sr-011111-8aCity Council Meeting: January 11, 2011
Agenda Item: 8
To: Mayor and City Council ~~~
From: Barbara Stinchfield, Director, Community and Cultural Services
Subject: Proposed FY 2011-15 Community Development Grant Program and
FY 2011-13 Cultural/Art Organizational Support Program Funding
Rationales
Recommended Action
Staff recommends that the City Council approve the Proposed FY 2011-15 Community
Development Grant Program (CD Program) and FY 2011-13 CulturallArt Organizational
Support Program (OSP) Funding Rationales, including proposed funding guidelines and
selection criteria, and authorize staff to release a Request for Proposals (RFP) for the
next multi-year grant funding cycles.
Executive Summary
The City currently provides grant funding to a wide range of housing, human and
community service programs, cultural and arts organizations, and capital improvement
projects in Santa Monica.
Community Development Program
After a public and data analysis process conducted by the Human Services Division in
May 2010, the City Council adopted the FY 2010-15 Consolidated P/an, a document
required by the Federal government to verify and document the community's social
service and housing needs and priorities for the next five years.. This Plan, along with
other community plans (such as the Action Plan to Address Homelessness in Santa
Monica and Youth Violence Prevention in Santa Monica: An Action Plan for 2010 and
2011) provide a framework for the proposed Community .Development grant funding
rationale for FY 2011-15.
Cultural/Art Organizational Support Program
After a public process recently conducted by the Cultural Affairs Division, guidelines for
its Organizational Support Program (OSP) have been updated. This program provides
grant support to Santa Monica's cornerstone arts, culture and heritage organizations on
a multi-year basis.
This report provides information regarding the rationales for the proposed funding
guidelines for both the CD Program and the Cultural/Art OSP. These programs have
not been opened to new applications since FY 2007-08. There are no immediate
budget impacts proposed in this report. Staff will return for City Council approval with
specific grant recommendations in the Proposed FY 2011-13 City Budget to be released
in May 2011.
Background
In 2007, Council awarded three-year grants to 27 non-profit agencies through the
Community Development (CD) Grant Program and 10 organizations through the
Cultural/Art Organizational Support Program (OSP). On January 26, 2010, Council
approved the renewal of grant funding for one year and postponement of the next grant
cycle to begin in FY 2011-12 for both programs.
CD Program
The City collaborates with public and non-profit organizations to improve the quality of
life for Santa Monica residents, responding to needs through grant agreements with
Santa Monica's array of community agencies. The CD Program has historically offered
both operating and capital grants to nonprofit human service and housing development
agencies that assist Santa Monica residents. It is administered through the Human
Services Division, and is structured in multi-year cycles to provide predictability of
resources and allow longer range planning on the part of funded agencies. Currehtly,
the CD Program provides funding support in two ways:
• Through annual operating grants to local service providers ($7.6 million annually
to 26 nonprofit human service and housing development organizations
supporting over 50 .different programs to meet the needs of infants, children,
youth and families, people with disabilities, seniors, victims of domestic violence
and low-income people, including those who are homeless);
• Through non-profit and City-administered capital improvement and public works
projects that benefit low-income individuals ($1.2 million in CDBG funds support
capital projects, including public facility improvements and accessibility
improvements). The. level of support for these projects depends on fund
availability in any given year.
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City funding for grantees has remained relatively constant. FY 2010-11 support reflects
a 1.5% reduction from the FY 2009-10 levels, with funding sources including:
• 81 % from the City's General Fund
• 12% from Federal entitlement and competitive grants administered by the City,
such as Community Development Block Grant (CDBG), Department of Housing
and Urban Development (HUD) Supportive Housing Program, Housing
Authority and HOME (Home Investment Partnership) programs
• 3% Redevelopment Agency (RDA) funds targeted for eligible projects
• 4% from other local revenue sources, such as Proposition A transportation and
development agreement funds.
Currently, the CD Program's 50 program and organizational support grants range in
size from $6,865 to $852,363. Some grants are for specific initiatives that the City called
for, .some are for general support for core agencies in Santa Monica's non-profit
network, and some are targeted for specific programs developed by local agencies.
On May 11, 2010, City Council adopted the FY 2010-15 Consolidated Plan, a document
required by the Federal government to verify and document the community's social
service and housing needs and priorities in order to receive Community Development
Block Grant (CDBG) and HOME (Home Investment Partnerships Act Program)
entitlement grant funds. On September 14, 2010, City Council adopted the Youth
Violence Prevention in Santa Monica: An Action Plan for 2010 and 2011 and directed
staff to convene the Youth Resource Team Policy Group (YRT) to review the
effectiveness of current programs and activities and to establish priorities, timelines and
benchmarks to measure success of the Action Plan. In addition, the review and
adoption of the 2010 update to the City's Action Plan to Address Homelessness in
Santa Monica is scheduled for the January 11t" City Council meeting, item 9-A.
Information gathered through these efforts contributes to the proposed CD Program
Funding Rationale for FY 2011-15.
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Cultural/Art OSP
Santa Monica's OSP was established in 1997 to provide sustained funding to the
cornerstone agencies of the community's cultural life. On February 27, 2007, Council
unanimously adopted the City's cultural plan, Creative Capital, which called for a
phased increase in City-supported cultural funding opportunities. On January 22, 2008,
Council accepted An Arts, Culture and Heritage Funding Program Supporting the City of
Santa Monica and Dur Residents, a report prepared by consultant Jerry Yoshitomi of
Meaning Matters LLC, which called for, among other things, strengthening of the
organizational capacity of local cultural agencies, revisions to the OSP program, and the
identification of additional funding sources for the program, such as revenues from the
City's Developer Arts Requirement.
