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MEASURE Y
The Violence Prevention and
Public Safety Act of 2004
Violence Prevention Programs
GRANTEE MANUAL
Revised for FY 2012-13
This manual was developed and is maintained by the City of Oakland, Department of Human
Services for grantees funded by Measure Y. This manual is updated at the beginning of every
fiscal year (July 1) and updates or changes may be sent to the grantee during the fiscal year if
necessary. Visit www.measurey.org for a downloadable copy of this manual and updates.
FY 2012-13 Measure Y Grantee Manual
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TABLE OF CONTENTS
Introduction and Background on Measure Y…………………………
3
Key Dates
5
…………………………………………………………….
Roles and Responsibilities………………………………………………….
6
Funding Process……………………………………………………………..
8
Fiscal/Lead Agency Responsibilities…………………………………….
9
Process for Developing a Grant Agreement…………………………..
10
Reporting and Invoicing……………………………………………………
13
Allowable Uses of Funds……………………………………………………
19
Site Visits and File Review……………………………………………………
22
Grant Agreement Modifications and Non Compliance………………
25
Matching Funds Requirements…………………………………………….
27
Measure Y Grantee Operations Standards ………………………………
29
Outside Evaluation……………………………………………………………
33
Measure Y Grantee Coordination …………………………………..
34
Media and Publication ………………………………………………….
35
Measure Y Grantee Contact and Website Information……………….
36
Drug and Alcohol Policy for Measure Y Funded Staff…………………..
37
Hiring Policy for Staff Funded by Specific Measure Y Program Strategies
38
Guidelines on Client Grievance Procedures ……………………………..
39
Attachments (electronic forms can be found online at www.measurey.org):
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Attachment A – Grantees and Program Officers Contact Information
Attachment B – Example of Desk Audit and Site Visit Tool (Sample)
Attachment C – Consent/Release of Information Form (Sample)
Attachment D – Voluntary Consent: Evaluation Research for Reentry Programs
Attachment E – Consent Administration Protocol
Attachment F – Budget Modification Form (Sample)
Attachment G – Match Documentation Form (Sample)
Attachment H – Neighborhood Crime Prevention Council (NCPC) Meeting
Assignments
Attachment I – Guidelines for Preparing for and Attending NCPC meetings
Attachment J – Grantee Contact Information Sheet
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INTRODUCTION AND BACKGROUND ON MEASURE Y
The Measure Y Violence Prevention and Public Safety Act was passed by
Oakland voters in November of 2004. It legally went into effect on January 1,
2005 and will sunset on December 31, 2015 unless it is re-enacted by the voters
of Oakland. Measure Y raises about $20 million each year, of which about $5
million is for prevention programming. The Oakland Police Department receives
approximately $9 million annually to support 57 Problem Solving Officers, as well
as additional officers for truancy enforcement, domestic violence, and special
victims units. Five million dollars annually eliminates Fire Department rotating
station closures so that all fires stations are open 24 hours, 7 days a week. For a
full description of all the Measure Y programs (including Police and Fire), please
view the website at www.measurey.org. The exact language of the Measure Y
violence prevention programming language passed by voters is:
“Violence Prevention Services With an Emphasis on Youth and Children: Expand
preventive social services provided by the City of Oakland, or by adding
capacity to community-based nonprofit programs with demonstrated past
success for the following objectives:
a.
b.
c.
d.
Youth outreach counselors: hire and train personnel who will reach
out, counsel and mentor at-risk adolescents and the young adults
by providing services and presenting employment opportunities;
After and in school programs for Youth and children: expand
existing City programs and City supported programs that provide
recreational, academic tutoring and mentoring opportunities for atrisk adolescents and children during after school hours; expand
truancy enforcement programs to keep kids in school.
Domestic violence and child abuse counselors: make available
counselors who will team with police and the criminal justice system
to assist victims of domestic violence or child prostitution and to find
services that help to avoid repeat abuse situations; expand early
childhood intervention programs for children exposed to violence in
the home at an early age.
Offender/parolee employment training: provide parolee prerelease employment skills training and provide employers with wage
incentives to hire and train young offenders or parolees“
The full text of the legislation can be found at:
http://measurey.org/uploads/File/measureyfulltext.pdf.
City of Oakland Measure BB, a revision of Oakland’s 2004 Measure Y, was
passed by Oakland voters on November 2, 2010. Measure BB revised Measure Y
by suspending the requirement that the City maintain at least 739 police officers
in order collect funds from Measure Y.
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Mission
Measure Y creates a safe Oakland by dramatically reducing violence among
youth and young adults. The Measure Y network weaves together social
services, nonprofits, police, employment, schools, criminal justice, faith-based
agencies and community members at the neighborhood level to address the
symptoms and the root causes of violence.
Administration of Violence Prevention Funds
The City of Oakland, Department of Human Services (DHS) administers the
Measure Y violence prevention programs that are based on best
practices that range from domestic violence case management,
violence prevention curriculum in the public schools to re-entry programs
and job training for parolees. See Attachment A for a current list of
Measure Y programs. Most of these programs are on a three (3) year
grant cycle1. These years are (tentatively):
►
Fiscal Year 2006-07 through Fiscal Year 2008-09 – Cycle 1
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Fiscal Year 2010-11 through Fiscal Year 2011-12 – Cycle 2
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Fiscal Year 2012-13 through Fiscal Year 2014-2015 – Cycle 3
Targeting Resources
In order to determine the varying needs of each community and to allocate the
funding according to that need, fifty-seven (57) community police beats were
evaluated based on eleven data indicators, referred to as “stressors.” The
stressors identified include:
•
Crime Factors: Juvenile and young adult arrests, domestic violence and
child abuse, violent offenses and total crime.
•
Economic Factors: Census data for unemployment, percent of residents
living under the poverty level and percent of residents receiving public
assistance.
•
Education Factors:
violence.
Number of chronic truants and suspensions due to
The Stressors Report is updated prior to the release of each three year grant
cycle. The data is received from the Oakland Police Department for the crime
factors, education data is from the Oakland Unified School District and Census
1 Some programs were implemented outside of the RFP process but with Council approval or in
a separate and later RFP using funds in the Measure Y reserve account.
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data is not updated unless a new Census has been performed and data is
released in time for the Stressors report update.
In addition to the Stressors report, the Department of Human Services also
regularly uses GIS mapping of violent crimes to better target the activities of the
Oakland Street Outreach teams and to inform the Measure Y providers about
street climate.
Measure Y Key Dates for Fiscal Year July 1, 2012 – June 30, 2013
o Mandatory Quarterly Grantee Meetings for Measure Y will be announced by
DHS staff via email. We typically hold meetings in June/July, October,
January, and April. In addition a Measure Y Celebration of Peace is typically
held in January.
o
Measure Y grantees are required to attend Measure Y Provider Coordinator
meetings on a quarterly basis.
o Quarterly Reports and Invoices via the CitySpan database are due:
October 5, 2012 (for program activities from July 1 – September 30,
2012)
January 4, 2013(for program activities from October 1 – December 31,
2012)
April 5, 2013 (for program activities from January 1 – March 31, 2013)
July 31, 2013 (for program activities from April 1 – June 30, 2013 and
year end program completion updates)
o Matching funds documentation (see page 27 of Grantee Manual for more
information) is due with the third quarterly report on April 5, 2013.
o Budget modifications will be accepted no later than April 5, 2013. See page
25 of the Grantee Manual for more information on how to complete a
budget modification request.
Helpful Tip: Are you a new staff person, Program Manager or Executive Director
and need more information on what is required of your organization as a
Measure Y grantee? Contact the grantee Program Officer to set up an
appointment to go over the grant agreement and database. See Attachment
A for a list of grantees and their Program Officers.
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ROLES AND RESPONSIBILITIES
•
City of Oakland, Department of Human Services
The City of Oakland, Department of Human Services (DHS) administers the
violence prevention funds from Measure Y. Each grantee has a Program
Officer assigned to their organization to complete a grant agreement and
monitor the grantee’s progress each fiscal year. The Program Officers report
to the Policy and Planning Manager at DHS and the Policy and Planning
Manager reports to the Director of the Department of Human Services. The
Violence Prevention Program Coordinator manages the implementation of
the Street Outreach program. Measure Y staff also includes a Program
Analyst who manages the administration of grant agreements, quarterly
reports and quarterly meetings. For a list with contact information for the
current DHS Measure Y staff, please see Attachment A.
•
Measure Y Grantees
The City of Oakland enters into grant agreements with non-profit
organizations and public agencies to implement the Measure Y programs.
The grantees are required to provide specific services to the target
populations outlined in their Scope of Work within the confines of the budget.
The grantee is required to participate in mandatory meetings, complete
mandatory reports, participate in the outside evaluation of their Measure Y
program and agree to site visits and/or file reviews. Measure Y grantees
should also communicate issues and challenges related to the Measure Y
program outside that of the quarterly reports to their Program Officers in an
effort to resolve issues before they become more complicated and risk the
withholding of quarterly payments.
• Measure Y Oversight Committee
The Measure Y Violence Prevention and Public Safety Oversight Committee
reviews the annual financial audit, supervises and guides the evaluation and
makes policy recommendations and regular reports to the Mayor and City
Council. The committee meets regularly at Oakland City Hall. Visit
www.measurey.org to find the agendas and meeting minutes and the
meeting announcements. From the Measure Y legislation:
“To ensure proper administration of the revenue collection and spending, and the
implementation of the programs mandated by this ordinance, the Mayor shall appoint three
members of a "Violence Prevention and Public Safety Oversight Committee" and each
councilmember shall appoint one member. The committee shall review the annual audit,
evaluate, inquire and review the administration, coordination and evaluations of the
programs and make recommendations to the Mayor and the City Council for any new
regulations, resolutions or ordinances for the administration of the programs to comply with
the requirements and intent of this Ordinance.”
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• City Councilmembers and their Staff
City Councilmembers are responsible for approving the final funding
decisions and providing direction to DHS regarding violence prevention
funding. Each Councilmember also appoints one member to the Oversight
Committee. City Councilmembers are also consulted with prior to the RFP
process via informational City Council reports from DHS to ensure the plan
meets their expectations.
• The City Administrator’s Office
The City Administrator is responsible for coordinating the implementation and
evaluation of all three aspects of Measure Y (Fire, Police and Violence
Prevention). One staff person in the City Administrator’s Office staffs the
Oversight Committee and coordinates the Measure Y staff in the OPD, DHS
and Fire Departments.
• The Mayor’s Office and Staff
The Mayor’s office is consulted with prior to the RFP process to ensure the
Mayor agrees with the overall plan of the Measure Y Violence Prevention
programs. The Mayor’s input is sought and included in the recommendations
to City Council.
•
The Measure Y Outside Evaluator
Measure Y legislation requires a professional evaluation of how well policing
and violence prevention services are implemented. Three percent (3%) of
the Measure Y funds dedicated to violence prevention and police services
are budgeted for evaluation. The Oakland City Administrator’s Office
oversees the grant agreement administration of the Measure Y evaluation.
Helpful Tip: If you would like to learn more about Measure Y, consider
attending one of the Measure Y Oversight Committee meetings. They are held
are held at City Hall on the third Monday of every month. Check the website
for more information: http://measurey.org/index.php?page=oversight-andevaluation
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FUNDING PROCESS
During the last fiscal year of each three year funding cycle, DHS makes
recommendations to City Council after working with the Mayor’s office to
develop priorities for funding. These priorities are also presented to the Measure
Y Oversight Committee prior to presentation to City Council. City Council
provides direction to the DHS Measure Y staff regarding how Measure Y
Violence Prevention funds are allocated. The process is to recommend the
priorities to the Public Safety Committee of City Council and then, after they
approve, to the full City Council.
All funds are released through a competitive process with a release of a Request
for Proposals (RFP) unless Council approves funds to an organization or public
agency in special or unique circumstances. DHS staff request direction from City
Council and the Mayor’s Office prior to the release of a Request for Proposals.
An independent review panel for each program strategy reads and scores
each complete proposal. They then make funding recommendations.
Once the RFP process is complete, City Council must approve the
recommendations for funding from DHS and a resolution allocating the funding
to the recommended organizations or public agencies must be passed in order
to enter into a grant agreement with those organizations. DHS provides updates
to City Council on the progress of the grantees annually.
Helpful Tip: Sign up to receive funding notifications from Measure Y at
www.measurey.org under “Grantmaking.”
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FISCAL/LEAD AGENCY RESPONSIBILITIES
The fiscal or lead agency is the entity signing the grant agreement. This is the
agency the City holds legally liable for all aspects of the grant agreement
including project implementation, fiscal management, and communication with
Measure Y staff regarding the grant. The following responsibilities apply to fiscal
/lead agencies in which 20% or more of the Measure Y budget is allocated to a
subgrantee(s) or if a significant amount of the program deliverables are
allocated to a subgrantee(s):
Enter into a Memorandum of Understanding (MOU) or letter of agreement
with each subgrantee that reflects the requirements in the Measure Y
grantee agreement signed by the fiscal/lead agency. If a letter or MOU is
developed prior to funding as part of the Request for Proposals process,
be sure to update it after funding is awarded. This MOU should include
the Measure Y deliverables allocated to each subgrantee and a
payment schedule.
• Communicate with City of Oakland, Department of Human Services
Measure Y staff regarding the grant and also with subgrantees about
required Measure Y meetings and activities.
• Develop and prepare the required Measure Y quarterly reports, invoices,
and Scope of Work/Budget modification with input and information from
subgrantees and submit them in a timely manner to Measure Y staff.
• Require sub-grantees to invoice the fiscal/lead agency on quarterly basis.
• Conduct site and program visits of the subgrantee programs once
annually. The site visit should include the following checks of fiscal and
management controls:
Review accounting system (charts of accounts and general
ledger at a minimum)
Review accounting procedures (bank statements, Measure Y
program budget reports and vendor invoices)
Review staffing of program to ensure it is adequate to provide
services
Staff retention issues
Organization of Board (board minutes)
File Review
Program observation
• Arrange for annual site visits and program observations conducted by City
of Oakland, Department of Human Services Measure Y staff.
• Distribute Measure Y funds in a timely (within 2 weeks of receiving funds)
and appropriately to sub-grantees after an invoice is received.
• Terminate or modify MOUs or Letters of Agreements with subgrantees with
the approval of Measure Y staff.
•
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PROCESS FOR DEVELOPING A GRANT AGREEMENT
The following outlines the process for developing and approving a grant
agreement after the RFP process is complete and DHS has made
recommendations to City Council for funding.
●
Grant Agreement Negotiations for New Measure Y Grantees
A new grantee is assigned a Program Officer who then begins grant
agreement negotiations. If the grants are on a fiscal year cycle, this
should begin in May as it take 6-8 weeks for the grant agreement to be
finalized within the City government process.
The Program Officer is
responsible for negotiating the scope of work and budget with the
grantee. The Measure Y Program Analyst is responsible for receiving the
signed grant agreement, City business forms, insurance documents,
match documentation and grantee contact information sheet.
In an effort to ensure that grantees have a new grant agreement as early
in the new fiscal year as possible, negotiations may take place prior to
City Council approval. Please note that funding is not finalized until the
City Council process is complete.
To begin the negotiations, the Program Officer will set up a meeting with
the funded organization to discuss the scope of work and budget for
Measure Y funded programs. The grantee agency will receive the
following documents prior to this grant agreement negotiation meeting
via email:
Instructions on Grant agreement development process
Scope of Work Form
Budget form (with correct funding amount)
Budget narrative guidelines
Grantee Contact Information Sheet
Proposed Match Form
City of Oakland Business Forms Required
Insurance guidelines
Other required City attachments
Helpful Tip: Do you need more information about the City of Oakland Business
Forms or schedules? Check out the City of Oakland’s contract compliance
website for the forms and more information on how to complete them:
http://www2.oaklandnet.com/Government/o/CityAdministration/d/CP/s/FormsS
chedules/index.htm
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•
Grant Agreement Negotiations Meeting and Processing
The grantee Program Officer will work with the grantee on choosing
program deliverables for the grantee Measure Y funded program that
correspond to the standardized deliverables used for the Cityspan
database. In addition, if there were concerns about level of service, the
budget, or any other issue that the review panel or the Program Officer
believes need to be addressed, they will be proposed during the Grant
agreement negotiations meeting.
The Program Analyst will also attend this meeting to go over the Business
Forms and other attachments. After the meeting, the grantee will make
the agreed upon changes necessary to the scope of work and/or
budget.
Once the grantee scope of work and budget forms are completed, the
Policy and Planning Manager will approve them and the Grantee
Agreement will be routed to the following for approval and signatures:
Grantee Agency/Executive Director
Risk Management
Grant agreement (Contract) Compliance
City Attorney
City Administrator
DHS Director
City Clerk
The final Grant agreement will be kept on file at DHS and a copy will be
sent to the grantee organization.
Advanced Payment and Scheduled Payments
Once the Grant Agreement is signed and finalized, an advanced
payment is issued to the grantee. The standard is 20% of the total Grant
agreement funding amount but it may vary and a grantee should check
the Scope of Work document for the correct amount. In most cases, the
scheduled payment is 20% per each of the four quarters. Payment inquires
should be directed to Program Analyst at: (510) 238-3718.
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•
Training of Grantees and Staff in Database
When the grant agreement is complete, the Program Officer will enter the
scope of work and the budget into the CitySpan database.
The Database Liaison will provide all grantees with training and instruction,
according to each grantee’s needs. Each grantee will receive a custom
data entry direction sheet tailored to each program’s deliverables and a
user manual on how to enter data correctly. The Database Liaison meets
with each grantee to provide instruction on the database usage
according to the grantee program needs. The Database Liaison provides
the grantee with a “road map” or detailed instructions on how to enter
their data correctly. The Database Liaison provides regular technical
assistance sessions for grantees. Contact Dyanna Christie at
dchristie@oaklandnet.com or 510-238-6875 for more information.
Helpful Tip: For technical issues with the database, the Cityspan help desk is
available to take phone calls questions Monday through Friday from 8 am to 5
pm. The toll free number is 1-866-469-6884.
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GRANTEE REPORTS AND INVOICING
Measure Y Violence Prevention grantees are required to complete three
quarterly reports and one final report (for a total of four reports) as part of their
grant agreement with the City of Oakland. This process is to be conducted via
the CitySpan database set up specifically for use by Measure Y grantees. All
appropriate staff of funded organizations will be trained in the use of the
database and in how to complete the quarterly and final reports on the
database.
•
Purpose of Monitoring
The purpose of monitoring Measure Y grantees is to:
o Assess programmatic and basic fiscal compliance with grant
requirements;
o To identify areas of noncompliance and needed improvement;
o Identify areas of strengths through monitoring;
o Provide technical assistance for individual grantees as needed, as
well as trainings that would benefit grantees across all program
strategies.
•
SubGrantees
When there is a subgrantee in the contract, it is the legal obligation of the
lead agency to monitor the subgrantee’s progress and to ensure
accountability. However, Measure Y Staff has the right to conduct file reviews
of subgrantee agencies and program observations of the subgrantee. Please
see page 9 for more information about the monitoring required of subgrantees by Measure Y fiscal/lead agencies.
•
Quarterly Reports Review and Payment Process
There are three quarterly reports and one final report due according to the
Scope of Work in the Measure Y grant agreement for each grantee. The due
dates for the FY 2012-13 grant agreement year are:
Friday, October 5, 2012
Friday, January 4, 2013
Friday, April 5, 2013
Wednesday, July 31, 2013
Preparation of Quarterly and Final Report
o Narrative Section
The successes and challenges section should be detailed (more
than a few sentences). A case study of one participant is
required for the success section at the end of the third quarter.
Please be sure to remove all identifying information regarding
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this participant while describing their story. This case study may
be used in the Measure Y newsletter or in reports to City Council.
o Deliverables Section
The Scope of Work for each grantee, including benchmarks for
each quarter, is uploaded into the database, in the Contract
Documents Section.
The deliverables section automatically
populates the reporting numbers in the database. In some
cases, the grantee must type in the reporting numbers if the
deliverable is not standard. In either case, the staff preparing
the report should review the deliverables numbers and be sure it
they are correct. This can be done by comparing the
deliverables section to the Stats section.
The narrative of the quarterly report should be consistent with the
deliverables section of the report and the invoice. For example, if
the grantee is not meeting the number of service hours set out in
the deliverables or reaching the number of participants in the
deliverables for that quarter there should be an explanation why
this is occurring and what actions are being taken to rectify it.
o Stats Report
A review of the “Stats Report” should also be made to ensure the
grantee is serving the correct population as stipulated in the
grant agreement. The “Stats Report” is automatically generated.
This can be monitored by reviewing the demographic data in
the Stats report. The number of consent forms on file should also
be reviewed to ensure a good number of consents are being
collected. If there is missing demographic data, data revealing
participants from outside Oakland or other issues related to the
program participants not matching the deliverables, an
explanation in the quarterly report should be given.
o Invoice
The invoice page includes the approved line item budget,
current expenses, and a year-to-date total column. Grantees
should report actual expenditures for the quarter in the invoice.
Note that the advance payment can be spent in any of the four
quarters. The scheduled payment is listed at the top of the page,
and the requested amount should be entered, with an
explanation if the two numbers are different. The bottom of the
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invoice page indicates how much money has been paid to
date, not including the current quarter.
The invoice should reflect the same line items as in the budget
negotiated in the grant agreement or subsequent modification.
If it does not, the grantee should explain why this is the case and
request a modification if a line item is 10% above or below the
amount originally approved. Budget modifications cannot be
made after April 5, 2013 or the end of the third quarter of the
grant year. Please see page 25 for how to complete a budget
modification request.
o Corrective Actions
Grantees must provide updates on action taken to address
corrective actions in the appropriate section of the quarterly
reports on the database. Failure to meet the due dates of
corrective actions may result in a withholding of payment for
that quarter.
o Sign Off
The appropriate person designated as the signatory for
grantee organization must sign off on the report in order for
register as submitted in the database. To find out who
assigned person is at your organization, please contact
CitySpan database hotline at 1-866-469-6884.
the
it to
this
the
o Report and Invoice Approval Process
The Program Officer will review all parts of the report once
submitted.
►
If there are problems or issues with parts of the report,
the Program Officer will contact the grantee and
provide:
1. Specific issues or problems with the report
2. Advice on how to rectify them
3. Due date for when the issues should be resolved
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The payment schedule for each quarter from the Scope of Work
attachment of the grant agreement is reflected in the Contract
Documents section of the database.
In some cases, the Program Officer with the approval of the
Policy and Planning Manager reserves the right to not provide
the full payment amount to the grantee if deliverables are not
met or if corrective actions are not addressed. The process for
denying the full amount scheduled is as follows:
►
The reduction is determined by a percentage
decrease of the deliverables not met. Success in
reaching the deliverables in other areas will be taken
into consideration, as well as their overall record of
meeting deliverables in the past. Changes in
circumstances regarding program delivery may also be
taken into account (i.e. a school where a case
manager was working closed).
►
Permissible reasons for withholding funds include:
1. Not achieving deliverable benchmarks
2. Unfilled direct services personnel positions
3. A Stats report showing missing data
4. Not attending a required Measure Y meeting
5. Other required services specified in the grant
agreement that are not completed or met.
►
Grantee may be able to receive payment for making
up deliverables in subsequent quarters (within the same
fiscal or grant agreement year). Deliverables are
cumulative and therefore take into account the past
deficiencies if they are not made up.
►
Once an amount is determined, grantee is contacted
in a written format (letter or email) to let them know
how much less they will receive and the reason (i.e. not
meeting deliverables as agreed upon in grant
agreement).
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►
The Program Officer will fill out the Grant Payment
Authorization form indicating any amounts withheld, as
well as comments about the quarterly report.
►
Once the Program Officer has completed processing
the report, a Grant Payment Authorization PDF form will
be generated. This form will indicate the amount
approved this quarter, along with the scheduled
payments to date, amount withheld to date, and the
total paid to date.
Late Reports
►
If a grantee is unable to submit a report on time, it is
imperative that they contact their Program Officer to
request an extension.
