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Home My WebLink About070511_ca08 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Admini~trator FROM: Leslie Locke, Deputy Clerk of the Board DATE: July S, 2011 SUBJECT: CERTIFICATION re: Project Sponsor for Housing Opportunities for Persons with AIDS; Federally Funded Program through Washington State Department of Commerce; No Dollar Amount; Longview Housing Authority STATEMENT OF ISSUE: CERTIFICATION re: Project Sponsor for Housing Opportunities for Persons with AIDS; Federally Funded Program through Washington State Department of Commerce; No Dollar Amount; Longview Housing Authority ANALYSIS: The Clallam County Department of Health and Human Services, Barbara Ward, has requested that the Jefferson County Commissioners approve a Certification for Housing Opportunities for Persons with AIDS. She provides HIV case management services for Clallam and Jefferson residents per the consolidated contract with DOH. RECOMMENDATION: Approve CERTIFICATION re: Project Sponsor for Housing Opportunities for Persons with AIDS; Federally Funded Program through Washington State Department of Commerce; No Dollar Amount; Longview Housing Authority. REVIEWED BY: ~~~ ( (;l-/~ Date Clallam County Department of Health and Human Services Mailing Address: 223 East 4th Street. Suite #14. Port Angeles. WA 98362-3015. PhysIcal Address: 111 East 3'" Street, Suite # 1A. Port Angales. WA98362. 360-417-2274. FAX: 360-452-4492 RECE~VED June 16,2011 JUN 20 2011 JEFFERSON COUNTY COMMISSIONERS Jefferson County Commissioners PO Box 1220 Port Townsend, W A 98368 Ref: Housing Opportunities for Persons with AIDS Dear Sirs: Barbara Ward, CCHHS employee, provides mv case management services for Clallam and Jefferson residents per the consolidated contract with Department ofHea1th. The fed~ra1 gove=ent funds housing programs for mv clients. The enclosed information concerns a program called HOPW A (Housing for Persons with AIDS). Your involvement is needed to provide a local government certification for Longview Housing Authority. LHA receives the housing funds for this program. The certification is a new requirement for LHA after an audit review. Please place this request on the July 5th commissioner's agenda meeting for action. We need to have three signed copies. Please keep one copy for your files and return the other two copies to Barbara Ward at the above address. If more information is needed it can be obtained through Longview Housing Authority, 360-423-0140 Ext46. Y~~~ Barbara Ward Case Manager I J\"1 ~ d-l\ ~l 3~O--\' \ BW: Attachment LOCAL GOVERNMENT CERTIFICATION Per HUD regulations, local governments must approve of the HOPW A program in their county and documentation must occur before grants are executed with each Project Sponsor. The certification and information about the program should be presented to county commissioners with sufficient time for them to bring it to their board for signature. Instructions for Local Government Certification . This must be signed by the authorized official of the unit ofloca1 government in which the assisted project is located (County Commissioners) . If the program services are provided in multiple coun)ies, a certification must be signed by each of the counties. HOPWA Program The Housing Opportunities for People with AIDS (HOPWA) Program is offered by Longview Housing Authority (LHA) as part of a continuum of care to assist people affected by HIV J AIDS. The program is designed to achieve stable housing and independence for people who are experieucing temporary financial crisis as a result of their illness. LHA's HOPW A Program is made possible by a grant from the U.S. Department of Housing and Urban Development and is supported by LHA. . HOPW A assistance is designed to help people who are able to work toward achieving stabilization and some degree of self-sufficiency. Eligibility Requirements The HOPW A Program will assist those low-income persons infected by HIVJ AIDS who: . Meet the income requirements of HOPWA . Are in imminent danger of homelessness due to financial crisis. Priority will be given to clients who are in imminent danger of homelessness because of their increased health risks due to HN J AIDS. o Are not in housing that is based on income, such as Section 8. o Minimum consideration will be given to those applicants who are in safe, affordable housing. The program is able to serve only a limited number of persons per month who need housing assistance. Washington State Department of Commerce Housing Opportunities for Persons with AIDS Local Government Certification (Signing this certification does not obligate the county to do anything or pay for anything. This federally funded program has been available in the county for many years. Signing this certification only documents that the county is aware of and approves of the program. More information can be requested from the HOPW A Project Sponsor or Department of Commerce HOPWA Program Manager). I, . John Austin. Chair (name and title) ... of Jefferson County Board of Commissioners (unit oflocal government) hereby certify that Jefferson County (unit oflocal government) approves the proposed program submitted by Lom!View Housing Authoritv to the State of Washington Department of Commerce for (name of nonprofit organization) funding from the Housing Opportunities for Persons with AIDS Program. Signature Name John Austin Title .. Chair. JeffersOn County Board of Commissioners Date Project Sponsor Contact Information: Longview Housing Authority 1207 Commerce Ave Longview, W A 98632 (360) 423-0140 ext 46 Approved as to orm only by: (" 'Q J {I DaVId Alvarez Chief Civil Deputy Pros Jefferson County ~~ .-ij .Il I ~ j 8 "'u Ij ~ it 18 e: 'i :.: II ~~ :~) oll~ il'l:l a:= ~i il ~~ ~C) k:': <S8 8 :e. ~1 .!~ ~ r.i5'" " beGil> ~l ~ ~!tI)@ ~ ~ !~DD 1'~ . I '~f 1H ... ~ li == ~~ .... ] ~~ .... .. .oa.... 5 !Xl ...... 0.. l.l~ <~.. ...... ~~ =0" ~il~ "",ll~ Il j'l:l ",,S ~~ = - 8 - eFl Fl S'< - r.:: .~~ < .... ~ .... ~ !l i .. '" ~'E ~ .... ..., Ii'~ ~. 0 j IJ . '" ~ ~ .~ .. ~~ tI) a J '0] ......, ij 'll: := I 8"d<i u ~ ~ ~;!8 "d p.~" Ii ~ ~ ~ ~ ..! ~ 3! ,j ~ .. !-il~ 0 H ~ J 0'8 " ~ = =-:.:'<! ~ e ~l.l! j '! ~~~ If ~. 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III "d ~ e;!- ]...-; .e- > . 8:= ~e.:! = ~'l> ~8 ElEl ~r l~] .=.e.l ~ 1:8 = = ~.. ~ ! ~ ~ ~! 8- i~ ~ f.~~ ~ If ;; <'t liS ~ ; i , I"S " fIl~ i l~ i ~ll ~ " ! sl i !~ ! !~ ! Ii ~ ~lj !ll 8....~ ~;l... r:/.}~.'"" ~s.~ .. fIl = ~ ~ d f l ;;a l ~ Co i 5 .. olllJ! ~~ Ii!; ~ I ] ~ ~ ,. J! i g ,= l'.l '8 l '1 i ~ z I N .. ., a g J I t :~ .~ !' J ... o g lj .a,g ;a .a-i' .8 . J!b :..5: m... g ~ ' ~~ il Jls l~~ '-1'" i> '~ lei ~t~ l]:= ~ !l~ 'i.;;~ '> g~ e_ i: gll::: N.s...t:l ~~j~ = is '~ ~'''i "" = '0 0 != "< ~'~i ~ ~le':i r;.!3<3 .. ~ I:'I.L.= PI'Ol!I'8D1 Snecific ReaulrementslNarrative 1. Definitions and Responsibilities a. Grantee - The grantee is DOH, the direct recipient of Title XXVI of the PHS Act as amended by the Ryan White lllV/AIDS Extension Act of2009 (Ryan White Program), Part B, funds from the federal. b. Contractor - The contractor is the LHJ receiving Ryan White Part B funds directly from the grantee, DOH. LHJ sball: i. Maiotaio written documentation that each client receiving Ryan White Program Part B services is lllV positive. ii. Monitor expenditures of Ryan White Program Part B funds to assure confidentiality, client equity, compliance with federal and state guidelines, and to remain within annual budget. iii. Follow fiscal and program standards as stated in the Part B Pravider Workbook; Implementing Community Programs in Washington State. iv. Have a signed contract with the Department of Social and Health Services (DSHS) to provide Title XIX case management for eligible clients, ensuring Ryan White funds are the funds oflast resort. v. Adhere to the Title XIX (Medicaid) lllV / AIDS Case Management Billing Instructions. vi. Adhere to the fullowing system for meeting Medicaid match. (1) DOH will retaio state general funds and use the following system to pay the match: (a) Providers will bill DSHS for Title XIX case management services (b) DSHS will pay providers for services rendered (c) DSHS will bill DOH for the state match (d) DOH will pay the state match to DSHS (2) This system will remain in place as long as the department bas sufficient state general funds to meet Medicaid match. vii. Adhere to the Statewide Standards for Medical HIV Case Management. viii. Have clients sign Release of Information forms granting DOH permission to review client charts for qua1ity assurance and evaluation purposes. ix. Engage in Quality Management activities as described in Ryan White Part B Pravider Workbook; Implementing Community Programs in Washington State. Quality Management Programs must include qua1ity assurance activities to measure performance against established standards of care, quality improvement activities to improve on services, and involve consumers. Required Quality Management activities ontlined in Ryan White Part B Pravider Workbook: LHJ must identify a Quality Management Program lead. LHJ must develop and submit their Quality Management Plan. All Quality Management Plans must be epproved. LHJ must use the Quality Management plan template provided by DOH found in the Ryan White Part B Pravider Workbook, or submit a Quality Management Plan of their own choosing that addresses all components listed in the Template. site visits will include Quality Management components including the review of LHJ progress in implementing their annual Quality Management Plan. The identified Quality Management Program Lead must participate in the Quality Management training provided by DOH. 2. Reporting Requirements a. The LID shall provide the following reports by electronic mail (preferred), U. S. mail, or fax no later than the close of business on the dates indicated. LID shall submit reports to the Community Contract Coordinator: Abby Gilliland Washington State Department of Health P.O. Box 47841 Olympia, WA 98504-7841 Phone: (360) 236-3438IFax: (360) 664-2216 EmaiI: Abbv.Gillilandrqldoh.wa.lwv Receipt of timely program reports by DOH is imperative. Failure to comply with reporting requirements may result in the withholding of funds. b. Monthly Report The LID shall provide a monthly sutIlIIlllTY of expenditures to DOH Program Contact by the 15th of the following month. c. Quarterly Report " Time Period 7,. Reoort du,e._ Anril1, 2011 - June 30, 2011 Julv 15,2011 JulV1, 2011 - ber 30, 2011 October 17,2011 October 1,2011-December31, 2011 December 31, 2011 Quarterly report shall include the following components: 1) Implementation Plan - On DOH's Implementation Plan form, LID shall document progress in meeting stated objectives. LHJ shall provide actual numbers for each quarter. il) Narrative - On DOH's Narrative form, LID shall discuss: (1) Problems/issues around provision of Core Medical Services (2) Problems/issues around provision of Support Services (3) New Ryan White Part B-funded services added or delated (4) New access points into mv care services (5) Deficit Reduction ACT (DRA) - involvement with Medicaid office to address challenges of entitlement (6) Accomplishments for the reporting period (7) Regional activities/meetings (8) Budget problems/concerns ili) May roo a quarterly RDR in lieu of the Narrative Report and Implementation Plan. Agencies should send a narrative outlining any problems, issues, or concerns around provision of core or support services. Iv) Fiscal - On DOH's Narrative form, LID shall indicate Ryan White Program Part B funds expended to _ and the amount of funds the LID anticipates expending during remainder of contract year. v) Quality Management Reporting - HRSA mandates that Ryan White funding recipients develop Quality Management Programs to measure, monitor and improve the qnaIity of their services and the Ryan White Care system. The LID must complete and submit: Quality Management Plan Template or Quality Management Plan Update Statewide Case Management Performance Measurement Data All TempIates mentioned above will be available in the lo/an White Part B Provider Workbook. d. Year-end Report i) Number of contacts and persons reached during the FFY 20 II (04/01/11 to 12!31!11) Ii) Demographics of cumulative unduplicated clients served during the FFY 2011 (04/01/11 to 12!31!1I) ili) Narrative report using CAREWare generated Ryan White Data Report (RDR) Re . Tin1ePeriPd A . 1,201l-December31,2011 R rt due date December 31, 20 II e. Semi-annual Reports i) Unduplicated Client Demographies - On DOH's Client Demographics form, the LID shall indicate indicating the demographics of cumulative unduplicated clients served. ort due date October 17,2011 December 31, 2011 f. Annual Reports i) Ryan White Services Report (RSR) HRSA requires all Ryan White Program service providers to use a client-level data collection and reporting system. This data system, known as the Ryan White Services Report (RSR), will report information on Ryan White-funded programs and the clients served to HRSA's HIV/AIDS Bureau. Each service provider will submit a client report ouline as an electroulc file upload. Each upload file will contain one record per client. Each client report will include information on demographic status, HIV core medical and support services received, and the client's VC!', an encrypted, unique client identifier. Data CollectirlperiQd 1,2011-December31,2011 Ii) Ryan White Data Report (RDR) By December 31, 2011, an LID that receives Ryan White Program Part B funds, between January 1,2011 andDecember 31, 2011, shall collect and enter calendar year 2011 data required for the RDR. LID shall enter data into the HRSA HIV/AIDS Bureau's ouline data entry form at the followirlg website: www.bab.hrsa.gov/too1s.htm. LID shall review instructions for completing the ouline data form and for specific data required at this website prior to completion of the form. Re rtdtiedate December 31, 2011 J R . Tin),ePeriod 1, 2011 - December 31, 2011 or! due date December 31,2011 g. Additloual Reporting Requlrements WIthin 30 days of written notification, the LID shall comply with any addItional reportirlg requIrements mandated by state or federa1 directive during the contract period. 3. Contract Management a. Flsml Guidance i) Funding - Funds provided in the Budget are for services provided during Federal Fiscal Year (FFY) 2011 (April 1,2011 through December 31, 2011). The LHJ shall submit all claims for payment for costs due and payable under this contract incurred during FFY 201 I by February 28, 2012. ii) Submission of lnvoice Vouchers - On a monthly basis, the LHJ shall submit correct A19-1A invoice vouchers amounts billable to DOH under this contract (a) The LHJ shall use the budget categories as the expense categories on the Al9-1A or shall attach a detailed summary sheet using the budget categories to each invoice voucher. ill) Advance Payments Prohibited - Ryan White Part B funds are "cost reimbursement" funds. DOH will not make payment in advance or in anticipation of services or supplies provided under this agreement. This includes payments of "one-twelfth" of the current fiscal year's funding. iv) Payer of Last Resort - No Ryan White Program Part B funds shall be used to provide items or services for which payment has been made or reasonably can be expected to be made, by third party payers, including Medicaid, Medicare, the Early Intervention Program (ElP) and/or State or local entitlement programs, prepaid health plans or private insurance. Therefore, the LHJ providing case management services shall expeditiously enroll eligible clients in Medicaid. LHJ will not use Ryan White Program funds to pay for any Medicaid-covered services for Medicaid enrollees. v) Cost of Services - The LHJ will not charge more for mv services than allowed by Sec. 2617 (c) of Ryan White legislation (Public Law 101-381; 42 use 300tf-27). vi) Provision of Non-cash lncentives - LHJ may not use Ryan White Program Part B funds to provide non-cash incentives for activities such as participation in needs assessments, focus groups, surveys, etc. vii) Payment of Cash or Checks to Clients Not Allowed - Where direct provision of service is not possible or effective, vouchers or similar programs, which may only be exchanged for a specific service, shall be used to meet the need for such services. LHJ shalladminioter voucher programs to assure that recipients cannot readily convert vouchers into cash. viii)Payment for "No Shows" Not Allowed - Fee for Service providers shall not use Ryan White Program Part B funds to pay for scheduled appointments if a client fails to keep the appointment Ix) Funds for Needle Exchange Programs Not Allowed - LHJ shall not expend Ryan White Program Part B funds to support needle exchange programs. x) Press Releases, Request for Proposals (RFPs), Bid Sollcitations, ere. - All statements, press releases, RFPs, bid solicitations, and other documents describing projects or programs funded in whole or in part with federaI funds shall clearly state: (1) The percentage and the dollar amount of the total costs of the program or project which will be financed with federal funds (2) The percentage and dollar amount that will be financed by non-federal sources b. Contract ModIfimtions i) Notice of Change In Services - The LID shall notify DOH program ~ within 45 days, if any situations arise that may impede implementation of the services contained In the Statement of Work. DOH and the LHJ will agree to strategies for resolving any shortfalls. DOH retains the right to withhold funds in the event of snhstantial noncompliance. ii) Transfer of Fonds among Budget Categories - Non-fee-for-service providers may transfer contracted funds identified in the budget among direct expense categorieS, EXCEPT equipment, as long as the amount of the cnmulatlve transfer does not exceed ten percent of the total contracted funds for the current Ryan White fiscal year and does not change the Statement of Work. c. Subcontracts Subcontracting is not permitted. When executing a Fee for Service, a Memorandum of Underslnndlng must bc approved by the HIV Client Services Contract Manager. Technical Asslslnnce is available through DOH. 4. Coordination with Comprehensive Risk Counseling Services (CRCS) If requested by a CRCS provider, LHJ shall execute written agreements with CRCS providers to document how CRCS services and activities will be coordinated with Ryan Wbite-funded Medical HIV Case Management services and activities, to avoid duplication of effort and resources. Techuical assistance is available through DOH. 5. Confidentiality Requirements The LID must preserve the confidentiality of the clients they serve pursuant to the Washington Administrative Code (WAC) and the Revised Code of Washington (RCW). Please see below to identify the category your agency best fits. Failure to msintBin client confidentially could result in civil or legal litigation against employees or agencies per the WAC and RCW. CategOI'Jl One: Agencies thnt keep confidential and identifiable records Including medical diagnosis and lab slips. If your local health jurisdiction fits this definition, you must comply with federal and state requirements regarding the confidentiality of client records. During site visits or audits, DOH may request proof that the LID meets confidentiality requirements. To meet the requirements the LID must have the fullowing in place: (I) Clearly written agency policies regarding confidentiality and security of records (2) Appropriate physical and electronic security measures to prevent unauthorized disclosures (3) Signed statements of confidentiality and security fur all staff members who have access to sensitive Information, either through access to files or through direct contact with clients (4) Signed confidentiality statements on file at the LID's office and updated yearly (5) Appropriate confidentiality training provided to employees with records of attendance Categol'Jl Two: Agencies thnt have access to HIVISTD information (through contact with clients or target populations), but do not maintain client records. If your local health jurisdiction fits this definition, you are required to have the following in place: (1) Signed confidentiality statements from each employee (2) Signed confidentiality statements are on file at the LHJ's office and updated yearly (3) Appropriate confidentiality training provided to employees with records of attendance Techuical assistance is available through DOH. "Disclosure of information is governed by the Washington Administrative Code (yVAC) 246-101-120, 520 and 635, and the Revised Code of Washington (RCW) 70.24.080, 70.24.084, and 7024.105 regarding the exchange of medical information among health care providers related to IDV/AlDS or SID diagnosis and treatment. Please note that LIDs fit under the definition of "health care providers" and "individua1s with knowledge of a person with a reportable disease or condition" in the WAC and RCW. DOH Program Contact: Neil Good Washington State Department of Health P.O. Box 47841 Olympia, WA 98504-7841 Phone: (360) 236-3457/Fax: (360) 664-2216 EmaiI: Neil.Goodliildoh.wa,gov