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HomeMy WebLinkAbout33-Parks & Rec CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lemuel P. Randolph, Director Subject: RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A $45,000 GRANT FROM SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XXIII. MICC Meeting Date: Sept. 20, 2004 Dept: Parks, Recreation & Community Services Dept. Date: August 18,2004 ORIGlNAL Synopsis of Previous Council Action: Approved administration of Emergency Food and Shelter Funds at the Westside Community Service Center since 1984 with the last approval being for FEMA XXIII in the amount of $45,000 on October 20, 2003 Resolution No. 2003-284. Recommended motion: Adopt Resolution. /?~ Signature Contact person: Aaliyah K. Harklev Phone: 384-5231 Supporting data attached: Staff Reporl & Application Ward: City-wide FUNDING REQUIREMENTS: Amount: Grant revenue of $45,000 Source: (Acct. No.) 123-51O-XXXX (Acct. Description) Federal FEMA XXIII Food & Shelter Program Finance: Council Notes: ~2.{\') <\-,:l(\ I Agenda Item No. 33 'I J '-.0 I 0'/ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the Mayor or her designee to apply for and administer a $45,000 grant from San Bernardino County Emergency Food & Shelter Program Local Board FEMA XXIII. Backl!round: This federal program for emergency food and shelter, which serves residents of San Bernardino County, has successfully operated since 1984. The FEMA contract will assist clients with food, utilities, and shelter. These federal funds are authorized under Public Law 107-294; the criteria used will provide assistance to needy individuals. A staff member from the Parks, Recreation and Community Services Department will complete an eligibility assessment on each client. The process consists of a one-day class of information to inform clients about services and referrals. Each client is then processed on a one on one, first come first serve basis. The last step requires a Request for Payment for each vendor and then sent to the Finance Department for final processmg. The total amount available to our department is $45,000. This program through the Westside Community Service Center provides support to San Bernardino County residents that meet the Federal govemment eligibility requirements as set forth in the attached Exhibit "I ", in the form ofthe following categories: VOUCHERS FOR MEALS No. Meals Cost per Meal $Reauest 9,524 $1.05 $10,000 Cost per night! OTHER SHELTER: No. Nights Per person $Reauest (Hotel/Motel vouchers) 217 $35.00 $ 7,595 RENTAUMTG. ASSIST. No. Bills $ Average Bill $Reauest 40 $646.72 $25,865 UTILITY ASSISTANCE No. Bills $ Average Bill $Re<luest 22 $49.57 $ 1,090 ADMIN. REQUESTED (I 'Yo) $ 450 Total For FEMA XXIII Requested $45.000 Financial Impact: This program is fully funded from the FEMA Grant and no grant match is required. This proposed application will cover this program beginning October 1, 2004 - September 30, 2005 and is due September 29, 2004. Recommendation: Adopt Resolution. c o o RESOLUTI~S9) ~1f 1 2 3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO 4 APPLY FOR AND ADMINISTER A $45,000 GRANT FROM SAN BERNARDINO 5 COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XXIII. 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby authorized to apply for a federal grant in the amount of $45,000 to continue the Emergency Food and Shelter Program at the Westside Community Service Center and to execute the Agreement for Delegation of Activities with the County of San Bernardino Emergency Food and Shelter Program Local Board FEMA XXIII, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as though set forth at length. SECTION 2. The authorization granted hereunder shall expire and be void and of no further effect if the Agreement is not executed by both parties and returned to the Office of the City Clerk within one hundred twenty (120) days following the effective date of the resolution. III III III III III III III III III III Ala. 3 3 q Ill) J(JLJ o o o 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE 2 CITY OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO APPLY FOR AND ADMINISTER A $45,000 GRANT FROM SAN BERNARDINO 3 COUNTY EMERGENCY FOOD & SHELTER PROGRAM LOCAL BOARD FEMA XXIII. 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 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a Meeting, thereof, held on the day of , 2004, by the following vote, to wit: COUNCIL MEMBERS NAYS ABSTAIN ABSENT AYES ESTRADA LONGVILLE MC GINNIS DERRY KELLEY JOHNSON MC CAMMACK Rachel Clark, City Clerk The foregoing resolution is hereby approved this day of ,2004. JUDITH VALLES, MAYOR City of San Bernardino Approved as to form and legal content: James F. Penman City Attorney Bt- if&- FEMA XXIII Wests.de c Exhibit" 1 " Federal Emergency Food and Shelter Program The Emergencv Food and Shelter Program is a needs based program for which clients must aualifv. Client eligibility criteria for the year of2004-2005 grant All clients will have to attend a one-day class, regarding employment, nutrition, and self esteem (The importance of getting back on track). 