►
If 5 business days pass after a quarterly report due date
without submission by a grantee and there is no
extension agreed upon, the Agency Director/Executive
Director will be emailed informing them of the late
report with Policy and Planning Manager cc’d.
►
If the report is not submitted within 5 business days from
the email sent to the Agency Director/Executive
Director or by a new due date agreed upon with the
Program Officer, an email will be sent to the governing
board of the grantee. In the case of City of Oakland
grantees an email will be sent to the City Administrator
informing him or her of the lateness of the report.
Payment Disbursement
►
Grantee will be informed by the Program Analyst when
check is available for pick-up or to be mailed.
►
Grantees must present a valid ID and sign and date
both bottom of payment memo and photo copied
check when picking up a check. The person
representing the grantee must be listed on the
Grantee’s Contact Information Sheet (in file) as
authorized to pick up checks for that organization.
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Final Report
►
A Final Report is due annually by the last day of July
that falls during a work week. The final report is due on
Wednesday, July 31, 2013 for the FY 2012-13 grant
agreement year.
►
The review and payment process is the same as the
quarterly review process (see page 16).
►
Every final payment will be sent with a letter confirming
that the grant agreement has concluded. If funding
was withheld in previous quarters because deliverables
were not met or a corrective action was not closed,
and the deliverables were still unmet or corrective
action still not addressed by June 30th (or the end of the
grant agreement for those not on a fiscal year cycle), a
reminder about this withheld funding will be in this
letter.
►
If funding is withheld permanently the same quarterly
withholding process is applied.
►
The grant agreement is then formally closed.
►
The withheld funds are moved to reserve fund – unless
otherwise authorized by City Council.
Helpful Tip: Are you missing electronic versions of forms such as the evaluation
Consent/Release of Information form or a budget modification form? Check
out http://measurey.org/index.php?page=current-grantees
for a list of commonly used Measure Y grantee forms.
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ALLOWABLE USES OF FUNDS
The Request for Proposal currently outlines the allowable and unallowable uses
of Measure Y funds. This grantee manual further elaborates on the allowable
uses of Measure Y funds for those organizations approved for funding.
Direct Costs
Personnel
All personnel costs should be directly related to program delivery. The budget
will specify the full time yearly salary, the full time equivalent (FTE) spent on the
project and the amount of funds covered by Measure Y and the amount of
funds covered by other sources. All personnel must be paid the City of Oakland
living wage. The living wage effective July, 2012 is $11.70 per hour with benefits
and $13.45 per hour without benefits.
Fringe and Benefits
Fringe benefits include health insurance, dental and vision coverage as well as
mandatory employment costs such as FICA, Social Security, SDI, and
unemployment taxes. The budget and budget narrative should indicate the
specific benefits provided and how the amount was calculated.
Equipment
Measure Y permits purchase of equipment and capital items for use by program
participants. However, any single item costing $500 or more is considered a
capital expenditure and the City retains title of all such items and reserves the
right to exercise its ownership. Such items will be approved as part of the
grantee agreement negotiations process. Grantees will be required to provide
the Program Officer with a list and description of any and all items costing $500
or more that are purchased by Measure Y funds by the end of the quarter
during which they are purchased. See www.measurey.org to download form.
The budget narrative will itemize the equipment requested and include a
statement outlining the ways in which the equipment will be used by Measure Y
clients to fulfill project goals. The grantee should explore the option of
purchasing vs. leasing/rental, and explain the grantee choice. Generally,
Measure Y will support only a portion of high-cost equipment line items.
Therefore, the grantee should explore whether other sources of funds can be
obtained for equipment.
Office/Facility/Classroom Rental
These are the pro-rated costs of space rental, utilities, building maintenance and
other occupancy costs that are directly used to provide the services for this
project.
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General Office Supplies/Software
These are the costs of office supplies, copying and software associated with the
proposed project.
Program Materials & Supplies
This category should include all items that the grantee program requires in order
to operate, such as curriculum costs or training materials.
Telephone/Internet/Communications
Allowable uses of funds include the cost of office telephone, mobile phone, and
internet services associated with the grantee proposed project. Non allowable
uses of funds are home telephone, personal mobile phone and internet services.
Travel/Transportation/Meeting Costs
Local travel for personnel working on the Measure funded project is allowed.
The basis for the calculation should be provided in the budget narrative. Local
travel estimates should be based on the grantee organization’s current policies,
for example, a fuel allowance of 36.5 cents per mile. It may not exceed 55 cents
per mile. Any non - local travel must be carefully itemized, justified and
approved by the grantee’s Program Officer during the grantee agreement
negotiation process. Non-local travel may not occur on a regular basis (nonlocal is beyond the San Francisco Bay Area2) with exceptions given for Re-Entry
programs that may work with incarcerated individuals.
Travel to these
institutions on a regular basis must be approved by the Program Officer.
Incentives
Incentives offered to clients/participants for attendance or for completing
milestones are permitted. The type of incentive (stipends, gift certificate, etc.)
and the number of participants/clients the grantee anticipate will receive
incentives should be outlined in the budget and budget narrative.
Indirect Costs
Indirect costs are intended to cover costs necessary to conduct the grant, but
which are not readily identified as direct program expenses (e.g. reporting costs,
payroll processing, fund development, insurance, evaluation costs, other
administrative costs, etc.) They may not exceed 10% of the total grant award. If
the grantee grant is audited by the City of Oakland the grantee must be able to
document and justify indirect costs charged to this grant.
2
San Francisco Bay Area includes the following counties: Alameda, Contra Costa, Marin, Napa, San
Francisco, San Mateo, Santa Clara, Solano, and Sonoma
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Consultants/Contractors
Consultants related to providing direct services to the Measure Y funded project
are allowable with approval from a Program Officer as part of the grantee
agreement negotiations process.
General List of Unallowable Costs:
Alcoholic beverages
Illegal substances
Legal or illegal gaming and/or gambling
Purchase of items or services for personal use
Travel and accommodation expenses related to trainings and/or
conferences outside of the San Francisco Bay Area and/or unrelated to
the funded project
Costs (including fundraising) of organizing fund-raising, including financial
campaigns, solicitation of gifts and bequests, and similar expenses
incurred to raise capital or to obtain contributions
Cost of certain influencing activities associated with obtaining grants,
grant agreements, cooperative agreements or loans
Cost of membership in organizations substantially engaged in lobbying
Advertising costs are allowable only when incurred for the recruitment of
personnel for the funded project or to recruit participants for the funded
program. Public relations costs are allowable on a limited basis when incurred
to communicate with the public and press pertaining to the specific activities of
the funded project.
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SITE VISITS AND FILE REVIEW
Every grantee shall have a formal Site Visit conducted by at least two DHS
Measure Y Staff at least twice during the three-year cycle. This is typically done
in the middle of the fiscal year in January or February.
Setting Up a Site Visit
Grantee will be provided with the Date of Site Visit by email to the
Executive Director/Agency Director that informs them of:
1)
2)
3)
4)
5)
6)
The date and time of the site visit.
The identified staff members and representatives for the
agency (i.e. outside bookkeeper and accountant) who
need to be present and the amount of time they will be
required to meet with DHS staff.
The need to complete a Grantee’s Desk Audit form one
week prior to the site visit by appropriate staff person
and returned to Measure Y Staff. See Attachment B for
example of the form.
A Program Observation time and date that will also be
set up at the time of site visit appointment. (DHS
Measure Y staff will observe the funded program in
action – if confidential and not able to be observed,
other arrangements will be made).
A copy of the Site Visit Questionnaire Tool and guidance
will be sent to the grantee agency prior to the Site Visit so
that agency will know what to expect. Please see
Attachment B for an example of the tool.
The need to review page 30 of this manual for more
details on the expected operating standards of a
Measure Y grantee.
Day of Site Visit
The site visit will last up to 4 hours (including a Program Observation
and file review). The following is an approximate schedule:
One hour with the Agency Director/Executive Director,
One hour with the fiscal manager or book-keeper,
One hour with the program manager of the Measure Y funded
project,
30 minutes conducting file review,
30 minutes program observation.
The Measure Y staff will follow the Site Visit Questionnaire tool.
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Program Observation
Measure Y staff will also observe the Measure Y funded program to be
sure attendance and the correct target population is served. In
addition, that the curriculum (if applicable) is being followed. This
applies generally to group and event activities but may also include
staff meetings or other observations when practical. See the Program
Observation section of the Site Visit Questionnaire tool (Attachment B)
for more information on what aspects of the program is being
evaluated.
It is important to note that the Measure Y staff will conduct a Program
Observation as part of a site visit. Measure Y also reserves the right to
attend and observe a program unannounced on other occasions as
well. Measure Y staff will conduct a program observation (either
planned or unplanned) twice each year and the observation will be
documented in the grantee’s file at DHS.
File Review
Once each year during the three-year grant cycle, Program Officers
will conduct a file review of Measure Y participants for each grantee
providing clinical and non-clinical case management, mental health,
intensive outreach and group activities. This file review may coincide
with the grantee site visit. The purpose of the file review is to confirm
that the programs are serving the correct population, ensure quality
control of files (documentation and completeness), and confirm that
data are being properly inputted into the CitySpan database.
o The Program Director and Case Manager will generate a list of
participants from the CitySpan database and then the Program
Officer will randomly select at least ten participants from the list
during the visit. If there are issues with the ten selected, an
additional sample may be requested by the Program Officer.
o The Program Director and Case Manager locate the files and, if
they chose, remove or block out the names of participants before
allowing the Program Officer to view the files.
o Files are expected to have the documentation listed in the Scope
of Work attachment to the grant agreement and listed on page 30
and 31 of this manual.
o The files will be checked to ensure the eligibility documents required
are kept. Every grantee agreement outlines the specific eligibility
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documents required by Measure Y in the Scope of Work
attachment. Those documents may include:
Letter from Court, California Department of Corrections and
Rehabilitation or Probation Department confirming participant’s
probation or parole status.
Official documentation of suspension from school.
For employment programs, copies of work permits (for the
grantee under the age of 16),
For employment programs paying the grantee, copies of social
security cards and photo identification will be on file.
SIGNED (either by parent for those under 183 or by participants
for those over 18) Consent/Release of Information Form on file for
those participants who are listed as consenting to be in the
evaluation in the database.
The Program Officer will compare the times and dates of participants (receiving
individual level services) activity in paper file with those entered into the
CitySpan database (once again, the Case Manager or Program Director can
print out the entries from the database and block out the names if they would
like).
For those file reviews that are not a part of a Site Visit, the Program Officer will
write a Summary of Case File Review which will be approved by the Policy and
Planning Manager. During this review, the Policy and Planning Manager will also
review the site visit tools with the notes and background material that is part of
the site visit process. Once approved, the Program Officer will email the
document to the Executive Director. If there are corrective actions, dates for
completion will be given. An additional file review will be scheduled to ensure
the corrective actions were addressed.
Site Visit Report
A Grantee Site Visit Report will be prepared by the Program Officer. It is
reviewed and signed by the Policy and Planning Manager prior to being
mailed to grantee’s Agency Director/Executive Director.
Report may have corrective actions with completion due date.
Compliance with the corrective actions will be part of the Program
Officers review of future quarterly reports. Due dates are included in
the quarterly report section of the CitySpan database.
Not responding or reporting on corrective actions by the due dates
listed in the Site Visit report can be a reason to withhold a portion of
quarterly payments.
3
For participants under the age of 18 in group homes or who are wards of the court, the United
States Department of Health and Human Services code for consent is implemented. Please see
Attachment E for more information.
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GRANT AGREEMENT MODIFICATIONS AND NON COMPLIANCE
Budget or Deliverables Changes
The grantee should do their best to implement the program as originally
proposed in the grant agreement. However, there are times when the
deliverables and/or the budget need to be adjusted to reflect the
actualities of implementing a program with a high-risk target population.
This is particularly true for grantees who are implementing an entirely new
program. It is preferable to make deliverable or budget changes during
negotiations prior to the beginning of a new grant agreement year.
