HomeMy WebLinkAbout21-Parks & Recreation
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 RATIFY THE SUBMITTAL OF A CONTRACT
APPLICATION FOR A PROGRAM
CONTINUATION GRANT FROM THE
EMERGENCY FOOD AND SHELTER PROGRAM
IN THE AMOUNT OF $101,000 FOR THE
CONTINUED OPERATION OF THE EMERGENCY
FOOD AND SHELTER PROGRAM LOCAL BOARD
FEMA XXIV AND AUTHORIZATION TO
ADMINISTER THE GRANT FUNDS IF AWARDED.
Dept: Parks, Recreation &
Community Services Dept.
Date: January 17,2006
Synopsis of Previous Council Action:
MICC Meeting Date: February 6, 2006
ORIGINAL
1/17/06 - Heard by Grants Ad Hoc Committee and recommended for approval.
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 $30,560 on September
20,2004 Resolution No. 2004-301.
Recommended motion:
Adopt Resolution.
Contact person: Aalivah K. Harklev
Phone: 384-5231
Supporting data attached: Staff Reporl & Application
Ward: City-wide
FUNDING REQUIREMENTS:
Amount: Contract revenue of$IOI,OOO
Source: (Acct. No.) l23-510-XXXX
(Acct. Description) Federal FEMA XXIV Food & Shelter Program
Finance:
Council Notes: ~. ;;t,o~c:"-3g
Agenda Item No.
'-~ 0(,
~I
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 ratify the submittal of a contract application for a program continuation
grant from the Emergency Food and Shelter Program in the amount of $101,000 for the
continued operation of the Emergency Food and Shelter Program Local Board FEMA XXIV and
authorization to administer the grant funds if awarded.
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 provide aid to qualified
clients with short-term food, utilities, and shelter assistance. Client eligibility is determined on a
first come first serve basis, according to the criteria listed in Exhibit "1".
Because of the recent U.S. hurricane tragedies, the federal government has given all providers a
short application timeline. All applications were to be completed and postmarked by December
15, 2005 in order to compete for funding. The total amount available to our department is
$101,000. This program through the Westside Community Service Center provides support to
San Bernardino County residents within the form of the following categories:
VOUCHERS FOR MEALS No. Meals Cost per Meal $Request
9,524 $1.05 $10,000
Cost per night!
OTHER SHELTER: No. Nights Per person $Request
(Hotel/Motel vouchers) 333 $45.00 $ 15,000
RENT AL/MTG. ASSIST. No. Bills $ Average Bill $Request
86 $700.00 $60,000
UTILITY ASSISTANCE No. Bills $ Average Bill $Request
304 $50.00 $ 15,000
ADMIN. REQUESTED (1 %) $ 1,000
Total For FEMA XXIV Requested $101,000
Financial Impact:
This program is fully funded from the FEMA Contract and no grant match is required. This
proposed application will cover this program beginning October 1, 2005 - September 30, 2006
and was due December 15, 2005.
Recommendation:
Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO RATIFY
THE SUBMITT AL OF A CONTRACT APPLICA TION FOR A PROGRAM
CONTINUATION GRANT FROM THE EMERGENCY FOOD AND SHELTER
PROGRAM IN THE AMOUNT OF $101,000 FOR THE CONTINUED OPERATION OF
THE EMERGENCY FOOD AND SHELTER PROGRAM LOCAL BOARD FEMA XXIV
AND AUTHORIZATION TO ADMINISTER THE GRANT FUNDS IF AWARDED.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
9 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
authorized to ratify a submittal of a federal grant application in the amount of $10 I ,000 to
continue the Emergency Food and Shelter Program at the Wests ide Community Service Center
and to execute the Agreement for Delegation of Activities for the County of San Bernardino
15 Emergency Food and Shelter Program Local Board FEMA XXIV, a copy of w'hich is attached
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hereto, marked Exhibit" I" 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
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20 further effect if the Agreement is not executed by both parties and returned to the Office of the
