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HomeMy WebLinkAbout05-Parks and Recreation . ~ ill ~ - REQlDsT FOR COUNCI~ION CI~' OF SAN BERNARblOo From: Annie F. Ramos, Director Dept: Parks, Recreation & Community Services Subject: AUTHORIZATION FOR APPLICATION AND ADMINISTRATION OF $20,000 OF EMERGENCV FOOD AND SHELTER PROGRAM FUNDS (FEMA VIII). DlIte: June 26, 1989 Synopsis of Previous Council ection: Approved administration of emergency food and shelter funds at the Westside Drop-In Center since 1984 with the last approval being for FEMA VII in the amount of $20,000 on 10/3/88. m ;0 l'.8 p; ... d ~ ',' N ,.. -s t:J !E ~ = Recommended motion: ~, -""" "'" N ." o' That the Parks, Recreation and Community Services Department Director be authorized to apply for and administer $20,000 of emergency food and shelter funds provided under the provision of the Emergency Food and Shelter National Program (FEMA VIII). (Jot 'I. ~ Sig ature Contact person: Annie F. Ramos Phone: 5030 Supporting data attached: Staff Report & Appl ication Ward: City Wide FUNDING REQUIREMENTS: Amount: No City Funds Required Source: (Acct. No.) (Acct. DescriPtion) Finance: Council Notes: A...,....".... 1...._ 1\1... __ J;- Jlj J.. t.. ~ CIR' OF SAN BERNARD.cb - REQUQT FOR COUNCIL AB.or. AUTHORIZATION FOR APPLICATION AND ADMINISTRATION OF $20,000 OF EMERGENCY FOOD AND SHELTER PROGRAM FUNDS (FEMA VIII). STAFF REPORT Congress has again appropriated funding through the Emergency Food and Shelter National Board Program (FEMA VIII) to local public and private organizations for the purpose of delivering emergency food and shelter to needy individuals. Grants are made from FEMA to communities through local boards convened by the United Way with representatives from the public and private organizations. The local FEMA Board to San Bernardino has selected the Westside Dropcln,Center as one of the sites within the City of San Bernardino to assist with distribution of funds between October 1, 1989 and September 30, 1990. This department has prepared the attached application for $20,000 to be administered through the Westside Drop-In Center. There is no additional cost to the City to administer this program along with other public service programs now being administered. The program has served approximately 7,900 persons in the previous funding cycle, and with funding requested on this application, a vital service to needy citizens will continue. Recommend approval. June 26, 1989 75-0264 -LL II Jh JI.. 4. ~ c' o 0 SAN BERNARDDD COUN.lY ~EN:Y rocD Atl> SHELTER PRCGRAM lOCAL OOARD o FE}lA VIII REOUESI' FOR PROFQSAL AND APPLICATION FORl-1S The Local Board of San Bernardino County anticipates that Congress will awropriate funds for the &nergency Food ana Shelter National Board Program (Fm.). In prepuation for the iDplenent:ation of the program, the Local Board invites interested San Bernardino County governnent units ana non-profit camunity organizations to respond to a REqUest for Proposal thralgh the closing date of hlgust 15, 1989, 5:00 pn. This RFP is Blbject to any revisions rEquired ~ new federal regulations or National Board policies. ()1estions may be referred to ~ke Visser at 714-984-1793. Local allocation fran the National Program will be distriblted according to the following : Mninistration Local Board 0.5% Mninistration lIgencies 1. 5% &nergency Grants 98% Program" objectives for this IIIOney are the same as for previous FE}lA programs: o To maximize the use of funds ~ limiting the llIIICl.Ult of a grant to $100,000. o To maximize the value of food made available to the poor ~ etphasizing funding of agencies which agree to obtain food fran food banks and b1ying clubs rather than fran retailers or thralgh gift certificates. o To allocate funds with an enphasis on reaching under served geographic regions and pop.llations wi thin the County. o To provide ongoing support to the previalsly partiCipating agencies which ' have had successful prior experience in serving tIlngry and haneless poor people. o To encalrage small agencies with limited fiscal capacity to secure or rEqUest a fiscal agent, in carpliancewi th the Federal rEquirenent of providing a certified audit. o To encalrage small agencies with limited fiscal capacity, ana limited ability to acquire food very inexpensively, to form wnbrella awlications. LIDs may not charge the program eligible expenditures until notified ~ the local Board of the grant amount. 'ID BE CONSIDERED FOR FUIDIN;, THREE (3) COPIES OF TIlE COMPLE.'l'E PROFOSAL WITH ALL A'IT/lCHMEm'S MUST BE DELIVERED NJT LATER 'llIAN AroUST 15, 1989, 5:00 P. M. The san Bernardino County &nergency Food ana Shelter Program Local Board c/o united Way, Inc. - Mt. Baldy Region 123 West "D" Street Ontario, CA 91762 __ ____ .... ._. _..._. ....... _ .__. .. ______... ___...._... _...___ ..._...-.... 