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HomeMy WebLinkAboutMINUTES - 11031998 - C61-C70 TO: BOARD OF SUPERVISORS Lr•i� ''. Contra FROM: Arthur C. Miner,Executive Director . Costa Contra Costa County Private Industry Council - County DATE: October 20, 1998 rrsrit��. SUBJECT: Authorize the Private Industry Council to receive Department of Labor Welfare to Work funds>'from the Oakland Private Industry Council, Inc. I�IIIAM11111111r11if1�Y�lYl1/YII��IIFr�11M�11�iYl�rllpi�llll �yr SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. RECOMMENDATION: Authorize the Executive Director, Contra Costa County Private Industry Council (PIC), to receive payment in the amount of $738,465 on behalf of the County from the Oakland Private 'Industry Council, Inc. for use during the period of July 1, 1998 through June 30 2000, subject to approval by County Counsel as to legal form. II. FINANCIAL IMPACT: None. 100 percent federal and state funds. III. CHILDREN IMPACT STATEMENT: This is part of the County's implementation of a One Stop Workforce Development Delivery system which supports the third outcome—families that are economically self-sufficient. IV. REASONS FOR RECOMMENDATION/BACKGROUND: The Contra Costa(PIC)Department and the Oakland Private Industry Council, Inc. have agreed as part of the EASTBAY Works collaborative for the Contra Costa PIC to receive the Contra Costa',County portion of the Department of Labor Welfare-to-Work Competitive Grant in order to affect the provision of job development,job placement, and job retention services to Non-Custodial Parents and TANF recipients who are identified as Welfare-to-Work clients by the Contra Costa. County Social Services Department for the period of July 1, 1998 through June 30, 2000. Services will be targeted to recipients who are engaged in work activities, and will be designed to enable them to become increasingly independent through long-term unsubsidized employment. Emphasis will. be placed on job placement and retention. This request will allow the PIC to fulfill its obligation for Welfare-to- Work clients in the PIC County Service Delivery Area. CONTINUED ON ATTACHMENT: „ve5' SIGNATOR£: dl GS C G-r RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE ACTION OF BOARD ON + APPROVED AS RECOMMENDED IYFHG& 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. ATTESTED- � r1"� r r3 /ra.. �ek_ Contact: PHIL BATCHELOR,CLERIC OF THE BOARD OF cc: Todd McCown(646-5192) SUPERVISORS AND COUNTY ADMINISTRATOR Private Industry Council County Administrator County Auditor-Controller BY DEPUTY Oakland Private Industry Council Inc y:lpicofficetdiskettelbdorders\Oakiand PIC i TO: BOARD OF SUPERVISORS , ,^ Contra IRON: fur C. Miner,Executive Director ' Sc ` . Contra Costa County Private Industry Council bounty DATE, October 21, 1998 SUBJECT: Authorize Execution of Sub-recipient Grant Contract with Alameda County Social Service Department SPECIFIC REQUEST(S)OR RECOMMENDATION(S)8 BACKGROUND AND JUSTIFICATION I. RECOMMENDATED ACTION: Authorize the Executive Director, Contra Costa County Private Industry Council, to execute on behalf of the County a second tier sub-recipient grant contract with the County of Alameda Social Services Department to receive reimbursement payment of up to the amount of$8,000 for welfare to Work expenditures during the period of July 1, 1998 through June 30, 1999. IL FINANCIAL IMPACT: None; 100 percent federal and state funds. III, CHILDREN IMPACT STATEMENTY: This grant will be used to support the third outcome --- Families that are economically self- sufficient. IV. REASONS FOR RECOMMENDATION/BACKGROUND: The Contra Costa Private Industry Council (PIC) Department and the County of Alameda Social Services Department have agreed as members of the Eastbay Works collaborative for the Contra Costa PIC to receive a portion Alameda County'sallotment of the Regional Workforce Preparation and Economic Development Welfare to Work Matching Grant in order to pass through such funding for a sub-contractual relationship with Bay Area Partnership. These funds will be supplemented with an additional $16,004 of County PIC Welfare to Work grant funds to reimburse the Bay Area Partnership up to $24,000 for the administrative coordination of the State Regional Workforce Preparation and Economic Development Grant, including the coordination of pilot site selections in Contra Costa and Alameda Counties. CONTINUED ON ATTACHMENT: SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES: ( 1_46_1v LWZ ACTION OF BOARD ON ' APPROVED AS RECOMMENDED O HEIS 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 ASSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED rfr ` Gy .r id Contact: Todd McCown(646-5192) PHIL BATCHELOR,CLERK OF THE BOARD OF cc' Private Industry Council SUPERVISORS AND COUNTY ADMINISTRATOR County Administrator County Auditor-Controller Ely 7 - DEPUTY Alameda County Social Service Department y:\picoffice\diskettelbdorders\.Alameda Social Service TO: BOARD OF SUPERVISORS C• � FROM: Arthur C. Miner,Executive Director Costa ContraCosta County Private Industry Council County DATE: October 21, 1998 SUBJECT: Authorize Execution of Welfare to Work Grant with State Employment Development Department SPECIFIC REOUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION L RECOMMENDATED ACTION: Authorize the Executive Director, Contra Costa County Private Industry Council, to execute, on behalf of the County, a Welfare to Work Regional Workforce Preparation and Economic Development Grant in the amount of $233,333 with the State of California Employment Development Department for use during the period of July 1, 1998 through June 30,2000. II. FINANCIAL IMPACT: None; 100 percent federal and state funds. III. CHILDREN IMPACT STATEMENT: This grant will support the third outcome---Families that are economically self sufficient. IV. REASONS FOR RECOMMENDATION/BACKGROUND: The Contra Costa Private Industry Council (PIC) Department as part of the EASTBAY Works collaborative has been awarded the Regional Workforce Preparation and Economic Development Welfare to Work portion of the State Regional Workforce Preparation and Economic Development Grant. The Contra Costa PIC is to act as the fiscal agent for these funds on behalf of the EASTBAY Works collaborative in order to subcontract services to provide coordination of assessment and identification of pilot project areas and coordinate the roll-out of the grant; and to perforin EASTBAY Works 'system expansion and cross-system coordination, skill assessment, technology development, industry Cluster coordination, employer relationship coordination and interventions in one to two urban neighborhoods Contra Costa County for the period of July 1, 1998 through June 30, 1999. This request will enhance ability of the PIC to fulfill its obligation for Welfare-to-Work clients in the PIC County Service Delivery Area. '- � L CONTINUED ON ATTACHMENT: $ SIGNATURE: r RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTEE .,G(APPROVE. -OTHER OTHER SIGNATUR S: C&&koiii ACTION OF BOARD ON_ .�n d?�r c t� .�e APPROVED AS RECOMMENDED VOTE OF SUPERVISORS } I HEREBY CERTIFY THAT THIS IS A TRUE �C]+_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. ATTESTED Contact: Todd McCown(646-5192) PHIL BATCHELOR,CLERK OF THE BOARD OF cc: Private Industry Council SUPERVISORS AND COUNTY ADMINISTRATOR County Administrator County Auditor-Controller BY DEPUTY EDD(via PIC) y:\picoffice\diskette\bdorders\edd typed grant TO: BOARD 4F SUPERVISORS - '�+•� FR QM: William Walker, M.D. , Health Services Director By: Ginger Marieiro, Contracts Administrator Centra osta DATEs October 20, 1998 CCosta SUBJECT: Approve Standard Agreement (Amendment) #29-388-29 to the Master Grant Agreement with the State Department of Health Services for the County's AIDS Program SPECIFIC REQUEST(S) OWRECOMMEN DATION(S) & BACKGROUND AND JUSTIFICATION Approve and authorize the Health Services Director, or his designee (Wendel Brunner, M.D.) to execute on behalf of the County, Standard Agreement (Amendment) #29-388-29 (State ##98--14718 A-1) with the State.Department. of Health services, to increase the FY 1998-99 contract payment limit by $150,000 from $893,041 to a new total of $1,043,041. F18g.&& IMF-A—=: This Amendment increases the maximum reimbursable amount of State funding for FY 1998-99 by $150,000 from $893,041 to a new total, of $1,043,041, for the County's AIDS Program No County funds are required. HACKGAOUM/REASON(S,) FOR ASCOT AtDATION(S) t On September 15, 1998, the Board of supervisors approved Standard Agreement ##29-388-26 with the State Department of Health services, for the period from July 1, 1998 through. June 30, 1999, for the County's AIDS Program. The Master Grant Agreement incorporates a Memorandum of Understanding (MOU) for each service component of the AIDS Program. The MOU's define the services to be provided and the budget for each component and are negotiated by the staff of the State Office of AIDS and County AIRS Program representatives. The State requires only the signatures of the State Office of AIDS Chief and the County Health Officer on the MOU's and any amendments to the MOU's. This streamlines and expedites the contracting procedure for the State and County AIDS Programs because only new Master Grant Agreements and formal amendments affecting the total payment limit of the Master Grant Agreement require County Board of Supervisors and State Department of Finance approval. This Amendment increases the total contract payment limit for FY 1998-99 to provide additional funds to establish early intervention services for HIV positive women in Contra Costa County (Women's Early Intervention Center Program) . Three certified and sealed copies of this Board Order should be returned to the Contracts and Grants Unit for submission to the State. CONTINUED ON ATTACHMENT: Y 9 SIONATUREt RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER S#t'ENATUREIS} Aikr4v�- ACTION C7F BOARD ON s. APPROVED AS RECOMI.t>~Ni3 Eta VOTE OF SUPERVISORS UNANIMOUS (ABSENT _ _ - _ ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD Contact: OF SUPERVISORS ON THE; DATE: SHOWN, CC: ATTESTED Branner,M.D.