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In the coming fiscal year, the ministry of children and family development's contractors could be forced to reduce the social service they provide as a result of government budget pressures. This, according to planning document prepared by the procurement projects and initiatives manager Richard King for the ministry's north region. That document, which was obtained by the group Moms on the Move and is being circulated across the advocacy community, states those reductions will affect "community based intervention and early intervention services" and only happen if "all other opportunities for savings have been exhausted."

Asked for comment, Children and Family Development Minister Mary Polak stated, "This is a discussion document that seeks input from contracted agencies on the 2010/11 regional budget and is part of ongoing consultations with our agencies to find efficiencies and new ways of delivering services."

"Non-residential services continue to be the focus of this process, so areas like child protection and children in care are critical front line services that will continue to be protection," she continued. "We are just beginning the budget development process for 2010/11. However, no decisions have been made for 2010/11 - by the North, or by any other region."

The following is a complete copy of the aforementioned document and the email to which it was attached.

----- Forwarded message from SherryLynn.Gardner@gov.bc.ca -----

Date: Mon, 16 Nov 2009 15:41:20 -0800
From: "Gardner, Sherry Lynn MCF:EX"
Subject: FW: Stob 80

FORWARDING ON BEHALF OF RICHARD KING

STOB 80 Reductions

The North Region is continuing its work with the Contract sector to establish the Principals, Process and Guidance to guide the contract reductions in the North Region. The Notes below are from the November 10, 2009 conference call which resulted in the creation of four sub Regional working groups to assist the Contract sector in the next step of producing a guiding document for the Regional management team. The sub Regional feedback will be gathered and collated and forwarded to the Region for consideration and inclusion in the guiding document. In addition to this Regional process (including the proceeding calls) Community Services Managers have their own process in progress in each sub Region. This provides a range of mechanisms for all contractors to participate.

November 10, 2009

* The contractor's requested that the working groups be combined with both Aboriginal and Non Aboriginal and that we creating working groups by Sub Region to inform the Regional Working Group.
* Contractor identified that having the sub-regional working groups provides an avenue for input by all contractors while limiting the size of the group
* Child Development Centre's have developed a set of four principles for reductions that could be used as a starting point for the working groups
* MCFD needs the feedback from the Working Groups by the end of November (or possibly stretched to December 4)
* Each CSM is providing another opportunity for feedback for Contracts - they are having group meetings with the Contractors in their sub-regions
* Structure for the working groups established - four sub-regional working groups to inform a Regional Working group
* The chairs of the sub-regional groups will form the Regional Working Group
* The working groups would like a list of Contractors in their sub-region - would also like to have an estimate of the current contract dollars by program (not specific to each contract - overall in the Region) that will be considered for reductions
* Send a list of the working group chairs and contact information out to the working groups

There will be four sub-regional working groups and the Chairs of the Sub-Region working groups will form the Regional Working Group Regional Working Group

* Margot Van Kleeck - (Chair of the Regional Working Group) & Chair of Northwest
* Kerry Klaus - Chair of Bulkley
* Debbi Flann - chair of PG/Quesnel
* Barb Ward-Burkitt - co-chair of PG/Quesnel
* Holly Cox - Chair of the Peace Liard

I will be providing the Draft of the Regional "STOB 80 Reduction Planning Process and Principals Document" . We are asking the sub committees to provide input into:

1. The Principals the Region should adhere to through the Reduction planning and implementation

2. Recommendations for Reductions - including funding areas that can be reduced. - Specific areas for reductions

3. Guidance in regards to specific considerations that need to be factored in to decision making.

4. General Recommendations

5. Any specific reductions that are agreed to

6. Procedural recommendations- How we should go about implementing

The chairs of the individual committees agree to meet and provide
feedback for the end of the November.

Please find the following attachments.

1. A Contractors contact list
2. Contract totals by sub Region x program area
3. Conference call line - CHAIR OF THE REGIONAL WORKING GROUP,

Please contact SHERRY GARDNER to receive the Dial in information,250-565-6353 or sherrylynn.gardner@gov.bc.ca

The attached financial spread sheet is the current DRAFT of the contract totals that could be impacted by STOB 80 reductions. The Region as yet does not have a fixed target for the STOB 80 Reductions so one has not been provided.

If you wish to participate in the Regional committees please contact the individuals above listed as chairs.

If you have questions regarding the overall Regional Process please contact Richard King.

If you have questions in regards to your Community Service Managers
process please contact them.

Richard King
1011 4th Ave. PG
Phone 565-4311

***

North Region
STOB 80 Reduction
Planning Process and Principals

STOB 80 Contracts - Baseline Funding Reductions

Planning Process

Management Team informed of targets and agree on processes for 09/10 and initiate a process for 10/11

Initial budget target estimates established.

