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05.H- Parks, Recreation & Community Service
5.H RESOLUTION (ID # 4486) DOC ID: 4486 B CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Grant From: Jim Tickemyer M/CC Meeting Date: 06/20/2016 Prepared by: Christina Chartier, (909) 384-5233 Dept: Parks, Recreation & Community Ward(s): All Services Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the City Manager to Ratify the Grant Application Submittal, Accept the Grant Award of $287,788 for Year Two of a 3-Year Grant Continuation, and Appropriate Grant Expenditures with the Corporation for National and Community Service for the Senior Companion Program (SCP) in the Amount of $341,236 for the Period of July 1, 2016 through June 30, 2017. (#4486) Current Business Registration Certificate: Not Applicable Financial Impact: Account Budgeted Amount: $341,236 Account No. 001-380-0075 = $$53,448 (Grant Match) and 123-380-0075-0509 = $287,788 Account Description: Senior Companion Program FY2016-17 Balance as of: July 1, 2016; $341,236 Balance after approval of this item: $341,236 The grant award amount is $287,788. There is a $50,348 City Match requirement, which was included in the FY 2016/17 budget request. There is also additional in-kind service ($3,100) for fundraising and grant preparation. Motion: Adopt the Resolution. Synopsis of Previous Council Action: 7/6/2015 Resolution No. 2015-142 Ratifying the submittal of a continuation grant application to the Corporation for National and Community Service, accepting the grant amount of $287,788, and authorizing the appropriation of additional grant expenditures to continue the administration and operation of the Senior Companion Program for the period of July 1, 2015 through June 30, 2016. 6/16/2014 Resolution No. 2014-168 Ratifying the submittal of a continuation grant application to the Corporation for National and Community Service, accepting the grant amount of$287,788, and authorizing the appropriation of additional grant expenditures to continue the administration and operation of the Senior Companion Program for the period of July 1, 2014 through June 30, 2015. 9/16/2013 Resolution No. 2013-264 Ratifying the Submittal of a Continuation Grant Updated: 6/13/2016 by Georgeann "Gigi" Hanna B I Packet Pg. 264 5.H 4486 Application to the Corporation for National and Community Service and Accepting the Grant Amount of $299,799 to Continue the Administration and Operation of the Senior Companion Program for the Period of July 1, 2013 through June 30, 2014 and to Authorize the Director of Finance to Incorporate All Necessary Changes to the FY 2013-14 Budget Related to This Grant. Background: For the past seven fiscal years, CNCS has consistently awarded grant funding for the City's Senior Companion Program. Since 1975, Senior Companions have provided assistance to City of San Bernardino adults with physical, emotional, or mental health limitations, most of whom are elderly. In FY15/16, forty-five Senior Companions provided 205 clients with 52,210 hours of personal service. Clientele may have difficulties with daily living tasks, and Senior Companions help them retain their dignity and independence. Senior Companion volunteers provide the following services: companionship, meal preparation, grocery shopping, and transportation to medical appointments and pharmacies. They serve between 15-40 hours per week and receive an hourly stipend of $2.65 per hour. Companions must be 55 years of age or older and meet established income eligibility guidelines. In addition to the stipend, Companions receive the following incentives: accident personal liability and excess automobile insurance coverage; assistance with the cost of transportation; an annual physical examination; recognition; and when feasible, meals during their assignments. Such incentives encourage Companions to serve as volunteers, thereby keeping them active, productive in their communities, and assisting clientele in remaining independent as long as possible. The FY 16/17 grant award is for the period of July 1, 2016 through June 30, 2017, to continue the administration and operation of SCP. CHCS requires an on-line submittal of the grant application, proposed budget, and narrative of proposed administration and operation of the Senior Companion Program once a year. The application award process for this grant is as follows: Staff prepares and submits the grant application through the E-grant system, and a staff report is submitted to the Mayor and Common Council for approval. A proposed budget was attached to the grant application (see attachment "Exhibit C - 2016-2017 SCP Budget Detail Summary"), which specifies the City's grant match obligation. The City would be responsible for grant match funding in the amount of $50,348, plus the "Excess Amount" column of $3,100 for a total of$53,448. The total grant match amount includes the grantee share and the in-kind dollar amounts (referred by the grantor as "Excess Amount"). City Attorney Review: Supporting Documents: Resolution - Senior Companion Program FY2016-17 (DOC) Updated: 6/13/2016 by Georgeann "Gigi" Hanna B Packet Pg. 265 5.H 4486 Exhibit A - SCP Grant Renewal Application (PDF) Exhibit B - SCP 2016-17 Notice of Grant Award(PDF) Exhibit C - SCP Budget Detail (PDF) Updated: 6/13/2016 by Georgeann "Gigi" Hanna B Packet Pg. 266 5.H.a RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF 5 SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO RATIFY THE 4 GRANT APPLICATION SUBMITTAL, ACCEPT THE GRANT AWARD OF $287,788 c FOR YEAR TWO OF A 3-YEAR GRANT CONTINUATION, AND APPROPRIATE 5 GRANT EXPENDITURES WITH THE CORPORATION FOR NATIONAL AND o N COMMUNITY SERVICE FOR THE SENIOR COMPANION PROGRAM (SCP) IN THE >- 6 AMOUNT OF $3419236 FOR THE PERIOD OF JULY 1, 2016 THROUGH JUNE 309 7 2017. c� _ 8 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY •2 9 OF SAN BERNARDINO AS FOLLOWS: 0 10 SECTION 1. That the Mayor and Common Council hereby ratify the submittal of the 0 11 continuation grant application to the Corporation for National and Community Service, a copy of 12 which is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as 13 though set forth at length; and �- ti 14 SECTION 2. That the Mayor and Common Council hereby accept the grant award in the amount of $287,788 to continue the administration and operation of the Senior Companion 15 Program for the period of July 1, 2016 through June 30, 2017, a copy of which is attached hereto, E 16 marked Exhibit `B" and incorporated herein by reference as fully as though set forth at length; o 0 17 a. and r- 0 18 SECTION 3. That the City Manager is authorized to direct the Finance Director or Q 19 designee to appropriate $341,236 in grant expenditures for FY2016-2017, a copy of which is 0 20 attached hereto, marked Exhibit "C" and incorporated herein by reference as fully as though set o 21 forth at length and. in 22 SECTION 4. That the authorizations granted herein are rescinded if the Amendment is g 23 not fully executed/issued within sixty(60) days of the passage of this Resolution. 