City Non-Profit Contracting Task Force

Summary of Recommendations 09/12

No.	Recommendations - Agendized for Discussion and Possible Action	Date
CM5	Standardization of monitoring language	8/15
CM6	Develop more formal protocol for regular review and assessment of monitoring relationship between department and agency- create reciprocal assessment of department by agencies	8/15
CM7	Training for monitors to ensure adequate knowledge and understand of program and services prior to monitoring	8/15
TF1	Fiscal monitoring	8/15
TF2	Creation of an appellate process to resolve issues or disputes that arise after the Report is issued.	8/15
TF3	Possible assignment of outside fiscal monitoring agency	8/15
No.	Recommendations - Approved	Date
BP1	Establish a procedure to acknowledge compliance status with basic City requirements for non-profit organizations.	7/11
BP2	Contractual and grant requirements should be set by the Board of Supervisors through policies that are no more than the minimum requirements set by the funding source.	8/8
BP3	The City shall establish accounting principles for non-profits.	7/11
BP4	All reporting functions (programmatic and fiscal) should move toward electronic submission to include electronic fund transfers.	7/11
BP5	Establish on-line (user-friendly) reporting forms with instructions for use.	7/11
BP7	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.	7/11
BP8	Site Monitoring Reviews can be waived if audits or site monitoring by other regulatory agencies address the Department's Site Monitoring Review objectives.	7/11
BP9	Wherever possible, consolidate funding from various departments into a primary or lead Department to administer the overall contract for a non-profit.	8/8
CM1	One joint program monitoring visit per year per contract coordinated by lead City Department with 14 days timely written notice and a timely written report back within 30 days, if possible, but not beyond 90 days.	7/18
CM2	Coordinate City-wide response for agencies requiring technical assistance and create a formal methodology to identify technical resources within Departments.	7/25
CM3	Risk assessment of programs or agencies should be conducted by auditing or monitoring the agency in an appropriate fashion including but not limited to performance, financial stability, staff turn-over, leadership, contract longevity, and audit findings.	8/8
CM4	Standard monitoring protocol developed in advance with providers for purposes of improving contracts will be distributed at the time of contract execution.	7/25
MC1	Agreement on streamlining and approving contract including; a) central depository of documents for compliance, b) on-line approval capability, and c) consolidation of documents.	7/11
MC2	Where appropriate, consolidate contracts across departments	7/11
MC3	Increased automation where possible	7/11
SF1	Create a standard and simplified set of forms: a)Does not duplicate data from one section to another. That forms are consistent, simplified, and non-duplicative. B) Allows contractors to provide all needed data in a standardized format for all departments. c) Reflects the minimum requirements of funding source.	6/27
SF2	Reconfigure the (Standardized Forms) committee to include broader & more specific representation: Current; Baker Places, CYO, DHS, DPH, OCA & DAAS, Add; other non-profits, MOCD & DCYF; Delete; OCA	6/27
No.	Recommendations - Deleted	Date
BP6	Standardize RFP responses to one hardcopy and either electronic or diskette submission for any additional copies required by procuring agency.	7/11