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Home My WebLink AboutMINUTES - 01091996 - C48 TO: BOARD OF SUPERVISORS Contra FROM: JOAN V. SPARKS, DIRECTOR '� �^ Costa COMMUNITY SERVICES DEPARTMENT ^ ~ County DATE: DECEMBER 21, 1995 y SUBJECT: ACCEPT 1996 HEAD START PARTIAL GRANT AWARD SPECIFIC REQUEST(S)OR RECOMMENDATION(S)6 BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION ACCEPT the 1996 Head Start Partial Grant Award from the U.S. Department of Health and Human Services Administration for Children and Families in the amount of $625,347 for provision of Head Start services to 1,163 children through February, 1996. II. FINANCIAL IMPACT The maximum amount of Federal funds requested in the grant application was an amount not to exceed $6,500,000, which was approved by the Board on September 26, 1995. This Financial Assistance Grant awards one-tenth of the funds for the 1996 Head Start program. III. REASONS FOR RECOMMENDED ACTION A final appropriations bill to provide funding for Head Start in fiscal year 1996 (which began on October 1, 1995) has still not been passed by the Congress and signed into law by the President. Instead, Head Start has been operating under its third fiscal year 1996 government-wide interim funding act, known as a "continuing resolution" which expired December 15, 1995. Passage of another continuing resolution or a final appropriation is required before operating funds for a full twelve months can be awarded. While the appropriation process is taking place, this partial grant will cover Head Start operations until February 1996, by which time additional funds are expected to be available. The partial award is approximately 10 percent of the expected 12-month funding level which has been reduced by 3.9 percent of the on-going amount previously planned for fiscal year 1996. A decision not to approve this partial grant would result in the loss of needed Head Start services to children and families in this county. a)_?V CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE (S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CONTACT: Joan Sparks, 313-7350 JCC: CAO ATTESTED _ PHIL B CHELOR,.0 K OF THE OARO OF CSD SUPERVISORS•AND COUNTY ADMINISTRATOR BY ,DEPUTY M082 (10/88) 0 ^ DEPARTMENT 'OF HEAL ND HUMAN SERVICES �`-/� \--� Administration for 6dren and Families FINANCIAL ASSISTANCE AWARD 1.AWARDING OFFICE: 1,_2-ASSISTANCE TYPE. NO.: AMEND.NO.: 5.TYPE OF AWARD: 6.TYPEOFACTION- [7.AWARD AUTHORITY S.BUDGET PERIOD: THRU 9.PROJECT PERIOD THRu 10 CAT.NO.: oug. 12.PROJECTIPROGRAM TITLE u �n CA V4S53 %�Wr,AL�jr�VffIGATOR OR PROGRAM DIRECTOR. 16.APPROVED BUDGET- 17,AWARD COMPUTATION: B. FEDERALSHARE ... 19.AMOUNT AWARDED THIS ACTION: TOTAL DIRECT COSTS.................... 120.FEDERAL$AWARDED THIS PROJECT PERIODi p 'TOTAL INDIRECT COSTS CALCULATED ....$ AT %OF$ 21.AUTHORIZED TREATMENT OF PROGRAM INCOME: TOTAL IN-KIND CONTRIBUTIONS .........$ 22.APPLICANT EIN. 23.PAYEE EIN 24.OBJECT CLASS: TOTAL APPROVED BUDGET FS 625, 347 9 4 0" ()1)0 5 C-)9 A 1 P-1-683 4 31- 5 1 VLIL,UMt�1\1 I I U. 25.FINANCIAL INFORMATION Y 7561S36 k_ 62(_ 7 CLIENT POPULATION: 1, 163 NUMBER OF DELEGATE: 3 -~ THIS GRANT IS PAID BY THE DHHS PAYMENTMGT. SYS. , SEE ATTACHED PAYMENT INFO. ATTACHED ARE TERMS AND CONDITIONS, AND REPORTING REQUIREMENTS. THE INITIAL EXPENDITURE OF FUNDS BY THE GRANTEE CONSTITUTES ACCEPTANCE OF THIS AWARD. � ' THIS AWARD IS SUBJECT TO ACF REGULATIONS CODIFIED AT 45 CFR 1301-13O8 'HER' ARE SPECIAL CONDITIONS A7TACHED TO THIS AWAR0. / * ) REFLECTSONLY FEDERAL SHARE OF APPROVE� 3UDGET THIS ACTION AWAR�S ONE-TENTH OF THE FUNDS REQ�EST�� FOR FY �6, DUE TO THE CONTINUING RESOLUTION THERE ARE INSUFFICIENT FUNDS TO FULLY FUND YOUR PROGRAM �T THIS TIME. NAI rRE.HOS GRANTS OFFI R DATE, 28.SIGNATURE(S)CERTIFYING FUND AVAILABILITY DATE: �l .;�AN ro�p ; EWA tD I 29.SIGN�ATUREA DTITLWPROGRAMOFFICIAL(S) DGCM-3-185(REV.6192) FOR ADDITIONAL