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HomeMy WebLinkAbout24-Parks & Recreation '. CIT:fOF SAN BERNARDINcri 11 REQ~ST FOR COUNCIL At?l'ION From: Annie F. Ramos, Director .,= ~biell~ :,P,.OOfl!t.~ RESOLUTION APPROVING AN AGREEMENT ;,- ~ ~. '-~~rrTK I HE CALIFORNIA STATE DEPARTMENT OF Parks, Recreation & Convnunity Servi ces ,._.' " ',' E-DUCATL@N, FOOD DISTRIBUTION SECTION FOR I~,. ' ,-., COMM6DITIES FOR THE SUMMER FOOD SERVICE PROGRAM FOR CHILDREN - JULY 2-AUGU5T 31, 1990. Dept: Date: May 23, 1990 Synopsis of Previous Council action: Council adopted a similiar resolution on May 15, 1989. Recommended motion: Adopt Resolution. a~~~~ -:t. -,e,,,, Signature Contact panon: John A. Kramer Phone: 5031 Supporting data attached: Staff Report, Resolution & Agreement Ward: N/A FUNDING REOUIREMENTS: Amount: Nn rity F'lmrlc: Tn\ln1ved Source: (ACCT. NO.) (ACCT. DESCRIPTION) Finance: Council Notes: Agenda Item No. ~ LJ- '. CIT~F SAN BERNARDINbJ - REQ~ST FOR COUNCIL AdloN ADOPT A RESOLUTION APPROVING AN STAFF REPORT AGREEMENT WITH THE CALIFORNIA STATE DEPARTMENT OF EDUCATION, FOOD DISTRIBUTION SECTION FOR COMMODITIES FOR THE SUMMER FOOD SERVICE PROGRAM FOR CHILDREN - JULY-AUGUST 31, 1990. The California Department of Education, Food Distribution Section administers USDA donated commodities for the Summer Food Service Program for Children. Donated commodities are utilized by the sponsor's vendor for food preparation. This department's vendor for food preparation is the San Bernardino City Unified School District. The commodities will be distributed to the School District for their use in preparing the meals for the Summer Lunch Program. May 23, 1990 75-0264 'I --,C r". ~ " ~ ) RESOLUTION NO. 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE 2 EXECUTION OF AN AGREEMENT WITH THE CALIFORNIA STATE DEPARTMENT OF EDUCATION, FOOD DISTRIBUTION SECTION FOR COMMODITIES DONATED 3 BY THI AGRICULTURE MARKETING SERVICE FOR USE WITH THE CITY'S SUMMER FOOD SERVICE PROGRAM FOR CHILDREN DURING THE PERIOD JULY 4 2, 1990 THROUGH AUGUST 31, 1990. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 7 SECTION 1. The Mayor of the City of San Bernardino is 8 hereby authorized and directed to execute on behalf of said City 9 an agreement with California State Department of Education, Food 10 Distribution Section for Commodities donated by the Agriculture 11 Marketing Service for use with the Summer Food Service Program 12 for Children during the period July, 2, 1990 through August 31, 13 1990 a copy of which is attached hereto, marked Exhibit "A" and 14 incorporated herein by reference as fully as though set forth at 15 length. 16 SECTION 2. The authorization granted hereunder shall 17 expire and be void and of no further effect if the agreement is 18 not executed by both parties and returned to the Office of the 19 city Clerk within 60 days following effective date of resolu- 20 tion. 21 I HEREBY CERTIFY that the foregoing resolution was duly 22 adopted by the Mayor and Common Council of the city of San Ber nardino meeting thereof, held the on at a 23 24 25 26 27 28 5/24/90 1990, by the following vote, to wit: day of IIIII IIIII 1 "C Reso re: Summer FoodOrvice prr,.;am for Children ,) i I . . . ~.. . ,.,AInI.rr_....1DI . ........."\,.,~-- -- r" V. '(". '. ..r .t.''i:",.:i AGREEMENT FOR DISTRIBunON OF DONATED FOOD - INSTITUTION OFD -1018 l1/li) .........,.. ') -....,.; b','. f':nuT ~~. ~ . _Illl. ., ....llllIlIi Ill. . ....... 10: CALIFClANIA 8TAEJlEPAR1'IIEN1' 0# EDUCAllOH Faod III .