HomeMy WebLinkAboutStaff Report 219-10TO: HONORABLE CITY COUNCIL
ATTN:
FROM:
FINANCE COMMITTEE
CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE: APRIL 20,2010 CMR: 219:10
REPORT TYPE: ACTION
SUBJECT: Human Services Resource Allocation Process (HSRAP) Contract Renewal
(2nd Year of Two-Year Contract for FY 2011)
REPORT IN BRIEF
!
This report transmits the Human Services Resource Allocation Proce~s (HSRAP) Allocations
Committee funding recommendations for fiscal year 2009-11 (Atta¢hment A), the HSRAP
Selection Criteria (Attachment B), the proposal summaries submitted for funding consideration
(Attachment C), and the Human Relations Commission's HSRAP prioriilies (Attachment D).
I
During the 2009-2011 Budget hearing in May 2009, the Finance Gommittee approved the
funding of the Human Services Resource Allocation Process (HSRAP)ibudget for FY2010, and
approved in concept the funding of the same agencies for the same dollar amounts for FY2011.
The funding recommendations will provide $1,110,452.15 to thirteen kograms for a two-year
contract. In past years, the HSRAP allocation has included a Cons)uner Price Index (CPI)
increase for the recommended agencies. Due to the continued downturn in the economy, staff
continues to recommend a temporary suspension of the cpr increa~e to the recommended
agenCIes.
This report discusses funding criteria, funding rationale and current Jluman service priorities.
This report also reviews eoordination efforts with the Community DJvelopment Block Grant . !
(CDBG) process. I
CMR: 219:10 Page 1 of 4
RECOMMENDATION:
Based on the present financial situation and the need to reduce the City's budget by $8.3 million
in FY20 11, staff is seeking direction from the Finance Committee on one of three options for
funding of the HSRAP program:
Option 1: Reduce funding of the HSRAP program by $50,000 (4.5%) and reduce funding 'across
the board' evenly to all funded agencies; or
Option 2: Reducc funding of the HSRAP program by $50,000 (4.5%) and, with
recommendations from the Human Relations Commission to the Finance Committee, reduce
funding to those agencies that do not directly meet the core objectives of the program (support of
health care, housing, food and counseling services for vulnerable populations such as children,
teens, seniors and the disabled) and reducing support of other programs that are either offered or
financially supported by other govemmental agencies (such as programs supporting diversity and
tolerance, community building, rental assistance, domestic violence support, and mental health
services); or
Option 3: Continue funding of the existing HSRAP agencies at the same level of funding
$1,110,452.15 (Attachment A), and instead cut funding of other community services programs
by $50,000 in order to meet our budget targets.
BACKGROUND
Human Services Resource Allocation Process (HSRAP) is a program intended to deliver direct
economic and/or social service to individuals or groups largely for the community'S well being,
and to ensure that Palo Alto residents have a safety net of services through the funding of non
profits.
The HSRAP allocation process is needs-driven and provides funding opportunities for services
that address emerging needs in the community. Priority areas of funding are determined on a bi
annual basis by the Palo Alto Human Relations Commission (HRC) and by City staff, and the
recommendations are forwarded to the Finance Committee and approved by City Council
(Attachment D).
Proposals are accepted for the funding term of one year. Provided all terms and conditions are
met through the service agreement, contracts may be renewed for an additional 12-month term.
This would have normally been the ease for FY 2011.
Funds allocated through the HSRAP process are made available on a bi-annual basis through the
City of Palo Alto's General Fund.
In 2009, the Council approved thirteen Human Services contracts as part of the Human Services
Resource Allocation Process (HSRAP) for the contract year July 1, 2009 through June 30, 2010,
renewable for one more year at the same level of funding for the budget period July 1, 2010
through June 30, 2011, subject to the availability of General Fund resources to pay for this
obligation.
Integration of HSRAP and Community Block Grant Funding Processes
Limited financial resources have influenced a growing emphasis on community parmership and
collaborative efforts as an approach to service provision. Consistent with this service approach,
CMR: 219:10 Page 2 of4
HSRAP coordinates funding with the Community Development Block Grant (CDGB) funding
process to maximize available resources and streamline the City's human services funding
approach. Coordination involved specifying what funding requests each fund would entertain,
adopting the request for proposal schedule, and conducting a joint bidder's workshop for
interested non-profit providers.