0 CD 24 as 25 /// U 26 27 /// 28 1 Packet Pg. 267 5.H.a 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO RATIFY THE 2 GRANT APPLICATION SUBMITTAL, ACCEPT THE GRANT AWARD OF $287,788 3 FOR YEAR TWO OF A 3-YEAR GRANT CONTINUATION, AND APPROPRIATE GRANT EXPENDITURES WITH THE CORPORATION FOR NATIONAL AND ti 4 COMMUNITY SERVICE FOR THE SENIOR COMPANION PROGRAM (SCP) IN THE N AMOUNT OF $3419236 FOR THE PERIOD OF JULY 1, 2016 THROUGH JUNE 30, 5 2017. N 6 u- I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 7 Common Council of the City of San Bernardino at a meeting thereof, held on the 8 day of , 2016,by the following vote, to wit: o 2 9 Council Members: AYES NAYS ABSTAIN ABSENT E a 10 MARQUEZ o 11 BARRIOS 12 00 VALDIVIA 13 ti .. � 14 SHORETT 0 15 NICKEL E 16 RICHARD o L 17 �- MULVIHILL c 18 E Q. 19 E Georgeann Hanna, City Clerk v 20 2 The foregoing resolution is hereby approved this day of , 2016. C 21 N 22 0 23 R. Carey Davis, Mayor d City of San Bernardino 24 Approved as to Form: m 25 Gary D. Saenz, City Attorney E U 26 Q ® 27 28 2 Packet Pg. 268 Corporation for i i Community Service 1 J EXHIBIT "All t CD N (0 To: Mitchel Assumma,Community Recreation Manager, City of San Bernardino c N Teri Dobbs,SCP Manager, City of San Bernardino LL From: Danette Martin,CA State Office,Corporation for National and Community Service C) Date: March 10,2016 a O Re: SCP Grant Continuation 15SCPCA003 f° CL E O U Please refer to the Managing Senior Corps Grants webpage for links to the most current LO application instructions and other helpful documents,including: in ■ FGP and SCP Senior Corps Grant Application(PDF) v ■ eGaants Visual Instructions(PDF) ■ SCP National Performance Measures Instructions(PDF) o ■ SCP Work plan Development Worksheet(Word) ■ Aggregate Dollar Amount of Funding Form(for private non-profits)(Excel) Q 4 We invite you to submit your continuation application for the Senior Corps grant sponsored by 3 your organization,using cGaants. You are invited to submit an application based on the determination that your project is continuing to meet the eligibility criteria.Please review this entire memo prior to submitting your project application in eGrants. 'Ln V NOFA Opens: March 1,2016 a U Application Due Date: Aril 15,2016 Q w Z Please choose the following NOFA: x x w • FY 2016 SCP Quarter 4(Year 2 or 3 of a multi-year grant) E t w r Q COTPOrOliOn (Or 11150 West Olympic Boulevard,Suite 670 NATIONAL& Los Angeles,CA 90064 COMMUNITY 310-235-77081800-942-26771 TTY 800-833-3722 SERV I C F E-77," Packet Pg. 269 FY 2016 Federal Funding Levels: Budget Period(one year): 07/1/2016—06/30/2017 07/01/2016—06/30/2018 FY 2016 Total Federal funding level: $287,788 0 #Federal VSYs 62 ' cfl 0 *Funding amount listed reflects end of FY 15 base level funding.Final award amount based N on final FY 16 appropriations." ''- c ca C9 c O Continuation 2016 Instructions for Senior Companion Program(FGP) Q E How to Submit Your Continuation Request: ° U L ° • From your eGrants home page,click Continuation/Renewal.A list of applications for in your organization will be displayed. • Click Continue next to the application that you plan to update and submit for your co continuation.Be sure to select the correct application. ■ Next you will see a list of Notice options.Your CNCS State Office will provide you with o the appropriate NOFA to select. • After the NOFA is selected,eGrants creates the continuation application which will Q include a copy of all information from your previously awarded application.Edit your a continuation application as directed in the continuation request instructions below. 3 • When you have completed your edits,your Authorized Representative should login c with their eGrants account and click the SUBMIT button. o: r co What to Include in Your Continuation Request: a U Applicant Info,Application Info and FundinglDemographics N Update only if there have been significant changes at your project or organization. at Z Narratives w The Executive Summary should be reviewed and updated to ensure that the outcomes reflect any changes made in the Work Plans.All other narratives should only be updated if the information is no longer accurate due to project or sponsor organization changes.If the narrative information is accurate,leave it unchanged in the continuation application. w a Technical Hints: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 Now Corporation Jar NATIONAL COMMUNITY NationalSeNice.gov SERV I E'3= Packet Pg.270 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. As always,please remember that all work should be completed and SAVED in a Word document PRIOR to copying and pasting into eGrants. ti Work Plans N Information will copy from your previously awarded application into your continuation application.Work Plans are designed to align with the three-year performance period.Update N the Work Plans as needed to reflect the upcoming performance period for the continuation. U_ C L Required Documents Refer to the Continuation column on pages 22-23 of the Application.Send the required 0 documents to your CNCS State Office or the FFMC as indicated in the Application. CU 0. E You will be entering your volunteer station information directly into eGrants(please refer to v eGrants Visual Instructions).You are no longer required to submit an Excel spreadsheet version `o of your Volunteer Station Roster as a separate document. Cn cc Review and update the roster as needed to reflect the current status of stations using 00 instructions here. c 0 You will be required to indicate the status of each document in the Required Documents section of eGrants. a a Budget Update the budget for the upcoming year.Incorporate any changes such as a new source of = non-federal funds,adjustments to recognition,or personnel changes.The non-federal share must be a minimum of 10%. _ 0 /Ln V All Senior Corps grantees must budget for training of one staff person,primarily the Project a U Director.Training may include any training event approved by the CNCS State Office. Grantees Cn may budget for an additional staff member to attend the event,if funds permit.The Q recommended amount,for budgeting purposes is$1,000.Long distance travel funds may be re- s= budgeted later in the year,depending on actual training activities. w c Authorizations,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 Y 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." NATIONAL& COMMUNITY NalionalService.gov SERV I i ,,. Packet Pg. 271 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 N annually.SAM is a free service that can be accessed at www.sam.gov.Be aware that other sites (0 T- CD may require a fee to register your organization. N UL 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 .0 https://www.sam.gov/portal/public/SAM/. CL E 0 If you have questions about the content of your continuation,please contact your CNCS State L) L.. Office.If you experience problems using eGrants,contact the National Service Hotline at .0 (800)942-2677. Cl) co 00 IT AWN%, .2 M CL CL L) U) x E fSf 0 Coiporation fol NATIONAL& COMMUNITY NationalService.gov SERVIC,,F-MM - I Packet Pg. 272 S.H.b PART I _ FACE SHEET PPLICATION FOR FEDERAL ASSISTANCE 1.TYPE OF SUBMISSION: ,dified Standard Form 424(Rev.02/07 to confirm to the Corporation's eGrants System) Application❑ Non-Construction a.DATE SUBMITTED TO CORPORATION 3.DATE RECEIVED BY STATE STATE IDENTIFIER: FOR NATIONAL AND COMMUNITY ERVICE(CNCS): 04111/16 b.APPLICATION ID: 4.DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: 16SC184175 04/11116 15SCPCA003 _ h 5.APPLICATION INFORMATION C NAMEAND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER N LEGAL NAME City of San Bernardino PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION(give c0 DUNS NUMBER 073604563 area codes): c NAME Teresa L Dobbs N ADDRESS(give street address,city,state,zip code and county): 300 North D Street TELEPHONE NUMBER: (909)384-5413 LL San Bernardino CA 92418-0001 FAX NUMBER: (909)889-9801 C tt1 County. INT RNETE-MAILADDRESS: dobbs_te @sbcity.org ` 7.TYPE OF APPLICANT: 0 6,EMPLOYER IDENTIFICATION NUMBER(EN): 7a.7a. Local Government-Municipal 956000772 tp 7b. Local Government,Municipal C 8.TYPE OF APPLICATION(Check appropriate box). O U NEW ❑ NEW/PREVIOUS GRANTEE i © CONTINUATION ❑ AMENDMENT O 9 Amendment,enter appropriate letter(s)in box(es): d N A. AUGMENTATION B.BUDGET REVISION cp 00 d' C.NO COST EXTENSION D.OTHER(specify blow), 9.NAME OF FEDERAL AGENCY: C Corporation for National and Community Service 10a,CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.016 11.a.DESCRIPTIVETITLEOFAPPLICANTS PROJECT: Q 10b.TITLE Senior