Council Meeting:    June 12, 2001                                                        Santa Monica, California

 

 

TO:                  Mayor and City Council

 

FROM:            City Staff       

 

SUBJECT:     Recommendation to Approve Reallocation of Grant Funding from Community Partners-Parachute Program/Proyecto Adelante/Santa Monica Barrios Unidos to the Woodcraft Rangers-Pico Neighborhood Youth and Family Center for Program Services Targeting Older Youth and Young Adults in the Pico Neighborhood

 

INTRODUCTION

This report provides an overview of the City=s efforts to develop programs for older youth and young adults in the Pico Neighborhood.  It recommends that the City Council approve grant  funding for a start-up grant to the Woodcraft Rangers-Pico Neighborhood Youth and Family Center.

 

BACKGROUND

On July 9, 1999, the City issued a request for proposals (RFP) for programs for older youth and young adults.  The Council-approved funding rationale and guiding principles for the RFP set forth the City=s intent to target youth 16-23 years and families residing in the Pico Neighborhood, decrease fragmentation of services, leverage resources, and emphasize strong youth participation, program evaluation and achievement of defined outcomes.

 


A total of 30 organizations attended City-sponsored grant writing workshops. Five proposals were submitted in September 1999 by: 1) Santa Monica Barrios Unidos; 2) Break the Cycle; 3) FAME - Santa Monica Redevelopment Corporation; 4) The National Conference for Community and Justice (NCCJ); and 5) Santa Monica Parachute Program/Proyecto Adelante Alliance.

 

All five proposals were evaluated by six members of the Human Services Division staff, two members of the Social Services Commission and a committee of seven Santa Monica youth who were trained to evaluate proposals by The Grantsmanship Center, a non-profit grantsmanship and fundraising skills training center.  The youth reviewers conducted interviews with FAME, Barrios Unidos, and Parachute/Proyecto Adelante to consider the effectiveness of the proposed programs and applicants= capacities to address priority youth needs and reach the targeted population.  Staff also interviewed the three organizations and requested written responses to questions asked by both youth and staff reviewers.

 


Following the proposal review and interview process, there was consensus among all  reviewers that the strongest of the five proposals received were submitted by Santa Monica Barrios Unidos and the Parachute Program/Proyecto Adelante Alliance.  In addition to meeting the funding criteria approved by the City Council, these two applicants demonstrated the greatest ability to reach the targeted population and address their needs as specified in the RFP.  It was also the consensus of all reviewers that, combined, Santa Monica Barrios Unidos and the Parachute Program/Proyecto Adelante Alliance offered expertise in reaching the most Amarginalized@ youth and young adults who are most at risk of unemployment, teen pregnancy, and behaviors that may lead to criminal activities. Program strengths highlighted specifically by the youth reviewers included a youth designed drop-in center, alternatives to violence through education, leadership development and cultural awareness, and employment of youth as program staff or in other career track jobs.

 

Based on the above review and analysis, staff recommended that the City Council approve funding to Santa Monica Barrios Unidos and Parachute Program/Proyecto Adelante Alliance to develop a collaborative program targeting older youth and young adults in the Pico Neighborhood.

 

On January 11, 2000, the City Council approved FY 1999-2000 funding in the amount of $350,000 to the Parachute Program/Proyecto Adelante/Barrios Unidos (PPPABU), a new community-based collaborative, for services targeting Pico Neighborhood youth, ages 16-23.  The grant was intended to support one-time start up costs, technical assistance, fiscal receiver services and training, the development and completion of a work plan and budget, planning activities involving youth, parents, and community groups, and  a range of outreach and program services.

 


During a five-month planning period, the grant supported approximately 3,200 hours of work by adult staff and twelve part-time youth planners, equipment (including computers), and facility improvements.  Community Partners, a nonprofit technical assistance provider, conducted extensive staff training on program planning and organizational development while acting as fiscal receiver.  Program outreach provided by PPPABU included field trips and neighborhood events serving approximately 45 unduplicated youth.

 

The key funding condition to be met during the planning process was the development of a City-approved work plan and budget detailing how PPPABU would develop and administer services within a realistic time line and budget.  By June of 2000, it was apparent that a number of Council-approved funding conditions would not be met based on the original time line, including completion of the required work plan and budget.  Recognizing the need for additional time, the City Council approved continued support to PPPABU in the amount of  $350,000 in the FY 2000-01 Budget, contingent upon a series of funding conditions.  During the summer and fall, difficulties in meeting funding condition deadlines continued and City staff, Community Partners and members of PPPABU worked to implement the Council-approved program.