1. All adults in the home must have a California picture ID and a Social Security Card. 2. All children must have a Medi-Cal sticker or a Social Security Card. 3. Client must show written verification of current income. 4. When client is asking for rent or mortgage assistance, they must bring a lease agreement and an eviction notice or 3-day quit. 5. Landlord or mortgage company will be called to verify that he/she will accept payment from the City Program. (Landlord's name, address, and phone number must be furnished by client. ) o 6. Client must furnish current copies of all utility bills, and past due notice. 7. Client must have lived in the City of San Bernardino at least six (6) months. 8. As of December 2002, if any other FEMA agency has helped client pay for these bills, our agency will not be able to help them. If our department finds that the client application has been falsified in any way, the client and any person listed on the application will not be allowed to apply for (2) years. o SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM (EFSP) PHASE XXIII 2004-2005 o SECTION I. GENERAL INFORMATION AND ELIGIBILITY A. Total EFSP XXIII Request $ 45,000 for period October 1, 2004 - September 30, 2005. (earN over from TOTAL on oaoe 3, and should include administration.) B. Agency Name: City Of San Bernardino, Parks, Recreation & Community Services Department Phone: (909) 384-5231 Address: 547 North Sierra Way City: San Bernardino Zip: 92410 Executive Director: Mr. Lemuel P. Randolph, Director of Parks, Recreation & Community Services Department Board Chair: Ms. Judith Valles, Mayor of the City Of San Bernardino Key Project Contact Person: Aaliyah K. Harkley Phone: (909) 384-5231 Fax: (909) 384-5160 E-mail address: Harklev AAtalsbcitV.ora Agency web address: www.ci.san-bernardino.ca.us Vear Agency Was Founded In 1854 the City Of San Bernardino was officially Incorporated C. Has your agency received EFSP funds in the past? 2003/2004 EFSP XXII grant $ 40,718.00 X Yes DNo D. Does your agency receive EFSP funds from another jurisdiction? DVes xNo If yes, how much and from which jurisdiction? N/A E. Eligibility of Agency (check applicable answers) o 1. Does the agency have a voluntary board? (Attach a list of board members, induding phone, address, and position) DVes xNo 2. Does the agency have an IRS classification? Check applicable designation: XVes DNo X Government or DPrivate (Nonprofit (501.C.3. or 501 .C.4.) (Please attach IRS fanns - new agencies only.) 3. Are services free of charge? If no, explain. XVes DNo Is there a waiver available for some recipients? How many? Explain DVes x No F. Indicate when your organization is available to assist people with EFSP funded services (for example Mon., Wed., Fri., 11 :00 a.m. - 1 :00 p.m.). If you have more than one site, provide a listing with times; also indicate if you see people by appointment only, and list a phone number. 10 I I I DISTRIBUTION SITE DAVS SERVICE HOURS BY APPT. PHONE # (city only) Ifrom-tol ONLY? IY/NI Wests ide Monday thru Friday 9:00 a.m. to (909) 384-5428 Community Services 3:00 p.m. Center Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. EFSP XXIII Page 2 o Agency Name: City Of San Bernardino, Parks, Recreation & Community Services Department SECTION II. DEMONSTRATED EFFECTIVENESS A. Brieflv describe your agency's past services in the area of food, sheller, and related services for the poor. (Please use only the space provided.) The Wests ide Community Services Center is a Multi-service center in the City Of San Bernardino, Parks, Recreation and Community Services Department. The center services the entire City of San Bernardino. Westside Community Services Center is demographically positioned in an area where 60% of the population's income is below the federal poverty level. Since 1985 the Center has assisted with Food, Shelter, Utilities, Clothing and other related services for low-income individuals and families. B. If you are applying for sheller funds (including rent/mortgage, motel vouchers): Average shelter. length of stay per person: 30 days C. If you are applying for food funds: Average number of meals provided per person: 21 meals SECTION III. ACCOUNTING AND FISICAL REPORTING ABILITY A. Does agency have a working accounting system? X Yes ONo o B. Who handles the accounting system for the agency? (Specify name of staff, professional title, volunteer, or accounting firm). The City Of San Bernardino, Finance