which employs or is about to employ any of the parties indicated herein, has a financial
or other interest in or a tangible personal benefit from an organization considered for a
subaward or contract. The officers, employees, and agents of the non-Federal entity must
neither solicit nor accept gratuities, favors, or anything of monetary value from
subrecipients or contractors or parties to subawards or contracts.
3. If you have a parent, affiliate,or subsidiary organization that is not a State, local
government, or Indian tribe, you must also maintain written standards of conduct
covering organizational conflicts of interest. Organizational conflicts of interest means
that because of relationships with a parent company, affiliate, or subsidiary organization,
you are unable or appear to be unable to be impartial in conducting a subaward or
procurement action involving a related organization.
13
VII. ATTACHMENTS
14
Grant Program Civil Rights and Non-Harassment Policy
The Corporation for National and Community Service (CNCS)has zero tolerance for the
harassment of any individual or group of individuals for any reason.CNCS is committed to
treating all persons with dignity and respect.CNCS prohibits all forms of discrimination based
upon race,color,national origin,gender,age, religion,sexual orientation,disability,gender identity
or expression,political affiliation, marital or parental status, or military service. All programs
administered by,or receiving Federal financial assistance from CNCS,must be free from all
forms of harassment.Whether in CNCS offices or campuses,in other service-related settings such
as training sessions or service sites, or at service-related social events, such harassment is
unacceptable.Any such harassment,if found,will result in immediate corrective action,up to and
including removal or termination of any CNCS employee or volunteer.Recipients of Federal
financial assistance, be they individuals,organizations,programs and/or projects are also subject
to this zero tolerance policy.Where a violation is found,and subject to regulatory procedures,
appropriate corrective action will be taken, up to and including termination of Federal financial
assistance from all Federal sources.
Slurs and other verbal or physical conduct relating to an individual's gender, race, ethnicity,
religion,sexual orientation or any other basis constitute harassment when it has the purpose or effect
of interfering with service performance or creating an intimidating,hostile,or offensive service
environment.Harassment includes,but is not limited to: explicit or implicit demands for sexual
favors; pressure for dates; deliberate touching, leaning over, or cornering,offensive teasing,
jokes,remarks, or questions; letters, phone calls,or distribution or display of offensive materials;
offensive looks or gestures;gender,racial, ethnic, or religious baiting; physical assaults or other
threatening behavior; or demeaning,debasing or abusive comments or actions that intimidate.
CNCS does not tolerate harassment by anyone including persons of the same or different races,
sexes,religions,or ethnic origins; or from a CNCS employee or supervisor;a project, or site
employee or supervisor;a non-employee(e.g.,client);a co-worker or service member.
I expect supervisors and managers of CNCS programs and projects, when made aware of alleged
harassment by employees,service participants,or other individuals, to immediately take swift and
appropriate action. CNCS will not tolerate retaliation against a person who raises harassment
concerns in good faith.Any CNCS employee who violates this policy will be subject to
discipline, up to and including termination,and any grantee that permits harassment in violation
of this policy will be subject to a finding of non-compliance and administrative procedures that
may result in termination of Federal financial assistance from CNCS and all other Federal
agencies.
Any person who believes that he or she has been discriminated against in violation of civil rights
laws,regulations,or this policy,or in retaliation for opposition to discrimination or participation
in discrimination complaint proceedings(e.g., as a complainant or witness) in any CNCS program
or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness
(OCRI).Discrimination claims not brought to the attention of OCRI within 45 days of their
occurrence may not be accepted in a formal complaint of discrimination.No one can be required to
use a program, project or sponsor dispute resolution procedure before contacting OCRI. If another
procedure is used, it does not affect the 45-day time limit.OCRI may be reached at(202) 606-
7503(voice),(202) 606-3472 (TTY),eog a cns.eo,, or through www.nationalservice.gov,
5/l/2014
Date
Wendy Spencer,C'�t x�'utive Officer
15
Foster Grandparents and Senior Companions Program
2015 GRANT TERMS AND CONDITONS
Effective January 1,2015
These Corporation for National&Community Service(CNCS)Grant Terms and Conditions are
binding on the recipient. By accepting funds under this award,the recipient agrees to comply
with,and include in all awards and subaward,these program-specific Grant Terms and
Conditions, the CNCS general grant terms and conditions, all applicable federal statutes,
regulations and guidelines, and any amendments thereto. The grantee agrees to operate the
funded program in accordance with the approved grant application and budget,supporting
documents, and other representations made in support of the approved grant application. The
term recipient is used to connote either grant recipient or subrecipient, as appropriate,throughout
these Terms and Conditions.
