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RESOLUTION N0. 69-;~
BOARD OF SUPERVISORS
COUNTY OF BUTTE, STATE OF CALIFORNIA
RESOLUTION ADOPTING FOOD COMMODITY
DISTRIBUTION PLAN OF OPERATION
BE IT RESOLVED that the attached Food Commodity Program
is adopted and approved by this county.
PASSED ANA ADOPTED by the Board of Supervisors of the
County of Butte, State of California, this 19th day of August,
1969, by the following vote:
AYES: Supervisors Howsden, Reynolds, and Chairman McKillop
NOES: Supervisors nunaway and Maxon
ABSENT: None
J K McKILLOP, C irman o t~e
tte County Board of Supervisors
ATTEST:
CLARK A. NELSON, County Clerk
and ex-officio Clerk of the
Board of Superviso~rs~
' CON~i`JDITY DISTRIBUTIO~~ r..JGRAPI
PLAN OF' OPr.RATIOPi FGR
BUTTE COUNTY, CALTFCRNIA _
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I. PROGRAt1 ADMINISTRATION
The distribution of Donated Food to needy households in Butte
County is delegated to the Department of Public Welfare. Program
development, administration, and coordination with private welfare
agencies would be accomplisned•through the Donated Food Program
Division of the Department.
A. •Financi n~
The State of California, Department of Economic Opportunity,
will reimburse Butte County ;zelfare Department an amount of
$40,000 for one year, or .one-half of the established cost of the
operation of the program, whichever is the lesser amount. The
funds will be used by the Butte County Welfare Department to cover
personnel, the State of California's per unit handling charge, and
any other program costs incidental to the Commodity Distribution.
Program.
B. Agreements _
The Butte County Welfare Department may, by agreement,
-utilize the services and facilities of responsible and accredited
private welfare agencies in.effecting -the distribution of cor~~raodi-
ties to eligible needy households. In the matter of certification,
they serve as a referral agency by directing potential eligible
needy persons to the County Welfare Department for certification.
The Butte County Department of Social Welfare will be responsible
for'and provide overall supervision of private agency. ~ ,
II. ELIGIBILITY
Eligibility is lirrited to households who have been certified
as needy by the County Welfare Department and have adequate coo"_-_-
ing facilities. Households-are defined as "A group of related or
non-related individuals, exclusive of boarders, who are not
'residents of an institution, but who are living as one economic
unit, sharing corli-~on cooking facilities, and for ~•~hom food is
customarily purchased in common. It also means a single individual
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living alone, who has cooking facilities and prepares food for home
consumption."
The categories of households to which commodities may be.
distributed are:
a. Public Assistance Households - Those households in ~•rhich
(a) all members are receiving benefits under the Feder-
, ,ally-aided public assistance programs for the needy _
authorized in the Social Security Act or under State ar
local welfare programs; or (b) those households in which
same of the members receive such benefits, but all mem-
bers thereof are included in the determination to grant
such benefits . ~ - __ ___ -- -..'.._ . _ _ -~-- .._.__...__...---._ ...._.......--------. .. ---
b. r~on-Public Assistance Households. Those households in
which none of the members receive benefits as described-
. in paragraph "a" above, or in which some of the zne~i~bers
receive such benefits but all of the members are not
included in the determination to -grant such benefits.
A person who rents a room in a househald (even if he prepares
his meals in-the home separately from the household) is not consid-
ered to be a member of the household for the purposes of issuing
food. However, the net payment made by such renter shall be consid-
ered to,.be income to the househald in determining the eligibility of
non-assistance or combined households, and in determining the basis
of issuing food for all households, including Public Assistance
households.
Persons including recipients of public or general assistance,
living in a room-and-board arrangement (as distinguished from
persons wha rent a~room only), shall not be considered to be
~~~embers of the household. The incor,~e and liquid assets of such
persons are not included in those of the household. The total pay-
rent made by the boarders shall be included as incor,e to the house-
~old, but. the boarder will not be included in the issuance of food.