Department handles the accounting system for the city's departments and Conrad and Associates handled the City Of San Bernardino's last annual audit. C. Briefly describe agency's internal control of program accounts. Include accounting method, types of ledgers and reports, and approval process. The Westside Community Services Center's staff completes assessments on each client. The process consists of screening information, recording and copying information for back-up, followed by completing a Request for Payment form, to be sent to the vendor of each client. Next, this Request for Payment form is sent to the main department administration for processing through the City Finance Department for payment and recording of payment to the proper accounts followed by an annual account audit via an independent firm hired by the city. D. Describe the administrative procedures you will employ to ensure accurate reports and fiscal control. The manager will ensure that all participants meet all program requirements and submit necessary documentation to substantiate their need. Once the need has been established then the steps stated in section III C will be followed. Once all funds are spent the Westside Community Services Center, along with the Finance Department, will begin the process of reconciling the grant by pulling copies of cancelled checks and bank statement. Examine the information on both documents for accuracy and completing a reconcilement. To ensure that all request for payment and procedures have been completed a copy of all payments and a copy of the reconcilement will be submitted to the Local and National Board showing a zero balanced reconcilement. o E. Agency submits an audit by an outside CPA (AICPA Statement of Auditing Standards No. 58): X yes ONo Attach a list of all sources of income for the latest fiscal year. Include funding source, contact person and contact phone number, and purpose of funding. You may group smaller sources and individual donations. You may omit "contacts" and "phone" for individual gifts. F. Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. c o , 'I 10 EFSP XXIII Page 3 The City Of San Bernardino's General Fund in the only source. Agency Name: City Of San Bernardino, Parks, Recreation & Community Services Department SECTION IV. AGENCY REQUEST A. FOOD - Estimated cost per person per meal: For mass feeding programs, there ate two options for eligible costs: either direct cost Q! per meal a/Jowancs. One option must be selected at the beginning of the program year and continued throughout the entire year. ., Served Meals Direct Cost (mass feeding programs) Served Meals Per Meal Allowance' (mass feeding programs) Other Food (vouchers, brown bag, etc.) SupplieslEquipment" (paper plates, cups, etc.) B. SHELTER - Estimated cost per night per person: For mass shelter providers, there are two options for eligible costs: either direct cost Q! per diem allowance. One option must be selected at the beginning of the program year and continued throughout the enfire year. Mass Shelter Direct Cost (mass sheRer providers) Mass Shelter Per Diem Allowance -, (mass sheRer providers) Other Shelter (vouchers, etc.) Supplies/Equipment- C. RENTAUMORTGAGE ASSISTANCE iAVERAGE:Ellw;~\j $ 646.61 D. UTILITY ASSISTANCE E. ADMINISTRATION REQUESTED (1% maximum) $ 450.00 TOTAL FOR EFSP XXIII REQUESTED IA+B+C+D+EI = (CalT}' ovar this total $ figure to Section I A, page 1) $ 45,000 , Per meal allowance of exactly $2.00 per meal served is allowed for mass feeding programs W LRO's total mass feeding award is expended in this manner. The $2.00 per meal allowance, ff elected, may be expended by the LRO for any related cost; ~ is not limited to otherwise eligible items. The per meal allowance may be used to cover costs such as rent, utilities. and staff salaries. The per meal allowance does not inctude the additional costs associated with shelter. - EquipmenUsupplies may not exceed $300 per ~em, and needs EFSP Board approval (attach list). - Per diem allowance of exactly $7.50 per person or exactly $12.50 per person per night is allowed for mass shetter providers W LRO's total mass shetter award is expended in this manner. The $7.50 or $12.50 per diem, ff elected, may be expended by the LRO for any cost related to the operation of the mass shetter; it is not limited to eligible costs under EFSP. The per diem allowance may be used to cover costs such as shetter rent, utilities. and staff salaries. The per diem allowance does not include the additional costs associated with food. Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. EFSP XXIII Page 4 o AGENCY NAME: City Of San Bernardino, Parks, Recreation & Community Services Department SECTION V. DISTRIBUTION, COALITION & NETWORKING A. How will you obtain and distribute food: grocery boxes or bags; prepared meals; or vouchers to restaurants or to grocery stores, or precisely what mix of these: Clients receive food vouchers, food boxes andlor bags of groceries depending on need and family size. Will you be using a food bank? DYes x No If yes, which food bank: If no, explain: B. Do you plan to purchase gift certificates or vouchers from food retailers? If so, at what percent discount, and why do you propose to do this rather than maXimizing the buying power of your EFSP funds through cost-effective grocery purchase? (Please use space provided) This center plans to purchase bulk food items from discount grocery stores and to distribute it according to family size. This center will also purchase Gift Certificates to supplement food according to family size and need. These certificates also aide families that have no cooking facility and persons who are on special diets. C. How do you coordinate services with other human service providers? What networks and coalitions in this field do you participate in? Be very specific. Do not exaggerate. (Please use space provided) This center provides services to aI/ eligible clients; however, whenever necessary and in order not to duplicate services, the center networks with and refers to the fol/owing agencies. o Catholic Charities, Frazee's Community Center, Home of Neighborly Services, San Bernardino Community Action, Saint Paul A.M.E. church, New Hope Baptist church, The San Bernardino County Childrens, Fund, and the San Bernardino Unified School District, Sociological Services Department. NON-DISCRIMINATION POLICY This agency will assure, through all possible means, equal opportunity for all persons -regardless of age, disability, national origin, race, religion, or sex- to receive service, to participate in the volunteer structure, and to be employed. An existing sectarian nature of the agency shall not suffer impairment under this agreement. No participation in religious observances or services will be required as a condition of receiving food or shelter paid for by this grant. AGREEMENT I affirm that all information in this application is true and correct to the best of my knowledge and that the agency under my authority will execute its responsibility under EFSP XXIII and adhere to all other applicable rules and regulations to the fullest extent possible. o Board Chair Executive Director Date Date Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. o . o SAN BERNARDINO COUNTY EFSP LOCAL BOARD EMERGENCY FOOD & SHELTER PROGRAM PHASE XXIII (Formerly known as the FEMA Program) 2004 - 2005 REQUEST FOR PROPOSAL AND APPLICATION FORMS As in the past years, the San Bernardino County Emergency Food and Shelter Local Board is anticipating an allocation through the Emergency Food and Shelter National Board Program (EFSP) in the fall of 2004. The Local Board invites interested San Bernardino County non-profit community organizations and government units to respond to a Request for Proposal by Friday, September 24, 2004. Questions may be referred to Marianne Vander Meulen at (909) 980-1994, ext. 216. The anticipated allocation from the National Program will be distributed according to the following: Administration: Local Board Administration: Agencies Emergency Grants 1% 1% 98% Program objectives for this money are the same as for previous EFSP programs: . Maximize the value of food made available to the poor by emphasizing funding of agencies which agree to obtain food from food banks and buying clubs rather than from retailers or through gift certificates. Allocate funds with an emphasis on reaching under-served geographic regions and populations within the county. Provide ongoing support to previously participating agencies that have had successful prior experience in serving hungry and homeless people. Encourage small agencies with limited fiscal capacity to secure or request a fiscal agent, in compliance with the Federal requirement of providing a certified audit. Encourage small agencies, with limited fiscal capacity and limited ability to acquire food very inexpensively, to form umbrella applications. Agencies funded under Phase XXII (2003/2004) will limit request to no more than 10% over their Phase XXII grant, or $100,000, whichever is the lesser amount. Agencies that did not receive EFSP XXII funds (2003/2004) will be limited to a $10,000 request. . . . . SUBMISSION OF PROPOSAL " SUBMIT FIFTEEN (15) COPIES OF THE COMPLETE PROPOSAL AND ONE (1) COPY OF ALL ATTACHMENTS Attachments - 1 copy each (wfthout these. your epplication will be incomplete, and will not be considered for funding) . Current Board of Directors Roster . IRS form 501 (c)(3) (new agencies only) . Agency Organization Chart (volunteer and staff) . A list of all sources of income for the latest