April 20, 2016 Re: Funding Recommendation for OFCY 2016-20196 Grants
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Oakland Fund for Children and Youth Meeting of the Planning and Oversight Committee (POC) April 20th, 2016 – 6:00 p.m. – 9:00 p.m. Oakland City Hall, Council Chambers 1 Frank H. Ogawa Plaza, Oakland, CA 94612 AGENDA 1. Call to Order Introductions &Announcements Agenda Review/Modifications 2. Open Forum for Youth and Parents of Young Children 3. Adoption of Prior Meeting Minutes from February 3rd 2016 action 4. Adoption of POC Ad-Hoc Review Subcommittee OFCY Grant Funding action Recommendations for FY2016-2019 5. Administrative Matters Appeals Process General Announcements Upcoming Meetings/ Scheduling 6. Open Forum 7. Adjournment Public Comment: The POC welcomes you to its meetings and your interest is appreciated. If you wish to speak before the POC, please fill out a speaker card and hand it to the staff of the POC. If you wish to speak on a matter not on the agenda, please sign up for Open Forum and wait for your name to be called. If you wish to speak on a matter on the agenda, please approach the Committee when called, give your name, and your comments. Please be brief and limit your comments to the specific subject under discussion. Only matters within the POC’s jurisdiction may be addressed. Time limitations shall be at the discretion of the Chair. In compliance with Oakland’s policy for people with chemical allergies, please refrain from wearing strongly scented products to meetings. In compliance with the American Disabilities Act, if you need assistance to participate in the meetings for the Oakland Fund for Children and Youth Planning & Oversight Committee, please contact the Oakland Fund for Children and Youth at 510-238-6379. Notification 48 hours prior to the meeting will enable the City of Oakland to make reasonable arrangements to ensure accessibility. If you have questions regarding this agenda or related materials, please contact our office at the number above. MINUTES TO BE APPROVED Oakland Fund for Children and Youth (OFCY) Planning and Oversight Committee (POC) Meeting Oakland City Hall, 1 Frank H. Ogawa Plaza, Hearing Room 4, Oakland, CA 94612 Wednesday, February 3, 2016 6:00 p.m. – 9:00 p.m. Committee Members present: Kathy Teng Dwyer, Steven Wirt, M Shawn Cunningham II, Julie Waters, Gerald Williams, Kevin Wong, Ajani Torres-Cedillo, and Marcus Montague Committee Members excused: Karen Lara, Isaac Ruelas, Bolor-Erdene-Erdenebat and Fred Price Committee Members absent: Kisha Jackson and Jared Utley Staff Members present: Sandy Taylor, Michael Wetzel and Sachelle Heavens 1. Call to Order The meeting was called to order at 6:15 p.m. 2. Open Forum There was one speaker who made comments. 3. Adoption of Prior Meeting Minutes from December 16, 2015 Ajani Torres Cedillo made a motion, seconded by Kevin Wong, to approve the meeting minutes from the December 16th POC meeting. The POC unanimously approved the minutes of the meeting. 4. Update on OFCY’s RFP Sandy Taylor gave an overview regarding the approximately 150 OFCY RFP proposals received on January 14, 2016. Staff are in the process of completing hard copy reviews and audit reviews of proposals. OFCY allowed applicants in process of obtaining their audit financial statements to submit their records by the end of March rather than require proof of audit upon submission. POC members and OFCY staff finalized general plans and membership for two committees to review proposal submissions: RFP Review Subcommittee, and RFP Appeal Subcommittee. 5. Process for Selection of the Independent Evaluator for FY2016-2017 Shawn Cunningham provided an update from the December 9, 2015 Evaluation Subcommittee meeting. Staff will develop and release a Request for Proposals in early 2016 for an independent evaluation team for the next fiscal year (FY2016-2017), which will begin with the new grant funding cycle. MINUTES TO BE APPROVED Oakland Fund for Children and Youth (OFCY) Planning and Oversight Committee (POC) Meeting Oakland City Hall, 1 Frank H. Ogawa Plaza, Hearing Room 4, Oakland, CA 94612 Wednesday, February 3, 2016 6:00 p.m. – 9:00 p.m. 6. Administrative Matters Mike Wetzel reported that mid-year evaluation reports from Public Profit and SPR should be available in March or April 2016 for POC review. There will not be a POC meeting in March due to the RFP proposal review process. The RFP Review subcommittee will meet on March 1 and March 17 privately to discuss proposal review followed by a public meeting near the end of March to discuss their findings. The next general POC meeting will be scheduled for April 6, 2016. 