HomeMy WebLinkAbout070516_ca10Consent Agenda
May 26, 2016
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA -REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Anna McEnery, Developmental Disabilities Coordinator
DATE: 1 y 6 a 16
SUBJECT: Agenda Item — Memorandum of Understanding (MOU) — Jefferson
County Sheriff's Office A-1; January 1, 2016 — December 31, 2016;
Adds $8,071.70 for a total of $38,401.08
STATEMENT OF ISSUE:
Jefferson County Public Health, as the fund manager of the Mental Health and Substance Abuse sales
tax treatment funds, is requesting Board approval of the Memorandum of Understanding — Jefferson County
Sheriff's Office A-1; January 1, 2016 — December 31, 2016; Adds $8,071.70 for a total of $38,401.08
ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S:
This MOU contracts with JCSO to provide RN nursing services to the Jefferson County Jail Inmates affected
by Substance Abuse, Chemical Dependency, and Mental Health Issues. The Jefferson County Mental
Health/Substance Abuse Sales Tax Advisory Committee voted to recommend a portion of the Hargrove Sales
Tax funds be dedicated to fund this service. Amendment #1 adds $8,071.70 to the initial MOU and extends
the expiration date to December 31, 2016.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This is sales tax revenue raised by the County in the 1/10 of 1% Fund and is allocated by the BOCC with
advice from Mental Health and Substance Abuse Sales Tax Advisory Committee. The contract, and therefore
its amendment, provides for revenue fluctuations.
RECOMMENDATION:
JCPH management request approval of the Memorandum of Understanding — Jefferson Mental Health
Services; January 1, 2016 — December 31, 2016; $8,071.70 for a total of $38,401.08
REVIEWED BY:
t
Philip Morle , nty Administrator Date
AMENDMENT #1
MEMORANDUM OF UNDERSTANDING
Between
Jefferson County Sheriffs Office
And
Jefferson County Public Health as Administrators of MH/SA Sales Tax Fund
WHEREAS, Jefferson County allocates funding, from the Mental Health/Substance Abuse Sales
Tax Fund 131, to treat inmates at the Jefferson County Jail, affected by Substance Abuse,
Chemical Dependency, and Mental Health issues; and
WHEREAS, on April 6, 2015, the County, as administrator of the Mental Health/Substance
Abuse Sales Tax Fund 131, entered into a Memorandum of Understanding with the Jefferson
County Sheriff's Office for the treatment of substance abuse/chemical dependency and mental
health services for Jefferson County Jail inmates; and
WHEREAS, the Jefferson County Mental Health/Substance Abuse Sales Tax Advisory
Committee voted to recommend Fund 131 funds be allocated for these services in the Jail in
2016;
NOW, THEREFORE, it is mutually agreed that the Memorandum of Understanding adopted on April
6, 2015 is hereby amended as follows:
1. The term of the above referenced agreement ends December 31, 2016.
2. The County, as administrator of the Mental Health/Substance Abuse Sales Tax Fund 131,
contracts with the Jefferson County Sheriff s Office for the Sheriff s Office to provide
services to address the treatment needs of Jefferson County Jail inmates affected by
Substance Abuse, Chemical Dependency, and Mental Health issues as described in this
MOU, including Exhibit A — Scope of Work, Exhibit B -Fee Schedule, and Exhibit C —
Jefferson County MH/CD Treatment Tax Funding Match Policy, attached hereto and
incorporated herein.
3 Jefferson County Sheriff's Office and any contractors it may use to provide services with
Fund 131 funding, shall comply with the following and with EXHIBIT C - Jefferson
County MH/CD Treatment Tax Funding Match Policy.
a. The County reserves first right to use as match the chemical dependency mental
health tax funds and the services funded by them for purposes of qualifying for
additional funding and grants. The County may allow the Sheriff s Office or its
Contractor to use the chemical dependency mental health tax funds as match, at the
County's sole discretion. Should the County decline to use chemical dependency
mental health tax funds as the County's match for additional funding and/or grants,
then the County may authorize the Sheriff's Office or its Contractor to use such funds
for match consistent with this Amendment.
