Loading...
HomeMy WebLinkAbout17 Parks and RecCITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION From: Annie F. Ramos, Director Subject: Authorization of $70,000 of Emergency and Dept: Parks, Recreation and Shelter Program Funds Community Services Department (FEMA XVIII) Date: August 4, 1999 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 XVII in the amount of $70,000 on September 16, 1998. ,,F. - Recommended Motion: That the, Parks, Recreation and Community Services Department Director be authorized to apply for and administer $70,000 of emergency food and shelter funds provided under the provision of the Emergency Food and Shelter National Program (FEMA XVIII). 12-' - SicJn bre Contact: person: Tom Boggs Phone: 5032 Supporting data attached: Staff Report & Application Ward: City -wide FUNDING REQUIREMENTS: Amount: None Council Notes: Source: (Acct. No. Finance: Agenda Item No. — I I SJI4ljq CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report AUTHORIZATION FOR APPLICATION AND ADMINISTRATION OF $70,000 OF EMERGENCY FOOD AND SHELTER PROGRAM FUND (FEMA XVIII) Background The local FEMA board has funded the City of San Bernardino Parks, Recreation and Community Services since 1984. Congress, has again appropriated funding through the Emergency Food and Shelter National Board (FEMA XVIII) 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, 1999 and September 30, 2000. This department has prepared the attached application for $70,000 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. Financial Impact All funds to operate the program will come from the Emergency Food and Shelter Program Funds. Total grant funds are expected to be $70,000. The Parks, Recreation and Community Services Department will be providing in -kind support for this program from its existing budget. No new city funds are required. Recommendation The Parks, Recreation and Community Services Department recommends authorization allowing the Director to apply for and accept grant funds from the Emergency Food and Shelter Program Fund. CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: August 18, 1999 TO: Tom Boggs, Administrative Operations Supervisor FROM: Melanie Miller, Senior Secretary RE: Transmitting Documents for Signature Attached are the following original documents: Agreement to authorize the Director of Parks, Recreation and Community Services to apply for and accept grant funds from Emergency Food and Shelter Program Fund. M &CC Meeting of 08116/1999 #17. * * * (No Resolution) * * * Please complete and obtain signatures as appropriate. Please return all originals to the City Clerk's Office as soon as possible, to my attention. I will forward you a copy for your files when fully executed. If you have any questions, please do not hesitate to contact me at ext. 3212. Thank you. Rachel Clark City Clerk By: Melanie Miller Senior Secretary I hereby acknowlgdR receipt of the above mentioned documents. f Signed: 1 Date: '� / •, MCC Meeting Date: 08/16/1999`. Item #17 - No Resolution Sari Bernardino County Emergency Food And Shelter Program Local Board 1999 2 001 00[pv REQUEST FOR PROPOSAL AND APPLICATION FORMS As in the past years, the San Bernardino County Emergency Food and Shelter Local Board is anticipating an allocation through the Emergency Food and Shelter National Board Program (FEMA) in the fall of 1999. The Local Board invites interested San Bernardino County non -profit community organizations and government units to respond to a Request for Proposal by Friday, August 20, 1999. Questions may be referred to Wytske Visser at (909) 980 -1994, x204. The anticipated allocation from the National Program will be distributed according to the following: Administration: Local Board 0.5% Administration: Agencies 1.5% Emergency Grarfts - 98 % Program objectives for this money are the same as for previous FEMA programs: • Maximize the use of funds by limiting the amount of a grant request to $100,000. • 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. • Allocate funds with an emphasis on reaching under - served geographic regions and populations within the county. • Provide: ongoing support to previously participating agencies that have had successful prior experience in serving hungry and homeless people. • 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. • 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 XVII funds (1998 -1999) will be limited to a $10,000 request. TIMELINE: FIFTEEN ti1.5) COPIES OF THE COMPLETE PROPOSAL AND ONE (1) COPY OF ALL ATTACHMENTS MUST BE DELIVERED NOT LATER THAN FRIDAY, AUGUST 20,1999,5:00 PM 'The San Bernardino County Emergency Food And Shelter Program Local Board c/o Mt. Baldy United Way 9375 Archibald Avenue, Suite 301 Rancho Cucamonga, CA 91730 -5703 San Bernardino County FEMA XVlll 1999 -2000 SECTION 1. GENERAL INFORMATION AND ELIGIBILITY A. Total FEMA XVIII Requests.. 70,000 (Carry over from TOTAL on page 3, and should include administration) for period October 1, 1999 - September 30, 2000. B. Agency Name WESTSIDE COMMUNITY SERVICE CENTER Phone (909) 384 -5428 Address 1505 W. HIGHLAND AVENUE City SAN BERNARDINO Zip 92411 Executive Director ANNIE F. RAMOS Board Chair MAYOR JUDITH VALLES Key Project Contact Person: AALIYAH ABDULLAH Phone: (909) 384 -5428 Year Agency Was Founded 19__Zj_ C. Has your agency reeeived FEMA funds in the past? [Yes] No 1998199 FEMA XVIII grant S70,000 D. Doers your agency receive FEMA funds from another jurisdiction? Yes [ No] If yes, how much and from which jurisdiction? E. Eligibility of Agency (circle applicable answers) 1 _ Does the agency have a voluntary board? Yes [ No] (Attach a list of board members, including phone, address, and position) 2. Does the agency have an IRS classification? [Yes] No Check applicable designation. Government X or Private Nonprofit (501.C.3. or 501.C.4.) (Please attach IRS forms.) 