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Home My WebLink AboutMINUTES - 04112000 - CONVENE 04-11-2000 CONVENE CS MEETING OF THE HOARD OF SUPERVISORS OF CONTRA COSTA COUNTY April 11, 2000 Chair Donna Gerber convened the muting of the Board of Supervisors this day at 9:15 a.m. in the Board Chambers, Room 107, of the County Administration Building, 651 fine Street, Martinez, California. The Clerk called the roll, and Supervisors present were: Supervisor John Gioia, District I Supervisor Gayle B. Uilkema, District II Supervisor Mark DeSaulnier, District IV Supervisor Joseph Canciamilla, District V and Chair, Supervisor Donna Gerber, District III The Board then proceeded with its Agenda. Attested: h' atchelor, Cl rk of the Board and t County Adr ' istrator By: e McHuen,Deputy Clerk SUPPLEMENTAL CALENDAR OF CLOSED SESSION ITEMS FOR THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY AND FOR SPECIAL DISTRICTS,AGENCIES AND AUTHORITIES GOVERNED BY THE BOARD BOARD CHAMBERS ROOM 107 AND ROOM 105,ADMMSTRATTON BUILDING, 651 PINE STREET,MARTINEZ, CALIFORNIA, TUESDAY,APRIL 11, 2000, 10:00 A.M. AND THEREAFTER DAG THIS REGULAR APRIL 11, 2000 MEETING A. CONFERENCE WITH LABOR NEGOTIATORS 1. Agency Negotigta�rs: Leslie Knight, Kathy Ito and Keith Fleming. Employee Orzgtions: Contra Costa County Employees' Assoc., Local No. 1; AFSCME Locals 512 and 2700, Calif, Nurses Assoc. (CNA); Social Services Union SEIU Local#535; C.C.C.Appraiser's Assn.;District Attorneys Investigators Assoc.; Deputy Sheriff's Assn. (DSA);United Prof.Firefighters, Local 1230;.Physicians' & Dentists' Organization of Contra Costa;Western Council of Engineers;United Chief Officers Association(UCOA); SEIU Health Care Workers Local No. 250 and Oakley- Knightsen Firefighters' Association. 2. Agmey Negotiators: Leslie Knight,Kathy Ito, and Phil Batchelor. Unrepresented Employees: All unrepresented agency management employees (Exh. A., Resol.No. 96/488),unrepresented nursing classification employees and all other unrepresented agency employees. 1ACLERiCL-SES14-1 Lwpd f n/7- HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: April 11, 2000 SUBJECT: REVISIONS TO GRANT ADMINISTRATION PROCEDURES POLICY FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: ADOPT Resolution No. 4094 approving revisions to the Grant Administration Procedures Policy for the Housing Authority of the County of Contra Costa. 11, FINANCIAL IMPACT: None. Ill. REASONS FOR RECOMMENDATION/BACKGROUND The Housing Authority is revising the "Grant Administration Procedures" Policy previously approved by the Board on May 18, 1999. The revision was necessary to incorporate the data collection requirements mandated by most grantors. A copy with the changes is attached for your review. The grants are for providing drug free environments and assisting residents in attaining economic self-sufficiency. In order to ensure the grant monies are administered according to the stated objectives, the Housing Authority of the County of Contra Costa developed a "Grant Administration Procedures" Policy. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to adopt Resolution No. 4094, the Housing Authority would not have uniform procedures in place for grant administration ensuring that grants are administered allowing the stated objectives to be met. ATTACHMENT: ✓ YES SIGNATURE , RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON e`er APPROVED AS RECOMMENDED oe VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A X UNANIMOUS (ABSENT - ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED_�'. ' �r e--)�d P14L BATCH>✓LOR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY ,DEPUTY gmtadmin.board 1 THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 4094 RESOLUTION AMMENDING THE GRANT ADMINISTRATION PROCEDURES POLICY FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA WHEREAS, the Contra Costa County Housing Authority ("PHA") administers a Public Housing and Section 8 Program, and; WHEREAS, the U. S. Department of Housing and Urban Development (HUD) and other entities offer grant funds to Housing Authorities for the operation of programs to assist families in becoming self-sufficient and provide a safe, drug free environment in which to reside. The Housing Authority of the County of Contra Costa has revised the Grant Administration Procedures Policy to ensure the funds received are properly administered; NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of the County of Contra Costa that the Grant Administration Procedures Policy amendments become effective immediately. PASSED AND ADOPTED ON A:Dri 1 1.1, 200t? by the following vote of the Commissioners. AYES. GIOIA, UILREMA, DESAULNIER, CANCIAMILLA, GERBER, MEDINA NOES: NONE ABSENT: NONE ABSTAIN: NONE I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED April 11, ZQOO PHIL BATCHELOR, CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY 41/01z C:\WINDOWS\TEMP\gmtadrnin.resoiution.doe HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA GRANT ADMINISTRATION PROCEDURES Purpose: From time to time, the Housing Authority of the County of Contra Costa applies for and is awarded grants from a variety of agencies to fund specific purposes. The purpose of these procedures is to ensure that all grant monies are administered according to the stated funding objectives and all mandated reports are produced timely. Administration: 1. The appropriate Department Head responsible for the overall grant, shall appoint a Grant Administrator for that grant. 2. All approved grants documents are to be reviewed by the Grant Administrator for completeness and for accuracy of amounts awarded. 3. All the certifications required prior to the monies being made available to the Housing Authority are to be coordinated by the Grant Administrator. 4. All expenditures are to be pre approved by the Grant Administrator prior to encumbering or obligating any amounts. 5. All approved expenditures are to be identified with approved line items contained in the approved grant. 6. All approved expenditures are to be for allowable cost as stated in the grant request and in the approved grant documentation for that grant. "Allowable cost" should be defined by the grantor. 7. The Grant Administrator shall review periodically all financial reports with the Finance Director. This review shall consider all anticipated obligations of grant funds, financial and non-financial data on the grant. All issues regarding the progress of the grant should be resolved prior to submission of any reports to the grantor. 8. All proposed revisions to the approved budget are to be done with the prior written consent of the grantor. The formal request for revision is to be initiated by the Grant Administrator following formal consultation with the Finance Director on the rationale for the revision. H:\judyhmtz\MSOFFILE\wINWORD\BOARD\Grant Admin Procecures.doc Page ] o f2 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA GRANT ADMINISTRATION PROCEDURES Data Coliedi n: 1. At the grant activity site a log of all grant participants to be maintained indicating the participants name, address, social security number, referral source and if currently under housing assistance - indicate program type. 2. At the end of every month prepare a report summarizing the daily activity for that month, indicating in narrative form the reason for change (if any) in the monthly data and any noteworthy accomplishments for the Grant Administrator. Reporting: 1. A schedule of all the reports required by the grantor shall be maintained by the Grant Administrator. 2. The Grant Administrator shall ensure that all reports are submitted timely and that there is a synergy amongst the financial and non-financial data contained in the reports. 3. All reports are to be reviewed by the Executive Director for ensuring that all the reports are in compliance with the stated objective of the grant and that the activities are in compliance with the law, prior to final submission to the grantor. 4. At all times all grants are to be accounted for individually by the year of awards. No commingling of funds are allowed. H:\judyhmtz\MSOFFICE\WINWORD\BOARD\Grant Admin Procecures.doc Page 2 oft