REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
August 25, 2020
FROM
PHALOS HAIRE, Director, Preschool Services Department
SUBJECT
Title v
Amended Grant Awards from the United States Department of Health and Human Services, Administration for Children and Families for the Head Start Program and Early Head Start Program for COVID-19 and Low Cost Extension Funding and Budget Adjustment
End
RECOMMENDATION(S)
Recommendation
1. Accept the following amended grant awards from the United States Department of Health and Human Services, Administration for Children and Families for continued support of the Head Start Program and Early Head Start Program, for the grant period of July 1, 2019 through June 30, 2020:
a. Amendment No. 2 to County Agreement 19-507 (Award No. 09-CH10016-05-02) in supplemental funding for costs incurred from January 20, 2020 in the prevention, preparation, and response to COVID-19, increasing the combined award amount by $3,802,601, from $57,421,538 to $61,224,139.
b. Amendment No. 3 to County Agreement 19-507 (Award No. 09-CH10016-05-03) in Low Cost Extension funding to extend the completion date of approved program activities from June 30, 2020 to June 30, 2021, and increasing the combined award amount by $1,115,882, from $61,224,139 to $62,340,021.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the following adjustments as indicated in the Financial Impact section below to the Preschool Services Department’s 2020-21 budget for the amended grant awards for the Head Start Program and Early Head Start Program from the United States Department of Health and Human Services, Administration for Children and Families (Four Votes required):
a. COVID-19 funding in the amount of $3,802,601.
b. Low Cost Extension funding in the amount of $1,115,882.
(Presenter: Phalos Haire, Director, 383-2005)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies.
FINANCIAL IMPACT
This item does not impact Discretionary General Funding (Net County Cost). The amended grant awards from the United States Department of Health and Human Services, Administration for Children (AFC) increases the Head Start and Early Head Start program funding by $4,918,483, to a total of $62,340,021, for the grant period of July 1, 2019 through June 30, 2020. The COVID-19 (coronavirus disease) supplemental funding of $3,802,601 includes an approved Non-Federal Match Waiver for the federal awarded for COVID-19. The Low Cost Extension funding of $1,115,882 requires a non-federal match of $278,971, which will be met by in-kind volunteers, donated services, reduced rates for goods and services. The Preschool Services Department (PSD) is requesting budget adjustments to the 2020-21 budget for these funds, as indicated in the tables below:
Adjustments for Amendment No. 2:
|
Fund Center |
Commitment Item/GL |
Description |
Action |
Amount |
|
5910002221 |
51001010 |
Regular Salary |
Increase |
$551,115 |
|
5910002221 |
51001110 |
Members Retirement |
Increase |
$264,230 |
|
5910002220 |
52002116 |
Computer Hardware Expense |
Increase |
$83,714 |
|
5910002220 |
52002125 |
Inventoriable Equipment |
Increase |
$102,805 |
|
5910002220 |
52002130 |
Non-Inventoriable Equipment |
Increase |
$204,000 |
|
5910002220 |
52002181 |
Cell-Phones- Outside |
Increase |
$29,529 |
|
5910002220 |
52002180 |
Utilities |
Increase |
$25,011 |
|
5910002220 |
52002301 |
Classroom Supplies |
Increase |
$658,675 |
|
5910002220 |
52002444 |
Security Services |
Increase |
$100,000 |
|
5910002220 |
52002835 |
General Household Expenses |
Increase |
$168,225 |
|
5910002220 |
52002870 |
General Main-Struct, Imp & Grds |
Increase |
$413,977 |
|
5910002220 |
52002950 |
Labor- Outside Vendors |
Increase |
$383,102 |
|
5910002220 |
53003252 |
Delegate Agency Contracts |
Increase |
$655,375 |
|
5910002220 |
53003253 |
Food Program Contract |
Increase |
$162,843 |
|
5910002221 |
40509030 |
Fed Aid for Daycare |
Increase |
$815,345 |
|
5910002220 |
40509030 |
Fed Aid for Daycare |
Increase |
$2,987,256 |
Adjustments for Amendment No. 3:
|
Fund Center |
Commitment Item/GL |
Description |
Action |
Amount |
|
5910002220 |
52002125 |
Inventoriable Equipment |
Increase |
$177,601 |
|
5910002220 |
52002143 |
Training Center Materials |
Increase |
$37,376 |