2.
1 Persons, including recipients of public or general assistance,
2 who are living. in nursing har:.e, board and personal care homes, or
- 3 those who do not have cooking facilities for their oinn use, are not
. 4 eligible for donated foods. -
5 -
g The Butte County Edelfare Department will distribute commod-
q ities to the following: .
g iII. ELIGIBLE HOUSEHOLDS
g 1. Public Assistance Households
lp Those households in which all members- are included.
- ~1 in the public assistance budget under one or more of the
12. following public assistance programs where there is a
13 deficiency between the welfare budgetary need and the,
14 actual grant of aid:
15 a. Old-Age Security '
16 b. Aid to Far*,ilies with Dependent Children
17 c. Aid to Blind.-
. ~18 d. Aid to the disabled
- lg e. General Assistance - As administered by the
2p local public welfare agency.
21 Medi-Cal Assistance is not considered public assistance-for
22 commodity distribution purposes. -
23 2. Non-Pubiie Assistance Households
/-
2d Those households in which mane of the members.
25 receive public assistance grants, or mixed households
26 in which sor;,e members receive public assistance and
27 other members do not. This includes households where
28 ~ an Old Age Security recipient lives with employed adult
29 children and their families, or an AFDC household
30. which may include members not included in the deter-
31I ~ urination to grant such benefits, such as:
32~ a. Man assuming the role of spouse
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b. Stepfathers and their minor children
c. Ineligible spouses (OId~Age Security or other
adult program cases) -
d. Ineligible dependent children
e. Other persons identified in the case record as
essential to the well .being of the assistance
. recipients. .
In all instances, the net income and liquid assets of the
entire household will be .applied to the standards set forth below
to determine eligibility. .
CRITERIA OF NEED
-1.- Public Assistance Households ------------=--------
Those Public Assistance Households certified for
cor.~~odities because of unmet need may participate-upon
-application, without further investigation, except
that necessary to determine the number in the,. household
and that each. nenber is a public assistance recipient,.
2. Non-Public Assistance Households described above
' ~ are eligible to participate in the donated food program
if the monthly-net income and liquid resources of all
household :embers do not exceed the standards set forth)
below:
HOUSELOLD SIZE MONTHLY ALLOWABLE TDiCCt•IE LIQUID ASSETS
~1 ~ $ 169 $ 1000
' 2 205 1500 ,
3 237 1500
4 292 1500
5 - 348 1500
6 404 .:. 1500
7 451 - - 1500
8. 497 1500
~9 ~ 538 1500
10 579 1500
1VTOTES: Real estate owned (in excess of the immediate home-
stead) shall be utilized to produce income to assist in meeting
family needs.
4.
l ;-For ,households of more than 10 persons, add $40 per month
2 for each additional Berson. _
3 a., Treatment of Income and Allowances from Government--
_ ~ ~onsored Training Programs:
6 Income received by virtue of participation in Titl
6 •I-A, B and C; Title II-A; Title III and Title V of
7 the L'conomic Gpportunity Act of 1964; Title I of th
8 Eler:,entary and Secondary Education Act, and Depart-
. 9 meat of Labor and other government-sponsored train-
ZO ing programs, shall be treated in accordance with
11 the state s~relfare rnanual and with applicable CMS
'~ 12 instructions. (Consumer Mar?cet Service)
13 Definitions_of Income and Liquid Assets
~14 ~ Income - Income is any benefit in_cash or in kind received as
15 a result o~f current or past labor or services, business
16 activities, civil and.nrilitary pensions, social security:
17 payments; interest from real or personal property, or as a
lg contribution from persons, organizations or assistance
19 agencies, as well as lump sum Federal or State income tax
20 repayments when received.
2I NOTE: In the event an adult living in the household is
22 eligible by virtue of his or her unemployment, said adult
23 shall not be eligible for donated foods unless said adult
24 improves that he or she is actively see?ping employr~ent, includ-
25 ing registration for employment with the State Department of
26 Employment, except for those individuals who are engaged in .
2'7 county approved work training programs, or a mother of minor
28 children where erployment is impractical because of her need
29~ to remain in the home.
