City Non-Profit Contracting Task Force
City Non-Profit Contracting Task Force
July 11, 2002
1:00-3:00 p.m.
Minutes
Present:
Representing Non-Profit Community:
Jim Illig, Project Open Hand
Tony Michelini, Catholic Charities of the Archdiocese of San Francisco
Tiffany Mock-Goeman, Continuum
Sandy Mori, Kimochi, Inc.
Representing City Departments:
Judith Blackwell, Office of Contract Administration
Gene Coleman, Department of Human Services
Dave Curto, Department of Human Services
Winna Davis, Mayor?s Children, Youth & their Families
Ed Harrington, Controller
Larry Ross, Department of Aging & Adult Services
Monique Zmuda, Department of Public Health
Others: Staff:
John Haskell, Controller?s Office Henny Lee, Department of Administrative Services
Bill Jones, Office of Contract Administration Rebecca Kinney, Department of Administrative Services
Galen Leung, Department of Public Health Angela Karikas, Office of the City Attorney
Michelle Ruggels, Department of Public Health
Glynn Washington, SF Human Services Network
Winnie Xie, Department on the Status of Women
The meeting was called to order by co- Chair Blackwell at 1:12 P.M.
Consent Calendar
The June 27 minutes were unanimously approved.
Report of the Co-Chairs
Illig, who chaired the last meeting, summarized the meeting minutes.
Blackwell announced that Henny Lee has put the Task Force?s web page on the City?s web site; www.sfgov.org Under ?Quick Links?, click on ?Departments & Agencies?. Select letter ?C?. Click on ?City Non-Profit Contracting Task Force?.
Nature & Timing of Report to Board of Supervisors
Item was tabled.
Recommendations from the Master Contract Committee
The Task Force unanimously approved the following recommendations:
6.1 Agreement on streamlining and approving contract including:
? Central depository of documents for compliance
? Online approval capability
? Consolidation of documents
6.2 Where appropriate, consolidate contracts across departments
6.3 Increased automation where possible
Recommendations from the Best Practices Committee (7.1 ? 7.9)
The Task Force unanimously approved the following recommendations:
7.1 Establish a procedure to acknowledge compliance status with basic City requirements for non-profit organizations.
7.3 The City shall establish accounting principles for non-profits.
7.4 All reporting functions (programmatic and fiscal) should move toward electronic submission to include electronic fund transfers.
7.5 Establish on-line (user-friendly) reporting forms with instructions for use.
7.7 Wherever possible, Site Monitoring Reviews should be performed jointly by funding agencies for program issues and fiscal site visits should rely on other City department visits within a twelve-month period.
7.8 Site Monitoring Reviews can be waived if audits or site monitoring by other regulatory agencies address the Department?s Site Monitoring Review objectives.
The following item was tabled:
7.2 Contractual requirements should reflect the minimum requirements of the funding source.
The following items were deleted:
7.6 Standardize RFP responses to one hardcopy and either electronic or diskette submission for any additional copies required by procuring agency.
7.9 Consolidation of funding from various departments into a primary or lead Department to administer the overall contract for a not for profit.
Discussion related to Issues & Recommendations:
Item was discussed but no action was taken.
New Business
Illig distributed a copy of a letter from the Mayor to all Department heads. This item is to be added to the next agenda.
At that time, the Task Force decided to change the wording from ?New Business? to
?Agenda Items?.
Public Comment
Ruggels suggested language that modified recommendation 7.7 above.
Xie commented on site visits.
Adjournment
The meeting was adjourned at 2:45 PM.
