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"_" Consent Agenda
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December 12, 20U
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Jean Baldwin, Director
DATE: ~\1ev \ q 1'30\ \
SUBJECT: Agenda Item - Amendment, Interlocal Agreement between Jefferson
County Community Network and Jefferson County Public Health; July
1,2011- December 15, 2011; Add1 $1,100 total $7,100
STATEMENT OF ISSUE:
Jefferson County Public Health requests Board approval of the Amendment to the Interlocal Agreement
between Jefferson County Community Network and Jefferson County Public Health; July 1, 2011 -
December 15,2011; Add1 $1,100 Total $7,100
ANAL YSIS/STRATEGIC GOALS/PRO'S and CON'S:
This Amendment adds $1,100 to the existing agreement with The Jefferson County Community Network
(JCCN) and Jefferson County Public Health's Developmental Disabilities Coordinator to oversee the
administration, Implementation and evaluation, of the following activities:
. Project Mentor: Recruit up to 8 mentor matches for youth with disabilities; the goal will be to
assist youth with disabilities In building vocational skIlls and experience In employment sites In the
community. The mentors will be recruited from the Retired Senior Volunteer Program. Provide
trainings for mentors and mentees.
. Jefferson County Work Cafe: Host one community cafe to begin a dialogue In the community
regarding the topics determined by the planning workgroup. Possible focus areas lndude: Ways to
support DVR dlents in Jefferson County; Enhanced partnerships with the business community;
Increasing community resources for DVR dlents and employers; ExpansIon of employer-base for
people with disabilities.
. College/Technical School Field Trips for Jefferson County Youth wIth Disabilities:
Transition Spedallsts from Port Townsend & Chlmacum School DIstricts will each take a group of
students with leaming disabilities on two field trips, to visit Community Colleges & Technical Trade
Schools. This will provide an opportunity for youth with disabilities to learn more about educational
opportunities through community colleges and trade schools and create awareness about
possibilities that exist after high school.
COMMUNITY HEALTII
DEVELOPMENTAL DISABJIJTIES
MAIN: (360) 385-9400
FAX: (360) 385-9401
PUBLIC HEALTH
Jll.WIIYS W_G Flli II strnllilllllill
HEALTHIER COMMUNITY
ENVIRONMENTAL HEALTII
WATER QUALITY
MAIN: (360) 385-9444
FAX: (360) 379-4487
Consent Agenda
FISCAL IMPACT I COST BENEFIT ANALYSIS:
This contract Is funded by the Jefferson County Community Network, on behalf of the Washington State
Family Policy Coundl, with funding received from a partnership with the OMslon of Vocational Rehabilitation
(DVR). Funding to DVR Is from the American Recovery and Reinvestment Act (ARRA).
RECOMMENDATION:
JCPH management requests approval of the Amendment to the Interlocal Agreement between Jefferson
County Community Network and Jefferson County Public Health; July 1, 2011 - December 15, 2011; A'ddl
$1,100 Total $7,100
1d-3/qr
Date
(Routed to all Public Health Managers)
Jefferson County Community Network
December 12, 2011
Board of County Commissioners
Jefferson County Public Health
615 Sheridan Street
Port Townsend, W A 98368
Dear County Commissioners:
This letter will serve as an addendum to your current contract with the Jefferson County
Community Network dated (attached). For the period July 1,2011 through December 15,
2011 the activities and responsibilities will be amended as follows:
Activities and responsibilities of SUBCONTRACTOR are amended as follows:
· Total Contract Amount is increased to $7,100.00. The contract amount is increased
from $6,000.00 due to increased responsibilities for Program Administration. This
equates to approximately 34 hours of additional services throughout the contract
period for program aclminh:tration provided by Anna McEnery.
If this meets with your agreement, please sign three copies and return to me at your
earliest convenience.
