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HomeMy WebLinkAbout120417_ca06615 Sheridan Street Port Townsend, WA 98368 �e Mon www.JeffersonCountyPublicHealth.org Public He� Consent agenda Current Date: 11/29/2017 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Vicki Kirkpatrick, Director, JCPH DATE: 12/4/2017 SUBJECT: CHIP Interlocal Agreement STATEMENT OF ISSUE: Request approval of the Interlocal Agreement Amendment No. 1 between Jefferson County, the City of Post Townsend, and Jefferson Healthcare to modify the funding cycle for the Community Health Improvement Plan Executive Director. ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S: In order to effectively implement the Community Health Improvement Plan and sustain the ongoing work necessary for population health improvement, the Board of Health and the Board of Public Hospital District #2 passed resolutions asking the County, City and Hospital District to jointly support the work for the first twenty months. Because the recruitment process has taken significantly longer than anticipated when the original Agreement was approved, this amendment is needed to continue the commitment of the parties for the original time-limited funding, and extend the time -frame for the receipt and expenditure of the funds to coincide with the hiring of the Executive Director. FISCAL IMPACT/COST BENEFIT ANALYSIS: 2017 Total Cost: $ 21,875 Jefferson County's Portion: $ 8,750 2018 Total Cost: $131,250 Jefferson County's Portion: $ 52,500 2019 Total Cost: $ 65,625 Jefferson County's Portion: $ 26,250 RECOMMENDATIOS: Approve the Interlocal Agreement Amendment No. 1 between Jefferson County, the City of Port Townsend, and Jefferson Healthcare. REVIEWED B Philip Morley, ounty Adminis for Date Community Health Environmental Health Developmental Disabilities Water Quality 360-385-9400 360-385-9444 360-385-9401 (f) Always working for a safer and healthier community (t) 360-379-4487 AMENDMENT #1 TO INTERLOCAL AGREEMENT BETWEEN JEFFERSON COUNTY; JEFFERSON COUNTY PUBLIC HOSPITAL DISTRICT NO. 2; AND CITY OF PORT TOWNSEND FOR COMMUNITY HEALTH IMPROVEMENT PLANNING ADMINISTRATION Amendment #1 is necessary to carry the funding forward to accurately reflect the need and use of the funds. The amendment is necessitated by the fact that the recruitment process for the Community Health Improvement Plan (CHIP) Executive Director has taken significantly longer than anticipated when the original Interlocal Agreement was approved. The amendment would continue the commitment of the parties to the Agreement for the original time-limited funding, but would extend the time -frame for the receipt and expenditure of the funds to coincide with the hiring of the Executive Director. THEREFORE, the Interlocal Agreement Between Jefferson County, Jefferson County Public Hospital District No. 2 and the City of Port Townsend is hereby amended as follows: SECTION 2 on page 3 of 8 is replaced its entirety with the following Ianguua e: CHIP Executive Director Budget and Funding in 2017, 20181 and 2019. Original funding available for 20 months beginning May 1, 2017 through December 31, 2018 = $218,750. Total available funding remains unchanged at $218,750, however the 3% increase originally scheduled to take effect January 1, 2018 has been implemented November 1, 2017 because of the delay in filling the position by six months and for ease of calculation. Therefore, the allocation amounts and dates are as follows: 2017 — 2 months (November 1, 2017 — December 31, 2017) BUDGET Executive Director (Sal.+ Ben.) $15,500 Epidemiology $ 4,300 Admin. Support (Overhead) S 21075 2017 Subtotal $21,875 CONTRIBUTION BY JURISDICTION Jefferson Healthcare $ 8,750 Jefferson County $ 8,750 City_ of Port Townsend $ 4,375 2017 Total $21,875 Page 1 of 5 1 2018— 12 months (January 1, 2018— December 31, 2018) Executive Director (Sal. + Ben.) $ 93,000 Epidemiology $ 25,800 Admin Support (Overhead ___$ 12,450 2018 Subtotal $131,250 CONTRIBUTION BY JURISDICTION Jefferson Healthcare $ 52,500 Jefferson County $ 52,500 City of Port Townsend $26,250 2018 Total $131,250 2019 — 6 months (January 1, 2019 — June 30, 2019) BUDGET Executive Director $ 46,500 Epidemiology $ 12,900 Admin. Support (Overhead) $ 6,225 2019 Subtotal $ 65,625 CONTRIBUTION BY JURISDICTION Jefferson Healthcare $26,250 Jefferson County $26,250 Citv of Port Townsend 13,125 2019 Total $65,625 ILA GRAND TOTAL NOVEMBER 1, 2017 — JUNE 30, 2019: $218,750 SECTION 4, Paragraphs 2 and 3 on Page 4 of 8: Compensation are replaced in their entirety with the following_ Section 4, Paragraph 2 is replaced with the following language: Jefferson Healthcare shall work with the