Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the privacy and security Agreement with California Department of Social Services (CDSS) are with or among any other governmental entities or agencies in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(E);
2) Approve and authorize the Chair to sign Amendment II to the non-financial Agreement for Services 4178 with CDSS, for the retroactive term starting March 1, 2023, and extending the term through March 1, 2024; and
3) Authorize the HHSA Director, or Chief Assistant Director, to execute further documents relating to Agreement 4178, contingent upon approval by County Counsel and Risk Management, including amendments which do not add compensation or increase the term of the Agreement.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND:
The purpose of this Agreement is to ensure the security and privacy of Personally Identifiable Information (PII) contained in the Medi-Cal Eligibility Data System, the Applicant Income and Eligibility Verification System, and in data received from the Social Security Administration (SSA) and other sources. SSA requires the California Department of Social Services enter into agreements with the counties, who have access to SSA-provided information, to safeguard this information. El Dorado County has an existing agreement with CDSS, that expired March 1, 2023. CDSS is asking counties to sign an amendment, extending the agreement to March 1, 2024, to prevent disruptions to the transmission of PII between El Dorado County and CDSS. Community members who receive benefits from the Health and Human Services Agency, including Medi-Cal, CalFresh, and CalWORKS will continue to receive those services.
This Agreement allows El Dorado County access to SSA and MEDS data in order to assist in the administration of entitlement public assistance benefit programs. The Agreement covers the following programs: CalFresh, California Food Assistance Program (CFAP), California Work Opportunity and Responsibility to Kids Program (CalWORKS), Cash Assistance Program for Immigrants (CAPI), Entrant Cash Assistance(ECA), Refugee Cash Assistance (RCA), Foster Care (FC), Kindship Guardianship Assistance Program (Kin-GAP), Federal Guardianship Assistance Program (Fed-GAP), General Assistance/General Relief (GA/GR), and Trafficking and Crime Victims Assistance Program (TCVAP).
On September 27, 2019, the original Agreement 4178 was fully executed and signed by the Chief Administrative Officer (CAO). On August 31, 2022, Amendment I to Agreement 4178, approved by the CAO, was fully executed between HHSA and CDSS to extend the termination date to March 1, 2023. Amendment II is being brought to the Board to extend the term of the Agreement over three (3) years. Agreement 4178 expired on March 1, 2023, HHSA was notified by CDSS on April 7, 2023, that Amendment II of Agreement 4178 was required to be signed by HHSA before the date of June 1, 2023. Due to HHSA being delayed in notification from CDSS, Amendment II is therefore retroactive.
ALTERNATIVES:
Should the Board decline to approve this recommendation, El Dorado County would lose access to the systems that transmit PII, resulting in a loss of the ability to administer entitlement public assistance benefits for our community.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no fiscal impact associated with this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one (1) original Amendment II of Agreement #4178
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency