HomeMy WebLinkAbout12- Parks, Recreation & Community Services . 1
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject: AUTHORIZATION FOR APPLICATION
From: ANNIE F. RAMOS, DIRECTOR AND ADMINISTRATION OF $ 50,000
Dept: PARKS, RECREATION & COMMUNITY SERVICES OF EMERGENCY FOOD AND SHELTER PROGRAM FUNDS (FEMA
Date: SEPTEMBER 5, 1996 ORIGINAL XV)
Synopsis of Previous Council Action:
Approved administration of Emergency Food and Shelter Funds at the Westside Community Service Center since
1984 with the last approval being for FEMA XIV in the amount of $ 50,000 on September 5, 1995.
Recommended Motion:
That the Parks, Recreation and Community Services Department Director be authorized to apply for and administer
$ 50,000 of emergency food and shelter funds provided under the provision of the Emergency Food and Shelter
National Program (FEMA XV).
Signature
Contact person: ANNIE F. RAMOS Phone: 5030
Supporting data attached: Staff Report & Application Ward: City-wide
FUNDING REQUIREMENTS: Amount: None
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No.-Lk
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
AUTHORIZATION FOR APPLICATION
AND ADMINISTRATION OF $ 50,000
OF EMERGENCY FOOD AND SHELTER
PROGRAM FUNDS (FEMA XV).
Congress has again appropriated funding through the Emergency Food and Shelter National
Board (FEMA XV) 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 of San Bernardino has selected the Westside Community Service Center
as one of the sites within the City of San Bernardino to assist with distribution of funds between
October 1, 1996 and September 30, 1997. This department has prepared the attached application
for $ 50,000 to be administered through the Westside Community Service Center. There is no
additional cost to the City to administer this program along with other public service programs
now being administered.
9/5/96 amt
fema application
SAN BERNARDINO COUNTY
FEMA XV
1996-1997
SECTION I. GENERAL INFORMATION AND ELIGIBILITY
A. Total FEMA XV Request: $ $50,000 (Carry Over from Total on page 4; should include
administration) for period October 1, 1996 - September 30, 1997.
B. Agency Name Westside Community Service Center Phone (909 384-5428
Address 1505 West Highland Avenue City San Bernardino Zip 92411
Executive Director Annie F. Ramos Board Chair Mayor Tom Minor
Key Project Contact Person Aal iyah Abdul 1ah Phone P09 384-5428
Year Agency Was Founded 19 71
C. Has your agency received FEMA funds in the past? (Yes) No
1995/96 FEMA XIII grant (if applicable) $ 5(l-boo
Food X Shelter X Utilities X Rent/Mortgage X
Other previous major sources of food and shelter program activity:
t1no.nno 00 R1or.k nrant for Rent/OPnosit Prnnram Fundad
through the City Economic Department:
D. Eligibility of Agency (Circle applicable answers)
1. Does agency have a voluntary board? yes (nol
Attach a list of Board Members, including phone,
address, and position.
2. Is the proposed program an expansion of services (yes) no
currently offered without "FEMA" funds?
3. Does the agency have an IRS classification? (yes) no
Check applicable designation.
Government or Private
Nonprofit (501.C.3 or 501.C.4.)
(Attach IRS Form).
4. Are services free of charge? (yes) no
If no, explain, and list fees charged for services.
Use attachment if necessary.
FEMA XV
Page 2
Agency Name: Westside Community Service Center
E. Indicate when your organization is available to assist people with FEMA funded services.
(For Example: Mon., Wed., Fri., 11 a.m. - 1:00 p.m., or attach a schedule at the end of
the RFP). If you have more than one site, provide a listing with times; also indicate if
you see people by appointment only, and list a phone number.
Days: Monday - Friday
Hours: 9:00 a.m.- 4:OOp.m. (by appt. only)
SECTION II. DEMONSTRATED EFFECTIVENESS
A. Briefly describe your agency's past services in the area of food, shelter, and related
services for the poor. Describe the impact and effectiveness of your effort.
The Westside Community. Service Center is a multi-service center in the
Parks, Recreation & Community Services Department. The center services the
entire Citv of San Bernardino. However. the center is demooranhically
positioned in an area where 60% of the ponulations income is below the poverty
level . Since 1985. the center has assisted with food. shelter. utilities.
clothing and other related services for low income individuals and families.
Currentiv. this center is the onlv center that offers such a wide range of
services to the immediate area of the Westside. Delmann Heights and Muscov.
B. If you are applying for shelter funds - indicate the following (indicate if number of days is for
rental/mortgage assistance):
Average shelter length of stay per person 7 to 30 days
Do you charge recipients for the shelter? Yes X No
If yes - is there a waiver for some recipients? Yes No
How many? (explain criteria)
C. If you are applying for food funds - indicate the following:
Average number of meals provided per person 7 meals
Do you charge recipients for food? Yes �_ No
If yes - is there a waiver for some recipients? Yes No
How many? (explain criteria)
FEMA XV
Page 3
Agency Name: Westside Community Service Center
SECTION M. ACCOUNTING AND FISCAL REPORTING ABILITY
A. Does agency have an operating accounting system? (yes) no`
B. Who handles the accounting system for the agency? (Specify name of staff,
professional title, volunteer, or accounting firm)
The City of San Bernardino Finance Denartment
C. Briefly describe agency's internal control of program accounts. Include accounting
method, types of ledgers and reports, frequency of reports, and appr val oc ss.
The Westside Community Service Center screens, records an c� in��ia es request
for payments for all vendors and submits invoices for auditino and recordinq
by the Department Acr.ountino Svstem which are submitted to the City Finance
Department for payment.
