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HomeMy WebLinkAbout7.1 Human Services Task Force Recommendationsor 19 82 /ii � 111 DATE: TO: FROM: STAFF REPORT CITY COUNCIL October 2, 2012 Honorable Mayor and City Councilmembers Joni Pattillo City Manager""' CITY CLERK File #110 -30 SUBJECT: Human Services Task Force Recommendations Prepared by Amy Cunningham, Assistant to the City Manager and Gaylene Burkett, Administrative Analyst 11 EXECUTIVE SUMMARY: The City Council will review the recommendations from the Human Services Task Force, which highlight potential activities the City could undertake to address the social service gaps identified in the 2011 Tri- Valley Needs Assessment. FINANCIAL IMPACT: If approved, one activity recommended for Fiscal Year 2012 -2013 would require additional funding to complete. In Resolution 96 -12 the City Council authorized the City Manager to administratively carry over funds for encumbered activities that were not completed prior to June 30, 2012. Printing of the "Pocket Guide" was not budgeted in Fiscal Year 2012 -2013. Although it does not meet the exact conditions described in the Budget Resolution for a carry over, with City Council authorization the funds can be carried over to fund this unbudgeted activity. RECOMMENDATION: Staff recommends the City Council: 1) Receive the report; 2) Provide feedback on the activities developed by the Human Services Task Force; 3) Confirm the Suggested Priorities; 4) Direct Staff to include the activities specifically identified in the report for Fiscal Year 2012 -2013 as Key Initiatives; and 5) Authorize the City Manager to carry over $3,000 of unexpended appropriations in the Social Services budget from Fiscal Year 2011 -2012 to Fiscal Year 2012- 2013 for the unbudgeted expense. i 6V Jai Submitted By Budget Manager/ Assistant to the City Manager eviewed By Park & Commu ity Services Director Page 1 of 6 ITEM NO. 7.1 DESCRIPTION: For Fiscal Year 2011 -2012, the City Council approved a key initiative to "create a task force to evaluate service gaps identified in the 2011 Tri- Valley Needs Assessment" (Assessment). At the March 20, 2012 meeting, the City Council confirmed appointments to the Human Services Task Force (Attachment 1). The City Council asked the Human Services Task Force to create a list of priority activities that would best address the service gaps identified in the Assessment. The 14 Areas of Concern identified by the Assessment are listed in the table below. 1 it Behavioral health (mental health and substance abuse) 81 Disabilities 2 Affordable housing 9 Food and nutrition 3 Health care 10 Senior services 4 Workforce development 11 Youth services 5 Homelessness 12 Child care, early childhood development and education 6 Transportation services and access 13 Changing demographics and growing diversity 7 Domestic violence and child abuse 14 Financial assistance *Page 33 Eastern Alameda County Human Services Needs Assessment Process A series of four meetings with the Task Force began on May 23, 2012 and concluded on August 22, 2012. The meetings were designed to review the Assessment, share information about what services are currently available to residents, and establish a priority list of activities that would help address service gaps in the Tri - Valley. Meeting #1 . loll Discuss Task Force Goals, May 23, 2012 • Review Needs Assessment; • Discuss Next Steps Meeting #2 . Review Information on Services Available in the Tri - Valley; June 27, 2012 • Receive Presentation on Alameda County Health Care Services Resources; • Receive Presentation on Transportation Resources Meeting #3 . Discuss and Agree upon Guiding Principles; July 25, 2012 • Compile Draft Priority List Meeting #4 . Review Preliminary Analysis on Draft Priorities; August 22, 2012 • Finalize Priority List for City Council Consideration Page 2 of 6 Priorities Through a process facilitated by the consultant, Sherry L. Lund, the Task Force ultimately identified activities in two major focus areas to create the priority list for the City Council's consideration. The activities conform with the Guiding Principles (Attachment 2) adopted by the Task Force and were prioritized as most effective in meeting the areas of concern identified in the Assessment. The two major focus areas are: • Collaboration among the Tri- Valley Cities (Dublin, Livermore, Pleasanton) • Formalized collaboration among community stakeholders The Task Force engaged in detailed discussions of these areas in small