HomeMy WebLinkAboutAgenda - 06-09-2011 - 3ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 9, 2011
Action Agenda
Item No. 3
SUBJECT: Outside Agencies: Recommended Allocations FY2011-12
DEPARTMENT: PUBLIC HEARING: (Y/N) No
County Manager's Office
Financial Services
ATTACHMENT(S):
1. BOCC Adopted Policy Guidelines
2. Application Evaluation Teams
INFORMATION CONTACT:
Gwen Harvey, Assistant County
Manager, 245-2307
Clarence Grier, Financial Services
Director, 245-2453
Allison Chambers,. Budget Technician,
245-2121
PURPOSE:
To provide supplemental background information to the BOCC in budget work session to
support allocations recommended by County Management to Outside Agencies for FY2011-12.
BACKGROUND:
County Management recommendations for Outside Agency Funding begins on page 29-1
in the Proposed Operating Budget Document
In December 2010 the BOCC, after extensive review in a fall work session, adopted a set of
guiding principles to guide County Management in evaluating and proposing recommended
funding allocations in subsequent budget years. These guidelines reflected BOCC community
partnership interests along with continuing concerns for strong performance, non-duplicative
efforts, collaborative pursuits, and safety net considerations.
The BOCC policy guidelines are provided in Attachment 1 to this agenda abstract.
To facilitate coordinated and objective review of the Outside Agency applications, application
evaluation was assigned according to affiliated County Department management team and its
advisory board/commission. Each used the approved Outside Agency Evaluation Scorecard to
determine the raw score and provide additional narrative to support their findings and
conclusions (not funding amount) to Financial Services and County Management.
Team assignments are provided in Attachment 2 to this agenda abstract. A diverse team of
non-management County employees was organized and reviewed applications that did not
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naturally align with any particular County Department and entailed general community services
to Orange County residents. Their findings and conclusions (not funding amount) was also
shared with Financial Services and County Management.
The Proposed Annual Operating Budget Document also includes the following attachment:
• Historical funding by Orange County, additional financial support coordinated through
individual Orange County Department operating budgets, and In-Kind Contributions
provided to an Outside Agency by Orange County in lieu of direct payment
• Outside Agency Revenue analysis: Various means of financial support per Agency
• Outside Agency Descriptions and Recommended Allocation
FY201-12 is the second fiscal year in a row in which contributions for Outside Agencies was
recommended at substantially reduced amounts. Outside Agencies are informed each
December at the Organizational and Orientation meeting prior to application submission of
BOCC -established policies, guidelines, and perspectives, particularly an overall funding
amount not to exceed the funding amount of the previous fiscal year.
Outside Agencies are notified of the County Management recommended allocations as soon as
the Proposed Budget document is release to the BOCC and general public. Agencies
recommended for a significant variance are especially contacted to assure their knowledge and
welcome their participation at one of one of the budget public hearings.
Notable changesltrade-offs contained within County Management recommendations
impacting relations between Outside Agencies and partner County Departments are
detailed below:
Senior Care of Orange County Inc. (SC of OC, Inc.):
The Department on aging recommended budget contains approximately $25,000 in new funds
to cover all congregate meal expenses associated with both senior centers and the adult day
health center. Previously, SC of OC, Inc. contracted through the Department on Aging for senior
meals and then reimbursed the Department. This method allows the Department to gain
efficiencies and manage overall costs through the approved vendor. The annual Home
Community Care Block Grant generally covers, with senior donations, the cost of congregate
meals, but as vendor costs increase and with the end of federal stimulus dollars, closer
coordination and control for senior meals will be even more important.
The Social Services Department recommended budget contains approximately $22,500 in new
funds to provide senior and family choice and flexibility in the "purchase" of adult day care
services and related support under both the social and health models. In coordination with
Aging, Social Services can better control and direct County dollars through "purchase"
agreements with either SC of OC, Inc. (central/northern Orange) or the Charles House
(southern Orange)., including any opportunities for family participation in cost for service.