- "'" ..... p.o. ... ...272 8_ ~,.dol CA ICaW-272O . The ~ 8QeIlC)' IdenIfled belllw. heNiMfter caI1ed the NC/pIMt..-nev, hereby 1llIbI1pp1lc:al1Dn for lllIIMIClCIilIe don8Ied by the Agri:ulure Mark8llng SelvIce. U.S. Departmentcl Agrlcullu... tD the CaIfornIa Slat. OepIrlment cI . .Education. ....~r cdeclthe .... At/MttY, for ... end dIIpodlon'ln ~ will... Tenn_ end CoilIIIllana .~Ing Dlllhe __ aide _reel. wtlIch by ..,...nc....IncoIpcnIo.d....1ri. '. . . . . l'ILL _IF_-.::r 8' CIlIUIIIY ---.......-....- 547 North Sierra Way San Bernardino 92401 San Bernardino 1. Hu. '.. ..tagoncyllPflliadlDrclanallll'DDCh...Itr...........? 0 Y.. KI NIl . ".,...,,,...,.-........__,.;,- 'n . '..._ .. ........~. - ~ -.111 . - .&1 ~. . . 'J. fa. Ao..ipIMl egency Ia: iii A ....uppcllllld agency 0 A pivtl", '*'PlIfit agency and II ....tng - .-ojll'DlIIlIeding PftlllIIIII!I 2b. Typu' ...ilUliDn....ting IleIlClll1lfDlt lIIeding PlDlI....: (C/Iet:Ic.j '1;. ..It JWjICllW) t~1 ,.".. t~1 Type t~1 Type t~1 Type (1) HoIpilaI :?;:%f (5) AdUI Ao__. (8) _lor III noody ogod (10) Sunmor_Ior_~ ~i?: . -............ /1111 (2) .... Ilt'NcHcI care {J).-_Ior.. . ...". f . ......~_lOdat . __I rKa .Ind- ...,(SentI>>l trLJ' .4) ...... .... lSl-drut-- . CIIr-.or",1 tIl_._1or (U) Harne_two. 11.1.1.lIItlal, --- '. -.gnoody- - (4) .........__ . P._.llt......, X (II) --- (12) 0IlIr (Sfled/Y) - Iiolrway - . ........Ior........ - AGREEMENT CERllFlCAnON - - STATE AGENCY APPROVAL- t. ....,., authorizedby""lJO..",;"g boanIoflhs redpienI agency (Of 'filii ."",cafion -.. approved by'" Slate At1sncy IhaII ~ an by "" t:hief .....inisha.. om- of a ...,;p;.n' agency wINch flu no .......nt which .haII_in in fIjJ *"""' and afflICt urI~' _ ... IJOII8I'Iing boant) 11)_ inll) ItU .....-t -'Ify /ha' Ita in_lion II) "" _nry is lIi..n a. prollidad in Patr/(Jraph B of Ita T...... and ",..."Itd i. """""'_ and ... II) "" T....... and ContJiIjon. of /hi. Condirion. on the ..-.. .me of tIis """,. ~.. flay.. ",..-on"" _ skI8 "f/hi."""'. .....EOF IlECPENT_He< FOR OFFICE USE GNl r San Bernardino Parks Rec. & Comm Svcs APPROVED - The Recipient Age"", is ap- PIlIllEDOA lVPED.....E OF Al11HDAlZED _NT _He< REPAESENTA'IlYE I I ANNIE F. RAMOS prowd III DIder ClllIYIIIlCldiIies lDr ... IclIClWing -......-: _lGNAlUAE OF Al11HDRlZED IlEC1PlENT _He< REPRESENTATIVE IIGNATURE OF' AtlTHORlZEDSTATEAGENCY DATE . IlEPRElENTATIYE Tm.E DIRECTOR OF PARKS, RECREATION & COMMUNITY SERV DATE >i ..>i>>..' .... . . TELEPHONE NO. .............>< (714 ) 384-5231 .... ..c ~ v o ~) I Terms and Conditions 1. CommodItie. will be requeslOd and acc:ep1Od only in such quantities as _ and will be lully ualizad wiIhoul_. My agency raquast- ing and _pting commodities in such quan_ IhaI caMot be consumad in six monlh period may be held financially ....ponsibla lor any .poIage or conll:mination which IllIUhs in Iha foods baing unfil lor hum-. consumption. Undor .pacial ci....m_.1ha .ix monlh .toraga...._ may be aXllndod wilh prior approval from Iha ...10 agency. II any commoclitia. &Ill on hand which cannol be a1focianlly utilizad. a ...port will be mads lD Iha .18l8 agency. raqua.ting disposition Insll'UcIions. 2. CommocI1ia. lllC8ivad under Ihis ag~1 win be usad ~ lor Ihe benalit of Ihosa parsons sarvad or assi.1Od by Iha lllCipiant agency n win nol be oIherwisa disposad of wiIhoul prior wrillon approval 0I1ha _ agency. 1IrHI.. no drcu....l8tI_ ""'USDA oommotIlIl_ be aoId Of' "._. Normallood .xpancIilu.... will no! be nKllcad ~ 01 Iha racaipl of commodities. No commodtie. will be procassad comrnan:iallywilhoullha prior_an consantollha .- agency. 