HomeMy WebLinkAbout0282.091(I).
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May 16, 1991
THE HONORABLE CITY COUNCIL
Palo Alto, California
Distributed early to
allo~ ample time for
review.
BUDGEr 91-92
Attention: Finance and PUblic Works Committee
HYman S§rvices Resource Allocation Process
Members of the council:
RePOrt in Brief:
DUring the ~990-91 Budget Review process, the Finance and PUblic
Works committee requested information about the Human Services
Resource Allocation process (HSRAPJ and staff funding
recommendations for human service agencies in advance of the 1991-
92 budget hearings. This report responds to that request. The
roles of staff and the Human Relations COJ!llD.ission (HRe) in the
process are described. No Council action is required.
In 1983... the City Council adopted the HUIIIan Services Resource
Allocation Process (HSRAPJ ~ Through this process, human services
needs in the community are identified and recommendations for
funding of human serv'ice agencies are :made. Attachment -A
delineates the steps in this process.
In December of 1990, the HRC defined its role in the HSRAF process
and the ways in which they interact with staff to accomplish this
task. Essentially, they participate by providing information to
staff about human service needs in the community and the various
service providers~ Funding recommendations are made by staff.
This year statf reviewed all agencies presently funded by the City
to determine whether they provide services consistent with the
Fields of Interest established by the HRC. These Fields of
Interest include Basic Material Needs, Health Promotion, Individual
and Collective Safety, Individual and Family Life, and Social
Development and Education. All of these agencies are providing
servi~es that address these Fields o! Interest, and their
performance levels are acceptable.
CMR:282:91
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On September 11 and september 12, 1990, the HRC held public
bearing$ for the purpo6e of qatherinq information about human
service needs in cur co~unity. These hearings were advertised in
the new~paper, and announcements ~ere sent to an expanded mailing
list., which included all agencies currently funded :by the city.
The following were round to be the areae of greatest need:
Low-to-Moderate Income Housing
SRO Housing
SUpport of Article 34 Referendwn
Domestic Violence and Rape Crisis
Children in crisis -Residential and Inpatient Care
Early Help and Intervention
senior Day Health Care' other Essential Service5 for seniors
Para Transit Services
In November 1990., Requests for Proposals (Attachment -S-) were sent
to social service agencies which serve palo Alto residents and
which reflect the HRe's Fields of Interest as criteria for
selection. Staff ~as reviewed the proposals, keepinq in mind the
Council priority of ·People in Crisis,-the HRe Fields of Interest
and the -areas of greatest concern-determined through the public
bearings 1ast fa1.1. Input .. as received from the HRC, and the
resul tinq recommendations from staff have been approved by the City
Manaqar and will be submitted as ~art of the 1991-92 budget.
Attachment -C· shows the 1990-91 funding allocated to the hunan
service agencies and recommendations for 1991-92.
Beginnin9 July 1, 1990, agencies funded by tbe City ~ere asked to
submit quarterly reports describing their progress tOward the goals
set out in their contracts. The infonnation contained in the
fourth quarter report is summarized in the End of Year Performance
Report (Attachments ·O~ and ·E·)~
Since the inception of the HSRAP process, it has become apparent
that the human services needs in our community are many and diVerse
and that the City is unable to provide funding for all the groups
who are working to meet these needs. As a result~ staff is
CMR:282:91
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considerinq a revieW' of the process with the possibility of
speoifying that City funas be used primarily to help implement new
programs, rather than for on-going SUPPO%~I and that the agencies
involved. be so advised. This would encourage them to develop other
sources of support and allow the City to pr-ovide assistance in
meeting a broader spectrum of needs •
. -~;@ Paul T::::
~rector of c nity Services
r
Attachments: Human Services Resource Allocation Process
Funding Recommendations far 1991-92
Request for Pr-oposal
Quarterly Report
Year-End Performance Report
Related CHRiS: 147:3
laO:8
239:9
241:0
168:91
CMR: 282:91
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ATTAClIftJIT -A·
~ S£RYICES aESOORU 1oU.otAllOll PIlotESS
Human Relations Coamiss'or. sets prforit1es4 These priorities will be stated
fields of Interst .. ithln ""itn tne City wi 11 direct Its finand.l resouroes. The
HRC maY us. a varlety of different approaches to help them determine t"eir
priorities including public: forUllis wit" humlr. service providers. studies. public
testi~nYI surveys and needs assess~nts.
Staff reviews .gencles presentl,. funded to determine If HRC pr;orafes are
currently being met under the follow1ng four categories:
14 ~uman service needs are being adequately ad~ressed.
2. Funding is being directed at I pr'orlty but agency performance
does not meet expectatlons4
3. No funding's being directed towards a particular priority.
4. Programs presently funded do not fall under HRC stated fields of
1nterest4
Staff issues a report en their findin~s. In. add' tion to inforU!ation on the 1 evei
and quality of services that meet HRC priorities, t~e re~ort also will provide
an estimate of the amount of funding available for new projects. This report
'Will be coordinated with Conmunity Deve10pment 8lock GraD.t funding information
in order to provide the HRC with an overview of all program funding through the
Human Services Divlsion4
Staff also w111 prepare a report for the City Co~ncil detailing the allocation
process and the HRC's established fields of interest.
Staff report ~oes to Council. RFP's arE!' issued to new and current agencies
providing services within the HRC's field of interest.
Staff reviews proposals, makes funding recommendations an~ presents them to HRC
for review.
Fun~lng recommendations are submitted to the City Manager.
funding recommendations are submitted to finance and Public Works4
Bu~get Is submitted to City Council for approv.l.
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ATTACHMENT 'B'
tlTY OF 'ALO ALTO
HUMAN SERVICES DIYISION
REQUEST FOR PROPOSAL
1111-llll
Cfty of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
(CIS) 321-2375
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OVERVIEW • • • • . •
Stat .... t of Purpose
Ffoidsof Intorost
S...,l. Grants
Human $trylc.s Division
REQUEST fOR PROPOSAL
TABLE Of tOHTOO S
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Pac. No.
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ELIGIBILITY REQUIREKENTS .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . • • • • • • . 2
SEUtTIOH tRITERIA .. .. .. .. .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. .. .. .. .. .. .. 3
. CD86 REQUIREIIOOS .
EVAlUATlOH PROCESS • •
Coordinated talondar
Reportfng Requir~nts and Contract
T.",
Subolsslon Requirements
FUNDING PROPOSAl ..••
Sponsorfng Organization Management
Proposal Harrative
'roj ec'. Budget
Org.nizatlon Budget
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OVEAVIEW
Statement of '~rpo.e
T~e H.-In Services Oivlsion has been established to .ddre .. tne •• terl.l,
phy,lcal and 50cl,1 well-being of community members ~o reQulr~ specific support
eitner t~roug~ advocacy, public awareness or funding of sociil ser~ice pro9rams
and .gencres which can 5erre tneir needs.
Grants are .ade with funding from two sources.: C1Iy of Palo Alto General Funds,
and Federal Community Development Block Grant (COBG) funds_ Funding from these
two sources totals approximately 1.4 ~illlon dollars per year_
fields or Interest
Areas of interest include programs that support the family, seniors, pers~ns in
crisis who require emergenc~ assistance, intervention and prevention of drug
abuse, tile disabled and 50c1o-economic issues related to housing, j()~ train ing
and eQual opportunity and capital Improvement projects Qualifying for (OBG
funding.
Sample 'rants
$20,265 (General Fund) -~ldpenln$Uli Support Network to provide counseling.
residentlal services and legal aid to victims of domesti( violence.
$S.l00 (Gener!l Fund) -eaSi Say to prDvide Short-term resident i!il services to
troubled yout~.
$43,419 (CDBS) -Pen;.,," Children's Center for Group Home aCQuisition and
rehab; H tat Ion.
$1,500 (CDiS) InnDvatiYe Housing to support transitional hDusing ser~ices for
faml Hes.
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ELI&IIILITY REQUIREKENTS
Org.nl,.llon, applying for funding mu,t .. et the following eligibility criteria:
Th •• gency !lUst be Incorporated IS • nonprofit organlntlon, Dr be
chartered IS I loc.l unll Ind organlzltlon so Incorp~rlt.d; and must be
tax exempt (nonprofits under Section SOl(c}(3} of tho IRS Code, .nd
Section Z370(d} of the C.llfornl. Rey.nue .nd Ta.ation Code}.
Each organization shall mlintafn accounting records whic~ are in
Iccordance with generally ilccepted accounting pnctices. Ttle organization
lIuSt hlye In independent iudlt perfo ..... d .t le .. t biennially.
Th. group IOUSt hay. bylaws wIllch clurly define the Drs.niution'.
purposes .nd functtons, its Drg.nlntlon .nd the duties, .uthority and
responsibilities of Its governing body and officer •.