HSRAP contracts are awarded either for a Sole Source (multi-year) or for a two-year term.
Sole Source Contracts (multi-year contracts)
These services represent Palo Alto's "safety net" basic services that provide a baseline of
services for Palo Alto residents.
The services receive funding through multi-year, ongoing contracts upon meeting one of the
following criteria:
• Services having a historical relationship with the City of Palo Alto by either having been
created through City efforts or having traditionally received COllllCiJ'S high priority for
funding over the years;
• Services addressing emerging socioeconomic indicators such as needs of special
populations;
• When the service meets the City of Palo Alto target population needs as described in the
City's Comprehensive Plan or Consolidation Plan.
Two-Y ear contract:
Funds made available on a bi-annual basis for services that meet a second set of criteria:
• Meeting a critical service need in the community, based on the HRC's bi-annual priority
of community needs, as originally intended by Council (Attachment B);
• Agencies requesting a limited ftmding would compete for bi -annual appropriation
through the HSRAP Request for Proposal Process;
• The bi-annual funding cycle will encourage new and existing nonprofits to apply for
funding that address the community's priority of needs and emerging issues.
Deliverables:
Agencies provide semiannual reports relating to the Scope of Program Services covering the
preceding six months. The final report focus on the preceding six months, but agencies also
provide information on contract services for rhe entire year.
The report includes information such as:
• Quantitative performance measures (Provide a description of how the Program objective
is met, activities conducted and measuring tools utilized, if any);
• Unmet performance measures (Explanation of why rhe objective is not being met and the
corrective action taken to address the problem);
• Unmet client needs (Discussion of any unmet clients needs the agency has identified
during the period);
• And other information as rhe program manager may request.
Refer to Attachment C for Program Descriptions and the Performance Measures.
CMR: 219:10 Page 3 of 4
RESOURCE IMPACT
The FY 2011 adopted in-concept budget includes HSRAP funding of $1,110,452. A budget
reduction of $50,000 is among the budget options included in the City Manager's proposal to
solve the budget gap of$8.3 million in FY 2011.
If Council approves the reduction by $50,000, the amount available for HSRAP funding is
$1,060,452.
POLICY IMPLICATIONS
These recommendations are consistent with the existing City policies.
ENVIRONMENTAL ASSESSMENT
This is not a project under Section 21065 for purposes of the California Environmental Quality
Act (CEQA).
ATTACHMENTS
Attachment A:
Attachment B:
Attachment C:
Attachment D:
Human Services Resource Allocation Process (HSRAP) Funding
Allocations Renewal Request
Human Services Resource Allocation Process (HSRAP) Selection Criteria
2009-10 HSRAP Program Description and Pertormance Measures
HSRAP Priorities 2009-2011
/'l
PREPARED BY, (~ uaREEriS
Director, Community Services Department
CITY MANAGER APPROY AL:_~=-===== ____ _
JAMES KEENE
City Manager
CMR: 219:10 Page 4 of 4
Child Care
Attachment A
2010·2011 Human Services Resource Allocation Process (HSRAP)
Funding Allocations Renewal Request
concept in 2009 for
FY2011 Funding
ATTACHMENTB
Human Services Rcsource Allocation Process (HSRAP)
Selection Criteria
As a minimunl, the evaluation of the proposals and selection of the agency-Proposer, including any
proposed sub-consultants, shall be based on the following as well as the Scope of Serviccs.
1. Qualifications and experience of proposed project manager and key staff;
2. Similar cxpcrience, methodology, and expertise in the type of work required;
3. Demonstrated experience and methodology used in performing the work/service;
4. The response to the RFP, including the agency's approach and methodology proposed;
5. The proposed fee relative to the services to be provided;
6. The proposed services effectively meet a service that has been identified as a Priority of Need;
7. The agency must havc the administrative capacity to provide consistent program coordination,
communication and a high quality service;
8. Current demographic or relevant data that demonstrate the proposed services would benefit Palo
Alto residents;
9. The agency demonstrates the ability to diversify its funding sources, a significant proportions of
which must be non-City of Palo Alto funds;
10. The agency has a process in place for evaluating the goals and objectives of the proposed
services;
II. ·The agency has a process in place for evaluating the needs of its target population;
12. The proposed services are accessible and affordable;
13. The agency has demonstrated an efficient utilization of community resources by collaboration
with other agencies and community members.
