Bui
TO: Board of Supervisors
FROM: Jennifer Yasumoto, Director of Health and Human Services Agency
REPORT BY: Jennifer Yasumoto, Director of Health and Human Services Agency
SUBJECT: Establishment of a Revolving Fund
RECOMMENDATION
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Approve and authorize the establishment of a Revolving Fund for the Health and Human Services Agency in the amount of $45,000 for the purpose of implementing and maintaining a new electronic gift card management system. (Fiscal Impact: $45,000 Expense; Various Funds; Budgeted; Discretionary)
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BACKGROUND
Health and Human Services Agency (HHSA) periodically assist clients (children, families, and individuals of all ages) in meeting basic immediate needs to provide for their well-being and safety, to support access to care and treatment goals, and to support isolation needed to prevent the spread of communicable disease. To provide for these basic immediate needs, staff require ready access to gift cards that allow for the provision of items such as food, groceries, clothing, gas, transportation, and various sundry items. HHSA also periodically has access to funding to purchase gift cards specifically to help promote engagement in services and retention in treatment.
HHSA has a more than 20 years history of utilizing gift cards for the above purposes consistent with the mission and goals of the respective programs and are primarily funded by State funding, Federal funding and/or grant funding.
To more efficiently and effectively meet these needs in the era of technological advances, HHSA has entered into a separate contract with GiveCard, an electronic gift card management system that allows HHSA to load and distribute cards electronically. This advance provides administrative efficiencies, lowers barriers for clients, and enhances controls and tracking through an electronic platform. Conversely, this advance allows HHSA to eliminate the labor-intensive process of procuring physical gift cards, distributing them in-person, and further engaging in an entirely manual tracking, auditing, and reconciliation process.
Utilizing an electronic management and distribution system also allows HHSA to be nimble and readily responsive in the event of a natural or other disaster requiring the mass distribution of economic support. Having this platform is a form of emergency preparedness since we can easily scale up without the need for significant resources inherent in any physical card in-person distribution where logistics become the bottleneck.
This new Revolving Fund account allows HHSA to utilize GiveCard as it will be the source from which funds will be drawn to load electronic cards based on individualized need and program and funding requirements. As is done currently with physical cards, the dissemination of electronic cards will be subject to prior authorization by division management and administered according to accounting and funding requirements. The Auditor-Controller and Treasurer Tax Collector have been consulted on HHSA’s transition to electronic gift cards and our securing a contract with GiveCard and on the creation of a Revolving Fund as appropriate account type for this purpose.
The requested amount of $45,000 is based on historical need and utilization of cards for client support.
In accordance with the County's Imprest Cash Procedure, establishment of the account requires approval by the Board of Supervisors.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Fund 2000 program divisions |
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Is it Mandatory or Discretionary? |
Mandatory |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Appropriations for client needs are included in the approved Fiscal Year 2026-2027 budget and future fiscal years will be budgeted accordingly. |
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Consequences if not approved: |
Technology will not be used and the inefficient, labor intensive and manual process and controls associated with physical gift cards will continue. |
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Additional Information |
Build Healthy, Connected Communities; Inclusivity & Community; Compassion & Access; Innovation & Learning. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.