City of Culver City, California
Agenda Item Report
Meeting Date: 06/10/2013 Item Number: C-1
HOUSING AUTHORITY AGENDA ITEM: Approval of an Amendment to the Existing
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,
Teresa Williams
Community Development
Department
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: Agenda and Meetings – City Council (06/05/13); St. Joseph’s Center
(05/17/13)
Department Approval:
Sol Blumenfeld: (5/30/13)
Housing Authority General Counsel
Approval:
Carol Schwab (by H. Baker) (06/03/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/05/13)
Executive Director Approval:
John Nachbar (06/05/13)
RECOMMENDATION:
Staff recommends the Housing Authority Board approve an amendment to the existing
professional services agreement with St. Joseph’s Center (SJC) to perform case
management, needs assessment, job development services and supportive services for
the Family Self Sufficiency (FSS) Program in an additional amount not to exceed
$65,558 for FY 2013/2014.
BACKGROUND:
Family Self Sufficiency Program
The Cranston-Gonzales National Affordable Housing Act (Act) of 1990, Section 554,
enacted the Family Self Sufficiency (FSS) Program which is implemented by the U. S.
Department of Housing and Urban Development (HUD). 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 (5) year time
frame. Using housing as a stabilizing force, the FSS Program connects families to
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.
City of Culver City, California
Agenda Item Report
Additionally, the FSS Program 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 experienced an increase in earned income,
the Culver City Housing Authority (CCHA) is required to credit an escrow account a
portion of the increase of rent that would otherwise result from increased in earned
income. These escrow accounts have totaled over $126,000 with some being as high
as $27,780.40. The CCHA has committed to assisting twenty-give (25) households.
There are currently twenty-four (24) households enrolled in the FSS program.
Since the program was implemented in 1999, the CCHA has witnessed many
successes. A total of sixty-one (61) households have participated, and of this number
sixteen (16) have graduated and completed their FSS Contract of Participation (COP).
Some of these households secured better employment and received degrees.
Additionally, forty-six (46) households have generated escrow accounts which is an
indication of increase in earned income.
DISCUSSION:
Since January, 2008, SJC has functioned as the FSS Coordinator for CCHA’s FSS
Program. To continue to assist our FSS Program participants achieve their goals and to
continue to provide uninterrupted service, it is recommended that the existing contract
with SJC be extended through 2013/2014 in an additional amount not to exceed
$65,558.
The FSS Program Coordinator is responsible for the following activities:
• Conducting intake interviews.
• Assessing the skills, abilities, needs, 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.
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.
Due to the importance of maintaining the ongoing relationship SJC has established with City of Culver City, California
Agenda Item Report
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 proposed FSS Coordinator contract is not to exceed $65,558 for FY2013/2014. The
City/Housing Authority has been successful over the last five (5) years when applying
for and receiving grant funding from HUD for the administration of the FSS program. For
calendar year 2012, the CCHA was awarded $66,214. Grant applications for calendar
year 2013 are pending by HUD.
In case funding is not awarded due to the current HUD Budget Sequestration, there is
sufficient funding available in the Section 8 Administrative Reserve Fund to continue
this program.
ATTACHMENT:
1. St. Joseph Center FSS Coordinator Proposal.
MOTION:
That the Housing Authority Board:
1. Approve an amendment to the existing professional services agreement 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
additional amount not to exceed $65,558 for fiscal year 2013/2014; and
2. Authorize the 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’s Center to Perform
Case Management, Needs Assessment, Job Development
Services and Supportive Service Referrals for the Family
Self Sufficiency Program.
ATTACHMENTS
Pages
1. St. Joseph’s Center Proposal for the FSS Program 1 - 12
PROPOSAL TO PROVIDE SERVICES
FOR THE
Culver City Family Self-Sufficiency Program
And Housing Location Services
2013-2014
SUMMARY:
St. Joseph Center proposes to provide case management and linkage services to 25 families
residing in Section 8 housing in the City of Culver City 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 and Housing Location Services to the City
of Culver City.
In addition to FSS, the Center’s Family Service and Food Pantry programs offer a wide range of
services including crisis intervention, case management, parenting education, family and, youth
programs. St. Joseph Center also provides job training and placement in its Culinary Training
Program (CTP), which offers 10 weeks of training, including a 4-week internship. Over 75% of
CTP participants are placed in jobs within 3 months of graduation.
St. Joseph Center has been providing case management to families applying for and/or residing
in Section 8 housing for more than 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. The agency currently serves 110
families through Shelter Plus Care and was recently awarded an additional 67 S+C units from
ATTACHMENT 1
1HACLA/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, the Center has provided case management, advocacy, referrals and
assisted families to develop Individual Training and Service Plans (ITSP) clearly identifying
barriers to stability and self-sufficiency in order to determine specific action steps to address
those barriers. Most commonly, barriers include family instability (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 helped families acquire the skills needed
for independent living such as housekeeping, nutrition, food preparation, budgeting, money
management, understanding rights and responsibilities of tenancy, and having healthy
relationships with neighbors as well as other community members. Our case managers have
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 Housing Choice Voucher (HCV)
and Family Self-Sufficiency (FSS) Programs with specific services structured around the goal
of stability and self-sufficiency. SJC will assist with employment searches, referrals for
vocational training, access to transportation, child care and other identified resources. St. Joseph
Center will provide FSS case management to 25 families.
Specific services will include:
Outreach Efforts: In order to maintain program enrollment, the FSS case manager will manage
outreach efforts that include: (1) sending out 4 targeted mailings to all Section 8 recipients in
Culver City, per year; (2) Work with the City of Culver City Housing Department staff to
identify appropriate HCV participants for one on one informational sessions. (3) Provide the City
of Culver City Housing Department with outreach materials for port-in and newly enrolling
HCV participants.
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 Assessment. 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 toward the final goals of employment and
increased self-sufficiency, revise the plan bi-annually and identify new community resources to
support the ITSP, as needed. On at least an bi-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 be ready
for employment or secure improved employment. 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. Where appropriate, participants will be referred to Employment
Assistance Agencies such as the Marina del Rey, WorkSource 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 and job placement. For working participants, case
management sessions will address issues of employment retention and advancement.
Workshops: On at least a monthly basis, St. Joseph Center staff will notify clients about
workshops of which FSS participants may attend. Topics for these workshops may 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.
Wellness Classes: This group of classes includes such topics as “Healthily Living and
Nutrition”, exercise and stress reduction classes, and “Positive Parenting”.
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
ATTACHMENT 1
3offered 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:
St. Joseph Center proposes to co-locate this program at St. Joseph Center’s main 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 services the agency provides.
Examples of value added services include access to the Agency Food Pantry, access to the
Holiday Adopt-A-Family Program, access to child care programs and linkage to job training
programs. Staff believes that this access is best facilitated when families have some familiarity
with and can occasionally travel to the central program site.
Program Staff:
The Project Manager (10% FTE on this contract) provides supervision to the FSS case manager
and assistance in linking CC FSS participants to other St. Joseph Center Programs. During
weekly supervision sessions, the Project Manager will monitor the Case Manager’s
interventions, resources development and documentation. In addition, this position offers
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.
The FSS Case Manager position (1.0 FTE position on this contract) receives direct supervision
from the Project Manager and participates with other St. Joseph Center staff in ongoing training,
case conferencing, 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. This position also attends monthly program meetings in Culver City.