 

On December 22, a letter to the City from Community Partners communicated significant concerns regarding the viability of implementing the agreed-upon program.  In January 2001, City staff notified the Acting Executive Director of PPPABU that all efforts were being reviewed and options explored in order to deliver the needed services to Pico Neighborhood youth.  Subsequently, the City, with support from Community Partners, determined that without daily, direct supervision and administrative oversight by an experienced nonprofit organization, the program intent would not be achieved.


Also in January, City staff received input from the three PPPABU partners on the status of the collaboration and found that: 1) the representative of the Parachute Program preferred to continue the development of PPPABU, although if PPPABU were to end, the Parachute Program indicated that it would request support for a youth prison outreach program; 2) the representative of Barrios Unidos maintained an interest in providing youth employment services but stated that Barrios Unidos would not seek direct City funding; and 3) the representative of Proyecto Adelante and acting Executive Director of PPPABU reported a desire to explore City-funded options for a reformulated program.  Subsequently, the acting Executive Director submitted a proposal for the establishment of a new organization, the Pico Neighborhood Youth and Family Center (PNYFC).  Given the Council=s original direction that any funding not expended through the PPPABU program be allocated to other programs targeting older youth, City staff continued to evaluate this and other alternatives.

 

Over the course of this evaluation of options, staff revisited all of the original proposals submitted in 1999 by Santa Monica Barrios Unidos, Break the Cycle, FAME - Santa Monica Redevelopment Corporation, The National Conference for Community and Justice (NCCJ), and Santa Monica Parachute Program/Proyecto Adelante Alliance.  More recently, staff also reviewed documentation submitted directly to City Council about a prison outreach program proposed by the Parachute Program in collaboration with the Central Recovery and Development Project.

 


Staff reviewed a draft work plan and budget submitted by the PNYFC that proposed to build upon the PPPABU planning process, including leadership development, support groups, youth and family counseling, music production and employment outreach.  Although the proposed services were consistent with the Council-approved priorities and offered a direct link to the PPPABU planning process under a new structure, staff determined that implementation would be hampered without the following: 1) fiscal receiver services and 501 (c) 3 nonprofit status; 2) fiduciary and program oversight by an experienced board of directors; 3) a staffing plan that ensures adequate supervision and training; 4) a phased-in approach to program services and funding to allow time for project development; 5) a community approach to service delivery that promotes inclusiveness and positive race relations; and 6) the development of a community advisory board representing adult and youth leadership in the Pico Neighborhood.  Staff  communicated this analysis to the PNYFC.

 

Staff contacted local, City-funded organizations to explore new models for partnerships that would combine the strength of community-based leadership offering effective services to Pico Neighborhood youth with the administrative experience and track record of an established organization.  Staff found that there were numerous examples of such partnerships but could not identify a City-funded local agency with the staff resources or the organizational structure needed to provide support to a partner organization at this time.

 


In addition, staff interviewed executive directors of programs outside of Santa Monica that serve a similar population to better understand the makings of a viable collaborative structure.  In most cases, successful programs started out small, combined community leadership with one or more established service providers, and received direction from boards that included members of the targeted community.

 

Simultaneously, representatives of the PNYFC Advisory Board met with local nonprofit agencies, seeking a new partnership that would address the City=s goals and concerns, and arrived at a decision to propose the agency they felt would best match the needs of the PNYFC. 

 

DISCUSSION

As a result, the City received a new proposal for funding from the Woodcraft Rangers, an established regional youth organization, to include the  PNYFC as one of its projects for the duration of this City funding cycle.  (See Attachment I).

 


In summary, the Woodcraft Rangers is an organization with more than 77 years of experience providing leadership, educational and enrichment recreation services through after-school and camp programs to low-income and Aat-risk@ youth ages 6 through 18 in the Los Angeles area.  It proposes to provide administrative and program oversight, board direction, and staff supervision to the PNYFC.  The Woodcraft Rangers-PNYFC target population is Pico Neighborhood youth between 16-23 years who are out of school, have minimal job skills and are in need of assistance with school performance.  Woodcraft Rangers proposes to request City funding in the amount of $318,000 for FY 2001-2002 to support the following:

 

<                    extensive case management and support services for a core group of 30 and additional services for 130 unduplicated youth and their families;

<                    individual, family counseling and support groups;

<                    tutorial assistance to improve school performance and college planning services;

<                    job preparation skills development and referrals;

<                    leadership development workshops and community service projects;

<                    computer skills development workshops;

<                    music production lab; and

<                    community events, educational forums and field trips.

