HomeMy WebLinkAboutDoc 552 - Amend ELD - High Desert ESDDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of September 30 2013
Please see directions for completing this document on the next page.
DATE: September 252013
FROM: Sarah Peterson Health Services Early Learning Division (541) 233
7461
TITLE OF AGENDA ITEM:
Consideration of Board Signature on Document # 2013-552 Amendment No. I to, Contract for
Subgrant between Deschutes County Early Learning Division (ELD) and the High Desert Education
Service District.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
There are five funding streams that provide revenue for Healthy Families of the High Desert: Healthy
Start General Funds, Medicaid, Juvenile Crime Prevention (Alternatives to Incarceration), and State of
Oregon Family Preservation and Great Start grants. The Family Preservation and Great Start funds are
awarded to the County via an IGA with the state (previously the Oregon Commission on Children and
Families.
During the 2013-15 biennium there will be a transition period between when the Oregon Commission
on Children and Families (OCCF) structure no longer exists and when the new Early Learning Hubs are
ready to provide services. The County received notification of an estimated amount of state funds that
will be award via an IGA with the Early Learning Council (ELC) to fund existing programs/projects
and ensure that there is not a disruption of services.
The process of establishing ELC Administrative Rules governing the allocation of state funds
previously administered by OCCF is lengthy. The ELC has not released the IGA to the County however
they anticipate that it will be forthcoming in the next month.
In order to ensure that there is a not a disruption in services, the ELD is funding existing FY2012-13
state funded programs/projects. The ELD has $387,000 in carry forward funds available to fund the
ELC portion of Healthy Family of the High Desert activities.
This amendment extends the contract period to September 30,2013 and adds $87,741 (one quarter of
estimated funding for the period July 1,2013 -June 30,2014). The funding is composed of: 114 of
Healthy Start General Fund ($51,222), Medicaid ($20,000), Juvenile Crime Prevention (Alternatives to
Incarceration $9,125), Family Preservation ($4,549), Great Start ($2,845) It increases the
consideration/funding to $388,658.
Upon receipt ofthe ELC IGA the ELD will generate a services contract for the period October 1, 2013
to June 30, 20l4.
Healthy Families of the High Desert provides evidence based home visiting services to first-birth
families with children ages 0-3 who are at risk for child abuse and neglect.
FISCAL IMPLICATIONS:
The 2013-14 Deschutes County Health Services, Early Learning Division proposed budget includes this
funding.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature on Document No 2013-552
ATTENDANCE: Sarah Peterson, Beth Raguine
DISTRIBUTION OF DOCUMENTS:
Return the original documents to Sarah Peterson, Deschutes County Health Services Early Learning
Division, 1130 NW Harriman, Suite A, Bend, OR 97701
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Department: IHealth Services Earl~
Contractor/Supplier/Consultant Name: Hi h Desert Education Service Distric
Contractor Contact: Rohn Rexfordl Contractor Phone #: 541
~93-571~
Type of Document: Services Contract No. 2012-427 Amendment No.1
Goods and/or Services: This is Amendment No.1 to the FY12-13 services contract
with the High Desert Education Service District to fund Healthy Families of the High
Desert. This amendment extends the contract to September 30,2013. Healthy Families
of the High Desert will provides evidence based home visitation services. The
amendment funds 47 family service units for first birth families with children age 0-3 who
are at risk for child abuse and neglect. It funds an additional 20 slots for families where
one parent is on parole and probation.
Background & History: There are five funding streams that provide revenue for
Healthy Families of the High Desert: Healthy Start General Funds, Medicaid, Juvenile
Crime Prevention (Alternatives to Incarceration), and State of Oregon Family
Preservation and Great Start grants. The Family Preservation and Great Start funds are
awarded to the County via an IGA with the state (previously the Oregon Commission on
Children and Families.
During the 2013-15 biennium there will be a transition period between when the Oregon
Commission on Children and Families (OCCF) structure no longer exists and when the
new Early Learning Hubs are ready to provide services. The County received
notification of an estimated amount of state funds that will be award via an IGA with the
Early Learning Council (ELC) to fund existing programs/projects and ensure that there
is not a disruption of services.
The process of establishing ELC Administrative Rules governing the allocation of state
funds previously administered by OCCF is lengthy. The ELC has not released the IGA
to the County however they antiCipate that it will be forthcoming in the next month.
In order to ensure that there is a not a disruption in services, the ELD is funding existing
FY2012-13 state funded programs/projects. The ELD has $387,000 in carry forward
funds available to fund the ELC portion of Healthy Family of the High Desert activities.
This amendment extends the contract period to September 30, 2013 and adds
$87,741 (one quarter of estimated funding for the period July 1, 2013 -June 30,2014).
