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Home My WebLink AboutS02-Parks and Recreation CI~ OF SAN BERNARDOO - REQUUT FOR COUNCIL AC...:40N From: ANNIE F. RAMOS, DIRECTOR RE~!JlllJ(~M.t~~~~i~r+~~/~~ ~~~~~~~~~O~O~~D Dept: PARKS, RECREATION & COMMUNITY SERVICESIT ;,J: _ S ANp SHEl.TER FUNDS Date: NOVEMBER 5, 1987 ~o/ Synopsis of Prsvious Council action: The administration of $13,250 of emergency food and shelter funds from Public Law 98-396 through the Westside Drop-In Center was approved on December 3, 1984. The administration of $4,416 of emergency food and shelter funds from Public Law 98-396 through the \Jestside Drop-In Center of the Parks, Recreati~n and Community Services Department was approved on February 17, 1986. The administration of $7,500 of emergency utility funds from Public Law 98-396 through the Westside Drop-In Center of the Parks, Recreation and Community Services Department was approved on May 19, 1986. The administration of $20,000 of emergency food and shelter funds from Public Law 99-500 through the Westside Drop-In Center was approved on December 22, 1986. Recommended motion: That the Parks, Recreation and Community Services Director be authorized to apply for and administer $7,500 of emergency food and shelter funds under the provision of the Emergency Food and Shelter National Board Program (FEMA VI) (PL 100-77) through the Westside Drop-In Center of the Parks, Recreation and Community Services Depa rtment. tZ<'( 7 ~W~ Signature Contact person: Annie F. Ramos Phone: 5030 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: None Amount: Source: Finance: Council Notes: 75-0262 Aqenda Item No. S -~./ CI......' OF SAN BERNARDCo - REQUOT FOR COUNCIL AC'..JoN AUTHORIZATION FOR APPLICATION AND ADMINISTRATION OF EMERGENCY FOOD AND SHELTER FUNDS STAFF REPORT Public Law 100-77 provides $10,000,000 nationwide through the Emergency Food and Shelter National Board Program (FEMA VI) 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 Drop-In Center as one of the sites within the City of San Bernardino to assist with distribution of funds between January and September 15, 1988. This department has prepared the attached application for $7,500 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 4,500 persons in the previous funding cycles, and with funding requested on this application, a vital service to needy citizens will continue. Recommend approval. JUSTIFICATION FOR PLACEMENT ON THE SUPPLEMENTAL AGENDA The Request for Proposals was not received until after the deadline for the Regular Agenda. Preparation of the application with the required copies of City Financial Data was completed on November 4th. The RFP will be considered by the Board in Ontario during the week of November 16th. Therefore, it is imperative that this request for authorization be placed on the Agenda for the November 16th Agenda Meeting. November 5, 1987 75-0264 ......~ 1"...... "-" /'...... :J FEMA VI - SECl'IOO I. GENERAL INFORMATIOO AN> ELIGIBILITY A. Total FEMA VI Request: $ 7.500.00 for period January-5epterrber, 1988 B. Agency Narre ',!ESTSIDE DROP-IN CENTER Phone (714 )384 - 5428 Address ~)C2 ~orth Mt. Vernon Ave. City San Bdno Zip 92411 Executive Director Annie Ramos Board Chair Mavor Evlvn Wilcox Key Project Contact Person Glenda Burnett Phone (714 ) 384- 5428 Year Agency Was Founded 19-1l C. Previous FEMA involvement: (Circle all that apply) FEMA I: Food Shelter other: FEMA II: Food Shelter Other: FEMA III: (Food) (Shelter) Other: FEf1ll. IV: (Food) (Shelter) other: FEMA V: (Food) (Shelter) Other: Other previous major sources of foc-d and shelter program activity: Private donations of food and ~onies for the annual Christmas Basket drive 1984, 1985, 1986 & 1987 D. Eligibility of Agency (Circle applicable answers) 1. Does agency have a voluntary board? Attach a list of Board merrbers. If possible, list identifying information, such ".3 phone, address, and position. yes (no) 2. Is the proposed program an eX'"'....a.'1sion of services currently offered without "FEMf2" funds? yes (no) 3. Does the agency have an IRS cl2.5sification? Check applicable designation. (yes) no Government XX or Private Nonprofit (501.C.3 or 501.C.4.) [Please attach IRS Form 501 (c) (3)]. 4. Please attach agency organization chart. 5. Are services free of charge? If no, explain and list fees charged for services: Use attachment if necessary. (yes) no ~VI page 2 /'," I",... /~'... - -..I Agency Name: I~ESTSIDE DRDP-IN CENTER SECl'IOO II. DfXXSTRATED ~ A. Briefly describe your agency's past services in the areas of food, shelter, and related services for the poor. Describe the inpact and !;!ffectiv~ess of your effort. .., The westslde Drop-in Center has been able to glve dlrect asslstance with food, shelter, utilities and related services for low income individuals and families since January, 1985. Prior to this date the center would have to locate and refer persons for needed resources to outside agencies. It was through these referrals to agencies outside the immediate area that the center realized the needs in the immediate area and decided to participate with the F.E.M.A. program and give direct help. 