HomeMy WebLinkAboutJefferson Healthcare and City of Port Townsend Interlocal, Amendment No. 2 - 081318 otici . -{)(f C A
r' � ' 1 ENT#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.
Page 1 of 8
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%
Page 2 of 8
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 by Jefferson Healthcare
Jefferson County $ 8520
Jefferson Healthcare $ 8520
City of Port Townsend $4260
TOTAL $21,300
Actual Expenditures 11/13/2017-3/1/2018
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 30,2019 CHIP Shared Mn gement 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
Page 3 of 8
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
Page 4 of 8
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:
Page 5 of 8
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.
Page 6 of 8
• 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 (34 Cf./6k tpst 2018
JEFFERSON COUNTY JEFFERSON COUNTY PUBLIC HOSPITAL
DISTRICT#2
M4) Arin
David Sullivan, Chair Mike Glenn, CEO
Board Of County Commissioners
ATTEST: ATTEST:
C6id -
CarolyK
Galldway, DeputiOCIerk of the Board Marie Dressl , Secretary orthe Commission
APPROVED AS TO FORM:
C / e/Oher
Philip Hunsucker, Chief Deputy Civil Prosecutor
Jefferson County Prosecutor's Office
CITY OF PORT TOWNSEND ATTEST—CITY OF PORT TOWNSEND
David Timmons, City Manager Joanna Sanders, City Clerk
Page 7 of 8
APPROVED AS TO FORM
,l ,
Heidi Greenwo d, Ci Attorney
Page 8 of 8
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, Director
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:
Philip Morley, ounty Ad gyrator Date
CONTRACT REVIEW FORM
CONTRACT WITH: Interlocal Agreement between Jefferson County,Public Hospital District#2,
City Of Port Townsend Amendment#2. This Amendment was previously
reviewed by Risk and Legal prior to sending out for signatures. Signatures
obtained from City of Port Townsend and Public Hospital District#2.
CONTRACT FOR: Community Health Improvement Plan Support TERM: Through 6/30/2019
COUNTY DEPARTMENT: Jefferson County Public Health
For More Information Contact: Vicki Kirkpatrick
Contact Phone #: X408
RETURN TO: RETURN BY: AUG 08
208
(Person in Department) (Date)
AMOUNT: Amendment does not change already PROCESS: ❑ Exempt from Bid Process
approved revenues or total approved
expenditures _
— Consultant Selection Process
Revenue: _ Cooperative Purchase
Expenditure: _ Competitive Sealed Bid
Matching Funds Required: N/A _ Small Works Roster
Sources(s) of Matching Funds _ Vendor List Bid
_ RFP or RFQ
X Other
Step 1: REVIEW BY RIS4` A �+ T
Review by: J1 'Ai*
Date Reviewed:
APPROVED FORM Returned for revision(See Comments)
Comments
Step 2: REVIEW BY PR ECU ING ATTORNEY
Review by: �'.
Date Reviewed: n ro /
APPROVED AS TO FORM I Returned for revision(See Comments)
Comments l J:J -j lye:e: 4,02i'+aa+++h: f a1J ` a-f- wee. fJ
Step 3: (If required)DEPARTMENT MAKES REVISIONS&RESUBMITS TO RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 6 copies of Contract and Review Form with Agenda Bill to BOCC Office.
Place"Sign Here"markers on all places the BOCC needs to sign.
'KPH
Memo
To: Commissioners
Philip Morley, County Administrator
/AN.
From: Vicki Kirkpatrick, Director, Jefferson County Public Healt
cc:
Date: August 8, 2018
Re: Amendment#2, Interlocal Agreement, Community Health Improvement Plan
(CHIP)
Commissioners and Philip,
Attached is Amendment#2 to the ILA for the CHIP. It reflects the changes to the staffing plan
for the Executive Director which was agreed upon by the Joint Governing Board. I've also
included copies of the original ILA and Amendment#1. A copy of the Amendment along with
the original ILA and Amendment#1 were sent to Jen Wharton at Jefferson Health Care as well
as to David Timmons and Philip Morley for review. I did not receive any changes from those
reviewing the Amendment so I am now transmitting three copies of the ILA Amendment (along
with copies of the original ILA and Amendment#1 so that the documents can be compared if
desired. As was originally sent, the three documents attached, taken together, represent the
sum total of the agreement between the City of Port Townsend, Jefferson Health Care (Public
Hospital District#2), and Jefferson County.
