HomeMy WebLinkAboutS02-Parks and Recreation
. Clt.l OF SAN BERNARDl ;0 - REQUI IT FOR COUNCIL AC JON
AUTHORIZATION FOR APPLICATION AND
From: ANNIE F. RAMOS, DIRECTOR Subject: ADMINISTRATION OF EMERGENCY FOOD AND
SHELTER FUNDS
Dept: PARKS, RECREATION AND CO~1UNITY SERVICES
Date: DECEMBER 15, 1986
.
Synopsis of Previous Council action:
The administration of $13,250 of emergency food and shelter funds from Public Law
98-396 throu9h the Westside D\op-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 Westside Drop-In Center of the Parks, Recreation 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.
Recommended moti.on:
That the Parks, Recreation and Community Services Department be authorized to
apply for and administer $20,000 of emergency food and shelter funds under the
provision of the Emergency Food and Shelter National Board Program (FEMA V)
through the Westside Drop-In Center of the Parks, Recreation and Community Services
Department.
-4Z~(]-~-
Signa re
Contact person:
Annie F. Ramos
Phone:
5030
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount:
None
Source:
Finance:
Council Notes:
75-0262
Agenda Item No
s...t.
. CI1...' OF SAN BERNARDl...,O - REQUI 3T FOR COUNCIL ACJON
STAFF REPORT
Public Law 98-396 provides $70 million nationwide through the Emergency Food
and Shelter National Board Program (FEMA V) to local public and private organ-
izations for the purpose of delivering emergency food and shelter to needy in-
dividuals. 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, 1987, and September 15, 1987. This department has pre-
pared the attached application for $20,000 to be administered through the West-
side 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 4,000 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 received on December 9th. Preparation of the
application with the required copies of City Financial Data was completed on
December 12th. The RFP must be delivered to the Local Board in Ontario not
later than December 29th. Therefore, it is imperative that this request for
authorization be placed on the Agenda for the December 22nd meeting.
75.0264
SAN BERNARDINO Cl.-AITY EMERGENCY FO\>.jAND SHaTER PROGRAM
LOCAL BOARD
.FBKA Y.
REQOEST FOR'PROPOSALS AND APPLICATION FORMS
-------------------------------------------------------------------------------
" Congress
National
for the
$350,000.
has appropriated -$70 million to the Emergency Food and Shelter
Board Program (FEMA V) . It is anticipated that the local allocation
County of ,. Sam Bernardino for FEMA Round V will be approximately
-In preparation for' Round V, implementation, the Local Board invites all
interested Los Angeles City and County government units and nonprofit community
organizations'to respond to a Request for ,Proposal thru the closing date of
December 29, 19/1) 5:00 p.m. This, IFP is subject to any revisions required by
new federal regulations or National Board policies.
Local allocation from the National Program Board will be distributed according
to the following goals:
Administration Agencies
1.00J
Program objectives for FEMA V are:
o ,To maximize the value of food made available to the poor by
emphasizing funding of agencies, which agree to obtain food from
food banks and buying clubs rather than from retailers or through
gift certificates.
o To allocate funds with an emphasis on reaching underserved
geographic regions and populations within the County.
o To provide ongoing support to the-previously participating agencies
which have had successful prior experience in serving hungry and
homeless poor people.
o To encourage small agencies
limited ability to acquire
umbrella applications.
with limited fiscal capacity,
food very inexpensively, to
and
form
TO BE CONSIDERED, THREE COPIES OF THE COMPLETE
ATTACHMENTS MOST BE DELIVERED NOT LATER THAN
DECEMBER 29, 19/1) TO:
PROPOSAL WITH ALL
5:00 P.M. MONDAY,
The San Bernardino County Emergency Food and Shelter Program
Local Board
c/o United Way, Inc.
Mt. Baldy Region
123-A West "D" Street
Ontario, CA 91762
OR MUST HAVE BEEN MAILED WITH A VISIBLE POSTMAIlK DATED DECEMBER 29, 19/1).
