SR-301-002-05 (2)
F:\HSD\SHARE\CD PROGRAM-PROGRAM AREAS\Children, Teens and Family Programs\Staff
Reports\PYFC Planning Part 2.doc
Council Meeting: June 15, 2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: FY 2004-05 Funding Recommendations Related to the Pico Youth and
Family Center (PYFC) Community Development Program Grant
INTRODUCTION
This report provides background information and funding recommendations related to
the FY2004-05 Pico Youth and Family Center (PYFC) Community Development
Program Grant.
BACKGROUND
Since assuming contractual responsibilities for the PYFC in October 2003, the Public
Health Foundation Enterprises (the Foundation) has worked with a local PYFC Advisory
Board and staff and services have been provided without interruption. The Foundation
successfully negotiated a lease agreement, hired PYFC personnel, enrolled personnel
in a comprehensive benefits program, secured insurance, and sustained services. As
noted in an Information Item dated May 3, 2004, the Foundation has not provided the
level of program oversight and staff supervision that was anticipated.
In the past year, the PYFC Advisory Board completed the steps to incorporate and
secure tax exempt status as a non profit organization. In addition, with support from the
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Foundation and the PYFC Advisory Board, PYFC staff has successfully leveraged
$80,000 in non-City funds to support Center operations.
DISCUSSION
City staff met several times with the PYFC Advisory Board to explore how the City can
best support the Center to meet the needs of the older youth target population (ages 16-
23 years) in FY 2004-05. Discussions focused on the capacity and the timing of when
the PYFC Advisory Board could assume full responsibility for a contract with the City
and Center operations – as a Board of Directors – and operate as an independent
nonprofit. Discussions identified the PYFC’s readiness to assume responsibility for
program oversight, staff supervision, programming and services and contract with the
Foundation (or some other qualified organization) for continued fiscal and human
resource services. City staff and the PYFC Advisory Board also discussed the
anticipated timeline and process for the new Youth Center at Virginia Avenue Park.
In addition, discussions focused on issues related to the dual roles of the current
Program Director, who is an elected member of the SMMUSD Board of Education and
who will become the Center’s Executive Director when the PYFC transitions to a fully
independent nonprofit organization and Community Development Program grantee.
Local oversight of program and staff is essential to ensuring that grant funds are used
for the intended purposes and that contract provisions prohibiting political activity are
not violated.
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On June 1, 2004, staff presented to the PYFC Advisory Board its intention to
recommend that PYFC assume responsibility for the City grant agreement and all
Center operations beginning on September 1, 2004, and reviewed draft funding
conditions related to reporting requirements, operating hours, policies, procedures, the
board of directors and site control for the Center’s lease.
On June 4, 2004, City staff received the PYFC Advisory Board’s formal response to the
proposed funding recommendation for FY 2004-05. The Board requested two changes:
1) to delay the PYFC contract start date to December 1, 2004; and 2) provision, by the
City, of a “Board coach/consultant” to assist the PYFC for four to five months.
Staff continues to recommend a September 1, 2004 contract start date for the PYFC
Board. Funds are available in the current fiscal year to provide up to $5,000 in technical
assistance funds to assist the Board in this transition.
BUDGET/FINANCIAL IMPACT
Funds for a grant of $289,908 are in the Department’s FY 2004-05 proposed operating
budget. A total of $5,000 to support the Board’s transition are available from the
FY2003-04 operating budget (Account 01262.555210).
RECOMMENDATION
Staff recommends that Council authorize the City Manager to negotiate and execute the
appropriate documents to: 1) renew the current grant agreement with Public Health
Foundation Enterprises to operate the Pico Youth and Family Center from July 1, 2004
through August 31, 2004; and 2) contract with the Pico Youth and Family Center to
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operate the Center from September 1, 2004 through June 30, 2005, with the attached
funding conditions.
Prepared by: Barbara Stinchfield, Director, CCS
Julie Rusk, Human Services Manager
Tracy Scruggs, Human Services Administrator
Attachment I – PYFC Proposed Funding Conditions
ATTACHMENT I
Pico Youth and Family Center (PYFC)
Proposed Funding Conditions
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Program summary:
PYFC shall target at-risk youth from the Pico
Neighborhood, ages 16 to 23, and their families. Services shall include case
management, counseling and support groups, employment readiness and
placement, leadership development, community events, tutoring, music
production, and computer training. A detailed program plan and supporting
budget shall be developed for City approval.
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Contract execution:
As a tax exempt organization with 501 (c) 3 status, the
PYFC Advisory Board shall assume full responsibility for the contract and Center
operations – as a Board of Directors – and operate as an independent nonprofit
beginning on September 1, 2004. The PYFC Advisory Board shall transition to a
Board of Directors with twelve legally and operationally accountable members.
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Staff oversight and evaluation:
The PYFC Board shall designate a board
committee to participate in staff evaluations of Center staff with the Foundation
by July 31, 2004. This will facilitate a smooth transition from the Foundation to
PYFC.
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Lease agreement/site control:
PYFC shall negotiate a lease agreement for the
Center to ensure continuous operations when PYFC assumes the grant
agreement on September 1, 2004.
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Operating Hours:
Operating hours are: Monday, 10AM-8PM; Tuesday, 10AM-
7PM; Wednesday, 10AM-8PM; Thursday, 10AM-8PM; Friday, 12PM-8PM; First
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and Third Saturday, 10AM-2PM. Any changes to operating hours must be
approved by the City.
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Board of Directors
: A minimum 12-member PYFC Board shall be in place. The
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, professional affiliations and community experience. The PYFC Board
should not include employees of SMMUSD as long as the Executive Director is
an elected ember of the SMMUSD Board.
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written policies, procedures and
PYFC shall consider and officially adopt
related protocols
needed to manage Center operations: These include, but are
not limited to:
Program/service management including definition of youth leadership
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activities
Human resource management (staff supervision and evaluation,
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personnel policies, payroll)
Financial management (budget development and management, account
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payable/receivable, etc.)
Contract/grant management (reporting, compliance review)
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?Reporting requirements:
In addition to submitting mid-year and year-end
program and fiscal reports as required by the City, PYFC shall submit monthly
written status reports to the City. Reports shall provide monthly PYFC Board
Meeting minutes, information about program activities, fundraising efforts, board
recruitment efforts, staffing, board and staff training, contractual issues, and any
relevant concerns.
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