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HomeMy WebLinkAboutMINUTES - 02282012 - C.82RECOMMENDATION(S): APPROVE an additional FY2011/12 allocation of $100,000 to the Contra Costa County Office of the Sheriff from the Keller Canyon Mitigation Fund for the Bay Point School Resource project, as recommended by the Keller Canyon Mitigation Fund Review Committee; and AUTHORIZE the Department of Conservation and Development Director, or designee, to execute the journal voucher transferring the funds. FISCAL IMPACT: The proposed action is not expected to have a negative impact on the County's General Fund. Sufficient KCMF revenue has been generated during the first six months of the year to satisfy all expenditures to date, and staff anticipates that the KCMF account will end the year with a positive fund balance. BACKGROUND: On October 11, 2011 the Board of Supervisors (Board) approved the FY 2011/12 Keller Canyon Mitigation Fund (KCMF) allocation plan as recommended by the KCMF Review Committee including allocating $75,000 to help finance the School Resource Officer (SRO) project in Bay Point. The approved funding was below the minimum amount needed to APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 02/28/2012 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor ABSENT:Gayle B. Uilkema, District II Supervisor Contact: Bob Calkins, (925) 674-7877 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: February 28, 2012 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.82 To:Board of Supervisors From:Catherine Kutsuris, Conservation & Development Director Date:February 28, 2012 Contra Costa County Subject:Additional Allocation of Keller Canyon Mitigation Funds to the Office of the Sheriff's School Resource Officer Project in Bay Point operate the SRO program for the entire year by approximately $100,000. The KCMF Review Committee requested that staff return in January, 2012 to update them on the revenue the KCMF had received through December 2011, and indicated its desire to restore some or all of cut made to the SRO program up to $100,000. As of December 31, 2011, the KCMF account has received income totaling $635,818. The below table shows how the actual income received dung the first six months of the year compares to the income projected to be received. BACKGROUND: (CONT'D) Projected Income $1,200,000 Income as of 12/31/11 $635,818 Percentage of Total 53% Percentage of 6-mos. Projection 106% The below table shows that without the additional allocation for the SRO project, the KCMF fund balance is expected to be approximately $230,000 at the end of the current fiscal year. If the Board approves the proposed additional allocation, the KCMF fund balance is estimated at $130,000. Projected Income $1,200,000 Approved Expenditures ($776,796) Prior Year Deficit ($193,204) Projected Year-end Balance $230,000 Proposed Additional Allocation ($100,000) Projected Year-end Balance $130,000 The KCMF Review Committee met on February 9, 2012 and unanimously recommended that the Board approve an additional allocation of $100,000 to the Contra Costa County Office of the Sheriff for its School Resource Officer project in Bay Point. In May 2011, the Board approved the Keller Canyon Mitigation Fund Policies (see Attachment). Policy II.G states the following: When estimating the amount of KCMF funds to be made available for projects in future fiscal years, staff shall analyze the revenue trend lines from previous years and the KCMF Review Committee shall only allocate 80 percent of the anticipated revenue for the upcoming year. This protocol will reduce the likelihood that expenses will be greater than actual revenue received during the year. Any revenue over expense in one year may be added to the amount made available in the following year. As shown in the above table, as of December 31, 2011, KCMF revenue is in-line with the projection and no use of reserves were required; in fact after the first six months of the fiscal year, revenue is 106 percent of the projected amount. Staff believes that KCMF revenues will continue to meet projections. Consequently, instead of waiting to allocate the entire anticipated fund balance to projects in FY 2012/13, it is proposed that $100,000 of the projected $230,000 fund balance (or 43 percent) be allocated at this time to ensure the highly regarded SRO project in Bay Point is able to continue for the remainder of the year. CONSEQUENCE OF NEGATIVE ACTION: Not approving the recommended additional allocation would result in the Office of the Sheriff having to discontinue the School Resource Officer project at schools located in Bay Point. CHILDREN'S IMPACT STATEMENT: The School Resource Officer project supports the following outcomes in the Children's Report Card: 1) children are ready for and succeeding in school; and 2) communities that are safe and provide a high quality of life for children and families. ATTACHMENTS KCMF Policies 1 CONTRA COSTA COUNTY Department of Conservation and Development Keller Canyon Mitigation Fund Policies Adopted by the Board of Supervisors on May 24, 2011 I. KELLER CANYON MITIGATION FUND REVIEW COMMITTEE A. The composition of the KCMF Review Committee shall include the following individuals: District V Supervisor, District V Chief of Staff (or other person assigned by the Supervisor), a representative of the Bay Point Municipal Advisory Committee (MAC) appointed by the Bay Point MAC, a Principal (or other senior school official) from a school located in the Bay Point area, and a representative from the Bay Point Chamber of Commerce. The representatives from the MAC, Bay Point area school, and