Governance of the organization should be vested in il responsibl, ar.d
actfYe board w~fc~ ~eets It 1el5t quarterly and establish!s and e~forces
pD1icies~ The board shDuld be large enough Ind so structured to be
representative of the corrmunity H serves. It sllou1d have a specifiC
written. plan for roh:tion Dr other arrAngements to proltlide for neo...,
members~
The organizltion m~st praltlide for adeoquate administrition of the program
to insure delivery of theo services. The organization must provide that it
has a written job de.<ription for .ach staff pOSition .nd .n
organizational chart approved by the board. Normally on. individual
should be designated IS the f.ll time director of the or~,".ization.
Organizations Ilust tlave I written Affinnatfve Ac.tion Pian. This plan
wou1d cover employment of staff members, volunteers and board members and
delivery of service to clients.
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SELECTION CRITERIA
City of ,.10 Alto Gener.1 funds
Each .l!gib1. project will be ISsessed according to t~e extent t~. organization:
Addruses a n.ed that is c1.ar1, documented and relates to the Hum.n
Services ,tated field of Interest;
Provides effective and responsive services to clfents most in need;
If I current tit, grantee, lIIeets the specffic program performance measures
IS set fort~ in the current contract;
Provides • high 1evrl of access to servic!s including appropriate
geographic locatfon and bours of operation~ physical accessibi1 ;ty. and
c~ltural sensitivity;
Effectively serves minorities, no and low-inco~ residents I and residents
with disioilities.
Does not duplic.ate services, nther coordinates and col] aborites wit:'
other agencies, resulting in improved direct services del ivery and
elimination of un~ecessarl $er~ice duplications;
HillIS I procedure for continually eViluating program effectiveness and
proposes program improvements is necessarYi
Provides a minimum of 2~ of the total budget for the program from non
City sources, tnus lending to the financi.1 stabil it1 and th. abil it] to
sushin itself as-part ·cf the cOlTlTlunit, services network;
Provides l cost~effective budget that ;s consistent with the amount of
service provided to Pllo Alto residents;
Demonstrates fiscl' and admfnfstratfve capacity which supports and
enhlnces prDgram effectiveness And tne ability to meet prosram goals;
f.hibits a high 1ev.1 of communit] support through its ability to retain
a broad-based Board of Directors and to procure community resources (e.g .•
fundrllsfng. use of volunteers, donated servicesJ.
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City .f Pal. Alto
COIIMUNI TY DEVEL0P!100 8LOCl( GRANT PROGRAI1
INFORllATlON
lb, FUnd$
The Comunity Development Block Sr.nt (COBG) progra. ~.s established by the
Housing and Community Deyel.pment Act .f 1974. The City receiyes approximately
$550,000 I year in Federal funds. The Department .f Housing and Co","unity
Deyelopment sh.ll noti fy the City of the actual entitlement for 1991-92 .fter the
first of Janu.ry, 1991. funds for the projects will be .,ailable .fter July I,
1991.
The Objective
The primary objective of the Community Oevelopm~nt Block Grant Progr~m is the
development of viable urban cOlTlYlunities , by providing decent housing and a
5tJitable 1 lYing environment and expanding etonDmic DpportlJ~ities, principally fer
per$ons of low and lIoderate income. The current nat!onal program objectives are;
Benefiting low and moderate income persons
Addressing slums .r blight
Heeting a part;'~larll urg~nt community development need.
I7Is,tructians
Applicants requesting funds for more than one project or service area s.hould
submit sepa~ite proposa1s for each reQuest. Proposals for acquisition!
c.nstructi.n pr.jects should include a detailed budget of .11 materials, labor
and/or acquisition costs 15 well as three constructfon bids.
lhe Regulations
The Fedl!!'ra1 Government has established regulations which detennine project
eligibilIty for funding. Generally, the f.liowing examples .pply to Palo Alto.
A .iDian.ua of 60% of all project beneficiaries must he low/lower ir,come according
to the current HUO income guidelines.
[x.mpl •• of Eligible Projects:
Acquisition of real property which is appropriate for rehabilitation.
Acquisition of land for .ssisted housing.
Acquisition or construction of senior centers and centers for the
handicapped and .ther special facilities_
Rehabilitation of structures. 1ncluding private propertfes.
Architectural barrier rem~val.
Relocation payments.
Public payments.
Assistance to nDn~profjt entities to carry out e1igible activities.
Planning Ind administrition of program.
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1990 Income El19ibility ll.it.:
(Hp. PF PERSOHSI lOWfR J~COME"
I ,5,000 , ,8,550
3 32,150
4 35,700
5 37,950
6 40,1;0
7 U,450
8 44,650
• Formerly -Mode rite [ncome-
** For.erly • Low Income·
Clt! •• n ParticIpatIon Plan
VERI lOW INCOME"
18,900
21,600
24,300
21,000
29,150
31,300
33,500
35,650
The PaTo Alto City Council wilT decide which projects to fund from the
appllcations submitted. Citizen participation. hDWe~i!r, is an important and
required element in the-development and selection of the <grant application. This
process provides for a Citizen Advisory Committee co~pTised of representatives
from local non-profit igencies as well is at-large reSidents. The Committee is
advi.ory to City staff In deveToping the CDBG program. All Citil., Advisory
Committee meetings will be open to the public and will be advertised in the Palo
Alto Weekly or other local publitations. A copy of the Citizen Particip~tiDn
Plan is available from the HUman SendcE's Division, Cit), Hall, 250 Hamilton
Aven1Je. l.evel -"-, Palo Al t<l, CA 9430). ThroughotJt thE' p1 anning process,
residents wil} be kept well info~d of the actions taken by the Committee and
tne City Council.
Annually, the City receive. 10 to IS propos.ls for funding. Tne CD8G Program ha.
provfded funds to increase the supply of affordable hDusi:ng. improve the
condition of existing hOUSing, reduce t~e level of discrimination in housing.
construtt and irnprov! cOl'll!1unity facilities for persons with disabilities, senier
citizer.,S and others, as well as administrative support for public service
projects. Through the s~pport for these projects and services, tne COBG program
has improved the quality of life for persons living and wor~in9 in Palo Alto.
The Citizen Ad'isory C~ittee .il1 review applications for the 1991·92 program
year in January and February, 199L fn April, the finance and Public Works
Com it tee will hold I public hearing to review the Citizen Advisory Committee
recommendations. The City Council will ~old i final public hearing in May to
adapt the annual program application to be submitted to the Department of Housing
and Urban Development by May 3]. Funds are available for approved projects on
July I of .ath year.
5
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As' L,y,) s
Under 5
5 -14
15 -20
21 -29
10 59
60 -64
65 I Above
k!
M.l.
Femal.
Moderate'"
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City of '&10 Alto
tOllllUMITY DE'lELCPllEIIT ILotK &RAKT PROGIWI
PROJECT BENEfiCIARIES
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\Illite
~i5p.nlc
Bhcl
Arr~dca," Ir.d'iarl
As ian/Pac i fie
Isla"der
Household
Headed by Female
Handicapped
·See CDBG InforDation for current income eligibility li~it._
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EV~LUATION PROCESS
Applications Dot re,ehed by t~e due date will be rejected. AppHcants
•• beltting applicotions which are IncDIllpl.te will have flYe (5) working days from
notification by staff to corrett any defiCiencies, or their applications wi 11 not
recefve further evaluation.
Shff will prepare a ·technical e,,'uation anc: funding recon,,",.d.t Ion for each
propos.1 for City Gener.l Fund oonies.
(.....,nlty De.elopolOnt Block Gr.nt (COBG) proposals will be ey,l uateo by staff and
submitted to the Citizen's AdYisory Committee (CAe) for funding recommend.tions.
The CAe will hold I meeting it which organizations being considered for funding
"1 present thefr programs.
fteeomendltions for funding will Uen go to the Finance and Public: Works
C"""ltt .. (F&PW) and on to the City Council for final approyal. Proposal
eHglbility will be based on the stated fie'~.i of interest, eligibil it,
t~u1rements. NRC pr1oritfes , Federal guidelines and budget limitatfons~
Coordln.ted Calendar
City General Funds Ind Community Deve'opolOnt Block Grlnt Funds
In order to sho .. the relationship between the funding cycle and the City b'Jdget
process, a coordinated calendar;:$ 'included. This calendar shows the integration
of requests frmll groups requesting funding from the City General Funds and
C~nity Development Block Grant Funds.
Issue RfP's .
P ropo s als Due
E •• luation of Propos.l.
Agency Presentations to CAC
Funding Allocation ..•.
Recommendations to Financt I Public Works
Cfty CouncIl Approv •• COBG Budget
City Council Adopts Budget .• _
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November J
December 31
January
february
March
April
l'Ioy
June
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•• portlng Roqulreoent$ end Contract 'eno'
Agencle. which r.ee!ve Cltl Dr P.lo Alto funding will be required to submit a
qulrterly progr •• "'port and • qUlrterl, ff".l report during the contrICt
period. Tn. contrlct t ... begin' JU1, 1991 and end, June 30. 1992.
Subolsslon aequlrements
&entrll Fund; Pr0po.Il. for the 199!·1992 fi.t.l year must be submitted on or
before Deceober 31. 1990 It S p... Propos.!. submitted .fter that date will not
be considered for funding. .
mil. Pl'"Oposals for fundin9 for the 1991·1992 CDBli prog'-•. , must also be
Sllboltted by Decellber 31. 1990 .t 5 p.... An or!glnal ippl ieotion. with ZQ
WiU ... st be SUbmitted.
