Loading...
HomeMy WebLinkAbout072621ca07 615 Sheridan Street Port Townsend, WA 98368 9ej%hson www.JeffersonCountyPublicHealth.org Public Healt Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Mark McCauley, Interim County Administrator FROM: Alisa Hasbrouck, Environmental Public Health Manager Pinky Feria Mingo, Environmental Public Health Director DATE: July 26, 2021 SUBJECT: Agenda Item —Approval for use of grant funds from Association of Food and Drug Officials for food safety projects; July 5, 2021 — March 31, 2022; total $3,640. STATEMENT OF ISSUE: Jefferson County Public Health (JCPH) is requesting Board approval for use of grant funds from Association of Food and Drug Officials (AFDO) for food safety projects; July 5, 2021 — March 31, 2022; total $3,640. ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S: AFDO Grant No. G-SP-2106-09457 provides $2,500 to develop the Comprehensive Strategic Improvement Plan. AFDO Grant No. G-MP-2106-09459 provides $1,140 for the purchase of an iPad, software, and accessories. These projects will enhance the efficiency and effectiveness of the food safety program. Using the iPad for food safety inspections will streamline the process. Development of the Comprehensive Strategic Improvement Plan will set the program up for additional future improvements. In 2018 JCPH completed a self-assessment of its retail food safety program to identify areas where voluntary FDA standards are not met. The Comprehensive Strategic Improvement Plan will guide work toward meeting those standards, including time frames, personnel, and resources for achieving measurable improvement. Future AFDO grants will fund the implementation of the Plan. FISCAL IMPACT/COST BENEFIT ANALYSIS : These grants are fully funded by FDA; no match is required. RECOMMENDATION: JCPH management requests approval of the use of grant funds from Association of Food and Drug Officials (AFDO) for food safety projects; July 5, 2021 — March 31, 2022; total $3,640. REVIEWED BY: "14 / q-frZlz-/ Mark McCauley, I rim County Administra Dat Community Health Environmental Public Health Developmental Disabilities 360-385-9444 360-385-9400 (f) 360-379-4487 360-385-9401 (f) Always working for a safer and healthier community VOLUNTARY NATIONAL RETAIL FOOD REGULATORY PROGRAM STANDARDS (RETAIL STANDARDS)GRANT PROGRAM CGS Sy CT Qit0 ASSOCIATION OF FOOD & DRUG OFFICIALS SINCE 1896 July 2,2021 Grant Number: G-MP-2106-09459 Project Title: Equipment for automating inspections Award Value: $1,140.00 Project Period: July 5,2021 to March 31,2022 Alisa Hasbrouck Environmental Public Health Manager Jefferson County Public Health Department 615 Sheridan Street Port Townsend,Washington 98368 Dear Alisa Hasbrouck: We have approved your application for Equipment for automating inspections as part of the Retail Standards Grant Program, funded by the United States Food and Drug Administration (FDA). Approval is based on review of the application submitted by you on behalf of Jefferson County Public Health Department to the Association of Food and Drug Officials (AFDO). As part of your application your agency has made an assurance that it will comply with all applicable Federal statutes and regulations in effect during the grant period, including applicable parts of 45 CFR Parts 74 and 92. Acceptance of this award and/or any funds provided by the Retail Standards Grant Program acknowledges agreement with all of the terms and conditions in this award letter. Report Dates Report Type 1 May 15,2022 Cat 2 Final Moderate Project Report Your award is based on the above-title project application, submitted to and approved by AFDO, and is subject to the following terms and conditions: • The grantee must complete the full scope of work and all tasks outlined in the approved grant application by March 31,2022 unless a written exception is granted by the AFDO Programmatic Point of Contact for this grant award. • Any changes to the scope, tasks, deliverables, or expenses of this project must be approved in advance and in writing by the AFDO Programmatic Point of Contact prior to work being modified or completed. • The grantee must abide by the grant guidance for the program, available as a PDF file on the Retail Standards Grant Program portal at http://afdo.org/retailstandards. This portal is also the site where you can find additional information/updates regarding this grant program, and where you can log in for project status and submission of required reports. • Per United States Department of Health and Human Services Grants Policy, expenses for food or beverage are generally not allowed unless it is part of a per diem allowance provided in conjunction with allowable travel. • A Final Project Report must be submitted through the online grants portal no more than 45 days after March 31, 2022. As part of the final report, the grantee must provide a full accounting of all expenditures made with funds from this