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RESOLUTION APPROVING AGR~EMENT AND AUTHORIZING
THE CHL~IRMi9N OF TFiE BOARD OF SUPIItVISORS TO
EXECUTE ON BEHALF OF THE COU~I~'Y OF BUT'~~
NOW, THEREFORE, BE IT RESQLVED that the County of
Bu.t~e approves the attached Agreement between the County of
B€~tte and the United States Postal Service and hereby
authorizes the Chairman of this Board to execute said
Agreement on behalf of the Coun~y o£ Bu~te.
PASSED AND ADOPTED by the Butte County Board of
Supexvisors this 26th day of ~ September , 1972, by
~he following vote:
AXES: Sup,erviso~s Douthit, Lad.d, Madigan and Chairman Gi~mari.
'~-~;uN ~~---"NOES: Supervisor 144a.xon.
ABSII~tT: None
NQT VOTII~G: None
ATTEST:
CT,ARK .A. NELBON, County C1erk
and ex-officio C1erk of the
Board of Superviso~s
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AGRTE~J~NT
BY AND BETWEEN TIi~ COUNTY OF BIITTE
AND _
UNITED STATES P05TAL SERVICE
FOR SERVICES UNbER THL PUBLIC.ASSISTANCE WITHHOLDTNG (PAW) PRO-
VISIONS OF TH~ FOOA STAMP PROGI2AM
THIS AGREEMENT, made and entered into this 26th
day of ~ September , 1972, by and between the CQTJNTX 4F
BUTTE, hereinafter sometimes called "County" and the UNITED
STA'TES POSTAL SERVICE, hereinafter some~i.mes called "Agent;t,
provides for the mailing of food stamp coupons i.n connec~i.on wi.th
~.he public assistance withholding provisions ot the Food Stamp
Program being operated in the County of But~.e.
Section A. The County h.ereby agrees as follows:
1. ~'o certify households eligible for food
stamp coupons (hereina~ter referred ~ro as "coupons") and furnish
monthly to the Agent, a print-out o£ ho~seholds eligible ~o re-
cei~e food stamp coupons for the following month under the "Public
Assist~ance FTithholdi.ng~N plan of issuance; such ~.zsts to include:
a. The name and mailing address of each
such household.
b, The value of the food stamp coupons to
be issued to that hou.sehold.
c. The amount withheld from each recipient.
d. To £urnish an advanced cash deposit of an
agreed amount into an ",Advanced Deposit Fund" prior to the first
mailing and further agree to replenish the fun.d monthly upon
receipt of a monthly statemen~ of postage charges from the Agent.
2, To furnish Agent with envelopas and address
labels showing the ho~sehold's name and address. Envelopes
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will show the return address o~ the County and contain the
statement: DO NOT FORWARD__ RETfJRN_TO SENDER.
3. To furni.sh .Agen~r wi.th znstructions from
time to time on the records to be ~cept and repoxts ta be made,
and to supply report forms.
4. To pay to Ag.ent a fee of $,.80 per single
transaction, plus pos~age charges, each mailing of coupons being
defined as a single transactian, with payments to be made
mon~hly.
5. To provide faci~ities for PAW par~icipants
who ~rish to return their full coupon allotment and receive
immediate cash payment of the withheld purchase requiremen~.
6, To return to Agent for inc~usion in its
Foad 5tamp inventory, a11 undelivered food coupon allotmen.ts
and those full coupon allotments re~urned by participants for
cash xefunc~s.
Section B. In co,nsideration af ~he fo~egoing undertakings by
the County, Agent hereby agrees as tolioWS:
l. To order from Food and Nutrition Service,
Western Region Office, San Francisco, periodically, suf£icient
supplies to maintain three or four mon.th's inventory of coupons
for use ~.n ~na~l.ing to el.igible (PAW) households.
2, To give receipts and keep records af all
de].iveries and inventorys and to malce such records available
upon request to representatives of the I3nited States Government,
the State of California, and the County, at any reasonable time.
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3o To provide pxotective storage and delivery
o~ coupons to branch issuance outlets charged wzth ~esponsibility
for mailing coupons to eligible ho~seho~ds.
4. To mai~ coupons to each household pursuant to
tna print-out described in Section A, paragraph 1 by First
Class U. S. Mai1 anfl furnish county with a month~y statement
of postage costs af mai~ing, and refund to County any residual
balance in the ~'Advanced Deposzt Fund~u upon termination of the
contract,
5. To maintain records of coupons received,
issued and on hand as defined in current State and Federal
xegulations.
6. To complete monthly the appropriate part of
a Food Coupan Book Report.(FN5-250) certifying inventary and
coupon issuance, and forward it with the print-aut described
in Sect~on A, paragraph I, validated to reflect issuance to
each household, to the county wel£are departmen~ not later than
th~ fourth woxki.ng day following the last day of the month.
County Snaii complete a FN5-250 to submit to FNS, and retai~
the Postal Service certified FNS-250.