D. Describe the administrative procedures you will employ to ensure accurate reports and
fiscal control. Center Manager will ensure that all participants meet all program
requirements and submit necessary documentation to qubstantiate need_ Once
the need has hPPn Pstahlished then steps stated in section D are followed. .
E. 7W6AR lycsuUrM;ea( LN06t;% 6gtssi&� Xel gt%&p vvRFaJn hoard.
operating budget of $100,000 or more). ( yes) no
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.
SourceAmount Period Puroose Contact Telephone
The Westside Community Service Center is a City of San BErnardino Social
Service Denartment. Its operation is funded throunh the Citv General Fund
and no other funds are solicited or received for operation of the center. A
conv of the Citv Budoet is attached for vour information.
`Use your latest 12 month accounting period Jul y 1 19 94to June 1995.
Explain any prior audit exceptions, disallowed costs or unresolved questioned costs which your agency has experienced in
the period since 1992. Omit issues which are less than 5% of the grant. (Attach a page if necessary.)
FEMA XV
Page 4
Agency Name: Westside Communitv Service Center
SECTION IV. AGENCY REQUEST
A. FOOD - Estimated Cost Per Person Per Meal:
total
No. Meals Cost Per Meal Re uest
Served Meals (soupkitchen, etc.)
Other Food (vouchers, brown bag, etc.) 8.500 .90 8..500
Supplies/Equipment*) (paper plates, cups, etc.) 5-500
Number of distribution sites 1.
Location of sites (city only, not address):
B. SHELTER - Estimated Cost Per Night Per Person:
Total
No. Nights Cost Per Night/ Re guest
Per Person
Mass Shelter
($10 or $5 per night, per person may be used)
Other Shelter (vouchers, etc.) $1. .857.14 0-nn
Equipment & Supplies*)
C. RENTAL/MORTGAGE ASSISTANCE
Total
No. Bills Average Bill $ Reauest
Rental/Mortgage Assistance 29 $500.00 $14-500.00
D. UTILITY ASSISTANCE Total
No. Bills Average Bill $ Request
228 $500.00 $14.5000.00
E. ADMINISTRATION REQUESTED (1.5% maximum) $ 750.00
TOTAL FOR FEMA XV REQUESTED (A+B+C+D+E) $
50.000.00
(carry over this total $ figure to Section /A, page 1)
•) Equipment/supplies may not exceed $300 per item, and need FEMA Board approval (attach list).
FEMA XV
Page 5
AGENCY NAME: Westside Community Service Center
SECTION V. DISTRIBUTION. COALITION & NETWORKING
A. 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 gifts 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.)
This Center plans on Durchasina bulk food items from discount arocery and to
distribute it accordinq to family size. This center will also Durchase Gift
Certificated and will also be aiven to Persons that have special diets and to
persons without cooking facilities for food items that need no cooking.
B. 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.
This Center provides services to all P1inible clients. However. whenever neressary
and in order not to dunlicate services. the Center nPtwnrks with the fnllnwino
agencies:
*Catholic Charities
*Frazee's Community Center
*Home of Neighborly Services
*Community Services Department
*rhri st Temnl P Chijrch
*St. .Paul A.M.E. Church
*Salvation Army
*Lutheran Social Services
FEMA XV
Page 6
AGENCY NAME: Westside Community Service Center
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 services 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 XV and adhere to all
other applicable rules and regulations to the fullest extent possible.
Board Chairperson Date Executive Director Date
or similar authority or similar authority
(Signature) (Signature)
Tom Minor, Mayor Annie F. Ramos, Director
Citv of San Bernardino Parks, Recreation and Community
Services Department
City of San Bernardino
Attach the following (2 copies of each):
(without these, your application will be incomplete, and will not be considered for funding)
- Current Board Directors Roster
- IRS form 501 (c) (3) (new agencies only)
- Agency Organization Chart (volunteer and staff)
- Most recent financial report (monthly or quarterly)
- Most recent audited year-end report
- List of equipment and/or supplies to be purchased
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. LOCAL BOARD
FEMA XV
REQUEST FOR PROPOSAL AND APPLICATION FORMS
As in past years, the San Bernardino County FEMA Board is anticipating an allocation through the
Emergency Food and Shelter National Board Program (FEMA).
The Local Board invites interested San Bernardino county'non-profit community organizations and
government units to respond to a Request for Proposal through the closing date of Friday, September 20,
1996. Allocations will not be made until later this fall. Questions may be referred to Wytske Visser at 909-
984-1793, x204.
The anticipated allocation from the National Program will be distributed according to the following:
Administration: Local Board 0.5%
Administration: Agencies 1.5°x6
Emergency Grants 98%
Program objectives for this money are the same as for previous FEMA programs:
• To maximize the use of funds by limiting the amount of a grant to $100,000.
• 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.
• To allocate funds with an emphasis on reaching underserved geographic regions and populations
within the County.
• To provide ongoing support to the previously participating agencies which have had successful prior
experience in serving hungry and homeless poor people.
• To encourage small agencies with limited fiscal capacity to secure or request a fiscal agent, in
compliance with the Federal requirement of providing a certified audit.
• To encourage small agencies with limited fiscal capacity and limited ability to acquire food very
inexpensively, to form umbrella applications.
• Agencies that did not receive FEMA XIV funds (1995/96) will be limited to a $10,000 request.
TIMELINE:
FIFTEEN (15) COPIES OF THE PROPOSAL (pages 1-6), WITH TWO (2) COPIES OF THE
ATTACHMENTS, MUST BE DELIVERED NOT LATER THAN FRIDAY, SEPTEMBER 20, 1996, 5:00 P.M.
(Proposals will not be considered without attachments):
The San Bernardino County Emergency Food and Shelter Program Local Board
c/o Mt. Baldy United Way
123 West"D" Street
Ontario, CA 91762-3409