City of Culver City, California
Agenda Item Report
Meeting Date: 6/28/2010 Item Number: C-6
CITY COUNCIL AGENDA ITEM: Approval of a Professional Services Agreement
with St. Joseph’s Center to Perform Case Management, Needs Assessment, Job
Development Services and Supportive Service Referrals for the Family Self
Sufficiency Program.
Contact Person/Dept.: Tevis Barnes,
Mona Kennedy
Community Development
Department/Housing Division
Phone Number: (310) 253-5782
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification:
(E-Mail) Meetings and Agendas – City Council (06/23/10)
St. Joseph’s Center June 23,2010
Department Approval:
Sol Blumenfeld: (06/16/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/22/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller)(06/23/10)
City Manager Approval:
P. Lamont Ewell (06/23/10)
RECOMMENDATION:
Staff recommends the City Council:
Approve a professional services agreement with St. Joseph’s Center (SJC) to
perform case management, needs assessment, job development services and
supportive service referrals for the Family Self Sufficiency (FSS) Program in an
amount not to exceed $65,558 for Fiscal Year 2010/2011.
BACKGROUND:
Family Self Sufficiency
The Cranston-Gonzales National Affordable Housing Act of 1990 (Act), Section 554
enacted the Family Self Sufficiency (FSS) Program which is implemented by the
U.S. Department of Housing and Urban Development (HUD). The Act sets forth a
new direction for public housing agencies/authorities (PHA) across the country.
FSS is a voluntary program designed to enable families receiving Section 8 rental
assistance to become economically independent from all forms of public assistance
within a five year time frame. FSS participants are allowed to extend their contract
for two additional years if it is necessary to help them achieve educational and/or
employment goals. Using housing as a stabilizing force, FSS connects families to City of Culver City, California
Agenda Item Report
needed supportive services, such as educational and vocational training,
transportation and childcare and other identified support services to enable the
participants to focus on activities and experiences that enhance the participant’s
ability to succeed in the workplace.
Additionally, FSS carries a financial incentive in the form of the establishment of an
escrow account which the family receives upon their graduation from the program.
Through the use of Federal Section 8 funds, this escrow account functions like a
“forced savings account” and is generated based upon an increase in earned
income. Once the FSS participant experiences an increase in earned income,
CCHA is required to credit to an escrow account a portion of the increase of rent that
would otherwise result from increases in earned income. These escrow accounts
have totaled over $114,746.00 with some being as high as $27,780.40. The Culver
City Housing Agency (CCHA) has committed to assisting 25 households. There are
currently 20 households enrolled in the FSS Program.
Since the Program was implemented in 1999, CCHA has witnessed many
successes. A total of 45 households have participated in the Program and, of this
number, 14 have graduated and completed their FSS Contract of Participation
(COP). Some of these households secured better employment and received
degrees. Additionally, 34 households have generated escrow accounts, which is an
indication of an increase in earned income.
DISCUSSION:
Since January, 2008, Saint Joseph’s Center (SJC) has functioned as the FSS
Coordinator for CCHA’s FSS Program. To continue to assist our FSS Program
participants, CCHA with the City Council’s approval is seeking to enter into a
professional services agreement with SJC to continue to provide services to FSS
Program participants through the 2010/2011 fiscal year.
The FSS Program Coordinator will be responsible for the following
activities/services:
• Conducting intake interviews.
• Assessing the skills, abilities, needs, and resources of families.
• Identifying realistic goals and developing tasks and milestones to accomplish
goals.
• Monitoring and documenting the family’s progress to goals in the client’s
contract.
• Coordinating/conducting recruitment of FSS participants.
• Organizing economic-enrichment seminars such as preparing for
homeownership, consumer credit counseling, and job interview skills.
• Conducting a survey to determine the program success.
• Recruiting new participants to the FSS Program.
