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Home My WebLink AboutDoc 625 - Budget Authorization - OR CCFDeschutes 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 October 12, 2011 Please see directions for completing this document on the next page. DATE: October 5, 2011 FROM: Debi HalT CFC (541) 330-4692 TITLE OF AGENDA ITEM: Consideration of Board signature on Document # 2011-625, Oregon Commission on Children & Families 2011-2012 budget authorization form. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: An Oregon Commission on Children & Families policy # CTY-OlO requires that the original budget document submitted at the beginning of the biennium be signed by the Chair of the local Board of County Commissioners, the Chair of the local Commission on Children & Families, and the Oregon Commission on Children & Families Business Services Director. This document details the amounts and funding stream for the grants to local non-profits for the 2011-2012 budget year. FISCAL IMPLICATIONS: None RECOMMENDATION & ACTION REQUESTED: Approval and signature of the Chair of the Board of County Commissioners on Document # 2011-625. ATTENDANCE: Debi HalT DISTRIBUTION OF DOCUMENTS: Return the original document to Debi Harr at the Children & Families Commission, 1130 NW Harriman, Ste. A, Bend OR 97701. DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form 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 Form is also required. If this form is not included with the document. the document will be returned 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 form with your documents. please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: IOctober 5,2011] Department: ICFCj Contractor/Supplier/Consultant Name: IOregon Commission on Children & Familieij Contractor Contact: ISandra Flickinge~ Contractor Phone #: K503)378-51251 Type of Document: 2011-2012 Budget Authorization form Goods and/or Services: This document details the budget submitted to the Oregon Commission on Children & Families listing the grant amounts for the 2011-2012 funding streams. Background & History: Oregon Commission on Children & Families policy requires that the original budget document submitted at the beginning of the biennium be signed by the Chair of the local Board of County Commissioners, the Chair of the local Commission on Children & Families, and the Oregon Commission on Children & Families Business Services Director. Agreement Starting Date: IJuly 1,2011 1 Ending Date: IJune 30, 201 ~ Annual Value or Total Payment: 1$1,122,2171 o Insurance Certificate Receiied (cleck box) Insurance Expiration Date: Check all that apply: o RFP I Solicitation or Bid Process o Informal quotes «$150K) ~ Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? ~ Yes 0 No If No, has budget amendment been submitted? 0 Yes 0 No Is this a Grant Agreement providing revenue to the County? 0 Yes ~ No Special conditions attached to this grant: None 10/5/2011 Deadlines for reporting to the grantor: Quarterly 45 days after the end of the quarter in October, February, May & August. If a new FTE wi" 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: 0 Yes 0 No Contact information for the person responsible for grant compliance: Name: Hilla Saraceno Phone #: 317-3178 Departmental Contact and Title: Debi Harr, Financial Analyst Phone #: (541 ) 330-4692 , Department Director Approval: ~,,~ SI nature J Date Distribution of Document: Return original document to Debi Harr at CFC, 1130 NW Harriman, Ste A, Bend, OR 97701 Official Review: County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____f Legal Review Date Document Number 2011-625 , 10/S/2011 1 POLICY AND PROCEDURE MANUAL • •OCCF ~btf 01 Oregan Subject: County Authorized Signatures PolicylProcedure Number: CTY·010 Effective Date: Revised June 1, 2008 ~/\ I C((Vvk- Approval: I Y IW LA- Purpose: This policy establishes an authorized signature sheet for local commissions to notify the State Office of their authorized signatories. This provides internal control when implementing the budgeting, releasing, and reporting of state funds for both county and state. References: This policy and procedure is in accordance with OCCF Administrative Rule 423 010-0021 through 423-010-0027. Policy: Local commissions shall have on file with the State Commission on Children and Families a complete signature authorization form. Any change in signatory due to a change in leadership requires a new form, which should be completed immediately by the local commission. The authorization form will be on file at the State Office to verify approval has been given by