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HomeMy WebLinkAbout2000-04-20 City CouncilCity of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTN:FINANCE COMMITTEE FROM: DATE: CITY MANAGER APRIL 20, 2000 DEPARTMENT: COMMUNITY SERVICES CMR: 205:00 SUBJECT:PROPOSED FISCAL YEAR 2000-01 HUMAN SERVICES RESOURCE ALLOCATION PROCESS FUNDING RECOMMENDATIONS REPORT IN BRIEF This report transmits the Human Services Resource Allocation Process (HSRAP) Selection Committee’s funding recommendations for fiscal year 2000-01 Human Services Resource Allocation (Attachment A), the Human Relations Commission’s HSRAP Priority of Needs for fiscal year 2000-01 (Attachment B), and the proposal summaries submitted for funding consideration (Attachment C). The funding recommendations will provide $1,187,419 to sixteen programs. This represents an 8 percent increase in the Office of Human Services contract base budget. The report discusses funding criteria, funding rationale and current human service priorities. This report also reviews changes to the HSRAP administrative process and coordination efforts with the Community Development Block Grant (CDBG) process (CMR:118:99 Attachment D). CMR: 205:00 Page 1 of 6 RECOMMENDATION Staff recommends that the Finance Committee recommend to Council that: 1.The funding allocations, as recommended by the HSRAP Selection Committee (Attachment A), be included in the fiscal year 2000-01 Human Services contract budget. 2.The City Manager or her designee is authorized to execute the human services contracts, and any other necessary documents concerning the contracts. Designate the cost of liv!ng funds that are added to the yearly HSRAP base budget, which are determined by the yearly average of the Consumer Price Index, as on-going funds. This will simplify the yearly calculation of the HSRAP base budget and ensure a small increase to the. funds each year. BACKGROUND Since 1983, the HSRAP process has identified community service needs that determine City funding for human services (CMR:147:83). In 1993, Council directed staff to review the HSRAP process for the purpose of strengthening the process and return with a plan (CMR143:93). In response to Council direction, staff returned with a HSRAP Implementation Plan in 1999 (CMR: 118:99). The City’s Human Relations Commission (HRC) participates in identifying human service needs by providing information to staff about human service needs and by hosting community forums. These needs assessment activities assist in establishing an annual priority of human service needs for the Palo Alto community. The Selection Committee, comprised of Office of Human Services staff and an HRC commissioner, review and analyze the merits of funding requests and provide funding recommendations based on established funding criteria and the annual priority of needs. The HSRAP Selection Committee recommendations are reviewed by the City Manager and are then forwarded to Council for consideration. ( DISCUSSION During the past two years staff and the HRC have worked to implement Council direction. The implementation plan was developed to establish a "service safety net" and to address emerging needs and services gaps in the community. The fiscal year 200.0-01 funding process included the following six process improvements: Seven needs assessment activities were conducted and both County and other local needs assessment documents were utilized to assess human service needs in the community. This represents a 75 percent increase in the number of activities conducted in an effort to broaden community participation. CMR: 205:00 Page 2 of 6 2.The HRC established annual priority of needs for the community that guided funding recommendations. (Attachment B). The Request for Proposals (RFP) were distributed more widely in order to reach a larger, more diverse pool of providers. The RFP was also made available online to allow more accessibility df the document. The HSRAP process and the CDBG process were coordinated to maximize resources and streamline the City’s human services funding approach. Coordination involved specifying which fundingrequests each fund would entertain, adopting the same request for proposal schedule and jointly conducting a bidder’s workshop for interested non- profit service providers. Multi-year funded agencies were not required to submit proposals for second year funding. These programs have been reviewed and contracts will be renewed contingent upon meeting contract performance obj ectives. Annual funding requests were reviewed to determine whether they addressed the Community Priority of Needs established by the HRC for fiscal year 2000-01. Proposals that did not address the Priority of Needs, were removed from further funding consideration. Annual requests are for