City of Culver City, California
Agenda Item Report
PROPOSALS:
It is industry practice for most PHA’s that administer the FSS Program to hire either
internal staff, contract employees, or non-profit agencies. In our efforts to fill the FSS
Coordinator position in 2008/2009, CCHA solicited over three organizations and
individuals who had the background, experience, and technical knowledge to assist
with the FSS Program. A fourth non-profit agency was also contacted but they did
not provide the necessary support services. Additionally, CCHA announced
recruitment of a FSS Coordinator at the quarterly FSS Coordinator Meeting where
over 20 agencies attend and distributed a mass email to all Housing Authority
Management Association (HAMA) participants. HAMA has over 45 members. All
three candidates offered to provide these services at the same cost. Upon review of
the proposals/resumes, City Council approved a professional services agreement
with SJC for case management, counseling, career development, and support
service referrals for 25 Culver City FSS participants. In Fiscal Year 2009/2010, the
City continued with SJC’s services for the FSS Program. In the past two fiscal years
there have been housing set aside funds used for the Housing Locator component
but this year the contract will just be with the City for the FSS Coordinator.
CCHA has found SJC to be the most qualified candidate based on their prior history
with the City in providing homeless outreach services in addition to their work with
the City of Santa Monica FSS Program. In an effort to prevent disruption of services
and to continue relationships established with the FSS participants, it is
recommended that the City continue to utilize SJC’s services.
FISCAL ANALYSIS:
The proposed FSS Coordinator contract is not to exceed $65,558 for Fiscal Year
2010/2011. The CCHA has been successful over the last five years applying for
and receiving grant funding from HUD for the administration of the FSS program.
For Fiscal Year 2008/2009, the CCHA was awarded $64,266.00. The CCHA is
pleased to announce that it received notification on April 1, 2010 that $65,558 will be
received from HUD to support the FSS Coordinator position. Funds for this position
are budgeted from HUD Section 8 funds (42654100.618120).
ATTACHMENTS:
1. St. Joseph’s Center FSS Coordinator Proposal
2. HUD Award Letter
MOTION:
That the City Council: City of Culver City, California
Agenda Item Report
1) Approve a professional services agreement with St. Joseph’s Center to serve as
the FSS Program Coordinator to perform case management, needs assessment,
job development services and supportive service referrals for the Family Self-
Sufficiency (FSS) participants in an amount not to exceed $65,558 for Fiscal
Year 2010/2011; and
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: June 28, 2010
.
AGENDA ITEM: Renew the Contract with St. Joseph’s Center to Perform
Case Management, Needs Assessment, Job Development
Services and Supportive Service Referrals for the Family
Self Sufficiency (FSS) Program.
ATTACHMENTS
Pages
1. St. Joseph’s Center Proposal 1-10
2. HUD Award Letter 11
PROPOSAL TO PROVIDE SERVICES
FOR THE
Culver City Family Self-Sufficiency Program
2010-2011
SUMMARY:
St. Joseph Center proposes to provide case management and employment services to 25 families
residing in Section 8 housing in the city of Culver City who are enrolled in the Family Self
Sufficiency Program. Using Happy Software as well as other modes of documentation, St.
Joseph Center staff will provide the Culver City Housing Department with all required
demographic information, service provision data and outcome data relative to the families being
served.
AGENCY QUALIFICATIONS:
St. Joseph Center has been providing services to low-income families for more than 30 years and
in May 2008 began providing Family Self Sufficiency to the City of Culver City.
In addition to FSS, our Family Service and Food Pantry offer a full range of programs including
crisis intervention, case management, parenting education, family recreation and youth
programs. In addition, St. Joseph Center also provides job training and placement in its Culinary
Training Program offering 10 weeks of training, including a 4 week internship. Over 75% of
these program participants are placed in jobs within 3 months of graduation. In June 2008, we
moved into our new Program and Administrative offices in Venice that provided new upgraded
facilities for these programs.
St. Joseph Center has been providing case management to families applying for and/or residing
in Section 8 housing for over 15 years. In the early 90’s, St. Joseph Center was one of the first
agencies chosen by the Housing Authority of the City of Los Angeles to administer homeless
Section 8 vouchers. In 1996, St. Joseph Center was awarded a Shelter Plus Care contract by the
Department of Housing and Urban Development and was subsequently awarded two additional
Section 8 contracts. The Santa Monica Housing Authority awarded St. Joseph Center a Shelter
Plus Care contract in 1997. All of these activities require eligibility screening, housing location
services and ongoing case management. We currently serve 90 families through Shelter Plus
ATTACHMENT 1
1Care and were recently awarded an additional 35 S+C units from HACLA/HUD. We were also
recently awarded allotment of Homeless Section 8 vouchers by HACLA.