Hillsborough Youth Athletic Association (HYAA):
The Social Services Department recommended budget contains approximately $10,000 in new
funds to allow youth/parent/guardian to select any athletic and recreational programs within
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Orange County for youth participation, including HYAA. Eligible youth will receive a County
scholarship or subsidy accordingly. Priority will be given to youth in foster homes or with
mothers in Work First. This provides choice and flexibility based upon need, without direct
financial support directly any one agency or organization within the County.
Orange County Congregations in Mission (OCIM) -Hillsborough:
An increase of $5000 above their FY2010-11 approved allocation is recommended to provide
supplemental support for home delivered meals and food pantry to frail seniors, the disabled,
and families with food insecurity brought on by budgetary emergencies. OCIM has a history of
being a strong collaborator and ally with Social Services in extending and supplementing relief
to individuals and families in need.
Inter Faith Council (IFC) -Chapel Hill:
An increase of $5000 above their FY2010-11 approved allocation is recommended specifically
to supplement IFC in insuring and/or increasing transitional housing at Home Start to client
referrals from the Social Services Department. IFC administers Home Start, a program for
women and families seeking refuge from homelessness including domestic violence and abuse.
Joint Orange and Chatham County Community Action Agency (JOCCA) - Pittsboro
The recommended allocation for JOCCA steps down an additional $20,000 from FY2010-11 to
continue to decrease Orange County general fund support for agency administrative costs
versus direct services to Orange County residents.
FINANCIAL IMPACT:
The BOCC appropriated over $900,000 in financial assistance to Outside Agencies in FY2010-
11.The proposed funding for FY2011-12 totals $779,000, a decrease of $123,000. The BOCC
as part of its budget deliberations determines the final total amount to be provided to Outside
Agencies and the specific funding by Agency. Approved Agency allocations are administered
through an annual performance agreement and allotments distributed by the County on a
reimbursement basis through the fiscal year.
RECOMMENDATION(S):
The Manager recommends the Board receive the information and background documentation
provided with this agenda abstract and within the Proposed Annual Operating Budget and
provide further direction, as may be desired, to assist in deciding Outside Agency contributions
from the General Fund for FY2011-12.
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OUTSIDE AGENCY FUNDING: FEEDBACK AND DIRECTION
ORANGE COUNTY BOARD OF COMMISSIONERS
DECEMBER 2010
The following elements -taken as a whole or singularly -constitute the
basis for why an Outside Agency is selected for Orange County Funding.
The County Manager incorporates all feedback and documentation from
participating departments and advisory boards, most notably Financial
Services, in preparing recommendations on Outside Agencv funding
allocations as part of the operating budget presentation to the BOCC in the
spring"
First and foremost, benefits Orange County residents.
• It is desirable that the location of service delivery be in Orange Count
Funding the Outside Agencv leverages County dollars because the Agency can
provide services less expensively by the use of volunteers or other means
Supports the social safety net; i.e., the Outside Agency exists to feed the hungry;
house the homeless; address human suffering (example: Housing. for New
Hope)
Leaacy/historical relationship; i.e., the County helped co-create or was among
original funding group (example: Dispute Settlement Center)
.Performance review/ranking; i.e., the Outside Agency scores a baseline
numerical ranking or above on its Application Scorecard (example: Piedmont
Health Services)
Unique mission/service; i.e., the Outside Agency meets a specific need not
otherwise met for County residents (example: EI Hispano)
Financial need; i.e., the Outside Agency fulfills an important mission but requires
government assistance to help accomplish its service goals (example: OE
Enterprises
Principal partnership; i.e., the Outside Agency has demonstrated its effectiveness
in supplementing and/or supporting County departments in their delivery of
service to vulnerable populations (examples: Orange Congregations in Mission
and the Inter-Faith Council)
Geographic balance; i.e., the Outside Agency helps ensure opportunity and
access to key programs and services are available on both ends of the county
(example: Communities in Schools/Middle School After School)
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Matching grant; i.e., the Outside Agency specifically needs County dollars to
match a unique, desired investment in services to county residents (no examples
in FY10-11)
Enables new initiative• i e. the Outside Agencv addresses unmet needs it
perceives in the County (example: Bridge /1 Spots -not funded in FY10-77)
Grounds for Funding Commitments
The BOCC intent is a "zero-base" approach wherein Outside Agencies
must annually prove themselves according to pre-set criteria, such as the
Outside Agency Application Scorecard or other indices. While Outside
Agencies may wish for a fairly consistent and predictable revenue stream,
the BOCC makes annual allocation decisions on the basis of policies and
provisions as set forth in this document.
