HomeMy WebLinkAbout081318_ca03 Consent Agenda
August 20, 2018
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County A inistrator
FROM: Vicki Kirkpatrick, Directors
41
DATE: August 8, 2018
SUBJECT: Agenda Item — Amendment #2 to the Interlocal Agreement between
the City of Port Townsend, Public Hospital District #2 (Jefferson
Healthcare), and Jefferson County for support of the Community
Health Improvement Plan (CHIP)
STATEMENT OF ISSUE:
Jefferson County Public Health is requesting approval of Amendment #2 to the Interlocal Agreement
between the City of Port Townsend, Public Hospital District #2 funding the CHIP. This amendment comes
as a result of the resignation of the first Executive Director. The Joint Board (Board of Health and Public
Hospital District #2 Board) supported the proposal that the Jefferson County Health Department and
Jefferson Healthcare each provide a .5 FTE to share the duties of the CHIP Executive Director.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
Amendment #2 is necessary to accommodate the shared management responsibility for the CHIP following
the change in CHIP Executive Director. Upon the resignation of the first Executive Director, the Steering
Committee, which provides oversight to the daily CHIP work, determined the CHIP would be better served
by two /5 FTE to oversee and direct the work. The change was presented to the Joint Board on March 20,
2018. Jefferson Healthcare and Jefferson County Public Health will each provide a .5 FTE to jointly direct
and manage the CHIP work. The remaining funds, (original funds less the costs incurred for the
department Executive Director) will be divided equally between Jefferson Healthcare and Jefferson County
Public Health except for the Epidemiology funds. Those funds will go to Jefferson County Public Health to
contract for Epidemiology services.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
The total agreed upon funding commitment made by Jefferson Healthcare, Jefferson County and
the City of Port Townsend remains unchanged.
RECOMMENDATION:
Approve Amendment #2 to the Interlocal Agreement between Jefferson County, Public Hospital District #2,
and the City of Port Townsend.
REVIEWED BY:
Ale ate
ir, ec,A"
Philip Morley, ounty Ad gyrator Date
AMENDMENT#2
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#2 is necessary to accommodate the shared management responsibility for the CHIP following
the change in CHIP Executive Director. Upon the resignation of the first Executive Director, the Steering
Committee, which provides oversight to the daily CHIP work, determined the CHIP would be better served by
hiring two .5 FTE to oversee and direct the work. The change was presented to the Joint Board (the Board of
County Commissioners and the Board of Public Hospital District#2) on March 20, 2018. Jefferson Healthcare
and Jefferson County Public Health will each retain a .5 FTE to jointly direct and manage the CHIP work. The
remaining funds, (original funds less the costs incurred for the departed Executive Director) will be divided
equally between Jefferson Healthcare and Jefferson County Public Health except for the Epi funds. Those
funds will go to Jefferson County Public Health to contract for Epidemiology services.
THEREFORE, the Interlocal Agreement, together with Amendment#1, Between Jefferson County, Jefferson
County Public Hospital District No. 2 and the City of Port Townsend are hereby amended as follows:
1. SECTION 1: CHIP Executive Director Position and Work Plan. This amendment replaces Section 1 of
the Original Interlocal Agreement and Amendment #1 with the following: A 1.0 FTE CHIP Executive
Director will be split equally between Jefferson County Public Health and Jefferson Healthcare with
each organization providing a 0.5 FTE CHIP Executive Director who will serve as Co-Executive Directors
of the CHIP program. The Co-Executive Directors will provide executive leadership to the CHIP efforts
that will result in measureable health improvement outcomes in identified health priority areas for
Jefferson County Residents. Under the general direction of a CHIP Steering Committee, the Co-
Executive Directors 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 Co-Executive Directors 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 develop 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 Joint boards.
e. Securing on-going, sustainable, and stable funding beyond the commitment of the Parties.
f. Monitoring and reports on progress of lead agencies and their strategies.
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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. SECTION 2: CHIP Executive Director Budget and Funding in 2017, 2018 and 2019. This amendment
replaces Section 2 of the Original Contract and Amendment#1 in their entirety and reads as follows:
2018—January 1,2018—December 31,2018: CHIP Shared Management Budget
CHIP Co-Executive Director Budget and Funding—2018—June 30, 2019.
BUDGET TOTAL AMOUNT Jefferson County Jefferson Healthcare
Co-Executive Directors $ 75,200 $ 37,600 $ 37,600
(Salary& Benefits)
Epidemiology $ 26,000 $ 26,000 $ 0
Admin Support/Overhead $ 10,000 $ 5,000 $ 5,000
TOTAL $ 111,200 $ 68,600 $ 42,600
2018 CONTRIBUTION BY JURISDICTION
Organization Total Amount Amount to Jefferson Amount to Jefferson
County Public Health Healthcare
City of Port Townsend $ 22,240 $13,720 $ 8,520
Jefferson Healthcare $ 44,480 $ 27,440 $ 17,040
Jefferson County $ 44,480 $ 27,440 $ 17,040
TOTAL $111,200 $ 68,600 $42,600
Total funding for the contract remains unchanged at $218,750 and the term of the contract remains
unchanged—November 1, 2017—June 30, 2019. Contribution rates for each Party to this Agreement are as
follows:
• City of Port Townsend 20%
• Jefferson Healthcare 40%
• Jefferson County 40%
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A total of$35,360.00 has been expended of the total contracted amount, leaving$183,390 available for the
remaining of the contract term.