(313.6712) Health Services (Contracts) Phil Batchelor. Clerk of.the'Board of State Dept. of Health Services ' lllit1SS?I3r11t#i� { llltlStt M382/7^83 BY �,.. �.;..."""." DEPUTY TO: BOARD OF SUPERVISORS FROM: William Walker, M.D. , Health Services Director C+C3IlB By: Ginger Marieiro, Contracts Administrator Ct1Sa DATE: October 20, 1998 County SUBJECT: Approve Submission of Funding Application #28-624 to the U.S . PrQ:Lggtion Agency SPECIFIC REQUESTS)OR RECOMMENDATION(S)S BACKGROUND AND JUSTIFICATION I . RECOMMLDED ACTION- A. CTION:A. Approve submission of Funding Application #28-624 to the U.S. Environmental Protection Agency (EPA) , in the amount of $25, 000, for the period from October 1, 1998 through' September 30, 1999, for development of the California' Accidental Release Prevention Program (Cal/ARPP) for Contra Costa County, B. Authorize the Health Services Director, or his designee' (Lewis Pascalli, Jr. ) to sign the necessary application' documents, on behalf of the County; and C. Authorize the Health Services Director, or his designee, to execute, on behalf of the County, any subsequent Standard' Agreements) and necessary technical adjustments thereto, for the purposes of securing grant funds and to implement and carry out the purposes specified in the grant application. II . FINANCIAL IMPACT: Approval of the application for this project will result in $25, 000 from the U.S. Environmental Protection Agency (Office of Research and Development) for this Project . No County funds are required. III . REASONS FOR RECgMXENDAT 0NS f BACKGROUND: The goal of this mandated program is to develop the California ' Accidental Release Prevention Program for Centra Costa County to assure compliance with all applicable State and Federal ' regulations. This project is related to the prior Risk Management and Prevention. Program and is a continuation of the work already begun to increase the safety of the residents of Contra Costa County surrounding industrial sites . In order to meet the deadline for submission, the application has been forwarded to the U.S. EPA, but subject to Board. approval . Three certified copies of the Board Order authorizing ' submission ' of the application should be returned to the Contracts and Grants ' Unit . Q2NIINUEQC t s sc RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE __OTHER ACTION OF BOARD ON I`..���� `a�f�'9 APPROVED AS RECOMMENDED � OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ASSENT------) AND CORRECT COPY OF AN ACTION TAKEN AYES: NL?ES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE BATE SHOWN. ATTESTED, 3 PHIL BATCHELOR,CLERK OFTRE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: Lewis Pascalli (646-2286) CC: U.S. Environmental Protection AgencyL Health Services Dept. (Contracts) 8Y DEPUTY TOt BOARD OF SUPERVISORS �,, �+ • FRQMt William Walker, M.D. , Health Services Director Contra By: Ginger Mariei.ro, Contracts Administrator # Costa DATEt October 20, 1998 County SUBJECTt Approve Grant/Cooperative Agreement #28-562-4 with the U.S. Department of Agriculture SPECIFIC REQUEST(S) OR'RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I . RE C3MWRD ACTION: Approve and authorize the Health Services Director, or his designee (Wendel Brunner, M.D. ) , to execute on behalf of the County, Agreement #28-562-4 (Federal Grant #59-3198-8-031) with the U.S. Department of Agriculture (USDA) , Food and 'Consumer Service (formerly: Food. and. Nutrition): Service) , in the amount of $354, 665, for the period from September 28, 1998 through September 27, 2002, for the Collaborative Food Stamp Nutrition Education Program "On the Move with Food Wise" Project. II . FIMANCIAL THEA—CT: Approval of this Agreement will result in $354, 665 from the USDA for the Collaborative Food Stamp Nutrition Education Program "an the Move with Food Wise" Project through September 27, 2002 . No County funds are required. III . RE,ASONS' FQR REC01-MRNDAT10NSIBAC�CE Rt'�UN33: The 1992 "Health Status Report" found that the death rate in Contra Costa County for cardiovascular disease, cancer, and diabetes, all of which are impacted by nutrition and physical activity, exceeds the state average. More than 75% of all deaths to Contra Costa County residents are related to chronic disease. This Agreement will allow the Department 's Community ,Wellness and Prevention. Program to expand nutrition services and physical activity promotion to food stamp and "welfare to work" households, and thus reduce risk for chronic disease among the County' s low income residents. Three certified/sealed copies of the Board carder should be returned to the Contracts and Grants Unit . CONTINUER ON ATTACHMENTt - SIGNATURE; ) RECOMMENDATION Of COUNTY ADMINISTRATOR RECOMMENDATION Of BOARD) COMMITTEE APPROVE � `OTHER SIGNATURE(S) ACTION OI'80AR0 ON µ, Z-Y.Pf APPROVED AS RECOMMENDED _ VOTE OF SUPERVISORS UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYESt NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENTt ABSTAINt AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON fi Hi~ DATE SHOWN. Wendel Brunner, M.D. (313-6"712) Cot Health Services (Contracts) ATTESTED ' USDA Phil Batchelor. Clerk of the Board of SIIp�r�i;I���uW�tt�rAdi�nistra#ru M382/7-83 13Y DEPUTY ...........................................................................................................................................11...1.11 1...'','' ............................................................................................................................................ TO: BOARD OF SUPERVISORS Contra FROM: John Cullen, Social Service Director Costa DATE: November 3, 1998 County SUBJECT: ACCEPT Adoption Opportunities Program Grant Funds; AUTHORIZE Request for Proposal Provide Services SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APROVE and AUTHORIZE the Social Service Director, or designee, to ACCEPT a three- year grant under the Adoption Opportunities Program. 