In FY 2010-11, the City provided $236,570 from the City's General Fund to provide
financial assistance to 10 resident nonprofit arts and cultural organizations through the
OSP. Funding is primarily designed to meet basic operational expenses, ensuring the
organizations' continued presence in Santa Monica and providing community access to
art and cultural opportunities.
From July 2010 to December 2010, staff prepared for the first re-opening of the
application process in four years by implementirig a community assessment and making
subsequent proposed revisions to the OSP's rationale and guidelines. Staff worked
closely with the Arts Commission and consultant Jerry Yoshitomi, who developed the
above-mentioned report, to implement an effective community outreach and
engagement process, in order to craft guidelines reflective of adopted City policy and
community concerns. The process included a survey of all current grantees and
collection of responses, interviews of grantees by Mr. Yoshitomi, a facilitated meeting of
current and prospective grantees to gather feedback, and formal site visits by staff to a
selection of long-standing OSP grantees.
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Discussion
CD Program
The goal of the CD Program is to fund an effective, strong "safety net" that provides
stable funding where federal, state and county programs and resources fall short.
Beyond services funded through the CD Program, the City also invests in creating.
permanent affordable housing for low-income individuals• and households, including
those who are homeless. Moving forward, it is important to strengthen the link between
supportive services and housing for those most in need in our community.
The proposed Funding Rationale assumes maintenance-of-effort (MOE) funding
equivalent to FY 2010-11, provides the basis for developing recommended funding
levels for grantees in FY 2011-12, and establishes a strategy for evaluating and
increasing the effectiveness of City funding in subsequent fiscal years. City staff
proposes afour-year funding cycle to align with the proposed biennial (two-year) budget
cycle and the Consolidated Plan. process for FY 2015-20. Approval of the proposed
Funding Rationale. does not preclude changes in the subsequent years if a critical,
emerging need arises or in cases of underperforming programs, but would serve as the
primary tool for allocating available resources during the entire cycle. Subsequent year
funding would be, as in the past, contingent upon the continued effectiveness of
programs to meet the City's priorities and goals and availability of City funds.
The following principles are proposed to guide the City's next four-year CD Program
funding cycle. Competitive agencies are expected to:
• Provide services that meet a documented need, with emphasis on remaining
housed and living independently
• Use innovative approaches to provide awareness and access to services for the
hardest to reach
• Use nationally recognized best-practice models
• Demonstrate participation in collaborative planning and program operations
• Maximize leveraging
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Minimum Eligibility Requirements and Selection Criteria, which will provide the basis for
proposal ratings, are provided in Attachment A-1. In response to the Social Services
Commission's recommendation to provide a clear definition of "Santa Monica resident",
staff refined the definition of Santa Monica program participants. For the purposes of
the CD Program, applicants must target services to eligible Santa Monica program
participants defined as:
• An individual whose permanent address is in Santa Monica; or
• A student currently attending a Santa Monica public school in the Santa Monica-
Malibu Unified School District; or
• A youth, age 16 - 24, formerly enrolled in a Santa Monica public school in the
Santa Monica-Malibu Unified School District; or
• Homeless households who meet any one of the criteria outlined in the Action
Plan to Address Homelessness in Santa Monica.
More detailed information on the target population for the CD Grant Program is provided
in Attachment A-1.
The Funding Rationale proposes a competitive process to ensure that the City has the
flexibility to allocate its funds to program and capital grants that are most cost-effective,
outcome-driven and non-duplicative in meeting the City's priorities. While funding
priority will be given to grant proposals that address City initiatives identified in
Attachment A-1, agencies may propose new programs and target groups through this
competitive process. Any new programs will .be considered in light of available funding
and the competitiveness of the application. Key priorities for the following target
populations are summarized below.
Children. Older Youth & Families: For young children and families, the focus will
remain on child care subsidies for low income families, access to child care and early
mental health and support services, with a focus on community wide early
developmental assessments to improve systems that prepare children for school and
impact their developmental outcomes. Recently, the City Council directed that the
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Youth Resource Team (YRT) be strengthened and a new Policy Group convened to
ensure Santa Monica's initiatives are on track, in line with best practices nationally, well
communicated and evaluated. YRT recommendations, which will be forthcoming by the
spring of 2011, may have an impact on the current non-profit youth delivery system.
Given the timing, it may be necessary to defer redirected or enhanced youth program
funding until Year 2 of the upcoming funding cycle.
Homelessness: Since the adoption and implementation of the Action Plan to
Address Homelessness in Santa Monica in 2008, the City has focused on aligning its
resources with activities and services that are effective in engaging and housing
individuals, thereby reducing street homelessness and the impact on our community.
Toward that end, the City will continue to emphasize and prioritize programs which
employ the Housing First and Rapid Re-housing models to reduce street homelessness
and ensure that households do not return to homelessness.
With the new Homeless Management Information System (HMIs), the City has begun to
streamline program outcomes for consistency and monitor who is receiving services.
Success will be measured by:
• Reduction in the length of time from engagement to housing placement
• Increase in the length of housing retention post-placement
• Reduction in the number of households who experience repeated episodes of
homelessness
Seniors & People with Disabilities: Consistent with the strategies outlined in the
FY 2010-15 Consolidated Plan, the City is focused on developing a system of integrated
service delivery for seniors. In the current grant cycle, the Congregate Meals Program,
previously operated by the City, vvas granted to an agency that provides a range of
services for older adults. In the upcoming funding cycle, the intent is to transition the
operations of the Senior Center, located at 1450 Ocean Avenue, to an agency
specializing in services to older adults. This possible phased transition at the Senior
Center will further streamline access to a full range of services for the City's most frail
seniors who are often the hardest to reach. Further, independent living assistance and
paratransit services will continue to be prioritized for improvements in order to keep
seniors and people with disabilities independent in their homes.
