HomeMy WebLinkAboutDoc 297 - Early Learning Div Interim FundingDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of June 5, 2013
Please see directions for completing this document on the next page.
DATE: May 23,2013
FROM: Hi111ary Saraceno CFCIDCHS (541) 317-3178
TITLE OF AGENDA ITEM:
Consideration of Board Chair signature on Document #2013-297, State Early Learning Division Interim
Funding Continuance Letter
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
In an effort to facilitate continued support for Deschutes County children and families while Oregon
transitions from the Commission on Children and Families system to a new model of providing
services, the State Early Learning Division will be submitting an Intergovernmental Agreement (lOA)
to Deschutes County (to be submitted to County Commissioners separately). Document #2013-297 is
an Interim Funding Continuance Letter of agreement to to confirm Deschutes County's intereset in
continuing to receive and administer, the Healthy Start Funds and if made available, the Flexible Funds
from the Oregon Department of Education, Early Learning Division. The intent of this letter is to
ensure children and families maintain access to needed services during the interim period.
FISCAL IMPLICATIONS:
This agreement increases Healthy Start Funding by $115,001 in the 2013-14 Health Services, Early
Learning Division's proposed budget, which was calculated on a six month estimate (in anticipation of
services and funding being transferred to the Early Learning Hub once established). In addition,
because relief Nursery Funds will be going directly to relief nurseries from the State, this agreement
will also decrease the relief nursery funding by $63,329 (to zero) in the 2013-14 Health Services, Early
Learning Division's proposed budget, which was also calculated based on six months of funding.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of the Chair of the Board of County Commissioners on Document #2013-297 to
confirm Deschutes County's interest in continuing to receive and administer Healthy Start and, if made
available, Flexible Funds for 2013-14.
ATTENDANCE: Hillary Saraceno
DISTRIBUTION OF DOCUMENTS:
Return the original documents to Hillary Saraceno at Deschutes County Children & Families
Commission, 1130 NW Harriman, Suite A, Bend, OR 97701
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This fonn is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director, If the document is to be on a Board
agenda, the Agenda Request Fonn is also required. If this fonn is not included with the document, the document will be retumed to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this fonn with your documents, please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line,
Date: [May 23,2013i Department: [CFCj
S stem Director
Type of Document: Interim Funding Continuance Letter
Goods and/or Services: Signature on the attached Interim Funding Continuance Letter
confirms Deschutes County's interest in continuing to receive and administer, the
Healthy Start Funds and if made available, the Flexible Funds from the Oregon
Department of Education, Early Learning Division. This agreement may be amended
when changes to grant streams, and revenue projections occur throughout the two year
cycle.
Background & History: In an effort to facilitate continued support for Deschutes
County children and families while Oregon transitions from the Commission on Children
and Families system to a new model of providing services, the State Early Learning
Division will be submitting an Intergovernmental Agreement (IGA) to Deschutes County
(to be submitted separately). Document #2013-297 is a letter of agreement for funding
continuance in the 2013-2015 biennium between the Oregon Department of Education,
Early Learning Division and Deschutes County. The intent of this letter is to ensure
children and families maintain access to needed services during the interim period.
Agreement Starting Date: Ruly 1, 201~ Ending Date: pune 30, 201 ~
Annual Value or Total Payment: 1$529,245
D Insurance Certificate Received (check box)
Insurance Expiration Date: [N/Al
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
[8J Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? [g] Yes [g] No
If No, has budget amendment been submitted? DYes 0 No
5/24/2013
Is this a Grant Agreement providing revenue to the County? ~ Yes D No
Special conditions attached to this grant: None
Deadlines for reporting to the grantor: Quarterly 45 days after the end of the quarter;
November, February, May & August.
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: DYes D No
Departmental Contact and Title: Hillary Saraceno, CFC Director
Phone #: (541) 317-3178
Department Director Approval: ~~ S:-/Z3/Zo1 3
S' nature 7 Dat'e
Distribution of Document: Please return all originals to Hillary Saraceno at the Mike
Meier Building, 1130 NW Harriman, Ste. A, Bend OR 97701.
Official Review:
County Signature Required (check one): L11 BOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review ~~1lJt? Date)~l ~ (S
Document Number 2013-297
5/24/2013
tt..1~1:e OREGON EARLY LEARNING COUNCIL
To: Office of the Early Learning System Director; Office of Governor John Kitzhaber
From: DESCHUTES COUNTY CHAIR &. COUNTY COMMISSION
Date: May 21, 2013
Re: County Letter to State re: Funding Continuance Options
To: Early Learning Council, State of Oregon
In response to your request, Deschutes County has determined the following:
For Healthy Start Funds, we are:
IZl Willing to administer Healthy Start Funds for our county (allowable administrative
rate of 4% based on quarterly allocation of annual amount)
171 Unwilling to continue further processing of these funds
I7IOther____________________________________________________________
If Flexible Funds are made available, we are:
~ Interested in receiving these funds for our county
171 Not interested in continuing these funds for our county
I7IOther___________________________________________________________
For Relief Nursery Funds (applies only to counties currently receiving Relief Nursery funds),
we understand funds will go directly to the following Relief Nursery:
~ Name/Address l"1tStar Family Relief l\Iursery
2125 NE Daggett Lane; Bend, Oregon 97701
To further discuss our county's decisions, please contact Hillary Saraceno, Regional
Program Manager at Deschutes Co. Health Services hils@deschutes.org or (541) 317-3178
Signed:_________________________________________________________________
Chair, Deschutes Board of County Commissioners
...-J ~JEWJiD
I I ~ LltujJ
LEGAL COUNSEL
775 Court St NE Salem, OR 97301 • 503-373-1283 DC -2013-29