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HomeMy WebLinkAboutMINUTES - 04121988 - 1.59 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on April 12 , 1988 , by.the following vote: AYES: Supervisors Fanden, McPeak, Torlakson, Schroder . NOES: None . ABSENT: Supervisor Powers . ABSTAIN: None. SUBJECT: Report of 1.987-1988 Grand Jury on East County Rape Crisis Unit . The Board received a report dated March 30 , 1988, from the Grand Jury forewoman with respect to the contract with the East County Rape Crisis Unit . ' IT IS BY THE BOARD ORDERED that the aforementioned report is REFERRED to the County Administrator . I hereby cer4ify that this Isa true and correct copy of an action taken and entered on the minutes of the Board of Supervts on the date shown. ATTESTED: _ ' ��,� ��• ��� PHIL BATCHELOt�, Clerk of the Board of Supervisors and County Administrator By , Deputy Orig. Dept.: CC: County Administrator Grand Jury District Attorney Jeanne P'Iaglio 1-059 Clic of the Board Administration Building A REPORT BY Martinez, CA 94553 THE 1987-88 CONTRA COSTA COUNTY GRAND JURY P. O. Box 1110 Martinez, CA 94553 ( 415 ) 646-2345 RECE1VEL MAR 3 - 1988 PHIL BATCHELOR CLERK BOARD OF SUPERVISORS ON' COSTA O. De ut THE EAST COUNTY RAPE CRISIS UNIT The County should immediately terminate the existing contract with the East County Rape Crisis Unit. MARCH 30, 1988 APPROVED BY THE GRAND JURY: DATE: MARCH 30 , .1988 CHRIS ADAMS GRAND JURY FOREWOMAN ACCEPTED FOR FILING: DATE: MARCH 301 1988 MICR J. PHELAN JUDGE OF THE SUPERIOR COURT THE EAST COUNTY RAPE CRISIS UNIT SUMMARY This study was conducted by the 1987-88 Contra Costa County Grand Jury in response to several communications from citizens regarding the East County Rape Crisis Unit. The purpose of the investigation was to determine whether the Unit was properly managing the funds it has been receiving from the County. The Grand Jury concluded that the Unit was not managing County funds properly. The Grand Jury recommends that Contra Costa County immedi- ately terminate its existing contract with the East County Rape Crisis Unit. In addition, the Grand Jury recommends that the Board of Supervisors allocate a portion of rape crisis contract funding to the District Attorney' s office to establish improved monitoring procedures for the administration of contracts with the other rape crisis centers the County has placed in that office' s budget. The Grand Jury further recommends that for the purposes of improved accountability, administration, and service delivery the County explore the option of contracting all rape crisis services through one countywide agency. This investigation was begun on August 30, 1987 , and con- cluded on January 8, 1988 . -1- • L I SOURCES OF INFORMATION 1. People interviewed: a. East County Rape Crisis Unit (ECRCU) : - Former employee. - Member, Board of Directors. Executive Director. - Bookkeeper. - President, Board of Directors. b. Contra Costa County Personnel: - Assistant County Administrator. - Chief of Administrative Services, District Attorney' s office. - Senior Deputy, Sexual Assault Violence Unit, Dis- trict Attorney' s office. - Staff members, Contra Costa County Personnel office. c. Others: - Former employee, Child Assault Prevention Agency. - Executive Director, Rape Crisis Center of West Contra Costa. - Executive Director, Rape Crisis Service of Central Contra Costa. - Two staff members, California Attorney General' s office. - Staff members, State Employment Development District. - Partner, Peat Marwick Main & Co. , Certified Public Accountants, Walnut Creek. 2 . Places visited: a. Rape Crisis Center of West Contra Costa, Richmond. b. Rape Crisis Service of Central Contra Costa, Concord. c. East County Rape Crisis Unit, Pittsburg. 3 . Documents reviewed: a. ECRCU Correspondence and Memoranda: Letter from District Attorney' s office to Executive Director regarding a review of monthly expendi- tures, November 10, 1982. - Memorandum from Executive Director and Bookkeeper to staff concerning change of status from salaried employees to contractors, January 6, 1986. - Letter (unsigned) to Board of Directors regarding telephone vote for approval of State contract, March 3, 1987 . - Memorandum from Executive Director, to Bookkeeper, ECRCU regarding "travel reimbursement" , May 23 , 1986. -2- Letter from District Attorney' s office to Executive Director regarding disallowed expenditures, August 20, 1986. - Letter from District Attorney' s office to the Executive Director regarding a review, of monthly expenditures, September 11, 1987 . Letter from volunteer staff to Board of Directors regarding their support of Executive Director, September 13 , 1987. Letter from Bookkeeper to 1987-88 Contra Costa County Grand Jury, regarding the tax liability for fiscal years 1984-85, January 4, 1988 . b. Other ECRCU Documents: - Articles of Incorporation, April, 1977. - Amended bylaws, November 9, 1982 . - Audits by Accountemps (undated) for funding year 1983-84 . - Audit by Touche Ross (July, 1986) of expenditure of funds provided by the Office of Criminal Justice Planning for periods July 1, 1983 - June 30, 1984; July 1 , 1984 - June 30, 1985; and July 1 , 1985 - October 31, 1985. - ECRCU Board Minutes for 1986 and 1987. - Checks written from July, 1986, through August, 1987 . These included photocopies provided by District Attorney' s office, canceled checks pro- vided by the Bookkeeper, and an examination of the check-entry worksheets. - Copies of employee time sheets from July, 1986, through May, 1987, provided by District Attorney' s office. - Monitoring report (August 26, 1986) of the ECRCU by the County Administrator' s office (draft) . - W-3 Transmittal of Income and Tax Statements, 1986 for ECRCU employees. - California Employment Development Department state- ments for 1986. - Internal Revenue Service 1096 forms for 1986 con- tractors. - Service Contract from Contra Costa County for 1986- 87 and 1987-88 . - Proposal to the California Office of Criminal Justice Planning for funding of the ECRCU for fiscal year 1987-88 . - Description of the ECRCU. 