Pl •• se submit to;
Jlne Haley. Administrator
Human Services Oiv1sion
250 Hamilton Avenu.
'.10 Alto. CA 94301
(415) 329·2375
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CITY OF PALO ALTO
~ SERYICES DIYISION
FUNDING PROPOSAL
U91-1U2
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M~Y ____________________________________________ __
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C~T P~ ______________________________________ _
DAH ________________________________________________ __
PAO.:JECT TITLE ______ -,--______________ ------__ --------------
MIIIlHT OF REQUESr ____________________________ __
GENERAL FUID 0
COBG 0
Clt~ of ,,10 Alt.
HUllan Servl ee.
250 ~ .. llton Avenue
'alo Alto, CA 94301
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f\JIID I HS PRO POSAL
SPOHSORING _IZATIOH IIANA&EHOO
Type of Organization:
PriYate Non-Profit
Educational Institution = Other __________ _
Private!!-non-profit agencies lIust supply the following information. School
districts. speci.l di~trict5t and local government agencies are not required to
supply this fnfo,."atloo. Other non-profit organizations must provide proof that
they haye applied for non-profit stitus,
ArtIcles of Incorporation
Bylaws
Current llst of Board of Directors. IncludIng occupation of each and
nusber of years on the Board.
A letter (rom the Internal Revenue Serv;ce (IRS) statIng that the
organIzatIon Is tax exempt under Section 501 (c)(3) or 10J(b) of the IRS
Code.
A tax-exempt status under Section J70(b) or S09(a) Is .lso acceptable.
The IRS letter must contlln t~e proper name a~d address of t~~ orga~iza
tion, or I copy of the change notice which has be~n forwarded to them.
A letter from the State of California stating that the organization is tax
exempt.
Organization "Iss Ion:
State the .ission,of the organization.
OrganIzational Structure:
Please Ittlcb an organization chart s~owing Board of Directors, ~anagernent and
stiffing levels.
Board of Directors:
How often does your Board meet? ____________ _
Whit was the Iverage attendance it Board aeetings last year? __ _
PIe ••• Include I list of your board membership. dates they joined the beard and
their occupations.
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flnanel.l Ranagoeent,
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Was .rt sudit been ,performed gn tnt! propos1ng organiZitfon'$ ilccountfng procedures
wlt~i. t~. la.t two y •• r.?
_'es _No If ye., oame of luditor:
Is t~. agency audited every year? _ Yes No
PIe ••• suboit a copy of the latest .udlt.
Is 1o~r organ!zat1on currently on probatio~ Dr under investigation by an~ agenc~
whfeh is or was I f~nding source withfn the past two years?
_ Ye. _Ho If yes, exphl.: ______________ _
Note: If grant Is lWlrded, grantee must submit to t~e City <OPI of the audited
annual financhl statu.ents and Ilanagernent letter COlTl'llents during the term of the
gra"t and/or Soon after the te~inatfon of the grant~ Grantee must keep and
~a~~tatn full and complete records showing all bUSiness transacted in connection
"itll the grant. Suc~ records must ~e maintained during the term of the grant and
for three years thereafter. The City Manager and/or the City Auditor, or their
deSignee shall ha~e tne right to examine and audit the said records at any and
III reasonable tiM' during the term of the grant and for three years thereafter.
Regulations:
list any Federal or State Regulations, or 10c.l codes that this project must
follow. list those that rel~te spec~f;ca11y to the project/servict, such as:
California Administrative Code R!gulations t Coda of Federal Regulations, etc.
EMployer Status/Insurance:
Feder.l Employer Number _______ _
Stlte Employer Tox Humber ___ . ___ _
liability l •• urance Carrier l Policy No." ______________ _
liorker"s CDlDpensation Carrier & Pol icy No.'" ___________ _
·Copfes of insurance policies Must be filed with the City. if grant.is a~arded.
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C.rtlflcatlon,
THE APPLICAHT HERESY PROPOSES TO PROVIOf THE SERVICES IN ACCORD~~CE WITH THE
OUTS!DE AGENCY FUNDING POLICY OF THE CITY OF PALO AlTO. IF THIS PROPOSAL IS
APPROVED A/IO FUNDED. IT IS AGREED THAT RELEVANT FEDERAl. STATE PoND LOCAL
REGUlATIONS. AIIO OTHER ASSURANCES AS REQUIRED BY THE CITY Of PAlO AlTO WILL BE
ADHERED TO. fURTHERMORE, AS TlfE DULY AUTHORIZED REPRESENTATIVE OF THE APPLICANT
~IZATIOH. I CERTIFY THAT THE APPLICANT IS FULLY CAPABLE OF FULFILLING ITS
OBLIGATION UNDER THIS PROPOSAL AS STATED HEREIN.
THIS APPLICATION AND THE INFORMATION CONTAINED HEREIN ARE TRUE AND CORRECT AND
COMPLETE, 10 THE BEST OF MY KIIO\I\.EDGE.
DATE: _____ _
(Organization Name)
BY: ---.;;;=T.;;;...".,-=.-=-----~-Executf~e Director
Resolutlon/Ctrtlficatlon:
WE, THE BOARD OF DIRECTORS OF __________________ _
00 HEREBY RESOlVE THAT ON _______ , 19 __ , THE BOARD REVIEWED THE
OUTSIDE AGENCY APPLICATION. ENTITlED
SUBMITTED TO 'THE CITY 0, PALO ALTO FOR FUNDING CONSIDERATION FOR FISCAL YEAR
19-.--119 AND, FURTHERI1ORE, THE BOARD IN A PROPER /!OTlON AND VOTE APPROVED
THIS APPLI~OH FOR SUBMISSION.
FURTHERMORE, ~E HEREBY CERTIFY THAT THE AGENCY MAKING THIS APPLICATION IS:
I) NOli-PROFIT. 2) TAX EXEMPT, AND 3) INCORPORATED IN TlfE STATE OF CAlifORNiA, AND
HAS COMPLIED WITH ALL APPLICABLE LAWS AND RE~ULATIONS.
TO TKE BEST Of OUR KNOWlEDGE, ALL INFORMATION PRESENTED HEREIN IS CORRECT AND
COMPLETE.
MTE: ____________ _
BY: -.~7L~7T7r.~~T7~~~~ President of the Board on benalf of
the Board of Directors
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2.
FUNDING PROPO~ NARRATIVE
Project s.-ar~'
Clear11 and concisely summarize your request.
Introduet I on,
Describe your Igency, its lIIisston t and ftow you Iccomplfsh Ue goals
outlIned In your mIssIon statement,
3. 'robl .. Statement and Program 60al.,
Oescribe the specHk project for 'WhlCh you are requesting fundi:ng.
Please state in terms of client or community need and use objective data
such as surveys lnd st~t;stics to support your state~nt.
4. 'rogr .. Objectl ••• ,
Desc.ribe the outcomes of the grant ir:! meillsurable tenRs. Please rel ate
these DutcomeS to the issues cited i~ your pr~blem statement and include
objective data by which your accomplishments may be accurately measured.
5. llethods:
Describe ttle acti'Yities to be conducted to lenie ... 'e the desire;j' objecti\les.
Include manner ill which clients are s.elected and the staffirg of t~e
program.
6. Evaluation,
Present a plan for determining the degree to which objectives. are mtt and
met~ods are follo.ed,
7. future funding,
Describe I pl.n for continuation beyor.d the qr.nt, If funding has been
ongoing (more than two years) please describe your fundraising 9~als for
the com;n~ year~
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8. ProST .. rolltion ••
~.t f.ll or part-tf .. PQ,itions will be •• ,igned to tho progrom project?
Complete the 'hart below_ Pl., •• Include the tot.l nwobor of volunteer,
workfng In the progr ...
P""ltlon Title SalarY HourJIVe<k PercentlTi".
-
I
--.~-::.-----'
-
PROJ£CT 8U06ET 5UIOIAIlY
(Expense. fro. July I -Jun. 30)
•
Round 111 &8QUnts tD the neareit dollar. Al) cIsh, fnc~ Ind expenses ~ust be accounted
for In thh IlUdset 5....,ry.
