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HomeMy WebLinkAbout1996-09-16 City CouncilTO: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL 1 FROM:CITY MANAGER DEPARTMENT: POLICE AGENDA DATE: SEPTEMBER 16, 1996 CMR: 382:96 SUBJECT:AGREEMENT WITH SANTA CLARA COUNTY FOR SOCIAL WORKER SERVICES REQUEST For the last 20 years, the City has contracted with Santa Clara County for the services of a social worker. The current agreement expires on September 30, 1996, and the Police Department requests approval to renew this agreement. Funds in the amount of $33,780 for the City’s portion of this agreement are included in the Police Department’s 1996-97 budget. RECOMMENDATIONS Staff recommends that Council authorize the Mayor to enter into an agreement with the Santa Clara County Social Services Agency for the social worker’s services. POLICY IMPLICATIONS The renewal of this contract would not impact existing policies. EXECUTIVE SUMMARY In 1975, the Police Department initiated an in-house social worker program for the purpose of counseling youths and their parents who encountered problems associated with truancy, lack of parental control, child abuse, neglect, or other pre-delinquent behavior. During the last year, the social worker has counseled families in crisis and has assisted in more than 100 suspected child abuse investigations. The counseling services provided by the contract are essential to the Department’s youth services operation. During the course of the contract, the social worker counsels a minimum of 60 youths and families. The social worker also assists police officers with child abuse and neglect investigations, serves as a resource for patrol officers and acts as a liaison with the CMR: 382:96 Page 1 of 2 Emergency Treatment Center, Family Service Association, Children’s Health Council and North County Protective Services. In the agreement with Santa Clara County, Palo Alto pays approximately 32 percent of the program costs, while the County funds approximately 68 percent. As a condition of the agreement, the City also provides office space, a telephone and mail services. The City’s share for the 1996-1997 agreement totals $33,780. The agreement is agendized for adoption by the Santa Clara County Board of Supervisors at their September 24, 1996 meeting. FISCAL IMPACT Funds, not to exceed $33,780, are included in the Police Department’s 1996-97 operating budget and represent a 5 percent increase over last year’s agreement. ENVIRONMENTAL ASSESSMENT There is no Environmental Assessment required for this agreement. ATTACHMENTS Copy of Agreement Exhibit "A" includes the Scope of Services Exhibit "B" includes the Amount and Method of Compensation by City to Contractor Exhibit "C" consists of the Contract Budget Summary. PREPARED BY: Dennis Bums, Polic, DEPARTMENT HEAD REVIEW: CITY MANAGER APPROVAL: S DURKIN Police Chief CMR: 382:96 Page 2 of 2 , AGREEMENT BY THIS AGREEMENT MADE AND ENTERED INTO ON THE 1st BY AND BETVMEEN THE CITY OF PALO ALTO "CITY", AND County of Santa Clara (ADDRESS) 1725 Technology Drive NO, DAY OF October [DATE TO BE ENTERED 19c~e-- [BY CITY PURCHASING Social Services Agency8 (cFrs’) San Jose (ziP) 95110 " (PHONE)408/441-5459 "CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: " CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: TITLE: (DESCRIPTION) Services of a Social Worker Funds for this contract are contingent upon approval by City Council for FY 1996-97. EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT: Exhibit "A" - Scope of Services. Exhibit "B" - Amount and Method of compensation by City to contractor. Exhibit "C" - Contract Budget Summary. TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON October 1, AND SHALL BE COMPLETED BEFORE September 30, 1997 1996 CITY ACCOUNT NUMBER: KEY CODE OBJECT 02703180 3199 COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: [] CITY SHALL PAY CONTRACTOR: $33,780.00 (representing City’s Exhibit "B" [] CONTRACTOR SHALL PAY CITY: PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) share, 32 percent of costs) as PROJECT PHASE NO.DOL~RAMOUNT $33.780.00 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY I~ITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITI’EN ABOVE. HaLl) HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations, statements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR NAME Assistant Chief Lynne Johnson BY ® ® DEPT.Police/Admin. P.O. BOX 10250 PALO ALTO, CA 94303 -Telephone 415-329-2 ll5 TITLE SOCIAL SECURITY OR I.R.S. NUMBER INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER CIT! ~ ~ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW) CI~E~R~ENT [~j~"unds Have Been FINANCE RiSK MANAGER| v ~-~ Budgeted PURCHASING & CONTRACT ADMINISTRATION ~J~.OVE~00, REQUIRES CITY MANAGER’S SIGNATUREI IF OVER $25,000, REQUIRES MAYOR AND CITY ATfORNEY SIGNATURES Cl]Y OF PAL0 ALTO A~EST:APPROVED AS T0 FORM: EXHIBIT "A" SCOPE OF SERVICE RESPONSIBILITIES OF THE DEPARTMENT OF SOCIAL SERVICES: Recruit and identify candidates from its current staff of trained and experienced Emergency Response Program child welfare social workers, one of whom will be selected by the police department. Pay a salary in accordance with the current County salary ordinance, provide all required workers’ compensation insurance and provide other standard benefits of employment to socia! worker assigned to work at the police department and said social worker shall provide the services set forth herein. Provide professional social work supervision to the assigned socia! worker. Designate a staff person to serve as liaison between the Department of Social Services and the police department. RESPONSIBILITIES OF THE SOCIAL WORKER: i.Counsel youths-and parents. 