Receive and file the American Rescue Plan Quarterly Report. (No general fund impact) (Pinedo/Bryan/Rowe)

Receive and file the American Rescue Plan Quarterly Report.

American Rescue Plan - Quarterly Report - April 2023
The County of Yolo originally adopted ARP allocations at the Board of Supervisors meeting on September 28th, 2021. At the same meeting, the Board adopted a policy on the use of the American Rescue plan funds that required staff to provide a quarterly report. The last quarterly report was provided at the January 24, 2023 Board of Supervisors meeting.

The County Administrator's Office has been responsible for preparing contracts for the American Rescue Plan with support from County Counsel, General Services, and the Procurement Division. The Department of Financial Services is charged with reviewing expenditures associated with the ARP contracts to ensure that the costs are eligible and in compliance with the contracts prior to payment. The County Administrators' Office has been monitoring the performance of the entities under contract. 

ARP Terminology: 
Allocated: Funding that has been assigned to different spending buckets. (Priority Categories; Priority Projects; Strategic Plan Implementation; Other Funding Uses) 100% of the $42.8 million has been allocated.
Unallocated: Funding that remains to be assigned to different buckets. If funds that have been allocated become available, that funding would fall back under unallocated.
Committed: Funding that has been committed to a project/organization within the different spending buckets.
Uncommitted: Funding that has not been committed to a project/organization within the different spending buckets. 
Expended: Funding that has been paid or transferred to different projects/organizations within the different spending buckets through either upfront costs, reimbursement, or internal transfers. 
Unexpended: Funding that has not been paid or transferred to different projects/organizations within the different spending buckets through either upfront costs, reimbursement, or internal transfers.

ARP Process:
Workgroups: Workgroups were created for the priority categories (Mental Health, Community Parks & Facilities, Child, Youth, & Families, Food Security, Housing & Homeless). Workgroups meet to discuss projects. 
Board Liaison Meeting: The workgroup lead, along with the CAO Liaison, meets with the Board Liaisons for the workgroup to present projects to Board Liaisons.
Full Board Presentation: After the Board Liaison meeting, the Workgroup lead presents the Workgroup and the Board Liaison Recommendations to the Full Board for consideration at the subsequent BOS meeting. 
Staff Begin Contracts: Once the full Board approves the workgroup’s project recommendations, staff will begin creating the contracts with the recipients. 
Contracts Back to Board: As contracts are completed, Staff bring the contracts back to the Board on consent agenda.
Project Performance: As projects begin and move along, staff reach out to remind recipients of project compliance; performance reports and invoicing.

Allocations:
At this point, the County has allocated the entire amount of $42.8 million of ARP funds to different buckets for use. However, the County has still not committed all the funds to specific projects or programs, and $4.9 million remains as shown in Attachment A. ARP Allocation Summary. 

The $4.9 million remains in the following categories:

Staff will make further recommendations for allocation, reallocation, or commitment of these funds at the next quarterly report in July.

Expenditures:
As part of the Board item, a Summary Report of the contracts has been included, which is shown in Attachment B. ARP Contracts and Expense Summary. At the last quarterly report, $3.8 million in ARP funds had been expended, representing 8.9% of the total amount of ARP funds. Through April 11, 2023, $7.5 million in ARP funds have been expended, representing 17.5% of the total funding. 

Performance Reporting: 
The County Administrator's Office and Financial Services collaborated to outreach to agencies that received funding to determine if they needed any assistance in reporting and invoicing. From this collaboration, we received 25 performance reports which can be seen in Attachment C. Performance Reports. 

The County Administrator's Office, General Services Department, and Department of Financial Services collaborate routinely on reporting, contracting, and other efforts relating to the American Rescue Plan.