City Non-Profit Contracting Task Force
City Non-Profit Contracting Task Force
September 12, 2002
1:00-3:30 p.m.
Minutes
Present:
Representing Non-Profit Community:
Jim Illig, Project Open Hand
Salvador Menjivar, Hamilton Family Center
Tiffany Mock-Goeman, Continuum
Sandy Mori, Kimochi, Inc.
Representing City Departments:
Judith Blackwell, Office of Contract Administration
Gene Coleman, Mayor?s Office of Community Development
Dave Curto, Human Services
Betsy Eddy, Aging & Adult Services
Michelle Ruggels, Department of Public Health
Others: Staff:
Debbie Gordon, Controller?s Office Henny Lee, Dept of Administrative Services
Judith Stevenson, Baker Places, Inc. Rebecca Kinney, Dept of Admin. Services
Monique Zmuda, Controller?s Office Angela Karikas, Deputy City Attorney
The meeting was called to order by Curdo for Co-Chair Blackwell at 1:27 P.M.
Consent Calendar
The September 5 minutes were unanimously approved.
Report of the Co-Chairs
Co-Chair Blackwell reported that Galen Leung of the Department of Public Health will provide the task force an update on the status of the DPH/OCA Documentum Project.
Karikas reported on her conversations with Alameda County procurement managers on their use of ?master? contracts. She now contacting their legal department regarding this same subject.
Recommendations - Monitoring Committee (see attached):
Page 1
The 6th bullet of the findings was amended as follows:
Need for ongoing support of qualified monitors ? clear and consistent level of supervision, and adequate training and creation standard practice.
The last 2 bullets of the findings were combined and amended as follows:
Need for development of on-going partnership to provide a positive approach through improved communication, quality assurance, and technical assistance by qualified personnel.
Page 2
The recommendations were modified as follows:
1. Where appropriate, one joint program monitoring visit per agency, per year, 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.
2. Coordinate citywide response for agencies requiring technical assistance and create a formal methodology to identify technical resources with Departments.
3. 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 turnover, and leadership contract longevity and audit findings.
4. Standard monitoring protocol, language, and definitions should be developed and distributed only at the time of contract execution or by modification.
5. Departments shall solicit feedback and recommendations annually from the agencies regarding the monitoring protocol.
6. Departments shall train monitors to ensure adequate knowledge and understanding of program and services prior to monitoring.
7. Agencies? performance should only be evaluated on items listed or referenced in the contract.
Nature & Timing of Report to Board of Supervisors
The Co-Chairs will draft language of the Report.
Agenda Items
Also, the Task Force may consider scheduling a meeting in addition to the regularly scheduled meetings.
Public Comment
Monique Zmuda commented on Monitoring Committee?s last two findings (see Recommendations above).
Adjournment
The meeting was adjourned at 3:07 PM.