Both Public Health District#2 (Jefferson Health Care) and the City of Port Townsend have
signed the Interlocal Agreement
Once the BOCC has signed all three copies, we will return fully executed copies to both
Jefferson Health Care and the City of Port Townsend.
Thank you for your continued support of the CHIP. Following is a summary of the CHIP
financing as it will exist with implementation of Amendment#2 (the detailed information is
contained in Amendment#2):
AS BILLED..
PER AMENDMENT NO.2 ORIGINAL ILA
2017 Actual 2018 Actual 2018 Proposed 2019 Proposed Total Original Budget
11/13-12/31/17 1/1-3/7/18 3/8-12/31/18 1/1-6/30/19
Jefferson Healthcare $ 5,624 $ 8,520 $ 44,480 $ 28,876 $ 87,500 $ 87,500
Jefferson Public Health $ 5,624 $ 8,520 $ 44,480 $ 28,876 $ 87,500 $ 87,500
City of Port Townsend $ 2,812 $ 4,260 $ 22,240 $ 14,438 Ir$ 175,000 $ 43,750
Total Billed by period $ 14,060 $ 21,300 $ 111,200 $ 72,190 $ 218,750 $ y, 218,750
AS EJZPENDED
PER AMENDMENT NO.2
2017 Actual 2018 Actual 2018 Proposed 2019 Proposed Total
11/13-12/31/17 1/1-3/7/18 3/8-12/31/18 1/1-6/30/19
Executive Director JHC $ 12,400 $ 18,800 $ 37,600 $ 23,250 $ 92,050
Administrative Support JHC $ 1,660 $ 2,500 $ 5,000 $ 3,424 $ 12,584
Materials,Equip,Prof Srvcs JHC $ 2,971 $ 2,971
subttl JHC expenditures $ 14,060 $ 21,300 $ 42,600 $ 29,645 $ 107,605
Executive Director JC $ $ $ 37,600 $ 23,250 $ 60,850
Epidemiology JC $ $ $ 26,000 $ 12,900 $ 38,900
Administrative Support JC $ 5,000 $ 3,424 $ 8,424
Materials,Equip,Prof Srvcs JC $ 2,971 $ 2,971
subttl JC expenditures $ - $ $ 68,600 $ 42,545 $ 111,145
Total Expenditures by period $ 14,060 $ 21,300 $ 111,200 $ 72,190 $ 118,750
If you have any questions, please contact me at vkirkpatrickAco.jefferson.wa.us or 360-385-
9408.
Thank you.
Page 212
tt
AMENDMEN •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 language:
CHIP Executive Director Budget and Funding in 2017k 2018,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) $ 2,075
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
R ,
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
City of Port Townsend $13,125
2019 Total $65,625
ILA GRAND TOTAL NOVEMBER 1, 2017—JUNE 30, 2019:
$218,750
SECTION 4 Para:ra•hs 2 and 3 on Pa:e 4 of 8: Corn•ensation are re•laced 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 Requirements 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 ,„, 2017.
COUNTY OF JEFFERSON JEFFERSON COUNTY PUBLIC HOSPITAL
DISTRICT NO.2
—/tsi
[k
Kathleen Kler, Chair Mike Glenn, CEO
Board of County Commissioners
ATTEST: ATTEST:
Carolyn allaway, Deput. lerk of the Board Marie Dressler'
Secretary of the Commission
APPROVED AS TO FORM:
s t , (
Philip C. Hunsucker, Chief Civil Deputy Prosecutor
Jefferson County Prosecutor's Office
CITY OF PORT TOWNSEND
f
Or
or
David Timmons, City Manager
ATTEST:
V
7dp
Joanna Sanders, City Clerk
APPROVED AS TO FORM:
165
Steve Gross, City Attorney
Page 5 of 5
i/ C
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
make measurable differences in the health and well-being of Jefferson County people,families,and communities.