Contractors informed of the two processes and invited to one of 5 teleconferences to discuss the process of for 09/10 cost recovery and provide input into the Regional 10/11 Principals, guidance and process. ---- August 21 st. Completed

Consultation with communities contractors , conference calls - Completed September 8/ 09 --- Sept

Second draft of financial estimates factoring in over commitments

Input from Management team Sept. 23 - 24 /09 complete

Compilation and distribution of agency feedback and further drafting of a planning document Sept. 15/09 complete

Reduction sub- committee meeting ---------- Sept. 15 Complete

Redraft of Planning Process document - Sept.19/09

Attempt to re-engage service providers and establish working groups to provide input. Rhonda to organise conference call Late Oct. - First week of November.

Redraft of Process and Planning Document for the Management Teleconference for more input and process guidance - Sept 19/09

Establish a central site for Q&A's Scott to gather seek answers and post updates on the Web site.

CSM's to define stakeholder input process in the sub-Regions and submit to Del Graff- November 5/09

Del and Peter stakeholder involvement Plans - November 9/09

Staff to provide input into reductions

Contract Managers have plans for reductions submitted to Del Graff by December 15/09

Del and Peter review the plans for reduction and approve December 18/09

Letters and conversations providing notice to impacted contractors starts on plan approval and is concluded by Jan.31st for contracts that have 90 cancelation clauses.

Roles

RED - Executive Sponsorship
Director of Ops - Project Leadership
Finance - Financial Planning
Planning - Planning Resources and documentation
Procurement - logistical support and expertise
CSM's - reduction planning & implementation
Aboriginal Service Managers - communication support

Principles and Guidance

PROVINCIAL DIRECTION

* This reduction is intended to be consistent with the attrition, recruitment lag, and corporate streamlining being implemented internally in the ministry's own operations.

* In 2007, an Infrastructure Cost Research Project was undertaken jointly with the Federation of Community Social Services of BC (Federation) in response to rising community agency infrastructure costs. In response to the report on this project, the ministry has taken the position that "there is no 'one-size-fits-all' solution to these complex issues, and negotiations will have to take place on an agency-by agency basis to address cost pressures facing each agency.

* Ministry contract managers and Regional Executive Directors have highlighted the importance of consultation and collaboration with local and provincial service sector partners including the Federation and the BC Association of Child Development and Intervention (BCACDI).

* Regions have recommended the budget reduction not be applied to non-discretionary ministry programs and services that are currently under significant cost pressure. These include Children in Care (permanency planning), Delegated Aboriginal services, Child Care, Autism, Medical Benefits and Nursing Support.

* While Delegated Aboriginal services are considered out of scope for the application of the budget reduction, other contracted community based services delivered by Aboriginal agencies (including delegated agencies) through contract with the ministry will be considered in scope.

* The budget reduction will primarily apply to community based intervention and early intervention services, also generally known as non-residential services, and will affect contracts and non-residential services managed by Regions, Provincial Office, Provincial Services, and CLBC children's services.

* The reduction required for 10/11 fiscal year may involve some service reductions after all other opportunities for savings have been exhausted.

* The ministry will undertake consultation on an overall reduction strategy with the contracted social services sector through major umbrella organizations, including the Federation and the BCACDI.

* Separate but concurrent consultation with representatives of Aboriginal delegated agencies and BC Association of Aboriginal Friendship Centres will occur.

* This strategy will include consultations held between ministry regional staff and regional stakeholders. More detailed discussion on implementation at the community level will be held between local ministry management and community agencies.

RECOMMENDATIONS FOR REDUCTIONS

1. Funding services outside the Ministry Mandate
2. Uncommitted Funding Review
3. Discretionary funding
4. Contracts that have Repetitive Surpluses
5. Resolve any commitments that are greater than allocated budget
6. Reorganising contracts to provide efficiencies
7. Programs not Providing any Direct service

GUIDANCE

1. A communities vulnerability must be considered when planning reductions
2. Non Aboriginal Agencies First
3. Reductions to Agencies must not affect their financial Viability
4. Large contractors have the potential to manage some reductions through efficiencies

AGENCY RECOMMENDATIONS

* Contractor would like community input into plans/reductions - would like the local MCFD office staff identify what services works for them and what their needs are. (CSM located in another community)

* Develop a template for Contractors to identify their costs (fixed/variable etc.); services they provide, how they link, what they can do better and what they can potentially reduce

* Look at current budgets, service model and identify whether they are ways to reduce.

* Understand what the situation(s) are currently in each community - Begin with identifying contracts with unearned revenues - perhaps services are not being provided in communities

* Avoid impacting community based services (tier 2)

* Every Community is unique reductions should be discussed at the agency level and not be across the board cuts by program.

* A transparent, fair, timely collaborative process

* Accredited agencies are supported to remain sustainable

* Centralize MCFD contracted services, especially Early Childhood Development, forming a HUB for services. This HUB could follow the Neighbourhood House model for services, creating a "one-stop shop" for families seeking programming and services.

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