2 pages, undated. - Expansion plans for the ECRCU into an East County women' s support center. 2 pages, undated. - Personnel Policies. 16 pages, undated. - Personal Service Contract for four contractors without job descriptions. - Tests for Independent Contractor Status. -3- w d. Other Documents: - California Assembly Bill 569: Evidence - Sexual Assault Victim Counselors - Qualifications, 1983 . - Audit of the Rape Crisis Center of West Contra Costa by Vincent + Rose, Inc. for years ending March 31, 1986, February 19, 1987 . - Service Contract from Contra Costa County to the Rape Crisis Center of West Contra Costa for 1987- 88 . - Service Contract from Contra Costa County to the Battered Women' s Alternative for 1986-88. 1987-88 budget for the Rape Crisis Center of West Contra Costa. Letter from District Attorney' s office to the Contra Costa County Grand Jury regarding management of nonprofit organizations (October 23 , 1987 ) . California Sexual Assault Victim Services and Pre- vention Program -- Service Standards for the Operations of Rape Crisis Centers from the Cali- fornia Office of Criminal Justice Planning, 7 pages, undated. - Operating Questions Used to Evaluate a Corporation by Peat Marwick Main & Co. , Certified Public Accountants, 1 page, undated. - California State Penal Code, Section 933 . 6 . FACTS Background 1 . Effective January 1, 1987, county grand juries throughout California are authorized by the State Penal Code ( 933. 6) to examine the books and records of any nonprofit corpor- ation that has been established by or operated on behalf of the county. 2. The East County Rape Crisis Unit (ECRCU) is one of three rape crisis centers receiving funds from Contra Costa County. It was incorporated in 1977 as a volunteer non- profit corporation to provide crisis counseling, court escort service, and information to victims of rape and sexual assault. In addition, it provides education and training programs on rape awareness and prevention to the community and to local police, hospitals, and social services . 3. The ECRCU purportedly has office hours from 9 A.M. to 5 P.M. five days per week and provides 24-hour telephone hotline service. Some witnesses do not agree that the office is actually open during these hours. 4. The ECRCU currently has one paid full-time Executive Director who is responsible to the Board of Directors. She -4- manages the day-to-day operation of the corporation and supervises four part-tine contractors (Secretary, Book- keeper, Court Advocate/Volunteer Coordinator, and Assistant Court Advocate) and a corps of approximately 17 volunteers. The primary paid providers of services to victims are the part-time Court Advocate/Volunteer Coordinator ( 15 hours/week on weekends) and the Assistant Court Advocate ( 20 hours/week) , who is the 19-year old daughter of the Executive Director and a full-time college student. 5. For fiscal year 1987-88, the ECRCU was funded by the County for $49,899. The contract requires that the ECRCU provide nine major services to the community (Exhibit 1) with five paid full- and part-time employees (Exhibit 2) . of the total funding received, salary costs account for all but $899. As shown in Exhibit 2, however, the exact salary being paid to personnel, other than the Executive Director, is confusing. Based on total annual cost, the Community Educator would earn $2. 56/hour, the Legal Liason ( sic) / Court Advocate would earn $6 . 26/hour, the Secretary would earn $30. 00/hour, and the Bookkeeper would earn $20. 00/ hour. Currently, there is no Community Educator on staff as listed in Exhibit 2. It is unclear who is filling the position listed as Legal Liaison/Court Advocate, and the Court Advocate/Volunteer Coordinator is currently working weekends only, which makes her unavailable for court duty. 6. The 1987-88 contract requires virtually the same services as the contract from 1986-87 (Exhibit 3 ) with the same number of personnel (Exhibit 4) even though the ECRCU is receiving less than half the funding as last year because the State refused their request for 1987-88 funds. The ECRCU cannot reapply to the State until fiscal year 1989- 1990. 7 . The ECRCU plans expanding to become an East County women' s support center and to provide additional services such as self-defense workshops, career counseling, childcare information, and assertiveness training. Although the concept of expanded services was discussed by the ECRCU Board of Directors on June 10, 1987 , adequate funding for the expanded services is not yet in sight. 8. The Grand Jury chose not to evaluate the quality of services provided by the ECRCU to the East County community. -5- ECRCU Contracts 9. The ECRCU has received funding for the past ten years from federal, state, and county sources. For the current fiscal year ( 1987-88) , the only major source of funding is . a County service contract. The current funding from the County is restricted to salary payments and disability insurance. Where the additional funding for phones and other overhead expenses is coming from is unclear. 10. The District Attorney' s office has been given the respon- sibility by the Board of Supervisors to monitor the County service contracts with all three rape crisis centers in the County. The District Attorney' s office, however, receives no additional funds to pay for the estimated 300 hours of staff time that the District Attorney' s office states has been used each year in monitoring them. 11 . The County Service Contract states: Contractor' s performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the County, the State of California, and the United States Govern- ment. 12. The contract between the County and the ECRCU may be terminated by either party, upon thirty-day advance written notice, and may be canceled immediately by written mutual consent. 13. To date, the District Attorney' s office has monitored only the funds provided to the ECRCU by the County. The County has no knowledge of the total funding the ECRCU receives from other sources. 14 . The 1986-87 contract between the ECRCU and the County stip- ulates that benefits were to be paid to all salaried positions (Exhibit 4 ) . The employment status of the staff, however, was changed in January, 1986, from salaried employees to contract employees for whom no benefits had to be paid. 15. The County contract does not specify the qualifications of persons giving rape crisis intervention. The County pro- vides no guidelines with regard to the delivery of services, nor does the County validate the delivery of these services. -6- 16. While under state contract, rape crisis centers are obli- gated to comply with the service, personnel, and management requirements of the Office of Criminal Justice Planning as documented in its publication Service Standards for the Operations of Rape Crisis Centers. ECRCU Bylaws and Board of Directors: 17 . The bylaws call for eleven directors on the Board, with a quorum requirement of six. There are currently fourteen members on the Board of Directors; the attendance at Board meetings ranges from one to nine. 18. The bylaws do not provide for Board officers. Currently, the President is the only officer on the Board. 19. Although the Executive Director and the President of the Board state that Board subcommittees exist, no reference has been made in the minutes to their activities. 20. The Board of Directors has not established the goals or the management policies needed to guide the Executive Director and/or her staff. 21. The Board does not maintain an adequate record of actions taken at meetings. 22 . The Board schedules a one-hour meeting every other month; the meetings are often canceled and not rescheduled. Only two regular meetings were held in 1987, with an additional two special meetings to discuss personnel matters. Six regular meetings were held in 1986, although the minutes reflect that additional business was conducted by telephone. 23 . The ECRCU bylaws state no formal process for the selection of new Board members, no qualifications for a Board member other than a willingness to serve, and no tenure of Board service. One current Board member has been listed as serving consecutively for a period of ten years, but minutes indicate that he has attended only one Board meeting since 1985. Six individuals apparently became Board members in October, 1986, although there is no documentation of their election or appointment to the Board. 24. No formal training has been given to Board members regard- ing responsibilities and liabilities. -7- 25. As outlined in the personnel policy manual, the Board has the responsibility . for , conducting annual performance evaluations of the Executive Director. The Director states she has had only one such evaluation and that was in 1984. The Executive Director: 26. The Executive Director claims that she holds both BA (Administration of Justice) and MA (Clinical Psychology) degrees; she refused to tell the Grand Jury from which college( s) she has received these degrees. 27 . Before becoming the Executive Director of the ECRCU, she worked for different agencies of the criminal justice system in Contra Costa County and later for the ECRCU as a volunteer. 28 . Board members have told her that she needs to take some courses in administration and personnel management. She has not done so. 29 . She was unable to answer correctly several questions relating to the contents of the corporate bylaws or to name all the people on the Board of Directors, even those who regularly attend the meetings. 30. Witnesses have stated that the Executive Director takes criticism personally, reacts to criticism with anger, cannot separate criticism of the program from criticism of herself, and is vindictive and apt to threaten those who criticize her. 31. One witness stated that two former employees (who have been described as "strong counselors" ) were fired because they. questioned the validity of the performance statistics being reported to funding sources. One of these "strong counsel- ors" , who according to the Executive Director was fired for incompetence, had worked at the ECRCU for eight years. ECRCU Office Management and Personnel: 32 . The ECRCU has two checking accounts at a commercial bank into which all monies are deposited. The reason given for maintaining two accounts is to protect salaries if a lien is placed on one account. 33 . Approximately 270 checks were written on these two accounts during the period July, 1986, through September, 1987; of the 228 checks reviewed at least eighteen checks were missing from the check-numbering sequences. -8- 34. Although the ECRCU bylaws require that two signatures appear on each check, the ECRCU issues most checks with only one signature. 35. Of the checks reviewed, most were signed only by the Book- keeper. The Bookkeeper alone signed over half of her own payroll checks. This lack of "segregation of accounting duties" was criticized by Touche Ross in its audit of September, 1986. 36. Payroll checks were issued at the middle and end of each month. For the most part, the Bookkeeper wrote all payroll checks for a given month at one time during the middle of the month, with no regard to employee time sheets, and postdated those checks that were to be issued at the end of the month. On several occasions, the Bookkeeper was paid for her monthly services before they had been performed. 37 . Checks for $600 each were written to the Executive Director, Bookkeeper, and Secretary for 1986-87 "travel reimbursement" on September 9, 1986. This action was in response to a memorandum by the Executive Director to the Bookkeeper, dated May 23 , 1986, which stated that the Board of Directors had authorized the payment " . . .in lieu of pay increases for the last two years. Also as repayment for travel done by you and that you never claimed. . . " Although this payment had allegedly been authorized by the Board of Directors, no record of the authorization can be found in the minutes of the ECRCU bimonthly meetings. 