The funding is composed of: 1/4 of Healthy Start General Fund ($51,222), Medicaid
($20,000). Juvenile Crime Prevention (Alternatives to Incarceration $9.125), Family
9/26/2013
Preservation ($4,549), Great Start ($2,845) It increases the consideration/funding to
$388,658.
Agreement Starting Date: 1 July 1,20121 Ending Date: ISeptembe~
130, 201~
Annual Value or Total Payment: [$388,65ij
I:8J Insurance Certificate Received check box)
Insurance Expiration Date: 7/1/201
Check all that apply: o RFP, Solicitation or Bid Process o Informal quotes «$150K)
I:8J Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? I:8J Yes 0 No
If No, has budget amendment been submitted? 0 Yes o No
Is this a Grant Agreement providing revenue to the County? 0 Yes I:8J No
Special conditions attached to this grant: No
Deadlines for reporting to the grantor: Quarterly 15 days following the end of the
quarter.
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: 0 Yes 0 No
Contact information for the person responsible for grant compliance:
Name: Hilla Saraceno
Phone #: 541 317-3178 ~
~t~-vi/
Departmental Contact and Title: Phone #: (541)
322-7502
Department Director APproval ~~~
S~ture
Distribution of Document: Please return all originals to Sarah Peterson at ELD,
1130 NW Harriman , Ste. A, Bend OR 97701.
9/26/2013
Official Review:
County Signature Required (check one): [t;I soee 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, soee Order No. _____)
Legal Review Date~(lJfoP 9-2 7-/7
Document Number 2013-553
9/26/2013
~1R{fM
L GAL COUNSEL
DESCHUTES COUNTY SERVICES CONTRACT AMENDMENT #1
DOCUMENT NO. 2013~552
AMENDING DESCHUTES COUNTY CONTRACt NO. 2012-427
THAT CERTAIN AGREEMENT, Deschutes County Contract No. 2012-427 dated September 5, 2012, by and
between DESCHUTES COUNTY, a political subdivision of the State of Oregon ("County") and High Desert
Education Service District ( "), is amended, effective upon signing of all parties, as set forth below.
Except as provided herein, all other provisions of the contract remain the same and in full force.
County's performance hereunder is conditioned upon Contractor's compliance with provisions of ORS
2798.220, 2798.225, 2798.230, and 2796.235. which are hereby incorporated by reference. In addition
Standard Contract Provisions contained in Deschutes County Code Section 2.37.150 are hereby incorporated
by reference. Contractor certifies that the representations, warranties and certifications contained in the original
Contract are true and correct as of the effective date of this Amendment and with the same effect as though
made at the time of this Amendment.
The above listed contract is amended as follows (new language is indicated by bold font and deleted language
is indicated by strikeout font):
1. Duration. This Contract expires at 11:59 p.m. on, June 30, 2013 September 30,2013.
2. Contractor's Services. Contractor agrees to provide the services set forth in the Work Plan,
marked Exhibit A-A-l, and in accordance with the Budget, marked Exhibit B 8-1, both of
which are attached hereto and by this reference incorporated herein. Exhlblt-A-A-l may be
modified during the term of this Contract only upon the written consent of Contractor and the
Director, provided that a) the modifications are consistent with the Work Plan goals in Exhibit
A-A-l , and, if approved, b) the value of services to be furnished equals or exceeds the value
of services set forth In Exhibit A-A-l and Exhibit B 8-1, as determined by the CFC Director,
3. Consideration. The maximum consideration authorized under this Contract Is 300,917
$388,658. Said consideration is the complete compensation to Contractor for services
performed. This Contract between the County and the Contractor is subject to the
appropriation, continuation and sufficiency of local, state and federal funds.
CONTRACTOR: [NAM
l
Dated this @la of .20LZ>Sg.p;t
PAGE 1 OF 2 -DOCUMENT NO. 2013-552 AMENDING DESCHUTES COUNTY CONTRACT NO. 2012-427
COUNTY:
Dated this ___of ____, 20_ BOARD OF COUNTY COMMISSIONERS
ANTHONY DeBONE, CHAIR
ATTEST:
ALAN UNGER, VICE CHAIR
Recording Secretary TAMMY BANEY, COMMISSIONER
PAGE 2 OF 2 -DOCUMENT NO. 2013-552 AMENDING DESCHUTES COUNTY CONTRACT NO. 2012-427
Children & Families CommiSSion Exhibit A·1
Program/Project Work Plan/Quarterly Report Revised 6/30/13
Provider: HDESD Focus area:
Contact(s): Kathy Thompson Family Functioning
Project/Activity: Healthy Families of the High Desert Outcome (HLO):
Contract Period: 7/112012 to 9/30/2013 Reduce Chi ld Abuse & Neglect
ActlvlUes
Intenllve Home Visiting
to reduce child
maltreatment and improve
parenting prac tices
Community Justice
Family Support
Program/Parole &
Probation Project to
reduce child maltreatment
and improve parenting
practices
Outputs
A minimum of 85 high risk fam ilies
with first birth children prenatal to three
years old will receive intensive home
visiting services by a family support
worl<er
20 Pa role & Probation families wi th
children prenatal to three years old will
receive intensive bi-monthly home
visits from a family support worKer
Outcomes
85% of fami lies receiving home visiting
services will report that Healthy Start
helped them to develop a pos itive social
support system. 1.02.01 Target 72
85% of families receiving home visiting
services will show an increase in positive
parent child interactions. 1.04 .02 Target
72
85% of families receiving home visiting
services will report that they read to their
child at least 3 times per week. Target: 72
90% of families receiving home visiting
services will report that their children are
up-tO-date on their immunizations.
