City Non-Profit Contracting Task Force
April 9, 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.
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.
Judith Stevenson, Baker Places, Inc. (representing Nancy Rubin, Edgewood Center)
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, 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 and Adult Services
Others: Staff:
Carlos Balladares, Dept of Public Health Bob Davis. Dept of Admin. Services
Margery Brooks, Dept of Public Health Henny Lee, Dept of Admin. Services Marco Bruno, Dept of Telecommunication &
Ben Kawamura, Office of Contract Administration
Debbi Lerman, S.F. Human Services Network
David Newcomer, Dept of Aging and Adult Services
Bruce Rice, Huckleberry Youths
Rich Waller, Office of Contract Administration
Alternate Chair Sandy Mori called the meeting to order at 10:06 a.m.
Consent Calendar
Motioned, seconded, and approved as amended the April 2 Meeting Minutes - see attached
Report of the Co-Chairs
Discussion & Possible Action Items:
The following notes are taken from the flipcharts as written by Co-Chair Blackwell and staff in leading the Task Force'sdiscussion and possible action on Agenda Item 5 on the April 9 Agenda. Portionshave been edited and reorganized for continuity. Text enclosed in brackets,[ ], are provided by the task force staff for clarity, additional relatedinformation, and/or to summarize the discussion:
Central Depository of Documents for Compliance:[Agenda Item 5.2, Recommendation #7a]
Dept of Telecommunications & InformationSystems Update [representative indicated the goals of the project are as follow;]
- Reusability [use existing documents andformats]
- Simplicity of Application
- Billability of the application [departments will be charged accordinglyas they access the information residing in the City's intranet]
The task force identified the following documentsto be accessible in the Central Depository for each non-profit with City contracts;
- Article of Incorporation
and By Laws - List of Board of Directors
- Audit and Management Letter
- 1st page only of Form 990
Cover Letter[IRS tax document] - Fiscal Monitoring Report, cover page only
Process:
- Documents for the depository will be routedto the Office of Contract Administration.
- OCA will have a dedicated staff person to manage the inputting of documents.
- Documents may be either provided the non-profits or by City departments
- The user departments will have to determine the appropriateness of thedocuments for their specific contracting needs, and to request additionaldocuments accordingly.
Problem: Coordinate intranet depository withthe Dept of Public Health's COOL System
Conduct Risk Assessment ... by Auditing orMonitoring ... with the Goal of Implementing Tiered Monitoring Based on Risks:[Agenda Item 5.5, Recommendation #15]
Establish and Review:
- Goals and objectives
- Service provided
- Outcome gained [achieved]
- Method of measuring [service provided and outcome achieved]
Monitoring Issues:
- Fiduciary responsibilities Money Spent Stabilityof agency
- Question: what is too much and too littlemonitoring?
- Efficiency
- Process vs. objective outcomes
- Task force should establish monitoring principles and standards
- Need to identify components of monitoring documents
- Tier monitoring - need to establish standards for those non-profits whoneed additional, standard, or minimal monitoring
- Identify requirements for self-evaluations by non-profit contractor
- Fiscal vs. Administrative Monitoring
Fiscal Monitoring
- Annual Certified External Audit - not necessarilyfrom or for the City, or
- Annual Fiscal Site Visit - consisting of review/audit of the following
- Board of Director minutes and activities- approval of annual budgets
- Fiscal policies and procedures - consistentwith the Controller's guidelines
- 990 IRS tax form
- Audited and un-audited financial statements
- Billings and payroll records, spotcheck of
- Corrections of errors found
- Letters from City departments regardingsite audit conducted
Problems:
- Lack of data
- Focused on too much detail
- Need to improve service
- Lack of standards for monitoring standards
- Establish standards before implementing tiered monitoring
- Define "outcome"
- Service; value vs. outcome
- Contract vs. monitoring documents
- Not all non-profits can afford an annual certified external audit
- Disagreement - all non-profits with City contracts should complete annualcertified external audits
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 San Francisco Human Services Network commented on the discussions that occurred regarding the central depository and the difficulty for City departments to implement a more comprehensive program than what was discussed. She indicated that task force members should take into account the "big picture", so that they can develop recommendations that are cost efficient to not only non-profits but to City departments as well.
Adjournment
The meeting was adjourned at 12:05 P.M.
Attachments:
A. Corrected April 2 Meeting Minutes