Budget Modifications –
Budget modifications are only necessary if there is a 10% difference in a
line item from what was approved. See Attachment F for an example.
o Grantees must submit a budget modification request form to their
Program Officer. This form can be found at www.measurey.org.
o The budget modification form is approved by the Program Officer
and by the Policy and Planning Manager.
o If approved, Program Officer informs the grantee via email.
o The grantee’s budget modification form is put in the grantee
agreement file at DHS.
o CitySpan database is edited to reflect the change by Program
Officer.
Deliverable Modifications –
In rare cases, the Program Officer may agree to alter deliverables during
the grant agreement year.
o For grantees beyond their first year of implementation, deliverable
modifications are made only when there are extenuating
circumstances beyond the control of the grantee that will affect
their ability to meet the originally agreed upon deliverables.
o For grantees in their first year of implementation of an entirely new
program, it is possible to modify deliverables if the program design
has changed during the first year to better meet the needs of
participants.
o The grantee must discuss the change with the Program Officer. Then
the change must be approved by the Policy and Planning
Manager.
o Documentation of this deliverable change will be made in the
grantee agreement file at DHS.
o The Program Officer will edit the CitySpan database to reflect the
change.
No changes in deliverables or budget are permitted after April 5, 2013.
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Process for Dealing with Failing Grantees
In the case of grantees that have routinely not met their deliverables, DHS
Measure Y staff will follow these guidelines in making efforts to improve the
outcomes of the grantee’s work.
○ Notify grantees of their deficiencies and ask them to explain the
cause; define solutions; and state what steps have been taken so
far.
○ Keep in contact with the grantee and provide support as needed.
o Perform site visits as necessary. Identify resources to assist grantee.
○ If problems persist, arrange a face-to-face meeting of the grantee
and partners (for example: the Probation Department). The goal of
the meeting is to clarify roles, responsibilities, improve
communications, devise solutions, and to develop a plan of action
to address ongoing problems.
○ Follow-up with grantees to provide support as needed. Check in
with grantee on their implementation of the action plan.
○ If problems persist, a possible plan of action may include a
reduction in funding or Grant agreement termination.
○ The Measure Y grant agreement includes a clause where either
party (the City or the grantee) can terminate the Grant agreement
within 30 days of notifying the other party.
○ In the case of Grant agreement termination, a letter to the
grantee’s governing board (Board of Directors, City Council, or
Board of Supervisors) may be written detailing the issues and the
date of termination. It will include an option for the governing
board to negotiate a plan of action if they so desire.
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MEASURE Y MATCHING FUND REQUIREMENTS
Measure Y funded organization are held accountable for raising and
documenting the remaining 20% or more of the proposed program’s cost.
This minimum 20% match may be contributions of cash and/or in-kind
services and must support the cost of the proposed program.
Example: An entity with an annual budget of $350,000 is funded by Measure
Y to run a case management program that costs $100,000 per year. This
entity would be able to request a maximum of 80% of the program cost,
or $80,000, from Measure Y. The organization is accountable for raising a
minimum of $20,000 to run the program.
•
•
The Match Documentation form (see Attachment G) is due annually with
the third quarterly report. This is April 5, 2013 for this fiscal year.
•
Grantees may NOT use one Measure Y grant as a match for another. For
example, if a grantee has a $150,000 grant from Measure Y directly and
subgrant agreements on another Measure Y grant for $15,000, the
subgrant agreement dollars may not be used as a match for the direct
grant. Further, a collaborative may not use a Measure Y grant received by
one of its partners or subgrant agreements as a match.
•
Grantees will provide match cover sheet and match documentation to
their Program Officer by the end of the third quarter of each fiscal year
(see Scope of Work for date). The match documentation is detailed
below:
Philanthropic Grants
o Copies of award letters from foundations or private donors on
donor’s organizational letterhead
o Copies of checks, bank statements or payment schedules with
grant identified
Grant agreements/Service Agreement
o Copies of Grant agreements or Services agreements
o Copies of checks, bank statements or payment schedules with
the grant agreement/service agreement identified
Corporate Donations
o Copy of letter documenting the donation on donor’s
organizational letterhead
o Copies of accompanying checks, bank statements or payment
schedules
Individual/Private Donations
o Submit a separate list of individual donations
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o Proof of deposit per each donation. This could include a copy of
check, bank deposit slip or bank statement.
In-Kind Donations
o Definition - donations of space, services or supplies provided by
another organization at no cost to the grantee project. The inkind donor cannot be the same as the grantee organization.
o A copy of letter on donor’s organizational letterhead
documenting the monetary value of the in-kind donation must
be submitted.
Volunteer In-Kind Support
o Standard rate of match for volunteers is: $11.35 per hour. If the
volunteer services provided are professional in nature, (such as
mental health counseling, legal assistance or health care) a
higher cost per hour can be used with approval from the
grantee Measure Y Program Officer.
o Volunteers cannot be a consultant or employed by the grantee
organization.
o Documentation – a copy of the volunteer sign-in sheets with the
volunteer’s name and the hours served must be submitted.
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MEASURE Y GRANTEE OPERATIONS STANDARDS
A. Fiscal Operating Standards
Measure Y expects its grantees to provide services while meeting fiscal
standards. During a site visit, Measure Y staff will examine the following
documents to ensure fiscal controls are in place at the funded organizations:
•
A current accounting procedure manual is in place.
•
An electronic funding source- based accounting system is in place.
•
A chart of accounts is kept and regularly updated.
•
General Ledger is kept and updated.
•
Accounts Payable (A/P) and Accounts Receivable (A/R) Subsidiary are
accurate and kept up to date.
•
Internal balance sheet is updated and correct.
•
Bank statements & reconciliation report are up to date and a filing system
is in place to keep them on record.
•
Measure Y funds are kept in separate accounts.
•
Measure Y Program Budget Report summarizing allocated costs to date
and balance remaining is kept updated.
•
Vendor invoices and allocation forms are kept on file -- complete and up
to date.
•
Payroll taxes are regularly filed and copies of submitted payroll taxes are
on file at the organization. This includes the Quarterly Federal Form 941—
Federal Tax Return.
•
There is proof that employee payroll is on time.
•
There are two authorized signatories for checks and payments to ensure
financial security.
B. Board of Directors Operating Standards
•
Current Board of Directors roster is updated and vacancies are noted.
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•
Board of Director’s should have at least five or more members and, with
the exception of the Executive Director or Chief Executive Officer, none of
the members should be paid staff or relatives of paid staff.
•
Minutes of board meetings are kept up to date and are on file.
•
Board development should occur on a regular basis.
Program Operating Standards
•
Grantee maintains regular business hours and is easily reachable via
phone and email by participants, the community and by funders.
•
Staff providing direct services are given proper supervision and oversight.
•
Street Outreach - a log that includes the time, date, location, number of
staff and number of people served at each street outreach event is kept
on file for at least five years after the end date of this grant agreement.
•
General Outreach – a log that includes the time, date, location, number
of staff and number of people served for each general outreach event is
kept on file for at least five years after the end date of this grant
agreement.
•
Trainings – a sign-in sheet with the time and date of the event and
signatures of each participant kept on file for at least five years after the
end date of this grant agreement.
•
Group services – a sign in sheet for each group session held must include
the time, date, location and the names with signatures for each
client/participant served is kept on file for at least five years after the end
date of this grant agreement. Eligibility and consent forms for each
participant must also be maintained for at least five years after the end
date of this grant agreement.
•
It is imperative that files on participants receiving individual level of
services (clinical and non-clinical case management, mental health,
intensive outreach and groups) have a file that is kept for at least five
years containing at least the following:
Evaluation Consent/Release Form for those complying with the
evaluation.
Intensive Outreach – a file for each participant/client that includes
an intake form, a log of intensive outreach services with the date
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and time of each contact, eligibility documentation (see Scope of
Work of grantee agreement for documentation forms) and a
Measure Y consent form kept on file for at least five years after the
end date of this grant agreement.
Employment services – job retention verification, incentive/stipend
logs, eligibility and consent forms for each participant must also be
maintained for at least five years after the end date of this grant
agreement.
Case management and mental health sessions – a file for each
participant/client that includes an intake form, eligibility
documentation (see Scope of Work of grant agreement), a case
plan and a Measure Y consent form kept on file for at least five
years after the end date of this grant agreement. Every contact
that is inputted into CitySpan database should have a case note
that is kept in the participant/client file. Case notes should include
the date of the contact, the length of the contact, items discussed,
progress made in reaching the goals of their case plan and the staff
member involved. Case notes should be concise, legible, use
acceptable grammar; abbreviations should be used carefully.
•
The following must also be maintained by grantees for at least five
years:
Street Outreach - a log that includes the time, date, location,
number of staff and number of people served at each street
outreach event is kept on file for at least five years after the end
date of this grant agreement.
General Outreach – a log that includes the time, date, location,
number of staff and number of people served for each general
outreach event is kept on file for at least five years after the end
date of this grant agreement
Trainings – a sign-in sheet with the time and date of the event and
signatures of each participant kept on file for at least five years
after the end date of this grant agreement.
Group services – a sign in sheet for each group session held must
include the time, date, location and the names with signatures for
each client/participant served is kept on file for at least five years
after the end date of this grant agreement. Eligibility and consent
forms for each participant must also be maintained for at least five
years after the end date of this grant agreement.
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•
All services provided by Measure Y funded staff needs to be accounted
for in the Measure Y database and accurately reflect the sign in sheets
and participant file logs.
•
It is imperative that the program design is adhered to by the grantee’s
direct service staff. During a site visit and program observation, the
Measure Y staff will be evaluating if the program design is being followed.
•
If the program is operating a group or training for its participants, a proven
curriculum should be used and available for Measure Y staff to review.
•
It is important that City of Oakland residents who pay for Measure Y know
what organizations are funded. Therefore, a Measure Y poster is
distributed to each organization every fiscal year and should be displayed
prominently at the funded organization.
MediCal Administrative Activities
Grant agreements for Measure Y includes language that grantees providing
individual level of service such as case management agree, if requested, to
have all staff paid for by the Measure Y grant to conduct an annual MediCal
time study. DHS has not, to date, requested grantees conduct a time study but
reserves the right to do so in the future. The time study includes documenting
tasks as required by the MediCal leveraging process during the grant
agreement year for the purposes of leveraging MediCal-related funding. This
will require all grant agreement paid staff to attend a one hour training and to
track their hours for one month and to categorize those hours by type of work
done as it relates to the MediCal population and to submit that documentation
to the City of Oakland, Department of Human Services. For more information
about this process, contact the Policy and Planning Manager.
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OUTSIDE EVALUATION
Measure Y legislation mandates that all programs be evaluated by an external
evaluation firm. The Measure Y evaluation grant agreement is managed by the
City Administrator’s Office.
Every grantee will work with the Measure Y external evaluator to follow
evaluation data collection requirements as follows:
Grantee program staff will input client demographic and program
services data electronically into the Measure Y database on a regular
basis;
Grantee program staff will submit automated invoices and progress
reports electronically via the Measure Y database, including up-to-date
status reports on services provided;
Grantees will participate in all evaluation activities prescribed by the
Measure Y outside evaluator, including but not limited to site visits, preand post tests for certain participants, assessments, and interviews;
Grantees will send an appropriate representative to working group
meetings conducted by the outside evaluator;
Grantees will communicate in a timely fashion with the Measure Y outside
evaluator concerning any evaluation data collection issues that arise and
resolve issues expeditiously;
Grantee will collect Consent/Release of Information forms signed by every
enrolled client (and their parent, guardian or other legally authorized
representative if a minor) giving consent to being evaluated by the City
and the designated evaluation consultant, including sharing information
with and from Oakland Unified School District, Alameda County
Probation, and the Calif. Department of Corrections and Rehabilitation.
The grantee must keep the signed forms on file with the other eligibility
documentation required by Measure Y, which is specified in the grantee’s
Scope of Work. The form is developed by the outside Measure Y
evaluator. Please see Attachment C for a copy of the most recent
Consent/Release of Information form, visit the CitySpan database or
www.measurey.org for electronic copies. While services cannot be
withheld if a participant chooses not to participate in the evaluation by
signing a consent form, it is to the advantage of the grantee and the
participant to participate to ensure Measure Y services are effective.
