HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 08/15/2017 - ITEMS RELATING TO THE VIDA SANA PROGRAMAgenda Item 11
Item # 11 Page 1
AGENDA ITEM SUMMARY August 15, 2017
City Council
STAFF
Bob Adams, Recreation Director
Chris Van Hall, Legal
SUBJECT
Items Relating to the Vida Sana Program.
EXECUTIVE SUMMARY
A. Resolution 2017-047 Authorizing the City Manager to Execute a Grant Agreement with the Poudre Valley
Health Systems Foundation for Delivery of Vida Sana Project Programming.
B. First Reading of Ordinance No. 106, 2017, Appropriating Unanticipated Grant Revenue in the Recreation
Fund for the Vida Sana Program.
The purpose of this item is to approve the Vida Sana subgrant agreement and appropriate subgrant funds in
the amount of $18,451 from the Colorado Department of Public Health and Environment, through the Poudre
Valley Health Systems' (PVHS) Community Health Improvement Department. The Vida Sana Grant will
address the needs of targeted health disparate populations in Fort Collins by allowing specific discounted
programming cost for Northside Aztlan Community Center (NACC) exercise programs.
STAFF RECOMMENDATION
Staff recommends adoption of the Resolution and the Ordinance on First Reading.
BACKGROUND / DISCUSSION
The City of Fort Collins Recreation Department previously received Vida Sana subgrants for discounted
recreation programs in the 2013, 2014, 2015 and 2016 funding cycles. The Vida Sana Grant will fund salaries
to support the program coordinator. Additional funds will support operating costs, administration of venue and
costs for participation of group based scheduled exercise programs at Northside Aztlan Community Center
(NACC).
The subgrant Agreement/Memorandum of Understanding outlines the provisions for which the grant was
awarded. The Agreement requires appropriate reporting and a commitment to fulfill the purposes of the
underlying Colorado Department of Public Health and Environment grant awarded to PVHS, and additional sub
grant terms and conditions.
The Agreement will guide Recreation Department staff through June 20, 2018 to successfully fulfill all aspects
of the grant requirements.
The proposed Ordinance appropriates the subgrant funds in the amount of $18,451 to be expended in support
of the Vida Sana programming goals of improving community access to exercise programs.
Agenda Item 11
Item # 11 Page 2
CITY FINANCIAL IMPACTS
$18,451 total funded to support the program based on the following data.
$12,956 salary to support program coordinator
$ 5,495 operating costs, administration of venue, and costs for participation of group-based
scheduled exercise programs at NACC
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RESOLUTION 2017-074
OF THE COUNCIL OF THE CITY OF FORT COLLINS
AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT
AGREEMENT WITH THE POUDRE VALLEY HEALTH SYSTEMS
FOUNDATION FOR DELIVERY OF VIDA SANA PROJECT PROGRAMMING
WHEREAS, Poudre Valley Health System (PVHS), through its Community Health
Improvement Department, has received a grant from the Colorado Department of Public Health
and Environment Office of Health Equities to fund the Vida Sana program; and
WHEREAS, the City of Fort Collins Recreation Department has received a Vida Sana
program sub-grant from the Poudre Valley Health System Foundation (PVHSF) as fiscal
administrator for the PHVS grant award, to address health disparities among Hispanic/Latino,
white, aging, disabled and low-income community members regarding access to healthy lifestyle
counseling and programs; and
WHEREAS, the grant totals $18,451.00, and will fund the cost of a program site
coordinator who will engage participants through the City's Northside Aztlan Community Center
and certain program operating and administration costs; and
WHEREAS, in order to receive the grant funds, the City must enter into a grant
agreement with PVHS, through PVHSF; and
WHEREAS, the City is authorized to enter into intergovernmental agreements, including
grant agreements, to provide any function, service or facility, under Article II, Section 16 of the
Charter for the City of Fort Collins and Section 29-1-203, C.R.S.; and
WHEREAS, the Grant Agreement, attached hereto as Exhibit “A”, requires the City to
offer specific programming through June 30, 2018; to make certain reports for the Colorado
Department of Public Health and Environment; and commit to developing and evolving
appropriate programming for members of the target populations; and
WHEREAS, the City previously entered into agreements with PVHSF to fund Vida Sana
programming at the Northside Aztlan Community Center in 2013, 2014, 2015 and 2016; and
WHEREAS, City staff recommends the City Council approve the Grant Agreement as
described herein.
NOW, THEREFORE BE IT RESOLVED BY THE COUNCIL FOR THE CITY OF
FORT COLLINS, that the City Manager is hereby authorized to enter into the Grant Agreement
with the Poudre Valley Health Systems, through Poudre Valley Health Systems Foundation as
fiscal administrator, in substantially the form of agreement attached hereto as Exhibit “A”, and
that the terms of the Grant Agreement are approved together with such other terms and
conditions as the City Manager, in consultation with the City Attorney, determines to be
necessary and appropriate to protect the interests of the City.
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Passed and adopted at a regular meeting of the Council of the City of Fort Collins this
15th day of August, A.D. 2017.
_________________________________
Mayor
ATTEST:
_____________________________
Interim City Clerk
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Memorandum of Understanding
This Memorandum of Understanding (“MOU”) is effective as of July 1, 2017 (“Effective Date”) by and
between Poudre Valley Health Care, Inc. d/b/a Poudre Valley Health System (“PVHS”), Poudre Valley Health
System Foundation d/b/a PVH & MCR Foundation (the “Foundation”) as fiscal agent, and The City of Fort
Collins Recreation Department (the “City”).
Vida Sana is a community coalition administered by PVHS through its Community Health Improvement
Department, to address health disparities among Hispanic/Latino, white, aging, disabled and low-socio
economic status community members in Loveland and Fort Collins. As fiscal agent, the Foundation administers
grants for Community Health Improvement.
The Foundation received a grant from the Colorado Department of Public Health and Environment’s (CDPHE)
Office of Health Equities to fund Vida Sana for a twelve month period beginning July 1, 2017 and concluding
June 30, 2018. The grant funds will be used, in part, to fund programming provided by the City. This MOU
sets out the terms and conditions of how the grant money will be used by the City. See Appendix A for detailed
grant implementation responsibilities and Appendix B for detailed budget information.
The City, PVHS, and the Foundation agree to the following:
Grant Request and Distribution of Funds:
1. The Foundation was awarded a grant from CDPHE to fund a Vida Sana initiative to provide culturally
congruent exercise programming through the City’s Northside Aztlan Community Center (the
“Program”).
2. On behalf of Vida Sana, the Foundation shall disburse grant funds to the City each month, as approved
by CDPHE, to reimburse the City for allowable expenses associated with the Program, as more fully
described herein.
a) Based on the proposed budget of June 2017, the anticipated disbursement of funds from the
Foundation to the City will be made as follows:
$12,955.80 – for salary to support program coordinator. (See Appendix B –
Section One)
$5,495 – for operating costs, administration of venue, and costs for participation
of group-based scheduled exercise programs at Northside by participants. (See
Appendix B – Section Two)
b) On or before the 15th day of each month, the City will submit an invoice for the previous
month’s expenditures to the Vida Sana Health Equity Coordinator. The City shall be responsible
for calculating rate of pay, FICA and worker’s compensation based on the amount budgeted.
The Health Equity Coordinator will review all invoices and submit them to the Foundation for
payment.
c) Publications, presentations, or public events resulting from Amendment 35 CCPD Grants
Program funding must include an acknowledgment of grant support and a disclaimer. Funding
for this event/project/program was provided (in part) by Amendment 35 Cancer,
Cardiovascular, and Pulmonary Disease Program (CCPD) funding. The views expressed do not
necessarily reflect the official policies of, nor does the mention of imply endorsement by, the
Colorado Department of Public Health and Environment.
EXHIBIT A
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d) All books and records related to the grant must be maintained by the City for a period of six
years after the date of final payment, unless a shorter period is otherwise authorized in writing,
and made available to PVHS.
Responsibilities of The City of Fort Collins Recreation Department:
The City, through the Northside Aztlan Community Center, will provide access to the culturally relevant
physical activity component of this Program. The City will work with Vida Sana community members served by
the Vida Sana promotora to assist with expanding existing programs and creating new opportunities based on
participant feedback. Northside will track Vida Sana Discount Pass Holders’ enrollments and participation as
well as the progress and outcomes of the increased access to physical activity opportunities. Northside Aztlan
Community Center will serve as a site for additional programs and classes generated by promotoras to address
the needs of Vida Sana neighborhoods. Northside staff will assist with connecting Vida Sana participants with
other health equity programs in progress through Vida Sana in the community.
The City shall maintain during the term of this MOU all applicable insurance policies in the kinds and minimum
amounts stated below:
1. Worker's Compensation Insurance as required by state statute, and Employer’s Liability Insurance
covering all of City’s employees acting within the course and scope of their employment.
2. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent,
covering premises operations, fire damage, independent contractors, products and completed operations,
blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:
a. $1,000,000 each occurrence;
b. $1,000,000 general aggregate;
c. $1,000,000 products and completed operations aggregate; and
d. $50,000 any one fire.
3. If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the City shall
immediately obtain additional insurance to restore the full aggregate limit and furnish to PVHS a
certificate or other document showing compliance with this provision.
4. Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a
minimum limit as follows: $1,000,000 each accident combined single limit.