Limitations on Funded Amount by Agency or Total Funds Available for all
Agencies
Dollar Limit by Single Agency -
• Percentage of its overall budget (Rule of thumb: No more than 50% of
Agencv budget should come from County and Town sources)
• Flat dollar amount
• "Challenge" or "Match" amount
• "Step down" approach -diminishing amount over a period of fiscal years
• Agency has demonstrated a reliable, diverse funding stream of which
governmental assistance is a small portion
Dollar Limit to Amount Available for All Outside Agency Funding -
BOCC sets maximum figure available for the upcoming fiscal year.
• Typically, County management has begun with a working figure roughly
equivalent to the amount funded in the current fiscal year for the next
fiscal year. (The historic figure for working purposes is a target the BOCC
may choose to match, increase, or decrease in its final budget decisions).
Other Defining Criteria
• Financial support that brokers a new partnership or collaboration with a
County operating department, preferably supportive of the social safety
net.
Reduce or eliminate funding for Outside Agencies whose
• Primary mission is not related to the social safety net
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• Pertormance data is historically weak or deteriorating
• Principal programs and services are duplicated within the Outside Agency
network of providers
Factor the net value of County facility space provided free of charge to recipient
Outside Agencies
• Amend Outside Agency award by net value amount
ADOPTED BY THE BOCC ON DECEMBER 6, 2010
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OUTSIDE AGENCY APPLICATION REVIEW FY11-12
ORANGE COUNTY DEPARTMENTS/COUNTY EMPLOYEE TEAM/OPC LME
ASSIGNMENTS
Social Services Board/Nancy Coston
1) Child Care Services Association
2) Dispute Settlement Center
3) Interfaith Council
4) Joint Orange-Chatham Community Action Agency (JOCCA)
5) Orange Chatham Alternative Sentencing
6) Orange Congregations in Mission
7) Hill-Carrboro YMCA/Boomerang
Board of Health/Rosie Summers
1) Duke Homecare & Hospice
2) Piedmont Health Services
3) Planned Parenthood
4) Rape Crisis Center
5) Family Violence Prevention Center
6) Alliance on AIDS
7) Eyes, Ears, Nose and Paws
Aging Advisory Board/Janice Tyler
1) Charles House Association
2) Disability Awareness Council
3) Triangle Radio Reading Service
4) Senior Care of Orange County, Inc.
5) Meals on Wheels
Affordable Housing Advisory Board/Human Relations Commission/Tara
Fikes
1) Housing for New Hope
2) Community Housing/Land Trust (Line Appropriation)
3) EmPOWERment
4) Habitat for Humanity
5) The Women's Center
A_ nimal Services Advisory Board/Bob Marotto
1) Piedmont Wildlife Center
2) Triangle Wildlife Rehab Clinic
Recreation and Parks Advisory Committee/Lori Taft 8~ Dave Stancil
1) Hillsborough Youth Athletic Association (HYAA)
2) Bridge to Sports
3) Triangle Land Conservancy
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4) Historic Hillsborough Commission
5) Boys & Girls Club
6) Big Brothers Big Sisters
OPC/Local Management EntitylJudy Truitt
1) The Arc of Orange County
2) Club Nova
3) KidScope .
4) Freedom House
5) Orange Enterprises, Inc.
Community Benefit Agencies/Perdita Holtr, Employee Committee*
1) Communities in Schools
2) CIS -Middle School/After School
3) Historic Hillsborough Commission
4) American Red Cross (Orange County/Durham County)
5) Orange Literacy Council
6) EI Centro Hispano
7) The Hill Center
8) The Arts Center
*Employee Committee Membership:
1. Perdita Holtz, Planning & Inspections, Convener
2. Sahana Ayer, County Attorney's Office
3. Cody Marshall, Solid Waste
4. David Hunt, County Clerk's Office
5. Greg Wilder, County Manager's Office
6. Doris Cecil, Emergency Services
Updated 5/30/11