2019-393-Resolution No. 2019-039 Recorded 9/18/2019Recorded in Deschutes County CJ2019-393
Nancy Blankenship, County Clerk
Comm! ssioners' Journal 09/18/2019 9:01:05 AM
REVIEWED II' (I II II (t'I If I II I II I (I II I I �II
LEGAL COUNSEL 2019-393
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Appropriating New Grant Funds
And Increasing FTE Within the 2019-2020 * RESOLUTION NO. 2019-039
Deschutes County Budget
WHEREAS, Deschutes County's Health Services Fund has requested an additional 0.75 FTE
(limited -duration) Community Health Specialist 1, and related appropriation for the remainder
of the 2019-2020 budget; and
WHEREAS, Deschutes County Classification of Positions Policy (HR -1) requires that the
creation/increase of a Department's FTE outside of the adopted budget must be approved by the
Board of Commissioners; and
WHEREAS, ORS 294.471(c) allows the appropriation and expenditure of new grant funds that
have been made available and could not reasonably be foreseen when preparing the original
budget; now, therefore
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. That the following grant be budgeted within the 2019-2020 County Budget:
Revenue
Health Services Fund
State Grant $ 70,202
TOTAL REVENUE:
Section 2. That the following appropriation be made within the 2019-2020 County Budget:
Appropriation
Health Services Fund
Program Budget $ 70,202
TOTAL APPROPRIATION
PAGE I OF 2 -RESOLUTION NO. 2019-039
Section 2. That the Chief Financial Officer make the appropriate entries in the Deschutes
County Financial System to show the above appropriations.
Section 3. That the Human Resources Director make the appropriate entries in the Deschutes
County FTE Authorized Positions Roster to show the above FTE changes.
DATED this day of , 2019.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY ON
PHILIP G. H DERSON, Chair
F AA
'i
_ .o,�,
ATTEST: P TTI ADAIR, Vice -Chair
ord n Secretary ANTHONY DEBONE, Commissioner
PAGE 2 OF 2 -RESOLUTION NO. 2019-039
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Notice of Award
GLS State/Tribal Youth Suicide Prevention Issue Date: 06/28/2019
Department of Health and Human Services
Substance Abuse and Mental Health Services Administration
Center for Mental Health Services
Grant Number: 1 H79SM082094-01
FAIN: H79SM082094
Program Director: Meghan Crane
Project Title: Oregon GLS Youth Suicide Intervention and Prevention Initiative
Organization Name: PUBLIC HEALTH SERVICES
Business Official: Ms. Karen Slothower
Business Official e-mail address: karen.m.slothower@state.or.us
Budget Period: 06/30/2019 — 06/29/2020
Project Period: 06/30/2019 — 06/29/2024
Dear Grantee:
The Substance Abuse and Mental Health Services Administration hereby awards a grant in the amount of
$736,000 (see "Award Calculation" in Section I and "Terms and Conditions" in Section 111) to PUBLIC
HEALTH SERVICES in support of the above referenced project. This award is pursuant to the authority of
Section 520E (290bb-36) of the PHS Act, as amended and is subject to the requirements of this statute
and regulation and of other referenced, incorporated or attached terms and conditions.
A arA 4hn nH=k0ite t nn
nwu rc%picin$ iay (�lrk nn "vang" then GAMHSA
Grants Management), which provides information relating to the Division of Payment Management
System, HHS Division of Cost Allocation and Postaward Administration Requirements. Please use your
grant number for reference.
Acceptance of this award including the "Terms and Conditions" is acknowledged by the grantee when
funds are drawn down or otherwise obtained from the grant payment system.
If you have any questions about this award, please contact your Grants Management Specialist and your
Government Project Officer listed in your terms and conditions.