one-time funding only. There is no guarantee that services receiving one-time funding will receive future funding in subsequent years. Seventeen nonprofit agencies submitted annual funding requests totaling $399,431. Six multi-year agencies were recommended for renewed service contracts for a total of $982,116. Two multi-year agencies submitted requests to renew one-time additions allocated in fiscal year 1999-00 for a total of $16,093. The total HSRAP requests, including annual requests and multi-year renewals, totaled $1,397,640. The Selection Committee did not automatically pass through the COLA to providers seeking funding for fiscal year 2000-01 that received funding in the previous funding cycle. The Committee allocated funding based on proposals that addressed gaps in the "service safety net", expanded services or provided services to a population that is under-served or not served. Providers recommended for one-time funding for fiscal year 2000-01 are as follows: Alliance for Community Care is recommended for $25,706 to increase its homeless outreach program in Palo Alto. Increased services will provide emergency on-call services to City departments, libraries, community center~ and local homeless service providers. 2.Community Association for Rehabilitation is recommended for $42,524 for a wide range of disabilities support services including an infant development program, a creative CMR: 205:00 Page 3 of 6 recreation program, a respite care program and a therapeutic aquatic program for autistic and developmentally disabled children and their families. MayView Community Health Center is recommended for $16,918. The Center will provide medical and health care services to Pal¯ Alto’s homeless and very low’income residents and provide a new food pantry for low-income working families. Peninsula Association of Retarded Children and Adults is recommended for $14,595 to provide supportive services to the developmentally disabled residents of Page Mill Court, which will assist them in maintaining their housing. Peninsula Center for the Blind and Visually Impaired is recommended for $10,237 to provide rehabilitative services to low-income visually impaired and blind Pal¯ Alto residents. Senior Adults Legal Assistance is recommended for $8,000 to provide free legal services to senior residents in public benefits, wills, trusts, advance directives and nursing home abuses. 7.Social Advocates for Youth is recommended for $7,697 to provide emergency shelter and counseling services to homeless youth. 8.Support Network for Battered Women is recommended for $19,365 to provide crisis intervention, legal advocacy and shelter to victims of domestic violence. YMCA-Palo Alto Branch is recommended for $8,000 to provide academic support, leadership development and recreational activities for at-risk youth at the Ventura Activity Center. 10.YWCA is recommended for $11,012 to provide rape crisis services and community educational services to the Pal¯ Alto community. I’ HSRAP FY 2000-01 . $1,187,419Proposed Funding Recommendations Home[~snessDomestic violen~ Violence Pn.-ventlon Prevention S ~c~S ~c~ l°~outh Disabilities Services 6% Medhtion Sen, lces 5%Senior Serdces Child Care 37% Services 35% I~Youth Sewices [] Senior Sen, ices[] child Care Sewlces ¯Mediatloa Sen,lces[] Disabdities S ewlces [] Domestic Violence Pre~enUon[]Homelessness Prevention Services r~Viohnce Prevention Sewlces CMR: 205:00 Page 4 of 6 HUMAN RELATIONS COMMISSION REVIEW The staff recommendation was presented to the Human Relations Commission (HRC) at its March 9, 2000 meeting. The HRC is developing a request for additional funding to be added to staff’s recommendation. The proposal will be finalized at the HRC’s April 13, 2000 meeting and will be submitted to the Finance Committee on the night of the hearing for the HSRAP budget. RESOURCE IMPACT The 2000-01 HSRAP funding recommendations will provide $1,187,419 to sixteen programs representing an 8 percent increase over the 1999-00 base budget. Typically, the prior year base is increased by a Cost of Living Adjustment (COLA) annually, which amounted to 4.2 percent, but due to a one-time adjustment of $41,249, the proposed increase exceeds the 2000-01 budget. The proposed funding is allocated into two contractor categories: multi-year contracts - $1,023,365; and limited-year contracts - $164,054. Funding for multi-year contracts in 2000- 01 reflects COLA adjustments to their respective base budgets and excludes any one-time increases made in the prior year. After funding for the multi-year contracts has been allocated, the remaining funds are allocated to the limited-year contracts. This amount totals $122,805 in 2000-01. The City Manager’s proposed budget includes a one-time increase of $41,249 to augment the allocation to