fiscal year . Most recent financial report (monthly or quarterly) . Most recent audfted year-end report . List of equipment and/or supplies to be purchased . Per diem sample schedule (if applicable) " PROPOSAL MUST BE DELIVERED NOT LATER THAN FRIDAY, SEPTEMBER 24,2004,3:00 PM (OR BE POSTMARKED NOT LATER THAN FRIDAY, SEPTEMBER 24, 2004) " MAIL OR DELIVER TO: The San Bernardino County Emergency Food & Shelter Program Local Board c/o Inland Empire United Way 9375 Archibald Avenue, Suite 301 Rancho Cucamonga, CA 91730-5703 Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. SAN BERNARDINO COUNTY EMERGENCY FOOD & SHELTER PROGRAM (EFSP) PHASE XXIII 2004-2005 o SECTION I. GENERAL INFORMATION AND ELIGIBILITY A. Total EFSP XXIII Request $ 45,000 for period October 1, 2004 - September 30, 2005. (Carry over from TOTAL on oaoe 3. and should include administration.) B. Agency Name: City Of San Bemardino, Parks, Recreation & Community Services Department Phone: (909) 384-5231 Address: 547 North Sierra Way City: San Bernardino Zip: 92410 Executive Director: Mr. Lemuel P. Randolph, Director of Parks, Recreation & Community Services Department Board Chair: Ms. Judith Valles, Mayor of the City Of San Bernardino Key Project Contact Person: Aaliyah K. Harkley Phone: (909) 384-5231 Fax: (909) 384-5160 E-mail address: Harklev AA@sbcitV.orQ Agency web address: www.ci.san-bernardino.ca.us Year Agency Was Founded In 1854 the City Of San Bernardino was officially Incorporated C. Has your agency received EFSP funds in the past? 2003/2004 EFSP XXII grant $ 40,718.00 X Yes DNo D. Does your agency receive EFSP funds from another jurisdiction? DYes xNo If yes, how much and from which jurisdiction? N/A E. Eligibility of Agency (check applicable answers) o 1. Does the agency have a voluntary board? (Attach a list of board members, including phone, address, and position) DYes xNo 2. Does the agency have an IRS classification? Check applicable designation: X Yes DNo X Government or DPrivate (Nonprofit (501.C.3. or 501.C.4.) (Please attach IRS forms - new agencies only.) 3. Are services free of charge? If no, explain. X Yes DNo Is there a waiver available for some recipients? How many? Explain DYes x No F. Indicate when your organization is available to assist people with EFSP funded services (for example Mon., Wed., Fri., 11 :00 a.m. - 1 :00 p.m.). If you have more than one site, provide a listing with times; also indicate if you see people by appointment only, and list a phone number. o DISTRIBUTION SITE DAYS ~~RVI~~ HOURS BY APPT. PHONE II Icltv onlvl from-to ONLY? IY/NI Westside Monday thru Friday 9:00 a.m. to (909) 384-5428 Community Services 3:00 p.m. Center Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. EFSP XXIII Page 2 c Agency Name: City Of San Bernardino, Parks, Recreation & Community Services Department SECTION II. DEMONSTRATED EFFECTIVENESS A. Brieflv describe your agency's past services in the area of food, shelter, and related services for the poor. (Please use only the space provided.) The Westside Community Services Center is a Multi-service center in the City Of San Bernardino, Parks, Recreation and Community Services Department. The center services the entire City of San Bernardino. Wests ide Community Services Center is demographically positioned in an area where 60% of the population's income is below the federal poverty level. Since 1985 the Center has assisted with Food, Shelter, Utilities, Clothing and other related services for low-income individuals and families. B. If you are applying for shelter funds (including rent/mortgage, motel vouchers): Average shelter length of stay per person: 30 days C. If you are applying for food funds: Average number of meals provided per person: 21 meals SECTION III. ACCOUNTING AND FISICAL REPORTING ABILITY A. Does agency have a working accounting system? X Yes DNo o B. Who handles the accounting system for the agency? (Specify name of staff, professional tille, volunteer, or accounting firm). The City Of San Bernardino, Finance Department handles the accounting system for the city's departments and Conrad and Associates handled the City Of San Bernardino's last annual audit. C. Briefly describe agency's internal control of program accounts. Include accounting method, types of ledgers and reports, and approval process. The Westside Community Services Center's staff completes assessments on each client. The process consists of screening information, recording and copying information for back-up, followed by completing a Request for Payment form, to be sent to the vendor of each client. Next, this Request for Payment form is sent to the main department administration for processing through the City Finance Department for payment and recording of payment to the proper accounts followed by an annual