REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  March  7, 2017
CATEGORY:  Consent - Health and Human Services-4.

SUBJECT:

Tobacco Education Revenue Agreement and Signature Ratification

Supervisorial District No. :  ALL

DEPARTMENT CONTACT:  Terri Fields Hosler, MPH, RD – Public Health Branch Director, (530) 245-6869

STAFF REPORT APPROVED BY:  Terri Fields Hosler, MPH, RD, HHSA – Public Health Branch Director

RECOMMENDATION

Take the following actions regarding the California Department of Public Heath’s California Tobacco Control Program for the purpose of implementing Tobacco Education Program activities in Shasta County: (1) Ratify Health and Human Services Agency (HHSA)-Public Health Branch Director signatures on: (a) the Acceptance of Allocation Agreement for FY 16/17 in the amount of $150,000; (b) Prospective Payment Invoice for the period July 1, 2016 to September 30, 2016 in the amount of $37,500; and (c) Prospective Payment Invoice for the period October 1, 2016 to December 31, 2016 in the amount of $37,500; and (2) approve and authorize the HHSA-Public Health Branch Director to sign: (a) retroactive Prospective Payment Invoice for the period January 1, 2017 to March 31, 2017 in the amount of $37,500; and (b) Prospective Payment Invoice for the period April 1, 2017 to June 30, 2017 in the amount of $37,500.

SUMMARY

Documents authorizing the FY 16/17 allocation of $150,000, and advance payments totaling $75,000 for the first and second quarter of FY 16/17 were signed by the Shasta County HHSA – Public Health Branch Director, as has been past practice.  In order to maintain compliance with Administrative Policy 6-101, HHSA – Public Health Branch is requesting the Board ratify the signatures on the FY 16/17 California Tobacco Control Program (CTCP) documents already signed and extend signing authority to the HHSA – Public Health Branch Director for third and fourth quarter Prospective Payment Invoices.

DISCUSSION

Shasta County HHSA – Public Health implements the Tobacco Education Program (TEP) with minimum base allocation funding from the California Department of Public Health (CDPH), CTCP.  The TEP works with community partners to inform and educate Shasta County youth and residents about the harmful effects of tobacco products including electronic nicotine delivery devices and create environments that aim to prevent initiation of smoking, especially by youth. 

The CTCP allocates funding to Local Lead Agencies (LLAs) throughout California in accordance with a published allocation table. Shasta County receives $150,000 per fiscal year in advance installments of $37,500 per quarter, to implement an approved Scope of Work in accordance with the LLA Allocation Agreement Terms.  CDPH instructions for each years’ Acceptance of Allocation Agreement and Prospective Payment Invoices state signatures must match the official Agency Signatory identified in its Online Tobacco Information System (OTIS) and that a Board of Supervisors Resolution is not required.  In past years, Annual Allocation Agreements have been signed by HHSA – Public Health Directors/Branch Directors and Prospective Payment Invoices have been signed by either the HHSA – Public Health Branch Director or the staff member identified in OTIS.  A recent review determined that to comply with Administrative Policy 6-101 (Shasta County Contracts Manual), the Board of Supervisors must authorize signatures on these documents. The Branch is now asking the Board of Supervisors to ratify the HHSA – Public Health Branch Director Signatures on prior documents and extend signing authority to the HHSA – Public Health Branch Director for third and fourth quarter Prospective Payment Invoices in accordance with Administrative Policy 6-101. In FY 17/18 the Branch will process the Annual Allocation Agreements pursuant to Administrative Policy 6-101.

ALTERNATIVES

The Board could choose not to ratify the HHSA – PH Branch Director Signatures, or not to extend signing authority to the HHSA – PH Branch Director, or both.

OTHER AGENCY INVOLVEMENT

The County Administrative Office has reviewed the recommendation.  County Counsel has reviewed the LLA Allocation Agreement Terms, Annual Allocation Agreement, and Prospective Payment Invoice documents and approved as to form. Risk Management has approved the agreement.

FINANCING

The funds associated with this recommendation have been included in the Branch FY 16/17 Adjusted Budget.  There is no additional impact to the General Fund with the approval of the recommendation.