HomeMy WebLinkAbout08- Parks, Recreation & Comminuty Services CITY OF SAN BERN/ - ""DINO - REQUEST FC '1 COUNCIL ACTION
From: Annie F. Ramos, Director Subject: AUTHORIZATION FOR APPLICATION AND
ADMINISTRATION OF $30,000 OF EMERGENCY
Dept: Parks, Recreation & Community Services FOOD AND SHELTER PROGRAM FUNDS (FEMA XII).
Date: July 22, 1993
Synopsis of Previous Council action:
Approved administration of Emergency Food and Shelter Funds at the Westside
Community Service Center since 1984 with the last approval being for FEMA XI in
the amount of $30,000 on August 17, 1992.
Recommended motion:
That the Parks, Recreation and Community Services Department Director be authorized
to apply for and administer $30,000 of emergency food and shelter funds provided
under the provision of the Emergency Food and Shelter National Program (FEMA XII) .
Signature
Contact person: Annie F. Ramos Phone: 5030
Supporting data attached: Staff Report & Application Ward: City Wide
FUNDING REQUIREMENTS: Amount: No City Funds Required.
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
75-0262 Aaenda Item No_
CITY OF SAN BERNA - 121NO - REQUEST FC' COUNCIL ACTION
STAFF REPORT
AUTHORIZATION FOR APPLICATION
AND ADMINISTRATION OF $30,000
OF EMERGENCY FOOD AND SHELTER
PROGRAM FUNDS (FEMA XII) .
Congress has again appropriated funding through the emergency
Food and Shelter National Board Program (FEMA XII) to local
public and private organizations for the purpose of delivering
emergency food and shelter to needy individuals. Grants are
made from FEMA to communities through local boards convened by
the United Way with representatives from the public and
private organizations.
The local FEMA Board of San Bernardino has selected the
Westside Community Service Center as one of the sites within
the City of San Bernardino to assist with distribution of
funds between October 1, 1993 and September 30, 1994 . This
department has prepared the attached application for $30, 000
to be administered through the Westside Community Service
Center. There is no additional cost to the City to administer
this program along with other public service programs now
being administered.
femaIX-u
7/21/93
75-0264
SAN BERNARDINO COUNTY EMERGENCY FOOD AND SHELTER PROGRAM
LOCAL BOARD
FEMA XII
REQUEST FOR PROPOSAL AND APPLICATION FORMS
As in past years, the San Bernardino County FEMA Board is anticipating an allocation through the
Emergency Food and Shelter National Board Program (FEMA).
The Local Board invites interested San Bernardino county government units and non-profit community
organizations to respond to a Request for Proposal through the closing date of Friday, September 3.
1993. Allocations will not be made until the fall. Questions may be referred to Wytske Visser at
909-984-1793.
The anticipated allocation from the National Program will be distributed according to the following:
Administration: Local Board 0.5%
Administration: Agencies 1 .5%
Emergency Grants 98%
Program objectives for this money are the same as for previous FEMA programs:
• To maximize the use of funds by limiting the amount of a grant to $100,000.
• To maximize the value of food made available to the poor by emphasizing funding of agencies
which agree to obtain food from food banks and buying clubs rather than from retailers or
through gift certificates.
• To allocate funds with an emphasis on reaching underserved geographic regions and
populations within the County.
• To provide ongoing support to the previously participating agencies which have had successful
prior experience in serving hungry and homeless poor people.
• To encourage small agencies with limited fiscal capacity to secure or request a fiscal agent, in
compliance with the Federal requirement of providing a certified audit.
• To encourage small agencies with limited fiscal capacity and limited ability to acquire food very
inexpensively, to form umbrella applications.
• Agencies that did not receive FEMA XI funds (1992/93) will be limited to a $10,000 request.
TIMELINE: .
TWO (2) COPIES OF THE COMPLETE PROPOSAL WITH ALL ATTACHMENTS MUST BE DELIVERED
NOT LATER THAN FRIDAY, SEPTEMBER 3, 1993, 5:00 P.M.:
The San Bernardino County Emergency Food and Shelter Program Local Board
c/o Mt. Baldy United Way
123 West "D" Street
Ontario, CA 91762
rr�nw�riuu�rn . u.ne s�ea wowzr axra
SAN BERNARDINO COUNTY
FEMA XII
1993-1994
SECTION I. GENERAL INFORMATION AND ELIGIBILITY
A. Total FEMA XII Request: $30 ,000. 04Carry Over from Total on page 4; should include
administration) for period October, 1993 - September, 1994.
B. Agency Name WESTSIDE COMMUNITY SERV . CTR . Phone ") 384- 5428
Address 1505 West Highland City San Bernardino Zip 92411
Executive Director A n n i e R a m n- Board Chair M Z4ta r -L W M i nor
Key Project Contact Person A a l J y a h Abdul l a h Phone Ilqoo 384-5428
Year Agency Was Founded 19 71
C. Has your agency received FEMA funds in the past? ( Yes ) No
1992/93 FEMA XI grant (if applicable) $ 2? _700 _ 00
for Food X Shelter X _ Utilities X
Other previous major sources of food and shelter program activity:
$50 ,000 . 00 Block Grant for Rent/Deposit Program
D. Eligibility of Agency (Circle applicable answers)
1. Does agency have a voluntary board? yes (no )
Attach a list of Board Members. If possible, list
identifying information, such as phone, address, and position.
2. Is the proposed program an expansion of services (yes) no
currently offered without 'FEMA" funds?
3. Does the agency have an IRS classification? (yes) no
Check applicable designation.
Government X or Private
Nonprofit(501.C.3 or 501.C.4.)
(Attach IRS Form 501 (c) (3)).
4. Attach agency organization chart.
5. Are services free of charge? (yes ) no
If no, explain and list fees charged for services:
Use attachment if necessary.
FEMA XII 0 0
Page 2
Agency Name: WESTSIDF COMMIINTTY SFRVTCF ('ENTER
E. Indicate when your organization is available to assist people with FEMA funded
services. (For Example: Mon., Wed., Fri., 11 a.m. - 1:00 p.m.) If you have more than
one site, provide a listing with times.
Days: MONDAY THRU FRIDAY
Hours'. 8: 30 a .m. - 3 : 30 p .m.
SECTION, II. DEMONSTRATED EFFECTIVENESS
A. Briefly describe your agency's past services in the area of food, shelter, and related
services for the poor. Describe the impact and effectiveness of your effort.
The Westside Community Service Center is a multi -service center
in the Parks , Recreations & Community Services Department . The
center services the entire city of San Bernardino . However , the
center is demographically positiondin an area where 60% of the
population ' s income is below the poverty level .
Since 1985 , the center has assisted with food , shelter ,
utilities , clothing and other related services for low income
individuals and families . Currently , this center is the only
center that offers such a wide range of services to the
immediate area of the Westside , Delman Heights , and Muscoy .
B. If you are applying for shelter funds - indicate the following (indicate if number of days is for
rental/mortgage assistance):
Average shelter length of stay per person to 30 days
Do you charge recipients for the shelter? Yes X No
If yes - is there a waiver for some recipients? Yes No
How many? (explain criteria)
C. If you are applying for food funds - indicate the following:
Average number of meals provided per person 7 meals
Do you charge recipients for food? Yes_ X No
If yes - is there a waiver for some recipients? Yes No
How many? (explain criteria)
FEMA XII
Page 3
Agency Name: WESTSIDE COMMUNITY SERVICE CENTER
SECTION III ACCOUNTING AND FISCAL REPORTING ABILITY
A. Attach the most recent financial report available and also the final report, audited if
available, for your most recent fiscal year completed.
B. Does agency have an operating accounting system? (yes) no
C. Who handles the accounting system for the agency? (Specify name of staff,
professional title, volunteer, or accounting firm)
City of San Bernardino Finance Department
D. Briefly describe agency's internal control of program accounts. Include accounting
method, types of ledgers and reports, frequency of reports, and approval process.
TPWEjtjide Communit Sery ce Cednter scregns records and iate
u or ay ants , or a ve o s by su m1 ting Inv ices Na th ar,
au ited by tie 1v1sion head M Mien recorded by the Sept . account
ing system before submitting request to Finance Dept . The informat-
ion is entered into computer system and payment is issued .
E. Describe the administrative procedures you will employ to ensure accurate reports and
fiscal control. Center Manager will ensure that all participants meet all
program requirements and submit necessary documentation to sub-
stantiate need . Once the need has been established then steps
stated in Section D are followed . Periodic progress reports are
submitted to the Local Board .
F. List all sources of agency income for the latest fiscal year.• You may group smaller
sources and individual donations. You may omit "contacts" and "phone" for individual
gifts.
Grant
SourceAmount Period Purpose Contact Telephone
SEE ATTACHED
*Use your latest 12 month accounting period Jul y 1 19C)l to],,n 19A2.