FEMA V APPLICATION
SECTION I. GENERAL INFORMATION AND aIGIBILITY
A. Total FEMA V Request: $ 20,000.00
for period January-September, 1987
B. Agency Name~lestside Drop-In Center/City of S.B.Phone (714 )387 -257J
Executive Director Annie Ramos
City San !lernardinCZip )2411
Board Chair Evlyn ~Iilcox, 11ayor
Address 2082 No, 'It, Vernon
Key Project Contact Person Glenda Burnett
Phone (71 ~ ) 837 - 2579
Year Agency Was Founded 19-LL
C. Previous FEMA involvement: (Circle all that apply)
FEMA I: Food
FEMAII: Food
FEMA III: ( Food )
FEMA IV: (FOod)
Shelter
Shelter
( Shelter)
( Shelter)
Other:
Other:
Other:
Other:
Other previous major sources of food and shelter program activity:
Christmas Baskets 1934, 1935, 1936
D. Eligibility of Agency (Circle applicable answers)
1. Does agency have a voluntary board?
Attach a list of Board members. If possible, list
identifying information, such as phone, address, and
position.
yes
(no)
2. Is the proposed program an expansion of services
currently offered without "FEMA" funds?
yes
(no)
3. Does the agency have an IRS classification?
Check applicable designation.
(yes)
no
Government 'X
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
FEMA V Application
Page 2
SECTION II. DEMONSTRATED EFFECTIVENESS
A.
Briefly describe your agency's past services
shelter, and related services for the poor.
effectiveness of your effort.
in the areas of food,
Describe the impact and
The ~estside Drop-In Center has been able to 9ive direct assistance
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 outs i de agenci es. It was throuCJh these referrals to
agencies outside the immediate area that the center realized the
need and decided to participate with the F.E.~LA. pro'lram 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' B~rnardino. However, the center is ohysically situated
in area where 11 ,736 or 21% of the 1J0'lulation inco"1e is below the
poverty 1 evel . ' -
FEMA V Application
Page 3
SECTION III. ACCOONTING AND FISCAL REPORTING ABILITY
A. Does agency have an operating accounting system?
(yes)
no
B. Please attach the most recent financial report available
and also the final report, audited if available, for your
most recent fiscal year completed.
c. Who handles the accounting system for the agency? (Specify
name of staff, professional title, volunteer, or accounting
firm) The City of San Bernardi no's Fi n3nce !Jepart".1ent handl es
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 Yestside Dro:J-In Center screens, records
and initiates request of all vendors !>y su!>mitting request for
oa'/ment and invoices to be audited b'i division head arid th~n recorded
by- department accountin~ system Jefore submittinn request to Finance
Jept. 'Ihere the information is entered into com;Juter s"ste~ and payment
is issued. All funds received are also handled in the same manner,
,E. Describe the administrative procedures you will employ to ensure accurate
reports and fiscal control. Center "1ana(ler will be responsible for
making sure t:,at individuals participating in this !)rogram meet all
requirements and submit necessary docu".1ents to substantiate need.
Once the need has been r>roven then steps stated in Section Dare
followed. Also periodic progress reports are submitted to the
Local Board for time span of the program,
F. List all sources of agency income for the latest fiscal year.- You may
group smaller sources and individual donations. You may omit "contacts"
and "phone" for individual gifts.
Source
Amount
Grant
Period
Purpose
Contact
Telephone
See attached -~
- Use your latest 12 month accounting period
19
Julv 1
19 85 to June 30, 1936
Please explain any prior audit exceptions, disallowed costs or unresolved
questioned costs which your agency has experienced in the period since 1982.
,.. .'. .
'.'