7. To conduct tha mail~.ng of coupons with due
care and diligence and to indemni~y the County against loss
resulting ~rom any loss or shortage of coupons, however caused
except clai.ms pursuant to SDSW Manual. Let~er No. 185, Sec. 63-IlB
arising out of the 3.oss, miscarriage, or negligent transmisszon ot
Ietters or postal matter. Failure of the Agent to account for
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all coupons shall be presur~ptive proof of loss or shortage.
The amount of such indemni~y shall be the face va~ue of the
coupons lost, or short, except ~n the case of proven destruction
of caupons by fire or other casualty, in which case the indemnity
shall be the cost of replacing the couponso
8, To keep all records ir. connection with t he
mailing of coupons for a pexiod of four years and to make such
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records availab~e to audit by representatives of the Uni~ed State;
Government, the State of California, and County, at any reasonab~e
t ime .
9. Agent assures the County that in carrying out
its responsibili.ties in connection with the mailing of coupons
under the Food 5tamp Program, it is in compliance anc~ wi11 comply
with the requirements imposed by or pursciant to Part I5 of T'itle 7,
CFI2, of the Regulations of the United States Department of
Agrical~ure, to ~rhe end that no person sha3.1, on the ground of
race, color, or national origin, be subject to diserimination in
the mailing cf~'coupons. This assurance is give.a in consideration
of and for th.e purpose of obtaining payment of food coupons to
eligible households. This assurance shall obligate the Agent
for ~t-~B period during which this contract is in effecti, The
Contractor recognizes ancl agrees that Fed~ral finar3.cial assistance
will be extendec~ to the County zn reliance on the representations
and agreements made in thzs assurance, and that either the State
of Califoxnia, the Countq, or the United States, or a11 three
shall have the right to seek judicial enforcement of this assuranc
10. To comply with the confidentiaZity provisxons
of USDA-FNS, HEW and State regulations.
11. To make an accounting and settl.ement immediate~
ly affi er Decemi~er 31st and ,Tune 30~h of each year of coupon
overages or shortages. I~ makzng this accounti.ng and settlement,
coupon book overages shaJ.l be applied against coupon boolc
shortages. Coupon book overage,s remain~.ng after offsets shal.J~
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not .be carried into the next accounting period but will be treated
as no longer available for offset. Coupon book shortages remaining
after offsets have been made, as speci~ied above, shall not be
carri~d into the next-accounting period, but s~ch amounts wi11
be o~fset at par from amounts due tne Contractor for service
fees at the end o~ each accounting period.
12. It is understood that the County sha11 not be
1iab~e to the Agent for claims for injuries or damages of any
kind which officers or employaes o~ the Agent may suffer in the
performance o£ duti~s entered into pu~suant to this agreement.
Section C. The parti~s to this agreement hexeby mutually agree:
i. That this agreement shall become operative on th
date first written, or as soon thereafter as all of the approvals
and signatures necessary to th~s contrac~ have been obtainedo
2. At any time after this agreement has been in
effect for a per~od of ninety (90) days or longer, the fee
payment and any ather matter may be reviewed at the request of
either party. Such changes, ~f any, to consti~ute an amendment
to this agreement.
3. This agreemen~ and/or any amen.dments thereto
sha11 rema9.n in force un~il such date when the Governmenfi of the
United States shall discontinue the Food Stamp Program in the
area or areas in which the Postal 5ervice has an office or ottices
and which has been designated as a Food Stamp Program area or
unless terminated gursuant to Sectiion 4 below.
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4. This agreelnent and/or any amendments thereto
may be ended, terminated, cancelled, or revoked by ezther party
giving sixty (60) days' notice thereof in writing to the otl~e r
party.
5. The Director of the Social Service Department of
the County, or his authorized representative, shall be authorized
to ac~ on behalf of, and to give and receive notices, for ~he
County.
6. An officer o~ the Agent shali be authorized to
act on behalf of and to give and receive nofiices for the Postal
Se~vice.
IN WITNESS WHEREOF, t~e parties hereto have caused this ag~eement
to be executed by their duly authorized officers on the day and
year first above written.
LfNITED STATES POSTAL SERVTCE
Signed: By
COUN~X F BUTTE
~
Signed: By
GIL , airman o t e
Board of S rvisors
ATTEST:
CLARK A. NELSON, Coun~y Cler~:
and ex-officio Clerk of the
Board o~ Supervisors
1 `
~y --
;?P20'~f D AS TO FORM
Sui•Fe County Counsej
Daniel V. Blaekstoek
cy ....__/.._.-~._,~ ~~~/'~ ~,o/~°
Ar7rove~ {:;r ~i_c;i~ ;;c~siro~~ st~~jCC'h
~o ~aucg.~ , ,~roNriai~ion.
Auditor'~ (~`r'r.=
3y ...._~~~ ...G~/l.~,.c~_
~ ~~v,rf7~,