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BOARD OF COUNTY COMMISSIONERS AGENDA MONDAY, MARCH 26, 2018, 9:00 AM

COMMISSION CHAMBERS, ROOM B-11 I. PROCLAMATIONS/PRESENTATIONS

II. UNFINISHED BUSINESS

III. CONSENT AGENDA

1. Consider approval of request to pay invoices from the Diversion Fund account in a total amount of $391.70—District Attorney.

2. Consider approval of request from the Topeka Bar Association and the District Court to host Law day on May 1, 2018 at the Court House—District Court.

3. Consider acceptance of easements for the SE California Avenue over Tributary to Wakarusa culvert project and authorization to pay the property owners the agreed settlement amount of $10,000.00—Public Works/Solid Waste.

4. Consider acceptance of easement for the SE 29th Street, KTA Bridge to SE Croco Road project and authorization to pay the property owner the agreed settlement amount of $890.00—Public Works/Solid Waste.

5. Consider approval of the FEMA National Flood Insurance Program Community Rating System (CRS) annual recertification—Planning.

6. Consider authorization and execution of the following contracts for treatment of Noxious Weeds with a recovery rate of 100% --Parks + Rec. (a) Contract C100-2018 with the Kansas Department of Transportation Bureau of Maintenance (b) Contract C101-2018 with Auburn Township (c) Contract C102-2018 with Kaw River Drainage District (d) Contract C103-2018 with Mission Township (e) Contract C104-2018 with Silver Lake Township (f) Contract C105-2018 with Tri-County Drainage District

IV. NEW BUSINESS A. COUNTY CLERK – Cynthia Beck

1. Consider all voucher payments.

2. Consider correction orders.

B. SHERIFF’S OFFICE—Sheriff Jones

1. Acknowledge receipt of correspondence from Sheriff Jones regarding the purchase of 27 Safariland ballistic body armor and vests at a cost of $30,050.73 from 2017 budgeted funds.

C. COUNSELOR—James Crowl

1. Consider approval of request to issue a Request for Qualifications for Geotechnical Consulting and Testing Services for the Kansas Expocentre Renovation Project.

D. DISTRICT COURT—Charles Hydovitz

1. Consider approval of request to purchase new office furniture under a state contract from BA Designs for the Division 11 Chambers and administrative support area at a cost of $10,346.40 using FY 2018 appropriations.

E. PUBLIC WORKS/SOLID WASTE—Tom Vlach

1. Consider approval of request to award bid to Klaver Construction Co., Inc., for the bridge replacement project on NW Dondee Lane over the Break Neck Branch of Halfday Creek and authorization and execution of Contact C106-2018 for same, in an amount of $222,978.50 from the Special Bridge fund.

F. HEALTH DEPT. – Linda Ochs

1. Consider approval of request to apply for the Kansas Dept. of Health and Environment’s Aid-to-Local grants in an amount of $987,367.00 for the State Fiscal Year 2019 and authorization and execution of Contract C107-2018 with the University of Kansas Center for Research, Inc. to allow Health Department staff to enter required data into the Data Application and Integration Solution for the Early Years system and Contract C108-2018, a Deputization Memo of Understanding with Grace Med, as part of the vaccine for children’s program.

G. PARKS + RECREATION—John Knight

1. Consider authorization and execution of Contract C109-2018 with Jim Martin as an unpaid advisor to Parks + Recreation providing concepts for park facilities with reimbursement for actual out of pocket expenses incurred not to exceed $2,500.00 per calendar year.

2. Consider authorization and execution of Contract C110-2018 with the Capital City Christian Chamber of Commerce to conduct the Topeka Family Fun Fest, on March 31, 2018 in Garfield Park with expenses offset by a special event fee and donation to the Shawnee County Parks and Recreation Foundation totaling $1,660.00.

V. ADMINISTRATIVE COMMUNICATIONS

VI. EXECUTIVE SESSIONS

117: OFFICE OF THE DISTRICT ATTORNEY J

THIRD JUDICIAL DISTRICT OF KANSAS Michael F. Kagay, District Attorney

MEMORANDUM

TO: Board of County Commissioners

FROM: Michael F. Kagay, District Attorney l'-\f.L/

DATE: March 21, 2018

RE: Request for Diversion Fund Payments

The District Attorney's Office wishes to pay the following invoices from their Diversion Fund account:

I) Clerk, United States District Court for certified records a) Invoice dated March 7, 2018 in the amount of$13.50

2) Independent Stationers for office supplies a) Invoice No. 274821 dated March 14, 2018 in the amount of$82.21

3) The Ponca City News for legal publication costs a) Invoice dated March 14,2018 in the amount of$125.99

4) The Pulse of Independence for legal publication costs a) Invoice No. C7889 dated March 19,2018 in the amount of$85.00 b) Invoice No. C7890 dated March 19,2018 in the amount of$85.00

The District Attorney's Office hereby requests placement on the consent agenda for consideration of the above itemized invoices, in the total amount of $391.70, to be paid from the Diversion Fund account.

Shawnee County Courthouse 200 SE 7th Street, Suite 214 • Topeka, Kansas 66603 • (785) 251-4330

TIMOTHY M. O'BRIEN, CLERK UNITED STATES DISTRICT COURT

DISTRICT OF KANSAS 490 U.S. COURTHOUSE

TOPEKA, KANSAS 66683 (785) 338-5400

TO: Third Judicial District Attorney

200 SE 7th Street, Suite 214 Topeka, KS 66608 785-233-8200 Ext. 4330 March 7, 2018

STATEMENT ·. :

CASENO .. NO.OFPAGES. AMOUNT CASE NO . NO. OF PA(JES AMOUNT . .

25 $2.50

$11.00 Certification I

·-

Subtotal: $ $13.50 Subtotal:

PLEASE MAKE CHECKS PAYABLE TO: CLERK, U.S. DISTRICT COURT AND RETURN WITH ORIGINAL TOTAL: $ 13.50 STATE.MENT

Remit Independent Stationers, Inc. To: 5600 N River Road, Suite 700

Invoice Questions: 847-261-0052 Rosemont, IL 60018 Contract No.: R141701 800-231-9848

Sold SHAWNEE COUNTY

To: 200 SE 7TH ST

TOPEKA, KS 66603

Local Delivery Provided By: OFFICE PLUS OF KANSAS

SALES INVOICE

Sales Invoice Number: 8100274821

Sales Invoice Date: 03/14/18

Page: 1

Ordered Bv: Kathy Beach

Ship DISTRICT ATTORNEY

To: Kathy Beach

200 SE 7TH RM 214

DISTRICT ATTORNEY T()PI=I< A 1<!': RRRn~

I ACCT. NO. Sales Order No. CUSTOMER PO DEPARTMENT DUE DATE

I PNW202310 000000 04/13/18

PNWitem Description Ord Qty Ship Qty Unit Price Total Price

Customer ID:

BOS02257 STAPLER,F/STRIP,BLACK 4 EA EA

PerTCPN Contract# R141701

UNV12113 FOLDER,MLA, 1/3CT,L TR,1 00 1 BX 1 BX 5.79 5.79

Per TCPN Contract # R 141701

RAC04675EA SPRAY, DISINFECTANT, L YSOL 3EA 3EA 6.60 19.80

Per TCPN Contract# R141701

RAC77925EA WIPES,DSINFCTNT,LYSOL,SP 3EA 3 EA 6.50 19.50


KCC93060 SANITIZER,HAND,INSTANT,8 3EA 3EA 4.97 14.91


PENZL31W PEN,CORRECTION,FNPT 3EA 3 EA 2.50 7.50


OFX00019 SUGAR, CNSTR,200Z 2EA 2EA 2.52 5.04


OFX00020 CREAMER,CNSTR,120Z 2EA 2EA 2.71 5.42


Transferred to page 2 ................................ 77.96

0 independf!nt stalJOner:;;

Remit Independent Stationers, Inc. To: 5600 N River Road, Suite 700

Invoice Questions: 847-261-0052 Rosemont, IL 60018 Contract No.: R141701 800-231-9848

Sold SHAWNEE COUNTY

To: 200 SE 7TH ST

TOPEKA, KS 66603

Local Delivery Provided By: OFFICE PLUS OF KANSAS

SALES INVOICE

Sales Invoice Number: SI00274821

Sales Invoice Date: 03/14/18

Page: 2

Ordered By: Kathy Beach

Ship DISTRICT ATTORNEY

To: KathyBeach

200 SE 7TH RM 214

DISTRICT ATTORNEY

TOPEKA, KS 66603

I ACCT. NO. Sales Order No. CUSTOMER PO DEPARTMENT DUE DATE

I

-

PNWitem Customer ID:

PNW202310 000000

Description

Transferred from page 1 ........................... . HEWCF237A · CRTDG,LSR,BK,HP 37A

MKL 15048 FOOD,SALT SHAKER,40Z,WH

FA090109 FIRST AID,IBUPROFEN, 125MG

Amount Subject to Sales Tax

0.00

(End of Report)

Amount Exempt from Sales Tax

82.21

Ord Qty

1 EA

5 EA

1 BX

04/13/18

Ship Qty Unit Price Total Price

77.96 EA

5 EA 0.85 4.25

BX

Subtotal: S2.21

Total Sales Tax: 0.00

Total: 82.21

fate: March 14,2018

-------------------·-----· ...

Customer: District Court of Shawnee County, Kansas

·- ·- ··- ·-----------------------

17JC ................................................................................................. $125.99

- •• t. -·

Pui!»C! and·

-I---W'1+-41-Jtd~~"---W~ Thcz Pul~cz of Independence

Office of the District Attorney Attn: Kathy Beach 200 SE 7th St., Suite 214

Topeka KS 66603

Please Remit to: 501 E. Armour Blvd. Kansas City, MO 64109 Phone: (816) 221-2552 Fax: 221-5096

·Termination of Parental Rights legal number

15JC ; In the Interest of C7889

First publication date: 03/12/2018

Final publication date: 03/19/2018

Attorneys are now responsible for efiling the affidavits of publication

$85.00

03/19/1€

Pul~a and

Thcz

-1---\iJ-W---i:l-41~~.,._~~ Thcz Pul~cz of Independence

Office of the District Attorney Attn: Kathy Beach 200 SE 7th St., Suite 214

Topeka KS 66603

Please Remit to: 501 E. Armour Blvd. Kansas City, MO 64109 Phone: (816) 221-2552 Fax: 221-5096

Termination of Parental Rights legal number

17JCf 1 the Interest of I

First publication date: 03/12/2018

Final publication date: 03/19/2018

Attorneys are now responsible for efiling the affidavits of publication

C7890

$85.00

03/19/1E

EVELYN Z. WILSON Chief Judge

KANSAS DISTRICT COURT Shawnee County Courthouse

200 S. E. 7th, Suite 406 Topeka, Kansas 66603-3922

(785) 233-8200 Ext. 4018 Fax (785) 291-4917

TO: Shawnee County Commissioners FROM: Charles Hydovitz, District Court Administrator DATE: 3/20/18 SUBJECT: USE OF COURTHOUSE AFTERHOURS

CHARLES L. HYDOVITZ District Court Administrator

In conjunction with the Topeka Bar Association, the Court is planning to host Law Day on May 1, 2018. The 2018 theme is: Separation of Powers.

Thank you in advance for your favorable consideration.

~ 117 :_ Shawnee County

Department of Public Works 3 1515 N.W. SALINE STREET • SUITE 200 • TOPEKA, KANSAS 66618-2867

785-251-6101 FAX 785-251-4920

MEMORANDUM


TO: Board of County Commissioners (Consent Agenda)

FROM: Michael M. Welch, P.E. ·::i~v-Civil Engineer II -"

RE: Acceptance of Right of Way

THOMAS C. VLACH, P.E. DIRECTOR OF PUBLIC WORKS

COUNTY ENGINEER

Project No. S-121038.00, Culvert Replacement, WI-034 SE California Avenue over Tributary to Wakarusa 0.47 mi North of SE 93rd Street

The Public Works Department has reached agreement with the following list of landowners to acquire permanent and temporary easements for construction of the referenced project. We request your acceptance of the attached easements and authorization for payment.

Owner

Stacey L. Marney

Encl.

cc: Tom Vlach File

Item

Permanent Easement 0.09 acres Temporary Easement 0.04 acres Trees

Value

$10,000

:: .. - . ~~ ..

PERMANENT PUBLIC RIGHT-OF-WAY EASEMENT

THIS INDENTURE, made this J~ day of ~ , 201f by and be~een Stacey L. Marney. hereinafter referred to as the Landowner; and THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF SHAWNEE, KANSAS, hereinafter referred to as the County.

WITNESSETH, that the Landowner in consideration of one dollar and no/1 00 ($1.00) and other. valuable considerations, the receipt of which is hereby acknowledged, does for itself, its heirs and assigns, hereby grant, bargain, sell, and convey unto the County, a permanent public right-of-way easement for vehicular and pedestrian traffic together with the attendant customary uses, including drainage and utilities over, under, through, across, and along all the following described real estate in the County of Shawnee, and State of Kansas, to-wit;

(Signature, date and seal of a Registered Land Surveyor certifies that the following real property legal description is .an original· description and has been prepared by or under the direct supervision of subscribed Registered Land Surveyor. K.S.A. 74-7003)

A tract of land in the Southwest Quarter of Section 21, Township 13 South, Range 16 East of t~e 61h P.M., in Shawnee County, Kansas, more particularly described as follows:

Beginning at the Northwest corner of said Southwest Quarter; thence on an assumed bearing of South 88 degrees 54 minutes 24 seconds East on the North line of said Southwest Quarter a distance of 37.01 feet; thence South 00 degrees 00 minutes 03 seconds West a distance of 257.76 feet; thence South 04 degrees 46 minutes 38 seconds West a distance of 144.06 feet; thence North 88 degrees 54 minutes 24 seconds West a distance of 25.00 feet to the Westline of said Southwest Quarter; thence North 00 degrees 00 minutes 00 seconds East on saia West line a distance of 401.55 feet to the point of beginning.

Said tract of land contains 3,955 square feet, (0.09 acres) of land more or less excluding the existing road ' ht f ,,,uuu.,f

, ng o way. ~··•''-=\. A '•• •• , •' t..~ • A '• ... ~~·····;;····},~"?).../

/"}'6~ . lff'6-"~::

i \.;;;-?-t'j j § \ <~ •• •• .q N s ~ .. ·· ~ I ~,.,·············,o • .,:

'•,,, () SUR'II'<- ~·i' f"f"•••••nnu•t.•"t: ·

The County is purchasing this permanent public right-of-way easement for the purpose of erecting or improving a public roadway for the passage of vehicular and pedestrian traffic, and the County reserves the right to make improvements on that property according to such plans and specifications, as will, in its opinion, best serve the public purpose. The payment of the purchase price for the public right- · of-way easement conveyed shall be considered full compensation for that public right-of-way easement, and for any diminution in value that may result to the remaining property by virtue of proximity to the project, grade, alignment, utility installation, or the alteration of drainage patterns and facilities.

The Landowner, its heirs, or assigns shall retain all underlying fee interest in the above-described property subject to the use by the County for a Public Right-of-Way Easement. Landowner understands and agrees that it is prohibited from placing or constructing any structure or improvement on the abovedescribed property. Further the use of the Public ·Right-of-Way Ease_ment shall be subject to Kansas State law and Shawnee County Resolutions governing public rights-of-way. ~

Should one or more of the Landowners be natural persons not joined by their respective spouses, it is conclusively presumed that the land conveyed is not the residence or business homestead of such Landowner(s). Should one or more of the grantors be a legal entity other than a natural person, it shall be conclusively presumed that the person signing on behalf of that party has been duly and legally authorized to so sign and there shall be no necessity for a seal or attestation.

Easement No. _ _,2=---Project No. S-121038 .

.... 1.~1 1 •. :-1o 'i?.rNtilt"-.-..:~- 6J.s~m.e.J ""' cphr 3 J.~~ ~--~-tr . .,... Sec a.~t:ll( AJ.tl~n.-""- (]Jr/

( .

This Permanent Public Right-of-Way Easement shall run with the land and be binding upon the grantees, lessees, successors, and assigns of the parties hereto, unless terminated by the abandonment of the Public Right-of-Way Easement by the County.

IN WlTNESS WHEREOF, Said parties of the first part have hereunto set their hands the day and year first ove written.

STATE OF KANSAS, COUNTY OF SHAWNEE, ss. f'

BE IT REMEMBERED, that on this Ol C day of fYla,trt£.. , 201_8 before me, the undersigned, a notary public in and for the County and State aforesaid, came Stacey L. Marney, personally known to me to be the same perso"ns who executed the within instrument of writing, and such persons duly acknowledged the execution of the same.

My commission expires: Jcf\UCV)" Ql..> ;;J,.D(C(

/

..

Page 3 of 3 Easement No. 2 Project No. S-121038.00

ADDENDUM TO PERMANENT EASEMENT -OTHER VALUABLE CONSIDERATIONS

The undersigned agree to convey the following described tract of land for use as permanent public improvement easement to the Board of County Commissioners, Shawnee County, Kansas for the following consideration:

Permanent Improvement Easement,

Total:

0.09 acres $ 910.00

$910.00

The County hereby agrees to provide a ledge, as shown on the plans, on the wings on the East side of the new structure and allow the Landowner to construct and face the wings with native stones and mortar. It is further agreed, that the Landowner, shall construct the stone work at its expense. It is further agreed, the previous language "Landowner understands and agrees that it is prohibited from placing or constructing any structure or improvement on the above-described property" does not prohibit the above stone facing.

Easement No. 2 Project No. S121038.00, SE California Avenue, 0.47 miles North of SE 93rd Street

Permanent Easement

A tract of land in the Southwest Quarter of Section 21, Township 13 South, Range 16 Eastofthe 61

h P.M., in Shawnee County, Kansas, more particularly described as follows:

Beginning at the Northwest corner of said Southwest Quarter; thence on an assumed bearing of South 88 degrees 54 minutes 24 seconds East on the North line of said Southwest Quarter a distance of 37.01 feet; thence South 00 degrees 00 minutes 03 seconds West, a distance of 257.76 feet; thence South 04 degrees 46 minutes 38 seconds West a distance of 144.06 feet; thence North 88 degrees 54 . minutes 24 seconds West a distance of 25.00 feet to the West line of said Southwest Quarter; thence North 00 degrees 00 minutes 00 seconds East on said West line a distance of 401.55 ft to the point of beginning.

Said tract of land contains 3,955 square feet, (0.09 acres) of land more or less excluding the existing road right of way.

TEMPORARY EASEMENT

THIS INDENTURE, Made ~ay of ~201$by and between

Stacey L, Marney , hereinafter referred to as Landowner(S); and THE BOARD OF COUNTY COMMISSIONERS, SHAWNEE COUNTY, KANSAS, hereinafter referred to as County.

