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HomeMy WebLinkAboutItem 6.1 Creation of Human Services Commission ti /� 01(�:7i 19 4i `A eI 2 STAFF REPORT CITY CLERK CITY COUNCIL File #110-30 DATE: August 20, 2013 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager cloij atett SUBJECT: Creation of Human Services Commission Prepared by Amy Cunningham, Assistant to the City Manager EXECUTIVE SUMMARY: The City Council will hold a public hearing to consider a resolution, bylaws and ordinance necessary to create a Human Services Commission. FINANCIAL IMPACT: The estimated annual cost of the Human Services Commission is $22,250. Sufficient funds are available in the Fiscal Year 2013-2014 Budget. RECOMMENDATION: Staff recommends that the City Council conduct the public hearing, deliberate, adopt Resolution creating a Human Services Commission and Adopting Bylaws and Rules of Procedure for the Commission; and waive the reading and INTRODUCE an Ordinance relating to Compensation for Human Service Commission Members. Ch Submitted By Reviewed By Director of Community Development Assistant City Manager DESCRIPTION: At the July 16, 2013, meeting, the City Council approved formation of a Human Services Commission and directed Staff to prepare Bylaws and Rules of Procedure for the Commission (Attachment 4 — July 16, 2013 Staff Report). As directed, Staff has prepared Bylaws and Rules of Procedure (Exhibit A to Attachment 1) modeled after the existing Commissions. The Human Services Commission shall be comprised of five members who shall be appointed by the Mayor with approval of the City Council. Pending adoption of this Resolution creating the Human Services Commission (Attachment 1) Staff anticipates the following timeline: Page 1 of 2 ITEM NO. 6.1 • August 21, 2013 — Advertise / Open Commission Application Process • September 6, 2013 — 2nd Reading: Ordinance relating to Commissioner Compensation • September 20, 2013 — Close Commission Application Process • October 1, 2013 — City Council Considers Mayor's Commissioner Appointments • Week of November 4, 2013 — First Commission Meeting In order to provide compensation to Human Services Commissioners as provided to other City Commissioners, adoption of the attached Ordinance (Attachment 3) is required. At present, existing Commissioners are paid $50 for each meeting attended to a maximum of two meetings in a calendar month. Staff has also included, as Attachment 5, a copy of the draft Human Services Commission application. NOTICING REQUIREMENTS /PUBLIC OUTREACH: Not applicable. ATTACHMENTS: 1. Resolution Creating Human Services Commission 2. Draft Human Services Commission Bylaws 3. Ordinance re: meeting pay for Human Services Commission 4. City Council Staff Report Creating Human Services Commission 5. Draft Human Services Commission Application Page 2 of 2 RESOLUTION NO. XX — 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * ** CREATING A HUMAN SERVICES COMMISSION AND ADOPTING BYLAWS AND RULES OF PROCEDURE FOR THE COMMISSION WHEREAS, the City Council of the City of Dublin has identified a need to create a Human Services Commission; and WHEREAS, the purpose of a Human Services Commission is to advise the City Council on matters pertaining to human service needs in the Tri- Valley; and WHEREAS, the City Council has deemed it necessary to have Bylaws and Rules of Procedure for the operation of the Human Services Commission; and WHEREAS, with the creation of a Human Services Commission, the City Council Grants Standing Committee is no longer necessary. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby establishes a Human Services Commission and adopts the attached Bylaws and Rules of Procedure for the Commission. BE IT FURTHER RESOLVED that upon initial appointments to the Human Services Commission, the City Council Grants Standing Committee will be dissolved. PASSED, APPROVED AND ADOPTED this 20th day of August, 2013, by the following vote: AYES- NOES- ABSENT- ABSTAIN- ATTEST- City Clerk Mayor CITY OF DUBLIN HUMAN SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE — DRAFT — August 20, 2013 — GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Human Services Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. 1 I . COMMISSION COMPOSITION AND METHOD OF APPOINTMENT A. The Human Services Commission shall be composed of five (5) members. B. The Mayor shall make all appointments to the Commission, with the approval of the City Council. C. Commission members may resign at any time giving written notice to the Mayor and City Clerk. III. TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with tow (2) 4 -year terms. B. Any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. C. Commission members must attend 75% of all regular and special meetings in a 12 month period. The Secretary to the Commission shall provide the Mayor with quarterly attendance reports and an annual overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from two Bylaws and Rules of Procedure Human Services Commission August 20, 2013 consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. D. If a Commission member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. IV. VACANCIES A. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. V. OFFICERS A. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in January of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. The secretary to the Commission will be the City Manager or his /her designee. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairperson performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committees and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. Performs other duties necessary or customary to the office. D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but fewer than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non - members to the Committee. Committees make recommendations directly to the Commission. Bylaws and Rules of Procedure Human Services Commission August 20, 2013 A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. V1. MEETINGS A. The Commission shall hold regular meetings at least once per quarter at a designated time and place which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to human service needs in the Tri- Valley. Such recommendations would include, but are not limited to the Community Grants Program, the 2011 Tri- Valley Needs Assessment, and the federal Community Development Block Grant Program. VIII. DUTIES OF COMMISSION TO BE ADVISORY ONLY A. It is intended that the Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFFASSISTANCE A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Human Services Commission August 20, 2013 ORDINANCE NO. xx — 13 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * * ** RELATING TO COMPENSATION FOR HUMAN SERVICE COMMISSION MEMBERS The City Council of the City of Dublin does ordain as follows: Section 1: Human Services Commission members shall be paid $50 for each meeting attended to a maximum of two meetings in a calendar month, provided that Commission members shall not be deemed to be City employees by virtue of such payment. Section 2: Effective Date and Posting of Ordinance This Ordinance shall take effect and be in force thirty (30) days from and after the date of its final adoption. The City Clerk of the City of Dublin shall cause this Ordinance to be posted in at least three (3) public places in the City of Dublin in accordance with Section 36933 of the Government Code of California. PASSED, APPROVED, AND ADOPTED BY the City Council of the City of Dublin on this 20th day of August, 2013, by the following votes: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor 19 82 DATE: TO: FROM: CITY CLERK CITY COUNCIL File #110-30 July 16, 2013 Honorable Mayor and City Councilmembers Joni Pattillo, City Manager SUBJECT, Recommendation to Form a Human Services Commission Focusing on Tri-Valley Social Service Issues Prepared by Amy Cunningham, Assistant to the City Manager EXECUTIVE SUMMARY: On June 4, 2013, the City Council approved a Fiscal Year 2013-2014 key initiative to "explore the feasibility of establishing a Human Services Commission focusing on Tri-Valley social service issues." This report discusses the City's recent activities to address social service issues in the Tri-Valley and recommends the creation of a Human Services Commission to support these efforts. 1_2 2 M T N rT � If the City Council approves a Human Services Commission, the General Fund operating budget impact would be approximately $22,250 annually. There is adequate funding in the Fiscal Year 2013-2014 budget to create and support the Commission. Staff recommends that the City Council receive the report; and approve the creation of a Human Services Commission. Submitted By ' Director of Community Development Reviewed By Assistant City Manager Background - On October 19, 2010, the City Council first considered an item to explore the feasibility of establishing a Human Services Commission. The proposed commission was to provide policy direction on housing, health and wellness, and social service issues, and assist with the Community Development Block Grant (CDBG) entitlement process. The City Council was presented with a number of options for consideration including: establishment of a standing or ad-hoc committee; establishment of a full Commission; or provide direction to revisit the issue once the 2010 Census numbers were released. Ultimately, the City Council directed Staff to Page 1 of 6 ITEM NO. 8.2 revisit the issue once the 2010 Census numbers were released. The results of the Census were an indicator of how close the City was to reaching CDBG entitlement status (Attachment 1). Subsequently, the Cities of Livermore and Pleasanton undertook a needs assessment to better understand human service needs in the Tri-Valley. Dublin staff participated in the assessment process and review of the final report that identified service gaps in the Tri-Valley. That report was released in late January 2012. The table below identifies the 14 findings by area of human service concern: 2011 Tri-Valley Needs Assessment Findings by Area of Concern 1. Behavioral health (mental health and substance abuse) 8. 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 As part of the City's ongoing effort to evaluate human service needs in the community, the City Council in Fiscal Year 2011-2012 approved a key initiative to "create a task force to evaluate service gaps identified in the 2011 Tri-Valley Needs Assessment" (Assessment). In March 2012, the City Council appointed 24 community members to a Human Services Task Force. The Task Force met from May through August 2012 to discuss the Assessment and recommended four long-term priority focus areas and four key initiatives for Staff to pursue in Fiscal Year 2012-2013. On October 2, 2012, the City Council considered the recommendations from the Human Services Task Force and adopted the following items in response to the Assessment (Attachment 2): Human Services Task Force Recommended Priorities: 1. Collaborate with the Cities of Livermore and Pleasanton as a region on the Tri-Valley Needs Assessment recommendations. 