3. Are services free of charge? [Yes] No If no, explain, and list fees charged for services. Use attachment if necessary. F. Indicate when your organization is available to assist people with FEMA funded services (for example Mon., Wed., Fri., 11:00 AM -1:00 PM., 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. Number of distribution sites 1 Location of sites (City only, not address): WESTSIDE COMMUNITY SERVICE CENTER Days: MONDAY THRU FRIDAY Hour (from-to): 9:00 A.M. - 4:00 P.M. BY APPOINTMENT) (909) 384 -5428 FEMA XVIII Page 2 Agency Name: WESTSIDE COMMUNITY SERVICE CENTER SECTION /L DEMONSTRATED EFFECTIVENESS A. Bdefty 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 (outcomes). The Westside Community Service Center is a multi- service center in the Parks, Recreation & Community Services Department. The Center services the entire City of San Bernardino. However, the Center is demographically positioned in an area where 70% of the population 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. Currently this Center is the only center that offers such a wide range of services to the immediate area. B. If you are applying for shelter funds (including rent/mortgage): • 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) C. _ If you are applying for food funds: • Average number of meals provided per person 1 meals • Do you charge recipients for food? _Yes X No If yes -is there a waiver for some recipients? _Yes _No How many? (explain) SECTION !//..ACCOUNTING AND FISICAL REPORTING ABILITY A. Does agency have a working accounting system? [Yes] No B. Who handles the accounting system for the agency? (Specify name of staff, professional title, volunteer, or accounting firm). Rogers, Anderson, Malody & Scott, LLP Certified Public Accountants C. Briefly describe agency's internal control of program accounts. Include accounting method, types of ledgers_ and reports, and approval process. See attached form D. Describe the administrative procedures you will employ to ensure accurate reports and fiscal control. The Center Manager will ensure that all participants meet program require- ments and submit necessary documentation to substantiate need. Once the need has been established, steps stated in Section D are followed. Progress E. Agency submits an audit by an outside CPA (AICPA Statement of Auditing reports are submi tted to Standards No. 58) (agencies with an operating budget of $100,000 or more). [ Yes] No the local boa, F. Attach a list of all sources of income for the latest fiscal year. Include funding source, contact person and contact phone number, and purpose of funding. You may group smaller sources and individual donations. You may omit "contacts" and "phone" for individual gifts. The Westside Community Service Center is a City of San Bernardino Social Service Department funded by the City General Fund and no other funds are solicited or received for operation of the Center. A copy of the City budget is for your information. i FEMA XVIII Page 3 Agency Name WESTSIDE COMMUNITY SERVICE CENTER SECTION W AGENCY REQUEST A. FOOD - Estimated cost per person per meal: No. Meals Served Meals (soup kitchen) Cost Per Meal Reques t Other food (vouchers, brown bag etc.) 11,200 $ .90 Supplies/Equipment`) (paper plates, cups etc.) Number of distribution sites Location of sites (City only, not address): B. SHELTER— Estimated cost per night per person: No. nights Cost per night/ Per person Request Mass Shelter Other Shelter (vouchers, etc.) 1,200 $12.50 $15,000.00 Equipment 8, Supplies') C. RENTAIJMORTGAGE ASSISTANCE No. Bills $ Average Bill Re uest Rental/Mortgage Assistance 60 $500.00 $302000.00 D. UTILITY ASSISTANCE No. Bills $ Average Bill Reques t Utility Assistance 90 $160.00 $14,400.00 E. ADMINISTRATION REQUESTED (1.5% maximum) $ 1.043.70 TOTAL FOR FEMA XVIII REQUESTED (A +B +C +D +E) $ 70,000.00 (carry over this total $ figure to Section l A, page 1) ') Equipment/ supplies may not exceed $300 per item, and needs FEMA Board approval (attach list). FEMA XVIII Page 4 AGENCY NAME: WESTSIDE COMMUNITY SERVICE CENTER SECTION V. DISTRIBUTION, COALITION & NETWORKING A. How will you obtain and distribute food: grocery boxes or bags; prepared meals; or vouchers to restaurants or to grocery stores, or precisely what mix of these: We purchase bulk food items from discount grocery stores and distributes boxes to families from the center site according to size. Will you be using a food bank? Yes [No] If yes, which food bank: If no, explain: B. 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. (add separate page, if needed) The Center plans to purchase bulk food items from discount grocery stores and distribute according to family size. This Center will also purchase Gift certificates that will be given to persons who have special diets and to persons without cooking facilities for four 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. TH.is Center provides services to all eligible clients. However, when necessary and -in order not to duplicate services, the Center networks with the following agencies: see attached. 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 XVIII and adhere to all other applicable rules and regulations to the fullest extent possible. Betty Dean Anderson Mayor Pro Tem July 21, 1999 Annie F. Ramos, Director July 21, 1999 Board Chair Date Executive Director Date Attach the following: (without these, your application will be incomplete, and will not be considered for funding) • Current Board Directors Roster • IRS form 1501 ©(3) (new agencies only) • Agency Organization Chart (volunteer and staff) • A list of all sources of income for the latest fiscal year ■ Most recent financial report (monthly or quarterly) • Most recent audited year -end report • List of equipment and /or supplies to be purchased SECTION III. ACCOUNTING AND FISCAL REPORTING ABILITY C. The Westside Community Service Center screens, records and initiates requests for payment for all vendors and submits invoices for auditing and recording by the department and city accounting system and which are paid by the City Finance Department SECTION IV. DISTRIBUTION, COALITION & NETWORKING • CATHOLIC CHARITIES • FRAZEE COMMUNITY CENTER • HOME OF NEIGHBORLY SERVICES • COMMUNITY SERVICES DEPARTMENT • CHRIST TEMPLE CHURCH • ST. PAUL A.M.E. CHURCH • SALVATION ARMY • OPTION HOUSE