the limited-year contracts, resulting in a total funding recommendation of $164,054. POLICY IMPLICATIONS Staff is recommending that the annual COLA, which is currently considered as a one-time contribution, become an on-going funding contribution. This will provide a small yearly increase in the HSRAP fund and simplify the calculation of the HSRAP base budget for staff and the Administration. The incorporation of the COLA into the HSRAP base budget will provide the multi-year service contracts with a small COLA increase and provide a small increase to the funds that are available for distribution to the annual service requests. TIMELINE Upon approval by the City Council, staff will finalize the agency contracts and funding will begin July 1, 2000. CMR: 205:00 Page 5 of 6 ENVIRONMENTAL REVIEW This program is not a project as defined by the California Environmental Quality Act (CEQA) and is not subject to CEQA requirements. ATTACHMENTS Attachment A: Attachment B: Attachment C: Attachment D: HSRAP 2000-01 Selection Committee Funding Recommendations Human Relations Commission HSRAP Priority of Needs FY 2000-01 Proposal Summary Sheets CMR: 118:99 PREPARED BY: Kathy Espinoza-Howard, Administrator, Office of Human Services DEPARTMENT HEAD: PAUL THILTGEN Director of Community Services CITY MANAGER APPROVAL :~"-~@./C~o,_z_..c~ t’~MILY HARRISON Assistant City Manager cc:Palo Alto Human Relations Commission All HSRAP Applicants CMR: 205:00 Page 6 of 6 ATTACHEMENT A HSRAP SELECTION COMMITTEE RECOMMENDATIONS FISCAL YEAR 2000-01 Multi-Year Contractors Adolescent Counseling Services Avenidas La Comida de California Palo Alto Community Child Care Project Sentinel Second Harvest Food Bank Program Title On-Campus Counseling Senior Services Senior Nutrition Program CC Subsidy & Outreach Mediation Services Operation Brown Bag Multi-Year sub-Total * one-time Addition of $41,249 above HSRAP Base Budget. FY 1999-00 Funding FY 2000-01 FY 2000-01 FY 1999-00 (Excluding 4.2% CPI.Funding Funding one-time)Increase* Recommendatior 89,716 409,623 12,175 402,005 61,853 6,744 3,768 17,204 511 16,884 2,598 283 89,716 42O,623 17,268 402,005 61,853 6,744 998,209 982,116 41,249 93,484 426,827 12,686 418,889 64,451 7,027 1,023 365 Annual Fundin~ Requests Alliance for Community Care American Red Cross Children’s Health Council Community Assoc. for Rehabilitation** Family Service Mid-Peninsula** Family Support Cntr of the Mid-Penin. MayView Community Health Center Dutreach & Escort** Penin. Assoc. of Retarded .... Penin. Ctn. for the Blind & .... Project Match Senior Adults Legal Services Social Advocates for Youth Support Network for Battered Women YMCA-Palo Alto Branch Youth Community Services** YWCA Program Title Homeless Outreach Homelessness Prevention Therapeutic Afterschool Prog. Disabilities Services Counseling Services Human Services Program Health Svcs. for Low-Inc. Senior Outreach Rec. & Community Bldg. Rehabditation Services Housing Match Services Legal Assistance to Elders "Safe Place’TCasa SAY Shelter Battered Women Services Ventura Activity Center Summer of Service Rape Crisis Center Limited Year Sub-Total ~ services than those funded in FY 1999-00. FY 1999-00 Funding 7,486 10,783 42,524 12,879 10,277 6,000 14,594 10,521 8,000 7,401 25,001 8,000 17,378 11,012 191,856 FY 2000-01 Funding Requests 30,000 12,000 20,280 52,450 20,000 45,000 16,918 50,000 19,667 10,837 18,950 8,240 7,697 25,000 10,000 27,392 25,000 399,431 FY 2000-01 Funding Recommendation 25,7O6 42,524 16,918 14,595 10,237 8,000 7,697 19,365 8,000 11,012 164,054~* FY 2000-01 funding rec~uests represent different FY 2000-01 Funding FY 1999-00 one-time Additions Recommendation Avenidas La Comida De California Program Title Senior Home Repair Subsidy Senior Nutrition Program one-time Sub-Total FY 1999-00 one-time Funding 11,000 5,O93 16,093 FY2000-01 Funding Requests 11,000 5,093 16,093 TOTAL’ FY 1999-00 TOTAL REQUESTS FY 2000-01 TOTAL PROPOSED ALLOCATION FY 2000-01 1,190,065 1,397,640 1,187,419 ITHSRAP Base Budget FY 2000-01 Multi-year 4.2% CPI (one-time) otal Proposed_ Allocation FY 2000-01 1,146,170 41,249 _ 1,187,41..9]Revised: 4/10/00 ATTACHMENT B Funding Priority of Needs Fiscal Year 2000-01 ~First Priority Child Care Transportation Accessibility for Disabled Day Services for the Disabled Case Management for the Mentally III Affordable Housing for Special Populations Shelter Beds Rental Deposit Funding Day Services for Homeless and At-Risk Counseling & Case Management Services for Youth Crisis Counseling for Youth Increase Outreach to Seniors About Meal Services Shared Housing Services -Second Priority " Special Needs Accommodations for Disabled Children Employment Opportunities for the Disabled In-Home long-term Services for Seniors Assistance with Wills, Trusts, Tax, Legal and Health