JEFFERSON CO SHERIFF'S OFFICE, MOU AMENDMENT # 12016 Page 1 of 7
b. Where the Sheriff's Office or its Contractor proposes to use chemical dependency
mental health County tax funds for match, the Sheriff s Office or its Contractor shall
be solely responsible for compliance with all state and federal laws and regulations,
including but not limited to DSHS, CMS and DBHR funding rules, applicable to the
use of MH/CD sales tax monies as match. The Sheriff's Office or its Contractor shall
document it has met this responsibility by submitting in writing to Public Health and
the County Administrator their match formula, allocation plan and any other
documentation required of them by EXHIBIT C: Jefferson County MH/CD
Treatment Tax Funding Match Policy. The County may withhold authorization to
utilize the MH/CD sales tax monies as match. The Sheriff s Office or its
Contractor's failure to provide adequate documentation does not relieve the Sheriff s
Office or its Contractor of their responsibility to comply with all state and federal
laws and regulations related to match.
4 This Amendment adds $8,172 in funding to funding from Fund 131 previously authorized
for 2015, to be used by the Sheriff s Office specifically for services pursuant to this
MOU. The total amount of funding provided to the Sheriff s Office for services pursuant
to this MOU for 2015 and 2016, combined, shall not exceed $38,500 without express
written Amendment signed by both parties. Expenditures in 2016 by the Sheriff s Office
on services pursuant to this MOU shall not exceed $15,262.
All other terms and conditions of the original Memorandum of Understanding executed on
April 6, 2015, will remain the same.
Dated this day of , 2016.
By:
Kathleen Kler, Chair
Jefferson and of County Commissioners
By:
David Stanko, Jefferson County Sheriff
Attest:
Carolyn Avery, Deputy Clerk of the Board
Approved as to Form Only:
e" � . 8X
David Alvarez, Deputy Pros ting Attorney
JEFFERSON CO SHERIFF'S OFFICE, MOU AMEN DMENT# 12016 Page 2 of 7
Exhibit A
Scope of Work
RESPONSIBILITIES:
The Jefferson County Sheriffs Office, as a contracted provider agrees as follows:
1. Jefferson County Sheriff s Office will provide Relapse Prevention Services to Jefferson
County Jail inmates affected by at least, but not limited to the following: Substance
Abuse, Chemical Dependency, Mental Health issues. Services to be provided by the
Sheriff s Office and/or its contractor include:
a. Assessment of a majority of subjects booked into the jail; assessing them for
substance abuse and/or withdrawal, mania, anorexia, mood disorders, self -harm, and
other mental health conditions,
b. Actively recruit substance abuse inmates for participation in Relapse Prevention
Education (RPE) and co -facilitate with JMH/DBH two weekly RPE classes, (one for
females and one for males);
c. Directly provide assessment, early intervention, and follow-up for inmates suffering
from substance dependencies and/or mental health issues, including education and
public health interventions within the Jail;
d. Directly provide engagement, preparation for and coordination of outpatient treatment
and initial post -discharge appointment for inmates suffering from substance
dependencies and/or mental health issues through post -discharge initial case
management services;
e. Make appropriate referrals to Safe Harbor, Jefferson Mental Health/ Discovery
Behavioral Healthcare and/or Drug and Mental Health Sheriff s Office s and the Jail's
Medical Provider;
f. Coordinate the continuum of care with Safe Harbor, Jefferson Mental Health/
Discovery Behavioral Healthcare, and Drug and Mental Health Sheriff s Office s; and
assist with making recommendations to refer inmates, after release, to inpatient and
outpatient programs for mental health and substance abuse.
g. Collect and share statistics and data as may be required for the administration of the
services under this MOU as amended and for reporting purposes.
