HomeMy WebLinkAbout1999-02-01 City CouncilTO:
City of Palo Alto
C ty Manager’s Report
HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE:
SUBJECT:
FEBRUARY 1, 1999 CMR: 118:99
REVISIONS TO THE HUMAN SERVICES RESOURCE ALLOCATION
PROCESS FOR FISCAL YEAR 1999-2000
This is an informational report and no Council action is required.
BACKGROUND
.On January 24, 1983, Council approved the Human Services Resource Allocation Process
(HSRAP) to fund human services (CMR: 147:83) for Palo Alto residents. HSRAP is the
process by which the City provides funding for economic or social services to an individual
or groups largely for the community’s well being. The service areas funded by HSRAP are
health, basic material needs, individual and collective safety, individual and family life, and
social development and education.
The Council established four policies that provide the framework for the HSRAP Plan:
1. Establish an ongoing procedure for identifying and updating the priority of human service
needs in Palo Alto;
2. Develop and adopt policies and priorities that direct City actions regarding human
services;
3. Provide an annual allocation of City resources for human services based upon the adopted
policies and priorities;
4. Develop opportunities for collaboration with other public and private donors and service
providers.
This process has been in place for the past fifteen years. Staff believes that process
improvements are needed to strengthen the four policy areas, to allow the HSRAP plan to
better fulfill its original intent.
DISCUSSION
Staffhas reviewed the HSRAP process and is implementing changes. These improvements
include:
1. Expanding the sources of information utilized by staff and the Human Relations
Commission (HRC) to include current demographic and other trends in the region, when
CMR: 118:99 Page 1 of 3
making HSRAP fundings recommendations.
2. Broadening the community’s participation in the HSRAP process by increasing the
number of HRC community forums on community needs.
3. Establishing an annual HRC prioritization of community needs based on local
demographic information and community input prior to the HSRAP Request for
Proposals (RFP) process.
4. Including a member of the HRC on the HS .RAP RFP funding panel.
"Safety Net"/Multi-Year Contracts
Staff is also establishing a "safety net" of services. Examples of services that would meet
the funding criteria for multi-year, ongoing contracts for the fiscal year 1999-2000 HSRAP
funding cycle are child care, youth, seniors, food, case management, and mediation services.
These services represent Palo Alto’s service "safety net," the basic services that provide a
baseline of services for Palo Alto residents. These services will receive funding through
multi-year, ongoing contracts upon meeting one of the following three criteria:
Services having a historical relationship with the City of Palo Alto by either having been
created through City efforts or having traditionally received Council’s high priority for
funding over the years;
2.Services meeting critical basic needs such as food, clothing, emergency housing, case
management, personal care and rehabilitative services; or
3.Services addressing emerging socioeconomic indicators such as needs of special
populations.
All agencies will be expected to provide services that meet high quality service standards,
and delivered in a cost-effective manner. Agencies that meet the criteria for multi-year
funding would have. more time to plan and budget their financial and staff resources with a
greater degree of certainty about future City funds and improve service delivery.
Limited/Annual Funding
Staffbelieves that in addition to providing funding for a basic "safety net" of services, funds
should be made available on a limited/annual basis for services that meet a second set of
criteria: "meeting a critical service need in the community, based on the HRC’s annual
priority of community needs, as originally intended by Council (Attachment Three)."
Agencies requesting limited/annual funding would compete for an atmual appropriation
through the HSRAP Request for Proposal process. The annual funding cycle will encourage
new and existing nonprofits to apply for funding that address the community’s annual
priority of needs and emerging issues. Additional resources would support critical human
service needs as identified by the HRC’s annual priority of community needs.
CMR: 118:99 Page 2 of 3
All agencies funded through the HSRAP process are required to raise additional funds to
augment funds provided by the City.
RESOURCE IMPACT
The financial impact to the General Fund will be addressed through the 1999-2000 budget
process. Staffwill recommend that "safety net" services, as defined in this staff report, be
funded adequately. Staffwill also recommend that annual funding for all other services be
increased to meet critical human service needs.
