City of Culver City, California
Agenda Item Report
Meeting Date: 06/102013 Item Number: C-2
HOUSING AUTHORITY AGENDA ITEM: Approval of an Amendment to the Existing
Professional Services Agreement with St. Joseph Center for the Provision of
Homeless Outreach, Supportive Service and Data Collection for the Periods of July
1, 2013 through June 30, 2014, July 1, 2014 through June 30, 2015, and July 1, 2015
through June 30, 2016.
Contact Person/Dept.:
Tevis Barnes / Teresa Williams
Community Development Dept.
Phone Number: (310) 253-5780
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) Agendas and Meetings – City Council (06/05/13); St. Joseph
Center (05/21/13)
Department Approval:
Sol Blumenfeld: (5/30/13)
Housing Authority General Counsel
Approval:
Carol A. Schwab (by H. Baker) (06/03/13)
Chief Financial Officer Approval:
Jeff Muir: (06/05/13)
Executive Director Approval:
John M. Nachbar: (06/05/13)
RECOMMENDATION:
Staff recommends the Culver City Housing Authority Board approve an amendment
to the existing professional services agreement with St. Joseph Center for the
provision of homeless outreach, supportive service and data collection for the
periods of July 1, 2013 through June 30, 2014, July 1, 2014 through June 30, 2015,
and July 1, 2015 through June 30, 2016, in an additional amount not to exceed
$123,441 per year; (including reimbursable costs).
BACKGROUND:
On July 26, 2004 the City Council adopted short-term and long-term goals for a
comprehensive strategy to address homelessness in Culver City, including, but not
limited to, joining the Westside Shelter and Hunger Coalition; forming a Citizens
Homelessness Ad Hoc Committee consisting of residents and members of the
business community to advise the City Council on additional strategies to address
homelessness in Culver City; soliciting and securing an organization to provide
homeless outreach, supportive services linkages, as well as data collection
regarding the City’s homeless population; and conducting a homeless count in
collaboration with the Los Angeles Homeless Services Authority (LAHSA).
City of Culver City, California
Agenda Item Report
Through the Request for Proposals (RFP) process in FY 2004/2005 and FY
2008/2009, St. Joseph Center (SJC) was selected to conduct homeless outreach,
supportive service, and data collection. To prevent a disruption of services and to
allow the SJC Outreach Team to continue to establish and maintain relationships
with the homeless community, an RFP is not recommended at this time.
DISCUSSION:
St. Joseph Center has a strong understanding of Culver City and its community.
The SJC Outreach Team has operated in Culver City for twelve years in an informal
manner and the last eight years under contract with the City of Culver City. They are
familiar with the general location and characteristics of Culver City’s homeless
population as well as the concerns of the business owners, City staff, residents and
other social service providers. Through their years of providing homeless outreach to
Culver City, SJC has established relationships with business owners, the Police
Department and the homeless population. The Committee on Homelessness has
been very pleased with SJC in their provision of outreach service and assistance in
working with the homeless population in Culver City and recommends that they
continue providing this service.
The agreement with SJC for each fiscal year includes $4,900 in reimbursable costs
for seventy (70) emergency motel voucher nights at $70 per night and $250 worth of
bus tokens. Emergency hotel vouchers are necessary because it was found that
shelter beds were not readily available upon need and shelter beds are not often
appropriate for families with minor children or persons with disabilities. So, in effort
to accommodate homeless persons with disabilities or homeless families with minor
children, the contract will continue to include seventy (70) emergency motel voucher
nights. Additionally, fourteen (14) voucher nights out of the seventy (70) voucher
nights will be designated for homeless persons residing in vehicles or RV’s.
Pursuant to Culver City Municipal Code Section 3.07.085.A, this professional
services agreement may be approved without the necessity of formal competitive
bidding, provided that, the agreement is based upon competitive quotations,
whenever practical. Based upon the results of the last RFP process which yielded
two quotations, and the importance of the ongoing relationship between SJC and the
City’s homeless population, the City Manager/Executive Director has determined
that it is not practical to obtain competitive quotations at this time.
FISCAL ANALYSIS:
The current professional services agreement with SJC expires on June 30, 2013.
The City Manager’s/Executive Director
s Proposed Budget for Fiscal Year 2013/2014 currently includes $123,441 in
appropriations for homeless outreach services in the Housing Authority, account
number 47650710.619800. City of Culver City, California
Agenda Item Report
The proposed contract amendment is for an additional amount not to exceed $123,441
per year (including reimbursable costs) for the period of July 1, 2013 through June 30,
2014, July 1, 2014 through June 30, 2015, and July 1, 2015 through June 30, 2016.