3. Racipiantag.ncia. .han an....IhaI.torage facilities comply wiIh an raquirad ~. 81810 and lor local haallh inspection. __ ap- proval. and lhaI.uch in.pacIion. approval. &Ill currant Facilities lor Iha proper handing. SlDring and preparation 01 commoditias .. quaSlad and acc:ep1Od will be prollidad. Th. ."18 agency and Iha Unilad S_ Departmant of Agricuhura &Ill aulhorizad lD inspacllha commocfllias in .lDrag. and Iha faciitie. or warahou... usad in Iha handing or .torage of commodilia. 81 any raasonable lima. 4. Commoditie. l8CIlivad will be sarvad In a common cining room _var possible. and Ihara will be no distinction or sagragation wha__n paying and nonpaying parsons in lhatypa 01 meal. sarvad and Iha mannar of I8n1ing. 5. Containers wiIh commercial rasala value racaivad wiIh Iha commodi- tias donaIOd by Iha Unilad 8181as Dapanmant 01 Agricullure will be usad by Iha recipient agency or sold and an procaads doposiIad lDlha aocount of Iha leading program. "fi... anellor lhaft insuranca is/&Ill carriad n loll 01. ordamag.to. commoditie.. ...- from Ih... cau.... a claim far Iha lun lair rnari<at value of.uch 100... will be filad and a compl'" wrillan raportmada to Iha _ agency. AI paymenls l8CIlivad Ior.uch 10.... will be di.posed of as instruclod by Iha ...18 agency. Upon Ihe happaning of any avanl eraating a claim in favor of Iha racipianl agency against a _ouse. or other parson. lor Iha improper dislribution or los. of. or damage to. a commodity. Ih. recipianl agency will taka all action naoessary 10 obtain ....tilulion. A complat. ...port will be made lDlha ...18 agency and in.Il'UClions for Ihe final ci.position 01 such funds coIlac18dwill be raqua.led in writing Inlm Ihe _ agency. 6. Books and record. panalning 10 Iha l8CIliptand usa 01 commodilias will be kepi far a period 01 notlalllhan thraa (3) years from Ih. cIos. ollha fadera/ fiscal year to which Ihay partain and reports furnished lDlhe ...18 agency as raquftd. As a minimum. Ih... books and records will contain'" IoIIowing: a) a record of an commoditias l8CIlivad. Inclucing dolo n quantity; b) an invantory record 01 donaIOd commoclitias _ivad n issued each monlh In addition an annual physical "'-lDry shall be I8k8n 01 Ihe storag.lacility and a _iation shall be made wiIh Iha .tolllg. facility'. monlhly invan- lDry _ n lhatlhe raconciiation shall be kept on fila by Iha agency which ~ wiIh or maintained Ihe storage facility. 7. The recipiant agency agraas lD compile data. mainlaln records. submit ...ports and oIh.r program information as raquired. OIlaring Ionn. and dafill.ry racaipts malad by the stale agency will be promplly complatad ..d ralumad by Iha racipiantagency. Invoices I8CIlivad from the ...18 agency far sarvica and handling chargas &Ill due on IllC8ipI of Iha commoditie. and ara put due ahar 30 day.. Past...... invoica. &Ill grounds far .uspension. 8. Eilher agancy may lerminala 1hi. egraamant by giving 1hirtY (30) day. notioa in writing IllIha _ party. The ...18 agency may cancellhis agraamant immedialoly upon racaipt 01 allidenca Ihatlha 18nns and concilions lheraof hava not bean lully compliad wilh. Subject lIl.uch notica of Ionnination or cancallation of the agraamant. the racipiant agency _. lD comply wiIh the insll'UcIion. 