|
iii. Data Collecting, Reporting, and Compliance: (2 pages maximum)
<br />(1) Compliance with State and Local Fiscal Recovery Funds, Compliance and Reporting Responsibilities
<br />The Delhi Center Board of Directors is responsible forformulating financial policies and reviewing operations and activities
<br />periodically, and delegates this oversight responsibility to the Treasurer of the Board and the Finance Committee of which
<br />the Treasurer is the Chair. This responsibility is shared with the Chief Executive Officer and the Associate Director.
<br />Delhi Center's Fiscal Policies and Procedures (P & P) cover the responsibilities, distribution of duties, and oversight
<br />required of the Board of Directors and management staff. The P & P covers all financial transactions, segregation of duties,
<br />internal controls, purchasing and procurement, payroll and time and attendance tracking, document retention, and
<br />signature policies.
<br />For our current food distribution program, the Center uses a google intake form provided by the City of Santa Ana. This
<br />tool captures demographic information and pandemic -related adversities experienced by the client.
<br />Delhi Center uses QuickBooks as its accounting system and grant expenditures are coded by appropriate categories within
<br />the Chart of Accounts. Transactions are entered daily including deposits, payments, invoices, bills, and checks. The Agency
<br />maintains the QuickBooks company file on its local server. Backups are conducted daily and saved to the server
<br />automatically. As part of the month -end process, one person completes a "Verify Data" process within QuickBooks and
<br />saves a special backup afterward, which helps reduce the risk of data file corruption.
<br />Delhi Center uses a payroll company, ADP, to ensure proper documentation of personnel expenses. Staff timecards are
<br />coded to demonstrate hours worked under different funding sources and program components where applicable. An
<br />annual audit is performed by a Certified Public Accountant which also completes the annual tax return and provides
<br />guidance on several compliance issues.
<br />The use of these systems ensures that grant funds are not used for ineligible purposes and that there is no fraud, waste,
<br />or abuse associated with the SLFRF award. Delhi will complywith requirements and submit demographicdata as required
<br />on Negative Economic Impacts and Household Food Assistance programs as required by the SURF.
<br />Delhi Center meets urgent community needs with swift and effective implementation while maintaining a robust
<br />documentation and compliance regime. An intake form will be used to register all participants and provide the necessary
<br />demographics for program eligibility and compliance as well as emergency contact information and liability waivers. The
<br />form includes annual income, household makeup, family composition, and other data points that help us ensure equitable
<br />delivery of government benefits and opportunities to underserved communities. This process may be modified depending
<br />on future COVID-19 closure mandates.
<br />A Deliverables Matrix is used to lay out all program compliance requirements and a log of all residents served is maintained
<br />to keep track of all numbers served by age (adult, children, and seniors). Staff is very experienced in using these
<br />instruments to track and document activities, ensure compliance, identify problems in service delivery, and develop
<br />strategies for improvement.
<br />a) Service to People in a Qualified Service Tract (QCT)/Determination of Disproportionate Public Health or Economic
<br />Outcomes to Target Population
<br />The financial impact the pandemic caused on families is evident in the Delhi neighborhood. Poverty is common and
<br />significant among all residents served at Delhi Center. Client demographics of over 700 Delhi Center program participants
<br />include approximately 83% extremely low-income households and 17% low-income, based on federal guidelines.
<br />Hispanics make up 87% with approximately 63% undocumented, which often translates to the inability of residents to
<br />earn a living wage due to immigration status and language barriers. It is no surprise that 52% of all persons served at Delhi
<br />Center have a median household income of $25,000 or less compared to the citywide median household income of
<br />$54,521. To make matters worse, 40% are female -headed households and 64% of all households served include 5 or more
<br />persons.
<br />The Delhi neighborhood has historically been burdened by the impacts of land use patterns, development, and other
<br />factors as clearly demonstrated by the Environmental Protection Agency. The Delhi neighborhood is one of the most
<br />vulnerable and disadvantaged areas in Santa Ana and suffers from exposure to environmental effects, such as pollution,
<br />groundwater contaminants, traffic, and solid and hazardous waste facilities. The Delhi neighborhood is in the "red zone"
<br />when it comes to health risks, resulting in high rates of asthma, cardiovascular disease, and low birth weight infants as
<br />well as socioeconomic factors such as low educational attainment, linguistic isolation, unemployment, poverty, and
<br />housing insecurity, etc.
<br />
|