Should the Housing Authority approve the proposed contract, St. Joseph Center will
continue to outreach four (4) days per week. The detailed Scope of Services is shown
on Attachment 1 for Fiscal Year 2013/2014.
.
ATTACHMENTS:
1. Proposal Plan for Outreach Services for FY 2013/14
2. Fiscal Year 2013/2014 Outreach and Case Management Program Budget
MOTIONS:
That the Housing Authority Board:
1. Approve an amendment to the existing Professional Services Agreement with St.
Joseph Center for the Provision of Homeless Outreach, Supportive Services and
Data Collection in an additional amount not-to-exceed $123,441 (including
reimbursable costs) for July 1, 2013 through June 30, 2014, July 1, 2014 through
June 30, 2015, and July 1, 2015 through June 30, 2016; and
2. Authorize Housing Authority General Counsel to review/prepare the necessary
documents; and
3. Authorize the Executive Director to execute such documents on behalf of the
Housing Authority;
MEETING DATE: 06.10.13
AGENDA ITEM: Approval of an Amendment to the Existing Professional
Services Agreement with St. Joseph Center for the Provision
of Homeless Outreach, Supportive Service and Data
Collection for the Period of July 1, 2013 through June 30,
2016.
ATTACHMENTS
Pages
1. St. Joseph’s Center Proposal for the Outreach Services 1-13 City of Culver City
Proposal Plan for Outreach Services
FY 2013-2014
St. Joseph Center (‘the Center’) proposes providing field outreach, assessment, case
management, linkage and ongoing supportive services to homeless individuals
encountered within the limits of Culver City four days per week. When available, the
Center will provide the City with demographic data and activity reports on all homeless
individuals engaged by outreach workers. The Center will track the provision of all
services to those homeless individuals who enroll in services and provide information
regarding outcomes associated with these services.
The Center has provided outreach and supportive services to homeless persons in the
Culver City area for more than ten years. Over the past seven years, the Center has
formally contracted with the City to provide homeless outreach, assessment and case
management and has engaged more than 60 individuals, placing 37 homeless individuals
in permanent housing. While implementing this project, the Center has worked closely
with City Council, the Homeless Committee, business owners, city residents, and other
city personnel including the Police and housing departments.
The main concentration of homeless activity found by outreach staff includes Veteran’s
Park (during the Cold/Wet Weather Shelter period, the number of homeless around
Veteran’s Park tends to slightly increase), the area around the 99 Cent Store, Tellefson
and Media Parks.
The Center’s encounters with homeless individuals in Culver City indicate that up to 95%
struggle with mental illness or mental illness coexisting with substance use. In addition,
an estimated 80% of homeless individuals in Culver City meet HUD definitions for
chronic homelessness. Given this information, the Center believes that the most
appropriate approach to engage and support program participants is assertive outreach
based on harm reduction as its underlying principle, and intervention-focused case
management with, wherever possible, application of the Housing First model. Since 80%
of the homeless encountered in Culver City are chronically homeless with medical,
mental health and substance abuse histories, many of these individuals meet the risk
criteria for being most likely to die on the streets without assertive housing interventions.
Proposed services to be provided:
• Outreach and Engagement: Staff will continue to provide homeless street outreach in
Culver City four days per week, including responses to requests by the City or by the
Culver City Police Department.
At the initial client contact, staff will obtain basic data regarding the physical, mental
status of the individual and their demographics. If a homeless individual is unable or
unwilling to engage on the first encounter, staff will repeat visits and continue to
encourage engagement. Simultaneously, individuals will be encouraged to visit the
ATTACHMENT 1
1Center’s Homeless Service Center in Venice where they can access emergency
services such as showers, laundry and meals through Bread and Roses Café, and
additional outreach and engagement may take place. In cases where the outreach team
receives a referral regarding an individual posing a serious public health or safety
risk, the Center will cooperate with the Culver City Police, the Department of Public
Health and Adult Protective Services to provide the best outcome possible.
Staff will continue to keep a by name list of those individuals who are high utilizers
of police and paramedic services. This by name list will enable staff to begin
focusing efforts more intensely on those most likely to die on the streets.
This protocol will be based on research conducted by Jim McConnell, MD a Boston
physician and expert in homeless healthcare who created a vulnerability instrument
that was used in Skid Row’s project 50, the City of Santa Monica, and now in Venice.
The goal of all three projects is to focus intensive services on those most likely to die
on the streets. Common Ground, New York, first to implement this vulnerability
model in 2005, reduced homelessness in Times Square by 87%.