7. Adjournment The meeting was adjourned at 7:10pm. City of Oakland, Human Services Department Oakland Fund for Children and Youth To: Planning and Oversight Committee (POC), OFCY From: Sandra Taylor, Manager, OFCY Staff Date: April 20, 2016 Re: Funding Recommendation for OFCY 2016-20196 Grants Action Requested: Funding Recommendations for FY2016-2019 The POC Ad Hoc Review Subcommittee forwards a recommendation for 145 program grants totaling $14.5 million for FY2016-2017, Year 1 of the OFCY 2016-2019 grant cycle. Funding is available to award 145 program grants across seven funding strategies to reach a projected 31,015 Oakland children and youth and 3,455 adults. A list of grants recommended by strategy is attached. Revenue and Adjustments to Requested Amounts/Partial Awards: The projected general fund purpose budget allocation for Kids First revenue for FY2016-17 is $14.5 million, and $13.08 million is available for grant awards from the new revenues. The total carryforward available from prior years through FY2014-2015 is $4.5 million, resulting in an additional amount available annually over the next three years of $1.5 million, and total projected funding of $14,580,066 available to support grant awards in 2016-2017. OFCY Revenue and Funds Available for Grants FY2016-2017 Projected Kids First! revenues $14,534,485 Allocation to grants $13,081,037 Prior Year Carry-forward Available $1,499,029 Total Grant Funding Available $14,580,066 Carryforward from FY2015-2016 is not included in the amount above and is estimated to be between $1.0 and $1.5 million. Should annual revenues allocated to Kids First! Fund 1780 decline or increase in FY2017-2018 or FY2018-2019, grant amounts may be adjusted accordingly through the grant renewal and re-contracting process. POC Ad-Hoc Review Subcommittee Action and Summary of Grants Recommended The POC Ad-Hoc Review Sub-Committee held five (5) meetings from March 1st through April 7th to consider the recommendation of grants for the 2016-2019 grant cycle. Page 1 of 8 During the first meeting the ad-hoc subcommittee received the list of the 237 applications that were submitted for the 2016-2019 OFCY grant cycle and reviewed the disqualifications. Ultimately, 224 proposals were forwarded for review, with 13 applications disqualified for not providing full information as required and stated in the Requests for Proposals. The ad-hoc subcommittee hosted two meetings to receive briefings on the proposals and two meetings, which were open to the public, on March 31st and April 7th, to further review proposals and receive public input. All qualified proposals were reviewed based on the average reader score, ranked within each of the seven funding strategies. The Subcommittee considered the alignment of the proposals to the intention of the funding strategy; system partnerships; services to specific populations identified through the strategic planning process; costs of services and scope of services; contract compliance points assigned; past performance of current OFCY grantees; and geographic distribution and equity. Demographics The OFCY grants would serve a projected 31,015 children and youth in FY2016-2017, as initially proposed. While projections are as proposed and are subject to renegotiations, the following figures are a strong indication of the breadth and distribution of services to be funded. Race/ Ethnicity Middle American Native Black or African Hispanic or Multi-Racial or Some Other Asian White East/North Indian / Alaska Hawaiian / American Latino Biracial Race Africa Native Pacific Islander 11617 12419 3354 1031 1345 511 383 166 189 37.5% 40.0% 10.8% 3.3% 4.3% 1.6% 1.2% 0.5% 0.6% Location of Services Service Site - Service Site - Service Site - Service Site - Service Site - Service Site - Service Site - Service Site - District 1 District 2 District 3 District 4 District 5 District 6 District 7 Outside Oakland 22 30 62 19 42 36 50 17 7.9% 10.8% 22.3% 6.8% 15.1% 12.9% 18.0% 6.1% Gender Female Male Transgender 15361 15554 100 49.5% 50.1% 0.3% Age Group 0-5 Ages 6-10 Ages 11-15 Ages 16-20 Ages 7709 8854 9121 5331 24.9% 28.5% 29.4% 17.2% Specific Populations Unaccompanied Children with Youth Exposed to Homeless Youth Foster Youth LGBTQ Youth Minors Disabilities Violence 1032 690 1522 2734 746 14226 3.3% 2.2% 4.9% 8.8% 2.4% 45.9% Council District – Home Residence for Children & Youth to be Served Page 2 of 8 Client Residence - Client Residence - Client Residence - Client Residence - Client Residence - Client Residence - Client Residence - Client Residence - District 1 District 2 District 3 District 4 District 5 District 6 District 7 Total District 1862 4248 4171 1767 5233 5217 8517 31015 6.0% 13.7% 13.4% 5.7% 16.9% 16.8% 27.5% 100.0% Demographic Changes Programs are proposing to serve a similar number of children and youth in 2016-2017 compared to actual numbers served in 2014-2015, the most recently completed program year. Overall OFCY programs reported serving 32,374 children and youth in 2014-2015, with race, gender, and age information complete for approximately 94% the youth.