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HomeMy WebLinkAbout2017-1521 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2017-152 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, RATIFYING THE GRANT APPLICATION SUBMITTAL, ACCEPTING THE GRANT AWARD OF $287,788, APPROPRIATING GRANT REVENUE EXPENDITURES, AND RE -ALLOCATING GRANT MATCH EXPENDITURES FOR THE SENIOR COMPANION PROGRAM (SCP) FOR THE PERIOD OF JULY 1, 2017 THROUGH JUNE 30, 2018 WHEREAS, on July 6, 2015, the Mayor and City Council accepted grant funds and approved Year One of a three (3) year Grant Allocation for the Senior Companion Program pursuant to Resolution Number 2015-142; WHEREAS, on June 20, 2016, the Mayor and City Council approved Year Two of the three (3) year Grant Allocation for the Senior Companion Program pursuant to Resolution Number 2016-120; WHEREAS, on May 18, 2017, the City submitted an application for federal assistance requesting a continuation of funding for Year Three of a three (3) year Grant Allocation for the Senior Companion Program; WHEREAS, on June 27, 2017, the Notice of Grant Award was received by the City for the Senior Companion Program; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA AS FOLLOWS: SECTION 1. The Mayor and City Council of the City of San Bernardino hereby ratify the grant application submittal for Year Three of the three (3) year Grant Allocation for the Senior Companion Program (SCP), which is attached hereto, marked as Exhibit "A", and incorporated herein by reference. SECTION 2. The Mayor and City Council hereby accept the grant award of $287,788 to continue the administration and operation of the Senior Companion Program for 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 the period of July 1, 2017, through June 30, 2018, a copy of which is attached hereto, marked as Attachment "1" and incorporated herein by reference. SECTION 3. The Finance Director, or his designee, is directed to amend the 2017/18 Adopted Budget by the amount of the grant award ($277,288) and to make budget transfers of the grant match from the single account budgeted to the various accounts where the grant match expenditures will be incurred. 2 1. 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, RATIFYING THE GRANT APPLICATION SUBMITTAL, ACCEPTING THE GRANT AWARD OF $287,788, APPROPRIATING GRANT REVENUE EXPENDITURES AND RE -ALLOCATING GRANT MATCH EXPENDITURES FOR THE SENIOR COMPANION PROGRAM (SCP) FOR THE PERIOD OF JULY 1, 2017 THROUGH JUNE 30, 2018 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and City Council of the City of San Bernardino at a Joint Regular Meeting thereof, held on the 16th day of August 2017, by the following vote, to wit: Couneil Members: MARQUEZ BARRIOS VALDIVIA SHORETT NICKEL RICHARD MULVIHILL AYES NAYS X XM X X X xs ABSTAIN ABSENT X Georges arena, C ,-•City Clerk The foregoing Resolution is hereby approved this 16th day of August 201 . Approved as to form: Gary D. Saenz, City Attorney By: 3 R. Carey Dav s, Mayor City of San Bernardino Exhibit A PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE F1_•TYFEOFSUBMISstOM Mod)fled Standard Form 424 (Ray.02107 to conftrrrt to the Corporation's eGrents System) I Appkaton XQ hon-Conebuctbn 08. DATE SUBIIA TEO TO CORPORATION 3. DATE RECEIVED BY STATE STATEAPPLICATION 918JTFE3Y FOR NATIONAL AND CDIVMU RTY 513RVICE( ): 1 04/24/17 Pb. AFPLICATIDN Ek 4. DATE RECEIVED BY FEDERAL AGENCY. FEDERAL IDENTIFIER: I -IM 93038 OGM7 1SSCPCA003 5. APPLICATION INFORMATION LEGAL NAME: City of San Bernardino NAME AND CONTACT NFORIM7tON FOR PROJECT DIREMCR OR OTHE R PERSON TO BECONTACTED ON MATTERS NVOLV NG TEAS APPLICATION (give DNS FAA GElt 073604563 area codex): NAME: Tereas L. Dobbs ADDRIESS (give street address, city, state, zip code and county): 300 Forth D Street San Bernardino CA 92418 - 0001 County: ' 6.9ftOYER IDWFICATION NUMBER (W: 956000772 S. TYPE OF APPLICATION (Check appropriate boxy Nw ❑ NENIPIWIDLB GRANTEE Fxj CONTINUATION ❑ AMeDMENT A Amendment enter appropriate letter(s) In box(es): FI ❑ A. AIXiMENFATION B. BUDGET REVISION C. NO OOSTEXTENSION D. OTHER (apacl/y beoigi: 108- CATALOG OF FEDERAL DOMESTIC ASSISTANCE NIRrBEi: 94-016 10b. TITLE Senor Companion program TE.E PHONE NUM ER; (909) 384-5413 FAX Nle (909) 889-8801 WfERINEET&MA1LADDRBSS: dobbs_ta@sbcdy.org T. TYPE OF APPLICANT: 7a. Local Govemrrent - M Iclpal 7b. Local Government Municipal 9. NAMEOF FEDERAL AGENCY: Corporation for National and Community Service 11 e. D1 ME TITLE OF APPLICANTS PROJECT: SCP of Sen Bernardino 12- AREAS AFFECTED BY PROJECT (List Cities, Counties, States, stc): 11 b. CNCB PROGRAM I6IT1ATIVE (F ANY): Sen Bernardirro County: The San Bernardino Vatlay cities of Colton, Fontan, Grand Terrace, highland, Loms Linda, Redlands, Rialto, San Bernardino, and Yuce 13. FRoPosw PROJE:r: START DATE 07/01117 ENDdATE 06!30118 14. CONGRISIS510NAL DISTRICrOF: a,Applicent CA 31 b.PropramCA 31 15. ESTMAATED F UNDM: Year #:M 16. S APPLICATION SUBJECT TO RLaVIBN BY STATE E (ECIME ORDER 12372 ? a. FEDERAL S 287,788.00 ® YED. TFIS RwAFPLOATIOWAFFLICATION WAS MADEAVALABLE $ 54.230.00 TO THE STATE D EOUrnVE ORDER 12972 PROCESS FOR _b�AtR ICANT_ REVIBNON: c. STATE S 0.00 DATE 21 -APR -17 d. 40G4L_ S, 61.0818 ❑ No. PROGRAM a NOT COVEIM BY EO. 12372 e, OT!" $ 3,149.00 f. PFK)GRAM ANCONE $ x0.00 ' 17. B TFEAPPLICANT DB_NOUENTON ANY FEDERAL DEBT? 0 YES If'Yes`attach anexplanation. NO I g. TOTAL $ 342,018.00 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA N T"s APPLICATiommREAPPLICATION ARE TRINE AND CORRECT, THE DOCUM9C NAS BEEN DIA.Y AUTHDR¢E D BY T}E GOVERNING BODY OF THEAPPIICANr AND THE APPLICANT WILL CONFLY WITH THEATTACH® ASSURANCES IF