For participants under the age of 18 who are wards of the court or living in
a group home, see Attachment C for more information on who is able to
sign the Consent/Release of Information form on their behalf.
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MEASURE Y COORDINATION
Meetings and Responsibilities
Grantee agrees to attend all required meetings with the City of Oakland’s
Department of Human Services (DHS) in accordance with Measure Y Staff
request (email, correspondence, fax, and/or telephone). Meetings include
but are not limited to Annual Measure Y Celebration, Grantee Meetings,
and Measure Y Provider Coordination Meetings. It will be the grantee’s
responsibility to reply in a timely manner to Measure Y staff regarding
attendance and confirmation. Grantees will be accountable for sending
an appropriate agency representative to all required meetings.
Professional Development and Trainings
Measure Y will provide a series of Professional Development and Trainings
throughout the fiscal year, free of charge to grantees. Grantees should
make full use of training series and make suggestions for additional topics.
Neighborhood Crime Prevention Council meetings
Grantees will attend and present ata minimum of four Neighborhood
Crime Prevention Council (NCPC) meeting in the neighborhoods they
serve each year. The purpose of attending NCPC meetings is to inform
Oakland residents about their program. Grantees will contact the
Neighborhood Services Division of the City of Oakland’s City
Administrator’s Office to find out the time and location of the NCPC
meetings in the neighborhoods they serve. The Grantee will contact the
Neighborhood Services Coordinators in charge of coordinating those
meetings about making a presentation to the NCPCs. See Attachment H
for a list of assigned NCPC meetings and contacts for each grantee. See
Attachment I for guidelines for presenting at NCPC meetings.
•
Measure Y Provider Coordination Meetings
Grantees will attend quarterly coordination meetings with DHS staff and
Measure Y providers. Meetings will feature regular discussions about
Oakland hotspots and services available in the community, providing an
opportunity for grantees to connect, collaborate and make referrals with
other service providers. Meeting dates and locations are to be
determined.
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MEDIA AND PUBLICATIONS
•
•
•
•
•
•
•
•
•
Any publicity generated by the grantee for the project funded by Measure
Y, during grant agreement and for one year thereafter, will make reference
to the contribution of the City of Oakland in making the project possible.
Any and all editorial stories that relate directly to the project funded
pursuant to this Agreement must include the following statement: “Our
violence prevention program is made possible through a grant from the City
of Oakland’s Measure Y Initiative.” Further, if said editorial placement
includes your organization’s logo, it must also include the City of Oakland’s
Measure Y’s logo.
Any and all on-air interviews that speak to the project funded by this
Agreement, during the interview Grantee must acknowledge and state that
the organization’s program is funded by the City of Oakland’s Measure Y
Initiative.
The words “City of Oakland, Measure Y” will be explicitly stated and the
Measure Y logo included in all pieces of publicity, including but not limited
to flyers, press releases, posters, brochures, public service announcements,
interviews and newspaper articles.
A Measure Y poster, provided by the City of Oakland, will be displayed at
locations where services made possible by Measure Y funds are provided.
City staff are available whenever possible to assist the grantee in generating
publicity for Measure Y-funded projects.
Grantees will cooperate with authorized City officials and staff in any Citygenerated publicity or promotional activities undertaken with respect to this
project.
Measure Y and the City of Oakland maintain all copyrights for production
in which it has a 100% financial investment. For production in which
Measure Y and the City have 50% financial interest, Measure Y is listed as
a co-copyright holder.
If a program or series is totally underwritten by an entity other than
Measure Y and the City of Oakland, the funding entity owns the copyright
and Measure Y retains the right to air the production. Measure Y may
enter into co-production agreements with approved underwriters. The
grantees may request an electronic version of the Measure Y logo (see
below) from their Program Officer.
Contact Priya Jagannathan, at 510-238-2360 for assistance with press and
media relations.
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GRANTEE CONTACT INFORMATION
The Grantee must provide an updated contact information sheet each fiscal
year and update any relevant changes during the year as needed. If the
agency is acting as Fiscal Agency the grantee must complete both the Lead
and Sub-Grantee Contact Information Form. See Attachment J for a sample of
the form.
Grantee must list the persons authorized to pick-up reimbursement payment(s)
on the Contact Information Form. Any changes in regard to person to pick up
grantee payment(s) must contact the Program Analyst at: (510) 238-3718 with
the name and title of the person that will be coming to pick up grant payment.
Any person being authorized to pick up grant payment must present a Valid
California identification or drivers license to take possession of grant payment.
WEBSITE
Visit www.measurey.org to:
•
Find out news and information about Measure Y and to sign up for the
Measure Y newsletter;
•
Download forms listed in this manual. Check under “Grantmaking” and
then “Current Grantees” for a list of forms. (If you do not see one listed,
contact your Program Officer.);
•
Sign up to be notified of future funding opportunities;
•
To post Job Listings and events please email: dchristie@oaklandnet.com.
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FY 2012-13 Measure Y Grantee Manual
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DRUG AND ALCOHOL POLICY FOR MEASURE Y FUNDED STAFF
The City of Oakland, Department of Human Services, Measure Y program has a
strong commitment to ensure funded organizations provide a safe work place
for their employees and for the participants of funded programs. The City of
Oakland, Department of Human Services has developed this policy regarding
alcohol and drug use to reinforce this commitment and to comply with Federal
law, specifically, the Drug Free Workplace Act of 1988.
Alcohol and/or non-medically authorized drug or alcohol use is likely to
adversely affect an employee’s job performance or jeopardize the safety of the
employee, other employees, program participants or the general public.
•
Upon discovery of the above, the City of Oakland, Department of Human
Services may request the funded agency develop a plan to address the
treatment needs of Measure Y funded personnel found to be in need of
drug or alcohol treatment. This may include terms and length of leave of
absence, modified work schedule upon return from treatment and/or
termination of employee.
•
Discovery of the above may result in the withholding of Measure Y funds
to support said employee’s salary, benefits or stipend. Depending on the
employee’s job description and the employee’s adherence to a
treatment plan, funding for this employee’s salary, benefits and/or stipend
may be withheld during their treatment and for up to six (6) months upon
their return from drug and alcohol treatment and/or counseling.
•
Use, possession, sale, manufacture, or transfer (including distribution and
dispensation) of illegal drugs or alcohol by staff or program participants
during program hours is prohibited and such conduct may result in the
withholding of Measure Y funds by the City of Oakland, Department of
Human Services or the termination of the Measure Y grantee agreement.
•
Any funded organization employing someone with Measure Y funds
whose on-duty conduct leads to a conviction of any criminal drug statute
must notify the City of Oakland, Department of Human Services as soon as
possible after such a conviction.
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FY 2012-13 Measure Y Grantee Manual
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HIRING POLICY FOR STAFF FUNDED BY SPECIFIC MEASURE Y PROGRAM STRATEGIES
The City of Oakland, Department of Human Services values funded programs
that employ staff that can best connect with the youth and young adults served
by Measure Y. However, in an effort to ensure the safety of program
participants, other employees and the integrity of Measure Y programs, the
following policies must be followed:
•
All Measure Y staff and volunteers working directly with youth under the age
of 18 must submit to a background check prior to placement or
employment. Please refer to FY 2012-13 Grant Agreement for more details.
Job applicants for case managers funded by the Measure Y Juvenile Justice
Wraparound strategy must agree to a criminal background check by the
Alameda County Probation Department if they are going to be providing
services in the Juvenile Justice Center. Therefore, hiring of case managers
who will be working in the Juvenile Justice Center for the Juvenile Justice
Wrap around strategy is contingent upon the results of a this background
check.
•
Job applicants for Street Outreach Workers or Case Managers in the
Oakland Street Outreach Program Strategy must:
o be approved by the Violence Prevention Coordinator (Kevin Grant)
prior to employment;
o be asked about substance abuse history during interview process;
o If applicant was in a substance abuse treatment program or admits to
having a substance abuse problem less than two (2) years prior to
employment, they must commit to developing a plan with the
organization employing them to ensure they do not begin abusing
controlled substances while employed. This may include working with a
mentor on a regular basis and/or providing evidence on an agreed
upon basis (for example: quarterly) that they are attending
groups/meetings that help them stay substance abuse free;
o Not currently be on probation or parole and must be free from any
interaction with the criminal justice system (outstanding warrants,
arrests, etc.) for at least one (1) year prior to employment. This must be
verified by disclosure from job applicant and by background check
such as finger printing or LiveScan. This policy may be waived for
specific applicants if approved by the DHS Policy and Planning
Manager.
•
Once employed, staff of the Street Outreach program must agree to:
o Submit to random drug tests;
o Inform their employer if they are arrested or convicted for any crime
and this information must be made known to the City of Oakland,
Department of Human Services as soon as possible.
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FY 2012-13 Measure Y Grantee Manual
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GUIDELINES ON CLIENT GRIEVANCE PROCEDURES FOR MEASURE Y FUNDED
PROGRAMS
The City of Oakland, Department of Human Services, Measure Y programs
requires that funded organizations have a procedure in place to respond to
client grievances in a responsive and impartial manner. All Measure Y funded
programs are required to provide all clients with information on the client
grievance procedure for their agency. At a minimum, the procedure must be
posted in a visible area. Ideally, each participant will receive a copy of the
procedure, and proof of this will be retained in the client file. Below are some
guidelines for information to be included in the client grievance procedure.
As with all organizational policies that impact client and staff, a legal or human
resources expert should be contacted to ensure that organizational policies adhere to
federal, state and local laws. These guidelines are suggestions and were not reviewed
by a lawyer or human resources expert.
1. Client Rights and Responsibilities: Explaining client rights’ and responsibilities’
helps create clear expectations for staff and clients.
An example of a client right could include:
o The right to receive services regardless of race, religion, color, ethnic
origin, national origin, county of origin, marital status, sexual orientation,
citizenship status, spoken language, disability or age;
o The right to make their own decisions, eg. “I have the right to accept or
reject staff recommendations or services.”
o The right to participate in the development of their service plan, eg.“I
have the right to be informed of staff’s ideas and plans for assisting me
and/or my children. I have the right to be informed of how the program
may be beneficial for me and/or my children.”
An example of a client responsibility could be:
o The responsibility to respect the Program as a non-violent, safe location,
eg.”I will take part in services in a non-violent manner. I will not use
physical discipline while at the Program.”
o The responsibility to work toward the mutually agreed upon goals, eg. “I
will work with the Program to establish in my service plan.”
2. Define a grievance – this will help staff and clients understand what
constitutes a grievance and ensure the grievance process is used
appropriately.
3. Define who can file a grievance – specify if client, applicants, staff or other
stakeholders can use this process. Define who other stakeholders may be.
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FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
4. Inform clients of grievance policy – specify how clients will be informed of the
grievance procedure in an understandable manner. This could be a part of
the admissions process. Include written documentation of receiving the
procedure in client files, and/or the post the procedures in a highly visible
location.
5. Create a grievance procedure – A clear grievance procedure will ensure any
problems are resolved quickly, efficiently and respectfully. It should detail, in
clear and understandable writing:
a. How a client can initiate the procedure including any forms that should
be filled out;
b. Who will manage the grievance process and by what timeline;
c. How the organization will involve the person(s) against whom the
grievance/complaint is made;
d. The first step in reconciling the process (verbal or written; formal or
informal);
e. A second step (written, formal) in reconciling the process if the first step is
not acceptable to the client, based on the program’s organizational
structure;
f. An additional step (written, formal) if the second step is not acceptable to
the client; based on the program’s organizational structure;
g. The review and documentation process for grievances (organizational
grievance log, regular report to ED or board, etc);
h. How long grievance information will be kept and how will the information
be kept confidential.
6.
Create a grievance complaint form – This can include space to report the
nature of the event, who it involved, when it occurred, any evidence of the
event, and the kind of remedy the client would like to resolve the issue.
