87-737 WHITE - C�TV CLEAK
PINK - FINANCE G I TY OF SA I NT PAU L Council �,7`.���
CANARV - DEPARTMENT File NO.
BLUE - MAVOR
�'o ncil Resolution �
Presented By �
Referred To Committee: Date
Out of Committee By Date
6�IHEREAS, The City Council is consic�erinc� cizanges to ttie buc3getinc�
process to control anc� encourac�e the effective use of funds in
proviaing services to the ci�izens of Saint Paul, ana
���HEREAS, The City provides sorne services ti�roug}i contracts with
non-�rofit organizations and has electeal to use ttie "Civic
Organization Partr�ership Progran" as a ��ay of prioritizing and
accounting =or these contracts; anc�
G��IIEREAS, a working group consistinc�j of City staff, consultants,
and cornmunity re�resentatives has cievelopec� a ��olicy / procedure
docuraent for the City Council; ana
t��HEF�AS, the Mayor, with the acivice of the Budyet Director, finus
triis document consistent with k�is publishec� 1988 Budget Goals Anc�
Policies for ti�e City of Saint Paul, The t•Zayor recornmends the
ac7option of this �,olicy / ��rocer�ure docurclent as an operational
guideline for tne activity; and
NO�T THEREFORE, U�on tlze recor�i�nenrzation of the I�iayor with the
aavice of the 13uc�c�et Director, tile Council of the City of
Saint Paul a��roves the use of tl�ese policies and procedures .
�
�UDGE` D CT�I:
COUNCILMEN Requested by Department of:
Yeas Drew Nays
Nicosia COi1ZNNITY SERVICES
Rettman � �R Favor
Scheibel ���LJ lil ^
Sonnen �__ Against BY -T
Tedesco
Wilson
Adopted by Council: Date MAY 2 � � For Approved b Ci c y
Certified Pass by Council Secretary BY
B}�
Approv y Mavor: Date ��1�� APP�ove Mayor for Su is ion ouncil
_ B
Ptl9�{SHED �'���,`� 5 t� 198
Community Services DEPARTMENT �iC�-737 N� 042
.
Kathv Stack CONTACT
298-4431 PHONE
5/7/87 DATE 1 e�� QQ
ASSIGN NUMBER FOR ROUTING ORDER (Clip All Locations for Si nature) :
/�Department Director 4 Director of Management/Mayor
Finance and Management Services Director 5 City Clerk
2 Budget Director � Chair - Finance Committee
�ity .Attorney
WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/
Rationale) :
Approval of policies and proceedures for administering the
Civic Organization Partnership Program.
C�� �
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COST/BENEFIT, BUDGETARY I�ND PERSONNEL IMPACTS ANTICIPATED:
Accurate measurement of costs associated with contracts for service
provided by outside non-profit agencies. Assures the City' s goals
and priorities are met. RECEIVED
MAY O8 1987
MAYOR'S OFFICE
FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayor's signa-
ture not re-
Total Amount of Transaction: quired if under
$10,000)
Funding Source:
Activity Number: 09101
ATTACHMENTS (List and Number All Attachments) :
1. Council Resolution
2. Policy/Proceedure Document
DEPARTMENT REVIEW CITY ATTORNEY REVIEW
�Yes No Council Resolution Required? Resolution Required? Yes No
Yes X No Insurance Required? Insurance Sufficient? Yes No
Yes _gNo Insurance Attached:
(SEE REVERSE SIDE FOR INSTRUCTIONS)
Revised 12/84
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CIVIC ORGANIZATION PARTNERSHIP PROGRAM
Policy
The City of St. Paul has a oP licy to contract with local
non-profit organizations to provide services that are
supplementary or complementary to existing City services and are
consistent with City policy, priorities and programs. The City
desires to contract with those organizations which efficiently
and effectively provide needed priority services which are not
provided � City departments and offices. Contracts may be for
financial support, planning assistance, multi-program
coordination, data sharing, program promotion, and grant
application assistance.
The City will annually appropriate money in its budget for the
Civic Organization Partnership Program. The amount of the
appropriation will increase or decrease depending on the City' s
current financial condition.