Sincerely yours,
Eileen Bermudez
Grants Management Officer
Division of Grants Management
See additional information below
Page -1
SECTION 1— AWARD DATA — 1 H79SM082094-01
Award Calculation (U.S. Dollars)
Personnel(non-research)
$11,527
Fringe Benefits
$6,190
Travel
$7,227
Supplies
$72
Contractual
$598,570
Other
$4,668
Direct Cost
$628,254
Indirect Cost
$107,746
Approved Budget
$736,000
Federal Share
$736,000
Cumulative Prior Awards for this Budget Period
$0
AMOUNT OF THIS ACTION (FEDERAL SHARE) $736,000
SUMMARY TOTALS FOR ALL YEARS
YR AMOUNT
1 $736,000
2 $736,000
3 $736,000
4 $736,000
5 $736,000
*Recommended future year total cost support, subject to the availability of funds and satisfactory
--rens of the project
Fiscal Information:
CFDA Number:
EIN:
Document Number:
Fiscal Year:
IC CAN
SM C96J223
93.243
1936001752A1
19SM82094A
2019
SM Administrative Data:
PCC: GLS -ST 19 / OC: 4145
Amount
$736,000
SECTION 11— PAYMENT/HOTLINE INFORMATION —1 H79SM082094-01
Payments under this award will be made available through the HHS Payment Management
System (PMS). PMS is a centralized grants payment and cash management system, operated by
the HHS Program Support Center (PSC), Division of Payment Management (DPM). Inquiries
regarding payment should be directed to: The Division of Payment Management System, PO Box
6021, Rockville, MD 20852, Help Desk Support—Telephone Number: 1-877-614-5533.
The HHS Inspector General maintains a toll-free hotline for receiving information concerning
fraud, waste, or abuse under grants and cooperative agreements. The telephone number is: 1 -
Page -2
800 -HHS -TIPS (1-800-447-8477). The mailing address is: Office of Inspector General,
Department of Health and Human Services, Attn: HOTLINE, 330 Independence Ave., SW,
Washington, DC 20201.
SECTION III — TERMS AND CONDITIONS —1 H79SM082094-01
This award is based on the application submitted to, and as approved by, SAMHSA on the
above -title project and is subject to the terms and conditions incorporated either directly or by
reference in the following:
a. The grant program legislation and program regulation cited in this Notice of Award.
b. The restrictions on the expenditure of federal funds in appropriations acts to the extent
those restrictions are pertinent to the award.
c. 45 CFR Part 75 as applicable.
d. The HHS Grants Policy Statement.
e. This award notice, INCLUDING THE TERMS AND CONDITIONS CITED BELOW.
Treatment of Program Income:
Additional Costs
In accordance with the regulatory requirements provided at 45 CFR 75.113 and Appendix XII to
45 CFR Part 75, recipients that have currently active Federal grants, cooperative agreements,
and procurement contracts with cumulative total value greater than $10,000,000 must report and
maintain information in the System for Award Management (SAM) about civil, criminal, and
administrative proceedings in connection with the award or performance of a Federal award that
reached final disposition within the most recent five-year period. The recipient must also make
semiannual disclosures regarding such proceedings. Proceedings information will be made
publicly available in the designated integrity and performance system (currently the Federal
Awardee Performance and Integrity Information System (FAPIIS)). Full reporting requirements
and procedures are found in Appendix XII to 45 CFR Part 75.
SECTION IV — SM Special Terms and Conditions — 1 H79SM082094-01
REMARKS
New Award
1. This Notice of Award (NoA) is issued to inform your organization that the application
submitted through the Funding Opportunity Announcement (FOA) No. SM -19-006 has
been selected for funding.
1a) This award reflects approval of the budget submitted March 14, 2019 as part of
the application by your organization.
2. Recipients are expected to plan their work to ensure that funds are expended within
the 12 -month budget period reflected on this Notice of Award. If activities proposed in the
Page -3
approved budget cannot be completed within the current budget period, SAMHSA cannot
guarantee the approval of any request for carryover of remaining unobligated funding.
3. All responses to award terms and conditions and prior approval requests must be
submitted as .pdf documents in the "View Terms Tracking Details" page in eRA
Commons.
For more information on how to upload a document in response to a tracked term, please
reference under heading 'A Additional Materials – grantee" in the User Guide located at:
hftps://era.nih.gov/files/TCM–User–Guide–Grantee.pdf
4. Register Program Director/Project Director (PD) in eRA Commons:
If you have not already done so, you must register the PD listed on the HHS Checklist in eRA
Commons to assign a Commons ID. Once the PD has received their Commons ID, please send
this information to your Grants Management Specialist. You can find additional information
about the eRA Commons registration process at
https://era.nih.gov/reg__,accounts/register–commons.cfm.
