APPROVED MINUTES
SUNNYVALE Housing & Human Services Commission
FEBRUARY 22, 2006
The Housing & Human Services Commission met in a regular session in the West Conference Room at 456 W. Olive Ave., Sunnyvale City Hall, Sunnyvale, CA 94086, on February 22, 2006 at 7:12 p.m. with Chairperson Chad Steward presiding.
ROLL CALL
Commission Members Present: Chair Chad Steward, Commissioners Ann Andersen; Micki Falk; Charles Keeler; Patrick Meyering; Timothy Persyn, and Jana Seshadri
Commission Members Unexcused Absent: None
Commission Excused Absent: Vice-Chair James Callan and Commissioner Damon Kali
Staff: Annabel Yurutucu, Housing Officer; Jennifer Coile, Housing Consultant and Alice Gamboa-Navas, Administrative Aide
Guests: Gail Easten, Support Network for Battered Women, Becky Cooper, Friend for Youth, Michelle Smith, Friends for Youth, Peter Beck, Community Association for Rehabilitation and Maria Cartagena, Catholic Charities Shared Housing
PUBLIC ANNOUNCEMENTS
None
CONSENT CALENDAR
- Approval of Minutes
Commissioner Persyn commented that he would like to modify the minutes of January 25, 2006 to include at least one of the expressed concerns of the Commission regarding the proposed new policy for dealing with Outside Group Funding. He was concerned that under the proposed policy amendment the Commission may not be able to recommend to City Council funding for human services agencies that are not eligible for Community Development Block Grant (CDBG) for General Funding.
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Motion carried 7-0 with Vice Chair Callan and Commissioner Kali absent. |
CITIZENS TO BE HEARD
None
PUBLIC HEARINGS/GENERAL BUSINESS
The Commission agreed with Chair Steward to move Agenda Item #B to be the first agenda item.
A. Agency Presentations
Annabel Yurutucu, Housing Officer, stated that agencies not meeting their performance objectives to date were asked to make a presentation to discuss the results of their assessment and their plan to resolve the issues and made themselves available to the Commission‘s questions.
1. Friends for Youth
Annabel Yurutucu, Housing Officer, summarized the agency’s goals, objectives and historical performance. She noted that of the four goals on its agreement, the agency has recruited no mentors to match with youths where five new recruits are planned for the first two quarters of Fiscal Year 2005/06. However, she stated that through December, the agency is exceeding the three other goals where new and retained match mentors is at 340%, mentors retained at 208% and enrichment activities at 150%.
Commissioner Meyering asked staff what period of performance is the Commission reviewing. Annabel Yurutucu responded that the review includes FY 04/05 and the first half of FY 05/06 and that subsequent to this meeting, the Commission will soon make a recommendation whether or not to continue to support the agencies at the FY 05/06 level. Based upon their performance, the Commission could recommend either to continue or to reduce the grant allocation for Fiscal Year 2006/07. She noted that FY 03/04 was the agency’s first year receiving funding from the City. There were challenges such as meshing with the City’s system, understanding the unit costs method of contracting and getting the program operational at Columbia Neighborhood Center.
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Commissioner Meyering made a motion to recess the meeting for 3 minutes so that staff could make a copy of staff’s notes containing historical information for the FY 03/04 assessment. |
Chair Steward responded that he would like staff to continue her reporting and said that “I am the chair, it’s not a question of….”
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Motion died due to lack of second. |
Chair Steward explained that the information that staff is adding is to assist the Commission with historical information but is not included in the performance review period. He asked staff to continue with the presentation.
Commissioner Andersen commented that it appears that the agency is deficient in only one of the four goals, and that is recruiting and matching mentors for the first two quarters of Fiscal Year 2005/06, and that the agency presentation is to explain the reasons for not meeting the objectives to date and present the plan to ensure that the objective is met at year end. Staff concurred.
Becky Cooper, Executive Director, Friends for Youth, gave an overview of the agency’s services and the evolution of its partnership with the City. She stated that the economy, staff turn-over at the Columbia Neighborhood Center and retention of mentors are the reasons for not meeting the program objective of mentor recruitment. She noted that due to the longevity of the relationship and intensive commitment, it is difficult to recruit prospective mentors, with economic uncertainties such as job layoffs, attrition and relocation to other cities. It has became more difficult to get commitment and recruit mentors. She added that there has been success in their partnership with Columbia Neighborhood Center referrals and the new recruits have been prepared to commence mentorship. She further added that there are now additional staff to work on recruitment of mentors to meet the required level of support.