WITNESSETH, That Landowner in consideration o'fOne Dollar and no/100 ($1.00) and other valuable considerations, the receipt of which is hereby acknowledged, does hereby grant, bargain, sell and convey unto said County, its duly authorized agents, contractors and assigns, a temporary easement over and through the following described real estate in the County of Shawnee, and State of Kansas, to-wit: (Signature, date and seal of a Registered Land Surveyor certified that the following real property legal description is an original description and has been prepared by or under the direct supervisor of subscribed Registered Lands Surveyor, K.S.A. 74-7003)

A tract of land in the Southwest Quarter of Section 21, Township 13 South, Range 16 East of the 61h P.M.,

in Shawnee County, Kansas, more particularly d~scribed as follows:

Commencing at the Northwest corner of said Southwest Quarter; thence on an assumed-bearing of South 00 degrees 00 minutes 00 seconds West, on the West line of said Southwest Quarter a distance of 108.47 feet; thence South 90 degrees 00 minutes 03 seconds East a distance of 37.00 feet to the point of beginning; thence South 14 degrees 02 minutes 10 seconds.East a distance of 103:08 feet; thence South 26 degrees 34 minutes 02 seconds West a distance of 55.90 feet; thence North 00 degrees 00 minutes 03 seconds East a distance of 150.00 feet to the point of beginning.

~aid tract of land contains 1 ,875 square feet, (0.04 acres) of land more or less excluding the ~~i~~iP.!il,r?ad nght of way. ~·····~L A '''•~.

,, flo.~ • A •; •' ~I"······~···-::()~·-~~ ~\·~--.....

: : LS-1 - : E : \ )Z.- 7-17 : :

' -; ·~ ~·: \ <'1' •• ••• -'9 N S ~ ••• : ~ $ .. ,1t···········"""o4,., ..

•• () "11- ' .. ~· It is further understood and agreed that Landowner for. the above cons~r;fi&ft,~~

hereby grant to the County, for construction purposes only, the right of but not limited to entry, occupation, sloping, grading, clearing, grubbing, excavation and the storage of materials during the construction of a euJ. V <.r -1' improvement. ·

This easement shall expire .0 cfob-er /,) ,:l. 0~

Should one or more of the Landowner(s) be natural persons not joined by their respective spouses, it is ··conclusively presumed that the land conveyed is not the residence or business homestead of such Landowner(s). Should one or more of the Landowner(s) be a legal entity other than a natural person, it shall be conclusively presumed that the person signing on behalf of the entity has been duly and legally authorized to so sign and there shall be no necessity for a seal or attestation. ' ·

Easement No. __bL

ProjectNo. S-121 038.

12110/99

IN WITNESS WHEREOF, Said parties of the first part have hereunto set their hands the day and year

~e~ . .

'-¥~~~~~~

STATE OF KANSAS, COUNTY OF SHAWNEE;Jts.

BE IT REMEMBERED, that on this~ day of IVltV'vt/1 , 201.f, before me, the undersigned, a notary public in and for the County and State aforesaid, came Stacey L. Marney, personally known to me to be the same persons who executed the within instrument of writing, and such persons duly acknowledged the execution of the same.

Notary Public

My commission expires:· JcJ~. v~ J.}· 2..r;f1

:.'.

Shawnee County ~ 1)/"'Z.J-. Department of Public Works /

1515 N.W. SALINE STREET • SUITE 200 • TOPEKA, KANSAS 66618-2867 785-251-6101 FAX 785-251-4920


COUNTY ENGINEER

MEMORANDUM

Date: March 21, 2018

To: Board of County Commissioners for CONSENT AGENDA

From: Thomas F. Flanagan, P.E. ~crz_.~ ~~· w-.__ Deputy Director of Public Works ·· /

Re: Right-of-Way Acquisition SE 29111 Street- KTA Bridge to SE Croco Road Project No. S-121037.00

Public Works has reached agreement with the property owner listed below for right-of-way necessary to construct the above referenced project.

Public Works requests authorization to pay the settlement amount listed below.

Owner Item Tract No. Value

Envista Credit Union, Inc. Temporary Construction

23 $890.00 Easement

The Board of County Commission approved a Project Budget for this project at their regular schedule meeting ·of October 5, 2017.

Funding sources for this project come from the following: • 2004 Countywide ~ cent Sales Tax Residuals • 2017 Countywide ~ cent Sales Tax- Bridges • FFY 2018 & 2019 Federal Fund Obligation Authority available for Exchange with

KDOT for state dollars. • Public Works Operating Budget 2018 & 2019 (10PWOOO I 50810.

Sufficient funds are available in Account GL 32BPOOO I JL 395002713. No detrimental budgetary implications are anticipated as a result of this requested expenditure.

attachment

Rezac, Jane

From: Sent: To: Subject:

Ortega, Anna Wednesday, March 21,2018 3:29PM Rezac, Jane CRS Agenda Item Per Barry Beagle

Shawnee County entered into the Community Rating System (CRS) program in 2011. CRS is a voluntary program administered by the National Flood Insurance Program (NFIP) of which Shawnee County has been a participating member since 1982. CRS is a voluntary incentive program that recognizes community floodplain management activities that exceed the minimum NFIP requirements. These are activities that are designed to achieve a heightened awareness of flood risks in the county and provide resources to help address solutions to help mitigate flood loss.

Shawnee County entered the CRS program as a Class 9 community that gave flood insurance policy holders in the county a 5% premium reduction. Part of that effort includes maintaining a comprehensive floodplain management website accessible through the Planning Department website.

Every 5-years, we have to go through a comprehensive recertification process. For Shawnee County, that process concluded in 2016 with Shawnee County achieving a step increase to a Class 8 community. As a result, flood insurance policy holders in the county now receive a 10% premium reduction. In addition, each year CRS communities must also verify that they are continuing to provide the same services for which CRS credit is granted. The Planning Department hascompleted documentation for this year's annual review. As part of this process, the Chief Executive Officer for the county (Chair) must sign-off on the annual recertification form acknowledging that the county is continuing to implement the activities for which the county has obtained credit; and, that the county maintains flood insurance on insurable buildings the county owns in the Special Flood Hazard Area.

The Commission is requested to authorize the chair to sign the recertification form as part of this year's annual renewal.

1

Agenda Item

Shawnee County Board of Commissioners

Date: March 20, 2018

Project No: NA

Applicant: Shawnee County

Document: CRS Documents

Contact Person: Barry T. Beagle, Director

Regarding: Community Rating System (CRS)

Description: Shawnee County is a participating community in the National Flood Insurance Program (NFIP). In exchange for adopting NFIP compliant floodplain management regulations, the NFIP makes federally back flood insurance to property owners in the county. In 2011, Shawnee County qualified for admission in the Community Rating System (CRS), a voluntary incentive program administered by the NFIP that recognizes and encourages community floodplain management activities that exceed the minimum NFIP requirements. Shawnee County entered the CRS program as a Class 9 community. At that time, flood insurance policy holders in the county received a 5% premium reduction based on extra activities conducted by the county that are designed to increase flood awareness and reduce flood risk. Part of that effort includes maintaining a comprehensive floodplain management website accessible through the Planning Department website.

Every five (5) years, CRS communities must go through a recertification process. Documentation submitted with our original application was resubmitted and recertified in 2016. At that time, Shawnee County received a step increase to a Class 8 community with flood insurance policy holders now receiving a 1 0% premium reduction. Each year, communities in the CRS go through an annual review to confirm they are continuing to conduct the activities for which credit was granted. The Planning Department has completed its annual recertification documentation for 2018. As part of this process, the Chief Executive Officer for the county must sign-off on the recertification form verifying that the County is continuing to implement the activities for which the county has obtained credit; and, that the county is maintaining flood insurance on insurable buildings the county owns within the Special Flood Hazard Area (SFHA).

County Commission Action: Consideration by the Board of County Commissioners and authorization for the Commission Chair to sign and execute the forms as part of the County's annual recertification in CRS.

Community Shawnee, County of State KS ~=----

CID 200331

County Shawnee

COMMUNITY RATING SYSTEM ANNUAL RECERTIFICATION

CC-213 Recertification

Recertification Due Date: February 1, 2018

If there are any changes or corrections to the information below, please cross out the old item and write in the correction.

Chief Executive Officer CRS Coordinator

Name Kevin Cook Barry Beagle

Title County Commission Chair Planning Director

Address 200 Southeast 7th Street 1515 NW Saline Street

Topeka, KS 66603 Topeka, KS 66618

Phone 785-251-5405

E-mail kevin.cook@snco. us barry. beagle@snco. us

I hereby certify that Shawnee County is continuing to implement the activities on the attached pages as credited under the Community Rating System and described in our original application to the CRS and subsequent modifications.

I hereby certify that, to the best of my knowledge and belief, we are maintaining in force all flood insurance policies that have been required of us as a condition of federal financial assistance for insurable buildings owned by us and located in the Special Flood Hazard Area (SFHA) shown on our Flood Insurance Rate Map. I further understand that disaster assistance for any community-owned building located in the SFHA is reduced by the amount of National Flood Insurance Program (NFIP) flood insurance coverage (structure and contents) that a community should be carrying on the building, regardless of whether the community is carrying a policy.

Signed --------------------- (ChiefExecutive Officer)

Community Certifications CC-213-1 Edition: 2013

Community Shawnee, County of State KS .....::..:=--- CID 200331

County Shawnee


CRS Program Data Table

If available, the following data would be useful:

17. Number of new manufactured homes installed since last report

18. Number of other new 1-4 family buildings constructed since last report

19. Number of all other buildings constructed/installed since last report

Comments:

A. In the SFHA

B. In a regulated floodplain outside the

SFHA

Current FIRM date

(Please note the number of the line to which the comment refers.)

Community Certifications CC-213-5

C. In the rest of the

community

Edition: 2013

' h ! '

Community Shawnee, County of State _;K=-==..S __ CID 200331

County Shawnee


Your community has been verified as receiving CRS credit for the following activities. If your community is still implementing these activities the CRS coordinator is required to put his or her initials in the blank and attach the appropriate items. The numbers refer to the activity number which is found in the CRS Coordinator's Manual. If the word "attached" is used you must provide documentation material for that activity. If no material has been acquired for that activity please explain why there is no material from the past year.

'an,t:B10 EC: We are maintaining Elevation Certificates on all new and substantially improved buildings in our Special Flood Hazard Area, and make copies of Elevation Certificates available at our present office location. ~Initial here if you have had no new construction or substantial improvements in the last year]

~SJ 10 EC: Attached is the permit list for new or substantially improved structures that have been completed in the last year.

~E131 0 EC: Attached are the Elevation Certificates for new or substantially improved structures that have been completed in the last year that are included on the above permit list.

"2:tlrn& 320 MI 1: We are providing basic flood information to inquirers.

we also continue to provide the following to inquirers __ MI 2 additional FIRM information __ MI 3 problems not shown on the FIRM __ MI 4 flood depth data __ MI 7 natural floodplain functions

320 MI: Attached is a copy of the publicity for the credited elements of this service this year.

~.,_320 MI: Attached is a copy of one page of the log, a letter, or other record that we kept on this service this year.

'"2b~G 320 MI: We are continuing to keep our FIRM updated and maintain old copies of our FIRM.

""2tme--'330 OP: We continue to conduct or provide all credited outreach projects.

~&' 350 LIB/LPD: Our public library continues to maintain flood protection materials.

~C0350 WEB: We continue to conduct an annual review and update of the information and links in our flood protection website.

asno---360 PPA: We continue to provide flood protection advice to inquirers.


Community Shawnee, County of State KS -="----- CID 200331

County Shawnee


C«YY8'" 510 RLAA: We have provided copies of this progress report to our governing board, local media, and the state NFIP Coordinating office.

__ 520 AR: We continue to maintain as open space the lots where buildings were acquired or relocated out of the floodplain. L__] Initial here if there have been any changes (additions or deletions) to the parcels credited as open space. Attach a description of those changes.

Additional Comments:

Attachments:


Community Shawnee, County of State KS ---=.;.;:....__ CID 200331

County Shawnee


~360 PPV: We continue to provide on-site flood protection assistance to inquirers.

arnf2::'360 FAA: We continue to provide advice on financial assistance programs to inquirers.

~360 FAA: Attached is a copy of one page of the log, up to three letters, or other records that we kept on this service this year.

"'aJheJ 360 PPA/PPV/FAA: Attached is a copy of the document that told others about this year.

~410 MAP: We continue to use our additional regulatory flood data before a new development can proceed in our floodplain.

~430 We continue to enforce the floodplain management provisions of our zoning, subdivision and building code ordinances for which we are receiving credit. L_] Initial here if you have amended your floodplain regulations. Attach a copy of the amendment.

~ 440 AMD: We continue to use and update our flood data maintenance system on an annual basis as needed.

~ 440 BMM: We continue to maintain our system of Benchmarks. ] Initial here if any Benchmarks were found to be missing or inaccurate. Attach a copy of the correct elevation or a description of the missing Benchmark.

~0""440 FM: We continue to maintain our historical Flood Hazard Boundary Map, FIRMs and Flood Insurance Studies.

"an->8" 450 SMR: We continue to enforce the stormwater management and low impact development provisions of our zoning, subdivision and building code ordinances for new developments in the watershed. L_] Initial here if you have amended your stormwater management regulations. Attach a copy of the amendment.

~ 450 ESC: We continue to enforce the provisions of our zoning, subdivision and building codes as they pertain to erosion and sediment control and water quality.

~~502 RL: We currently have _4___repetitive loss properties and send our notice to _j___properties in the repetitive loss areas.

4nl0"" 502 RL: Attached is a copy of this year's notice on property protection, flood insurance and financial assistance that we sent to our repetitive loss areas.

~0""51 0 RLAA: Attached is a copy of our floodplain management plan's annual progress and/or a copy of the annual progress report on the recommendations of the repetitive loss area analyses.


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2017 FLOODPLAIN MEETINGS (360 PPA)

The following dates and times were meeting with property owners, surveyors or other to assist with building in the floodplain, flooding issues and violation of floodplain

• 3/2/2017- Met with Rick Schmidt of Schmidt Beck & Boyd and Andy Graham, Health Agency Inspector on the MCKAY, WYATT- PARCEL 0262403001003000 (NE corner of NW 62nd Street and NW Church Lane) to construct a new dwelling. The 4.5 acre parcel has very little area with no floodplain and therefore; a septic system would not be able to install for a proposed new dwelling. (Panel 0087, Flood Zone AE)

• 5/17/2017- Met with TWADDLE, SUSAN -17421 NW 54th Street- provided information on assisting with flood protection and water filling in the basement. (Panel 0020, Flood Zone AE)

• 11/30/2017 - Met Cole Bailey, Attorney for Daniel Hendrix, 9646 SW Jordan Rd -the owner placed a carport on the property, without proper permits, then converted/enclosed the structure to be a garage. Mr. Bailey is assisting with resolving the violation

The State NFIP Representative Steve Samuelson and Zoning Administrator met with Daniel Hendrix on February ih 2018 to provide direction and due to the weather, we have given a deadline date of April 30th to convert the structure with a screened in area, six (6) feet above the base flood elevation. (Pending Violation)

Report by Anna M Ortega Zoning & Floodplain Administrator

September 14, 2017

Shawnee County Planning Department

1515 NW Saline Street • Suite 102 Topeka, KS 66618

(785) 251-5410 • (785) 251-4939 Fax

Notice To: Lending Institutions, Real Estate Agencies, Insurance Agencies

Subject: Flood Insurance Rate Map (FIRM) Information

This letter is being mailed to all the above identified institutions in Shawnee County. The Federal Emergency Management Agency (FEMA) requires such a letter to go out annually in order for Shawnee County to participate in certain FEMA programs.

Shawnee County is blessed with many natural drainageways (i.e., streams, rivers, etc.) that are tremendous community assets. Floodplains are areas adjacent to rivers, ponds, and lakes that are periodically flooded at different points in time. Floodplains are hydrologically important, environmentally sensitive, and ecologically productive areas that perform many natural functions. They contain both cultural and natural resources that are of great community value. In addition, floodplains are important because of storage and conveyance, protection of water quality, and recharge of groundwater. Flooding occurs naturally along every river usually due to excessive rainfall, debris jams, or even snow melt. The consequences of flooding to life and property need to be recognized and proper precautions taken to minimize loss to either. More information on flood protection and safety is available at the Topeka-Shawnee County Public Library.

As a public service, the Shawnee County Planning Department will provide you with the following information upon request:

• Identify whether a property is in or out of the Special Flood Hazard Area (SFHA) as shown on the current Flood Insurance Rate Map (FIRM) of the County.

• Additional flood insurance data for a site, such as the FIRM zone and the base flood elevation or depth, if shown on the FIRM.

• A handout on the flood insurance purchase requirement that can help people who need a mortgage or loan for a property in the SFHA.

• Access to Elevation Certificates (ECs) and Letters of Map Amendment (LOMA) and Letters of Map Revision (LOMR) that have been processed for property in unincorporated Shawnee County.

If you would like to make an inquiry, please tell us the street address or parcel-identification number of the property in question. We are open from 8:00 a.m. to 5:00 p.m., Monday through Friday. You may reach us by telephone at (785) 251-5410, by fax at (785) 251-4939, or you can drop by the Planning Department at the Shawnee County Annex at 1515 NW Saline Street, Topeka, Kansas. This information is available as a free public service.

It is our intent to help you with any flood related issues or questions you may have so you can better assist your clients. If you have any questions, please do not hesitate to contact us at (785) 251-5410.

Barry T. Beagle, AICP Planning Director

·-":'

MAP INFORMATION INQUIRY LOG

~ Ill"":~

~ STAFF MEMBER: ANNA ORTEGA (FEBRUARY 2017) FEMA

DATE TYPE NAME ADDRESS PANEL ZONE INSURANCE INFO

Discussed adding a pool/pool house 2/3/17 T Brock, Larry 2620 NW HUXMAN RD 0284 A onto the existing dwelling. Working on

options and location for a possible addition. Verified zoning and floodplain and

2/7/17 T Renfro, Richard SW K4 HWY- PARCEL ID 0190 A informed the entire parcel is in the 1 00 1520900001005030 year floodplain per 2011 maps.