Maintenance Runaway Shelter Services for Youth Wrap Around Services for Shelter Youth Support Groups and Peer Counseling for Youth Health Maintenance for Low-Income & Uninsured Services for Battered Women ~ Third Priority Higher Wages for Childcare Workers Mental Health for Non-Critical Mentally Ill/Prevention Respite for Parents with Disabled Children Access to Adaptive Technology for Disabled Affordable Housing Family Shelters Funding to Supplement HUD Vouchers/Palo Alto Area Transitional Housing Residential Care Facilities for Seniors Medical Beds for Seniors Education on Elder Physical & Financial Abuse Peer Counseling for Seniors Health Maintenance and Personal Development Activities for Seniors Transportation for Seniors Preventative Health Care for Seniors Academic Support for Youth Summer Activities for Students Violence Prevention Counseling for Single Parents ATTACHMENT C Human Services Resource Allocation Process (HSRAP) Proposal Summaries FY 2000-01 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. ALLIANCE for Community Care American Red Cross Palo Alto Area Chapter The Children’s Health Council Community Association for Rehabilitation Family Service Mid-Peninsula The Family Support Center Mid-Peninsula MayView Community Health Center Outreach & Escort, Inc. Peninsula Association for Retarded Children and Adults Peninsula Center for the Blind & Visually Impaired Project Match, Inc. Senior Adults Legal Assistance Social Advocates for Youth Support Network for Battered Women Youth Community Service YMCA of the Mid-Peninsula YWCA of the Mid-Peninsula HSRAP Proposal Summary Fiscal Year 2000-2001 Agency: Alliance For Community Care Name of Program: Homeless Outi’each Address: 438 N. White Road City: San Jose Zip Code: 95127 Contact: Otis Watson/Michael Hollinqshead Phone Number: (408) 254-6828/938-6773 1999-00 Funding (if applicable) $7486 2000-01 Funding Requested $30,000 1. Proposal Summary: ~ Identify the priority areas of need met by this program, the program goals and objedtives, how it benefits Palo Alto residents, and how the. program effectively utilizes existing resources through collaborative efforts. The priority area of need for this proposal is homeless individuals in the City o’f-Palo Alto who are struggling with the symptoms of mental illness. ALLIANCE proposes to expand the current program of homeless outreach in the City of Palo Alto. Since 1993 .ALLIANCE has provided 10 hours of contact, intervention and refe~:ral service each week by mental health professionals to homeless individuals with serious mental illness. We are proposing 10 additional hours of-service each week, providing active contact_and interventions with homeless individuals, and training to City of Palo Alto staff in .appropriate intervention strategies at the following city service locations: the Palo Al{o Public Library system, the Palo Alto Police Department and the-Palo Alto Senior Center. By using current staff at these locations, tile proposed program maximizes existing. human resources and provides humane and effective treatment to mentally ill, homeless individuals. 2. Population Served: Describe the population served by the proposed program: Include the area of Palo Alto served, the number of Palo Alto residents served, whether it serves low-income residents and any other relevant population profile information. The populatiOn served is mentally.ill homeless, adult, ethnically diverse, women and men throughout Palo Alto. During 1999, more than 230 individuals have been served with the existing program. Low income, ethnically diverse residents and transients are served. 3. Budget Narrative: Describe specifically how the requested funding will ,be used. The funding amount requested is $30,000. Money will be used to provide a mental health professional for 20 hours per week (.50 FTE) to increase the-delivery, of assessment, referral, crises intervention services to homeless persons in Palo Alto. ~ Consultation and training of staff at the Urban Ministry Drop-In Center would continue. ALLIANCE is proposing additional consultation and training of staff to the Palo Alto Public Library system, Palo Alto Police Department and the Palo Alto Senior Center 4. Funding Diversification: Summarize how your agency plans to leverage the funding from the City or diversity funding for this program. While we receive support from the Palo Alto Housing Corporation, the amount we receive $25,000, is for a half-time service coordinator providing housing support services for the residents of the Barker Hotel. The money is not used for homeless outreach. City of Mountain View CDBG money received is expressly for homeless residents in Mountain View. That amount is $6,405. Alliance utilizes United Way funding, to augment several programs. With the expansion of the Homeless Outreach program and a commitment of funds from the City of.Palo Alto as.proposed, there may be opportunities to attract other funding. Al! agencies funded through the HSRAP process are required to raise additional funds to augment funds provided by the Cir. RF : URe IMPAC 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 staff’s workload minimally, but also streamline the HSRAP funding process. Improvementsin.