HomeMy WebLinkAboutAgenda - 01-15-2008-4wORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 15, 2008
Action Agenda
Item No. 4 - vV
SUBJECT: Annual Contributions to Outside Agencies: Target Funding Allocation and
Application Evaluation Criteria
DEPARTMENT: County Manager's Office PUBLIC HEARING: (Y/N) No
Budget Office
ATTACHMENT(S): INFORMATION CONTACT:
Draft Agency Application Evaluation Gwen Harvey, Assistant County Manager
Criteria Donna Coffey, Budget Director
PURPOSE: To present recommendations to the BOCC on establishing a target funding
allocation for outside agencies for FY2008-09 and authorizing evaluation guidelines for
applications to be received by the Human Services Advisory Commission.
BACKGROUND: The County has historically solicited applications for outside agency grant
funding as part of its annual budget process. Outside agencies are those non-profit agencies
involved in the delivery of human or community based services. In years prior the County
Manager's Office in conjunction with the Human Services Advisory Commission, the Human
Services Management Team, and Budget Office have coordinated responsibilities far orienting
and training the grant seekers, soliciting and evaluating grant applications, and providing
technical support and guidance to the BOCC in deciding final funding allocations. Following
budget adoption each year, Budget staff routinely executes and administers agency
performance agreements and prepares ayear-end report on agency accomplishments.
On November 15, 2007, the BOCC approved. County management's recommendation that the
Orange County Human Services Advisory Commission, beginning with FY2008-09, would be
responsible for making annual agency funding recommendations directly to the BOCC during
the budget cycle. To that end, an announcement depicting their involvement along with the
FY2008-09 application form, instructions, and check list were e-mailed to all agency heads and
posted on the County Internet the first week in December. A press release was also issued. to
provide general notification to the public of the grant process underway. Applications are due on
February 11.
The BOCC also gave its approval in November to the concept of determining in advance a
target funding amount to be made available for outside agency funding in the coming fiscal year.
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To effect the contemplated changes, the BOCC asked County management to return in January
with suggested evaluation criteria'the Human Services Advisory Commission (HSAC) would use
in its review of the outside agency funding applications, and also the opportunity for a formal
decision by the BOCC on a target funding amount for FY2008-09 that would assist and guide
the HSAC in its deliberations. County Management will be preparing a policy for BOCC
approval that will codify the target funding amount for future budgets.
Application Evaluation Criteria
Attached is the draft criteria reviewed and recommended by the HSAC at its meeting on
December 18, 2007. The draft criteria, based upon examples and illustrations from other
municipalities and the United Way, take into consideration historical trends as well as
documented performance and results. HSAC recognizes that there is no single best practice for
developing sound funding recommendations, and considers this draft as a good faith start for
practice and future refinement. Ultimately, the BOCC decides on final funding amounts for
individual agencies within overall financial scope and broad community interests. The role of
HSAC will be, with the administrative support and guidance of County management, to review,
rate, and recommend funding levels to the BOCC in accordance to the approved criteria in a
fair, open, and competitive manner.
Target Funding Allocation
The annual dollar amount allocated to outside agency funding has remained fairly stable. In FY
2007-08 the BOCC appropriated $2,073,662 or about 1.2% of the total General Fund budget to
human and/or community services related non-profit agencies compared to $1,905,317, about
1.1 % of the total General Fund budget, the previous year. (Note: These amounts and
percentages did not include amounts reserved for specific disbursement by the BOCC on a
selective, as needed basis during the fiscal year from its Critical Needs. Reserve.) Back in
November, the BOCC supported the concept of establishing early in the annual budget planning
process a target amount or percentage for outside agencies. County management proposes
that the BOCC adopt a funding target amount for outside agencies that, similar in practice to the
Board approved funding target for education, reflects past funding history and would be 1.2% of
total General Fund for 2008-09.
FINANCIAL IMPACT: In the current fiscal year the BOCC appropriated $2,073,662 or about
1.2% of the total General Fund budget to human and/or community services related non-profit
agencies compared to $1,905,317, about 1.1%, in the previous year (exclusive of
disbursements from the Critical Needs Reserve). The financial impact of funding outside
agencies in the future would be dependent on the Board's adoption of a funding target policy
and the annual amount of the County's General Fund.