21 City Clerk within one hundred twenty (120) days following the etTective date of the resolution.
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/LO. i I
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
RATIFY THE SUBMITTAL OF A CONTRACT APPLICATION FOR A PROGRAM
3 CONTINUATION GRANT FROM THE EMERGENCY FOOD AND SUEL TER
PROGRAM IN THE AMOUNT OF $101,000 FOR THE CONTINUED OPERATION OF
4 THE EMERGENCY FOOD AND SHELTER PROGRAM LOCAL BOARD FEMA XXIV
5 AND AUTHORIZATION TO ADMINISTER THE GRANT FUNDS IF A WARDED.
(; I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
7 Common Council of the City of San Bernardino at a
Meeting, thereof,
8 held on the
day of
, 2006 by the following vote, to wit:
9 COUNCIL MEMBERS
10 ESTRADA
11
AYES
NAYS
ABSTAIN ABSENT
LONGYILLE
12
J\1C GINNIS
13
IDERRY
14
151 KELLEY
16IIJOHNSON
17 MC CAMMACK
18
Rachel Clark, City Clerk
10 i
I
20
The foregoing resolution is hereby approved this day of
,2006
21
22
JUDITH Y ALLES, MAYOR
City of San Bernardino
Approved as to form
23
and legal content:
2.11
.lames F. Penman
2~ I City Attorney
~
26
27 ny>Af?'4P'~4-- ' ,
28
FE\1.-\ XXIII Westslde
Exhibit "1"
Federal Emergency Food and Shelter Program
The Emergency Food and Shelter Program is a needs based program for which clIents must QualIfy.
Client eligibility criteria for the year of 2005-2006 grant
All clients will have to attend a one-day class, regarding employment, nutrition, and self esteem
(The importance of getting back on track).
I. All adults in the home must have a Califomia 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. \Vhen 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.)
6. Client must furnish current copies of all utility bills, and past due notice.
7. As of December 2002, if any other FErvIA 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 v.,:ay, the client and
any person listed on the application will not be allowed to apply for (2) years.
EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
INSTRUCTIONS
1. All agencies must complete Sections 1 and 2.
2. For Section 3, complete the funding request matrix on page 8, AND submit ONLY the category or
categories in which you are applying for funding. Do not submit the blank categories.
3. Submit one (1) copy each of the required attachments: (without these, your application will be
incomplete, and will not be considered for funding)
· Current Board of Directors Roster
· IRS form 501 (c)(3) (new agencies only)
· Most recent financial report (monthly or quarterly)
· Independent annual audit for 2004 (if requesting $25,000 or more in EFSP funds; and/or an
annual budget greater than $100,000)
· Per diem or per meal sample schedule (if applicable)
4. No handwritten applications will be accepted. The application must be typewritten or computer-
generated.
5. Use only the space provided for narrative questions. Do not attach additional pages or alter the
pagination. Do not user anything smaller than 10 point font.
6. Submit one (1) original ~ fifteen (15) copies of the completed application.
7. The application must be received by: Thursday, December 15, 2005 at 2:00 p.m.
OR postmarked not later than Thursday, December 15, 2005 at 2:00 p.m.
8. The application can be mailed or hand-delivered to:
San Bernardino County EFSP Local Board
c/o Inland Empire United Way
9624 Hermosa Avenue
Rancho Cucamonga, CA 91730
9. If you need technical assistance or clarification, please contact:
a. Patricia Fuentes: 909-980-2857 ext. 213 or pfuentes@ieuw.orq
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EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
Section 1: General Agency Information
Legal Name of Agency:
City of San Bernardino, Parks, Recreation & Community Services, Wests ide
Community Services Center
Mailing Address:
1505 West Highland
San Bernardino
CA
92411
City
State
Zip
Agency Executive:
Lemuel Randolph
Title: Director of Parks, Recreation & Comm.
Services
Program Contact Person:
Aaliyah Harkley
Title: Senior Recreation Supervisor
Telephone Number:
909-384-5231
Fax Number:
909-384-5160
Alternate Phone Number:
Wests ide Community Services Center - Peggy James, Manager 909-384-5428
E-mail Address:
Harkley aa@sbcity.org
Agency Website:
www.sbcity.org
'ar the agency was
;orporated:
1854
Year the agency began
delivering services:
1854
Total operating budget for this aaencv:
Is your agency in good standing with the Secretary of State of
California and the IRS? If not, please attach an explanation.
$ 211,477,600
~ Yes
o No (Explanation is attached.)
Has this agency ever received EFSP funds?
~ Yes
o No
If so, what is the last phase that funds were received?
Phase 23
The agency has received or is requesting EFSP funds from:
~ San Bernardino County
o Riverside County
o Los Angeles County
o Other:
Agency mission statement and brief description of how the agency achieves its mission:
Our mission is to provide quality and cost effective services to the people of San Bernardino. We will provide excellence in
leadership through the allocation of public resources to City programs that are responsive to community priorities and
maximize opportunities for economic and cultural viability. The City of San Bernardino achieves its mission through its
elected officials, divisions and departments. Through the General Fund and numerous grants the City of San Bernardino,
will offer a wide range of housing, recreation, cultural, educational and employment opportunities for all that come live and
k in our city.
2
EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
Describe the agency's financial reporting ability and accountability procedures (software, staff, systems used):
The City of San Bernardino fiscal management procedures including budget control, accounting systems, cash
and banking procedures, payroll systems and internal auditing is 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. The entire City of San Bernardino must maintain a satisfactory set of financial
records in each department. All departmental records are kept and audited by the Finance Department routinely. An
independent auditor reviews city financial records annually.
