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HomeMy WebLinkAbout2018-2191 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. 2018-219 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 ALLOCATING GRANT MATCH EXPENDITURES FOR THE SENIOR COMPANION PROGRAM (SCP) FOR THE PERIOD OF JULY 1, 2018 THROUGH JUNE 30, 2019 WHEREAS, on May 5, 2018, the City submitted an application for federal assistance requesting funding for Year One of a three (3) year Grant Allocation for the Senior Companion Program; and WHEREAS, on July 5, 2018, 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 I ratify the grant application submittal for Year One 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 the period of July 1, 2018, through June 30, 2019, a copy of which is attached hereto, marked as Attachment 4 and incorporated herein by reference. SECTION 3. The Finance Director or designee is directed to appropriate the grant award in the amount of $287,788 and make transfers within the existing FY 2018-19 budget of $83,825 consistent with the staff report, together totaling $371,613, in the FY 2018/2019 Adopted Budget for the Senior Companion Program. / / 1 / 1 2 3 4 5 6 7 8 9 10 111 12I 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 ALLOCATING GRANT MATCH EXPENDITURES FOR THE SENIOR COMPANION PROGRAM (SCP) FOR THE PERIOD OF JULY 1, 2018 THROUGH JUNE 30, 2019 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 1St day of Au ust 2018, by the following vote, to wit: Council Members: MARQUEZ BARRIOS VALDIVIA SHORETT NICKEL RICHARD MULVIHILL AYES NAYS k X IV ABSTAIN ABSENT y Georgea ' Hanna, —CW, City Clerk The foregoing Resolution is hereby approved this 1St day of August 2018. f R. Carey Da is, Mayor City of Sant Bernardino Approved as to form: Gary D. Saenz, City Attorney By: 7 �� z 2 EXHI�4"c PART 1 - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE 11. TYPE OF SUBMISSION: iModified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System) Application X❑ Non -Construction �.2a. DATE SUBMITTED TO CORPORATION 3. DATE RECEIVED BY STATE: STATE APPLICATION IDENTIFIER: FOR NATIONAL AND COMMUNITY SERVICE (CNCS): 05/09/18 2b. APPLICATION ID: 4. DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: I 18SC204837 05/09/18 18SCPCADOS 5. APPLICATION INFORMATION LEGAL NAME: City of San Bernardino DUNS NUMBER: 073604563 ADDRESS (give street address, city, state, zip code and county): 3D0 North D Street San Bernardino CA 92418 - 0001 County: 6. EMPLOYER IDENTIFICATION NUMBER (EIN): 956000772 8. TYPE OF APPLICATION (Check appropriate box). NEW 0 NEW/PREVIOUS GRANTEE 0 CONTINUATION F--] AMENDMENT If Amendment, enter appropriate letter(s) in box(es): A. AUGMENTATION B. BUDGET REVISION C. NO COST EXTENSION D. OTHER (specify below): 10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.016 10b. TITLE: Senior Companion Program NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes): NAME: Jamie Daniels TELEPHONE NUMBER: (909) 384-5413 FAX NUMBER: INTERNET E-MAIL ADDRESS: danielsja@sbclty.org 7. TYPE OF APPLICANT: 7a. Local Government - Municipal 7b. Local Government. Municipal 9. NAME OF FEDERAL AGENCY: Corporation for National and Community Service 11.e. DESCRIPTIVE TITLE OF APPLICANTS PROJECT: SCP of San Bernard lno 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): 11.b. CNCS PROGRAM INITIATIVE (IF ANY): San Bernardino County: The San Bernardino Valley cities of Colton, Fontana, Grand Terrace, Highland, Loma Linda, Redlands, Rialto, San Bernardino, and Yuce 13. PROPOSED PROJECT: START DATE: 07101118 END DATE: 06/30/21 14. CONGRESSIONAL DISTRICT OF: a.Applicant A31 b.Program CA 31 15. ESTIMATED FUNDING: Year #: 1❑ 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a. FEDERAL $ 287,788.00 0 YES. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE b. APPLICANT $ 83,825.00 TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR .. -- REVIEW ON: c. STATE $ 0.00 DATE: d. LOCAL $ 83,825.00 NO. PROGRAM IS NOT COVERED BY E.O. 12372 e. OTHER $ 0.00 f. PROGRAM INCOME S 0.00 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? — `-- .