38 . Most of 42 time sheets reviewed had no signatures by either the employee or the immediate supervisor. This practice is not in keeping with the policy of the District Attorney' s office dating from 1982 (Exhibit 5) . 39. The ECRCU did not remit payroll taxes to the Internal Revenue Service or the State Employment Development Depart- ment for the period of July 1, 1984, through June 30, 1985 (approximate sum $10, 921) . Although the Executive Director stated that she had signed the proper forms, the former Bookkeeper failed to pay the tax liabilities. All liabilities to the Employment Development Department were finally paid in October, 1985 . Arrangements were then made with the Internal Revenue Service to pay the debt with interest, but no penalties, in monthly installments. Despite Grand Jury requests, documents substantiating the pay-back arrangements were not provided. 40. No inventory records are maintained for office equipment that is either purchased or donated to the ECRCU. 41 . Conflicting statements have been made concerning who, if anyone, is paying rent for the current quarters of the -9- ECRCU. No records of a rental agreement or payments have been made available to - the Grand Jury despite several requests. 42 . Despite warnings from the District Attorney' s office dating back to at least 1982, monthly and quarterly financial reports are often late and frequently inaccurate and un- supported (Exhibits 5 and 6) . 43 . Monthly financial statements for receipts and disbursements are not prepared. Nonfinancial statements are presented to the Board of Directors for their review and approval. 44 . The ECRCU was unable to supply a general ledger to the Grand Jury for their inspection. Allegedly, it had been lost in the computer, and no hard-copy backup exists. 45 . Many contributions and donations to the ECRCU in the form of money and in-kind services from the Director, employees, and private sources are not recorded. 46 . Effective January, 1986, the status of all paid staff members, with the exception of the Executive Director, was changed from employees to private contractors. This concept was initiated by the Bookkeeper as a money-saving practice, because the ECRCU would not have to pay FICA or other benefits for contractors. Board minutes have no record of the change being approved by the Board of Directors or whether the changes were in compliance with state tax laws. The Executive Director stated that she went on contractor status in July, 1987 , but that she had not signed a contract as of January 7, 1988 . 47. The individual employee contracts reviewed by the Grand Jury were incomplete in that they did not include attachments which described the services the contractor agrees to provide, the standards that differentiate between an employee and a contractor, and the payment demand. 48 . Office files are scattered between the current office and employees' homes. Blank checks are kept in the Book- keeper' s bedroom instead of a secure location at the ECRCU. -10- ANALYSIS AND CONCLUSIONS Based on its analysis of the facts, the 1987-88 Contra Costa County Grand Jury concludes that: 1 . The ECRCU Board of Directors is ineffective, poorly organ- ized, and unaware of its responsibility as a board. Without officers and/or standing committees, the Board cannot possibly fulfill its obligations to either the community or the ECRCU staff and volunteers, particularly if it only meets about one hour every other month. 2 . A board of directors cannot function without rules and procedures. The ECRCU Board, by not complying with their own bylaws and failing to establish policies, has proven unable to govern, advise, or define and implement the goals and objectives of the ECRCU. 3 . A board of directors cannot be effective without a constant renewal of qualified members. The Board of the ECRCU would be more productive if members who do not contribute or attend meetings were replaced. 4 . The current corporate structure and staffing of the ECRCU is not adequate to provide the services for which they are now funded. Both the Board of the ECRCU and the Board of Supervisors are unrealistic in expecting that the services listed in the contract, plus the staffing of an office five days a week, can be fulfilled by the current contractors and the ECRCU volunteer corps. 5. The Executive Director does not understand how to manage a nonprofit corporation, is unwilling to acquire these skills, and does not make full use of the Board. In addition, she disregards the sound bookkeeping advice pro- vided in auditor reports and ignores the demands made by the District Attorney' s office for documentation supporting expenditures. 6. The ECRCU does not conform to generally accepted accounting procedures. Because of this, there is no internal control of funds and disbursements. For example, the failure to remit payroll taxes would have been discovered at the onset had the requirement of having two signatures on all checks been a common practice. Since the Executive Director signed the forms to both the Internal Revenue Service and the State Employment Development Department, she should have become curious if she had not signed the payments check as well. As has been documented, however, most of the checks written at the ECRCU were commonly signed by the Bookkeeper alone, including her own payroll check. -11- 7 . The County must have full access to all of an organiza- tion' s fiscal materials. Because in many cases County funds are. restricted to specific uses, the County must have full disclosure of other funding sources to determine if the organization can truly meet its service contract. The County, which is providing the ECRCU with funding restricted to salaries and insurance only, cannot expect the ECRCU to meet its contract commitments to the County, unless the County has proof that the ECRCU has funding from other sources to pay for such overhead items as phones, energy, rent, and insurance. 