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. The Human Services Resource Allocation Process Implementation Plan will take place ¯ during the fiscal year 1999-2001 budget. ATTACI-1MENT~ 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: KathyEspinoza-Howard, Human Se~’vices Administrator Di CITY MANAGER APPROVAL: cc: Human Relations Commission 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 (HSm~e). BACKGROUND: On January 24, 1983, the ~ity Council approved the Human Services Resource Allocation Process (HSRAP) as reviewed, revised, and recommended by the Hdman Relations Commission.. (Attached is CM~: 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 th4 actigltles of the HSRAP. As indicated in the attached work schedule, the HSRAP staff have taken responsibility for building the data base to be used by the Human Relations support sub-committees i~ establishing Human Relations Commission-recommended priorities. Activities currently in progress are as follows: .Demographic Analvsist This is one of three data collection and analysis activities. Key demographic c~tegories have been examined, using City- wide and Census trait data. Services Inventory: Staff is collaborating with the United 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. Planni~ 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 submltted, rator .. Department of Social and Community Services ¯ ~JuJne Fleming ’ ~ Assistant City Manager attachments: HSRAP.calen4ar CMR 147:3 Household survey (HSRAP Planning Packet) 524:3 HUMAN SERVICES RESOURCE ALLOCATIO~ PROCESS ,CALENDAR July Septe~nber October Novmber ~)an u ary. February April E’valuate and update H~nan Services Resource Allocation Process and supporting doc~nents. (Program 12) * Review and update social demographic profile and services inventory. (Program I and 2). Review and update general planning guidelines and the H~nan Services Planning Packet,.(Progr ~ 3).o Distribute planning packets; advertise avail- ability to general public; receive completed planning packets from both organizations and individuals. (Program ~). Review and update Fields of Service listing. ( .PrograIn 5)° Develop Field of Service Profiles based on available appropriate data and information... (Progr~ 6). Develop a~ deliver reco~ended policies and priorities to theCity Council. (progr~ 7).~ Publicize request for pro~sals for designated~ piorlty services. (budget). Clty.~uncil revie~ an adopts the pollc.ies~ and priorities. (Progr~ 8) Finance and Public ~rks Cc~Itt~ adopts bud- ~t Keparation guidelines. (Budget). termine types of resources avail~le for h~an ~rvices from both City and r~n-City sources. (Pl’ogr.am g) (Budget). City staff begins budgetpreparation (Budget), Disseminate adopted priority assessment to non-City fundinB sources and service providers, Encourage non-C~ty funding sources and service providers to expand their support of h~nan service programs in conjunction with or inde- pendent of services being supported by the ~ity. (Program 14). .. Evaluate service ~ffectivenes~ and efficiency on an ongoing basis. (Program 11). City ~taff completes preparation of City budget, The term "program" refers-t~ a specific activity or action in the Human Services Resource A)iocation Process. Finance and Pub1|¢ Works revlew~ preliminary budget, ’ ~ounctl ~dopts {:tt~ budget. January 18, 1983 HONORABLE CITY COUNCIL Palo Alto, California HL~nan Services Resource Allocation Process Members of the Council: This report describesthe proposed H~an Services Resource Allocation Process including background information, the Human Relations Con~nis- sion’s review activities, resulting charges and implementation issues. Staff reco~ends that Council adopt the proposed plan as recon~ended by the Human Relations Commission (H.R.C.). 