SR-301-002-05
F:\HSD\SHARE\CD PROGRAM\Children, Teens and Family Programs\Staff Reports\PHFEcontract.doc
Meeting Date: September 23, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Reallocation of Grant Funding from Woodcraft Rangers to Public
Health Foundation Enterprises to Operate the Pico Youth and
Family Center
INTRODUCTION
This report recommends that City Council approve the reallocation of grant
funding from Woodcraft Rangers to Public Health Foundation Enterprises (PHFE)
to operate the Pico Youth and Family Center (PYFC), and authorize the City
Manager to negotiate and execute the necessary contract documents for the
remainder of FY2003-04.
BACKGROUND
For the past four years, the City has worked with several nonprofits and
community groups to establish a youth center with comprehensive programming
to meet the needs of older youth and young adults in the Pico neighborhood.
(See Attachment I for a chronology of efforts leading to the opening of the PYFC,
which has been operated by Woodcraft Rangers since February of 2002).
On February 3, 2003, the City released a Request for Proposals for Community
Development Program funding for the FY03-06 funding cycle. Fifty-one (51)
proposals were submitted, including a proposal from Woodcraft Rangers to
continue operating the Pico Youth and Family Center in FY03-04. On June 17,
2003, Council approved the Community Development Plan for FY2003-2006,
including $289,908 to Woodcraft Rangers for FY03-04. On June 19, 2003,
Woodcraft Rangers notified the City that it was unable to continue operating the
Center under the current terms and organizational structure. To avoid any
interruption in services or closure of the Center, Woodcraft Rangers agreed to
continue operating the Center until August 30, 2003.
PYFC Advisory Board members met with five local organizations to explore the
possibility of transferring the Center’s programs to another qualified nonprofit
organization with the capacity to receive and appropriately administer City funds
and deliver services until such time as the Center qualifies for City funding by
meeting requirements, including tax exempt status. These local organizations
included: St. Joseph Center, Saint John’s Health Center, OPCC, FAME
Redevelopment Corporation, and Venice Community Housing Corporation. In
addition, Center staff and Advisory Board members met with PHFE, a nonprofit
organization based in the City of Industry that provides infrastructure
management support to nonprofit, government and for-profit organizations.
While there were obvious advantages to the City and to the Center to transfer the
contract to an existing CD Program grantee providing similar services, the five
local organizations declined. Both City staff and PYFC Board Members then
interviewed PHFE management staff and reviewed the management supports
that would be provided, as well as its written policies and procedures, before
concluding that PHFE was a viable interim contracting option to ensure continued
services at the Center. On August 27, 2003, the PYFC Board urged City staff to
recommend PHFE to assume contractual responsibility for the continued
operation of the Center in FY03-04.
DISCUSSION
With thirty four years of experience, PHFE currently partners with over 140
programs throughout California and the United States, with budgets totaling
approximately $80 million. PHFE’s professional contract managers and team
leaders work with projects like the Pico Youth and Family Center on a regular
basis to provide hands on coordination and oversight of contracts. As the City’s
grantee, PHFE staff would be responsible for all aspects of the Center’s
operations, including program development, human resources, management
staff supervision, payroll, fiscal services, program evaluation, and contract
administration and compliance.
Contingent upon Council approval, PHFE has agreed to enter into a grant
agreement with the City, including all standard CD Program contract provisions.
Special funding conditions specific to the Center’s programs and activities, and to
the PHFE and its role with the PYFC Advisory Board will be incorporated into the
grant agreement (Attachment II).
BUDGET/FISCAL IMPACT
A total of $289,908 in Account # 01262.562390 was appropriated to Woodcraft
Rangers in the City’s FY03-04 adopted budget. The contract amount
appropriated to PHFE will be the balance of grant funds available from Woodcraft
Rangers at closeout. No new appropriation of funds is needed.
RECOMMENDATION
Staff recommends that City Council approve the reallocation of grant funding
from Woodcraft Rangers to Public Health Foundation Enterprises (PHFE) to
operate the Pico Youth and Family Center (PYFC), and authorize the City
Manager to negotiate and execute the necessary contract documents for
FY2003-04.
Prepared by: Barbara Stinchfield, CCS Director
Julie Rusk, Manager
Tracy Scruggs, Human Services Supervisor
Attachment I: Brief Chronology of Support for the Pico Youth and Family Center
Attachment II: Proposed Special Funding Conditions
Attachment I
Brief Chronology of Support for the Pico Youth and Family Center
?
July, 1999: City issues a request for proposals for programs for older
youth and young adults, in response to a number of shootings involving
young people in the Pico neighborhood.
?