8 . No organization can be audited properly unless the checks, payroll time sheets, and other bookkeeping material from all of the organization' s funding sources are made avail- able to the examining agency. For example, although the 18 missing checks could have been truly missing or have represented voided checks that were not saved, they may not have been given to the District Attorney' s office simply because they were written on noncounty funds. Since neither of the ECRCU' s two checking accounts were desig- nated for a particular funding source, personnel from the District Attorney' s office should have been given all checks written on the two accounts, along with payroll time sheets and other supporting documents, so that a complete, unbiased determination of proper spending of County funds could have been made. 9. No county department can be expected to adequately administer a contract unless funding has been provided for a responsible contract-monitoring program. Such a practice on the part of the County is no different than that often- complained-about practice of the State' s mandating programs to the County without funding. 10 . The District Attorney' s office has not taken effective action to correct the discrepancies they have found in the operation of the ECRCU. RECOMMENDATIONS The 1987-88 Contra Costa County Grand Jury recommends that: 1 . The County immediately terminate the existing contract with the ECRCU and select a qualified organization to provide these services. 2. The District Attorney' s office establish adequate procedures to monitor the finances of the other rape crisis centers the County has placed in that office' s budget. -12- 3 . The Board of Supervisors allocate a portion of rape crisis contract funding to the District Attorney' s office to cover the costs of monitoring the contracts. 4 . Standard service contracts with rape crisis ! centers be modified to explicitly require that the County have access', on demand, to all of the centers ' financial records regard- less of funding source. 5 . The County require that the rape crisis centers receiving County funding meet the same standards as those described in the State' s Office of Criminal Justice Planning document for rape crisis centers. 6. The County develop a program for monitoring the performance and quality of service provided by rape crisis centers throughout the County. 7 . The County explore the option of contracting all rape crisis services through one agency for the purpose of improved accountability, administration, and service delivery. COMMENTS The 1987-88 Contra Costa County Grand Jury recognizes that rape crisis intervention continues to be a much-needed service throughout the County. These services, however, can only be provided by an organization that is not only staffed by dedicated people but has the true support, guidance, and wisdom of a quali- fied board of directors. When a board is ignorant of its responsibilities, the opportunity for civil and criminal violations increases, as does the trauma to people who have already suffered too much. The Contra Costa County Grand Jury commends the executive directors of the Rape Crisis Center of West Contra Costa and the Rape Crisis Center of Central Contra Costa for their openness and ability to supply any bookkeeping materials that were requested. It is unfortunate, indeed, that the same "open book" attitude does not exist at the East County Rape Crisis Unit. East County Rape Crisis Unit Committee -13- Exibit 1 . 1987-88 Service Plan for the East County Rape Crisis Center (page 1 of 3) . SERVICE PLAN EAST COUNTY RAPE CRISIS UNIT Number C3094400 A. The Contractor agrees to provide the services and deliver the products below. A. Services: Major tasks of the Contractor will include but are not limited to the following: 1) Providing 24 hour crisis services to all known victims and friends/family of sexual assault victims in East Contra Costa County. 2) Providing direct victim assistance services to 500 victims of sexual assault in East Contra Costa County. 3) Providing advocacy and acccmpaniment services during the prosecution process to 150 victims of sexual assault or abuse in East Contra Costa County. 4) Establishing and maintaining liaison relationships with East Contra Costa public and community service agencies who deal directly with victims of sexual assault: a) by increasing the network and referral services with the Contra Costa County Victim/Witness Program; b) by networking with the Prosecutorial Sexual Assault Unit in the County District Attorney's Office, and other interested law enforcement agencies; c) by increasing cooperation with other agencies in East Contra Costa County; d) by increasing coordination with minority organizations and institutions in East Contra Costa County. 5) Providing in-person follow-up counseling services to 210 persons affected by sP-cual assault (victims, family members and friends) in East Contra Costa County. 6) Providing 25 training sessions to East Contra Costa County public and community service agencies who deal directly with victims of sexual assault. 7) Recruiting and maintaining a pool of 30 volunteers to provide services to sexual assault victims in East Contra Costa County. 8) Providing 20 community education and prevention programs on sexual abuse and continue to make T.V. progr,--ims geared to reach over 4,000 persons countywide. -14- Exhibit 1 . (page 2 of 3) -ual 9) Collecting data and statistically documenting the 'incidence of sax assault in East Contra Costa County. B) Products: The Products provided by the Contractor shall include, but are not limited to the reports as described below: 1) Monthly Reports: The Contractor shall submit a monthly report of expenditures on the form to be provided by the Office of the District Attorney which is to be supported by personnel time sheets and copies of bills or invoices, as appropriate. This report shall be due in the Office of the District Attorney by the 25th of the m. nth following the month being reported. For each disbursement of funds a copy of the cancelled check or signed receipt shall be attached to document of transaction. Each document must indicate the