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File #: 21-0669    Version: 1
Type: Agenda Item Status: Approved
File created: 4/13/2021 In control: Board of Supervisors
On agenda: 5/11/2021 Final action: 5/11/2021
Title: Health and Human Services Agency recommending the Board: 1) Adopt and authorize the Chair to sign Resolution 044-2021 delegating authority to the Health and Human Services Agency Director to accept and execute ongoing Revenue Agreements from granting agencies and any amendments there to, contingent upon approval by County Counsel and Risk Management, that are required to fund ongoing HHSA programs per Attachment A to the Resolution and are included in the proposed Fiscal Year 2021-22 Budget; and 2) Approve and authorize the Health and Human Services Agency Director or Agency Chief Fiscal Officer to execute any required fiscal and programmatic reports for said funding agreements and allocations. FUNDING: Federal, State, and Local Funding.
Attachments: 1. A - Approved Contract Routing Sheet, 05-11-2021, 2. B - HHSA Director Signature Authority Resolution, FY 2021-2022, 05-11-2021, 3. Executed Resolution 044-2021
Related files: 15-0412, 18-0612, 19-0531, 20-0605, 22-0695, 22-0847, 22-0506, 22-0588, 22-0848

Title

Health and Human Services Agency recommending the Board:

1) Adopt and authorize the Chair to sign Resolution 044-2021 delegating authority to the Health and Human Services Agency Director to accept and execute ongoing Revenue Agreements from granting agencies and any amendments there to, contingent upon approval by County Counsel and Risk Management, that are required to fund ongoing HHSA programs per Attachment A to the Resolution and are included in the proposed Fiscal Year 2021-22 Budget; and

2) Approve and authorize the Health and Human Services Agency Director or Agency Chief Fiscal Officer to execute any required fiscal and programmatic reports for said funding agreements and allocations.

 

FUNDING:  Federal, State, and Local Funding.

Body

DISCUSSION / BACKGROUND:

The Board of Supervisors’ Policy A-6, Grant Applications, establishes the Board as the sole authority for accepting grant awards and approving grant agreements. In accordance with said Policy, HHSA presents all new funding/revenue agreements, grants, and other funding allocations to the Board for approval. There are, however, many ongoing grant awards and funding allocations that HHSA receives on an annual basis that are a mainstay for the operation and which support multiple programs across the Agency. For example, since 2007, HHSA has processed an average of thirty revenue agreements each year, the majority of which are on-going grant funding and include renewals or amendments to prior year agreements.

 

On an annual basis since Fiscal Year (FY) 2015-16, to comply with Policy A-6, HHSA has submitted a Resolution to the Board for adoption that lists ongoing grant funding, allocations and agreements that the Board has previously approved. The resolution requests delegation of authority to the HHSA Director to execute the associated agreements or amendments for the upcoming and specified fiscal year, based on what the Board had approved, prior. This process has increased efficiency in processing associated agreements and documents, thereby decreasing the amount of time required to process funding documents. Additionally, it allows outside funded, mainstay programs to begin providing services to the target population without undue delay, eliminating potential costs to other funding sources to sustain the program’s operation resulting from delays in approving such agreements or documents. Revenue Agreements and amendments can often be received late (i.e. after the start of the funding period) from the funding entity, and in many cases the funding entity can require a short approval timeline and return to the granting agency in order to avoid loss of funding.  Program costs incurred before a Revenue Agreement or amendment is fully executed cannot be applied against the funding until after it has been approved and signed by both El Dorado County and the granting agency.

 

Prior to 2015, this dynamic would impact HHSA by shortening the period of time to charge allowable costs against the approved funding, resulting in a reduction to the amount of services provided to the community or an increase in General Fund or other funding source expenditures to support the cost to operate the program prior to the approval of the funding.  Since this practice was instituted in 2015, the delays in service due to County processes have been eliminated, and therefore HHSA recommends that the Board continue this practice for the benefit of both our government and the community.

 

For this item before you, Attachment A to this resolution lists the known Revenue Agreements for FY 2020-2021 that HHSA has included in their FY 2021-2022 Budget request. Examples of programs that receive funding under these Revenue Agreements include Home Energy Assistance; Home Weatherization; Immunization Program; Tobacco Control; Women, Infants and Children Program; Long-Term Care Ombudsman; various Senior programs; Drug Medi-Cal Organized Delivery System services for Substance Use Disorder treatment; Homelessness Programs; and Behavioral Health Programs.

 

ALTERNATIVES:

Disapproval of the Resolution will mean that HHSA will continue to process Revenue Agreements, grants, and allocations however the Department will seek Board approval for each on an individual basis.

 

PRIOR BOARD ACTION:

1) 05/19/2020, 20-0605, HHSA 2020-21 signature authority delegation resolution

2) 05/14/19, 19-0531, HHSA 2019-20 signature authority delegation resolution

3) 05/08/18, 18-0612, HHSA 2018-2019 Signature authority delegation resolution

4) 05/16/17, 15-0412, HHSA Revenue Agreements Resolution, 2017

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

Approved by County Counsel

 

CAO RECOMMENDATION:

Approve as recommended.

 

FINANCIAL IMPACT:

The Revenue Agreements are from a variety of sources as outlined in Attachment A to the Resolution. Approval of the Resolution will allow HHSA to continue to process funding agreements, allocations, grant documents, and any amendments thereto, in a timely manner through June 30, 2022, contingent upon approval by County Counsel and Risk Management, as applicable.  This will reduce delays and mitigate the potential loss of funding due to short approval and processing deadlines imposed by the funding entities.  When Revenue Agreements (and/or amendments) are executed late, this:

1) delays receipt of funding and decreases the time available to expend the funds; and

2) prevents programs from expending all of the funds prior to the conclusion of the Revenue Agreement’s term.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Clerk of the Board to obtain the Chair’s signature on one (1) original of the Resolution.

2) Clerk of the Board to return one (1) certified Resolution to Health and Human Services Agency, Contracts Unit, 3057 Briw Road.

 

STRATEGIC PLAN COMPONENT:

Good Governance

 

CONTACT

Don Semon, Director