Sincerely,
dwu-5
Anne B. Dean, Manager
Jefferson County Community Network
Approved as te form only:
'1Is/~.OII
Jefferson C . Prosecutor's ce
Attachment
Agreed and Accepted
Jefferson County
Board of Commissioners
Date
Cynthia Koan, Chair Date
Jefferson County Community Network
· 615 Sheridan. Castle Hill Center. Port Townsend, W A 98368.
.360-379-4495. FAX 360-385-9401 .
www.ieffcocommunitvnetwork.org
JCPH-FPC DVR 7/2011-12/2011
INTERLOCAL AGREEMENT
Between the
JEFFERSON COUNTY COMMUNITY NETWORK
And
JEFFERSON COUNTY PUBLIC BEALm
This AGREEMENT is made and entered into between the Jefferson County Community Network
(NETWORK) and Jefferson Couuty Public Health (SUBCONTRACTOR) for the provision of
administrative support for the Family Policy CouncillDivision of Vocational Rehabilitation
Grant. This agreement is effective as ofJuly 1,2011 and will tenninate on December 15, 2011,
unless terminated sooner as provided herein. This Agreement may be terminated by either party
upon 30 days written notice.
It is Agreed Between Both Parties as Named Herein as Follows:
~ SCOPEOFSERVICES
1. SUBCONTRACTOR shall provide services per Exhibit A Statement ofWark.
B. OBLIGATIONS
SUBCONTRACTOR shall fulfill the following obligations:
1. For five years following the end date of this agreement, SUBCONTRACTOR will maintain records
and books, documents, reports and other evidence of accounting procedures and practices which
sufficiently and properly reflect all direct and indirect expenditures of funds provided under this
agreement.
2. Make available for inspection, review or audit by NETWORK or the Family Policy Council at all
reasonable times all records, documents, reports and other data applicable to this agreement.
3. SUBCONTRACTOR is responsible for any audit exceptions incurred by its own organization.
NETWORK reserves the right to recover from the SUBCONTRACTOR disallowed costs resulting
from a fina1 audit.
4. Cooperate with requests for Infonnation by making forma1 presentations to the NETWORK and
allowing the NETWORK to review activities on-site as needed.
5. If SUBCONTRACTOR is anon-profit organization, provide a copy of501(cX3) documentation
within 30 days of signing this agreement.
6. If SUBCONTRACTOR is a non profit OTglIn;7Rfion, provide a copy of the mostreceutannual
financial statement within 30 days of the agreement.
C. CONSIDERATION and BUDGET
-0l!
1. Upon execution of this agreement by both parties, NETWORK shall provide funding to
SUBCONTRACTOR in the amount of$6000.00 for the services to be provided under this
agreement.
2. Expenditure of funds provided under this agreement shall be mede in accordance with the approved
budgets per ExhIbits A L Statement of Work. Any changes to the project budgets must be
approved in advance by NETWORK.
D. AUDIT REQUIREMENTS
SUBCONTRACTORS shall:
1. Adhere to the General Office of Management and Budget (OMB), Generally Accepted Auditing
Standards (GAAS), Government Accounting Standards (the Revised Yellow Book), OMB
Circular A-133, and other applicable federal and state regu1ations.
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JCPH-FPC DVR 7/2011-1212011
2. Funding Thresholds for Audits:
a. Organizations expending less than $75,000 per year in federal funds are not required to
have any specific audit.
b. Organizations expending more than $75,000 and less than $300,000 in federal funds shall
have a financial audit in accordance with GAAS----Financial Audits.
c. Organizations expending more than $300,000 in federal funds shall have a single-agency
audit.
3. Mainmin accounting records that will enable separate identification of all funds received and
expended, and assure that SUBCONTRACTORS also maintain records that are auditable. The
SUBCONTRACTOR shall be responsible for any audit exceptions incurred by its own
organi7Jrtion or that ofits SUBCONTRACTORS. The DEPARTMENT reserves the right to
recover disallowed expenditures.
4. The Office of the State Auditor shall conduct the audit of the SUBCONTRACTOR'S program if
the SUBCONTRACTOR is a state or local government entity; or an independent Certified Public
Accountant firm selected by the SUBCONTRACTOR if the SUBCONTRACTOR is not a state or
local government entity, in accordance with OMB Circular A-I22.
5. The SUBCONTRACTOR must prepare a Schedule of Financial Assistance for federal and state
funds that includes: grantor agency name, federaI agency, program name, other identifYing
contract numbers, catalog of federal donlestic assistance (CFDA) number, grantor contract
number, total award amount including amendments, beginning balance, current year revenues,
current year expenditures, ending balance, and program total.
6. The SUBCONTRACTOR shall mainfllin its records and accounts in such a way as to mcilitate the
DEPARTMENT'S audit requirements, and ensure that SUBCONTRACTORS also maintain
records that are auditable. The SUBCONTRACTOR is responsible for any audit exceptions
incurred by its own organization or that ofits SUBCONTRACTORS. The DEPARTMENT
reserves the right to recover from the SUBCONTRACTOR disallowed costs resulting from the
final audit.
7. The SUBCONTRACTOR will respond to DEPARTMENT requests for information or corrective
action concerning audit issues within 30 days of the date ofrequest
As applicable, costs of the audit are an allowable expenditure.
E. ACKNOWLEDGEMENT OF FEDERAL FUNDS
The SUBCONTRACTOR shall comply with the special conditions listed below:
I. The SUBCONTRACTOR agrees that, when issuing statements, press releases, requests for
proposals, bid solicitations, and other documents descn'bing projects or 1""ll'wuS funded in whole
or in part with federal funds, the SUBCONTRACTOR and all SUBCONTRACTORS receiving
federal funds under this CONTRACT, including but not Iimited to state and local governments
and school districts, shall clearly state:
a. The percentage of the total cost of the program or project which will lie financed with
federal funds and with state funds.
b. The dollar amount of federal funds and state funds for the project.
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JCPH-FPC DVR 712011-12/2011
2. The SUBCONTRACTOR agrees that any publication written, visual, or sound, but excluding
press releases, newsletters, and issue analyses issued by the SUBCONTRACTOR or by any
SUBCONTRACTOR describing programs or projects funded in whole, or in part, with federal or
state funds under this CONTRACT, sbaII contain the following statement:
"This project was supported by a grant from the Jefferson County Community Network, funded by
Washington States's Family Policy Cooocil, through a partnership with the Department of
Vocational Rehahilitation."
3. The SUBCONTRACTOR agrees that one copy of any such publication will be submitted to the
DEPARTMENT to be placed on file and distributed as appropriate to other potential contractors
or interested parties. The DEPARTMENT may waive the requirement for submission of any
specific publication upon submission of a request providing justification from the
SUBCONTRACTOR.
F. MISCELLANEOUS
1. SUBCONTRACTOR shall not use or disclose any information which it knows to be confidential, or
any infurmation classified as confideotial by statute or regulation, or any infurmation considered to
be confidential by custom or usage in the context in which it is origina1ly provided, concerning any
clients served by the SUBCONTRACTOR except by prior written consent of the client(s) affected
thereby.
2. During the performance of this agreenient, SUBCONTRACTOR shall nut deny an opportunity to
participate in any program or service provided by this agreement, or provide an opporbmity which is
different from that provided others under this agreement, on the grounds ofrace, color, sex, sexual
orientetion, religion, national origin, marital status, or the presence of any mental or physical
disability.
3. SUBCONTRACTOR shall provide the maximum opportunity to Minority and Women-Owned
Business Enterprises to participate in the performance of this subcontract.
4. SUBCONTRACTOR shall carty workers' compensation insurance throughout the performance of
work under the pe1fo1mance of this subcontract. NEIWORK will not be responsible for payment of
premiums, claims or benefits which might arise under the workers compensation laws dorlng
pe1fOllnance of duties and services under this subcontract. SUBCONTRACTOR will at all times
comply with all applicable workers compensation, occupational disease, and occupational health and
safety laws and regulations to the full extent applicable. Any penalties incurred by
SUBCONTRACTOR will not be the obligation of the NEIWORK.