The establishment of standard procedures for identifying and updating priority service needs
annually is expected to increase staffs workload minimally, but also streamline the HSRAP
funding process. Improvements in.the HSRAP process will result in two or more community
forums being conducted annually to assess’human service needs, a departure from the single
community forum previously conducted for HSRAP. However, modifying contracts for
identified agencies to a multi-year contracting system is expected to reduce staff’s workload
during the annual HSRAP Request for Proposals process.
POLICY IMPLICATIONS
These recommendations do not represent any changes to existing City policies.
TIME LINE
The Human Services Resource Allocation Process Implementation Plan will take place
during the fiscal year 1999-2001 budget.
ATTACHMENTS
Attachment One: CMR: 147:83
Attachment Two: Proposed Implementation Plan for the Human Services Resource
Allocation Process¯Attachment Three: Human Relations Commission’s 1999-2000 Priority of Needs
PREPARED BY: Kathy Espinoza-Howard, Human Services Administrator
DEPARTMENT HEAD REVIEW:~--@~~~~’~
PAUL
CITY MANAGER APPROVAL:
cc: Human Relations Commission
ty Manager
CMR: 118:99 Page 3 of 3
ATTACHMENT I
ORIGINAL
September 15, 1983
Honorable City Council
Palo Alto, California
Human Services Resource Allocation Process (HSRAP)
Members of the Council:
This is an information item on the Human Services Resource Allocation Process
(HSRAP).
BACKGROUND:
On January 24, 1983, the ~ity Council approved the Human Services Resource
Allocation Process (HSRAP) as reviewed, revised, and recommended by the Human
Relations Commission.- (Attached is C~fR: 147:3.) The Council was advised
that the Human Relations Commission and staff would initiate, full implementation
of the HSRAP during the 1983-’84 fiscal year. (Attached is a copy of the work
schedule.) "~
IMPLEMENTATION STATUS:
The HumanRelations Commission and staff have begun to carry out the acti#ities
of the HSRAP. As indicated in the attached work schedule, the HSRAP staff have
taken responsibility forobuilding the data base to be used by the Human Relations
support sub-committees in establishing Human Relations Commission-recommended
priorities. Activities currently in progress are as follows:
Demographic Analysis: This is one of three data collection and analysis
activities. Key demographic categories have been examined, using City-
wide and Census. trait data.
Services Inventory: Staff is collaborating with the Unite4 Way of Santa
Clara County to develop information on needs and priorities for services.
United Way staff are sending questionnaires to all organizations listed
with United Way as service providers. The mailing for the Palo Alto area
includes approximately 150 member and non-member.organizations.
Planning Packet: Staff has also begun the distribution of a survey to a
sample of 900 households in the City. The survey asks these households
to anonymously identify the services that they use under the current
City-provided fields of service. They are also being asked to provide
anonymous demographic information on their households to be compared and
contrasted with City-wide demographics. (Attached is a copy of the
household survey.)
CMR: 524:3
SUMMARY:
Implementation of the Human Services Resource Allocation Process is on
schedule. No Council action is requested at this time.
Respectfully submitted,
rator
Department of Social and Community Services
Assistant City Manager
attachments: HSRAP calendar
CMR 147:3
Household survey (HSRAP Planning Packet)
CMR: 524:3
HUMAN SERVICES
RESOURCE ALLOCATION PROCESS
CALENDAR
August
Sept~nber
October
gov~ber
February
April
E’valuate and update H~nan Services Resource
Allocation Process and supporting doc~ents.
(Progra~ IZ) *
Review and update social demographic profile
and services inventory. (Program I and Z).
Review and update general planning guidelines
and the H~nan Services Planning Packet.
(Program 3).
Distribute planning packets; advertise avail-
ability to general public; receive completed
planning packets from both organizations and
individuals. (Program4).
Review and update Fields of Service listing.~
(Program 5).
Develop Field of Service Profiles based on
available appropriate data and information,.
(Program 6).
Develop and deliver reconmended policies and
priorities to the City Council. (Program 7).
Publicize request for proposals for designated
piorlty services. (budget).
City Councll reviews and adopts the policies
and priorities. (Progr~8)
Finance and Public Works Committee adopts bud°
~t Preparation guidelines. (Budget).
termine t~q)es of resources available for
h~an ~ervlces from both City and non-City
sources. (Program 9) (Budget).
City staff begins budget preparation (Budget).
Diss~inate adopted priority assessment to
non-City fundin9 sources a~d service providers.
Encourage non-City funding sources and service
providers to expand their support of h~an
service programs in conjunction with or indeo
pendent of services bein9 supported by the
City. (Program 14).
Evaluate service ~ffectiveness and efficiency
on an ongoing basis. (Program 11).
City staff completes preparation of City
budget.
The term "program" refers-to a specific activity or action in the
Human Services Resource A11ocation Process.
~lune
Finance and Public tlorks reviews preliminary
budget. ’
Counc11 ~dopts Ctty budget.
January 18, 1983
HONORABLE CITY COUNCIL
Palo Alto, California
Human Services Resource Allocation Process
Members of the Council:
This report describesthe proposed H~an Services Resource Allocation
Process including background information, the Human Relations Comis-
sion’s review-activities, resulting charges and implementation issues.
Staff reconmends that Council adopt the proposed plan as reco~ended by
the Human Relations Commission (H.R.C.).
Background
The need for a human services plan was identified by the City Manager in
his 1981-82 budget message to the Council. The budget message indicated
the need for a collaborative planning approach using the resources of
City staff, Co,unity organizations and the Human Relations Co~ission.
Staff developed a draft plan which was reviewed by the Council on June
28, 1982 and referred to the H.R.C. for review and comment.
The H.R.C. received the staff draft of the plan at its July B, 1982
meeting and began a five month review. The review included two meetings
for public review andnine working sessions, followed by a study session
with the City-Council on December 20, 1982. Three hundred copies of the
proposed plan were mailed out prior to each of the two public meetings.
The Co,~nission’s review of the proposed plan involved a critical analy-
sis of each aspect of the proposed plan. Parts of the plan were
rewritten and the section on data collection was expanded to include an
opportunity for citizen comment on the need for, and use of, services,
programs and activities.
Characteristics of the Plan
The Human Services Plan, now called the Human Services Resource Alloca-
tion Process, origlnal]y proposed a planning approach incorporating data
collection and priority setting activities guided by five policies. The
plan proposed the development of priorities for funding recommended by
the H.R.C. in five fields of service: (I) Health, (2) Basic Material
Needs, (3) Individual and Collective Safety, (4) Individual and Family
CMR: 147:3
Life and (5) Social Development. and Education. The fields included a
broad range of activities such as recreation, library and selected
police services in addition to traditional human service programs (e.g.
child care, information and referral, senior services, etc.).
The proposed plan was revised by H.R.C. to be more specific in various
progr~n actions supporting the five policies, added a needs, assessment
activity and incorporated cultural and arts activities under a sixth
field of service The latter was the result of criticism by arts
proponents that ~rts activities should not be compared to other leisure
time activities in a common category or field of service.
The H.R.C. prepared a final draft for the Council, which was reviewed at
a Council study session on December 20, 1982. While there seemed to be
general support for the planning concept, there was concern about the
breadth of the fields of services. There seemed to be interest in
applying the planning and allocation process only to those human service
activities that provide remedial and preventive social services to
vulnerable groups such as children, seniors and single parents.
Following the study session, H.R~C. met with staff to revise the plan.
The five policies and related action steps (programs) are still central
to the approach. The only major change is a more restricted field of
services classification.
The five policies are summarized as follows:
Develop Demographic and Services Information: This policy is
implemented using two programs directed at the collection of
data.
Analysis of Information for Priority Settin)~ This policy is
implemented using four programs directed at organizing and ana-
lyzing data including public comment and field of service
information.
Development and Adoption of Policies and Priorities: This pol-
Icy Is Impiementeo uslng two programs. One ]nvo’~ves H.RoC.
developing and recommending service/activity policies and pri-
orities, and the other involves the Council review and adoption
with or without modification of the H.R.C. recommendation.