THE ASSISTANCE E AWARDED _ e. TYPED NAME OFAUTHORIZED REFRERSEYTATIVE b. TITLE: c. TE LSPHOM NUhBE3R: Hitchel J. Asa urmte (909) 3845132 { d.SIGNATUREOFAUTHORIZED REPRESENTATNE l a. DATE SIGNED: 05/18/17 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 ne-hundredforty- four (144) homebound or older adults and individuals with disabilities for at least one (i) day or four (4) hours per week, which will allow them to continue to live independently. One -hundred-eight (1oS) 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 (x) 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 $54,23o 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 OffidsI 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 ii communities within San Bernardino County: San Bernardino, Colton, Rialto, Fontana, Redlands, Highland, Loma Linda, Yucaipa, Victorville, Hesperia and Apple Valley. Information obtained from the 2010 Census of the U.S. Census Bureau indicates the population of the communities served is 1,029,008 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, i% 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 133,63o (12.1%), 64,020 are male and 69,610 are female. Approximately 3o% 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 WI LL 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 Na natives 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 i. 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 THEI R 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 wM 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 MR dal 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 skims. 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'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 BEA HIGHLY EFFECTIVE MEANS TO ADDRESS THE IDENTIFIED COMMUNITY NEED(S); SCP staff, with the assistance of the joint SCP/RSVP 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. As our focus area is healthy futures our in-service training will include; how to avoid slip and falls, how to 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 specific disaster planning such as earthquake and El Nino preparedness. Working with our Advisory 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. 3. DESCRIBE THE DEMOGRAPHICS OF THE COMMUNITY SERVED AND PLANS TO RECRUIT For OfRdal Use Only Page 5 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 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 will distribute our recruitment flyers and brochures in both English and Spanish at the Mexican Consulate, Hispanic Chamber of Commerce, Latin Society and the Center for Individual Development (C.I.D.). 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 to speak to and provide recruitment information to eligible Veterans and military family members to become SCP volunteers. We will visit veteran organizations in our service area; The American Legion, Veterans of Foreign Wars, The Eagles, and The Elks. (III) SCP VOLUNTEERS WITH DISABILITIES, INCLUDING INDIVIDUALS WITH AGE- RELATED DISABILITIES. SCP staff provide recruitment information when attending the monthly IEDC (Inland Empire 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 send our recruitment flyers and brochures bi-annually to local churches, golf clubs and senior living facilities. 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 OHiclal Use Only Page 6 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 lapel pins for volunteer's years of service of 1, 5, lo, 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 i. DESCRIBE THE PLANS AND INFRASTRUCTURE TO ENSURE MANAGEMENT OF 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 learn 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 For Oficial Use Only Page 7 Narratives 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: 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 For Official Use Only Page 8 Na rrafives 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. Orgenlzalonal CapahHity i. 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 Fiscal Year operates July ist through .Tune Both of the following year. The Finance Department is one of ti city departments. This department acts as the centralized and formal means of disseminating Cost Principle Guidelines, as well as Administrative Guidelines and Audit guidelines to the rest of the city departments/divisions. The City maintains a high level of checks and balances in its fiscal management systems, including an hierarchy review and approval process designed to ensure accurate budget management and timely fiscal reporting system for the Senior Services Division of the Department. The City utilizes a reliable and audited service delivery system that has effectively met or exceeded all prior years' performance objectives of the Corporation for National and Community Services. For O ictal Use Only page 9 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 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, Jim Tickemyer, provides support and positive leadership for the SCP program to the City Manager, City Council and Mayor, and the 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 (Gary Silvius) 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 (Jim Tickemyer), 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 eighteen years working with the San Bernardino Parks, Recreation and Community Services Department, as a Clerk Typist for SCP & RSVP (i.ggg), For ORidaI Use Only Page 10 Narratives Coordinator of Volunteers for RSVP (1999), Acting SCP Manager (20o6-07), 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, 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. The Coordinator of Volunteers position is currently vacant The position description is being reworked and wM be approved by City Council. Recruitment for the position will be completed in the next few months. The Community Recreation Manager (Mitch Assumma) has administered the SCP in San Bernardino for over five years as Manager of the Senior Services division. He has over go 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. & 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. For Offlclal Use Only Rage 11 Narratives 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 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. Q. 