TABLE OF CONTENTS
FOSTER GRANDPARENT (FGP) AND SENIOR COMPANION (SCP)
PROGRAM GRANT TERMS AND CONDITIONS .....................................................I
A. Stipends ...................................................... ............1
.......................
B. Recognition Events................................................................ .....I....l
........................
C. Failure to Maintain VSYs ...................................................... ...2
..............................
D. Grant Period .............................................................. ..........2
E. Federal Financial Reports (FFRs)—Jan-Jun and Jul—Dec ..................................2
F. Federal Financial Reports(FFRs)—Apr- Sep and Oct—Mar ...............................2
G. Federal Financial Reporting/Disbursements ...........................................................3
H. Annual Progress Report ............................................................ ....3
..........................
1. Recognition of Federal Funding ................................................ ............................3
J. Program/Project Manager Authority.......................................................................3
K. Prohibition on Use of Program Grant Funds ..........................................................3
L. External Evaluation and Data Collection ................................................................6
M. Lobby Disclosure ....................................................................................................6
N. Reporting Requirements .......................................................... .......6
........................
O. Program Income ......................................................................................................7
P. Budget and Programmatic Changes ........................................................................7
Attachment
Grant Program Civil Rights and Non-Harassment Policy ............................................9
A. Stipends
The recipient may not expend funds approved for payment of stipends for any other
purpose without the prior written approval of CNCS's Grants Officer,
B. Recognition Events
Recipient will assure that at Recognition events, CNCS is acknowledged as the Federal
agency responsible for the primary Federal funding of the project.
C. Failure to Maintain VSYs
Failure of the grantee to maintain Volunteer Service Year(VSY) program levels in
accordance with the approved work plan and budget covered by the Notice of Grant
Award may result in a reduction of funding for the succeeding year in accordance with
CNCS policies.
D. Grant Period
Unless otherwise specified,the award covers a three year project period. In approving a
multiyear project period the Corporation makes an initial award for the fast budget
period. Additional funding for subsequent budget periods is contingent upon satisfactory
progress and the availability of funds. The project period and the budget are noted on the
award document.
E. Federal Financial Reports(FFRs)—Expenditures/Jan -Jun and Jul-Dee
Recipients with budget periods starting in January or July paid through HHS/PMS must
submit the Standard Form 425, Federal Financial Report(FFR), semi-annually from the
start date of the award to report the status of all funds. FFRs must report expenses on a
cumulative basis over the performance period of the award and be submitted according to
the following schedule:
Period Covering: Report Due:
January 1 to June 30 July 31
July 1 to December 31 January 31
Programs completing the final year of their grant must submit a final FFR that is
cumulative over the entire grant period. This FFR is due 90 days after the close of the
grant.
F. Federal Financial Reports (FFRs)—Expenditures/Apr - Sep and Oct-Mar.
Recipients with budget periods starting in April or October paid through HHS/PMS must
submit the Standard Form 425, Federal Financial Report(FFR),semi-annually from the
start date of the award to report the status of all funds. FFRs must report expenses on a
cumulative basis over the performance period of the grant and be submitted according to
the following schedule:
Period Covering: Report Due:
April 1 - September 30 October 31
October l -March 30 April 30
Programs completing the final year of their grant must submit a final FFR that is
cumulative over the entire grant period. This FFR is due 90 days after the close of the
grant.
2
G. Federal Financial Reporting/Disbursements
Recipients paid through HHS/PMS will report quarterly disbursements to HHS through
SMARTLINK 11. Recipients will report disbursements using the web based version of the
Standard Form 425, Federal Financial Report,no later than 30 calendar days following
the end of each quarter.