January, 2000: Council approves a $350,000 grant to Community
Partners, a nonprofit “incubator” and fiscal receiver, for technical
assistance, fiscal receiver services, training, and start-up costs to initiate
Parachute Program/Proyecto Adelante/Barrios Unidos (PPPABU), a
community-based collaborative.
?
June, 2000: Council approves a grant of $350,000 to Community
Partners. Continued funding is contingent upon a series of funding
conditions required for PPPABU.
?
December, 2000 – March, 2001: Community Partners determines that the
collaborative is not viable and begins exploring other options with the City.
?
June, 2001: Council approves reallocation of grant funding from
Community Partners for PPPABU activities to the Woodcraft Rangers to
develop and operate the Pico Youth and Family Center with one of the
three PPPABU staff members as Center Director.
?
February, 2002: Woodcraft Rangers begins program operations at PYFC.
Center is fully staffed and services are delivered after staff recruitment and
training.
?
June, 2003: Woodcraft Rangers declines FY03-06 contract with the City
and agrees to keep Center open through August, 2003. City staff, Center
staff and PYFC Advisory Board explore new contracting options.
?
July, 2003: The PYFC applies for tax exempt status.
?
August, 2003: Woodcraft Rangers extends contract to September 30 while
option to contract with PHFE is further developed.
Attachment II
Proposed Special Funding Conditions
Public Health Foundation Enterprises -
Pico Youth and Family Center
1. By September 26, 2003, PHFE shall develop a FY03-04 Program Plan
and Budget. Administrative costs for PHFE services shall not exceed 15%
of the total budget. Contract execution and release of funds is contingent
upon City approval.
2. By October 31, 2003, PHFE shall develop and sign a Letter of Agreement
with all members of the PYFC Advisory Board, stipulating the PYFC
Advisory Board’s relationship to PHFE and the PYFC Advisory Board’s
roles and responsibilities including developing agendas and conducting
monthly board meetings; providing oversight and support to the Center
Director; identifying and reporting on progress and/or concerns in program
and fiscal matters; and submitting approved board minutes to PHFE within
10 calendar days following every board meeting.
3. By October 31, 2003, PHFE, in coordination with the PYFC Advisory
Board, shall complete and submit to the City a plan and timeline to ensure
ongoing participation in Center activities by an ethnically and racially
diverse group of older teens and young adults, ages 16-23.
4. By October 31, 2003, PHFE shall complete and submit for City approval a
plan detailing the Center’s hours of operation and outreach to ensure
program accessibility to the target population. The Center should be open
a minimum of 40 hours/week; operating hours should include evening and
weekend hours.
5. By October 31, 2003, PHFE, in coordination with the PYFC Advisory
Board, shall complete and submit for City approval a policy on prohibitions
against political activity. This policy shall define permissible leadership
and community organizing efforts targeting the target population of older
teens and young adults, and shall also clearly define prohibited activities.
The policy shall also set forth criteria for PYFC affiliations and
partnerships with other groups and organizations, including Mothers for
Justice, which clearly outlines acceptable uses of facility, supplies, and
Center staff.
6. By November 30, 2003, PHFE shall complete and submit a staff training
and development plan, covering areas such customer service, maintaining
professional boundaries, role modeling, child abuse reporting, and others
deemed necessary by PHFE and PYFC. The plan should include PHFE’s
participation in at least one PYFC full staff meeting per month.
7. By February 1, 2004, a minimum 12-member PYFC Board shall be in
place. The level of membership and participation shall be sustained
throughout the year. The board shall be racially and ethnically diverse,
and include individuals with a broad range of skills and professional and
community experience.
8. By February 1, 2004, in coordination with the PYFC Advisory Board,
PHFE shall complete and submit for City approval the PYFC transition
plan to “spin off” as an independent nonprofit, or submit an alternative plan
for City approval stipulating how the PYFC proposes to continue operating
in FY04-05.
9. By February 28, 2003, PHFE shall provide a minimum of two trainings to
PYFC Advisory Board Members covering the roles and responsibilities of
a nonprofit board of directors.
10. By March 31, 2003, PHFE shall assess and provide a written evaluation of
the PYFC Advisory Board’s capacity to assume program, fiscal, and
contractual responsibility for the Center.
11. PHFE’s Community Development Director, or her designee, shall provide
weekly, direct supervision to the Center Director at PYFC. Supervision
shall include project planning, problem solving, coaching, performance
evaluation, and reviewing and evaluating project status reports submitted
by the PYFC Director.
12. In addition to submitting mid-year and year-end program and fiscal reports
as required by the City, PHFE shall submit monthly written status reports
to the City. Reports shall provide monthly PYFC Advisory Board Meeting
minutes, information about program activities, fundraising efforts, board
recruitment efforts, staffing, board and staff training, contractual issues,
and any relevant concerns.
13. PHFE shall attend monthly PYFC Advisory Board meetings.