CA - San Benito County: Board of Supervisors

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Board of Supervisors

County of San Benito, CA Ray Espinosa

County Administrative Officer 481 FourthStreet County Administration Building Hollister,California 95023 www.cosb.us

Meeting Agenda- POSTED AND FINAL November 5, 2019 - 9:00 AM

Board of Supervisors

Mark Medina Board Chairman District No. 1

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz Vice-Chairman District No. 5

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SAN BENITO COUNTY BOARD OF SUPERVISORS

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice-Chair

County Administration Building - Board of Supervisors Chambers, 481 Fourth Street, Hollister, California

No additional detail provided

Tagged Passions:streets

REGULAR MEETING AGENDA - POSTED AND FINAL November 5, 2019

9:00 AM Mission Statement The County Board of Supervisors will recognize the public trust it holds, will on all occasions conduct business with honesty, integrity, and respect for the individual, and

Tagged Passions:recognition and business

will hold the organization of County government to that same standard. The San Benito County Board of Supervisors welcomes you to this meeting and encourages your participation.

If you wish to speak on a matter which does not appear on the agenda, you may do so during the Public Comment period at the beginning of the meeting. Please complete a Speaker Card and provide it to the Clerk of the Board prior to the meeting. Except as otherwise provided by law, no action shall be taken on any item not appearing on the agenda. When addressing the Board, please state your name for the record. Please address the Board as a whole through the Chair. If you wish to speak on an item contained in the agenda please complete a Speaker Card identifying the item(s) and provide it to the Clerk of the Board prior to consideration of the item. Each individual speaker will be limited to a presentation total of (3) minutes.

CALL TO ORDER

a.
Pledge of Allegiance

No additional detail provided

Pledge of Allegiance to be led by Supervisor Anthony Botelho, District 2.

b.
Acknowledge Certificate of Posting

No additional detail provided

Certificate of Posting.

c.
Presentations and Recognitions

No additional detail provided

Tagged Passions:recognition

d.
Public Comment

Opportunity to address the Board on items of interest not appearing on the agenda. No action may be taken unless provided by Govt. Code Section

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54954.2.

e.
Department Head Announcements: Information Only

No additional detail provided

f.
Board Announcements: Information Only

CONSENT AGENDA These matters shall be considered as a whole and without discussion unless a particular item is removed from the Consent Agenda. Approval of a consent item means approval of the recommended action as specified on the Agenda Item Transmittal. If any member of the public wishes to comment on a Consent Agenda Item, please fill out a speaker card, present it to the Clerk prior to consideration of the Consent Agenda and request the item be removed and considered separately.

1.
ASSESSOR'S OFFICE - T. SLAVICH Adopt Resolutions establishing Agricultural Preserves and approve the Land Conservation Act Contracts for William Rist Robin Rist (Rist William Robin Family Trust) and Armond Rist, Jr. Ann Rist (Rist Family Trust UTD 2001), and authorize the Board Chairman to sign the Resolutions and LCA Contracts. SBC FILE NUMBER: 7 RESOLUTION NO: 2019-107 RESOLUTION NO: 2019-108

No additional detail provided

Tagged Passions:agriculture, contract, and Conservation

2.
BOARD OF SUPERVISORS Approve Proclamation declaring November 14, 2019 as Philanthropy Day in San Benito County. To be presented at ceremony at San Juan Oaks. SBC FILE NUMBER: 430

No additional detail provided

Tagged Passions:recognition

3.
BOARD OF SUPERVISORS Approve Certificates of Recognition for 2019 LULAC Veteran of the Year Honorees: Jim Gibson, Ralph Marquez and Adam Mendolla, to be presented at the Veterans Day Breakfast on November 11, 2019. SBC FILE NUMBER: 156

No additional detail provided

Tagged Passions:recognition and veterans

4.
CLERK OF THE BOARD OF SUPERVISORS - J. SLIBSAGER Approve the action minutes of the August 20, 2019 regular meeting and the September 10, 2019 regular meeting SBC FILE NUMBER: 119

No additional detail provided

5.
COUNTY ADMINISTRATION OFFICE - R. ESPINOSA Approve budget amendment to transfer 142,177.19 from the General Fund to Health Human Services for reimbursement of foster care recoupment payments starting from FY 16/17 through FY18/19. (4/5 vote) SBC FILE NUMBER: 130

No additional detail provided

Tagged Passions:health, budget, and services

6.
HEALTH AND HUMAN SERVICES AGENCY T. BELTON Adopt Resolution accepting the Disgorgement Assistance Program (DAP) grant agreement in the amount of 12,902.00; and approve Standard Agreement No. 20D-1029 with the State of California Department of Community Services and Development for the term of October 1, 2019 through December 31, 2020; approve budget adjustment/transfer in the amount of 12,902.00. (4/5 vote)

No additional detail provided

Tagged Passions:grant, health, budget, development, services, program, and Development

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SBC FILE NUMBER: 130 RESOLUTION: 2019-109

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HEALTH AND HUMAN SERVICES AGENCY - T. BELTON Approve the License Agreement between the County of San Benito and the Department of Housing and Community Development authorizing the limited use of the San Benito County Migrant Center as a Family Winter Shelter Program during the period of December 16, 2019 through March 31, 2020. SBC FILE NUMBER: 130

No additional detail provided

Tagged Passions:health, development, services, program, Development, license, community development, and housing

8.
HEALTH HUMAN SERVICES AGENCY - T. BELTON Approve contract with First 5 San Benito for Child Abuse Prevention Services for a 5 year term of November 1, 2019 through June 30, 2024, in an amount not to exceed of 750,000.00. SBC FILE NUMBER: 130

No additional detail provided

Tagged Passions:health, contract, services, and child abuse

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PROBATION DEPARTMENT - J. FRONTELLA, JR. Authorize the appropriation of the Community Corrections Partnership (CCP) AB109 funding as agreed and voted upon by the San Benito County Community Corrections Partnership Executive Committee (CCP-EX); approve budget adjustment/transfer in the amount of 107,333.98. (4/5 vote) SBC FILE NUMBER: 510

No additional detail provided

Tagged Passions:funding, budget, and jail

10.
RESOURCE MANAGEMENT AGENCY - H. MAVROGENES Adopt Resolution codifying that the County will use the Caltrans policies and procedures described in Chapter 10 of the Caltrans Local Assistance Procedures Manual (LAPM), entitled Consultant Selection , as the process by which the County retains Consultant Services related to federal and state funded transportation projects. SBC FILE NUMBER: 105 RESOLUTION NO: 2019-110

No additional detail provided

Tagged Passions:transportation, procedure, services, and selection

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RESOURCE MANAGEMENT AGENCY H. MAVROGENES Approve additional change order authority for RMA Director in the amount of 720,000.00 or approximately (3) three percent of the contract total for the construction of the Jail Expansion Project. Approve a budget amendment transferring 300,000 of Jail Impact fees to the capital improvement fund and a capital budget amendment increasing appropriations on the Jail Expansion project by 500,000. (4/5 vote) SBC FILE NUMBER: 120.5

REGULAR AGENDA For each regular agenda item, the following schedule shall occur: a) Staff report. b) Public opportunity to address the Board on a particular agenda item. Please fill out a speaker card and present it to the Clerk prior to consideration of the item. c) Consideration by the Board.

Tagged Passions:funding, construction, expansion, budget, capital spending, contract, Capital Spending, and jail

12.
COUNTY COUNSEL'S OFFICE - B. THOMPSON Discuss and provide direction to staff regarding scope of conflict of interest advice to be provided by the County Counsel's Office. SBC FILE NUMBER: 160

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13. RESOURCE MANAGEMENT AGENCY - H. MAVROGENES Approve legal services agreement with Burke, Williams Sorenson to assist with land use entitlement and CEQA advice concerning proposed developments within the County, in an amount not to exceed 20,000.00. SBC FILE NUMBER: 790

No additional detail provided

Tagged Passions:legal, development, services, and Development

CLOSED SESSION

Matters discussed during Closed Session include existing and pending litigation, personnel matters and real property negotiations. Reportable actions taken by the Board during Closed Session will be announced during open session. (Gov. Code Section 54957.1(a) and (b), Ralph M. Brown Act.)
Tagged Passions:legal, personnel, and property

14.
CLOSED SESSION - CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision (d)(2), (e)(2) of Government Code Section 54956.9 Number of cases:1 Potential of additional litigation regarding Master Tax Agreement currently being litigated in Award Homes and BMC Promise Way. SBC FILE NUMBER: 235.6

No additional detail provided

Tagged Passions:legal, taxes, Taxes, and subdivision

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CLOSED SESSION - CONFERENCE WITH LEGAL COUNSEL- EXISTING LITIGATION No. of cases: 1 Subdivisions (a) and (d)(1) of Section 54956.9 Name of Case: Preserve Our Rural Communities v. County of San Benito, Superior Court of California, County of San Benito, Case No. CU-19-00174. SBC FILE NUMBER: 235.6

ADJOURNMENT

Tagged Passions:rural, legal, subdivision, and court

Adjourn to the next regular meeting of November 19, 2019.

NOTE: A copy of this Agenda is published, along with supportive documents, on the County's Web site on the Friday preceding each Board meeting and may be viewed at www.cosb.us/government/meetings-agendas/. All proposed agenda items with supportive documents are also available for viewing at the San Benito County Administration Building, 481 Fourth Street, Hollister, CA between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday (except holidays). This is the same packet that the Board of Supervisors reviews and discusses at each Board meeting. As required by Gov. Code Section 54957.5 any public record distributed to the Board of Supervisors less than 72 hours prior to this meeting in connection with any agenda item shall be made available for public inspection at the office of the Clerk of the Board, San Benito County Administration Building, 481 Fourth Street, Hollister, CA 95023. Public records distributed during the meeting will be available for public inspection at the meeting if prepared by the County. If the public record is prepared by some other person and distributed at the meeting it will be made available for public inspection following the meeting at the office of the Clerk of the Board.
Tagged Passions:streets, holiday, and public records

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In compliance with the Americans with Disabilities Act (ADA) the Board of Supervisors meeting facility is accessible to persons with disabilities. If you need special assistance to participate in this meeting, please contact the Clerk of the Board's office at (831) 636-4000 at least 48 hours before the meeting to enable the County to make reasonable arrangements to ensure accessibility.

Tagged Passions:facility, disability, and compliance

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SAN BENITO COUNTY AGENDA ITEM

TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: MEETING DATE: 11/5/2019

DEPARTMENT: BOARD OF SUPERVISORS

DEPT HEAD/DIRECTOR: AGENDA ITEM PREPARER: Janet Slibsager SBC DEPT FILE NUMBER: 156 SUBJECT:

Pledge of Allegiance to be led by Supervisor Anthony Botelho, District 2.

AGENDA SECTION:

Pledge of Allegiance

BACKGROUND/SUMMARY: BUDGETED: SBC BUDGET LINE ITEM NUMBER:
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CURRENT FY COST:

No additional detail provided

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STAFF RECOMMENDATION:

No additional detail provided

Pledge of Allegiance to be led by Supervisor Anthony Botelho, District 2.

ADDITIONAL PERSONNEL:
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SAN BENITO COUNTY AGENDA ITEM

TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: MEETING DATE: 11/5/2019

DEPARTMENT: CLERK OF THE BOARD OF SUPERVISORS

DEPT HEAD/DIRECTOR: AGENDA ITEM PREPARER: Janet Slibsager SBC DEPT FILE NUMBER: SUBJECT:

Certificate of Posting.

AGENDA SECTION: Acknowledge Certificate of Posting BACKGROUND/SUMMARY: BUDGETED: SBC BUDGET LINE ITEM NUMBER:
Tagged Passions:budget

CURRENT FY COST:

No additional detail provided

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STAFF RECOMMENDATION:

Acknowledge Certificate of Posting. ADDITIONAL PERSONNEL:
Tagged Passions:personnel

ATTACHMENTS: Description Upload Date Type Certifcate of Posting 10/22/2019 Certificate of Posting

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SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 1. MEETING DATE: 11/5/2019 DEPARTMENT: ASSESSOR DEPT HEAD/DIRECTOR: T. Slavich AGENDA ITEM PREPARER: Tom Slavich SBC DEPT FILE NUMBER: 7 SUBJECT: ASSESSOR'S OFFICE - T. SLAVICH Adopt Resolutions establishing Agricultural Preserves and approve the Land Conservation Act Contracts for William Rist Robin Rist (Rist William Robin Family Trust) and Armond Rist, Jr. Ann Rist (Rist Family Trust UTD 2001), and authorize the Board Chairman to sign the Resolutions and LCA Contracts. SBC FILE NUMBER: 7 RESOLUTION NO: 2019-107 RESOLUTION NO: 2019-108 AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: Based on previous actions by the Board of Supervisors at a duly public hearing, the property owner is required to complete new Land Conservation Act Contracts when a division or lot-line adjustment of an existing contract is completed. The contracts are ready to be signed and processed for recording. Also, resolutions are required to authorize the establishment of Agricultural preserves. These documents are submitted for final approval by the Board.
Tagged Passions:agriculture, contract, Conservation, property, and hearing

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BUDGETED:

SBC BUDGET LINE ITEM NUMBER:

Tagged Passions:budget

CURRENT FY COST:

STAFF RECOMMENDATION: It is recommended the Board of Supervisors: Adopt Resolutions establishing Agricultural Preserves, approve the Land Conservation Act Contracts and authorize the Chairman of the Board of Supervisors to sign the Resolutions and LCA Contracts. ADDITIONAL PERSONNEL:

Tagged Passions:agriculture, personnel, contract, and Conservation

ATTACHMENTS: Description Upload Date Type Rist Family Trust UTD 2001 - Resolution LCA Contract 10/28/2019 Contract Rist William Robin Family Trust - Resolution LCA Contract 10/28/2019 Contract

Tagged Passions:contract

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RESOLUTION NO. __

RESOLUTION ESTABLISIDNG AGRICULTURAL PRESERVE WHEREAS, an application has been filed establishing an agricultural preserve within the meaning of the California Land Conservation Act of 1965 with respect to the following described property: (Either Assessor's parcel number (s) or legal description): Assessor Parcel Numbers: 031-060-001 and 031-060-004 and031-050-013 and 031-050-014 WHEREAS, a public hearing has been had upon such application in the manner prescribed by the said Act. NOW THEREFORE, IT IS HEREBY RESOLVED as follows: 1. That the said land meets the requirements prescribed for eligibility for an agricultural preserve. 2. That the said land is hereby designated and established as an agricultural preserve within the meaning of and

Tagged Passions:legal, agriculture, Conservation, property, and hearing

pursuant to the California Land Conservation Act of 1965 and shall be known as Preserve No. __ 3. That the compatible uses authorized for such preserve are those set forth in Chapter 19.01, Article II

Agricultural Preserves of the San Benito County Code heretofore adopted by this Board. 4. The Chairman of the Board is hereby auth01ized to execute on behalf of the County of San Benito, a Land Conservation Contract with the owner of the lands within the agricultural preserve created hereby. Passed and adopted by the Board of Supervisors of the County of San Benito, State of California, this _ day of _______ ,20 ,by the following vote: AYES: Supervisors: NOES: Supervisors: ABSENT: Supervisors: ATTEST:
Tagged Passions:agriculture, contract, and Conservation

Clerk of said Board

B: Deputy Clerk of the said Board CLCA Form (11-67), Rev.(1-13)

Chairman of said Board

APPROVED AS TO LEGAL FORM SAN BENITO COUNTY COUNSEL
Tagged Passions:legal

rfc(l W. q 2Dlf

No additional detail provided

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SAN BENITO COUNTY LAND CONSERVATION CONTRACT

THIS CONTRACT made and entered into this day of _____ ___.;, 20 __ _ by and between Rist Family Trust UTD 2001 Armond E. Rist, Jr. and Ann C. Rist ___________ ___, hereinafter referred to as Owner (s) , and the COUNTY OF SAN BENITO, a political subdivision of the State of California, hereinafter referred to as County : WITNESSETH: The purpose of this contract is to qualify the land subject hereto for land assessment purposes as provided in the Land Conservation Act of 1965, as amended, as said Act existed at the time of execution of this contract. WHEREAS, OWNER possesses certain real property located within County, which property is presently devoted to agricultural use and is described as follows: (Either Assessor's parcel number (s) or legal description) Assessor's Parcel Numbers: 031-060-001 and 031-060-004 and 031-050-013 and 031-050-014 WHEREAS, said property is situated within an agricultural preserve heretofore established by County as Preserve No and, WHEREAS, both Owner and County desire to limit the use of said property to agricultural and compatible uses in order to discourage premature and unnecessary conversion of such land to urban use, recognize that such land has substantial value to the public as open space and the preservation of such land in such use constitutes an important physical, social, esthetic, and economic asset to County,

Tagged Passions:recognition, legal, agriculture, contract, subdivision, Conservation, preservation, and property

Now, therefore, the parties, in consideration of the mutual covenants and conditions set forth herein and the substantial public benefits to be derived therefrom, do hereby agree as follows:

1.
The within Contract is made and entered into pursuant to the Land Conservation Act of 1965, as amended at the time of execution of this Contract, and is subject to the applicable provisions thereof.

Tagged Passions:contract and Conservation

2.
During the term of this Contract the above described land shall not be used for any purpose, other than agricultural and compatible uses. No structures shall be erected upon said land except such structures as may be directly related to and compatible with allowed uses hereunder.

3. If any action in eminent domain for the condemnation of any land described herein is hereafter filed, or any portion of the property is acquired in lieu of condemnation, the provisions of Sections 51290-51295 of the California Government Code shall apply. 4. This contract shall be effective commencing on the 31st day of December, 20 __ and shall remain in effect for an initial period of ten ( 10) years therefrom. Each year, on the anniversary date of this Contract, one year shall be automatically added to the initial term, unless notice of non-renewal is given as provided in Section 51245 of the California Government Code.
Tagged Passions:agriculture, contract, property, commercial, eminent domain, and condemnation

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SAN BENITO COUNTY AGENDA ITEM

TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 2. MEETING DATE: 11/5/2019

DEPARTMENT: BOARD OF SUPERVISORS

DEPT HEAD/DIRECTOR: AGENDA ITEM PREPARER: Janet Slibsager SBC DEPT FILE NUMBER: 430 SUBJECT:

BOARD OF SUPERVISORS Approve Proclamation declaring November 14, 2019 as Philanthropy Day in San Benito County. To be presented at ceremony at San Juan Oaks. SBC FILE NUMBER: 430

AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: See attached Proclamation. BUDGETED: SBC BUDGET LINE ITEM NUMBER:
Tagged Passions:recognition and budget

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CURRENT FY COST:

STAFF RECOMMENDATION: Approve Proclamation declaring November 14, 2019 as Philanthropy Day in San Benito County. To be presented at ceremony at San Juan Oaks. ADDITIONAL PERSONNEL:

Tagged Passions:recognition and personnel

ATTACHMENTS: Description Upload Date Type Proclmation - Philanthroy Day 10/7/2019 Proclamation

Tagged Passions:recognition

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SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 3. MEETING DATE: 11/5/2019

DEPARTMENT: CLERK OF THE BOARD OF SUPERVISORS

DEPT HEAD/DIRECTOR: AGENDA ITEM PREPARER: Janet Slibsager SBC DEPT FILE NUMBER: 156 SUBJECT:

BOARD OF SUPERVISORS Approve Certificates of Recognition for 2019 LULAC Veteran of the Year Honorees: Jim Gibson, Ralph Marquez and Adam Mendolla, to be presented at the Veterans Day Breakfast on November 11, 2019. SBC FILE NUMBER: 156

AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: (See attached) BUDGETED: SBC BUDGET LINE ITEM NUMBER:
Tagged Passions:recognition, veterans, and budget

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CURRENT FY COST:

STAFF RECOMMENDATION:

Approve Certificates of Recognition for 2019 LULAC Veteran of the Year Honorees: Jim Gibson, Ralph Marquez and Adam Mendolla, to be presented at the Veterans Day Breakfast on November 11, 2019.

ADDITIONAL PERSONNEL: BOARD ACTION RESULTS: Approved per staff recommendation. (5/0 vote)

Tagged Passions:recognition, veterans, and personnel

ATTACHMENTS: Description Upload Date Type 2019 Veteran of the Year Invitation 10/28/2019 Backup Material Certificate of Recognition-Jim Gibson 10/28/2019 Certificate of Recognition Certificate of Recognition-Ralph Marquez 10/28/2019 Certificate of Recognition Certificate of Recognition-Adam Mendolla 10/28/2019 Certificate of Recognition

Tagged Passions:recognition

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Veteran s Breakfast

Monday, NOVEMBER 11, 2019 7:00am 12: noon Veteran Recognition Program: 8:00am-9:00am HOLLISTER COMMUNITY CENTER 300 West Street- Hollister Veterans Day, November 11th, is a time to pause and remember the service and sacrifice of all Veterans who fought to defend our freedom. Join LULAC in a salute to our Veterans. Honored 2019 Veterans Jim Gibson, Ralph Marquez, Adam Mendolla, Breakfast Cost - 8.00

Tagged Passions:recognition, veterans, streets, program, and community center

Phone: 831-673-1977

831-596-2914

Email: ruthieh55@yahoo.com

Sponsored by San Benito County LULAC Council 2890
Tagged Passions:council

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SAN BENITO COUNTY AGENDA ITEM

TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 4. MEETING DATE: 11/5/2019

DEPARTMENT: CLERK OF THE BOARD OF SUPERVISORS

DEPT HEAD/DIRECTOR: AGENDA ITEM PREPARER: Janet Slibsager SBC DEPT FILE NUMBER: 119 SUBJECT:

CLERK OF THE BOARD OF SUPERVISORS - J. SLIBSAGER Approve the action minutes of the August 20, 2019 regular meeting and the September 10, 2019 regular meeting SBC FILE NUMBER: 119

AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: BUDGETED: SBC BUDGET LINE ITEM NUMBER:
Tagged Passions:budget

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CURRENT FY COST:

STAFF RECOMMENDATION: Approve the action minutes of the August 20, 2019 regular meeting and the September 10, 2019 regular meeting ADDITIONAL PERSONNEL:
Tagged Passions:personnel

ATTACHMENTS: Description Upload Date Type Action minutes of the August 20, 2019 regular meeting 10/25/2019 Minutes Action minutes of the September 10, 2019 regular meeting 10/31/2019 Minutes

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43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 5. MEETING DATE: 11/5/2019

DEPARTMENT: COUNTY ADMINISTRATION OFFICE

DEPT HEAD/DIRECTOR: Ray Espinosa AGENDA ITEM PREPARER: Stewart Patri SBC DEPT FILE NUMBER: 130 SUBJECT:

COUNTY ADMINISTRATION OFFICE - R. ESPINOSA Approve budget amendment to transfer 142,177.19 from the General Fund to Health Human Services for reimbursement of foster care recoupment payments starting from FY 16/17 through FY18/19. (4/5 vote) SBC FILE NUMBER: 130

AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY:

Tagged Passions:health, budget, and services

Title IV-A and IV-E of the Social Security Act cover Federal Foster Care and CalWORKs payments that are made to eligible families/foster parents for daily care and supervision of children placed in their care by Child Welfare Services. These payments are made by the County's Health Human Services Agency (HHSA) through monthly assistance checks and carry a County share of cost that are funded with Social Services realignment dollars.

Tagged Passions:health, social services, security, seniors, services, and parents

Recoupment payments are received through Child Support Services when an absent parent, whose children are in foster care or whose family is receiving aid, is court ordered to pay child

68 support to cover the assistance costs. Section 12-425(d)(1) of the California Department of Social Services Manual, which provides regulations for Child Support collections and distribution, states that any amount of current child, family, or spousal support collected that remains after the amount distributed under Section 12-425(c) shall be retained by the county to reimburse, in whole or in part, the aid payment for that month, and any past aid payments made to the family which have not been otherwise reimbursed. The County General Fund provided Health and Human Services Department a contribution for ongoing maintenance of effort for services prior to fiscal year (FY) 16/17. The mandated maintenance of effort required by the State Department of Social Services was shifted to social service realignment funding, thus the General Fund contribution was no longer required. Since FY16/17 the County General Fund has no longer provided contributions to the Health and Human Services Department, but the recoupments from foster care services were continued to be deposited into the General Fund. By approving a transfer of funds for the recoupments received between FY16/17 and FY18/19 the County is reimbursing the Health and Human Services Department for the costs that they incurred for providing the foster care services during this time period. Administration will revise the internal procedure for recoupment funding beginning in FY19/20. The amount of funding received during this period is as follows: Fiscal Year Recoupment Amount BUDGETED: No SBC BUDGET LINE ITEM NUMBER:
Tagged Passions:funding, health, regulation, legal, budget, social services, procedure, services, and court

CURRENT FY COST:

STAFF RECOMMENDATION:

Approve budget amendment to transfer 142,177.19 from the General Fund to Health Human Services for reimbursement of foster care recoupment payments starting from FY 16/17 through FY18/19. (4/5 vote)

ADDITIONAL PERSONNEL: 69

Tagged Passions:health, budget, personnel, and services

ATTACHMENTS: Description Upload Date Type Foster Care Recoupment Payments 10/31/2019 Exhibit Budget Adjustment Transfer 10/31/2019 Budget Adjustment/Transfer Form

70 G/L Date Journal Journal Type Sub Ledger Description/Project Source Reference Debit Amount Credit Amount Actual Balance G/L Account Number 101.15.1020.1000.570.004 Other Revenues Assistance Recoupments Balance To Date: 0.00 11/30/2016 2017-00003234 JE RA WF Receipt Deposit batch 11.30.16 p1 Collections 2,975.33 (2,975.33) 01/13/2017 2017-00003634 JE GL correct CSE LCSA postings 18,621.38 (21,596.71) 03/15/2017 2017-00005015 JE RA WF Receipt Deposit Batch 03.15.17 Collections 3,367.06 (24,963.77) 03/30/2017 2017-00005398 JE RA WF Receipt Deposit Batch 03.30.17 Collections 6,103.95 (31,067.72) 04/27/2017 2017-00006138 JE RA WF Receipt Deposit Batch 04.27.17 Collections 5,547.53 (36,615.25) 05/17/2017 2017-00006499 JE RA WF Receipt Deposit Batch 05.17.17 Collections 4,477.84 (41,093.09) 06/30/2017 2017-00007427 JE RA WF Receipt Deposit Batch 06.30.17 P1 Collections 4,886.62 (45,979.71) 06/30/2017 2017-00007606 JE GL DCSS CS34 35 June 2017 R 2018-358 rec'd 7/25/17
Tagged Passions:budget

7,007.46 (52,987.17)

08/25/2017 2018-00000817 JE RA WF Receipt Deposit Batch 08.25.17 Collections 3,314.57 (56,301.74)

10/09/2017 2018-00001586 JE RA WF Receipt Deposit Batch 10.09.17

Collections 3,256.52 (59,558.26) 10/24/2017 2018-00001853 JE RA WF Receipt Deposit Batch 10.24.17 Collections 2,821.54 (62,379.80) 11/28/2017 2018-00002466 JE RA WF Receipt Deposit Batch 11.28.17 Collections 3,038.70 (65,418.50) 01/12/2018 2018-00003062 JE RA WF Receipt Deposit Batch 01.12.18 Collections 4,591.46 (70,009.96) 01/23/2018 2018-00003286 JE RA WF Receipt Deposit Batch 01.23.18 Collections 4,315.29 (74,325.25) 03/28/2018 2018-00004388 JE RA WF Receipt Deposit Batch 03.28.18 Collections 6,430.78 (80,756.03) 04/26/2018 2018-00004915 JE RA WF Receipt Deposit Batch 04.26.18 Collections 5,216.05 (85,972.08)

05/04/2018 2018-00005089 JE RA WF Receipt Deposit Batch 05.04.18

Collections 4,114.44 (90,086.52) 05/25/2018 2018-00005488 JE RA WF Receipt Deposit Batch 05.25.18 Collections 4,017.58 (94,104.10) 06/26/2018 2018-00006026 JE RA WF Receipt Deposit Batch 06.26.18 Collections 5,323.01 (99,427.11) 06/30/2018 2018-00006470 JE GL CS34 CS35 June 18 R 2018- 8963 Rec'd 8/3/18

3,447.27 (102,874.38)

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San Benito County - Production

71 G/L Date Journal Journal Type Sub Ledger Description/Project Source Reference Debit Amount Credit Amount Actual Balance G/L Account Number 101.15.1020.1000.570.004 Other Revenues Assistance Recoupments Balance To Date: 0.00 09/07/2018 2019-00001030 JE RA WF Receipt Deposit Batch

