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HomeMy WebLinkAboutResolutions - 1988.09.08 - 17643MISCELLANEOUS RESOLUTION 88226 September 8, 1988 BY: HEALTH AND HUMAN SERVICES COMMITTEE - SUSAN KUHN, CHAIRPERSON IN RE: INSTITUTIONAL AND HUMAN SERVICES/COMMUNITY MENTAL HEALTH - PREVENTION SERVICES COORDINATOR - GRANT ACCEPTANCE TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS: Mr. Chairperson, Ladies and Gentlemen: WHEREAS a funding application to the State of Michigan by the Community Mental Health Services Board for Prevention Services Coordination was author- ized by the Board of Commissioners under Miscellaneous Resolution 88065; and WHEREAS this program would lead to the development of a county-wide plan for mental illness prevention services for all age groups and at-risk popu- lations, and would coordinate such services in cooperation with other human services providers and organizations around the County; and WHEREAS there currently exists in Oakland County an effort to bring about better coordination and cooperation among programs under the Director of Institutional and Human Services; and WHEREAS the Community Mental Health Board intends to assign the Prevention Coordination personnel to the Director of Institutional and Human Services for supervision; and WHEREAS the proposal calls for one Prevention Services Coordinator at Pay Grade 14, and one half-time Typist at Pay Grade 2; and WHEREAS the Psychiatrist Director of the Community Mental Health Division will serve as the Chairperson of the proposed Human Services Coordinating Body; and WHEREAS the Michigan Department of Mental Health has authorized State funding for this proposal, in the amount of $77,732 for a sixteen month period from October 1, 1988 through January 31, 1990, with required County matching funds of $8,637 for a total sixteen month grant of $86,369; and WHEREAS the application amount was $50,268 for a twelve-month period, constituting a variance from award of greater than fifteen percent; and WHEREAS acceptance of this grant does not obligate the County to any future commitment: NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves acceptance of the State grant for Prevention Services Coordination in the Department of Institutional and Human Services, as recommended by the Community Mental Health Board. BE IT FURTHER RESOLVED that the Chairperson of the Oakland County Board of Commissioners be and is hereby authorized to execute said grant contract. Mr. Chairman, on behalf of the Health and Human Services Committee, I move the adoption of the foregoing resolution. „--- ITT '=L71-7-7-rFTIEALTH AND HUMAN SERVICES COMMITTEE STATE MATCH COUNTY MATCH $ 59,492 $ 6,610 $ 18,240 $v .2,027 $ 77,732 $ 8,637 AUG - OAKLAND COUNTY COMMUNITY MENTAL HEALTH SERVICES BOARD Prevention Services Coordinator Grant October 1, 1988 - January 31, 1990 10/01/88 - 09/30/89 10/01/89 - 01/31/90 Total Salaries $ 38,452 $ 12,817 $ 51,269 Fringe Benefits 13,150 4,382 17,532 Travel 2,000 800 2,800 Supplies 1,800 700 2,500 Consultants 2,500 -0- 2,500 Rent 3,000 1,000 4,000 Communication 1,000 333 1,333 Equipment Rental 760 235 935 Furniture 3,500 -0- 3,500 TOTAL $ 66,102 $ 20,267 $ 86,369 /amr REPORT TO THE HEALTH AND HUMAN SERVICES COMMITTFF BY: DEPARTMENT OF MANAGEMENT AND BUDGET IN RE: INSTITUTIONAL AND HUMAN SERVICES/COMMUNITY MENTAL HEALTH - PREVENTION SERVICES COORDINATOR - GRANT ACCEPTANCE - The Department of Management and Budget has reviewed the above mentioned grant acceptance and finds: • 1) This is the first year of this grant funded 90% by the Michigan Department of Mental Health and 10% by the County; The grant is for a. sixteen month period from October 1, 1988, through January 31, 1990; 3) The award is for $86,369 as compared to the application for $50,268, constituting a•variance of 72% from the application amount (see attached schedule .); 4) The program will add 1.5 positions which will be assigned to the Director of Institutional and Human Services; _5) Acceptance of the grant does not obligate the County to any future commitment; 6) 'Personnel Committee and Finance Committee action is required . to accept the grant. In accordance With Miscellaneous Resolution 1186186, revised Federal and State grant applicationand reimbursement contract procedures, this report is being submitted to the Health and Human Services Committee. Informational Copies: - Personnel Committee - Finance Committee reportprevent REVENUES STATE MATCH COUNTY MATCH TOTAL REVENUES $45,241 . 