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Special Meeting Minutes
Monday, August 10, 2020
10:00 AM
BOARD OF SUPERVISORS
Maricopa County, Arizona
(and the Boards of Directors of the Flood Control
District, Library District, Stadium District, Improvement
Districts, Housing Authority of Maricopa County,
Housing Authority of Maricopa County and/or Board of
Deposit)
"The mission of Maricopa County is
to provide regional leadership and
fiscally responsible, necessary
public services to its residents so
they can enjoy living in healthy and
safe communities”
Board Members
Clint Hickman, Chairman, District 4
Jack Sellers, Vice Chairman, District 1
Steve Chucri, District 2
Bill Gates, District 3
Steve Gallardo, District 5
County Manager
Joy Rich
Clerk of the Board
Fran McCarroll
Meeting Location
Supervisors' Conference Room
301 W Jefferson, 10th Floor
Phoenix, AZ 85003
BOARD OF SUPERVISORS
The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Special Session at
10:00 AM on Monday, August 10, 2020, in the Supervisors' Conference Room, 301 W. Jefferson,
10th Floor, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman
District 4; Jack Sellers, Vice Chairman, District 1; Steve Chucri, District 2 (telephonically); Bill
Gates, District 3 (telephonically); Steve Gallardo, District 5 (telephonically). Also present Fran
McCarroll, Clerk of the Board; Reid Spaulding, Deputy County Manager; Andrea Cummings,
Legal Counsel (telephonically). Summary compiled by Kelly Gardiner, Minutes Coordinator.
1.
EXECUTIVE SESSION
Vote to convene in Executive Session to consider the items on the Executive Agenda
dated Monday, August 10, 2020, for Board of Supervisors and relevant Special Districts
pursuant to the statutory authority listed for each item.
Motion to approve by Supervisor Jack Sellers, seconded by Supervisor Steve Chucri
Ayes: Clint Hickman, Jack Sellers, Steve Chucri, Bill Gates, Steve Gallardo
After discussion in Executive Session, the Board reconvened in Open Session.
OPEN SESSION RECONVENED
The Chairman reconvened the Board in the Board of Supervisors Conference Room.
OPEN SESSION
BOARD OF SUPERVISORS ACTION
2.
CARES ACT EXPENDITURE APPROVAL
Approve the following uses of CARES Act funding consistent with the Board of
Supervisors approved priorities. (C-06-21-070-X-00)
Clerk of Superior Court
- Depository boxes for Juvenile Case Filings estimated at $25,000
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Monday, August 10, 2020
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Public Health
-Indigent Burial Program surge response (4 contract positions, supplies and services)
estimated at $352,000
Transportation – Infrastructure Technology Center
- Temporary staff services estimated at $190,000
Motion to approve by Supervisor Jack Sellers, seconded by Supervisor Bill Gates
Ayes: Clint Hickman, Jack Sellers, Steve Chucri, Bill Gates, Steve Gallardo
3.
COMPETITION IMPRACTICABLE AGREEMENT WITH VALLEY OF THE SUN
UNITED WAY FOR A DISPOSITION ASSISTANCE PROGRAM
Take action related to the administration of the Maricopa County Disposition Assistance
Program as directed in Executive Session on August 10, 2020. (C-06-21-066-X-00)
Motion to approve this competition impracticable authorization which will permit the
County to work with the Valley of the Sun United Way to administer services on behalf
of Maricopa County to Maricopa County residents seeking financial assistance for burial
or cremation under the County’s Disposition Assistance Program due to COVID-19
related financial hardships. The program will provide grants of up to $1,200 per
approved application. The vendor will be paid an administrative fee based on the
program.
In addition, approve and execute the contract with the Valley of the Sun United Way for
administrative services related to Maricopa County's Disposition Assistance Program
in the final form as approved by the County Attorney’s Office. The Contract is for the
term of August 10, 2020 to November 30, 2020 with options for renewal. Anticipated
expenditures under this Contract with the vendor are expected to be in the not-to-
exceed amount of $3,000,000 (applicant grants and program administrative costs)
during the initial term, by Supervisor Jack Sellers, seconded by Supervisor Steve
Gallardo
Ayes: Clint Hickman. Jack Sellers, Steve Chucri, Bill Gates, Steve Gallardo
Scope of Work
Program Title
The program shall be referred to as the Maricopa County Disposition Assistance
Program.
Purpose
The purpose of the Maricopa County Disposition Assistance Program is to
support community members experiencing financial hardship due to the COVID-19
Pandemic so that they may proceed with final disposition of decedents in Maricopa
County.
COVID-19 has caused considerable economic distress for Maricopa County
residents. Many members of the community have lost their jobs, been furloughed,
experienced reduction in hours or hourly rate as a result of the pandemic. This financial
instability has resulted in the overwhelming and unprecedented demand for social
safety net programs. Burial or cremation of a loved one is a significant, and usually
unplanned, expense. In the unfortunate event a loved one passes away, the family may
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Monday, August 10, 2020
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not have the financial capability to pay for final disposition. This may lead to decedent
remains being retained at hospitals or funeral homes longer than usual and limiting the
ability of these sites to manage the increased number of decedents resulting from the
COVID-19 pandemic.
The Maricopa County Disposition Assistance Program does not require that a decedent
death be associated with COVID-19.
Program Provisions
Maricopa County will pay up to $1,200.00 per decedent to offset the financial obligation
of final disposition of a family member at an Arizona State Board of Funeral Directors
and Embalmers licensed facility WITHIN MARICOPA COUNTY. If the itemized price
total from the licensed funeral home is under $1,200.00, that amount will be paid. If the
invoice total is above $1,200.00, only $1,200.00 will be paid to the licensed funeral
home. The difference will need to be paid by the family PRIOR to Maricopa County
payment. Final disposition, whether cremation or burial or entombment, must be
included in the disposition plan and will be confirmed by the Contractor before
payment. Maricopa County Disposition Assistance Program funding shall not be used
solely for the purchase of caskets or urns. Transportation and other related expenses
within Maricopa County may be included in the plan (including additional certified Death
Certificate copies).
This is a MARICOPA COUNTY program to support MARICOPA COUNTY residents
and funeral homes within MARICOPA COUNTY.
Application period: August X, 2020 – November 30, 2020
Contractor may be asked to provide supporting documentation indicating how
funds were spent
Funds not disbursed including interest income earned (if any) at the end of the
Program will revert to County no later than December 15, 2021
Eligibility
Any Maricopa County resident who has been adversely financially impacted by the
COVID-19 global pandemic and is the legal next-of-kin (NOK) financially responsible
for the final disposition of a family member. The legal NOK must have qualified for at
least
one
of
the
following:
the Arizona
Healthcare
Cost
Containment
System (AZHCCCS), any of the Arizona Department of Economic Security (AZDES)
Services, falls below 300% United States Federal Poverty Guidelines for 2020, Social
Security Disability Income, or enrollment/eligibility for any local, state, or federal social
safety net program as a result of COVID-19. Legal next of kin (NOK) is defined
by A.R.S. § 36-831.
Applicants must be able to demonstrate the following:
That the applicant or decedent was residing in Maricopa County on the date of
death of the decedent.
That applicant has facilitated disposition at a funeral home licensed in Maricopa
County and that is in good standing with the Arizona State Board of Funeral
Directors and Embalmers.
That the decedent is physically in the care of a Maricopa County licensed
funeral home. If the decedent is outside of the county, the family is responsible
for the cost of transportation of the decedent to a Maricopa County funeral
home.
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Application Questions
Full Name of Decedent (First, Middle, Last)
Last Known Address of Decedent (Street Address, Unit, City, State, Zip Code)
Age at Death
Date of Death
Place of Death (Hospital, Home, Other: Specify)
Social Security Number of Decedent
Applicant (NOK) Name
Applicant Address (Street Address, Unit, City, State, Zip Code)
Applicant relation to decedent
Explanation of need for financial assistance
Funeral Home Name (Licensed Name)
Funeral Home Address (Licensed Address)
Funeral Home Phone Number
Funeral Home Tax Identification Number (IRS W-9)
Funeral Home Point of Contact (working with the family/applicant) and E-Mail
Address
Type of Disposition (Cremation, Burial, or Entombment)
Quoted Disposition Cost
The following statement to be included and signed by the applicant:
I certify that the information provided in this application is true and correct to the best of
my knowledge as the date under my signature and acknowledge that any intentional or
negligent misrepresentation for the information contained within this application may
result in denial of approval in this program.
