AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 06-000267
MEETING DATE:	03/07/06
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Housing and Community Services Department (Approved)
Department contact person(s):	Karen Roper, (714) 567-7418
	Julia Bidwell, (714) 480-2991

Subject: Cold Weather Shelter Contract Amendment

ceo Concur	County Counsel Review		Clerk of the Board
Concur	Approved Agreement to Form		Consent Calendar
			3 Votes Board Majority

Budgeted: Yes		Current Year Cost: $60,000		Annual Cost: $231,821

Staffing Impact: No		# of Positions:		Sole Source: Yes
Current Fiscal Year Revenue: N/A
Funding Source: Operating Reserves: 100%

Prior Board Action: Minute Orders dated 9-11-01, Agenda Item # 61; Funding Allocation Policy & Process for FY 05-06 October 5, 2004; Final Consolidated Plan and Annual Action Plan May 3, 2005.

RECOMMENDED ACTION(S)

Approve amendment to the Council of OC, Society of Saint Vincent de Paul Contract No. KH89034 to increase funding up to $60,000 from $171,821 to $231,821 for the contract period of December 1, 2005 through March 31, 2006.

Authorize the Director of the Housing and Community Services Department, or designee, to execute the amendment.

Without further Board Action, authorize the Director of the Housing & Community Services Department, or designee, to exercise a contingency contract increase with respect to this amendment, not to exceed a total of 10% of the contract amount of the current fiscal year of the contract, for the entire term of the contract, including renewals, and within the scope of work set forth in the contract. The use of this contingency cost increase is subject to approval requirements established by the Board of Supervisors pursuant to Minute Order dated August 5, 2003, for Agenda Item 27, and County policies and procedures. In addition, authorize the Director of the Housing & Community Services Department, or designee, to exercise a contingency contract cost decrease with respect to this amendment, not to exceed a total of 10 percent of the contract amount for the current fiscal year, for the entire term of the contract, including renewals, and within the scope of work set forth in the contract, upon a reduction in Federal, State or County of Orange funding.

SUMMARY:

The Housing and Community Services (HCS) Department requests approval to amend the Council of OC, Society of Saint Vincent de Paul Contract No. KH89034: "Cold Weather Shelter Armory Program" to increase funding up to $60,000 from Fund 117 Operating Reserve funds.

This action represents an eligible use of funds and is consistent with Board approved policy.

COMPLIANCE WITH CEQA AND NEPA:

CEQA: The proposed activity is not a project as defined under Section 15378 (b)(4) of the CEQA Guidelines.

NEPA: The proposed activity is Exempt from NEPA [24 CFR 58.34 (a)(3)].

BACKGROUND INFORMATION:

Since 1998, HCS has dedicated Housing Authority Operating Reserves from Fund 117 to support programs that assist the homeless as well as other housing related purposes. For example, approximately $220,000 was used to support last year’s cold weather shelter program and to develop the annual Continuum of Care Homeless Assistance application. Such use of Operating Reserve funds resulted in Orange County receiving between $6 million to $11 million annually for programs that provide rental assistance and supportive services to the homeless population.

Since FY 2001-02, the Orange County Board of Supervisors has approved the Council of OC, Society of St. Vincent de Paul (SVdP) to operate and provide services through the County’s Cold Weather Armory Emergency Shelter Program. The Board further approved an amount of $171,821 in Housing Support Service (Operating Reserves) funds for operation of the shelter program for FY 2005-06 as part of the Urban County Annual Action Plan process.

The County’s Cold Weather Armory Emergency Shelter Program serves approximately 250 homeless persons each night of operation and provides approximately 38,000 shelter bed nights during the months of December through March each year. The responsibility of the service provider is to provide transportation, uniformed licensed security, janitorial services, and pay all rent associated with providing shelter at the Armory facilities located in Santa Ana and Fullerton. In addition, the service provider and the County Homeless Prevention Manager coordinate the Volunteer Program, Mental Health, Health Care, legal assistance, job development, case management, and other onsite services, such as AIDS and TB testing and education. The provider supplies clients with clean clothes and hygiene products and schedules appropriate referrals to clients in need of medical attention, transitional housing, job opportunities, and relocation assistance. The laundry and food services have traditionally been provided by the Sheriff-Coroner consisting of blankets, towels for a shower, dinner, and a sack lunch. In addition, SVdP provides morning coffee and rolls.

The Armory Program is funded by a variety of federal, state, and local resources such as the Federal Emergency Emergency Management Agency Emergency Food and Shelter Program (FEMA EFSP) funds, State Emergency Housing Assistance Program (EHAP) funds, County Housing Supportive Services (HSS) funds, County Emergency Shelter Grant (ESG) funds, and City of Santa Ana Emergency Shelter Grant (ESG) funds. Due to a decrease in federal Emergency Shelter Grant and State Emergency Housing Assistance Program funds, the Armory Program has a funding loss of approximately $60,000. Because of the shortfall of funds, the program may have to close ten days early instead of on March 31, 2006. In an effort to ensure that this important emergency shelter program remains open through the normal winter program period, HCS staff made a recommendation to use Fund 117 Operating Reserve funds to cover this shortfall.

On January 26, 2006 the H&CD Commission was notified of the funding shortfall. In order to support the critical needs of the program the H&CD Commission recommended increasing Contract No. KH89034 to cover the funding shortfall and thus allow the program to remain open through March 31, 2006.

Therefore, HCS is requesting the Board to approve the funding increase of up to $60,000 in Fund 117 Operating Reserve funds to the Council of OC, Society of St. Vincent de Paul contract KH89034 in order to continue the cold weather emergency shelter program for the full period of December 1, 2005 through March 31, 2006.

FINANCIAL IMPACT:

N/A

STAFFING IMPACT:

N/A

EXHIBIT(S):

Amendment No. 1 to Contract No. KH89034