Services for the .Low-Income Population: For the low-income individuals and
households, including those who are homeless in Santa Monica, key priorities include
intensive case management/counseling, economic security, healthcare, transportation,
legal assistance, and help for those experiencing domestic violence. In the area of
affordable housing, it is important to continue to provide support for non=profit,
affordable housing developers to ensure that affordable housing is well managed and
allows for the production of new units over time.
Cultural/Art OSP
The community assessment process revealed that the number of arts and cultural
organizations in Santa Mohica has increased in the last four years. Assuming
maintenance-of-effort funding, the growing pool of potential applicants will put greater
pressure on available funds, which were reduced by 1.5% for the current year as part of
the City's overall budget process. However, staff has identified modest additional
resources of $30,000 in the City's Cultural Trust Fund which could be allocated to the
OSP over the next two years. In future years, additional resources from both the
Cultural Trust Fund and the Santa Monica Arts Foundation. may become available;
therefore staff is recommending atwo-year cycle for this round of funding.
In addition, the community process has resulted in recommended refinements to the
OSP guidelines and rationale. Greater emphasis has been placed on the impact the
applicants have on Santa Monicans, the community partnerships they maintain; and
their achievements in administrative vision. To help ensure organizations are measured
against others of comparable resources and impact, the revision also proposes to
review applications in three evaluation categories according to the organization's
operating budget size: small (up to $249,999), medium ($250,000-$499,999) and large
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($500,000+). The guidelines redefine "resident" organizations as "those whose
administrative office and primary location of programming (more than 50%) are within
Santa Monica city limits." Lastly, a maximum grant amount of $60,000 is recommended,
which is designed to temporarily address- the strain on resources presented by a
growing applicant pool. (See Attachment B - OSP Proposed Guidelines 2011-12.)
The following principles are proposed. to guide the .City's next two-year Cultural/Art
OSP. Competitive agencies are expected to:
• Increase and sustain world-class artistic production and exhibition in Santa
Monica
• Deliver opportunities for creativity, artistic participation and the understanding of
cultural heritage to diverse components of the community
• Promote high standards of organizational management in Santa Monica's arts
and culture ecosystem
• Highlight the City as an international creative center
• Open avenues of discourse to broad topics of human creativity and learning
among the general public
Commission Action
CD Program: In May 2010, the Social Services Commission (SSC) launched its
Executive Director Conversation Series (ED Series) to assist the Commission in
becoming more familiar with the agencies and programs funded through the City's
Community Development Program. The ED Series ran through November 2010, with
presentations by three to four agencies at each monthly Commission meeting. The
SSC formulated recommendations for the CD Program Funding Rationale at its
December 6, 2010 meeting. Feedback received from SSC has been incorporated in the
Funding Rationale, Minimum Eligibility Requirements and Selection Criteria. The
Summary Report from the SSC Executive Director Conversation Series is provided in
Attachment A-2.
In November 2010, the proposed draft Minimum Eligibility Requirements and Selection
Criteria were presented to the Commission for the Senior Community, Commission on
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the Status of Women, Disabilities Commission, Housing Commission, Social Services
Commission, Child Care & Early Education Task Force and the Virginia Avenue Park
Advisory Board.. The importance of "data-driven" outcomes and ensuring services are
delivered in a way to keep people. housed were consistent themes from all
commissions. Feedback received from these commissions, boards and task forces has
been incorporated into the final proposed Minimum Eligibility Requirements and
Selection Criteria in Attachment A-1 of this report.
Cultural/Art OSP: On December 13, .2010, the Arts Commission held a public
hearing and approved the proposed revised OSP Funding Rationale and Guidelines.
Public Outreach
CD Program: Dependent on Council approval, an RFP for the FY 2011-15 CD
Grant Program would be released in mid-January with a March 4, 2011 deadline for
submittal of all proposals. Staff will hold apre-submittal conference to provide
interested applicants with an orientation to the application process. Notice of the
conference will be sent to currently-funded nonprofit organizations and nonprofit
organizations in the department's RFP mailing list. In addition, a notice will be posted in
local newspapers and on the City's website.
Cultural/Art OSP: Dependent on Council approval, applications for the FY 2011-
1.2 OSP would be released late January with a March 4, 2011 deadline. Staff will hold
several technical assistance workshops in anticipation of the deadline, and will notify
cultural and arts agencies in the Santa Monica community of the availability of funding
and workshops via a-mail.
Financial Impacts & Budget Actions
There are no immediate budget impacts proposed. in this report.. Projected FY 2011-12
funding levels for the CD Program and Cultural/Art OSP, with the exception of a modest
$30,000 allocation from the Cultural Trust Fund to offset the number of OSP-eligible
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organizations, assumes amaintenance-of-effort funding level equivalent to FY 2010-11.
Staff will return for City Council approval with specific fund allocation recommendations
in the FY 2011-12 Proposed Budget to be released in May of 2011. A budget adoption
hearing will take place in June of 2011 when Council will make final funding decisions.
Prepared by: Julie Rusk, Human Services Manager
Jessica Cusick, Cultural Affairs Manager
Susan Lai, Human Services Administrator
Nathan Birnbaum, Cultural Affairs Supervisor
Approved:
Forwarded to Council:
Barbara Stinchfield
Director, Community & Cultural Services
Attachments:
~__~„~ ~
Rod Gould
City Manager
A-1 Proposed Community Development Program Funding Guidelines, 2011-15
A-2 Social Services Commission Executive Director Conversation Series Report
B Proposed Organizational Support Program Guidelines, 2011-12
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ATTACHMENT A-1
The City collaborates with public and non-profit organizations to improve the quality of life for
Santa Monica residents, including infants, children, older youth and families, people with
disabilities, seniors, victims of domestic violence and low-income people, including those who
are homeless. Responding to needs primarily through grant agreements with Santa Monica's
array. of community agencies, the City supports an effective, strong "safety net" that provides
stable funding where federal, state and county programs and resources fall short.
In addition to providing grants, the. City provides technical assistance support to nonprofit
organizations delivering services in Santa Monica. Also, the City currently provides
approximately 63,500 square feet of public facility space to 7non-profit human services
programs. This space totals over $1.54 million in annual rental value that is forgiven by the City.
In addition, the City subsidizes the cost of utilities,. maintenance and repairs necessary to operate
these facilities.
Technical assistance in the form of small one time grants or training support are available to
agencies, once the agency receives City funding. Technical assistance support may beprovided
throughout the funding cycle, based upon availability of funds and is designed to help nonprofits
access other public and private funding sources, improve staff skills, undertake special planning
processes; assist the agency Board of Directors and build capacities to better serve the
community.
The following principles are proposed to guide the City's next four-year CD Program funding
cycle. Competitive agencies will:
• Provide services that meet a documented need, with emphasis on remaining housed and
living independently;
• Use innovative approaches to provide awareness and access to services for the hardest to
reach;
• Use nationally recognized best-practice models;
• Demonstrate participation in collaborative planning and program operations; and
• Maximize leveraging.
Community Development Program 2011-15 PROPOSED Funding Guidelines p.l
ATTACHMENT A-1
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In order to be considered for funding through the City's Community Development Program
applicants must meet the following Council-approved minimum eligibility requirements. Each
applicant must meet these requirements in order for a proposal to be reviewed and considered for
funding.
In order to be eligible for City funding, applicants must:
• Be:
o Either a nonprofit organization with a Board of Directors with a minimum of
12 active and qualified members; or
o A hospital or educational institution with a governing board; and
o Tax exempt status under Section 501(c)(3) of the Internal Revenue Service Code
or Section 23701(d) of the California State Franchise Tax Code.
• Be in compliance with:
o Title VI of the Civil Rights Act of 1964;
o Title VIII of the Civil Rights Act of 1968 (as amended);
o Section 504 of the Rehabilitation Act of 1973 (as amended);
o Age Discrimination Act of 1974;
o Title I of the Housing and Community Development Act of 1974 (as amended);
and
o The Americans with Disabilities Act (ADA) of 1990.
• Not discriminate in the hiring of staff or provision of services on the. basis of race,
religion, sex, age, national origin, disabilities, HIV status, political affiliation or beliefs,
or sexual preference.
• Agree that no City funds shall be used to teach, advance, advocate or promote any
religion or religious belief or practices, including any irreligious belief or practice.
• Demonstrate financial stability and sufficiency of financial resources as documented in
the applicant's audited financial statements for the most recent fiscal years -- 2008, 2009,
2010; and must implement an accounting system that is accordance with generally
accepted accounting principles (GAAP).
• Be located, co-located or have awell-demonstrated presence in Santa Monica.
• Receive the formal approval of its Board of Directors or governing body to submit a
proposal for City funding.
Community Development Program 2011-15 PROPOSED Funding Guidelines p.2
ATTACHMENT A-1
If an applicant meets the Council-approved minimum eligibility requirements, the proposal will
then be reviewed and judged on the applicant's demonstrated ability to meet or exceed the
following Council-approved selection criteria.
Eligible applicants will be assessed on their ability to:
• Address a clearly documented and priority need in Santa Monica:
• Demonstrate organizational, fiscal and program capacity and track record to provide
quality services to the Santa Monica community.
• Provide comprehensive services, effectively demonstrating long-term impact and quality
outcomes for the most vulnerable, low income or hard to reach populations in Santa
Monica, with emphasis on assisting individuals and families in remaining housed and
living independently.
• Provide awareness and ready access to services, including a strategy for outreach to
residents who have not previously used social services or are hardest to reach in Santa
Monica.
• Measure program effectiveness through sound evaluation practices including use of clear
data-driven outcomes that are tracked and monitored over time.
• Use best-practice models and outline how the model is appropriate for the target
population and how it will be effective in achieving the proposed program outcomes.
• Leverage non-City funds to serve Santa Monica program participants -beyond the
required 25% minimum cash match -and provide data on the applicant's track record in
achieving this over the past three years.
• Demonstrate participation in collaborative planning and program operations including
work with a range of partners, with the goal of improving well-coordinated service
delivery and shared outcomes for the target population.
• Outreach and co-locate. services in convenient and readily accessible locations for the
target population and in conjunction with existing community and City facilities.
• Provide culturally appropriate and sensitive programming that includes bilingual capacity
and culturally relevant services.
Community Development Program (CD) grants are awarded to organizations whose applications
are favorably reviewed and scored by City staff, members of City Boards/Commissions and
selected professionals offering expertise in program development, operations or non-profit
management. Awards are multi-year; subsequent year funding is contingent upon the continued
effectiveness of programs to meet the City's priorities and goals. and upon availability of City
funds.
Community Development Program 2011-IS PROPOSED Funding Guidelines p.3
ATTACHMENT A-1
~ ..... .................. ~„E,,,.~,E.,..,,,
For the purposes of the CD Program, a Santa Monica program participant is defined as:
An individual whose permanent address is in Santa Monica; or
A student currently attending a Santa Monica public school in the Santa Monica-Malibu
Unified School District; or
A youth, age 16 - 24, formerly enrolled in a Santa Monica public school in the Santa
Monica-Malibu Unified School District.
