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County of Santa Clara Social Services Agency.PDF

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					                                                                                                   BOS Agenda Date : May 5, 2009
                                                                                                              Agenda Item No. 5




County of Santa Clara
Social Services Agency
Department of Development & Operational Planning
Office of Contracts Management


SSA02 050509                                                                   .
                                                                 Prepared by:. Teresa Pascali
                                                                               Contracts Analyst
                                                               Reviewed by:. Lynette Harrisson
                                                                             Contracts Program Manager
                                                               Submitted by:. Katherine Buckovetz
                                                                              Director
                                                                              Gina Sessions
                                                                              SSA - Director, Department of
                                                                              Development & Operational Planning
DATE:           May 5, 2009

TO:             Board of Supervisors

FROM:

                Will Lightbourne
                Agency Director, Social Services Agency

SUBJECT:        Adopt Resolution Delegating Authority to the Director of the Social Services Agency, or Designee, to
                Negotiate, Execute, Amend and Terminate Memoranda of Understanding with Restaurants Participating
                in the Food Stamp Restaurant Meals Program




RECOMMENDED ACTION
Adopt Resolution delegating authority to the Director of the Social Services Agency, or designee to negotiate, execute,
amend and terminate Memoranda of Understanding with restaurants in Santa Clara County that have elected to
participate in the Food Stamp Restaurant Meals Program during the period of July 1, 2009 through June 30, 2010, with
the option of two additional one-year terms following approval of a boilerplate Memorandum of Understanding by
County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority
shall expire on June 30, 2012 (roll call vote).




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                                                                                                   BOS Agenda Date : May 5, 2009
                                                                                                              Agenda Item No. 5




FISCAL IMPLICATIONS
There is no cost to the Social Services Agency.


CONTRACT HISTORY
On March 20, 2007, the Board of Supervisors approved delegation of authority to the Director of the Social Services
Agency, or designee, to negotiate, execute, amend and terminate Memoranda of Understanding with restaurants that
have offered to participate in the program. The Social Services Agency entered into Memoranda of Understanding with
nine (9) Subway Restaurant franchises for the period of June 9, 2008 through November 17, 2009. Delegation of
authority expires on June 30, 2009.


REASONS FOR RECOMMENDATION
The Social Services Agency is requesting delegation of authority in accordance with the Board of Supervisors’ policy
for executing an agreement. The Social Services Agency will continue to identify participating restaurants on an
ongoing basis and enter into a Memorandum of Understanding (MOU) with each restaurant as required by state and
federal law. The Social Services Agency is requesting approval of a boilerplate MOU, approved by County Counsel and
used under the previous delegation, which allowed the Agency to expedite the restaurant program participation process.
The language in each executed MOU will be exactly the same, with the exception of the date of execution and the name
of the restaurant. Any changes to the boilerplate MOU will require approval by County Counsel and the Office of the
County Executive.


BACKGROUND
On May 21, 2004, the California Department of Social Services (CDSS) issued All County Information Notice No.
I-31-04 (Food Stamp Restaurant Meals Program for the Homeless, Elderly, and Disabled) to provide counties with
information regarding the option, as allowed in federal regulations, to implement a restaurant meals program that would
enable homeless, elderly, and disabled food stamp households to use food stamp benefits to purchase meals at
participating restaurants. Counties interested in participating in the program are required to submit a proposal requesting
approval to implement to CDSS.

One key component of the proposal is that the MOU would be executed with participating restaurants detailing the
obligations of both the county and the restaurant. The MOU must contain a requirement that the participating restaurant
provide low cost and/or discount meals during regular business hours to eligible homeless, disabled, or elderly persons.
CDSS defines low cost meals as meals that cost less that what would be charged to customers not using food stamp
benefits. Discounted meals are defined as meals already offered to certain consumers or advertised special or sale priced
meals offered to all consumers. Participating restaurants must agree to: post a sign notifying the public of the
restaurant’s participation in the program; prohibit inclusion of a service gratuity in the price of the meal; prohibit
charging sales or meal tax; and abide by all the rules and regulations of the U.S. Department of Agriculture (USDA) for
food stamp acceptance and redemption. Any restaurant that wishes to enter into a MOU with the county must submit an
Application for Authorization to Participate in the Food Stamp Program for Communal Dining Facilities to the USDA,
Food and Nutrition Services (FNS). Upon authorization of the application, the restaurant is required to notify the county
at which time a MOU will be executed.

General responsibilities for the county include; identifying households entitled to participate in the program; certifying
homeless, elderly and disabled recipients of food stamps as eligible to purchase low cost meals with food stamp benefits
in restaurants which have entered into MOU’s with the county for this purpose; informing eligible participants of the
names and addresses of participating restaurants; and issuing an Electronic Benefits Transfer (EBT) card that is coded to


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                                                                                                  BOS Agenda Date : May 5, 2009
                                                                                                             Agenda Item No. 5



allow payments to be made via debit.

The Food Stamp Restaurant Meals Program for the homeless, elderly, and disabled has been in operation in many
counties since March 2003. All participating counties have found the program to be very successful. The program gives
our homeless, elderly and disabled clients another option for obtaining their meals.




CONSEQUENCES OF NEGATIVE ACTION
Negative action will result in the Social Services Agency inability to enter into a MOU with restaurants wishing to
participate in the Food Stamp Restaurant Meals Program for the homeless, elderly, and disabled in Santa Clara County.




STEPS FOLLOWING APPROVAL
The Clerk of the Board will follow the usual steps for a transmittal of this type. The Social Services Agency Director, or
designee will negotiate and execute MOU’s with participating restaurants and will forward a copy of each MOU to the
Clerk of the Board within 30 days of the execution of the MOU.


ATTACHMENTS


     • Resolution




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