2. AUTHORIZE the Social Service Director to announce a Request for Proposal (RFP) to provide program services. FINANCIAL IMPACT No county funds are required. The amount of the grant is $150,000 federally funded through the State of California. The program will be administered by the Contra Costa County Social Service Department. Matching funds of 10 percent are required; these funds will be provided by the contractor identified through the RFP process. CHILDREN'S IMPACT STATEMENT The purpose of the grant is to develop, implement and promote an innovative recruitment and retention program that identifies, recruits, educates, supports and retains potential adoptive parents participating in concurrent planning programs designed to increase permanency placement for children who are now in the foster care system. This grant is directly applicable to four of the five Board-identified community outcomes: 1) Children Ready for and Succeeding in School; 2) Children and Youth Healthy and Preparing for Productive Adulthood; 3) Families that are Safe, Stable and Nurturing; and 4) Communities that are Safe and Provide a High Quality of Life for Children and Families. BACKGROUND/SUMMARY Contra Costa County was chosen as the target location for this project. The County has one of the most developed concurrent planning programs in California having piloted such programs for the State of California in recent years. Of the population of children in need of permanent placement, there is a large number of ethnically-diverse and special needs children currently in the foster care system. It is expected that this program will move more children into permanent placement. CONTINUED ON ATTACHMENT: SIGNATURE: YK RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMM _.APPROVE OTHER SIGNATUREa. ACTION OF BOARD ON ..._APPROVED AS RECOMMENDED X_ OTMR VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE _KUNANIMOUS(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. -2-:7 ATTESTEDC _� t' �r� PHIL BATCHELOR,CLERK-OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact: Danna Fabella,SSD Asst.Director 3-1583 cc: SSD Contracts By DEPUTY COUNTY ADMINISTRATOR AUDITOR-CONTROLLER CONTRACTOR ............... Page2 November 3, 1998 Early Head Start IV. REASONS FOR RECOMMENDATIONS/BACKGROUND: On July 14, 1998, the Board of Supervisors approved the submission of a grant application to the U.S. Department of Health and Human Services, Administration for Children and Families for Early Head Start Grant funds. This application was approved in the amount of$1,825,059 for initial start-up and pro-rated operational funds. The on-going annual funding level for the Early Head Start program is expected to be $1,517,321, beginning in 1999. Acceptance of this award will allow the County's Head Start program to expand services to serve approximately 204 infants and toddlers, ages 0 to 3 years old, a population that isnot served by the existing Head Start Basic Grant program. TO: BOARD OF SUPERVISORS FROM: TONY COL6N, DIRECTOR. COMMUNITY SERVICES DEPARTMENT DATE* November 3, 1998 SUBJECT: ACCEPTANCE OF FINANCIAL ASSISTANCE AWARD FOR EARLY HEAD START FUNDS. SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: ACCEPT Financial Assistance Award from the U.S. Department of Health and Human Services, Administration for Children and Families, in the amount of $1,825,059 for Early Head Start Grant funds (County #39-852) for the period from September 30, 1998 through December 31, 1998. II. FINANCIAL IMPACT: Funding will be added via appropriation adjustment to the FY 1998-99 Community Services Department Budget. County, as the Grantee, is required to generate a 20% non-federal local match of in-kind, non-cash contributions in the amount of$456,265. III. CHILDREN'S IMPACT STATEMENT: The Community Services Department Head Start Program supports two of Contra Costa County's community outcomes: "Children Ready for and Succeeding in School" and "Families that are Safe, Stable and Nurturing." These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, health, and social services, along with a strong parent involvement focus, to low-income children throughout Contra Costa County. The overall goal of the program is to bring about a greater degree of social competence in preschool children from low-income families. An Early Head Start program will allow the County to expand these services to children ages 0 to 3 years. CONTINUED ON ATTACHMENTS )Nf&. SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATUf E Sh - - - - ACTION OF BOARD ON � 2 � /i2✓ 1c� APPROVED AS RECOMMENDED lyTl�l! VOTE OF SUPERVISORS I HEREBY CERFITY THAT THIS 1S A TRUE UNANIMOUS(ABSENT 1 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: TONY coL6N,313-7350 ATTESTED PHIL,BATCHEL.CIR,CLERK OF THE OF cc: CA© SUPERVISORS AND COUNTY ADMINISTRATOR CSD BY 2G � DEPUTY M382 (10/88) ...............