Resources used to create this document:
Council of Accreditation. “COA Policy and Procedure Development Tools: Grievances – v1.0”
http://www.coastandards.org/tools/Grievance%20Procedure%20-%20V1.0.pdf
The Henry & Rilla White Foundation, inc. “Client Grievance Process.”
http://hrwhite.org/content/FW607.pdf
Illinois Domestic Violence Against Domestic Violence And Illinois Department of Human
Services. “Illinois Domestic Violence Services Guidelines Manual”
http://www.ilcadv.org/resources/services_guidelines/ServicesGuidelinesManual2010.pdf
Penrith Chamber of Commerce. “Maximising Youth Employment Project Sample Grievance
Policy” http://www.schoolsindustry.com.au/for-employers/employers-guide/dealing-withproblems/grievance-procedures/
State of Connecticut Department of Mental Health and Addition Services. “Grievance
Procedure.” http://www.ct.gov/dmhas/cwp/view.asp?a=2902&q=335180
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FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENTS
41
ATTACHMENT A
MEASURE Y GRANTEE AND PROGRAM OFFICER CONTACT INFORMATION FOR FISCAL YEAR 2012-13
Focused Youth Services
Service
Area
Measure Y
Program
Strategy
Grantee
Restorative
Justice
Measure
Y
Grantee Contact
Person
Measure Y
Grantee Contact
Telephone
Restorative Justice for
Oakland Youth
Fania Davis
(510) 931-7569
The Mentoring Center
Celsa Snead
(510) 891-0427
clsnead@sbcglobal.net
East Bay Asian Youth
Center
Gianna Tran
(510) 533-1092 x
27
gianna@ebayc.org
Youth ALIVE!
John Torres
(510) 594-2588
jtorres@youthalive.org
Youth Uprising
Jason Williams
(510) 777-9909
jwilliams@youthuprising.org
OUSD Alternative
Education/ California
Youth Outreach
Monica
Vaughan
(510) 597-4294
OUSD JJC Manager
Hattie Tate
(510)667-7488
hattie.tate@ousd.k12.ca.us
MISSSEY
Nola Brantley
(510) 251-2070
nola@misssey.org
Youth
Employment
Youth Radio
Youth Employment
Partnership
Martina Tran
(510)251-1101
martina@youthradio.org
Michele Clark
(510) 533-3447
X309
mcc@yep.org
Youth
Employment
Youth Uprising
Lisa Haynes
(510) 777-9909
Juvenile
Justice/OUSD
Wraparou
nd
Measure Y Grantee Contact Email
Measure Y
DHS
Program
Officer
Measure Y
Program
Officer
Contact
Information
fania@rjoyoakland.org
Mark
Henderson
(510)238-7205
mhenderson@
oaklandnet.com
Monica.Vaughan@ousd.k12.ca.us
lhaynes@youthuprising.org
Priya
Jagannathan
Dyanna
Christie
Mark
Henderson
Mark
Henderson
(510)238-2360
pjagannathan@
oaklandnet.com
(510)238-6875
dchristie@oakl
andnet.com
(510)238-7205
mhenderson@
oaklandnet.com
(510)238-7205
mhenderson@
oaklandnet.com
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Young Adult Reentry
Services
Family Violence Intervention
Focused
Youth
Services
MEASURE Y GRANTEE AND PROGRAM OFFICER CONTACT INFORMATION FOR FISCAL YEAR 2012-13
Youth
Employment
The Unity Council
Sofia Navarro
(510) 535-7170
Gang
Prevention
OUSD- Alternative
Education
Monica
Vaughan
(510) 597-4294
Monica.Vaughan@ousd.k12.ca.us
OUR KIDS
Middle School
Alameda County Health
Care Services Agency
Alison
Mackenzie
(510)667-3176
Alison Mackenzie@acgov.org
Bay Area Women
Against Rape
(BAYWAR)
Marcia
Blackstock
(510) 430-1298
marcia@bawar.org
MISSSEY
Nola Brantley
(510) 251-2070
nola@misssey.org
The Link to the Children
Hyon-Chin Lee
(510)428-2028
hclee@thelinktochildren.org
Mika Clark
(510) 238-3449
Family Violence Law
Center
Erin Scott
(510) 208-0220
escott@fvlc.org
Volunteers of America,
Bay Area
Jacqueline Kidd
(510) 663-4546
jkidd@voaba.org
The Mentoring Center
Celsa Snead
(510) 891-0427
clsnead@sbcglobal.net
Outreach to
Sexually
Exploited
Minors (CSEC)
Mental Health
Services for
Ages 0 to 5
Family Violence
Intervention
Services
Safe Passages
snavarro@unitycouncil.org
Priya
Jagannathan
Dyanna
Christie
(510)238-2360
pjagannathan@
oaklandnet.com
(510)238-6875
dchristie@oakl
andnet.com
mclark@safepassages.org
Priya
Jagannathan
(510)238-2360
pjagannathan@
oaklandnet.com
Project Choice
Reentry
Employment
Civicorps Schools
Michele Moore
(510) 992-7855
ex. 32
Men of Valor Academy
Douglas Butler
(510) 567-1308
michele.moore@cvcorps.org
Dan
Simmons
510-238-4976
dsimmons@oa
klandnet.com
dglsbtlr@yahoo.com
2
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Young Adult Reentry Services
MEASURE Y GRANTEE AND PROGRAM OFFICER CONTACT INFORMATION FOR FISCAL YEAR 2012-13
Reentry
Employment
Volunteers of America,
Bay Area
Jacqueline Kidd
(510) 473-0500 X
101
jkidd@voaba.org
Oakland Private
Industry Council, Inc
Melbra Watts
(510)768-4454
mwatts@oaklandpic.org
Youth Employment
Partnership
Michele Clark
(510) 533-3447
X309
mcc@yep.org
Youth Uprising
Carol DorhamKelly
(510) 777-9909
ckelly@youthuprising.org
DHS Call in Case
Manager
Emilio Mena
(510)238-2371
emena@oaklandnet.com
(510) 444-9655
raymond.lankford@healthycommunit
ies.org
(510)746-6308
geoffreygg2001@yahoo.com
California Youth
Outreach
Raymond
Lankford
Geoffrey
Godfrey
CalPEP
Gloria Lockett
DHS Violence
Prevention Coordinator
Kevin Grant
(510)238-6393
myoutreach@oaklandnet.com
Catholic Charities of the
East Bay
Cindy Hill-Ford
(510) 768-3112
chillford@cceb.org
Incident and Crisis Response
Healthy Oakland, Inc.
Oakland Street
Outreach
Crisis Response
and Support
Network
Highland
Hospital
Intervention
Youth ALIVE!
John Torres
(510)874-7850
(510) 594-0667
glocktheone@aol.com
Dan
Simmons
Page
Tomblin
(510)238-4976
dsimmons@oa
klandnet.com
(510)238-2350
ptomblin@oakl
andnet.com
jtorres@youthalive.org
3
ATTACHMENT B – Example of Desk Audit and Site Visit Form
The following are a list of areas of interest for the Measure Y Program Monitoring
Site Visit. Items will be requested from the grantee for review.
DESK AUDIT ITEMS (SENT IN ADVANCE OF VISIT)
Current Organizational Chart for Agency, designating vacant positions
Current agency composite budget showing all programs, administration, and funding sources
Current Board roster with vacancies noted
Most recent minutes from meeting of Board of Directors
Written fiscal operating procedures
Most recent audit report
Program Budget and Current Expenditures
FISCAL MANAGEMENT
(Interview Accountant or Bookkeeper)
Is the accounting system appropriate for the grant and agency?
Computer- and funding source- based accounting system
Chart of accounts (add specifics for grant)
General Ledger
A/P & A/R Subsidiary
Does the agency utilize effective accounting procedures, and accomplish routine tasks in a timely
fashion?
Bank statements & Reconciliation Reports up to date, filing system
Measure Y Program Budget Report summarizing allocated costs to date and balance
remaining
vendor invoices, allocation forms
Does the agency manage payroll efficiently, and pay payroll taxes regularly and on time?
Quarterly Federal Form 941—Federal Tax Return
Quarterly State DE 6—Wage & Withholding Report
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
OPERATIONS MANAGEMENT
(Interview Executive Director)
Does the agency fiscal and organizational health provide a stable environment for the Measure Y
program?
Internal balance sheet
Is staffing adequate to provide quality services?
Does the agency retain personnel to support stable program operations and development?
What reasons for turnover have been identified? (i.e. Low pay, Hiring process, Poor fit, Personality,
Workload, Work environment)
Are collaborations effectively managed and utilized to meet program goals?
Is the agency effectively governed by its Board of Directors?
Board Minutes on file and up to date
Measure Y Poster prominently displayed on site.
PROGRAM DELIVERY & DOCUMENTATION
(Interview Program Director, Program Staff)
Is the agency delivering quality services of the kind and intensity specified by the grant
agreement?
curriculum used
Client files for intensive outreach and groups - contain consent forms and Measure Y
eligibility?
Is the program having a positive impact on Measure Y targeted participants?
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FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Is agency documenting participant information and the services provided?
CitySpan database
Client files contain appropriate records such as documentation of incarceration history,
eligibility information, and a release of information form signed by the participant (and their
parent/guardian if a minor)
Check the intake forms for intensive outreach and outreach logs and compare to database
entries for same dates
Interview
What are the successes of the grantee program?
What have the grantee learned about the reality of carrying out the program design in the
grantee proposal and grant agreement? How have the grantee modified the grantee program
to respond to the environment the grantee work in?
What challenges or problems have the grantee encountered implementing the grantee Grant
agreement? Describe how staff and clients have been affected. Are the problems resolved? If
not, what are the plans to resolve them?
Do the grantee have any questions, comments, or suggestions for improving the monitoring
process?
GRANTEE TECHNICAL ASSISTANCE NEEDS/REQUESTS
Board development
Partnerships/linkages/collaboration
Fund development
Disability/access issues
Strategic planning
Space (new/more space, renovations)
Marketing/communications
Emergency operation plans
Personnel—human resources (employee
handbook, benefits, hiring, policies, etc.
CitySpan database
Employee performance reviews
Technology (program data collection,
internal communications, external
communications)
Fiscal management
Program development
Measure Y grant agreement compliance
Other
Outreach and recruitment
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FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
4
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT C – Consent/Release of Information
Form
The Violence Prevention and Public Safety Act Of 2004 (Measure Y)
Voluntary Consent to Participate in Evaluation Research
{PROGRAM NAME} is funded through the City of Oakland’s Measure Y (Violence Prevention and
Public Safety Act), which was approved by the voters of Oakland in 2004. Measure Y funds programs
designed to help at-risk youth and young adults. Measure Y also funds an evaluation to see if its
programs are making a difference and how they can be improved. The evaluation study will run from
July 1, 2011 through June 30, 2015 and will include approximately 5,000 Measure Y participants.
Individual client information will be collected through June 30, 2015.
By signing this form, you are agreeing to let CitySpan and the City’s contracted professional evaluation
firm(s) access identifying information about you (name, date of birth, age and gender) and your
participation in the Measure Y program, such as the number of months you participated, the services you
received, and whether you successfully completed the program. You are also authorizing the evaluation
firm to collect information from Oakland Unified School District (such as information about your grades,
attendance and suspension record), Alameda County Probation Department and/or The California
Department of Corrections & Rehabilitation (parole) (such as your arrest and violation history and risk
assessment results).
CitySpan Technologies, a database firm, collects Measure Y participant information and store it in a
secure, password-protected database designed to protect individual client information. The database firm
provides individual client information to Resource Development Associates, a professional evaluation
company, and may provide the information to additional professional evaluation firms that the City enters
into an evaluation contract with.
We will take great care to protect the confidentiality of all the information we collect about you.
Evaluation firms will password-protect any files that contain your personal information. Any reports
produced will NEVER disclose any personal information. No participant’s’ name, address, or identifying
information will be published. For example, the report will say something like “70% of participants
complied with the terms of their probation.” There are no immediate benefits to participating in the
evaluation, though future evaluations can help programs improve their services. There are some risks,
such as the loss of confidentiality (disclosure of your personal information), despite safeguards to protect
against it. There are no immediate benefits to you to participating in the evaluation study, though results
may help to improve programming in the future.
Questions about the evaluation can be directed to: Patricia Marrone Bennett, PhD, Lead Evaluator at
pbennett@resourcedevelopmentassociates.net or (510) 488-4344.
Questions about the participants’ rights can be directed to the IRB: Tom Foster, Center for Applied Local
(C.A.L.) Research at tfoster@cal-research.org or (510) 558-7930.