grant award, accompanied by the documentation specified in the reporting section of the grant guidance. • As a reminder, recipients of funding through this program are required to assure that project activities achieve greater conformance with the FDA Voluntary National Retail Food Retail Program Standards, available at: http://afdo.org/fda vnrfrps. The amount of$1,140.00 represents the full amount of funds to which you are entitled. This is the final year of a multi-year cooperative agreement, therefore, no extensions to the project period can be allowed.Grants will be canceled if not completed by the project end date. Grant awards are made with the understanding that Retail Standards Grant Program staff may require clarification of information within your application,as necessary,during the application,project,or reporting periods. These inquiries may be necessary to allow us to appropriately carry out our administrative responsibilities. This project is supported by the Food and Drug Administration (FDA) of the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award U18FD005850 totaling $2,400,000 with 100 percent funded by FDA/HHS. The contents are those of the author and do not necessarily represent the official views of,nor an endorsement,by FDA/HHS,or the U.S.Government. The Catalog of Federal Domestic Assistance (CFDA) number for this United States Food and Drug Administration grant, awarded to the Association of Food and Drug Officials (AFDO) on 8/11/2016, is 93.103.Your grant is considered a sub award under this AFDO grant. If you have questions about this award, please contact your AFDO Programmatic Point of Contact. Additionally, the Retail Food Safety Specialist from your FDA Region is an integral part of your jurisdiction's successful completion of Retail Standards activities, and is available to assist with your funded project.Contact information for both individuals is listed below. We appreciate your ongoing commitment to achieving greater conformance with the Voluntary National Retail Food Regulatory Program Standards. Sincerely, Steven Mandernach Executive Director Association of Food and Drug Officials 155 W. Market St. 3rd Floor York,PA 17401 AFDO Programmatic Point of Contact: Cathy Hosman retailstandards@afdo.org (717) 814-9873 Follow the link below to obtain contact information for the FDA Regional Food Specialist assigned to assist your jurisdiction: http://afdo.org/retailstandards/fdaregionalcontacts cc: Jenice Butler(jenice.butler@fda.hhs.gov) 7/7/2021 FDA&AFDO Retail Program Standards INSTRUCTIONS Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost before navigating away from the form. When you have completed the form, click Submit. Category 2 - Moderate Projects Jefferson County Public Health Department Org ID: 750 I FDA Unique ID: 1363 G-MP-2106-09459 I $1,140.00 I Grant Year:Year 8-2021 Equipment for automating inspections Equipment Needs Project FDA AWARD LETTER COMMENTS To the grantee--below are comments from the FDA about the award. This is the final year of a multi-year cooperative agreement, therefore, no extensions to the project period can be allowed. Grants will be canceled if not completed by the project end date. ♦ ADDITIONAL INFORMATION REQUESTED To the grantee--please respond to additional requests for clarification as noted below. Responses from Applicant: ORGANIZATION INFORMATION Organization : Jefferson County Public Health Department Primary Contact: Alisa Hasbrouck Jurisdictional Level: Local AUTHORIZING OFFICIAL INFORMATION The Authorizing Official is the person in your organization who provides supervisory oversight for this grant opportunity(often an organization's Financial or Grants Management Official). Authorizing Official Title: Jefferson County Public Health Deputy Director Authorizing Official First Name: Veronica Authorizing Official Last Name: Shaw Authorizing Official Email: veronica@co.jefferson.wa.us Authorizing Official Phone: 360-385-9409 PROJECT INFORMATION Have you conducted a Self-Assessment of all nine Retail Program Standards? Self-Assessment Conducted: Yes https://retailstandards.fluxx.io/granted_requests/21610964?printable=l 1/5 7/7/2021 FDA&AFDO Retail Program Standards Date of Most Recent Self-Assessment: 7/3/2019 INSTRUCTIONS 1. Click here to download a list of definitions of Standards- Elements to guide you in making your selections. 