For programs proposing to serve homeless households, eligible Santa Monica Participants are:
• Homeless individuals and families whose last permanent address is in Santa Monica; or
• Individuals that have been homeless in Santa Monica for five or more years; or
• Vulnerable members of Santa Monica's workforce (homeless individuals and families
with a household member who has worked full-time within the City of Santa Monica for
a minimum of six consecutive months); or
• Homeless individuals on the Santa Monica Service Registry; or
• Homeless individuals identified by City staff (i.e. Santa Monica Police Department, Santa
Monica Fire Deparhnent) as high users of City resources and services.
A Santa Monica program participant is not:
• A student attending a private school in Santa Monica who does not live in Santa Monica;
or
• A homeless individual who recently arrived in Santa Monica or intermittently stays in
Santa Monica.
Funding priority will be given to grant proposals that address:
Children, Older Youth & Families
• Year-round school-based mental health and support services
o Pre-school, elementary, middle, high school co-located at Santa Monica-Malibu
Unified School District Title I schools
• Child care & early education
o Tuition subsidies
o Operation of Marine Park Child Development Center
o Child care placement counseling and referral
• Parent and family consultative support and education
• Youth violence prevention and intervention, including domestic violence, as outlined in
the Youth Violence Prevention in Santa Monica: An Action Plan for 2010 and 2011
Community Development Program 2011-15 PROPOSED Funding Guidelines p.4
ATTACHMENT A-1
Older youth interventions
o Intensive case management/counseling
o Comprehensive employment services, including stipends
Homelessness
• Time-limited emergency services at designated facilities (including City-owned
properties)
o Lockers, showers and laundry facilities
o Benefits advocacy
o Access to medical, substance abuse and mental health services
• Emergency and temporary housing
o Emergency shelter
o Transitional housing
o Residential recovery
• Housing placement for City priority populations employing Housing First
o Santa Monica Service Registry participants
o Homeless Court participants
o Other priority populations identified in the Action Plan to Address Homelessness
• Housing stability and retention services, including intensive case management
o Homeless Community Court
• Linking eligible veterans to Veterans Administration Services
Seniors & People with Disabilities
• Independent living assistance
o In-home services
o Intensive and assertive care/case management, including money management
o Housing-related support, including emergency, transitional and permanent
housing assistance, housing search and home modification
o Self-advocacy and benefits assistance
o Congregate meals at four City locations (Senior Center, Ken Edwards Center,
Reed Park, Virginia Avenue Park)
Senior Center operations at 1450 Ocean Avenue
Services for the Low-Income Population
• Intensive case management/counseling and housing-related support
• Economic Security
o Access to meaningful and sustainable employment
^ Job development
Counseling
Placement
Job preparedness
o Access to mainstream programs
^ Public benefits
^ Health services
^ Food assistance
^ Vocational services
Community Development Program 2011-15 PROPOSED Funding Guidelines p.5
ATTACHMENT A-1
• Legal services
o Retention of affordable housing
o Benefits advocacy
o Domestic violence services
• Comprehensive primary and preventative healthcare
• Transportation
o Senior paratransit administration, and implementation of door through door
services and driver simulation training
o Youth transportation
o Homeless bus tokens (as part of comprehensive service delivery)
• Affordable housing development
„3,,,,,,,,,,,,,,,<<~~.~t,..,,.,.,...,,.,,,,,,..,.,.,.w,,,oo,
City staff, City Commissioners, and outside readers considered experts in specific areas will
review and score proposals. Applications are vetted in advance of the review for satisfaction of
minimum eligibility requirements.
Readers aze instructed to score the applications on the basis of funding priorities and City
Council-approved Selection Criteria listed above. City staff will review all .feedback from
reviewers, conduct further analysis, and follow up with applicants when needed to clarify or
obtain additional information. Final funding recommendations are developed based on
reviewers' scores, a review of the total mix and balance of a diverse range of programs and
consideration of funds available. Recommendations are then presented to the City Council.
Technical Assistance Workshop
All applicants are required to attend one of the technical assistance workshops listed below
before submitting an application. Workshops will be held at the Santa Monica Public Library:
Tuesday, January 25, 2011, 10:00 am -12:00 noon
Tuesday, February 1, 2011, 10:00 am -12:00 noon
The Santa Monica Public Library is located at 601 Santa Monica Blvd., between Broadway and
Arizona in downtown Santa Monica. Free parking is available under the building.
Notification
Successful applicants will be notified of their award no later than June 30, 2011.
Application Deadline
Applications and supplementary materials for the 2011-15 grant period must
be in the City of Santa Monica Human Services Division office no later than
5:00 pm, Friday, March 4, 2011 (not a postmark deadline).
Community Development Program 2011-IS PROPOSED Funding Guidelines p.6
ATTACHMENT A-2
CITY OF SANTA MONICA
Social Services Commission
Working Draft of the
2010 Executive Director Conversation Series Report
December 13, 2010
~_
HUMAN SERVICES DIVISION
Community and Cultural Services Department
1685 Main Street, Room 212, Santa Monica, California 90401
Telephone (310) 458-8701 FAX (310) 458-3380 TDD (310) 458-8696
Website: wwwsmsov.net/hsd
ATTACHMENT A-2
Introduction and Overview
At its May 24, 2010 meeting, the Santa Monica Social Services Commission (SSC) launched its
Executive Director Conversation Series (ED Series) to assist the Commission in becoming more
familiar with the agencies and programs funded by the City through the Community
Development Program. The ED Series was particularly timely given the upcoming new grant
cycle and planned release of the CD Program's request for proposals in early 2011. The SSC felt
the information would be useful in providing input that would help shape the RFP and
subsequently making CD Program funding recommendations for the FY 2011-14 grant cycle.