How do you fund the services you are requesting funding for when EFSP
funding is not available?
Through the general fund and various grant programs, departments and agencies such as the Economic Development
Agency, Attorney General's Office, City Parks and Recreation and Westside Community Services, provides financial
"c;sistance to those in need.
These services are distributed directly or indirectly through city departments. Some of these departments
are; City Parks, Recreation & Community Services, Attorneys Office and Economic Development Agency, to name a few.
The EFSP fund enables the City to extend much needed services to the elderly, homeless and indigent population.
Please check if your agency's basic needs program(s) targets specific client populations by choosing up to three (3)
from the list below:
Ethnic Minorities
C8J Families with Children
C8J General Population
o General Homeless Population
o Mentally Disabled
o Persons with AIDS/HIV
Physically Disabled
o Seniors
o Single Men
o Single Adults
o Single Women
o Substance Abusers
Unaccompanied minors
o Veterans
o Victims of Domestic Violence
o Other (please list):
Describe the geographic region/boundaries your agency serves. For example, list the county(ies), city(ies), zip
cOde(s), neighborhood(s) served:
The EFSP funds are used to assist the County of San Bernardino. The cities that receives assistance are; San
r '''Jardino, Rialto, East Highland, Loma Linda, Mentone, Redlands, Yucaipa, Upland, Rancho Cucamonga and
,_.,lana. Victorville, Hesperia, Big Bear
3
EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
Approximate the percentage of clients the agency serves from each of these geographic areas of San Bernardino
County. (Should equal 100%; Use statistics from the most recently completed fiscal year.)
Central County East Valley Northern Desert Southern Desert West End
Big Bear East Highland Adelanto Johnson Valley Chino
Bloomington Loma Linda Apple Valley Joshua Tree Chino Hills
Blue Jay Mentone Baker Landers Fontana
Colton Redlands Barstow Morongo Valley Lytle Creek
Creslline Yucaipa Helendale Pioneertown Montclair
Devore Hesperia Twentynine Palms MI. Baldy
Grand Terrace Lucerne Wonder Valley Ontario
Highland Needles Yucca Valley Rancho Cucamonga
Lake Arrowhead Phelan Upland
Mountain Communities Pinon Hills
Rialto Victorville
San Bernardino Wrightwood
60% 17% 0% 0% 23%
Demonstrate the need for emergency/basic needs services in the area the agency serves (the basis for this
funding request). Include statistics, turn away rates, increases in the demand for agency's services, etc.
The Wests ide Community Services Center is located in the City of San Bernardino, west of Rialto, south of Colton, north
of Devore, east of Highland, and on Highland Avenue. The Wests ide Community Services Center has been in
existence since 1968. The Center is demographically positioned in an area where approximately 65% of its residents
have income below the poverty level. Since 1985, the Center has made a significant impact on the community and
the surrounding areas by providing food, clothing, shelter, utility, and other related services. The majority of residents
in need are single homeless mothers with children. Last fiscal year the Center received over 7,000 telephone calls,
3000 referrals from other agencies and over 3000 walk-ins for food shelter, utility and clothing assistance. The Center
provided financial assistance to approximately fifty-nine (59) applicants available through EFSP. However, collaborative
efforts with New Hope Missionary Baptist and the City of San Bernardino's Low and Moderate Relocation Assistance City
Fund of $250,000, allowed the Center to provide assistance to over 500 households. These funds were dispersed as it
saw fil. On a daily basis, the Center turns away approximately two-thirds of the residents requesting help.
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EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
Describe the agency's collaborative efforts (Le. use of community volunteers, participation with coalitions,
community projects, coordination of service delivery with other providers):
The City of San Bernardino, Parks, Recreation & Community Services Department, Westside Community Services Center
collaborates with government and private agencies, nonprofit and for profit businesses. Because of its unique strength,
the Center is well positioned to assist individuals and families with the most pressing needs, such as homeless, prisoners
re- entering the community, children of prisoners, at-risk youth, addicts, elders in need, at risk adults (HIV/AIDS
population, aging seniors, etc.), and families in transition from welfare to work. The Westside Community Services Center
has a long history of providing an array of important services to people in need in its community. Some of the previous
collaborative efforts were with New Hope Baptist Church, Catholic Charities, San Bernardino City Unified School District,
CAAP, Department of Aging and Adult Services, HIVIAIDS (BASIA), San Bernardino Retirement, Rialto Family Medical
Group, Inc., San Bernardino County Food Bank, Alzheimer's Association, RSVP, Allstate Insurance, and SCAN Health
Plan.