H. Annual Progress Report
Recipients must prepare a full Progress report at the end of the 4th quarter of the budget
period. The report must be submitted in eGrants no later than 30 days after the end of the
designated reporting period. Recipients must prepare and submit the Progress Report
Volunteer Service Year production data elements at the end of the 2nd and 4th quarters of
the budget period. These reports must be submitted in eGrants no later than 30 days after
the end of the designated reporting period.
I. Recognition of Federal Funding
When issuing statements,press releases,requests for proposals,bid solicitations, annual
reports and other documents describing projects or programs funded in whole or in part
with CNCS money,the grantee receiving federal funds, including but not limited to state
and local governments, shall clearly state(1) the percentage of the total cost of the
program which will be financed with CNCS money, and (2)the dollar amount of CNCS
funds for the project or program.
J. Program/Project Manager Authority
The Program/Project Manager for this award is listed on the face page of the Notice of
Grant Award. The Program/Project Manager has full authority to represent CNCS in
connection with management of the technical and programmatic performance of the
award. They are not authorized to change the terms and conditions, estimated costs,or
period of performance, or to give approvals,written or verbal, specifically reserved for
the Grant Officer.
K. Prohibition on Use of Program Grant Funds
As specified in 45 C.F.R. §§ 2551.121 and 2552.121,while charging time to a Foster
Grandparent or Senior Companion program, accumulating service,or training hours, or
otherwise performing activities supported by the Senior Companion or Foster
Grandparent Program or CNCS, staff and volunteers may not engage in the following
activities:
1. Political activities.
a.No part of any award shall be used to finance,directly or indirectly, any activity to
influence the outcome of any election to public office,or any voter registration activity.
3
No project shall be conducted in a manner involving the use of funds,the provision of
services, or the employment or assignment of personnel in a matter supporting or
resulting in the identification of such project with:
i. Any partisan or nonpartisan political activity associated with a candidate, or
contending faction or group, in an election; or
ii Any activity to provide voters or prospective voters with transportation to the
polls or similar assistance in connection with any such election; or
iii Any voter registration activity,except that voter registration applications and
nonpartisan voter registration information may be made available to the public
at the premises of the sponsor. But in making registration applications and
nonpartisan voter registration information available,employees of the sponsor
shall not express preferences or seek to influence decisions concerning any
candidate,political party, election issue, or voting decision.
b. Notwithstanding 42 U.S.C. § 5043(c),45 C.F.R. §§ 2551.121(a)(3)and
2552,121(a)(3), language in CNCS's current appropriations legislation, as well as
language in past appropriations legislation,provides that recipients are not permitted
to use funds appropriated to CNCS used to pay the salary or expenses of any grant or
contract recipient,or agent acting for such recipient,related to any activity designed to
influence the enactment of legislation, appropriations,regulation, administrative
action,or Executive order proposed or pending before the Congress or any State
government, State legislature or local legislature or legislative body, other than for
normal and recognized executive-legislative relationships or participation by an
agency or officer of a State, local or tribal government in policymaking and
administrative processes within the executive branch of that government.
2. Non-displacement of employed workers. A Senior Companion or Foster Grandparent
Program Volunteer shall not perform any service or duty or engage in any activity which
would otherwise be performed by an employee of the sponsor or which would supplant
the hiring of or result in the displacement of employees, or impair existing contracts for
services.
3. Compensation for service.A Senior Companion or Foster Grandparent Program
agency or organization to which SCP or FGP volunteers are assigned,or which
operates or supervises any SCP or FGP program shall not request or receive any
compensation from SCP or FGP volunteers or from beneficiaries for services of
SCP or FGP volunteers.
i The regulations do not prohibit a sponsor from soliciting and accepting
voluntary contributions from the community at large to meet its local support
obligations under the grant or from entering into agreements with parties other
than beneficiaries to support additional volunteers beyond those supported by
CNCS award;
4
ii A volunteer station may contribute to the financial support of the Foster
Grandparent or Senior Companion Program. However, this support shall not be
a required precondition for a potential station to obtain Foster Grandparent or
Senior Companion services.
iii if a volunteer station agrees to provide funds to support additional Foster
Grandparent Volunteer or Senior Companion Volunteers or pay for other
volunteer support costs,the agreement shall be stated in a written
Memorandum of Understanding_ The sponsor shall withdraw services if the
station's inability to provide monetary or in-kind support to the project under
the Memorandum of Understanding diminishes or jeopardizes the project's
financial capabilities to fulfill its obligations;
iv Under no circumstances shall a Foster Grandparent or Senior Companion
volunteer receive a fee for service from service recipients, their legal guardian,
members of their family, or friends.