Based on the presentation, staff questioned whether the numbers reported are accurate on the number of unduplicated mentors retained.
Michelle Smith, Grants Manager, Friends for Youth, corrected the numbers reported by the agency for retained mentors from 27 to 17 which is 131% of the goal to date and not 208%.
Ms. Cooper and Ms. Smith responded to Commission questions clarifying that the agency serves the whole City of Sunnyvale and not only Columbia Neighborhood. They explained how the units are being counted and reported; that they serve youths between the ages of 8 and 17; that due to economy and intensive commitment, it is difficult to recruit mentors; and, lastly that a minimum of three hours a week is required of mentors. Commissioners were encouraged to refer potential mentors.
2. Community Association for Rehabilitation
Annabel Yurutucu, Housing Officer, provided the Commission with the history, goals, and objectives. She noted that the agency greatly exceeded the unduplicated employment services; however, in providing the respite services, the agency has not met the performance goal to Sunnyvale households. She noted that the agency’s year to date actual performance is at 75% of the planned performance. She added that in FY 2004/05, the agency had unexpended funding for this program objective.
Peter Beckh, Director, Community Association for Rehabilitation, summarized the agency’s activities. He defined respite services as services for developmentally disabled, primarily mentally disabled, autistic or cerebral palsy. The services are provided at each household’s home to give the family a respite from the care of their family member. He reported that the agency is dependent upon the San Andreas Regional Center, a State funded agency, for referrals to respite services. He stated that the goal set was based upon the previous year’s experience. He noted that this year, the respite services may be cut due to State budget cuts, therefore there is a risk that the plan may not be achieved.
Staff commented that based upon the agency’s presentation, it appears that the goal set is beyond the agency’s control, therefore a contract amendment may be considered to avoid unexpended funds.
3. Catholic Charities Shared Housing
Annabel Yurutucu, Housing Officer, reported the agency’s historical performance and noted that there have been different challenges and constant difficulty in making the goals in Sunnyvale. However, she noted that the agency has currently exceeded its goal with 125% to date of shared housing.
Maria Cartagena, Supervisor Housing Services, Catholic Charities, summarized the agency’s objectives, goals and performance. She thanked staff for its support and ideas in meeting their performance goals. She stated that staff suggested conducting more outreach efforts. The agency developed a conceptual model to present the shared housing idea in a none-threatening environment. To date, the agency is at 125% of its performance goal on shared housing match. She was pleased to inform the Commission that she is one of the many Sunnyvale residents who has successfully participated in this program.
The Commission congratulated Ms. Cartagena in meeting the agency’s performance goals.
B. Discussion of Staff Report of Proposed Modifications to Human Services Policy for Outside Groups (Continued from January 25, 2006 meeting)
Annabel Yurutucu, Housing Officer, summarized the history of Policy 5.1.3 – Human Services and Policy 7.2.4 – Relationship with Outside Groups. She noted that Policy 7.2.4 may address some of the concerns expressed by the Commission at their last meeting regarding agencies not knowing where and how to obtain funding from the City. She felt that both policies may work hand-in-hand and may be helpful for the Commission in their review of the human services policy.
The Commission asked when the staff report is scheduled to go to City Council. Staff responded that staff is awaiting the Commission’s action and will then return the report to the City Manager for review prior to scheduling for City Council.
Chair Steward summarized the proposed amendment to Human Services Policy. Staff added that the intent of the modification to the Human Services Policy is to clearly define the intent of human services and the formal RFP process is limited to human services agencies. Staff reminded the Commission that the public and all agencies can come before the City Council during budget workshop or hearings to request General Fund support. Staff also added that agencies can go directly to the appropriate department staff to ask for funding support.
Chair Steward commented that he recalls from the previous meeting that one of the expressed concerns is that the Commission would like to be able to assist agencies that do not qualify for CDBG to get funding through the General Fund. He asked the Commission if they have any other concerns about the proposed policy change.
Commissioner Meyering commented, based upon his recollections from the last meeting, that the first reason for the proposed policy change is that somebody at the City Council said that the timing is not comfortable and that the second reason, according to Chair Steward, is that these agencies may not like to compete with agencies who are applying for social services. Chair Steward concurred with Commissioner Meyering’s perceptions. He stated; however, that he should say that the second reason is his personal perception that there is one agency in particular that felt uncomfortable competing with those other agencies in a public forum.
Commissioner Meyering asked Chair Steward if they had said that verbally or had put that in a letter. Chair Steward responded that he did have a conversation but he felt that he should not share this conversation since it was discussed privately and that it was his personal perception. He added that, however, that even the members of the Commission have expressed their concern that it is very awkward to recommend the funding in different steps neither knowing the results of one step before they recommend the second. The process has been changed a few times and he can see why the City Council may have wanted to unify it to just have it be one process. So he felt that was the reason why the Council asked to see a proposal for a revised process.
Commissioner Andersen commented that it appears that there are only three agencies that may be affected by the proposed change and that they can approach respective Boards & Commission for funding assistance. Chair Steward responded that historically Euphrat Museum of Art, Junior Achievement and Leadership Sunnyvale are the three agencies who receive General Fund appropriations.
Commissioner Andersen stated that she supports narrowing the scope as there is a large enough purview for the Commission to review other agencies and the amendment would allow more diligent review of each recommendation.
Commissioner Meyering asked if the reason for the modification is to streamline the steps from two to one step. Commissioner Keeler commented that in the current process the budgetary deadlines are set at different times during the year which creates confusion to agencies. Staff commented that there were concerns expressed by the agencies receiving both the CDBG and General Fund because of the timing and not knowing whether the Council will support the Commission recommendation for CDBG funds.
Commissioner Meyering commented that it is still a two step process with the proposed amendment. Chair Steward clarified that the existing steps include that the Commission is provided a General Fund balance to allocate to different agencies. With the proposed amendment, the Commission will not be able to make a recommendation on General Funds.
Commissioner Persyn stated that one of the Housing & Human Services Commission’s scope of responsibility is to review human services agencies applying for CDBG and General Fund. With the proposed modification, the Commission will not be able to recommend funding outside of CDBG funds.
There were extensive discussions regarding the proposed changes and regarding the process of funding allocation in relation to the budget process. The Commission expressed concerns about the Commission’s inability to be able to make a recommendation to City Council on General Fund allocation.
Commissioner Meyering offered a friendly amendment to invite some Councilmembers to attend the Housing and Human Services Commission meeting to provide clarification on the reasons for the proposed policy change and that the three agencies receiving general funds be invited for input on how the modification may affect these agencies.
Commissioner Persyn did not accept the friendly amendment. However, he concurred with the idea of increased communication with the City Council where and when appropriate to discuss the direction of the proposed policy amendment.
Staff clarified the Report to Council process and pointed out that the discussion and summary sections of the report included the information that was discussed with Council at a Study session in September 2005. Staff further added that the comments and recommendation of the Commission will be included in the staff report that will be submitted to the City Council.
Commissioner Persyn commented that Section VIII, 4, last sentence of the paragraph contains vague wording and needs further clarification on the direction and the specific process. He felt the Commission’s channel for reviewing applications for CDBG funding to be to narrow with the proposed modification.
There were no comments from Commissioner Andersen.
Comm. Keeler stated that he would not support the motion. He stated that the wording appears to be an improvement to the former policy and is a step forward.
Chair Steward supported the motion. He stated that even though his preference would have been to recommend an alternative, he has the same concerns that this is possibly a backwards way of diluting or eliminating General Funds for human services.
Commissioner Meyering commented that he doesn’t believe that the ostensible problem will be solved by this recommendation as the two budget cycles will still be separate and the City Council is still going to get two different recommendations – one for CDBG funds and another recommendation for the possible recommendation of General Funds for the same agency. The pressure on the City Council is not going to change. They have to make a decision on federal funds without knowing whether or not how much might be the share of General Funds. The other ostensible reason is that some or all of these three agencies don’t feel like they’re fairly competing with regard to allocation of funds because of comparisons to the other agencies, but they’re still going to have that competition with agencies providing radically different services. They will just go through direct application to the City Council. He thought that some of these distinctions are elusive; for instance, that an agency that provides recreational services is not a social service agency. He stated that the Commission had just heard earlier in a presentation from Ms. Cooper of Friends for Youth that their programs primarily involve going to amusement parks and things like that where they get tickets, so that’s a recreational type of activity.