5,027 $50,268. $77,732 $32,491 8,637 3,610 $86,369 $36,101 FINANCIAL ANALYSIS COMMUNITY MENTAL HEALTH PREVENTION SERVICES COORDINATOR GRANT AWARD VS. APPLICATION • APPLICATION AWARD (12-MONTH PERIOD) (16-MONTH PERIOD) VARIANCE EXPENDITURES SALARIES $31,149 $51,269 $20,120 FRINGE BENEFITS 12;428 17,532 5,104 TRAVEL 832 2,800 1,968 SUPPLIES 520 2,500 1,980 CONSULTANTS 867 2,500 1,633 RENT 2,080 4,000 1,920 COMMUNICATION 520 1,333 813 EQUIPMENT RENTAL 208 935 727 FURNITURE 1,664 3,500 1,836 TOTAL EXPENDITURES $50,268 $86,369 $36,101 PREPARED BY: ..BUDGET DIVISION 8/19/88 :MCMH _ ATTACHMENT SP-3 TO THE AGREEMENT BETWEEN THE MICHIGAN DEPARTMENT OF MENTAL HEALTH AND OAKLAND COUNTY COMMUNITY MENTAL HEALTH SERVICES BOARD FOR FISCAL YEAR 1987-88 AND FISCAL YEAR 1988-89 A. GENERAL PROVISIONS 1. Statement of Work - This attachment is made by and between the Michigan Department of Mental Health and the Oakland County Community Mental Health Services Board for the purpose of developing a project for coordinated community planning of prevention services as outlined in C. Project Specifications. 2. Period of Agreement - This attachment will be in effect from June 1, 1988 through September 30, 1989 and will continue under the FY 1988-89 contract for the term specified, unless amended or terminated according to the provisions for amendment or termination. 3. Attachment Budget a. The Department's funding allocation under this attachment will be as outlined in B. Project Budget, $73,037 from funds appropriated in FY 1987-88 and $4,695 from funds appropriated in FY 1988-89. These funds come from the prevention line item appropriation; they are administered by the Prevention Services Unit and are not part of the continuation base. b. Inasmuch as the period of this attachment exceeds the current fiscal year, the unexpended portion of the grant at year end may continue to be used for project expenditures until the term of this attachment expires. Any portion of the funds budgeted for FY 1987-88 which is unexpended as of September 30, 1988, may revert back to the Department, or may be used to extend the present agreement into the next fiscal year or to pay for nonrecurring project expenses. 4. Administration of Attachment a. Acting for the Department in administering this attachment and monitoring project performance will be Deborah Marciniak, Program Consultant, and Betty Tableman, Director, Prevention Services (Grants Manager). - 2 - b. The person acting for the Board as its authorized representative concerning this special project will be James Graves, M.D. c. The persons designated above may be changed upon notice in writing to the other party. 5. Attachment Modification and Project Changes a, The funding amount and period of agreement may be increased only by mutual written consent of the Board and the Department. b. The funding amount may be revised by the Department, after consultation with the Board if project expenditures are appreciably below budget. c. Changes in project specifications proposed by the Board will be preceded by a written request directed to the Grants Manager. No action regarding the requested change will be taken until written approval has been received by the Board. d. The Grants Manager may further clarify project specifications as required in the course of project implementation. 6. Disputes - Any dispute arising under this agreement which is not disposed of by an understanding will be decided by the Director, Prevention Services Unit, who will provide a decision in writing to the Board. This decision will be final and conclusive unless, within 30 days from the date of receipt of such copy, the Board responds with a written appeal. Pending final decision of disputes under the Department's appeal procedure, the Board will proceed diligently with the performance of the agreement and in accordance with the written decision. 7. Subagreements - a. The Board will provide to the Grants Manager any written agreement or memoranda related to the conduct of this project between the Board and the Department of Human Services. b. Unless otheAlise provided for in this attachment, no subagreement will be made by the Board with any other party for furnishing any of the work or services herein contracted for without the prior written approval of the Grants Manager. 8. Implementation of Project Within Sixty Days - The Board will implement the project specified within sixty (60) days following effective date or be subject to automatic cancellation of this addendum. An extension may be authorized in the presence of extenuating circumstances. 9. Expenditures, Expenditure Reports, and Payments a. The cost center designation for the project will be 38326. - 3 - b. Itemized project expenditure reports will be submitted quarterly to the Grants Manager. Project expenditure reports must reflect actual expenditures and known accrued costs for the period specified. c. Expenditure deviations from budget category line items may not exceed $500, may not affect total grant allocation, and may not be used for purchase of equipment not previously approved. Deviations exceeding $500 must be requested in writing and approved by the Grants Manager. Expenditures not previously specified must receive prior approval from the Grants Manager. d. The Department will not be liable for any cost incurred prior to the effective date of this attachment, except for recruitment costs. e. Payments will be made quarterly upon submittal of expenditure reports. An advance payment not to exceed two months allotment may be requested. Payments after the third quarter of the current fiscal year will be determined so as to avoid any unexpended balances in the possession of the Board at the termination of the fourth quarter. f. The final 10% of the grant will be withheld until all products and reports have been submitted to the Grants Manager. g. Funds allocated under this agreement will not supplant federal or other state funds otherwise available for providing the services and carrying out the activities specified in this agreement. 