Explain any prior audit exceptions, disallowed costs or unresolved questioned costs which your agency has
experienced in the period since 1982. Omit issues which are less than 5% of the grant. (Attach a page if
necessary.)
FEMA XII 0
Page 4
Agency Name: Westside Community Service Center
SECTION IV. AGENCY REQUEST
A. FOOD - Estimated Cost Per Person Per Meal:
Total
No. Meals Cost Per Meal S. Request
Served Meals
Other Food (vouchers,brown bag,etc.) 5 ,667 . 90 5 ,100 . 00
Supplies/Equipment
Number of distribution sites
Location of sites (City only, not address):
B. SHELTER - Estimated Cost Per Night Per Person:
Total
No. Nights Cost Per Night/ $3e quest
Per Person
Mass Shelter
($10 or $5 per night, per person may be used)
Other Shelter (vouchers,etc.) l .114 S7 , 00 $L 8 0 0 . 0 0
Equipment & Supplies
C. RENTAL/MORTGAGE ASSISTANCE
Total
No. Bills Average Bill S Reauest
Rental/Mortgage Assistance ? $400 .00 $8 .800 . nn
D. UTILITY ASSISTANCE Total
No. Bills Average Bill $ Reauest
— inn $79 _ �n $7 -25n ._n0
E. ADMINISTRATION REQUESTED (1.5% maximum) $ 450 . 00
TOTAL FOR FEMA XII REQUESTED (A+B+C+D+E) $ 30 ,000 - 00
(carry over this total $ figure to Section I A, page 1)
FEMA XII Q
Page 5
AGENCY NAME: Westside Community Service Center
SECTION V. DISTRIBUTION COALITION & NETWORKING
A. Detail how you will obtain and distribute food: grocery boxes or bags; prepared meals; or
vouchers to restaurants or to grocery stores, or precisely what mix of these. The Local Board
expects all funded projects to make extensive use of food banks and pantry cooperative bulk
buying clubs to buy extremely economical groceries unless you present an acceptable rationale
for not doing so.
Do you plan to purchase gifts certificates or vouchers from food retailers? If so, at what
percent discount, and why do you propose to do this rather than maximizing the buying power
of your FEMA funds through cost-effective grocery purchase. (Omit if not requesting funding
for food.)
This center plans on purchasing bulk food items from discount grocery
stores and distribute it according to family size . This center will
also purchase gift certificates to supplement food baskets . These
certificates will also be given to persons that have special diets
and to persons without cooking facilities and require food items that
need little or no cooking .
B. How do you coordinate services with other human service providers, What networks and
coalitions in this field do you participate in? Be very specific. Do not exaggerate.
Whenever possible this Center attempts to provide service needed by
clients . However , when it is impossible to do so , for whatever
reasons , the center has found it necessary to network on numerous
occasions with the following agencies :
Catholic Charities , Frazee ' s Community Center , Home of Neighborly
Services , Community Services Dept . , Christ Temple Church , St .
Paul A. M. E . Church , Salvation Army and Lutheran Social Services .
FEMA XII
Page 6
AGENCYNAME: Westside Community Service Center
NONDISCRIMINATION POLICY
This agency will assure, through all possible means, equal opportunity for all persons -regardless of
age, handicap, national background, race, religion, or sex-to receive service, to participate in the
volunteer structure, and to be employed. An existing sectarian nature of the agency shall not suffer
impairment under this agreement. No participation in religion observances or services will be required
as a condition of receiving food or shelter paid for by this grant.
AGREEMENT
I affirm that all information in this application is true and correct to the best of my knowledge, and
that the agency under my authority will execute its responsibility under FEMA XII and adhere to all
other applicable rules and regulations to the fullest extent possible.
Board Chairperson Date Executive Director Date
or similar authority or similar authority
(Signature) (Signature)
Attach the fogowing:
- Current Board Directors Roster
- IRS form 501 (c) (3) (new agencies only)
- Agency Organization Chart (volunteer and staff)
- Most recent financial report (monthly or quarterly)
- Most recent audited year-end report
fwmVfp83.94%w9v
00/14/03
OF
i
AUDIT
Date July 22, 1993
City of San Bernardino
Parks, Recreation & Community Services Department had its
Grantee Name
accounting system audited by KPMG Peat Marwick
(Accounting Firm)
725 South Figueroa Street, Los Angeles, CA 90017
(Address)
and the results are contained in a report dated: October 2, 1993
Certified by July, 22 1993 City of San Bernardino
Sign r; a e Sponsor's Name
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