,30I~ h'et Income - Net income is the figure obtained after authori-
31i zed deductions are made fro,k. gross income. "Authorized dedu-
32~ ctions" are mandatory payroll deductions such as Federal and
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"State '~Tithholding taxes, OASDI deductions, mandatory pension
contributions, union, dues, normal items of expense required
to produce income from property and/or business enterprises,
and allor,able deductions from income received from the Man-
power Developr::ent and Training Act. Economic Opportunity Act
and county training programs for special tools, books,
clothing or travel incurred. by reason of participating in
such training programs. In approved foster care homes, that
portion of the payment made for supervision will be consid-
ered income to the household. Salary attachnents or execut-
ions for past debts are not deducted in determining net
income. :..-.... _.._.._ _..___ ___.__ ,. __ _. _..__ ..__-.
Liquid Assets - Liquid assets means assets readily available
or convertible for support. -The term includes the total
.amount of cash on hand, in a ban::, savings and loan associ-,
ation, safe deposit box, or held in any other manner readily
available to the individual. Also, the current market value
of stocL~.s, bonds, or .other readily negotiable securities are
considered liquid assets. Life insurance, automobiles ,and
real estate as described on page 4 are not considered to be
liquid assets.
IV. VERIFTCATTOIT OF ELIGIBILITY '
A. Verification o~ eligibility for both non-assistance
/, ,
households and combined households shall include, as is
determined to be necessary and to the extent practicable,
verification of the number of persons in the household,
the total net nonthly income and the total liquid assets
of-the household.
E. If reasonable doubt exists as to the eligibility of an
applicant and his household to receive commodities, home
visits or other normal verifying procedures will be
undertaken to clarify his eligibility status. However,
b.
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1 ~ if it appears that the applicant and the members of h.is
2 household are in. immediate need of food assistance, the
3 household may, on the basis of the applicant's sworn
~} statement with respect to household membership, income
~ and liquid assets, be certified for one month prior to
g - completion of investigation of eligibility.
7 C. It is commonly recognized in California that "transient
g laborers", who make up the bulk of non-assistance hause-
g holds receiving commodities, seldom possess any type of
gp verification records, or even know the names of their pa:
11 employers. It is also well known that this category of
-- ~ ---~- I2 ~ -~ recipients has very lifit~e, if any, liquid assets, or
13 even sufficient food for their next meal. These appli- ,
14 cants are easily identified since they most often are
15 found in the predominantly agricultural .counties where
16 communities are relatively small and most of the local
17 citizens are known by the public social workers. In
lg general, the sworn statement of this type of applicant i;
lg all that is necessary to establish eligibility for
20 commodities provided they have cooking facilities or
21 access to-some. Redeterrnination of eligib-i~ity of non-
22 ... assistance and combined household for donated foods is
23 to be made every.90 days or sooner whenever there is a
24 ,% change in composition of the household, income or other
25 factor which would affect eligibility. Certification
26 can be made up to 12 months provided the County Welfare
2q Deprrtment has assurance that theme wi11 be no change
2g in. the amount of the income and resources of the house-
'29 hold.
30 V. IDF'i~TIFICATIOi~
31I Some means of identifying each head of a household duly
32~ certified as needy will be provided so that it may be readily
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established that such person is entitled to receive donations of
commodities at the, time distribution is made. If the needy person
is unable to appear in person for his commodities, he may designate
in writing a representative to receive his donation. The comsrodit-
ies s'na11 not be delivered to any persons unable to present or
establish such identification. Where eligible welfare recipients,
although properly identified, are unable to write and accordingly
sign the receipt with an "X", or other mark, in lieu of a regular
signature, such markings z~*ill be witnessed and initialed by a
responsible person.