 

 

In addition, St. John=s Child and Family Development Center proposes to provide a .50

 

FTE Counseling position dedicated to the Pico neighborhood youth and families served by

 

this program as a continuation of their collaboration with PPPABU.

 

 

Woodcraft Rangers requests funding for the period of June 13, 2001-June 30, 2001 in the amount of $41,764 for initial outreach and program start-up activities, including site location and facility improvements, staff recruitment and hiring, orientation and training, purchase of supplies, and finalization of contracts.  (See Attachment II and III).

 


City staff has met with the Executive Director, Board President, Program Supervisor, and Chief Financial Officer of Woodcraft Rangers; the local Community Advisory Board, and the proposed Project Manager for the PNYFC to discuss issues of supervision, administrative oversight, accountability, program goals and role of the PNYFC Advisory Board.  Staff has also researched the track record and reviewed financial audits of the Woodcraft Rangers and has performed site visits to several Woodcraft Ranger projects.  Site visits revealed the organization=s commitment to provide culturally relevant programs staffed by personnel who mirror the language and cultural background of the youth participants.  In addition, a recent evaluation performed by Lodestar Management/Research Inc. concluded that youth participation in Woodcraft Ranger programs resulted in improved school attendance, improved academic and performance skills, a decrease in at-risk behaviors, and improved participation in safe after-school activities. 

 

Having reviewed prior proposals, new proposals, and local best practices, staff considers Woodcraft Rangers - Pico Neighborhood Youth and Family Center Project to be the most competitive, viable project.   In applying the funding criteria previously approved by the City Council, staff determined that the Woodcraft Rangers - Pico Neighborhood Youth and Family Center Project demonstrates the ability to reach the targeted population, provide culturally relevant programs and address their needs as specified in the original RFP, to build collaborative partnerships that leverage resources, and to achieve defined outcomes.  The PNYFC Committee (which will operate as a committee of the Woodcraft Rangers Board of Directors) intends to establish non-profit status for PNYFC and seek direct City funding during the FY 2003-04 Community Development Program Request for Proposal and Grant Review process (See Attachment IV).  The viability of this approach would be evaluated during the review process for that funding cycle.

 


Based upon the above assessment, City staff recommends funding in the amount of $41,764 to support the Woodcraft Rangers - PNYFC FY 2000-01 start-up Program Plan and Budget.  The Proposed FY 2001-02 City Budget includes $318,000 for operating funds to the Woodcraft Rangers - PNYFC, and $32,000 for PNYFC counseling services to St. John=s Child and Family Development Center as part of the Older Youth Set-Aside in the FY 2000-2003 Community Development Grants Program.

 

FISCAL/BUDGETARY IMPACT

 

The recommended funding level reflects start-up funding for June 13, 2001 through June 30, 2001 to the Woodcraft Rangers.  Funds are currently available in the City=s FY 2000-2001 Adopted Budget as follows:

 

 

 

Agency/Program

 

Total Recommended Amount

 

Account Number

 

Woodcraft Rangers/Pico Neighborhood Youth and Family Center  (FY 2000-01 start-up grant)

 

 

$41,764

 

 

01262.562381

 

 

 

 

RECOMMENDATION

 

This report recommends that the City Council approve funding for a start-up grant to the Woodcraft Rangers-Pico Neighborhood Youth and Family Center for program services targeting older youth and young adults in the Pico Neighborhood and authorize the City Manager to negotiate and execute the necessary contract documents for FY 2000-2003.