- _. - 0 YES H "Yes,' attach an explanation. ® NO g. TOTAL $ 371,613.00 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONIPREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. TYPED NAME OF AUTHORIZED REPRESENTATIVE: b. TITLE: c. TELEPHONE NUMBER: Mitchell J. Assumma (909) 384-5132 d. SIGNATURE OF AUTHORIZED REPRESENTATIVE: e. DATE SIGNED: 05/09118 Page 1 Narratives Executive Summary The City of San Bernardino Senior Companion Program (SCP) in California utilizes low-income seniors to assist socially isolated, disabled adults in Fontana, Rialto, Colton, Loma Linda, Grand Terrace, San Bernardino, and Redlands. An estimated 5o volunteers will serve to afford disabled adults the ability to remain independent in their homes and family caregivers respite to avoid caregiver burnout. Some of the activities with independent clients will include companionship, light housekeeping, assistance with meal prep/nutrition, transportation and social activities. Visually impaired clients will receive assistance with reading and writing and clients who are a fall risk will receive assistance ambulating. However, the primary focus area is transportation to afford clients trips to the grocery store, doctor appointments, the bank, and other essential functions, including trips to the gym/pool, senior centers, parks, and other individual interests to keep them engaged in their community. These low cost activities are expected to reduce the need of long-term care services and medical costs (Valtorta & Hanratty, 2012). At the end of the three-year grant, all independent in- home clients are expected to be less socially isolated and able to remain living at home; all respite clients are expected to have afforded family caregivers with the ability to go to work/attend to personal affairs. The annual $287,788 federal investment will be supplemented by $78,581 from the City of San Bernardino General Fund with an excess amount of $2,593. The requested increase in funding reflects the employee COLA., standardization in the Federal/City shared cost rate, change in meal reimbursement rate to match the County nutrition program requested donation amount, and a 44 increase in mileage reimbursement to match the Inland Caregiver Resource Center volunteer mileage reimbursement. Over the past several years, the City of San Bernardino was unable to provide the annual 2% COLA for staff. The increase includes the adjustment for the last grant period and FY18. The City of San Bernardino contributes 60% of staff salary for the Program Manager and 50% for the Coordinator of Volunteers and has budgeted for an excess amount from their General Fund to afford the Program Manager two weeks to write the grant application. Salaries remain below market comparison and the General Schedule for the locality pay area of Los Angeles -Long Beach, California: $44,158 for the SCP Manager and $30,140 for the Coordinator of Volunteers. In addition, the fringe benefits budget section now reflects the 40/60 federal/local fund split to match the rate of shared costs of staff salaries. SCP volunteer mileage reimbursement will be increased from $0.30 per mile to $0.34 per mile to reflect the increase in fuel costs and remain consistent with other local charity's volunteer mileage reimbursement (i.e. Inland Caregiver Resource Center reimburses mileage at $0.32/mi.). An increase in meal reimbursement For Official Use Only Page 2 Narratives was calculated to equate the $3.75 County nutrition program meal cost, which is utilized by volunteers and their clients at local senior centers. Physical Exam reimbursement was budgeted at $30 per volunteer as an average amount they are charged as a co -pay. This was added in response to Program Officer feedback from the FY17 compliance visit. The City of San Bernardino Fifth Street Senior Center and the Perris Hill Senior Center Stations' volunteers serve 75% of the City of San Bernardino SCP clientele; specifically socially isolated, disabled adults. The remaining 25% of City of San Bernardino SCP clients are involved with Volunteer Station San Bernardino Adult Day Health Care Center for adults with developmental disabilities and adults with dementia and the Inland Caregiver Resource Center. Two new Volunteer Stations, both run by non-profit HumanGood, have signed MOUs for the City of San Bernardino SCP to recruit volunteers to afford their older adult residents to remain at home living independently. Strengthening Communities i. DESCRIBE THE COMMUNITY AND DEMONSTRATE THAT THE COMMUNITY NEED(S) IDENTIFIED IN THE PRIMARY FOCUS AREA EXIST IN THE GEOGRAPHIC SERVICE AREA: The 2017 U.S. Census Bureau estimates states that there are 239,478 (11.1%) people who are 65 years and older in San Bernardino County. The City of San Bernardino Senior 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 17.6% of individuals and families living below the poverty level. Our SCP is currently serving 8 communities within San Bernardino County: San Bernardino, Colton, Rialto, Fontana, Redlands, Highland, Loma Linda, and Yucaipa. Information obtained from the 2017 Census of the U.S. Census Bureau estimates indicates the population of the communities served is 2,157404 and encompasses a 207.24 square mile area. The amount of residents over the age of 65 is 1,643,939 (76.2%). The population by ethnicity is 52.8% Hispanic or Latino, and 29.3% Non -Hispanic or Latino. The population by race is 77.1% White, 9.5% African American, 7.45% Asian, 2.0% American Indian and Alaskan Native, 0.5% Native Hawaiian and Pacific Islander, and 3.5% identified by two or more. In San Bernardino County there are 17.6% of people living below the poverty level, which is 3.3% 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 161,805 (7.5%), 49.7% are male and 50.3% are female. Approximately 30% of all calls received by the SCP staff are by individuals with sight impairment as their disability, have lost their ability to drive, and are in need of transportation. Our SCP volunteers will assist in the primary focus area of Healthy Futures by providing homebound For Official Use Only Page 3 Narratives or older adults and individuals with disabilities with transportation and other services to allow them to better live independently. Inland Caregivers Resource Center, Pacific Hospice, and The Visiting Nurses Association have identified respite services for caregivers as the most pressing community need. SCP volunteers will provide respite service to caregivers which will improve social ties or perceived social support. 2. DESCRIBE HOW THE SERVICE ACTIVITIES OF THE VOLUNTEERS IN THE PRIMARY FOCUS AREA: HEALTHY FUTURES/INDEPENDENT LIVING AND/OR RESPITE FOR CAREGIVERS FOR SCP WILL LEAD TO NATIONAL PERFORMANCE MEASURES OUTPUT AND OUTCOMES: SCP volunteers in the primary focus area of Healthy Futures/Independent Living or Respite for Caregivers will provide service activities to include: transportation and assistance to medical appointments, pharmacies to obtain needed medications, grocery stores and/or food banks, and other services such as utilities pay and legal assistance to help them live more independently. SCP volunteers will provide direct respite services to caregivers. Activity logs or timesheets will indicate the 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 ensures that all 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 THEIR COMMUNITIES: SCP staff will work closely with our volunteer station staff to create well-developed high quality SCP volunteer assignments by matching the profiles of the volunteer with the individual needs of the For Official Use Only Page 4 Narratives clients to be served, and ensuring that SCP volunteers are assisting to meet those needs through constant communication. SCP staff will be able to share their experiences and community commitment to our sponsor, our community partners, future volunteer stations and CNCS through daily conversations and periodic written assessments or commentaries, noted in the volunteer files. We plan to include some our current SCP volunteers in the 20 hour pre -service orientation to new volunteers to share their experiences and be included in Q & A sessions to new volunteers. The Companions will be able to build new skills by attending the monthly In -Service meetings. The training is generally focused around the needs of senior citizens some examples include changes and updates to Social Security, mail fraud and scams from the U.S. Postal Inspector, the Weatherization Program from Community Action Partnership (CAPS), and how to obtain needed items (safety bars, ramps, sight and hearing tools, etc.) for seniors and disabled adults from Rolling Start. The Department of Aging and Adult Services, Adult Protective Services (APS) Division, provides training on mental, physical, and financial abuse. There is also more in-depth training in areas such as how to spot changes in clients with dementia and/or Alzheimer's disease and what type of issues need to be reported to the Ombudsman. We ask the Companions for their input as to what topics they wish be included in the In -Service meeting and then find the appropriate facilitator. The Companions receive additional training at their volunteer sites in areas of mental health, how to engage clients in conversation, and how to encourage clients to participate in activities. We utilize volunteers on the Advisory Council, where they develop leadership skills. The Companions begin volunteer service by providing one-on-one personal care to frail elderly and disabled adults, and they eventually develop into close relationships. The Companions are received by clients and their families with open arms and are treated as one of the family. Through volunteer service the Companions feel that they are making a difference in someone's life. We reinforce that altruistic feeling with praise, communication of successful data, and through several volunteer recognition events throughout the year. Giving back to the community is very important to the Companions, and most report that they feel that their lives have been enhanced through their volunteer service. 