.,mUl
last Vear
198.·1990
Current Year Proposed
1~90-1991 199:-1992
P.~ .. Portion
1991-1992
Cltl ________________ -+ ________ -r _________ r ________ ~------__;
Countl __________________ 4-__________ +-__________ ~--------_l----------~
St.to, __________________ t_--------_+--~------t_--------_+--------~
Foder.1 ________________ ~~--------_+----------_+----------~--------~
United \lly------------_l----------_+--------~----------+_--------__i
fees for Se~ice _____ _t------~-----+_-----+
Fundrai5ing, Cash Donat jon5_+ ______ + _____ -I-_____ --1'-_____ -1
TOTU JIICOIIE'--_________ +--_______ + -------/-----t--
[xpenSf S
Sollrio' _________ +-_____ 1-______ + _____ _i-----_l
Bonefit' _______________ -+ _________ ~----------+_----------~---------_i
Plyroll TO ... ,-'" ________ -'-__ +_----------I--'------_l-----------4-------I
lnsurance _________ _i------t----
Rent ________________ -+_
Utilitie' __________ -t _______ -jf-_____ +-____ _
Phone _____________ -+ __________ -+ ________ ~----------+_-------/
Postlge __________ -+ _________ -+ _______ -+ _________ +_--------l
(onsultants, Staff Development!-___ " __ +_-----+-
Tron1 In County ________ ~---------+_---------+---------f---
Out of County ____ !-_______ -t _______ -I-________ + ______ --1
Offico Su lie,
·City of Pl10 Alto Propo,od Funding
6A
ACTUAL BUDGET
-t;~~U~~~ ~~~~~~~q;." m~~~;~2 'i9~i_~~~;10n
£ponS" (Contl"uecI)
Equl,...t
""lnt •••• te l Repair
Ilepretldlon
Direct So .. ;!,e.
Miscel lineou. -
SUI-TOTAL EXPENSES
'lai$ll t!RtDle,
Building.
Equlpaent
SUS-TOTAL CAPITAL OUTLAY
TOTAL CAIITAL OUTLAY l EXPENSES
TOTJ.L REVOOE
TOTAL REVENUE OYER (UNllER)
EXPEHDITURES
'Clty of Palo Alto Proposed Funding
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OltWlZAHDII BUOGET SUIIIWIY
(Expens.s from July 1 • June 30)
~.>" • ,-",',
Round .11 aoounts tD the nearest dollar. All .a.h, fnoo.e and expens.s .ust ~ a.counted
for In this blHlget , ... ary.
Revenue
last Ye ..
9 9·]990
City _____________ -1-____ -+
Proposed
Count1 ___________________________ ~----------_+----------_r----------~
State _____________ +-_____ 1--____ -/-____ -1
Federal --------------------------4-----------I----------+--------~
Ufiit.dWay __________________________ ~----------~--------~~-------~
Fee. (or Service _____________________ ~----------~~----------+_----------~
Fundr." iog. Cash Donat ions ___________ -1 ____________ +-__________ + __________ -1
TOTA~ ]NCOI1£ ---------------i'-------/-----+-----l
Expenses
5.1.ri.s -----------------------------t------------+_----------~----------~
eenefits -----------------------------t------------+--------
Payroll T.xes ------------------------t------------+_---------~----------.-I
rnsurance -------------------------4------------t------------~--------~
Rent ______________ -f ______ ~----~----~
Ut il I tits ------------------------+----------4--------_I--------.----{
Phone ____________________________ ~~----------~--------~~--------_I
Post.g. ________________________ ~~----------~---------4,---------_I
ton ,u, tants, 5 toff !>ev.' opment --------~-----------~f-----------+_--------_/
T .. v.l 10 County ---------------------/------------J----------Jf---------'---I
OUt of County -------------+---------+----------1--------1
Office Su lies
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City of '010 Alto
tkaan Seryf ces
1990-91 PROPOSAl REVIEW
Agency:
-..t R2quested: ______ . __
Selection Criteria
I.
2.
3.
4.
"""ts critical need(s} as stated In
~~ services Fields of l~terest
C"",""nts:
Provides effective and responsive
services to identified need
C~nts:
If currently under contract, ~ets
specific performance measures
ec-nts:
Provides high level of access to
services
CooIDents:
5~ Effectively serves minorities, no and
low-1ncome resfdents. residents with
disabilities
C .... nts:
High
[ J
[ J
[ J
[ J
[ J
[ J
. '
6.
1.
s.
9.
Does not duplfcate services, but
collaborates with other agencIes
C .... nts:
Describes program evaluation
procedure
C .... nts:
'rovfdes a minimum of 20% of program
budget from non~C;ty sources
Coaaents:
Provides ~ost-effective budget
consistent ~ith service pro~ided
to P.l0 Alto resIdents
COIIDents:
10. Demonstr'tes admfnistrative and
fiscal ability to meet program goaTs
COIIIIH!nts,
11. ExhIbits support by CO!I1IIUnity
Couments:
O~eril!ll Ra.ting
c-.ent"
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[ )
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[ I [ I
[ I [ I [ I
[ I I I [ I
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ATTACHMENT "e u
UCOKKEIIDED
~ sERVICES DXVXSXOB
GIDIBRlU. J'tJ)Il) ALLOCA'l'ZOIiS
JOY 1I1l.-12
'180,'"
ORi!Yl,nIOM 90-91 ALLQCATIQH 91-92 REQUEST RlCOKMIHpATIOK
$10,500 $11,760 $10,500
Reque&t is to help provide counseling and support sen'ices for
single parent families,. with the aim of increasing family stability
and preventing child abuse and neglect~ Council. HRC Priority~
No cbange recomlrlended.
CASA SAY $ 5,100 $ 5,,202 $ 5" 100
FUnding supports counseli1l9 services and short-term shelter for
adolescents requiring temporary removal from their homes~ There
are only two such programs in the county. Council' HRC Priorit)f.
No change recommended.
$ 3,850' $ 3,675
FUnds are used to support their Long Term care Ombudsman Program.
Council and HRC Priority.
No cha.nqe rec01l'lmended.
COMKUBITY ABSOCIA7IOII
FOR THE RETARD~D $31,000 $42,OeO $.1',000
This proposal is for the expansion of two proqrams the community
Education Program and the PUpil swim Program and for the
addition of funding for the Therapeutic Swim Program4
In past years, tha City has also funded their Creative Recreation
Frogram. However, CAR is now receiving increased state funding for
that program and is not requesting support for it this year.
1990-91 funding to CAR totals $31,000.
the. COmmunity Education prograzo., $14,000
and $12,000 for the Creative Recreation
This includes $5,000 for
for the Pupil Swim Program
Program. The
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recommendation to fund CAR in the amount of $19,000 maintains the
same level of funding as last year for-the two prog:r.f'".ms the City
h~s been helping to support~
$ 2,'87 $ 3,131 , 2,'87
Fundinq is for druq and alcohol classes for individuals and
f~ilies referred by the Palo Alto Police Department. Follow-up
counseling is also available. Council' HRC Priority.
No change recommended..
-D-,40,.374 -0-
This is a new request for funding tc support a satellite polydrug,
out-patient counselinq proqram at the orqanizationfs Mt. View
office. Honey would be used to hire a counselor. Council & ERC
Priority.
No fUnding recommended ~
LA COXXD" , S,SCO $ ',.000 $ S,SCO
Funding provides raw food for approximately 30 days of meals for
the Senior Nutrition Proqram conducted in Palo Alto~ Program
serves persQns aged 62 and olaer~
llo change recommended.
JlZD-PIDIJ:IIBtl'L1I
BDPPOlt'l JII!Inou: $2C,265 $23,CCC $20 .. 2'5
Funding is used to provide protection, support and pre"Jention
services for battered women and their children. Council and HRe
Priority ..
No chanqe recommended.
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KZD-PBBXWBULA YWCA RAPB
CRISIS PROGRAM , 3,500 , .4,000 $ 3,500
Fundinq provides services for victims of sexual assault and their
families, including crisis intervention, counseling and community
education. Council ~ HRC Priority.
No change recommended.
P. A. ADOLB8CIDI'l'
8Bl1V1CBS ,3$,155 $35,8.58 $35,155
Funding is partial support for the On-Campus Counseling Program at
Cunn, paly and JLS. Council' HRC Priority ..
No change recommended ..
P.A. COJlM1Dl1:ft
CllILD CARlI
<"dJliD • I
(Subsidy)
,393,000
.14.0,000
253,000
,'25,000
153,000
272,000
$385,000
1.30,000
255, ODD
FUnding provides subsidies for approximately 60 children and
support for proqram administration ..
The city provides considerable support for PACCC, including rent
and utility subsidies and a full-time staff person (Child Care
Coordinator) devoted to addressing all child care issues in the
community.. The value of these subsidies has increased
substantially over the years.
Additionally, PACCC has been slow in developing a fundraising
program, which Would lessen their dependence on City support. As
part of their Third Quarter Report dated April 12, 1991, ho~ever,
they have submitted a fundraisinq plan and a commitment tc raise
$10,000 by June 30, ~991.
Recommendation is to decrease adlllinistrative support by $10,000 and
increase subsidies by $2,000, for a net decrease of $8,0004
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Paqe Four
P.A. tnrIPIlID
8C11OOL D:t8TRl:C'1' $15,000 $35,000
20,000
$35,000
There are two separate requests from the School District this year~
The $20,000 request is for the Three-Free-Visit Counseling Program
that the city has been tundinq for the past several years. The
$35,000 request is to partially fund two full-time counseling
positions at the two high school campuses. Funding for these
positions would be matched by the PAUSD. Council, ERe Priority.
The HRC and the PAl]SD have been working for several years to
establish an on-site counseling program at Paly and Gunn High
Schools. There is a definite consensus in the community that
counseling services at this Ip.vel are neede~ and that the best way
to deliver thea is through the schools. For many families, schools
are the only link with the community, and thus their only source of
assistance.