purpose of payment. SERVICE PLAN EAST COUNTY RAPE CRISIS UNIT 2) Quarterly Reports: The Contractor shall submit quarterly reports of center activities as described below: a) Report No. 1 - To be submitted by October 31, 1987. This report shall cover the period July 2, 1987 to September 30, 1987 and shall contain an narrative discussion of the level and extent of services delivered during the period supported by statistical data, wherever appropriate. The format for the report shall be either in accordance with that required by the Office of Criminal Justice Planning, State of California quarterly report or in accordance with pages 7-50 of the Final Evaluation Report of the Rape Victim Assistance Project 1979-1980, Office of the District Attorney, Contra Costa County, suknitted by: Sherry L. Caraballo, Evaluation Consultant of June 1980. The report shall also contain a discussion of any unusual problems that were encountered during the reporting period. b) Report No. 2 - To be submitted by January 31, 1988. This report shall cover the period Oct. 1, 1987 to December 31, 1987 and shall contain an narrative discussion of the level and extent of services delivered during the period supported by statistical data, wherever appropriate. The format for the report shall be either in accordance with that required by the Office of Criminal Justice Planning, State of California quarterly report or in accordance with pages 7-50 of the Final Evaluation Report of the Rape Victim Assistance Project 1979-1980, Office of the District Attorney, Contra Costa County, suhmitted by: Sherry L. Caraballo, Evaluation Consultant of June 1980. The report shall also contain a discussion of any unusual problems that were encountered during the reporting period. c) Report No. 3 - To be submitted by April 30, 1988. This report shall cover the period January 1, 1988 to March 31, 1988 and shall be prepared in accordance with the instructions described for Report No. 1 above. In addition, the report shall also -15- Exhibit 1 . (page 3 of 3) describe measures being taken by the Contractor to obtain other sources of funding for the organization for the upcoming fiscal year. d) Report No. 4 - To be submitted by July 31, 1988. This report shall cover the period April 1, 1988 to June 30, 1988 and shall be prepared in accordance with the instructions described for Report No. 1 above. In addition, this report shall contain cumulative statistical data of all activities being reported on for the entire fiscal year. SPECIAL CONDITIONS 1. Funding Limit_AdjustTment: In the event of a funding reduction or spending limitation in Countv General funds inposed on the District Attorney's Budget Unit #0242 by the Board of Supervisors, the payment limit of this contract may be adjusted downward immediately at the discretion of the District Attorney. Notice of any such action will be given to the Contractor in writing. In the event the Board of Supervisors does not include funds in the District Attorney's final FY 1987-1988 budget for the East County Rape Crisis Unit, this contract will be terminated without notice. 2. Budget Line Item Limitation: The Contractor may not make expenditures which exceed the amount shown for each budget line item by more than five percent (5%) without the prior approval of the District Attorney. Any spending which exceeds the amount shown for a budget line item must be compensated for by an equal reduction in spending for other budget line items. The District Attorney is authorized to make adjustments to the Contractor's budget, provided that no such adjustment shall obligate the County to make any expenditure in excess of the Payment Limit expressed herein. -16- Exhibit 2 . 1987-88 Budget for the East Budget for the East County Rape Crisis Unit. EXHIBIT A BUDGET EAST COUNTY RAPE CRISIS UNIT PERSONAL SERVICES - SALARIES COST Executive Director $24,000 Full-time @ $2,000 per month x 12 months Community Educator 4,000 30 hours per week @ $900 per month x 12 months Legal Liason/Court Advocate 11,400 - 35 hours per week @ $950 per month x 12 months Secretary 7,200 20 hours per month @ $600 per month x 12 months Book}:eeper 2,400 10 hours per month @ $200 per month x 12 months Total Salaries $491000.00 PF'RSONAI, SERVICES - BENEFITS State Disability Insurance 89 Total Benefits W_g99 .:> Total Personal Services $49,899 RM- SED 6/3/87 -17 Exhibit 3 . 1986-87 Service Plan for the East County Pape Crisis Unit (page 1 of 3) . SERVICE PLAN FAST COUNTY RAPE CRISIS UNIT NLrber C3094400 A. The Contractor agrees to provide the services and deliver the products below. A. Sex-vices: Major tasks of the Contractor will include but are not limited �th�efollcwing: 1) Providing 24 hour crisis services to all known victims and friends/family of sexual assault victim. in East Contra Costa County. 2) Providing direct victim assistance services to 420 victim of sexual assault in East Contra Costa County. 3) Providing advocacy and acccopanim- nt services during the prosecution process to 165 victims of sexual assault or abuse in East Contra Costa County. 4) Establishing and maintaining liaison relationships with East Contra Costa public and c=rTanity service agencies who deal directly with victims of sexual assault: a) by increasing the network and referral services with the Contra Costa County Victim/Witness Program; b) by networking with the Prosecutorial Sexual Assault Unit in the County District Attorney's Office, and other interested law enforcement agencies; c) by increasing cooperation with other agencies in East Contra Costa County; d) by increasing coordination with minority organizations and institutions in East Contra Costa County. 5) Providing in-person follow-up counseling services to 210 persons affected by sexual assault (victims, family members and friends) in East Contra Costa County. 6) Providing 22 training sessions to East Contra Costa County public and cow unity service agencies who deal directly with victim of sexual assault. 7) Recruiting and maintaining a pool of 25 volunteers to provide services to sexual assault victims in East Contra Costa County. 