FSS Staff FTE Function Clients served
Project Manager
0.10 Direct staff supervision,
Data Management,
Outreach
25 FSS clients
Case Manager 1.0 Case Management,
Outreach, Workshops,
Data Collection
25 FSS clients
ATTACHMENT 1
4Additional administrative duties: In addition to program services, the FSS Case Manager and
Project Manager 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
• Provision of reports to HUD, as needed, on the progress of FSS clients
ATTACHMENT 1
57/1/13-6/30/14
SECTION I: BUDGET SUMMARY
1 2 3
Total
Program
Budget
Culver City
Grant
Program
Costs funded
by other
sources
1A. Staff Salaries 35,600 $ 35,600 $ - $
1B. Staff Fringe Benefits 8,608 $ 8,608 $ - $
2. Direct Client Aid 150 $ 150 $ - $
3. Space/Facilities 4,680 $ 4,680 $ - $
4. Staff Travel and Training 1,356 $ 1,356 $ - $
5. Insurance 1,277 $ 1,277 $ - $
6. Operating Expenses 13,888 $ 13,888 $ - $
7. TOTAL PROGRAM COSTS 65,558 $ 65,558 $ - $
2013-2014 Program Budget
ST. JOSEPH CENTER / CULVER CITY Family Self Sufficiency Program and Housing Location Services
2013-2014 PROGRAM BUDGET
ATTACHMENT 1
6SECTION II: LINE ITEM DETAIL
1 2 3
Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
A. Staff Salaries
FTE Salary/mo
Project Manager - Fatima 0.100 3,000 3,600 $ 3,600 $
Case Manager - Vanessa 1.000 2,667 32,000 $ 32,000 $
Total 1A 1.10 35,600 $ 35,600 $ - $
B. Staff Fringe Benefits
FICA (0.0765) 0.0765 2,723 $ 2,723 $ - $
SUI per FTE (.09 to $7,000) 0.09 7,000 693 $ 693 $ - $
Medical/Dental Insurance, $4,125 x FTE 4,318 4,750 $ 4,750 $ - $
Workers Comp Ins (0.0124) 0.0124 441 $ 441 $ - $
Pension - $ - $
Total 1B 8,608 $ 8,608 $
2013-2014 Program Budget
ATTACHMENT 1
71 2 3
Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
. Direct Client Aid
Client Transportation: Bus tokens:
RT x 20 families x 2 round trip each 1.25
$ 150 $ 150
Total 2
$ 150 $ 150
. Space/Facilities
Allocation of facilities costs based on number of CC
program staff as a percentage of total staff at site
1.10 program staff/73.4 total Hampton staff = 1.50% of total costs
Facility operations cost: Hampton site
$26,000 per month x 12 months x 1.50% 0.015 12 $26,000 4,680 $ 4,680 $ - $
Total 3 4,680 $ 4,680 $ - $
. Staff Travel and Training
200 miles per month x 12 months x .565 per mile 0.565 12 200 1,356 $ 1,356 $
Total 4 1,356 $ 1,356 $ - $
. Insurance
Allocation of insurance based on number of CC
program staff as % total SJC staff: 1.10/109.35 or 1.01%
Comprehensive $2M Commercial General Liability
Agency annual premium $126399 x 1.19% 0.010100 $126,399 1,277 $ 1,277 $
Total 5 1,277 $ 1,277 $ - $
. Operating Expenses
Telephone:
Hampton Site 1.50% @ $2000 monthly 0.0150 2,000 $ 360 $ 360 $
Office Supplies:
Direct program office supply cost $100 100 $ 100 $ - $
Leased Equipment:
Copier - Hampton Site (1.50%) 444 $ 444 $ - $
Annual St. Joseph Center audit & payroll processing
$50,000 annual cost x 1.01% 0.010100 $50,000 505 $ 505 $ - $
Allocation of Agency Admin,HR,Finance,Operations
Administrative Overhead is equal to 24% of our
direct program costs. 53,079 $ 12,479 $ 12,479 $
Total 6 13,888 $ 13,888 $ - $
Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
TOTAL PROGRAM COSTS 65,558 $ 65,558 $
ATTACHMENT 1
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10 ATTACHMENT 1
11 ATTACHMENT 1