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, Con~nunity organizations and the H~an Relations Con~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 Con~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, originally proposed a planning approach incorporating data collection and priority setting activities guided by five policies. The plan proposed the development of priorities for funding recon~nended by the H.R.C. in five fields of service: (1) 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, llbrary and selected police services in addition to traditional human service programs (e.g. child care, information and referral, senior servlceso 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 arts activities should not be compared to other leisure time activities in a con~non 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 ~he breadth of the fields of services. There seemed to be interest in applying the planning and al]ocation process only to those hL~nan 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 poli~ies are sun~narized as follows: Develop Demographic and Services Information: This policy ~s "implemented using two programs directed at the collection of data. Analysis of Information for Priority Settin~i This policy is "~mplemented using four programs directed at organizing and ana-. lyzing data including public contnent and field of service information. Development and Adoption of Policies and Priorities: This pol- Ic~ Is imp’iementea uslng two programs. One ~nv~s H.R.C. developing and recontnending service/activity policies and pri- orities, and the other involves the Council review and adoption with or without modification of the H.R.C. recon~e.ndation. Allocate City Resources for Human Services as Part of the An- nual Budget Process Based on Adopte~ ~o]~cies and Priorities: ~h~s po1~cy is implemented using""four programs. involve City staff using the Council adopted policies and pri- orities.for h~nan services funding,as guidelines in the review and development of staff recon~nendations. Two others relate to evaluation of the process by City staff and the Human Rela- tions Con~ission. CMR: 147:3 Public/Private Sector: This policy is implemented using two programs.. Une ~nvolves’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 ~here possible. The revised field of services classification now consists of-five fields ~h|ch 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 servlces 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 Employment services for young adults The services and activities listed include contract services such as senior nutrition and child care, direct ~It~ fundiD~ activitle~ such asthe H.R.C. in community relations and volunteer ac~Ivities sucb as the Disabled Awareness Task Force and the Rental Housing Mediation Task Force. CMR: 147:3 Programs and actiwltles identified in the five fields are typically funded using General Fund an/or Community Development Block Grant (C.D.B.G.) monies. The H.R.C. has chosen to include CoDoBoG. funded housing services becaus~ they are a basic h~an service and are treated as a "soft service" under CoD.B.G° guidelines. The inclusion of CoD.B.G. support activities is not intended to usurp the .responsibility of City staff or the C.D.B,G. citizens advisory committee. The H.R.C.Is inclusion of these programs is intended to establish a frameof reference for basic h~nan 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 Con~nission’s recommendation for an abbreviated application of the H~nan Services Resourse Allocation Pro- cess in the preparation of the 1983-84 budget and full application in 1984-85 and ensuing fiscal years. Abbreviated Application: The abbreviated appllcati~n will Involve the" first three policies in modified form The priority setting activitieswill be used only to examine prQposal] for new or expanded services. .The City Council will not be asked to review and adopt, the reco.m~ended policies and’prioritle~. Informationdeveloped bythe H.R.C. will serve as guidelines in the review of new or expanded contract funding requests. It is expected that Social & Community-Services liaison to the HoR.C. will-carry out the review in cooperation with the H.R.C. Full Application: The first oppor~tunity for full application of the H~nan.Services Resource Allocation Process will occur in development of the 1984-85 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 Allocation Process. Because the scope of the various fields of service has been reduced, the cost of implementation will.be less than previously indicated. In addio 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 1983~84o CMR: 147:3 Recon~nendation Staff recommends the City Council-adopt the H~an Services ReSource A11ocation Process as presented by the, Hanan Relations Con~nission andapprove the proposed interim appllcatlon for preparation of the 19B3-B4 budget. " . " . Respectfully submitted, :ial & Con~nunity Services ng it Cit ~ager CMR: 147:3 -5- 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 thelr-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 indlca.te whether your household uses any Of the City-funded services, their adequaGy in your household, and whethe~ you perceive a need for more or other services. The second part asks for basic demographic information .about.your.household. The information will be 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 hav~ regarding the questionnaire. 