5. NEIWORK assumes no liability with respect to bodily iqjmy, illness, accident, theft, or any other
damages or losses concerning persons or property involving or arising from the
SUBCONTRACTOR'S equipment or vehicles.
6. The SUBCONTRACTOR is responsible for providing adequate insurance coverage to protect
against legal liability arising out of its performance of this Agreement This sbaII include
Professional Liability Insurance for any health care professional licensed by the State ofWashingtoo.
7. Each party to this agreement sbaII be solely responsible for any claims or damages resulting from
its own negligence or the negligence of its employees, officers, directors, agents or other
representatives. In the eveut that the parties are found to be jointly negligent for any acts or
omissions arising under this agreement, then each party sbaII be responsible for its sole
proportionate share.
8. The SUBCONTRACTOR certifies that work to be performed under this subcontract does not
duplicate any work to be charged against any other funding.
9.' Specific procurement protocols are required of the SUBCONTRACTOR for all purchases funded
by this subcontracl Protocols include explicit codesIstandsrds of conduct governing the awarding
of bids using state funds; the provision of open and free competition; and NEIWORK approval
when a sole source award exceeds $5,000.
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JCPH-FPC DVR 712011-12/2011
10. No funds will be paid to any person for influencing or attell1pliug to influence an officer or
employee ofany agency, a member/officer/employee of Congress in connection with the making
of this subcontract, which is funded in whole or in part with Federal funds. If any funds other than
Federal funds are paid in this manner, the SUBCONTRACfOR shal1 complete and submit
S1andard Form ill-"Disclosure Form to ReportLobbying," in accordance with its instructions.
I I. NETWORK has relied upon funding provided by the Family Policy Council to establish this
Subcontract. If the funding or any other terms or conditions upon which the NETWORK relied
upon to establish this Subcontract are withdrawn, reduced or limited in any way, or if additional or .
modified conditions are placed on such funding, the NETWORK may immediately terminate this
Agreement and/or offer SUBCONTRACTOR an amended Agreement, at NETWORK's option, to
reflect such change in funding or conditions.
The parties may amend this agreement at any time upon mutual agreement.
ADOPTEDTHIS~Of 0 V
By:
thiaKoan,Chair
County Commun'Jty Network
By:
Date: C)clt:S'oDK 1 () I lOll
Approved as to form. only:
1/z'f '201]
2011.
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JCPH-FPC DVR 7/2011-12/2011
EXHIBIT A
STATEMENT OF WORK.
Jefferson County Public Health
Administrative Support for the Family Policy Council!
Division of Vocational Rehabilitation Grant.
Contact person:
Anna McEnery, Jefferson County Public Health
615 Sheridan, Port Townsend, W A 98368
(360) 385-9410 amcenerv@co.iefferson.wa.us
Intended Outcome of Prevention Strategy:
Improving employment-related skills, knowledge, ability, attitude and competencies of
youth with d!sabillJles
Activities and responsibilities of SUBCONTRACTOR are:
1. Overseeing the administration, implementation and evaluation, in coordination with
the Jefferson County Community Network's Program Manager, of the following
activities:
A: Project Mentor:
· Contract with the Olympic Community Action/Retired Senior Volunteer Program, (or RSVP)
to work on this project with the Network. RSVP is a nationwide volunteer program that
invites adults 55 and over to use their experiences and skills to continue to contnbute to their
community. RSVP connects those volWlteers with service opportunities in their commwtities
that match their skills and avai1abi1ity. In J effurson CoW1ly the RSVP program supports over
80 active volWlteers. The volWlteers tutor and mentor children in schools, work at food
banks, senior nutrition sites and Meals on Wheels, at museums, the Courthouse, Chamber of
Commerce, Libraries, Thrift Shops, Visitor Centers, AnimaI Rescue and a wide variety of
other social service and non-profit agencies, giving anywhere from 4 to 40 hours per week of
their time.