Allocate City Resources for Human Services as Part of the An-
nual’ Budget Process Based on Adopted Policies and Priorit~
~Fhis policy is implemented using "four programs, lwo programs
involve City staff using the Council adopted policies and pri-
orities for human services funding as guidelines in the review
and development of staff recommendations, Two others relate
to evaluation of the process by City staff and the Human Rela-
tions Con~nission.
CMR: 147:3
-2-
Public/Private Sector:. This policy is implemented using two
programs. Dne invoices the dissemination of City adopted
policies and priorities to various funding sources and the
other involves encouragement of non-City funding sources to
expand support where possible.
The revised field of services classification now consists of five fields
~hlch include only basic h~an services and activities:
HEALTH
Nutrition programs
Day Health care
Substance abuse counseling
BASIC MATERIAL NEEDS
Housing services
Fair housing services
Housihg counseling
Home repair services for seniors
Tenant/landlord information & referral
Tenant/landlord services
INDIVIDUAL AND COLLECTIVE SAFETY
Domestic violence victim support
INDIVIDUAL AND FAMILY LIFE
Disabled awareness
Information and referral
Support services for adults
Mental health services
SOCIAL DEVELOPMENT AND EDUCATION
Community relations
Youth in government
Child care ~
Senior programs and activities
Emplo~nent services for ~oung adults
~he services and activities 11sted Include contract services such as
senior nutrition and child care, direct ~It¥ fundi~1 a~tivltle~ such asthe H.R.C. in con~nunity relations and volunteer ac~Ivities such as the
Disabled Awareness Task Force and the Rental Housing Mediation Task
Force.
CMR: 147:3 -3-
Programs and activities identified in the five fields are typically
funded using General Fund an/or Con~unity Development Block Grant.
(C.D.B.G.) monies. The H.R.C. has chosen to include C.D.B.G. funded
housing services becaus~ they are a basic human service and are treated
as a "soft service" under C.D.B.G. guidelines. The inclusion of
C.D.B.G. support activities is not intended to usurp the responslbil!tysC""
of City staff or the C.D.B.G. citizens advisory committee. The H.R.
inclusion of these programs is intended to establish a frame¯of
reference for basic human service programs in the City, especially where
the availability of federal and state grant monies may be in Jeopardy.
Implementation
Staff supports the Human Relations Commission’s recommendation for an
abbreviated application of the Human Services Resourse A11ocation Pro-
cess in the preparation of the 1983-B4 budget and full application in
Ig84-85 and ensuing fiscal years.
Abbreviated Application: The abbreviated application will involve the
first three policies in modified form. The priority setting activities
will be used only to examine proposals for new or expanded services.
The CityCouncil will not be asked to review and adopt the recommended
policies and’prioritle~. Information developed by the H.R.C. will serve
as guidelines in the review of new or expanded contract fund!n~requests. It is expected that Social & Community Services 11alson to
the H.R.C. will carry out the review in cooperation with the H.R.C.
Full Application: The first opportunity for full application of the
Human Services Resource Allocation Process will occur in development of
the 1984-B5 budget. Implementation of the first two policies will begin
early in 1983-84 fiscal year. A full description of the calendar is in
the appendix of the proposed Resource A11ocation Process.
Because the scope of the various fields of service has been reduced, the
cost of implementation will be less than previously indicated. In addi-
tion to currently budgeted monies for contract management and planning
activities; currently budgeted funds for temporary salaries will require
an increase from the current .07 person years to .15 person years. Cur-
rently budgeted consulting and technical services in the ~nount of
$2500.00 will be requested for lgB3-B4.
¯ -4-
CMR: 147:3
Recon~nendation ,
Staff recon~ends the City Council adopt the H~an Services Resource
Allocation Process as presented by the, H~an Relations Con~nission and
approve the proposed interim application for preparation of the 19B3-B4
budget. " ¯ ’ .