4. Labor and anti-labor activity.The sponsor shall not use grant funds directly or
indirectly to finance labor or anti-labor organization or related activity.
5. Fair labor standards.A sponsor that employs laborers and mechanics for
construction, alteration, or repair of facilities shall pay wages at prevailing rates as
determined by the Secretary of Labor in accordance with the Davis-Bacon Act,as
amended,40 U.S.C. 276a.
6. Religious activities.A Foster Grandparent volunteer or Senior Companion
volunteer or a member of the project staff funded by CNCS shall not give religious
instruction, conduct worship services or engage in any form of proselytization as
part of his or her duties.
i A sponsor or volunteer station may retain its independence and may continue
to carry out its mission, including the definition, development, practice, and
expression of its religious beliefs, provided that it does not use CNCS funds to
support any inherently religious activities, such as worship,religious
instruction, or proselytization, as part of the programs or services funded. if an
organization conducts such activities,the activities must be offered separately,
in time or location, from the programs or services funded under this part.
7. Nepotism. Persons selected for project staff positions shall not be related by
blood or marriage to other project staff, sponsor staff or officers,or members
of the sponsor Board of Directors,unless there is written concurrence from the
community group established by the sponsor under Subpart B of this part and
with notification to the Corporation
5
L. EXTERNAL AND DATA COLLECTION
The grantee must cooperate with the Corporation and its evaluators in all monitoring and
evaluation efforts. As part of this effort,the grantee must collect and submit certain project
data, as defined in the Project Profile and Volunteer Activity(PPVA) and must provide data
as requested or needed to support external evaluations.
M. LOBBY DISCLOSURE
For grant awards exceeding$100,000,pursuant to 31 U.S.C. 1352,the Grantee is required to
file a disclosure report, Standard Form LLL, Disclosure of Lobbying Activities, at the end of
any quarter,when the Grantee has paid or agreed to pay any lobbying entity for influencing
or attempting to influence an officer or employee of any agency,a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection
with a covered Federal action. The report must be submitted to the Corporation State
Program Director.
N. REPORTING REQUIREMENTS
This section applies only to the recipient. The recipient is responsible for timely submission
of periodic financial and progress reports during the project period and a final financial report
and for setting submission deadlines for its respective subrecipients, if applicable,that ensure
the timely submission of recipient reports.
1. Financial Reports. The recipient shall complete and submit financial reports in eGrants
to report the status of all funds. The recipient must submit timely cumulative financial
reports in accordance with CNCS guidelines and sections E and F, above.
2. Final Financial Report. A recipient must submit, in lieu of the last semi-annual
financial report, a final financial report. These reports are due no later than 90 days after
the end of the project period.
3. Reporting at the Dept. of Health and Human Services/Payment Management
System. (HHS/PMS) All recipients must submit the Federal Financial Report(FFR)
Cash Transactions Report on a quarterly basis to the HHS/PMS per the Electronic Funds
Transfer Agreement.
4. Progress Reports. The recipient shall complete and submit timely progress reports to
include a summary of accomplishments during the reporting period. This includes
reporting on the progress to date made by the recipient and subrecipients for that
reporting period. The report is submitted through the appropriate electronic system.
Individual program guidance determines the due date for the reports.
5. Requests for Extensions. Each grantee must submit a financial report by the given
dates. Extensions of reporting deadlines will be granted only when 1)the report cannot
be furnished in a timely manner for reasons, in the determination of CNCS, legitimately
beyond the control of the grantee, and 2)CNCS receives a written request explaining the
need for an extension before the due date of the report.
6
Extensions of deadlines for financial reports may only be granted by the Field Financial
Management Center(FFMC),and extensions of deadlines for progress reports may only
be granted by the Program Office.