2. Develop a more formal collaboration among community members, organizations, and schools that provide social services to residents. 3. Update the "Pocket Guide" in collaboration with the Tri-Valley Cities of Livermore and Pleasanton. 4. Continue to collaborate on grants programs by making it easier to apply for and administer local government grants in the Tri-Valley Region. Page 2 of 6 Human Services Task Force Recommended Key Initiatives (Fiscal Year 2012-2013): 1. Continue to collaborate with cities of Livermore and Pleasanton on grant programs: • Identify ways to make it easier to apply for and administer local government grants in the Tri-Valley region. 2. Update the Pocket Guide: • Collaborate with Livermore and Pleasanton to update, publish online, print and assure broad distribution in the Tri-Valley. 3. Actively participate in the new Tri-Valley community outreach campaign. • Campaign is designed to assist in marketing social services that are currently available in the community; • Work with the cities of Livermore and Pleasanton to develop a survey about marketing needs, distribute the survey, and analyze the survey results. 4. Require social service agencies to register with 2 -1 -1 when they receive City grant funding: 0 Registration requirement to be implemented for Fiscal Year 2013-2014 grant cycle. Staff has made significant progress in these priority areas since October 2012. The three cities have collaborated on our respective grant programs to mirror processes to the extent possible. These efforts have made it easier for agencies to apply for funding, meet program requirements, and streamline their administrative reporting processes (Key Initiative #1). The social service agencies that were awarded Fiscal Year 2013-2014 Community Grant Funding are required to register with 2-1-1 as part of their contractual obligation to the City (Key Initiative #4). The updated Pocket Guide was printed and distributed in June 2013 (Key Initiative #2). A survey was distributed to service providers, school administrators, youth and service recipients to determine the current level of awareness about what services are available in the Tri-Valley and identify strategies to better market available programs (Key Initiative #3). Additionally a survey was distributed to the faith community to determine the types of services being offered through local churches and other places of worship in the Tri-Valley. The results of the survey were shared with interested survey participates in an effort to assist them in leveraging their services with one another. Further several information sharing meetings have been held in the Tri-Valley with participation from social service agencies, the faith community, the schools and the Cities of Dublin, Livermore, and Pleasanton. The Cities have also met collectively with Eden Information and Referral, Alameda County 2-1-1, to support that organization's outreach efforts in the Tri-Valley. These collaborative efforts have increased the social service agencies' ability to work together to better serve the needs of the community. At this time, Staff is recommending the City Council consider creation of a Human Services Commission. A formal Human Services Commission would enhance collaborative efforts to address human service needs in the Tri-Valley and establish the foundation for obtaining the community input required as an element of the CDBG Entitlement process. The CDBG Program exists "to ensure decent affordable housing, to provide services to the most vulnerable in our communities, and to create jobs through the expansion and retention of businesses." When the City of Dublin reaches a population of 50,000 residents, the City is eligible to petition the federal Department of Housing and Urban Development (HUD), Office of Community Planning and Development for CDBG "entitlement city" status. As an entitlement city, Dublin may be eligible to receive increased CDBG funding directly through the federal Page 3 of 6 CDBG program, rather than through the existing agreement with Alameda County. The City's current agreement with the County of Alameda for CDBG funding expires June 30, 2014. One element of the entitlement city process includes developing and following a detailed plan ("Consolidated Plan") which provides for and encourages citizen participation in the decisions of how and where to use CDBG funds. The proposed Human Services Commission can serve a critical function by engaging in dialogue and providing citizen input in the development of the Consolidated Plan and the grant funding process. Staff is currently conducting a more detailed analysis of the CDBG entitlement process to identify the advantages, limitations and impacts of applying for entitlement city status. Additional information about the formation of a Human Services Commission is outlined below for the City Council's consideration. Human Services Commission