Respectfully submitted,
lal & Conmunlty ~rvlces
)g
Istant Cit ~ager
CMR: 147:3
PALe. ALTO. CA
September 15, 1983
Dear Palo Alt0 Resident:
The City of Palo Alto’s Human Relations Commission is currently conducting
its annual analysis of the kinds and levels of human services available to
residents of Palo Alto. You are part of a random sample of 900 residents
who have received the survey and are being asked to respond anonymously.
The survey is being used to collect information from residents and service
organizations about their’use of and perceived need for these services. The
results of the survey will be used with other program and funding information
to develop City policies and priorities for the support of these services.
The survey consists of two parts. The first part asks you to indicate whether
your household uses any of the City-funded services, their adequacy in your
household, and whether you perceive a need for more or other services. The
second part asks for basic demographic information abOUtoYOUr.household. The
information willbe compared and contrasted with the 1980 Census information.
Also enclosed for your information is background information, which includes
a brief description of selected demographic characteristics of the City.
Please complete the questionnaire and return it in the enclosed stamped envelope
prior to September 30, 1983. We welcome any comments you havi regarding the
qsestionnaire. The tabulated questionnaires will be included as information
for the Human Relations Commission as it develops policy and service priority
recommendations tQ be submitted to the City Council.
Your participation is appreciated.
BACKGROUND INFORMATION FOR QUESTIONNAIRE
The City of Palo Alto currently contracts for, or directly provides, a number
of services to residents. One category of services is known as human services.
They are offered to meet specific needs, such as subsidized child care for low-
moderate income families, support services to single-parent families, and
individual and g~oup services to seniors. Their continued offering depends on
documented need and community support.
Consumers of these services are part of a city population that has changed over
the past ten years. The 1980 Census reveals a community that is "graying".
Persons aged 65 years and Older have increased by 28 percent in the past ten
years. Persons aged 55 years and older now constitute 24 percent of the City’s
population.
The average size of the household has decreased from 2.67 persons per household
in 1970 to 2.33 persons in 1980. During the same period, the population of pre-
school age children, aged 0 to 4 years, has decreased by 33 percent, from 3,205
persons to 2,168 persons. The population of school age children, aged 5 to 14 years,
has decreased by 33 percent, from 9,355 persons to 6,265 persons. The decline
in the youth population occurs amidst an increase in the number of two-parent
and single-parent working households.
Future City Council decisions in the allocation of resources will be made on the
basis of identified need. Information used to make decisions is based on a
combination of consumer response and the kind of information described above.
To this end, your participation in this survey as a consumer of City services is
an. important part of the collection of information for future decisions.
CITY OF PALO ALTO
HUMAN SERVICES RESOURCE ALLOCATION PROCESS
HOUSEHOLD SURVEY
INSTRUCTIONS
SECTION "A":
Reyiew the llst of services described in Section "~’ on
pages one and two.
Place a check mark in the first column next to each service
a member of.your household uses.
Place a check mark in column two if the experience in your
household indicates that the service is.adequate, or
Place a check mark in column three if the experience in your
household indicates a need for more services.
SECTION "B":
I. Refer to Section "B" on page three for instructions.
September 19, 1983
CITY OF PALO ALTO
HUMAN SERVICES
HOUSEHOLD SURVEY
SERVICES:
Check if your
household uses
any of these
services:
Health Maintenance Services:
Subsidized Senior Nutrition
, Services
Youth Alcohol/Drug Abuse
Counseling
Senior Citizen Day Healt~
Care
Basic Materia] Needs:
Fair Housing Services
Shared Housing Counseling
Senior Home Repair Services
Tenant/Landlord Mediation
Individual and Collective
Safety:
Services to Victims of Domestic
Violence
(Check one column ONLY for
each service)
Check if you
feel the current
level of service
is adequate:
Check if you
perceive a need
for more services
in your household~
September 19, 1983
Check if your
household uses
any of these
services:
Individual and Family Life:
C6mmunity Education re:
Disabilities
Community Information and
Referral
Single Parent Family Support
Services (i.e., support
groups, materials, etc.)
