10:00 a.m. to 12:00 p.m.
City Hall, Room 421, 1 Dr. Carlton B. Goodlett Place
ORDER OF BUSINESS
1. CALL TO ORDER
2. ROLL CALL
3. CONSENT CALENDAR
3.1 Approval of the April 23, 2003 Minutes, see attached
4. REPORT OF THE CO-CHAIRS
5. DISCUSSION & POSSIBLE ACTION ITEM: Recommendation #1, Implementation Plan - Report to the Board of Supervisors; review, prioritize and reorder recommendations.
6. DISCUSSION & POSSIBLE ACTION ITEMS: Monitoring Recommendations
6.1 Recommendation #11: Whenever possible, coordinate one joint program monitoring visit per year per contract by a lead City department. Departments will provide timely written notice of 14 days as well as a timely written report back within 30 days, if possible, but not beyond 90 days. Fiscal site visits should utilize other City department visits within a twelve-month period:
- Motioned, seconded and approved at the April 16 & 23 meetings that the each of the departmental representative will provide the following information to the task force for discussion:
· Number of full time employees engaged in fiscal and program monitoring
· Number of professional services contracts with non-profits
· Number of non-profit contractors with professional service contracts
· Total dollar value of non-profit contracts.
· Number of contractor for which the department is the one under contract and where the department is 1 of 2, 1 of 3, 1 of 4, etc. departments under contract with the same contractor.
· Identity of those departments and number of contracts with which the department shares or co-funds contractors.
· Number of contractors where the department based on dollar size might and might not be the lead department.
· Where it is not appropriate to provide the information across departments then provide it across divisions within your department, as in the case of DPH.
· Staff engaged in conducting audits. If auditing is contracted out then annual amount spent on this function.
· Any additional staff and/or cost for contract management.
The following departments will provide the all the above requested information at the next meeting:
· Department on Children, Youth and their Families
· Department of Human Services
· Mayor's Office on Community Development
- Criteria for selection of lead monitoring entity - continued from last meeting:
- Controller to provide a complete list of all non-profit contractors, the departments contracted, dollar amounts, and tiered by the type of non-profit contractors.
6.2 Recommendation #12: Develop standard monitoring protocol, language and definitions in advance with providers for purposes of improving contracts to be distributed at the time of contract extension.
- Use Dept. of Public Health model as a basis for discussion.
6.3 Recommendation #15: Conduct risk assessment of programs or agencies by auditing or monitoring the agency in an appropriate fashion including but not limited to performance, financial stability, staff turnover, leadership, contract longevity, and audit findings with the goal of implementing tiered monitoring based on risks
6.4 Recommendation #5: Waive site-monitoring reviews if audits or site monitoring by other regulatory agencies address the department's site monitoring review objectives.
6.5 Recommendation #4: Establish accounting principles for non-profits.
- Controller representative to discuss at May 7 meeting
6.6 Recommendation #13: Provide training for monitors to ensure adequate knowledge and understanding of program and services prior to monitoring.
7. DISCUSSION & POSSIBLE ACTION ITEMS: Contracting Recommendations
7.1 Recommendation #6: Consolidate contracts, where appropriate, from various Departments into a primary or lead department to administer the overall contract for a nonprofit.
- Guidelines for identifying and consolidating contracts.
- Criteria and protocol for assignment to primary/lead department.
- Responsibilities of both primary/lead and supported departments.
7.2 Recommendation #7: Develop methods for streamlining contract approvals including: a) central depository of documents for compliance; b) on-line approval capability; and c) consolidation of documents. Consolidate contracts, where appropriate, from various depts. into a primary or lead department to administer the overall contract for a nonprofit.
- Dept. on Aging and Adult Services Task Force representative to report on the advantages of their contracting model presented during their presentation and to respond to the concerns raised at the March 19 meeting, including timeline for the consolidation of contracts - see Attachment A.
- Multi-year archiving of documents in central depository; length of retention.
7.3 Recommendation #2: Establish a procedure to acknowledge compliance status with basic City requirements for non-profit organizations.
7.4 Recommendation #10: Develop and process documents early in the cycle to assure timely payment for ongoing services.
7.5 Recommendation #14: Coordinate City-wide response for agencies requiring technical assistance and create a formal methodology to identify technical resources within depts.
7.6 Recommendation #9: Create a review/appellate process for substantive changes to standardized requirements.
7.7 Recommendation #3. Ensure that contractual and grant requirements imposed on non-profits be the minimum requirements set by the funding source. Additional requirements should only be added by Board of Supervisors policy.