Required Documentation
One or more of the following:
Proof (hard copy or other legitimate form of proof; and as a last resort, a
declaratory statement from the Applicant with signed affidavit) of loss of or
reduction in income which may include:
Paystubs prior to March 30, 2020 and current paystubs to show financial loss
due to COVID-19
Terminated Employment
Furloughed Employee
Reduce Work Hours by the Applicant’s Employer
Business Closure
Reduced Work Hours by the Applicant to care for dependent children or
disabled/vulnerable adult household member who is unable to care for
themselves
Reduced Work Hours by the Applicant due to COVID-19 illness (self or
household member) requiring Applicant to self-quarantine, as ordered by a
Healthcare Professional
Loss of Income due to a rescinded job offer due to the COVID-19 Pandemic
Documentation proving participation in any Arizona Department of Economic
Security (AZDES) social safety net program; or
Proving participation in the Social Security Disability or Supplemental Security
Income Program(s)
Copy of Driver’s License or utility bill or Voter ID card demonstrating that
applicant or decedent resides in Maricopa County
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Other documentation as necessary to demonstrate hardship as a result of
COVID-19 pandemic.
Statement of Services, Contract, or other equivalent documentation from a
licensed funeral home in Maricopa County documenting final disposition
type and supporting services/supplies to include but not limited to:
transportation (in county), urn, casket, final disposition, death certificate, and/or
associated service fees.
Process
Per Section 3.1.3 of the contract, Contractor will advertise and promote
program through a variety of channels including but not limited to Facebook,
Twitter, LinkedIn, Instagram, and local funeral home associations to ensure
the death care industry is sufficiently notified
Contractor will create and host an online portal (separate for English and
Spanish support) from the beginning to the end of the program period; a paper-
based application process may be used for up to the first four weeks of the
program if necessary
Contractor will provide online and phone-based support to applicants during
regular business hours (both English and Spanish)
Contractor will review submitted applications on a daily basis to determine
eligibility and make recommendations to the County at least twice weekly for
approval
Contractor will provide reports and retain records as required by the County.
4.
CARES ACT SMALL BUSINESS PROGRAM REQUIREMENTS AND REVISIONS
Take action as directed in Executive Session on August 10, 2020, regarding the CARES
Act Small Business Program Requirements and Revisions. (C-06-21-067-X-00)
Motion to approve an amendment to the Contract with the Arizona Community
Foundation, (Contract approved on June 24th, 2020) to delete the current Scope of
Work Version 1.0 in its entirety and replace it with the attached Small Business Program
2.0. All other provisions of the contract remain the same.
The Small Business Program 2.0 broadens the eligibility criteria for applicants to qualify
for grants, increases the potential grant amount, and extends the time for applications
to be submitted, by Supervisor Jack Sellers, seconded by Supervisor Steve Chucri
Ayes: Clint Hickman, Jack Sellers, Steve Chucri, Bill Gates, Steve Gallardo
Scope of Work: Small Business Program 2.0
Program Title
The program shall be referred to as the Maricopa County Small Business Relief
Program.
Purpose
The purpose of the Maricopa County Small Business Relief Program is to support the
continued viability of small businesses experiencing financial hardship due to the
COVID-19 Pandemic. NOTE: This version 2.0 is a modification to program version 1.0
that operated from July 9, 2020 to July 31, 2020. Any funds received under version 1.0
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will be subtracted from eligible amounts under 2.0. No qualifying participant shall
receive a cumulative total of more than $25,000 under both versions of the program.
Program Provisions
Provide up to $25,000 to qualifying small businesses for expense
reimbursement.
o
Calculated as lesser amount of actual loss or $25,000
o
Reimbursement basis means the grant will cover losses already
incurred, using the month ended March 2020 through June 2020 as
the period defined.
For-profit and non-profit (501(c)3) businesses are eligible.
o
Sole proprietorships operated out of homes and mobile businesses
are eligible
o
Supporting documentation requirements may differ; ACF will provide
two separate portals
Application period: August 17, 2020 – October 2, 2020 unless mutually
extended by both parties.
