City Non-Profit Contracting Task Force
March 12, 2003
10:00 a.m. – 12:00 p.m.
Corrected
Minutes
(Corrections are additions in bold and underlined, and consist of a clarifying sentence submitted by the Controller’s Office, references to appropriate attachments, and a section at these end of minutes listing all of the attachments. )
Present:
Representing Non-Profit Community:
Jim Illig, Project Open Hand
Salvador Menjivar, Hamilton Family Center
Tiffany Mock-Goeman, Continuum
Tony Michelini, Catholic Charities of the Archdiocese of San Francisco
Don Frazier, Walden House (representing Sandy Mori, Kimochi, Inc.)
Bruce Rice, Huckleberry Youth (representing Nancy Rubin, Edgewood Center)
Judith Stevenson (representing Jonathan Vernick, Baker Places, Inc.)
Representing City Departments:
Judith Blackwell, Office of Contract Administration
Gene Coleman, Mayor’s Office of Community Development
Dave Curto, Human Services
Winna Davis, Mayor’s Office of Children, Youth, & Their Families
Anne Okubo, Dept. of Public Health
Larry Ross, Dept. of Aging & Adult Services
John Haskell, Controller’s Office (representing Ed Harrington)
Others:
Michelle Long Dixon, Dept of Public Health
Debbi Lerman, S.F. Human Services Network
Michelle Ruggels, Dept. of Public Health
Mike Ward, Office of Contract Administration
Winnie Xie, Commission on the Status of Women
Monique Zmuda, Office of the Controller
Staff:
Rebecca Kinney, Dept. of Admin. Services
Henny Lee, Dept. of Admin. Services
Co-Chair Blackwell called the meeting to order at 10:12 A.M.
Consent Calendar
The 3/5/03 Minutes were approved. Blackwell suggested that the time allotment under "Next Week Agenda" be grouped instead of 1/3 for analysis and 2/3 for models. The Task Force concurred.
Report of the Co-Chairs
Blackwell reported that she received notice from Co-Chair Rubin that she will be unable to attend 6 upcoming meetings.
Discussion & Possible Action Item:
The following notes are taken from the flip charts as written by Co-Chair Blackwell in leading the task force’s discussion on the March 12 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 Public Health (DPH) Plan: [to consolidate contracts, see Attachments A & B]
§ One year contracts with/not to exceed amounts
§ Award letter and encumbered amount smaller [than not-to-exceed amount]
§ General fund [general funded contract] only
§ Consolidated by DPH divisions, then by community based organizations (CBO) [service providers], then by funding source
§ [Consolidate contracts from] Mental Health & Substance Abuse [as the] Pilot
Methodology and Concerns:
§ Not to Exceed amount in contracts includes larger expected amounts
§ Encumber only known amounts
§ Current process with the Controller [is to] certify the encumbered amount
§ Proposes certification of-not-to-exceed amount which is larger would include pending grants
§ [Doing so however would result in] Controller’s documents [purchase orders used to encumber funds against contracts] will no longer be a relevant instrument for controlling expenditures [Contract documents will no longer be a relevant instrument to control of expenditures]
Department of Human Services (DHS) Plan: [to consolidate contracts]
§ Consolidate multiple multi-year contracts into master multi-year master contract within department
§ [Consolidate] by CBO [with] multiple programs under one contract [and] funding source
Concerns:
§ [Combined contract amounts would] quickly hit [the] $10 million BoS limit [All contracts more than $10 million must be approved by the Board of Supervisors}
§ Staffing issues, will end [current practice] of staggering [begin and end dates of contracts]
Department of Children, Youth and Families (DCYF): [to consolidate contracts]
§ Consolidate by CBO
§ Work on-line for contracting, invoicing & implementation
§ Budget, work plan, outcomes, units of service [are also] on-line
Note: Mayor’s of Community Development (MOCD) is exploring the same MIS [management information system] system
Concerns:
§ MIS Limits regarding multiple budgets [more than one funding source per each] on-line [contract]
General Concerns:
Roll[ing] out citywide good practices regarding consolidation [efforts] developed by departments, such as;
§ Forms consolidation [within] DPH
§ MIS innovation [implemented] in DCYF
Homework: [and for discussion at the next meeting on March 19]
1. DHS will bring a proposed implementation plan [for consolidating contracts]
2. All [task force members representing city department to] bring samples [of] monitoring documents & standardized monitoring forms – ½ of meeting time, including;
§ Department of Human Services
§ Department of Aging & Adult Services
§ Department of Children, Youth & their Families
§ Mayor’s Office of Community Development
3. Joint monitoring – ½ of meeting time
Public Comment
No public comment.
Adjournment
The meeting was adjourned at 11:55 A.M.
Attachments
A. DPH Contract Reform, Contractors Association, February 27, 2003
B. DPH Proposal on Contract Consolidation, CNPCTF, March 12, 2003