working groups, then evaluated and prioritized the suggested activities as a large group. The group determined that, while numerous quality social services exist in the Tri - Valley, enhanced collaboration among the cities, service organizations, and community members would best enhance the overall effectiveness of meeting the social service needs identified in the Assessment. The Human Services Task Force is proposing the City Council adopt and direct Staff to pursue the following priorities beginning this fiscal year: A i 7�" i�ff 11 , i �j� Collaborate with the Cities of Livermore and Pleasanton as a region on the Tri - Valley Needs Assessment recommendations. l Suggested focus areas include: • Dental Services • Mental Health Services • Affordable Housing • Work Force Development; and • 2 -1 -1 (promotional campaign). B Develop a more formal collaboration among Establish a working group that meets on community members, organizations, and a quarterly basis to discuss how to schools that provide social services to enhance collaboration and service residents. delivery among the various groups. The working group would be comprised of social service agencies, community groups, residents, and Staff from the Tri - Valley Cities. Initial work would include: • Establish working group focus, structure, and purpose; Suggested outcomes: • Create community social service calendar; • Jointly assess service delivery methods and explore need for new services in Tri - Valley (i.e. mobile services). Page 3 of 6 Proposed Additions to Citv Council Kev Initiatives for Current Fiscal Year For Fiscal Year 2012 -2013 the City Council approved a Key Initiative to "Implement action items from the Human Services Task Force ". If the City Council has interest in expanding this Key Initiative for Fiscal Year 2012 -2013, Staff would recommend adding the activities in the table below to the Key Initiative program. The Task Force identified the following specific activities as easy to achieve in a short timeframe with minimal resource commitment. These activities directly or indirectly relate to and support the four priorities ( #A -D) listed above. Suggested language for the proposed Initiatives is identified below for the City Council's consideration: Item # Fiscal Year 2012 -2013 Proposed Key Initiative Resource Needs C Update the "Pocket Guide" in collaboration The Cities of Livermore and Pleasanton with the Tri- Valley Cities of Livermore and have also identified this activity as a high Pleasanton. priority. The Cities would work together administer local government grants in the Tri - to update information in the current Valley region. Pocket Guide, print, publish online, and #2 Update the Pocket Guide: assure broad distribution of the updated • Collaborate with Livermore and Pleasanton to Pocket Guide throughout the Tri - Valley. D Continue to collaborate on grant programs Cities of Dublin, Livermore and by making it easier to apply for and Pleasanton currently use the same online administer local government grants in the grant application /reporting system, Tri - Valley region. coordinate application timelines (to the extent possible) and share informational workshops. Staff would continue these collaborative efforts and seek additional ways to collaborate in this area. Proposed Additions to Citv Council Kev Initiatives for Current Fiscal Year For Fiscal Year 2012 -2013 the City Council approved a Key Initiative to "Implement action items from the Human Services Task Force ". If the City Council has interest in expanding this Key Initiative for Fiscal Year 2012 -2013, Staff would recommend adding the activities in the table below to the Key Initiative program. The Task Force identified the following specific activities as easy to achieve in a short timeframe with minimal resource commitment. These activities directly or indirectly relate to and support the four priorities ( #A -D) listed above. Suggested language for the proposed Initiatives is identified below for the City Council's consideration: Item # Fiscal Year 2012 -2013 Proposed Key Initiative Resource Needs #1 Continue to collaborate with cities of Livermore and Existing Staff Pleasanton on grant programs: Resources • Identify ways to make it easier to apply for and administer local government grants in the Tri - Valley region. #2 Update the Pocket Guide: $3,000 for printing — • Collaborate with Livermore and Pleasanton to (Carry Over funds from update, publish online, print and assure broad FY 11 -12 for this distribution in the Tri - Valley. unbudgeted activity) Existing Staff Resources Page 4 of 6 Item # Fiscal Year 2012 -2013 Proposed Key Initiative Resource Needs #3 Actively participate in the new Tri- Valley community Existing Staff Dublin Community outreach campaign: Resources Bird • Campaign is designed to assist in marketing Marilyn social services that are currently available in the Dublin Resident community; Compton Community Organization • Work with the cities of Livermore and Pleasanton Albert Edge to develop a survey about marketing needs, Dublin Senior Foundation Gloria distribute the survey, and analyze the survey Faith Based Community Valley Christian Center results. Jouthas #4 Require social service agencies to register with 2 -1 -1 Existing Staff Kemp Brown when they receive City grant funding: Resources Ann • Registration requirement to be implemented for Community Organization Tri - Valley Haven Fiscal Year 2013 -2014 grant cycle (application period begins November 2012). Adoption of the proposed Key Initiatives would further support the four suggested priorities recommended by the Task Force ( #A -D above). In future years Staff will evaluate progress on the priorities and recommend specific actions to work on as part of the budget preparation process and City Council Budget Study Sessions. If the above activities are approved by the City Council, there is the potential that Staff's continued work on the "Suggested Priorities" and "Proposed Key Initiatives" could require additional funding or staffing resources this fiscal year. If it is determined that progress on the approved activities cannot continue without additional resources, Staff will bring a proposal to the City Council for further consideration. Staff would like to thank the members of the Human Services Task Force for their participation in this process. Their insights, ideas, suggestions, and commitment to community service were valuable to shaping the above recommendations. Name Representing Agency, if Applicable Don Biddle Dublin Community City Councilmember Uma Bird Dublin Resident Marilyn Briones Dublin Resident Sue Compton Community Organization Axis Community Health Albert Edge Community Organization Dublin Senior Foundation Gloria Gregory Faith Based Community Valley Christian Center Lee Jouthas Community Organization Dublin Public Library Kimberly Kemp Brown Dublin Resident Ann King Community Organization Tri - Valley Haven Page 5 of 6 Name Representing Agency, if Applicable Rameet Kohli Dublin Resident Terry Lacey Faith Based Community St. Raymond Catholic Parish John Ledahl Dublin Resident Janet Lockhart Community Organization Dublin Partners In Education Claudia McCormick Dublin Resident Mary McHugh Dublin Resident Amy Miller Dublin Resident Bidi Millet Faith Based Organization Spiritual Director at retreat homes Don Mutch Dublin Resident Kelly O'Lague Dulka Community Organization Tri- Valley YMCA Tim Sbranti Dublin Community Mayor Mildred Seibel Community Organization Tri - Valley Housing Opportunity Center Melissa Sladden Dublin Resident Suzanne Wakamoto Dublin Resident & Faith Based Community Valley Christian Center Michele Wayland Dublin Resident NOTICING REQUIREMENTS /PUBLIC OUTREACH: A copy of the Staff Report was sent to the Human Services Task Force Members. ATTACHMENTS: 1. City Council Staff Report from March 20, 2012 - Human Services Task Force 2. Human Services Task Force Guiding Principles Page 6 of 6 • • DATE: TO: E March 20, 2012 • STAFF REPORT CITY CLERK CITY COUNCIL File #110 -30 XLoco -3v Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Human Services Task Force Appointments Prepared by: Gaylene Burkett, Administrative Analyst EXECUTIVE SUMMARY: The City Council will consider appointments to the Human Services Task Force to review the Eastern Alameda County 2011 Human Services Needs Assessment Findings Report to identify service gaps and produce a Task Force Report in the format of a Priority List for the City Council's consideration. In addition, the Mayor will appoint two Councilmembers to serve as liaisons to the Task Force. The City Council will also consider authorizing the City Manager to hire a facilitator to assist with the Task Force process and approve a budget change form in the amount of $15,000. FINANCIAL IMPACT: The funds for the administration /coordination of the Task Force were not included in the FY 2011 -12 budget. Funding for the $15,000 Change Order will come from the General Fund Budgeted