Mental Health Services
Social Development and
Education:
Community Relations Services
Youth in Government Activities
Child Care
Senior Recreational and
Cultural Programs
Employment Services for
Young Adults
COMMENTS:
ea.. service)
Check if you Check if you
feel the current perceive a need
"level of service for more services
is adequate:in your household:
September 19, 1983
HOUSEHOLD DEMOGRAPHICS :
Please provide t~,e following information about you£ household:
ANNUAL INCOME: Place a check mark next to the income range that includes
the income level for your entire household.
0 - $4,999
5,000 -9~999
10,000 - 14,999
15,000 - 19,999
20,000 - 24,999
25,000 - 29,999
$30,000.- 34,999
35,000 - 39,999
40,000 - 44,999
45,000 - 49,999
50,000 - 74,999
75,000+
HOUSING: Indicate whether you rent or own your home and place a check
mark next to the dollar range that includes your monthly housing
costs.
Do you rent or own your home?
Monthly cost/rent:
Less than $200
200 - 299
300 - 399
400 - 499
500 - 599
600 - 699.
Rent Own
$700---~799
800 - 899
900 - 999
__ 1,000 - 1,499
__ 1,500 - 1,999
__2,000 +
HOUSEHOLD SIZE: Identify the number of persons currently living In your
household:
PERSONS IN HOUSEHOLD BY AGE GROUP:Indicate the number of persons by age
currently living in your household.
0 - 4 25 - 29 50 - 54 75 - 79
5 - 9 30 - 34 55 - 59 80 - 84
10 - 14 35 - 39 60 - 64 85 - 89
15- 19 40 - 44 65 - 69 90 +
20 - 24 45 - 49 70 - 74
LENGTH OF RESIDENCE IN PALO ALTO:
0 - 4 years
5,- 9 years
(Family household or individual respondent.)
I0 - 14 years 25 - 29 years
15 - 24 years 30 + y~ars
-3-September 19, 1983
ATTACHMENT II
MEMORANDUM
DATE:October 19, 1998
TO:
FROM:
Paul Thiltgen, Community Services Director
ILathy Espinoza-Howard, Administrator
Office of Human Services
PROPOSED HUMAN SERVICES RESOURCE ALLOCATION
(HSRAP) REVISION
OVERVIEW
This is an overview of the Human Services Resource Allocation Plan (HSRAP)which was
adopted by the City Council on January 24, 1983 (CMR:147:83). City staff has
reviewed the plan and is recommending changes to insure that the original intent of the
City Council is implemented.
The HSRAP process was developed as a collaborative planning and allocation approach
by using the resources of City staff, community organizations and the Human Relations
Commission. With the process, Council decisions in the allocation of resources are
made on the basis of identified need. For 1998/99 the City received funding
applications from twenty-four human service agencies. Using the HSRAP process,
$1,067,930 was allocated to seventeen agencies.
Although the process does work, staff believes that there is some fine tuning that can be
done that will allow the process to function as was the original intent of the plan.
BACKGROUND
For the purpose of administering HSRAP, the definition of "Human Services" as
adopted by City Council is: The delivery of a direct economic or social service to
an individual or group or the delivery of service to an individual or individuals
largely for the community’s well being. The City Coundl also defined the fields of
service that are direcdy either provided or contracted by the city. They are:
Health
Basic material needs
Individual and collective safety
Individual and family life
Social development and education
The four policies that provide the framework for the Human Services Resource
Allocation Plan are:
Establish an ongoing procedure for identifying and updating the
priority of service needs in Palo Alto.
Develop and adopt policies and priorities that direct City actions
regarding human services.
Make annual allocation of City resources for human services based
upon the adopted policies and priorities.
Develop opportunities for collaboration with other public and private
funders and Service providers using the adopted City policies and
priorities regarding human services as a base.
This report identifies each policy and the adopted procedures for implementing the
policies, and the recommended changes.
POLICY I:
Establish an ongoing procedure for identifying and updating the priority of service
needs in Palo Alto.
Procedure
Review current census, crime, health, and school district data to determine trends.
Recommendation
Include reports such as the United Way Trends Report, Joint Venture’s Index of Silicon Vall~y
Report and the Santa Clara County Planning Council’s Bi-annuat Report on Child Care.