The areas of priority for contracting with community
organizations include, but are not limited to: health care; youth
advocacy and assistance; legal assistance; food and shelter;
housing; the arts; teen pregnancy prevention; child care;
jobs/training/employment.
It is intended that the population groups benefiting from these
programs are low-income people, youth, minorities, refugees, and
the elderly.
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CIVIC ORGANIZATION PARTNERSHIP PROGRAM
General Procedures
1. Contracts for service will be developed on a yearly basis.
2. Decisions to contract with agencies will be reviewed and made
on a case-by-case individual organization basis.
3. Applications for a contract for service must be received by
the Community Services Department by June 15 of each year.
There will be one round of proposed contracts annually. The
Mayor and Council may award a contract outside of this review
cycle on an emergency one-time basis should they find it
necessary.
4. Contract proposals will be evaluated by a review committee
which will make recommendations to the City Council.
5. Contractors will submit mid-year and year-end program and
financial reports demonstrating their performance under terms
of the contract. Specific reporting requirements will be
developed as an element of the contract for service.
6. Payments will be made in two installments. The first will be
made within two weeks after the contract is approved and
executed and the second will be made following the submittal
and evaluation and approval of the mid-year report.
Second payment is contingent upon successful performance of
contract.
7. Normally the contract will be a 12 month contract running
from January to December.
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CIVIC ORGANIZATION PARTNERHSIP PROGRAM
Conditions for Eligibility
1. Use of contract payment fund must have a public benefit and
fit within City priorities.
2. Contracts will be made only with organizations that have a
5501 (c) 3 non-profit status, or who have a fiscal agent with
non-profit status.
3. The submitting organization must provide, at the time of
application:
Verification of the 501 (c) 3 status, Board of
Director list, verification of Board approval of the
proposal, the previous year' s budget and financial
statement, the current year's and proposed budget, an
audited financial statement, current balance sheet and
income statement, and a copy of the current insurance
coverage.
4. The financial information must demonstrate that the majority
of the organization's funding is used for programs and
services.
5. A fully completed application form must be received by
June 15.
6. The organization must demonstrate its commitment to equal
opportunity principles, with a copy of its Equal Opportunity
statement and its affirmative action plan.
a) The City' s Risk Manager is available for consultation.
b) A sample Equal Opportunity statement is available.
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CIVIC ORGANIZATION PARTNERSHIP PROGRAM
Evaluation Criteria
1. Priority in awarding contracts will be given to organizations
that can demonstrate an effective and efficient use of their
funds in providing needed programs and services to benefit
the residents of St. Paul.
2. The City will contract with organizations whose proposed
programs or projects address priorities designated by the
Mayor and City Council.
3. Consideration will be iven to organizations with which the
Citv has previously contracted and which have met their
stated oals and objectives, efficiently and effectively
unless the City' s priorities or other criteria change.
4. Additional weight will be given to proposals for service that
correspond to the City' s highest priorities.
5. Priority will be given to organizations that demonstrate
cooperative efforts and communication with other
organizations.
6. Consideration will be given to organizations that address new
and/or emerging needs in creative and innovative ways.
7. Consideration will be given to organizations that are doing
ongoing program evaluation and long range planning.
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CIVIC ORGANIZATION PARTNERSHIP PROGRAM
Review Committee
Purpose: To review contract proposals and make recommendations
for awarding of contracts to the City Council.
Membership: The membership of the review committee will consist
of:
1. Director, Department of Community Services; as
chair
2. Mayor' s Staff for Human Services Coordination
3. Representative of:
A. The Division of Public Health;
B. The Planning Division of the Department of
Planning and Economic Development
C. Such other City Departmental Representatives as
may be deemed appropriate or necessary � the
City Council.
4. A representative of the City Council
5. A Mayorally Appointed Community Representative
6. Up to 3 other Community Representatives which the
City Council may choose to appoint.
Persons with particular kinds of professional expertise may be
enlisted � the committee from time-to-time to provide
information and consultation regarding particular program
proposals.
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