Companion Program SCP of San Bernardino Q Q 12.AREAS AFFECTED BY PROJECT(List Cities,Counties,States,etc): 11.b.CNCS PROGRAM INITIATIVE(IF ANY): M Greater San Bernardino and Victor Valley areas,including the following cities: Sa d Bernardino,Calton,Grand Terrace,Redlands,Loma Linda, 4) O 13,PROPOSED PROJECT: START DATE 07101/16 END DATE 06/30/17 14.CONGRESSIONAL DISTRICT OR a.Applicant CA 31 b.Program FUT11 L 15.ESTIMATED FUNDING: Year#:F-2� 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE C9 ORDER 12372 PROCESS? tl a.FEDERAL $ 287,788.00 ® YES.THIS PREAPPLICA.TIONlA PPLICATION WAS M4DE AVAILABLE N b.A PPLIGA NT $ 53,448.00 TO THE STATE EXMU TIV E ORDER 12372 PROCESS FOR Q' REVEEW ON: _ c.STATE $ 0.00 DATE 21-APR-16 Q d.LOCAL $ 50 348.00 ❑ NO.PROGRAM IS NOT COVERED BY EO.12372 K W e.OTHER $ 3,100.00 f.PROGRAM INCOME $ 0.00 17.IS THEAPPLICANT DELINQUENT ON ANY FEDERAL DEBT? 4f Q YES if"Yes;'attach an explanation. NO g.TOTAL $ 341,236.00 L) 18.TO THE BEST OF MY KNOWLEDGEAND BELEF,ALL DATA IN THIS APPLICATTONIPREAPPLICATION ARE TRUE AND CORRECT,THE DOCUMENT HAS BEEN r DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE Q IS AWARDED. a.TYPED NAME OF AUTHORIZED REPRESENTATIVE b.TITLE c.TELEPHONE NUMBER: Mitchell J.AssunTrta (909)384-5132 r. 1.SIGNATURE OF AUTHORIZED REPRESENTATIVE e.DATE SIGN 04/11/16 R3ge 1 Packet Pg.273 5.H.b 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: c N Transportation to medical appointments,pharmacy and the grocery store. o r 0 Assistance with meal preparation and nutrition information. LL Respite services to caregivers. C cc Providing one-on-one companionship service to frail elderly and disabled adults. 0 _ Providing referral and service coordination for other services as needed g Supportive service to disabled adults and seniors in a day care setting. a E The primary focus area of this project is Healthy Futures/Independent Living or Respite for v Caregivers. m At the end of the three-year grant,in Healthy Futures thirty-six (36) unduplicated volunteers at two W CD (2)volunteer stations will provide companionship and transportation service to one-hundred-forty- Co �r four(144) homebound or older adults and individuals with disabilities for at least one(1) day or four 0 (4) hours per week,which will allow them to continue to live independently.One-hundred-eight M U (1o8) of those individuals served will report having increased social ties or perceived social support Q through a survey completed each year.Twenty(2o) unduplicated volunteers at one(1) volunteer a �a station will provide forty (40) caregivers of homebound or adults and individuals with disabilities d 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 v setting will be provided assistance by six(6) unduplicated volunteers. The activities include arts and Q crafts,mealtime assistance,playing games,exercise and promoting self-esteem. The CNCS annual federal investment of$287,788 will be supplemented by $53,448 from the City of w San Bernardino General Fund. E Strengthening Communities w r 1. DESCRIBE THE COMMUNITY AND DEMONSTRATE THAT THE COMMUNITY NEED(S) a 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 I For Official Use Only Page 2 Packet Pg.274 Non 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 ii communities within San Bernardino County: San Bernardino,Colton,Rialto, Fontana, Redlands, Highland, Loma Linda,Yucaipa, 0 Victorville, Hesperia and Apple Valley. Information obtained from the 2010 Census of the U.S. 04 T Census Bureau indicates the population of the communities served is 1,029,008 and encompasses a c°*4 452 square mile area. The amount of residents over the age of 65 is 193,587(8.7%). The population w c by ethnicity is 53%Hispanic or Latina,and 47%Non-Hispanic or Latino. The population by race is 53%White, ii%African American,5%Asian, 1%American Indian and Alaskan Native, .04%Native o _ Hawaiian and Pacific Islander, 24%other and 5%identifiedby 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 v State of California. The community served includes mostly low-income homebound older adults and o individuals with disabilities. Disability population statistics for San Bernardino County indicates adults in aged 21-64 with a disability is 133,630(12.1%),64,02o are male and 69,610 are female. Co Approximately 30%of all calls received by the SCP staff are by individuals with sight impairment as r_ c ' w 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 a CL individuals with disabilities with transportation and other services to allow them to better live Q independently. Inland Caregivers Resource Center, Pacific Hospice,and The Visiting Nurses d C Association have identified respite services for caregivers as the most pressing community need. SCP Ix w volunteers will provide respite service to caregivers which will improve social ties or perceived social cD support. v Cn 2. DESCRIBE HOW THE SERVICE ACTIVITIES OF THE VOLUNTEERS IN THE PRIMARY a FOCUS AREA: HEALTHY FUTURES/INDEPENDENT LIVING AND/OR RESPITE FOR X W CAREGIVERS FOR SCP WILL LEAD TO NATIONAL PERFORMANCE MEASURES OUTPUT AND OUTCOMES: E v SCP volunteers in the primary focus area of Healthy Futures/Independent Living or Respite for w Caregivers will provide service activities to include: transportation and assistance to medical a 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 Packet Pg.'275 5.H.b 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 0 ENSURE NATIONAL PERFORMANCE MEASURE OUTCOMES AND OUTPUTS ARE w r MEASURED, COLLECTED,AND MANAGED: N U. 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. Q E Surveys will be collected and measured based on the measurement tool instructions. Surveys will be c0 kept on file in the SCP office. Survey outputs and outcomes will be reported in the annual progress 2 a� report in the E-grants system. N Recruitment and Development i. DESCRIBE YOUR PLANS AND INFRASTRUCTURE TO CREATE WELL-DEVELOPED HIGH c QUALITY SCP ASSIGNMENTS WITH YOUR OPPORTUNITIES TO SHARE THEIR � EXPERIENCES,ABILITIES,AND SKILLS TO IMPROVE THEIR COMMUNITIES AND a THEMSELVES THROUGH SERVICE IN THEIR COMMUNI'T'IES: SCP staff will work closely with 3 m our volunteer station staff to create well-developed high quality SCP volunteer assignments by e: matching the profiles of the volunteer with the individual needs of the clients to be served,and = co L ensuring that SCP volunteers are assisting to meet those needs through constant communication. cD a SCP staff will be able to share their experiences and community commitment to our sponsor,our N 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 °- X current SCP volunteers in the 20 hour pre-service orientation to new volunteers to share their w r 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 0 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 llw Only Page 4 Packet Pg. 276 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 0 sites in areas of mental health, how to engage clients in conversation, and how to encourage clients to 0 0 participate in activities. We utilize volunteers on the Advisory Council,where they develop leadership N skills. The Companions begin volunteer service by providing one-on-one personal care to frail elderly Ed 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 o volunteer service the Companions feel that they are making a difference in someone's life. We a E reinforce that altruistic feeling with praise,communication of successful data,and through several v volunteer recognition events throughout the year. Giving back to the community is very important to O— the Companions,and most report that they feel that their lives have been enhanced through their �? volunteer service. co c O Nr V 2. DESCRIBE YOUR PLAN AND INFRASTRUCTURE TO ENSURE SCP VOLUNTEERS RECEIVE � TRAINING NEEDED TO BE A HIGHLY EFFECTIVE MEANS TO ADDRESS THE IDENTIFIED `t �a COMMUNITY