 

Prepared by:      Barbara Stinchfield, Director

Julie Rusk, Human Services Manager

Tracy Scruggs, Human Services Supervisor

Betty Macias, Senior Administrative Analyst

Community and Cultural Services Department

 

Attachment I: FY 2000-01 Funding Recommendations Services for Older Youth and Young Adults                                                       

Attachment II: Woodcraft Rangers Program and Fiscal Management Plan

Attachment III:     Woodcraft Rangers Program Budget (not available electronically – available at City Clerk’s Office and public libraries)

Attachment IV:    PNYFC Advisory Board Members

 

 

 


ATTACHMENT I

 

FY 2000 - 01 Funding Recommendations

Services for Older Youth and Young Adults

 

 

WOODCRAFT RANGERS-PICO NEIGHBORHOOD YOUTH AND FAMILY CENTER

 

 

Recommended for Funding:  $41,764

 

Proposed Award:                      $41,764 FY 2000-01 Start-Up Grant (General Fund)

 

Program Summary:

The Woodcraft Rangers provides life enriching experiences through camps, after-school programs and other activities in low-income neighborhoods in Los Angeles, Kern, Orange and Ventura Counties.  Programs are designed to build relationships with people from different cultures, ages and backgrounds while developing leadership skills among youth.  The Woodcraft Rangers proposes to expand its services in Santa Monica to provide intensive program and case management to a core group of 30 older youth and young adult Pico Neighborhood participants and their families through the Pico Neighborhood Youth and Family Center (PNYFC).  Other proposed services include individual and family counseling in collaboration with St. John=s Child and Family Development Center, computer skills training, music production workshops, tutorial assistance, job preparation, and leadership development workshops to an additional 130 participants.

 

The Woodcraft Rangers has formed a partnership with the PNYFC Community Advisory Board to provide administrative and Board oversight until the PNYFC is established as a nonprofit agency.

 

FY 2000- 01 Funding Conditions:

FY 2000-01 funding conditions include:1) submission of a revised FY 2000-01 Program Plan and Budget; 2) submission of a City-approved, signed memorandum of understanding prior to contract execution and release of funds between the Woodcraft Rangers and its Pico Neighborhood Youth and Family Center Advisory Committee, detailing roles and responsibilities in areas such as personnel, program and financial oversight, etc.; 3) submission of a City-approved, signed memorandum of understanding between the Woodcraft Rangers and St. John=s Child and Family Development Program and other organizations collaborating as service providers; 4) submission of City-approved staff job descriptions, case management standards and personnel policies; 5) City-approval of the program site; and 6) quarterly submission of program and fiscal reports as required by the City.


                                                                                                   ATTACHMENT III

PROGRAM BUDGET

 

 

 

 

 

 

 

 

 

 

 

AGENCY:

Woodcraft Rangers    

 

 

PROGRAM:

Pico Neighborhood Youth and Family Center

 

BUDGET PERIOD:

Start-up: June 13, 2001 - June 30, 2001        

 

 

 

 

 

 

 

 

 

 

 

 

SECTION I:  BUDGET SUMMARY

 

 

 

 

 

 

 

 

 

FY 2000-01

 

 

 

 

(June13, 2001 -

FY 2000-01

 

 

June 30, 2001)

(June 13, 2001 - June 30, 2001)

 

 

 

 

1

 

2

 

3

 

 

 

SM

Total

SM

 

 

Grant

Program

Grant

 

 

Budget

Budget

Budget

 

 

 

 

 

 

1A. Staff Salaries

$2,995

$2,995

 

 

1B. Staff Fringe Benefits

$766

$766

 

 

1C. Consultant Services

$4,700

$4,700

 

 

2.   Space/Facilities

$25,320

$25,320

 

 

3.   Equipment/Capital Purchases

$0

$0

 

 

4.   Travel/Training

$133

$133

 

 

5.   Insurance

$201

$201

 

 

6.   Operating Expenses

$6,810

$6,810

 

 

7.   Program Evaluation

$0

$0

 

 

8.   Small Grants

$0

$0

 

 

9.   Scholarships/Stipends

$0

$0

 

 

10. Other

$839

$839

 

 

 

 

 

 

 

11.  TOTAL

$41,764

$41,764

$0

 

 

 

 

 

 


ATTACHMENT IV

 

Woodcraft Rangers 

Pico Neighborhood Youth and Family Center Committee

 

 

 

Dr. Robert Adams, VP Student Affairs

Santa Monica College

 

Teresa Bonpane, Executive Director                 

Office of the Americas                                      

 

Sal Galvan, Youth Program Manager

Venice Community Housing Corporation

 

Michael Jackson

Pico Neighborhood resident

 

Joan Ling, Executive Director                           

Community Corporation of Santa Monica

 

Dario Navarro

Hennigan, Bennet & Dorman

 

Deborah (Sunni) Smith

Cassava Enterprises

 

Zoe Thomas                                                                 

Pico Neighborhood resident

 

Tony Vasquez, Regional Director                      

California Futures Network