|
5910002220 |
52002301 |
Classroom Supplies |
Increase |
$30,889 |
|
5910002220 |
52002303 |
Program Supplies |
Increase |
$180,000 |
|
5910002220 |
52002870 |
General Maint- Struct, Imp & Grds |
Increase |
$173,660 |
|
5910002220 |
54104010 |
Improvement to Land |
Increase |
$102,000 |
|
5910002220 |
54304030 |
Improvement to Structures |
Increase |
$96,399 |
|
5910002220 |
54404040 |
Equipment |
Increase |
$27,826 |
|
5910002220 |
55305030 |
Operating Transfer Out |
Increase |
$290,131 |
|
5910002220 |
40509030 |
Fed Aid for Day Care |
Increase |
$1,115,882 |
BACKGROUND INFORMATION
PSD operates the Head Start Program, Early Head Start Program, and State Preschool Program in San Bernardino County. The programs provide education, health, cognitive, social/emotional, physical growth and development, and parent involvement services for children ages 0 to 5 with the overall goal of increasing the school readiness of young children in economically disadvantaged families. Throughout the COVID-19 pandemic, PSD’s Head Start Program and Early Head Start Program have continued to provide program services to children by transitioning to virtual learning/engagement.
Amendment No. 2 (Award No. 09-CH10016-05-02) in supplemental funding from AFC awards one-time funds for costs incurred in the prevention, preparation, and response to COVID-19. The $3,802,601 in COVID-19 funds can be used for costs starting from January 20, 2020 in response to the public health emergency, as well as the purchase of eligible equipment. PSD will use these funds on COVID-19 related activities/services that include providing virtual classroom support, enhancing safety measures for staff, children, families and contract agencies.
Amendment No. 3 (Award No. 09-CH10016-05-03) in Low Cost Extension funding allows PSD to extend the program activities approved by AFC in 2019-20, from June 30, 2020 to a completion date of June 30, 2021. The Low Cost Extension funding of $1,115,882 includes operations funds of $1,078,507 and training and technical funds of $37,375. PSD will use these funds for program activities and/or purchases that include providing a new playground for children, purchasing Parents as Teachers Fidelity Curriculum for Early Head Start program, and strengthen PSD school sites security by acquiring cameras and monitoring sensors.
On July 23, 2019 (Item No. 26), the Board of Supervisors (Board) approved the grant award, County Agreement 19-507 (Award No. 09-CH10016-05-00), from ACF for the Head Start Program and Early Head Start Program, in the combined award amount of $51,178,166, for the grant period of July 1, 2019 through June 30, 2020. In addition, this item authorized the Chairman of the Board, the Chief Executive Officer, or the PSD Director, to execute and submit any subsequent non-substantive amendments and any other grant documents, on behalf of the County, subject to review by County Counsel.
On December 10, 2019 (Item No. 22), the Board approved the amended grant award, Amendment No. 1 to County Agreement 19-507 (Award No. 09-CH10016-05-01), from ACF for the Head Start Program and Early Head Start Program, increasing the combined award amount by $6,243,372, from $51,178,166 to $57,421,538, with no change to the grant period of July 1, 2019 through June 30, 2020.
On June 30, 2020 and July 20, 2020, PSD received the notices of awards for Amendment No. 2 (Award No. 09-CH10016-05-02) in the amount of $3,802,601 for the supplemental COVID-19 funding and Amendment No. 3 (Award No. 09-CH10016-05-03) in the amount of $1,115,882 for the Low Cost Extension funding, respectively, from ACF for the Head Start and Early Heads Start Programs. This item is being presented at this time, as this is the first date available following required operational, fiscal, and legal reviews. Approval by the Board at this time will not impact PSD’s Head Start or Early Head Start services and activities.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on August 5, 2020; Auditor-Controller/Treasurer/Tax Collector (Erika Gomez, General Accounting Manager, 382-3196) on August 7, 2020; Finance (Paul Garcia, Administrative Analyst, 386-8392) on August 6, 2020; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on August 10, 2020.