City Non-Profit Contracting Task Force
April 2, 2003
10:00 a.m. - 12:00 p.m.
Corrected
Minutes
(Corrections, consistingof additions noted in bold type and underlined and deletions noted with strikethroughs,were submitted by the Department on the Status of Women, and approved by thetask force on April 9, 2003
Present:
Representing Non-Profit Community:
Bruce Rice, Huckleberry Youth (representing JimIllig, Project Open Hand)
Salvador Menjivar, Hamilton Family Center
Tony Michelini, Catholic Charities of theArchdiocese of San Francisco
Tiffany Mock-Goeman, Continuum
Judith Stevenson, Baker Places, Inc. (representingSandy Mori, Kimochi, Inc.)
Nancy Rubin, Edgewood Center
Jonathan Vernick, Baker Places, Inc.
Representing City Departments:
Judith Blackwell, Office of Contract Administration
Gene Coleman, Mayor's Office of CommunityDevelopment
Dave Curto, Human Services
Winna Davis, Dept. of Children, Youth, &Their Families
John Haskell, Controller's Office (representingEd Harrington)
Anne Okubo, Dept. of Public Health
Others: Staff:
Sybil Boutilier, Public Library Bob Davis. Deptof Admin. Services
Deborah Gordon, Controller's Office HennyLee, Dept of Admin. Services Bill Jones, Office of Contract Administration
Ben Kawamura, Office of Contract Adminstration
Carmen LeFranc, Controller's Office
Debbi Lerman, S.F. Human Services Network
Michelle Long Dixon, Dept of Public Health
Artina Lim, Dept of Children, Youth &Their Families
Brenda Walker, Dept of Public Health
Rich Waller, Office of Contract Administration
Mike Ward, Office of Contract Administration
Winnie Xie, Commission on the Status ofWomen
Co-Chairs Blackwell and Rubin called the meetingto order at 10:15 A.M.
Consent Calendar
Motioned, seconded and approved the March 19, 2003 Meeting Minutes
Motioned, seconded and approved minute structure; votes & actions, charts, and attachments as reflected in the April 2, 2003 Meeting Minutes.
Report of the Co-Chairs
Discussion & Possible Action Items:
The following notes are taken from the flip charts as written by Co-ChairRubin in leading the task force's discussion and possible action on Items5 and 6 on the April 2 Agenda. Portions have been edited and reorganized forcontinuity. Text enclosed in brackets, [ ], are provided by the task forcestaff for clarity, additional related information, and/or to summarize thediscussion:
[Establish] Accounting Principles for Non-Profits: [Agenda Item 5,Recommendation #4]
[The Controller's representative requested that the task force discussand provide guidance on the scope of this recommendation so that they maystart to work on it. It was agreed at the end of the discussion that the Controller'sOffice would report back to the task force in one month's time, May 7 Meeting,regardingtheir progress.]
- Consultant, a pooled fiscal agent, [to provide accounting expertise/assistance]for [smaller] non-profits [having difficulties with or lacking resourcesin this area on a] voluntary [basis]
- Use OMB standards for all contracts - Controller to use OMB to set standardsand combine with City's needs
- Only use minimum standards of funding source - not Federal [standards]if no Federal dollars
- Consistency in allowable costs
- Controller to use specific examples for accounting guidelines - blackand white [no ambiguity]
- Technical assistance for standard implementation
- Common standard accounting principles and controls - which agencies [non-profits]need more oversight [through] risk assessment focus
- Guidelines to assist small CBOs [community based organizations - non-profits]
- What is mandatory principle?
- Clarification/consistency regarding administration [of accounting principles]
Goal: Standardize accounting principles for all contracts
Product: Citywide accounting guidelines for all contracts:
- Focus on risk assessment using Dept of Public Health [DPH] as model
- Address how small agencies can meet standards
Mayor's of Community Development Model: [MOCD, Agenda Item 6.1, seeAttachments A, B & C for documents reviewed as part of the followingdiscussion]
- All $ [funding] is [from] Federal - HUD
- 90% are continuing contracts - minimal problems
- Multi-year funding for agencies [non-profits] that are in [fiscal year]2002-2003 are outstanding
- Minimal reporting requirements for neighborhood centers - general support
- Collaboration with Dept. of Children, Youth and their Families [DCYF]and the Dept. of Aging & Adult Services [DAAS] to share database regardingservices [provided by contractors]; clients, program reports, invoices -Note; review with [for] standard[ized] forms
- Reporting requirements; monthly - internal, mid-year - Federal requirement(?),end-of-year - Federal requirement
Concerns Regarding MOCD Model:
- Requires the signature of the President [Chair of] Board of Directors[of contracting non-profit] on [monthly invoices]
- Attaching payroll documents to invoices
- Establish standardized best practice for invoicing, signatories for allagencies
- Review database development in various depts.; DPH, Office of ContractAdministration, MOCD, DAAS, DCYF to eliminate duplication and coordinatedevelopment
- Frequency of reporting requirements
- Required signatures for reports
- Board resolution authorizing the Controller's required signature
- What standards will be used in consolidation of MOCD, DCYF and DAAS [databases]
Dept. of Children, Youth and their Families - Timeline for ConsolidatingContract [Agenda Item 6.2, see Attachment D]
[The representative from DCYF briefly explained that their timeline for consolidatingmultiple contracts with the same non-profit contractor is July 1, 2004. Therepresentative explained that all currently funded non-profits have two-yearcontracts expiring June 30, 2004. Multiple contracts may then be consolidatedbeginning with the new Request for Proposal cycle in the Spring 2004.]
Department on the Status of Women - Contracts and Documents: [DSW,Agenda Item 6.3, see Attachment E, reviewed as part of the following discussion]
- 29 [violence against women] programs
- 20 agencies [non-profit contractors]
- 3 to 4 agencies have multiple appendices [contracts]
- Could consolidate
by service categoryies[reduce the service categories from eight to less than eight, becausethe current contracts are already awarded (consolidated) by service category.] - Funding source: General Funded - marriage license fees
- Provide lists of eligible expenses
- Work plan required per exhibit
- Does not have systematic monitor[ing processes]
- Programs do
not self-evaluate semi-annually - Currently hiring evaluator [contractor/consultant] to develop tools formonitoring
- All reports are developed by DOSW - no requirements from funding streams[source]
- Other departments ask for reporting information
- Establish 15% indirect
minimum cost maximum - Budget - also report total funding for review
or should it be reported by percentage of funds - Should the programs report data according to percentage of funds?
Public Comment
Public comments were solicited at the end of each discussion topic and before the start of the next agenda item. The representative from the Public Library indicated that beyond the reporting requirements of the funding source that often times commissions and other internal requirements create additional needs for information which is then passed on to the contractor.
Adjournment
The meeting was adjourned at 12:15 P.M.
Attachments:
A. MOCD; FY2002/3 Public Services Funded Agencies That Receive Other City Funding
B. MOCD; 2002 Program - Community Development Block Grant, Emergency Shelter Grant and Home Investment Partnership Programs
C. MOCD; sample documents and forms for applying and monitoring San Francisco's Community Development Block Grants (note - this attachment is not available electronically due to the number of pages and types of documents included, contact Henny Lee at 415-554-7036 for a hardcopy of this attachment)
D. DCYF; Timeline for Consolidating Multiple Contracts
E. DSW; Contracts and Documents (note - this attachment is not available electronically due to the number of pages and types of documents included, contact Henny Lee at 415-554-7036 for a hardcopy of this attachment)