Target: 77
75% of Parole and Probation families
receiving home v isiting services will show
an increase in positive parent child
interactions. 1.04.02 Target: 15
Qt,1 Qtr2 ;;; Qtr3
S.""", 0
"ssessed 0
IIsuccessful 0
% 0% ~ 0% 0%
SeNOd 0
#assessed 0
tlsuccessful 0
% 0% 0% 0% 0%
Serwd 0
'assessed 0
#Successful 0
% 0% 0% 0% 0%
Serwd 0
*asses.sed 0
#successful 0
% 0% 0% 0% 0%
Se rved 0
.......... 0
.successfu l 0
% 0% 0% 0% 0'110
Board of County Comml.sioner. Community Grant actlvilles, outputs, outcomes and tracking
BOCC Supported 20 Parole & Probation families with
Community Justice children prenatat to three years old will
Family Support receive intensive bi-monthly home
ProgramlParole & visits from a famIly support wor1<er
Probation Project to
reduce child maltnaatment
and improve parenting
practices
Provide a minimum of ~3 parent
groups utilizing the Nurturing Parenting
Community Workshop cuniculum .
Provide a minimum of eight hours of
one-an-one counseling with a MH
spec ialist per month to clients referred
by P&P or the FSW
Mee! with P&P staff a minimum of ~
3 times
-
75% of Parole and Probation families
receiving home visiting services will show S. rved
an increase in positive parent child
interactions. 1.04.02 Target: 15
#assessed
#successful
%
50% of Parole and Probation lamilies wiii Served
attend at least 3 parenting groups and will #assessed
report a decrease in parenting stress and #Successful
an increase in posi1ive social support " 75% of families receiving one on one Served
counseling will show a decrease in #assessed
an xiety, depression and increased self #successful
care as a result of counselina . " Served.........,
'succes.sful
"
0
0
0
0'110 0% 0% 0%
-.lL
0
0
0% 0% 0% ~
0
0
0
0% D% 0% 0%
0
0
0
0'110 0'110 0% _mit.
;;; Qt,4 Q113-14 ToIa! M••,ul"8n»nt Tool
Parent Survey, Parent
Q 0 Intake administered at
0 0 intake and periodically
thereafter, reported
0 0 quarterty to NPC . Results
analyzed by NPC at 12.31
0% 0% 0% 0% and 6.30
Parent Survey, Parent
~ 0 Intake administered at
0 0
intake and periodically
thereafter, reported
0 0 quarterly to NPC . Results
analyzed by NPC at 12.31
0% 0% 0% 0% and 6.30
Parent Survey, Parent
0 0 Intake adminis tered at
0 .II
intake and periodically
thereafter, reported
It ~ quarterty to NPC . Results
analyzed by NPC at 12.31
0% 0% 0% 0% and 6 ,30
0 0
Parent Survey. Parent
Intake administered at
0 0
intake and periodicalty
thereafter, reported
0 0 qu arterty to NPC. Results
an alyzed by NPC at 12.31
0% 0% 0% 0% and 6.30
Parent Survey, Paren t
0 0 Intake administered at
intake and periodically
~ 0 thereafter, reported
quarterly
0 0
0'110 0% 0% 0%
Parent Survey, Parent
0 0 Intake administered at
intake and periodicaiiy
thereafier, reported
0 0 quarterly
0 0
0% 0% 0% 0%
~ It Parent ing Skills Ladder
0 0
0 0
0% 0% DOl o 0%
0 ~ Progress notes and goal
~ 0 sheets
0 0
0% 0% 0% 0'110
0 0 As measured by meeting
0 0 notes
0_ ...It
~ 0% 0% 0% 0%
12·13 Funding allocat ion based on 47 Family Service Units
1 FSU = 1,8 families
47' 1.8 =85 famihe$
S.\ccF.,...\Granta\2012·201310riglrwl Pt~WIJiCbookt~fI fOf 01 1)..1 4\HFH D 12·13 ~6 .30 1J.:d,WO'k,pW, ffJV 8 .30 Doc No 2013-552
BUDGET EXHIBIT B-1
6/30/2013
Program Name: Healthy Families of the High Desert Healthy Start and CCF Supported Parole & Probation
Payment Schedule: Quarterly
Contract Period: 7/112012 to 9/30/2013
The budget must contain at least 25% or $20,000 (whichever is less) of project funds in the form of cash. The match must
come from sources other than the Commission. Cash match is defined as funds derived by fundraising activities, grants
or any source other than state general fund or Federal Medicaid resources.