5. The State of Colorado shall be named as an additional insured on the Commercial General Liability
policy. Coverage required of the contract will be primary over any insurance or self-insurance program
carried by the City, PVHS, or the State of Colorado.
6. The insurance shall include provisions preventing cancellation or non-renewal without at least thirty
(30) calendar days prior written notice to PVHS by certified mail.
7. City will require all insurance policies in any way related to the contract and secured and maintained by
the City to include clauses stating that each carrier will waive all rights of recovery, under subrogation
or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents,
employees and volunteers.
8. City shall provide certificates showing insurance coverage required by this contract to PVHS by the
effective date of the contract. No later than fifteen (15) calendar days prior to the expiration date of any
such coverage, the City shall deliver to PVHS certificates of insurance evidencing renewals thereof. At
any time during the term of this contract, PVHS may request in writing, and the City shall thereupon
within ten (10) calendar days supply to PVHS, evidence of compliance with the provisions of this
section.
9. City shall provide such other insurance as may be required by law, or in a specific solicitation.
Position Responsibilities:
1) Program Site Coordinator will be responsible for coordinating Northside Aztlan Community Center’s
involvement in this Program including, but not limited to,
a. Implement pre-approved programs and services based on budget availability.
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b. Meeting regularly with the Health Equity Coordinator to facilitate the implementation of the
Program.
c. Attending monthly Vida Sana coalition meetings and engaging members in the Program.
d. Meeting with promotoras, families, and current class participants to document and assess
desires for new programs and subsequently develop, implement and track their success.
e. Developing and maintaining a tracking tool used to record measures of all required outcomes
associated with physical activity among participants outlined in this Program.
f. Assisting with the oversight of the Northside’s Program staff and exercise coaches by meeting
regularly to ensure implementation of a comprehensive program.
g. Assisting with the promotion and marketing of existing and possible new exercise programs &
classes offered by Northside through the Program.
h. Developing and documenting an implementation and evaluation plan for the distribution of the
group-based scheduled exercise programs at Northside by participants.
i. Collecting & assessing data for reporting requirements and implementation of program
evaluation activities.
j. Completing and submitting all program invoices in a timely manner to the Foundation.
Termination:
1. In the event that due to factors outside the control of PVHS and the Foundation, grant funds are not
available from CDPHE to support the Program as outlined herein, this MOU will terminate
immediately.
2. In the event that the City materially breaches this MOU, this MOU will immediately terminate.
IN WITNESS WHEREOF, the parties hereto have entered into this Agreement as of the day and year written on page one
hereof.
POUDRE VALLEY HEALTH SYSTEM CITY OF FORT COLLINS
By: By:
Name: Grace Taylor Name:
Title: Senior Director
Physician Relations & Community Outreach Title:
Date: ________________________________ Date: ______________________________________
PVH & MCR FOUNDATION
By:
Name: Erica Siemers
Title: Senior Director
Date: _______________________________
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Appendix A
Grant Implementation
Objective: No later than the expiration date of this Contract, increase access to patient health navigation, health
education and opportunities for health related programming to the target population in the service area
of Fort Collins, Colorado
Goal: Reduce the risks for cardiovascular disease, diabetes, cancer, cardiopulmonary disease and obesity, and
increase health education for African American, Asian American/Pacific Islander, Native
American/American Indian, Hispanic/Latino Aging, Lesbian, Gay, Bisexual, Transgender and Low
Socio-Economic Status individuals in northern Colorado.
Primary
Activity 1
The Primary Contractor shall provide congruent physical activity programs in conjunction with the
City of Fort Collins Northside Aztlan Community Center for the target population.
Sub
Activity 1
1. Northside Aztlan Community Center shall distribute 4,200 free registrations for the Fort
Collins physical activity programs to healthcare providers, non-profit agencies, Community
Health Workers/Promotoras in the Fort Collins area.
2. Northside Aztlan Community Center shall track the number of free registrations distributed
and utilized by participants.
3. Northside Aztlan Community Center shall implement community desired recreation services
and classes, based on feedback surveys, focus groups and individual participant feedback as
measured through bi-annual assessments with participants in Fort Collins programs,
documenting increased activity level and perception and relevance of the program.
Sub
Activity 2
1. The City of Fort Collins Northside Aztlan Community Center (subcontractor) shall provide
Vida Sana Discount Passes to approved applicants who have an income at 250% of the poverty
line or below.
