The regular monthly meeting of the Human Services Commission was held on Thursday, November 20, 2003, in the Ronald H. Born Auditorium at 170 Otis Street, San Francisco.

MEMBERS PRESENT

CLEMETINE CLARKE, President
BRIAN GAINES, Vice President
ANITA MARTINEZ
JANE MORRISON
GEORGE YAMASAKI, JR.

OTHERS PRESENT

Trent Rhorer, Executive Director – Department of Human Services
Louise Rainey, Secretary – Human Services Commission
James Buick, Deputy Director

Sally Kipper, Deputy Director
Jennifer Williams, Deputy City Attorney
Other department staff and interested citizens

ROLL CALL

President Clarke called the meeting to order at 9:40 a.m. noting the Commission was present .

AGENDA

On motion by Vice President Gaines, seconded and carried, the Commission adopted the agenda with the following amendment:  Item VIII. A. PROVIDENCE FOUNDATION – modification corrected to read $264,341.

MINUTES

On motion by Commissioner Yamasaki, seconded and carried, the Commission adopted the minutes of the October 23, 2003 Regular Meeting as circulated.

EMPLOYEES OF THE MONTH

President  Clarke presented the Medi-Cal Initial Services Unit:  Arlene Bruno-Ruiz, May Chan, Annie Chan Mak, Fendi Ng, Vivian Porter, Maritza Sanchez, Scandy Silverman and Supervisor Anna Pineda-Martinez  as the November 2003 Employees of the Month.   They were honored for their demonstrated teamwork, flexibility, creativity and positive attitude in working with their peers, community representatives and the public.  Their names have been engraved on the Employee of the Month plaque and they each received an engraved desk clock.  They graciously accepted with thanks to all.

EXECUTIVE DIRECTOR’S REPORT

Executive Director Trent  Rhorer furnished an update re  the Board of Supervisors’ recent adoption of Supervisor Daly’s alternative to Care Not Cash entitled Real Housing for Real Care.  

CONSENT CALENDAR

On motion by Commissioner Morrison, seconded and carried, the Commission ratified actions taken by the Executive Director since the October 23, 2003 regular meeting in accordance with the Commission authorization of June 26, 2003:

1.        Submission of requests to encumber funds in the amount of $992,395 for purchase of services or supplies

2.        Submission of temporary requisitions TE91185 for possible use in order to fill positions on a temporary basis;

3.        Submission of report indicating 6 temporary appointments made during the period of Oct. 11, 2003 through Nov. 12, 2003.

CITY NON-PROFIT CONTRACTING

TASK FORCE

David Curto, Program Manager – Office of Contract Compliance, presented the recommendations of the City Non-Profit Contracting Task Force which will be presented to the Board of Supervisors December 11, 2003:

1.        Extend the Task Force expiration date for six months, while also enabling all members to designate representatives to explore these issues in greater detail and to develop an implementation plan.

2.        Establish a procedure to acknowledge compliance status with basic City requirements for non-profit organizations.

3.        Ensure that contractual and grant requirements imposed on non-profits be the minimum requirements set by the funding source.  Additional requirements should only be added by Board of Supervisors policy.

4.        Establish accounting principles for non-profits.

5.       Waive site-monitoring reviews if audits or site monitoring by other regulatory agencies address the department’s site monitoring review objectives.

6.       Consolidate contracts, where appropriate, from various departments into a primary or lead department to administer the overall contract for a non-profit.

7.        Develop methods for streamlining and contract approvals including: a) central depository of documents for compliance, b) on-line approval capability, and c) consolidation of documents.

8.        Increase automation where possible.

9.        Create a review/appellate process for substantive changes to standardized requirements.

10.      10. Develop and process documents early in the cycle to assure timely payment for ongoing services.

11.      Whenever possible, coordinate one joint program monitoring visit per year per contract by a lead City department.  Departments will provide timely written notice of 14 days as well as a timely written report back within 30 days, if possible, but not beyond 90 days.  Fiscal site visits should utilize other City department visits within a twelve-month period.

12.      Develop standard monitoring protocol, language and definitions In advance with providers for purposes of improving contracts to be distributed at the time of contract execution.

13.      Provide training for monitors to ensure adequate knowledge and understanding of program and services prior to monitoring.

14.      Coordinate City-wide response for agencies requiring technical assistance and create a formal methodology to identify technical resources within departments.

15.      Conduct risk assessment of programs or agencies by auditing or monitoring the agency in an appropriate fashion including but not limited to performance, financial stability, staff turnover, leadership, contract longevity, and audit findings, with the goal of implementing tiered monitoring based on risks.

16.      Develop electronic submission for all reporting functions (programmatic and fiscal) to include electronic fund transfers.

17.      Establish on-line (user-friendly) reporting forms with instructions for use.

18.      Create a standard and simplified set of forms that: a) do not duplicate data from one section to another, b) are consistent, simplified, and non-duplicative; c) allows contractors to provide all needed data in a standardized format for all departments, and d) reflects the minimum requirements of the funding source.

PROVIDENCE FOUNDATION

Cindy Ward, Housng and Homeless Family Programs Manager, presented the request to modify the contract with Providence Foundation.

On motion by Vice President Gaines, seconded and carried, the Commission granted authorization to modify the contract with

PROVIDENCE FOUNDATION for provision of Winter Shelter Expansion during the period of December 1, 2003 through March 31, 2004; in the additional amount of $264,341 for a revised total contract amount not to exceed $497,651.

EPISCOPAL COMMUNITY SERVICES

Cindy Ward, Housing and Homeless Family Programs Manager, presented the request to modify the contract with Episcopal Community Services.

On motion by Commissioner Martinez, seconded and carried, the Commission granted authorization to modify the contract with EPISCOPAL COMMUNITY SERVICES for provision of Inter-Faith Winter Shelter Expansion during the period of November 23, 2003 through March 6, 2004; in the additional amount of $13,987 for a revised total contract amount not to exceed $72,835.

RENAISSANCE PARENTS OF SUCCESS

John Tsutakawa, Family and Children’s Services Contract Liaison, presented the request to modify the contract with Renaissance Parents of Success.

On motion by Commissioner Yamasaki,  seconded and carried, the Commission granted authorization to modify the contract with

RENAISSANCE PARENTS OF SUCCESS for provision of Foster Care Respite/Resource Room; during the period of January 1, 2004 though February 29, 2004; in the additional amount of $38,534; for a revised.

PUBLIC COMMENT

Richard Midgett relayed his concerns re the Tenderloin Housing Clinic and City Housing policies.

Bruce Allison spoke to his concerns re finger imaging shelter clients.

ADJOURNMENT IN MEMORY

At 10:30 a.m., President Clarke adjourned the meeting in memory of the late Jewel Mansapit, a respected member of the CAAP Administrative Team.   Ms. Mansapit died unexpectedly the morning of November 3, 2003.  She will be missed.  May she rest in peace.

Louise Rainey, Commission Secretary
Human Services Commission