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 to increase revenue and Fixed Asset appropriations by $25,500 for the HHSA Community Services Division Senior Nutrition Program, due to unexpended State funding from the prior fiscal year (4/5 vote required);
2) Add one Storage Freezer to the FY 2025-26 Fixed Asset list in the amount of $12,000; and
3) Add one Full-Size Double Deck Electric Convection Oven to the FY 2025-26 Fixed Asset list in the amount of $13,500.
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. 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) prepares and 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 needs one freezer and one oven to replace the existing non-working freezer and non-working oven located in the Placerville kitchen. These items are critical pieces of infrastructure to ensure HHSA is able to continue this valuable service to seniors.
The purchases and budgeted cost for the equipment are detailed in the ARPA Funding Agreement budget and have been pre-approved by CDA as required purchases. The Purchasing Agent has executed Purchase Order (PO) 25001020 for these goods, in accordance with Board Policy C-17, which is attached for reference as Attachment B. Both items were included in the FY 2024-25 Fixed Asset Budget and were ordered on May 1, 2025, with the expectation that the items would be delivered by the vendor before year end.
Due to vendor delays, it was recently confirmed that the items would not be delivered until FY 2025-26. As the FY 2025-26 Fixed Asset Budget does not include appropriations for the freezer and the oven that were anticipated to occur in FY 2024-25, HHSA is recommending the Board approve this agenda item to increase Fixed Asset appropriations in FY 2025-26 to enable HHSA to complete the purchase of the oven and freezer within the updated delivery timeline.
ALTERNATIVES:
Should the Board decline to authorize this BTR and Fixed Asset transfer request, HHSA will not be able to continue to efficiently and effectively provide the current number and types of meals provided to seniors, hindering the County's ability to provide the valuable SNP services.
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 BTR will increase appropriations and revenue in the CSD by $25,500 in FY 2025-26. There will be no change in budgeted Net County Cost, as the equipment will be purchased with ARPA grant funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain signature of Chair on the attached BTR; and
2) Submit the BTR to the CAO office for further processing.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency