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Home My WebLink About03-Parks and Recreation .. C'-Y OF SAN BERNARD"'tO - REQU,....~T FOR COUNCil? Ai'" 'ION From: Annie F. Ramos, DirectollH:C'rl . . r Subject: '.~ ..,. "id)':IfI. OFf'. Parks, Recreation & COmIl)9.~ilJ.\:r~JVi"f1s3'O January 28, 1986 Administration of emergency food and shelter funes. Dept: Date: [~h /1 L'll6 Synopsis of Previous 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. Recommen<Jed motion: That the administration of $4,416.00 of emergency food and shelter funds from Public Law 98-396 through the Westside Drop-In Center of the Parks, Recreation and Community Services Department be approved. ::..' , - l'; -'" . / Signature ./ /{~,' /,,", Contact person: __Annie Ramos Phone: 5030 Supporting data attached: __ . yes Ward: FUNDING REQUIREMENTS: Amount: None Source: Finance: Council Notes: Agenda Item No. ~. 75.0262 CIT OF SAN BERNARDlr ') - REQUE-Y FOR COUNCIL ACr 1)N STAFF REPORT 75-0264 Public Law 98-396 established a procedure to provide $20 million nationwide 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 con- vened 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, 1986 and July 31, 1986. The Westside Drop-In Center will administer $4,416 with the balance being administered by several private organizations. There is no cost to the city. hMERGENCY FOOD AND ~HELTER NiXI tONAL BOARD PROGRAM 300 North Washington Stree~ Surte 400, Alexandria, Virginia 22314"2530 7ll3--4Xl3" 1166 @) Chair DenniS KWiatkowskI Chief, Individual ASSistance DIvISion Federal Emergency Management Agency 500 C Street. SW Washington, D.C 20472 6 Brother Joseph Berg ASSOCIate Director lor SpeCial Programs National Conference of Catholic Chanties 1346 Connecticut Avenue, NW Washington, DC 20036 + Enso V Blghlnattl American Red Cross 17th & 0 Streets, NW Washington, DC 20006 (0 Robert M Beggan Senior 'lice Pll~sldent United Way of America 701 NOml Fairtax Street Alexandr:a, VA 22314 .. ill. Mary ,A.nderson Cooper ASSistant Director, WastllngtOrl Office ~Jatlonal CounCil 01 Churches 01 Christ In the US A 110 Marv:,!'ld AvenUf' NE Wasrllnqlcn 0 C 20002 &II U Col E'r,psl A Mille' Olrectcr National Puulic AtfillfS Otflce Salvation Army 1025 Vermont AVef'li!" NW Washington D C 20005 qjF Mark Talisman Director Wilshlngtorl ACTION Oike CounCil at JeWish Fef1PfClt:ons ;''27 Mas<:;iJ.chusetts A~enue, NW N;I~;rllnqtr,n 0 C 2000? Staff William L Fields Secretarial United Way 01 Amenca [703)-683-1166 Larry Broun Emergency Management Specialist Federal Emergency Management Agency !202)-646-3652 Your Local Board has selected your organization for an award to provide emergency food and/or shelter t~ individuals in need. A check is e~l~d for $ ~ 1/6.t?tI .* The award approval date is J. 6 6. (Tbis is the first date to which you can charge expenses under this grant.) Your Local Board has certified that your organization meets the following eligibility criteria: 1. Has the capability to provide emergency food and/or shelter services; 2. Is not-for-profit; 3. Has an accounting system or a fiscal agent approved by the Local Board; 4. Conducts an annual audit; 5. Practices nondiscrimination; and 6. If private, not-far-profit, has a voluntary board. If not, you must inform the Local Board otherwise. If members of your Local Board have not contacted you regarding this award, immediately notify the United Way, American Red Cross, or the head of your local government, each of whom should be members of your Local Board. Responsibilities of Local Recipient Organizations (LROs) in this program include: 1. Maintain spending within the enclosed Eligible and Ineligible costs guidelines. Consult your Local Board Chair/staff on matters requiring interpretation or clarification prior to incurring an expense or entering a contract. It is important to have a thorough under- standing of these guidelines to avoid ineligible If your award is $5,000 or less you have received a single check for the total amount. If your award is more than $5,000 but less than $100,000 you will be paid in two equal installments. If your award is $100,000 or more you will be paid in three equal installments. The first check will be mailed directly to your organization and second and third checks will be mailed to your Local Board Chair, upon his/her written request. The Local Board will distribute second/third checks once they are assured that the organization is implementing the program as intended and according to the guidelines in this Plan. ~- expenditures and consequent repayment of funds. All funds must be spent by July 31, 1986 (the end of the program). 2. Provide services within the intent of the program. Funds are to be used to supplement, extend or initiate emergency services and not as a substitute for other program funds. LROs should take the most cost effective approach in buying or leasing eligible items/services and should limit purchases to essential items. 3. Deposit funds for this program in a separate bank account. Maintain proper documentation for all expenditures under this program, according to the enclosed Financial Documentation Required. LRO expenditures and documentation will be reviewed for program compliance by the Local Board and Secretariat. 4. Submit reports to the Local Board by their due date. LROs must complete all portions of the report form, return 2 copies to the Local Board, and maintain a copy for their records. 5. Work with the Local Board to quickly clear up any problems related to audit exception(s) at the end of the program. 6. Contact the Local Board regarding technical assistance, interpretation of guidelines and resources from other federal programs, such as U.S.D.A. surplus food. Your Local Board is cnarged expenditures and services. of this emergency effort. their discretion. with ongoing monitoring of your program Local decision-making is an operating principle Note that Local Boards can reallocate funds at Funds can be r('allocated as a result of gross negligence. inadequate use of funds, failure to use funds for purposes intended and any other violation of the National Board Plan. Your Local Board is empowered to transfer funds between Local Recipient Organizations by amending the plan and informing the National Board. The Local Board is also authorized to grant shifts within funds awarded to Local Recipient Organizations as long as funds arc used in compliance with food and/or shelter purposes. We recognize the limited time schl'dule and yet ask you to do your best in this emergency effort. The label on this envelope contains your 1.0. number. Please use it on all correspondence and reports. 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