Recommendation is to fund the On-Site Counseling Program in the
aaount of $35,000.
$33,000 $3',725 $33,000
Request is for ongoing support of their Rental Housing Mediation
and Information & Referral programs.
No change recommended.
SECOIllD HARVEST
FOOD _
Operation Brown Bag
-D-$ 5,000 -0-
Funds are requested to support 'Weekly supplemental food bags
distributed to 100 low-income seniors at the Ventura School site.
No funding recommended.
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8BHYOR COORDINaTING
COoacZL $305,000 $))3,340 $~05,000
Provides for a ~roaa range of services to seniors including case
aanaqement, senior day health care, home repair, socialization and
health screeninq.
No change recommended.
8OUTJ[ SAY
BBLP-DLP CD'l'BR -0-$ 7,500 -0-
Request is to help provide transPQrtation services to seniors
liv~ng in Palo Alto# particularly minorities and low income
sen~ors. Includes trips to the South Bay Self-Help Center, medical
and social service appointments and for group recreational and
educational outinqs.
No funding racommended.
URDU Xnll:STRY -0-$3i,OOC $ 17,274
This funding proposal is for a part-time volunteer coordinator and
a full-time caseworker. council' HRC Priority.
The Urban Ministry is the only agency applying for city funding
that deals with the homeless. In direct response to the Council
priority, staff recommends funding in the amount of $17,274. This
represents the amount of the 2% increase over the 1990-91
allocations and will allow the Urban Ministry to complete their
funding for the full-time caseworker. Among other thinqs, this
person will be responsible for establishing a payeeship program for
money management for homeless and at-risk disabled people.
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I.iEKCV:
ATTACHMENT "D"
tin OF PALO ALTO
HUNAN SERVICES ~IVISION
QUARTERLY REPORT
F.r. 1990-1991
Prep ••• d by: __________ _
Oat.: ______ _
lelephoM: _________ _
. '
c'TY OF PAlO ilL TO
KUKAN SERYICES DIYISION
QUARTERLY REPORT
~Y:------------------------
FISCAl. SUlllAAY,
rnl'rNOTIUl!fS -AnUAL
Current Period
Cumul.tive to Oat.
pmORIIAHCE MEASURES:
, .
Report Period: ____ _
PLAN
TOTALS
CURRENT PERIOD CUMULATIVE TO DATE
PERFORIIAHCE MEASURE ACTUAL P N
IlAAAATlYE:
1. What ~s the status of the contract Dbj~ct1yes?
2. Identify any performance measures that have not been met and discuss
1~licitfons for future $er~ices. Describe actions taken to address the
problem.
3. Outline fundraising activities during this period and identify any new
funding sources.
4. Please discuss any unlHt needs. that your organization has fdentffied during
thIs perlod.
2
QUARTERLY REPORT City of Palo Alto Actual Quartef'y Year To Date Year To Oate
-.~-Y' • _._ ...• -_ .. _--_. . .. ~ ......... ""'". ~ .::;, .. • n uu < rU,;""tll
ISalo.l ...
B.n.flt.
Payrolt T .... . .
In$uran<e
Rent
Utilities ..
Phone
/ "'J'
Po.t.".
Con5ultanb/Staff Develoo. .';'; ,
'.-,
TI"Bvel -In CO\.lntyl
Out of County ,
lorfl<o SUDDIt •• I
" EoulDment
Midn'enanc~ I Reoelr -'. . "
Depreciation
Dlfoct Service.
Miscellaneous
SUB-TOrAL EXPENSES
Capital E.oen •••
Bulldlnas
Equipment I . ,
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SUB-TOTAl. CAPITAL OUTLAY •
TOTAL CAPITAL OUTLAY & EXPENSES . ,
,:),~.
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ATTACHMENT nE"
CITY OF PALO ALTO GENERAL FUNDS
CONTRACTOR PROGRESS REPORTS
FISCAL YEAR ENDING JUNE 30, 1990
The attached report summarizes the progress that each agency has
made towards the goals and objectives agreed to in their contract
with the city of Palo Alto. The information was provided to the
city through the aqencies submissinn of required end of the year
Performance Reports.
Each report includes the following: information on the general
services provided by e.ach agency; whether or not funds were
expended according to contract. h~w well the agency reports it did
in reaching it's stated goals and objectives; a narrative portion
that provldes the agencies with an opportunity to describe
successes or pitfalls they have experienced in providing their
services and to alert the city to emerging or unmet needs in our
community.
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AMERICAN REO CROSS
--
END OF YEAR PERFORKANCE REPORT
1989-1990
General Fund -$9,555
Tbis program provides support services for sing1e parents who nave custody ~f
preschool-age dJi ldren, is well as for single lI'lotners who are pregnant. Servlces
under this. contract 'included counseling, parenting support groups, childbirth
preparatinn. child development information. and group meetin9s for parents~
Budget -On target
Goals -Thr:ee of six goals were either met or exceeded, and three were just
slightly below torq.t. Nothing is off .nough to note_
This prograM provides counseling and socialization opportunities for sing?e
parents at risk for child abuse~ 32 PaTo Alto resldents out of a total of about
300 single mothers attended support gTOUpS, 27 received individual counseling,
12 partiCipated in recreational programs and 2 single Palo AHo fatnE"rs atLended
t~e new support group for sing1e. custodial fathers.
Narrative -The ager.cy cites the lack of affordable housing for the low
percentage of Pala A1to residents in the pr~gram (about ll~ of the total).
Tne single fathers~ group which was piloted this year has 7 members. Marketing
of this and the single mothers' program will be stepped up next year.
The Red Cross .has been very active and creative in securing funding for this
program. They get United Way, Foundation and CountJ' of San Mateo funding. "They
also made S3,DOO at the Brewer's festival in Mountain View. They are looking at
cost recovery possibilities for counselfng programs in the corporate setting.
The agency has been encouraged to leverage City of Palo Alto funding by seeking
support from otner cities w~ose residents participat~ in the progranl.
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CATHOLIC CHARITIES
END OF YEAR PERFORltA/iC E '.EPORT
1989-1990
6ener.l Fun~ -$3,500
(
The long-Tena Ombudsman program provides advocacy services to the frail elderly
liVing in long-term "ulth care facilities througnout Santa Clara: County, as well
as in adult day ~ealth care programs and adult residential facilities.
Budget -On target
Goals -Goal s 'Were ~ither met or exceeded in fcur of the six report ing
categories. The category of greit~st significance defines the number of eTder
abuse cases t~e agency p1ans to invEstigate~ The 90a1 that yea~ ~as to hand1e e casp~ and the agency actually conducted investigations on 6 cases of reported
ab~se to Pila Alto residents. last year 16 cases were investigated.
Harrative -The agency reports that while Pa10 Alto cases dropped substantially.
c'ounty-wide reports rose 33% last year.
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END Of YEAR PERfORMANCE REPORT
1989-1990
Genera' fund -$30,000
COHlIUIIITY ASSOCIATION FOR THE RETARllED
(
CARprovfdes community-based services to de~eiopmental]J disab1ed individuals of
all ages. and tneir families by assisting in the process of personal development,
family compatiMlit,. and CQImIUllity integration. Programs funded under !Mis
centrad included the Creative Recreation C.l.U.B. (Children Learn Useful
Be~aYiors). the Pupil Swim Program, and the De'.lelopmental Disabilities COlTlTlvnity
Edutation and Prevention Prc9r~m.
Budget -On target
GoaTs -CAR's overall goals of serving 40 socially lialadjusted children in their
recreational program YiS met ind exce~1ed by 67 chi1dren.
T~e goal of providing swim instruction to 350 disabled individuals was exce€ded
by 68 people:
As part of their own .internal audit, CAR performs an annual consumer survey.
Their gail tbis past yur was an 85% or better rating. They achieved an 87t
rating~ .
The only goal that CAR fell slightly short of meeting was in the delivery of
pupil swim hours. They were not able to pnrdde as many classes as needed due
to s.taffing sr.!!rtages. The goaT ws 7.000 flours and they were able to provide
6,115.
Narrative ~ The item of note in the agencyls narrative was in the section on
U"nmet needs .. Please see attached.
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5: Please descrIbe any unm8t needs and/or demands that you,. organization he~ IdentifIed during this period,
AC~tVlxY DEMAND AND/OR NEED •
lnlant Development Frogtam 20 -30 c.liant&
C~ •• tlV. Reor.atto~ 10 ... 15 cl:f.anrs
Raatdantial Program, 30 ~ 40 cliente
therapeutic Swim Program 20 -2S clienta
Puptl Swim Program 15 20 clientll .-.-..
C.E.5. (Contract & EmployrnAnt SArvlcA8)~~ 20 '-25 c:!liants
t..E • .\.R.N.III:U 30 -3.5 c!ie.nca
Home Companion ~A.* 100 -125 clienta
• Nfled that 1s pare.alved. by araff and/or a8 tlle' ruult oJ! s· nAede ItSSelUJmant •
•• C.E.S. -Tha program 1s expanding and vill be taking cltents off ttu waiting list 88 aoon as a
•••
..........
la~gftr building 18 found 'to house the prog~am. .
