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United Way ProposalJanuary 3, 1975 To: All City Commissioners From: N. D. Olson, City Manager Subject: Monday, January 6, 1975 The United Way correspondence was delivered by Ron Elwell Thursday. It is enclosed for your leisure reading. The transcript referred to in Stoke's letter will be available in our office Monday for your review, if you so desire. You may want to take it home and pass it among yourselves throughout the week. After that time it will be in the City Clerk's files. You will note that Stokes does not plan on being present at the meeting, but wants it officially recorded in the minutes. All you will need to do Monday is accept the letter and the transcript. December 27, 1974 Mr. Ron Elwell Salina United Way 115 West Iron Avenue P. O. Box 355 Salina, Kansas 67401 Dear Ron: Enclosed are three copies of a proposal for a study. You will note that I have resolved the dilemma of finances beyond the $10,000 being offered by the City by dividing the proposal into two parts. If the first part is adceptable to the City, we could proceed with it without waiting for a decision on financial participation by the United Way, the School Dis- trict, or other parties. My own reading of the City Commiss~oner's atti- tude is that "Phase 1" of the propsal would satisfy their imumdiate desires. I hope I am not wrong in this assessment. If there is any disposition on the part of your local leaders; to proceed with a public opinion survey, MACSI would not be interested in such an approach. Experiencd elsewhere has proved these to be non, productive. Furthermore, such an approach would be too expensive for your community, that is, if it were to be done by trained interviewers and not by use of the mails. The latter is unquestionably a waste of time and money. I hoPe the enclosed meets my commitment to your United Way. It is subject to further negotiation on its provisions, if a few changes in scope and method would more fully· satisfy the local leadership. I am most grateful to you for your generous hospitality to ~ while in Salina. · Best of luck in your further efforts. Sincerely, Harold C. Edelston DirecCor Management and Community Studies Institute 801 N. Fair;ax Street, Alexandria. Virginia 22314, (TWX: 710-832-0617), 703-836-7100 James R. Kvtr. CI)air~;~,~n of the Board of Governors; Ch;Jrle$ [, S/one, [/ice Chairmart of the Board and Chairma~ of the Executive Committee; Charles F. A(Ltms, '/~c,:. Ch~ir,~.~n, Bayard Ew~ng. Vice Chairman/ C~J~c..", E. Watts, Secretary; James L. Knight, Treasurer; William Aramon¥, National Executiv= .-~r~ The Ut~tecl W(ty ot Arner~ca ~) 1972 December 27, 1974 UNITED WAY OF AMERICA Management and Community Studies Institute (MACSI) PROPOSAL FOR INVENTORY OF HU~N SERVICE PROGRAMS IN SALINA, KANSAS I. ORIGIN OF PROPOSAL The Management and Community Studies Institute (MACSI) was invited by the United Way of Salina to make a one-day visit to Salina for mutual exploration of the feasibility of a community "needs" study. Such a visit was mmde on De- cember 18, 1974 by the Director of MACSI, who interviewed United Way and government officials in an attempt to clarify the purpose of the study. The following were interviewed: the local United Way Executive Director; four volunteer leaders of the United Way, including its current president and incoming president; members of the City Commission; the Health Department Director; the local District Director for the Kansas Social and Rehabilitation Services; and the Superintendent of the local school district. ~ The MaCSI Director learned that the City Commission was prepared to al- locate $10,000 of city funds to the United Way to conduct a "needs" study. However, it was also discovered that the definition of what should comprise such a study had not been clearly done. The MACSI Director found almost unanimous agreement among those interviewed that a study should at least produce a detailed picture of existing resources to alleviate or solve human problems and enhance the quality of life in the Salina area. The interviews evoked spontaneous observations that few community leaders, if any, had a full picture of what is already available, nor was there in existence centrally compiled information to satisfy this need. Beyond the basic requirement, the interviewees voiced a variety of ex- pectations to be derived from a "needs" study," including the following: A} Identification of unneceasary duplication of services, especially in the recreation-leisure time field. Two im£erviewees went further to express a hope that identified, such duplication could be corrected thro~Lgh a process of convening the involved agencies to prod ~hem to corrective action. B) Disclosure of programs needed by a significant number' of people but unavailable, a siutation claimed by a few "militants" but not conclusively disclosed by available facts. One City Commissioner expressed a conviction that ~he present service systems already cover the gamut of all possible needs; the problem is more knowledge of what exists and collaborative planning among organizations and government departments to make the most efficient use of financial resources available. C) Lack of control over private solicitations in the commu- nity, which should be corrected by ordinance. According to this view, data are needed to disclose the extent of solicitations for the same general purposes; organiza- tions should be required to open to public scrutiny the cost of raising the money and the uses which are made 'of contributions; and there should be a means of controlling public appeals which do not merit community support. II. PROPOSED SCOPE OF STUDY It was not made clear to the MACSI Director at the time of his visit whether the $I0,000 figure offered by the City represents the limit of funding for a study, or whether other sources of income, particularly the United Wav itself -2- and perhaps the School District, would contribute to an endeavor larger than that possible within the limits of the City funds. Therefore, this proposal presents a two-phased study, the first assuming a $10,000 cost and the second requesting an elaboration of the first phase if so desired by local leaders. A) Phase 1 It is proposed that this phase be a detailed, system- atic compilation of program services already available in the Salina area, as well as those services located ir.t Kan- sas outside of Salin~ County but available to residents of Salina and the County. The subject matter to be covered would generally' fol- low the scope of the United Way of America's Services Identification System (L~ASIS) which defines a broad scope of voluntary and governmental service systems. These.. are generally conceived of as the primary local means of deal- ing with human problems, as well as with local aspirations to improve the quality of life. An outline of the subject matter encompassed by Dq~ASIS is attached. Phase 1 would also entail the development of a system to retrieve needed information quickly and conveniently, and a system to maintain the currency of the information on a periodic basis. Each program pertaining to a particular need or prob- lem would be classified under a single category, regard- less of auspices or the name by which the program is called by its sponsor. This would provide evidence of the existence of duplication, but such evidence would not be conclusive in t~he absence of the process embodied in Phase 2. -3- Phase 1 would, in summary, provide a systematic and detailed inventory of existing programs and the elements (or specific activities) which comprise the programs available to people living in the Salina area. The infor- mation system would delineate eligibility requirements, fees charged (if any), hours and days of week service is available, sources of program subsidies, and any impor- tant information unique to particular programs. Any ob- servations or unmet needs made by ~CSf in the coursE: of ~he above-described compilation would be reported in appropriate fashion in the final document for Phase 1. Such observation would be incidental to the purpose of Phase 1 and would not represent an in-depth effort. Phase 2 Phase 2 is presented as optional, in the event that the United Way wishes to exert leadership in pursuing the questions of duplicating programs and existence of needs which are entirely unmet by any existing program. Phase 2 would utilize the information collected in Phase 1 as a data base to indentify what appears to be duplication of effort among programs under various spon- sorships. The apparent duplication would be explored in- depth by outside consultants familiar with the service systems under which the apparently identical or similar programs are categorized. They would engage in inter- views with agency administrators, and, if necessary, collect additional information to verify duplication, and, if it is found to be a reality, provide more detail -4- III. om its mature and extent. The.end result would be a written report to a community committee with sufficient influence to bring about change.' The aforementioned consultants would also provide a picture to such a study committee of the extent of "~mmet needs" in the Salina area. PROPOSED STUDY METHOD A) Phase 1 Phase 1 would be conducted by the Director of MACSI and a special consultant experienced in the collection, storage, retrieval, updating, and use of human services resource information. The consultant is likely to be Mrs. Frances Gilbert, Director, Information Center of Hampton Roads, Health, Welfare & Recreation Planning Coun- cil, Norfolk, Virginia. Mrs. Gilbert has gained national prominence for her outstanding work in information systems such as is contemplated in this proposal. This MACSI team will use a combination of mailed questionnaires and personal .interview schedules to compile the needed information. Consultation with major service vendors will be conducted prior to designing the question- naire and schedule forms in order to insure their su~[ta- bility to local circumstances. Interviews with selected workers in established agencies who are well-acquainted with the local community's resources also will be conducted in order to identify program sponsors which may not be well-known, such as - 5- churches, civic and fraternal organizations, etc. T%lese, too, will subsequently be contacted for information. Information will be sought from state-wide