10. Limitation on Use of Project Funds - While it is expected that the Human Services Coordinating Body developed or utilized under this project will want from time to time to work on other than prevention services, funds allocated under this agreement cannot be used for staffing any planning and coordination activities related to treatment services. 11. Data Collection and Reports - Failure to accomplish data collection and reporting tasks specified shall be cause for termination of the project. 12. Publication Righps - Each party will give recognition to the other in any and all publication papers and presentations arising from the project activities. 13. Equipment - a. Title of Equipment - The title to all equipment items purchased with grant funds remains with the Department unless otherwise specifically stated in writing by the Grants Manager. The equipment may remain physically with the acquiring and using agency as long as the program continues in operation, after which time a determination will be made as to the remaining or residual value of the equipment. When any item of equipment purchased from Department funds provided under the attachment is sold or traded, the appropriate percentage provided by the Department of the fair market value or remaining residual value must be returned to the Department. Signed by Date Oakland County Board of Commissioners omas D, WatKi ./ s, Jr. Date_ - 4- b. Equipment Inventory - The Board will maintain an equipment inventory which lists all equipment costing $300 or more purchased with grant funds. The Board will also ensure that all such equipment is identifiable as equipment purchased under this grant either through labelling as such or some other mechanism. c. Competitive Bids - The Board will purchase equipment costing $500 or more on a competitive basis. Thrse competitive bids will be obtained in purchasing each item of equipment costing $500 Of more and the Grantee will maintain on file evidence for such and the procurement procedures utilized. 14. Continuation a. Completion of the project is expected to take 3 project years. Continuing project status will be contingent on performance during the project year and subsequent availability of state funding. b. After completion of the period of special funding, it is the intent of the Board to continue the prevention capacity as part of its ongoing program and the Board will submit a program revision request at the appropriate time. Inclusion in the continuation base will be contingent on performance during the project period and subsequent availability of state funding. 15. Relationship to Master Contract - In all matters not specified, the provisions of the Master Contract will apply. B. PROJECT BUDGET (attached) C. PROJECT SPECIFICATIONS (attached) D. SIGNATURES Oakland County Community Michigan Department of Mel Health . Mental Health Services Board Signed by Date Oakland County Community Mental Health Services Board Attachment SP-3, FY 1987-88 and FY 1988-89 B. PROJECT BUDGET FY 1987-88 FY 1988-89 SPENDING PLAN SPENDING PLAN BUDGET BUDGET CATEGORIES TOTAL (4 mos.) (12 mos.) Salaries and Wages (1.5 FTE) $ 51,269 $ 12,817 $ 38,452 Fringe Benefits 17,532 4,382 13,150 Travel 2,800 800 2,000 Supplies and Materials 2,500 700 1,800 Subcontracts - 2,500 2,500 Service Development* Equipment 3,500 3,500 Other Expenses: a. Rent 4,000 1,000 3,000 b. Communications 1,333 333 1,000 c. Office machine rental 935 235 700 Subtotal 86,369 23,767 62,602 Total Matchable Expenditures 86,369 23,767 62,602 Local Share 8,637 2,377 6,260 State Share $ 77,732 21,390 56,342 Total Grant Funds Required for $ 21,390 Spending Plan in FY 1987-88 (June 1 - Septemiler 30, 1988) Total Grant Funds Required for Spending Plan in $ 56,342 FY 1988-89 (October 1, 1988 - September 30, 1989) 1. The Department agrees to provide the Board up to $73,037 out of funds appropriated in FY 1987-88. The Department also agrees to provide, contingent on legislative action, up to $4,695 out of funds appropriated in FY 1988-89. 2. The Grantee agrees to provide up to $2,377 as local match against funds for expenditure in FY 1987-88, and up to $6,260 as local match against grant funds for expenditure in FY 1988-89. *Service development expenditures require prior approval of the Grants Manager. Oakland County Community Mental Health Services Board Attachment SP-3, FY 1987-88 and FY 1988-89 C. PROJECT SPECIFICATIONS I. Summary of the Project Oakland County Community Mental Health Services Board and the Oakland County Department of Human Services will initiate coordinated community planning for mental disability prevention services. 