NEEDS); m c d 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 c� community. We will use those needs assessment surveys to add to our current assignment plans or a. care plans. We will also use the outcome of the surveys to assist us in the topics for our monthly In- a Service 4 hour training, and include those topics to our 20 hour pre-service orientation.As our focus area is healthy futures our in-service training will include; how to avoid slip and falls, how to w maintain a healthy brain,how to prevent mail fraud and scams that target seniors,healthy eating and nutritional information, exercises for elderly and disabled adults. We will include training on area E U specific disaster planning such as earthquake and El Nino preparedness. Working with our Advisory ��. a Council we will develop table top training topics for in-service meetings on a bi-annual basis. Sign-in sheets will be used to monitor volunteer involvement. Now g. DESCRIBE THE DEMOGRAPHICS OF THE COMMUNITY SERVED AND PLANS TO RECRUIT For Official Lisa Only Page 5 Packet Pg.277 Narratives 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 0 ENGLISH LANGUAGE PROFICIENCY, The SCP staff recruits at many community outreach events and health fairs for volunteers with no N 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 o .E of 21 for clients. We will distribute our recruitment flyers and brochures in both English and Spanish Q, E at the Mexican Consulate, Hispanic Chamber of Commerce, Latin Society and the Center for 0 v L Individual Development(C.I.D.). We have bi-lingual staff at the Fifth Senior Center that assist with g prospective volunteers,and there are bi-lingual volunteers that assist Spanish speaking individuals at Un our volunteer stations. v (II)VETERANS AND MILITARY FAMILY MEMBERS AS SCP VOLUNTEERS, c SCP staff will work with volunteer center coordinators at the Veterans Hospital in Lorna Linda to U speak to and provide recruitment information to eligible Veterans and military family members to Q a. become SCP volunteers. We will visit veteran organizations in our service area; The American Legion, a Ta Veterans of Foreign Wars,The Eagle,and The Elks. (III) SCP VOLUNTEERS WITH DISABILITIES, INCLUDING INDIVIDUALS WITH AGE- ca RELATED DISABILITIES. a. U SCP staff provide recruitment information when attending the monthly IEDC(Inland Empire a Disabilities Collaborative) meetings and annual events. We will attend the Department of Aging and .� Adult Services(DAAS) quarterly meetings to recruit individuals with age related disabilities. We will X w send our recruitment flyers and brochures bi-annually to local churches,golf clubs and senior living facilities. E R w a 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 For Official Um Only Page 6 Packet Pg. 278 Narratives 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 0 lapel pins for volunteer's years of service of 1, 5, 10, 15 and 20 years of service. We also hold a Holiday N Social in December for the volunteers. We receive many In-Kind donations for the holiday event, N LL cake donations,gift cards,items for goodie bags,etc. c c� Program Management t9 0 1. DESCRIBE THE PLANS AND INFRASTRUCTURE TO ENSURE MANAGEMENT OF o. VOLUNTEER STATIONS IN COMPLIANCE WITH SCP PROGRAM REGULATIONS(SUCH AS o PREVENTING OR IDENTIFYING PROHIBITED ACTIVITIES): v `o Through the Memorandum of Understanding (MOU) agreement(which includes the self-certification co section to ensure that all volunteer stations are public or private non-profit organizations or licensed Go 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 o fir..✓ :-. 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 a Q work,and dates of work are correct for the month being reported. Each Site Supervisor will be 3 d 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 ca plan.These volunteer stations are developed by meeting with station staff to explain how we can help a a their clients,what their responsibilities will be,what our role is,and who will be supervising the N volunteers. The Program Manager will assign Companions to volunteer site to develop skills and Q w capabilities that would prepare the Companion for needed community service to the agency.All X Companion assignments must meet the following stipulations: Create new or expand existing u, r community services, provide meaningful work and the opportunity to learn new skills that can possibly help both the Companion and the client,and all volunteer stations must be in a safe,drug- 0 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 For Official Use Only Page 7 Packet Pg.279 10 Narra#ives 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 0 need to be made,a new care plan will be devised during that time and immediately implemented. T 0 N } 3. DESCRIBE THE PLANS AND INFRASTRUCTURE TO MEET CHANGING COMMUNITY U_ c NEEDS,TO INCLUDE MINIMIZING DISRUPTION TO CURRENT VOLUNTEERS AS tV APPLICABLE AND/OR GRADUATING STATIONS AS NECESSARY; o _ To meet with changing community needs SCP staff will do all that is possible to minimize disruption c to current volunteers and volunteers stations. If a problem arises at a volunteer station that becomes v a challenge greater than the resolve of the volunteers,the SCP volunteer will be given an opportunity o to volunteer for another volunteer station whenever the opportunity presents itself. in to co c 4. DESCRIBE EVIDENCE OF AN ORGANIZATIONAL TRACK RECORD IN MANAGING VOLUNTEERS IN THE PRIMARY FOCUS AREA,TO INCLUDE, IF APPLICABLE, MEASURING 2 PERFORMANCE IN THE PRIMARY FOCUS AREA: a SCP volunteers have provided volunteer service to the City of San Bernardino for over forty years. c 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. o Annual and semi-annual reports have always been favorable and on-time,with prompt resolution of a U any discrepancies. Most recent performance measurements have been reported in E-grants. The next N three-year grant period we will be using the newest performance measurements in the Primary Focus a :Q Area of Healthy Futures/Independent Living or Respite for Caregivers. w r c d 5. DESCRIBE PLANS AND INFRASTRUCTURE TO ENSURE THE PROJECT IS IN COMPLIANCE s WITH SCP FEDERAL REGULATIONS TO INCLUDE ESTABLISHING AN ADVISORY COUNCIL, w ENSURING VOLUNTEERS ARE PLACED IN STATIONS THAT HAVE SIGNED THE REQUIRED Q 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 For Official Use Only Page 8 Packet Pg.280 Narratives 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 0 ensure that only income eligible, age 55 or older individuals that pass all three areas of the criminal N T history background checks are brought on board as SCP volunteers. SCP staff will evaluate c°.i volunteer's files at the quarterly station visits to verify accuracy of records. SCP staff will ensure that Il c all volunteers have an annual physical exam with verification in their personnel files located in the SCP office. o co Organizational Capability E 0 1. DESCRIBE THE PLANS AND INFRASTRUCTURE TO PROVIDE SOUND PROGRAMMATIC o AND FISCAL OVERSIGHT DAY-TO-DAY OPERATIONAL SUPPORT TO ENSURE COMPLIANCE C0 WITH SCP PROGRAM REQUIREMENTS AND TO ENSURE ACCOUNTABILITY AND co EFFICIENT AND EFFECTIVE USE OF AVAILABLE RESOURCES: The City of San Bernardino operates under a hybrid Mayor-Council-City Manager form of o w government. The Mayor is elected by the voters at large and is the CEO of the City.The City Manager v is the Chief Administrative Officer,who directs most City departments.The Department of Parks, a Recreation and Community Services directly oversights the SCP project,whereas the Finance 3 m Department's sole purpose is the application and enforcement of sound fiscal management practices d and procedures regarding all city services. c All City Departments follow audited public common practice financial policies and procedures as c� a outlined in the City's