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 is physically situated in an area where 11,736 or 21% of the population income is below the poverty level. Please see attached stat sheet. B. If you are awlying for shelter fWlds - please Average shelter length of stay per person (reporting dates Q-1~-R7 Do you charge recipients for the shelter? _ Yes --L- No If yes - is there a waiver for sane recipients? Yes No How rr.any? indicate the following 7 days c. If you are applying for food funds - please Average nI.IlItler of meals provided per person (reporting dates Q-1C;-R7 Do you charge recipients for food? Yes X No If yes - is there a waiver for sane recipients? _ Yes _ No How many? indicate the following ~ days ""..... "'-'","" "\ ".,I '- FEM/\ VI Page 3 -- ......, Agency Name WESTS IDE DROP-IN CENTER SECTIOO III. ACCXXJm'IOO AND FISCAL REPORI'IOO ABILITY A. Does agency have an operating accounting system? B. Please attach the most recent financial report available and also the final report, audited if available, for your most recent fiscal year COI1pleted. (yes) no 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.. D. Briefly describe agency's internal control of program accounts. Include accounting method, types of ledgers and reports, frequency 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 Department. The information is then entered into a computer system and payment is issued. All funds received are also handled in the same manner. E. Describe the administrative procedures you will enploy to ensure accurate reports and fiscal control. Center Manager will be responsible for making sure that all individuals participating in this program meet all require- ments 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 income for the latest group smaller sources and individual donations. and "phone" for individual gifts. fiscal year.* You may You rray omit "contacts" Source AIoc>unt Grant Period Purpose Contact Telephone SEE ATTACHED * Use your latest 12 month accounting period June 30 1987 . July 1 1987 to Please explain any prior audit exceptions, disallowed costs or unresolved questioned costs which your agency has experienced in the period since 1982. ani t issues which are less than 5% of the grant. (Attach a page if necessary.) C,a.VI Page 4 Agency Name: WESTSIDE DROP-IN CENTER .- - ,-.." -...,.I -.", " ....; , SECI'ION IV A FCXD Cost estimated per person per meal: No. Served Cost Per Meal $ Request Food BaLKS Retail end Wholesale Purchases 2.75Q .90d: $2.475.00 Vouchers Equipnent Total No. Served 'l'Ol'AL ro:D ASSISI'ANCE RE(XJEsrED $ 2.47,5.00 Number of distribution sites nn~ B SHELTER - Cost Per Night rer Person*: No. Served Cost Per Person $ Request Operate Shelter Vouchers 354 $1.00 $2 .47S. 00 Equipnent & Supplies Rental/l-lortgage Assistance _)3._._ ~2.50 $2,475.00 TotoJ. No. Served 387 * rate must be $10.00 or below) 'IUI'AL SHELTER ASSISI'AlU: REQUESl'ED $ 4,950:00 -------------------- ADMINISTRATION RE(XJESl'ED (1% IJ'aximum) $ 75.00 'l'Ol'AL FOR FEMA VI RE(XJESl'ED (food, shelter ,adrninistr.) $ 7.500.00 ( IAVI ~e5 -. "-' ,.." AGENCY NAME : Westside Drop-In Center c. Detail how you will obtain and distribute food: grocery boxes or bags, 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 cooperative bulk buying clubs to buy extremely econanical groceries wlless you present an acceptable rationale for not doing so. 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 FDIA funds through cost-effective grocery purchase. (Quit if not requesting funding for food.) Due to the increase in storage space the center will buy bulk food items from the discount grocery stores and distribute grocery boxes according to family size. Also the center plans to make arrangements with a local restaurant to feed homeless persons that are unable to utilize the box groceries for lack of cookina'facilities. - ~ -J ~VI Page 6 ............ AGENCY NAME : Wp<t<irlp nrnp-Tn rpntpr SECl'ICti V. CXY\LITICtiS AID ~ A. 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. In an effort to avoid abuse of funds and du~lication 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 and sharing vital information. Currently we participate on the Grassroots Women's Board that assists low income women and participate in the Homeless Task Force whose goal is to improve the homeless situation for individuals, couples, and families. ,. - -' :J , ,"-, FEMA VI Page 7 ,..<.... AGEN:::Y NAME : WESTSIDE DROP-IN CENTER ~ISCRII'J~T]ON POLICY This agency ..'ill assure, through all possible ~-eans, equal opport~n:..ty for all persons--reg~raless of age, handicap. national background, race, relIgion, or sex-to receive service, to participate in the volunteer structure, and to be errplC:>Yed. An E>'isting sectarian nature of the agency shall not suffer urpa~rn.;nt. undH this agreement. No participation in religious observances or servlces wlll be required as a condition of receiving food or shelter paid for by this grant. AGREDI.Em' I afficrn 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 FEMA V and adhere to all other applicable rules and regulations to the fullest extent possible. 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