2. Select from the Standards list below. You can select multiple values (Standards) by holding your Ctr key on a PC or Cmd key on a Mac. Double click values or click the > arrow button to move your selections from the left to the right side. If you find you cannot make selections (i.e. selections are greyed out), please Save the application then click Edit. 3. Review the Element selection boxes that subsequently appear, corresponding to each Standard you have selected. Select the Elements that apply. You can select multiple values (Elements) by holding your Ctr key on a PC or Cmd key on a Mac. Double click values or click the > arrow button to move your selections from the left to the right side. If you find you cannot make selections (i.e. selections are greyed out), please Save the application then click Edit. Standards: Standard No. 3 - Inspection Program Based on HACCP Principles, Standard No. 8 - Program Support and Resources, Standard No. 9 - Program Assessment Standard 3 - Elements: Element 1A, Element 1B, Element 1C, Element 5A, Element 6A Standard 8 - Elements: Element 3B Standard 9 - Elements: Element 1A, Element 1B, Element 2A, Element 2B Please note the Project Title has a limit of 255 characters. The system will automatically truncate text longer than this amount. Project Title: Equipment for automating inspections Project Start Date: 7/5/2021 Project End Date: 3/31/2022 Amount Requested: $1,140.00 Project Summary: 1. Project Summary: Using a tablet and electronic forms will enable our inspector to streamline operations and expedite data entry into into our database in a more efficient and accurate way. We will be able to have applications submitted directly into our database. With more complete data we will be able to extract reports that can be used to analyze trends and determine which risk factors are most common in Jefferson County. Using this data we will be able to better target our efforts in education and outreach to improve food safety. 2. Timeline: 7/5/21 - Source equipment 8/1/21 - Purchase equipment 10/1/21 - Receive equipment https://retailstandards.fluxx.io/granted_requests/21610964?printable=1 2/5 7/7/2021 FDA&AFDO Retail Program Standards 12/1/21 - Configure equipment and create electronic pdf inspection and application forms, including application for variance and for validation of HACCP forms. 2/1/22 - Train staff on use of equipment 3/1/22 - Implement the use of equipment Project Outcomes: 4. The equipment will assist in Standards#3, 8, a 9. The equipment will enable us to go digital and be more efficient, both immediately and in the future. Immediately, the iPad will enable us to take photos and complete inspection checklists electronically. In the near future, Jefferson County Public Health will "go live"with EnerGov software. The iPad will be compatible for use with the iG-Inspect app, and will sync up with EnerGov. Staff will be able to upload inspection checklists, notes, and photos to EnerGov. We will then create custom reports that extract and summarize data from EnerGov. The goat is to simplify and streamline processes, and add value to reports. Project Equipment: 5. Equipment List: 10.2" Ipad, Wi-Fi + Cellular, 128GB, 8th Gen - $540 Otterbox Case - $75.00 Apple pencil - $100.00 Portable printer- $250.00 Foxit pdf editing software - $ 175.00 Total: $1,140.00 6. The equipment will be 100%dedicated to the retail food safety program. 7. The retail food safety program has funding constraints, as it is a fee-based program that has been impacted by COVID-19 since many events were cancelled and therefore the revenue from temporary food permit fees is down. Our staff is catching up on onsite inspections. The equipment wilt enable inspection checklists to be completed in the field on the iPad, forms to be printed and signed by the food service proprietors, and data uploaded to the inspection database without the need for staff to re-type it into the system. This will free up staff time to be able to conduct additional inspections and educational outreach. BUDGET INFORMATION Budget Worksheet Budget Period Budget Actual Variance Project Budget: 7/5/2021 to 1,140 0 1,140 3/31/2022 Total 1,140 0 1,140 Budget Snapshot Project Budget 7/5/2021 to 3/31/2022 Budget Actual Variance Personnel Costs 0 Contracts 0 Travel 0 https://retailstandards.fluxx.io/granted_requests/21610964?printable=1 3/5 7/7/2021 FDA&AFDO Retail Program Standards Project Budget 7/5/2021 to 3/31/2022 Budget Actual Variance Equipment 1,140 1,140 Supplies 0 Custom: 1 0 Custom: 2 0 Custom: 3 0 Custom: 4 0 Custom: 5 0 Custom: 6 0 Custom: 7 0 Custom: 8 0 Custom: 9 0 Custom: 10 0 Total 1,140 0 1,140 Budget Narrative (Maximum of 1,500 Characters): All of the costs related to the budget are related to the costs of purchasing the software and hardware needed to implement this project. VERIFICATIONS You must create and save a Budget Worksheet before you can submit the form. After saving the Budget Worksheet: 1. Click the checkbox below to verify you completed the Budget Worksheet. 2. A pop-up box will appear. 3. Optional: the pop-up box has a Note field. Leaving a note here is optional. 