INFORMATION, CONTACT OFFICE OF FINANCIAL OPERATIONS, REGION 9 AT 415-556-5480 � ! � ADMINISTRATION FOR CHILDREN; YOUTH & FAMILIES SPECIAL CONDITION Name of Grantee: Contra Costa County Community Services Department Grant No. : Program Year No. : Amend. No: Page No: 09CH0375 31 1 of 1 This Grant is subject to the Special Condition(s) shown below, in addition to General Terms and Conditions governing grants under authority of Public Law 98-588 —Head Start Act. If no decision is reached on the delegate agency's [United Council of Spanish Speaking Organizations(UCSSO) ] appeal before January 1, 1996, "grantee will furnish sufficient funds for the maintenance of the delegate agency's current level of operations until a final administrative decision has been reached, " pursuant to 45 CFR 1303 . 23 (d) . If the responsible HHS official sustains the grantee's position, grantee will take appropriate steps to close out the delegate agency's (UCSSO's) Head Start grant and take all appropriate actions necessary to assure continuation of Head Start services to the area currently served by UCSSO. However, if the responsible HHS official finds in favor of the appellant, grantee shall be prepared to make the necessary and appropriate programmatic adjustments. DEC 1 8 1995 p UN"ry Administration for DEPARTMENT OF HEALTH W HUMAN SERVICES Children and Families b ,•1MM Refer To: 09CIi0375/31/00 Region IX 50 United Nations Plaza San Francisco, CA 94102 Decffnber 13, 1995 Dear Grantee: We are pleased to confirm the announcement that a grant has been approved to assist your agency in financing the Head Start program referred to in the enclosed financial Assistance Award (FAA) . This grant is made subject to the terms and conditions described in the enclosed FAA and attachments. The following actions should be taken, if applicable: 1. Special Conditions: If the grant includes conditions, you must provide written response as requested within the specific time frames. 2 . Method of Payment: Payments under this award will be made available through the DHHS Payment System (PMS) . If your agency contemplates the use of third-party contracts please refer to the following Federal Registers and DHHS/OHDS Manuals: 1) 45 CFR, Part 74 , Subpart "C" , 74.40 - 74 . 48, Uniform Administrative Requirements, Post Award Requirements, Procurement Standards. 2) OMB Circular A-110, Subpart "C" , 110. 48, Uniform Administrative Requirements, Post Award Requirements, Procurement Standards. 3) Chapter I-430, HHS Grants Administration Manual, Subgrants and Transfers of Project Activities Under Discretionary Grants. 4) OHDS Grants Administrative Manual, Chapter 1, Section K, dated February 28, 1996 . Dear Grantee - page 2 If you have any programmatic or monitoring questions regarding this action, you may call your assigned Program Specialist at (4 15) 556-7408. If you have any questions regarding the business aspects of this action, you may contact your assigned Fiscal Operations Specialist at (415) 556-5480. Sincerely, L ohn Ke sey A ting Manager Norm Nagao, Ma ger Head Start B ch Project Grants Branch Office of Family Supportive Services Office of Financial Operations Administration for DEPARTMENT OF HEALTH Q HUMAN SERVICES Children and Families ,•~IIMM Refer To: 09CH0375/31/00 Region IX 50 United Nations Plaza San Frandsco, CA 94102 December 13 , 1995 Dear Head Start Grantee: As you may know, a final appropriations bill to provide funding for Head Start in fiscal year 1996 - which began on October 1, 1995 - has still not been passed by the Congress and signed into law by the-President. Instead, Head Start is operating under its third fiscal year 1996 government-wide interim funding act, known as a "continuing resolution" . This continuing resolution will be in effect until December 15, 1995. This letter explains how your Head Start program will continue to receive funding during this continuing resolution period. The Appropriation for Head Start Is Not Complete. The House of Representatives has passed a Labor/Health and Human Services/Education appropriations bill that includes Head Start funding, but at a reduced level from fiscal year 1995 funding. The full Senate has not yet passed an appropriation bill . We cannot predict at this point how long the process will take and what the final appropriation level will be. In fiscal year 1995, Head Start' s appropriation was $3 . 