In '82 the front portion {1037x231) was not in the 100 year floodplain. Mailed maps and FP Resolution. Verified floodplain and informed entire

2/13/17 T Schultz, Mark 10126 SW KINGSTON RD 0190 A parcel/1930 dwelling is in the 1 00 year floodplain in '82 & 2011 Maps. Discussed removing 5x7 deck and replacing with 6x6 or 6x1 0 deck. Requirements were mailed. 2000 dwelling was not in '82 floodplain

2/20/17 T McCory, Mark 6419 SW WENTLEY LN 0194 AE-FW map but brought into FW in 2001. Provided maps and LOMA-OAS form. Verifying floodplain on property. The

2/20/17 T Richards, Mike 9744 SE COBERLY LN 0350 A entire parcel is in and no dwelling is on the property. Wants to replace 2 walls and leave

2/22/17 T Zeilinger, Sharon 11239 NW 25TH ST 0087 AE foundation the same. {No BP needed but if Lean To is added, then Floodplain documents are required. Wants to build a 3 wall closed carport.

2/22/17 T Hendrix, DanielL 9646 SW JORDAN RD 0315 A Informed the owner, County & State requirements must be met.

Codes: W- Walk-In T - Telephone Request L -Written Request H - Gave Handout V- Told Verbally N/A- Not Applicable S-Site Visit --

February 15,2017

Dear Property Owner: SOLDIER TOWNSHIP

Shawnee County

Planning Department 1515 NW Saline Street • Suite 102

Topeka,KS 66618 (785) 251-5410 • (785) 251-4939 Fax

P~:Ol42000002003000

334 NW 62ND ST

You are receiving this letter because your property is in a designated Special Flood Hazard Area. Land areas that are at high risk for flooding are called Special Flood Hazard Areas (SFHAs). These areas are defined as having a 1% chance of being flooded in any given year and are depicted as A, AE Zones on Flood Insurance Rate Maps (FIRMs). In such high-risk areas, there is a 1 in 4 chance of flooding during a 30-year mortgage.

Determining if Your Property is Located in an Area Subject to Flooding. Any low-lying area adjacent to a body of water is subject to flooding. The extent of the floodplain, however, may not always be easy to determine. Any community participating in the National Flood Insurance Program (NFIP) receives Flood Insurance Rate Maps (FIRMs) which are used to make determinations of whether property, and in particular structures, are located in the SFHA. Upon request, the Planning Department at (785) 251-5410 will make flood zone determinations for properties in the county. FIRM maps may also be viewed through the Shawnee County Floodplain Management Website at https://www.snco.us/floodplain/flood_insurance_rate_maps.asp, If located in an A, AE Zone, your property is in the SFHA. Any improvement of property in a SFHA is subject to a county floodplain development permit. The Planning Department also maintains elevation certificates (EC) for structures that have been built in the SFHA. in the county and are available for review. The map below reflects your property and the location of the floodplain.

Questions About Flood Insurance? Shawnee County participates in the National Flood Insurance Program (NFIP). In exchange for the adoption of local, NFIP compliant, floodplain regulations, the NFIP makes federally backed flood insurance available for all buildings.Flood insurance covers direct losses cause by surface flooding. Homeowner's insurance policies do not cover losses due to flooding. A separate flood insurance policy is required to cover damages incurred by flooding. Coverage is available for the building itself as well as for the contents of the building. Structural coverage is for the walls, floors, and other items permanently attached to the Contents coverage may be purchased separately provided the contents are in an insurable building. Renters can also purchase flood insurance.

Note that flood insurance is available for all structures, whether or not they are located in the Special Flood Hazard Area More than 25% ofNFIP claims are filed by properties located outside the SFHA. To learn more, contact the Shawnee County Planning Department at 785-251-5410, and the staff would be happy to assist you with any floodplain questions you may have. To obtain a quote, contact your insurance agent. The Planning Department can also assist you in fmding an insurance agent that sells federally backed flood insurance.

Keep Drainage Channels and Pipes Free of Obstructions. Keeping drainage channels free of obstructions reduces flooding in the event of heavy rains. Pursuant to state law, it is illegal to dump trash, leaves, landscape debris, paint, grease, or any other material into any portion of a drainage system. Such dumping can have devastating impacts on water quality in addition to causing flooding. To report illegal dumping, call the Shawnee County Sheriffs Office at (785) 251-2200.

Protect Your Property From Flood Hazards. Various methods may be used to minimize flooding. If the floor level of your property is lower than the Based Flood Elevation (BFE), the elevation of the 100-year based on FIRM maps, consider elevating your structure, if possible. Flood protection materials are available through the TopekaShawnee County Public Library and from the Shawnee County Floodplain Management website (hty>s://www.snco.us/floodplainlresources.asp).

Nobody can stop a flood, but there are actions you can take before, during, and after a flood to protect your family and keep your property losses to a minimum. Listen to your radio, TV, or National Weather Service radio for the latest information on weather conditions that can cause flooding. If flooding is imminent, property can be protected by sandbagging areas subject to the entry of water into living spaces. Turn off all utilities at the main power switch and close the main gas valve if evacuation appears necessary. Valuables and furniture may also be moved to higher areas of the dwelling to minimize damages. Avoid unnecessary travel during severe weather. Poor visibility can make trips dangerous. Warn children not play near swollen creeks, storm drains, or culverts.

Shawnee County will make site visits to provide one-on-one advice to a property owner regarding flooding and drainage issues on private property. For more information, please contact the Planning Department at (785) 25105410.

Meet Permitting Requirements. The Shawnee County Floodplain Management Regulations applies to all lands within unincorporated Shawnee County identified as A Zones, AE, AO, and AH Zones on the Flood Insurance Rate Maps (FIRMs). No development within these Special Flood Hazard Areas (SFHA.s) shall be permitted except through the issuance of a Floodplain Development Permit by the Shawnee County Planning Department. This includes buildings or other structures, filling, grading, paving, dredging, mining, excavating or drilling operations, or storage of equipment or materials. Always check and fulfill permitting requirements with the Planning Department at (785) 251-5410 before making any improvements on your property. Should you suspect illegal development in the floodplain, please report the same to the Planning Department.

Meet Improvement Requirements. The National Flood Insurance Program (NFIP) requires that if the cost of reconstruction, additions, or other improvements to a building equals or exceeds 50% of the building's market value, then the building must meet the same construction requirements as a new building. Substantially damaged buildings must also be brought up to the same standards. For example, a residence damaged so that the cost of repairs equals or exceeds 50% of the building's value before it was damaged must be elevated above the base flood elevation. Please contact the Planning Department at (785) 251-5410 for more information.

During a Flood Event. If your property is in imminent danger of flooding, please contact your natural gas and electric service provider to request that those services be shut-off, or for guidance on how to do it yourself.

Tune-in to local commercial radio or television stations or NOAA Weather Radio (frequency 162.475) for Watch and Warning Bulletins and any corresponding emergency instructions.

1• l.l • '• tl ~ } I

Flood Watch- Be Prepared: A Flood Watch is issued when conditions are favorable for a specific hazardous weather event to occur. A Flood Watch is issued when conditions are favorable for flooding. It does not mean that flooding will occur, but it is possible.

Flood Warning- Take Action: A Flood Warning is issued when the hazardous weather event is imminent or already happening. A Flood Warning is issued when flooding is imminent or occurring.

If dangerous flooding conditions are imminent, avoid driving a vehicle if possible. Do not attempt to drive or wade through deep pockets of water. If you come upon a flooded road, turn around and go another way. Heed all warning and street barricades. Unstable banks should be avoided.

After a Flood. Although flood waters may be down in some areas, many dangers still exist. Use local alerts and warning systems to get information and expert informed advice as soon as available. Emergency workers will be assisting people in flooded areas. You can help them by staying off the roads and out of their way. Verify with the proper authorities if it is safe to return to your home. Use extreme caution when entering buildings; there may be hidden damage, particularly in foundations.

If your home, apartment, or business has suffered damage, call the insurance company that handles your flood insurance policy right away to initiate a claim. Take color photographs or video of any damage resulting from the flood.

Take pre-cautions when soliciting bids for repairs to your home. Verify that they are a licensed contractor and have a favorable Better Business Bureau rating. Remember that repairs made to buildings in the floodplain are subject to a county floodplain development permit. Contact the Planning Department at (785) 251-5410 for more information.

Natural and Beneficial Functions of Floodplains. Floodplains are a natural component of the Shawnee County environment. Understanding and protecting the natural functions of floodplains helps reduce flood damage and protect resources. When flooding spreads out across the floodplain, its energy is dissipated, which results in lower flood flows downstream, reduced erosion of the stream bank and channel, deposition of sediments higher in the watershed and improved groundwater recharge. Floodplains are scenic, valued wildlife habitat, and suitable for farming. Poorly planned development in floodplains can lead to stream bank erosion, loss of valuable property, increased risk of flooding to downstream properties and degradation of water quality.

This information is provided by Shawnee County and is applicable to properties within the unincorporated area of the County. If you reside in a jurisdiction other than unincorporated Shawnee County, contact your regulatory authority for information. If you believe you received this notice in error, or if you no longer own this property, please contact the Shawnee County Planning Department at (785) 251-5410.

For more information about flood safety or the National Flood Insurance Program, please note the following:

https://www.snco.us/floodplain/ (Shawnee County Floodplain Management Website) http://www.fema.gov/ (Federal Emergency Management Agency) https://www.floodsmart.gov/floodsmart/ (FloodSmart) http:/ /agriculture.ks.gov/divisions-programs/dwr/floodplain (Kansas· Division of Water Resources)

II 1

- t I • '• • • ! J


1515 NW Saline Street • Suite 102 Topeka, I<S 66618

(785) 251-5410 • (785) 251-4939 Fax

-January 31, 2017

Dalen C. Schneider & Tara L. Roseberry 6420 NW 86th Street Topeka KS 66618

Dear Mr. Schneider & Ms. Roseberry:

You have received this letter because your property is in an area that has been flooded several times. As you are aware, your property lies within the broad floodplain of Little Soldier Creek that experiences seasonal flooding due to high rain events. This natural occurrence can be expected to continue in the future.

Shawnee County is concerned about repetitive flooding and has an active program to help you protect yourself and your property from future flooding. Given the nature of your area, it is not likely that you will experience any changes that will improve flooding conditions in your area.

Here are some things you can do to help minimize flood loss:

1. Learn about the flood history of your area . ./ Check with the Shawnee County Planning Department (785-251-5410) on the extent

of past flooding in your area. Although they may seem obvious, department staff can tell you about the causes of repetitive flooding, and what would be an appropriate flood protection level. Staff can visit your property to discuss protection alternatives.

2. Prepare for flooding by doing the following: ./ Know the flood safety guidance on the last page of this letter . ./ Know how to shut off the electricity and gas to your house when a flood comes . ./ Make a list of emergency numbers and identify a safe place to go for you and your

pets . ./ Make a household inventory; especially of basement contents (consult your insurance

provider) . ./ Put insurance policies, valuable papers, medicine, etc. in a safe place .

./ Collect and put cleaning supplies, camera, waterproof boots, etc. in a handy place . ./ Develop a disaster response plan and prepare.-For assistance, see the attached

brochures from the Red Cross Be Red Cross Ready series: "Get a Kit. Make a Plan. Be informed': "Flood Safety Checklist': and "Returning Home After a Hurricane or Flood':

j ~ ' ~ 1- '

• \ • r f •

Page2 January 31, 2017

3. Consider some permanent flood protection measures . ../ Mark your fuse or breaker box to show the circuits to the floodable areas. Turning off

the power to the basement can reduce the property damage and save lives . ../ Consider elevating your house above flood levels . ../ Check your building for water entry points. These can be basement windows, the

basement stairwell doors, and dryer vents. These can be protected with low walls or temporary shields .

../ Install a floor drain plug, standpipe, overheard sewer, or sewer backup value to prevent sewer backup flooding. .

../ More information can be found in the Homeowner's Guide to Retrofitting: Six Ways to Protect Your House from Flooding, FEMA P-312. You can view a copy of the guide in the Planning Department or download a copy from the Federal Emergency Management Agency (FEMA) website: www.fema.gov/library/viewRecord.do?id+420 .

../ Note that some flood protection measures may need a building permit and others may not be safe for your type of building, so be sure to contact the Planning Department for assistance.

4. Talk to the Planning Department for information on financial assistance . ../ If you are interested in elevating your building above the flood level or selling it to the

County, we may apply for a Federal grant to cover 75% of the cost. If you are interested, we have a hand-out that explains the various grants and other programs that are available for repetitive loss properties.

5. Get a flood insurance policy . ../ If you do not currently maintain flood insurance, please consider doing so.

Homeowner's Insurance policies do not cover damage from floods. However, because Shawnee County participates in the National Flood Insurance Program, you can purchase a separate flood insurance policy. This insurance is backed by the Federal government and is available to everyone, even for properties that have been flooded. In some cases, it will help pay for the costs of elevating a substantially damaged building .

../ Don't wait for the next flood to buy insurance protection. There is a 30-day waiting period before National Flood Insurance Program coverage takes effect.

../ Contact your insurance agent for more information on rates and coverage.

~erely,

1-/nn::lYc Q_~ Anna M. Ortega (I Zoning & Floodplain Administrator

Enc

Official FEMA Floodplain

FLD_ZONE, FLOODWAY

~ 0.2% Annual Chance - Low to Moderate Flood Zone

~ A- 1% Annual Chance - High Risk Flood Zone

r:t;t'J AE - 1% Annual Chance - High Risk Flood Zone

W. AE - Floodway - High Risk Flood Zone

All maps and/or data created and produced by Shawnee County are developed from information deemed reliable. Shawnee County makes no assertions as to the correctness of sue! information; however, and by accepting this map and/or data you absolve Shawnee County from any liability related to its use for any purpose. All maps and/or data created by Shawnee County are subject to change according to updated information received without any prior notice and are not intended to serve as any sort of legal form of conveyance or bounda~ survey.

1/31/17

R~at Property Information listing

Shawnee County Appraiser ParceiiD: Quick Ref ID:

Owner Name:

Owner Address:

Property Address:

Subdivision:

Zoning:

Neighborhood

0230500001013000 R2280

SCHNEIDER DALEN C & ROSEBERRY TARA L

6420 NW 86TH ST TOPEKA KS 66618

6420 NW 86TH ST Topeka 66618

For zoning information call City of Topeka at (785) 368-3728 or Shawnee County at (785) 251-?410.

284.0 - N. RURAL

Census Tract/School: North West County

Page 1 of 1

Information Last Updated: 02/01/18

USD-372

*Property Description:

S05 , TlO , Rl5 , BEG 25 N SECOR SW 1/4 TH W 245(S) NE 137(S) NW 166.1 NW 176.69 N 73 E 191.4 N 241.38 E 186.15 S 760(S) T 0 POB

* Condensed legal desc. ; Do not use for legal purposes.

Instrument Number: Section:

Block:

Class: Land: Improvement: 2017 Appraised Value by Class: 2017 Total Appraised Value: 2016 Total Appraised Value:

2015Rl2904

05 Township:

Lot:

Residential

24,230

127,240

151,470

151,470

148,500

10 Recorded Date: Range:

Tax Unit:

Total Assessed Value: Property Value Change:

http://www .snco. us/ Ap/R _prop/Listing.asp?PRCL _ ID=023 0500001 013 000

07/09/2015

15

250

17,419

2.00% INCREASE

2/1/2018

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I.Fioodplaln Management

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Floodplain Management Floodplain Management is a decision-making process that aims to achieve the wise use

of the county's floodplains. "Wise use" means both reduced flood losses and protection

of the natural resources and function of floodplains. Floodplain management utilizes

corrective and preventive measures for reducing flood damage, including but not limited

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Shawnee ·county is a participating community in the National Flood Insurance Program

(NFIP) and the Community Rating System (CRS) program. The NFIP underwrites flood

insurance coverage only in communities that adopt and enforce Floodplain Management

Regulations through a resolution that meets or exceeds NFIP criteria. These regulations,

which are applicable to the unincorporated area, will help Shawnee County with:

• Protecting human life and health. • Avoiding Increasing flood levels or flood hazards or creating new flood hazard areas.

• Minimizing public and private losses due to flooding; reducing the need for

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in determining if a property is in a potential flood area.

The purpose of website is to familiarize residents with how the problem of flooding can

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BY ORDER OF THE BOARD OF COMMISSIONERS, SHAWNEE COUNTY, KANSAS

RESOLUTION NO.~\~-'\\

A RESOLUTION APPROVING THE REPETITIVE LOSS AREA ANALYSIS REPORT.

WHEREAS, the County's participation in FEMA's Community Rating System requires the Governing Body to approve the Repetitive Loss Area Analysis Report regarding repetitive flood losses on an annual basis under Activity 512.b. of the 2013 CRS Coordinator's Manual.

THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF SHAWNEE COUNTY, KANSAS, AS FOLLOWS:

SECTION 1. The Governing Body hereby accepts and approves the Repetitive Loss Area Analysis Report as set forth in Attachment A.

SECTION 2. This Resolution shall be in full force and effect from and after its adoption.

ADOPTED by the Shawnee County Board of Commissioners, this ~day of November, 2015.

THIS RESOLUTION SHALL BECOME EFFECTIVE UPON ENDORSEMENT BY THE MEMBERS OF THE BOARD OF COMMISSIONERS AND PUBLICATION IN THE OFFICIAL COUNTY NEWSPAPER.

Mi~~ ~~=E~R~----==~

ATTEST:

,rJproved as to Legality . .. .:nd Form: Date ro · n ~' r

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ATTACHMENT A

Repetitive Loss Area Analysis Report

I l

' ' '

EXECUTIVE SUMMARY:

NW 86th Street Repetitive Loss Area Analysis

Shawnee County, Kansas

The purpose of this Report is to help property owners reduce their flood risk by providing a broader understanding of the problems and identifying potential solutions. It is one component of the County's overall floodplain management program. A Repetitive Loss Area Analysis (RLAA) is required for the County to participate in the National Flood Insurance Programs (NFIP) Community Rating System (CRS). In this case, a Repetitive Loss Area has been defined on NW 86th Street in northern Shawnee County. The RLAA will examine the cause(s) of flooding and potential alternatives to minimize or eliminate flood damage to properties in this RLA.

BACKGROUND:

Problem Statement. Flooding is a reoccurring problem for communities across the nation, including Shawnee County. Flooding events disrupt transportation, commerce, and lives. Property damage due to flooding is much more than an inconvenience; it carries a high price of both time and money.

Simply put, a flood is a damaging overflow of water into a building or onto land that is dry most of the time. One type of flooding occurs when streams or rivers overflow into a floodplain, but flooding also occurs outside of floodplains when the rate of stormwater runoff exceeds the capacity of the drainage system. Flooding in Shawnee County is typically due to overflowing rivers or streams.