Chamber of Commerce shall be appointed to minimum two year terms. B. KCMF Review Committee members shall be subject to the Political Reform Act and Government Code section 1090. On a case by case basis, individual KCMF Review Committee members, depending on the individual circumstances, may be required to recuse themselves from participating in the discussion and consideration of a particular application for KCMF funding in compliance with the Political Reform Act and Government Code section 1090. Because each situation can be different, each KCMF Review Committee member shall be encouraged to consult with County Counsel to determine how the Political Reform Act and Government Code section 1090 may apply to them as they consider KCMF applications, and make funding recommendations to the Board of Supervisors. KCMF Review Committee members shall receive training on the Political Reform Act and Government Code section 1090 on a yearly basis. In addition, the KCMF Review Committee is subject to County Resolution 2011/55 making family members of the Board of Supervisors ineligible for appointment to the Committee. C. The KCMF Review Committee shall be responsible for reviewing and updating, if necessary, the KCMF application materials and rating/evaluation criteria to ensure they are consistent with the conditions of approval for the Keller Canyon Landfill, as amended. D. The KCMF Review Committee’s funding recommendations shall be guided by the KCMF Target Area Map (Exhibit 1a) that establishes “Primary” and “Secondary” target areas for the use of KCMF funds. 100 percent of KCMF funds shall be used for programs/projects/services directly serving those within the “Primary” and Secondary” target areas. In addition, no less than 70 percent of the KCMF funds shall be used to fund programs/projects/services directly serving those in the “Primary” target area. 2 E. Funding recommendations from the KCMF Review Committee shall be presented at a Board of Supervisors regularly scheduled meeting. The Board Order (BO) will list all of the applicants, the amount of funding requested, the amount recommended, and a short description of the proposed program/project and the proposed outputs and/or outcomes. II. KELLER CANYON MITIGATION FUND ALLOCATION PROCESS A. To increase the public’s knowledge on how, where, and when to apply for KCMF funding, the funding timeline, request for proposal (KCMF application), and other applicable materials shall be placed on the District V and County websites. The websites shall also allow organizations and interested persons to add their contact information to ensure notification on matters related to KCMF. B. The current list of interested organizations wishing to be notified about the opportunity to apply for KCMF funding shall be reviewed and updated annually to ensure the broadest outreach as possible. C. To ensure the tax exempt status of a nonprofit agency requesting funds is valid and in good standing, KCMF applicants shall submit their current non-profit status determination letter from the IRS, a copy of their most recent tax return, and the printout from the California Business Portal (http://kepler.sos.ca.gov/). D. KCMF Board Orders shall include detailed line items that identify the agencies who applied for funding, the amount of funds requested, the amount recommended, and a complete description of the proposed program/project to be funded. An approved copy of all Board Orders shall be provided to the Auditor- Controller for their files. E. By September 30 of each year, the KCMF Review Committee shall prepare a report to the Board of Supervisors on the use of KCMF funds in the previous fiscal year. At a minimum, this report shall describe the revenue received during the year, the amount allocated and spent by each grantee, and the outcome(s) achieved for each funded activity. F. Any deficit in the KCMF fund after the end of each fiscal year shall be eliminated by allocating the necessary amount from next year’s projected revenue. G. When estimating the amount of KCMF funds to be made available for projects in future fiscal years, staff shall analyze the revenue trend lines from previous years and the KCMF Review Committee shall only allocate 80 percent of the anticipated revenue for the upcoming year. This protocol will reduce the likelihood that expenses will be greater than actual revenue received during the year. Any revenue over expenses in one year may be added to the amount made available in the following year. 3 III. DISBURSEMENT OF KELLER CANYON MITIGATION FUNDS A. KCMF funded agencies that receive other County/Sate/City funds and who are typically paid on a cost reimbursement basis for the programs they operate shall receive their KCMF allocation on a cost reimbursement basis. B. Funded agencies that can demonstrate that providing KCMF funding on a cost reimbursement basis will create a financial hardship and be detrimental to the operation of the KCMF funded program shall be eligible to receive up to ½ of the grant amount after the KCMF contract is executed. The remaining amount of the grant will be disbursed after the agency has submitted information documenting how the initial disbursement was spent. At the conclusion of the program, the agency shall be required to submit information documenting how the second disbursement was spent, and provide information documenting program outputs and outcomes. C. Each Demand for payment forwarded to the Auditor-Controller will include the name of the agency, the KCMF item agenda number, and the item number of the approved program/project. (For example: New Connections, C.49, Item #45).