09.07.18 Collections 3,165.21 (106,039.59)

09/28/2018 2019-00001187 JE RA WF Receipt Deposit Batch 09.28.18 P2 Collections 2,587.68 (108,627.27) 10/23/2018 2019-00001599 JE RA WF Receipt Deposit Batch 10.23.18 Collections 2,923.28 (111,550.55) 12/11/2018 2019-00002640 JE RA WF Receipt Deposit Batch 12.11.18 Collections 2,724.02 (114,274.57) 12/19/2018 2019-00002647 JE RA WF Receipt Deposit Batch 12.19.18 Collections 2,664.18 (116,938.75) 01/31/2019 2019-00003151 JE RA WF Receipt Deposit Batch 01.31.19 P1 Collections 2,599.02 (119,537.77) 02/28/2019 2019-00003640 JE RA WF Receipt Deposit Batch 02.28.19 P1 Collections 3,648.73 (123,186.50) 04/11/2019 2019-00004312 JE RA WF Receipt Deposit Batch 04.11.19 Collections 4,609.03 (127,795.53) 04/23/2019 2019-00004509 JE RA WF Receipt Deposit Batch 04.23.19 Collections 7,023.19 (134,818.72) 06/14/2019 2019-00005483 JE RA WF Receipt Deposit Batch 06.14.19 Collections 5,011.40 (139,830.12) 06/19/2019 2019-00005601 JE RA WF Receipt Deposit Batch 06.19.19 Collections 2,347.07 (142,177.19) 07/22/2019 2020-00000327 JE RA WF Receipt Deposit Batch 07.22.19 Collections 4,182.56 (146,359.75) 07/22/2019 2020-00000746 JE RA Change Receipt Post Change Receipt 4,182.56 (142,177.19) Account Other Revenues Assistance Recoupments Totals 4,182.56 146,359.75 ( 142,177.19) Program/Section/Activity Administration Totals 4,182.56 146,359.75 Division Non-Departmental Rev/Exp Totals 4,182.56 146,359.75 Department County Administrative Office Totals 4,182.56 146,359.75

Tagged Passions:program

Fund General Fund Totals 4,182.56 146,359.75 Grand Totals 4,182.56 146,359.75

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San Benito County - Production

72 73 SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 6. MEETING DATE: 11/5/2019

DEPARTMENT: HEALTH AND HUMAN SERVICES AGENCY

DEPT HEAD/DIRECTOR: Tracey Belton, Interim AGENDA ITEM PREPARER: Cynthia Larca SBC DEPT FILE NUMBER: 130 SUBJECT: HEALTH AND HUMAN SERVICES AGENCY T. BELTON Adopt Resolution accepting the Disgorgement Assistance Program (DAP) grant agreement in the amount of 12,902.00; and approve Standard Agreement No. 20D-1029 with the State of California Department of Community Services and Development for the term of October 1, 2019 through December 31, 2020; approve budget adjustment/transfer in the amount of 12,902.00. (4/5 vote) SBC FILE NUMBER: 130 RESOLUTION: 2019-109 AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY:

Tagged Passions:grant, health, budget, development, services, program, and Development

The State Department of Community Services Development (CSD) has made available Utility Assistance and Emergency Heating and Cooling Assistance services to eligible clients. This one-time funding will allow low-income eligible clients to receive assistance with their energy bills for emergency situations. CSWD requests adoption of a resolution to accept the DAP grant, approve the grant agreement, and authorize the HHSA Director or Deputy Director to take certain actions necessary to

74 administer the grant, including executing Standard Agreement No. 20D-1029 and any amendments thereto that do not require a budget augmentation, and any administrative documents relating to said Agreement on behalf of the County. The attached budget action will allow for receipt and appropriate the grant funds. There is no impact to the County General Fund. BUDGETED: No SBC BUDGET LINE ITEM NUMBER: 240.80.2555.2760.556.001

Tagged Passions:funding, grant, budget, utility, development, Utility, services, emergency, Development, poverty, and energy

CURRENT FY COST:

12,902 STAFF RECOMMENDATION: Adopt Resolution accepting the DAP grant in the amount of 12,902.00 and approve the Standard Agreement No. 20D-1029 with the California Department of Community Services Development and authorize HHSA Director or Deputy Director to execute the agreement and any amendments thereto; approve budget adjustment/transfer in the amount of 12,902.00. (4/5 vote) ADDITIONAL PERSONNEL: No

Tagged Passions:grant, budget, development, personnel, services, and Development

ATTACHMENTS: Description Upload Date Type DAP Contract Articles 10/7/2019 Backup Material DAP Resolution 10/7/2019 Resolution CSD Agreement Number 20D-1029 10/7/2019 Contract Budget Adjustment Transfer 10/28/2019 Budget Adjustment/Transfer Form

75 76 77 78 79 80 81 82 83 84 85 86 87 SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM
Tagged Passions:budget and contract

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 7. MEETING DATE: 11/5/2019

DEPARTMENT: HEALTH AND HUMAN SERVICES AGENCY

DEPT HEAD/DIRECTOR: Tracey Belton AGENDA ITEM PREPARER: Enrique Arreola SBC DEPT FILE NUMBER: 130 SUBJECT: HEALTH AND HUMAN SERVICES AGENCY - T. BELTON Approve the License Agreement between the County of San Benito and the Department of Housing and Community Development authorizing the limited use of the San Benito County Migrant Center as a Family Winter Shelter Program during the period of December 16, 2019 through March 31, 2020. SBC FILE NUMBER: 130 AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY:

Tagged Passions:health, development, services, program, Development, license, community development, and housing

For over 32 years, Community Services Workforce Development has been operating the Family Winter Shelter Program at the San Benito County Migrant Center. The program historically serves 20-30 families. This upcoming year, we will serve up to 20 homeless families. The Office of Migrant Services (OMS) is requiring that we enter into a License Agreement for the use of up to 20 units for homeless families.

The County currently has a 50 year lease agreement with the Department of Housing and 88

Tagged Passions:leasing, development, services, program, Development, license, workforce development, workforce, homeless, and housing

Community Development recorded in 1998 which restricts the use of the Migrant Center for migrant housing only. The license agreement will allow the County to lawfully use the Migrant Center on a limited basis for the operations of the Winter Shelter Program during the period of December 16, 2019 through March 31, 2020. Historically, the program start date has been December 1st; but since the State approved a post extension for Migrant farm workers to remain at the center until December 15, 2019, the earliest the program can begin is December 16, 2019. The cost has been incorporated in the current year budget.

