County Contract No. Department County Administrative Officer TRINITY COUNTY 6.01 Board Item Request Form 2013-10-22 Contact Patrick Meagher Phone 530-623-3975 Requested Agenda Location County Matters Requested Board Action: Approve the acceptance of AB101-Additional Veterans Service Subvention Funds and authorize the Chairman to sign the Certificate of Compliance. Fiscal Impact: Additional revenue for Veterans Services in the amount of $25,746. Motion: Second Roll Call: Ayes: Nays: Tabled To: Action: Notes:
STAFF REPORT Subject: AB 101 ADDITIONAL VETERANS SERVICE SUBVENTION FUNDS Date: 10/22/2013 ISSUE: CAL VET is providing one-time additional funding to be disbursed starting October 27, 2013. Trinity County is allocated $13,246.00 to be spent on specified Veteran Service enhancements. In addition Trinity County veteran services is allocated an additional one-time $12,500.00 without specific spending restrictions. Attached is the VSO (Veteran Service Officer) position paper providing more information on the AB 1 01 funds, and trailer bill instructions to CAL VET and counties. ALTERNATIVES INCLUDING FINANCIAL IMPLICATION: Do not accept the AB 101 funds. Not recommended. CAL VET is strongly encourages that all counties need to accept and utilize the funds. RECOMMENDATION: Board of Supervisors approve accepting the AB 101 funds and sign Certificate of Compliance. Wendy Tyler County Administrative Officer
POSITION PAPER ON AB 101 ADDITIONAL SUBVENTION FUNDS I am recommending the Trinity County Board of Supervisors (BOS) vote to accept the one-time additional funds, and the Chairperson sign the certificate of compliance. HISTORY At the September 10, 2013 Trinity County BOS meeting during my presentation on the fiscal Year 2013/14 Veteran Services Operations Plan, I recommended that county not accept the additional funds based on my then understanding of the dollar amount (small), no need for additional VSO work hours, and that I was already doing many of the "best Practices" that are required for accepting the additional funds. I also recommended that the BOS delay a decision until I saw the language in the trailer-bill providing instructions to CalV et, the language in the Certificate of compliance, and a more detailed discussion on the additional funding at the October 2013 CVSO training conference. WHAT CHANGED I arrived at the training conference a day early in order to hear the position of the California Association of CVSO's lobbyist, and the consultant who prepared distribution and spending plan. None of the CVSO's in attendance knew that there would be an additional $9.5K for use without restrictions, plus an additional $2.5K for training. The dollar amount for the one time funds for Trinity County is $13,246. We must accept the one-time funds in order to receive the combined restriction-free 12K. In a private discussion with both the lobbyist and consultant I learned that the list of reportable/countable activities is greatly expanded that will allow me to use my monthly report to my supervisor as the basis, going back to July 1, 2013. The "Cal Vet Best-Practices" that I do already are also reportable since July 1, 2013. Following further discussion with the CalVet Deputy Secretary for Operations the next morning I informed him that I was changing my recommendation to the Trinity County BOS. PROPOSED OPERATIONS AND SPEND PLAN Intent is to expand outreach in the county with additional VSO work hours for the remainder of the year and purchase of equipment to support operations in the field. In addition, funds would be used to upgrade office equipment and furnishings and purchase advertising materials. I will discuss with Shelly Purian, CAO, and Auditor how we set up a spend plan and accounting mechanism for AB 101 activities. VSO workload data is reportable back to July 1, 2013. Patrick Meagher, Trinity County VSO 10/15/2013
Ch.3S4-72- Department of Social Services from the Temporary Assistance for Needy Families Block Grant for the purposes of offsetting General Fund costs of the Cal Grant Program. 6. Of the funds appropriated in Schedule (I), $500,000 is available for the California Student Opportunity and Access Program (Cal-SOAP), established under Article 4 (commencing with Section 69560) of Chapter 2 of Part 42 ofdivision 5 oftitle 3 of the Education Code, and shall be dedicated for Middle Class Scholarship Program outreach. Notwithstanding any other provision of law, use of these funds shall not require that a consortia provide equal matching resources, nor shall any of the funds be used by a consortia for stipends to peer advisers and tutors. SEC. 44. Item 8855-490 is added to Section 2.00 of the Budget Act of 2013, to read: 8855-490-Reappropriation, California State Auditor's Office. The balances of the appropriations provided in the following citations are reappropriated for the purposes provided for in those appropriations and shall be available for encumbrance or expenditure until June 30,2014: 0305-Private Postsecondary Education Administration Fund (I) Section 9, Chapter 310, Stats. 