The purpose of this Report is to help home owners reduce their flood risk by providing a broader understanding of the problems and identifying potential solutions. It is one component of the County's overall floodplain management program. This Repetitive Loss Area Analysis (RLAA) is required for the County to participate in the Community Rating System (CRS) program. The County joined the NFIP in 1978 and was accepted into the CRS program in 2010. Additional information about the NFIP, the CRS program, and a RLAA is provided below.

National Flood Insurance Program (NFIP). The NFIP is based on a cooperative agreement between the Federal Emergency Management Agency (FEMA) and local units of government. FEMA agrees to underwrite flood insurance policies within a community and the community agrees to regulate development in the floodplain. Participation in the NFIP is voluntary, but

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communities have incentive to join because Federally backed flood insurance is not available in non-participating communities and a non-participating community will not receive Federal aid for damage to insurable buildings in the floodplain.

The three basic components of the NFIP are floodplain mappin& flood insurance, and floodplain management regulations. Floodplain mapping is provided by FEMA on a series of maps called Flood Insurance Rate Maps (FIRM), which designate areas of a community according to various levels of flood risk. Regardless of its risk level, any building in an NFIP participating community can be covered by a flood insurance policy, even buildings not located in a mapped floodplain. A flood insurance policy is only mandated for Federally-backed mortgages on buildings in the floodplain. Any new buildings constructed in a floodplain, and any improvements or repair of existing buildings in a floodplain, is subject to the Shawnee County Floodplain Management Regulations.

Community Rating System (CRS). The CRS is a voluntary program designed to reward a community for doing more than meeting the NFIP minimum requirements to reduce flood damages. Communities can be rewarded for activities such as: reducing flood damage to existing buildings, managing development in areas not shown in the floodplain on the FIRMs, protecting new buildings from floods greater than the 100-year flood, helping insurance agents obtain flood data, and helping people obtain flood insurance. The reward for these activities comes in the form of reduced premiums for flood insurance policy holders.

Once a community has been accepted into the CRS, the community's floodplain management activities are rated according to the scoring system described in the CRS Coordinator's Manual. CRS communities are rated on a scale of 1-10. A Class 10 community receives no reduction in flood insurance premiums, but every class above 10 receives an additional5% premium reduction. Oass 1 requires the most credit points and provides a 45% premium reduction. Shawnee County is rated as a Class 9 community for which flood insurance policy holders receive a 5% reduction in their premiums.

Repetitive Loss Area. The NFIP considers a property a Repetitive Loss Property if two or more flood insurance claims of more than $1,000 have been paid within any 10-year period since 1978. According to FEMA's records, there is one (1) Repetitive Loss Property in unincorporated Shawnee County. Many more properties in the County may have reached the damage threshold for Repetitive Loss Properties, but not all properties are covered by flood insurance and flood insurance claims are not submitted for all flood damage s:ustained.

Communities with one or more repetitive loss properties on FEMA' s list must have at least one repetitive loss area delineated in accordance with the criteria of Section 503 of the CRS Coordinator's Manual. A Repetitive Loss Area (RLA) consists of Repetitive Loss properties and the surrounding properties that experience the same or similar flooding conditions, whether or not the buildings on those surrounding properties have been damaged by flooding.

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The process of developing a RLAA consists of five steps:

• Step 1- Advise all the properties in the Repetitive Loss Area (RLA) that the analysis will be conducted and request their input on the hazard and recommended actions.

• Step 2 - Contact agencies and organizations that may have plans or studies that could affect the cause or impacts of the flooding.

• Step 3 - Inspect each building in the RLA and collect basic data. Building entry is not necessary for this step since adequate information can be collected by observing the building from the street.

• Step 4 - Review alternative approaches and determine whether any property protection measures or drainage improvements are feasible. The review must consider the full range of property protection measures for the types of buildings affected, including: preventative activities, property protection activities, natural resourc.e protection activities, emergency services measures, structural projects, and public information activities.

• Step 5 - Document the findings in a report. The report should include: a summary of the process that was followed and how property owners were involved in the process; a problem statement with a map o£ the affected area; a list or table showing basic information for each building in the affected area; the alternative approaches that were reviewed; and a list of action items identifying the responsible party; when the action should be completed, and how it will be funded.

Beyond these five (5) steps, additional credit criteria must also be met:

• The repetitive loss area analysis report must be submitted to the governing body and made available to the media and the public. The complete repetitive loss area analysis report must be adopted by the governing body or by an office that has been delegated approval authority by the governing body.

• The community must prepare an annual progress report.

• The community must update it repetitive loss area analysis in time for each CRS cycle verification visit.

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REPETITIVE LOSS AREA ANALYSIS

This Report focuses on an area adjacent to Little Soldier Creek along NW 86th Street in northern Shawnee County. (See Figure 1) More specifically, the Repetitive Loss Area is situated between the main branch of Little Soldier Creek and a tributary feeding into Little Soldier Creek identified on FIRM map 20177C0075E as Little Soldier Creek Tributary 4. There is one property on FEMA' s repetitive loss list and no other similarly situated properties exposed to repetitive flooding. The map in Figure 1 shows the location of the property, but the privacy act prohibits releasing addresses on FEMA' s list. The principal cause of flooding in this area is riverine flooding resulting from heavy and prolonged rainfall within the watershed which causes the capacity of the main channel to be exceeded. Little Soldier Creek consists of a narrow channel with a broad low lying floodplain adjoining the channel. As a result of heavy rainfall, the bank of both the main channel and tributary are easily exceeded leading to flooding conditions.

Figure 1. NW 86th Street RLA

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STEP 1 - ADVISE THE RESIDENTS

Prepared a repetitive loss area map using the criteria described in Section 503.b. of the CRS Coordinator's Manual. The repetitive loss area is situated in a broad floodplain of little Soldier Creek in northern Shawnee County. Despite the expanse of the floodplain, this portion of Shawnee County is predominantly rural in character consisting of large agricultural tracts of land and scattered rural residential homesites.

A notification letter was sent to property owners in the RLA on March 31,2015, advising that a repetitive loss area analysis (RLAA) was being conducted and requesting their input on the flood hazard and recommended actions. Accompanying the letter was a survey inquiring about any flooding they may have experienced and basic information concerning their home. The results of the survey is attached. Upon completion of a draft of this report, another letter was sent out to residents in the RLA informing them of this report, where and how they may be able to review of it, and, how they might submit comments regarding it. Both letters are included with this report.

STEP 2- CONTACT AGENCIES AND ORGANIZATIONS

Shawnee County contacted external agencies and internal departments that might have plans or studies that could affect the cause or impacts of flooding ·within the repetitive loss area. Those agencies contacted and reports which were analyzed include.

• FEMA - Flood Insurance Study (FIS) • Shawnee County Public Works Department • Kansas Department of Agriculture, Division of Water Resources

A. FEMA Flood Insurance Study (FIS)

Flood Insurance Study- Shawnee County, Kansas and Unincorporated Areas (FEMA 20177CV001A, 20177CV002A, Effective Date: September 29, 2011)

The Flood Insurance Study (FIS) revises and updates information on the existence and severity of flood hazards in the geographic area of Shawnee County, Kansas, including the Cities of Auburn, Rossville, Silver Lake, Topeka, and Willard, and the Unincorporated Areas of Shawnee County (referred to collectively herein as Shawnee County), and aids in the administration of the National Flood Insurance Act of 1968 and the Flood Disaster Protection Act of 1973. This study has developed flood risk data for various areas of the community that will be used to establish actuarial flood insurance rates and to assist the community in its efforts to promote sound floodplain management.

Areas studied by approximate methods were completed for all streams not studied or previously studied by detailed methods, or those with one square mile of drainage area.

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Streams that were previously studied by approximate methods, regardless of drainage area, were restudied by approximate methods. Included in these analyses is Little Soldier Creek.

Within the RLA, the digital Flood Insurance Rate Map ( dFIRM) for this area (20177C0075E) establishes a Base Flood Approximation (BFA) elevation ranging from 965.6' to 964.4' along the main branch of Little Soldier Creek based on the North American Vertical Datum of 1988. The County's LIDAR data indicates the ground elevations within the channel of Little Soldier Creek in the RLA generally range from 948.8' and 943.4'. Within the channel of the Little Soldier Creek Tributary 4 the ground elevation ranges from 954.4' to 943.4' where it joins Little Soldier Creek.

No watershed master plan has been prepared for Little Soldier Creek to the best of the County's knowledge. A request for information was also sent to the Kansas Division of Water Resources (DWR), but no additional information was available.

B. Shawnee County Public Works Department

The only internal department that could reasonably have plans that might affect the cause and impact of flooding in this area is the Shawnee County Public Works Department. The department indicates that no watershed mater plans have been prepared for this area, nor does it have any plans that may impact flooding in this area.

C. Kansas Department of Agriculture, Division of Water Resources (DWR)

The Kansas Division of Water Resources was contacted and indicated they were not aware of any new studies currently on-going, or planned, for stream reaches in this area. A levee analysis project may be initiated next year for levees in Topeka and Shawnee County but didn't see that having an impact or resulting in any new studies this far up into the watershed.

STEP 3- COLLECT BUILDING DATA

An on-site inspection of property in the RLA was performed on March 31, 2015. This inspection was performed from the public right-of-way by a member of the Shawnee County Planning Department. As such, the staff member did not survey building elevations in relation to the 100-year flood elevation and, therefore, the flood protection assessment in this Report is based upon visual observation of relative elevations. In addition, the Planning Department also consulted the Shawnee County Appraiser's Office records for site and building data for property in the RLA. The following attributes were documented:

• Foundation type and condition; • Relative low-opening elevations; • Relative elevation of first floor; • Basement window types and elevation;

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• Window well types and elevation; • Subsurface or at-grade doors; • Garage location and relative elevation; • Property grading; • Downspout discharge location; and • Neighborhood topography and flow routes.

The data collected will not be shared with the general public.

STEP 4- REVIEW ALTERNATIVES

Many types of flood hazard mitigation exist, and there is not one mitigation measure that fits every case. Nor is there even one application that fits most cases. Successful mitigation often requires multiple strategies. The CRS Coordinator's Manual breaks the primary types of mitigation down into categories as displayed in Figure 2. ·

Figure 2. Categories of Floodplain Management Activities (FIA-15/2013)

1. Preventive activities keep flood problems from getting worse. The use and development of flood-prone areas is limited through planning, land acquisition, or regulation. They are usually administered by building;' zoning, planning, and/ or code enforcement offices.

2. Property Protection activities are usually undertaken by property owners on a building-by-building or parcel basis. · -

3. Natural Resource Protection activities· preserve or restore natural areas or the natural functions of floodplain and watershed areas. They are implemented by a variety of agencies, primarily parks, recreation, or conservation agencies or organizations.

4. Emergency Services measures are taken during an emergency to minimize its impact. These measures are usually the responsibility of city or county emergency management staff and the owners or operators of major or critical facilities.

5. Structural Projects keep flood waters away from an area with a levee, reservoir, or other flood control measure. They are usually designed by engineers and managed or maintained by public works staff.

6. Public Information activities advise property owners, potential property owners, and visitors about the hazards, ways to protect people and property from the hazards, and the natural and beneficial functions of local floodplains. They are usually implemented by a public information office.

Preventative

The County regulates residential and commercial development through its building permit procedure, planning and zoning requirements, stormwater management regulations and

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floodplain regulations. Any project located in a floodplain, regardless of its size, requires a permit from the County/ unless the project can be characterized as routine maintenance.

The existing residential structure in the RLAwas built in 1980/ two-years prior to Shawnee County entering the Regular Phase of the National Flood Insurance Program. There is no record of a building permit having been obtained from the County to construct the residence. As such, the County has no record verifying the elevation of the structure or it relationship to the base flood elevation. The structure is subject to the substantial improvement/ damage requirements of the NFIP. The National Flood Insurance Program as well as Shawnee County Floodplain Management Regulations requires that if the cost of improvements to a building or the cost to repair damages (from any cause) to a building exceeds 50% of the market value of the building (excluding land value), the entire building must be brought up to current floodplain management standards. Building improvement projects include exterior and interior remodeling, rehabilitation/ additions and repair and reconstruction projects. Additionally, for a consecutive period of five years, the cost of currently planned improvements will be added to the cost of previously made improvements and compared to the existing market value to determine if the improvements exceed 50% of the structure's value. Future home improvements will be subject to a Shawnee County building permit and a substantial improvement/ damage determination.

Property Protection

These measures are generally performed by the property owners or their agents. FEMA has published numerous manuals that help a property owner determine which property protection measures are appropriate for particular situations1 several of which are listed below. The manuals listed below are available for review at the Planning Department/ The TopekaShawnee County Public Library, and the Shawnee County Floodplain Management Website at http://ww~.snco.us/floodplain/resources.asp

• FEMA 259, Engineering Principles and Practices of Retrofitting Floodprone Residential Structures

• FEMA 312, Homeorvner's Guide to Retrofitting: Six Ways to Protect Your House from Flooding • FEMA 551, Selecting Appropriate Mitigation Measures for Floodprone Structures • FEMA 348, Protecting Building Utilities from Flood Damage • FEMA 511, Reducing Damage from Localized Flooding • FEMA 102, Floodproofing Non-Residential Structures • FEMA 84, Answers to Questions about the NFIP • FEMA 54, Elevated Residential Structures Book • FEMA 268, Protecting Floodplain Resources: A Guidebook for Communities • FEMA 347, Above the Flood: Elevating Your Floodprone House • FEMA 85, Protecting Manufactured Homes from Floods and Other Hazards

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The primary methods of property protection are: drainage improvementsr rvetfioodproofing, dry floodproofing, elevation, relocation, demolition, and barriers. Each of these methods are described below. The following table shows the relative cost of the various flood proofing measures.

Table 1. Relative Costs of Various Flood proofing Measures

Construction Extsling

I I Relative

Measure : Retrofit I Type Foundation I I Cost I

Wet Wet floodprool etawlspace to Lowest Floodprooling Frome, Maacnry Crawlsp.ace or •

a height of 4 feet above !.AG Ve~er;or or wet Boodproof unfinished Masomy Basement basement to a height ol a feet

libove basement lloor

.. Dry

Floodprool'ing Mll$0flry Veoeer Slab-oo-Gmde

[:] Dry lloodprool to a maximum

or~ or Crawlspace height of 3 feet a~ LAG

.. -Levees and

Frame. Mason,.Y Basement, F!Oodwalls Levee constructed to 6 feet

Veneer; or Cmwl$pace, a libove grade or flooowall Masonry or Open iXlrlS!ructed to 4 feet above

Foundation grade

Frame, Masonry Basement.

i Eleva!e on continuous Veneer. or Crawlspace, foundation walls or open '•

Masonry Of (}pen foundation Foundation

Frame, MasOn,y Basement. Rtllocatiort Cra~ 1:=1

ElevaU! on continuous Veneer, or foun4at!on wall$ ot Oj)en Muonry' or Open foundation Foundation

Elev.alion Eleva1e on continuous f'tAI'ne, MllSOilfY

~ ..

Veneer. or Slab·on-Gtade foundation walls or open . Masc;nry •

foundation - --Frame, Masonry

Relocation

1:=1 Efevale on continuous

Veneer, or Slab-on-Grade foundation walls or opeo Ma$0nry foundation Highest

Slab-on-Grade. Demolition Frame. Masor~~y · Crawlspaee.

1:1 Demolish exl$\inQ building

Veneer. or Basement, and buying or building a horne Varies Masonry or Open elsewhere

Foundation

Source: Homeowner's Guide to Retrofitting, Six Ways to Protest Your Home From Flooding (FEMA P-312)

Drainage Improvement. Maintaining the capacity of the natural drainage system will enable a more efficient discharge of flood waters through the area. If the drainageway is obstructed by debris, sediment and other materials, it will limit the volume of drainage and exacerbate flooding conditions.

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The property owner expressed concern about the collection of debris in the channel of the Little Soldier Creek tributary and its contribution to flooding conditions. There was visible a collection of downed trees and other rnaterialin the channel that has collected in front of the culvert running under NW 86th Street. This collection of material constitutes an obstruction that would be expected to impair the discharge of flood water.

The County has no authority to maintain dtainageways on private property. As such, it the responsibility of each property owner to maintain the natural drainageways traversing their property to minimize conditions favorable for flooding. Application of bank stabilization practices along the tributary would be the most effective method of minimizing debris from entering the channel. Working with the U.S. Natural Resource Conservation Service (NRCS) might provide funding opportunities and effective channel stabilization techniques. The benefit of bank stabilization techniques will be somewhat limited since the property owner controls only a portion of the tributary to which it is adjacent. Keeping the stream channel stabilized and free of obstructions is the easiest way to prevent the back-up of floodwaters on the property. Making this an annual event will assure that the stream will be kept free-flowing and minimize exacerbating flooding conditions when they occur.

Wet-Floodproofing. Wet-floodproofing consists of modifying uninhabited portions of a home, such as a crawl space, garage, or unfinished basement with flood-damage resistant materials, to allow floodwaters to enter the structure without causing damage (see Figure 3). Wet-flood proofing requires portions of the building to be cleared of valuable items and mechanical equipment and utilities. A key component of wet flood proofing .is providing openings large . enough for the water to flow through the structure such that the elevation of the water in the structure is equal to the elevation of the water outside of the structure. This equilibrium of floodwater prevents hydrostatic pressure from damaging structural walls.

Fi ure 3. Wet-Floodproofing Example

Rrst Floor Door

"---UvingArea


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If the home is being Substantially Improved or has been Substantially Damaged, the County's floodplain management regulations will restrict the use ofwet-floodproofing to attached garages and enclosed areas below the BFE that are used solely for parking, building access, or storage. This appears to be an impractical alternative as the first floor is the lowest floor of the home without subgrade space. Applying wet-floodproofing would limit occupancy of the home to the second floor of the structure, an entirely impractical solution in this case. Wetfloodproofing, however, may be a practical solution with respect to detached accessory structures.

Dry-Floodproofing. Dry-floodproofing consists of completely sealing around the exterior of the building so that water cannot enter the building (see Figure 4). Dry-floodproofing is not a good option for areas where floodwater is deep or flows quickly. The hydrostatic pressure and/ or hydrodynamic force can structurally damage the building by causing the walls to collapse or causing the entire structure to· float. However, in areas that have minimal velocity and low depth, dry-floodproofing can be a good option.

Even with dry-floodproofing, water can still seep through small openings in the sealant system or through the gaskets of shields that are protecting openings (doors and windows). Internal drainage systems, utilizing sump pumps, are required to remove any water that has seeped through and to remove water collected from any necessary under drain systems in the belowgrade walls and floor of the home.

