City of Culver City, California
Agenda Item Report
Meeting Date: 07/23/2012 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,
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: Meetings and Agendas – City Council (07/20/12); St. Joseph’s Center
(05/17/12)
Department Approval:
Sol Blumenfeld: (07/12/12)
Housing Authority Counsel Approval:
Carol Schwab (by H. Baker) (07/18/12)
Chief Financial Officer Approval:
Jeff Muir (07/19/12)
Executive Director Approval:
John M. Nachbar (07/20/12)
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
service referrals for the Family Self Sufficiency (FSS) Program in an amount not to
exceed $65,558 for Fiscal Year 2012/2013.
BACKGROUND:
Family Self Sufficiency
The Cranston-Gonzales National Affordable Housing Act of 1990, Section 554
enacted the 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. FSS participants are allowed to extend their
contract for two (2) additional years if it is necessary to help them achieve
educational and/or employment goals. 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 City of Culver City, California
Agenda Item Report
to enable the participants to focus on activities and experiences that enhance the
participant’s ability to succeed in the workplace.
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 experiences an increase in earned
income, the Culver City Housing Authority (CCHA) is required to credit an escrow
account with a portion of the increase of rent that would otherwise result from
increases 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-five (25) households. There are currently twenty five (25) households
enrolled in the FSS program.
Since the program was implemented in 1999, the CCHA has witnessed many
successes. A total of fifty-one (51) households have participated, and of this number
fifteen (15) have graduated and completed their FSS Contract of Participation.
Some of these households secured better employment and received degrees.
Additionally, thirty-six (36) 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 the CCHA. To
continue to assist our FSS Program participants achieve their goals and to continue
to provide uninterrupted service, it is recommended that the existing professional
services agreement with SJC be amended to extend through 2012/2013 in an
additional amount not to exceed $65,558.
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.
• Connecting FSS participants to supportive services.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The proposed FSS Coordinator contract is not to exceed $65,558 for Fiscal Year
2012/2013. The CCHA has been successful over the last five (5) years applying for
and receiving grant funding from HUD for the administration of the FSS program.
For Fiscal Year 2011/2012, the CCHA was awarded $33,107. Grant applications for
2012 are currently being reviewed by HUD. These funds support the 2012 FSS
activities.
In case funding is not awarded due to economic circumstances, there is sufficient
funding available in the Section 8 Administrative Reserve Fund to continue this
program.
ATTACHMENTS:
None
MOTION:
That the Housing Authority Board:
1) Approve an amendment to the existing 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 2012/2013; and
2) Authorize the Housing Authority 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: 07.23.12
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.
ATTACHMENTS
Pages
I. St. Joseph's Center FSS Coordinator Proposal
1-8 PROPOSAL TO PROVIDE SERVICES
FOR THE
Culver City Family Self-Sufficiency Program
And Housing Location Services
2012-2013
SUMMARY:
St. Joseph Center proposes to provide case management and linkage services to 25 fa.milies
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 FS S, 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 trhining, 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. hr. 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 ease management. The agency currently serves 110
families through Shelter Plus Care and. was recently awarded an additional 67 S+C units from
1 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, 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 bathers. 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 FS S 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. SIC will assist with employment searches, refeuals 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 and
Managing staff outreach efforts will include: (1) sending out 4 targeted mailings te all Section 8
recipients in Culver City; (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 evaluation. Based on this evaluation, the FSS case manager, in
conjunction with the family, will develop an Individual Treatment and Service Plan (ITSP)
2 identifying barriers to self-sufficiency. Action plana derived out of the ITS? 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 annual basis, the FSS case manager will conduct a
visit to the participant's home.
Resources and Referral: On an ongoing basis, the ease 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, WorkSouree 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 present workshops of
which FSS participants may attend. 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.
Wellness Classes: This group of classes includes such topics as "Healthily Living and
Nutrition", exercise and stress reduction classes, and "Positive Parenting".
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
other appropriate programs regarding home ownership offered by other community partners.
These workshops include:
3 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 FS S 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:
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. Daring
weekly supervision sessions, the Division 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.
4 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,
Datn Collection
25 FSS clients
Additional 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 FS S 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
5 SECTION I: BUDGET SUMMARY
2012-2013 Program Budget
1
2
ST. JOSEPH CENTER I CULVER CITY Family Self Sufficiency Program and Housing Location Services
2012-2013 PROGRAM BUDGET
711/12-6/30/13
Total
Program
Budget
Culver City
Grant
Program
Costs fUnded
by other
sources
1A. Staff Salaries
1B. Staff Fringe Benefits
2. Direet Client Aid
3. Space/Facilities
4. Staff Travel and Training
5. Insurance
6_ Operating Expenses
34,004
8,359
150
5,298
1,818
1,193
14,735
34,004
8,359
150
5,298
1,818
1,193
14,735
7. TOTAL PROGRAM COSTS $ 65,558 $ 65,558 $
6 7
2011-2013 Program Budget
SECTION II: LiNE ITEM DETAIL
FE
0.100
0.950
1.05
3,600
30,404
34,004
Salary/mo
3,000 $
2,667 $
3,600
$ 30,404
34,004
k. Staff Salaries
Project Manager - Fatima
Case Manager - Vanessa
Total 1A
2,601
667
4,331
422
340
8,359
2,601
662
4,331
425
340
8,359
0.0765
0.09
0.0125
0.01
7,000
4,125
3. Staff Fringe Benefits
FICA (0.0765)
SLII per FTE (.09 to $7,000)
Medical/Dental Insurance, $4,125 x Fit
Workers Comp Ins (0.0124)
Pension
Total I B
1
Total
Program
Budget
2
Culver City
Grant
3
Culver City
Program
Costs funded
by other
sources 1,260 $
862 $
444
456 $
11,713
14,735
1,260
862 $
444 $
456
11,713
14,735 $
1 2
Total
Program
Budget
Culver City
Grant
3
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 S
150
Total 2
. Space/Facilities
Allocation of facilities costs based on number of CC
program staff as a percentage of total staff at site
1.05 program staff165 total Hampton staff = 1.62% of total costs
Facility operations cost: Hampton site
$27,333 per month x 12 months x 1.62%
Total 3
Staff Travel and Training
300 miles per month x 12 months x .505 per mile
Total 4
. Insurance
Allocation of Insurance based on number of CC
program staff as %total VC staff: 1.05/102 or Low
Comprehensive S2M Commercial General Liability
Agency annual premium $115,936 x 1.03%
Total 5
150 $
150
0.016154 12 $27,333 5
5,298 $ 5,298
$ 5,298 $ 5,298
0.505 12 300 $ 1,818 $ 1,818
1,818 $ 1,818
0.010294 5115,936 $ 1,193
1,193
5 1,193
1,193
• Operatine Expenses
Telephone:
Hampton Site 142% c $6500 monthly 0.0162 $ 6,500 $
Office Supplies:
Direct program office supply cost $862 $
Leased Equipment:
Copier-. Hampton Site (1.62%)
Annual St. Joseph Center audit Et payroll processing
$44,300 annual cost x 1.03% 0.010294 $44,300 $
Allocation of Agency Admin,HR,Finance,Operations
Administrative Overhead is equal to 22% of our
direct program costs. $ 52,585
Total 6
Total
Program
Budget
Culver City
Grant
Culver City
Program
Costs funded
by other
sources
TOTAL PROGRAM COSTS
65,558 65,558
8