I am authorized to apply on behalf of
and attest that all information contained in this application is accurate and complete to the best of my knowledge. All
information contained in this application is acknowledged to be public information. I authorize the San Bernardino County
EFSP Local Board to contact any or all of the parties listed in this proposal.
Signature of Agency Executive
Date
Printed Name
Title
'nature of Board President
Date
5
EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
'nted Name
Title
6
EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
Section 2: Certification Form
Please review the following Local Recipient Organization (LRO) Certification Form carefully. Check each item and fill in the
blanks at the end of this section. Note that is any agency meets all of the criteria except the annual audit and/or accounting
system, another agency that meets these requirements may be approved to serve as the fiscal agent. Signing this form
does not guarantee funding. The form is used only to certify to the Local Board and National Board that your agency is
eligible to receive Emergency Food and Shelter Program funds. Incompletely filling out this section will cause your
application to be denied.
As a recipient of Emergency Food and Shelter National Board Program (EFSP) funds made available for
Phase 24 and as the duly authorized representative of
by the checkmarks and my signature, I certify that my public or private organization:
1. C3J
2. C3J
3. C3J
4. C3J
5. C3J
6. C3J
7. C3J
8. C3J
9. C3J
10. C3J
11.0
12. C3J
13. C3J
Has the capability to provide emergency food and/or shelter services
Will use funds to supplement and extend existing resources and not to substitute or reimburse
ongoing programs and services
Is non-profit or an agency of the government
a. 0
Copy of 501 (C) (3) status is enclosed
Has an accounting system or fiscal agent approved by the Local Board;
Conducts an annual audit (auditor must not be affiliated with agency)
a. C3J
Copy of most recent audit is enclosed
b. Date of most recent audit:
c. Audit prepared by:
Understands that cash payments are not eligible under EFSP
Understands that EFSP funds cannot be used for staff salaries
Understands that interest income must be reported on final report and used on allowable program
expenditures
Has or will secure a Federal Employee Identification Number
a. FEIN#:
Practices non-discrimination (if an agency with a religious affiliation, will not refuse service to an applicant
based on religion, or engage in religious proselytizing or religious counseling with federal funds)
If private, not-for-profit, has a voluntary board of directors/governors
a. C3J
Board roster is enclosed
Will comply with the Phase 24 Responsibilities and Requirements Manual, particularly the Eligible and
Ineligible Costs section
Will provide required reports to the Local Board according to the requested timeframe
7
14. ~
15. ~
16. ~
17. ~
18. ~
19. ~
EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
Will expend monies only on eligible costs and keep complete documentation (copies of canceled checks -
front and back - invoices, receipts, etc.) on all expenditures for a minimum of three years
Will spend all funds and close out the program by September 30, 2006 and return any unused funds to the
National Board ($5 or more)
Will provide complete documentation of expenses to the Local Board, if requested, no later than one month
following my jurisdiction's selected end-of-program
Will comply with the Office of Management and Budget Circular A-133 if receiving over $500,000 in Federal
funds
Will comply with lobbying prohibition certification and disclosure of lobbying activities (if applicable) if
receiving more than $100,000 in Emergency Food and Shelter program funds
Has no known Emergency Food and Shelter Program compliance exceptions in this, or any other jurisdiction
Agency Authorized Signature
Date
Printed Name
Title
8
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EMERGENCY FOOD AND SHELTER PROGRAM
Phase 24 Application
10
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): J -[0 ~ () G Item #
Vote: Ayes ~6 Nays
Change to motion to amend original documents D
NulUVoid After:
Resolution # On Attachments: D
PUBLISH D
POST D
d. oob- 38
Absent -6: 1
J-/
Resolution #
Abstain
Companion Resolutions
days/
Note on Resolution of attachment stored separately: D
RECORD W/COUNTY D
By:
Date Sent to Mayor: d "I ~ (J 10
Date of Mayor's Signature: 'r ~~ {)0
Date of Clerk/CDC Signature: d--~ ,,()fc,
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
Reso. Log Updated: ~
Seal Impressed: V
Reso. # on Staff Report 15
Date Returned:
2nd Reminder Letter Sent:
Not Returned: D
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control
City Administrator
City Attorney
D
D
g//
Code Compliance D
Development Services D
Others: (J~d
Notes:
yes/'
Yes
Yes
Yes
No~y
No~~y _
No ~~y_
NO~~
No By_
Yes
EDA D Information Services
Facilities D . Parks & Recreation
Finance ~ Police Department
Fire Department D Public Services
D .
~
D
D
D
~anResour,ces D A' . Water Department
--O;//}/~ ~~~
Ready to File: \,/
Revised 12/18/03
:7)"4,00
Date:,;!