Commissions are an advisory body to the City Council. City commissions typically consider and make recommendations to the City Council about a specific interest area that is important to the community. As residents, commissioners play an important role by being visible in the community and bringing a broad representation of ideas, into the specified focus area for the City Council's consideration. Staff suggests the focus areas of a Human Service Commission include: • Community Grants Program funding recommendations (in-lieu of City Council Subcommittee) • Tri-Valley Needs Assessment • Co Ila boration/information sharing among regional stakeholders • CDBG Entitlement process (future work item) • Housing Element public participation process Proposed Mission/Scope of Work: Staff suggests the mission of a Human Services Commission could include: • To review and make recommendations to the City Council related to not-for-profit organizations seeking City financial support through the Community Grants Program. • To advise and make recommendations to the City Council on the development and implementation of effective human service policies, including the anticipated CDBG Entitlement process. • To support social service organizations providing services to Tri-Valley residents by assisting with collaboration, outreach and education efforts. Commission Composition: Staff suggests a five member Commission similar to other City Commissions: • Planning Commission — 5 members; • Parks and Community Services Commission — 5 members (plus 1 youth representative); • Heritage and Cultural Arts Commission — 7 members; (two seats reserved for Dublin Fine Arts Foundation and Dublin Historical Preservation Association representatives). Consistent with the process used when creating past City commissions: • The Mayor would make appointments to the Commission with approval of the City Council; • All members shall be residents of the City and shall be committed to addressing human service concerns in the community; • Commissioners are appointed to four-year terms, with three of the initial,appointments for two-year terms to stagger the terms of commissioners; • Commissioner terms expire in December of every even-numbered election year; • As appointments would be made late-term, initial appointments would be for slightly over one year and three year terms to establish a cycle similar to the other Commissions. Frequency of Meetings: Staff suggests that the Commission would meet quarterly to focus on the work items outlined above. Further, the Cities of Livermore and Pleasanton historically convene one to two joint Human Services Commissions each year to discuss issues facing the Tri-Valley. Staff from these cities have indicated an interest in a Dublin Human Services Commission participating in these meetings as well. Joint meetings such as these would further strengthen collaboration and information sharing among the regional stakeholders. Suggested Commission Calendar for Year #1 Week of November 4th, 2013 - • First Human Services Commission Meeting - Orientation, Review of Commission Handbook/Code of Conduct, Confirm Future Quarterly Meeting Schedule; • Discuss Community Grants Program (including process and timeline); • Review Tri-Valley Needs Assessment and discuss potential interest areas and priorities; January 2014 — • Review Grant Applications and Hear Applicant Presentations; • Make funding recommendations for City Council consideration; April 2014 — • Informational presentations on one to two Tri-Valley Needs Assessment priority areas; • Discuss Joint Commission Meeting Date with Livermore and Pleasanton and potential topics; July 2014 -- • Informational presentation on one to two additional Tri-Valley Needs Assessment priority areas; • Follow up discussion on informational presentations; October 2014 -- • To be determined, based on Commission discussion and priorities To Be Determined • Joint Meeting(s) with Livermore and Pleasanton (typically held annually between February — June) Staff Support: The Commission would be supported by existing staff. The Assistant to the City Manager, Administrative Analyst 11 and Senior Office Assistant in Community Development would provide the necessary support. It is anticipated minimal overtime funding would be required for the Senior Office Assistant to provide Commission meeting support and complete meeting minutes. IM-09• Total Cost: The cost to form the Commission is estimated to be approximately $22,250 from the General Fund. Funding for this key initiative was approved at the budget hearing on June 4, 2013. The cost includes items such as: • Honorarium for Commissioners ($50/meeting similar to existing Commissions); • Staff overtime: preparation of commission packets, attendance at meetings, and preparing minutes; • Conferences and training specific to the commission's work; and • Miscellaneous operating supplies. Commission Timeline: If the City Council chooses to move forward with the formation of a Commission, Staff suggests that the City Council approve a timeline that would allow for the Commission to participate in the Fiscal Year 20142015 Community Grant Program process, beginning in late 2013. To comply with HUD and Alameda County's CDBG timelines, Staff recommends the Commission's first meeting convene in November 2013. This timeline would allow for Commission