Financial Operations Manual. These are all subject to Council approval and are N maintained by the Finance and City Manager Departments. The City's program-based 2015-2016 Fiscal Year operates July xst through June 3oth of the following year. The Finance Department is ° s one of 11 city departments. This department acts as the centralized and formal means of W disseminating Cost Principle Guidelines, as well as Administrative Guidelines and Audit guidelines to E 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 Q accurate budget management and timely fiscal reporting system for the Senior Services Division of the Department. The City utilizes a reliable and audited service delivery system that has effectively met or exceeded all prior years'performance objectives of the Corporation for National and Community Services. For Official Use Only Page 9 Packet Pg.281 Narratives The City's Purchasing Division assists all departments in ensuring that internal procedures are in place for all accounts payable and receivables. Budget development and use is administered by the Parks, Recreation and Community Services Department staff and further supported by the Finance Department staff,especially for travel and reimbursements for volunteers. The City of San Bernardino is celebrating forty years of demonstrated services as a provider of 21! Volunteer Service Programs for youth and seniors. The City of San Bernardino SCP project has been N C) U_ under the sponsorship of Parks,Recreation and Community Services Department for 40 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 .2 r_ San Bernardino community at large. Direct support,leadership,and supervision are provided to the M CL E program by Mitch Assumma, Recreation Division Manager. The City of San Bernardino SCP has 0 0 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 in various Community and Senior Centers. 00 0 Now- 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; a. 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. X W 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 E 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 seventeen years working with the San Bernardino Parks, Recreation and Community Services Department,as a Clerk'I'ypist for SCP& RSVP (1999), For Official Use Only Nge 10 Packet Pg.282 Narratives Now Coordinator of Volunteers for RSVP (1999),Acting SCP Manager(2006-07),SCP Community Service Program Specialist(20o8) and SCP Manager(2010). 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, 0 building public awareness and support for the SCP,planning and implementing recognition for the to o volunteers, attending grant workshops and training conferences and completing reports for the N LL 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 o r_ RSVP and SCP. Ms. Marlow has several years of experience in clerical work,operating various office E machines and filing systems and keeping accurate records. Ms. Marlow's responsibilities include,but v L are not limited to,recording time sheets,keeping records in order and up-to-date,filing,recruitment o of volunteers,building public awareness and support for the program,planning and implementing in recognition for the volunteers,general coordination of work site hours, attending senior information v 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 Q CL managing municipal services in the parks and recreation field.Mr.Assumma holds a Master's Degree Q R in Public Administration,and a Bachelor's Degree in Recreation Administration. m r 3. DESCRIBE YOUR ORGANIZATION'S CAPACITY TO: L7 (1) DEVELOP AND IMPLEMENT INTERNAL POLICIES AND OPERATING PROCEDURES TO v PROVIDE GOVERNANCE AND MANAGE RISK,SUCH AS ACCOUNTING, PERSONNEL Q MANAGEMENT,AND PURCHASING. The Director of Parks, Recreation and Community Services is responsible for the activities of its x W human resources,including recruitment,training,promotion,and retention; establishment of daily a� work schedules and routines,budget development and use; and communication of performance E outcomes.The City of San Bernardino fiscal management procedures,including budget control, r Q 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 For Official Use Only Page 11 Packet Pg.283 Narratives 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. ti 0 (II) MANAGE CAPITAL ASSETS SUCH AS FACILITIES,EQUIPMENT,AND SUPPLIES. T The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and cow 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 C9 for administration,training and meetings, community programs,special interest classes, and group o r- rentals. The Center is fully outfitted with tables,chairs,furniture,play equipment,kitchen equipment c E for full meal preparation,sound and PA system,and office management.All health and safety OSHA 0 requirements are followed.The City's Facilities Division of the Public Works Department maintains all o 'c building maintenance. Equipment and supplies are purchased as needed through the City's chain of in command,utilizing best practice principals. v _ L) M 0 U 4. DESCRIBE DEMONSTRATING ORGANIZATIONAL INFRASTRUCTURE IN THE AREAS OF Q a ROBUST FINANCIAL MANAGEMENT CAPACITY AND SYSTEMS AND PAST EXPERIENCE a MANAGING FEDERAL GRANTS: 0 r The City of San Bernardino fiscal management procedures,including budget control,accounting o systems,cash and banking procedures,payroll systems,and internal auditing,are operated,managed a. and controlled through the City of San Bernardino, Finance Department The budget process is a facilitated and administered annually via the Mayor,City Council, and City Administration. .0 Variances in budgeted expenses are analyzed by the City of San Bernardino,Finance Department. X W Reports on such data are disseminated quarterly. Individual City departments manage their own 0 budget and each department head is accountable to the City Manager. An independent auditor E 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 For Official Use Only Page 92 Packet Pg. 284 5.H.b Narratives San Bernardino Head Start Program -- 1992- 20o9 Nutrition Network Program -- 1998- 2015 San Bernardino Mentoring Program --1992- 2009 iZ- RSVP (Retired Senior Volunteer Program) -- 1975- 2015 0 SCP(Senior Companion Program) -- 1975 - 2015 0 Other N u_ None L t� PNS Amendment(if applicable) c Not applicable a U L O d N t0 Co b' C O cc v Q O. Q i0 3 d c m c ,Ln V a U Q t x w c m E w Q 1 1 For Official Use Only Page 13 Packet Pg. 285 r 10 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 ti Community Need to be Addressed: 0 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 N form of assistance with personal care including assistance getting food, medications and transportation assistance getting to medical appointments. The American Community Survey (ACS) conducted the period of 2010 to 2014 indicates that the Victor N Valley area that encompasses the communities of Apple Valley, Hesperia and Victorville is a 224 square mile rural area with an >. 