City Non-Profit Contracting Task Force
May 7, 2003
10:00 a.m. - 12:00 p.m.
Corrected
Minutes
(deletions struck through, and additions in bold and underlined)
Present:
Representing Non-Profit Community:
Jim Illig, Project Open Hand
Tony Michelini, Catholic Charities of the Archdiocese of San Francisco
Tiffany Mock-Goeman, Continuum
Debbi Lerman, Huckleberry House (representing Sandy Mori, Kimochi, Inc.)
Judith Stevenson, Baker Places, Inc. (representing Nancy Rubin, Edgewood Center)
Jonathan Vernick, Baker Places, Inc.
Representing City Departments:
Rich Waller, OCA (representing Judith Blackwell, Office of Contract Administration)
Gene Coleman, Mayor's Office of Community Development
Winna Davis, Dept. of Children, Youth & Their Families
John Haskell, Controller's Office (representing Ed Harrington)
Anne Okubo, Dept. of Public Health
David Newcomer, Dept of Aging and Adult Services
Others: Staff:
Sybil Boutilier, Public Library Bob Davis, Dept. of Admin. Services
Deborah Gordon, Controller's Office Angela Karikas, City Attorney
Larry Ross, Dept. of Aging and Adult Services
Pauson Yun, Dept. Human Services
Co-Chair Rich Waller called the meeting to order at 10:10 a.m.
Consent Calendar
Motioned, seconded, and approved the April 30 Meeting Minutes.
Report of the Co-Chairs:
The Co-Chair had nothing to report.
The Deputy City Attorney addressed the question regarding task force discussions outside of scheduled meetings. She indicated while Task Force members should refrain from engaging in such discussions outside of public noticed meeting. However, it is legal to have these discussions provided there is less than a quorum of 8 members present.
Discussion & Possible Action Items:
Agenda Item 5, Recommendation #1: Implementation Plan - Report to the Board of Supervisors, Report from the Implementation Plan Report Committee:
The Committee met Thursday, May 1. In attendance were Gene Colemen - Mayor's Office of Community Development, Tiffany Mock-Goeman - Continuum, John Haskell - Controller's Office Anne Okubo – Dept. of Public Health, and Jim Illig - Projet Open Hand. The following summarizes their discussion with the full Task Force:
- The Committee members indicated that they will using the following outline to develop a draft report for the Task Force to review:
· All recommendations grouped by subject.
· Provide a problem statement for each group.
· For each group, provide implementation recommendations.
· List pertinent timelines and milestones.
- There was a concern the proposed outline may be too sparse and that important details of the recommendations may be inadvertently omitted.
- It was agreed that the Committee would present a draft for each group of recommendations, one group at a time. The Task Force would review it, and vote to approve it or to send it back to the Committee for further work.
- There were concerns as to whether or not City departments can implement the recommendations within the timeframe specified.
- There were concerns about security issues related to the ease of access of contracts and related documents once available on-line. [Recommendation #7]
- The Task Force requested the Committee to include in their next report departmental best practices applicable to the recommendations under discussion.
- The Task Force requested the Deputy City Attorney to provide guidance on circulating draft reports for discussion by Task Force members and if the drafts are required to be posted under the Sunshine Ordinance - see May 14 Agenda Item 4.1.
Agenda Item 6.3, Recommendation #4: Establish accounting principles for non-profits. Controller representative to discuss at May 7 meeting.
The Controller's representative distributed a document titled "Draft Table of Contents for Finance Guide for City Contractors" - see Attachment A. The Task Force reviewed the document and indicated the draft outline of the information to be developed by Controller' Office is consistent with the Task Force's recommendation of establishing accounting principles for City non-profit contactors.
Agenda Item 8.1, Recommendation #16: Develop electronic submission for all reporting functions (programmatic and fiscal) to include electronic fund transfers. Dept of Children, Youth and their Families model; electronic interface for paying invoices - continued from April 30 meeting.
The following summarizes the discussion regarding this recommendation:
- The DCYF model does not interface with the City's financial accounting system, FAMIS. and does not create any additional steps in the payment process over and above what is done by other departments.
- The Task Force agreed that this recommendation needed to take into account that the DCYF model is based on emerging technology and the timeline needed to implement it.
- The Task Force indicated that when the City's accounting system is upgraded that new product be able to perform electronic funds transfers to contractors.
- Electronic and other "non-original" Invoicing:
· DCYF currently accepts electronic invoices, which features a password-protected "signature" by executive directors of non-profit contractors.
· DHS accepts faxed invoices and signatures, which are then stamped "original".
· DPH and MOCD require hard copies with original signatures.
The Task Force asked the Controller representative to provide guidance at the next meeting on the preferred method, and the default method when contracts are silent on original signatures.
Agenda Item 7.3, Recommendation #9: Create a review/appellate process for substantive changes to standardized requirements.
The following summarizes the discussions regarding this recommendation:
- A review and appellate body created to approve substantive changes to standardized requirements that will meet an on ad hoc basis.
- The Task Force rejected the proposal that this same body would monitor the implementation of the recommendations if approved by the Board of Supervisors.
- The Task Force agreed that the body would only hear issues concerning additional departmental contract requirements that are not mandated by Federal or State funding sources.
- Concerns were raised that the process be just `compliant' driven.
Agenda Items: See May 14 Agenda
Public Comment:
The Public Library representative provided comments on Agenda Item 7.3. She indicated that it would be important to build in some flexibility as Department Staff or Commissions may be closer to the ground in terms of knowing what they are trying to accomplish with a specific contract, and therefore what needs to be monitored and reported beyond any standardized "boilerplate" minimums. Usually these are set forth in individual RFP's or the contracts themselves, but are sometimes necessary to add later in an amendment to the scope of work, for example, if a program seems to be headed off the track in some way.
Adjournment: 12:05 P.M.
Attachments:
A. Controller' Office, May 7 Meeting Agenda Item 6.3
