Title
Library Department recommending the Board consider the following clarification/correction of Agenda Item 9 from the September 19, 2017 Board meeting, with revisions shown in underline format:
1) Approve Agreement 168-O1811 with El Dorado County Office of Education to provide funding for a period of three years in the amount of $13,000 per year, for a total amount of $39,000, for supplies to be given to child care providers who are participating in the Library Early Literacy on the Move Program;
2) Authorize the Purchasing Agent, or designee, to sign Agreement 168-O1811; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement 168-O1811, including future amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: Grant Funding from the El Dorado County Office of Education.
Body
DEPARTMENT RECOMMENDATION
Title
Library Department recommending the Board consider the following clarification/correction of Agenda Item No. 9 from the September 19, 2017 Board meeting, with revisions shown in underline format:
1) Approve Agreement 168-O1811 with El Dorado County Office of Education to provide funding for a period of three years in the amount of $13,000 per year, for a total amount of $39,000, for supplies to be given to child care providers who are participating in the Library Early Literacy on the Move Program;
2) Authorize the Purchasing Agent, or designee, to sign Agreement 168-O1811; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement 168-O1811, including future amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
DISCUSSION / BACKGROUND
Pursuant to the County of El Dorado Board of Supervisors Policy Number A-6, "Grant Applications Policy" Section II(A), which requires that departments obtain authorization from the Board of Supervisors to accept grant awards and grant agreements in the amount of more than $10,000, the Library Department brought Agreement 168-O1811to the Board for approval on September 19, 2017.
While the Agreement presented to the Board on September 19th was accurate, and does not require an amendment, the text of the agenda item did not clearly state that the agreement was for $13,000 per year for a term of three years, totaling $39,000.
Because of this the Purchasing Agent did not have the authority to sign the agreement without coming back to Board to clarify the term and total dollar amount.
ALTERNATIVES
The Board could disapprove the recommendation, and child care providers would lose the instructional materials provided for participating.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Purchasing Agent to sign Agreement.
CAO RECOMMENDATION
Chief Administrative Office recommends approval of Department’s recommendation.
FINANCIAL IMPACT
El Dorado County Office of Education fully funds the cost of all supplies. There is no increase to net county cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None
STRATEGIC PLAN COMPONENT
Healthy Communities and Good Governance
CONTACT
Jeanne Amos 621-5544