Of the $35,360 that 2017 Costs Billed to Each Jurisdiction by Jefferson<<Healthcare has been expended,
the amount paid by Jefferson County $ 5624 each of the three
organizations is as Jefferson Healthcare $5624 follows:
City of Port Townsend $2812
TOTAL $14,060
2018 Costs Billed to Each Jurisdiction byJefferson Healthcare
Jefferson County $ 8520
Jefferson Healthcare $ 8520
City of Port Townsend $4260
TOTAL $21,300
Actual Expenditures—11/13/2017-3/7/2018
Expenditure Total Amount Jefferson County Jefferson City of Port
Healthcare Townsend
11/13/2017-12/31/2017
Executive Director $12,400 $4960 $4960 $2,480
Epidemiology $0 $0 $0 $0
Administrative
Support $ 1660 $ 664 $ 664 $ 332
2017 TOTAL: $14,060
Actual Expenditures-1/1/2018—3/7/2018
Executive Director $18,800 $7520 $7520 $3760.00
Epidemiology $0 $0 $0 $0
Administrative
Support $2,500 $1000 $1000 $500
2018 TOTAL: $21,300
January 1,2019-June 30,2029 CHIP Shared Management Budget
BUDGET
Executive Director (Sal/Ben) $46,500 (Includes 3% increase beginning 1/1/2019)
Epidemiology $12,900
Administrative Support (Overhead) $ 6,848
Materials, Equipment, Prof.Svcs. $ 5,942
TOTAL $72,190
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2019 BUDGET ALLOCATIONS TO JEFFERSON COUNTY PUBLIC HEALTH&jEFFERsoN;HEALTHCARE
Jefferson County Public Health (Including all of Epidemiology& half of all other budget items): $44,686
Jefferson Healthcare: $27,504
TOTAL $72,190
CONTRIBUTION BY JURISDICTION
Jefferson Healthcare $28,876
Jefferson County $28,876
City of Port Townsend $14,438
TOTAL FOR 2019 $72,190
ILA GRAND TOTAL NOVEMBER 1, 2017—JUNE 30, 2019: $218,750
SECTION 3: CHIP Executive Director— is replaced in its entirety by the following:
SECTION 3: CHIP Co-Executive Directors:
Jefferson Healthcare and Jefferson County Public Health will take the lead in providing the CHIP Co-Executive
Directors on behalf of the Parties. Jefferson Healthcare and Jefferson County Public Health will each provide a
.5 FTE Co-Executive Director position and the incumbent will be an employee of their respective organizations.
Each organization will provide workspace and equipment and supplies necessary to carry out the work of each
of their employees who together are equivalent to 1.0 FTE Executive Director. Funding to support the Co-
Executive Directors and overhead will be divided equally between Jefferson Healthcare and Jefferson County
Public Health and will ensure financial accountability for the funds received. Jefferson County Public Health
will receive and be the fiscal agent for funding related to securing Epidemiology services.
SECTION 4: Compensation - is replaced in its entirety by the following:
Jefferson Healthcare and Jefferson County Public Health shall jointly provide for the Executive Director by each
providing a .5 FTE CHIP Co-Executive Director position and shall each pay their employee filling that position
one half of the 1.0 FTE Executive Director Salary and Benefits. Jefferson County Public Health shall pay the
salary and benefits of a .25 FTE Epidemiologist if hired or shall pay a contracted Epidemiologist for the
equivalent cost of a .25 FTE Epidemiologist if the services are contracted. The total cost for epidemiological
services shall not exceed the total amount allocated for epidemiologist services contained herein. Jefferson
Healthcare and Jefferson County Public Health shall separately bill the parties to this agreement for their
proportionate share of the costs. Recognizing that Jefferson Healthcare has billed for the services provided in
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2017 and through March 7, 2018 that were provided by Jefferson Healthcare, the balance shall be billed by
Jefferson Healthcare and Jefferson County Public Health via one invoice for 2018 and one invoice for 2019.
Jefferson Healthcare and Jefferson County Public Health shall prepare an annual CHIP Program budget.
Jefferson Healthcare and Jefferson County Public Health shall bill the other parties, upon full execution of this
amendment, for the remainder of 2018 funding contributions.
Jefferson Healthcare and Jefferson County Public Health agree to provide necessary support for their Co-
Executive Director and their portion of the CHIP program as needed. Administrative Support Overhead built
into the budgets reflected in Section 2 of this Amendment will be divided equally between Jefferson
Healthcare and Jefferson County Public Health.
All work done from March 7, 2018 prior to the signing of this agreement is considered valid and appropriate
and is hereby ratified.
In no event shall a Party's proportion of funding contributions be less than or exceed the percentage shown in
Section 2 of this Agreement. Should any Party desire additional services or services specifically focused on
their individual organization from the CHIP program, the Parties will negotiate a cost for those specially
desired services and payments will be made by the requesting Party to Jefferson Healthcare to fully cover the
costs associated with those additional services.
