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File #: 21-1538    Version: 1
Type: Agenda Item Status: Approved
File created: 9/17/2021 In control: Board of Supervisors
On agenda: 10/19/2021 Final action: 10/19/2021
Title: Health and Human Services Agency (HHSA) recommending the Board: 1) Authorize the HHSA Director, acting as the Collaborative Applicant on behalf of the El Dorado County (County) Continuum of Care (CoC), to accept funding for the County CoC Program, Homeless Management Information System (HMIS) project grant administered by the United States Department of Housing and Urban Development (HUD), in the amount of $9,817, retroactively effective from September 13, 2021 through September 13, 2022 (Agreement CA0318L9T252012), which was transferred by The Center for Violence-Free Relationships to the County CoC and executed by HUD on September 13, 2021; 2) Delegate authority to the HHSA Director to execute the grant funding agreement CA0318L9T252012 Assignment and Assumption Agreement; 3) Authorize the HHSA Director or their Designee to administer any agreement or subsequent administrative documents related to said award, including any required fiscal and programmatic reports as well as any am...
Attachments: 1. A - HUD Letter, 2019 HMIS Renewal Grant Assignment to HHSA - 21-1538 - 101921, 2. B- CA0318L9T252012 HUD Assignment and Assumption Funding Agreement - 21-1538 - 101921, 3. C - The Center HMIS Renewal Budget Pages - 21-1538 - 101921, 4. D - BOS Budget Transfer- HMIS Grant - 21-1538 -101921, 5. E - Counsel and Risk Approved CRS for HUD Agreement -21-1538 -10-19.21, 6. F - CA0318L9T252012_Center Violence Free_2019 HMIS, 7. Executed Budget Transfer
Related files: 20-1310

Title

Health and Human Services Agency (HHSA) recommending the Board:

1) Authorize the HHSA Director, acting as the Collaborative Applicant on behalf of the El Dorado County (County) Continuum of Care (CoC), to accept funding for the County CoC Program, Homeless Management Information System (HMIS) project grant administered by the United States Department of Housing and Urban Development (HUD), in the amount of $9,817, retroactively effective from September 13, 2021 through September 13, 2022 (Agreement CA0318L9T252012), which was transferred by The Center for Violence-Free Relationships to the County CoC and executed by HUD on September 13, 2021;

2) Delegate authority to the HHSA Director to execute the grant funding agreement CA0318L9T252012 Assignment and Assumption Agreement; 

3) Authorize the HHSA Director or their Designee to administer any agreement or subsequent administrative documents related to said award, including any required fiscal and programmatic reports as well as any amendments to the agreement that do not increase the total award amount or term of the agreement; and

4) Approve and authorize the Chair to sign the attached Budget Transfer Request increasing revenue and appropriations by $9,817 due to Federal funding Grant Number CA0318L9T252012.

 

FUNDING:   Federal Funding administered by the U.S. Department of Housing and Urban Development Continuum of Care Program, governed by Title IV of the McKinney-Vento Homeless Assistance Act, with a required match contribution of $2,455.

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DISCUSSION / BACKGROUND:

On September 13, 2021, the El Dorado County Continuum of Care (CoC) received notification from the U.S. Department of Housing and Urban Development (HUD) that a Continuum of Care grant application for the 2019 Homeless Management Information System (HMIS) Renewal project had been awarded to The Center for Live Violence-Free Relationships (The Center) in response to their 2019 HMIS renewal application. In that notice, El Dorado County (County) was informed that The Center requested HUD to assign their 2019 HMIS grant award and executed funding agreement to the El Dorado County CoC.  In that same letter,  HUD approved The Center’s grant assignment request, and provided the executed funding agreement (CA0318L9T252012) to the County CoC, with instructions that in order to accept the grant transfer, the County CoC would need to execute the Assignment and Assumption Agreement (Project CA0318L9T252012), thus assuming the original funding agreement execution date effective September 13, 2021.

 

As the funding agreement was initially awarded to The Center by HUD, both parties’ signatures were obtained on September 13, 2021, and is now suitable for execution by the County HHSA Director, acting as the Collaborative Applicant for the CoC. The funding amount is $9,817, with a required match contribution of $2,455 which will be met by staff time working with HHSA's Housing and Homelessness Services programs.

 

The El Dorado County Health and Human Services Agency (HHSA) is designated by the CoC to serve as the Collaborative Applicant and Administrative Entity on their behalf. In this role, the County submits annual consolidated applications for Continuum of Care funding on behalf of and in support of the CoC. The HMIS funds awarded are to be used to support the El Dorado Opportunity Knocks CoC to improve CoC strategic planning efforts as well as provide technical assistance to build the knowledge and administrative capacity of its members.

 

As a part of the acceptance process of this HMIS Grant, as specified by HUD, El Dorado County CoC is required to identify an Authorized Representative who will be responsible for signing the funding agreement related to the HMIS grant. As the HHSA Director is authorized to submit grant applications but not to execute any subsequent grant related documents, HHSA is seeking authorization from the Board to designate the HHSA Director as the Authorized Representative to fully execute the acceptance and transfer of the funding agreement.

 

HHSA is recommending the Board approve the Chair to sign the attached Budget Transfer Request (BTR) (Attachment D) to increase revenue and appropriations by $9,817.

 

ALTERNATIVES:

The Board could decline to delegate authority to the HHSA Director to accept the funding and execute said assignment agreement, in which case, the El Dorado County CoC would not be eligible to receive the funding award made available for use to support its member agencies. Disapproval of the Budget Transfer Request would delay the ability of HHSA to accept and begin utilizing the funding award.

 

PRIOR BOARD ACTION:

October 20, 2020, File ID 20-1310, Agenda No. 16, HHSA PHA 2019 Continuum of Care Planning Allocation grant agreement.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

County Counsel and Risk Management approved the funding agreement.

 

CAO RECOMMENDATION:

Approve as recommended.

 

FINANCIAL IMPACT:

There is no Net County Cost associated with this Agenda item. The required match of $2,455 will be met through already budgeted staff time provided by HHSA's Housing and Homelessness Services, which serves as the HMIS lead agency.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Obtain signature of Chair on the attached Budget Transfer Request (BTR); and

2) Submit the BTR to the CAO’s office for further processing.

 

 

STRATEGIC PLAN COMPONENT:

Healthy Communities

 

CONTACT

Don Semon, Director