· Recruit up to 8 mentor matches for youth with disabilities; the goal will be to assist youth
with disabilities in building vocational skills and experience in employment sites in the
community. The mentors will be recrultedfrom the RetIred Senior Volunteer Program, (or
RSVP) thot Is run out of the Olympic Community Action Program.
· Assure that RSVP VolWlteers who apply to be a Mentor pass a Washington State Patrol
Criminal (W.S.P.) BackgroWld Check.
. Recruit up to 8 youth with disabilities (19-24 years of age & who are VR eligible); the goal
will be, to build vocational skills in order to increase job placement and retention through
participation in short term volWlteer work experience of between 25 & 40 hours.
. Locate volWlteer sites for the Youth Mentoring Project. For example:
o Food Banks, Senior Nutrition sites, Meals on Wheels, Museums, Courthouse, Chambers of
Commerce! Visitor Centers, Libraries, Thrift Shops, AnimaI Rescue, Other Social Service and
Non-Profit Agencies
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JCPH-FPC DVR 712011-12/2011
. Assure that Mentors will receive the following training:
o General Orientation to the VR system in W A
o Job Skills Checklist
o Understanding Disability
o How to Mentorffhe Benefits of Mento ring
o How to Help their Mentee Network with the Business Community
· Assure that Youth will receive the following training on the fullowing topics in order to
increase their ability to successfully enter the worldbrce:
o General Qrjenmtinn to the VR system in W A
o Job Skills Checklist
o Work-Readiness Activities (hygiene, wardrobe selection)
o Interpersonal/Social skills in the Workplace
o Attitndes & Habits ofa Quality Worker (the right job, being on time, understanding
directions)
. Each youth will be eligible to receive a $220.00 stipend npon completion of their volunteer
work & fur attendance in the youth training.
B. Jefferson County Work Clift:
. Create a planoing workgroup that will be combined ofmemhers of the Developmental
Disability Board and the Jefferson County Community Network to determine the community
needs, topics for world cafe and goals of the meeting-what do we want to learn? Possible
focus areas include: Ways to support DVR clients in Jefferson County; Enhanced
partnerships with the business community; Increasing community resources for DVR clients
and employers; Expansion of employer-base fur people with disabilities.
. Work with Steve Byers on planoing, hosting and evaluating the community work cafe.
. Host one community cafe to begin a dialogue in the community regarding the topics
determined by the p1anoing workgroup.
. Create an action plan fur steps to teke after beginning the dialogue.
. Funding (up to $580) will be spent for a meeting space & food, in order to host a Work Cafe
in Jefferson County.
C. College/l'edmlcal ScIwol Field Trips for Jefferson County Youth with Disabllltks:
Transition Speclalists from Port TOWIlSel;ld & Chimacum School Districts will each teke a
group of students with learning disabilities on two field trips, to visit Community Colleges &
Technical Trade Schools.
. Provide an opportunity fur youth with disabilities to learn more about educetionaI
opportunities through community colleges and trade schools.
. Create awareness about possibilities that exist after high school.
. Funding (up to $1000) will be spent for travelltransportation costs and substitute teachers
2. Submit invoice to Community Network Staff for program costs following
completion of services (may bill monthly, quarterly, or annually).
Budget:
Program Administration
$6000.00
Payment Schedule:
All billing(s) are to be submitted no later than 12/30/11; and must indicate the activities and
services provided. Billings are to be submitted to the Community Network, and are to be
for activities that have already occurred.
6
JCPH-FPC DVR 7/2011-1212011
Reporting:
Final reporting will be done in coordination with the Jefferson County Community
Network's Program Manager.
Outcomes Exoected:
Strengthen the synergistic connections between and among Vocational
Rehabilitation customer(s), persons qualified to become Vocational
Rehabilitation customers, community, and employers.
Outouts:
Programs/Services, as defined above, will be delivered within contract timeframe.
7