If master. lists are prepared in advance of"the actual distri.=
bution dates, and for any reason it becomes necessary to change the.
number of units of conuc!odities actually issued, the person reapon-
Bible for making th.e. distribution will certify as follows: "I
certify that to the best of ny knowledge and belief the number of
.units shown as being distributed to eligible recipients are accurat
including those instances where changes were made iri the original
entries."
. VI. COI~ODITY FiAND~ID?G, DISTRIB'JTIOId, AI~TD FINANCIDtG
The County Welfare Department will order available foods
monthly from offering forms furnished by the State Agency. One cop
of the completed offering is returned to the State and one copy is
,'
seta-ined'in the local agency files. .
When the com~~odities are delivered by State true: or cormer-
cial carrier, the shipment Host be chec'..ed against the Delivery
Receipts and any damages, overages or shortages, r:~ust be noted, in
writing, on all copies of the Delivery Receipt, before signing for
the"shipment, In addition, any e.~cceptions must be reported immedi-
ately to the State s•Tarehouse.
Butte County Flelfare Department will prepare a receiving
record and all items received 'Brill be entered on Coru?<odity Stoc'_:
Record Cards. -
1 If the delivery•is made by cor•.~nerciaT carrier or if any
2 commodities are delivered to a cor:aaercial warehouse or a sub-
. 3 distributing agency, the State will mail t~~ro copies of the Delivery
4 Receipt on .•r'nich the local agency trill note any exceptions. One
5 copy will be signed and returned to the State warehouse immediatel;
6 Invoices for the service and handling charges cn conunodities
7 -delivered will be received from the State and will be processed fox
8 paym:nt immediately.
9 The local public welfare agency will distribute commodities
10 to needy households on a monthly schedule only.
11 Stock Record Cards for each .type of commodity received from
12 the State Agency will be maintained in the local welfare office.
13 .and reflect all receipts and issues on a current basis. As a
14 minimum; monthly physical inventories will be taken and posted to
15 the Stock Record Cards. Any overages and shortages will be fully
16" explained on the Stoc'K Record Cards or some other convenient fore.
19"' Distribution records will be maintained which will reflect
18 -the delivery of commodities to eligible needy households. Only
19 names of heads of households included in the master record of
__._"-___..-;20 eligibles will appear on the distribution record.
21 Records will be maintained to show the amount of commodities
22 received for distribution to needy households, the amount deliver-
23 ed, subs'tantiated by signatures indicating receipt by the recipien
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2a or ,h'is authorized representative, and the amount remaining on hand,
2~ The following minimum information will be shozrn on the document
26 containing signatures of persons receiving commodities:
27 a. Name of head of household "
28 b. Type of recipient, i.e., public assistance household or
29 ~ non-public assistance household
SO c. Number of eligible persons in .household
"~
3~. ' - d. IvTar~e and amount of coc?imodities distributed
32~ e. Date of distribution
9
1 f, Signature of head of household or authorized proxy
2 g, A certification that the recipient has cooking faci-
a lities
~ h. A certification that commodities received are for
5 the recipient's family and that 'they will not be
6 sold, traded, or otherwise disposed of.
T Th.e Butte County Welfare Department agrees to provide ade-
8 quate handling and. storage facilities, including cooler, cold and
9 freezer storage ti•~hen needed for the proper safeguard of carunodities .
10 Adquate facilities for the distribution of commodities to-needy
11 households Svi11 be provided.
12 -In the event the Butte County Welfare-Department enters into
13 a cantract for warehousing, transportation or other services for
14 which a charge is made in connection with the distribution of
15 U.S. Department of .Agriculture donated commodities, such contracts
1.6 will provide for periodic audit by State and/or Federal auditors.
27 Nothing in the above paragraph should be construed as
38 authorization to charge needy households for any .commodities issue
19 to them.
20 The rate at which commodities will be distributed to needy
-- : _.:. -
21 households will. be in accordance with the distribution guides
22 furnished by the United States Department of Agriculture. For un-
23 restricted cotr~nodities established rates may be increased upon
gg reque t to and approved by the State Agency. However, approval of
25 an increased local rate of distribution will not be given unless
26 'assurances are received in writing that the amount distributed
27 gill be utilized without waste and will not result in commodities
28 being traded,, sold, or otherwise .diverted to unauthorized use.
~29 Reports will be submitted each rlonth to the State Distribut
gp ing Agency reflecting. the number of persons certified as eligible,
3ZI number of persons actually receiving commodities by category, the
32~i quantity of commodities received during the month, the amount•of
i 10.
1 commodities distributed during the month and the quantity of
2 co~~modities on hand at the end of the month and.any inventory lasse
3 or gains with an explanation as to cause of difference. At the
•~
4 expiration of any distribution program for needy households, all
5 inventories of commodities in the hands of authorized sub-
. 6 distributing agencies or their agents shall be reported to the Stat
7 Agency for proper disposition through other eligible outlets.
g The Butte County Welfare Department will retain all records
9 of receipts and issues for at least three years from the close of
10 the Federal fiscal year to which they pertain.
Il VII. REDUCTIO~~ OF GRAi~TTS
.._...__,.._.._°_12 In accepting commodities, Butte County G1elfare Department
13~ agrees not to reduce .the .level of welfare grants or similar aid .
14 provided to the needy persons served by ther~~ because of the donat-
15 ion of U.S. Department of Agriculture commodities.
3.6 VIII. POLITICAL INTEREST APdD DISCP.It1IAiATIODT
3.7 Commodities will not be distributed in a manner which is
18 adversely discriminatory against particular groups by virtue of
19 race, creed, color or political affiliatian. All phases of the
20 donated food distribution program must be in corepliance with the
21 terms of the Civil Rights Act of 1954. Elected officials at state
~2 county or local levels in any way responsible for the distribution
23 of commodities, are prohibited from using them for electioneering
24 purposes or in any attempt to influence the votes of the recipient
25 in favor of any individual or political party.
26 Active candidates, or their political war'~ers, for any
27` elective office are not permitted to be on the premises of the
28 distribution depot or in the immediate vicinity at the time dis-
29 tribution is taking place, except as required in performing their
30 official duties.
31I Political campaign literature will not be distributed or
32~, political posters displayed at the point of distribution of
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commodities.
IX. CHAP.GE TO OR PAYMENT BY RECIPIENTS
Recipients of donated commodities will not be required to
.male any payments in money, materials or services, for or in
connection with the receipt of commodities or for voluntary cash
contributions for any purposes.
X. SUPERVISION AND ~RESPOATSIBTLITY
Adequate supervisory personnel will be provided to insure
that certification of eligibles and distribution of conunodities
are made in accordance with the requirer«ents of this instruction.
Butte County Ldelfare Department j~aill investigate and report
any irregularities in connection with welfare distribution to the
State agency and immediately institute the necessary corrective
action. Butte County, or its agents, accepts full responsibility
for food loss due to improper storage, handling, or utilization.
XI. DEFINITION OF TERM "LOCAL•PUBLTC AGENCY" OR "PUBLIC
AGENCY" -
Whenever the term "Local Public Agency" or the term "Public
Agency" is used herein, said terms are hereby defined as being the
Butte County Departr,.ent of Social Gv7elfare.
XTT. H01`~ FOLD D ~~~_OIyTSTRATICNS OR CLASSES
The family homemat.er in recipient families sha11 participate
in hcm ~ food demonstrations or classes when sc requested..'
Dated: July 1, 1969.
Qrtgiria[ signed by Jack McEilfo~
- JACI: ]YIci.ILLOP, Chairman of the
Butte County Board of Supervisors
ATTEST:
CLAR`; A. NELSOPI, County Clerl
and ex-cff•icio Cler', of the
Board of Supervisors
.By
APPROVED:
~LaLe or [;atirornza
Department of Education
.Surplus Property Agency
s