0I1h. ...18 agancy. ._ (a) lD dislribu18 all remaining invantorias of Ih. Uni18d S"1as Department of Agricullura commoditi.. in accordanca wiIh the prolli- .ions 01 thi. agraaman~ or (b) 10 ralum .uch invantoriasllllha S"18 agency lD record final cisposilion of such inventorias. The ._ agency .......... Iha right lD discontinue immacia181y furlhar shlpmanls 01 UnIted Statas Depar1mantof Agricul1ura donalOd foods "'any racipiant agency which fail. to comply with Iha genaral in18nls and purpose. sallorth in Ihi. agraamant or any in.lruc1ions lssuad pursuant herato. Either the .18l8 ag.ncy or the UnilOd 81818s Depar1man1 of Agricuh.... or boIh. .haIl have Ihe right to I8ka further action Ihrough availabla means wh.n considered neoassary, includ- ing prosacuIion under applicable Il8Ia and fadaral stabJles or other judicial means of .nIoroamant I .. O \ ~ CALIFORNIA STATE DEPARTMENT OF EDUCATION JmI Bill Honig 721 Capitol Mall Sacramento, CA 95814-4785 Superintendent 01 Public Instruction RECEIVED MAY 21 '990 All Sponsors Participating In The PK.. REC. & COMM. SVC. Summer Food Service Program for Children S. M. Delano, Administrator OJ1~ [~C.~Arr Food Distribution section~. I. ~~V USDA DONATED FOOD OFFERING FOR THE SUMMER FOOD SERVICE PROGRAM FOR CHILDREN May 18, 1990 TO: FROM: SUBJECT : The Food Distribution Section has been advised by the United States D~partment of Agriculture (USDA) that your agency is a potential sponsor for the Summer Food Service Program for Children (SFSPC). The attached SFSPC offering package is being forwarded to you to expedite your order in advance of USDA approval of your application. Note that the agreement and food offering forms should be completed, signed, and returned by sponsoring agencies even though they may have food prepared by an eligible recipient agency. The offering package includes: 1. AGREEMENT FOR DISTRIBUTION OF DONATED FOOD - two copies of this form (no carbon required) should be returned to the address at the top of the form. Please use typewriter or press firmly with pen to complete this form. 2. CERTIFICATION OF NONPARTICIPATION IN THE SUMMER CAMP PROGRAM FORM - complete and return this form to the Distribution Center at the top of the certification form. 3. FOOD OFFERING FORM - complete and send to the address of the Distribution Center at the top of the form. 4. INSTRUCTIONS: How to Order Commodities Shipping Information Ending Inventory Report and Return of Unused Commodities 5. ENDING INVENTORY REPORT FOR SUMMER FOOD SERVICE PROGRAM - complete at the close of the program and send to address at the top of the form. (over) . .f''''''''- ...'-~'- 8 '-) . , '- ~ I '~""', Page 2 Summer Food Service Program sponsors May 18, 1990 When the Food Distribution Section receives notification from USDA that your application has been approved and has your completed "Agreement for Distribution of Donated Food" on file, the Distribution Center will be notified. The Distribution Center will then prepare and ship your commodities in accordance with the instructions you indicate on the food offering order. If vou nlan to nick un vour commodities at the Distribution Center. -three-davs notice must be aiven. There will be no nickun of commodities on a dron-in basis. . Note the following regulations regarding the receipt of donated commodities: 1. Schools can receive commodities, and one school can prepare meals for another school. 2. A private nonprofit sponsor is eligible to receive commodities provided the sponsor has an on-site cooking program or contracts with a school or school district to prepare its meals. 3. HQ sponsor is eligible to receive donated commodities if the sponsor intends to contract with a private vendor or company to have its meals prepared. If you should have any questions, please contact Myrl Pardee, Program Management unit, at (916) 323-7192. SMD:SR:cw attachments DSFSPC OFD/C-F-032 - '. '..C ....... 