Memo - Funding Social Service Requests
Administrative Services
. Office of the City Manager
Memorandum
To: Honorable Mayor and Members of the City Council
From: Steven C. Mielke, Hopkins City Manager
Date: February 10,1998
Subject: Funding Social Service Requests
The council has requested a discussion of the methods used in determining social
service funding levels. The purpose of this memo is to outline discussion topics for
council review.
1. Current Practice.
. The requests we receive for funding usually are for general operating budget support.
The City asks for information using the following questions:
a. Estimated number of Hopkins residents to be served,
b. Total operating budget of the organization,
c. Percent of budget used for administration, etc.,
d. Amounts of funding from other sources,
e. How will your organization's activities benefit the citizens of Hopkins,
f. Why are the funds necessary,
g. What data substantiates the need for this project/service in the City of
Hopkins,
h. History - Number of Hopkins Citizens served,
I. Are you aware of any other agencies providing a similar service in
Hopkins,
j. If yes (see above) explain why they are not meeting needs.
The funding request process falls under the administrative oversight of the City
. Manager and the Finance Director. Funding decisions are the City Councils.
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. The practice has usually been a small increase for all that ask for one if the budget has
room to move. The amounts lately have been frozen.
2. Optional Approaches
The council has discussed several options to the existing system. Although not an
exhaustive list they include:
a. Assign all requests to a specific city department and require the
department to justify the request.
The effect would likely be some organizations not receiving funding unless
the departments were given clear direction on the program purpose and
need by the council. Some requests do not neatly fall into a specific
department and would not rank highly in priority; others are more clearly
appropriate within specific budgets.
b. Require all requests to be for specific programs or services that meet
identified City priorities.
The city has not done well in stating the service levels or goals in this
area. Groups hoping to get funding are not given good direction on what
the council may be willing to fund.
. c. Convert the dollars currently allocated to social service functions into a
grant program with identified goals.
This could be accomplished if the attention was given to setting priorities.
The difficulty will be in establishing the priorities and saying no to all other
requests.
d. Require written agreements for providers that specify outcome based
reporting.
This should probably be done in any case. It would provide for a better
assessment of the effectiveness of the spending decision and future
allocations.
e. Discontinue practice of supporting social service functions.
It has been argued to the council that the city should get out of the social
service arena and stick to "basic" city services. To do so would be a major
departure from historical practice and national norms.
The staff appreciates the opportunity to discuss this issue with the council and looks
forward to your direction.
.
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