No changes to the funding amounts or percentages shall be made to this Agreement unless negotiated and
agreed to by all Parties to this Agreement.
SECTION 5: Status and Workspace Section 5 is replaced in its entirety with the following:
The Parties specifically agree that the CHIP Program will provide professional services for the benefit of all
partners and the residents of Jefferson County. Workspace, to include desks, chairs, and access to standard
office equipment and computer connections, shall be made available and provided by Jefferson Healthcare
and Jefferson County Public Health for their CHIP staff as necessary.
SECTION 6: Support and Monitoring of the CHIP Program. Section 6 is replaced in its entirety with the
following:
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 Co-Executive Directors 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 Co-Executive Directors, will report to the Joint Board
of Health and the Public Hospital District#2 Board at least quarterly. More frequently if requested by
the Joint Board.
• The CHIP Co-Executive Directors may also serve as liaisons to the City of Port Townsend Council and
the Jefferson County Board of Commissioners.
Attachment A: Minimal Program Requirements and State of Work is replaced in its entirety with the
following:
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CHIP Program requirements
The following elements describe the essential functions of the CHIP Co-Executive Directors:
• Provide direction, administration and short- and long-term planning and evaluation for CHIP processes
and of initiatives/programs tied to specific indicators and measures.
• Lead strategic planning, priority setting, sustainability and assessment activities.
• Develop a CHIP leadership structure to oversee the recurring cycle of community health assessment
and community health improvement planning.
• Develop, manage budget and prepares financial reports for the Steering Committee and the Joint
Governing Board.
• Engage 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.
• Support and assist lead agencies in implementation of their strategies to achieve the goals and
objectives associated with those strategies.
• Assess needs for technical expertise and consultation. Make recommendations for and procures
consultant services within available budget.
• Serve as the primary public representatives 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.
• Develop and maintain strong collaborative relationships with local community groups and agencies to
ensure ongoing stakeholder and broad community engagement. Provide a Jefferson County
perspective and advocate for resources local, regional, state, federal and foundation sources
• Engage with epidemiology support for the development of metrics and ensure data is being collective
that, to the extent possible, focuses on outcomes rather than output or performance measures.
• Monitor and report on progress towards metrics
• Create, review and approve reports which provide information and status updates for all components
of CHIP and it identified health priorities.
• Develop a system for reporting outcomes (short-term, mid-term, and long-term) related to the
priorities, goals, objectives and strategies that is meaningful. The system will include an easily
understood dashboard that demonstrates collective progress toward population health improvement.
• Liaise with Jefferson County Board of Health and Jefferson County Hospital District#2 Board, City of
Port Townsend Council,Jefferson County Board of Commissioners, Olympic Community of Health, as
well as Jefferson County Public Health and Jefferson Healthcare representatives.
• Serve as an active participant in regional Olympic Community of Health meetings, discussions and
collaborations and ensure the sustained collaborative involvement of appropriate regional and state
partners.
• Serve as a resource for lead agencies, motivate and mentor lead agency staff, as needed, in providing
quality and appropriate quantity of work in assigned areas utilizing resources efficiently.
• Identify funding sources and secure resources.
• Foster sustainable health system initiatives that improve the experience of care and the health of
populations, and reduces per capita costs of health care.
• Support the work of the governing body.
• Nurture a work culture of innovation and appropriate risk-taking.
• Assure agendas are developed and minutes are recorded to document progress.
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• In addition to the essential functions listed above, the CHIP Steering Committee and the Co-Executive
Directors will seek on-going, sustainable, and stable funding to continue the work of the CHIP program
beyond June 30, 2019.
Statement of Work
All Parties will:
• Support the CHIP program through funding, in-kind, and management as outlines specifically in the
Interlocal Agreement.
• Assist the Steering Committee and the Co-Executive Directors in seeking stable and sustainable funding
to support the ongoing work of the CHIP program beyond June 30, 2019.
Payment Schedule:
• Payments to Jefferson Healthcare and Jefferson County Public Health will be made annually as invoiced
by Jefferson Healthcare and Jefferson County Public Health for their proportionate share of budgeted
expenditures as set forth in SECTION 4: Compensation of the Interlocal Agreement as amended herein.
Dated This of July, 2018
JEFFERSON COUNTY JEFFERSON COUNTY PUBLIC HOSPITAL
DISTRICT#2
•
itAuf\lm
David Sullivan, Chair Mike Glenn, CEO
Board Of County Commissioners
ATTEST: ATTEST:
c
Carolyn Galloway, Deputy Clerk of the Board arie Dressler ecretary of th ommission
APPROVED AS TO FORM:
a). C 11io 6�I l�
Philip Hunsucker, Chief Deputy Civil Prosecutor
Jefferson County Prosecutor's Office
CITY OF POI WNSEND ATTEST—CITY OF PORT TOWNSEND
David Timmons, City Ma i ager Joanna Sanders, City Clerk
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APPROVED AS TO FORM
;; -illy doll
eidi GreenwoTd, • -
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