orientation and training prior to work on the grant program in January 2014. Proposed Commission Recruitment Process - • July 16, 2013 — City Council considers proposed Human Services Commission • August 20, 2013 — City Council Adopts Commission Bylaws and Rules of Procedure, and considers Ordinance relating to Commissioner Compensation • August 21, 2013 — Advertise / Open Commission Application Process • September 6, 2013 — 2" d Reading: Ordinance relating to Commissioner Compensation (30 days to be effective) • September 20, 2013 — Close Commission Application Process • October 1, 2013 - City Council Considers Mayor's Commissioner Appointments • Week of November 4, 2013 — First Commission Meeting NOTICING REQUIREMENTS/PUBLIC OUTREACH: Copy of staff report provided to Human Services Task Force members. ATTACHMENTS: 1. Staff Report - October 19, 2010, Exploring the feasibility of Establishing a Human Services Commission 2. Staff Report - October 2, 2012, Human Services Task Force Recommendations or 19 STAFF REPORT CITY CLERK DUBLIN CITY COUNCIL File # 0malol-V-10 615-- 9.5- DATE: October 19, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Exploring the feasibility of establishing a Human Services Commission Prepared By.- Kristi Bascom, Principal Planner 1e515 EXECUTIVE SUMMARY: One of the City Council Goals and Objectives for Fiscal Year 2010-2011 is to explore the feasibility of establishing a Human Services Commission that could provide policy direction on housing, health and wellness, social services, etc. This Staff Report contains an analysis of the potential establishment of such a commission, a review of alternatives to establishing a commission, and a recommendation for further action. Unknown at this time. A financial impact to the City would occur depending on the direction received from the City Council, and the financial impact will be determined during the next step. RECOMMENDATION: Staff recommends that the City Council provide Staff with direction on which option to pursue. Submitted By: Review &q- JB: Community Development Director Assistant City Manager Page 1 of 6 ITEM NO. On June 22, 2010, the City Council adopted the Final 2010-2011 Goals and Objectives Program. One of the objectives for the Community Development Department Housing Division is to "Explore the feasibility of establishing a Human Services Commission that would provide policy direction on housing, health and wellness, social services, etc." In exploring this issue, Staff examined the traditional role of Human/Sociai Service Commissions in a community, reviewed Dublin's current work in the social services arena, examined the logistics involved in creating a new commission, and considered alternatives to the establishment of a full Commission. ANALYSIS: Traditional role of a Human Services Commission Human (or Social) Services Commissions typically serve the role of an advisory commission to the City Council relating to community social needs. Human Service Commissions can also advise the Council on the disbursement of grant funding to social services agencies, and some Human Service Commissions are particularly focused on the needs of underserved populations such as the elderly, children, or the economically disadvantaged. ,Human Service Commissions are usually established once communities cross the population threshold of 50,000 residents, and they may be eligible to become a federal Community Development Block Grant (CDBG) Entitlement City through the federal Department of Housing and Urban Development (HUD). The HUD CDBG Community Grant Program provides annual grants on a formula basis to entitled cities and counties to "develop viable urban communities by providing decent housing and a suitable living environment, and by expanding economic opportunities, principally for low- and moderate-income persons". Judging by current population estimates, Dublin is expected to reach 50,000 residents sometime during the 2012-2013 Fiscal Year. When the detailed 2010 Census data is released early next spring, it will provide a more accurate estimation of Dublin's residential population and we may learn that this population threshold could be reached sooner or later than expected. Part of becoming an Entitlement City is developing and following a detailed plan ("Consolidated Plan") which provides for, and encourages, citizen participation in the decisions of how and where to use CDBG funds. This is where the role of a Human Services Commission can become very important. A Human Services Commission can serve the critical function of engaging the community and providing citizen involvement in the development of the Consolidated Plan and the grant funding process. Dublin is not yet large enough to qualify for Entitlement City status, and its limited CDBG funding is provided through Alameda County. Other cities in the Tri-Valley area that have Human Services Commissions include Pleasanton (population 68,755) and Livermore (population 83,604). Neither the Town of Danville (population 43,574) nor the City of San Ramon (population 59,000) has a Human or Social Services Commission. Dublin's work in social services The City of Dublin is currently involved with several social service-related projects, including participation in the upcoming Tri Valley Human Services Needs Assessment, managing the granting of CDBG funds to local agencies and CDBG-appropriate projects, and managing the Page 2 of 6 City's Affordable Housing Program. At this time, this work is done by the City's two full time staff persons in the Housing Division: a Housing Specialist and an Administrative Analyst, with support from administrative staff. These projects are explained in more detail below. 