Figure 4. Dry-Floodproofing Example

Maximum Protection Level is 3 Feet (including Freeboard)

Backflow Valve Prevents Sewer and Drain Backup

Shields for Openings

External Coating or Covering Impervious to Floodwater


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Dry-floodproofing is one of the comparatively low cost retrofitting options. In addition to applying a sealing system up to the base flood elevation around the structure, there are other dry--floodproofing methods that could be implemented. A raised concrete window well that is sealed to the side of the structure to prevent flood waters from entering is an additional option. As an alternative to the window well, glass pane windows can be removed and replaced with glass blocks that can withstand the pressure of ponding/ moving flood waters. Properties that do not have adequate protection of their low openings (windows, doors, garage doors, etc.) can effectively raise the low opening height with a raised window well/ glass blocks or a flood . shield (Figure 5). The ultimate height of the low opening depends on several factors, such as: the level of flood protection desired, the appearance, and cost.

Figure 5. Example of a Flood Shield

Another precaution is to achieve positive drainage flow away from the house. The ground adjacent to the house should slope away fro:tn the building so stormwater runoff does nat accumulate against the foundation wall, where it can seep into the building. If possible, a minimum ground slope of 1% is desirable. In addition, downspouts should extend at least six (6) feet away from the building foundation.

The NFIP only allows dry-floodproofing for residential retrofits that are not classified as

a substantial improvement or substantial damage. A substantial improvement is any reconstruction, rehabilitation, addition, or other improvement of a structure:, the cost of which equals or exceeds 50% of the market value of the structure before the start of construction of the improvement. Given the design and construction of the home with existing low window and door openings, dry-flooding appears to be an impractical solution in this case.

Elevation. If the floodwaters are too high far dry-floodproofing and the inhabited area is too low for wet-flaodproofing, it may be necessary to raise the structure. While much costlier, it may be the only solution to protect a home from flooding. The goal of the elevation process is to raise the lowest floor to or above the base flood elevation (BFE), You can do this by elevating the entire home, including the floor, or by leaving the home in its existing position and constructing a new raised floor with-in the home. The method used depends largely on construction type, foundation type, and flooding conditions. The Shawnee County Floodplain Management Regulations require all substantially improved residential buildings to elevate their lowest floor (including basement) one (1) foot above the BFE, the 100-year flood elevation.

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The difference in elevation between the lowest floor elevation of the home and base flood elevation will determine the extent of cost; the greater the difference, the greater the cost. Elevating the home to one (1) foot above the BFE allows for a substantially damaged or improved structure to be brought into compliance with the NFIP. Although more costly, this is the most effective method of removing a structure from the floodplain and minimizing future flood risk.

Demolition. Demolition is tearing down a damaged home and either rebuilding a compliant home on the same property, rebuilding a compliant home on new property, or moving into another structure. If the home has been severely damaged, because of flooding or any other cause, demolition can be practical and effective. Demolition may also be practical for an undamaged home that, because of deterioration over time or for other reasons, is not worth retrofitting with any of the other methods described.

If demolition is chosen, the ·owner will tear down the damaged home and either rebuild a compliant home on the same property or elsewhere outside the floodplain. If a decision is made not to rebuild, the State or County may buy or acquire the property. Depending on the choice for the site of a new home, this method can lower or even eliminate flood insurance premiums. If a decision is made to rebuild, the mitigation reconstruction project may be eligible for FEMA grant money. This option is probably not practical in this case as the condition of the home appears to be in good shape. Demolition would only appear to be a viable bption if grant money was available to buyout the property allowing the owner to rebuild or relocated to another location outside the floodplain.

Relocation. Relocation, or moving a home out of the flood hazard area, offers the best protection from flooding. However, relocation usually is the most expensive of the retrofitting methods. The relocation process involves lifting a home off its foundation, placing it on a heavyduty flatbed trailer, hauling it to a new site outside the flood hazard area, and lowering it onto a new conventional foundation. The process sounds straightforward, but a number of considerations require careful planning. In the end it is a matter of personal preference of the property owner whether to consider relocation which also depends on the availability of a new site outside the floodplain. Given the extent of the floodplain, there is no opportunity to relocate the home to another location on the same property that is located outside the SFHA. Relocation to an entirely different site out of the floodplain appears to be an extremely costly option considering the cost to acquire another tract of land to situate the home on.

Barriers. Levees and flood walls are types of flood protection barriers. A levee is typically a compacted earthen structure; a floodwall is an engineered structure usually built of concrete, masonry, or a combination of both (Figure 6). Barriers can be built to protect a single structure or multiple structures. Types of barriers include levees, flood walls, and temporary barriers. The current owner indicates that the previous owner built-up an earthen berm topped by a short concrete wall as a flood protection measure to keep flood waters away from the house. It is

Page 13 of19

unknown what the elevation of this barrier is in relation to the base flood elevation or to what standard it was constructed.

Figure 6. Levee and Floodwall Example

LEVEE IS COMPACTED ALL WITH 2:1 OR 3:1 SLOPE (FOR STABILITY)

SUMP PUMP REMOVES SEEPAGE AND INTERNAL DRAINAGE

FLOODWALL IS REINFORCED AND ANCHORED TO WITHSTAND FLOOD LOAD

BAOKFLOW VALVE PREVENTS SEWER AND DRAIN BACKUP


Flood walls and levees are not permitted to address substantial improvement/ damage and do not bring new buildings into compliance with NFIP regulations. Furthermore, flood walls and levees will not lower flood insurance premium cost. In this particular case, however, there may be an advantage to assess the level offl.ood protection provided by the existing levee and flood wall encompassing the house. If the level of flood protection is less than one (1) foot above the base flood elev.ation, it may be worth determining what additional amount of work is required, if any, to afford a level of flood protection at least one (1) foot ·above the base flood elevation.

Protecting Service Equipment. Homes typically include a variety of building support service equipment. Five major services make up the mechanical, electricaC and plumbing (MEP) systems found in most homes:

• HV AC systems, including air conditioning compressors, heat pwnps, furnaces, ductwork, and

• Fuel systems, including natural gas lines and fuel storage tanks • Electrical systems, including wiring, switches, outlets, fixtures,. and fuse and circuit breaker

panels • Sewage management systems, including sewer lines, drains, septic tanks, and drainage

fields • Potable water systems, including water lines, private wells, storage tanks, and water heaters

Page 14 of19

Most homes also have communications systems, including telephone, internet, and cable television lines. Some MEP equipment is typically located inside a home (e.g., furnaces, ductwork, water heaters, appliances) and some is located outside (e.g., propane tanks, air conditioning and heat pump condensers, septic tanks). Other MEP equipment includes components found both inside and outside a home (e.g., electrical systems; plumbing, gas, telephone, internet, and cable television lines; oil storage tanks).

The original placement of service equipment was probably based on standard construction practices and the builder's preferences. As a result, service equipment is often installed in areas where it will be exposed to floodwaters, such as in basements or crawlspaces or at ground level outside the home. Elevation, wet-flood proofing, and dry-floodproofing protect the structure of the home from damage by floodwaters, but these methods, unlike relocation and the construction of levees or floodwalls, do not prevent floodwaters from reaching the home. For this reason, protecting service equipment located below the expected flood level is an essential part of a retrofitting project.

When relocating or elevating MEP systems, consider horizontal and vertical clearances; venting; and unions, fittings, and valves. The replacement of MEP systems also presents an opportunity to improve the energy efficiency of the .house by selecting high-efficiency equipment that may not have been available when the damaged equ~pment was installed.

The protection of service equipment is a prudent and feasible option that should be performed with any other retrofitting measure applied to the property.

Natural Resource Protection

Care should be taken to maintain the streams within the Repetitive Loss Area. Removing debris from the channel adjoining the residential property will prevent obstructions. Preserving and restoring natural areas provides flood protection, preserves water quality and provides natural habitat. These are the responsibility of the property owner as the County does not have a drainage maintenance program involving streams, creeks and drainageways on private property. A little effort to keep the stream free of obstructions and free flowing, especially at NW 86th Street, will do much to minimize the back-up of floodwaters on the property.

Emergency Services

There is no flood warning system in place for this rural, predominantly agricultural portion of northern Shawnee County. It will be the owners responsibility to keep abreast of rapidly changing weather conditions and take appropriate precautions. There do not appear to be any special emergency service measures applicable at this location to minimize flood impacts.

Structural Projects

Page 15 of19

.----------------------------------------------------

As noted, the Repetitive Loss Area is part of a rural, sparsely populated area of northern Shawnee County. The predominant land use in the area is agricultural. The expanse of the existing floodplain associated with Little Soldier Creek is typical for a rural environment for which no structural (flood control) projects are proposed at this time.

Public Information

As part of this Repetitive Loss Area Analysis (RLAA), properties within the Repetitive Loss Area (RLA) with primary structures were notified of this study and were given the opportunity to provide feedback as to the causes and impacts of flooding. At the conclusion of this study, building owners within the RLA will be contacted and given the opportunity to review this report and become more fully aware of flood hazard mitigation measures.

STEP 5- SUMMARY OF FINDINGS AND RECOMMENDATIONS

This Report documents the findings of the required RLAA. As required, the Report includes: a summary of the process that was followed and how property owners were involved in the process; a problem statement with a map of the affected area; a list or table showing basic information for each building in the affected area; the alternative approaches that were reviewed; and a list of recommended action items.

First and foremost, the County should continue its ongoing flood hazard mitigation initiatives. These initiatives include: enforcing development regulations and keeping them up-to-date; planning and constructing capital improvement projects as warranted; informing the public about flood hazards arid mitigation options; and providing critical emergency services. Homeowners and residents should also take steps to protect their property and reduce the likelihood of future flood losses. Since property in the RLA is within the 100-year floodplain, property owner's with insurable buildings should carry flood insurance.

Figure 71ists common flood hazards that are known to exist in the RLA based on information received from residents and observations made during the on-site building inspections. Many of the flood hazards are related to openings that appear to be at or below the 100-year flood elevation. It should be noted that the 100-year flood elevation is not the highest possible elevation that flood waters may reach; greater flood elevations can and do occur. Common practice when installing flood protection measures is to protect the building to 1 foot above the 100-year flood elevation.

Figure 7. Common Flood Hazards and Typical Suggested Solutions

Common Flood Hazard Typical Suggested Solution Carry flood insurance and elevate all mechanical facilities and

Home within 100-year valuable property above the 100-year flood level. There may be an floodplain advantage to assess the level of flood protection provided by the

existing levee and flood wall encompassing the house. If the level of

Page 16 of19

" _._ '' '.. \' ·-"~ ~

Unprotected window below the 100-year flood elevation Unprotected door below the 100-year flood elevation Detached garage below the 100-year flood elevation

Downspouts splash on grade near the foundation

Unprotected finished floor below the 100-year flood elevation

oot above the base flood flood protection is less than one (1) f elevation, it may be worth determ· · mmg what additional amount of

evel of flood protection at least evation. In addition, to minimize

the property, the owner should ming stream channel open and

work is required, if any, to afford a 1 one (1) foot above the base flood el the compounding of floodwaters on make every effort to keep the adjo · free of obstructions. Replace a glass pane window with a the height and seal around the ed~?;e~

glass block window or increase of the window well

Install a flood barrier, such as a rem ovable flood shield

Raise the garage above the 100-year flood elevation or wet-floodproofthe~ara~e

Install downspout extensions that discharge away from the tive drainage from the foundation and ensure there is posi

foundation Dry-floodproof or elevate the buildi ng above the 100-year flood elevation

:

Property owners should consider obtaining an elevation certificate to determine the exact elevation of their house in relation to the 100-year flood elevation an d should consult with an

s for their property. engineer, plumber, or other contractor regarding mitigation measure

Due to the height of the 100-year flood elevation above the ·ground throughout the RLA, high perties that have a wellvate yard drain system.

intensity storm events are likely to cause some flooding, even on pro graded yard that slopes away from the building foundation and ·a pri

Funding Assistance

In certain cases, a flood insurance policy holder will be eligible for up to $30,000 of coverage over and above the structural flood insurance coverage. This coverag e is called Increased Cost

gement regulations require overage is not dependent

of Compliance (ICC). It applies in cases where local floodplain mana a substantially damaged building to be elevated or retrofitted. This c

ailable if the building upon a community receiving a disaster declaration, but it is only av · damage was caused by a flood and if there was a flood insurance poli cy on the building before the flood.

Several sources of hazard mitigation assistance are available based o n the adopted Shawnee tion Assistance County Multi-Jurisdictional Mitigation Plan. FEMA's Hazard Mitiga

(HMA) grant programs provide funding for eligible mitigation activi ties that reduce disaster rrently, FEMA losses and protect life and property from future disaster damages. Cu

administers the Hazard Mitigation Grant Program (HMGP), the Floo d Mitigation Assistance (FMA) Program, and the Pre-Disaster Mitigation (PDM) Program.

• HMGP assists in implementing long-term hazard mitigation mea sures following a major disaster

Page 17 of19

• PDM provides funds for hazard mitigation planning and projects on an annual basis • FMA provides funds for projects to reduce or eliminate risk of flood damage to buildings

that are insured under the National Flood Insurance Program (NFIP) on an annual basis

Each program has its own eligibility and funding criteria, but each can be used to fund property protection measures as shown in Figure 8 below, provided that the Benefit Cost Ratio exceeds 1.0. In general, these programs are funded when FEMA approves an application prepared jointly by a local government, and the Kansas Emergency Management Agency (KEMA). In most cases, FEMA pays 75% of eligible expenses, but the federal share can reach 90% for Repetitive Loss Properties. If sought by a property owner, Shawnee County will assist in seeking funding authorization to implement a specific mitigation measure.

Figure 8. Eligible Activities by Hazard Mitigation Assistance (HMA) Program

Eligible Activities HMGP PDM FMA Property Acquisition and Structure Demolition ..j ..j ..j

Property Acquisition and Structure Relocation ..j ..j ..j

Structure Elevation ..j ..j ..j

Mitigation Reconstruction ..j

Dry Floodproofing of Historic Residential Structures ..j ..j ..j

Dry Floodproofing of Non-residential Structures ..j ..j ..j

Minor Localized Flood Reduction Projects ..j ..j ..j

Structural Retrofitting of Existing Buildings ' ..j ..j

Non-structural Retrofitting of Existing Buildings and Facilities ..j ..j ..j

Safe Room Construction ..j ..j

Wind Retrofit for One- and Two-Family Residences ..j ..j

Infrastructure Retrofit - ..j ..j ..j

Soil Stabilization ..j ..j ..j

Wildfire Mitigation ..j ..j

Post-Disaster Code Enforcement ..j

Generators ..j ..j

5 Percent Initiative Projects ..j

Advance Assistance ..j

Source: FEMA Hazard Mitigation Assistance Unified Guidance, July 2013

Continuation

This report will be updated every year. The annual update will review each recommended action, discuss the actions that were implemented and those that were not, and recommend any changes to the recommended actions. The report will be made available to the public, including the media and property owners and residents of the RLA.

Page 18 of 19

LIST OF DEFINITIONS

100-Year Flood (1% Annual Chance Flood) A storm event that has a 1% chance of being equaled or exceeded in any given year.

100-Year Flood Elevation The high water elevation produced by the 100-year flood.

100-Year Floodplain The area that would be inundated by the 100-year flood.

500-Year Flood (0.2% Annual Chance Flood) A storm event that has a 0.2% chance of being equaled or exceeded in any given year.

500-Year Floodplain The area that would be inundated by the 500-year flood.

CRS (Community Rating System) A voluntary program designed to reward a community for doing more than meeting the NFIP minimum requirements to reduce flood damages.

FEMA (Federal Emergency Management Agency) The Federal agency responsible for implem!=nting the NFIP.

FIRM (Flood Insurance Rate Map) A series of maps provided by FEMA that designate areas of a community according to various levels of flood risk.

NFIP (National Flood Insurance Program) The program enabling property owners in participating communities to purchase insurance protection from the Federal government against losses from flooding.

Repetitive Loss Property A property for which two or more flood insurance claims of more than $1,000 have been paid within any 10-year period since 1978.

RLA (Repetitive Loss Area) The properties on the repetitive loss list prepared by FEMA and all nearby properties with the same or similar flooding conditions.

RLAA (Repetitive Loss Area Analysis) A detailed, site-specific plan to reduce flood losses in repetitively flooded areas.

Page 19 of19

March 31,2015

Dear Sir or Madam;


1515 NW Saline Street • Suite 102 Topeka, I<S 66618

(785) 251-5410 • (785) 251-4939 Fax

Shawnee County is actively engaged in efforts to reduce loss of life and property due to flooding through many floodplain management activities, including patticipation in the National Flood Insurance Program's Community Rating System.

The National Flood Insurance Program's (NFIP) Community Rating System (CRS) is a voluntary incentive program that recognizes and encourages community floodplain management activities that exceed the minimum NFIP requirements.

As a result, flood insurance premium rates for County residents and business are discounted to reflect reduced flood risks resulting in the community actions meeting the three goals of the CRS:

I. Reduce flood damage to insurable property; 2. Strengthen and support the insurance aspects of the NFIP; and, 3. Encourage a comprehensive approach to floodplain management.

One of the activities required is a Repetitive Loss Area Analysis. This requires a review of areas of the County that have properties that are NFIP-insured. and have had at least two paid flood losses of more than $1000 each in any 1 0-year period since 1978. As part of this analysis we collect data on each building within the area, determine the cause(s) of the repetitive damage, and review alternative approaches to determine whether any property protection measures, such as, drainage improvements are feasible.

According to our records, your property is located within a Repetitive Loss Areas. This may mean your property has sustained damage more than once or it is in proximity to other properties that have sustained damage.

Included with this letter is a questionnaire that will serve as a data collection tool. Please take a moment to answer each of the questions to the best of your ability and return the questionnaire to the Shawnee County Planning Depattment by F••iday, Apri117, 2015. The results of the analysis wi11 be made available to FEMA and the State of Kansas as well as to other inquirers including the residents of the repetitive loss area.

Our offices hours are 8:00a.m. to 5:00p.m., Monday through Friday. You can contact me at 785-251-5410 or by email at [email protected]. You may also scan afid email your answers to the aforementioned address, ifyou choose to.

If you have any questions, do not hesitate to contact me. Thank you in advance for your cooperation and response.