2. Project Objectives Administrative objectives for this project year are a. To establish the structure for coordinated community planning for mental disability prevention services in Oakland County and to initiate the planning process for assessing such prevention services across all age groups. b. To develop recommendations for mental disability prevention services for one or more age groups. c. To facilitate the development of mental disability prevention services in accordance with the DWI community model of prevention services. 3. Organization and Staffing a. The director of the Oakland County Department of Human Services will take responsibility for and facilitate the project. The director of the Oakland County Community Mental Health Services Board will serve as chairperson of the Human Services Coordinating Body and assure that contractual specifications are met. b. The project will be staffed by 1) 1 FTE prevention specialist. 2) .5 FTE clerical support. c. The mental disability prevention specialist will be responsible to the director of the Department of Human Services. The mental disability prevention specialist will develop workplans in consultation with the director of the Department of Human Services and the chairperson of the Human Services Coordinating Body. 4. Human Services Coordinating Body (HSCB) a. Composition The director of the Department of Human Services will organize a human services coordinating body from the Department of Human Service's Administrative Workgroup plus representatives of the private sector. - 2 - Members will be: the CMI1 director the DSS director the Public Health director (representing public health and substance abuse) the intermediate school district director a probate judge the superintendent of the Pontiac Schools United Foundation representatives (Pontiac and North Oakland) United Community Services representative the Community Action Agency director b. Functions The human services coordinating body members will participate in planning and collaborative efforts around mental disability prevention services, to cover all age groups over a period of not more than three years. Participating directors will: 1) Meet on a regular basis. 2) Identify local mental disability prevention planning issues and appoint work groups. 3) Designate a lead agency for each workgroup which takes primary responsibility for staffing. 4) Develop and review findings and recommendations and initiate implementation steps. 5) Forward local plans to their respective state agencies. 6) Participate in process evaluation. In undertaking this project, the human services coordinating body will identify prevention initiatives and services providers; facilitate coordination of services, access, and sharing of information; avoid duplication 0 effort; and develop local support and funding. 5. Mental Disability Prevention Specialist a. Qualifications The prevention specialist will be an M.A. level professional and shall have enthusiasm for the assignment, ability to work in the community, knowledge about prevention concepts, the literature on the prevention of mental illness and the promotion of mental health, community organization and consultation skills, and an understanding of psychoeducational programming. - 3 b. Functions The prevention specialist will: 1) Provide staff services to the HSCB and to designated workgroups. 2) Prepare materials and reports, as appropriate, 3) Facilitate communication between Coordinating Body members. 4) Provide liaison between the HSCB and workgroups. 5) Provide technical assistance in the design/development of funding proposals. 6) Report quarterly to the Grants Manager regarding planning and implementation issues. 7) Maintain records for evaluation. Carry out evaluation tasks as outlined in the Project Work Plan. 8) Participate in periodic state level meetings and training activities. 9) Facilitate the initiation of one or more prevention services. 6. Methodology a. Coordinated community planning activities will be undertaken in accordance with the following resources: 1) The report, "Mental Disability Prevention in Michigan," with special reference to the spectrum of services. 2) Guidelines provided by the Department. 3) Technical assistance provided by the Department. 4) Technical assistance provided by St. Clair County CMH under contract with the Department. 5) Technical assistance as available from other departments. b. The HSCB will incorporate ongoing planning activities and existing plans into the overall coordinated community planning effort. c. Workgroups will undertake planning and coordination in a way which is data-based and which: I) Identifies at risk populations and potential risk conditions within the catchment area, with special reference to the characteristics of the mental disability caseload. -4 - 2) Identifies existing prevention services and roles of the human service agencies. 