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HomeMy WebLinkAboutAgenda - 03-06-2008-4dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 6, -2008 Action Agenda Item No. _~J~_~ SUBJECT: Renewal Agreement Between Chapel Hill Training and Outreach, Inc. and Health Department for Social Worker II DEPARTMENT: Health PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: 2008 Contract Renewal Rosemary Summers, 245-2411 PURPOSE: To consider approving an agreement renewal between Chapel Hill Training Outreach Inc. and the Health Department for the support of a Social Worker II position for the Early Head Start Program. BACKGROUND: Since 1999, the Health Department has contracted with Chapel Hill Training and Outreach to provide a Social Worker II to that agency to provide services to Early Head Start children in Chapel Hill. The contract provides for payment for salary, benefits, travel, space, and training costs for a Social Worker II employed by the Health Department to provide child service coordination services to children enrolled in Early Head Start (0-3 year olds). The Social Worker earns some Medicaid revenue that is utilized to defray operational costs of the position and program. This .has been one way to coordinate services across agency lines to families that qualify for services. The caseload of the Social Worker is 30 families. Children from 0-3 years of age with development delays receive services from appropriate agencies so that the children can reduce or mitigate the impacts of the delays. Another- outcome of the program is to reduce the number of caseworkers assigned to families that qualify for multiple programs (Health Department and Early Head Start). The contract time period does not correspond to the County fiscal year because the funds to Chapel Hill Training and Outreach are federal funds. Chapel Hill Training and Outreach prefers the contract period to be a calendar year. FINANCIAL IMPAGT: The contract pays for all personnel and operating costs associated with the position itself and Medicaid revenues help defray the administrative costs of supporting the position as well as any operating costs not covered by the contract. The contract amount is adjusted annually to reflect any salary or benefit increases. The amount of the 2008 contract is up to $58,500. RECOMMENDATION(S): The Manager recommends that the Board approve the renewal agreement and authorize the Chair to sign subject to final review by the County Attorney. a Agreement Between The Chapel Hill Training Outreach Project, lnc., For And On Behalf Of Orange County Head Sta-fi/Early Head Start And Orange County, For And On Behalf Of The Orange County Health Department Purpose of this collaboration: 1. To provide family service coordination services to families eligible for and enrolled in Orange County Early Head Start and Orange County Health Department's Child Service Coordination Program. 2. To avoid duplication of effort, or conflict with, preexisting family plans by taking into account and building upon, as appropriate, information obtained from the family and community agencies involved. 3. To coordinate the resources, skills, and expertise of Orange County Early Head Start (OCEHS) and Orange County Health Department (OCHD) to provide high quality services for families and children that meet each agency's goals. II. Brief Description of the Collaboration: This collaboration for one social worker position presents parents with one, unified program case coordinator who will provide regular contacts to the family in order to identify and follow-up on child and family needs. The Family Service Coordinator will support the development of family self- sufficiency and promote skill development in the areas of problem solving, decision making and accessing needed health and human services. To this end, the Family Service Coordinator is responsible for implementation and follow-through of social services, parent involvement, and health needs of each assigned OCEHS child and family according to the OCEHS Family and Community Partnership Plan, the federal Head Start Performance Standards, and Orange County Health Department Child Service Coordination requirements. III. Parties involved and key collaboration contact person(s) in each program: This collaboration is being established between two distinct programs. The collaboration will be managed and problem solved at the administrative level by Orange County Head Start/Early Head Start Director, Angela Wilcox, and OCHD Director of Personal Health Services, Wayne Sherman. Key support staff will include: OCHD: Kathleen Goodhand, MSW, Family Home Visiting Services Supervisor Beckie Hermann, RN, Family Home Visiting Services Coordinator Yvonne Upshur, RN, Child Special Services Coordinator Sue Rankin, RN, Communicable Disease Coordinator Patty Rhodes, RNBC, Child Care Health Consultant Renee Kemske, MPH, RD, LDN Registered Dietitian/Licensed Nutritionist OCHS/EHS: Gwen Vareen-Pierce, Family Services Manager Ennis Baker, Early Childhood Manager and Mental Health Specialist Martha Monroe, Health and Nutrition Manager Kim Bracey, Special Services Manager IV. Orange County Head Start/Early Head Start Responsibilities: Chapel Hill Training Outreach Project, Inc., acting through he Orange County Head Start/Early Head Start (OCHS/EHS) Family Services Manager, is responsible for daily supervision and professional growth supervision, including participating in annual performance reviews of the OCEHS-OCHD Family Service Coordinator, to ensure that the job duties and case management functions described in the OCEHS Family Service Worker job description and Attachment A are carried out. The OCHS/EHS Family Services Manager will ensure compliance with all Head Start Performance Standards for Family and Community Partnerships and is responsible for tracking and monitoring compliance. In addition, the OCHS/EHS Family Services Manager will be assisted by the Health and Nutrition Manager to monitor compliance with Performance Standards for Health; and be assisted by the Early Childhood and Mental Health Manager to monitor compliance with Performance Standards for Early Childhood Development and Mental Health; and be assisted by the Special Services Manager to monitor compliance with Performance Standards for Disabilities as they apply to the role of OCEHS -OCHD Family Service Coordinator. V. Orange County Health Department Responsibilities: Orange County, acting through the OCHD Family Home Visiting Services Coordinator, is responsible for assuring that CSC services are delivered to families appropriately per protocol and that billing is accurate. The Family Home Visiting Services Coordinator will review and approve time sheets, leave requests, reimbursement requests and time studies before forwarding them to Central Administrative Service's staff for processing through Orange County Payroll. The Family Home Visiting Services Coordinator will be responsible for leading the WPPR evaluation process (annual performance review) with substantial input from OCHS/EHS staff, and ascertaining that the document is completed per Orange County Health Department policies and procedures. The Family Home Visiting Services Coordinator will ensure that the social worker attends mandated OCHD Annual Training (Bloodborne Pathogens, HIPAA, confidentiality, etc.), maintains mandated CPR certification, and is available for disaster response duties as assigned by the Health Director.. Additionally, OCHD will provide medical consultation and information as requested by OCHS/EHS related to communicable diseases, tuberculosis, and care of chronic illnesses in daycare settings according to acceptable medical and public health standards. Upon request, OCHD will provide nutrition counseling services by a Registered Dietitian (RD) to those children referred for high-risk conditions. A registered nurse will participate quarterly on the OCHS/EHS Health Advisory Board. VI. Program Coordination Expectations: 1. All staff are expected to support both the OCHS/EHS and OCHD goals and. objectives. New staff will be given orientation to the model and techniques for coordinating the two programs including the role of all staff and the expectations of this service delivery model. The model assures that: • Reporting systems are in place for both programs to effectively monitor delivery of expected services to families jointly enrolled as outlined in Attachment A. • A system of regular checks is in place that includes items such as records review; observation of staff interaction with families; regular staff meetings; case reviews and mini workshops. • A system exists to avoid duplication by assuring that all applications to OCHS/EHS are checked against the OCHD CSC log initially and at enrollment. • Joint Family Service Coordinator has a caseload that ensures quality services to families as outlined in Attachment A. • Joint Family Service Coordinator is an integral part of the OCHS/EHS program and the OCHD program. • Joint Family Service Coordinator is included in the programmatic planning and decision-making process as appropriate. • Joint Family Service Coordinator can confidently explain to parents, staff and the community what the OCHS/EHS -OCHD policies are concerning such areas as confidentiality; selection and enrollment; reporting child abuse/neglect; screening and referrals for enrolled children; family partnership agreements; and parent involvement opportunities. 2. All staff are expected to follow an agreed upon problem resolution process, which includes open, respectful and honest discussion at regular staff meetings about problems and issues that arise. The first step for resolving Family Services area problems is by discussion with the OCHS/EHS Family Services Manager. OCEHS -OCHD Family Service. Coordinator should follow the "OCRs/EHS Procedures for Communications" Policy and work effectively as a team member with fellow OCHS/EHS staff and other community agencies. Consultation with the OCHD FHV Service Coordinator is warranted for ongoing, unresolved problems that impact work performance. 3. Designated staff from both agencies will participate on the interview team for hiring new OCEHS-OCHD staff. Orange County Head Start/Early Head Start Policy Council must concur with recommendations for hiring. The OCEHS Family Service Coordinator job description, encompassing both OCHS/EHS and Health Department position qualifications, will be used when making hiring decisions. Orange County personnel employment requirements and procedures must be met prior to setting the salary and offering the position. The Orange County Health Department's policies/schedules regarding benefits, compensatory time, holidays, workweek, workday, evaluation, and raises will be followed. VI1. Evaluation and Program Improvement: 1. At least quarterly, the OCHS/EHS Family Services Manager and the OCHD Family Nome Visiting Services Coordinator will formally meet to review program progress and identify problem areas. A brief written assessment will be produced including a written plan to address problem areas. 2. An annual self-assessment of the service collaboration will be conducted. The OCHS/EHS Director or her designee, with assistance from other OCHS/EHS and OCHD Staff will solicit feedback from staff and families involved in the collaboration to assess the success of the model, management needs/problems, communication needs/problems, etc. The goal is to create and implement awin-win partnership for both programs that has a positive impact on children and families. Concerns regarding the implementation of this agreement will be discussed by the Directors of the Agencies and their designated staff. Failure to meet the expectations of this agreement by either party may result in the decision to discontinue the agreement. VIII. Payment for Services/Shared Costs: Chapel Hill Training Outreach Project, Inc., acting through Orange County Head Start/Early Head Start agrees to pay to Orange County the actual expenses related to salary and fringe benefits of one Orange County Early Head Start Family Service Coordinator up to a maximum of $ 4875 per month through December 31, 2008 as long as federal Early Head Start funds continue to be available. Any amount in excess of this must be agreed to by both parties. OCHS/EHS agrees to provide office space, supplies, computer, phone, mileage reimbursement and training resources. Orange County Health Department agrees to provide the number of Medicaid billable units of service submitted by the OCEHS-OCHD Family Service Coordinator in this agreement to the OCHS/EHS Program annually. Revenue earned is used to partially offset OCHD Administrative and Supervision costs. IX. Renewal/Termination of agreement by either party: Renewal of this agreement shall be on an annual basis, subject to program continuation based on a review of program outcomes and subject to available funding. Renewal shall commence upon written notice executed by both parties. This agreement shall run from January 1, 2008 through December 31, 2008 as long as Federal Early Head Start funds continue to be available. This agreement or its renewals may be terminated at any time without penalty by either party provided that written notice of such termination is furnished to the other party at least ninety (90) days prior to termination. In the event of t0 X. such termination, any payment due shall be prorated to the date of termination. Amendments to the collaboration agreement: No provision of this agreement shall be construed or interpreted as creating a pledge of the faith and credit of Orange County Head Start/Early Head Start or Orange County Health Department within the meaning of any constitutional debt limitation. No provision of this agreement shall be construed or interpreted as creating a delegation of governmental powers nor as a donation by or lending of the credit of OCHS/EHS or OCHD within the meaning of the Constitution of the State of North Carolina. This agreement shall not and does not directly or indirectly or contingently obligate OCHS/EHS or OCHD to make any payments beyond those appropriate in the sole discretion of OGHS/EHS or OCHD for any fiscal year in which this agreement shall be in effect. No deficiency judgment may be rendered against OCHS/EHS or OCHD in any action for breach of a contractual obligation under this agreement and the taxing power of OCHS/EHS or OCHD is not and may not be pledged directly or indirectly or contingently to secure any moneys due under this agreement. This agreement contains the entire understanding of the parties and shall not be altered, amended, or modified, except by an agreement in writing executed by the duly authorized officials of both parties. IN WITNESS WHEREOF, the parties have hereunto signed this agreement in their official capacities of the day and year listed below. FOR AND ON BEHALF OF ORANGE COUNTY HEALTH DEPARTMENT By: Rosemary L. Summers, Health Director Date: THE CHAPEL HILL TRAINING OUTREACH PROJECT, INC. By: Michael Mathers, Executive Director Date: FOR AND ON BEHALF OF ORANGE COUNTY Barry Jacobs, Chair Orange County Board of Commissioners Date: ORANGE COUNTY FINANCE DIRECTOR: This instrument has been preaudited in the Manner required by the Local Government Budget and Fiscal Control Act. Orange County Finance Director Date: ATTACHMENT A Standards and Conditions Personnel: Per contractual agreement, one (1) Orange County Health Department Social Worker II Class Family Service Coordinator will carry out mutually agreed upon job duties for the Orange County Early Head Start program. Services to be provided to OCEHS families/children: • Enrollment of OCEHS assigned families in accordance with OCEHS Family and Community Partnership Plan. • Assessment of family needs including, but not limited to, child care, health, special needs of child, knowledge of infant and toddler development, home environment, parenting skills, parental stress, education and job training. • Partnership building with OCEHS enrolled families to establish mutual trust and to identify family goals, strengths, and necessary services and other supports. Family Partnership Agreements are established with families as early after enrollment as possible and documented in the OCEHS file within 30 days. • Obtain pre-existing family plans by coordinating with the families and the other agencies/personnel who may also be working with OCEHS families to support the accomplishments of goals and to avoid duplication of services. • Within 