Barry Beagle, AICP Shawnee County Plannit1g- Director

Flood Protection Questionnaire

Shawnee County, Kansas is undertaking an effort to reduce problems in repetitively flooded areas. As a property owner within a repetitive loss area, your input is needed to identify the type and extent of flood damage and risk associated with your property. Your responses will aid Shawnee County in formulating possible solutions to minimize flood risk. Please take a moment to fill out the survey and return to the Shawnee County Planning Department at 1515 NW Saline Street, Suite 102, Topeka, Kansas, 66618 by Friday, April17, 2015. You may also fax the questionnaire to 785-251-4939 or email to [email protected]. THANK YOU FOR YOUR CONSIDERATION I

Property Address:------------

1. In what year did you move into your home? 7. What was the longest time the water stayed up in the house? hours or days

2. What type of foundation does your home have? 8. What is the source of flooding? (Check all that

D Slab apply)

D Crawlspace 0 Stream or other source of riverine flooding D Basement D Site is flat or drains poorly D Ot.her: 0 Natural drainage- exceptionally heavy

3. Where is electrical/mechanical equipment precipitation overwhelmed drainage system

located? D Drainage system- undersized culvert or inadequate drainage feature downstream

D Crawlspace/under elevated floor What areas flooded? D Inside- in basement 9.

D Inside- on first floor D Water over l 5t floor- flood level higher than 0 Inside- on second floor floor level D Outside- at/close to grade 0 Water over 1st floor- building is on slab D Outside -lower than first floor close to grade D Outside- at or higher that first floor D Water below 1st floor- water in crawlspace

4. Where is duct work located? 0 Water below 1st floor- water in enclosed area below elevated floor

D Crawlspace/under elevated floor D Water in areas below grade- building is a bi-D Inside- in basement level, split level or has finished areas below D Inside- one second floor grade D Outside- at/close to grade D Water in areas below grade- building has D Outside -lower than first floor basement with below grade window walls or D Outside- at or higher than first floor stairwell

5. Does your property experience flooding? (Check 0 Water in areas below grade- building has

all that apply) basement, no obvious entry point for water D Damage to items outside the structure-

D Yard only likely damage to deck, bulkhead, etc. D Damp basement only D Damage to items outside the structure-D Water in basement that drains naturally with outside A/C unit is low

pump D Damage to items outside the structure-D Flooded with damage and insurance claim storage tanks present

6. In what years did it flood? 10. Have you installed any of the following flood protection measures on your property?

Shawnee County Planning Department 1515 NW Saline St., Suite 102 • Topeka, KS 66618 • 785-251-5410 • 785-251-4939 Fax

0 Moved utilities/contents to a higher level 0 Regraded yard to keep water away from

building 0 Installed drains or pipes to improve drainage 0 Sandbagged when water threatened 0 Elevated all or parts of the building 0 Waterproofed the outside walls 0 Built a barrier (such as a floodwall or levee)

to keep water away

0 Other:-------------

11. Did any of these measures work? 0 Yes 0 No

If yes, which ones?---------If not, do you know why7 --------

12. Do you have flood insurance? 0 Yes 0 No

13. Do you want information on protecting your home from flooding? 0 Yes 0 No

Shawnee County Planning Department 1515 NW Saline St., Suite 102 • Topeka, KS 66618 • 785-251-5410 • 785-251-4939 Fax

CRS Activity 510

Progress Report on Implementation of Credited Plan

Date this Report was Prepared: 3/12/18

Name of Community: Shawnee County

Name of Plan: Shawnee County Floodplain Management Regulations by Shawnee

County Resolution No. 2011-145

Date of Adoption of Plan: September 141h 2011

5 Year CRS Expiration Date: 2020

1. How can a copy of the original plan or area analysis report be obtained:

• County Planning Department, 1515 NW Saline Street, Ste 102, Topeka KS 66618 (785) 251-5410

2. Describe how this evaluation report was prepared and how it was submitted to the governing body, released to the media, and made available to the public:

The NW 861h Street Repetitive Loss Area Analysis (RLAA) Report was prepared by the Shawnee

County Planning Department in accordance with the CRS Coordinator's Manual and approved by the Shawnee County Board of Commissioners on November 2, 2015, with the adoption of Resolution No. 2015-91. The report impacts but one property. A letter is sent annually to the one repetitive loss property owner along with the RLAA report. The report is available to the public upon request.

3. Provide a description of the implementation of each recommendation or action item in the action plan or area analysis report, including a statement on how the project was implemented or not implemented during the previous year:

The RLAA contains an array of options that the property owner may take to mitigate flooding conditions associated with their property. Mitigation techniques addressed by the report include property protection measures, drainage improvements, wet-floodproofing, dry-floodproofing, elevation, demolition and relocation, barriers, and, protecting service equipment. By providing the RLAA report to the property owner, it is hoped that they would seek to employ one of the identified mitigation techniques to minimize the possibility of flood loss.

4. Discuss why any objectives were not reached or why implementation is behind schedule:

• The implementation of any of the identified mitigation techniques is purely at the discretion of the property owner.

5. What are the recommendations for new projects or revised recommendations?

• None.

Shawnee 1 ~ounty ''\, , f; P.arKs+ -! recreation March 12, 2018

TO:

FROM:

RE:

Board of Commissioners

Shawnee County ~ John E. Knight, Director Parks + Recreation

Agreements for Treatment ofNoxious Weeds Greenspaces/Land- Noxious Weeds

G I Jl

Purpose: Board of Commissioners authorization and execution of the attached agreements for treatment of noxious weeds with the Mission Township, Tri-County Drainage District, Auburn Township, Silver Lake Township, Kaw River Drainage District and the Kansas Department of Transportation Bureau of Maintenance is requested. Shawnee County Noxious Weeds will invoice contracting parties based on the rates specified for services in each agreement.

Justification: The contracted parties who desire to have the County treat portions of its property known to have noxious weed infestations, agree to provide Shawnee County Noxious Weeds with maps, keys (if necessary) and access to all property wherein the County is to treat areas. The agreements have a minimum target cost recovery rate of 1 00% for performance of services which means that the pricing detailed are true costs and recoverable. All invoices for treatment shall include chemicals used, dye furnished, inspections and treatment of noxious weeds, equipment and labor if any is utilized to perform such services.

JEK/blt JW Attachment( s)

parks.snco.us

• ,, , j ' • ·' • : ' , • • 3137 SE 29th Street • Topeka, KS 66605 • (785) 251-2600

., ·. '),

KANSAS DEPARTMENT OF TRANSPORTATION BUREAU Ol MAINTENANCE

COUNTY AGREEMENT TO TREAT NOXIOUS WEEDS . .,.._

This oanemantmado anlent•red lnto lhlt L tla,y of _t..f...::«:-~1!>:::;..,. ___ , 20 I '8 • by Gild between the

Boanl ofCounl)r Collll11ilrlonem of · Counly,lterelmt.ftcr referred to as CoWlty, md th~KanJas Seorottuy ofTdlll· pottatlon, herolaaftcr rcfelrcd lo IS Secretary. Tltl! Kansas Dl!pftrimcnt ofTransporlaUon ltcrelnafter Is rcfell'od to IS KDOT.

WHBREAS, Tho Kansas Leslslaturc IJas declared certain weeds to be NoxloliS Weeds (seo Konsos Noxlo11S Weed Lnw), 111d

WHBRIAS, Tile County deslrca to lrcat noxioua weed infc&tcd areas on Stale Highway Rlsllts-of-Way within •aid CoWll)' and tho KDOT desires to retain the County to spray and tteai such are~, and

. WBKRitAS, Tho Secretary and County qrcc to enter into a porfonnanco Ggtcoment, whcro In the County tball bOat all noxious weed$ on S1ato Hlsllway rfahiJ·of-way In tho County. A condldon oftlto 1\dtlllrpent of tho aifCOmcntraqulrcc that floalmcnt by' tho County will provide IIIJilstactoty control oftht noxlo)IS weeds. Satlslilctoty pad"onnllll® !s defined as prcvcntin,s the praduoUon ofvlablc seed endlor . dcslroylng .lho plMt'a ability to n:pioducc by vesetatlvc means.

l.

2.

3.

4.

5.

cS.

NOW, THIREJ.lODE, in COJIIIderatlon oflhe premises, the parties llerclo agree as followa:

Tl1c coun" wlll n~ th11 KDOT Dls!rlol Bnainccr or the authorized represcllloUvc, prior to t11oh tn:atment on hlglnvay risht·of· way, of tho sobeduled time 1111d locatioil of suob treatment.

Tl111 Couoty apraylag operation mi\Y Include a dye In tlte chemical mlxturo to Ill ow e111y Identification ot IU'elll treated.

A reproscnllltlvo of the ICDOT 1hall make periodic :lleld lns,POoliOJIJ to obcok treated aroat. A flllld los and n:cord will blllllalnlalnod by tho ICDOT lndlcatlna dates IIDitod aad illlpootcd,locatlon and alzc of areas, f;ypo of noxious weeds, apparc11t atrcot oftroallllont and othor pcrtlncat collllllOllts. Approval by tho KDOT n:prcscnlldvo shaD be required before 1l1o CouniY wiU bo paid for treatment.

Solledule of Cost: The County sball provide all chomlools (lnoiud05 hcrblcldoa, surfnclants and drift control materials u n:qulrccl), dye, labor and equipment eo II'OIIt noxious weeds. Chemicals and dye are to he provided at the County's cost, Labor and equipment coats arc 115 follows:

LABOlt OOST

~ 2?.cto /hr.opcf!llor

/hr. operator

COST

' 1/D .00 /hr.

•BQ~

Lb;l./ vt.hicle .f /if ltTV wifk g.fo~ik~~ -rvgdpf lA> i+h 6\. ~eJ ~f~ Ut\,rt

*Spsaying equipment will haw cab mounted 11ashlng (or rotating) 1afety lishts

Bllllns 1111d P~W~~~IIIt: Tho Coullty shallaubmlt to tho KDOT District Bnglncor an Itemized IJIU tbr wholesale ooslof.ohCilllcals and dye furllitllecl, pl111 actual cost otnatlas nDlCious weeds •ascd on aquipmant reatal1111d Jailor C0J11 for areas of allltlfllol!lry podbnn-. Upon rocclpt of proper billing and fllllllapproval, p~111ttbr ln:atlnJ noxious weeds wiD 11o mado to lht Couoty by tlJCICDOT.

Record ofWOJk: The COWlty reprcsealativo doing tho work 111111:

Record atzo.loollttonllld f3'pc of noxious weed areas tmtcd. Rlleord amount and kind ofilllllllllctA applied on each lfOL

Reoord ciat• oh11111laal1 wm appllocl. Maintain ReportofNoxlolll Weed Tn:atment DOT FORM NO. 322-A. whlohshalllt• aubmlttr:d to tho xnor wltbla 1 to 2 weeki after tlllllmanl Maintain rcconla until all allllms !lie )HIId, but in 110 caselcs•lhan lhotlllllo YCIII' atatlltory time, Mako all rocordl avllllabldor KDOT audit, when eo requested by KDOT.

DOT Fonn 0322 Rev.HI8

..

1. Cltomlcals, approved for use on highway rlgbt·of·WI\Y arc listed below.

CHEMICAL

2, 4·D (amino or ostor} (a) ~U!atc(b> Sulfolllflluron (o) Plcloram Olloaulf\uon

~'1K:'ron Methyl TrloloJiyr (d) Plullalbp P butyl + Fcnoxlprop lmwplo(o} Qulnolorao {f) Sulfosutftuon (g) Amlnopyralld (h)

TRA'i>BNAMB

numoroua numerous DUIDIIfOUI Oust Tordon Tolar j:enal/Habltnt

o:Y~ Fusion Plait au Parji(I\DUDIIDrlvo Outrider MUestono

i May be used alone or In combination willi othar herbloldu (Round-up) ~ottrolltincnt only Serlcca lospodcza . • Do not uso \Yhoro cool season grasses are the desired species Fall bindweed control ·

J JfiiSJW,td\M fA~:JoauJsfiDt'ecutive seasons

Titoro may bo other trade names for the horblcldos listed.

RATB OF APPLICATION <metric)

1 to 2Jb. Bqulv./aoro (l.lto 2.2 kllllll) 1 liZ lb. EqulvJaCtO (1.7kg/ha} 3 to S lb.1lqulvJaoro (3.8to 5,& kJiba) 3 to ti ouneOr/aon: (.21 to .42 Jcslha) rato depends upon weetllpceles Ill to 1 oz./aero (0.035 to 0.070 ka/ha) l/4lb. Aollvtlaoro (0.28 kf/ha) rate clepcncls upon weed IJI!=Oios J/4to 1/llbJaoro (0,28 to 0.56 kJII!a) 7 to 9 fl. oz. per acre (83.810 107.75 mtlha) rate dcpellcls upon weed spcoleo rate depends upon wcedspeolos and dulrablo Jl'll!ll spoolos rate dapands upon desirable arass 1pecles rate depends upon weellspceles

8. Cltcmlcils shall be miXed and applied as rcc:ommo~dcd by tho manufacturer and fn occordancc wHh approved methods contained In

dto "Official Roplalions" lssu~ by Ute Kansas Department of AsrJcutturc.

9. Tho CoWllY a&Res to provide Ibis sarvlca In a workmanllko mBMtr,to 1!e In atrictoonfonniDet wll11 thel1111rUotlon.s tbrbiDdllnalllltloppl,)'ins noxious weed ciJemloals and to bo rcaponslblo founy ncaliiOJil aots or omlalons thai may occur In the perf'ormance thell!of.

10. This a&fOOmentlhaU tcnnloatc Dccombor 31st o!thls year, oxcopt records shaU bo mnlnlafnod In accordaneo wldt Section Six above. Tennloatlon may be sooner by a ten day written noUcc ft'om olthor pulf to the othor.lt Is agreed A~rther that this contract c1111 bo rci!Dwcd lbr three coillccutlve years at the option of tho SecrelarY upon a30-di\Y written notice to tho contractor prior to Decombor 31st of the currcnlycu. The contractor and the Scorotaiy aareo that all tcrms of lito ront~wal wUI remain tlto IGmO unless oltltor party dotonillnes that the price of tho cltomlci!s should be rc-ncgotlaled.

This apment Is ofliolully adopted by tlto Boiii'CI of County CoDl!Dbslonars and roc:ordcd In tho omolal records of tho prooeodinss of said Board.

In witness whereof tile parties have CAUSed tltia Ati!CCmcnt to bo oxcou!ld by their duly a\lthorlz.ed officers or raprosontatlVDI.

SBCRBTARV OF TRANSPORTATION niB BOARD OF COUNTYCOMMISSIONBRS

.. ~sf-·-;; Dlslriot BnJinccr

DOT Form 0822

Rev.1-IIG

Rev. o912on ATTACHMENT TO

SHAWNEE COUNTY CONTRACT C. ___ _

CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree th~t the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being dated the ___ day of ---------' 20_.

I. TERM§ HEREIN CONTROLLING PROVISIONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A., to the exclusion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and construed according to the laws ofthe State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, County may terminate this agreement at the end of its current fiscal year. County agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its current fiscal year. In the event this agreement is terminated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DisCLAIMER OF LIABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnifY any contractor for any liability whatsoever.

5. ANTI-DISCRIM1NATION CLAUSE. The contractor agrees: (a) to comply with-the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) an(! the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and ~he applicable provisions of the Americans With Disabilities Aet (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of(c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract; (f) if the contracting agency determines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (l!) if (e) or (f) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a contractor who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fisClll year.

6. ACCEPTANCE OF CONTRACT. This contract shall not be considered accepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed by the Board of County Commissioners ofthe County of Shawnee, Kansas.

7. ARBITRATION, DAMAGES. WARRANTIES· Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modifY, disclaim or otherwise attempt to limit implied warranties of merchantability and fi~css for a particular pu!Jlose.

8. REPRESEN'fATIVE'S AWHORITY To CONTRACT. By signing this document, the representative of the contractor thereby represents that such person is ~uly aythorizcd by the contractor to execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisio?s thereof.

9. REsPONSmiLITY FoR TAXE§. The County shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. fNsyRANCE. The County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of any loss or damage to any personal property to which vendor or lessor holds title.

VENDORICO,N~On ~ . ~--·

13~

/J5r fifA-TP-1 e:;-AAj;flJGG/L Title:

Date:

BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS

Kevin J. Cook, Chair

Date:

ATTEST:

Cynthia A. Beck, Shawnee County Clerk

SHAWNEE COUNTY CONTRACT NO. C. \.0 \.- d..O\ ~

NOXIOUS WEED TREATMENT AGREEMENT

THIS AGREEMENT is entered into this day of 2018, by and between The Board of County Commissioners of the County of Shawnee, Kansas, hereinafter refened to as "County," and the Auburn Township Board, hereinafter refened to as "Township."

WHEREAS, Shawnee County Weed Department hereinafter refened to as the "Department" shall be the County department accountable for performing said duties on behalf of the County; and

WHEREAS, the Kansas legislature has declared ce1tain weeds to be "Noxious Weeds" pursuant to K.S.A. 2-1314 et seq.; and

WHEREAS, the County has the means and capability to treat noxious weed infested areas, and the Township is desirous of having the County treat those pmtions of its property known to occasionally have noxious weed infestations; and

NOW, THEREFORE, in consideration of the mutual considerations indicated, the County and the Township agree as follows:

1. The District shall supply the Department with maps, keys (if necessary) and access to all Township prope1ty wherein the County is to treat noxious weeds.

2. The Department shall treat noxious weeds on Township property by preventing the production of viable seed and/or destroying the ability of plants to reproduce by vegetative means.

3. The Depattment shall spot treat all noxious weed infestations on Township property thl·oughout the growing season.

4. This fall or early spring the Department shall solid spray 1/3 of the Townships road right-of-way as a preventive for Musk Thistle, Field Bindweed, and broadleaves.

5. Upon Township request the Department may treat existing brush and other invasive weeds on Township property at the County's hourly rate.

6. The County shall bill the Township upon approval of the contract. Payment by the Township shall be due upon receipt of the statement from the County.

a. Labor, equipment, and chemical costs shall be billed at the following rate:

$22.00 PER TOWNSHIP ROAD MILE

r I l

I

I

7. In carrying out its services pursuant to this agreement, the Department shall mix and apply all chemicals as recommended by the manufacturer and in accordance with approved methods contained in the "Official Regulations" issued by the Kansas State Board of Agriculture.

8. The Department representative perfonning the work shall:

ll· Record size, location and type of noxious weed areas treated. b. Record amount and kind of chemical applied on each area. c. Record date(s) chemicals were applied. d. Record labor and equipment time spent on each area. e. Maintain records no less than the three year period statutorily

required. f. Make all records of work perf01med pursuant to this agreement

available for audit by the Township upon the Township's request.

9. The Depmtment shall perfmm all services pursuant to this agreement in a workmanlike manner.

TERM. This Agreement shall be effective fmrn the date above until December 31, 2018. Either patty may terminate this agreement sooner by providing 30 days advance written notice to the other party.

ATTEST:

Cynthia A Beck, Shawnee County Clerk

BOARD OF COMMISSIONERS SHAWNEE COUNTY, KANSAS


AUBURN TOWNSHIP BOARD

2

--·"''

i f ..

l ! ~

Rev. 09/2013 ATTACHMENT TO


CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being dated the ___ day of ___ _ 20_.