authorized signatories. Local commissions provide several different documents to the State Office. The State Office implemented a web based reporting database which requires electronic submission of reporting documents and request for funds. Individuals who submit quarterly reporting documents and funds requests should not be the same individual who approves those quarterly reports. The local commission shall have in place written internal controls on how the approval and submission of reports and reporting documents is separated. The following is a summary of documents and authorities that must approve, sign and/or submit them. The State Office will verify the authorized approval, signature and/or submittal name upon receipt of these documents. If the name is not included on the authorization form, the local commission will be notified. The local commission will need to provide an updated authorization form with the new authorization(s) or submit a revised document with an authorized signature. Legal Documents Comprehensive Plan and Update • Must be approved by Chair of Board of County Commissioners; and Oregon Commission on Children & Families: Authorized Signatures (Revised) • Must be approved by Chair of Local Commission Intergovernmental Grant Agreements/Amendments • Must be signed by Chair of Board of County Commissioners or other delegate Medicaid Agreement • Must be signed by Chair of Board of County Commissioners or other delegate Initial Budget Distribution • Must be approved by Chair of Board of County Commissioners; and • Must be approved by Chair of Local Commission Reporting Documents Quarterly Budget Distribution • Must be approved by Chair of Board of County Commissioners if the total available budget is being increased or decreased by five percent (5%) or more; otherwise • Must be approved by Chair of Local Commission, Director of Local Commission, or a delegated signer • Must be submitted electronically by Chair of Local Commission, Director of Local Commission, or a delegated signer Request for Funds • Must be approved by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer • Must be submitted electronically by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer Quarterly Expenditure Report • Must be approved by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer • Must be submitted electronically by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer Bi-Annual Monitoring, Outcomes, and Leveraged Resources Reports • Must be approved by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer • Must be submitted electronically by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer Carry-over Fiscal Report • Must be signed by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer Healthy Start Medicaid Earnings Statement • Must be signed by Chair of Board of County Commissioners, Director of Local Oregon Commission on Children & Families: Authorized Signatures (Revised) Commission, or a delegated signer Medicaid Reinvestment Plan • Must be signed by Chair of Board of County Commissioners, Director of Local Commission, or a delegated signer Procedure: • State Office: will provide the local commission with a Signature Authorization Form. • Local Commission: will provide the State Office with original current signatures on the Authorized Signatures Form by mail. • State Office: will receive and retain the form for verification. For legal documents, the Board of County Commissioner (BOCC) may delegate signature authority to another designee. The BOCC must supply the State Commission with signed documentation designating the authorized signer. When changes occur with the local commission authorized signatures it will be the local commission's responsibility to submit an updated Signature Authorization Form. Oregon Commission on Children & Families: Authorized Signatures (Revised) Oregon Commission on Children and Families Signature Authorization Form County Date The undersigned individual is hereby authorized to approve legal and reporting documents. Chair, Board of County Commissioners (Signature) Printed Name The undersigned Individual is hereby authorized to approve legal documents on behalf of the Board of County Commissioners (BOCC). Other Delegate (Signature) Title Printed Name The undersigned individual is hereby authorized to approve comprehensive plan and updates and budget distributions. Chair, Local Commission on Children &Families (Signature) Printed Name The undersigned individual is hereby authorized to approve reporting documents including budget distribution (less than 5% change), request for funds, expenditure, carry-over, Healthy