534 billion. For fiscal year 1996, the President requested an incre4se of $400 million to continue to expand and improve Head Start. However, the House of Representatives has passed an appropriation bill that would reduce Head Start funding by approximately $137 million, or 3 . 9 percent, below the fiscal year 1995 level . The Senate Appropriation Committee has approved a similar reduction - $132 million - although the full Senate has not yet acted. The Continuing Resolution Provides Funding Until There Is a Final Appropriation. While the appropriation process is taking place, the continuing resolution provides interim funding for Head Start and other Federal programs, 'but at a rate that is less than the funding level appropriated for fiscal year 1995. Since the beginning of fiscal year 1996, we have received enough funds under the continuing resolutions to be able to refund' Head Start programs with refunding dates in October, November and December for their normal 12 month grant period at a level that is 3 . 9 percent less than the on-going level previously planned for fiscal year 1996. Your program is among those that receive their annual Head Start refunding grants in January 1996. We must await passage of another continuing resolution or a final appropriation to be able to award the January programs enough funds to operate for a full 12 months. However, we do have the funds to award the January grantees a partial grant that will allow them to operate until , February - by which time we expect that additional funds will be available. Therefore, we are acting now to provide your program with the first portion of its fiscal year 199'6 funds. - To determine the amount of this initial award, we first computed - as we did for grantees funded in October, November and December - a funding level that is 3 . 9 percent less than the on-going amount previously planned for fiscal year 1996. We have sufficient funds to provide all January programs a grant that is approximately one tenth of that reduced level. If necessary, future adjustments may be made to your grant's on-going funding level. We hope that the final budget picture will be clear within the next several weeks. During this interim period, grantees should follow several principles in managing their programs. First, we know that you share our continuing commitment to quality and will ensure that compliance with Performance Standards and other Head Start regulations is maintained. Secondly, steps should be taken to closely manage and control discretionary costs so that, if the 3 .9 percent reduction or a similar reduction becomes final, it can be absorbed with minimal disruption to the program. We do not expect that, at this time, grantees will take actions that reduce the scope or quality of services provided to children and families. We recognize that, if our final fiscal year 1996 budget.'tesults in reduced funding or does not contain sufficient funds to offset higher operating costs, programs may eventually need to consider reductions such as serving fewer families. We will provide information and any assistance that we can offer as the picture become clearer. Thank you for your continuing efforts to serve the children and families of your community. Sincerely, John Ker ey, A ting Manager Norm Nagao, Manager Head Start a ch Project Grants Branch cc: Head Start Director Executive -Director Policy Council Chairperson