BUDGETED: Yes SBC BUDGET LINE ITEM NUMBER: 240.80.2555
Tagged Passions:budget, agriculture, development, program, Development, license, community development, and housing

CURRENT FY COST:

50,000 STAFF RECOMMENDATION:

1.
Approve the License agreement between the County of San Benito and the Department of Housing and Community Development authorizing the limited use of the San Benito County Migrant Center as a Family Winter Shelter during the period of December 16, 2019 through March 31, 2020;

Tagged Passions:development, Development, license, community development, and housing

2.
Authorize the Chair of the Board to sign said License Agreement.

ADDITIONAL PERSONNEL: No
Tagged Passions:personnel and license

ATTACHMENTS: Description Upload Date Type License Agreement 10/23/2019 Contract State OMS Letter 10/14/2019 Cover Memo

89 90 91 92 93 94 95 96 97 SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM
Tagged Passions:contract and license

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 8. MEETING DATE: 11/5/2019

DEPARTMENT: HEALTH AND HUMAN SERVICES AGENCY

DEPT HEAD/DIRECTOR: Tracey Belton, Interim AGENDA ITEM PREPARER: Cynthia Larca SBC DEPT FILE NUMBER: 130 SUBJECT:

Tagged Passions:health and services

HEALTH HUMAN SERVICES AGENCY - T. BELTON Approve contract with First 5 San Benito for Child Abuse Prevention Services for a 5 year term of November 1, 2019 through June 30, 2024, in an amount not to exceed of 750,000.00. SBC FILE NUMBER: 130

AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: BUDGETED: Yes SBC BUDGET LINE ITEM NUMBER: 221.80.2285 98

Tagged Passions:health, budget, contract, services, and child abuse

CURRENT FY COST:

150,000 STAFF RECOMMENDATION: Approve and Authorize the Chair to Sign a Contract with First 5 San Benito for Child Abuse Prevention Services for a 5 year term (November 1, 2019- June 30, 2024) in the not to Exceed Amount of 750,000 ( 150,000 per fiscal year). ADDITIONAL PERSONNEL: No

Tagged Passions:personnel, contract, services, and child abuse

ATTACHMENTS: Description Upload Date Type First 5 10/7/2019 Standard Contract

99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM
Tagged Passions:contract

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 9. MEETING DATE: 11/5/2019 DEPARTMENT: PROBATION DEPARTMENT

DEPT HEAD/DIRECTOR: Joseph A. Frontella, Jr.

AGENDA ITEM PREPARER: Lorraine M. Carrasquillo SBC DEPT FILE NUMBER: 510 SUBJECT: PROBATION DEPARTMENT - J. FRONTELLA, JR. Authorize the appropriation of the Community Corrections Partnership (CCP) AB109 funding as agreed and voted upon by the San Benito County Community Corrections Partnership Executive Committee (CCP-EX); approve budget adjustment/transfer in the amount of 107,333.98. (4/5 vote) SBC FILE NUMBER: 510 AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: The Community Corrections Partnership Executive Committee (CCP-EX) held a budget meeting on September 09, 2019, to discuss and approve Ongoing and Carry-Over requested expenditures to support new and existing programs. The AB109 Criminal Justice Re-Alignment funding is intended to support impact of the realigned population, and develop systems and services in support of the entire adult criminal justice population. The CCP-EX voted and agreed to accept the listed proposals to assist in the criminal justice system.

Tagged Passions:funding, budget, services, program, and jail

Department/Division Description Funding Cost Proposal 1 Probation Dell Laptops Carry-Over 8,858.14

No additional detail provided

Tagged Passions:funding, information technology, and Information Technology

Proposal 2 Probation (Biennial Cost) PassPoint DrugScreening Ongoing 16,800.00 Dell Laptops / Carrier

117 Proposal 3 Sheriff's Dept. / Jail Dell Laptops / CarrierCart Carry-Over 26,925.84 Proposal 4 Sheriff's Dept. / Jail COMPAS Cloud Ongoing 18,750.00 Proposal 5 Behavioral Health SUDS/HHSA SLE Residential Housing Ongoing 36,000.00 BUDGETED: No SBC BUDGET LINE ITEM NUMBER: 411.15.4040.1000.670.000
Tagged Passions:health, budget, public safety, information technology, jail, Information Technology, and housing

CURRENT FY COST:

107,333.98 STAFF RECOMMENDATION: Approve the appropriation of submitted proposal voted and agreed upon by the CCP-EX to continue to support the criminal justice system; approve budget adjustment/transfer in the amount of 107,333.98. (4/5 vote) ADDITIONAL PERSONNEL:

Tagged Passions:funding, budget, and personnel

ATTACHMENTS: Description Upload Date Type CCP Meeting Minutes 09-30-19 10/21/2019 Cover Memo Budget Adjustment/Transfer 10/31/2019 Budget Adjustment/Transfer Form

118 San Benito County Probation Department 400 Monterey Street Hollister, CA 95023 831-636-4070 831-636-5682 FAX
Tagged Passions:streets and budget

Joseph A. Frontella, Jr. Chief Probation Officer

No additional detail provided

Community Corrections Partnership (CCP)

No additional detail provided

Tagged Passions:jail

1111 San Felipe Road, Suite 101 Hollister, CA

MINUTES Members Present: Joseph Frontella, Chief Probation Officer * Candice Hooper, District Attorney * Alan Yamamoto, SBC Behavioral Health * David Westrick, HPD Chief * Darren Thompson, SBC Sheriff * Renee Hankla, CTC Reentry Program
Tagged Passions:health, legal, streets, public safety, and program

Members Not Present: Steve Sanders, Superior Court Judge * Krystal Lomanto, SBC Office of Education Ray Espinosa, County Administrative Officer Greg LaForge, Public Defender * Tony Lamonica, SBC Sheriff Diane Ortiz, Youth Alliance Tracy Belton, Health Human Services Steven Reid, SBC Behavioral Health

Guests: James Bucknell, Probation Department Stewart Patri, SBC Administration Lorraine Carrasquillo, Probation Department Wendy Solorio, Child Support Services Karen Dozal, Probation Department Kip Ward, Hollister School District *Executive Committee

Tagged Passions:health, legal, public safety, services, education, youth, judge, and court

1.
Call Meeting to Order:

Chief Probation Officer Joseph Frontella called the meeting to order at 10:35 a.m. In lieu of roll call, CCP members and guests introduced themselves around the table. 2. Acknowledgement of the Certificate of Posting (Motion): Candice Hooper motioned to acknowledge the posting, which was seconded by Director Yamamoto and all were in favor. 3. Public Forum: None.

4.
Minutes (Motion): Minutes were distributed and reviewed from the last meeting. There was one correction: Officer Tom's name was corrected to Officer Tong. Dave Westrick made a motion to approve the minutes, which was seconded by Alan Yamamoto and all were in favor.

119 5. Budget Update:

Tagged Passions:budget

Lorraine Carrasquillo: The City of Hollister submitted the invoice for payment on the UNET officer. In order to pay the allotted money owed to the UNET officer, the Auditors need approval from the Board of Supervisors. The staff report for the UNET payment will be on the BOS October 8, 2019 meeting. Ms. Carrasquillo presented the CCP budget with all FY18/19 expenditures that have been processed.

Budget Proposals: During the July 15, 2019 CCP meeting, CPO Frontella requested everyone submit their budget requests to him and a meeting would be scheduled with the Community Corrections Partnership Executive Committee (CCP-EX) for review. On September 18, 2019, the CCP-EX met and reviewed all proposals and all were unanimously recommended, with the exception of the Youth Alliance Probation Parenting Program, which was tabled.
Tagged Passions:budget, program, audit, youth, and jail

6.
Round Table: Kip Ward, Director of Student Services with the Hollister School District, attended the CCP for the first time to inquire about any AB109 funding that may assist him in developing a new program for youths who attend San Benito County middle schools. Mr. Ward would like to hire mental health therapist interns to support youths, parents and their families who experience trauma in the home. Services will include counseling, consultation, mental health assessments, and collaborative case management for students, staff, parents and families.