3) Identifies relevant prevention strategies at both community/environmental and individual level. 4) Explores funding sources. 5) Formulates a recommended plan of action for consideration by the Human Services Coordinating Body. d. In planning and/or developing prevention services, the prevention specialist will incorporate the components of the community model of services which provides for: 1) An identified objective and targeted services for a specific at risk, or special risk population, or to the general population. Priority will be given to at risk populations. 2) Systematic access to and recruitment of population, where services are being provided to individuals or groups of individuals. 3) Sufficient implementation to make an impact. 4) Use of an identified and, if possible, evaluated intervention model. 5) Assumption of responsibility by various service system(s), as appropriate. 6) A minimal feedback evaluation. 7) An emphasis on empowerment and on social support. 8) Organizing services so that they can be sustained and ongoing. e. In developing prevention services under mental health funding, the Board will werate in accordance with Departmental guidelines for Prevention Services and Community/Caregiver Services, being IV-H-010-0001 and IV-H-006-0001. f. Insofar as possible, the prevention specialist will facilitate: 1) The adoption of the Michigan Model for Comprehensive School Health Education, 2) Organization of self-help groups. 3) Development of Board prevention policies and procedures. 4) Formulation of procedures for identification, needs assessment, referral and services to children of mentally disabled adult clients of the agency. -5 .-. 5) Development of community crisis response capacity. g. The Board will incorporate a community/caregiver and prevention service reporting system in accordance with instructions provided by the Grants Manager. 7. Technical Assistance a. St. Clair County and DMH staff will provide orientation and training on coordinated community planning for the director of the Department of Human Services, county mental health director and the prevention specialist. The prevention specialist will attend bi-monthly group meetings with St. Clair County and DWI staff. b. St. Clair County or DMH staff will make a presentation on coordinated community planning to members of the HSCB as appropriate. c. St. Clair County or DMH staff will: 1) During the first quarter, provide an orientation and review of the evaluation process to the prevention specialist and assist with processing of pretest survey tools. 2) During the sixth month, work with the prevention specialist to undertake a preliminary process evaluation. 3) During the twelfth month, work with the prevention specialist to complete the process and outcome evaluations. d. The prevention specialist will be responsible for collecting completed survey tools from HSCB members, for summarizing the data contained therein, and for forwarding the summaries to DMH/St. Clair County. At the discretion of the HSCB, the prevention specialist will also process key informant and service provider surveys. e. St. Clair County or DMH will provide feedback to the project on the data collected. 8. Workplan for Yea M I a. Activities for Year I will be directed at children's issues and will include exploration of prevention issues related to the Black Child in Crisis report. b. The HSCB will identify the specific focus by the end of the first quarter. 9. Time Schedule a. The HSCB will appoint at least one workgroup no later than three months after the date of its initial meeting. - 6 - b. The prevention specialist will review the guidelines identified as Project Workplan and designated Attachment 1 and will provide to the Grants Manager by the end of the first quarter for approval a workplan which revises tasks and time line in accordance with local needs. c. The time line will include (1) periodic meetings with DMH; (2) the projected schedule for establishing workgroups and for covering all age groups. d. As prevention service projects are identified, a time line for implementation will be provided to the Grants Manager. e. The Board will provide quarterly narrative and expenditure reports by 10 working days after the close of the quarter, i.e., October 15, 1988, January 15, 1989, April 15, 1989, July 15, 1989, October 15, 1989. The narrative report will include: 1) a summary of activities in relation to the time line, progress and obstacles; 2) agency facesheets and staff activity forms as requested; and 3) minutes of HSCB and workgroup meetings. #88226 September 8, 1988 Moved by Susan Kuhn supported by Moffitt the resolution be adopted. The Chairperson referred the resolution to the Personnel Committee and the Finance Committee. There were no objections.