L.E.A.R.~. ~ This program he&: movad Into thA Jana' Mallen Cente~ and is enrolling 4 new ~l1ent8 •
from thej,r waiting list. :per q_uarter.' .
I{Ome Companion -The demand for this' program hu :i,nc["8sud since the cl08ure l)f the J4n Mallan
Reapitl! HouRe •. : We are cur'nntly developing a Foster Carft Respite Program to
help mde~ the add.1.t1onal respite nee.de. ,
TheRe figures were deterfllined baaed on a n.ae~8 alilUlaament made by the Reg.1.onal Cent8rs and C.A.R. 'II
own intat"nal ",ait108 Uatll And raqul!8 til for service.
Page five
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END Of THE YEAR PERFORMANCE REPORT
1989-1990
General Fund -$3,652
COMMUNITY HEALTH AlIAREJlESS COUNC II
CHAC prov;dl!s drug awareness classes and follow-up substance abuse counse11n9
services to Palo Alto individuals and their families upon referrals by the Pilo
Alto Police Department.
Budget -On targeL Organization budget, howeveT, is running in, deficit and they
report plans for increased fundraising efforts.
Goals -last year's goal was to serve 80 Pa10 Alto youtns through the drug abuse
counseling program. A total of 35 were ser~ed.
Nilorrat he -Refern Ts f!"om the Po Ii ce Department are dawn over past years. rna in 1 y
due,to change in staffing. Two Palo Alto families 'continued' with counseling the
erlt;re year. and CHAC reports "significant impact. due to the durat ion of the
service_
CHAC reports that -during t~e last 12 months staff has become increasingiy aware
of the depth and complexity of family problems among our ,lients.-Child abuse
and problems of child neglect and family disintegration appear to be increasing,
while actual substance ab~se among o~r teenage popuiation has not increased in
re1ation to drugs t but remains largely focused in alcohol use.·
CHAC further cites the lack of in-patient service for low-income families as a
critical problem which Yili be exacerbated by the closing of tne Muriel Wright
"Ranch for adolescent substance abusers.
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LA CON IDA DE CALIFORNIA
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L~D OF ytAR PERFORMANCE AEPORT
19S9-90
Sener.l Fund -$4,800
La (DlDida is a County funded nutrition program for seniors. Cit,)' funding is used
to purchase raw food for supp' emental meals served at the. Palo Alto Senlor
C'!nter ..
Budget -On target
Goa1s -La Comida has used City funding to supplement their budget fer purchase
of raw food according to plan.
Narrative -La Comida reports that the participants contribute an average of
$1.)3 per Ileal compared to an average contribution of $.89 at similar County
sites. An average of 135 seniors attended daily noon meals it the Senior Center.
The cost to provide one meal is budgeted at $3.37. City funding provides 16
meals per day or a.total (If 4,000 meals. Future services. may be impacted by
Federal and County level funding cuts+
La Ccmida has appliances that need repairing and the kitchen needs painting.
These reported needs have been referred to the CDSG program.
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END OF VEAR PEaFORHANCE REPORT
1989·1990
GeneT.1 Fund -$19,)00
KID-PENINSULA SUPPORT NETWORK
MPSN provides support services to PaTe Alto victims of dnmest ic viol ene! and to
their children~ including a 24·hour crisis hotline, crisis counseling services,
temporary shelter. employment assistance, legal and advocacy sen;ces, and a
community ed~cat;on program.
Budget • On target
Goals -Mid-Peninsula',S goah included serving 100 Palo Alto residents with
nonresidental services such as counseling, emergency assistance and temporary
restraining orders. They actually served 160.
Within the residenthl program their goal was to provide 8 residents \!lith 88
bednights of st.y. They .ctu.l1y provided 6 residents with 124 bednights.
Another major component of their progran is coroomnity education through the Cni 1 d
Assault Prevention Program and through the refn Dating Violence Program. Their
goal was 4,000 peop1e ~eached and they actually provided progra~s to 3,295 Pa10
. AHa residents. The agenc), plans to enhance this program next yeCl:,," in order to
lIleet requests.
Non'Tlthe -MPSN reports c.n increase of 40% 1" the l'1l!mber of people served this
past year. While reports of domestic violence are definitely on the rise, that
40% lncludes education programs and can be regarded only as an indicator {If
increased' outreach and education combined ... ith increases in actual abu'se cases.
An, increasing number of the Support Network's cl ients are Spanish speaking. Tne
part-time Spanish speaking counselor at the shelter ~as been incr~ased to fUli
time.
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ENO OF YEAR PERFORMANCE REPORT
1989-1990
Genera1 Fund -$34,465
PALO ALTO ADOLESCENT SE~VTCES CORPORATION
(
PAASC's services under this contract included the On Campus Counselfng Program
at the middle school and Palo Alto high sc1'fool campuses whicfJ provided
individual, group and family counseling and a preventive educational program to
respond to the bigh levels of stress, depression, substance ab~se. truancy. and
suicide present i~ this school population.
8udget -On target.
Goals -PAASC/s goal for FY 89-90 was to serve a mlDlmum of 200 youths in 1500
individual and family (ounse1ing sessions and 40 youths in. group counseling.
They actually served 462 youths in 1312 indiYidual and family sessions and 178
youths in groups.
Narrative -The on-campus counseling program has been expanded to inc-iude work
at Gunn High Sch(lol, the Oistri ct Student Attendance Review Board an~ the
Oistrfct Discipline (ommittee.
lnterns at' Jane La"throp .Middle School led counse1ing groups, issisted in Family
life classes and a Bib1iotherapy project, and performed individual and family
counseling_
In end-of-the-year evaluation meetings with district and school site personnel.
the program was assessed positively at all tnree campuses and at the District .
.PMSt cites more runaways and suicidal behaYior at thi:! middl e school as an
emerging problem They state that t~ere 'is a need for more 1 icensed c1 inicians
who are experienced in working long-term with ,adolescents and their families.
The organization is researching current 2vailable services to see how this ne~d
can be met.
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END OF ytAA PERFO~CE REPORT
1989-90
General Fund -$381,&93
PALO ALTO COMMUNITY CIH LD CARE
PAcet ;s a private. non-profit organization through ~hjch the City administers
its subsidized c.liild care program. PACee operates dlild care centers. and
oversees the operation of several day-care homes in an effort to provide Quality
child care services for families living or ~orking in Palo Alto. After-school
child care is 11so pro~ided for elementary students at school sites. 5231,893
of the City funds under this contract provided child care subsidies fer very low
and low-income families.
Budget -The agency reports all funds expended according to contract.
Goals -PACCe 'has met or exceeded stated goal s and objectives with two
exceptions! t~e total number of children to receive subsidies in the 1989-90
contract was 68 and tne agency actuall, served 63; the estimated total number of
s~bsidized hours was ]1J,000 and the agency actually provided 96,163. The lower
number of subsidized hours are due to incre;sed child care fees.
PACCC has continued to provide transportation for school-aged children to tile
¥entura and Jewish, COlTfTlunit1 (enter sites. The number of children increased from
74 in 1988-89 to 127 in 1989-90.
PACCC has worked with the City to develop three of our new school site day care
centers~ [1 Carme'o~ Hoover and Juana Briones. These programs will serve 135
children.
Tbree new after-school programs were compTeted in 1989-90 serving an additional
135 children: Duveneck, Walter Hays, and Ohlon ••
PACCC's performance measures have not been updated for the past several years.
Staff has reworked the c(lntract with PAC(C for 1990-91. The p~iformance measures
real istical Ty refl ect the agency's abil i ty to prollide services for the coming
year~ Add;tio~a11J, staff is working with the board and exec~tiye director tc
ensure that reporting ;s accurate and timely_
Narratfve -PACCC re-ports that tney used $12,952 of their own moniES to augment
the $231.893 the City provided for subsidized care. This still left lOW-income
child~en on i waiting list for care although tne agency did not report how many
are not being served.
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fees at the PACCe centers have been rAi~ed significantly for the current fiscal
year. /11. comparison of last year's fees with current charges ar!, as. follows:
lnfant/Toddler
Preschool
School-.ge
1989-9~
53.86/hr.
2.76/hr.
52.36/hr.
199~·91
54.41/hr.
$3.I~/hr.
52, 62/hr.
Staff bas requested a copy of the agency's end bf the year financial repo~t and
will be 100/(ing at that document as well as the agency' 5 year1y audit in order"
. to get a clearer unde;rstanding of agency income and' expenses.'
The e.'1d of the year rep{)rt further notEs that the PACeC Board of Di rec.tors
created a fundraising committee during the latter half of FY 1989-90 to lay the
foundation for an ongoing fundraising program.
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END Of YEAR PERFORMANCE REPORT
1989-1990
Gen.ral Fund -$20,000
PALO ~TO UNIFIEO SCHOOL DIST~ICT
The PAUse Youth Counseling Project has been a coll.borative effort betw2en the
Sc~ool District, the City of Palo Alto. an~ community agencies. [ts goals are
to increase personal counseling services to those students in crisis and to make
the" school en~fronment mDre responsive in general to the socio-emoti{lna1 needs
of students.
