Consent-Law & Justice Services # 36.
Board of Supervisors
Probation
- Meeting Date:
- 01/14/2025
- Brief Title
- Approve Amendment to FY'24-25 Yolo Conflict Resolution Center Agreement
From:
Rachelle Gayton, Interim Probation Chief, Probation
Staff Contact:
Rachelle Gayton, Interim Probation Chief, Probation, x5358
Supervisorial District Impact:
Countywide
Subject
Approve a contract amendment for the Yolo Conflict Resolution Center (YCRC) in the amount of $23,719 increasing the total 2024-25 contract amount to $205,719 for the one-time payment of prior year unclaimed expenditures; and adopt budget resolution amending the Probation Department’s 2024-25 Adopted Budget in the amount of $23,719 for the one-time payment of prior year unclaimed expenditures. (No general fund impact) (4/5 vote required) (Gayton)
Recommended Action
- Approve a contract amendment of $23,719 increasing the FY24-25 contract amount to $205,719 with the Yolo Conflict Resolution Center; and
- Adopt budget resolution amending the Probation Department’s 2024-25 Adopted Budget in the amount of $23,719 for the one-time payment of prior year unclaimed expenditures.
Strategic Plan Goal(s)
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Thriving Residents |
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Collaborative Community |
Reason for Recommended Action/Background
In September 2024, the new Director of the Yolo Conflict Resolution Center contacted the Probation Department informing us that a significant amount of expenses for FY’23-24 were not claimed on the final invoice and asking if the final invoice could be revised to include those expenditures. As the fiscal year had already closed, the only option for reimbursement would be to amend the current FY'24-25 contract. Historically, the YCRC draws down the full amount of their annual agreement and in FY’23-24 there was $23,847 in unclaimed allocation. In speaking to the Director Alannah Tomcich, she stated that the reasons for this oversight were the following:
- Lack of adequate communication and involvement between YCRC CPA firm and former Director.
- YCRC’s in-house accounting staff were not allocating expenses appropriately between various programs for financial statement and claiming purposes.
Members of Probation’s leadership met with the YCRC Director and have asked for changes to the YCRC’s accounting processes to ensure that this oversight doesn’t happen again. YCRC has agreed and have implemented the following:
- YCRC has moved its accounting platform to the cloud so that their CPA firm has direct oversight of accounting transactions and the resulting reports and billings.
- YCRC’s accounting firm has updated its accounting processes to facilitate all expenses are being appropriately attributed to the correct corresponding program and income source.
- YCRC board is taking a more active role by having deeper financial reviews as a standard item on each board agenda.
Collaborations (including Board advisory groups and external partner agencies)
Juvenile Justice Coordinating Council
Competitive Bid Process/Vendor Performance
Not applicable to this board item.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 23,719
- Amount budgeted for expenditure:
- $
- Additional expenditure authority needed:
- $ 23,719
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- General Fund
- $0
- State
- $23,719
Further explanation as needed:
The Yolo Conflict Resolution Center is paid for through the use of JJCPA special revenue funds and there is no general fund contribution for this agreement. In the prior year, the YCRC was allocated a contract of $151,806 of which $23,847 was unclaimed in the prior year. These unspent funds remained in the special revenue fund and are available to reallocate and augment this year’s agreement in order to pay these one-time unclaimed expenses.
Yolo Conflict Resolution Center is a small local non-profit which provides a critical service to our Probation youth in the community and the decision to pursue an amendment in order to fully compensate YCRC was based on their history of quality services in the community and their willingness to make changes and improvements to their accounting practices in order to ensure that their future billings and expenditure allocation processes are appropriate and accurate. A copy of YCRC’s FY 2023-24 Youth Restorative Justice Performance Measures is attached.
Yolo Conflict Resolution Center is a small local non-profit which provides a critical service to our Probation youth in the community and the decision to pursue an amendment in order to fully compensate YCRC was based on their history of quality services in the community and their willingness to make changes and improvements to their accounting practices in order to ensure that their future billings and expenditure allocation processes are appropriate and accurate. A copy of YCRC’s FY 2023-24 Youth Restorative Justice Performance Measures is attached.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| AnnMarie Boylan (Originator) | AnnMarie Boylan | 12/20/2024 11:10 AM |
| Financial Services | KauXue Thao | 12/23/2024 12:27 PM |
| County Counsel | Phil Pogledich | 01/08/2025 09:09 PM |
| Yen Nguyen | Yen Nguyen | 01/09/2025 10:14 AM |
- Form Started By:
- AnnMarie Boylan
- Started On:
- 12/04/2024 04:26 PM
- Final Approval Date:
- 01/09/2025