11%population of individuals that are aged 18 and over with some form of disability and 2%of the population are aged 65+that U- live alone. Companions are needed to assist to help them to continue to live independently with transportation assistance. Number of t6- Focus Area: Healthy Futures Objective: Aging in Place Volunteer 1 Stations: O Anticipated c Unduplicated Q Volunteers: 10 E O U Anticipated Volunteer Contributions:10 v N Service Activity: Transportation d Service Activity 10 unduplicated volunteers will provide transportation to individuals who are homebound due to Description: G disability, injury or age. Individuals will receive at least 2 trips per week. O Anticipated (PRIORITY) 1-18: Number of individuals receiving independent living services V Output: — Q Target:40 How Measured: Activity Logs sz a 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 c Outcome: (PRIORITY) 1-19: Number of individuals with increased social support. Target: 30 How Measured: Survey c R Instrument Description Survey collected each year to determine how many individuals served report having increased social ties or perceived social support. Conducted by SCP staff and Advisory Council members. d U N Q Performance Measure: 12 Companionship B .0 Community Need to be Addressed: l j 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 including assistance getting food, medications and transportation assistance getting to m medical appointments. The American Community Survey(ACS)conducted the period of 2010 to 2014 indicates that the Victor E Valley area that encompasses the communities of Apple Valley, Hesperia and Victorville is a 224 square mile rural area with an V 11% population of individuals that are aged 18 and over with some form of disability and 2%of the population are aged 65+that live alone. Companions are needed to assist to help them to continue to live independently with transportation assistance. Q Number of Focus Area: Healthy Futures Objective: Aging in Place Volunteer 2 Stations: Anticipated Unduplicated Volunteers: 26 For Official Use Only Page 14 Packet Pg. 286 0 Performance Measure: 1.2 Companionship Anticipated 26 Volunteer 0 N Contributions: Service Activity: Companionship 0 N Service Activity >•. Description: 36 unduplicated volunteers will provide companionship through personal care assistance and ly 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 •O� Instrument Description Timesheet, including client name and initialed dates of service, signed off by station supervisor, and O turned in to SCP office at the end of each month. E O Anticipated U Outcome: (PRIORITY) H9: Number of individuals with increased social support. O Target: 108 How Measured: Survey '_ d Instrument Description Survey collected each year to determine how many individuals served report having increased social to ties or perceived social support. Conducted by SCP staff and Advisory Council members. to 0 d• c O Performance Measure: 2.1 Companionship v Community Need to be Addressed: CL Q It is estimated that 50 million American are currently taking care of loved ones at home. This can be a very difficult and a 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 3 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 O car givers as one of the most pressing community needs. Request to agencies for caregiver respite services are rapidly 9 P 9 Y 4 9 9� P P Y +. increasing,causing waiting lists for these services. Demographic projections indicate that demand will continue to increase in ca the future. Companions are needed to provide respite services to caregivers. Number of IL Focus Area: Healthy Futures Objective: Aging in Place Volunteer 1 U Stations: Anticipated a Unduplicated .� Volunteers: 20 Z x Anticipated w Volunteer Contributions:26 W E s Service Activity: Companionship Service Activity a Description: 20 unduplicated volunteers will provide companionship/respite service to caregivers for at least 1 day or 4 hours per week Anticipated H13: Caregivers of homebound or older adults/individuals with disabilities receiving respite service Output: Target:40 How Measured: Activity logs Instrument Description Timesheet, including client name and initialed dates of service, signed off by station supervisor, and For Official Use Only Page 15 Packet Pg. 287 d f` r turned in to SCP office at end of each month. ° N to to Anticipated r Outcome: H14: Number of caregivers who reported having increased social ties/perceived social support N Target: 30 How Measured: Survey >- u_ Instrument Description Survey collected each year to determine how many individuals served report having increased social ties or perceived social support. Conducted by SCP staff and Advisory Council members. i 0 C O R sz Performance Measure: 3.1 Serving Non-Veterans O Community Need to be Addressed: V i The primary objectives of Adult Day Care are to restore or maintain optimal capacity for self-care to older adults and individuals 0 with disabilities and delay or prevend inappropriate or personally undesirable institutionalization. The San Bernardino Adult Day C Care Center has identified a 75%increase risk or isolation, depression and decline in functional abilities in frail elderly and tq 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 O Stations: �. t6 Anticipated 2 Unduplicated Q Volunteers: 6 a Anticipated Volunteer C Contributions:6 C Service Activity: Serving Non-Veterans t9 Service Activity it Description: 6 unduplicated volunteers will serve 24 older adults and disabled adults in a day care setting to U encourage socialization and activity participation Cl) Anticipated OT2: Number of other older adults and individuals with disabilities served. 4 Output: r Target:24 How Measured: Other Instrument Description Timesheet, including client name and dates of service, signed off by station supervisor and turned in X W to the SCP office at the end of each month. • r c Anticipated Outcome: --No outcome selected-- Target: How Measured: c'�i cc Instrument Description Q AlOr.. For Official Ilse Only Page 16 Packet Pg.288 5.H.b Required Documents Document Name Status Aggregate Dollar Amounts of funding Not Applicable Articles of Incorporation Not Applicable iZ Board of Directors Sent c N T- CPA Certification Not Applicable N Community Advisory Group Names and Addresses Sent 1L c,s List of the names of any Funding Organizations/Sources Not Applicable t� c 0 Negotiated Indirect Cost Agreement Not Applicable a Organizational Chart Sent v L Project Director's Job Description Sent m Roster of Volunteer Stations Already on File at CNCS Co MT Statement of date of last A133 audit Sent c O Statement of whether applicant is subject to A133 audit Not Applicable � .Q a Q �a 3 m c a� c ,Ln V 0. U N .c x W w c m E w r a For Official Use Only Page 17 "l`Packet Pg. 289 5.H.b ti T 0 N tG T N LL C tC C O cv O. E O U L O m N m 0 c O ca Q CL a 3 d L c� a U Q x W w C d E t 0 w Q Packet Pg.290 xa PM Summary Report for Application ID: 16SC184175 Page Grant application ID: 16SC184175 NOFA: FY 2016 SCP Quarter d(Year 2 or 3 of multi year grant) Type: Continuation Status: Grantee Initial Entry Submitted: Legal Applicant Name: City of San Bernardino Unduplicated Volunteers by Focus Areas Unduplicated Volunteers by Objective 0 N cc T { h a ti 4 A t u tiy9*N O 90% d N Healthy Futures 62 Aging in Place: 56 (D Other Healthy Futures: 6 000 7' %of Unduplicated Volunteers working oil/not working on o Unduplicated Volunteers by Category Title Results tied to Outcome U Q 10°l0 10% tz Q R a �gi:r � O 1. r � 90% 90% x w Output Only Work Plans: 6 0 Outcome Work Plans: 56 0 working on: 56 not working: 6 0) E .c ns y Q Packet Pg.291 PM 1,1-`I'ranspcat-tation PM Summary Report for Application ID: 1650284175 Page Applicant Organization City of San Bernardino Period Covered Starting Ending Grant Number 15SCPCA003 Community Need to be A recent study by the California Department of Aging estimated tat 30%of women and 1.7%of men over the Addressed age of 75 need some form of assistance with personal care including assistance getting food,medications and transportation assistance getting to medical appointments. The American Community Survey(ACS) conducted the period of 2410 to 2014 indicates that the Victor Valley area that encompasses the communities i` of Apple Valley,Hesperia and Victorville is a 224 square mile rural area with an 11%population of o individuals that are aged 18 and over with some form of disability and 2%of the population are aged 65+that live alone.Companions are needed to assist to help them to continue to live independently with transportatior assistance. C1+ LL Focus Area Healthy Futures Objective Aging in Place U Number of Volunteer 1 = O G Project Planning Service Activity Transportation o Service Activity Description 10 unduplicated volunteers will provide transportation to individuals who are homebound due to disability, U injury or age. Individuals will receive at least 2 trips per week. 