2.Handle all Emergency Response cases of Palo Alto residents referred through the police department and/or the child abuse neglect center. 3.Conduct assessments and develop service plans for children and their parents. 4.Accompany investigating officers to initial interviews in child abuse cases whenever possible. 0 Work in a team relationship with investigating officers to provide social services based assessment and intervention in the investigation within the time and otherregulatory limits specified in Division 30 -132 of the socia! services regulations. Maintain open lines of communications with all divisions of the police department. Provide resources and referrals to schools and the community regarding adolescent services. Develop and locate community resources for field officers. Assist youth services officers in the investigation of child abuse and neglect cases. Exhibit "A" Page Two I0.Conduct training sessions for personnel for the police department covering, at a minimum, the following subjects: a.recognizing signs of child abuse and neglect; b o basic principles of brief counseling of children and families; c.community resources servicing families and children; d.the Child Abuse Reporting Law. Such training will be provided upon request of the police department as a result of mutual agreement between appropriate police department personnel and the social worker as information and training needs emerge. ii. 12. 13. Participate in regular meetings with youth services officers, school resource officers, sexual assault investigator, probation officers, school officials and others. Keep the coordinator and/or the supervisor of the Investigative Services Division apprised of work schedule, adjusting work hours when necessary to permit activity required outside of regular work hours. Maintain written case files in fuli compliance with state regulations regarding security of such records and confidentiality of their contents. 14.Provide monthly reports to the supervisor of Investigative Services Division and the Department of Social Services that include numbers of new referrals, caseload information, and a brief narrative of activities. 15.Provide case management services to children and families awaiting dependent investigation or the development of voluntary service agreements in accordance with Division 30 - 170 Department of Social Services Regulations. RESPONSIBILITIES OF THE CITY: Provide office space, telephone and answering service, mail service and basic office equipment for the use of the social worker. o Designate a staff person or person to provide on-site support for the social worker and to act as a liaison between the police department and the Department of Social Services. Exhibit "A" Page Three 0 Develop and implement a procedure for referral of appropriate child abuse and neglect cases to social worker. Establish a realistic and attainable objective for successful attainment of optimum job performance for the assigned social worker within the. terms of this agreement. o Accept Department of Social Services policies regarding sick leave, vacation, and after-hours work. o Allow social worker to participate in weekly conferences and periodic unit meetings and training as directed by the Emergency Response Program supervisor at the Department of Social Services, such participation to occur during regular working hours on a scheduled basis. o Establish a screening panel to select a social worker from candidates proposed by the Department of Social Services to fill the position at the police department. JOINT RESPONSIBILITIES OF THE PALO ALTO POLICE DEPARTMENT AND THE SANTA CLARA COUNTY DEPARTMENT OF SOCIAL SERVICES: Develop procedures for referring children and families who are residents of Palo Alto to the assigned social worker. Develop procedures for providing case outcome and evaluation data to both agencies and to mandated referral sources, while ensuring confidentiality of families served. 0 Enable the assigned social worker to establish and maintain written records, in accordance with current State Child Welfare Services regulations, as contained in Division 30, California. Department of Socia! Services Standards Manual. °Develop methods and criteria for evaluation of the employment of the social worker at the police department. o Develop procedures to assure responsibilities for cross reporting as required by law are met. EXHIBIT "B" AMOUNT AND METHOD OF COMPENSATION BY CITY TO CONTRACTOR For the full performance of tile services described herein by CONTRACTOR, City shall pay CONTRACTOR a total sum not to exceed thirty-three thousand seven hundred eighty dollars ($33,780), payable quarterly upon submission by CONTRACTOR of its itemized billings in triplicate. Santa Clara County Social Services Agency EXHIBIT" C" CONTRACT BUDGET SUMMARY DATE: August 13, 1996 NAME OF AGENCY: City of Paid Alto Police Department FOR PERIOD: October 1, t 998 ENDING: September 30, 1997 Une Item Social Worker Salary & Fdnge Clerical Support Administrative Support Sub Total PERSONNEL COST~ Full-13me Costs $65200 7,536 15278 $88,014 Local Share $20,864 2,412 4,88g $28,165 Line Item Non Salary Overhead Costs Other Operating Costs Sub Total NON-PERSONNEL COSTS Fu!l-Time Costs $14,831 2,717 TOTALS $17,548 $105,562 Local Share $4,746 869 $5,615 ....... $33,780 Total Personnel Costs: Total Non-Personnel Costs: Total Budget: Total Reimbur~ment to Santa Clara County: (Loca! Share: 32% of Total Budget) $88,014$17,548 $105,562 $33,780 (5% increase over last year)