account audit via an independent firm hired by the city. D. Describe the administrative procedures you will employ to ensure accurate reports and fiscal control. The manager will ensure that all participants meet all program requirements and submit necessary documentation to substantiate their need. Once the need has been established then the steps stated in section III C will be followed. Once all funds are spent the Westside Community Services Center, along with the Finance Department, will begin the process of reconciling the grant by pulling copies of cancelled checks and bank statement. Examine the information on both documents for accuracy and completing a reconcilement. To ensure that all request for payment and procedures have been completed a copy of all payments and a copy of the reconcilement will be submitted to the Local and National Board showing a zero balanced reconcilement. o E. Agency submits an audit by an outside CPA (AI CPA Statement of Auditing Standards No. 58): X yes DNo Attach a list of all sources of income for the latest fiscal year. Include funding source, contact person and contact phone number, and purpose of funding. You may group smaller sources and individual donations. You may omit "contacts" and "phone" for individual gifts. F. Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. EFSP XXIII Page 3 The City Of San Bernardino's General Fund in the only source. o Agency Name: City Of San Bernardino, Parks, Recreation & Community Services Department SECTION IV. AGENCY REQUEST A. FOOD - Estimated cost per person per meal: For mass feeding programs, there are two options for eligible costs: either direct cost Q! per meal allowance. One option must be selected at the beginning of the program year and continued throughout the entire year. ;QlI, ;<')'-~,-, Served Meals Direct Cost (mass feeding programs) Served Meals Per Meal Allowance" (mass feeding programs) Other Food (vouchers. brown bag, etc,) Supplies/Equipment"" (paper plates. cups, etc,) B. SHELTER - Estimated cost per night per person: For mass shelter providers, there are two options for eligible costs: either direct cost Q! per diem allowance. One option must be selected at the beginning of the program year and continued throughout the entire year. o Mass Shelter Direct Cost (mass she~er providers) Mass Shelter Per Diem Allowance """ (mass shelter providers) Other Shelter (vouchers, etc,) Supplies/Equipment"" C. RENTAUMORTGAGE ASSISTANCE ?ttOf"BIILS:,,''t> ti$''''VERAGE,'B1U:J 40 $ 646.61 D. UTILITY ASSISTANCE '1101" BIlLS ' :1fo'!i.:$'AVERAGE.8II:U;i;f,:~ 22 $ 49.567 E. ADMINISTRATION REQUESTED (1% maximum) $ 450.00 TOTAL FOR EFSP XXIII REQUESTED IA+B+C+D+EI = (Carry over this total $ figure to Section I A, page 1) $ 45,000 o . Per meal allowance of exactly $2.00 per meal served is allowed for mass feeding programs if lRO's total mass feeding award is expended in this manner. The $2.00 per meal allowance. if elected. may be expended by the LRO for any related cost; tt is not limtted to othelWise eligible iterns. The per meal allowance may be used to cover costs such as rent. utilities, and staff salaries. The per meal allowance does not include the additional costs associated with shelter. ** Equipment/supplies may not exceed $300 per item, and needs EFSP Board approval (attach list). - Per diem allowance of exactly $7.50 per person or exactly $12.50 per person per night is allowed for mass shelter providers if LRO's total mass she~er award is expended in this manner. The $7.50 or $12.50 per diem. if elected. may be expended by the LRO for any cost related to the operation of the mass shetter; it is not limited to eligible costs under EFSP. The per diem allowance may be used to cover costs such as shelter rent, utilities, and staff salaries. The per diem allowance does not include the additional costs associated with food. Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. EFSP XXIII Page 4 o AGENCY NAME: City Of San Bernardino, Parks, Recreation & Community Services Department SECTION V. DISTRIBUTION, COALITION & NETWORKING A. How will you obtain and distribute food: grocery boxes or bags; prepared meals; or vouchers to restaurants or to grocery stores, or precisely what mix of these: Clients receive food vouchers, food boxes andlor bags of groceries depending on need and family size. Will you be using a food bank? DYes x No If yes, which food bank: If no, explain: B. Do you plan to purchase gift certificates or vouchers from food retailers? If so, at what percent discount, and why do you propose to do this rather than maximizing the buying power of your EFSP funds through cost-effective grocery purchase? (Please use space provided) This center plans to purchase bulk food items from discount grocery stores and to distribute it