Budget -We are all ~p to dlte for the first time in several years with budgets
and reports frDm the SthDol District.
Goals -The contract that we had with the School District 1 ast fi sea' year did
not specify numbers. Hawever t the end of the year'" performancE-~eport did. This
year's contract does. spec\fy numbers in the goa.ls so that we win ha.ve more
infDrmation for evaluation. All stated goals were addressed with significant
progranrni ng.
To sUrMIarize~ 137 studp~ts ""ere referred to counseling services. The School
District doubled the number of counsel ing agencies and therapists to whom th~y
refer students and their families. Thej' produced 5 parent education programs and
had 25 aft~r-school peer counseling training groups. .
Narrative -The Student Ass"istanee Program was inHi.ated this past }'ear. This
program trains staff to provide an ·ongoing stru-cture and mechan i sm for
addressing student concerns, determining staff developmenta1 priQrities and
coordinating these efforts district-wide·~
Six ·other staff development programs were offered· including programs on suicide
intervention training and drug awareness training.
PAU50 reports that the -most stable and measurable prtlgram component at thi5 time
is the three-s~ssion mental health referral program.-
In terms of unmet needs the School District would 1 ike to see enough City funding
ma~e available to hire on-site counseling staff.
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END Of YEAR PERfORMANCE REPORT
1989-90
Seneral Fund -S32,~7
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PENINSULA AREA INFORHATIOH AND REfERRAL SERVICE
(Formerly Palo Alto Area Information and Referral Service)
PAAIRS provides 1nformat1on and refertal and mediation services to residents of
Palo Alto and Mountain Yiew~ including informati<ln about tenant and landlord
rights and responsibilities and referral to the Paio Alto Mediation Task Force
when approprfate4 PAAfRS al so faeil itates inter-agency communicat ;011 and
coordination to ensure effective use of resources and serwices in the Palo Alto
community,
Budget -.All funds have been spent accora'in3 to contract. fundinl] pays for staff
:sal aries.
Soals -The agency's goal for the number of information and referral" calTs
handled was 2,500. The agency reports ~aving ~andled 3,224.
Unclear methods were established for the goal of ·-facili!~ting inter-agency
communfcati~" and coordination-. The only activity in this area was membership
in an [nformation and Referral coal Hion. Staff \I,Ii11 \IIIork -with the agency more
closely in tn~ future to ensure that better methods are developed ~nder this
category.
The goal (If sponsoring six [nter-Agency Council meetings for Palo Alto area
agencies to discuss new programs and identify sE'rv~ce gaps was not met. No
programs were hosted.
-The remaining t~ree goals having to do with the publishing and distribution of
directories~ newsletters and an annual re!"ort were met.
Under mediation services all goals were met except the overall goal referring to
number {If cases handled during the: year. This number was off slgnific.alltly from
the planned objective and lower than the previous year. The goal for 89-90 was
to aSSign ]02 cases~ The statistics are as follows:
Cases issigned
Refused or Cancelled
Successfully Resolved
Unresolved
Pending
1988-89
62
18
18
6
10
1989-90
56
1S
23
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Narrative -PAAJRS reports staffing problems as a reason for the difficulty they
have had in updating the Information and Referral files on the library computer
syste,... These files are not in good order and 1 ibrary staff have expressed
concerD over the issue.
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T~e agency reports no fundraising activity, but cites interest by the Board of
Directors in developing ill fundrafsing plan. City staff will be working with the
new Executive Director to di!\lelop goals aroLind this iss:ue~
Th:ree 'Unmet Dr emerging needs. have been identified by the agency: inc.reits:ed
para-transportation services, affordable in-heme support ser~ices fer seniors,
and affordable housing.
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END OF YEAR PERFORMANCE REPORT
1989-90
Seneral Fund -$302,075
SENIOR COORDINATING COUNCIL
The Senior Coordinating Council provi~es iI "ide range !)f services to seniors and
their families.
Budget -Alt funds have be~n expended appropriately.
Goals -The majority of the sec's goals were met. Program highligtits inc.lude:
A 35% increase fn new and ongoing cases monitored by social workers over fY 88-
89. -This is partially attributed to the addition of a part-time social ~orker
-10 O<:tober. 1989.
A 20% increase in job placements tr.rou9~ Senior Emp10yment Services.
One-way trips in the Senior Center van ;ncrea~ed fro~ 3,353 to 5,816, however,
the number (If p€ople serv-9d decl ined. 204 out of a proposed 225 people recei .... ed
service.
Medical screenings increased 14% and nutritional advisories grew by 43%.
Student t1a.ss hours increased 7'%.
Goals not accomplished are as follows:
Scneduled $ervic~s. such as 1egal assistante ·~nd tax counse1in9 dilj riot reach
target. The goal was to serve 1,500 and 1,04S were actually provided "ith
services ~
Heaith service p~esentations were reduced from 12 to 9 due to lower attenOance.
The number of volunteers and the number of hours volunteered dropped. The agency
plans to enhanc~ this program in tne areas of housing and in-horne support.
Senior Home" Repair estimated Uat they would serve 600 ~omes a.nd actually se-rved
5&2.
NarratiVe -The agency reports chang~s ;rl the D1anagement structure of the
organization. These changes include a new director who 'Was hired in November and
named President and CEO in April.
The sec structure has been changed so tnat 211 activities including Senior Day
Health are under the director.
A half-time de .... 1!lopment position has. been added to the adminis.traU" .. e s.taff and
major emphasis ~;ll be placed on increased fundrais1ng.
The agenc~ defines the following as unmet needst
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Hore day ~ea1tn/day care services. The maximum enrol1ment of 35 ~as been reached
and there is I waiting list. Senior Day l1eaTth 1S s"eeking in increas.e frl)r!l the
State to allow 45 participants.
In-home support $e~vices are needed to relieve care-givers.
More accessible, personalized and flexible transportation ser~ices are needed_
AffordabTe in-home support services that allow seniors to remain in their ~omes
are often too expensive for seniors to utilize.
The demand for housing counsel jng services is increasing.
Volunteer recruitment is growing more difficult_
Help witt! replacfng batterjes in smoke alarms is a problem for many frail
elderly.
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END Of YEAR PERfORMANCE REPORT
1989-1990
General fund -$5,000
SOCIAL ADVOCATES fOR YOUTH
r
CAS"" SAY provfdes temporary cflsis intervention services to Palo Alto adolescents
from age 12 through 17. Ci ty fu"ding provided 131 bednights with access as
needed to intensive family therapy, case management. thereapeutic residential
stay up to 15 days. support groups, ant:! 24-hour information arid referral
-services.
Budget -On target
Goal· The go.l of providing 131 bednights ·to Palo Alto adolescents in family
crisis bas been met according to the agency_ 1t must be c.lear that these reports
have been unaudited in the past and have not been verified through site Ylsits
by City staff.
Harrative·-The n:!port, from CASA SA'! was. very.brief, but. they de report under
unrnet needs a growing prob1 em witb homeless yOIJths.
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BUDGb (-; 0--9 2
May 8, 1990
THE HONORABLE CITY COUNCIL
Palo Alto, California
Attention: Finance and PublIc Works Committee
~IOH 'ro 1"0-'2 CApr'r~L IKPROYJ!XBN'l PROGP.AX:.
RBMODILnlG
Members of the Council:
CIVIC CENTER
The purpose of this report is to provide information and justifica
tion for an additional capital improvement project for the 1990-92
Capital Improvement Program (CIP,), related to space design and
utilization of building facilities (see attached Public Buildings
ProjectJ~ The project was not included in the elP because, at the
time the document 'Was prepared, ti:.e City Council had not yet
revia'Wed the Utilities Infrastructure Plan, which calls for the
addition of 12 permanent staff over the next two years: and
reorganization of the utilities Finance function 'Was still in
process. As.suming that council authorizes the infrastructure
project as previously presented and included in this proposed
budget, the nee1-for additional space .... ill be critical ~ Staff
proposes to incorporate th~ project into the 1990-91 fiscal year
plan. ~he total cost of the project is estimated to be $513~150.
of which $367,700 ~ould be paid by the Utilities and $145,450 by
the General F~nd.
CUrrent. utilization of ';:::ivic Center Space
Each 5# 730 square foot (net) floor of the Civic Center can
adequately house 36 staff members. This number may be more or les~
depending on the funGtions performed, size of workstations, and
amount of conference, storage, copying, and othe.r cornmon area
space. The three floors under consideration -the second. third
and fourth floors suffer from inadequate space a!i well as
inefficiencies of usage~
CHR:282:0
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The fourth floor houses 4' primarily professional staff from the
Utilities Administrative services and Resource Planning Division
(11 more than called t~r by the, original design). In addition, 5
Meter Readers and 6 CUsto~er Service Repres~ntatives ~ork out of
this location. There is a conference rooM, a meter reading
computer sy$te~, and numerous files. The Meter Readers, although
generally in the field, receive their assignments on the fourth
floor and need space for st",rage and meeting 'With their super
visors. The Field Service Representatives and Meter Readers have
no locker area and have to change into their service uniforms in
a small space on the mezzanine, shared by male and female
employees.
