Resources for Nonprofits

Overview of the Program

• History

  The City Services Auditor Division (CSA) of the San Francisco Controller's Office launched the Citywide Nonprofit Monitoring and Capacity Building Program in 2005 in part as a response to the 2003 report of the Nonprofit Contracting Task Force, which included recommendations for improving how the City does business in this sector. In accordance with Appendix F of the San Francisco City Charter, the Controller's Office is mandated to provide oversight to City contracting procedures and to review citywide standards. The program serves to fulfill this responsibility as well as meet a high priority for participating City departments: to improve the effectiveness and efficiency of contracting procedures.

  Facilitated by CSA, the program began with the participation of the Department of Children, Youth and Families (DCYF), Department of Public Health (DPH), and the Human Services Agency (HSA) and has since expanded to include a total of eight City departments.

• Program Governance

  The Citywide Nonprofit Monitoring and Capacity Building Program is governed by an interdepartmental Steering Committee comprised of representatives from the Controller's Office and each participating City department. The Steering Committee is ultimately responsible for program coordination and policies, including determining whether a nonprofit receives a site visit or self-assessment. The Controller's Office is responsible for facilitation of the program.

• Criteria for Participation

  Nonprofit service providers which receive a threshold amount of City funding from more than one participating department are a part of the shared monitoring pool. The pool currently includes approximately125 nonprofit contractors.

• Risk Assessment

  Each fiscal year, City departments determine whether nonprofit contractors receive a site visit or self-assessment through an annual risk assessment process. Each nonprofit contractor must receive a site visit at least once every third fiscal year. A one year waiver from citywide monitoring may be granted under special circumstances and as a result of exceptionally good fiscal and compliance performance by a nonprofit. Nonprofits qualifying for a waiver are nominated by departments and approved by the Steering Committee during the risk assessment process. In order to qualify for the waiver, the nonprofit must submit all invoices and external audits to the City on time, have no monitoring or audit findings in the last two fiscal years, and have received a monitoring site visit in the last two years.approximately125 nonprofit contractors

• Where to Direct Questions

  If you have questions or feedback on the Citywide Nonprofit Monitoring and Capacity Building Program or your annual fiscal and compliance monitoring, you should contact your designated Lead Department Representative or an interdepartmental Steering Committee representative. 

  Nonprofit contractors who feel that they have been subject to procedural lapses may - after exhausting their administrative options with the contracting departments - appeal to the Nonprofit Task Force Appellate/Review Panel by contacting the City's Office of Contract Administration. Your contracting department(s) can inform you of the grievance procedures and the option of taking procedural complaints to this body.

• Nonprofit Contractor Surveys

  During the year, the Controller's Office regularly meets with the San Francisco Human Services Network (HSN) to receive feedback and provide updates on the Citywide Nonprofit Monitoring and Capacity Building Program. At the end of each fiscal year (June), the Controller's Office conducts an online survey in which participating nonprofit contractors have a formal opportunity to provide detailed feedback on their experience and suggestions for improvement of the Citywide Nonprofit Monitoring and Capacity Building Program. The results of this survey are used to inform the evolution of the program. To-date, the program has received positive and constructive feedback from participating nonprofits - please see the results below.

  FY 10-11 Nonprofit Contractor Survey Results
  
  FY 09-10 Nonprofit Contractor Survey Results
  
  FY 08-09 Nonprofit Contractor Survey Results

   

  FY 07-08 Nonprofit Contractor Survey Results

  FY 06-07 Nonprofit Contractor Survey Results

  FY 05-06 Nonprofit Contractor Survey Results

  Please contact the Controller's Office by email at CNMP@sfgov.org, if you have questions about this survey or would like to see the open ended comments submitted as part of these surveys, or have other feedback on the Program you would like to share.

Capacity Building Resources for Nonprofit Contractors

February 1, 2011 Monitoring Training (ppt)
FY09-10 Monitoring Training (Webinar)

Finance Guide

• Training Presentation: Agency-Wide Budget, Financial Statements, and Relevant Fiscal Policies (PDF) - 6/5/12 
• Workshop Materials
  • Sample Internal Controls Checklist
  • Sample Conflict of Interest Policy 
  • Key Elements of a Fiscal Policies and Procedures Manual
• Finance Guide for Nonprofit Organizations (2004)
• Sample Timesheet 
• Guide to Fiscal Policies and Procedures - (Template)
• Agency-Wide Budget Template

• Training Presentation: Is Your Organization Healthy? Cost Allocation, Invoices, and Personnel(PDF) - 6/19/12 
• Demystifying Cost Allocation (February 2007, Compasspoint)
• Cost Allocation Guidelines for Nonprofit Organizations (2005)
• Cost Allocation Methodologies for Nonprofits (June 2005)

• Training Presentation: Building Successful Boards (PDF) - 6/25/12 
• The Board Responsibility Matrix
• Case Statement Exercise
• Exercise - Your Board Model
• Sample Table of Contents for a Board Handbook (PDF) 
• Self Reflections on Your Role in Fundraising
• Board Self-Assessment
• Sample Conflict of Interest Policy

• Nonprofit Insurance Workshop (June 2006, Farallone Pacific Insurance Services)
• CCSF Insurance Requirements

• Vacation Pay Guidelines for Nonprofit Organizations (2005)

The City's Mayor's Office on Disability (MOD) provides several resources that may be helpful to nonprofits in complying with the terms of the Americans with Disabilities Act (ADA). The mission of the MOD is to ensure that every program, service, benefit, activity and facility operated or funded by the City of San Francisco is fully accessible to, and useable by, people with disabilities.

San Francisco Sunshine Ordinance Task Force FAQs

The San Francisco Sunshine Ordinance is an ordinance to ensure easier access to public records and to strengthen the open meeting laws. Nonprofits that receive $250,000 or more in City funds must comply with what is called the Non-Profit Public Access Ordinance. The San Francisco Sunshine Ordinance Task Force hosts a website that answers the most frequently asked questions regarding compliance with the Ordinance.

Whistleblower Complaints Program

The City's Whistleblower Program receives, investigates or refers, and tracks complaints about employee misconduct, the quality and delivery of government services, wasteful and inefficient City government practices, misuse of City government funds and resources, and other improper activities by City government vendors and contractors.  Whistleblower Program (PDF)

Resources on Nonprofit Organizational Topics (FAQs)

Free, fast and practical, these FAQ's were written by leading experts from around the country on various nonprofit management topics.

Capaciteria Resource Directory

Capaciteria is a comprehensive, searchable database directory of capacity-building resources for nonprofits. It offers peer reviews and ratings of individual resource links. Registration is required.