1. TERMS HEREIN CONT.ROLLING PROVISIONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the tenns of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGii.EEliiENT WITH KANSAS LAW. It is agreed by and between the undersigned that aU disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A., to the explosion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE. TO LACK OF FUNDING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-110 I et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function perfonned in this agreement and for the payment of the charges hereunder, County may terminate this agreement at the end of its current fiscal year. County agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its current fiscal year. In the event this agreement is tenninated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCLAIMER OF LIABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnifY any contractor for any liability whatsoever.

5. ANTI-DISCRJMJNATION CLAUSE. TI1e contractor agrees: (a) to co111ply with-the Kansas Act Against Discrimination (K.S.A. 44-1001 el seq.) an9 the Kansas Age Discrimination in Employment Act, (K.S.A. 44-J J 11 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, .its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 11nd K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of(c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract; (f) if the contracting agency detennines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if (e) or (f) occurs, the contract may be cancelled, tenninated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a contractor who employs fewer than four employees or whose contract with the Cotmty totals $5,000 or less during this fiscal year.

6. ACCEPTANCE OF CONTRACT. This contract shall not be considered accepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed by the Board of County Commissioners of the County of Shawnee, Kansas.

7. ARBITRATION. DAMAGES. WARRANTIES. Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the CoUnty shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modicy, disclaim or otherwise attempt to limit imp!led warranties of merchantability and fi~ness for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY TO CONTRACT. By signing this document, the representative of the contractor thereby represents that such person is quly aythorized by the contractor to execute this docurnent on behalf of the contractor and that the contractor agrees to be bound by the provisio~s thereof.

9. RESPONSIBILITY FOR TAXES. The County shall not be responsible for, nor indemnifY a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter ofthis contract.

l 0. INSURANCE. TI1e County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor sh.all this contract require the County to establish .a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of damage to any personal property to which vendor or

0~ /}/ #/?_ __ Uf/8 Date:

BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, iV\NSAS


Date:

ATTEST:


SHAWNEECOUNTYCONTRACTNO. Q....\Od_-.;}Q\ ~

NOXIOUS WEED TREATMENT AGREEMENT

THIS AGREEMENT is entered into this day of , 2018, by and between The Board of County Commissioners of the County of Shawnee, Kansas, hereinafter refen-ed to as "County," and the Kaw River Drainage District, hereinafter t•efetTed to as "District."

WHEREAS, Shawnee County Weed Department hereinafter refetTed to as the "Department" shall be the County department accountable for performing said duties on behalf of the County; and

WHEREAS, the Kansas legislature has declared certain weeds to be "Noxious Weeds" pursuant to K.S.A. 2-1314 et seq.; and

WHEREAS, the County has the means and capability to treat noxious weed infested areas and the District is desirous of having the County treat those portions of its property known to occasionally have noxious weed infestations; and

NOW, THEREFORE, in consideration of the mutual considerations indicated, the County and the Distdct agree as follows:

1. The District shall supply the Department with maps, keys (if necessary) and access to all District property wherein the County is to treat noxious weeds.

2. The Department shall treat noxious weeds on District property by preventing the production of viable seed and/or destroying the ability of plants to reproduce by vegetative means. Said spraying may include a dye in the chemical mixture to allow for easy identification of treated areas.

3. The Department shall spot treat noxious weed infestations on District property throughout the growing season.

4. Upon District request the County may treat existing brush and other invasive weeds on District property.

5. The County shall invoice the Distdct on a monthly basis pursuant to an itemized statement detailing chemicals and dye furnished, wholesale or "Governmental Entity" cost of herbicides and adjuvants, plus the actual cost of inspecting for and treating noxious weeds based on equipment rental and labor costs as stated here:

a. Labor (equipment operator) $25.00/HR b. Labor (additional staff) $25.00/HR c. Equipment (truck w/ spray unit or equivalent) $35.00/HR d. Equipment (ATV w/ spray unit or equivalent) $35.00/HR e. Equipment (tractor w/ spray unit or equivalent) $40.00/HR

i . !

f. Equipment (tractor w/ mowing unit or equivalent) $40.00/HR

6. In ctU.zyjng out its services pursuant to this agteem~nt, the Department shall mix a11d apply all ch~micals as recommended by the mariufacturer and in accordance with approved methods con.tained in the "Official Regulations" issued by tile Kansas Stat~ Board of Agdcultw:e,

7. The Department tepresentative performing the work shall:

a. Record size, location and type of noxious weed areas treated. b. Record amount and kind of chemical applied on each area. c. Record date(s) chemicals were applied. d. Record labor and ~quipme.n,t time spe~t on each area. e; Maintain recotds no less than the three year p<lli_od statutorily

tequired. f. Make all records of work performed pursuant to this agt'eement

available for audit by the District upon request.

8. The Department shall perform all services pursuant to this agreement in a workmanlike manner.

9. The total costs inCU11'ed by the District shall not exceed Two Thousand Dollars and No/100 ($2,000.00) during the term of this agreement, unless the District's Board of Supervisors authorizes in wdting additional expenditures for services.

10. The District shall pay the County upon receipt of itemized invoices.

TERM. This Agreement shall be effective from the date above until December 31, 2018. Either party may terminate this agreement sooner by providing 30 days advance wr.itten notice to the Qther party.

ATTEST:

Cyntbi,a A Beck, Shawnee CoU!lty Clerk

BOARD OF COMMISSlONERS SHAWNEE C01JNTY, J(ANSAS

Kevin 1: cook, Chait

Signatute: ...,UJ~s4i~..S::~::::::=!.{,.;~

Printed Name: JDY\,{'f~4 . .J .L~ IS Chair, Board of §l.ipervisois

2


SHAWNEE COUNTY CONTRACT C'-----

CQNTRACTUAL PROVISION§ ATTACHMENT The undersigned parties agree that the following provisions arc hereby incorporated into the contract to which it is attached and made a part thereof, saicl con.tract being dated the ___ day of --~-----> 20_.

1. TERMS HEREIN CONTROLLING PROVISIONS. It is e11pressly agreed that the terms of each arul every provision in this attachment shall prevail and control over the terms ofany other conflicting provision in lilly other docunienl relating to and a part of the contract in which this attachment is incorporated.

2. AGREEA-mNT WITH KANSAS LAW. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in cmmection with or incident to this contract shall be litigated, 1f at all, in and before a Court located in the State of Kansas, U.S.A., to the e~clusio11 of the Courjs of any other states or country. All contractual agreements shail be subject to, governed by, and construed aecording to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNi>ING APPROPRIATION. Shawnee County is subject to the Kansas Cash :Basis Law,K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement aild for the payment of the charges hereunder, County ma:y terminate this agreement at the end of its current fiscal year. County agrees to give written notice of termination to contmctor at least thirty (30) days prior to the end of its current fiscal year. In the eyent this agreement is terminated pursuant to this pamgmph, County Will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the ~;ontract pursuant to this paragmph shall not cause any penalty to be charged to the County or the contractor.·

4. DISCLAIMER OF LIABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indem.Di:fY any contractor for any liability ':Vhatsaever.

5. ANTI-DiSCRIMINATION CLAUSE. The contmctor agrees: (a) .tll comply with.the Klinsas Act Against"DiscriminatioQ (K.S.A. 44-1001 et seq.) anc,l the J(llnsas Age Discrimination in Employment Act, (K.S.A. 44-llll et seq.) and ~he applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et :eq.) [ADA) and to not discriminate against aQy person because of mce, religion, color, sex, disability, national. origin or ancestry, or age ill the admission of ~;~ccess to or treatment or employment in, its programs or. activities; (b) to include in all solicitations or advertisements far employees, the phmse "equal ppportunity C!llpioyer"; (c) to c!lmply with ihe reporting requirements set out in K:S.A. 44.)031 and K.S.A. 44,11 16; (d) to include those provisions in every subcontract or piirehase order so that they .ate bindingupon such subcontractor or vendor; (e) that a failure to comply with the reponing requirements of(c) above or if !he contmctor is foUI)d guilty of any violatiOil of sue!) acts by the Kansas Human Rights Colirinission, such violation shall constitute a breach of contmct (f) ifthe contracting agency determines that the contractor haS violated applicable provisions of ADA, that violation shall constitute a br~ch of contract; (g) if (e) or (f) occurs; the contmct may be cancelled, terminated oi: suspended in whoie or in piu:t by the County; Partills to this contract understand that subsections (h) tbr!ll!gh (e) of this paragraph number 5 .are not ~;~pplicahle to a contractor :who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fiscal year.

6. AccEPTANCE OF CoNTRACT. This contract shall not be considered accepted, approved or otherwise effective until the required approvals and certifications h.ave been given and this is signed by the Board of County Commissio11ers ofthe County of Shawnee, Kansas.

7. ARBITRATION. DAMAGE§. WARRANTIES. Notwithstanding any langJiagc to the contrary, no interpretation shall be allowed to find the CountY haS agreed to binding arbitration, or the payment of damages or penalties upon the occurrenec ofa contingency. Further, the County shall not agree to pay attorney fees and late payment cha~es; and no provisions will be given effect which attempts to exclude, modi:ty, disclaim or otherwise attempt to limit implied warmnties of merchantability and fi~ess for a particular purpose.

8. REPRESENTATIVE'S AYTHORITY TO CONTRACT. By sighing this documeQt, the representative of the con~ctor thereby represents that such person is 1\uly a,9thorized by the contractor to execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisio?S thereof.

9. REsPONSmiLITY FOR TAXES. The County shall not be responsible fur, nor indeninizy a contractor for, any federal, state or local taxes which maybe imposed or levied upon the subject matter ofillis contract.

10. INsuRANCE. The County shall not be required to purchase, any insumnce against loss. or damage to any personal property to which this coQtract relates, nor shall this contract require the County to establish a "seilf-insumnce" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S,A. 610 I. et seq~). the vendor or lessor shall bear the risk of damage to any personal property to which vendor or

Ti e:

3~5/-lf Date:

BOARD OF COUNTY COMMISSIONERS . SHAWNEE COUNTY, KANSAS


Date:

ATTEST:

Cynthia A. Beck, Shavinee County Clerk

SHAWNiiECOUNIYOONIRACrNO. C. to 3 -Ol.O\ ?(

NOXIOUSWEJlD'IRFA1MI!NI' AGRI!EMENT

'11DSAGRilEMENT is entered into this day of 2018, by and between The Board of County Commissioners of the County of Shawnee, Kansas, hereinafter refen-ed to as. "County," and the Mission Township Board, hereinafter refetTed to as "Township."

WHERFAS, Shawnee County Weed Department hereinafter refetTed to as the "Department'' shall be the County department accountable for perfonning said duties on . behalf of the County; and

'WHERFAS, the Kansas legislature has declared certain ·weeds to be ''Noxious Weeds" pursuant to K.S.A. 2-1314 et seq.; and

WHERFAS, the County has the means and capability to treat noxious weed infested areas, and the Township is desirous of having the County treat those portions of its property known to occasionally have noxious weed infestations; and

NOW, 'IHilRI1KJRE, in consideration of the mutual considerations indicated, the County and the Township agree as follows:

I. The Township shall supply the Department with maps, keys (if necessary) and access to all Township property wherein the County is to treat noxious weeds.


3. The Department shall spot treat all noxious weed infestations on Township property throughout the growing season.

4. This fall or early spring the Department shall solid spray 1/3 of the Townships t·oad right-of-way as a . preventive for Musk Thistle, Field Bindweed, and broadleaves.


6. The County shall invoice the Township upon approval of the contract. Payment by the Township shall be dtie upon receipt of the statement from the County.

a. Labot·, equipment, and chemical costs shall be billed at the following rate:


,. '

7. In carrying oqt its services pursuant to this agreement, the Departme~t shflll trlix and apply all che.QI_icals .as reco:mmended by the manufacturer and in accotd_ance with apptoved methods contained in the "Official Regtilfltions~' issued by the Kansas St.tite Board of A.grictiltute. · ·

8. The Department representative performing the work shall:

a. Record size, location and type of noxious weed areas treated. b. Record amount and kind of chelilical applied on each area. c. Record tlate(s) che¢ic~1s were applied. d. Record labor and eqUipment time spent on each are~. e. Maintain records no less t1um the three year peliod statutodly

requited. f. Make all records of work per£01med pursuant to this agreement

available for audit by the Township upon the Township's request.

9. The Depat1ment shall perform all set'vices pursuant to this agreement in a workmanlike manner;

'lFRM. This A-greement shall be effective from the date above uiltil December 31, 2018. Eithet party may terminate this agreement sooner by pmviding 30 days advance written notice to the other pm.iy.

AT1.13ST:

Cynlllla A Beck, S~W11ee County Clerk

Approve~ ~s to Le¥~dity and Form: Date • _,:-:'!J ' 11

~- . .;.

BOARD OF COMMISSJONERS SHAWNEE COUNTY, KANSAS


AlWard . r

Mission Towns)lip Tntstee

2

</·" .... t•

Rev. 09/2013 ATtACHMENT TO


CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree lh!lt the following provisions .are hereby incorporated jrito the contract to which it is attached !!nd made a part thereof, said contract being dated the ___ day of '------~--" 20_.

1. TERMS :HEREIN CONTROLUNG PROVISIONS. Jt. is expressly agreed that the terms of each and every provision in this attachment shaH prevail ilrid control over the terms of any other conflicting pr(lvision in any othet document relating to .and a part of the contract. in Which this attacJ»nent is incorporated.

2. AGREEMENt Wml KtjNsAs LAW. It Js agreed by and between the undersigned that aU disputes i1nd n1iltters whatsoever arising under; in connection with or incident to this c(lntract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A., lp the exclusion of the Courts of a!J}' other Sll!tes. or country. AJI contractual agreements shall be subject to, governed by, and construed according to the laws of the State of'Kansas.

3. TERMINATION DUE TO LACK OF FUNDING AfPROPRIATION. Shawnee County is subject to the Kansas Gash Basis Law, K.S.A. 10-1101 et .seq. If, in the judgment of the Finsncial Adminisfl:ator, Audit-Finance Office, sufficient .funds arc ilCit appropriated to continue the function performed in this agreement and foi the payment of the charges hereunder, County may terminate this agreement at the end of its cuJTent fiscal year. County agrees to give written notice .of termination to COntractor at least thirty (30) days prior to the end of its current fiscal year. In the event this agreement is terminated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through .the end of such fiscal year. 'The termination of the contract pursusnt to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCJ.,AIMER OF LIABILITY. Neither the County of Shawnee nor any departnlent thereOf shall hold harmless or indemni:fy any contractor for any liability whatsoever.

5. ANTI-DISCIUMlNATION CLAU§E. The contractOr agrees: {a) to comply with. the l<ansas .Act Against Discrimination (.K,S.A. 44-1001 et .seq.) ang the Kansas Age Discrimination in Employment Act, (K.S.A. 44~ II I I et :seq.) and Ple applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discrim)nate against any person because of race, religion, .color, sex, disability, natiopal origin or sncesqy, or age in the admi_ssion of access to or treatlilcilt or employment in, its programs or activities; {b) to include in all solicitatiO!ls or advertisements for cmpiQYees, the phrase "~ual opportunity Cll!PiQYer"; (c) to comply with ttie reporting req~ments set out in. K.S.A. 44-10~1 snd KS.A, 44-1116; (d) to include those provisions in every subcontract « purclu!se order so that they are binding upon such subcontractor or vendor,; (e) that a failure .fo comply with .the reporting requirements of( c) above or Jfthe contractor iS found guil,ty of any vl01ation of soo.h acis bY the ,Kan~ Human Rights Commission, such violation shall constituie a breach of contract (f) if the ®ntracting agency determineS that the coiltractoc luis violated applicable PlllYisions Qf'ADA, that Violation shaU constitute a. breach of contract; (g) if (e) or (f) ~curs, the contract may be cancelled, ierminated er suspended in whole or in part by the County, Parties to this e<illtriiCt ttnderstsnd that subsections (b) through (e) of this paragraph !liJ!llb« 5 lire npt appllcable to a contractor who. employs fewer than four empiQYCes oc wbQIIe contraqt with the County totiils $S,OOO or less ilhring this fiscal year.

6. ACCEP'I'AN¢E OF CONTRAtr. This contrac.t Shall not be considered accepted, approved or otherwise effective until t~e required approvals and certifications have been $iven and this is signed by the Board of County Commissioners .ofthe County .o;fShawnee, Kansas.

7. ASBlTRATION. DAMAGES. WARRANJ'IES. Notwithstanding anY Isngttage to the contrary, no interpretation shall be allowed to find the County has !!greed to binding arbitration, or .tb.e payment of damages or penalties .upon tlte occurrence of !I contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modifY, disclaim 0r otherwise attempt to limit implied Wllri'anties .of mercl)antability and fi~ness for a particular purpose.

8. REPRE$ENTATIYE's AurHORITY To CONTRACT. By signing this document, the repres_entative of the contractOr thereby represents that such person is d,uly aytltorized by the contractor to exec~t\l this document .on behalf ofthe contractor and thattbe contr;~ctor agrees to b_e bound by the provisio?s thereof.

9. RESPONSIBILITY FoRT MES. The .County shall not be responsible for, nor indemnifY a contractor ;for, any federal, state or local taxes which may be impose!! or levied UpOn the subject matter ofthis contract.

10. INsURANCE. The County shall not be required to purchase, any insurance against loss or damage. to any person11l property to which this contract relates, nor shall this i:Oiltract require the County to establish a "self-insurance" fund to protect against any such loss or dam·age, Subject to the provisions of the Kansas Tort Claims Act .(K.S.A. 75-6101 et.seq.), the vendor or lessor shall ))car the risk .of any loss or damage to any personal property to which vendor oi lessor holds title.

Date:

BOARD OJi' COUNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS


Date:

ATTEST:

Cynthia A. Beek, Shawnee county Clerk

SHAWNmOOUNIYCONIRACI'NO. c \M-~\ K

NOXlOUS WEIID1RFA'IMENI' AGRilE\1ENI'

'HDSAGREE\1ENI'is entered into this 8+0 day of Mite h . 2018, by and between The Board of County Commissioners of the County of Shawnee, Kansas, hereinafter referred to as "County,'' and the Silver Lal(e Township Board, hereinafter refen·ed to as "Township."

