Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Approve and authorize the Chair to sign a Fiscal Year (FY) 2025-26 Budget Transfer Request, increasing Fixed Assets by $150,000, offset by a decrease in Other Charges appropriations in the HHSA Community Services Division;
2) Add one 4-wheel drive Sport Utility Vehicle to the FY 2025-26 Fixed Asset list in the total amount of $72,500;
3) Add one 140-quart Hobart Stainless Steel Mixing Bowl to the FY 2025-26 Fixed Asset list in the total amount of $10,000; and
4) Add one 8-Passenger All Wheel Drive Minivan to the FY 2025-26 Fixed Asset list in the total amount of $67,500.
FUNDING: 100% State of California Department of Aging American Rescue Plan Act funding.
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DISCUSSION / BACKGROUND:
The County’s Area Agency on Aging (AAA) is responsible for the administration of older adult programs for El Dorado County residents that are 60 years of age and older. Within El Dorado County, HHSA’s Community Services Division (CSD) is designated by the Board to administer the local AAA. The AAA is responsible for developing El Dorado County’s Area Plan on Aging (“Area Plan”), a plan that AAA is required to submit to CDA, identifying its goals for service delivery that reflect the priorities of the Older Americans Act.
On June 25, 2021, the Board accepted and approved CDA’s AAA ARPA funding Agreement AP-2122-29 (Legistar file 21-0669). Following, the Board authorized HHSA to execute amendments one through four to the ARPA Funding Agreement, which updated various contract exhibits, budget items, and extended the original expiration date of the agreement from September 30, 2024, through September 30, 2025 (Legistar files 22-0695, 23-0829, and 24-0407). The ARPA funding expanded HHSA’s Senior Nutrition and Transportation/Assisted Transportation Programs outlined in the existing Area Plan, with the most recent Area Plan approved by the Board on July 30, 2024 (Legistar file 24-1091).
The Senior Nutrition Program (SNP) delivers daily hot meals to eligible seniors aged 60 and older at congregate dining sites or to their home. HHSA has determined that the SNP is in need of a 4-wheel drive SUV to assist with meal deliveries during inclement weather to the congregate dining sites, and if needed, to clients that receive home delivered meals. The SNP is also in need of 140-quart mixing bowl to mix large quantities of food such as hamburger meat and potatoes, thereby, expanding the types of food prepared for the hot lunches. These items are critical pieces of infrastructure to ensure HHSA is able to continue these valuable services to seniors.
The Transportation/Assisted Transportation (TATP) Program enables seniors who do not have available transportation to go to grocery stores, pharmacies, and congregate meal sites. TATP currently uses a 24-year-old passenger van, which is nearing the end of its useful life and poses accessibility challenges for seniors. HHSA is also having trouble finding volunteers, who are critical to the provision of the services, to drive the existing vehicle. The purchase of a low-profile minivan will enable seniors with mobility issues to access the service, and will enable TATP to recruit volunteer drivers, thereby adding additional routes and increasing the volume of seniors assisted.
The purchases and budgeted cost for the equipment included herein are detailed in the ARPA Funding Agreement budget and have been pre-approved by CDA as required purchases. HHSA is working with the Chief Administrative Office (CAO) Procurement and Contracts Division to formally solicit for the vehicles (SUV and minivan) in accordance with Board Policy C-17. HHSA is recommending the Board approve this agenda item to enable the equipment upgrades/purchases which will allow these valuable senior services to continue.
ALTERNATIVES:
Should the Board decline to authorize this BTR and Fixed Asset transfer request, HHSA will not be able to deliver meals in inclement weather, expand the hot meal menu, or upgrade equipment to make services and transportation more accessible to seniors, hindering the County’s ability to provide the valuable SNP and TATP service to seniors.
PRIOR BOARD ACTION:
1) 05/11/21, 21-0669, HHSA 2021-22 Signature Authority Delegation Resolution
2) 06/28/22, 22-0695, HHSA FY 2022-23 Annual Signature Authority
3) 06/06/23, 23-0829, HHSA Director Annual Signature Resolution
4) 06/25/24, 24-0407, HHSA Director Annual Signature Authority and Resolution FY 2024-25
5) 07/30/24, 24-1091, Fiscal Year 2024-28 Area Agency on Aging Plan
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
N/A
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
If approved, the Budget Transfer Request will shift appropriations in the Community Services Division by $150,000 in FY 2025-26. There will be no change in budgeted Net County Cost, as the equipment will be purchased with ARPA grant funds already included in the Fiscal Year 2025-26 budget request.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain signature of Chair on the attached Budget Transfer Request; and
2) Submit the BTR to the CAO office for further processing.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, Director MPH, Health and Human Services Agency