Grants will be provided on a rolling basis based on date of submission until
funding is exhausted or grant period closes.
Grantees may be asked to provide supporting documentation indicating how
grant funds were spent.
Funds not disbursed including interest income earned (if any) at the end of the
Program will revert to County no later than October 31, 2020.
Grant program will be administered by Arizona Communities Foundation.
Pre-Qualifications
Applicant certifies that the for-profit or non-profit business was in operation in
Maricopa County but not within the cities of Phoenix or Mesa prior to January
1, 2019.
Applicant certifies they employed 50 or fewer full-time equivalents as of March
1, 2020.
Applicant certifies they did not generate more than $5 million in gross sales (or
revenues, in the case of non-profits) between January 1, 2019 and December
31, 2019.
Applicant certifies that gross sales or revenues declined by at least 25% as a
result of COVID-19 from March through June 2020 compared to March through
June 2019.
Business applicant certifies that they meet required zoning and regulatory
requirements including:
o
Having the proper zoning entitlements
o
Not having any active enforcement actions against the applicant by
Maricopa County or their respective city/town government
o
Being in substantial compliance meaning that the county or respective
city/town has not taken any enforcement action authorized by law for
any deficiencies.
Applicant certifies that they are in good standing with the Arizona Corporation
Commission.
Grant Application Questions
Name of Business
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Employer ID/Tax ID Number
Additional Business Owner (if applicable)
Business physical address (or home address of mobile vendor)
Business owner’s contract information
Business Type (LLC, Corporation, Partnership, Sole Proprietorship)
Proof for 501(c)3 status (for non-profits)
Business Short Description (briefly describe goods or services business
provides/manufactures)
Date Business Opened
Number of full-time equivalents as of March 1, 2020
Current Number of full-time equivalents
Description of impact COVID-19 has had on business
Explanation of how grant will help business to retain employees and maintain
viability
Description of how funds will be utilized
o
Payroll, debt, rent, utilities, accounts payable, vendors, etc.
Voluntary business owner demographics
o
Gender
o
Race
o
Ethnicity
o
Disability status
o
Veteran status
Required Documentation
Schedule of monthly gross sales (or revenues, for non-profits), beginning with
January 2019 and ending with most recently closed month
Documentation of 2019 and 2020 monthly totals (e.g., point-of-sales reports,
computer sales summaries, copies of sales tax filings)
Most recent W-9 or, for sole proprietors with no employees, social security
number.
Affidavit from applicant attesting to meeting each of the eligibility criteria.
Proof of non-profit status, if applicable.
Other documentation as necessary to demonstrate hardship as a result of
COVID-19 pandemic.
Process
Per Section 3.1.3 of the contract, ACF will advertise and promote program
through a variety of channels including but not limited to Facebook, Twitter,
LinkedIn, chambers of commerce, and local small business associations to
ensure the small business community is sufficiently notified
ACF will create and host an online portal (separate applications for for-profit
and non-profit businesses) from the beginning to the end of the grant period,
ACF will provide online and phone-based support to applicants during regular
business hours.
o
County may be asked to provide call center support during the program
period.
ACF will review the applications on a weekly basis to determine eligibility and
make recommendations to the county for approval.
o
County may choose to verify tax identification numbers with IRS, or
support ACF in this process.
ACF will provide reports and retain records as required by the County.
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Exclusions
The following businesses are not eligible for the Maricopa County Small
Business Relief Program. Applicants must certify compliance with this
provision.
o
Adult-oriented businesses as defined in A.R.S. Section 11-811 (E)(5).
o
Businesses engaged in the growth, harvest, storage, transport,
distribution, use or otherwise providing cannabis for medical or
recreational purposes.
o
Businesses owned, in whole or part, by a Maricopa County official or
employee who, in their official capacity, participates in the oversight,
development or implementation of the Maricopa program.
MEETING ADJOURNED
There being no further business to come before the Board, the meeting was adjourned.
______________________________
Clint Hickman, Chairman of the Board
ATTEST:
____________________________
Fran McCarroll, Clerk of the Board