Althouqh the third ~loor houses fewer staff than the fourth, the
39 staff are enqlnecrs, draftpersons, and computer-related
personnel, who require more space than that provided ~y an average
worxstation. The Utilities Engineering, Resource Pl~nninq, and
Admini9trative Services Divisions currently occupy the floor. In
addition to the 39 workstations, a computer roo~, conference room#
engineering dr-awing and Illap file area, 4 enqineering computer
workstations and a blUp print machine, occupy spa.ce~ Three
Geographic Information System (GIS) workstations and a GIS Monitor
Station, including a plotter, 'Were added to the floor in 1989.
Several engineers have no space to layout plans and are using the
floor or the front counter, which generally is used for customer
service. There is no space available for additional workstations,
although the Utilities Infrastructure Plan calls for an additional
nine staffmembers to be added to the Engineering Division over the
next three years.
The second floor houses 25 Finance Department and 15 Information
Resources Department (IRD) statf~ The rRD computer equipment room
occupies approximately 1,400 square feet, leaving 4,200 square feet
tor the 40 staff members. Additional space is required for secure
storage of discs and printouts. IRD c"o.lrrently ojoes not have
computer tape storage facilities on the second floor. A small
conference room is shared, and several workstations house twice the
number of staff as the original designs proposed. The Finance
Department has already moved the Treasury and Real Estate Divisions
tv Level A and, as a part ot the Utilities Finance reorganization,
viII now nave an additional eight staffmembers, currently located
on the fourth floor.
position reductions in the 1988-89 and 1989-90 budgets freed 11
5paces in the Civic Center, but the space was used to ease
overcro~ding to the extent possible~ The Finance Department added
three staff members in the 1988-89 budget to address payroll and
accounts payable concerns. This exacerbated already existing
problems on the second floor.
CMR:282:0 2
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Realignment of other floors in the Civic Center was revie~ed, but
space limitations exist on these floors as well. The fifth floor
bouses 3-4 sta.ffmemDers of the Planning Department aT'd the Fire
Department. The Planning Department staff includes suilding
Inspection and Development Monitoring ~hioh requires specialized
files and 'Workstations. The sixth floor houses 40 people,
including Fire Adl!inistration., PUblic Works Administration and
£ngineerinq Divisions and the Transportation Division., again 'With
specialized ~orkstatio~ and filinq requirements.
Additional Space Options
To address the space issues, staff explored several alternatives.
Options reviewed include the lease of office space on East Bayshore
or in the downtmm area, building out the Civic Center mezzanine,
construction of a building for part of the Utilities staff at the
Municipal Service Center (MSC), and utilization of the Palo ~lto
Board of Realtors bu!lding l which is ovned by the utilities and is
currently vacant.
Leased space on East Bayshore was considered initially because it
is about hal~ the cost of leased space in the downtown area. The
option was rejected, however t due te· impacts on utility customers,
the costs of relocating computer equipment and telephone services,
as well as the serious degradation of service capability of the GIS
and other computer systems. Utilities staff jointly share many
maps and other dOCUP.lents 'With the Public Works Department" and
could not access them readily. The public would be shunted from
one part of the city to another for building or design questions.
Finally, additional pool cars would have to be added to acco~odate
the need for trips between city Hall and the MSC.
BUildinq out the Civic Center mezzanine was rejected due to the
high cost and the inefficiencies of the space that would be
created. The cost would ra~~~ from $535,000 to $735,000, depending
on whether the area over the purchasin<3, Division coule be built
out. The use of this particular space is questionable due to the
presence of large heating/ventilation/air conditioning (HVAC) ducts
over the ceiling of the Purchasing offices; this represents a large
amount of the available space. Construction costs would be
approximately $315 per square :foot, to yield 1,700 square feet, the
equivalent of eight to ten people.
construction of an additional 6,000 square foot Utilities building
at the MSC would cost approximately $1. 3 millio!'l~ or $211 per
square foot. It would require time to change the MSC Master Plan
as ~ell as design review. The reasons cited for discarding the
option of leased space on East Bayshore are applicable to this
option as -well: t'he' high cost of relocating computer and telephone
equipment: degradation in automated system capacity; difficult
public access~ inefficiencies in sharing information and maps: and
transit problems for staff.
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Use of the Board of Realtors building was rejected because of poor
confiquration and totally inadequate space.
Project Description
After reviewlnq all of the alternative .. , staff is recommending
leasing 9,000 square feet (gross) in the downtown area~ The
proposal is to move approximately 30 mem.b.rs of the utilities
Department staff to leased ottice space, and to remodel the third
and fourth floors and approximately half of the second floor. The
attached chart shows the current stafting and space allocation, and
the proposed allocation. The costs involved include the following:
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Space Planninq/Desi;n Fee -General Fund:
utilities:
$ 8.,700
$29,2:00
Full floor layout determinations, development of
construction remodeling specifications and an appr-opriate
degree of field supervision by the consultant during the
remodelinq work~
Construction Remodeling -General Fund:
utilities:
$ 74,250
$153,500
costs for demolition, construction, lighting: and HVAC
modifications as required, paintinq and, recarpeting.
Voice/Data Wiring -
Moving -
General Fund:
utilities:
General Fund:
lTtilities:
$ 40,000
'$170,000
$ 22,500
$ 15,000
costs for furniture disassembly, moving, and reassembly
ot 'Workstations.
staff from the Real Estate Division of thE Finance Department and
the utilities Department have been explo~ing the opportunities tor
leased space over the past several weeks. It is estimated that
comparabl~ space 'Will cost approximately $3 per square foot. The
utilities 1990-91 budget rental cost is $193,780 per year per floor
for-Civic Center office space. The Fund Summary Analysis prepared
with the 19C;'O-92 Operating Budget takes into account the loss of
this revenue to the General Fund.
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RgcOlIplIendatioo
It is recommended that the City Council approve the inclusion of
the Civic Center remodel project in the 1990-91 Capital Improvement
Program.
Respectfully submitted,
;r/;~
Di~ector of Finance
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CURRENT STAFFING ANn Bug e!,IO<:!TIQN
~J2A!a [)epa rt:U n t , Peopl.
A Level Finance ~
2nd Flo Finance 25
3rd Fl. Utilities 39
4th Flo Finance 8
4th Flo utilities -ll
117
lIet
BqrFt..
775
2,865
5,730
976
i.Z:2~
15,100
Sq.n.
Per
Per.pn
149
114
147
122
129
RealEstate/Treasury
Accounting/Budget
Einance/Administrati0n
Utilities Engineering
Energy Planning
Data Services
Utilities Accounting
and Budget
Utilities Admin.
Finance Ser~ices
CUstomer Services
Meter Reading
Energy Services
PROPOSEQ STAfFING ANP SPACE AIIQCATION
It-Level
2nd Fl.
3rd Flo
4th Flo
New
To Be
Deterained
Utiliti"s
Finance
Utilities
Utilities
*Puture Employees
**Assumes kaxiBum of
o
16
39
39
2J + 9'
117 +3
6 People on A
775
2,865
5,730
5,730
§,?QQ
21,300
Level
6
179
147
147
lU
161*·
Energy Plannirq
Data Services
Real Estate/Treasury
Accounting/Budget
utilities Accounting
and Budget
Finance Administration
utilities Admin.
CU&tomer Service
Meter Reading
Energy Services
Utilities Engineering
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PUBLIC BUILDINGS PROJECT
erne COOER IEI!OO£L AM! B£LOCAIXO!! IItm)
Prolect Descrl.tlgn; The proJo<t wIll .ddre.s space li.it,tions in the Ciyic
Ce.ter b) DOying approximately 30 oeobers of tne Utilities Department staff to
leased office space, and remodel the third and fourth floors and approximately
half of the second floor In the Ciyic Center building.
Proiect Ca.ponents Include:
o Space Pl,nning/Design Generill Fund
Uti llties
S 8,700
29,200
S 37,900
lilyout determinations and development cf construction remodeling
spec iff cat ions.
Q Construction Remodeling· Generol fund
Utl1 ities
S 74,250
lS3,SOQ
S 227,750
Demolition, construction, lighting Ind HVAC modificiltions as required,
painting and recarpetlng.
o Yoice/Oata Wiring General Fund S 40,000
Ut l11ties 172,QOO
S 210,000
o Hoving Genenl fund S 22,500
UtIlities _--1hl.QQ
S 37,500
Furniture dis,assemtJly~ r.ovfng, and reisselilbly of workstations within
the CiYic Center and l.osed f.cilit).
Project JustiffcatfDn~ This project iddresses space requirements necess1tited
b,Y proposed UtH1tfes Infrastructure iccelentton. Utilities Finance reorganiza
tion, and inadequate space is well IS ineffic.iencies of usage on the second,
third and fourtn floors of the Ciylc tenter.
INaet An.lvsis:
fnvironmental
Operating'
Categoric.lly exempt.
rncre.sed effIciency and productivity by consolidating
staffing.
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