'P' .. ^^^ h,! ~ ~ - " c.: o o o nw. VIII SE'l'D L GDBW. INl'CIlMTION All> ILIGIBILM A. Total F&IA VIII Ra:Juest: $ 20,aoo.00 (sha11d egua1 Total on page 4) for period October, 1989 - Septenber, 1990 B. Agency Name ~~estside Drop-In Center Phone (714) 384..:&428 Address 1505 West Highland Avenue City San Bernardino Zip 92411 Executive Director Annie Ramos Board Chair Mayor Bob Holcomb ley Project Contact Person 61 enda Burnett Year Agency Was Founded 1971 C. Has your agency received F>>IA funds in the past? Phone (714) 384 _ 5428 (Yes) No 1981V89 FEW. VII grant (if applicable) $15,000.00 for Food $3525.00 Shelter $7500.00 Utilities $3750.00 Other previous major sources of food and shelter program activity: D. Eligibility of Agency (Circle applicable answers) 1. Does agency have a voluntary board? yes (no ) Attach a list of Board ment>ers. If possible, list identifying information, such as phone, address, and posi tion. 2. Is the proposed program an expansion of services (yes) no currently offered without -FEW.- funds? 3- Does the agency have an IRS classification? (yes ) no Check applicable designation. GoverIJllent X or Private Nonprofit (501.C. 3 or SOl.C. 4.) [Please attach IRS Form 501 (c) (3)]. 4. Please attach agency organization chart. 5. Are services free of charge? (yes) no If no, explain and list fees charged for services: Use attachnent if necessary. o~ o o ') F9lA VIII Page 2 &n Nam Westside Drop-In Center ~ercy e: F. Please indicate when your organization 1s available to assist people with F9lA funded services. (For Exanple: Mon., Wed., Frio, 11 80m. - 1:00 Po m. ) If you have more than one site, please provide a listing wi th times. Days: Monday - Friday Hours: 8:00 a.m. - 3:00 p.m. SI!C1'IDN IL DIIDNS1'RATI!D U"~a;l'IVDmSS A. Briefly describe your agency's past services in the areas of food, shelter, and related services for the poor. Describe the iJlt:8ct and effectiveness of your effort. The Westside Drop-In Center is a multi-service center of the Community Services Division. The service area ,to be served is the entire city of San Bernardino. However, the center has been intentionally placed in an area where 50-60% of the population's income is below the poverty level. The Westside Drop-In Center has been able to give direct assistance with food, shelter, clothing and utilities and related services for low income individuals and fam~lies since January, 1985. Prior to this date there were no other stable agencies in 'the immediate area with such a high concentration of poverty giving direct services. Even now Westside Drop-In Center is the nearest service center giving direct assistance to the Westside, Delman Heights and Muscoy area. B. If you are awlying for shelter funds - please indicate the following (please indicate if number of days is for rental/mortgage assistance): Average shelter length of stay per person 7 days Do you charge recipients for the shelter? Yes X No If yes -is there a waiver for sane recipients? Yes No How many? C. If you are awlying for food funds - please indicate the following Average rurrber of meals provided per person 5 meals Do you charge recipients for food? Yes X No If yes - is there a waiver for some recipients? Yes No Hw many? o. o o ~ . FDlA VIII Page 3 Agency Name : Wes ts i de Drop- In Center Sll:TD IlL 1aXXJR1'OO MI) rIs:AL d<m'll'G ABILl'l"i A. Does agency have an operating accounting system? B. Attach the most recent finarx:ial report available and also the final report, audited if available, for your most recent fiscal year coopleted. ' , C. Who handles the accounting system for the agency? (Specify name of staff, professional title, volunteer, or accounting firm) The City of San Bernardino's Finance Department handles all of its departments accounts payable, accounts receivable, requests for payment, purchase orders, etc. (yes) no Do Briefly describe agency's internal control of program accounts. Include accounting method, types of ledgers and reports, fr~uency of reports, and approval process. The Westside Drop-In Center screens, records and initiates request for all vendors by submitting request for payment and invoices to be audited by division head and then recorded by department accounting system before submitting request to Finance Dept. The information is then entered into a computer system and payment is issued. All funds received are also handled in the same manner. Eo Describe the administrative procedues you will BIploy to ensure accurate reports and fiscal controL Center Manager will be responsible for making sure that all individuals participating in this program meet all requirements and submit necessary documents to substantiate need, Once the need has been proven then the steps stated in Section D are followed. Also periodic progress reports are submitted to the Local Board during the time span of the program. F. List all sources of agency incane for the latest fiscal year. * You IIllIY group smaller sources and individlal donations. You may anit .contacts. and -phone- for individlal gifts. Source J\rnount Grant Period PurpOse Contact , Telephone SEE ATTACHED * Use your latest 12 month accounting period June 30. 