4. Click the Save button to save your checkmark--once checked, these cannot be unchecked. I confirm that I have completed the Budget Worksheet. DOCUMENTS REQUEST DOCUMENTS Award Letter Award Letter Added at 1:11 PM on July 7, 2021 https://retailstandards.fluxx.io/granted_requests/21610964?printable=1 4/5 7/7/2021 FDA&AFDO Retail Program Standards INSTRUCTIONS Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost before navigating away from the form. When you have completed the form, click Submit. https://retailstandards.fluxx.io/granted_requests/21610964?printable=1 5/5 VOLUNTARY NATIONAL RETAIL FOOD REGULATORY PROGRAM STANDARDS (RETAIL STANDARDS) GRANT PROGRAM 4�GT Sy AFT:, A �4i c Pao ASSOCIATION OF FOOD & DRUG OFFICIALS SINCE 1896 July 2,2021 Grant Number: G-SP-2106-09457 Project Title: Comprehensive Strategic Improvement Plan Award Value: $2,500.00 Project Period: July 5,2021 to October 5,2021 Alisa Hasbrouck Environmental Public Health Manager Jefferson County Public Health Department 615 Sheridan Street Port Townsend,Washington 98368 Dear Alisa Hasbrouck: We have approved your application for Comprehensive Strategic Improvement Plan as part of the Retail Standards Grant Program, funded by the United States Food and Drug Administration (FDA). Approval is based on review of the application submitted by you on behalf of Jefferson County Public Health Department to the Association of Food and Drug Officials (AFDO). As part of your application your agency has made an assurance that it will comply with all applicable Federal statutes and regulations in effect during the grant period, including applicable parts of 45 CFR Parts 74 and 92. Acceptance of this award and/or any funds provided by the Retail Standards Grant Program acknowledges agreement with all of the terms and conditions in this award letter. # Report Dates Report Type 1 October 5,2021 Cat 1 Comprehensive Strategic Improvement Plan Your award is based on the above-title project application, submitted to and approved by AFDO, and is subject to the following terms and conditions: • The grantee must complete the full scope of work and all tasks outlined in the approved grant application by October 5,2021 unless a written exception is granted by the AFDO Programmatic Point of Contact for this grant award. • Any changes to the scope, tasks, deliverables, or expenses of this project must be approved in advance and in writing by the AFDO Programmatic Point of Contact prior to work being modified or completed. • The grantee must abide by the grant guidance for the program, available as a PDF file on the Retail Standards Grant Program portal at http://afdo.org/retailstandards. This portal is also the site where you can find additional information/updates regarding this grant program, and where you can log in for project status and submission of required reports. • Per United States Department of Health and Human Services Grants Policy, expenses for food or beverage are generally not allowed unless it is part of a per diem allowance provided in conjunction with allowable travel. • A Final Project Report must be submitted through the online grants portal no more than 45 days after October 5, 2021. As part of the final report, the grantee must provide a full accounting of all expenditures made with funds from this grant award, accompanied by the documentation specified in the reporting section of the grant guidance. • As a reminder, recipients of funding through this program are required to assure that project activities achieve greater conformance with the FDA Voluntary National Retail Food Retail Program Standards, available at: http://afdo.org/fda vnrfrps. The amount of$2,500.00 represents the full amount of funds to which you are entitled. The Project Period will be three(3) months starting July 5,2021 and ending October 5,2021.This is the final year of a multi-year cooperative agreement,therefore,no extensions to the project period can be allowed.Grants will be canceled if not completed by the project end date.A completed Comprehensive Strategic Improvement Plan must be submitted with the final report. Grant awards are made with the understanding that Retail Standards Grant Program staff may require clarification of information within your application,as necessary, during the application,project, or reporting periods. These inquiries may be necessary to allow us to appropriately carry out our administrative responsibilities. This project is supported by the Food and Drug Administration (FDA) of the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award U18FD005850 totaling $2,400,000 with 100 percent funded by FDA/HHS. The contents are those of the author and do not necessarily represent the official views of,nor an endorsement,by FDA/HHS,or the U.S.Government. The Catalog of Federal Domestic Assistance (CFDA) number for this United States Food and Drug Administration grant, awarded to the Association of Food and Drug Officials (AFDO) on 8/11/2016, is 93.103.Your grant is considered a sub award under this AFDO grant. If you have questions about this award, please contact your AFDO Programmatic Point of Contact. Additionally, the Retail Food Safety Specialist from your FDA Region is an integral part of your jurisdiction's successful