1. Tri Valley Human Services Needs Assessment City Staff are working with the cities of Pleasanton and Livermore on a Human Service Needs Assessment Survey for the Tri-Valley. The City of Pleasanton is preparing the Request for Proposals seeking a consultant to conduct a comprehensive study. The last needs assessment for the Tri Valley area was completed in 2003. The consultant, once selected, will compare the 2003 identified service gaps to the current service gaps in the Tri- Valley Human Services Delivery Network, identify shortcomings in the Delivery Network, and provide recommendations to strengthen the delivery of services in the future. Dublin City Staff will be involved in the selection of the consultant and in receiving the results of the survey. 2. Community Development Block Grants (CDBG) Because Dublin does not yet have the population size to receive CDBG funding directly, the City participates every year in Alameda County's Urban-County CDBG program. Through this program, the City of Dublin receives requests for funding from local social services agencies. The requests are vetted by Staff, a City Council-appointed Standing Committee comprised of two Council members, and are ultimately approved by the City Council. CDBG grants provide funds for agencies such as*Sonlor Support Services, 3. Community Support Program Grants The City also has another grant process that is decided solely by the City and funded from the City's General Fund. The Community Support Grant Program is funded by an annual allocation that the City Council determines through the budget process. The Community Support Program grants provide funding for such services as 2-1-1, which is a free, non- emergency, confidential, 3-digit phone number and service that provides easy access to housing information, and critical health and human services Last year, the City Council established an objective to combine the CDBG and Community Support Grant Program review and award processes into one. The Mayor appointed two Council members,, Cm. Kevin Hart and Vice Mayor Kasie Hildenbrand, to a Standing Committee to review the process and review the grant applications. The funding recommendations of the Standing Committee and Staff moved forward to the City Council for ultimate approval. 4. Affordable Housing Program Dublin's Housing Division Staff provides support to the following activities: • Administering and enforcing the City's Inclusionary Zoning Ordinance Regulations; • Marketing and administering Dublin's First Time Home Buyer Loan Program (FTHLP); • Participating with the Tri-Valley Affordable Housing Community to address regional housing issues; and • Working in partnership with the Tri-Valley Housing Opportunity Center (TVHOC) and Eden Council of Hope and Opportunity (ECHO Housing) to provide housing opportunities. Page 3 of 6 5. Inclusionary Zoning In-Lieu Fee Fund Funds from the City's Inclusionary Zoning In-Lieu Fee Fund are used by the City for the purpose of providing very low-, low-, and moderate-income ownership or rental housing in Dublin. The Inclusionary Fund has been used to fund the foreclosure prevention program offered by the TVHOC and the landlord mediation services provided by ECHO. Logistics of establishing a now commission If the City Council were to decide to establish a new Human Services Commission that could provide policy direction on housing, health and wellness, social services, etc., there are a number of issues that would need to be discussed, including the following: 1. Now many members should be on the Commission? Dublin has commissions that range in size from five members (Planning Commission) to seven members (Heritage and Cultural Arts Commission) 2. Who will be the staff members responsible for preparing agenda items, staffing the meetings, and preparing minutes? Each existing commission has a Staff person that is directly related to the duties of the commission. For instance, the Planning Manager is responsible for the Planning Commission, the Parks and Community Services Director is responsible for the Parks and Community Services Commission, and so forth. At this time, although the Housing Division fulfills many of the social service-related work functions in Dublin, there is no staff member devoted solely to social services in the City. 3. Establishing a budget for a new commission, In addition to the cost of Staff time involved in preparing items for the commission, there will be additional costs involved with hosting regular meetings, copying and mailing expenses, and paying an honorarium to the commission members. Other City Commission members receive fifty dollars ($50) for each meeting attended. Commission members are also entitled to reimbursement for expenses as the City Council may approve. 