2009 SEC.45. Item 8955-101-0001 of Section 2.00 of the Budget Act of20 13 is amended to read: l 8955-101-0001-For local assistance, Department ofveterans Affairs, for contribution to counties toward compensation and expenses of county veterans services offices, to be expended in accordance with Section 972 and following of the Military and Veterans Code.... Schedule: (1) 20-Veterans Claims and Rights... 6,438,000 (2) Reimbursements... -838,000 Provisions: I. Of the amount in Schedule (I), $3,000,000 is provided as one-time funding. Notwithstanding any other provision of law, the Department of Veterans Affairs shall expend these funds as follows: (a) $2,600,000 shall be distributed to participating counties as pro rata shares based upon audited workload units reported for the 2012-13 fiscal 5,600,000 94
,.. -73- year. These funds shall be used by the counties t, for the purposes of implementing best practices identified in the report described in subdivision (d) of Section 972.1 of the Military and Veterans Code and in the manner that best meets local needs. These funds shall be allocated only to those counties that agree to: (I) maintain local funding at or above the levels locally appropriated in the 2012-13 fiscal year, (2) report to the department how the funds will be used, and (3) collect and report metrics related to the use of these funds and implementation of best practices. These funds shall not be used to supplant existing county funding for veteran service office operations (b) $400,000 shall be distributed to a single county to act as lead agency for implementing a statewide communications plan to improve outreach to veterans. Before distribution of these funds, the county shall provide the department the scope of activities to be accomplished per the best practices identified in the report described in subdivision (d) of Section 972.1 of the Military and Veterans Code, and subject to the department's approval and Joint Legislative Budget Committee notification. The department shall notify the Joint Legislative Budget Committee of its intent to approve not less than 30 days prior to the allocation of these funds. The county shall collect and report metrics related to the use of these funds to the department. These funds shall not be used to supplant existing county funding for veteran service office operations. (c) The department should complete distribution of the funds distributed under this provision to each participating county as soon as practicable, but no later than 30 days from the enactment of this provision, provided that the county has submitted the information required in (a) and (b). (d) No later than April 1, 2014, the Secretary of the Department ofveterans Affairs shall report to the Director of the Department of Finance and members of the Joint Legislative Budget Committee on the use of the funds distributed under this provision and the efficacy of the implemented best practices. Cb.354 SEC. 46. Section 39.00 ofthe Budget Act of2013 is amended to read: 94
SPECIFIC EXAMPLES THAT FIT WITHIN EACH GENERAL THEME As mentioned, the following examples are not all-encompassing; these are not the only options. Counties are not required to implement any of these specific ideas. If a county has an idea not included in this list but that obviously fits within the three general themes, then CaiVet is highly likely to accept the project. If a county's proposal is outside these themes, then the CVSO should be prepared to defend their proposal specifically as to how their project relates to the CaiVet/CVSO Best Practices Manual. 1. Add New CVSO Staffing Adding VSR staff to expand office staff or establish CVSO presence at veteran centric sites not currently being served. Could encompass having staff rotate through multiple veteran centric sites to provide better coverage. Provides flexibility to individual county to determine best local option (increase the time base of current staff, add limited term positions, implement a personal services contract, hire retired annuitants, establish internships, etc.). Adding support staff is okay if it can be demonstrated that it frees up a VSR to provide benefit service or outreach. Additional support staff might be used to manage a work study program to facilitate or expand office operations, distribute outreach, manage list serve activities, manage articles for local newspapers, foster local use of PSA's, etc. Appropriate use also includes necessary one-time operating costs for office set-up (computers, etc.). 