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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.