45 days of enrollment, obtain up-to-date immunization records, health status (medical home) information and complete a nutrition assessment. • Within 45 days of enrollment of each child on caseload, in conjunction with the Health/Nutrition Manager, Disabilities Coordinator and the Early Childhood/Mental Health Manager, provide for an appropriate developmental screening to identify concerns regarding child's development, sensory, behavioral, motor, language, social, cognitive, perceptual and emotional skills. • Work collaboratively with OCEHS parents to identify and continually access, either directly or through referrals, services and resources that are responsive to each family's interests and goals. This includes: emergency or crisis assistance in such areas as food, housing, clothing and transportation; education and other appropriate interventions; opportunities for parents to participate in counseling or receive information on mental health issues that place families at risk, such as substance abuse, child abuse and neglect and domestic violence; and opportunities for continuing education and employment training. • Involve parents in their child's education option at OCEHS (partnering child care centers, schools or Fairview Child and Family Center) by assisting parents to establish a positive relationship with their child's teacher and modeling how to share knowledge about their child so that child care staff can individualize the program to support each child's individual pattern of development and learning. • Coordinate parent participation in the program, including scheduling and attending regular OCEHS parent meetings, surveying family interests, recruiting for OCEHS Policy Council, and providing parent trainings required by the Performance Standards and on other topics that parents request. • Facilitate families' transition from Early Head Start per OCEHS Transition Policy and Procedures. • Comply with HIPAA privacy and security guidelines of `protected health information' as outlined by Orange County Health Department. • OCHD RD nutrition counseling guidelines: The Family Service Coordinator will coordinate scheduling, referral from the practitioner, and transportation for RD S services. The RD may provide off-site nutrition appointments as staffing allows and will be decided on a case-by-case basis with the Family Service Coordinator. Medicaid covers Medical Nutrition Therapy with an RD for children up to age 20 years of age with high-risk conditions. For non-Medicaid recipients, fees are based on a sliding scale based on income. The RD will provide direct feedback for referred children to the Family Service Coordinator. Conditions for services to OCEHS families/children: • The OCEHS -OCHD Family Service Coordinator will case manage and coordinate all services to an average caseload of 25 families, which will include a maximum average of 10 families who are also part of the OCHD Family Service Coordination program. • OCHD will assure that a process is in place such that, within 45 days of a child's enrollment, OCEHS will be able to obtain adequate information on the jointly managed, "matched", OCEHS families to document compliance with OCEHS regulations for: Family Partnership Agreements, Health Status (medical home), up-to-date immunizations, nutrition assessments, and developmental screening. • OCHS/EHS Family Services Manager will supervise day to day activities of the Family Service Coordinators including: providing regular and consistent opportunities for reflective supervision processing leave requests (i.e. vacation, personal) and acting as contact person for work illness and emergency requests processing workshop and travel requests, overseeing organization of daily tasks and directing daily activities assisting staff to trouble-shoot emergency needs of families, assisting with parent meetings as needed, evaluating staff performance related to job duties and procuring training to enable staff to carry out their Early Head Start role -ascertaining staff safety in the field by being available for "sign out" at the end of each workday consulting with OCHD's Family Home Visiting Coordinator as needed regarding employee job performance, CSC responsibilities, and potential Child Protective Services referrals • OCHS/EHS Family Services Manager and the OCHD Family Home Visiting Services Coordinator will provide joint support and advocacy to the Family Service Coordinator by: receiving and reviewing written caseloads on a monthly basis monitoring case load size to ensure quality services to families providing at a minimum quarterly and as needed joint reflective supervision (a joint meeting with supervisors and staff member) providing resource and referral information when needed providing ongoing observations and feedback on delivery of services related to the agency's program requirements and best practices (i.e. at least annual home visit observations, periodic chart reviews, and parent satisfaction surveys) completing Work Planning and Performance Reviews at least annually according to policies and procedures of OCHD keeping staff informed of agency-specific administrative protocols and updates disseminating information in a timely manner (federal, state & local) representing staff issues to administration advocating for career growth Compensation: Compensation rate for the position will be at a level commensurate with employee's education, training and experience in keeping with both agencies' wage and comparability schedules.