Adopting the Common Ground New York protocols, St. Joseph Center created an
intensive case management intervention team to assist those individuals, identified as
most vulnerable, secure and maintain permanent housing through the provision of
comprehensive case management and integrated supportive services.
These continue programmatic changes have resulted in a cost savings to the City of
Culver City and County of Los Angeles by reducing emergency medical care, public
safety and incarceration/court costs. Overall, this approach has enhanced the quality
of life both for program participants and for the community at large.
• Vehicle Outreach: St. Joseph Center will provide intensive outreach services in the
City of Culver City to homeless clients residing in their vehicles with the intent to
house 5. These services will target areas where ‘live aboards’ often park, such as the
area of the 99 cent store, and the Smiley-Blackwelder areas.
• Intake and Assessment: Once engaged, clients will be given a comprehensive
assessment to determine the client’s medical, physical, mental, psychosocial, and
substance abuse history. This assessment will be the basis for determining
appropriate service linkage. Readiness for various housing options, including legal
and financial strengths and needs will be determined. The housing plan will include
how the client will obtain a sustainable source of income, apply for an appropriate
housing subsidy, save money for housing costs, and conduct a housing search. When
indicated, the Center’s clinical staff, such as the Mental Health Outreach Specialist or
the Division Manager Programs, will provide a more in depth mental health
assessment.
• Case Management: At the Center, we describe the type of case management services
delivered to long-term homeless clients eligible as intervention-focused case
ATTACHMENT 1
2management. These activities are client-centered that maximize the client’s physical,
social, and economic well-being and assist with independent living. Intervention-
focused case management is an approach by which the case manager actively works
with an individual to move them out of a crisis situation. Cognitive-behavioral
techniques are utilized throughout this approach. It is a pro-active approach and the
case manager does not always wait until the individual is ready to accept an
intervention. At times, interventions are put into place without the individual’s
acceptance or knowledge. The case manager recognizes that because of underlying
issues or symptoms, homeless individuals are not always capable of making good
decisions regarding their well-being. Therefore, the case manager directs the case
management in two ways. The first is to identify barriers and work with the
individual to eliminate those barriers by engaging other service providers as part of
the intervention plan. The second component is to develop a relationship with the
individual quickly by providing him/her with immediate resolutions to those goals
that are easily obtainable, and only subsequently focusing on the more complicated
goals. The intervention-focused case management practice includes a harm reduction
philosophy. To the greatest extent possible, the Housing First model is also part of
this approach. This approach is intensive, time consuming, and requires that the case
manager to be in constant contact with the individual to ensure that he/she, whenever
possible, is focused on the goal of transitioning to stable, long-term housing.
• Referrals and Program Coordination: When the Center is unable to directly meet the
needs of clients, SJC provides assertive, wrap-around services in collaboration with
other community-based service providers including mental health, substance abuse
and health care services. If the Center’s clinical staff suspects that an individual may
be gravely disabled or at risk to harm self or others, SJC staff will request follow up
by the Psychiatric Emergency Team of the Department of Mental Health or the
Culver City Police Department. If the individual’s status does not indicate a need for
psychiatric hospitalization, the Outreach Team may ask the individual to consider
transport Edelman Mental Health Center. Minimally, the team will continue to be in
contact with the individual. Our experience has shown us that, in many instances,
acceptance of an appropriate medication regimen must come before the willingness to
move inside. In these cases, education, the building of trust and the introduction of
the individual to mental health services (by assisting with scheduling and
transporting) are essential. Another option for crisis intervention is the Exodus Urgent
Care Center. When individuals are hospitalized (voluntarily or involuntarily) the
Center’s staff will work closely with DMH and hospital staff to ensure that discharge
occurs only after effective treatment and with an appropriate discharge plan. Without
this plan, individuals will likely reappear as homeless in the community. When
indicated, staff will be involved in systems coordination that may result in
conservatorship. In other cases, staff will identify appropriate residential treatment or
living situation such as a Board and Care or Sober Living Center.
• Emergency Shelter and Transitional and Permanent Housing Placement: The
Center’s Outreach Worker/ Case Manager will assist clients to consider moving into
shelter and with placement in a shelter and/or transitional housing and/or directly into
ATTACHMENT 1
3permanent housing (when vouchers are available). Client needs will always determine
the type of shelter or other housing option. Large, group shelter is sometimes
inappropriate for individuals who may be paranoid and find it difficult to accept a
crowded and/or highly structured environment. Zero tolerance environments may not
work for some individuals who are continuing to self-medicate and require harm-
reduction approaches. Placement in high-tolerance shelters such as Safe Havens, the
use of short and longer term motel vouchers or the identification of independent
housing units supported by intensive case management (Housing First) may provide
better housing options for some. Since this project no longer has access to Culver
City RAP vouchers, St Joseph Center will leverage a small number of HACLA
Shelter Plus Care certificates, however, housing options continue to be a barrier.