other Parties to prepare an annual CHIP Program budget. Jefferson County and the City of Port Townsend shall be billed and shall pay Jefferson Healthcare for their share of the annual budgeted expenditures per Section 2 of the ILA as replaced by this amendment. Jefferson Healthcare shall send the invoice for 2017 upon execution of this Amendment, will send the 2018 invoice at the beginning of the 2018 calendar year, and will send the 2019 invoice at the beginning of the 2019 calendar year. Page 2 of 5 Section 4, Paragraph 3 is replaced with the following language: As the host organization for the CHIP program, Jefferson Healthcare agrees to provide all- inclusive workspace and the services of an administrative assistant in support of the CHIP program as needed. In exchange for hosting the CHIP program and providing necessary space, telecommunications, computer, workstation, internet, and clerical support, Jefferson Healthcare will receive "Administrative Support Overhead" in an amount not to exceed $2,075 in 2017, $12,400 in 2018, and $6,225 in 2019 per Section 2 of the ILA as replaced by this Amendment. Add a new Paragraph to SECTION 4 as follows: All work done from November 1, 2017 prior to the signing of this agreement is considered valid and appropriate and is hereby ratified. All other paragraphs contained in Section 4 on Page 4 of 8: Compensation remain in force and unchanged by this amendment. SECTION 7: Term is amended as follows: This agreement shall become effective upon full execution by all three Parties. This Agreement shall continue in force and effective through June 30, 2019. This agreement reflects each Party's commitment to pay to Jefferson Healthcare the amounts described in Section 2 CHIP Executive Director Budget and Funding in 2017, 2018, and 2019 as amended herein, and Section 4 Compensation as amended herein. Extension of the terms of this agreement beyond the initial period may be affected by written agreement of the parties. SECTION 8: Termination is amended as follows: Any partner may terminate this Agreement by providing at least sixty (60) days advance notice of termination in writing to the other partners. However, as stated in Section 7: Term, the partner requesting termination must continue their payment to Jefferson Healthcare through June 30, 2019 unless all remaining Parties agree on the new payment responsibilities resulting from updated proportions. Attachment A: Minimal Program Re uirements and Statement of Work is amended as follows: Last sentence under CHIP Program Requirements is amended to read as follows: In addition to the essential functions listed above, the CHIP Steering Committee and the Executive Director will seek on-going, sustainable, and stable funding to continue the work of the CHIP program beyond June 30, 2019. Page 3 of 5 The second bullet in the Statement of Work under the heading "All Parties will:" is amended to read as follows: Assist the Steering Committee and the Executive Director in seeking stable and sustainable funding to support the ongoing work of the CHIP program beyond June 30, 2019. The Payment Schedule in the Statement of Work is replaced in its entirety with the following language: Payment Schedule: • Payments to Jefferson Healthcare will be made annually as invoiced by Jefferson Healthcare for the proportionate share of budgeted expenditures as set forth in Section 4. Compensation of the Interlocal Agreement as amended herein. • Payments to Jefferson Healthcare will be billed and paid as described in Section 4. Compensation of the Interlocal Agreement as amended herein. All other language in the Interlocal Agreement not hereby amended remain in full force and affect. SIGNATURES AFFIXED HERETO ON PAGE 5 OF 5 OF THIS DOCUMENT. Page 4 of 5 DATED this day of COUNTY OF JEFFERSON Kathleen Kier, Chair Board of County Commissioners ATTEST: Carolyn Gallaway, Deputy Clerk of the Board APPROVED AS TO FORM: Philip C. Hunsucker, Chief Civil Deputy Prosecutor Jefferson County Prosecutor's Office CITY OF PORT TOWNSEND David Timmons, City Manager ATTEST: Joanna Sanders, City Clerk APPROVED AS TO FORM: Steve Gross, City Attorney 2017. JEFFERSON COUNTY PUBLIC HOSPITAL DISTRICT NO.2 Mike Glenn, CEO ATTEST: Marie Dressler, Secretary of the Commission Page 5 of 5 ori =Ftp09117T C� n aOcay � U RESOLUTION 2017-19 INTERLOCAL AGREEMENT BETWEEN JEFFERSON COUNTY; JEFFERSON COUNTY PUBLIC HOSPITAL DISTRICT NO. 2; AND CITY OF PORT TOWNSEND FOR COMMUNITY HEALTH IMPROVEMENT PLANNING ADMINISTRATION This Intergovernmental Agreement is made and entered into by and between Jefferson County Washington, a municipal corporation (hereinafter referred to as "County"), Jefferson