Name of Program 09-10 Agency's
Agency (Services that address Proposed
emerging needs provided by Program
NO
agencies) Budget*
SOLE SOURCE
Senior Services:
to the elderly, their families
Avenidas and caregivers through $ 3,655,977.00
enrichment and individual and
family services.
I
Palo Alto
Community
Child Care Child Care Subsidy program for $ 1,323,793.00
Center low income families
2 (PACCC)
Second
Food Distribution: Operation
Harvest Brown Bag ( supplemental $ 2,274,176.00
Food Bank groceries to low income Palo
3 Alto residents
HSRAP
Disability Services:
Community based services to
Abilities physically and/or $ 3,946,209.00 United developmentally disabled
individuals through
4 rehabilitation/aauatic theraov.
Adolescent
Counseling On-Campus Counseling (OCC) $ 587,992.00
Services
Program
5
ATTACHMENT C
2009-10 Human Services Resource Allocation Process (HSRAP)
Program Description and Performance Measures
City's 09-10
% City's
Funding Funding/Agency's City's Funding is used Quantitative Performance Measures
Amount Proposed Program for:
Budget
Annual Performance Measure Actual to nate
(at Mid-Year)
Serve 50 homebound seniors
Salaries, benefits, (7,000 hrs); 1,000 brief sessions
Served 37 homebound insurance, capital of resource, housing & practical seniors; 663 sessions $ 406,287.00 11.11% expenses, utilities, and support and other related of resources & support program operating services •• (list of additional -. expenses services will be available upon
request)
~alanes, benellts,
insurance, direct
$ 411,607.00 31.09% subsidies, pro gram Subsidize approx. 50 children 40 children subsidized operating expenses incl. of low income families
utilities, staff
dev' ..
Distribute supplemental Distributed groceries
$ 7,128.00 0.31% Food Purchase groceries to 175 very low to 307 incl.33 income PA seniors incl. 30 homebound members homebound members
Provide 700 hrs of Early 200 Early
$ 40,045.00 1.01% Staff salaries Intervention:3,000 hrs Aquatic Intervention; 2,104 hrs
Aquatic Svs; 5,200 hrs Svs; 6,000 hrs Adult Svs Adult Svs.
Salaries and
operating expenses Counseling svs to 550 Served 429 PA
$ 88,445.00 15.04% (incl. insurance, unduplicated Palo Alto residents; 2,116
printing & publishing residents; 3,000 individuals & individual and family
family counseling sessions; counseling sessions expenses)
Funding Diversity (Agency's plans to leverage the
funding from the City and diversify funding for
this program)
Partner with community organizations
PACCC leverages City funds by combining the
monies received from the State of California in order
to serve more children. Almost all fundraising is
directed toward supplementing the government
funding.
Second Harvest leverages funds from Individuals,
foundations, corporations and organizations donations
Agency garners increased support from donors
who reside in Palo Alto and the surrounding
area. City's grant is a vote of confidence for the
agency's services.
With the City's support, ACS can attract funding
from community organizations, foundations and
corporations. The Partnership with the City
communicates to potential funders that OCC
programs are viable and critical services in
schools.
Community Crisis Counseling: Outlet
Health program services for lesbian,
Awareness gay, bisexual, transgender, and S 297,050.00
Council questioning youth (LGBTQ)
6
Community Voicemail program
that creates access to basic Community telecommunications assistance to Technology persons who are very low $ 662,983.00
Alliance income) homeless) or at-risk of
homelessness
7
Provide intensive job training &
job search skills, food & shelter
Downtown vouchers to local homeless
Streets Team individuals in exchange for $ 270,540.00
keeping the City's streets clean
8 and vibrant
La Comida
de California Senior Nutrition Program S 301,073.00
9
MayView Health care for low income & Health uninsured Palo Alto residents $ 2,892,169.00
10 Center
Momentum Homeless Outreach to very low
for Mental or no income Palo Alto homeless $24,346,000.00
Health persons.
