To: Sonoma County Board of Supervisors
Department or Agency Name(s): Human Services
Staff Name and Phone Number: Oscar Chavez 565-3812, Kellie Noe 565-5849
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Road to Early Achievement and Development of Youth Revenue Agreement
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Recommended Action:
Recommended action
Authorize the Director of the Human Services Department to execute an agreement with First 5 Sonoma County in the amount of $798,265. The funding will be used to expand the use of the Upstream Investments shared outcomes Apricot database and expand the Road to Early Achievement and Development of Youth Project to include evaluation activities for First 5 funded programs for the period of July 1, 2021, through June 30, 2024.
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Executive Summary:
Upstream Investments is committed to implementing a collective impact approach to improving community well-being through evidence-based interventions. A core element of achieving collective impact is bringing sectors together to establish shared outcome measures, and the Apricot database system provides a platform for data sharing across Upstream’s partner organizations and County departments. Upstream leverages Apricot to conduct community level evaluation, including for the First 5 Sonoma County funded Road to Early Achievement and Development of Youth (READY) Project. Upstream will expand its evaluation efforts by integrating First 5 funded program data into the Apricot database system. Using the Results Based Accountability framework to identify shared outcomes with First 5 and their funded agencies, it is anticipated that this collaboration will provide a more robust data set for the evaluation of First 5 funded programs.
Discussion:
Established by the Board of Supervisors in 2010, Upstream Investments is founded on a collective impact framework. Upstream staff and partners have provided the backbone support needed for local collective action, development of common community agendas, continuous communication with Upstream partners, and the strengthening of community capacity to engage in mutually reinforcing activities. A core element of achieving collective impact is bringing sectors together to establish shared data measures. In 2014, the Board of Supervisors authorized Upstream to adopt a shared measurement database system, Apricot. The Apricot system provides a platform for data sharing across both Upstream Investment partner organizations and County departments.
By tracking progress through a unified system and approach, Upstream Investments and County partners with access to Apricot have been able to share jointly established metrics to monitor progress and implement continuous improvement. Using Apricot to share data has provided a tool to strengthen service providers’ understanding of complex client needs, improve quality and coordination of services, reduce redundancy of efforts, and maximize resources.
For example, Upstream staff manage the First 5 READY project work with partner school districts to collect student outcome data using Apricot. READY staff are able to generate reports from Apricot for use by school districts, service providers and funders to determine appropriate early intervention and support strategies for incoming kindergarten students in Sonoma County. To build on the success of Apricot and provide a road map that supports shared measurement and collective impact integration, on April 2, 2019, the Board of Supervisors approved the adoption of Results-Based Accountability (RBA) as the approach to implement contracting principles for safety net programs. RBA is a disciplined way of thinking and acting that offers a process and tools for agency transparency and accountability through contracts.
In an effort to build County and safety net service provider transparency and accountability, Upstream Investments proposes to work with First 5 Sonoma County to expand the evaluation work of READY and pilot the complete integration of the RBA process and tools into First 5’s policies and procedures. The piloting of the RBA process and tools with First 5 will require: (1) the transition of First 5 data system from Persimmony to Apricot, and; (2) provision of training and technical assistance from Upstream Investments staff to support First 5 funded partners in identifying population level conditions of well-being and programmatic performance measures as defined by RBA Contracting Principles.
Once First 5-specific programs and contracted partners are identified to begin using Apricot, licenses will be extended to these new users. If the total number of current and anticipated users exceeds 22 (number of users purchased with the 2021-2024 contract), additional licenses may be purchased under this contract, for a total amount not to exceed $25,000.
Prior Board Actions:
July 9, 2019: Board approved an agreement with First 5 Sonoma County from July 1, 2019 through June 30, 2021 for a total not to exceed $300,000.
May 30, 2018: Board approved an agreement with First 5 Sonoma County from July 1, 2017 through June 30, 2019 for a total not to exceed $300,000.
July 12, 2016: Board approved agreement with Social Solutions Global, Inc. to continue the hosting, maintenance and technical support for the cloud-based software, Apricot, from July 1, 2016 through June 30, 2018, for a total not to exceed $142,250.
September 22, 2015: Board approved amendment to a READY agreement with the Sonoma County Office of Education extending the contract end date to June 30, 2016 and increasing the contract by $10,000 for a new total not to exceed amount of $39,160.
Fiscal Summary
|
Expenditures |
FY 21-22 Adopted |
FY 22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$276,323 |
$259,947 |
$261,995 |
|
Additional Appropriation Requested |
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Total Expenditures |
$276,323 |
$259,947 |
$261,995 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
$276,323 |
$259,947 |
$261,995 |
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Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$276,323 |
$259,947 |
$261,995 |
Narrative Explanation of Fiscal Impacts:
The grant amount from First 5 Sonoma County is for $798,265. There is no general fund or realignment revenue match required.
In each of the three years covered by the First 5 funding, $150K will be spent on direct program expenses for READY. The balance of the annual amounts indicated in the table above will be spent on administration, namely the computerized automation of READY on the Apricot system: $126,323 in year 1, $109,947 in year 2, and $111,995 in year 3.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Agreement
Related Items “On File” with the Clerk of the Board:
None