This CHIP focuses on the area of 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 gather
data from a variety of sources,analyzes the data,and provides information that tells us about the health and well-being of oL
communities.The assessment analyzed current data regarding demographics, socioeconomic status,community safety,quali
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 1
identify priority issues,develop and implement strategies for action,and establish accountability to ensure measurable healt
improvement, and evaluate the strategies using identified and agreed upon measures. Adjustments in strategies may be mai
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 Healtl
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
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.
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Success will be achieved through Collective Impact. Collective Impact is the output of a coordinated effort. Collective Impac
defined by having shared goals,coordinated activities,common measurements, and ongoing communication,as well as havir
a strong organization to see things through,leads to much greater results. In the case of Jefferson County's CHIP, all partner!
will work in a coordinated way to provide support to align community efforts and sustain CHIP work over time. This will inclu
data aggregation, communication,and community collaboration.
The plan's sustainability and effectiveness will need community and organizational commitment.This starts with the
development and implementation of health policies designed to improve health.A common agenda,evaluation and
measurement,continual communication,and financial and human resources are essential to achieve success.
Partners in Jefferson County will be working to develop a community health improvement leadership structure that will inclu
oversight of the recurring cycle of CHA and community health improvement planning going forward.
Partners in Jefferson County will also work with regional partners such as the Olympic Community of Health which serves as t
Accountable Community of Health for Jefferson,Clallam,and Kitsap counties to assure that mutual goals and strategies are
developed that will benefit the residents of Jefferson County and further the overarching goal of improved community healtl-
Strategies for each Priority area have been developed and implementation of those strategies will depend upon securing a Le
Agency for each strategy.
WHEREAS, the Parties are forming a partnership to ensure operational support for the continuation of the
Community Health Assessment and Community Health Improvement Plan implementation and evaluation
cycle; and
WHEREAS, the Parties acknowledge the importance of a collective effort to improve the population's health
and that by doing so, the health of the community is improved; and
WHEREAS, the Parties recognize that community health improvement is not a one-time effort, but an on-going
process that looks broadly at factors impacting our population's health and uses the community health
assessment data to identify priority issues, develop and implement strategies for action, and establish
accountability to ensure measurable health improvement; and
WHEREAS, the Community Health Improvement process will continue to renew as the Community moves
forward and that subsequent community health assessments will provide information regarding the progress
made on current priorities and identify additional areas of focus; and
WHEREAS, the Community Health Improvement process will need community and organizational
commitment; and
WHEREAS, the Parties recognize and agree that an organizational infrastructure is necessary to support the
Community Health Assessment/Community Health Improvement Plan work and to assure alignment of
Jefferson County's health improvement efforts for the benefit of all Jefferson County residents; and
WHEREAS, this interlocal agreement is entered into for the mutual benefit of the parties and is specifically
authorized by the Interlocal Cooperation Act set forth in Chapter 39.34 of the Revised Code of Washington;
now therefore,
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:
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1. 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 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 of health care.
j. Working collaboratively with the Olympic Community of Health.
?. CHIP Executive Director Budget and Fundinfl in 20..17 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
2018-12 months,3%increase
Executive Director $ 94,000
Epidemiology $ 26,000
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Admin Support(overhead) $ 12,500
subtotal $ 132,500
Jefferson Healthcare $ 53,000
Jefferson County $ 53,000
City of Port Townsend $ 26,500
Total $ 132,500
3. CHIP Executive Director. Jefferson Healthcare and Jefferson County Public Health will take the lead in
hiring the CHIP Executive Director on behalf of the Parties. Jefferson Healthcare, with the assistance of
Jefferson County Public Health, will conduct the recruitment, receive the applications hire the CHIP
Executive Director. The Parties shall have the option to attend interviews conducted to evaluate
candidates, and provide opinions to Jefferson Healthcare and Jefferson County Public Health as to the
most qualified candidate. The CHIP Executive Director will be an employee of Jefferson Healthcare, will
be housed at Jefferson Healthcare, and Jefferson Healthcare will be the fiscal agent for the funding
necessary to support the CHA/CHIP organization (including payroll (salary and benefits), hiring or
contracting for EPI services and any or all other funding received to support the CHIP program (whether
from the Parties to this Agreement or any other source.
