Loading...
Purchase of Services PoliciesTHE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Purchase of Services Policies DATE: October 2, 2008 As directed by City Council, attached is information on the City of Dubuque Purchase of Service practives and some options indentified by looking at how some other cities deal with the Purchase of Service process. I submit this for consideration of a possible work session. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Jennifer Larson, Budget Director Cori Burbach, Management Inten THE CTTY OF Dubuque ._'~, "i"ce DUB E ~~~ 1 Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Cindy Steinhauser, Assistant Manager Jennifer Larson, Budget Director Cori Burbach, Management Intern SUBJECT: Purchase of Services Policies DATE: August 27, 2008 BACKGROUND 2007 The City of Dubuque has funded certain economic development and human services agencies through a Purchase of Services budget. At an April 21, 2008 Work Session, Council directed staff to look at various options of funding Human and Social Services and to look at how other Cities handle the funding of similar agencies. The City Council also directed that those Economic Development agencies that receive funding would continue to do so, governed by their current requirements, guidelines, and agreements. DISCUSSION As part of the annual budget process, the City Council establishes a Policy agenda including Top Priorities and Management Agenda for the upcoming fiscal year. City Staff uses this Policy Agenda to determine the organizations that should be recommended to receive funding based on the priorities established by City Council. Also as part of the annual budget process, agencies that have received City funding in the previous year are sent a letter requesting them to submit funding requests for the new budget year. The City Manager uses the information from the above processes to develop a recommendation for purchase of service funding as part of the overall budget recommendation. The FY 2009 budget includes funding for 10 Human Service purchase of Service Agreements including two new initiatives: Every Child/Every Promise and DuRide. As part of the FY 2009 budget process, the Every Child /Every Promise initiative was funded as a new Purchase of Service agreement and an improvement package was approved for the Transit Division to help fund the DuRide program which offers alternative transportation to seniors in and around the Dubuque area. These programs were recommended for funding as both were identified as priorities by the City Council in last year's goal setting process and funding was available. In addition, the City has helped provide resources to Human and Social Service organizations in a number of ways, including the adoption of a new community volunteer administrative policy (attached), support of the Proudly Accessible Dubuque initiative and the Community Partnership Program (CP2), a city initiated grant program. The recently adopted community volunteer administrative policy provides city employees up to 8 hours per year for full-time employees and 4 hours per year for part-time employees, to volunteer for community service. In addition, this policy allows employees'/ hour each week of paid time to mentor a student at a local school. The City partners to support Proudly Accessible Dubuque by providing staffing and education resources from the Human Rights Department, funding to hire a new ADA building inspector and provides funding for ADA improvement projects in the CIP budget. The CP2 grant program is funded with Community Development Block Grant (CDBG) program funds and provides special project funding to non-profit agencies that apply to the program. In FY 2009, the CP2 program funded Project Concern, Hillcrest Family Services, and DuRide. Proposals that receive CP2 funding must meet some of the following criteria: • Federal CDBG Funding requirements; • Serve the community's low and moderate income population; • Address the problems of slum and blight; • Improve the plight of the homeless; • Provide handicap accessibility. Agencies must also provide a 25% match in the first year of funding. Funding for a particular program is limited to two consecutive years and the maximum grant amount is $50,000. The following table shows the ten year history of CP2 funding. Table 3. Ten Year CP2 Funding History Organization FY 99 FY 00 FY 01 FY 02 FY 03 FY 04 FY 05 FY 06 FY 07 FY 08 TOTAL Visiting Nurse ASSOC. - - - - - 10,382 5,114 10,010 5,114 10,890 41,510 Hillcrest Family SerVICeS 25,650 - 44,619 - 50,000 - - - - 9,555 129,824 Audubon Elementary SCh001 7,800 - - - - 19,947 17,244 7,820 - 9,687 62,498 YMCA/YWCA Building Corp 49,500 - - - - - - - - 49,500 Dubuque Co. Hist. Society 33,950 - 26,464 - - - 17,580 - - - 77 994 St. Mark's Community Center - 50,000 10,271 - - - 7,000 - - - 67,271 Central Alternative High School - 27,000 - 28,110 - - - - - - 55,110 Little Cloud Glfl SCOUtS - 6,240 - - - - - 6,439 - - 12,g7g YWCA - 6,665 - - - - - - - - 6,665 Dubuque Girls CIUb - 7,303 - - - - - - - - 7,303 Boys and Girls CIUb - - 22,714 21,890 - - - - - - 44,604 Organization FY 99 FY 00 FY 01 FY 02 FY 03 FY 04 FY 05 FY O6 FY 07 FY 08 TOTAL Ecumenical Housing - - 5,912 - - - - - - - 5 912 Gannon , Center - - - - 18,500 - 12,277 - - _ 30,777 Northeast Iowa School of MUSIC - - - - 19,395 - - - _ _ 19 395 Scenic Valley , Agency on Aging - - - - zo,ooo 10,500 - - - - 30 500 Crescent , Comm. Health Ctr 19,216 - Four Oaks - - - - 50,000 - - - - 69,216 (HEART) - - - - - 36,000 30,000 - - - 66 000 Project , Concern - - _ _ _ 7,776 - - - - 7 776 Dubuque