'c m Anticipated#of Unduplicated Vols 10 Anticipated#of Total Vols Contributing 10 N Anticipated Output (PRIORITY)H8: Number of individuals receiving independent living services co Target 40 v How Measured Activity Logs o Instrument Description Timesheet,including client name and initialed dates of service,signed off by station supervisor,and turned in P to SCP office at the end of each month. a Anticipated Outcome (PRIORITY)H9:Number of individuals with increased social support. Q Target 30 3 How Measured Survey d c Instrument Description Survey collected each year to determine how many individuals served report having increased social ties or perceived social support. Conducted by SCP staff and Advisory Council members. ca L PM 1.2-Companionship a Applicant Organization City of San Bernardino Cn Period Covered Starting Ending Q Grant Number 15SCPCA003 Community Need to be A recent study by the California Department of Aging estimated tat 30%of women and 17%of men over the E Addressed age of 75 need some form of assistance with personal care including assistance getting food,medications and w transportation assistance getting to medical appointments_ The American Community Survey(ACS) conducted the period of 2010 to 2014 indicates that the Victor Valley area that encompasses the communities of Apple Valley,Hesperia and Victorville is a 224 square mile rural area with an I 1%population of E individuals that are aged 18 and over with some form of disability and 2%of the population are aged 65+that live alone.Companions are needed to assist to help them to continue to live independently with transportation Q assistance. Focus Area Healthy Futures Objective Aging in Place CW Number of Volunteer 2 Packet Pg. 292 ',5.H•b PM Summary Report for Application ID: 16SC184175 Page 3 Project 11kinnim-1 Service Activity Companionship Service Activity Description 36 unduplicated volunteers will provide companionship through personal care assistance and 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#of Unduplicated Vols 26 Anticipated#of Total Vols Contributing 26 Anticipated Output (PRIORITY)H8: Number of individuals receiving independent living services _ Target 144 �` 0 How Measured Activity Logs N 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. N LL 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 having increased social ties or •2 perceived social support. Conducted by SCP staff and Advisory Council members. to CL E PM 2.1-Companionship v L Applicant Organization City of San Bernardino Period Covered Starting Ending N Grant Number 15SCPCA003 Community Need to be Itis estimated that 50 million American are currently taking care of loved ones at home. This can be a very 00 Addressed difficult and stressful)situation for the caregivers. In fact,many of these caregivers are part of the sandwich generation,people who have children,demanding jobs and aging parents. Many of these families do reach of o ' forhelp in the form of respite care and longer term hourly and live-in care,which demonstrates why the non- Now �. medical home care is so important and needed. The Inland Caregivers Resource Center(ICRC),Pacific v Hospice and the Visiting Nurses Association have identified respite services for cargivers as one of the most a pressing community needs. Request to agencies for caregiver respite services are rapidly increasing,causing ,4 waiting lists for these services. Demographic projections indicate that demand will continue to increase in& fixture. Companions are needed to provide respite services to caregivers. c Focus Area Healthy Futures Objective Aging in Place C Number of Volunteer 1 tD a U Project Planning to Service Activity Companionship Q Service Activity Description 20 unduplicated volunteers will provide companionship/respite service to caregivers for at least I day or 4 z hours per week x W Anticipated#of Unduplicated Vols 20 Anticipated#of Total Vols Contributing 20 Anticipated Output H13:Caregivers of homebound or older adults/individuals with disabilities receiving respite service d E Target 40 How Measured Activity Logs Instrument Description Timesheet,including client name and initialed dates of service,signed off by station supervisor,and turned it Q to SCP 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 tnstrument Description Survey collected each year to determine how many individuals served report having increased social ties or perceived social support. Conducted by SCP staff and Advisory Council members. Packet Pg.293 PM Summary Report for Application ID; 16SC184175 Page 4 PM 3.1-Serving Non-Veterans Applicant Organization City of San Bernardino Period Covered Starting Ending Grant Number 15SCPCA003 Community Need to be The primary objectives of Adult Day Care are to restore or maintain optimal capacity for self-care to older Addressed 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 o participate in the daily activities. Companions are needed to assist and encourage socialization and activity participation. c N Focus Area Healthy Futures U_ Objective Other Healthy Futures Number of Volunteer 5 c 0 Project Planning Service Activity Serving Non-Veterans Q' E Service Activity Description 6 unduplicated volunteers will serve 24 older adults and disabled adults in a day care setting to encourage U socialization and activity participation L 0 Anticipated#of Unduplicated Vols 6 Anticipated#of Total Vols Contributing 6 aa) W Anticipated Output OT2:Number of other older adults and individuals with disabilities served. to Target 24 v How Measured Other b- Instrument Description Timesheet,including client name and dates of service,signed off by station supervisor and turned in to the o SCP office at the end of each month. R Q. CL d 3 d m ,Ln V 0- U t x w c E s as r a Packet Pg.294 Budget Narrative for 16SC184175 https://egrants.cns.gov/espan/main/repot-jsp?sid=kMY 5.H.b Budget Narrative: SCP of San Bernardino for City of San Bernardino Section I. Volunteer Support Expenses A. Project Personnel Expenses Excess Position/Title-Qty-Annual Salary%Time CNCS Share Grantee Share Total Amount Amount ti SCP Manager:-1 person(s)at 42791 each x 100%usage 38,512 2,139 42,791 2,140 0 N Coordinator of Volunteers:-1 person(s)at 27344 each x 100% 5,469 21,875 27,344 a o usage N CATEGQRYTotals 43,981 24,014 70,135 2,140 I /L^ V B. Personnel Fringe Benefits o r M Item-Description CNCS Share Grantee Share TotalAmount Excess CL Amount U FICA:NOTE:The City of San Bernardino does not pay into private 0 0 0 0 0 E Social Security. F N Health Insurance:$555 per employee(2)x 12 months.Manager= 6,495 6,495 13,320 330 $6,660 Coord.of Vols.=$6,660 co Retirement: F_ 0 ... - - o 00 ( �— 0 c F Life Insurance: F o 0 C Q I 0 PERS(Public Employees Retirement System):24.409%of SCP 3,727 II 12,734 16,979 I 518 CL staff salary Manager=$10,359,Coord_of Vols=$6.620 � � Q Unemployment.3%of SCP staff salary Manager=$128,Coord.of 94 110 210 6 Vols._$82 Workers Compensation: $95 of SCP staff salary Manager= �� �! 1,227 1,153 2,455 75 i $1,498,Coord.of Vol._$957 � 0 Medicare:1.45%of SCP staff salary Manager=$620,Coord.of 508 477 ( 1,Oi6 31 U Vots.