agencies, voluntary and governmental, which may not have a local office in Salina or environs, but whose programs are available to the people in the Salina area. The MACSI team would not in Phase 1 offer opinions or professional judgments on "duplication," extent of "unmet meed," or other matters. The end product of Phase 1 would be a written inventory of programs without editorializing, and recommendation of a system for periodically up-dating the system, including suggested report forms to be sub- mitred by program sponsors. This material should be of particular value to the projected Information and Referral service to be established by the Salina United Way, and should enable that service to be initiated at an earlier date than would otherwise be possible. Phase 2 Phase 2 envisages an evaluation of the data gathered in Phase 1 by a citizens committee with the aid of o,tside specialists. The committee would be organized under United Way auspices and composed of local lay leaders, particularly those with an influence on the decisions of funding bodies, both governmental and non-governmentlml. Consequently, the committee's membership should include representation from the City Commission, the School Dis- trict, and County government. A team of consultants would be organized by -6- to advise the citizens committee on the extent of duplica- tion and gaps in the service systems encompassed in Phase 1. The consultant team would include a sPecialist from the health field, employment and manpower, social adjust- ment, and leisure time/recreation. The consultants would not evaluate the quality and effectiveness of ongoing programs. Their task would be to determine whether there is unnecesSary duplication of programs, whether there are programs lacking in the Salina area for w~ich there is obvious need, and whether the. re are any existing programs which Iow extent of current: need renders outmoded. A combined report of the consultants which prese, nts their opinions would be presented to the citizens co~mtit- tee. The committee would review the report to determine those opinions with which it agrees or disagrees and would present its own report to the bodies which fund pro- grams for the Salina area. The committee report may or may not be identical to the consultant's report; at any rate, the consultant's report would be confidential for committee use only, and its recommendations would not be obligatory upon the committee to accept. It would be the committee's reponsibility to imple- ment the report after its adoption by convening agencies which need to make changes and prodding funding bodies to finance new programs as indicated are needed by the report. - 7- IV. TIMING AND COST Phase 1 could be undertaken with or without a prior commitment to Phase 2, since the former can stand alone as a complete project. United Way of America can begin work on Phase 1 in March 1975. Esti- mated duration would be six months. This time schedule cannot be g~,aranteed, be- cause it is dependent upon the promptness of response of organizatic, ns from which information is requested. It would be expected that the United Way staff would assist in follow-up of those organizations delinquent in their response to MACSI requests. The cost of Phase 1 would be $10,000. This is a fixed fee. It carries with it a guarantee that, if costs exceed the amount quoted, the excess will be ab- sorbed by United Way of America. The publication to be produced in Phase 1 will be an easily comprehen- sible inventory of existing services, classified by service systems and cross- indexed by specific programs, by problems to which the programs are addressed, and geographic location of office facilities. MACSI would provide one reproduceable copy of such document with rights granted to the Salina United Way to reproduce such additional copies as it desires. Phase 2 would, if a decision is made to proceed with it, begin upon com- pletion of Phase 1, and would be of another six months' duration. Completion is to be defined as transmittal of a consultant's report to the proposed citizens' committee. fixed fee. United Way. The cost of Phase 2 would also be $10,000. This is also a guaranteed MACSI would provide 200 copies of the Phase 2 report to the Salina If this proposal is accepted in whole or in part, it would be understood that MACSI's client is the United Way of Salina, and that all billing and other transactions would be conducted by United Way of America with the United Way of -8- Salina. Payment for either proposed phase would be due from the Salina United Way within 30 days after receipt of each document pertaining to the respective study phase. -9- APPENDIX D AI'PENDI~ A UW'ASIS CHAleT ~OAI. I ADEQUATE INCOME AND CeOAL I'l, OPTIMAL ENVIRONMENTAL GOAL IlL OPTIMAL HEALTH GOAL IV. ADEQUATE KNOWLEDGE GOAL V. OPTIMAL PERSONAL AND GOAL VI. ADEQUATELY ORGANIZED ECONOMIC OPPORTUNITY CONDITIONS AND PROVISION OF BASIC AND eKILL$ SOCIAL ADJUSTMENT AND ~:)CIAL INSTRUMENTALITIES MATERIAL NEEDS DEVELOPMENT EMPLOYMENT SERVICES ~fSTE~M FOOD AND NUTRITION SERVICES SYS~M HEALTH {PHYSICALI MAINTENANCE AND FORMAL EDUCATIONAL SERVICES SYSTEM INDIVIDUAL AND F&MILY LIFE SERVICES MOBILIZATION Of PEOPLE SERVICES SYSTEM I