City Non-Profit Contracting Task Force
Monitoring Committee
Nonprofit Contracting Taskforce
Monitoring Sub-Committee
5/23/02
The group understands "monitoring" to mean the whole process by which a city agency evaluates a CBO- both TA, qualitative, programmatic and fiscally.
Objective vs. Subjective monitoring still needs to be discussed further by group
Getting people to agree on the tools is key to success. Some felt that we probably can’t standardize the forms, but maybe our approach should be using a unified approach in the development of forms and standards.
Would like OCA to send out a letter to agencies requesting their monitoring procedures and forms. Tiffany should draft and send to Judith.
Tiffany will create a survey tool to be sent to HSN members for feedback on their thoughts about monitoring.
Departments shared that there have been some examples of coordinated TA ( Walden, Bayview, CAHGGD (sp?). Possibly look at models of coordinated TA.
ADA and translation services are being monitored more. Need advance notice to agencies that this needs to be more explicitly addressed in responses. Also, training for staff.
Idea of state monitoring being accepted with supplemental info. These unannounced visits more accurately represent services, although it is more intensive and potentially disruptive.
Targeted Monitoring- when there is a significant change in status, problem, complaints, or a new org to ensure success of services. There is not a formal process for determining when a targeted monitoring is necessary. Good opportunity for collaborating between city agencies.
Standardization of monitoring report language. Confusion over next steps with responses. Communication is especially important for items outside the purview of the contract.
Create a formalized process for feedback on relationship with contract monitor in the spirit of partnership and service improvement.
Regular communication us critical to success of relationship.
Consideration of utilizing or wasting resources in the site visit/monitoring (including ED, BOD members and other direct services staff) waiting around in case the team has questions.
NEXT STEPS:
Ask OCA to send letter to city agencies for monitoring procedures and forms
Ask HSN to send out brief survey on contractors’ access of monitoring and suggestions for change.
