City Non-Profit Contracting Task Force
March 19, 2003
10:00 a.m. – 12:00 p.m.
Minutes
Present:
Representing Non-Profit Community:
Jim Illig, Project Open Hand
Salvador Menjivar, Hamilton Family Center
Tony Michelini, Catholic Charities of the Archdiocese of San Francisco
Tiffany Mock-Goeman, Continuum
Sandy Mori, Kimochi, Inc.
Nancy Rubin, Edgewood Center
Jonathan Vernick, Baker Places, Inc.
Representing City Departments:
Gene Coleman, Mayor’s Office of Community Development
Dave Curto, Human Services
Winna Davis, Dept. of Children, Youth, & Their Families
John Haskell, Controller’s Office (representing Ed Harrington)
Anne Okubo, Dept. of Public Health
Larry Ross, Dept. of Aging & Adult Services
Others:
Michelle Long Dixon, Dept of Public Health
Debbi Lerman, S.F. Human Services Network
Artina Lim, Dept of Children, Youth & Their Families
Marti Paschal, Supervisor Maxwell’s Office
Bruce Rice, Huckleberry Youth
Judith Stevenson, Baker Places, Inc.
Winnie Xie, Commission on the Status of Women
Staff:
Henny Lee, Dept of Admin. Services
Co-Chair Rubin called the meeting to order at 10:10 A.M.
Consent Calendar
The 3/12/03 Minutes were approved as amended, see Attachment A
Amendment consisted of clarifying sentence submitted by the Controller’s Office, references to the attachments, and a section at the end of the minutes listing the attachments.
Report of the Co-Chairs
Ms. Rubin indicated that she would not be available for approximately six meetings but will coordinate with Ms. Blackwell to chair those meetings.
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] 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
Department of Human Services (DHS) Implementation Plan: [to consolidate contracts]
[DHS Task Force representative distributed and presented their implementation plan, see Attachment B]
Mayor’s Office of Community Development (MOCD) Handouts
[MOCD Task Force representative distributed handouts for next week’s scheduled discussion, see Attachments A, B & C of the March 26 Agenda]
Other Discussion & Possible Action Items:
Consistent with adopted Meeting Ground Rule No. 10, "An item will only be revisited if by unanimous decision of Task Force present the following occurred. Jim Illig moved that the task force meetings be changed to another day and time other then the current Wednesday, 10 a.m. to 12 p.m. time slot. Mr. Illig explained he and another task member, Mr. Larry Ross, need to attend Finance Committee meetings for the next of couple of weeks scheduled for the same day and time. Mr. Illig would like the task force to revisit its previous decision so that he and the other task member would not have a scheduling conflict. His motion was seconded but the vote was not unanimous.
Public Comment
A speaker indicated that the task force needed to identify the best practices and areas of concern for each represented departments.
Adjournment
The meeting was adjourned at 12:10 P.M.
Attachments:
A. March 12, 2003 Meeting Minutes, Corrected, with attachments
B. DHS Implementation Plan for Contract Consolidation by CBO, March 19, 2003