In 1998, the city of Santa Monica awarded St. Joseph Center a contract to provide Family Self-
Sufficiency case management to 130 Santa Monica residents living in Section 8 housing.
Through this contract, we have provided case management, advocacy and referrals. Our case
managers assist families to develop Individual Training and Service Plans (ITSP) that clearly
identify barriers to stability and self-sufficiency and determine specific action steps to address
these barriers. Most commonly, these barriers include family stability (mental health, substance
abuse, domestic violence) lack of education or vocational skills and/or a lack of resources such
as transportation or childcare. Our case managers have also helped families to acquire the skills
needed for independent living such as housekeeping, nutrition and food preparation, budgeting
and money management, understanding rights and responsibilities of tenancy and healthy
relationships with neighbors and other community members. Our case managers have also
provided families with the advocacy required to link them to the treatment and services required
to address these barriers. Additionally, these families have had access to non-city funded services
including our Food Pantry, our job training program, child-care programs and youth activities.
Since the program’s inception, more than 50 families enrolled in the Santa Monica FSS program
have achieved self-sufficiency; ending any reliance on government benefits or subsidies.
SCOPE OF WORK
St. Joseph Center will provide participants in Culver City’s Family Self-Sufficiency Program
(FSS) with specific services structured around the goal of stability and self-sufficiency. SJC will
assist with employment search assistance, training referrals and provide access to transportation,
child care and other resources. St. Joseph Center will provide FSS case management to 25
families.
Specific services will include:
Increased Outreach Efforts: In order to increase program enrollment and maintain the proper
level of program participants, the FSS case manager and FSS managing staff will increase
outreach efforts by: (1) sending out 4 targeted mailings to all Section 8 recipients in Culver City;
(2) hosting a social/informational event at a local Culver City restaurant to explain the FSS
program in a casual, festive atmosphere; (3) offering gift/incentives to potential clients who
make and keep a personal interview with the FSS program staff.
FSS Screening and Intake: St. Joseph Center’s FSS case manager will assist the city of Culver
City with the presentation of information and recruitment sessions to introduce families to the
FSS program. The FSS case manager will also conduct an intake interview with referred
families and complete a needs evaluation. Based on this evaluation, the FSS case manager, in
conjunction with the family, will develop an Individual Treatment and Service Plan (ITSP)
ATTACHMENT 1
2identifying barriers to self-sufficiency. Action plans derived out of the ITSP will be the basis of
ongoing case management.
Case Management: The FSS case manager will meet with participants at least once per month,
in person or by telephone, to monitor progress. The case manager will conduct a face-to-face
meeting with the participant at least once every 90 days. During case management sessions, the
case manager and participant will review progress, revise the plan if appropriate and identify
new community resources to support the ITSP. On at least an annual basis, the FSS case manager
will conduct a visit to the participant’s home.
Resources and Referral: On an ongoing basis, the case manager will identify community
resources necessary to support the participant’s individual plan. Examples of such resources
include medical, mental health and substance abuse treatment, legal services, education and job
training, youth programs, child care, parent education and consumer credit counseling. The case
manager will monitor participants’ use of these resources and will advocate, with outside
agencies, on behalf of the client when necessary.
Employment Assistance and Support: Special attention will be given to services supporting
employment and job retention. ITSP’s will outline the steps that will help participants to be
ready for employment or to find a better job. Participants will be supported in their job search in
individual case management sessions and the case manager will be available to assist in the
development of resumes. In many cases, however, participants will be referred to Employment
Assistance Agencies such as the Marina del Rey One-Stop (a program of Jewish Vocational
Services) or Chrysalis. When appropriate, participants can participate in St. Joseph Center’s ten
week Culinary Training Program that is followed by job placement. For working participants,
case management sessions will address issues of employment retention and advancement.
Workshops: On at least a quarterly basis, St. Joseph Center staff will present workshops for FSS
participants. These workshops may be scheduled at our Program site in Venice or at a site in
Culver City. Topics for these workshops will include:
Financial Literacy and Budgeting: A basic introduction to the family budget; how to
open and manage a checking account; how to open and manage a savings account and
appropriate use of credit cards.