2. If the Sheriff s Office utilizes funds under this MOU AMENDMENT to hire a Contractor
to provide services or administration and billing services subject to this MOU as
amended, the Sheriff s Office agrees to prepare for BoCC approval a professional
services agreement with the Contractor, which Agreement has been approved by the
County's Risk Management and Legal review, and which requires Contractor's
compliance with the provisions of this MOU as amended, including compliance with the
provisions of EXHIBITS A, B & C of this MOU, and requires the Contractor to timely
provide all financial and program reports and other documentation necessary for the
Sheriff s Office to comply with this MOU as amended.
JEFFERSON CO SHERIFF'S OFFICE, MOU AMENDMENT# 12016 Page 3 of 7
So the Mental Health/Substance Abuse Advisory Committee is able to review usage of
allocated funds in order to assure access to appropriate treatments and services, provide at
least the following for the services under this MOU provided by the Sheriff s Office:
• Provide monthly financial reports to Jefferson County Public Health on the
expenditure of funds under this MOU, in a format approved by the Sheriff s Office
and Public Health, that describes funds expended and remaining funds allocated
under this MOU for the remainder of the year. Reports shall be provided to Public
Health by the end of each following month.
• The Sheriff s Office, when providing its monthly financial report for September by
the end of October, will provide an estimate of projected expenditures under this
MOU through the remainder of the year.
• A copy of any contracts to provide mental health/substance abuse services to Jail
inmates pursuant to this MOU using Mental Health/Substance Abuse Sales Tax funds
and all amendments thereto.
4. For mental health/substance abuse services to Jail inmates using Mental Health/Substance
Abuse Sales Tax funds, the Sheriff s Office will provide quarterly statistics in an
electronic form, that will be developed by Jefferson County Public Health and Siri
Kushner of Kitsap Public Health in consultation with the Sheriff s Office and their
Contractor, for statistical and program data collection.
• The Jefferson County Sheriff s Office will ensure that quarterly electronic reports for
services provided pursuant to this MOU are sent to Siri Kushner of Kitsap County
Health District, 345 6h Street, Suite 300, Bremerton WA 98337 and/or
siri.kushnernkitsappublichealth.org, and that a copy of each electronic report is also
sent to Anna McEnery of Jefferson County Public Health at
amcenery(,co.j efferson.wa.us.
• Due dates for reports are as follows: 10/31 for July -Sept, and 1/31 of the next year for
Oct -Dec.
• Quarterly reports will be reviewed by Public Health and Siri Kushner for accuracy.
Any questions will be referred back to the Sheriff s Office.
5. Jefferson County Sheriffs Office will track expenditures, and submit reports as
follows:
a. Jefferson County Public Health fiscal department will email (Jefferson County
Sheriffs Office) at the beginning of every month after the 1/1 Och of 1% tax revenue is
posted. Jefferson County Sheriff s Office shall invoice for the previous month's
services based on available funds.
b. Jefferson County Sheriffs Office will invoice a total in 2016 not to exceed $15,262
in completion of this scope of work.
c. Jefferson County Sheriff s Office will submit separate monthly invoices specifying
the Fund being invoiced and the assessment services provided. Each invoice may
include only hours directly related to 1. a -g, Scope of Work, above. Medical services
and assessments for physical injury and physical illnesses are not allowable.
JEFFERSON CO SHERIFF'S OFFICE, MOU AMENDMENT# 12016 Page 4 of 7
Exhibit B
Fee Schedule
Chemical Dependency Professional - 5 hours per week @ $30.00/hour
Mental Health Case Manager - 11 hours per week @ $30.00/hour
Clerical/Admin Support - 1 hour per week @$24.00/hour
Supervision/Program Management - 1 hour per week @ $50.00/hour
Office supplies and mileage reimbursement - $886.20 total
Not to exceed $15,262 in 2016 for services pursuant to this MOU.
JEFFERSON CO SHERIFF'S OFFICE, MOU AMENDMENT# 12016 Page 5 of 7
EXHIBIT C:
JEFFERSON COUNTY MH/CD TREATMENT TAX FUNDING
MATCH POLICY
Definitions:
Match: is a requirement for the grantee to provide contributions of a specified amount or
percentage to match funds provided by another grantor. Matching can be in the form of cash
or in-kind contributions.