Once an individual does obtain a housing voucher, the Case Manager helps the
individual identify a unit and lease up. The Center’s staff has assisted clients to lease
up by developing positive relationships with landlords and property managers and by
educating clients on how to best present themselves to landlords.
• Post Placement/Retention Services: Once a permanent housing placement occurs, the
Center’s case manager maintains contact with the client to ensure continued housing
stability. At least one initial home visit will be conducted with additional visits as
needed. This regular contact provides the case manager the opportunity to check-in
with clients, identify and address any problems before they become threats to their
housing security.
2013-14 Program Objectives:
• Continue cooperative relationships with Culver City Police, City personnel,
business owners and residents. Attend Culver City Homeless Task Force on
quarterly basis to update community on progress of project.
• Through a field outreach team, provide ongoing outreach to a no less than 30
homeless persons within the city of Culver City. This number will include
persons living in their vehicles in those designated areas mentioned previous.
• Collect base line data on at least 75% of these homeless individuals. Data will
include identifying information (coded for confidentiality) gender and perceived
racial/ethnic information and may (when individuals are willing to report) include
age, family status, time homeless, veteran status, income source and amount and
disability(s). The team will also collect information about a person’s medical
health, mental health and substance abuse history as well as prior hospitalizations
and emergency room stays.
• Provide intervention focused case management to 10 homeless Culver City
residents who are considered the most vulnerable and/or highest utilizers of
services.
ATTACHMENT 1
4• Provide mental health and/or substance abuse assessments, treatment referrals and
ongoing support to all 10 chronically homeless vulnerable clients.
• Assist 10 to obtain and/or maintain permanent housing.
• Provide monthly program reports that include program statistics, complaint
descriptions and summary of outreach activities.
• Provide quarterly reports to the Homeless Committee, City Council and/or other
organizations as requested by city staff.
ATTACHMENT 1
5SECTION 1: BUDGET SUMMARY
July 1, 2013 - June 30, 2014: Total Program Budget
1 2 3
Total Program
Budget Culver City Grant
Culver City
Program Costs
funded by other
sources
1A. Staff Salaries 60,675 $ 60,675 $ - $
1B. Staff Fringe Benefits 12,321 $ 12,321 $ - $
2. Space/Facilities 7,841 $ 7,841 $ - $
3. Staff Travel - $ - $ - $
4. Insurance 2,045 $ 2,045 $ - $
5. Operating Expenses 35,409 $ 35,409 $ - $
6. TOTAL PROGRAM COSTS 118,291 $ 118,291 $ - $
7. OTHER REIMBURSABLES
Direct Client Aid 5,150 $ 5,150 $ - $
SECTION 1B: BUDGET SUMMARY BY PROGRAM FUNCTION
1. OUTREACH 20 clients
Staff @ 45% 0.45 27,304 $ 27,304 $ - $
Fringe Benefits @ 45% 0.45 5,545 $ 5,545 $ - $
Space/Facilities @ 50% 0.50 3,920 $ 3,920 $ - $
Staff Travel @ 50% 0.50 - $ - $ - $
Insurance @ 50% 0.50 1,022 $ 1,022 $ - $
Operating Expenses @ 50% 0.50 17,705 $ 17,705 $ - $
TOTAL OUTREACH 55,496 $ 55,496 $ - $
2. CASE MANAGEMENT 25 clients - $
Staff @ 45% 0.45 27,304 $ 27,304 $ - $
Fringe Benefits @ 45% 0.45 5,545 $ 5,545 $ - $
Space/Facilities @ 50% 0.50 3,920 $ 3,920 $ - $
Staff Travel @ 50% 0.50 - $ - $ - $
Insurance @ 50% 0.50 1,022 $ 1,022 $ - $
Operating Expenses @ 50% 0.50 17,705 $ 17,705 $ - $
TOTAL CASE MANAGEMENT 55,496 $ 55,496 $ - $
3. DATA COLLECTION 25-40 clients - $
Staff @ 10% 0.10 6,068 $ 6,068 $ - $