The ED Series ran from May through November 2010, with presentations by 3 to 4 agencies at
each monthly Commission meeting. Presentations were grouped by type of service,
representing the CD Program's major program areas: Childi-en, Older Youth and Families, Senior
Services, Disability Services, Community Services and Homeless Services. Prior to each meeting,
the SSC was provided a summary sheet and brochure and/or flyers for each program to be
considered. Each summary sheet described the program, who it serves, and its annual budget,
mission, service levels, outputs and outcomes. Each executive director was asked to highlight
the following information in their presentation:
• Agency and program mission and purpose
• Target population for services
• Documented outcomes, successes and challenges
• Approach to collaboration with other organizations and partners
• Changes or trends that may impact the agency in the future (populations served,
outcomes and funding).
Executive directors were asked to address those questions specifically for their Santa Monica
programs and Santa Monica residents/program participants and to avoid more regional
program information or trends unless they impacted Santa Monica. Following each
presentation, the Commission asked the executive director a series of questions and. City staff
recorded and maintained an inventory of the issues for the Commission's reference, which are
outlined in the report's attachment. Further, the Commission often posed broader questions
regarding evolving needs and funding challenges to all the executive directors present at a
given meeting.
ATTACHMENT A-2
Four Overarching Issues of Focus by the Commission
During the seven months of presentations, there were four overarching issues of particular
concern to Commissioners, which crossed service areas. They are:
• Depth of Services and Long Term Impact: depth of services versus more superficial or
wider breadth of services; serving those in need in a more intensive way in contrast to
serving a larger number of people more superficially vvith the potential for less long
term impact; documenting long term impact beyond six months or a year (which
currently seems to be the maximum impact programs currently measure).
• Serving Santa Monica Residents and Non-Residents; Regional Concerns: guarantee
programs serve SM residents with concern that City of Santa Monica dollars go to Santa
Monica residents and not to non-residents/people of surrounding areas; how "SM
resident" is defined; ensuring adjacent cities do their fair share for those needs and
services that are regional ones.
• Performance and Effective Outcome Measurement: determining how well agencies are
genuinely performing; what are their real challenges and performance issues; reporting
shortfalls, not just successes; measuring outcomes in a methodologically sound way and
ensuring the outcomes are meaningful ones.
• Duplication of services: funding of multiple agencies to provide the same or similar
services; ways to consolidate duplication, even across service areas for a more holistic
approach; consider more cross service-area collaboration to reduce need for
duplication; potential reduction in costs to provide services if one or a more limited
number of agencies provided a given service.
Some overarching issues were more central to some service areas than others. For example,
serving SM residents and the definition of SM residency were most emphasized in the
Homeless and Children, Older Youth and Families presentations.
Formulating Recommendations for the Funding Rationale
The information provided during the ED Series has been used by the Commission to develop
and to formulate its recommendations for the CD Program's funding rationale at the
Commission's December 6, 2010 meeting. Later, the Commission will consider those same
issues and information for making recommendations for programs to be funded in the CD
Program FY 2011-14 grant cycle, and for the City's FY 2011-12 and FY 2012-13 two-year budget
cycle.
ATTACHMENT A-2
The Commission focused most intently on the four overarching issues to help formulate
recommendations relevant to the RFP's minimum eligibility requirements and selection criteria
as well as the funding rationale's broader focus, rather than providing recommendations that
relate to specific service area priorities.
The Commission's funding rationale recommendations, which were transmitted to City staff on
December 9, 2010, are as follows:
General Approach
These recommendations are basically a reiteration of the four overarching issues, with some
additional details integrated.
• Priority should be placed on providing deeper, more intensive services in order to
effectively demonstrate long-term, meaningful impact and quality outcomes, except
in limited and specific instances where broader services may be more appropriate.
Quality outcomes result from in-depth services, data-driven and evidence-based
practices.
• The City should ensure that programs serve Santa Monica residents, that City of
Santa Monica dollars go to Santa Monica residents and not to non-residents/people
of surrounding areas; how "Santa Monica resident" is defined is a difficult and
important issue for the City to work through;- ensuring adjacent cities do their fair
share for those needs and services that are regional ones is crucial.
• Performance and effective outcome measurement is extremely important:
determining how well agencies are genuinely performing; what the real challenges
and performance issues are; reporting shortfalls, not just successes; measuring
outcomes in a methodologically sound way; and ensuring that outcomes are
meaningful ones.
• Funding of multiple agencies to provide the same or similar services should be
minimized. The City should encourage efforts to consolidate and/or eliminate
duplication of services across the various service areas for a more holistic approach.
Agencies should be encouraged to consider more cross-service-area collaboration to
reduce need for duplication, creating a potential reduction in costs to provide
services if one or a more limited number of agencies provides a given service.
ATTACHMENT A-2
Minimum Eligibility Requirements
• The City Council should include a clear, operational definition of "Santa Monica
resident" for the purposes of funding.
Selection Criteria
• Highlight the importance of measuring outcomes, and adding language as follows:
More emphasis should be placed on measuring outcomes in a methodologically
sound way and ensuring that the outcomes are meaningful ones'
• Be more specific when referring to "program"; instead using "program service
delivery."
• Create a new bullet point that states, "Priority will be given to proposals utilising
evidenced-based practices."
• With respect to outreach and location of services as mentioned in the fourth bullet
point, add language: "Services must be performed within the City of Santa Monica in
some fashion, and, at the very least, agency staff must be accessible to Santa Monica
residents or co-located in the City, with proposals demonstrating that agency staff
members are directly connected to Santa Monica residents."
Next Steps
The Commission will transmit these recommendations to City Council later in December in its
FY 2011-12 budget recommendation letter. In addition, the Commission will refer to these
recommendations again when reviewing agency proposals submitted in response to the
Request For Proposals to be released in the new year, and when making its funding
recommendations for the FY 2011-15 grant cycle.
ATTACHMENT A-2
Attachment A
Presentation Notes
The following are the notes from the seven Commission meetings at which executive directors
presented. The issues or comments included below represent those that were of particular
interest to the Commission.