=$396 N CATEGORY Totals F 12,051 20,969 33,980 960 t Q C. Project Staff Travel w r Local Travel E Purpose-Calculation CNCS Share Grantee Share TotalAmount Amount Q IF Quarterly site visits to volunteer stations:7 quarterly site visits(372 miles x.54=$200.88)10 off site(VictoMlle)In-Svc.meetings(100 55 200 255 0 miles x.54=$54.00).Grantee uses IRS mileage rate. (� CATEGORY Totals 55 200 255 1 0 1 of4 I Packet Pg.295 Budget Narrative for 16SC184175 https://egrants.ens.gov/espan/main/reportjsp?sid { . Long Distance Travel Purpose-Destination-Other Travel-Trans.Amount-Meals/Lodging FCNCSShare [GranteShare Total Amount E ss Amount Training:NSSC Cor4erence(SCP Mgr.)Note:"Other Travel amount 1,410 0 1,410 includes registration fees:Meals/Lodging 660 Trans 450 Other 300 ((( I�p CATEGORY Totals 1.410 1,410 I D. Equipment N N Item/Purpose-Qty-Unit Cost FCNCShare Grantee Share Total Amount Excess >- Amount LL c CATEGORY Totats 0 F 0 0 0 L O E. Supplies CL 0 Item/Purpose-Calculation [CNCS Share Grantee Share Total Amount Excess V -�� Amount O General office such as printer ink,paper,pens,binders,clips,etc.: d Approx.$44.75 per month x 12 months.2 Printers estimated at 0 537 537 0 N $537. �p VolgunteefSoftwraresupport&upgrade:Caneyear of support& 60 240 300 : 0 e upgrade=$300 C CATEGORY Totals I 60 F 777 837 :� 0 ' to tZ. F. Contractual and Consultant Services ¢ �o Purpose-Calculation CNCS Share Grantee Share ? Totall Arnourrt Excess � h Amount _ _ C ................ CATEGORY Totals 0 0 0 I 0 Ia........................... v 1. Other Volunteer Support Costs y Item FCNC,9 Share Grantee Share TotalArrxJUnt Excess Amount X LL Criminal Background Check: 0 470 470 0 d postage:Estimate of 20 envelopes/mo.x.49 postage rate=$9.80x F 12=$117.60: 118 118 0 :c telephone:$75 per month x 12,based on prior year: 0 900 900 0 printing and photocopying$16.66 x 12 months,based on prior year ) d 200 200 ,� 0 space 4%of$36,500 custodial service and$31,000 utilities,based 0 2,700 2,700 0 on square footing study of our building.: ��F I CATEGORY Totals 4,388 41388 l 0 I i7 2 of 4 ;. ,' 1 Budget Narrative for 16SC184175 https://egrants.cns.govlespanlmain/report jsp?sid=kMY1 5.H.b J. Indirect Costs .., Excess Calculation-Rate Type-Rate-Rate Claimed-Cost Basis [CNCS Share Grantee Share Total Amount Amount CATEGORY Totals 0 0 0 0'F SECTION Totals 57,557 F 50,348 ---111,005 IF 3,100 PRCENTA 52% 45% 0 N Section IL Volunteer Expenses N A. Stipends LL c� Rem-#-Annual Stipend CNCS Share Grantee TotalAmount Excess 0 Share Amount o Corporation Funded:-62 x 2767 171,554 I 0 ) 171,554F 0 Non Corporation Funded:-0 x 0 F 0 � 0 I0 _ [-o CATEGORY Totals 171,554 F 171,554 I 0 0 o c� B. Other Volunteer Costs d _. Excess = kern-Description CNCS Share Grantee Share Total Amount Amount Meals:55 vols x 192 days(52 weeks x 5 days,less vacation,sick& holidays)x$2 r � U 21,120 21,120 0 f F � a Uniforms: o 0 F 0 0 3 d Insurance:LIMA j 515 0 515 0 4)r �.. Recognition:62 vols.x$29.39 each 1,822 0 1,822 0 Volunteer Travel:Volunteer Travel:60 vols x 160 miles x 12 months �� d @.30/mile($34,560)+2 vols x 12 months x$27.50 per bus pass 35,220 0 35,220 0 U ($660) U) (� f 1-- Q Physical Examinations: 0 4 pp 'E 0 CATEGORY Totals F 58,677 ' 0 58,677 I 0 X f III � I i W - -- SECTION Totals I 230,231 ( 0 F230,231 �" d - — E �F�PERCENTAGE 100/o (}/o @ w Q BUDGET Totals 287,788 50,348 F 341,236 F 3,100 PERCENTAGE 84% 15% NSW Source of Funds 3 of 4 Packet Pg.297 Budget Narrative for 16SC184175 https://egrants.cns.gov/espan/main/report.jsp?sid=kM ' ..._..._................... Section Description Section t Volunteer Support Expenses Fgriant sor:City of San Bernardino grant match.Excess Amount:Grantee funds for fundraising,and prep aration. Section IL Volunteer Expenses Sponsor:City of San Bernardino grant match. ti T 0 N t0 T 0 N LL Y _ tC fL^ V _ 0 i? E 0 V L 0 Cn Co ICT _ IQ U_ Q Q a 3 d _ m Y L a U N X w Y _ E 0 U Y Y Q 4 of 4 Packet Pg. 298 For Official Use Only Notice of Grant Award Corporation for National and Community Service 601 Walnut Street, Suite 876 E EXHIBIT "B"' 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 -- -- iZ Award Information N AgreementNo.: 15SCPCA003 Performance Period: 07/01/2015-06/30/2018 V- 0 AmendmentNo.: 3 Budget Period: 07/01/2016-06/30/2018 N CFDA No.: 94.016 Grant Year: 2 u- c Award Description This FYI grant awards funding for SCP for year 2 of 3.The budget period of this grant is 07/01/16 to 06/30/17. 0 'c This award supports 62 federal VSYs. to a E 0 V Purpose L 0 The purpose of this award is to assist the grantee in carrying out a national service program as authorized by the Domestic and Volunteer Service Act of 1973,as amended(42 U.S.C.Chapter 22). N Funding Information _ _ co Previously ThisAward/ Total Current Year 2 Awarded Amendment Year This Year iotal Obligated byCNCS $o $287,788 $287,788 Q Grantee's Unobligated $0 $0 $0 Balance(Carryover) Total Available $0 $2$7,788 $287,788 C Cumulative Funding for Project Period Total Awarded in Previous Amendments $287,788 0 Z ti Total CNCS Funds Awarded to Date 5575,576 r co 0 N Funding Source and Amount N 2016--OPEI-P77-OPO-22515-4101 $287,788.00 00 Y r2 Terms of Acceptance: By accepting funds under this grant,recipient agrees to comply with General Terms and Conditions w found at https://egrants.cns.gov/termsandconditions/FinalGeneralTermsandConditions2015l201.pdt and the Program Terms .. and Conditions found at https•J/egrants.cns.gov/terrmandeondkions/FINAL FGP-SCP_SpecificTandC20160427.pd£Recipient also agrees to comply with assurances and certifications made in the grant application,and applicable federal statutes, E 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 ofthe approved grant application. Y ........... ........__.^� — Q Corporation for National and Community Service: Page l For Official Use Only Packet Pg. 299 For Official Use Only Notice Of Grant Award 601 Walnut Street, Suite 876 E Philadephia, PA 19106-3323 ,enior Companion Program Grantee City of San Bernardino EIN:956000772 300 North D Street San Bernardino CA 92418-0001 DUNS:073604563 ti Co N t0 r O Corporation for National and Community Service: N U- w f .. OSt25/2016 City of San Bernardino r Legal Applicant C O Signature Award Date Q E O Ben Stoltenberg Teresa L.Dobbs L- O Senior Grants Officer Proiect Director E d N Ben Stoltenberg,2159646314 Mitchell I Assumma �p -- — ao Grants Officer Certifying Official/Executive Officer Oanette Martin,310-235-7711__ R rogram Officer Q r c O V 4� O a) U W O Z CDT r N a 0 N m .c X w w: c a� E U c4 r Q Page 2 For Official Use Only Packet Pg.300 �T 5.H.d FY2016-37 BUDGET Account Number Description ESTIMATES MATCH TOTAL salaries 5011 Salaries perm/fulitime 43,981 26,154 70,135 5013 Automobile allowance - 5014 Salaries temp/parttime - 5015 Overtime - Total:Salaries 48:981 26,154 70,135 Benefits 5026 PERS retirement 3,727 13,252 16,979 ti 5027 Health and life insurance 6,495 6,825 13,320 c 5028 Unemployment insurance 94 116 210 N 5029 Medicare 508 508 1,016 r Total:Benefits 10 824 20,701 31.526 c N Total•Salaries&benefits 54.$05 46.855 101.660 >_ Maintenance and Operations IL 5111 Material and supplies - 537 537 5122 Dues and subscriptions - L 5131 Mileage 55 200 255 0 5132 Meetings and conferences 1,410 1,410 0 O 5133 Education and training - 5135 Transportation-grant 35,220 35,220 C 5136 Meals 21,120 21,120 O 5150 Utilities 1,240 1,240 U 5161 insurance 515 515 5172 Equipment maintenance - 5174 Printing charges 200 200 N 5175 Postage 118 118 5176 Copy machine charges - co 00 5181 Other operating expense 1,822 1,930 3,752 5186 Civic and promotional - - 5191 Stipends 171,554 171,554 5193 Grant match - O Total:Maintenance and Operations 231,696 4,225 236,921 Contract Services 5502 Professional/contractual services 5505 Other professional services m d Total:Contractual Services Internal Service Charges 5601 Garage charges U 5602 Workers compensation 1,227 1,228 2,455 .Q 5603 Liability - t 5604 IT charges in-house - X 5605 Telephone support 900 900 W .ij 5606 Electric - C 5612 Fleet charges-fuel - N Total:Internal Service Charges 1,227 2,128 3,355 Capital Outlay 5702 Computer Equipment 60 240 300 Q 5703 Communications equipment - Total:Capital Outlay 60 240 300 Credit/biilables 5910 Credit-federal and state program funding - Total:Credit/billables - - - Total:Non-Personnel Expenses 232,983 6,593 239,576 Grant Total 287,788 53,449 341,236 Packet Pg. 301