4. Establishing by-laws for the commission. The by-laws for each City commission are codified in Title 2 of the Dublin Municipal Code. The by-laws for each commission establish the rules regarding commission membership, terms, how members are appointed, the commission's powers and duties, the rules related to meetings, etcetera. Alternatives to establishing a Human Services Commission Staff suggests that it may not yet be time to establish a full-fledged Human Services Commission, and that the City might benefit from waiting until reaching Entitlement City status to do so. Becoming an Entitlement City will allow Dublin to receive funding directly,from HUD that can be used for CDBG-related activities. This funding shall be used in large part to fund social service programs and appropriate capital improvements, but a portion of the funding can be used for program administration. Therefore, if the City waits to establish a Human Services Commission until Entitlement City eligibility has been achieved, a portion of the Staff costs and direct costs that will be incurred in establishing and staffing the Commission can be offset in part by the CDBG funds received. Because Dublin has not yet reached a population threshold of 50,000 residents, the City is not yet eligible to be an Entitlement City, and the costs of establishing and staffing a regular Human Services Commission will be borne entirely out of the City's budget. However, if the goal is to create a body that can advise the City Council on issues related to housing, health and wellness, and social services at this point in time, there are other options that could be considered, including: Page 4 of 6 1 . Establish a Standing Committee (similar to the City's Senior Center Advisory Committee). The Senior Center Advisory Committee makes recommendations to the City Council related to the operation and maintenance of the Senior Center, so its duties are very focused, but ongoing. A Human Services Committee could meet on a regular basis to provide policy direction as desired by the City Council. 2. Establish an Ad-Hoc Committee (similar to the City's Housing Committee). The City's Housing Committee was formed for a two-year period to provide recommendations on new housing policies and programs and on any amendments to the City's Inclusionary Regulations. The tenure of the Committee was extended for one year to allow the group opportunity to provide input on the City's Housing Element as it was being drafted. In a similar process, an Ad-Hoc Human Services Committee could be convened with a specific purpose, such as to review and make recommendations on CDBG and Community Support Grants or to make recommendations to the City Council as Dublin gets closer to being eligible for Entitlement City status. Ad-Hoc Committees typically meet on a regular basis, but are disbanded once the function they were formed to serve has been completed. 3. Establish a Task Force. The City established a 'Fallon Sports Park Task Force for the purpose of helping prepare a Park Master Plan. A task force is typically. convened for a specific purpose and is disbanded at the conclusion of the scope of work. A task force will typically meet on an as-needed basis to complete their task. The advantages to establishing a committee or task force instead of a commission are that there are no formal procedures that need to be established such as by-laws, the City Council can decide the size of the group based on the amount of interest received, and the committee or task force can serve as a "testing ground" to see if the need for a full-fledged commission is warranted. RECOMMENDATION: Staff recommends'that the City Council provide direction on which of the following options to pursue regarding the establishment of a Human Services Commission: 1. Receive this informational report and do nothing at this time. 2. Receive this informational report and decide to revisit this issue once the 2010 Census numbers are released. At that time, the City will have a more accurate population estimate and a better idea of when to consider pursuing Entitlement City status through HUD. 3. Move forward with establishing an Ad-Hoc Human Services Committee or Human Services Task Force specifically designed to: a. Receive and review CDBG and Community Support Grant applications and make recommendations to the City Council for funding; and b. Receive annual reports on the estimated population in Dublin and make recommendations to the City Council on the pros and cons of becoming an Entitlement City for the purposes of receiving and distributing HUD/CDBG funding directly. Direct Staff to return to a future City Council meeting with recommendations on the specifics of establishing such a committee or task force ■.f- • • 4. Move forward with establishing a Human Services Commission and direct Staff to return to a future City Council meeting with recommendations on the specifics of establishing the Commission. NOTICING REQUIREMENTS/PUBLIC OUTREACH: ATTACHMENTS: z= Page 6 of 6 W93 STAFF REPORT CITY CLERK CITY COUNCIL File #110-30 October 2, 2012 Honorable Mayor and City Councilmembers Joni Pattillo, City Manager&6k,� ��" SUBJECT: Human Services Task Force Recommendations Prepared by Amy Cunningham, Assistant to the City Manager and Gaylene Burkett, Administrative Analyst /I 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 $3,000 of unexpended appropriations in the Social Services budget from Fiscal Year 2011-2012 to Fiscal Year 2012- 2013 for the unbudgeted expense. Submitted By Budget Manager/ Assistant to the City Manager a, 11 dlv� - eviewed By