Meeting 1- May 24th: Child and Youth Mental Health
Agencies: Dispute Resolution Services, EI Nido Family Centers & Family Services of Santa
Monica
1. Domestic Violence appears on an increase/an issue that stands out
2. Agencies at schools are relied on for crisis intervention
3. Dept. of Mental Health funding is requiring specific best practices to be used and some
clients' needs may not be met
4. Not good outcomes; costly to agency to measure them effectively
5. Deeper level of services versus serving more in a more shallow way
6. Teacher training in mental health identification and assessment so can identify kids
promptly
Meeting 2 -June 28th: Youth/Older Youth Programming
Agencies: Jewish Vocational Services, Pico Youth and Family Center & Santa Monica College
Pico Partnership/On the Move
1. Regional issues; are surrounding cities taking on their fair share to support youth?
2. Parent involvement/parent workshops
3. Measuring success: quantitativety-and qualitatively; real outcomes
4. Depth of services; serving fewer but more intensively for more impact
Meeting 3 -July 26th: Remainder of Child/Youth and Seniors/Aging
Agencies: Saint John's Child and Family Development Center, Connections for Children, The
Growing Place, Meals on Wheels West & WISE & Healthy Aging
Early Childhood/Mental Health
1. Early childhood experiences have long term impact on school success
2. Subsidies provide opportunities for quality early education while allowing parents to
work
3. Implement ways for preschoolers to smoothly transition into kindergarten
4. Early identification for mental health/developmental disability
Senior Services
1. Demand for home delivered meals has declined over the years; boomers not in need of
services yet
2. Programs that support aging in place and in community are most important; need in-
homeservices and opportunities to socialize
ATTACHMENT A-2
3. Streamlined, one-stop shops for easy program access; both homebound and more
mobile seniors desire this, but needs may vary between the two populations
4. Increase in demand for care management services
Meetin~4-August 23'd: Homeless Services
Agencies: OPCC, St. Joseph's Center & Upward Bound House
1. Regional issues - is Venice area and Los Angeles doing its fair share and Santa Monica
funds going to homeless of other areas
2. Need for more rental assistance and more affordable units for homeless to move into,
especially with supportive housing (section 8 funding/vouchers is down); need a high
subsidy rate because homeless income is so very low and rents are high; need for more
landlords to accept vouchers of homeless
3. Tracking of longevity of success (more than just one year out)
4. Depth versus breadth; should SM target its funds to very comprehensive services for
only a limited number of homeless people to serve more intensively;
a. Use of registry and its tie to depth of services
b. Harder to serve (long-time homeless) versus newly homeless, who are easier to
serve
5. High proportion of homeless are older adults with extreme medical and mental health
needs
6. Success of respite care/OPCC collaboration with St. Johns
Meeting 5: September 27: Homeless Services Continued
Agencies: Clare Foundation, New Directions, Step Up On Second & Westside Food Bank
1. Concerns about agencies over-serving non-residents/use of City of SM dollars for non-
Santa Monica residents and homeless who are from neighboring areas;
a. Tracking of homeless so we know who are SM homeless and who are not
b. Definition of homeless person and of Santa Monica resident; relationship to who
gets served with SM dollars; resident versus non-resident
2. Winter shelters -not in SM; transportation to/from shelters
3. Focus on coordinating with the VA
4. Role of foundation support: it has gone up for some programs, such as food bank
Meeting 6: October 25th: Community Services/Housing
Agencies: Chrysalis, Community Corporation of Santa Monica, Legal Aid Foundation of Los
Angeles, & Venice Family Clinic
1. Employment -meeting huge increase in demand through use of volunteers
2. Demonstration and tracking of long. term success, especially beyond 6 months;
objective, clear outcomes and measurement
3. Depth versus breadth of services; for employment it seems depth is more critical; need
for developing computer literacy; depth also more important for legal aid services
4. Serving Santa Monica residents vs. non-residents: agencies should be serving them and
have reliable way of determining residency; need to use consistent definition
ATTACHMENT A-2
5. Providing stable housing for low-income
6. Impact of Health Care Reform on agency; provision of obesity and mental health
services
Meeting 7: November 22"d: Disability Services
Agencies: Center for the Partially Sighted, Westside Center for Independent Living,
EmpowerTech & Common Ground
1. Serving of Santa Monica residents vs. non-residents, and providing outreach and
services within the boundaries of Santa Monica
2. Collaborations with other agencies in Santa Monica
3. Overlap of services by agencies, particularly those serving youth and homeless services
ATTACHMENT B
CULTURAL/ART ORGANIZATIONAL
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The Organizational Support Program was created by the City of Santa Monica to provide
sustained investment, nourishment and stimulation to the city's cornerstone cultural institutions -
the anchors of its cultural infrastructure -with the goal of insuring that Santa Monicans have
access to excellence in art, creativity, culture and innovation. The program implements these
objectives by offering unrestricted grant support to arts and culture organizations annually, on a
multi-year basis.
Organizational Support Program grantees are expected to
• Increase and sustain world-class artistic production and exhibition in Santa
Monica
• Deliver opportunities for creativity, artistic participation and the understanding
of cultural heritage to diverse components of the community
• Promote high standards of organizational management in Santa Monica's arts
and culture ecosystem
• Highlight the city as an international creative center
• Open avenues of discourse to broad topics of human creativity and learning
among the general public
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Applicants are eligible to apply if they meet the following minimum eligibility requirements.