County Public Hospital District No. 2, Washington, a municipal corporation (hereinafter referred to as "Jefferson Healthcare"), and the City of Port Townsend, Washington, a municipal corporation (hereinafter referred to as "City"). A Community Health Improvement Plan (CHIP) is a long-term, systematic effort to address the community's most important health problems. They are community -driven, data focused and contain strategic actions designed to improve the health of individuals, families and communities. They contain metrics to measure and evaluate health improvement. The overarching goal of the CHIP is to facilitate alignment of efforts within the community, utilizing collective impact in order to make measurable differences in the health and well-being of Jefferson County people, families, and communities. This CHIP focuses on the area of East Jefferson County served by Jefferson County Public Hospital District #2, Jefferson County Public Health, and the City of Port Townsend. West Jefferson County will be served by a separate CHIP process. From February to April 2014, a group of community stakeholders led by Jefferson Healthcare and Jefferson County Public Health began to review the results of a community health assessment (CHA) that had been performed in 2013. A CHA gathers data from a variety of sources, analyzes the data, and provides information that tells us about the health and well-being of our communities. The assessment analyzed current data regarding demographics, socioeconomic status, community safety, quality of life, healthcare access, pregnancy and births, morbidity and mortality, injuries and hospitalizations, and behaviors that impact health. In May 2014, the group compiled a list of the top issues in Jefferson County. In June of that year, the data workgroup carried out a prioritization exercise that identified the top four health priorities: Access to Mental Health and Chemical Dependency Care; Chronic Disease Prevention; Access to Care; and Immunizations. The prioritization work was reviewed by a broad based group of community leaders and stakeholders in January 2015. This group confirmed these priorities and many of them volunteered to participate in workgroups to develop a detailed plan of action to improve the outcomes in each of the four health priorities Community health improvement is not a one-time effort. It is an ongoing process that looks broadly at factors impacting our population's health and finding ways to collectively address them. A community health improvement process uses CHA data to identify priority issues, develop and implement strategies for action, and establish accountability to ensure measurable health improvement, and evaluate the strategies using identified and agreed upon measures. Adjustments in strategies may be made upon evaluation. The CHA/CHIP process is on-going and cyclical. Every three to five years a new Community Health Assessment is completed, the results are vetted by community and organizational representatives, current Community Health Improvement plan priorities are reviewed in the context of new data and adjustments are made based on data and community/organizational review. At the conclusion of the community process, a new Community Health Improvement Plan is written and implemented and the process continues. The Community Health Improvement Plan belongs to the residents, private/non-profit/faith-based organizations, businesses, and governments of Jefferson County collectively and its implementation, success, and sustainability is dependent upon the collective effort of all sectors of our communities in order to move the needle on improving the health of the population and the health of our communities. 1 of 8 For and in consideration of the services to be rendered, resources to be shared, and the payments to be made, the parties hereby recite, covenant and agree as follows: I. CHIP Executive Director Position & Work Plan. A 1.0 FTE CHIP Executive Director will be hired to provide executive leadership to the CHIP efforts that will result in measureable health improvement outcomes in identified health priority areas for East Jefferson County residents. Under the general direction of a CHIP Steering Committee, the Executive Director will develop an ongoing CHIP leadership structure to oversee the recurring cycle of community health assessment, community health improvement planning, implementation, and evaluation. The CHIP Executive Director will provide services including, but not limited to: a. Hiring or contracting for the equivalent of a .25 FTE Epidemiologist to provide data/information, assessment, measure development, data collection, and