according to family size. This center will also purchase Gift Certificates to supplement food according to family size and need. These certificates also aide families that have no cooking facility and persons who are on special diets. C. How do you coordinate services with other human service providers? What networks and coalitions in this field do you participate in? Be very specific. Do not exaggerate. (Please use space provided) This center provides services to all eligible clients; however, whenever necessary and in order not to duplicate services, the center networks with and refers to the following agencies. o Catholic Charities, Frazee's Community Center, Home of Neighborly Services, San Bernardino Community Action, Saint Paul A.M.E. church, New Hope Baptist church, The San Bernardino County Childrens, Fund, and the San Bernardino Unified School District, Sociological Services Department. NON-DISCRIMINATION POLICY This agency will assure, through all possible means, equal opportunity for aU. persons -regardless of age, disability, national origin, race, religion, or sex- to receive service, to participate in the volunteer structure, and to be employed. An existing sectarian nature of the agency shall not suffer impairment under this agreement. .No participation in religious observances or services will be required as a condition of receiving food or shelter paid for by this grant. AGREEMENT I affirm that all information in this application is true and correct to the best of my knowledge and that the agency under my authority will execute its responsibility under EFSP XXIII and adhere to all other applicable rules and regulations to the fullest extent possible. o Board Chair Date Executive Director Date Must be typewritten or produced on a Word Processor. Hand written copies will not be accepted. o . 10 I I I i I SAN BERNARDINO COUNTY EFSP LOCAL BOARI) EMERGENCY FOOD & SHELTER PROGRAM PHASE XXIII (Formerly known as the FEMA Program) 2004 - 2005 REQUEST FOR PROPOSAL AND APPLICATION FORMS As in the past years, the San Bernardino County Emergency Food and Shelter Local Board is anticipating an allocation through the Emergency Food and Shelter National Board Program (EFSP) in the fall of 2004. The Local Board invites interested San Bernardino County non-profit community organizations and government units to respond to a Request for Proposal by Friday, September 24, 2004. Questions may be referred to Marianne Vander Meulen at (909) 980-1994, ext. 216. The anticipated allocation from the National Program will be distributed according to the following: Administration: Local Board Administration: Agencies Emergency Grants 1% 1% 98% Program objectives for this money are the same as for previous EFSP programs: . Maximize the value of food made available to the poor by emphasizing funding of agencies which agree to obtain food from food banks and buying clubs rather than from retailers or through gift certificates. Allocate funds with an emphasis on reaching under-served geographic regions and populations within the county. Provide ongoing support to previously participating agencies that have had successful prior experience in serving hungry and homeless people. Encourage small agencies with limited fiscal capacity to secure or request a fiscal agent, in compliance with the Federal requirement of providing a certified audit. Encourage small agencies, with limited fiscal capacity and limited ability to acquire food very inexpensively, to form umbrella applications. Agencies funded under Phase XXII (2003/2004) will limit request to no more than 10% over their Phase XXII grant, or $100,000, whichever is the lesser amount. Agencies that did not receive EFSP XXII funds (2003/2004) will be limited to a $10,000 request. . . . . SUBMISSION OF PROPOSAL .. SUBMIT FIFTEEN (15) COPIES OF THE COMPLETE PROPOSAL AND ONE (1) COPY OF ALL ATTACHMENTS Attachments - 1 copy each (without these. your application wiii be incomplete. and wiii not be considered for funding) . Current Board of Directors Roster . IRS form 501 (c)(3) (new agencies only) . Agency Organization Chart (volunteer and staff) . A list of all sources of income for the latest fiscal year . Most recent financial report (monthly or quarterly) . Most recent audited year -end report . List of equipment and/or supplies to be purchased . Per diem sample schedule (if applicable) ~ PROPOSAL MUST BE DELIVERED NOT LATER THAN FRIDAY, SEPTEMBER 24, 2004, 3:00 PM (OR BE POSTMARKED NOT LATER THAN FRIDAY, SEPTEMBER 24,2004) .. MAIL OR DELIVER TO: The San Bernardino County Emergency Food & Shelter Program Local Board clo Inland Empire United Way 9375 Archibald Avenue, Suite 301 Rancho Cucamonga, CA 91730-5703 Must be tvoeYtlritten or produced on a Word Processor. Hand written copies will not be accepted.