-............................................................................................................ ............................................................. THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Resolution on November 3, 1998, by the following vote: AYES: SUPERVISORS UILKEMA, GERBER, DESAUTNIER, CANCIAMILLA and ROGERS NOES: NONE ABSENT: NC)NE ABSTAIN: NONE Resolution No. 98/559 SUBJECT: Violent Offender Incarceration Grant Program WHEREAS, in accordance with the Violent Offender Incarceration Grant Program requirements, the County, on February 25, 1998, made application to the California State Board of Corrections for a grant to expand the capacity of the Tamalpais Unit at the Juvenile Hall by a net of 10 beds; and, WHEREAS, the County Board of Supervisors approved Resolution 98/64 on February 24, 1998 taking actions required by the grant application for the Violent Offender Incarceration Grant Program; and, WHEREAS, the State Board of Corrections approved the grant application committing up to $1,000,000 to be used for the construction and purchase of equipment, but not to exceed 90% of total eligible projects costs; and, WHEREAS, the County has appropriated General Funds sufficient to provide the required 10% matching funds in Budget Unit 4413-4399 (Plant Acquisition); and, WHEREAS, the County Board of Supervisors has reviewed and approved the need for 2.8 additional Probation Counselor positions and other operational needs estimated annually to cost$203,000; NOW, THEREFORE, BE IT BY THE BOARD RESOLVED that: a. The Chairperson of the Board of Supervisors is authorized to sign the contract, any amendments, or extensions between the County of Contra Costa and the California State Board of Corrections for the expenditure of$1,000,000 State and $111,111 County funds for the expansion of the Tamalpais Unit at the Juvenile Hall. b. The attached position adjustment request adding two 40/40 and one 32/40 Probation Counselor positions is approved effective December 1, 1998 and are to be filled not eadier than 30 days prior to the occupancy date for the expanded Tamalpais Unit. I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown: ATTESTED:November 3,1996 PHIL BATT H of the Board of Supervisors and County- ffini= c'ek By Z-1f-dople Deputy Contact: Julie Enea (925) 335-1055 cc: CAO, Justice Division CAO, Capital Facilities Division O'Brien Kreitzberg GSD, Fiscal Unit Auditor-Controller RESOLUTION NO. 98/ 559 .?0 TO: BOARD OF SUPERVISORS ° C.�rlr PHIL BATCHELOR, COUNTY ADMINISTRATOR AND FROM: GUS S. KRAMER, ASSESSORCosta 46 County DATE: November 3, 199$ %a SUBJECT: APPROVE STATE PROPERTY TAX ADMINSTRATION CONTRACT SPECIFIC REQUEST($)OR RECOMMENDATION(S)d BACKGROUND AND JUSTIFICATION RECOMMENDATION: 1. Approve and authorize the Chair of the Board of Supervisors to execute a contract between Contra Costa County and the State ',Department of Finance.' This contract provides $2,022,000 in -,Property Tax Administration Funds to the'Assessor's Office in 1998-99 for improving operations and to offset ' funding shortfalls. All interest earned by these funds while in the trust account will be credited to the trust account for enhancing the property tax administration system. BACKGROUND: At the November 23, 1995 Board meeting, the Board approved the County's participation in AB818 which is the source of the Property Tax Administration funding. AB818 makes available over $2 million to the County in fiscal years 1995-96, 1996-97, and 1997-98. If the Assessor's Office performs annually at the anticipated level , these funds will not have to be repaid to the State. 'The Assessor's Office received the funds in 1995-96, 1996-97 and 1997-98 and has performed at a level where these funds will not have to be repaid. In 1997 the Legislative approved AB719, a continuation of AB818, for an additional 3 years of funding. The Assessor's Office in coordination with the County Auditor, County Administrator and County Counsel has developed a performance and spending plan for 1998-99 that has been approved by the State Department of Finance and will receive funding within 30 days after the contract has been signed by both parties. CONTINUED ON ATTACHMENT: SIGNATURE: 7)L—RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE "" • APPROVE OTHER SIGNATURE ACTION OF BOARD ON APPROVED AS RECOMMENDED . p VOTE OF SUPERVISORS UNANIMOUS(ABSENT I HEREBY CERTIFY THAT THIS IS A TRUE � AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THEIBOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWNt cc: Assessor � P� /R County Counsel ATTESTED County Administrator PHI( BATCHELOR,CLERIC OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR M382 (10/88) BY ,DEPUTY DEPARTMENT or FINANC HEALTH E: V. EL ARE UNIT 98 NOV 10 AM 10: 16 September 18, 1998 AGREEMENT FOR STATE-COUNTY PROPERTY TAX ADMINISTRATION PROGRAM THIS AGREEMENT is entered into this 3.aA day of _ gevv%tv_'►' _ - 1998, by and between the County of Contra Costa (County) and the State Department of Finance (State). WITNESSETH: WHEREAS, Revenue and Taxation Code Section 95.31 provides that upon recommendations of the Assessor, and by resolution of the Board of Supervisors, the County may elect to participate in the State-County Property Tax Administration Program, administered by the State; and WHEREAS, the County elects to participate in the State-County Property Tax Administration Program and to apply for a loan of $2,022,000 for fiscal year 1998-99. WHEREAS, the County finds it necessary to apply for this loan to enhance its property tax administration system; reduce backlog of new construction; prepare a defense for each appeals case that is scheduled by the Assessment Appeals Board; enroll Proposition 8 declines in value; reduce backlog of non-mandatory audits; and maximize value enrollment capabilities; and WHEREAS, in order to participate in the State-County Property Tax Administration Program, the County must enter into an agreement with the State; NOW, THEREFORE, the parties agree as follows: 1. PERIOD OF AGREEMENT This agreement shall commence upon the date of execution by both parties and shall expire on June 30, 2001. 2. LOAN AMOUNT The State agrees to make available to the County a loan in the amount of $2,022,000 for fiscal year 1998-99. 3. COUNTY REQUIREMENTS The County agrees to use the funds received from the State to enhance the property tax administration system. The County agrees not to use this loan to supplant the Assessor's current level of funding. The County understands and agrees that in order for the County to be eligible to participate in this State-County Property Tax Administration Program, it must maintain a base staffing, including contract staff, and total funding level in the Assessor's Office, independent of the loan proceeds provided pursuant to this Act, equal to the levels in the 1994-95 fiscal year exclusive of the amounts providedto the Assessor's Office pursuant to item 9100-102-001 of the Budget Act of 1994. The 1994-95 fiscal year base funding and staffing levels, as determined by the Assessor's Office and the Chief Administrative Office of the County, which shall be deemed to satisfy this requirement is as follows: Gross Appropriations $7,503,192 Total Budgeted Positions 118 4. RECEIPT OF FUNDING In fiscal year 1998-99, the County shall receive payment of$2,022,000 within thirty (30) days after the approval of this agreement by both parties. 5. DEFINITION OF REPAYMENT Repayment of the loan shall be evaluated based upon the Assessor's performance under the following criteria: (a) Reduces the July 1, 1998 backlog of 9,052 new construction assessments by June 30 by completing the accumulated number of reassessments. In 1898 we are also updating the property records to improve our characteristics file used in evaluating comparable sales.' (Weighted 10% for determining percentage of success.) Accumulated Number Accumulated of Reassessments Backlog Year Workload LEstj Completed (Est.) Goal 1998-99 24,230 15,978 8,252 (b) Reduces the July 1, 1998 backlog of 8,384 property re-inventory by June 30 as stated below by completing the following accumulated number of property re-inventories. In 1998 we will update our sales and property records to improve our characteristics file used in evaluating comparable sales. (Weighted 5% for determining percentage of success.) Accumulated Number Accumulated of Inventories Backlog Year Workload (Est.) Completed (Est.) Goal 1998-99 8,900 1,516 7,384 2 (c) Reduces the July 1, 1998 backlog of 313 appeal cases We will Prepare a defense for all assessment appeal cases that are scheduled by the Assessment Appeals Board. (Weighted 60% for determining percentage of success.) Accumulated Accumulated Goal Appeals Appeals (Appeals Not Year Scheduled (Est.) Defended Est.) Defended 1998-99 1,321 1,321 0 The potential assessed value loss for year 1998-99 is in excess of $2.3 billion. (d) Reduces the July 1, 1998 outstanding backlog of 54,111 Proposition 8 reductions in value to be reviewed by June 30 of each fiscal year as stated below by completing the following accumulated number of reviews. (Weighted 10% for determining percentage of success.) Accumulated Number Accumulated of Reviews Backlog Year Workload LEst.) Completed (Est.) Qoal 1998-99 54,111 20,000 34,111 (e) Reduces the July 1, 1998 backlog of 282 non-mandatory audits by June 30 as stated below by completing the following accumulated number of audits. The non-mandatory audits are a result of unreturned Business Property Statements. (Weighted 15%for determining percentage of success.) Accumulated Number Accumulated of Audits Backlog Year Workload (Estj Completed (Est.) Goal 1998-99 1,542 1,335 207 3 In measuring payment, the following formula shall be used: A + (B-C) "A" = The actual accumulated number of reassessments/audits A completed or assessment appeals defended "B" = The backlog goal/appeals not defended "C" = The achieved backlog/appeals not defended For example: If the achieved backlog for(a) above for 1998-99 is 8,350, the above formula will produce the following. 