Alan Yamamoto shared they are moving forward on a new building to be located next to their existing building. Stewart Patri commented that the bid for the new building came in lower than expected. Chief Frontella informed the Committee that due to the increase in probation staff, they have received approval to occupy part of the old Public Health Department building located next to the Probation Department. Chief Frontella also mentioned the opportunity of hiring a consultant to review the Probation Department s current case management system.

Tagged Passions:rfp, RFP, funding, health, services, program, education, mental health, youth, students, and parents

Wendy Solorio inquired about the jail opening and an opportunity to tour the new facility. Renee Hankla and Sheriff Thompson responded by offering to set up a tour for Wendy and staff.

No additional detail provided

Tagged Passions:facility, public safety, and jail

7.
Schedule Upcoming CCP Meeting: Chief Frontella stated the next CCP Budget meeting will be scheduled in two to three weeks and the full CCP meeting date and location is to be determined.

No additional detail provided

Tagged Passions:budget

8.
Meeting Adjourned: At 11:00 a.m., a motion was made by CPO Frontella to adjourn the meeting, which was seconded by Darren Thompson, and all were in favor.

Respectfully submitted, Karen Dozal Secretary

AB109 Proposals: FY19/20 Department/Division Description Funding Cost Vote

Proposal 1 Probation Dell Laptops Carry-Over 8,858.14 Approved Proposal 2 Probation PassPoint Drug Screening (Biennial Cost) Ongoing 16,800.00 Approved Proposal 3 Sheriff s Dept. / Jail Dell Laptops / Carrier Cart Carry-Over 26,925.84 Approved Proposal 4 Sheriff's Dept. / Jail COMPAS Cloud Ongoing 18,750.00 Approved Proposal 5 Behavioral Health SUDS /HHSA SLE Residential Housing Ongoing 36,000.00 Approved Proposal 6 Youth Alliance Probation Parenting Program Ongoing 60,000.00 Tabled 120 121 SAN BENITO COUNTY AGENDA ITEM TRANSMITTAL FORM

Tagged Passions:drugs, funding, health, public safety, program, information technology, youth, jail, Information Technology, and housing

Mark Medina District No. 1

Chair

Anthony Botelho District No. 2

Peter Hernandez District No. 3

Jim Gillio District No. 4

Jaime De La Cruz District No. 5 Vice - Chair

Item Number: 10. MEETING DATE: 11/5/2019

DEPARTMENT: RESOURCE MANAGEMENT AGENCY

DEPT HEAD/DIRECTOR: Harry Mavrogenes AGENDA ITEM PREPARER: Scott Lines SBC DEPT FILE NUMBER: 105 SUBJECT:

RESOURCE MANAGEMENT AGENCY - H. MAVROGENES Adopt Resolution codifying that the County will use the Caltrans policies and procedures described in Chapter 10 of the Caltrans Local Assistance Procedures Manual (LAPM), entitled Consultant Selection , as the process by which the County retains Consultant Services related to federal and state funded transportation projects. SBC FILE NUMBER: 105 RESOLUTION NO: 2019-110

AGENDA SECTION: CONSENT AGENDA BACKGROUND/SUMMARY: The County of San Benito manages many road and transportation improvement projects every year, some of which are funded with federal grants. The federal government has granted Caltrans oversight authority of these federal funds, which are administered by Caltrans Office of Local Assistance. 122

Tagged Passions:funding, grant, streets, transportation, procedure, services, and selection

As the administering agency of federal and state funds, Caltrans has created the Local Assistance Procedures Manual (Manual) which guides, directs, and outlines all the requirements that local governments across the State of California are required to adhere to when receiving federal or state funds on transportation projects. The Manual undergoes frequent updates to incorporate changes in federal law and procedures.

The most recent major update to the Manual requires the County to specifically adopt Chapter 10 of this Manual for the selection of architectural and engineering consultants. While the County has always followed the process and procedures outlined in the most current version of the Manual, Caltrans now requires formal adoption to insure County staff are fully aware of the current federal requirements. Chapter 10 of the Manual sets forth requirements to be included in County Requests for Proposals (RFPs) or Request for Qualifications (RFQs) and subsequent consultant proposals, including but not limited to, having a clearly defined scope of work, staff performing an independent cost analysis of what the consultant contract may cost prior to receiving proposals, procedures for evaluating and scoring of proposals, and certain financial documents required to be submitted at the time proposals are received, evaluating and scoring of proposals, and selection of consultants. If the attached policy manual is not adopted then the County will not be able to seek reimbursement from Caltrans for current and future road, bridge, and transportation projects. BUDGETED: Yes SBC BUDGET LINE ITEM NUMBER:
Tagged Passions:rfp, RFP, funding, finance, streets, budget, contract, transportation, procedure, services, policy, and selection

CURRENT FY COST:

STAFF RECOMMENDATION:

Adopt Resolution codifying that the County will use the Caltrans policies and procedures described in Chapter 10 of the Caltrans Local Assistance Procedures Manual (LAPM), entitled Consultant Selection , as the process by which the County retains Consultant Services related to federal and state funded transportation projects.

ADDITIONAL PERSONNEL: No

Tagged Passions:personnel, transportation, procedure, services, and selection

ATTACHMENTS: Description Upload Date Type Resolution 10/31/2019 Cover Memo

123 LAPM Ch 10 Policy 10/21/2019 Cover Memo 124 BEFORE THE BOARD OF SUPERVISORS, COUNTY OF SAN BENITO A RESOLUTION OF THE SAN BENITO ) Resolution No. 2019 _____ COUNTY BOARD OF SUPERVISORS ) ADOPTING THE CALTRANS POLICY TO ) USE THE COMPETITVE SELECTION ) PROCESS FOUND IN CHAPTER 10 OF THE ) LOCAL ASSISTANCE PROCEDURES MANUAL )
Tagged Passions:procedure, policy, and selection

WHEREAS, San Benito County intends to receive federal financial assistance from the U. S. Department of Transportation (DOT) through the California Department of Transportation (Caltrans); and

WHEREAS, to ensure fair and open competitive negotiations, demonstrated competence, and professional qualifications (23 Code of Federal Regulations (CFR), Part 172), at a fair and reasonable price (48 CFR 31.201-3) in the award and administration of DOT-assisted contracts in Caltrans highway, transit, and bridge financial assistance programs, San Benito County must comply with the California Department of Transportation Local Assistance Procedures Manual as a condition of receiving this assistance; and WHEREAS, the Agreement states that the County Board of Supervisors must adopt the policies and procedures described in Chapter 10 Consultant Selection , as the process by which the County retains Consultant Services related to federal and state funded transportation projects ; and WHEREAS, this policy will apply to all County departments within the County structure, and under this policy, the County acknowledges that it is fully committed to selecting professional services contractors using a fair and open process in all phases of procurement and contracting activity within the scope of current and existing law. NOW, THEREFORE, BE IT RESOLVED, by the San Benito County Board of Supervisors hereby finds, determines, declares, and resolves as follows:
Tagged Passions:regulation, finance, contract, transportation, procedure, services, program, purchasing, policy, and selection

1.
The above recitals are true and correct.

2.
The County is committed to complying with the Federal and State requirements to

select professional services contractors using a fair and open process in all phases of procurement and contracting process;

Tagged Passions:contract, services, and purchasing

3.
The Resource Management Agency shall submit this policy and all other relevant documents to the California Department of Transportation to ensure that County road and bridge projects remain eligible for review, processing, and reimbursement;

Tagged Passions:streets, transportation, and policy

4.
The County hereby adopts the policies and procedures described in Chapter 10

No additional detail provided

Tagged Passions:procedure

Consultant Selection , as the process by which the County retains Consultant Services related to federal and state funded transportation projects.