Appendix B
2017-18 Budget Allotted for Reimbursement
Expense Category CDPHE OHE
funding provided
to City of Fort
Collins Recreation
Department
CDPHE
OHE
funding
kept with
PVHSF
Details Funding
Totals
Program Site Coordinator
Program Site Coordinator
15hrs/wk. @ $15.00/hr. x 52 wks. = $11,700.00
FICA 7.65% + Workers Comp 3.07% = 10.72%
10.72% adds $1,255.80 to salary of $11,700.00
$15.00 x 10.72% = $1.61 = $16.61
$16.61 x 780 hours = $12,955.80
$11,700.00 + $1,255.80 = $12,955.80
The Vida Sana Site Coordinator will provide
support to the contractual Statement of Work by
assisting with oversight to the integration of
culturally appropriate physical activity group–
based scheduled programming at Northside
Aztlan Community Center. This support will
assist in fulfilling all the “Work Plan” categories
in the 2017-2018 Statement of Work for Fort
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Collins based intended populations.
Category
Total:
$12,955.80
Appendix B - Section Two
2015-16 Budget Allotted for Reimbursement
Expense Category CDPHE OHD
funding provided
to City of Fort
Collins Recreation
Department
CDPHE OHD
funding kept
with PVHSF
Details Funding
Totals
Program Enrollment & Participation
Base quantity of 4,200 Community Center “Vida
Sana Discount Passes” will be provided to
approved intended populations described within
the Vida Sana project which meet application
approval in order to provide access to culturally
congruent group-based physical activity
programming. These programs will assist to
decrease risk factors related to chronic diseases
as stated in the Work Plan Goal of the 2017-2018
Statement of Work. Vida Sana Discount Pass
Holders will have access to free group-based
scheduled programming registration.
Registration value = $1.00/person/group-based
scheduled class. Registration and class
participation will be tracked internally through
Northside Aztlan Community Center providing
monthly registration & participation counts that
will be then invoiced to grantee by contractor for
registration & participation reimbursement.
$4,200 $4,200
Program Operating Costs & Administration
Rental operational services and administration of
venue.
$1,295
$1,295
TOTAL PROGRAM PARTICIPATION &
PROGRAM OPERATING COSTS:
Category
Total:
$5,495
TOTAL SUBCONTRACTED FUNDING:
Total
Subcontracted
Amount
$18,450.80
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ORDINANCE NO. 106, 2017
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROPRIATING UNANTICIPATED GRANT REVENUE IN
THE RECREATION FUND FOR THE VIDA SANA PROGRAM
WHEREAS, Poudre Valley Health System (“PVHS”), through its Community Health
Improvement Department, has received a grant from the Colorado Department of Public Health
and Environment Office of Health Equity to fund the Vida Sana program; and
WHEREAS, the City of Fort Collins Recreation Department has received a Vida Sana
program sub-grant from the Poudre Valley Health System Foundation as fiscal administrator for
the PHVS grant award; and
WHEREAS, the Vida Sana Grant will focus on targeted health disparate populations
within Fort Collins (including Hispanic/Latino, low-income, aging and disabled) to address
health disparities by allowing community members to participate in discounted healthy lifestyle
counseling and programs; and
WHEREAS, the grant totals $18,451, and will fund the cost of a program site
coordinator, who will engage participants through the City's Northside Aztlan Community
Center and certain program operating and administration costs; and
WHEREAS, a resolution regarding approval of the grant agreement came before Council
at the same time as first reading of this appropriation Ordinance as a separate action item; and
WHEREAS, Article V, Section 9, of the City Charter permits the City Council to make
supplemental appropriations by ordinance at any time during the fiscal year, provided that the
total amount of such supplemental appropriations, in combination with all previous
appropriations for that fiscal year, does not exceed the current estimate of actual and anticipated
revenues to be received during the fiscal year; and
WHEREAS, City staff has determined that the appropriation of the revenue as described
herein will not cause the total amount appropriated in the Recreation Fund to exceed the
current estimate of actual and anticipated revenues to be received in that fund during any fiscal
year.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
FORT COLLINS as follows:
Section 1. That the City Council hereby makes and adopts the determinations
and findings contained in the recitals set forth above.
Section 2. That there is hereby appropriated for expenditure from unanticipated grant
revenue in the Recreation Fund the sum of EIGHTEEN THOUSAND FOUR HUNDRED
FIFTY-ONE DOLLARS ($18,451) for the Vida Sana program to address health disparities
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among Latino/Hispanic, white, aging, disabled and low-income community members by
providing access to healthy lifestyle counseling and programming.
Introduced, considered favorably on first reading, and ordered published this 15th day of
August, A.D. 2017, and to be presented for final passage on the 5th day of September, A.D.
2017.
__________________________________
Mayor
ATTEST:
_______________________________
Interim City Clerk
Passed and adopted on final reading on the 5th day of September, A.D. 2017.
__________________________________
Mayor
ATTEST:
_______________________________
Interim City Clerk
$15.00/hr.
(16.61/hr. including
FICA & Workers
Comp.
= $12,955.80)
$15.00/hr.
($16.61hr.
including
FICA &
Workers
Comp. at
780hrs total)
$12,955.80