8,252 - 8,350 = -98; 15,978 - 98 = 15,880/15,978 = 99.39% If the achieved backlog for(a) above for 1998-99 is 8,170, the above formula will produce the following: 8,252 - 8,170 = +82; 15,978 + 82 = 16,060115,978 = 100.51% The percentage of success including percentages over 100, for each of the five goals ("a" through "e") will be weighted according to the percentages identified in each category to determine the total percentage of success, If this total is 95% or greater, the loan shall be considered to have been repaid. If the percentage is less than 95%, that percentage multiplied by the loan amount shall be considered the amount that has been repaid. If the workload increases for items ("a" through "e") of section 6 by 10% or more the target backlogs for each year will be automatically increased by the numeric amount of the workload increase. In addition, the Assessor will continue compliance with section 469 of the Revenue and Taxation Code, and continue processing and monitoring Proposition 8 decline in value assessments. 6. RENEGOTIATION OF THE REPAYMENT DEFINITION At the request of the County, the State agrees to renegotiate in good faith the definition of repayment specified in Section 6, if there is any major misfortune or calamity occurring in the County proclaimedby the Governor to be in a state of disaster and affecting 1% of the assessable parcels in the County. If an agreement is not reached, the provisions of Section 6 will apply; however, the repayment date will be extended to June 30 of the fiscal year fallowing the year in which the loan is made and, upon request, the County will be granted a repayment extension as provided in Section 95.31 of the Revenue and Taxation► Code. 4 111.1.................................................................... ........................................................... ............... 7. PROPOSED USE OF LOAN The County plans to use the funds received from the State and interest earned by these funds to fund appraisal, clerical and support positions, overtime as needed, and to enhance its property tax administration system, as specified in Exhibit A. It is understood and agreed that funds received by the County pursuant to this program shall be deposited into a trust account to be used as required by Revenue and Taxation Code Section 95.31. Any funds remaining in the account at the end of each annual term may be rolled over to the next fiscal year for authorized uses consistent with the provisions of Section 95.31. It is also understood that upon satisfaction of the terms set forth in Section 6 as repayment for each annual loan, the State will have no further claim on these funds provided the County continues to meet the requirements stipulated in Section 3. However, in the event that the County has not expended all of the loan proceeds, the County may, at its option, return to the State all or a portion of any unspent loan proceeds to reduce the amount of the loan. 8. FAILURE TO REPAY LOAN AMOUNT If the County fails to repay the loan as specified in Sections 6 And 7 the State shall notify the County and Controller. The Controller shall make an apportionment to the General Fund on behalf of the County in the amount of that required payment for the purpose of making that payment. The Controller shall make that payment only from monies credited to the Motor Vehicle License Fee Account in the Transportation Tax Fund to which the County is entitled at the time under Chapter 5 (commencing with Section 11001) of Part 5 of Division 2 of the Revenue and Taxation Code, and shall thereupon reduce, by the payment, the subsequent allocation or allocations to which the County would otherwise be entitled under that chapter. It is understood and agreed that partial payment of the loan will be accepted by the State in accordance with the formula established by Section 6. The State shall be entitled to recover only that portion of the loan considered unpaid as established by Section 6. 9. REPORTING CRITERIA The County agrees to provide to the State, by March 31 of each fiscal year, an Interim Report listing the projected impact of the increased funding in the current and subsequent fiscal year regarding the number of reassessments/audits completed, appeals defended, June 30 backlog, and the average increment of assessed value change associated with items (a) through (d) of Section 6 of this contract, plus similar information relating to Proposition 8 "Decline in Value" claims. The County will also provide to the State by July 15 of the following fiscal year a report listing the actual workload, number of reassessments/audits completed or 5 appeals defended, the achieved June 30 backlog, and the average increment of assessed value change associated with items (a) through (d) of Section 6 of this contract, plus similar information relating to Proposition 8 "Decline in Value" claims. This report will be verified by the County's Auditor-Controller. 