COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

June 16, 2011

BOARD MEETING DATE:

June 28, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Beverly Beasley Johnson, J.D., Director, Human Services Agency

SUBJECT:

Authorizing HSA to purchase bus tickets and the Controller to direct pay San Mateo County Transit District invoices

RECOMMENDATION:

Adopt a Resolution authorizing:

A)

The Human Services Agency (HSA) to purchase bus tickets and bus passes in an amount not to exceed $249,000 through September 30, 2011; and

The Controller to direct pay invoices from San Mateo County Transit District

(SamTrans), for the cost of bus tickets and bus passes in an amount not to exceed $249,000 through September 30, 2011.

BACKGROUND:

HSA is required to provide transportation for low-income individuals that have applied or are on aid and do not have a means of transportation. These bus tickets and bus passes provide transportation to individuals for such purposes as accessing needed services, appointment and work opportunities. HSA also purchases bus tickets and bus passes on behalf of Probation and Health Services. HSA purchases up to $83,000 a month in bus tickets and bus passes and has submitted invoices to the Controller for payment.

HSA was recently notified by the Controller that, following a financial audit, the County’s auditors have recommended that the Controller no longer direct pay invoices for bus tickets and bus passes without an underlying Agreement.

DISCUSSION:

HSA is in the process of negotiating an Agreement with SamTrans and expects the contract to be presented to the Board by September 30, 2011. HSA will also be negotiating contracts with Metropolitan Transportation Commission and Cubic Transportation System later on in the year when clipper cards replace bus passes. In the interim, HSA must continue to purchase bus tickets and bus passes on a continual basis. If HSA is unable to purchase the tickets and passes it will directly impact services offered by HSA as well as services offered through Probation and Health Services.

HSA is asking the Board of Supervisors to authorize HSA to purchase bus tickets and bus passes in an amount not to exceed an aggregate of $249,000. Additionally, HSA is asking the Board to authorize the Controller to pay invoices associated with the purchase of bus tickets and bus passes through September 30, 2011.

County Counsel has reviewed and approved this Board Memo and Resolution as to form.

SHARED VISION 2025:

Purchasing bus tickets and bus passes contributes to Shared Vision 2025 of a Prosperous Community by providing a means of transportation to low-income income individuals to access services such as appointments, food services, work, extraordinary circumstances and other service related activities that lead to self-sufficiency.

FISCAL IMPACT:

The anticipated cost for purchasing bus tickets and bus passes is up to $249,000. The cost is claimed to various funding sources. The anticipated Net County Cost is not to exceed $100,000. The appropriation has been included in the FY 2011-12 Recommended Budget.