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_Clty Council. Your participation is ’appreciated. ~ncerely~ " [ J~.e Podolsky, Chalrm~nF~-~alo Alto Human Relations Commisslon~ BACKGROUND INFORMATION FOR QUESTIONNAIRE The City of Palo Alto currently contracts for, or directly provides, ~ 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 slngle-parent fami~les~ and individual and g£oup services to seniors Their continued offering depends on documented need and community support. Consumers of these set-vices 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 years. Persons aged 55 years and older now constitute 24 percent of the .City’s populatlon.~ The average size of the household has decreased from 2.67 persons per h~usehold in 1970 to 2.33 persons in 1980. During the same period, the population of pre- school age children, aged O. to 4 years, has decreased by 33 percent, from 3,205 persons to 2,168 persons. The population of school age children, aged 5 ~o 14 y~ars, 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 slngle-parent working households. Future City Council decisions in the allocation of resources will be ~ade 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. lmportant part of the collection of information for future decisions. CITY OF PALO ALTO HUMAN SERVICES RESOURCE ALLOCATION PROCESS HOUSEHOLD SURVEY INSTRUCTIONS SECTION "A": i.Re[iew the list of services described in Section "A" 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 servlceis.adequate, or Plac~ 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 Ae CITY OF PALO ALTO HUMAN SERVICES HOUSEHOLD SURVEY SERVICES: Check if your household uses any of these services: Health Maintenance Servce~~., Subsidized Senior Nutrition Services Youth Alcohol/Drug Abuse Counseling Senior citizen Day Health" Care Basic Material Needs: Fair Housing Services Shared Housing Couns41ing Senior Home Repair Services Tenant/Landlord Mediation Individual and Collectiv~, 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 service: in your househol, September 19, 1983 Individual and Family Life: Cdmmunity 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 CuItural Programs Employment Services for Young Adults Check if your household uses any of these services: COMMENTS: service) Check if you feel the current~ "level of service is adequate: Check if you perceive a need for more servic in your househo -2- September 19, 1983 HOUSEHOLD DEMOGRA?HICS: Please provide t~,e following information about yout 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 I0.000 - 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°9.check mark next to the dollar range that includes your monthly housing COSTS. Do you rent or,own your home? Monthly c0st/rent: Less than $200 200 - 299 300 - 399 400 - 499 500 - 599 600 - 699. Rent Own $700--7799 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 I0 - 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-Sept:ember 19, 1983 ATTACHMENT II MEMORANDUM DATE: TO: FROM: October 19, 1998 Paul Thiltgen, Community Services Director Kathy 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 pian 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 organizati’ons 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: Thedelivery 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 Council also def’med the fields of service that are directly 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 priofiti’es 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 polities 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. Review current census, crime, health, and school district data to determine trends. Recommendation Include reports such as the United Wa~ Trends Report, Joint Vonture’s Index of Silicon VaIlqy Report and the Santa Clara County Planning C, ounciI’s Bi-annual Report on Child Care. 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). 2 This procedure needs to occur before the solicitation of requests for HSRAP funding and should be ,a part of the priority setting process 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 I-tRC hosts a community forum to set the priority of needs in the community. In addition to the single community forum, two other community forums should be held in Palo Alto.neighborhoods hosted by the I--IRC and the Qffice 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 final 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 The policies and priorities will be reviewed update of the field of service profiles. and updated periodically following the Recommendation This procedure has not occurred on a regular basis. Human Services staff needs to initiate an annual update of the fieId 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. Allocate resources for human services through the annual budget appropriation process. using the HRC recommended priorities as a guide. Recommendatio~ This procedure should be reinstated in a time~ manner in order that all agencies requesting City funding are aware that the HSRAP funding allocations wilt be one-time funding allocations and needs driven. Ira new need for services is identified, a new service may 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. 