RECOMMENDATION(S):
The Manager recommends that the BOCC make any desired modifications to the proposals
below and authorize implementation, beginning with the FY2008-09 budget process:
1. Draft Evaluation Criteria for Outside Agency Funding Applications
2. Target Funding Amount for Outside Agency Funding to be 1.2% of the County's General
Fund Budget for the upcoming FY 2008-09 fiscal year
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ORANGE COUNTY HUIVIAN SERVICES AGENCY FUNDING
APPLICATION SCORECARD
Human Services Advisory Commission Member:
Agency Name
Program for which funding is being sought
T What ie tha nrn~rram~c MTCCT(1N?
.e ~ ~.
~•
a. Program purpose and description fit Section I -Agency
organization's mission statement. Overview (1) 5
b. Agency/program engages in coordination and Section I -Agency
collaboration activities within the community. Overview (4) 10
c. Agency/program makes use of community Section I -Agency
volunteers. Overview (7) 5
TOTAL SCORE FOR MISSION . 20
II. Who is the nro~ram's CUSTOMER and what does the customer value?
a. Primary customer/program participant is Section II - D
consistent with the agency/program's mission (Program 5
Beneficiary
Characteristics
b. Client data suggests that the agency/program ~ Section II - D
supports the Human Services Advisory 5
Commission value of reaching diverse
constituencies. (gender, ethnicity, age,
eo a h ,income level
c. Client data suggests appropriate growth in the Section II - D
program over time. 5
TOTAL SCORE FOR CUSTOMER 15
TTT_ What arP the nrnuram'c RFRTTT,T~?
~ ~~ . . ~ ~.
~'
a. Actual outcomes for FY2007 appear consistent Section II - C,
and re resentative of stated ob'ective(s . Pro am Results 5
b. Actual outcomes for FY2007 indicate a Section II - C
reasonable volume of ro am activities. 10
c. Actual outcomes for FY2007 support a Section II - C
positive impact on program 10
customers/ artici ants.
d. Actual outcomes for FY2007 suggest growth Section II-C
and improvement in agency/program 10
erformance.
e. Actual cost per unit for FY2007 appears fair Section II - A,
and appropriate for Orange County resident Program Data 10
customer benefits and program outcomes. (Service Statistics]
TOTAL SCORE FOR RESULTS 45
IV. What is the program's PLAN for
a. A realistic program budget with reasonable
cost for providing services is outlined.
and
Section III,
Financial Data 5
b. Agency budget projects a diversified funding Comparative
base and supports program sustainability. Agency Budget S
Summa
c. There is a sufficient rationale to justify need Section II,
for Orange County funding. Financial Data 10
TOTAL SCORE FOR PLAN I 20
SUB TOTAL: SCORE FOR MISSION
SUB TOTAL: SCORE FOR CUSTOMERS
SUB TOTAL: SCORE FOR RESULTS
SUB TOTAL: SCORE FOR PLAN
TOTAL APPLICATION SCORE
Second Draft 12/27/07
ORANGE COUNTY HUMAN SERVICES AGENCY FUNDING
SCORING CRITERIA NARRATIVE
Scoring Process
Members of the Human Services Advisory Commission (HSAC) will review and
assign a score for each Human Services Agency Funding Application. Member
scores for each evaluation category (Mission, Customers, Results, and Plan) will
be averaged to create a single score that when totaled will equal the raw score
for the Agency/Program application and form the basis for deliberations by the
full HSAC.
Deliberations
While the overall raw .score is an important variable, it is not the ultimate
determinant of funding allocation recommendations. The overall score provides
a starting point for deliberations among the members of the Human Services
Advisory Commission. During deliberations, members can offer their unique
perspectives and practical insight based on areas of professional expertise and
community involvement. Deliberations will be grounded in candor, confidentiality,
and consensus building.
Other deliberation factors may include:
® Considering how well an agency application aligns with Board of
Commissioner priorities for human services delivery
An objective of the Human Services Advisory Commission is to work more
closely with the BOCC and County Management in the coming year to
establish priority outcomes for the utilization of the annual human services
funding appropriation, similar within Orange County to that under
construction by the Triangle United Way. In December 2007, the Triangle
United Way unveiled The Community Profile as a tool for achieving
community change and impact within human services on a regional level.
• Considering how well an unmet need or target population has been
identified, along with innovative and credible means for addressing
• Funding a diverse range of organizations and services, and/or
organizations that target and serve a diverse constituency
• Balancing the need to build capacity for new organizations along side
more established organizations
Second Draft 12/27/2007