evaluation services. b. Facilitating forward progress in implementation of the priority goals, objectives and strategies contained in the CHIP and develops a reporting structure to track progress. c. Providing expert advice and support for strategy lead agencies and assures they are clear on the specific roles, deliverables and accountabilities relative to the CHIP. d. Being responsible to the CHIP Steering Committee and the Joint boards. e. Securing on-going, sustainable, and stable funding beyond the two-year commitment of the Parties. f. Monitoring and reports on progress of lead agencies and their strategies. g. Developing a system for reporting outcomes (short-term, mid-term, and long-term) related to the priorities, goals, objectives and strategies that is meaningful and includes an easily understood dashboard that demonstrates collective progress toward population health improvement. h. Assuring financial accountability and proper records management. i. Fostering sustainable health system initiatives that improve the experience of care and the health of populations, and reduces the per capita cost of health care. j. Working collaboratively with the Olympic Community of Health. 2. CHIP Executive Director Budget and Funding in 2017 and 2018. 2017 - 8 months only BUDGET Executive Director $ 61,000 Epidemiology $ 17,000 Admin Support (overhead) $ 8,250 Subtotal $ 86,250 CONTRIBUTION BY JURISDICTION Jefferson Healthcare $ 34,500 Jefferson County $ 34,500 City of Port Townsend $ 17,250 Total $ 86,250 z018 -12 months, 3% increase Executive Director $ 94,000 3 of 8 5. Status and Workspace. The Parties specifically agree that the CHIP Program will provide professional services for the benefit of all partners. Workspace, to include a desk, chair, and access to standard office equipment and computer connections, shall be made available and provided by Jefferson Healthcare as necessary. 6. Support and Monitoring of the CHIP Program, The Parties shall support and monitor the performance and progress of the CHIP Program in the following ways: • Jefferson County Public Health and Jefferson Healthcare will provide In -Kind support by designating two representatives from each organization to serve as a Steering Committee to provide operational oversight of the Executive Director and the CHIP Work. Policy Direction will be provided jointly by the Jefferson County Board of Health and the Public Hospital District #2 Board through a minimum of two meetings per year. • The CHIP Steering Committee, together with the Executive Director, will report to the Joint Board of Health and Public Hospital District #2 Board at least quarterly. More frequently if requested by the Joint Board. • The CHIP Executive Director may also serve as a liaison to the City of Port Townsend Council and the Jefferson County Board of Commissioners. 7. Term. This agreement shall become effective upon full execution by all three Parties. This Agreement shall continue in force and effective through December 31, 2018. This Agreement reflects each Party's commitment to pay to Jefferson Healthcare the amounts described in Section 2 CHIP Executive Director Budget and Funding in 2017 and 2018, and Section 4 Compensation, of this agreement. Extension of the terms of this agreement beyond the initial period may be affected by written agreement of the parties. 8. Termination. Any partner may terminate this Agreement by providing at least sixty (60) days advance notice of termination in writing to the other partners. However, as stated in Section 7 Term, the partner requesting termination must continue their payment to Jefferson Healthcare through December 31, 2018 unless all remaining Parties agree on the new payment responsibilities and amounts resulting from updated proportions. 9. Modification. This Agreement may only be modified or amended in writing representing the mutual acceptance by all parties of said amendment or modification. 10. Hold Harmless. Each party to this Agreement shall defend, indemnify and hold the other party, its appointed and elected officers and employees, harmless from claims, actions, injuries, damages, losses or suits including attorney fees, arising or alleged to have arisen directly or indirectly out of or in consequence of the performance of this Agreement to the extent caused by the fault or negligence of the indemnitor, its appointed or elected officials, employees, officers, agents, assigns, volunteers or representatives. 11. Applicable Law and Venue. This Agreement shall be construed and interpreted in accordance with the laws of the State of Washington. In the event of a dispute, such dispute shall be litigated in the Superior Court of Jefferson County, Washington. 