1..,1 ,.,,, ....1 '-, J .. State Department of Education Child Nutrition and Food Distribution Division Panona Distribution Center 2550 Fulton Road Panona, CA 91767-2176 (714) 596-7777 CERTIFICATION OF NONPARTICIPATION IN THE stM1ER CAMP PROGRAM I THIS CERTIFICATION FORM MJST BE c::cMPLETED AND RETURNED WITH I YOUR stM1ER FOOD SERVICE PROGRAM FOR CHILDREN OFFERING. I I--9!!DERS WILL NOT BE FILLED WITHOt1r THIS CERTIFICATION ON FILE. I " CERTIFICATION OF CCM'LIANCE _ I am aware that'my organization is prohibited from participating in both the Summer Food Service Program for Children (SFSPC) and the SUmmer Camp Program at the same time. This is to certify that City of San Bernardino (Recipient Agency) participate as a sponsOl: in the 1990 SUmmer Camp Program. will not I Name of Authorized Representative (Print or Type) I I I I I I I I I I I Annie Signature > F. Ramos Ti tle Director of Parks, Recreation and Community Services I Telephone I (714 ) 384-5030 I Date May 24, 1990 OFD/C-F-Q34 - 3 - .' , - '...... 1'"' " '" State 1fepartment o~ucation Child Nutrition and Food Distribution Division Pomona Distribution Center 2550 Fulton Road Pomona, CA 91767-2176 (714) 596-7777 ":> HOW TO ORDER COMMODITIES Please make sure that you have completed the following items on the attached offering form before returning your order: A Average number of children taking meals daily. B. Are one, two, three or four meals/snacks served each day? C. Number of days Summer Food Service Program for Children will operate. D. Opening date of Summer Program. The commodity factor on the attached offering indicates the rate of distribution for your total meals for your entire Summer Program. For instance, one case of butter prints is allowed for each 650 meals. To determine the amount of a commodity your Summer Program is eligible to receive, multioly the average number of children taking meals daily (Item A above) by the number of meals served daily (Item B above) by the number of days your Summer Program will operate (Item C above) and divide by the commodity factor indicated on the offering form (Column ]). Enter this figure for your Summer Program in Column 2 on"the offering form. For example, a Summer Program having 350 children taking three meals daily for thirty days would be eligible for forty-eight cases of butter prints (350 x 3 x 30 = ,31,500 divided by 650 = 48). Fractions of one-half (112) or more may be carried out to the next whole number. A Summer Proe:ram feeding fewer meals than indicated bv the figure in the commoditv factor column mav order a maximum of one case of the commoditv. It is not necessary to order the maximum amount. Order only what can be used without waste during your Summer Program period (Column 3). NOTE: ALL COMMODITIES LEFTOVER AT THE END OF THE SUMMER PROGRAM ARE TO BE RETURNED TO OUR DISTRIBUTION CENTER AT YOUR EXPENSE, WITHIN FIFTEEN DAYS AFTER THE CLOSE OF YOUR SUMMER PROGRA\l. PLEASE CALL (714) 596.7777 AT LEAST 48 HOURS BEFORE RETURNING ANY COMMODITIES. OFD/C-F-033 - 4 - ,-. . '- ;r...... ~ /" V "" j SHIPPING INFORMATION We are requesting that you inform us of the opening date of your Summer Food Service Program for Children in order that commodities may be shipped at the proper time. Deliveries will not be made earlier than three weeks before the opening date. The Distribution Center will deliver commodities onlv to the city in which administrative headauarters are located. -In-clesignating the shipping address, consideration should be