2. DESCRIBE YOUR PLAN AND INFRASTRUCTURE TO ENSURE SCP VOLUNTEERS RECEIVE TRAINING NEEDED TO BE A HIGHLY EFFECTIVE MEANS TO ADDRESS THE IDENTIFIED COMMUNITY NEED(S): SCP staff, with the assistance of the 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 For Official Use Only Page 5 Narratives 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 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 provides 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, For Official Use Only Page 6 Narratives 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 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, 10, 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 provides oversight each volunteer For Official Use Only Page 7 Narratives supervisor. 2. DESCRIBE THE PLANS AND INFRASTRUCTURE TO DEVELOP AND/OR OVERSEE VOLUNTEER STATIONS TO ENSURE THAT VOLUNTEERS ARE PERFORMING THEIR ASSIGNED SERVICE ACTIVITIES: SCP staff will do quarterly volunteer station visits. During those visits client and or caregiver assignment plans or care plans will be evaluated with volunteer station supervisors to ensure that volunteers are performing their requested activities. If changes or additions to volunteers activities need to be made, a new care plan will be devised during that time and immediately implemented. As needed new the program manager will research organizations in the service area to recruit new stations in line with regulations. At this time we have 4 volunteer stations which meet the needs of the program, but are in the process building new relationships both for outreach (volunteer/client recruitment) and potential new volunteer stations as we refine the changes which have been implement already. 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 2.1 and 4.1 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 SGP FEDERAL REGULATIONS TO INCLUDE ESTABLISHING AN For OffielaI Use Only Page 8 Narratives ADVISORY COUNCIL, ENSURING VOLUNTEERS ARE PLACED IN STATIONS THAT HAVE SIGNED THE REQUIRED MOU, AND ENSURING ALL VOLUNTEERS ARE ELIGIBLE TO SERVE IN SCP: Two full-time SCP staff are assigned to ensure that the project is in compliance with SCP federal regulations. The SCP Advisory Council has been re-established in the 2014-15 service year. We look to include members from Government, Nursing, Faith based and community organizations. New members will be recruited to the existing Advisory Council after they have a clear understanding of their duties and the amount of time requested for them to serve. All volunteers will be placed in volunteer stations that have a signed and current MOU, including all parties' signatures. We will ensure that only income eligible; age 55 or older individuals that pass all three areas of the criminal history background checks are brought on board as SCP volunteers. SCP staff will evaluate volunteer's files at the quarterly station visits to verify accuracy of records. SCP staff will ensure that all volunteers have an annual physical exam with verification in their personnel files located in the SCP office. Organizational Capability 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 1st through June 30th of the following year. The Finance Department is one of 13 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 For Official Use Only Page 9 Narratives accurate budget management and timely fiscal reporting system for the Senior Services Division of the Department. The City utilizes a reliable and audited service delivery system that has effectively met or exceeded all prior years' performance objectives of the Corporation for National and Community Services. The City's Purchasing Division assists all departments in ensuring that internal procedures are in place for all accounts payable and receivables. Budget development and use is administered by the Parks, Recreation and Community Services Department staff and further supported by the Finance Department staff, especially for travel and reimbursements for volunteers. The City of San Bernardino is celebrating forty-six 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 46 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, Community Recreation 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 (Annie Clark) 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 SCF 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 (Vacant). (The Director of the Parks, Recreation and Community Services Department reports to the City Manager.) The SCP Manager position was vacated on February 5, 2018 and a