Rights and Responsibility of Tenancy: A review of the legal relationship between
landlord and tenant including property maintenance, allowable rent increases and other
fees and eviction procedures.
College and Training Options for Adults: An adult version of “college night” that
introduces participants to options for further education and job training available in the
community.
In addition, St. Joseph Center co-sponsors workshops offered by Operation Hope, a non-profit
dedicated to expanding opportunities for homeownership in low income communities as well as
ATTACHMENT 1
3other appropriate programs regarding home ownership offered by other community partners
These workshops include:
Credit Counseling and Debt Consolidation: This workshop teaches participants how to
read a credit report, how to begin to clear a poor credit history and how to consolidate
and pay off debt.
Home Ownership: This workshop address requirements for mortgage qualification,
introduces participants to first time homeowners programs and links participants to low
interest mortgage programs.
In many other cases, St. Joseph Center will link FSS participants to other trainings that are
available in the community. Examples of these community trainings include the Financial
Literacy Course presented by St. John’s Partnership for Families, Parent Education classes
offered by the Westside Infant Family Network and the Westside Children’s Center and ESL
classes offered by the Career Planning Center, Venice Skills Center and various community
colleges.
PROGRAM ADMINISTRATION:
Program Location:
We propose to co-locate this program at St. Joseph Center’s main family center
program/administrative site in Venice and at the Culver City Housing Department. Because of
the integrated nature of family services, offered by St. Joseph Center, we believe that Culver City
FSS participants will benefit from program integration with other SJC services. Examples of
value added services include access to our Food Pantry, access to our Holiday Adopt-A-Family
Program, participation in Center Family Recreational events, access to child care programs and
access to our job training program. We believe this access will be best facilitated if families have
some familiarity with and can occasionally travel to our central program site.
Program Staff:
The Director of Family Services (.050 FTE on this contract) provides supervision to program
staff, administrative oversight and attendance at monthly program meetings in Culver City. This
position is housed at St. Joseph Center’s Administrative and Program offices at 204 Hampton
Drive in Venice.
The Program Manager for Family Services (.070 FTE on this contract) provides supervision to
the case manager and assistance in linking CC FSS participants to other Family Service
Programs. During weekly supervision sessions, the Program Manager will monitor the Case
Manager’s recruitment efforts and will ensure that orientations and workshops are planned and
calendared. In addition, she will offer assistance with ideas for recruitment and assistance with
any barriers to recruitment. This position is housed at St. Joseph Center’s Administrative and
Program offices at 204 Hampton Drive in Venice.
ATTACHMENT 1
4The FSS Case Manager position is a full-time position dedicated to this program. The case
manager receives direct supervision from the Program Manager and/or Program Director and
will participate with other Family Center staff in ongoing training, case conferences and staff
meetings. The FSS case manager provides services in Culver City including recruitment of
families, intake, case management meetings, as appropriate and, of course, home visits. She also
attends monthly program meetings in Culver City.
FSS/ Staff FTE Function Clients served
Continuum Director, Family Center 0.050 Direct staff
supervision/oversight of
report preparation;
Outreach efforts as needed.
25 Culver City
residents
Program Manager, Family Center
0.070 Direct staff supervision. 25 Culver City
residents
Case Manager 1.0 Case Management;
workshops; data collection
25 FSS clients
Additional administrative duties: In addition to program services, the FSS Case Manager and
Program Director will support the city of Culver City in the daily operations of the FSS program.
Supervisory and direct service staff will share administrative duties including:
• Oversight of daily program operations
• Assistance with the recruitment of new FSS families
• Representation of the FSS program to the larger community including business, academic
and social service sectors
• Assistance with revision and update of FSS Action Plan
• Assistance with the FSS grant application process including development/revision of the
Logic Model
• Maintenance of FSS program records including participant demographics, case
management progress notes and participant outcomes.
• Input of required data into Happy Software
• Attendance at quarterly FSS meetings
• Provision of reports to HUD, as needed, on the progress of FSS clients
ATTACHMENT 1
55/1/10-4/30/11
SECTION I: BUDGET SUMMARY
12 3
Total
Program
Budget
Culver City
Grant
Program
Costs funded
by other
sources
1A. Staff Salaries 31,754 $ 31,754 $ - $
1B. Staff Fringe Benefits 7,826 $ 7,826 $ - $
2. Direct Client Aid 1,173 $ 1,173 $ - $
3. Space/Facilities 6,372 $ 6,372 $ - $
4. Staff Travel and Training 2,408 $ 2,408 $ - $
5. Insurance 1,632 $ 1,632 $ - $
6. Operating Expenses 14,394 $ 14,394 $ - $
7. TOTAL PROGRAM COSTS 65,558 $ 65,558 $ - $
20010-11 Program Budget
ST. JOSEPH CENTER / CULVER CITY Family Self Sufficiency Program and Housing Location Services
2010-2011 PROGRAM BUDGET
ATTACHMENT 2
6SECTION II: LINE ITEM DETAIL
12 3
Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
A. Staff Salaries
FTE Salary/mo
Associate Director 0.020 7,083 1,700 $ 1,700 $
Program Director: 0.025 4,167 1,250 $ 1,250 $
Case Manager 0.900 2,667 28,804 $ 28,804 $
Total 1A 0.9450 31,754 $ 31,754 $ - $
B. Staff Fringe Benefits
FICA (0.0765) 0.0765 2,429 $ 2,429 $ - $
SUI per FTE (0.06199 to $7,000) 0.06199 410 $ 410 $ - $
Medical/Dental Insurance, $4,543 x FTE 4,543 4,293 $ 4,293 $ - $
Workers Comp Ins & Employers Liab-0.0124 0.0124 394 $ 394 $ - $
Pension: .945 FTE @ .01 of salary 0.00945 300 $ 300 $
Total 1B 7,826 $ 7,826 $
20010-11 Program Budget
ATTACHMENT 2
712 3
Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
. Direct Client Aid
Client Transportation: Bus tokens:
1.20 per RT x 25 families x 1 round trip each 1.2 25
$ 30 $ 30
Client Outreach
Printing for flyer distribution
$ 193 $ 193
Client Orientation and Recruitment
Meeting Refreshments 7 meetings x $50 each 7 50
$ 350 $ 350
Incentives: $20 Gift Cards x 25 families 20 25
$ 500 $ 500
Client Workshop Supplies: 4 workshops @ $25 4 25
$ 100 $ 100
Total 2
$ 1,173 $ 1,173
. Space/Facilities
Allocation of facilities costs based on number of CC
program staff as a percentage of total staff at site
.945 program staff/48.644 total Hampton staff = 1.94% of total costs
Facility operations cost: Hampton site
$27,333 per month x 12 months x 1.94% 0.019427 12 $27,333 6,372 $ 6,372 $
Total 3 6,372 $ 6,372 $ - $
. Staff Travel and Training
300 miles per month x 12 months x .505 per mile 0.505 12 300 1,818 $ 1,818 $
4 conference per year @ $145 4 148 590 $ 590 $
Total 4 2,408 $ 2,408 $ - $
. Insurance
Allocation of insurance based on number of CC
program staff as % total SJC staff: .9/48.644 or 1.94
Comprehensive $2M Commercial General Liability
Agency annual premium $84,000 x 1.94% 0.019427 84,000 1,632 $ 1,632 $
Total 5 1,632 $ 1,632 $ - $
. Operating Expenses
Telephone - Hampton site
$4,675 per month x 12 months x 1.94% 0.019427 12 $4,675 1,090 $ 1,090 $ - $
Wireless Connection: 1 @ $180 180 $ 180 $
Office Supplies:
Direct program office supply cost $264 264 $ 264 $ - $
Printing: staff business cards @ $100 per staff 0.9450 $100 95 $ 95 $
Annual St. Joseph Center audit
$25,000 annual cost x 1.94% 0.019427 $25,000 486 $ 486 $ - $
Allocation of Agency Admin,HR,Finance,Operations
Based on FY08-09 actual costs, we have calculated - $ - $
that Administrative Overhead is equal to 24% of our
direct program costs.
Culver City direct program costs 0.24 51,165 $ 12,279 $ 12,279 $
Total 6 14,394 $ 14,394 $ - $
ATTACHMENT 2
8Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
TOTAL PROGRAM COSTS 65,558 $ 65,558 $
ATTACHMENT 2
9ATTACHMENT 3
10