4. Compensation. Jefferson Healthcare shall pay the Executive Director's salary and benefits salary and
shall also pay the salary and benefits of a .25 FTE Epidemiologist if hired or shall pay the Contractor for
the equivalent cost of a .25 FTE Epidemiologist if the services are contracted. Jefferson Healthcare shall
also prepare an annual billing statement for distribution to the Parties.
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 as shown in Section 2 of this Agreement. Jefferson
Healthcare will send the invoice for 2017 upon execution of this Agreement and will send the 2018
invoice at the beginning of the 2018 calendar year.
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 Overhead"
in an amount not to exceed $8,250 in 2017 and $12,500 in 2018 as shown in Section 2 of this
Agreement.
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 payment 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.
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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.
5. Support and Monitorin: of the CHIP Pro:ram. 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.
3. 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.
Modification. This Agreement may only be modified or amended in writing representing the mutual
acceptance by all parties of said amendment or modification.
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.
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.
'.. 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.
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13. Severabllity. If any provision of the Agreement shall be held invalid, the remainder of this Agreement
shall not be affected thereby if such remainder would then continue to serve the purposes and objectives
of ail parties.
14. Entire Agreement, This Agreement constitutes the entire agreement between the parties. Any
modifications or amendments to this Agreement shall be in writing and shall be signed by each party.
15. Compliance with RCW 39.34.040. Pursuant to RCW 39.34.040, this agreement shall be filed with the
Jefferson County Auditor or alternatively, listed by subject on the public web site of the Parties hereto or
on other electronically retrievable public source.
DATED this day of f :, V 2017.
COUNTY OF JEFFERSON JEFFERSON COUNTY PUBLIC HOSPITAL
DISTRICT No.2
t VA*
Kathleen Kier, Chair Mike Glenn,CEO
Board of County Commissioners
ATITST: ATTEST:
4, At Ael
4,6
Carolyn Avly, Deputy Cie/ of the Board Marie Dre_90<Score ;of the Commission
Approved as to form:
Date:
e "7 01
Philip C. Hunsucker
IT44?„.f PORT liOWNSEND
Chief Civil Deputy Prosecutor
Jefferson County Prosecutor's Office
David Timmons,City Manager
ATTEST:
Joanna Sanders,City Clerk
APP NVVED AS TO FORM:
***k
Steve Gross, City14orney
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Attachment A
Minimal Program Requirements
and
Statement of Work
CHIP pro ram 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.
• 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.
g' 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.
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•
• 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 collectively progress n toward population health improvement.
• Liaises with Jefferson County Board of Health and Jefferson Co Hospital District 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.
• Serves 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
Serves as a resource for lead agencies, motivates and mentors lead agency staff, as needed, in providing
quality and appropriate quantity of work in assigned areas utilizing resources efficiently.
Identifies funding sources and secures resources.
Fosters sustainable health system initiatives that improve the experience of care and the health of
populations, and reduce per capita costs of health care.
• Supports the work of the governing body.
• Nurtures a work culture of innovation and appropriate risk-taking.
O Assures agendas are developed and minutes are recorded to document progress.
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 2018.
Statement of Work:
All Parties will:
• Support the CHIP program through funding, in-kind, and management as outlined specifically in the
Interlocal Agreement.
• Assist the Steering Committee and the Executive Director in seeking stable and sustainable funding to
support the ongoing work of the CHIP program beyond 2018.
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 this Interlocal
Agreement.
• Payments to the Jefferson Healthcare will be billed and paid as described in Section 4. Compensation of
this Interlocal Agreement.
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