6. Other. The recipient shall meet as necessary with the CNCS Program Office or with
other staff or consultants designated by the CNCS Program Official to exchange views,
ideas, and information concerning the project. The recipient shall submit such special
reports as may be reasonably requested by CNCS.
O. PROGRAM INCOME
1. General. Income,including fees for service earned as a direct result of the grant-funded
program activities during the award period,must be retained by the grantee and used to
finance the grant's non-CNCS share.
2. Excess Program Income. Program income earned in excess of the amount needed to
finance the grantee share must follow the appropriate requirements of 2 CFR §
200.307(e)(1) and be deducted from total claimed costs, or with prior written approval
from CNCS,the requirements of 2 CFR § 200.307(e)(2)through a budget amendment be
used to enhance the program(additive process). Recipients that earn excess income must
specify the amount of the excess in the comment box on the financial report.
3. Fees for service. When using assistance under this grant,the grantee may not enter into a
contract for or accept fees for service performed by participants when:
i. The service benefits a for-profit entity;
ii. The service falls within the other prohibited activities set forth in statute,
regulation, or these award terms and conditions.
P. BUDGET AND PROGRAMMATIC CHANGES
1. Programmatic Changes.The grantee must obtain the prior written approval of CNCS
before making the following changes:
a. Changes in the scope, objectives or goals of the project, transfer of the project effort,
or project timeline whether or not they involve budgetary changes.
b. Entering into subawards or contracts for activities funded by the award, but not
identified or included in the approved application and grant budget.
2. Budgetary Changes. The grantee must obtain the prior written approval of CNCS's Field
Financial Management Center(FFMC)before deviating from the approved budget in any
of the following ways:
a. Specific Costs Requiring Prior Approval Before Incurrence under 2 CFR § 200.407.
Examples of costs requiring prior written approval before they are allowed include
rearrangement and alteration costs, and pre-award costs.
b. Purchases of Equipment over$5,000 using grant funds,unless specified in the
approved application and budget.
c. Unless the CNCS share of the award is $50,000 or Iess, changes to cumulative and/or
aggregate budget line items that amount to 10 per cent or more of the total budget
7
must be approved in writing in advance by CNCS. The total budget includes both the
CNCS and recipient shares. Recipients may transfer funds among approved direct
cost categories when the cumulative amount of such transfers does not exceed 10
percent of the total budget.
3. Approvals of Programmatic and Budget Changes. CNCS's Grants officers are the only
officials who have the authority to alter or change the provisions or requirements of the
grant. Programmatic changes also require final approval of CNCS's Field Financial
Management Center(FFMC)after written recommendation for approval is received from
the Program Office. The Grants Officers will execute written amendments, and
Recipients should not assume approvals have been granted unless documentation from the
Grants Office has been received.
8
ATTACHMENTS
Grant Program Civil Rights and Non-Harassment Policy
The Corporation for National and Community Service (CNCS)has zero tolerance for the
harassment of any individual or group of individuals for any reason.CNCS is committed to
treating all persons with dignity and respect.CNCS prohibits all forms of discrimination based
upon race,color,national origin,gender,age, religion,sexual orientation,disability,gender identity
or expression,political affiliation, marital or parental status, or military service. All programs
administered by,or receiving Federal financial assistance from CNCS,must be free from all
forms of harassment.Whether in CNCS offices or campuses,in other service-related settings such
as training sessions or service sites, or at service-related social events, such harassment is
unacceptable.Any such harassment, if found,will result in immediate corrective action, up to and
including removal or termination of any CNCS employee or volunteer.Recipients of Federal
financial assistance, be they individuals,organizations,programs and/or projects are also subject
to this zero tolerance policy.Where a violation is found,and subject to regulatory procedures,
appropriate corrective action will be taken, up to and including termination of Federal financial
assistance from all Federal sources.