Regulations: The specific requirements for matching funds are unique to each federal or
state program. The A-102 Common Rule provides criteria for acceptable costs and
contributions in regard to match.
Jefferson County Policy:
In 2005, the Washington State Legislature created an option for counties to raise the local sales
tax by 0.1 percent, (the 1 / 10th of 1 % sales tax initiative) to augment state funding for mental
health and chemical dependency treatment. Jefferson County collects and distributes the Mental
Health/Chemical Dependency (MH/CD) tax through the Mental Health/Substance Abuse Sales
Tax Fund 131.
Services purchased by the County are allocated from Fund 131 through a formal Request for
Proposal (RFP) review and recommendation process through the Jefferson County Mental
Health Substance Abuse Fund Advisory Committee, staffed by Jefferson County Public Health,
and adopted by the Board of County Commissioners (County). Jefferson County Public Health
administers Fund 131 on behalf of the County. The County does not assume any fiscal
responsibility/liability for any entity with which they contract for services using an allocation of
Fund 131 funds.
The County reserves the first right to use as match the chemical dependency mental health tax
funds and the services funded by them for purposes of qualifying for additional funding and
grants. The County may make available to the Sheriff's Office or its Contractor the chemical
dependency mental health tax funds for the Sheriff s Office or its Contractor to propose as match
to state, federal or other entities, at the County's sole discretion. The Sheriff s Office or its
Contractor shall not use chemical dependency mental health County tax funds for match without
prior authorization by the Jefferson County Administrator and County fiscal team. To request
authorization of availability of the funds for match, the Sheriff s Office or its Contractor must
apply to the County Administrator in writing, and include their match formula and allocation
plan and may include other documentation to support their request. The County Administrator
will authorize or deny the availability of match funds in writing within 30 days of the
application.
JEFFERSON CO SHERIFF'S OFFICE, MOU AMENDMENT# 12016 Page 6 of 7
If the County informs the Sheriff s Office or its Contractor of the availability of chemical
dependency mental health County tax funds for match, then the Sheriff s Office or its Contractor
shall be solely responsible for compliance with all state and federal laws and regulations,
including, but not limited to DSHS, CMS and DBHR funding rules, applicable to the use of
MH/CD sales tax monies as match. Following state, federal and local guidelines for match is the
responsibility of the Sheriff s Office or its Contractor.
• For example, if a Contractor provides Title XIX Medicaid services (the Policy 19.50.02
or 42CFR 430.30) they are required by those rules to actually bill Medicaid for the
services at the same time. If no Medicaid billing exists, the match would not comply
with state and federal guidelines for match.
Concurrent with its request for authorization of the availability of match, the Sheriff s Office or
its Contractor shall document it has met its responsibility to follow state, federal and local
guidelines for match by submitting in writing to the County Administrator their match formula,
allocation plan, and other documentation made mandatory pursuant to this Agreement and this
Exhibit C. At a minimum, the Sheriff s Office or its Contractor shall also provide the following
to the County Administrator:
1. DSHS requires contractors to complete and submit a "Local Match Certification" form
(DSHS 06-155) or a form that has equivalent data elements prior to any agreement for
DSHS services. Submit a copy of this application and form when requesting match
availability from the County and at each monthly billing.
2. Submit the current administrative policy within WA State regulating your services and
the use of local match.
3. Submit to the County your last financial audit showing your use of match, County funds
and tracking systems.
4. Submit to the County the terms of the agreement showing the MH/CD allocation is an
allowable source of match.
5. Provide documentation that your financial reporting system tracks matching funds at a
level that meets the level of documentation required by federal or state statutes.
The County may reject permission for the Sheriffs Office or its Contractor to utilize the MH/CD
sales tax monies as match.
JEFFERSON CO SHERIFF'S OFFICE, MOU AMENDMENT # 12016 Page 7 of 7