continuous open recruitment was posted on the same day. For Offlelal Use Only Page 10 Narratives Interviews for the most qualified screened applicants were conducted on April 26, 2018, and a candidate was selected. The job offer to date is pending official acceptance and then background clearance. The Program Manager's 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 as currently occupied by Jamie Daniels, assists the SCP Manager in all areas of the Program coordination in ways relevant to the position's authority, but is most responsive to daily client and companion service needs. The Community Recreation Manager (Mitch Assumma) has administered the SCP in San Bernardino for over ten years as Manager of the Senior Services division. He has over 30 years of experience in managing municipal services in the parks and recreation field. Mr. Assumma holds a Master's Degree in Public Administration, and a Bachelor's Degree in Recreation Administration. 3. DESCRIBE YOUR ORGANIZATION'S CAPACITY TO: (I) DEVELOP AND IMPLEMENT INTERNAL POLICIES AND OPERATING PROCEDURES TO PROVIDE GOVERNANCE AND MANAGE RISK, SUCH AS ACCOUNTING, PERSONNEL MANAGEMENT, AND PURCHASING. The Director of Parks, Recreation and Community Services is responsible for the activities of its human resources, including recruitment, training, promotion, and retention; establishment of daily work schedules and routines, budget development and use; and communication of performance outcomes. The City of San Bernardino fiscal management procedures, including budget control, accounting systems, cash and banking procedures, payroll systems, and internal auditing, are operated, managed, and controlled through the City of San Bernardino Finance Department. The budget process is facilitated and administered annually via the Mayor, City Council, and City Administration. Variances in budgeted expenses are analyzed by the City Manager and Finance Departments. Reports on such data are disseminated quarterly. Individual City departments manage the development and use of their own budget, and each department head is accountable to the City Manager. An independent auditor reviews city financial records annually. (II) MANAGE CAPITAL ASSETS SUCH AS FACILITIES, EQUIPMENT, AND SUPPLIES. The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and Volunteer Program, which is funded through a combination of the City's General Fund and various Federal and State grants. The 5th Street Senior Center is ADA compliant and is currently being used for administration, training and meetings, community programs, special interest classes, and group For Oficial Use Only Page 11 Narratives rentals. The Center is fully outfitted with tables, chairs, furniture, play equipment, kitchen equipment for full meal preparation, sound and PA system, and office management; the grant -funded Senior Nutrition Program also operates out of the 5th Street Senior Center along with lunch meal serving at five other locations. All health and safety OSHA requirements are followed. The City's Facilities Division of the Public Works Department maintains all building maintenance. Equipment and supplies are purchased as needed through the City's chain of command, utilizing best practice principals. 4. DESCRIBE DEMONSTRATING ORGANIZATIONAL INFRASTRUCTURE IN THE AREAS OF ROBUST FINANCIAL MANAGEMENT CAPACITY AND SYSTEMS AND PAST EXPERIENCE MANAGING FEDERAL GRANTS: The City of San Bernardino fiscal management procedures, including budget control, accounting systems, cash and banking procedures, payroll systems, and internal auditing, are operated, managed and controlled through the City of San Bernardino, Finance Department. The budget process is facilitated and administered annually via the Mayor, City Council, and City Administration. Variances in budgeted expenses are analyzed by the City of San Bernardino, Finance Department. Reports on such data are disseminated quarterly. Individual City departments manage their own budget and each department head is accountable to the City Manager. An independent auditor reviews city financial records annually. The City of San Bernardino Parks, Recreation and Community Services Department are constantly seeking alternative funding resources in support of their community serving mission. The detailed list below shows some of the grants received by our department (directly related to service programs). Senior Nutrition Program -- 1978 - 2018 San Bernardino Head Start Program -- 1992 - 20o9 Nutrition Network Program -- 1998 - 2o16 San Bernardino Mentoring Program --1992 - 2009 RSVP (Retired Senior Volunteer Program) -- 1975 - 2018 SCP (Senior Companion Program) --1975 -- 2018 -- Kaiser Hospital