19 89. Please explain any prior audit exceptions, disallowed costs or unresolved questioned costs which your agency has experienced in the period since 1982. Omit iss_es which are less than 5% of the grant. (Attach a I8ge if necessary. ) July 1, 19 88 to .' 0" o o i") FEMA VIII-Page 4 Agency Name : SECTIa. IV A..m? Cost esti1l8ted per person per meal: Westside Drop-In Center No. Meals Cost Per Meal $ REQUest Mass reeding Vouchers 3100 $1.00 $3,100 8;Iuipoent Total No. Served 620 'lUl'AL FOOOASSI8l'AR:E RECU~'l'W $ 3,1 00.00 NJni)er of distribltion sites 1 B. aJELTER - Estimated Cost Per Night Per Person (rate IIl1St be $10.00 or belo..r): No. Niqhts Cost Per Niqht/ Per Person $ Re:tuest Mass Shelter Vouchers 1 ;057.77 $6.43 $6800.00 RentAl/Mortgage Assistance 2,400.00 2.00 4,800.00 8;Iuipnent & 9.1pplies Total No. Nights 3,457.77 $ ",600.00 'lUl'AL aJELTER ASSISl'AR:E RECUl2)'l'w C. Ul'ILI'lY ASSISl'AR:E - Estimated Cost Per Night Per Person No. Niqhts Cost Per Niqht/ Per Person $ Re:tuest 7,465 .67 ~5,OOO.00 D. ~INISffiATION RECu&S'TED (1.5% ll8Xinum) $ 300.00 'lU1'AL fOR P9IA VIII RKlOF8l'ED (A+&fC-tD) $ 20,000.00 , '0; 0 0 C) nw. VIII Page 5 IGOCY Nl\ME . Westside OraD-In Center . F. Detail how you will obtain and distribIte food: grocery boxes or bagsl prepared meals, or vouchers to restaurants or to grocery stores, or precisely what mix of these. The Local Board expects all funded projects to make extensive use of food banks and pantry <:oqlE!rative bIlk tuying clubs to tuy extremely econanical groceries unless you present an acceptable rationale for not doing so. Do you plan to p.trchase gift certificates or vouchers fran food retailers? If so, at what percent discount, and wlri do you propose to do this rather than maximizing the bJying pc:Mer of your nw. funds through cost-effective grocery p.trchase. (Omit if not rEquesting funding for food.) The center is planning on purchasing bulk food items from discount grocery stores and distributing them according to family size. Also the center will purchase vouchers. These vouchers will be given in some cases to supplement staple food boxes with fresh food items or given to persons that need special diets or have no cooking facilities and need items that require little or no cooking. , 0' o o o nJ!A VIII Page 6 IGENCY NAME Westside Drop-In Center llID'ICM V. c:xw.ITIONS AM) NE'DlClUtOO A. How do you coordinate services with other hJman service providers? What networks and coalitions in this field do you participate in? Be very specific. Do not exaggerate. In an effort to avoid abuse of funds and duplication of assistance this center works closely with approximately 6 other agencies in the area by properly screening individuals and families, being familiar with each agency's procedures, sharing vital information and only allowing once a month food assistance or referral. Currently we participate on the SARB (School Attendance Regulation Board) which works with families with problem students; the Resource Center (they come in contact with persons with drug and alcohol abuse; the Homeless Task Force whose goal is to improve the homeless situation for individuals, couples, and families. The Homeless Outreach Center from whom we receive and help numerous families and single persons and several area churches whose congregations can no longer support. , o. o o ., FEW. VIII Page 7 1iGOCY NAME talDIs::RIMINATIOO POLICY This agency will assure, through all possible means, equal opportunity for all persons-regardless of age,' handicap, national background, race, religion, or sex-to receive service, to puticipate in the volunteer structure, and to be euployed. An existing sectarian nature of the agency shall not suffer illplirment under this agreement. No participation in religious observances or services will be required as a condition of receiVing food or shelter paid for ~ this grant. 1iGREDaNr I affirm that all information in this awlication is true and correct to the best of uri knowledge, and that the agency under uri authority will execute its responsibility under FDIA VIII and adhere to all other applicable rules and regulations to the fullest extent possible. Board Chairperson or similar authority (Signature) tete Executive Director or similar authority (Signature) Date Please attach the follOiiing: - CUrrent Board of Directors Roster - IRS form SOl(c) (3) - Agency Organization Chart (volunteer and staff) - Most recent financial report - Most recent audi ted year-end report fanavadn2/wgv 6/01/89 .l. o > . i ~~ 'j~ -. >. ~- i~ - o o ~::: lJ .s ~; ~~ - . ~ ~ - .:.. j . ~~ . . i . .- . .- ..'! ~-: " !~ .....'C . -::~ ~..:'" ---- --- ~~: ~:iA__ . . .. .-~ ~-- .~~ i. ~ ~- ~~ .i ------- .. - u. ~;: - . ~~'I! -------- i'li II ::I 1: f~ ii '. I ----- --- "i .- =e -t -- ~E. 1.<1 ~'" u tc 0 >- <C ~ .....4 i. -1- o~ M ;~ Ul :0. ~ ... Z..J 0- :I~ < :I~ 00 a: uu -<::I }= .:0 0 ... << .... (.) ,.5 I~ 'II 0< ,,' IjJ JJ ..J Ul .." 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