Procedure
Periodically update the inventory of human service programs serving Palo Alto residents.
Develop profiles of service per HSRAP that include public and private analysis of needs,
analysis of existing City data, and any other data that includes current studies and input
from nonprofit agencies. The profiles need to be reviewed by the City of Palo Alto
Human Relations Commission (HRC).
Recommendation
2
This procedure needs to occur before the solicitation of requests for HSRAP funding and shouM be
a part of the priority settingprocess for the HRC.
Procedure
Develop and maintain a role within the HRC that provides for citizen guidance, review
and recommendations regarding the City’s role in human services.
Recommendation
The HRC hosts a community forum to set the priority of needs in the community. In addition to
the single communi{T forum, two other community forums should be held in Palo Alto neighborhoods
hosted by the HRC and the Office of Human Services and coordinate with the Planning
Department’s CDBG Process. The timing of the community forums is critical and should precede
the HSRAP Request for Funding Process (RFP) as well as precede the finaI priority setting session
of the HRC. The HRC sets priorities for funding as a guide to Human Services staff The staff
makes its recommendations linking the priority setting process to the HSRAP funding decisions.
POLICY II:
Develop and adopt policies
human services.
and priorities that direct City actions regarding
Procedure
The policies and priorities will be reviewed and updated periodically following the
update of the field of service profiles.
Recommendation
This procedure has not occurred on a regular basis. Human Services staff needs to initiate an
annual update of the field of service profiles prior to the HRC priority setting process and the
development of the HSRAP RFP.
POLICY III:
Make annual allocation of City resources for human services based upon the
adopted policies and priorities.
Procedure
Allocate resources for human services through the annum budget appropriation process
using the HRC recommended priorities as a guide.
Recommendation
This procedure should be reinstated in a timely manner in order that all agencies requesting City
funding are aware that the HSRAP funding allocations will be one-time funding allocations and
needs driven. If a new need for services is identified, a new service ma)~ receive funding to address
the service gap. Staff should annually review the identified needs and proposed services
requested to ensure that the request for funding proposal process is needs driven.
Procedure
Allocate resources for human services through the annual budget appropriation process
based on the HRC recommended fields of service profile priorities.
Recommendation
The staff needs to return to this procedure. The link between prioritized needs and funding decisions
should be strengthened by insuring timely community input, HRC review of data, and establishment
of the fields of service profiles priorities.
Procedure
City resources may be used in a variety of ways to provide the identified high priority human
services. The City may choose to provide direct services using budgeted resources of the operating
and/or capital program budgets. A second means is the contract for service in which the City selects
an existing agency to provide the service. The City may also select a nonservice support approach,
e.g., funding capital improvements for eligible organizations through the Community Development
Block Grant (CDBG) Program. The City may also provide in-kind support to promote nonprofit
organizations, e.g., providing meeting space and legislative support.
Recommendation
This is currently functioning in the manner approved by the City Council.
Procedure
Modify the existing system of contracting with community organizations to provide sercices to allow
for increased flexibility in the use of City financial resources by defining financial and contractual
obligations as:
Start up---limited funding term
Project--limited funding term
Matching grants--limited term
Annual contract--renewable.
Recommendation
Multi-year contracts for ongoing services should be included in the HSRAP allocation process. As
with the annual funding ~ycle, staff should review periodically the identified needs, proposed services
4
and identifF agencies who may provide the services needed. Staff must also r#iem sen,ices providers
and regularly open the process far possible new providers to participate in providing services to the
Polo Alto community.
Consideration far ongoing services is determined b.y the communi~p’s priority af need. The City of
Polo Alto has determined areas of need far target populations which has been described in the CiO:’s
Comprehensive Plan, Consolidated Plan and the Santa Clara County Continuum of Care Plan.
These plans have identified a need for services to seniors, children and, .youth as well as the
comrnunig~’s need for food and conflict/resalution services. Staff has r~,ie~ed and recommends these
services for ongoing multi-year funding and has established criteria for selecting potential service
providers to provide these services to the Polo Alto community to create a "safe9~ net" of
services.