Community Foundation Grant 2008 -- Present. Other None PNS Amendment (if applicable) Not applicable For official Use Only Page 12 Performance Measures % of Unduplicated Volunteers in Work Plans that result in Outcomes: 100% % of Unduplicated in the Primary Focus Area: 100% ;Performance Measure: 2.1 Companionship Community Need to be Addressed: From Family Caregiver's s Alliance an estimated 13.9% of those living in the service area are currently taking care of loved ones at home. This can be a very 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 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 caregivers 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: 17 Anticipated Volunteer Contributions: 17 Service Activity: Companionship Objective: Aging in Place Number of Volunteer Stations: Service Activity 17 unduplicated volunteers, at one site will provide companionship/respite service to 40 Description: caregivers for at least 1 day or 4 hours per week. A survey collected each year to determine how many individuals served report having increased social ties or perceived social support and will be conducted by SCP staff and Advisory Council members. Of the 40 caregivers surveyed 30 will report having increased social ties or perceived social support 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 turned In 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 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: 4.1 Companionship Community Need to be Addressed: A recent study by the California Department of Aging estimated that 30% of women and 17% of men over the age of 75 needs some form of assistance with personal care including assistance getting food, medications and transportation assistance getting to medical appointments. As seniors age the likelihood of living alone only increases with the years. Isolation increases the risk of mortality, negatively affect both physical and mental health and lead to loss of the ability to stay independent according to the senior living blog from a Place for Mom. With 11.1% of the population in the service area over the age of 65 and 17.6% of the population in the service area are living below the poverty level , the need is strong for SCP companions assist clients to help them continue to live independently with transportation assistance. An additional place to provide companionship is through adult day care. 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 prevent inappropriate or For Official Use Only Page 13 Performance Measure: 4.1 Companionship 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 Focus Area; Healthy Futures Anticipated Unduplicated Volunteers: 33 Anticipated Volunteer Contributions: 33 Objective: Aging in Place Number of Volunteer Stations: Service Activity: Companionship service Activity 33 unduplicated volunteers, at 3 volunteer sites: 6 at San Bernardino Adult Day Care and 25 Description serving in client's homes will provide companionship to 160 clients, at 3 sites 40 at San Bernardino Adult Day Care and 120 in the client's homes; and will assist with personal care, transportation and companionship to individuals who are home -bound due to disability, injury or age. Individuals will receive companionship service for at least 1 day or 4 hours per week. A survey collected each year to determine how many individuals served report having increased social ties or perceived social support and will be conducted by SCP staff and Advisory Council members. Of the 160 clients provided companionship 150 report having increased social ties or perceived social support. Anticipated (PRIORITY) HB: Number of individuals receiving independent living services Output: Target: 160 How Measured: Activity Logs Instrument Description Timesheet, including client name and initialed dates of service, signed off by station supervisor, and turned in to SCP office at the end of each month. Anticipated Outcome: (PRIORITY) H9: Number of individuals with increased social support. Target: 150 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 For Official Use Only Page 14 Required Documents Document Name Status Aggregate Dollar Amounts of funding Not Applicable Articles of Incorporation Not Applicable Board of Directors Not Applicable CPA Certification Not Applicable Community Advisory Group Names and Addresses Sent List of the names of any Funding Organizations/Sources Sent Negotiated Indirect Cost Agreement Not Applicable Organizational Chart Sent Project Director's Job Description Sent Roster of Volunteer Stations Sent Statement of date of last A 133 audit Sent Statement of whether applicant is subject to A 13 3 audit Sent For Official Use Only Page 15 cc ID tm m a