Park & Commu I ity Services Director Page 1 of 6 ITEM NO. 7.1 DESCRIPTION: For Fiscal Year 2011-2012, the City Council approved a key initiative to "create a task force to evaluate service gaps identified in the 2011 Tri-Valley Needs Assessment" (Assessment). At the March 20, 2012 meeting, the City Council confirmed appointments to the Human Services Task Force (Attachment 1). The City Council asked the Human Services Task Force to create a list of priority activities that would best address the service gaps identified in the Assessment. The 14 Areas of Concern identified by the Assessment are listed in the table below. II III 1 11 51 t -7 7-14i"VP WPI & lwl� Behavioral health (mental health and substance abuse) 8 Disabilities 2 Affordable housing 9 Food and nutrition 3 Health care 10 Senior services 4 Workforce development 11 Youth services 5 Homelessness 12 Child care, early childhood development and educatioh 6 Transportation services and access 13 Changing demographics and growing diversity 7 Domestic violence and child abuse 14 Financial assistance 'Page 33 Eastern Alameda County Human Services Needs Assessment Process A series of four meetings with the Task Force began on May 23, 2012 and concluded on August 22, 2012. The meetings were designed to review the Assessment, share information about what services are currently available to residents, and establish a priority list of activities that would help address service gaps in the Tri-Valley. Page 2 of 6 t i ME: i!�- IRM, k, {$( ME4,VNIN11i V" a -, Meeting #1 0 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 e Compile Draft Priority List Meeting #4 o 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: i..- . . I 'I I M -1 ILI, 4 1A N rm A Collaborate with the Cities of Livermore and Suggested focus areas include: Pleasanton as a region on the Tri-Valley • Dental Services Needs Assessment recommendations. • 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). i..- . . 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 # 'Jig M �4� #1 amr, Existing Staff 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 Valley region. to update information in the current #2 Update the Pocket Guide: Pocket Guide, print, publish online, and Collaborate with Livermore and Pleasanton to assure broad distribution of the updated update, publish online, print and assure broad 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 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 6-enter 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 recommended by the Task Force (#A-D above). the priorities and recommend specific actions b process and City Council Budget Study Sessions. further support the four suggested priorities In future years Staff will evaluate progress on , work on as part of the budget preparation 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 Counci-Imember 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 6-enter 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 vX1alley Housing O ortunity Center pp Melissa Sladden Dublin Resident Suzanne Wakamoto 1 Dublin Resident & Faith Based Community Valley Christian Center Michele Wayland I 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 11 DATE: TO: FROM: SUBJECT: 21 CITY CLERK CITY COUNCIL File #110-30 X Loco-sn March 20, 2012 Honorable Mayor and City Councilmembers Joni Pattillo, City Manager 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, Submitted By Director of Community Development Reviewed By Assistant City Manager Page 1 of 3 ITEM NO. 8.4• 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 12. Janet Lockhart 2. Marilyn Briones 13. Claudia McCormick 3. Sue Compton 14. Mary McHugh 4. Albert Edge 15.Amy Miller 5. Gloria Gregory 16. Bidi Millet 6. Lee Jouthas 17. Don Mutch 7. Kimberly Kemp Brown 18. Mildred Seibel 8. Ann King 19, Melissa Sladden 9. Rameet Kohli 20. Suzanne Wakamoto 10. Terry Lacey 21. Michele Wayland 11. John Ledahl 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 REQUIREMENTSIPUBLIC 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 Co6ncil's consideration, Tie Priority List items to the 2011 Needs Assessment Report 14 Key Areas of Concern. 2 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. Take into consideration City resources, including Staff time, when making Priority List recommendations. 6 Keep recommendations within the span of control HUMAN SERVICES COMMISSION APPLICATION (DRAFT) NAME DATE ADDRESS PHONE # (HOME) (WORK) E -Mail I. Why are you interested in serving on the Human Services Commission? 2. What knowledge do you have of the human services offered in Dublin and the Tri- Valley? Have you or a family member participated in a program? 3. What do you think are the major concerns of Dublin residents regarding human services programs? Please describe. 4. Briefly summarize your participation in civic or community activities. 5. How do you feel about making a decision for the overall good of the community but unpopular with neighbors or organizations? 6. What is the most important contribution you can make as a member of the Human Services Commission? SIGNATURE OCCUPATION Please return this completed form to the attention of Caroline Soto, City Clerk, 100 Civic Plaza, Dublin, CA 94568, or electronically to caroline.soto(a),dublin.ca.2ov by end of day Friday, September 20, 2013. Postmarks will not be accepted.