5
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Signing this form is completely voluntary. If you do not sign it, we will not use your information. Your
decision does not affect your ability to join {PROGRAM} or any other programs or activities. You can
always change your mind and ask that your information no longer be shared or that it be erased. To
change your consent, please call the City’s Department of Human Services at (510) 238-3121 or
{PROGRAM CONTACT NAME AND NUMBER} and notify the Department of Human Services in
writing at: Department of Human Services, Attn: Measure Y Evaluation, 4th Floor, 150 Frank H. Ogawa
Plaza, Oakland, CA 94612.
If you are currently under the age of 18, your assent will end when you become a legal adult at age 18.
Within 90 days following your 18th birthday, we will ask you to sign this form again.
If you are currently over the age of 18, your consent will end on June 30, 2015 or five years from the date
you sign this form, whichever is earlier.
Signing this form is completely voluntary.
I have read this form and I agree to everything written here.
_____________________________________
Print Name of Participant
_____________________________________________________________
Signature of Participant
DATE
If the participant is younger than 18 years old, a parent or guardian MUST sign below.
I have read this form and on behalf of _________________________(Name of Participant), I agree to
everything written here.
_______________________________________
Print Name of Parent or Guardian
________________________________________________________________
Signature of Parent or Guardian
DATE
The Violence Prevention and Public Safety Act Of 2004 (Measure Y)
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FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT D- Voluntary Consent to Participate in
Evaluation Research for Reentry Programs
{PROGRAM NAME} is funded through the City of Oakland’s Measure Y
(Violence Prevention and Public Safety Act) which was approved by the
voters of Oakland in 2004. Measure Y funds programs designed to
help at-risk youth and young adults. Measure Y also funds an
evaluation to see if its programs are making a difference and how they
can be improved. The evaluation study will run from July 1, 2011
through June 30, 2015 and will include approximately 5,000 Measure Y
participants. Individual client information will be collected through June 30, 2015.
By signing this form, you are agreeing to let CitySpan and the City’s contracted
professional evaluation firm(s) access identifying information about you (name, date of
birth, age and gender) and your participation in the Measure Y program, such as the
number of months you participated, the services you received, and whether you
successfully completed the program. You are also authorizing the evaluation firm to
collect information from Oakland Unified School District (such as information about your
grades, attendance and suspension record), Alameda County Probation Department
and/or The California Department of Corrections & Rehabilitation (parole) (such as your
arrest and violation history and risk assessment results).
CitySpan Technologies, a database firm, collects Measure Y participant information and
store it in a secure, password-protected database designed to protect individual client
information. The database firm provides individual client information to Resource
Development Associates, a professional evaluation company, and may provide the
information to additional professional evaluation firms that the City enters into an
evaluation contract with.
We will take great care to protect the confidentiality of all the information we collect
about you. Evaluation firms will password-protect any files that contain your personal
information. Any reports produced will NEVER disclose any personal information. No
participant’s’ name, address, or identifying information will be published. For example,
the report will say something like “70% of participants complied with the terms of their
probation.” There are no immediate benefits to participating in the evaluation, though
future evaluations can help programs improve their services. There are some risks,
such as the loss of confidentiality (disclosure of your personal information), despite
safeguards to protect against it. There are no immediate benefits to you to participating
in the evaluation study, though results may help to improve programming in the future.
Questions about the evaluation can be directed to: Patricia Marrone Bennett, PhD, Lead
Evaluator at pbennett@resourcedevelopmentassociates.net or (510) 488-4344.
Questions about the participants’ rights can be directed to the IRB: Tom Foster, Center
for Applied Local (C.A.L.) Research at tfoster@cal-research.org or (510) 558-7930.
7
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Signing this form is completely voluntary. If you do not sign it, we will not use your
information. Your decision does not affect your ability to join {PROGRAM} or any other
programs or activities. You can always change your mind and ask that your information
no longer be shared or that it be erased. To change your consent, please call the City’s
Department of Human Services at (510) 238-3121 or {PROGRAM CONTACT NAME
AND NUMBER} and notify the Department of Human Services in writing at: Department
of Human Services, Attn: Measure Y Evaluation, 4th Floor, 150 Frank H. Ogawa Plaza,
Oakland, CA 94612.
If you are currently under the age of 18, your assent will end when you become a legal
adult at age 18. Within 90 days following your 18th birthday, we will ask you to sign this
form again.
If you are currently over the age of 18, your consent will end on June 30, 2015 or five
years from the date you sign this form, whichever is earlier.
Signing this form is completely voluntary.
I have read this form and I agree to everything written here.
_______________________________________
Print Name of Participant
_______________________________________
Signature of Participant
DATE
If the participant is younger than 18 years old, a parent or guardian MUST sign below.
I have read this form and on behalf of _________________________(Name of
Participant), I agree to everything written here.
_______________________________________
Print Name of Parent or Guardian
___________________________________________
Signature of Parent or Guardian
DATE
8
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT E - Consent Administration Protocol: Measure
Y Violence Prevention Programs
Overview
Measure Y funds an evaluation to see if its programs are making a difference
and how they can be improved. As part of the evaluation, Violence Prevention
Programs are responsible for securing a consent-to-participate in evaluation
activities from clients they enroll in Measure Y funded programs.
Administration
Each Violence Prevention Program is responsible for assigning an individual to
administer evaluation consent at client intake. The administrator will be
informed that consent to participate is voluntary and that each client’s decision
is confidential. The administrator will provide the form in English or the client’s
primary language for limited English-proficient clients. Consent will be
conducted in private to preserve the confidentiality of the client’s decision. The
administrator will be responsible for communicating and explaining the following
points orally to ensure that clients understanding how their personal information
may be used. Signed consent forms will be stored securely by DHS.
An evaluation-consent releases client information to information management
and evaluation firms contracted with the City of Oakland.
• By signing the evaluation consent, the client agrees to let CitySpan and
the City’s contracted professional evaluation firm(s) access identifying
client information. Client records from Oakland Unified School District and
criminal justice agencies such as probation and parole may be reviewed.
• Data is stored in a password protected database and anonymized before
being analyzed. A client name or other identifying information will never
be published in a report or other publicly available document.
• Signing this form is completely voluntary. If a client declines to sign it,
his/her information will not be used. A client’s decision does not affect
his/her ability to participate in programming.
• A client can change his or her mind about providing consent by
contacting the Dept. of Human Services.
•
If a client is currently under the age of 18, approval will end when he/she
becomes a legal adult at age 18. Within 90 days of your 18th birthday,
he/she will be asked to sign this form again.
•
For adults over the age of 18, approval will end on June 30, 2015 or five
years from the date he/she signs this form, whichever is earlier.
Documenting Consent Status
Consent status for each client should be updated on the CitySpan information
management system upon intake.
9
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
10
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT F – Budget Modification Form (SAMPLE)
BUDGET MODIFICATION FORM for Measure Y
For Fiscal Year 2012-13
Lead Organization Name:
PLEASE FILL IN YELLOW
CELLS ONLY
I. DIRECT COSTS
Measure Y
Original
Request
A. PERSONNEL
Lead Agency Positions
Executive Director
Program Manager
Case Manager
Subtotal
Fringe Benefits & Rate
SUBTOTAL
B. OTHER DIRECT COSTS
Equipment
Office/Facility/Classroom Rent
Revised
Budget
Annual
Salary
% FTE
on
project
$65,000
$45,000
$35,000
10%
25%
100%
$6,500.00
$11,250.00
$35,000.00
$6,500.00
$11,250.00
$35,000.00
rate:
14%
$52,750.00
$7,385.00
$60,135.00
$52,750.00
$7,385.00
$60,135.00
2,000
0
General Office Supplies/Software/Copying
-1000
1000
0
2,508
4,000
Program Materials and Supplies
Telephone/Internet/Communications
2,000
2,000
3,000
$15,508
Travel/Transportation
Staff Training
SUBTOTAL
C. SUPPORTIVE SERVICES FUNDS
Client Incentives
Budget
Modification
Amount
# of
clients
$100.00
40
SUBTOTAL
D. SUBGRANTEES
$4,000.00
2508
4000
1000
3000
2,000
3,000
$15,508
$4,000.00
$4,000.00
$4,000.00
$0
$0
SUBTOTAL
$6,928.94
$6,929
$6,928.94
$6,929
GRAND TOTAL
$86,572
$86,572
SUBTOTAL
II. INDIRECT COSTS
Lead Agency Indirect
Rate:
8.70%
11
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
12
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT G – Match Documentation Form (SAMPLE)
I. Agency Information
Fiscal Agency
Lead Agency
Project Title
Contact Name & Phone #
Total Measure Y Award
(
)
-
$
II. Match Summary
List below the different sources for the grantee match and the amounts. Be sure to list only
the amount that is being used towards the Measure Y funded project for fiscal year 201215.