REVENUE -Source Amount Amount 7/1·9/30 %
iAmount Requested from CFC in this proposal: $264,417 $78,616
i
HSGF $ 175,752.00 $ 51,222 50%
HS Medi $ 60,000.00 $ 20,000 17%
FPS $ 18,196.00 $ 4,549 5%
Great Start $ 10,469.00 $ 2,845 3%
User Fees/Program Fees
Cow Creek Indian Foundation $ 10,640.00 $ -3%
I
,Drug Court $28,288 $ 6,146 8%
I
Other: Federal Funds
In-Kind Cash Equivalent (screening St. Charles, DHS)
Donationslfundraising $29,824 $ 2,500 8%
Volunteer hours: (900 hours @ $21.79) $19,611 $ 2,768 6%
Total Revenue $ 352,780.00 $ 90,030 100%
Doc No. 2013-552
Children & FamiliM Commission ExhlbllA-1
PrognJmIProjecl WotI< PlanlQuarterly Report Revised 6130113
Provider: HDESD Focus area:
Conlee".): Kathy Thompson Family Functioning
ProjeetlAcUvlty: Healthy Families of the High Deser1 Outcome (HLO):
ContrSCI Period: 711/2012 to 913012013 Reduce Child Abuse & Neglect
1 FSU : 1.8 families
47" 1.8 = 85 families
S:\CCF..rnIiI!Jt~taI201.z.2013\Or!glNi p~W~\Am~1 i« 01 13-1ClHFHO 12-'3~630 13:l1i.W~raY Ct30 Doc No. 20'3-552
I
BUDGET EXHIBIT B-1
Revised 6/30/13
Program Name: Healthy Families of the High Desert Parole &Probation BOCC Supported
Payment Schedule: Bi-annual
Contract Period: 7/1/2012 to 9/30/13
REVENUE -Source Amount Amount 7/1-9/30 %
BOCC: Community Grant $ 36,500.00 $ 9,125.00 100%
User Fees/Program Fees
Other:
Other: Federal Funds
In-Kind
Donations/fundraising
Volunteer hours :
Total Revenue $ 36,500.00 $ 9,125.00 100%
Doc No. 2013-552
BUDGET· Expenses EXHIBIT B-1 Cont.
Revised 6130/13
Program Name: Healthy Families of the High Desert Healthy Start
Contract Period' 711/2012 to 9130113
Administration Cost-
Indirect Charges for
Program Administration
Acinlftl % cannot exceed 8%
Direct Service Personnel
List # of people and
FTEforeachoerson
.8 FTE PrOOram Manaoer
.36 FTE F.S.w.
1.98 FTE F.S.w.
.29 HE F.S.w.
.54 FTE F.S.w .
. 05 FTE M.H. SDecialist
Materials & Services HS
Materials & Services CFC pap
Materials & Services eocc pap
Materials & Services Other
Office SUDDlies/Exoenses HS
Office SUDDiieslExoenses CFC eocc
Office SUDDiies/Exoenses pap
Office SUDDlieslExoenses Other
CaDltal EaulDment
Staff Oavalooment
Volunteer Resources
TOTAl:
Expenditures Expenditures
Healthy Start Healthy Start
711-9130113
$17 139 $4555
$68413 $7595
$139778 $50267
$8,940 $5,001
$1,482 $375
$ 2,768.00
$ 235,752.00 $70,562
-----
Expenditures
Expenditures Healthy Start
Healthy Start & Parole & Probation
& Parole & Probation 7/1-9/3-/13
$2.064 $504
$3994
$5891
$19872
$1,060 $1,660
$1,655
$ 28,865.00 $8.055
Expenditures
eocc Funds
Parole & Probation
$2654
$25296
$4800
$3,750
$ 36,500.00
Expenditures
eOCC Funds
Parole & Probation
7/1-9130113
$637
$7774
$714
$9,125
Expenditures
Other
Sources
$5564
$7636
-S38890
$16,862
$19,611
$ 88,363.00
Expenditures
Other Total Program Cost
Sources 711/12-6130/13
}lllll/31l /13
$429 $33565
87638
25296
$5418 $203711
19872
538890
$5,514
$5,266 $30 603
$2,720
$3,750
$1l§
$1,857
$0
$125
$0
$19,611
$11,413 $ 477,021.17
Doc No. 2013-552