completion of Retail Standards activities, and is available to assist with your funded project.Contact information for both individuals is listed below. We appreciate your ongoing commitment to achieving greater conformance with the Voluntary National Retail Food Regulatory Program Standards. Sincerely, 74‘1:2-- Steven Mandernach Executive Director Association of Food and Drug Officials 155 W. Market St. 3rd Floor York,PA 17401 AFDO Programmatic Point of Contact: Cathy Hosman retailstandards@afdo.org (717) 814-9873 Follow the link below to obtain contact information for the FDA Regional Food Specialist assigned to assist your jurisdiction: http://afdo.org/retailstandards/fdaregionalcontacts cc: Jenice Butler(jenice.butler@fda.hhs.gov) 7/7/2021 FDA&AFDO Retail Program Standards INSTRUCTIONS Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost before navigating away from the form. When you have completed the form, click Submit. Category 1 - Small Projects Jefferson County Public Health Department Org ID: 750 I FDA Unique ID: 1363 G-SP-2106-09457 I $2,500.00 I Grant Year:Year 8-2021 Comprehensive Strategic Improvement Plan FDA AWARD LETTER COMMENTS To the grantee--below are comments from the FDA about the award. The Project Period will be three (3) months starting July 5, 2021 and ending October 5, 2021.This is the final year of a multi-year cooperative agreement, therefore, no extensions to the project period can be allowed. Grants will be canceled if not completed by the project end date. A completed Comprehensive Strategic Improvement Plan must be submitted with the final report. ♦ ADDITIONAL INFORMATION REQUESTED To the grantee--please respond to additional requests for clarification as noted below. Responses from Applicant: ORGANIZATION INFORMATION Organization : Jefferson County Public Health Department Primary Contact: Alisa Hasbrouck Secondary Contact: Alisa Hasbrouck Jurisdictional Level: Local AUTHORIZING OFFICIAL INFORMATION The Authorizing Official is the person in your organization who provides supervisory oversight for this grant opportunity(often an organization's Financial or Grants Management Official). Authorizing Official Title: Jefferson County Public Health Deputy Director Authorizing Official First Name: Veronica Authorizing Official Last Name: Shaw Authorizing Official Email: veronica@co.jefferson.wa.us Authorizing Official Phone: 360-385-9409 PROJECT INFORMATION Program: Category 1 - Small Projects https://retailstandards.fluxx.io/granted_requests/21610892?printable=1 1/3 7/7/2021 FDA&AFDO Retail Program Standards Sub Program: Development of a Comprehensive Strategic Improvement Plan Have you conducted a Self-Assessment of all nine Retail Program Standards? Self-Assessment Conducted: Yes Date of Most Recent Self-Assessment: 7/3/2019 Please select a Small Project sub- Development of a Comprehensive Strategic Improvement category. Plan (Fixed Grant of$2,500) Please note the Project Title has a limit of 255 characters. The system will automatically truncate text longer than this amount. Project Title: Comprehensive Strategic Improvement Plan Project Start Date: 7/5/2021 Project End Date: 10/5/2021 Amount Requested: $2,500.00 Project Summary: The written Comprehensive Strategic Improvement Plan will address all elements not met in the self-assessment, including: • The individual element or documentation of the requirement of Standard that are not met. • Improvements needed (action steps/tasks) to address the Standard elements or documentation not met. • Personnel responsible for completion of the action step / task. • Target completion date for each task. Project Members: Project Team: Mina Kwansa - Environmental Health Specialist II, Jefferson County Public Health. Mina is a Registered Sanitarian with a Master's degree in XXX and XXX years of experience in food safety. Her expertise wilt guide the development and implementation of the Comprehensive Strategic Improvement Plan. Alisa Hasbrouck- Environmental Public Health Manager, Jefferson County Public Health. Alisa has a Bachelor's degree in Environmental Management and 18 years of experience in environmental health and compliance. Her expertise will be guide the development and implementation of the Comprehensive Strategic Improvement Plan. Project Outcomes: The written Comprehensive Strategic Improvement Plan will guide our work of bringing our retail food program toward meeting the requirements of Standards that have not been met. DOCUMENTS REQUEST DOCUMENTS https://retailstandards.fluxx.io/granted_requests/21610892?printable=l 2/3 7/7/2021 FDA&AFDO Retail Program Standards REQUEST DOCUMENTS Award Letter Award Letter Added at 1:11 PM on July 7, 2021 Relationships INSTRUCTIONS Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost before navigating away from the form. When you have completed the form, click Submit. https://retailstandards.fluxx.io/granted_requests/21610892?printable=1 3/3