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A IT ACHMENT C
2009-10 Human Services Resource Allocation Process (HSRAP)
Program Description and Performance Measures
SaIaries, benefits and
payroU taxes, costs of Monthly outreach to at least 60
program operation, Palo Alto LGBTQ teens Outreached to 64 P A
travel, printing and annually; direct support svs. to LGBTQ teens, direct
$ 9,500.00 3.20% utilities-all costs 45 PA LGBTQ; sensitivity support to 38 and
associated with training to 550 staffand
sensitivity training to
505 staff and students communicating with and students at 12 PAUSD
serving PA residents,
Assign CVM #5 to 30 homeless
and at-risk PA residents;
Successful searches for P A
Salaries, benefits and subsidized housing to 200 low-Provide 30 CVMllOO
Community Voice Mail income residents; 75 subsidized housing! $ 12,065.00 1.82% phone lines, supplies & Homelessness Mgmt 577 clients data
training supplies [nfonnation System of Santa entered
Clara County (HMIS SCC)
clients data into case mgmt
system
To graduate at least two or three Salaries, benefits, and
program operating participants each month to get
$ 35,815.00 1324% expenses: vouchers for them off the streets 123 total graduates
permanently; serve approx.360 participants individuals per year
Salaries, Program 19,337 mealsl152
43,100 meals at 3 sites; 157 individuals for the $ 32,300.00 10.73% operating expenses individuals daily period 7/1109-(food), and supplies
12/31109
Salaries) insurance, Health care to 100 low income provided health care to
$ 17,100.00 0.59% printing!publishing & or homeless Palo Alto residents; 61; 108 direct clinic
lab service 210 direct clinic services svs
500 contacts with 50 396 contacts with 106
Salaries, benefits, unduplicated individuals; refer unduplicated
$ 25,650.00 0.11% insurance, utilities, and minimum 20 individuals to individualsl 94 with
administrative costs mental health svs; 3 "homeless mental iIlnessl
referred 40 individuals culture in PAn trainings to mental health sys.
Outlet leverages City's funds to seek a variety of
funding sources with a focus on developing
individual giving and foundation grant support
(funding from foundation& corporate grants
15%:Govemment contracts 29%, individuals &
special events 42%; in-kind support 12%:
program fees 2%).
97% of Agency's funding is from other sources.
Palo Alto funding is a portion of the 20% match
to receive federal HUD funding for Homeless
Management Information System (HMIS). City's
funding allowed the agency to successfully solicit
other funding jurisdictions for similar match
money, approx. $27,500
DST work with local agencies to attain services
for its partiCipants, I.e.: instead of paying for
housing, nurture relationship with EHC Life
builders for shelter. Catholic Charity for case
management, InnVision,
Funding from the City enables LaComida to
receive $265,231 from the County of Santa Clara
City's funding demonstrates the creditability with
the other cities and agencies, private foundations
and corporations
Receives funds from Projects for Assistance in
Transition from Homelessness (PATH)
12
13
Senior
Adults Legal Legal Assistance to elders $ 34,270.00
Assistance
Youth
Community Youth Services and Leadership $ 648,200.00
Svs-YCS
S
ATIACHMENTC
2009-10 Human Services Resource Allocation Process (HSRAP)
Program Description and Performance Measures
7,820.00 22.82% Salaries legal svs to 60 seniors
Recruit & train 5 teacher
Served 39
sponsors; school based 6 teacher -sponsor in community service to 150 Palo
$ 15,960.00 2.46% Salaries, benefits Alto students (Middle & High place; Clubs at 5
schools with total of schools): Summer ofSys 500 students (summer camp to 55 PA middle
school students)
* Agency's Proposed Program Budget: Agency's Proposed Expenses to run the program (incl. staff salaries and
operating expenses to provide services to clients)
$21,068 from Older American Act; Santa Clara
County; State Bar Trust Fund
In-kind assistance from City and School district
partners and foundation, individual funds
leverage the grant
ATTACHMENT D
HSRAP PRlOlUTIES
2009-2011
• HEAL THCARE
o MENTAL HEALTH
o DISABILITY SERVICES
o PREVENTATIVE SERVICESiWELLNESS
SERVICES
• HOMELESSNESSIHOlJSING
• SENIORS
• FOOD
• EMERGENCY SERVICES
o RAPE CRISIS
o DOMESTIC VIOLENCE
o RENTAL ASSISTANCE
• YOUTH
o COUNSELING
o COMMUNITY SERVICES
• DIVERSITYfTOLERANCE
o COMMUNITY BUILDING
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