125

Tagged Passions:transportation, services, and selection

PASSED AND ADOPTED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF SAN BENITO THIS 5th OF NOVEMBER, 2019 BY THE FOLLOWING VOTE:

No additional detail provided

Ayes: Supervisor(s): Noes: Supervisor(s): Absent: Supervisor(s): Abstain: Supervisor(s):

_________________________________ By: Mark Medina, Chair San Benito County Board of Supervisors

ATTEST: APPROVED AS TO LEGAL FORM Janet Slibsager Barbara Thompson Clerk of the Board of Supervisors San Benito County Counsel
Tagged Passions:legal

By: By: ___ G. Michael Ziman, Deputy County Counsel

Date: Date: ___ 126 Local Assistance Procedures Manual Chapter 10 Consultant Selection Page i of viii January 2018

Tagged Passions:procedure, services, and selection

Chapter 10 Consultant Selection

CONTENT SECTION PAGE 10.1 General ............................................................................................................................................................ 1

Tagged Passions:services and selection

Introduction ...................................................................................................................................................... 1

Architectural and Engineering Consultants ...................................................................................................... 1 Non A E Consultants ........................................................................................................................................ 2 Selecting the Project ......................................................................................................................................... 2 Subcontracted Services ..................................................................................................................................... 2 Organizational and Consultant Conflicts of Interest ......................................................................................... 2

Tagged Passions:services

Federal Regulation Governing Conflict of Interest (23 CFR 1.33) Requires that: ............................................. 2

Tagged Passions:regulation

Consultants Performing Work on Multiple Phases of Federal-aid Projects ..................................................... 3

Authorization to Proceed .................................................................................................................................. 4
Tagged Passions:services

10.2 Identifying Defining a Need for Consultants ...................................................................................................... 4

Appointing the Contract Administrator ............................................................................................................ 4 Determining the Project Schedule .................................................................................................................... 5
Tagged Passions:appointments, contract, services, and administrator

Segmenting Consultant Work ........................................................................................................................... 6

No additional detail provided

Tagged Passions:services

Figure 10-2: Segmenting Consultant Work ...................................................................................................... 6

No additional detail provided

Tagged Passions:services

Specify Products to be Delivered ...................................................................................................................... 6

No additional detail provided

Scope of Consultant Work ................................................................................................................................ 6

Non-Discrimination Clause ............................................................................................................................... 7
Tagged Passions:discrimination and services

Disadvantaged Business Enterprise (DBE) Participation ................................................................................... 7

Reporting DBE Commitments and DBE Information ........................................................................................ 7 For Contracts with No DBE Goals: .................................................................................................................... 8 Reporting DBE Final Utilization (Contracts with or without Goals): ................................................................. 8

Tagged Passions:business and contract

Estimated Cost of Consultant Work .................................................................................................................. 8

No additional detail provided

Tagged Passions:services

Determine Type of Contract ............................................................................................................................. 9

No additional detail provided

Tagged Passions:contract

Determine Method of Payment ...................................................................................................................... 10

Actual Cost-Plus-Fixed Fee .............................................................................................................................. 10 Cost Per Unit of Work ..................................................................................................................................... 11 Specified Rates of Compensation ................................................................................................................... 11 Lump Sum or Firm Fixed Price ........................................................................................................................ 12 127 Local Assistance Procedures Manual Chapter 10 Consultant Selection Page ii of viii January 2018

Tagged Passions:compensation, procedure, services, rates, and selection

10.3 A E Consultant Audit and Review Process ......................................................................................................... 12

Audit Guidance Available ................................................................................................................................ 13 Allowable Costs ............................................................................................................................................... 13 Approval or Acceptance of Indirect Cost Rate ................................................................................................ 14 Financial Review Performed Prior to Contract Execution .............................................................................. 15 Local Agencies Responsibilities ...................................................................................................................... 16
Tagged Passions:finance, contract, services, and audit

Consultants Responsibilities (Both prime consultants and subconsultants) ................................................. 16

Tagged Passions:services

10.4 Consultant Selection Methods ............................................................................................................................ 24

One-Step RFP .................................................................................................................................................. 24 One-Step RFQ .................................................................................................................................................. 24 Two-Step (RFQ Followed by RFP) .................................................................................................................... 24

Tagged Passions:rfp, RFP, services, and selection

10.5 Consultant Selection Using the One-Step RFP Method ....................................................................................... 27

Tagged Passions:rfp, RFP, services, and selection

Appoint Consultant Selection Committee ...................................................................................................... 27

Develop Technical Criteria for Evaluation of Proposals .................................................................................. 27 Develop Schedule for Consultant Selection .................................................................................................... 27 Prepare RFP ..................................................................................................................................................... 27

Tagged Passions:rfp, RFP, appointments, services, and selection

Financial Management and Accounting System Requirements ..................................................................... 29

Advertise for Consultants ............................................................................................................................... 29

Tagged Passions:finance, advertising, and services

Issue/Publish RFP ............................................................................................................................................ 29

Conduct Proposer s Conference or Answer Written Questions ..................................................................... 29 Receive and Evaluate Technical Proposals ..................................................................................................... 29 Develop Final Ranking and Notify Consultants of Results .............................................................................. 30 Negotiate Contract with Top-Ranked Consultant ........................................................................................... 30
Tagged Passions:rfp, RFP, contract, and services

10.6 Consultant Selection Using the One-Step RFQ Method ...................................................................................... 32

Tagged Passions:services and selection

Appoint Consultant Selection Committee ...................................................................................................... 32

Develop Technical Criteria for Evaluation of Qualifications ........................................................................... 32 Develop Schedule for Consultant Selection .................................................................................................... 33 Prepare RFQ .................................................................................................................................................... 33

Tagged Passions:appointments, services, and selection

Financial Management and Accounting System Requirements ..................................................................... 34

Advertise for Consultants ............................................................................................................................... 34

Tagged Passions:finance, advertising, and services

Issue/Publish RFQ ........................................................................................................................................... 34

Receive/Evaluate Statements of Qualifications and Develop Shortlist .......................................................... 35

Notify Consultants of Shortlist ........................................................................................................................ 35 Interview Top-Ranked Consultants ................................................................................................................. 35 Develop Final Ranking and Notify Consultants of Results .............................................................................. 36

Tagged Passions:services

Conduct Scoping Meeting ............................................................................................................................... 36

128 Local Assistance Procedures Manual Chapter 10 Consultant Selection Page iii of viii January 2018 Request Cost Proposal .................................................................................................................................... 36 Negotiate Contract with Top-Ranked Consultant ........................................................................................... 37
Tagged Passions:contract, procedure, services, and selection

10.7 Consultant Selection Using the Two-Step RFQ/RFP Method .............................................................................. 38

Tagged Passions:rfp, RFP, services, and selection

Combined RFQ and RFP .................................................................................................................................. 38

No additional detail provided

Tagged Passions:rfp and RFP

10.8 Completing the Project ........................................................................................................................................ 39


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