Start Medicaid Earnings Statements, and Medicaid Reinvestment Plan reports and reporting documents. Director, Local Commission on Children &Families (Signature) Printed Name The undersigned individual is hereby authorized to electronically submit prior approved reporting documents including budget distribution (less than 5% change), request for funds, expenditure, leverage, outcome, and monitoring reports and reporting documents. Other Delegate (Signature) Printed Name Table Name : QRYSUB4B_LR_ACTBL County: Deschutes 0 Balance Remainin CATEGORY I ACTIVITY jfOUTHEOUCPoTIQ" 4H1) Bill BroIhenIBrsI SUPPORT I&l\YlTiES ' SIiIR 38,022 38,022 CHILD AIIID f~ILY 42,184 4,400 46,584'OCACY ACTIVITIEIJ ' CASA F..-iyTru 1,500 8 ,064 9,564 Fht step to SUcceu 970 10,699 11,669 201,375 201,375HMIth~SIaJ1 MIn. Star ReII.."-J: 10,942 136,791 10,940 71 ,850 230,523 AdmIn. ~ BIlle c.,aJclty 293,829 293,829 ~..and RuaaWlY 41,226 41,226 'OUTH EDUCATION A,ND ~PPORT ACTIVITIES GIrt. CIn:Ie 5 ,800 5,800 HeALTH. ~ENTP.LtiEALTti FuncIIonaI F......y ~DCO~NS~Nq 'Tblrapy 40,000 40,000 CAPACJ.1Y AIIID AdInIn. .~SWt 'MANAGING REsoURCES 14,328 14,3280.""Fund 'ARENT EOOCATION AIIID ltMIIhy Slut MedlQld AMILY SUPPORT ACTriITlES 42 ,500 42,500 jfOUTH EDUCA'TlON ~ =-c-uon·iSUPPORT AC11VmeS JCP 88,820 88,820 HILDAIIID FAMILY Blllnllu.u&leultural OCACY ACTIVITIES FicIlIIator 2,407 2,407 HMIthy SWt Pwole UId l'nIbIIIon 14,616 16,884 31,500 Family Accua Netwoltc 14,586 14,586 Morning Cub Club 9,484 9,484 0 By: ~UhH) By: By:/ Tammy Baney, Chair Marsha ClarkHillary Saraceno, Director Board of County Commissioners Director of Business ServicesChildren & Families Commission I Table Name: QRYSUB4B_LR_ACTBL Grand Total County: Deschutes State Allocation. 1AoVOCACY ACllVlnes Family Ace ...Network l 14 ,586 14,586 YOUTH EDUCAllON AND SUPPORT AcnvmEs Morning Cub Club 9,484 9,484 0 By: 7 ~A~ By: By: 0 Balance Remainin CATEGORY I ACTIVITY :l'OUTH EDUCAllQff ~Q BlII~nlPlll ~SUPPORT ACl'IVI'iles ..... CHILD AND FAI!IILY ADVOCACY ~lvmt:S CASA ,PARENT EDUCATION AND FAMILY SUPPORT ACllV1TlES FIlIIIIJ Tro FInIt!*p to Success HedhySlaJ1 EALTH. ~TAL HEALTH DCOUNSEUNG 'OUTH EDUCATIOHAND UPPORT ACllYmES EALTH. MENTAL HEALTH 'AND COUNSEUNG IC CAPACITY ANP ING ReSOURCES 'ARENT EDUCATION AND AMILY SUPPORT ACTIVITIES IYOUTH EDUCATION AND SUPPORT ACllVmES HILO AND FAMILY 'ADVoCACY ACllVmES :PARENT EDUCATION AND H~...d ltulMw.y OIItaQrcle FIIIICIIonII F ...... y TheRpy AdmIn. oltNllby StMt ~fund ' HMIIhy Slut MecIIcakI IMtch RMlIUI'C8 ConnIc:IIon. JCP BIJIngu.uarcultanl FKIIItator HNIthy Swt PWOl, 'AMILY SUPPORT ACllvmES and ProbatIon CHILD AND FAMILY 38,022 38,022 42,184 4 ,400 46,584 1,500 8 ,064 9,584 970 10,699 11,669 201,375 201,375 Min. ....Reller NUIWMY 10,942 136,791 10,940 71,850 230,523 AdriiIn: o,Snlc C.pacllJ; 293,829 293,829 41,226 41,226 5,800 40,000 14,328 5,800 40,000 14,328 I I 42,500 88,820 2,407 42,500 88,820 2,407 14,616 16,884 31,500 Tammy Baney, Chair Marsha ClarkHillary Sar~ceno, Director Board of County Commissioners Director of Business ServicesChildren & Families Commission Table Name: QRYSU84B_LR_ACTBL GrandTo~ County: Deschutes Slate Allocation, o Balance Remalnin CATEGORY ACTIVITY ,YOUTH EOUCATIOH .~D UPPORT "CllVInES =-~ ~HILD AND FAiPLY '0CAC'f ACnVInES CASA PARENT f;DUcATJON ,,"D AMILY SUPPORT ACTIVITIES FamUyTru EALrtI, ~AL ~EAl.TH Fl" _to SucceMIDCOUNliaaHG 'ARENT EQ~TION AND f'AMILY SUPPORT ACnvlTlES Keallhr ~ PARENT EDUC4T1ONAtoiD fAMILY SUP~ACTIviTIES IMIn. _ltd.,N~ BAsIC CAPACITY AND 'MANAGING RESOURCES AdmIn. • BIt..c C'lNCitr. ILD AND FAMILY ~U1d . WNOCACY ACnVInES Rll/ll!wlr 'OUTH EDUCATI9N AND UPPORT ACTIVITIES OIMCirde EAL TH. MENTAL HEAl-Ttl FuncIIonaI Family COUNSEUNG TMtapr IC C~t.CITY ANI;) AcImIn. ~ "'.lIhr Slut :INO RESOURcES ~IFund 'ARENT EDUCATION AND HeilIIIIy Start IIedIAId :AMiLY SUPPORT .t.CTMTIES IIIICII YOUTH EDUCATIOHAND a-rce ConnKtlon·' ~UPPORT ACTlVInES JCP f lilLD AND FAMILY BlI/ngualllllcuJluIaI '.ADVOCACY ACTIVInES FIICIUIIItor PARENT EDUCAnONAND HMlChr Slut PIIOIe fAMILY SUPPORT ACTlVInES and I'rob.uon CHILD AND FAIIILY ~VOCACYACTIVInES family Accua N-'work ~OUTH EDUCATION AND SUPPORT ACnvlnES MornIng Cub CI\lb 38.022 42.184 4.400 1.500 8.064 970 10.699 201.375 10.942 136.791 10.940 71.850 293,829 41 .226 5.800 40.000 14.328 42,500 88,820 2.407 14.616 16.884 14.586 9.484 38,022 46,584 9,564 11,669 201,375 230,523 293 ,829 41,226 5,800 40,000 14,328 42,500 88,820 2,407 31 ,500 14,586 9,484 o By: By: By:~~um Tammy Baney, Chair Marsha ClarkHillary Saraceno, Director Board of County Commissioners Director of Business Services Children & Families Commission