Co. , Extension (Multicultural Center) - - - - - - - 43,731 44,292 - 88 023 Finley Health , Foundation - - - - - - - 9 000 - - 6,000 TOTAL 116,900 97,208 109,980 50,000 107,895 134,605 89,215 77,000 49,406 49,348 881,557 Human and Social Purchase of Services As indicated above, ten Human and Social Services related agencies received funding in FY 2009 through the city of Dubuque Purchase of Services budget. Table 1 identifies those agencies and the amount of funding they received. All have received funding prior to FY 2009. Table 1. Human Services Agencies Currently Funded General CDBG Total Helping Services of NE Iowa 2,147 - 2,147 Operation New View 18,257 - 18,257 Hills & Dales Senior Center - 25,000 25,000 Project Concern -Child Care - 9,098 9,098 Referral Project Concern -Information - 25,821 25,821 Referral Washington Tool Library - 15,500 15,500 Project Concern -Foster 6,113 - 6,113 Grandparent Retired Senior Volunteer Program 7,341 - 7,341 Substance Abuse Services Center 13,605 - 13,605 Every Child /Every Promise* 25,000 25,000 72,463 75,419 147,882 "City Council has committed $25,000 per year to the Every Child /Every Promise initiative through FY 2011. In addition to the human services listed above, the City allocated $112,400 to the Dubuque Regional Humane Society in FY 2009. The City's contract with the Humane Society, which expires June 30, 2009, is for animal control services, which the City has an obligation to provide under State law. It is anticipated that similar dollars will be needed for contracted animal control services in future years. Table 2 identifies the percent of total operating budget of organizations that the City funded in FY 2008 thru the Purchase of Services budget. Table 2. Current Funded Organization's Percent of Budget Organization Exp. Budget Other Rev City Contrib % of Budget Helping Services NE Iowa 1,591,386 1,589,239 2,147 0.13% Operation New View 5,019,184 5,000,927 18,257 0.36% Substance Abuse Services 1,440,353 1,468,671 13,605 0.94% Project Concern 865,461 828,358 41,032 4.74% RSVP 73,098 61,717 7,341 10.04% Hills & Dales Senior Ctr 41,518 14,500 25,000 60.21 Washington Tool Library 18,637 3,260 15,500 83.17% City staff researched ten similarly-sized cities in Iowa and nine other cities to determine how other communities award funding to human service agencies. Of those, eight responded that they utilized a formal policy to award funds to human service agencies. Table 3 identifies common criteria these cities require in their application process or as part of the selection criteria. Table 3. Common Agency Application Requirements Funding Tied Requirement Internal to City Goals/ That City Committee 501(c)3 Priorities or a Cannot Be Performance Annual Review Panel Status Specific City Sole Funding Measures Report COMMUNITY Process Required Plan Source Required Required Ames'` Yes Yes Yes No Yes Yes Bend, OR Yes Yes Yes No Yes Yes Cedar Rapids Yes Yes No No Yes Yes Des Moines Yes No No No No Yes Madison, WI Yes Yes Yes No Yes Yes Mankato, MN Yes Yes Yes Yes No Yes Martinez, CA Yes Yes No Yes Yes Yes Mission Viejo, CA Yes Yes Yes Yes Yes Yes *Ames is one of five organizations that form the A nalysis of Social Services Evaluati on Team, which provides funds for Story Coun ty human service agencies. In addition, the following is a list of other criteria that was identified by one or more of the cities researched as part of their process: Funding could be used for specific projects or the operating expenses of a program. Funding is not allowed for: Agencies that failed to meet any of the post-funding requirements from the prior year. Applicants who discriminate based on race, creed, color, sex, age, national origin, religion, or sexual orientation. Political action committees, political candidates, or political campaigns. Any organization conducting a religious activity. Arts projects or programs, sports organizations or individuals. • No limit on the number of consecutive years an agency receives funding, but agencies are required to re-apply every year for funding. Funding in a prior year does not guarantee funding in the future. • Applicant must define how their project/program is tied to the City Council Priorities or to the City Performance Measures. • An agency may not rely solely on the City for funding. • Applicants are required to identify performance measures in their application • Applicants are required to submit a certificate of insurance. Of the above respondents, the most comprehensive review process for funding of Human and Social Service organizations was found in the city of Ames, Iowa. The City of Ames has formed an Analysis of Social Services Evaluation Team (ASSET) made up with partners from the United Way of Story County, Story County Board of Supervisors, ISU Government of the Student Body, and Story County Department of Human Services. ASSET evaluates the human service needs of the county, promotes coordination of human services planning and funding, and makes funding recommendations to the governing bodies of the sponsoring organizations. Each member of the partnership designates one staff person and four volunteers to serve on the ASSET team. Representatives of the agencies funded serve as non-voting members of the team. Agency hearings, budget presentations, and on-site visits are part of the annual review process. The ASSET team makes funding recommendations based on these evaluations to the individual partners. The partners maintain their own priorities and have final authority over funding decisions. ACTION This memorandum is provided for informational purposes only.