8) Providing 22 ccmmmity education and prevention programs to 1040 persons in East Contra Costa County. 9) Providing 12 education presentations to East County Junior High School . . l - ram 1 Exhibit 3 . -("page 2 of 3 ) students and providing 18 education presentations to East County High School students. 10) Collecting data and statistically documenting the incidence of sexual assault in East Contra Costa County. B) Products: The Products provided by the Contractor shall include, but are not limited to the reports as described below: , 1) Monthly Reports: The Contractor shall submit a monthly report of ,, ,expenditures on the form to be provided by the Office )T tfie District Attorney which is to be supported by personnel time sheets and copies of bills or invoices, as appropriate. This report shall be due in the Office of the District Attorney by the 25th of the month following the month being reported. For each disbursement of funds a copy of the cancelled check or signed receipt shall be attached to document of transaction. Each document must indicate the purpose of payment. SERVICE PLAN EAST COUNTY RAPE CRISIS UNIT 2) Quarterly Revorts: The Contractor shall submit quarterly reports of `. center activities as described below: a) Report No. 1 - To be submitted by October 31, 1986. This report shall cover the period July 2, 1986 to September 30, 1986 and shall contain an narrative discussion of the -level and extent of services delivered during the period supported by statistical data, wherever appropriate. The format for the report shall be either in accordance with that required by the Office of Criminal Justice Planning, State of California quarterly report or in accordance with pages 7-50 of the Final Evaluation Report of the Rape Victin Assistance Project 1979-1980, Office of the District Attorney, Contra Costa County, submitted by: Sherry L. Caraballo, Evaluation Consultant of June 1980. The report shall also contain a discussion of any unusual problems that were encountered during the reporting period. b) Report No. 2 - To be submitted by January 31, 1987. This report shall cover the period Oct. 1, 1986 to December 31, 1986 and shall contain an narrative discussion of the level and extent of services delivered during the period supported by statistical data, wherever appropriate. The format for the report shall be either in accordance with that required by the Office of Criminal Justice Planning, State of California quarterly report or in accordance with pages 7-50 of the Final Evaluation Report of the Rape Victim Assistance Project 1979-1980, Office of the District Attorney, Contra Costa County, submitted by: Sherry L. Caraballo, Evaluation Consultant of June 1980. The report shall also contain a discussion.of any unusual problems that were `'encountered during the reporting period. c) Report No. 3 - Tb be submitted by April 30, 1987. This report shall cover the period January 1, 1987 to March 31, 1987 and shall be prepared in accordance with the instructions described -19- Exhibit 3 . (page 3 of 3 ) for Report No. 1 above. In addition, the report shall also describe measures being taken by the Contractor to obtain other sources of funding for the organization for the upcoming fiscal year. d) Report No. 4 - To be submitted by July 31, 1987. This report shall cover the period April 1, 1987 to June 30, 1987 and shall be prepared in accordance with the instructions described for Report No. 1 above. In addition, this report shall contain cumulative statistical data of all activities being reported on for the entire fiscal year. SPECIAL CONDITIONS 1. Funding Limit Adjustment: In the event of a funding reduction or spending limitation in County General funds imposed on the District Attorney's Budget Unit #0242 by the Board of Supervisors, the payment limit of this contract may be adjusted downward immediately at the discretion of the District Attorney. Notice of any such action will be given to the Contractor in writing. In the event the Board of Supervisors does not include funds in the District Attorney's final FY 1986-1987 budget for the East County Rape Crisis Unit, this contract will be terminated without notice. 2. BudcTet Line Item Limitation: The Contractor may not make expenditures which exceed the amount shown for each budget line item by more than five percent (5%) without the prior approval of the District Attorney. Any spending which exceeds the amount shown for a budget line item must be campensated for by an equal reduction in spending for other budget line items. The District Attorney is authorized to make adjustments to the Contractor's budget, provided that no such adjustment shall obligate the County to make any expenditure in excess of the Payment Limit expressed herein. -20-- Exhibit 4. 1986-87 Budget for the East County EXHIBIT A Rape Crisis Unit . BUDGET EAST COUNTY RAPE CRISIS UNIT PERSONAL SERVICES - SALARIES COST Executive Director Full-time @$2,000 per month x 12 months $24,000.00 Community Educator 30 hours per week @$900.00 per month x 12 months = 10,800.00 Total Salaries $34,800.00 PERSONAL SERVICES - BENEFITS Social Security Director @$24 ,000 per year x .0715 = $ 1 ,716.00 Community Educator @$10,800 per year x .0715 = 772.00 Secretary @$7 ,200 per year x .0715 = 515.00 Bookkeeper @$2,400 per year x .0715 = 172.00 State Disability and Unemployment Insurance 900.00 Total Benefits $ 4,075.00 SERVICES b SUPPLIES Consultant Services: Secretary 20 hours per week @$600 per month x 12 months = $ 7,200.00 Bookkeeper 10 hours per month @$200.00 per month x 12 months = 2,400.00 Hotline Operator @$40 per holiday x 11 holidays = 440.00 Telephone Service @$25 per month x 12 months = 300.00 Printing - fold-outs b booklets for community 100.00 education programs Miscellaneous Expense - Reimbursement to staff for cost of items 130.00 such as batteries, telephone calls, out of pocket expenses, victim expenses Total Services b Supplies $10,570.00 Total Budget $49,445.00 -21- LIZIL W,LLIAM A. ONALLEY OFFICE