City Non-Profit Contracting Task Force
Regular Meeting Agenda, Schedule and Location
REGULAR MEETING AGENDA
Wednesday, May 28, 2003
10:00 a.m. to 12:00 p.m.
City Hall, Room 421, 1 Dr. Carlton B. Goodlett Place
ORDER OF BUSINESS
3. CONSENT CALENDAR
3.1 Approval of the May 21, 2003 Minutes
4. REPORT OF THE CO-CHAIRS
5.1 Determine the need for an extension from the Board of Supervisors to complete the report.
5.2 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.
- Continue discussions on indirect cost.
The following is from the May 14 Meeting Minutes regarding same:
- Currently the definition and percentage of what is covered by indirect cost varies by funding source and by department.
- The general fund component of contract funding often times is used to cover indirect costs.
- Non-profits would like guidelines as to what are acceptable indirect costs.
- Departments feel that developing such standards will cause less flexibility for both departments and non-profit contractors.
- Non-profits need an appeals process to question what charges are covered under indirect costs.
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.
- 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 Citywide 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.
8. 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.
- Review Appendix (Exhibit) A of the P-500 Professional Services Contract.
The next meeting’s agenda will be determined.
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
ADDITIONAL INFORMATION:
Please see the City No-Profit Contracting Task Force 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
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