given to the - personnel facilities which can be made available for accepting delivery of commodities and arrangement for adequate storage including refrigeration and freezer space until they can be transferred to the Summer Program. BE SURE TO HAVE SOMEONE AVAILABLE TO ACCEPT D~IVERY. If you prefer, YOU MAY PICK UP your order. The recommended time for pickup of your food order at the Distribution Center is Monday through Friday, between 7:30 a.m. to 2:00 p.m. Commodities are stored at various sites so it is highly recommended that you pick up the food order as early as possible to allow for driving time between these sites. If you plan to pick up your order, please indicate this information on the offering form in the space provided for shipping address. ENDING INVENTORY REPORT AND RETURN OF UNUSED COMMODmES FOLLOWING TIlE CLOSE OF YOUR SUMMER FOOD SERVICE PROGRAM FOR CHILDREN An Ending Inventory Report must be forwarded to the Distribution Center at the address shown on top of the form (within five days) after the close of your Summer Program. Any commodities remaining on hand must be returned to the Distribution Center, at Your exoense within fifteen days following the elose of your Summer Program. Care should be taken for proper handling of commodities. Proper storage, including freezer storage if necessary, and protecting the food during its return to the Distribution Center are required. Please be sure that all personnel involved with the storage and handling of donated commodities are aware of these requirements, for any food losses that are caused by improper handling on your part will, of necessity, have to be paid for at full fair market value. - 5 - . '" ....... 1"-'" '-' -""-' ,) I '-.~ State Department of Education Child Nutrition and Food Distribution Division Panana Distribution Center 2550 Fulton Road Panana. CA 91767-2176 (714) 596-7777 stM1ER FOOD SERVICE PROGRAM FOR CHILDREN ENDING INVENTORY REPORT Headquarters Address IName of Sponsor (as shown on your agreement) I City County Zip Name of Summer Site Food Location Address City County Zip Mailing Address INSTRUCTIONS: Please complete this report and return it to the above address within five days after the close of your summer prOgram. IF NO USDA CctlMIDITIES REMAIN. SO INDICATE. but this report must be returned in any case. All USDA .............dities remaining on hand must be returned to this agency at your ellpeIISe within fifteen days after that close of your summer program. Please call (714) 596-7777 at least 48 hours before returning any commodities. Canmodi tv Size/ Qty on Hand I Date or I Condi tian I Pack (Full-cases) IContract # Good or Unusable Canments I I I I NOTE: Failure to return the Ending Inventory Report form will result in your agency being out of compliance with Federal Regulations. and this office will be forced to assess your agency the full fair market value for all canmodities received. Signature > I Title I I I Date I I Name OFO/C-F-020 4/89 DSFSPC -6- ,.'" ... B' .. . O. -, . >u:::J CD Do CUD XC ,..", -., 8'":~ ~: .,....._UI -.9 ::I N lID ClI .... IDI::I 0 D........ n ::10:0 g CD._..... .." ., "',>Go .. 00 n ,",., '" ml_&: =,n Do _Ie: _ ..,- .......... 00 _Ie: ., <I"'lI .., CDICD Do .. " . ., . .. , "' II I to II I ::J II t .... I' I ell " , " , " . " . " , u , u . u . u , u , u , " , u . u , u , .. , u , u , " , u . u , .. , " , .. , .. , .. , " , " . u , " , .. , .. , .. , .. . .. , .. , .. , II I I II -----1 '--_1 _, I. ... _I II _I ...., ., CDI _. 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