• The applicant has been a resident Santa Monica arts or cultural organization, with
tax-exempt status under IRS Section 501(c)(3), for a minimum of five years from
the application deadline date; and
• The applicant complies with Fair Labor Standards; and
• The applicant pays professional artists and administrators at least the minimum
level of compensation paid to people employed in similar activities; and
^ The applicant is in compliance with Title VI of the Civil Rights Act of 1964, Title
VIII of the Civil Rights Act of 1968 (as amended), and the Americans with
Disabilities Act (ADA) of 1990. The applicant does not discriminate iri the hiring
Cultural/Art Organizational Support Program 11-12 Proposed Guidelines, p.l
ATTACHMENT B
of staff or provision of services on the basis of race, religion, sex, age, national
origin; disabilities, HIV status, political affiliation or beliefs, or sexual preference.
Resident organizations are defined as those whose administrative office and primary location of
programming (more than 50%) is within Santa Monica city limits.
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Applications will be reviewed according to how well the organization demonstrates its
effectiveness in meeting the following selection criteria:
A. Artistic Achievement
• Organization offers ongoing programs of cultural and artistic excellence
• Organization pays artists for their work
B. Managerial, Governance and Fiscal Achievements
• Has a diversified funding base, with no more than 25% of total cash funding or in-
kind support derived from the City of Santa Monica
• Demonstrates administrative vision and financial stability, including written
evidence of standard bookkeeping procedures, documentation of all donors,
absence of consecutive annual deficits and, for budgets over $500,000, evidence
of at least three years of annual audits
• Shows a record of at least three years of verified California Cultural Data Project
reports (applicants must have been a resident Santa Monica arts or cultural
organization for a minimum of five years to be eligible -see above)
• Employs professional staff
C. Community Engagement, Collaboration, Partnerships and Future Aspirations
• Shows evidence of community impact and support through the documentation of
audience, volunteer, and organizational demographics, participation by Santa
Monicans on the Board of Directors and in the donor pool and attendance figures
with zip codes or other proof of local participation
• Meets community needs in a range of programs
• Dedicates a portion of excellent programming and resources to Santa Monica's
underserved communities
• Links and collaborates with other Santa Monica-based arts and cultural
organizations
OSP grants may be awarded to organizations whose applications are favorably reviewed and
scored by a group of professional readers according to the above criteria. For the Fiscal Year
2011-12 grant round, awards will range up to a maximum of $60,000. Awards are multi-year;
CulturaUArt Organizational Support Program 11-12 Proposed Guidelines, p.2
ATTACHMENT B
organizations will receive the same amount annually for atwo-year period without having to re-
apply, contingent upon the availability of City funds.
Use of funds
OSP funds are available to the organization for operations, planning, programming or capital
projects.
Grantee Requirements
In addition to the requirements listed above, grantees must maintain minimum insurance
coverage, notify public officials of their programs and credit the City in all printed materials.
Grantees are also required to submit fmal reports detailing the organization's activities over the
one-year grant period, with metrics and evaluations of the organization's performance and an
estimation of the impact of the grant. Enough geographic documentation of audiences and/or
program participants must be included to demonstrate to scope of the organization's direct
service to the Santa Monica community.
2010-11 grantees that have not submitted a final report by June 2011 will not be eligible for
2011-12 funding.
Application Process
Applications aze available in January 2011 for a March deadline. Organizations must apply for
an amount equal to ten percent of their annual budget (not including capital project fundraising)
as reported on Section 3, Line 34 (Total Revenue) of their most recent Cultural Data Project
report, up to a maximum of $60,000. Awards will be based on a percentage of that amount. A
copy of the most recent Cultural Data Report in the Santa Monica OSP grant program designated
format must be attached to every application. All applicants aze required to attend one of the
technical assistance workshops presented in February 2011 at the Ken Edwards Center (see
below).
Funding Term and Pam
The grant period for the current round begins July 1, 2011 and ends June 30, 2012. Payments are
issued in two installments during the year. Seventy-five percent of the total award will be issued
upon execution of the contract and presentation of an invoice. The remaining twenty-five percent
will be available at the completion of the grant period, upon submission and acceptance of the
grantee's final report.
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The. Santa Monica Arts Commission will appoint a group of readers comprised of arts
professionals to review and score OSP grant proposals. Applications are vetted in advance of the
review for satisfaction of minimum eligibility requirements.
Readers are instructed to score the applications on the basis of the selection criteria listed above
and on no other consideration. To help insure organizations are measured against others of
compazable resources and impact, applications are reviewed in three evaluation categories
according to Section 3, Line 34 (Total Revenue) of each organization's most recent CDP report:
CulturallArt Organizational Support Program 11-12 Proposed Guidelines, p.3
ATTACHMENT B
small (up to $249,999), medium ($250,000-$499,999) and large ($500,000+). Final funding
recommendations are produced based on the scores. Recommendations are then approved by the
Santa Monica Arts Commission.
Technical Assistance Workshop
All applicants are required to attend one of the technical assistance workshops listed below
before submitting an application. Workshops will be held at the Ken Edwards Center on:
Saturday, February 5, 2011 at 3:00 pm
Wednesday, February 16, 2011 at 7:00 pm
The Ken Edwards Center is located at 1527 4th Street, between Colorado and Broadway in
downtown Santa Monica. Free parking is available under the building. Please call Nathan
Birnbaum at 310.458.8350 to reserve a seat.
Insurance Requirements
City policy requires that all grantees maintain minimum insurance limits. A list of the required
insurance is .attached to these guidelines. Insurance forms should not be submitted with
applications but must be completed upon contract signing. The city cannot make any payments
to grantees until all insurance requirements are met.
Notification
Successful applicants will be notified of their award no later than June 30, 2011.
Application Deadline
Applications and supplementary materials for the Fiscal Year 2011-12 grant
period must be in the City of Santa Monica Cultural Affairs office no later
than 5:00 pm, Friday, March 4, 2011 (not a postmark deadline).
CulturaUArt Organizational Support Program 11-12 Proposed Guidelines, p.4