TYPE
SOURCE
AMT TOWARDS PROJECT
Philanthropic
Grants:
$
$
$
$
Grant
agreements/Service
Agreements
$
$
$
$
Corporate
Donations
$
$
$
$
Individual/Private
Donations
$
$
$
$
In-Kind Donations
$
$
$
$
Volunteer Support
_______ hrs x
$11.35
TOTAL MATCH
$
$
13
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT H – Neighborhood Crime Prevention Council Meeting Assignments
Agency
Catholic Charities
NCPC Names/Beats#
Address of Meeting
229 Harrison Street
Beat 1X NCPC
1X
Brookfield/Columbian Garden
Sobrante Park
31Y/31Z
Edith Guillen 238-7159
eguillen@oaklandnet.com
400 Capistrano
PANIL
9X
Patricia Rose,
prose@oaklandnet.com
110 4th Street, Skyroom
35Y South Hills NCPC
Council
35Y
8x
Jacqueline Long 238-7750
jlong@oaklandnet.com
Hoang Banh 238-6566
hbanh@oaklandnet.com
Karen Harris 238-6927
klharris@oaklandnet.com
3700 Dorisa Ave
540 23rd Street
35X NCPC
35X
Coliseum Melrose
26X, 26Y
Edith Guillen 238-7159
eguillen@oaklandnet.com
1021 81st Ave
North Hills
13Y
Patricia Rose,
prose@oaklandnet.com
1006 Amito Dr
North Hills
13Y
Patricia Rose,
prose@oaklandnet.com
1006 Amito Dr
Bella Vista
California Youth Outreach
Laurel/ Redwood/Leona Heights
Maxwell Park
Golden Gate
Civicorps Schools
Contact
Annie Sloan 238-2340
asloan@oaklandnet.com
8X Neighborhood Council
BAYWAR
Beat
17Y
25X
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
Renee Sykes 238-7929
rsykes@oaklandnet.com
28X
Araina Richards 777-8712
arichards@oaklandnet.com
10X
Renee Sykes 238-7929
rsykes@oaklandnet.com
Hoang Banh 238-6566
hbanh@oaklandnet.com
Renee Sykes 238-7929
rsykes@oaklandnet.com
Annie Sloan 238-2340
asloan@oaklandnet.com
Adams Point Action Council
14X
Neighborhood Coalition of
Positive Change
Lowell/Acorn & Five on the
Westside
22X
2X/5X
2651 73rd Avenue
1027 E28th St
3883 Aliso
5328 Brann Street
1075 62nd Street
526 Bellevue Ave
TBD
741 Filbert
2
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Agency
East Bay Asian Youth
Center (EBAYC)
NCPC Names/Beats#
Beat
Contact
Address of Meeting
916 54th Street
Market Street
10Y
Renee Sykes 238-7929
rsykes@oaklandnet.com
Grand Lake Neighbors
14Y/16X
Hoang Banh 238-6566
hbanh@oaklandnet.com
3534 Lakeshore Ave
Combined NCPC
17X,
18X,18Y,19
X
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
1500 East 15th Street, Saint Anthony's
School Cafeteria
Beat 1X NCPC
1X
Annie Sloan 238-2340
asloan@oaklandnet.com
229 Harrison Street
Shattuck
11X
Annie Sloan 238-2340
asloan@oaklandnet.com
Children’s Hospital Library
59th Street and Martin Luther King
Adams Point Action Council
14X
Hoang Banh 238-6566
hbanh@oaklandnet.com
525 Bellevue Ave
Glenview Neighborhood
Association
16Y
Hoang Banh 238-6566
hbanh@oaklandnet.com
TBD
8X Neighborhood Council
8x
Hoang Banh 238-6566
hbanh@oaklandnet.com
540 23rd Street
Family Law Center
Greater Rockridge
Lake Neighbors
Healthy Oakland
12Y/13X
15X
Beat 25Y Neighborhood Council
25Y
Beat 6 Advocates
6X
Greater Rockridge
12Y/13X
Montclair Safety & Improvement
Council
13Z
Patricia Rose,
prose@oaklandnet.com
Hoang Banh 238-6566
hbanh@oaklandnet.com
Jacqueline Long 238-7750
jlong@oaklandnet.com
Annie Sloan 238-2340
asloan@oaklandnet.com
Patricia Rose,
prose@oaklandnet.com
5366 College Ave
TBD
4292 Keller Avenue
900 34th Street
5366 College Ave
Men of Valor
Patricia Rose,
prose@oaklandnet.com
5701 Thornhill Drive
3
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Agency
Men of Valor
NCPC Names/Beats#
Rainbow
Coliseum Business Alert
Beat
Contact
Address of Meeting
27Y
Karen Harris 238-6927
klharris@oaklandnet.com
2651 73rd Avenue
31X
Jacqueline Long 238-7750
jlong@oaklandnet.com
Annie Sloan 238-2340
asloan@oaklandnet.com
TBD
Beat 7 NCPC
07X
3131 Union Street
Montclair Safety & Improvement
Council
13Z
Patricia Rose,
prose@oaklandnet.com
Uptown/Gold Coast NCPC
4X
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
Beat 6 Advocates
6X
Annie Sloan 238-2340
asloan@oaklandnet.com
Bret Harte/Joaquin Miller
Neighborhood Action Council
22Y
Renee Sykes 238-7929
rsykes@oaklandnet.com
32X NCPC
32X
Karen Harris 238-6927
klharris@oaklandnet.com
1410 100th Ave
Prescott NCPC
2Y/5Y
Annie Sloan 238-2340
asloan@oaklandnet.com
935 Union Street
MacArthur Corridor
32Y
Araina Richards 777-8712
arichards@oaklandnet.com
2651 73 Avenue
Combined NCPC
17X,
18X,18Y,
19X
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
1500 East 15th Street, Saint Anthony's
School Cafeteria
Coliseum Melrose
26X, 26Y
Edith Guillen 238-7159
eguillen@oaklandnet.com
1021 81st Ave
Lowell/Acorn & Five on the
Westside
2X/5X
Annie Sloan 238-2340
asloan@oaklandnet.com
741 Filbert
MacArthur Corridor
32Y
5701 Thornhill Drive
MISSSEY
Oakland Private Industry
Council
Oakland Unified School
District (Gang Prevention)
Araina Richards 777-8712
arichards@oaklandnet.com
City Hall: 1 Frank Ogawa Plaza
900 34th Street
TBD
2651 73 Avenue
4
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Agency
Oakland Unified School
District (Juvenile Justice)
NCPC Names/Beats#
Beat
Contact
Address of Meeting
917 54th Street
Market Street
10Y
Renee Sykes 238-7929
rsykes@oaklandnet.com
Lake Neighbors
15X
Hoang Banh 238-6566
hbanh@oaklandnet.com
TBD
Eastmont
30Y
Karen Harris 238-6927
klharris@oaklandnet.com
7711 Macarthur Blvd
Asian Advisory Committee on
Crime
3X
Annie Sloan 238-2340
asloan@oaklandnet.com
229 Harrison Street
Neighborhood Coalition of
Positive Change
22X
Renee Sykes 238-7929
rsykes@oaklandnet.com
TBD
Allendale Park Neighborhood
Council
24Y
Araina Richards 777-8712
arichards@oaklandnet.com
3711 Sutter Street
Old Oakland Neighbors
3Y
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
556 10th Street
PANIL
9X
Patricia Rose,
prose@oaklandnet.com
110 4th street, Skyroom
Shattuck
11X
Annie Sloan 238-2340
asloan@oaklandnet.com
Children’s Hospital Library
59th Street and Martin Luther King
Bret Harte/Joaquin Miller
Neighborhood Action Council
22Y
Renee Sykes 238-7929
rsykes@oaklandnet.com
TBD
Melrose-High Hopes
27X
Araina Richards 777-8712
arichards@oaklandnet.com
Horace Mann School, 5222 Ygnacio Avenue
4X
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
City Hall: 1 Frank Ogawa Plaza
Grand Lake Neighbors
14Y/16X
Hoang Banh 238-6566
hbanh@oaklandnet.com
3534 Lakeshore Ave
Community Action
Coalition/Sausal Creek Left bank
21X, 21Y
Restorative Justice
Safe Passages
Uptown/Gold Coast NCPC
The Link to Children
Ana Martinez 238-7683/5355689
amartinez@oaklandnet.com
2433 Coolidge Avenue
5
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Agency
NCPC Names/Beats#
Beat
Contact
Address of Meeting
555 10th Street
Old Oakland Neighbors
3Y
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
Uptown Gold Coast
4x
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
City Hall: 1 Frank Ogawa Plaza
Market Street
10Y
Renee Sykes 238-7929
rsykes@oaklandnet.com
917 54th Street
Laurel/ Redwood/Leona Heights
25X
Renee Sykes 238-7929
rsykes@oaklandnet.com
3883 Aliso
Coliseum Business Alert
31X
Jacqueline Long 238-7750
jlong@oaklandnet.com
TBD
Old Oakland Neighbors
3Y
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
555 10th Street
Bella Vista
17Y
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
1025 E28th St
Fruitvale Unity
20X, 23X,
24X
The Link to Children
The Mentoring Center
The Unity Council
Maxwell Park
28X
Ana Martinez 238-7683/5355689
amartinez@oaklandnet.com
Araina Richards 777-8712
arichards@oaklandnet.com
66-82
30X
Karen Harris 238-6927
klharris@oaklandnet.com
Allendale Park Neighborhood
Council
24Y
Araina Richards 777-8712
arichards@oaklandnet.com
Burbank Millsbrae
29X
Araina Richards 777-8712
arichards@oaklandnet.com
Prescott NCPC
2Y/5Y
Uptown/ Gold Coast NCPC
4X
Volunteers of America Bay
Area
Annie Sloan 238-2340
asloan@oaklandnet.com
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
3301 East 12th Street, #201
5328 Brann Street
2651 73rd Avenue
3711 Sutter Street
3200 62nd Ave
935 Union Street
City Hall: 1 Frank Ogawa Plaza
6
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
Agency
NCPC Names/Beats#
Bella Vista
Beat 25Y Neighborhood Council
Youth ALIVE
Youth Employment
Partnership
Beat
17Y
25Y
Address of Meeting
1025 E28th St
4292 Keller Avenue
35Y South Hills NCPC
35 Y
Asian Advisory Committee on
Crime
3X
Golden Gate
10X
Fruitvale Unity
20X, 23X,
24X
Eastmont
30Y
Beat 33X/34X Neighborhood
Improvement Council
33X/34X
Edith Guillen 238-7159
eguillen@oaklandnet.com
2651 73rd Avenue
Beat 7 NCPC
07X
3131 Union Street
Community Action
Coalition/Sausal Creek Left bank
21X, 21Y
Annie Sloan 238-2340
asloan@oaklandnet.com
Ana Martinez 238-7683/5355689
amartinez@oaklandnet.com
Karen Harris 238-6927
klharris@oaklandnet.com
Youth Radio
32X NCPC
Youth Uprising
Contact
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
Jacqueline Long 238-7750
jlong@oaklandnet.com
Jacqueline Long 238-7750
jlong@oaklandnet.com
32X
Uptown/Gold Coast NCPC
4X
Glenview Neighborhood
Association
Brookfield/Columbian Garden
Sobrante Park RAC/NCPC
16Y
Beat 33X/34X Neighborhood
Improvement Council
35X NCPC
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
Renee Sykes 238-7929
rsykes@oaklandnet.com
Ana Martinez 238-7683/5355689
amartinez@oaklandnet.com
Karen Harris 238-6927
klharris@oaklandnet.com
3700 Dorisa Ave
th
360 A 8 Street
1075 62nd Street
3301 East 12th Street, #201
7711 Macarthur Blvd
2433 Coolidge Avenue
1410 100th Ave
Sun-Kwong Sze, 238-7957
ssze@oaklandnet.com
Hoang Banh 238-6566
hbanh@oaklandnet.com
Edith Guillen 238-7159
eguillen@oaklandnet.com
City Hall: 1 Frank Ogawa Plaza
33X/34X
Edith Guillen 238-7159
eguillen@oaklandnet.com
2651 73rd Avenue
35X
Karen Harris 238-6927
klharris@oaklandnet.com
2651 73rd Avenue
31Y/31Z
TBD
400 Capistrano
7
ATTACHMENT I- GUIDELINES ON PREPARING FOR AND PRESENTING AT NCPC MEETINGS
The Goal is to inform the NCPC members about your work and how Measure Y funding
enhances the work you do in the community.
Things to do before a Neighborhood Council (NCPC) meeting
Meeting preparation
•
•
•
•
•
•
•
•
•
Call the Neighborhood Services Coordinator (NSC) at least 3 weeks in
advance.
Confirm the meeting date, time, & location.
Ask to be on the agenda & time allocation.
Confirm the target audience & beat boundaries.
Ask if the NCPC has any special requests regarding your program.
Request the NCPC priorities or get them verbally from the NSC.
Request the average meeting attendance & language needs.
Advise the NSC if you have special requests for your presentation (such as
PowerPoint).
Advise the NSC if you will distribute written documentation and how many to
bring to the meeting.
Things to do during a Neighborhood Council (NCPC) meeting.
Meeting presentation
•
•
•
•
•
•
•
•
Provide an overview of your agency including history, current programs, number
of staff & location.
What area you serve? i.e. North, East, Oakland.
Who do you provide services to? adults, youth, etc.
How do individuals qualify or participate in your program?
What types of services are typically utilized?
Distribute written information, Measure Y brochures, fact sheet & provide a
contact name, phone number, and/or email.
Request meeting attendees distribute your program information to their neighbors
& other individuals within their community.
If you are asked a question you are not able to answer take persons name and
number and direct question to your Program Officer. Program Officer will contact
the community member.
Reminder : It is important for your agency to attend the NCPC meetings and inform the
members of the great work you are doing in the community. Members are the voters
and we only have three years before voters must vote again to fund Measure Y.
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
2
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
ATTACHMENT J – Grantee Contact Information Sheet
Measure Y Violence Prevention Programs
Contact Sheet 2012-2013
(Please Print or Type)
Fiscal Agency:
Lead Agency:
Project Title:
Strategy:
Name of CONTRACT REPRESENTATIVE:
This individual must be an employee of the contracting agency/fiscal agency that has the authority
to negotiate scopes of work, budgets, and complete contracting documents.
Title:
Phone:
Email:
Fax:
Mailing address:
Zip:
Name of PROGRAM CONTACT:
This individual should be able to answer any program specific questions.
Title:
Phone:
Email:
Fax:
Mailing address:
Zip:
ADDITIONAL CONTACTS: (OPTIONAL)
These individuals also need to be notified regarding Measure Y updates and information.
1
Name:
Title:
Email:
Phone:
2
Name:
Title:
Email:
Phone:
3
Name:
Title:
Email:
Phone:
3
FY 2012-13 Measure Y Grantee Manual
_____________________________________________________________________________________________
If your agency or program undergoes any staff changes, please remember to RESUBMIT the contact sheet and
fill in any information that has changed.
Persons Authorized to pick-up reimbursement payments:
These are the ONLY people authorized to pick up reimbursements. If these
individuals are unavailable to pick up reimbursements, they must notify the
program analyst via email with the name and title of the person who will
pick up the reimbursement.
1. Name:_________________________
Title:___________________________
Email:_________________________
Phone:________________________
2. Name:________________________
Title:__________________________
Email:_________________________
Phone:_________________________
4