HomeMy WebLinkAboutMINUTES - 12191989 - IO.7 I.O.-7
TO:� BOARD OF SUPERVISORS .-A....L
Contra
FROM: -�
Costa
INTERNAL OPERATIONS COMMITTEE
County
DATE: �4STq coi n cr
December 11, 1989 _
SUBJECT:
STATUS REPORT ON MONITORING CONTRACTS WITH
PRIVATE NON-PROFIT AGENCIES
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECONIlMENDATIONS
1. Request the County Administrator to meet with concerned
contractors to review proposed language for contracts
between the County and its private non-profit contractors
regarding the need for the contractors ' Board of Director
meetings to be open, announced in advance, with an agenda
posted in advance and to include any other language which
will help to insure that such meetings comply as closely as
is appropriate with the open meeting provisions of. the Ralph
M. Brown Act and forward a. report on this subject to the
1990 Internal Operations Committee by 'February 1, 1990 and
for this purpose refer this item to the 1990 Internal
Operations Committee.
2. Request the County Administrator to continue to work with
Data Processing on a contract monitoring program which will
provide the County Administrator' s Office with constantly
updated information on all contracts which the County has_ in
force with private non-profit contractors providing human
services on behalf of the County and report the status of
this project to the 1990 Internal Operations Committee in
February, 1990.
3 . Authorize the Community Services Director to continue to
work with the Auditor-Controller' s Office and her contract
agencies which are still on a pre-audit to remove all such
contractors from the pre-audit where that is considered
appropriate and report to the 1990 Internal Operations
Committee in February, 1990 on the status of this work.
CONTINUED ON ATTACHMENT: .Ye-SYES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMM TTEE
APPROVE OTHER
SIGNATURE(S): TOM POWERS SUNNE WRIGHT MCPEAK
ACTION OF BOARD ON December 19, 1989 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT I ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CC: ATTESTED 44-&L4-1-021_ 19 /9 F?
Please see Page !, 2 PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
M382 (10/88) BY DEPUTY
4. Request the Community Services Director to continue to work
with the Head Start contractors on the various issues which
they have raised with the Community Services Department and
report to the 1990 Internal Operations Committee in
February, 1990 on the status of these discussions.
5. Request the County Administrator to continue to work with
County departments and any contractors who are concerned
about the extent to which their contract takes into account
"indirect" or "administrative" costs and report on the
result any these discussions to the 1990 Internal Operations
Committee in February, 1990 .
6. Direct the Auditor-Controller to exempt the "Vendor Payroll"
from the pre-sort Zip Code requirements for mailing these
warrants . so that payments to vendors are not held up
unnecessarily for this sorting.
7. Request the County Administrator to extend to all
contractors the opportunity to meet on an annual basis with
the staff from the County Administrator' s Office and
appropriate staff from the department with which the
contractor contracts for the purpose of improving
communications, identifying and resolving problems and
generally attempting to insure a smooth and open dialogue
between the County and its contract agencies.
8. Remove this item as a referral to our Committee.
BACKGROUND:
On September 19, 1989 the Board of Supervisors approved the last
report from our Committee on this subject. The County
Administrator was asked at that time to make a number of reports
to our Committee.
On December 11, 1989 our Committee received and reviewed with
staff from the County Administrator' s Office the two attached
reports dated December 7 , 1989 and December 11, 1989. Also
present were representatives from the Contra Costa Child Care
Council, Family Stress Center, Auditor-Controller' s Office and
Community Services Department.
It seems clear that substantial progress has been made in the
past year in establishing positive communications between the
County and its contractors, through a series of meetings convened
by the County Administrator' s Office with staff from each County
department and its human services contractors. While some issues
remain to be resolved, progress has been made and should be
continued. Progress is also being made in developing a data
processing program which will allow for a central file of all
human services contracts the County has in effect and basic data
about each such contract. We want these efforts to continue.
We are asking, therefore, that several issues continue to be
explored and be reported to the 1990 Internal Operations
Committee in February, 1990.
cc: County Administrator
John Gregory, County Administrator ' s Office
Health Services Director
Mental Health Director
Drug Program Administrator
Alcohol Program Administrator
Social Services Director
Community Services Director
Executive Director, Private Industry Council
County Probation Officer
County Counsel
Auditor-Controller
OFFICE OF THE COUNTY ADMINISTRATOR
CONTRA COS- TA COUNT Y
Administration Building
651 Pine Street, 11th Floor
Martinez, California
DATE: December 11, 1989
TO: Supervisor Tom Powers
Supervisor Sunne Wright McPeak
INTERNAL OPERATIONS COMMITTEE
FROM: Claude L. Van Marter
Assistant County Adm Wrator
SUBJECT: STATUS REPORT ON MONITORING CONTRACTS
WITH PRIVATE NON-PROFIT AGENCIES WHICH
PROVIDE SERVICES ON BEHALF OF THE COUNTY
On June 21, 1988 the Grand Jury released a report on "County
Service Contracts with Nonprofit Corporations" . In this report
the Grand Jury made a number of recommendations regarding the
need, in their view, for the County to more closely monitor the
finances of the non-profit agencies with which the County
contracts.
A number of referrals were made at the request of various Board
Members to the Internal Operations Committee. These have
resulted in a number of assignments to the County Administrator' s
Office.
Reports were made to the Board of Supervisors by the 1988
Internal Operations Committee on August 16, 1988 and November 29,
1988 and by the 1989 Internal Operations Committee on June 27,
1989 and September 19 , 1989 .