Contingent Reserve. RECOMMENDATION: Staff recommends that the City Council: 1) Approve the Mayor's appointments to the Human Services Task force; 2) Appoint two Councilmembers to serve on the Task Force as liaisons; and 3) Approve the budget change to the Social Services budget in the amount of $15,000 and authorize the City Manager to enter into a contract with a consultant to assist with the process; or provide alternate direction. L4--- Submitted By Director of Community Development 1 Reviewed By Assistant City Manager Page 1 of 3 ITEM NO. 8.4 DESCRIPTION: One of the City Council's adopted 2011 -2012 Key Initiatives is to create a Human Services Task Force. On February 7, 2012, the City Council received Staff's recommendation (Attachment 1) regarding: • Duration and Mission of Task Force — Four meetings over a four month period to provide a Task Force Report for City Council's consideration; • The size and makeup of the members of the Task Force — 10 -15 members from various representations of the community; • Selection Process — Solicitation of applications through media outlets and direct mailings; and, • Proposed timelines — from February through July, 2012. The City Council directed Staff to solicit applications for the creation of a task force that would review the Eastern Alameda County 2011 Human Services Needs Assessment Findings Report and identify service gaps. The Task Force would produce a Report in the format of a Priority List for the City Council's consideration at a later date. The City received 21 applications (Attachment 2) from various segments of the community and the Mayor is recommending that all 21 of the applicants be appointed to the Task Force. The applicants are listed below: 1. Uma Bird 2. Marilyn Briones 3. Sue Compton 4. Albert Edge 5. Gloria Gregory 6. Lee Jouthas 7. Kimberly Kemp Brown 8. Ann King 9. Rameet Kohli 10. Terry Lacey 11. John Ledahl 12. Janet Lockhart 13. Claudia McCormick 14. Mary McHugh 15. Amy Miller 16. Bidi Millet 17. Don Mutch 18. Mildred Seibel 19. Melissa Sladden 20. Suzanne Wakamoto 21. Michele Wayland A task force of this size can be challenging to facilitate, which is the reason Staff suggested a smaller group, as noted above. For example, the most recent Green Initiatives Task Force consisted of 12 members and that Task Force successfully fulfilled their charge in a reasonable period of time. Therefore, due to the size and scope of the project, Staff recommends hiring a professional facilitator to assist with the process. Staff believes that the services of a professional facilitator would be beneficial as the facilitator would have experience in dealing with a large group dynamic and would be able to make sure that all opinions be heard and captured to accurately reflect the recommendations of the Task Force. A budget change in the Social Services budget in the amount of $15,000 is attached as part of this request (Attachment 3). After the facilitator has been selected, Staff will contact the new Task Force Members with the dates and times of the meetings. It is estimated that there will be four meetings with each meeting lasting approximately two hours. Page 2 of 3 NOTICING REQUIREMENTS /PUBLIC OUTREACH: Advertisements for the Task Force were placed on the City's website, in the Valley Times and through mailings to various faith based organizations, community based service clubs and service organizations and past Dublin 101 /Leadership Academy participants. ATTACHMENTS: 1. February 7, 2012 Staff Report w/o attachments. 2. Human Services Task Force Applications (Redacted). 3. Budget Change Human Services Task Force. Page 3 of 3 Dublin Human Services Task Force GUIDING PRINCIPLES ESTABLISHED AT JULY 25, 2012 MEETING Below is a list of Guiding Principles that were agreed upon at the July 25, 2012 Task Force meeting. These principles will be used as a guide in development of the Priority List for City Council's consideration. 1 Tie Priority List items to the 2011 Needs Assessment Report 14 Key Areas of Concern. z Leverage services and resources that are already in place. 3 Take into consideration duplication or overlaps in services provided by other entities. 4 Take into consideration funding allocations as set by the City Council and /or other established funding sources such as the Community Development Block Grant allocation. 5 Take into consideration City resources, including Staff time, when making Priority List recommendations. 6 Keep recommendations within the span of control