City Non-Profit Contracting Task Force
Regular Meeting Agenda,Schedule and Location
REGULAR MEETING AGENDA
Wednesday, May 7, 2003
10:00 a.m. to 12:00 p.m.
City Hall, Room 421, 1 Dr. Carlton B. GoodlettPlace
ORDER OF BUSINESS
1. CALL TO ORDER
2. ROLL CALL
3. CONSENT CALENDAR
3.1 Approval of the April 30, 2003 Minutes, see attached
4. REPORT OF THE CO-CHAIRS
4.1 Deputy City Attorney to follow-up on questions regards task force discussions outside of scheduled meetings.
5. DISCUSSION & POSSIBLE ACTION ITEM: Recommendation #1, Implementation Plan - Report to the Board of Supervisors; Report from the Implementation Plan Report Committee.
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:.
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.
- AIDS Office to respond to the DPH plan to consolidate contracts - May 14meeting.
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.
- Dept of Children, Youth and their Families model; electronic interface for paying invoices - continued from April 30 meeting.
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.
- Review of DPH model, May 14 meeting
9. 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. Notice of Meeting: The Task Force's Implementation Plan Report Committee meets every Thursday, from 2 p.m. to 4 p.m. in the Conference Room at Continuum Inc., 255 Golden Gate Ave., San Francisco, between Hyde and Leavenworth Streets.
12. 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, CA 94102-4683
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-producing electronic devices are prohibited at this meeting. Please be advised that the Chair may order the removal from the meeting room of any person(s) responsible for the ringing or use of a cell phone, pager, or other similar sound-producing electronic devices.
Chemical-Based Products
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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