7 DISCUSSION & POSSIBLE ACTION ITEMS: Automation & Standardized Forms Recommendations
8.1 Recommendation #8: Increase automation where possible.
8.2 Recommendation #16: Develop electronic submission for all reporting functions (programmatic and fiscal) to include electronic fund transfers.
8.3 Recommendation #17. Establish on-line (user-friendly) reporting forms with instructions for use.
8.4 Recommendation #18. Create a standard and simplified set of forms that: a) do not duplicate data from one section to another; b) are consistent, simplified, and non-duplicative; c) allows contractors to provide all needed data in a standardized format for all departments; and d) reflects the minimum requirements of the funding source.
8. AGENDA ITEMS:
10. PUBLIC COMMENT
Opportunity for members of the public to address the City Non-Profit Contracting Task Force on items of interest to the public that are within the subject matter jurisdiction of the City Non-Profit Contracting Task Force. Additionally, public comment will be taken on each agenda item.
11. ADJOURNMENT
For additional information on the City Non-Profit Contracting Task Force,
please see our pages on the City's web site at http://www.sfgov.org/site/npcontractingtf_index.asp, or
call Henny Lee at (415) 554-7036, or Bob Davis at (415) 554-7793.
KNOW YOUR RIGHTS UNDER THE SUNSHINE ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, boards, councils and other agencies of the City and County exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. For more information on your rights under the Sunshine Ordinance (Chapter 67 of the San Francisco Administrative Code) or to report a violation of the ordinance, contact the Sunshine Ordinance Task Force. Copies of the Sunshine Ordinance can be obtained from the Clerk of the Sunshine Task Force, the San Francisco Public Library and on the City's web site at www.sfgov.org/bdsupvrs/sunshine/ordinance. Or, obtain a free copy of the Sunshine Ordinance at the following address:
Donna Hall, Sunshine Ordinance Task Force Administrator
City Hall, Room 409, One Dr. Carlton B. Goodlett Place, San Francisco, CA94102-4683
Office: (415) 554-7724 Fax: (415) 554-5163
SOUND-PRODUCING ELECTRONIC DEVICES PROHIBITED
The ringing of and use of cell phones, pagers and similar sound-producingelectronic devices are prohibited at this meeting. Please be advised thatthe Chair may order the removal from the meeting room of any person(s) responsiblefor the ringing or use of a cell phone, pager, or other similar sound-producingelectronic devices.
Chemical-Based Products
In order to assist the City's efforts to accommodate persons with severeallergies, environmental illness, multiple chemical sensitivity or relateddisabilities, attendees at public meetings are reminded that other attendeesmay be sensitive to various chemical-based products. Please help the Cityto accommodate these individuals.
Discussion & Possible Action Items:
The following notes are taken from the flip charts as written by Co-Chair Rubin in leading the task force's discussion and possible action on Items 5 and 6 on the March 19 Agenda. Portions have been edited and reorganized for continuity. Text enclosed in brackets, [ ], are provided by the task force staff for clarity, additional related information, and/or to summarize the discussion:
Department of Aging and Adult Service [DAAS] Model:
Request for Proposals every 4 years 90% use federal requirements as baseline Additional requirements include State - "Get Care" and City Blended funding [from federal, state and city] not apparent in contract documents 45 contractors [with] 58 contracts [totaling approximately] $17 million; [Contracts funded by] 1/3 from Federal and State - requires matching funds; Federal at 10% and State at 5%, and 2/3 from [City's] general fund [Utilize] same format for reimbursement requests, [maintaining] budgets, and close-out [contracts] Blend Federal and State funding into local timing for all contracts blending Federal and State [City fiscal period is from July 1 through June 30] [Able to blend into local timing because] no federal claims - just entitlements
Concerns Regarding DAAS Blended Model:
All requirements are applied to all contracts regardless of funding source Discreet units [of service] in the blended contract require different reporting Micro-managing of contract and monitoring administration Require additional audits beyond independent audit Construction of match [matching funds] - is it county agency [department] or CBO [responsibility] to report match Why is DAAS tracking match [matching funds] Tracking of non-COA dollars [Commission of Aging funds, same as blended funds] How do CBOs track leverages [matched funds] Budgeting and invoicing are too detailed and overly burdensome Nutrition contracts still separate
Next Steps - DAAS Task Force representative to report back in 3 weeks regarding:
Advantages of [their] model Responses to [above] concerns