Slurs and other verbal or physical conduct relating to an individual's gender, race,ethnicity,
religion,sexual orientation or any other basis constitute harassment when it has the purpose or effect
of interfering with service performance or creating an intimidating,hostile,or offensive service
environment.Harassment includes,but is not limited to; explicit or implicit demands for sexual
favors; pressure for dates; deliberate touching, leaning over, or cornering;offensive teasing,
jokes,remarks, or questions; letters, phone calls,or distribution or display of offensive materials;
offensive looks or gestures,gender,racial, ethnic, or religious baiting; physical assaults or other
threatening behavior;or demeaning,debasing or abusive comments or actions that intimidate.
CNCS does not tolerate harassment by anyone including persons of the same or different races,
sexes,religions,or ethnic origins; or from a CNCS employee or supervisor;a project, or site
employee or supervisor;a non-employee(e.g.,client);a co-worker or service member.
I expect supervisors and managers of CNCS programs and projects, when made aware of alleged
harassment by employees,service participants,or other-individuals, to immediately take swift and
appropriate action. CNCS will not tolerate retaliation against a person who raises harassment
concerns in good faith.Any CNCS employee who violates this policy will be subject to
discipline, up to and including termination,and any grantee that permits harassment in violation
of this policy will be subject to a finding of non-compliance and administrative procedures that
may result in termination of Federal financial assistance from CNCS and all other Federal
agencies.
Any person who believes that he or she has been discriminated against in violation of civil rights
laws,regulations,or this policy,or in retaliation for opposition to discrimination or participation
in discrimination complaint proceedings(e.g., as a complainant or witness) in any CNCS program
or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness
(OCRI).Discrimination claims not brought to the attention of OCRI within 45 days of their
occurrence may not be accepted in a formal complaint of discrimination.No one can be required to
use a program, project or sponsor dispute resolution procedure before contacting OCRI. If another
procedure is used, it does not affect the 45-day time limit.OCRI may be reached at (202) 606-
7503(voice),(202) 606-3472 (TTY),eo(ir cns.gov,or through www.national service.Rov.
5A12014
Date
Wendy Spencer,C: w ixertrlive cgficer
9
CITY OF SAN BERNARDINO, CALIFORNIA schedule
DEPARTMENT
PROJECT #: 0509 SCP 2015-16
FY2015-16
BUDGET
Account Number Description ESTIMATES MATCH TOTAL
Grant Name:
Salaries
5011 Salaries perm/fulitime 42,329 25,078 67,407
5013 Automobile allowance -
5014 Salaries temp/parttime
5015 Overtime
Total:Salaries 42.322_ 25,078 b7.407
Benefits
5026 PERS retirement 2,941 8,221 11,162
5027 Health and life insurance 6,577 6,143 12,720
5028 Unemployment insurance 109 93 202
5029 Medicare 530 447 977
Total:Benefits 10,157 14,904 25,061
Total:Salaries&benefits SL486 39.982 92.468
Maintenance and Operations
5111 Material and supplies 537 537
5122 Dues and subscriptions -
5131 Mileage 225 57 282
5132 Meetings and conferences 1,681 1,681
5133 Education and training -
5135 Transportation-grant 34,976 34,976
5136 Meals 21,120 21,120
5150 Utilities 1,240 1,240
5161 Insurance 552 552
5172 Equipment maintenance
5174 Printing charges 200 200
5175 Postage 118 118
5176 Copy machine charges -
5181 Other operating expense 2,060 1,930 3,990
5186 Civic and promotional -
5191 Stipends 171,554 171,554
5193 Grant match -
Total:Maintenance and Operations 233,023 3,227 236,250
Contract Services
5502 Professional/contractual services -
5505 Other professional services
Total:Contractual Services - - -
Internal Service Charges
5601 Garage charges -
5602 workers compensation 1,279 1,080 2,359
5603 Liability -
5604 IT charges in-house -
5605 Telephone support 900 900
5606 Electric -
5612 Fleet charges-fuel
Total:Internal Service Charges 1,279 1,980 3,259
Capital Outlay
5702 Computer Equipment 1,000 1,000
$703 Communications equipment
Total:Capital Outlay 1,000 - 1,000
Credit/billables
5910 Credit-federal and state program funding -
Total:Credit/billables - -
Total:Non-Personnel Expenses 235,302 5,207 240,509
Grant'rotal 287,788 45,189 332,977
SCHEDULE "H"
6/25/2015