Criteria for ongoing funding of an agency may include the following:
Services having an historical relationship with the City of Polo Alto either b.y
having been created through City efforts or having traditionally received Council’s
high priority for funding over the.years; or
Sen, ices meeting critical basic needs such as food, clothing, emergen~ housing, case
management, personal care and rehabilitative sen, ices; or
Services addressing emerging.socio-economic indicators such as needs of special
populations.
All agencies mould be expected to provide services that meet high quali~y service standards
and are delivered in a cost effective manner.
Procedure
Maintain a monitoring and evaluation program for City contract service providers using
semiannual reports, site visits and program audits as appropriate.
Recommendation
No change to this procedure is recommended.
POLICY IV:
Develop opportunities for collaboration with other public and private funders and
service providers using the adopted City policies and priorities regarding human
services as a base.
5
Procedure
Encourage foundation and private industry financing for community based human
service programs in Palo Alto.
Recommendation
No change to this procedure is recommended. This ~ype of funding approach is being implemented
to fund the Clara-Marco Emergency Shelter.
Pro,cedure
Assist in the development of industry-supported on-site services ( e.g., child care, family
counseling and recreation programs) for employees.
Recommendation
There are no recommended changes. Various programs have been developed such as the Senior
Coordinating Council, Palo Alto Community Child Care, and the proposed Family Resource
Center. These services are available to City employees.
Procedure
Monitor the provision of essential County human services which are complementary to
those provided by local sources.
Recommendation
More ~O:ort should be directed torvard this procedure. The County needs to be invited to provide more
service~ in the North County area. The County is currently developing child care qystems to address
Welfare to Work mandates. The Office of Human Services is currently networking frith these
coun~y-rvide efforts.
Opportunities may also Surf ace for the Family Resource Center. The County operates five Family
Resource Centers. Through collaborative ~fforts, the CA~V of Palo Alto may increase services at their
Family Resource Center by inviting the Coun~ to participate in the provision of services. This
would increase resources, avoid duplication of ~orts, and reduce costs.
Procedure
Support State and Federal social legislation
legislationmparticularly as it applies to residents.
and the need for new
Recommendation
This has been ongoing and will continue.
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In summary, the staff recommends the following changes to HSRAP procedures that will
allow the current HSRAP process to function as was the original intent of the plan:
Yearly update of the priority of needs in Palo Alto by the HRC prior to the
Request for Proposal process.
Allocating HSRAP funding by using the adopted policies and priority of needs.
Funding ongoing services through nonprofit agencies that meet the ongoing
funding criteria:
Services having an historical relationship with the City of Palo Alto either
having been created through City efforts or having traditionall~ received Council’s
high priorit.y for funding over the.~ears; or
bo Services meeting critical basic needs such as food, clothing, emergency housing, case
management, personal care and rehabilitative services; or
Services addressing emerging socio-economic indicators such as needs of special
populations.
All agencies would be expected to provide services that meet high quali~y service standards
and are delivered in a cost effective manner.
Implementing these changes to the HSRAP procedures will insure that the process is
needs driven and will provide, funding opportunities for new services that address
emerging community needs.
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ATTACHMENT III
HUMAN RELATIONS COMMISSION
HSRAP PRIORITY OF NEEDS
1999-2K
HIGH PR!OR/TY
Multi- Service Center
Affordable Housing- CDBG
Child Care Slots/Services for Availability
Disability Services
Coordination of Disability and Homeless Services
Independent Living Services
Youth Services
Transportation Services
Tenant/Landlord Services
MEDIUM PRIORITY
Child Care Subsidy
Emergency Shelters- CDBG
Senior Services
Family Rental Assistance/Subsidized Housing- CDBG
Counseling Services for Youth, At Risk and Low Income
Home Support Services
Services for Battered Women and Children
LOW PRIORITY
Crime Awareness Services
Employment Services
Sexual Assault Prevention Services
Health ’Care for Low Income
Public Faei!ity and Infrastructure Aceessability- CDBG
Drug and Alcohol Awareness and Prevention Services