12. Non -Discrimination. Parties shall not discriminate in any manner related to this Agreement on the basis of race, color, national origin, sex, religion, age, marital status or disability in employment or the provision of services. 5 of 8 Attachment A Minimal Program Requirements and Statement of Work CHIP program requirements The following elements describe the essential functions of the CHIP Executive Director: • Provides direction, administration and short- and long-term planning and evaluation for CHIP processes and of initiatives/programs tied to specific indicators and measures. Leads strategic planning, priority setting, sustainability and assessment activities. Develops a CHIP leadership structure to oversee the recurring cycle of community health assessment and community health improvement planning ® Develops, manages budget and prepares financial reports for the Steering Committee and the Joint Governing Board. Engages a wide representation of stakeholders to analyze data, evaluate evidence -based projects, and implement projects that can effectively improve the public's health across Jefferson County. s Supports and assists lead agencies in implementation of their strategies to achieve the goals and objectives associated with those strategies. Assesses needs for technical expertise and consultation. Makes recommendations for and procures consultant services within available budget. Serves as the primary public representative and advocate for CHIP as empowered to do so by the governing body. Develop communication tools and documents for use in communication about CHIP goals and achievements. Develops and maintains strong collaborative relationships with local community groups and agencies to ensure ongoing stakeholder and broad community engagement. Provides a Jefferson County perspective and advocates for resources from local, regional, state, and foundations. 4 Engages with epidemiology support for the development of metrics and ensures data is being collected that, to the extent possible, focuses on outcomes rather than output or performance measures. Monitors and reports on progress towards metrics. Creates, reviews and approves reports which provide information and status updates for all components of CHIP and its identified health priorities. 7of8 #'e7ly 615 Sheridan Street tHeamlt� Port Townsend, WA 98368 www.JeffersonCountyPublicHealth.org Public INTERLOCAL AGREEMENT (ILA) REVIEW FORM INTERLOCAL AGREEMENT WITH: City of Port Townsend Jefferson Healthcare (Public Hospital District #2) ILA FOR: Community Health Improvement plan Program COUNTY DEPARTMENT: Jefferson County PL For More Information Contact Contact Phone #: X408 RETURN TO: Jenny Matter AMOUNT: Vicki Kirkpatrick RETURN BY: April 28, 2017 Revenue: 2017 - $34,500; 2018 - $53,000 Expenditure: Same Matching Funds Required: Source(s) of Matching Funds Step 1: Z-- APPROVED FORM Comments: Yes TERM: 512017 thra" gh 12131120'18 PROCESS: City of Port Townsend and Jefferson Healthcare REVIEW BY Review 0 Date Rew Step 2: REVIEW BY PROS Review by: Date Reviewed: APPROVED AS TO FORM Comments: (S 4 GC. y Community Health Developmental Disabilities 360-385-9400 360-385-9401 (f) ❑ Exempt from Bid Process ❑ Consultant Selection Process ❑ Cooperative Purchase ❑ Competitive Sealed Bid ❑ Small Work Roster ❑ Vendor List Bid ❑ RFP or RFQ X Other Returned for revision (See Comments) TING ATO NE Y� Returned for revision (See Comments) Always working for a safer and healthier community Environmental Health Water Quality 360-385-9444 (f) 360-379-4487 615 Sheridan Street Port Townsend, WA 98368 www.JeffersonCountyPublicHealth.org is Hea Jefferson Healthcare has agreed to house the CHIP staff and provide necessary office space and equipment to enable the CHIP staff to work. They will be housed with the Olympic Community of Health Staff and with Jefferson Healthcare's Population Health Staff which affords an ideal arrangement. FISCAL. IMPACT COST BENEFIT ANALYSIS: 2017 Total Cost: $86,250 2018 Total Cost: $132,500 Jefferson County's Portion: $34,500 Jefferson County's Portion: $53,000 The CHIP Executive Director will be tasked with finding on-going funding through grants, other collaborative efforts, etc. to sustain the work beyond 2018. REC MMENDATI©S: Approve the Interlocal Agreement between Jefferson County, the City of Port Townsend, and Jefferson Healthcare. REVIEW D : Philip Morley, Co my ministrato Community Health Developmental Disabilities 360-385-9400 360-385-9401 (f) -, //r5- 5_1�7 Date Always working for a safer and healthier community Environmental Health Water Quality 360-385-9444 (t) 360-379-4487