FEMA V Application
Page 4
D. FOOD
-------------------------------------------------------------------------------
-------------------------------------------------------------------------------
1. Request for purchases $
of groceries; food
banks, buying clubs,
brokers
Cost planned per
person per meal
fJ
-------------------------------------------------------------------------------
2. Retail and wholesale $
house purchases
Cost planned per
person per meal
fJ
-------------------------------------------------------------------------------
3. Retail vouchers, gift
gift certificates
$ 5, :J')'J. 'J')
Number of Households
to be served
, 250 (5 persons to family)
Cost planned per
person per meal
$2.00
fJ
(2 meals per day/per person)
-------------------------------------------------------------------------------
4. Allowable non-food $ ,
costs: equipment,
supplies,
transportation,
packaging, etc.
Cost planned per
person per meal
fJ
-------------------------------------------------------------------------------
TOTAL FOOD ASSISTANCE
requested
$ 5,')')').0')
-------------------------------------------------------------------------------
Number of distribution sites
-------------------------------------------------------------------------------
,
FEHA V Application
Page 5
E. SHIiI.TER
-------------------------------------------------------------------------------
-------------------------------------------------------------------------------
1. To assist with direct
operating costs of
your shelter
, shelter nights to be ,
provided, Jan. 15 -
Sept. 15
x rate $ = $
(must be $10.00 or below)
-------------------------------------------------------------------------------
2. To provide vouchers to
other shelters,
hotels, motels
, of persons nightly ~ ,_ 5,~OO persons (average family of 4-5 persons)
, of rooms nightly
x rate $ 3.00 =
(must be $10.00 or
below per person)
$
15,000.00
-----------------------------------------------------------~----~-------------
3. Equipment & supplies $
purchases - cots,
blankets, etc.
Cost per shelter $
night to be provided
---------------------------..---------------.------------------~~--------------
Shelter totals
--------------------------------------------------------------~-.--------------
Number of shelter service
sites
10
---------------------------------------------~-----------------------------.---
Total nights of shelter
G. TOTAL RENT ASSISTANCE
requested
$15,(103.00
F. ADMINISTRATIVE COST
requested (maximum lJ)
$200.00
FEMA V Application
Page 6
H. 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 economical groceries unless 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 FEMA funds through cost-effective
grocery purchase. (Omit if not requesting funding for food.)
Last year the retailer gave 3% discount however I feel that the retailer
may give an even better discount this year.
Center is proposing to buy gift certificates for the following reasons:
1. This center deals with a lot of persons 'with ~ealth problems
that require a special diet such as heart conditions, high
blood pressure, diabetes, etc.
2. Takes in consideration the different ethnic and religious
types of foods and Methods of preparation.
3. The vendors are very cooperative and will not allow purchases
other than food items and request that 90% to 95% of the gift
certificate be spent if not all.
4. The center storage space is very limited and we would not be
able to accommodate the numerous requests that this office
receives.
FEMA V Application
Page 7
SECTION V. COALITIONS AND NETWOIlKING
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 d'lnlication of assistance this
center works closely with approxinately 6 other agencies in the area
by properlY screeninn individuals and fa~ilies. beinn faniliar with
each anencv's procedures and sharinn vital information.
Currently "Ie particip~te on the Grassroots 1-!ol'len's Board that assists
low income wonen and THrticinate in The HOl'leless Task Force ',~hose noal
is to improve the homeless situation for individuals, couples and
fanilies.
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FEMA V Application
Page 9
NONDISCRIMINATION 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 participate in the volunteer structure, and to be
employed. An existing sectarian nature of the agency shall not suffer
impairment under this agreement. No participation in religious observances or
servioes will be required as a condition of receiving food or shelter paid for
by this grant.
AGREEMENT
I affirm 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.
Board Chairperson (I1ayor)
or similar authority
(Signature)
Date
Executive Director (Dept. Dir.)Date
or similar authority
(Signature)
If available, also attach brochure, any press coverage, and resume of senior
key staff person involved in this project.
gb113r1/wgv
12/31 II)
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