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Home My WebLink AboutDoc 531 - OR CCF Budget DocumentOo ci ,)-CESa { Deschutes 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 September 2, 2009 Please see directions for completing this document on the next page. DATE: August 26, 2009 FROM: Debi Harr CCF (541) 330 -4692 TITLE OF AGENDA ITEM: Consideration of Board signature on document # 2009 -531, the Oregon Commission on Children & Families budget document. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: Oregon Commission on Children & Families policy # CTY -010 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 2009 -2010 budget year. FISCAL IMPLICATIONS: This document must be signed, and returned to the Oregon Commission on Children & Families before we can request our 2009 -2010 funds. These grant amounts were all included in the Deschutes Cou °ity 2009 -2010 budget. RECOMMENDATION & ACTION REQUESTED: Approval and signature on document # 2009 -531, Oregon Commission on Children & Families bwiget document. ATTENDANCE: Debi Harr DISTRIBUTION OF DOCUMENTS: Return both originals to Sandra Flickinger at the Oregon Commission on Children & Families, 531, Center Street NE, Suite 405, Salem OR 97301. June 30, 2010 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 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 form with your documents, please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: August 26,2009 Contractor /Supplier /Consultant Name: Contractor Contact: 5138 Marsha Clark Type of Document: Budget document Department: CCF Oregon Commission on Children & Families Contractor Phone #: (503)378- Goods and /or Services: This document details the budget submitted to the Oregon Commission on Children & Families listing the grant amounts for the 2009 -2010 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: July 1, 2009 Annual Value or Total Payment: $788,944 Ending Date: Insurance Certificate Received (check box) Insurance Expiration Date: IN /A1 Check all that apply: n RFP, Solicitation or Bid Process n Informal quotes ( <$150K) X Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current budget? X Yes No If No, has budget amendment been submitted? Yes No Is this a Grant Agreement providing revenue to the County? j Yes X No Special conditions attached to this grant: 8/26/2 109 Deadlines for reporting to the grantor: Quarterly 45 days after the end of the quarter. 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: ❑ Yes ❑ No Contact information for the person responsible for grant compliance: Name: Hillary Saraceno Phone #: (541) 317 -3178 Departmental Contact and Title: Debi Harr Phone #: 330 -4692 Department Director Approval: (541) O /zed Si ature 'Date Distribution of Document: Return both originals to Sandra Flickinger at the Oregon Commission on Children & Families, 530 Center Street NE, Suite 405, Salem OR 97301. Official Review: County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K) ❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. Legal Review Date Document Number 2009 -531 8/26/200 ) Ar.`49`pN ON c h,`, c'"i Z O J y � b POLICY AND PROCEDURE MANUAL O ,, • OCCF State of Oregon Subject: County Authorized Signatures Policy /Procedure Number: CTY -010 Effective Date: Revised June 1, 2008 Approval: 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 • Must be approved by Chair of Local Commission Oregon Commission on Children & Families: Authorized Signatures (Revised) 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 Commission, or a delegated signer Oregon Commission on Children & Families: Authorized Signatures (Revised) 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. Table Name: QRYSUB3A_LR_ACTBI County: Deschutes Entity: 25,546 21,000 39,495 23,984 Grand Total 4.I,9# State Allocation'k220.05t Balance Remaining 110,026 DESCHUTES COUNTY COMMISSION ON CHILDREN AND FAMILIES 2009-2010 BUDGET REPORT CASE & F��., ; .; AP, - .BB $, ;SHY Q�IF, `;_ :. FPS ,r .'_YIB f C XX -RHY - .:FPSB 1. 61 -YI f Totals I 25,546 47,116 13,020 76,820 - 119,629 ¢fit? 1 g b i 8 f i 47,052 19,473 36,769 13,567 47,116 47,052 19,473 11,758 - 151,934 92,073 211,702 177,334 - - - 177,334 3,473 20,835 24,308 21,000 39,495 23,984 47,116 67,104 0 119,629 177,335 126,248 0 69,922 60,600 Signature of e utes County BOCC Chair Signature of Desch tes irti G'1r Chair Date Date Signature of OCCF Business Services Director Data Q 9■835 Q ; 92 073 788,944 20,x, 18 iyl46 , 1,6513,997 0 0 0 92,073 870,053 CATEGORY ACTIVITY Table Name: QRYSU83A_LR_ACTBI County: Deschutes Entity: 25,546 DESCHUTES COUNTY COMMISSION ON CHILDREN AND FAMILIES 2009 -2010 BUDGET REPORT 47,116 13,020 76,820 t.J P 47,052 19,473 morzemminoirsonarm OEM FPS8" RN -YI Totals 36,769 13,567 11,758 25,546 47,116 47,052 19,473 - 151,934 119,629 - 92,073 211,702 177,334 - - - 177,334 3,473 20,835 24,308 21,000 21,000 39,495 - 39,495 23,984 - 23,984 Grand Total 110,025 4711,0? State Allocation °v +20.051 94.2 Balance Remaining 110,026 47,116 67,104 0 Signature of D chutes County BOCC Chair Q- Signature of Desc to Coun F Chair Signature of OCCF Business Services Director 119,629 177,335 126,248 Date Date Date 0 69,922 60,600 0 0 -; 92,073 708,944 1)658,997 0 92,073 870,053