5. Key Staff
Key staff is listed below:
Megan Crane, Project Director @ 100% level of effort
Any changes to key staff—including level of effort involving separation from the project for more
than three months or a 25 percent reduction in time dedicated to the project—requires prior
approval and must be submitted as a post -award amendment in eRA Commons.
For additional information on how to submit a post -award amendment, please visit the
SAMHSA website: https://www.samhsa.gov/grants/grants-management/post-award-changes.
Any technical questions regarding the submission process should be directed to the eRA
Service Desk: http://grants.nih.gov/support/.
SPECIAL TERMS
Disparity Impact Statement (DIS)
By August 30, 2019, submit via eRA Commons.
The DIS should be consistent with information in your application regarding access, *service
use and outcomes for the program and include three components as described below.
Questions about the DIS should be directed to your GPO. Examples of DIS can be found on the
SAMHSA website at: https://www.samhsa.gov/grants/grants-management/disparity-impact-
Page-4
statement
*Service use is inclusive of treatment services, prevention services as well as outreach,
engagement, training, and/or technical assistance activities.
The disparity impact statement consists of three components:
1. Proposed number of individuals to be served and/or reached by subpopulations in the grant
implementation area should be provided in a table that covers the entire grant period. The
disparate population(s) should be identified in a narrative that includes a description of the
population and rationale for how the determination was made.
2. A quality improvement plan for how you will use your program (GPRA) data on access, use
and outcomes to monitor and manage program outcomes by race, ethnicity and LGBT status,
when possible. The quality improvement plan should include strategies for how processes
and/or programmatic adjustments will support efforts to reduce disparities for the identified sub -
populations.
3. The quality improvement plan should include methods for the development and
implementation of policies and procedures to ensure adherence to the Enhanced Culturally and
Linguistically Appropriate Services (CLAS) Standards and the provision of effective care and
services that are responsive to:
a. Diverse cultural health beliefs and practices;
b. Preferred languages; and
c. Health literacy and other communication needs of all sub -populations within the
proposed geographic region.
All responses to award terms and conditions must be submitted as .pdf documents in
the "View Terms Tracking Details" page in eRA Commons.
For more information on how to upload a document in response to a tracked term, please
reference under heading 'A Additional Materials — grantee" in the User Guide located at:
https://era.nih.gov/files/TCM—User—Guide—Grantee.pdf
SPARS
All recipients are required to collect and report certain data so that SAMHSA can meet
its obligations under the Government Performance and Results Act (GPRA) Modernization Act
of 2010. These data are gathered and reported quarterly using SAMHSA's Performance and
Accountability Reporting System (SPARS). GLS State/Tribal Youth Suicide Prevention
recipients will be expected to:
(1) Complete SPARS Annual Goals and Budget training no later than September 30, 2019;
(2) Enter Annual Goals and Budget information and data into SPARS no later than October
30, 2019; and
(3) Enter GPRA performance measures data into SPARS no later than January 30, 2020.
Data to be entered shall be for the 1st quarter (October - December 2019).
Page -5
Information on SPARS training and data reporting will be provided upon award by the
designated Government Project Officer.
SPARS can be accessed at https://spars.samhsa.gov/.
STANDARD TERMS AND CONDITIONS
Standard Terms for Awards
Your organization must comply with the Standard Terms and Conditions for the Fiscal Year in
which your grant was awarded. The Fiscal Year for your award is identified on Page 2 of your
Notice of Award. SAMHSA's Terms and Conditions Webpage is located at:
https//www samhsa gov/grants/grants-management/notice-award-noa/standard-terms-
conditions.
Compliance with Award Terms and Conditions
FAILURE TO COMPLY WITH THE ABOVE STATED TERMS AND CONDITIONS MAY
RESULT IN ACTIONS IN ACCORDANCE WITH 45 CFR 75.3 71, REMEDIES FOR NON-
COMPLIANCE AND 45 CFR 75.372 TERMINATION. THIS MAY INCLUDE WITHHOLDING
PAYMENT, DISALLOWANCE OF COSTS, SUSPENSION AND DEBARMENT, TERMINATION
OF THIS AWARD, OR DENIAL OF FUTURE FUNDING.