2. Increase office traffic by expanding service offerings Implement a Veteran Identification Card System -Primarily one-time equipment costs to establish a service to provide veterans with ID cards. Brings new contacts into office where they can be referred for benefit services. Counties can piggyback on development work already done by other counties (i.e. Kings county's design has garnered very favorable comments for both design and ease of operation). Provide computer terminals for public access to services such as e-benefits, my Healthy Vet, etc. Provide terminals either in your office or at veteran centric sites. "Terminals" could include portable hardware (laptops, netbooks, tablets, etc.) that allow access during outreach events. Partner with sister county departments to provide access to their services by becoming a satellite of their office at your sites. One specific example being implemented is to offer county recorder services. 3. Outreach Materials Use to offset costs to improve/establish a local CVSO presence on the web or on social networking sites such as Facebook, Twitter, Pinterest, etc. Use to offset costs to establish an e-mail outreach system such as a local list-serve. Produce brochures, handouts, etc. to use at outreach events or to leave at veteran centric sites. Use to offset costs associated with local publication of veteran information in newspapers, on cable/tv/radio, etc.
CALIFORNIA DEPARTMENT OF VETERANS AFFAIRS (CalVet) SPECIAL CERTIFICATE OF COMPLIANCE FISCAL YEAR 2013/2014 TRINITY COUNTY Charge: ONE TIME FUNDING SUBVENTION PROGRAM One-time contribution to counties toward expenses of their County Veterans Service Office ( CVSO) per Provisional Language for line item 8955-101-0001 ofthe Budget Act of2013; a state General Fund expenditure. County Certification: I certify that Trinity County has appointed a veteran to serve as the County Veterans Service Officer according to California Code of Regulations Title 12, Subchapter 4. This County Veterans Service Officer will administer the aid provided for in Military and Veterans Code Division 4, Chapter 5. I certify that the County Veteran Service Officer will assist every veteran of the United States, as well as their dependents and survivors, in presenting and pursuing such claim as they may have against the United States. The County Veterans Service Officer and all accredited staff will also assist in establishing veterans, dependents and survivors' rights to any privilege, preference, care or compensation provided for by the laws and regulations of the United States, the State of California, or any local jurisdiction. I agree that this county, through the CVSO, will maintain annual records for audit. These records will be maintained until the final allocation of funds for the subject fiscal year is issued by Cal Vet. We will also submit reports in accordance with the procedures and timelines established by CalVet. The County Veterans Service Officer will permit CalVet representatives to inspect all facilities and records. I certify that this county will meet the following requirements to receive these funds: To maintain fiscal year 2013-14local CVSO funding at or above the levels locally appropriated in fiscal year 2012-13; and That these funds shall not be used to supplant existing county funding for CVSO operations and shall only be used to enhance those services I certify that these funds will be used in the following area from the CalVet/CVSO Best Practices Manual: J5 1. Add New CVSO Staffing- Many )1.' 2. Increase office traffic by expanding CVSO's are already at capacity for service offerings - Primarily focused on handling workload; additional staff allows one-time equipment needs for establishing offices to expand claims handling, expand new services that will attract veterans to presence at outreach events and to expand CVSO office thus providing CVSO with presence at veteran centric sites ability to increase their veteran contacts ~, 3. Outreach Materials- Primarily one time production costs for production of new, locally targeted outreach materials for distribution within the county. Provides benefit education and referral information for those locations and times where CVSO staff are not available to provide counseling services. Pf.' Other- Explain how your project does not fall into one of the above categories, but still applies to the CalVet/CVSO Best Practice Manual: Expand outreach services to outlying areas
Page 2 CalVet FY 2013/14 Special Certificate of Compliance I agree that this county, through the CVSO, will collect and report metrics related to the implementation of this program. I acknowledge that these funds are one-time funds and may not be available in future fiscal years. Debra Chapman, Chairman October 22, 2013 Trinity County Board of Supervisors