Your Committee has before it today a report from the County
Administrator' s Office on the status of plans to establish a
computerized tracking system for all contracts with private
non-profit agencies which provide human services on behalf of the
County. In addition, the County Administrator' s Office has
undertaken a substantial effort to meet with the contractors on a
department by department basis to discuss problems the
contractors identified with various elements of the County. We
have met on two occasions with contractors from the Health
Services Department' s Alcohol, Drug Abuse and Mental Health
Division, with contractors from the Social Services Department
2-
and with contractors from the Community Services Department. A
survey was conducted of the contractors with the Private Industry
Council which indicated that they did not believe a meeting was
necessary.
As a result of these meetings, issues involving the County
Counsel' s Office, the Auditor-Controller' s Office and the
individual departments have been identified and addressed. While
it has not been possible to resolved all issues in the specific
way the contractors have requested, we have attempted to examine
each issue and provide a reasonable and thoughtful response to
any issue which was raised.
As a direct result of these meetings, several changes have been
made:
1. The Board of Supervisors has spelled out a policy regarding
contracts with non-profit agencies which provide human
services, based on discussions and negotiations with the
contractors.
2. A cost-of-living adjustment (COLA) has been built into
contracts on a department by department basis and language
has been inserted into contracts which permits the COLA to
be provided retroactive to July 1 of any given fiscal year.
3. Arrangements have been made to provide contracts with a
two-year term, which has reduced paperwork on the part of
the County and contractors by 500.
4. Arrangements have been made where appropriate to increase
the advance funds which are received by a contractor in
order to insure_ that the contractor has a reasonable cash
flow and does not have to borrow funds in order to meet
payroll.
5. The Board of Supervisors ' original concerns regarding the
need for contractors to abide by the provisions of the Brown
Act have been clarified. The essential elements of what is
desired by the County have been provided to the contractors
by the County and the contractors have agreed to spell out
the terms with which they are willing to comply. Once this
information has been received, it will be reviewed by the
County and another meeting will be scheduled to discuss the
terms of specific contract language to cover this issue.
6. The "pre-audit" requirements , ' which have been cumbersome for
the County and several contractors are in the process of
being eliminated, to be replaced by much tighter
accountability standards regarding expenditures and
reimbursement for those expenditures.
7. Specific concerns raised by the Head Start contractors with
the Community Services Department have been identified and
are being addressed as quickly as possible.
• -3-
8 . A number of specific issues affecting one or more
contractors have been investigated and responded to. We
believe that a better relationship between the County and
its contractors has been established as a result of these
meetings. The County Administrator' s Office has offered to
convene any additional meetings at any time that contractors
believe that such meetings would be worthwhile.
9. A survey of County departments is currently under way to
determine the extent to which County departments feel a need
to address the salary paid by contractors to their
employees. When the results of this survey are available
they will be shared with the contractors and appropriate
recommendations will be made to the Board of Supervisors.
10. A similar survey is being conducted of County departments to,
determine the amount of indirect costs that are allowed by
the County in various contracts, based on various funding
sources. The results of this survey will also be shared
with contractors as soon as they have been completed and a
meeting will be scheduled to discuss the results if that
appears needed or appropriate.
RECOMENDATIONS•
In view of the progress which has been made it is recommended
that this item be reported out of your Committee and that the
County Administrator be requested to continue to work on those
items which have not yet been completed and report the results to
the 1990 Internal Operations Committee by April 1, 1990.
CLVM:nrl
monitor
OFFICE OF THE COUNTY ADMINISTRATOR
C O N T R A C O S T A C O U N T Y
Administration Building
651 Pine Street, 11th Floor
Martinez, California
DATE: December 7 , 1989
TO: Supervisor Tom Powers
Supervisor Sunne W. McPeak
INTERNAL OPERATIONS COMMITTEE
FROM: John T. Gregory
Management Analy6o��
SUBJECT: Contract Monitoring Report
Over the last year there have been several referrals to the
County Administrator' s Office regarding the County relationship
with its private, non-profit contract agencies. One of those
referrals has been the design and implementation of a data system
which would produce a report of all contracts for services by
non-profit agencies doing business with the County. In such a
system it was envisioned that the following components would be
included:
♦ The system will list all contracts with non-profit
agencies doing business with the County at any point in
time; and
♦ Will have the capacity to be up-dated regularly as the
Board of Supervisors approves new contracts, extensions
and amendments.
Attached is a copy of the various reports which would be
available through the data base. Additional capacities are being
considered in discussions with county data processing.
Additional report capacities which may include the following:
Sorting by either Purchase Order or Contract Number.
Affirmative Action Categoricalization.
Percentage of Contracts for Agency.
Contracting Agency History with County.
Services location and provided Description.
Clientele Descriptions.
It is anticipated that this report will be generated on a
quarterly basis. However, upon demand, an "up to the moment"
report could be generated for analysis of activity of a
particular agency.
Based on the meetings we have had with the data processing staff
the following recommendations are offered for your Committee' s
consideration:
1. Approve and accept this report on implementation of the
tracking system for non-profit agency contracts with
the County.
2. Request that as a full report becomes available, it
would be forwarded for the Committee' s review and final
acceptance for appropriate content.
CONTRA COSTA CONTRACT REPORT
CONTRACT MOUNT UNT B Y DEPARTMENT TMENT NUMBER
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