All previous terms and conditions remain in effect until specifically approved and removed by
the C_rnntc MannnPment Officer,
Annual Programmatic Progress Report
By September 30, 2020, submit via eRA Commons.
The Programmatic Report is required on an annual basis and must be submitted as a .pdf to
the View Terms Tracking Details page in the eRA Commons System no later than 90 days after
the end of each 12 -month incremental period.
The Annual Programmatic Report must, at a minimum, include the following information:
o Data and progress for performance measures as reflected in your application regarding
goals and evaluation activities.
o A summary of key program accomplishments to -date.
o Description of the changes, if any, that were made to the project that differ from the
application for this incremental period.
o Description of any difficulties and/or problems encountered in achieving planned goals
and objectives including barriers to accomplishing program objectives, and actions to
overcome barriers or difficulties.
Note: Recipients must also comply with the GPRA requirements that include the collection and
periodic reporting of performance data as specified in the FOA or by the Grant Program Official
(GPO). This information is needed in order to comply with PL 102-62, which requires that
Page -6
Substance Abuse and Mental Health Services Administration (SAMHSA) report evaluation data
to ensure the effectiveness and efficiency of its programs.
The response to this term must be submitted as .pdf documents in the View Terms
Tracking Details page in eRA Commons. Please contact your Government Program
Official (GPO) for program specific submission information.
For more information on how to upload a document in response to a tracked term, please
reference under heading 4 Additional Materials grantee in the User Guide located at:
hftps://era.nih.gov/files/TCM—User—Guide—Grantee.pdf
Additional information on reporting requirements is available at
https://www.samhsa.gov/grants/grants-management/reporting-requirements.
Annual Federal Financial Report (SF -425)
By September 30, 2020, submit via eRA Commons.
The Federal Financial Report (FFR) (SF425) is required on an annual basis and should reflect
only cumulative actual Federal funds authorized and disbursed, any non -Federal matching
funds (if identified in the Funding Opportunity Announcement (FOA)), unliquidated obligations
incurred, the unobligated balance of the Federal funds for the award, as well as program
income generated during the timeframe covered by the report. Additional guidance to complete
the FFR can be found at https//www.samhsa.gov/grants/grants-management/reporting-
requirements.
FFR reporting must be entered directly into the eRA Commons system. Instructions on how to
submit a Federal Financial Report (FFR) via the eRA Commons is available at
https//www samhsa gov/sites/default/files/samhsa-grantee-submit-ffr-10-22-17.pptx.
Staff Contacts:
Jennifer Cappella, Program Official
Phone: (240) 276-1857 Email: Jennifer.Cappella@samhsa.hhs.gov Fax: (240) 276-1820
Heather Cooper, Grants Specialist
Phone: 240-276-1612 Email: Heather.Cooper@samhsa.hhs.gov
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o Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners BOCC Wednesday Meetina of September 11, 2019
DATE: September 3, 2019
FROM: Greg Munn, Finance, 541-388-6559
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Resolution No. 2019-039, Appropriating New Grant
Funds and Increasing FTE in the Health Services Fund
RECOMMENDATION & ACTION REQUESTED:
Staff recommends approval of Resolution 2019-039 appropriating new grant funds and
increasing FTE in the Health Services Fund by 0.75 limited duration FTE.
BACKGROUND AND POLICY IMPLICATIONS:
In July 2019, the Public Health Division was notified of a 9 -month extension to its Garrett Lee
Smith funding source, effective 10/1%19 through, 6/30/20. The purpose of the grant is to support
youth suicide prevention activities. To perform this work, the division is requesting 0.75 FTE
limited -duration Community Health Specialist 1 to coincide with the grant's funding period.
FISCAL IMPLICATIONS: This budget adjustment authorizes an increase of $70,202 in
appropriation for Fiscal Year 2020. The amount requested is fully funded by the State award
during Fiscal Year 2020. Future funding, as made available by the State, is anticipated and will
be awarded on a competitive basis. The associated increase in FTE is requested for a time
period not to extend later than Fiscal Year 2020, as any such extension would be an unfunded
obligation to future budgetary years.
ATTENDANCE: Cheryl Smallman, Health Services Business Manager