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 - 2-o16 San Bernardino Head Start Program -- 1992 - 2oo9 Nutrition Network Program -- 1998 - 2016 San Bernardino Mentoring Program -- 1992 - 2009 RSVP (Retired Senior Volunteer Program) --1975 - 2016 SCP (Senior Companion Program) --1975 - 2o16 For Official Use Only Page 12 Other None PNS Amendment (if applicable) Not applicable Narratives For Ofildal 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 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 2010 to 2014 indicates that the Victor Valley area that encompasses the communities of Apple Valley, Hesperia and Victorvllle 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 live alone. Companions are needed to assist to help them to continue to live Independently with transportation assistance. Focus Area: Healthy Futures Anticipated Unduplicated 'Volunteers: 10 Anticipated V oluntser Contributions: 10 Service Activity: Transportation Objective: Aging In Place Number of Volunteer Stations: ;Service Activity 10 unduplicated volunteers will provide transportation to individuals who are homebound due to Descripflon: disability, Injury or age. Individuals will receive at least 2 trips per week. lAnticipated (PRIORITY) 1-18: Number of individuals receiving independent living services Output: ITaraet:40 How Measured: Activity Logs Instrument Description Timesheet, including client name and Initialed dates of service. sinned off by station supervisor, and turned In to SCP office at the and of each month. Anticipated Outcome: (PRIORITY) 1-19: Number of individuals with increased 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 SCP staff and 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 including assistance getting food, medications and transportation assistance getting tc medical appointments. The American Community Survey (ACS) conducted the period of 2010 to 2014 Indicates that the Victor V alley area that encompasses the communities of Apple V alley. Hesperia and Victorvllle 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 live alone. Companions are needed to assist to help them to continue to live independently with transportation assistance. Number of Focus Area: Healthy Futures Objective: Aging In Place Volunteer i Stations: Anticipated Unduplicated Volunteers: 26 For Official Use Only Page 14 Performance Measure: 1.2 Companionship Anticipated 26 Volunteer Contributions: Service Activity: Companionship Service Activity 38 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) Hg: Number of individuals with increased social support. Target: 1D6 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 SCP staff and 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 will continue to Increase in the future. Companions are needed to provide respite services to caregivers. Focus Area: Healthy Futures Anticipated Unduplicated !Volunteers: 20 Anticipated Volunteer Contributions: 20 Service Activity: Companionship Objective: Aging in Place Number of Volunteer Stations: Service Activity 20 unduplicated volunteers will provide companionship/respite service to caregivers for at least 1 Descripilon: day or 4 hours per week l 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 Performance Measure: 2.1 Companionship turned In to SCP office at and 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 SCP 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 dally activities. Companions are needed to assist and encourage socialization and activity participation, E Number of .Focus Area: Healthy Futures Objective: Other Healthy Futures V olunteer 5 Stations: Anticipated Undupllcated Volunteers: 6 Anticipated V olunteer Contributions:6 Service Activity: Serving Non -Veterans Service Activity 5 unduplicated volunteers will serve 24 older adults end disabled adults In a day care setting to Description: encourage socialization and activity participation (Anticipated 07`2: Number of other older adults and individuals with disabilities served, Output: jirarget:24 How Measured: Other ,Instrument Description Timesheet, Including client name and dates of service, signed off by station supervisor and turned in to the SCP office at the and of each month. !Anticipated Outcome: -No outcome selected— Targat: How Measured: Instrument Description For Official Use Only Page 16 Required Documents Document Name Status Aggregate Dollar Amounts of funding Not Applicable Articles of Incorporation Not Applicable Board of Directors Already on File at CNCS CPA Certification Already on File at CNCS Community Advisory Group Names and Addresses Already on File at CNCS List of the names of any Funding Organizations/Sources Not Applicable Negotiated Indirect Cost Agreement Organizational Chart Project Director's Job Description Roster of Volunteer Stations Statement of date of last A133 audit Not Applicable Already on File at CNCS Already on File at CNCS Already on File at CHCS Already on File at CNCS Statement of whether applicant is subject to A133 audit Not Applicable For Official Use Only Page 17