10. PROJECT RESPONSIBILITY - COUNTY County will provide a Project Director who will be responsible for ensuring the objectives under this agreement are met. The Project Director will monitor County performance. County's Project Director will serve as liaison with the State's Project Director on an as needed basis. County's Project Director shall provide direction to the .State in the areas relating to County policy, and information and procedural requirements. County's Project Director for this agreement shall be: Bob Nash, Assistant Assessor Office of the Assessor 834 Court Street Martinez, CA 94553 (925) 313-7430 County shall notify the State in writing of any change in the name or address of County's Project Director. 11. PROJECT RESPONSIBILITY - STATE The State will provide a Project Director who will be responsible for State performance under this agreement. The Project Director shall be a full-time employee of the State. The State's Project Director for this agreement will be: Diane Cummins, Director State of California Department of Finance State Capital, Room 1145 Sacramento, CA 95814 (916) 445-4141 The State's Project Director will serve as liaison with County's Project Director on an as needed basis. The State shall notify the County in writing of any changes in the name or address of the State's Project Director. 6 12. EXCLUSIVE ACREEIIAENT This agreement constitutes the complete and exclusive statement of understanding between the parties which supersedes all previous agreements, written or oral, and all other communications between the parties relating to the subject matter of this agreement. 13. CHANGES AND AMENDMENTS The County and the State reserve the right to change any portion of the work required under this agreement or to amend such other items and conditions as may become necessary. Any such revisions shall be accomplished only with the written approval of the Contra Costa County Board of Supervisors and the State. 14, NO ICES All notices or demands required or permitted to be given or made hereunder shall be in writing and shall be deemed to have been given if made by hand delivery with signed receipt, or as shown on the receipt when mailed by first-class, registered or certified mail, postage prepaid, addressed to the County and State at their respective addresses designated below or at such other address as County or State shall have furnished in writing to the other. The designated addresses of respective parties for the purpose of notice are as follows: COUNTY: STATE: Contra Costa County State of California Office of the Assessor Department of Finance 834 Court Street State Capitol, Rm. 1145 Martinez, CA 94553 Sacramento, CA 95814 Attn: Bob Nash Attn: Diane Cummins Assistant Assessor Director i 7 Contra Costa County Office of County Administrator 551 Pine Street Martinez, CA 94553 Attn: Phil Batchelor County Administrator IN WITNESS WHEREOF: The County of Contra Costa Board of Supervisors has caused this ;agreement to be subscribed by the chairman and the seal of said Board to be hereto affixed and attested by the Executive Officer and Clerk hereof, andit e State has caused this agreement to be signed by its duly authorized officer this 3 day of �evv �,e, , 1998. By�' Ph ' 1, ATTEST: Phil Batchelor, Clerk State: State Department of Finance of the Board of Supervi Exhibit A OFFICE OF THE ASSESSOR PROPERTY TAX ADMINISTRATION PROGRAM ESTIMATED LOAN ALLOCATION FY 1998-99 LOAN AMOUNT $2,022,000 Staffing: Appraisal Staff (1 Supervising Appraiser, 2 Appraisers, 1 Auditor) 230,000 Technician Staff(6 Technicians) 260,000 Funding to maintain 94-95 Budgeted Positions 593,400 Appraisal Staff Overtime 35,000 Temporary Retiree Staff 30,000 Assessment Appeal Support 30,000 Contract Appraisers & Consultants 130,000 Consultants for Major Assessment Appeals" 400,000 Total Staffing 1,708,400 Systems and Processing Modifications & Training: Hardware, Software, and Maintenance, Furniture 253,600 Tax Collector Collection System 60,000 Total Systems and Processing $313,600 TOTAL ALLOCATION $2,022,000 TOTAL 1897-98 CARRIED FORWARD $ 258,300 Estimates do not include attrition, step increases, and overhead. Attrition will be back filled to maintain the contractually agreed to staffing levet. The $593,400 funding will help to attain and maintain 94-95 staffing level. The Auditor-Controller and Treasurer-Tax Collector will bill the Assessor for reasonable and necessary costs directly related to achieving the performance goals of Section 6 of the contractual agreement between the County and State, and meeting the requirements of Section 95.31 of the Revenue and Taxation Code. " At this time the exact amount that may be necessary for industry expert appraisers & other professionals for major appeals cannot be determined. To the extent these funds are not necessary for such assistance, it is agreed that the Assessor may use up to$200,000 of this amount to digitize parcel maps, State Department of Finance will be notified of any change in expenditures, 9