Fringe Benefits @ 10% 0.10 1,232 $ 1,232 $ - $
TOTAL DATA COLLECTION 7,300 $ 7,300 $ - $
ST. JOSEPH CENTER / CULVER CITY OUTREACH AND CASE MANAGEMENT PROGRAM
2013-14 PROGRAM BUDGET - July 1, 2013- June 30, 2014
ATTACHMENT 1
6SECTION 11: LINE ITEM DETAIL
1 2 3
Total Program
Budget Culver City Grant
Culver City
Program Costs
funded by other
sources
1A. Staff Salaries
FTE Salary
Program Manager Homeless Service Center 0.15 $48,000 7,200 $ 7,200 $
Outreach Specialist/MSW 1.00 $44,000 44,000 $ 44,000 $
Outreach Coordinator 0.20 $32,000 6,400 $ 6,400 $
Accounting Manager 0.05 $61,500 3,075 $
Total 1A 1.40 60,675 $ 60,675 $
1B. Staff Fringe Benefits
FICA (0.0765) 0.0765 4,642 $ 4,642 $ - $
SUI per FTE (0.09 to $7,000) 0.0900 882 $ 882 $ - $
Medical/Dental Insurance ($4,318) $4,318 6,045 $ 6,045 $ - $
Workers Comp Ins & Employers Liab 0.0124 752 $ 752 $ - $
Pension for eligible employees - $ - $
Total 1B 12,321 $ 12,321 $ - $
July 1, 2013 - June 30, 2014: Total Program Budget
ATTACHMENT 1
71 2 3
Total Program
Budget Culver City Grant
Culver City
Program Costs
funded by other
sources
2. Space/Facilities
Note: Allocation of facilities costs based on number of CC
program staff as a percentage of total HSC staff.
CC FTE HSC staff 1.35/HSC staff 18 = 7.5%
Lease & Parking - Homeless Service Center
$7263 per month x 12 months x 7.5% 7.5% $87,156 6,537 $ 6,537 $ - $
Janitorial Homeless Service Center - $ - $
$400 per /mo x 12 months x 7.5% 7.5% $4,800 360 $ 360 $ - $
Utilities - Homeless Service Center - $ - $
$875 per month x 12 /months x 7.5% 7.5% $10,500 788 $ 788 $ - $
Maintenance & Repairs/Equipment
$174 per month x 12 /months x 7.5% 7.5% $2,088 157 $ 157 $ - $
Total 2 7,841 $ 7,841 $ - $
3. Staff Travel
Staff Travel - $ - $
Total 3 - $ - $ - $
4. Insurance
Note: Allocation of insurance based on number of CC
program staff as percentage of total SJC staff: 1.35 FTE/109.35 = 1.23%
Comprehensive $2M Commercial General Liability
Agency annual premium ($126,399 X 1.23%) 1,555 $ 1,555 $ - $
Insurance Agency Vehicles 490 $ 490 $ - $
Total 4 2,045 $ 2,045 $ - $
ATTACHMENT 1
8Total Program
Budget Culver City Grant
Culver City
Program Costs
funded by other
sources
5. Operating Expenses
Outside Services Security 2,063 $ 2,063 $ - $
LCSW Consultant $95 per hour x 96 hours annually 9,120 $ 9,120 $ - $
Lease Expense - Equipment 157 $ 157 $ - $
Automobile-agency vehicles/staff mileage 210 $ 210 $ - $
Telephone Land Line/Cell Phone 818 $ 818 $ - $
Annual St. Joseph Center audit/ ADP Staff Payroll 615 $ 615 $ - $
Allocation of Agency Admin,HR,Finance,Operations
that Administrative Overhead is equal to 24% of
our direct program costs. 22,427 $ 22,427 $ - $
Total 5 35,409 $ 35,409 $ - $
6. TOTAL PROGRAM COSTS 118,291 $ 118,291 $ - $
100% 100% 0%
7. ADDITIONAL REIMBURSABLE COSTS
Direct Client Aid
Motel Vouchers 70 nights @ $70 per night 4,900 $ 4,900 $ - $
Bus Tokens 250 $ 250 $ - $
Total 7 5,150 $ 5,150 $
123,441 $ 123,441 $
123,441 $
Surplus/(Deficit) 0 $
\\swami2010\DavWWWRoot\sites\ComDev\dept\Shared Documents\AGENCY AND COUNCIL STAFF REPORTS\2013 Housing Authority Staff Reports\13-05-28\[Copy of Copy of CC Outreach budget 13-14 proposed budget FINAL.xlsx]Budget
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1205 Windham Parkway
Artex Risk Solutions, Inc. (CB)
Romeoville, IL 60446
Loc. #: 1155010, ST JOSEPH CENTER
Brothers of the Christian Schools & Affiliates, Including
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11 The Princeton Excess and Surplus Lines Insurance Company
555 College Road East, Princeton, New Jersey 08543-5241 Phone: (800) 305-4954
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