FINAL MOTION:
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Commissioner Persyn made a motion to return the staff report to staff for further work as the proposed policy change is unclear and that it may limit the Commission’s ability to recommend to City Council on General Fund allocation. Commissioner Andersen seconded. |
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Motion carried 5-2 with Commissioners Keeler and Falk dissenting and Vice Chair Callan and Commissioner Kali absent. |
Chair Steward summarized that the recommendation and the minutes of the Commission will be forwarded to City Council as an attachment in the staff report.
- Discussion of the Outside Group Funded Agencies
Chair Steward asked the Commission if they have any questions on other agencies.
Commissioner Keeler asked about the level of domestic violence in Sunnyvale as reported by Support Network for Battered Women. Staff responded that the agency currently exceeds the program performance goals. She added that this agency previously faced challenges of meeting its performance goals and has had funding reduced in the past, but has now overcome the challenges and is exceeding it’s performance goals.
Commissioner Falk inquired about Live Oak Adult Day Care Services and about its performance in FY 20004/05. Staff responded that the agency is at 100% of goal for the first two quarters of FY 2005/06. In FY 2004/05, the agency was slightly below the program objectives and stated that in that year, the agency conducted collaborative marketing/outreach efforts with other adult day care facilities, created a website, and conducted marketing and outreach efforts. Staff also explained the cost per unit and the services being provided associated with the cost.
Commissioner Keeler asked in regards to the proposed policy whether the Commission will still evaluate the agencies receiving General Fund. Staff responded that the proposed policy change will not take effect until FY 2007/08. Therefore, for the upcoming fiscal year, the Commission will still evaluate all agencies and consider the level of support they will recommend to Council.
Commissioner Andersen complimented staff for the assessment reports making it easy to read and understand agency performance.
D. Discussion of Housing Proposals
Annabel Yurutucu, Housing Officer, reported that two housing proposals were received. She gave a summary of each of the applicant’s proposed housing projects. Mid-Peninsula Housing Coalition has submitted a request for additional rehabilitation of Homestead Park, a 211 affordable housing unit project located at south of El Camino Road. The second is from Senior Housing Solutions (formerly Project Match) for an acquisition to provide housing for 14 seniors.
She stated that the next step is to set a date for these two agencies to make presentations to the Commission. The Commission agreed to have a Special Meeting on Tuesday, March 14, 2006 at 7PM in the West Conference Room for these agencies to make presentations to the Commission on their housing proposals.
Commissioner Meyering asked staff what is the action required of the Commission, what is going to be reviewed, what is the significance and where are the funds coming from for these housing proposals. Staff responded that one of the purviews of the Commission is to make a recommendation to City Council on funding affordable housing projects, and the funds will be budgeted from CDBG and HOME funds. Commissioner Meyering voiced that he does not recall having any indication that there is going to be any vote as to where the funds will be coming from. Staff responded that a copy of the Request for Proposal was provided to the Commission in their packet at the last meeting. Chair Steward clarified that there is a pool of funds reserved to support housing development, and that this is the majority of the CDBG funding and HOME funds that is allocated (only 15% of CDBG may be spent on public services).
NON-AGENDA ITEMS AND COMMENTS
None
· Staff Comments
Annabel Yurutucu, Housing Officer, updated the Commission on the status of the Moulton Plaza new construction project, one of the agencies that received housing funds from CDBG and HOME.
She also reported that staff is moving forward on the Analysis of Impediments to Fair Housing Choice and it is scheduled for review by the Commission on March 29, 2006.
She added that there is a Request for Proposal for Fair Housing services and Landlord Tenant Dispute Resolution with the proposal due on February 22, 2006. She further added that there would be interviews conducted with providers who have submitted proposals.
INFORMATION ONLY ITEMS
None
ADJOURNMENT
Chair Steward adjourned the meeting at 10:00 PM.
Respectfully submitted,
Annabel Yurutucu
Housing Officer |