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 in~uring timely community input, HRC review of data, and establishment of the fields of service profiles priorities. 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 ofth.e operating and/or capital program budgets. A second means is the conWact for service in which the City selects an existing agency to provide the service. The City may also select a nonserviee 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. Recommendatt’on This is currently functioning in the manner approved by the City Council Modify the existing system of contracting with community organizations to provide services t6 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 o, cle, staff should review periodically the identified needs, proposed, services 4 and identify agencies who may provide the services needed. Staff must also review services providers and regularly open the process for possible new providers to participate in providing services to the Palo Alto community. Consideration for ongoing services is determined by the communiqy’s priority of need. The City of Polo Alto has determined areas of need for target populations which has been described in the City’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 community’s need for food and conflict/resolution services. Staff has reviewed and recommends these services for ongoing multi-year funding and has established criteria for selecting potential service providers to provide these services to the PaIo Alto community to create a "safe~y " "nat ofservices. Criteria for ongoing funding of an agency may include the following: 3. Services having an historical relationship with the City of Palo Alto either.by having been created through City efforts or having traditionally received Council’s high priority for funding over the years; or Services meeting critical basic needs such as food, clothing, emergen~ housing, case management, personal care and rehabilitativeservices; 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 manne_r. Maintain a monitoring and evaluation program for City contract service providers using semiannual reports, site visits and program audits as appropriate. ’ No change to this procedure is recommended. POLICY IV: Develop opportunities for collaboration with ot~er public and private funders and service providers using the adopted City policies and priorities regarding human services as a base.. 5 Procedur~ 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-Mateo Emergency Shelter. Assist in the development of industry-supported on-site services ( e.g., d-did 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. Monitor the provision of essential County human services which are complementary to those provided by local sources. Recommendation More ~. art should be directed to,yard this procedure. The Coun~ needs to be invited to provide more services in the North Coun~ area. The Caunty is currently developing child care ~stems to address Welfare to Wark mandates. The O.~ce of Human Services is currently networking ~vith these coun~-~vide Forts. Opportunities ma9~ also surface for the Family Resource Center. The County operates five Family Resource Centers. Through collaborative ~ffbrts, the City of Palo Alto may increase services at their Family Resource Center b,y inviting the Coun{T to. participate in the provision of services. This would increase resources, avoid duplication of ~O~orts, and reduce costs. Support State and Federal social legislation legislation--particularly as it applies to residents. and the need for new Recommendatio_n This has been ongoing and will continue. 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: 2~ 3. 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 by having been created through Ci:y efforts or having traditionally rece.ived Council’s high priorit.y for funding over the.years; or 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 ~hat meet high quali~ 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. 7 ATTACHMENT III HUMAN RELATIONS COMMISSION HSRAP PRIORITY OF NEEDS 1999-2K HIGH PRIORITY 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 Facility and Infi’astrueture Aecessability- CI)BG Drug and Alcohol Awareness and Prevention Services