OF district Attorney 'E Y t DISTRICT ATTORN CONTRA COSTA COUNTY November 10.9 1982 • To: V icto)Lia PoiteA, &4ectot, East (b'unty Rape Otisis Unit Gtotia Sandovat Suttivan, DiAectot,, Rape OL s6is' Center o west (DntAa (bsta KatJie&ine WiZ6on, DAectot, kpeOU,6iz Setvicu o (entAat* (ontAa (D.sta From: WiUiam � O'MaUey, DiztAict Attorney oe By: John N. GvListotos, AdminiztAative Smicm 066ice"L Subject: rontAact Aimini.6tution and FinanciaZ ContAoa - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - In Aeviewing the monthty 4epottz os expenditures submitted by your organizations thtough the month o6 September .1982, 7 have noted a number of inatteu that need to be b,%ought to youA attention immedtatety. They au Listed betow. I. Financiat expenditures are to be AepoAted on a monthty basis, by utitizing puptinted 6o4m p)Lovided' by this ojjice. -kpoAts aAe to be submitted to this o6jice by the 25th o6 themonth6oZZowing the month being iLepolted on; e.g. %epo4t joiL the month o6 SeptembeA IM was to be submitted by the 25th o6 OctobeA. 2. ti expenditures tepoAted on the monthty tepott aAe to be zuppoAted by attached copiez o biUu, Aeceipts, cancetted checks, time sheets, etc. which are to be marked to %e6lect the category o6 expendituAe being tepnted; e.g. undet Expenses, the 6i&6t expenditure tisted is : A. Uiteage, att Requests 6oA miteage %eimbwL6ement which aAe attached to the rontlity upont shoutd be maAked with an "A" on the towe4 kight side o6 the document sub- stantiating the expendituAe. 3. . -The Diucto,% o6 the Pape 0ciziz CtnteA zhouZd not make payments Solt 6eAvice,6 ot %equests , 6o,% %eimbumement to heuet6- The P,%e,6ident, ' LhaiAman, T4e"u,%eA oA othet designated membet of the, Community Board .6houtd be the authotized peuon who signs checks Jot this pvApose. This is an accepted accounting p-tactice in the management o6 pubtic and p4ivate 6und6. At6o, the WAecto4 should not be %e.Zmbw(zed joa any petsonat zetvice4, otheA than those in het capacity as the DOtectot of the c4ganization. 4. Atime sheet must be pkepoAed jo,% each employee o6 the o,%ganization who is occupying a position inctuded within the budget. This time sheet shoutd te- 6Zect the numbeA o6 howLs worked duAing the month 04 which the empZoyee iz being paid and as authotized by the budget. The joW 'Im must be signed '-y the emptoyee conceued and the empZoyee .6 immediate supeAvizou. The time sheet 604 the Diuctot o6 the o&ganization zhoutd be signed by the same pet6on on the (ommunity Board who is authotized to sign checks which 0Ac made pay"-b4pe to the Vitectot im pe&6onat .6eAvices and %eimbwL6ement purposes, 5 No expendituta can be ctaimed untez.6 they aAe inctuded within your app4oved badget. you may not exceed youA budget totat 6ot any categmy without ptio)t wkitten apptovat &%om this o6jice. -22- Exhibit 5 (concluc"j) . 6. CQa,imJ, in te.cmbuuemen.t bon pensonat expense .shoued no.tmaRti be. Limited .to miteage and out o6 pocket expenses. Expendi to-les bon .Eunclte s and o-then items v6 600d o•t dn,i.nk ane not nonma.eeu neimbunseabte. .7. Reimbwwmen-t bon votun.tee.n expenses should be Umi-ted .to cen.tain ac.tuae and pensona,E expenses such as mieeage and out o6 pocket expenses 6o.1 .tcee- phone cattz, packing me.tets. , etc. Vetun.teens mau net be nei►buucd 6o.t child cane expenses, mieeage 64om votun-teen's ne.eidenee to ,the Rape (t.i.siz (en-ten and bon the cost o6 meats white pen6onming votunteet senvicez. . S. No payments bon pensonat senvices ane au.thon,i.zed uneess -thea ane_ .included wit/Lin .the pcuonat senvi.ces pat.t o6 .the budget. —23— Lhlll U.L L V Gary T. Yancey ,.,.,0f4fl%.,e of District Atto, . ley Contra District Attorney Court House, Fourth Floor Costa P.O. 8qx 670 Martinez,California 94553 County (415) 372.4500 September 11, 1987 Vikki Porter, Executive Director East County Rape Crisis Service P. 0. Box 1396 Pittsburg, CA 94565 Dear Vikki: This is a follow-up to our meeting of September 11, 1987. As I Informed you during our meeting it will be necessary to reduce your FY 1987-1988 budget by $562 which represents the disallowed expenditures for telephone services in FY 1986-1987. You must have prior approval to shift funds from salary categories to services & supplies categories and vice versa. Your contract will be revised to reflect this change. In the future, all checks issued to—' you from county funds must be signed by a designated member of your Community Board. In no case should your bookkeeper be the authorized signature on checks issued to you. It is perfectly proper for the bookkeeper to issue checks to .,other members of the staff and to vendors for services received. It is essential that the expenditures listed on your monthly report be substanti- ated by a copy of a cancelled check, receipt or bill. If any item is not in agreement, please explain the reason for the disagreement in the remarks section of the monthly report. I want to caution you on the importance of accurate financial reporting. This office implemented a program many years ago of providing your organization with monthly advance payments with an understanding that we would receive a financial report each month that properly reflected the expenditures that took place. If we cannot rely upon your organization to provide us with accurate and timely financial reporting information, we may have to consider a different approach such as having your organization submit the monthly expenditure report for review before the next monthly payment is made. I believe that it is also important to remind you that failure to carryout the provisions of your contract satisfactorily could result in having your contract terminated. -24- ` .'Exhibit 6 (conclu___d) . d We must also be kept informed of any changes in your overall budget plans that impact on your contract budget with the county. I want to thank you and your bookkeeper for meeting with me in a timely manner to resolve the issues discussed herein. Very truly yours, GARY T. YAN EY jAdm'nistrative ict torney is 1 s ct Attorney Chief Of Services -25-