WB.IiBFAS, Shawnee County Weed Department hereinafter referred to as the "Department" shall be the County deprutment accountable for performing said duties on behalf of the County; .and

W.HilRE'AS, the Kansas legislature has declared certain weeds to be "Noxious Weeds" pursuant to K.S.A. 2-1314 et seq.; and

WHERFAS, the County has the means and capability to treat noxious weed infested areas, and the Township is desirous of having the County treat those portions of its pt·operty known to occasionally have noxious weed infestations; and

NOW, 1IJEREFORE, in consideration of the mutual considerations indicated, the County and the Township agree as follows:

1. The Township shall supply the Department with maps, keys (if necessary) and access to all Township property wherein the County is to treat noxious weeds.


3. The Department shall spot treat all noxious weed infestations on Township property throughout the growing season.

4. This fall or early spring the Department shall solid spray 1/3 of the Townships road right-of-way as a preventive for Musk Thistle, Field Bindweed, and broadleaves.


6. The County shall invoice the Township upon approval of the contract. Payment by the Township shall be due upon receipt of the statement from the County.

a. Labor, equipment, and chemical costs shall be billed · at the following rate:


7. In canying out its services pursuant to this agreement, the Depat.1ment shall mix and apply· all chemicals as recolllttlended by the manufacturer and in accordance with ~pproved methods contained in the "Official Regulations" issued by the Kansas State Bom·d of J\.griculture.

8. The Depat.1ment representative pe1forrning the work shall:

a. Record size, location and type of noxious weed ateas treated. b. Record amount and kind of chemical applied on each area.

c. Record date(s) chemicals were app1iec1. d. Record labor and equipment time spent on each area. e. M:f:lintain records no less than the three yeat period statutorily

required. f. Make all records of work performed pursuant to this agreement

available for audit by the Township upon th¢ Township's request.

9. The Department shall petfotm all services purs'!lant to this agreement in a workmanlike manner.

1llRM. This Agreem~nt shall be effective. from the date above until December 31, 2018. Either party may terminate this agreement sooner by providing 30 days advance written notice to the other party.

ATTEST:

Cynthia A Beck, Shawnee County Clerk

:~g~~~~:6Io L~w~~ . . t;.---~

AS~n: CO, GOU Recolvcd _____ _

BOARD OF COMMISSIONERS SHAWNEE COUNTY; KANSAS


VER LAKE TOWNSHIP BOARD

2


SHAWNEE COUNTY CONTRACI' C. ___ _

CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof; said contract being dated the ___ day of _______ __, 20_.

I. TERMS HEREIN CONTROLLING PROVISIONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any ather document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A., to the exclusion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

.. 3. TERMINATION DUE TO LACK OF FUNl>ING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-llOI et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, County may tenninate this agreement at the end of its current fiscal year. County agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its current fiscal year. In the event this agreement is terminated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the contract pursuant to this paragraph shall not cause· any penalty to be charged to the County or the contractor.

4. DISCLAIMER OF LIABllJTY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnifY any contractor for any liability whatsoever.

5. ANTI-DISCRIMINATION CLAUSE. The contractor agrees: (a) to comply with. the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) an~ the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of(c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract; (f) if the contracting agency determines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if (e) or (f) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a contractor who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fiscal year.

6. ACCEPTANCE OF CQNTRACT. This contract shall not be considered accepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed by the Board of County Commissioners of the County of Shawnee, Kansas.

7. ARBITRATION, DAMAGES. WABRANTJE$. Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County bas agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modifY, disclaim or otherwise attempt to limit implied warranties of merchantability and fi~ess for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY To CONTRACI'. By signing this document, the representative of the contractor thereby represents that such person is 4uly aJlthorized by the contractor to execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisio~s thereof.

9. REsPONSmiLITY FoR TAXES. The County shall not be responsible for, nor indemnifY a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. INSUMNCE. The County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance" fund to protect against any such Joss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of any loss or damage to any personal property to which vendor or lessor holds title.

2018 Date:



Date:

ATTEST:


I

SHAWNEE COUNTY CONTRACT NO. C\oS -;h\ t'

NOXIOUS WEED TREATMENT AGREEMENT ·

Tms AGREEMENT is entered into this day of · 2018, by and between The Board of County Commissionei'S of the County of Shawnee, Kansas, hereinafter referred to as "County," and the Tri-County Drainage District, hereinafter referred to as "District."

WHEREAS, Shawnee County Weed Department hereinafter refeiTed to as the "Department" shall be the County department accountable for performing said duties on behalf of the County; and

WHEREAS, the Kansas legislature has declared cel1ain weeds to be ''Noxious Weeds" pursuant to K.S.A. 2-1314 et seq.; and

WHEREAS, the County has the means and capability to treat noxious weed infested areas and the District is desirous of having the County treat those portions of its property known to occasionally have noxious weed infestations; and

NOW, THEREFORE, in consideration of the mutual considerations indicated, the County and the District agree as follows:

1. The District shall supply the Department with maps, keys (if necessmy) and access to all District property wherein the County is to treat noxious weeds.

2. The Department shall treat noxious weeds on District property by preventing the production of viable seed and/or destroying the ability of plants to reproduce by vegetative means. Said spraying may include a dye in the chemical mixture to allow for easy identification of treated areas.

3. The Department shall spot treat noxious weed infestations on District propeliy throughout the growing season.

4. Upon District request the County may treat existing brush and other invasive weeds on District property.

5. The County shall invoice the District on a monthly basis pursuant to an itemized statement detailing chemicals and dye furnished, wholesale or "Governmental Entity" cost of herbicides and adjuvants, plus the actual cost of inspecting for and treating noxious weeds based on equipment rental and labor costs as stated here:

a. b. c. d. e.

Labor (equipment operator) Labor (additional staff) Equipment (truck w/ spray unit or equivalent) Equipment (ATV w/ spray unit or equivalent) Equipment (tractor w/ spray unit or equivalent)

$25.00/HR. $25.00/HR $35.00/HR $35.00/HR $40.00/HR

f. Equipment (tractor w/ mowing unit or equiyalent) $40.00/HR

6. In cal'l'ying out its ~~rvlces pursuant t<> t:llis agreement, the Oepartt.rlent shall mix and appiy all chemicals as recoffit.rlended by the manufacturer and in accordat:J.ce with approved methods contained in the "Official Regulations" issued by the Kansas State Board of Agriculture.

7. The Department represe11tative performing the work shall;

a. Record size, location and type of noxiou.s weed. areas treated. b. Record ani.ount and kind of chemical applied dn each area. c. Record date(s) chemicals were applied, d. Record Jabot~ and equipment time spent o:n each area, e. Maintain records no less than the three year period statutorily

required. f. Make all records of work perf01med pursuant to this agreement

available for audit by the Pistrict upon request.

8. The Department sh111l perform all services pursuant to this agreement in a workmanlike manner.

9. The total costs incurred by the District shall not exceed Seven Thousand Dollars and No/100 ($7,000.00) duting the term of this agreement, unless the District's Board of Supervisors authorizes in Writing additional expenditures for services.

10. The District shall pay the County upon receipt of itemized i:nvoices.

TERM. This Agreemen't shall be effective fi·om the date above until December 31, 2018. Either pmty may tetmillate this agreement sootier by providing 30 days advance written notice to the other party.

AT'fEST:

Cyntlrla A Beclc~ Shaw:Aee eou:nty Clerk

BOARD OF COMMISSIONERS SHAWNEE COUNTY, KANSAS

Kevin !f. Cook, Chair .

T .... ~. -G.o~~"~~~~ .A<l P.r lU.· .. CT Stgnature. -'-~~ .~· · . ·. . . . I' .· . Printed Nani.e: }/oiAIP.• /' P l'r:( If.... Chair; Board ofS~peyyisors

2

Rev. 09/2013 A"ITACH~ENTTO

SHAWNEE CO"!)NTY CONTRACT C. ___ _

CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree th~t tbe following provisions are hereby incorporated into .the contract to which itis attae~ed !llld made a part thereof, said c()ntract being dated the ___ day of --------' 20_.

l. l'JRMS liEREJN. CONTRc;jLLJNG PROVISIONS. It is expressly agreed that t~ tenns of each !llld every provision in this attachment shall prevail !llld control o.ver the terms of MY other conflicting provision in any other document relating to and a pari of the contract in which this attachment is incorporated.

2. AGREEMENT WITR KAN§As LAW. It is agreed by and between the \mdersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contractshall be litigated, if at all, in !llld before a Court located in the State Of Kansas, U.s·.A., to the exclusion of the Courts of MY other states ot count!)'. All contractual agreements shall be subject to, governed by, and constmed according to the laws of the State of Kl\nsas.

• 3. • TERMINATION . DUE TO LACK OF FUNDING APPROPRIATION~ Shawnee County is subject to the Kans!IS Cash Basis Law, R.S.A. 10-1191 et s~q. If, in thejudgment of the Financial Adm_inistrator, Audit~Finance Office, sufficient funds arc not appropriated to continue the function petforined in this. agreement and for the paymcrit of the c~aiges hereunder, County may terminate this agreement at the end of its current fiscal year. County agrees to give written.notice oftermination to contractor at .Jeast thirty (30) days piior to the end of its current fiscal year. In the event this agreement is tem!inated pursuMt to this paragraph, County Will Pll.Y to tile contractor all regular co!lfractulJI payments incurred through the end of such fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCMIMER OF IJTABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnifY any contractor for any liability whatsoever.

5. ANTI-DISCRIMINATION CLAUSE. The contractor !!grees: (a) to comply with-the .Kl\nsas Act Against Discrimination (K.S.A. 44.1001 et seq.) !Ill~ the Kansas Age Discrimination in Employment Act, (K.S.A. 44-llll _ei seq.) and ~he applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 el seq.) [ADA] a11d to not discritl1inl\te against any persO!l bCC!IUSe of race, religion, color, sex, disability, national origin or anccsti)', or age in the admission of access to or treatrrient or employment in, its programs or activities; (b) to inclUde in all solicit~J.tions or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting regiJirements set out in K.S.A. 44~1031 and K.S.A. 44-1116; (d) to inClUde those provisions in every subcontract or purchase order so that they are binding lip oil such ~!>contractor or V!)ndqr; (c) that a failure to comply with thC rcpl.liting requirements ()f (c) above or if the contractor is found guilty of atiy violation of such acts by the Kansas Hi.unan Rights Commission,. such violation shall canstituto. a breach of contract; (f) if the • conttactin~ agency. determines .I hat the contracw h~ vi91ated applicable prQvisions of APA. that violation shall constitute a breach of contract; (g) if (c) or (f) occurs, the contract niay ·be cancelled, terminated er suspended in whole or in part by tile County. Parties to this ·co!ltr!ICI understand that stib$ections (b) thi"Qugh (o) .of th~ paragraph numb.er ~ are not l!pplicablc to a contractor Who employs fewer . than · four .employees ar wh<i5e contract With th!: Cotmty totals $5,000 oi less during this fiscal year.

6. ACCEPTANCi OF CONTRACT. This contract shall not be cortsiderccl accepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed by the Board of County Commissioners ofthc County of Shawnee, Kansas.

7. AR811'RATION. DAMAGES •. WAJU!ANIIES. NotwithStanding any language to the contrary, no 'interpretation shall be allowed to fmd the C()l.lnly .has agreed to binding !lfbitration, or the piiymerit of damages or pel)lllties upon the occurrence of a contingency. FUrther, the Cou.nty shall not agree to pay attorney fees and late payment charges; and no provisibns will be given effec;t wl)ich attempts to exclude, modify; disclaim or otherwise attempt to limit implied warranties of merchantability and fi~css for ·a particular purpose.

8. REPRESENTATIVE'S AUIHORITY To CONJRACf. By signing this document, the representative ofthc coritrac~or thereby represents that sucl;l person is d,uly a,ythorized by the contractor to execute this document on behftlf of·the contractor and that the contractor agrees to be bound by the provislo~s thereof.

9. REsl'ONSmii.ITY FoR TAXEs. The County shall not be responsible fot, nor indemnify a contractor for, any federal, state or local tBX<:S which may be imp<ised or levied upon .the subject matter of this contract

10. INSYRANCE. The County shall not be required to purchase, any insurance against loss or damage to any personal property to which ·this contract relates, nor shall this contract require the County to establisb a "self-insurance" fund to protect agajnst any . such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 e/ seq.), the vendor of lessor shall bear the. risk o.f any loss or damage to any personal property to which vendor or lessor holds title.

JQf!= Diitc:

BOARD OF COUNTY COMMISSIONERS . SHAWNEE COUNTY, KANSAS .

Kevin i. Cook, Chl!ir

Date:

ATTEST:

cynthia"" Beck, Shawnee County Clerk

TRI-COUNTY DRAINAGE DISTlUCT NO. 1

P.O. BOX454

ROSSVILLE, KANSAS 66533

March 9, 2018

Shawnee County Weed Department 2044 SW Weste1n Sr. Top~ka, KS 66604

Re: Spraying contract

Dear Sir:

Please find enclosed a signed copy of spraying contract 2018 which has been signed by the Chairman of the District. Please return a signed contract to the District after it has been signed by the County ..

Sincerely Yours,

A .. :~~-~ Dennis G. Hall, Attorney for Tri County Drainage Dist. telephone 785-584-6164

Shawnee County

Sheriff's Office Sheriff Herman T. Jones Law Enforcement Center

320 S. KANSAS, SUITE 200 TOPEKA, KANSAS 66603-3641

785-251-2200

MEMORANDUM

March 16, 2018

To: Shawnee County Commission

From: Sheriff Herman T. Jones

Re: Purchase of Ballistic Body Armor

We are replacing 27 ballistic Safariland body armor panels and vests for an estimated cost of $30,050.73. These vests expire in May of 2018. The new Safariland ballistic body armor and vests will be purchased from Baysinger's Police Supply from 2017 budgeted funds.

Please put this on the March 26th, 2018 consent agenda

If you have any questions please let me know.

Sincerely,

Herman T. Jones, Sheriff, Shawnee

, ..

THANKS FOR SHOPPING AS A MEMBER OF

SHAWNEE COUNTY SHERIFF

[email protected] J (/crm/my~accounLdetail~ ~ (/new~store/view~

Available Bal ($O.OO) {/crm/my_allowance_balance/) ( My Dashboard } (/crm/dashboardl)

VIEW ORDER: 1012915

CUSTOMER INFORMATION

Name: Anderson, Glenda (Email: [email protected])

Employee Number:

Dept: SHAWNEE COUNTY SHERIFF

Radio:

Years of Service: 16 years 11 months

Shipping Address

Attn: Scott Askew

320 S Kansas, Ste 200

ZIP Code: 66603

KS, U.S.A

ORDER SUMMARY

PO#

Date

Rank: Office Specialist Ill

Certification:

Location:

Division: Services

Payment Method

$29807.73 (Department Pay)

Default PO#

2017-10-16

https://www.baysingers.com/new_store/order/view/9DF1D39C66964282947598659663B ... 12/29/2017

..

ltem(s)

Subtotal

Tax

Shipping

Total

[ __ _ Request "Put Order on Hold"

(/new_store/order/request-put-hold/8974/)

SPECIAL INSTRUCTIONS

ORDER DETAILS

PART

NUMBER PRODUCT QTY PRICE TOTAL

SBA-SX02- Safariland Armor 27 $805.00 $21,735.00 Armor2-IIIA 2.0 SX Level lilA

Ballistics

SBA-M1 Safariland Armor 27 $75.00 $2,025.00 2.0 M1 Concealable

Carrier

SBA-NAVY- Safariland Body 27 $12.00 $324.00 10-BLANK- Armor Large Navy LG Blank 10 Panel

135

$29,807.73

$0.00

Gr.-f,.tS.4·pPi ... 5 • #2. ~o:!....

~~Sp ~

~ !J?o,",..1.13

___ j~

SCHEDULED

COMPLETION STATUS DATE

27 of 27- 2017-12-15

Ordered

27 of 27- 2017-12-15

Ordered

27 of 27- 2017-12-15

Ordered

https://www.baysingers.com/new_store/order/view/9DF1D39C66964282947598659663B. .. 12/29/2017

rage J or 4

PART SCHEDULED

COMPLETION NUMBER PRODUCT QTY PRICE TOTAL STATUS DATE

SBA-NAVY- Safariland Body 27 $12.00 $324.00 27 of 27- 2017-12-15 ID-BLANK- Armor Small Navy Ordered SM Blank ID Panel

SBA-U1- Safariland Armor 27 $199.99 $5,399.73 27 of 27- 2017-12-15 Pockets 2.0 U1 Shirt Carrier Ordered

w/ Pockets

ORDER HISTORY

No. PART NUMBER PRODUCT ACTION QTY DATE

SBA-SX02-Armor2- Safariland Armor 2.0 SX Level lilA Ordered 27 Oct. 17, 2017, IliA Ballistics

2:43a.m.

2 SBA-M1-Navy Safariland Armor 2.0 M1 Ordered 27 Oct. 17, 2017, Concealable Carrier 2:43a.m.

3 SBA-NAVY-10- Safariland Body Armor Large Navy BLANK-LG Blank ID Panel

Ordered 27 Oct. 17, 2017,

2:43a.m.

4 SBA-NAVY-10- Safariland Body Armor Small Navy Ordered 27 Oct. 17, 2017, BLANK-SM Blank ID Panel 2:43a.m.

5 SBA-U1-Pockets- Safariland Armor 2.0 U1 Shirt Ordered 27 Oct. 17, 2017, SID E-NVY Carrier w/ Pockets 2:43a.m.

CONTACT US TOLL FREE 800.634.1944

COMPANY INFO

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Shawnee County

Office of the County Counselor

JAMES M. CROWL County Counselor

MEMORANDUM

TO: Board of Shawnee County Commissioners

FROM: James M. Crowl, Shawnee County Counselor


Shawnee County Courthouse 200 SE ih Street, Ste. 1 00

Topeka, Kansas 66603-3932 Office: (785) 251-4042

Fax: (785) 251-4902 Email: [email protected]

RE: Request for Qualifications, Geotechnical Consulting and Testing Services for Kansas Expocentre Renovation Project

Please place this item on the Monday, March 26, 2018 Commission Agenda for consideration.

Please find attached the Request for Qualifications (RFQ) for geotechnical firms to provide consulting and testing services for the Kansas Expocentre Renovation Project. The general scope of work (Section 2.1) will include exploration services, geotechnical reporting and recommendations, sampling and testing, and rock probing.

I thank you for your attention to this matter. If you have any additional questions or concerns please feel free to contact me.

JMC/mlb

Attachment

c: Ms. Betty Greiner, Director, Administrative Services Mr. Kellan Seitz, General Manager, Kansas Expocentre Mr. Charles Smith, HTK Architects

REQUESTFORPROPOSALSFOR KANSAS EXPOCENTRE RENOVATION GEOTECHNICAL SERVICES

SUBMIT PROPOSAL TO

SHAWNEE COUNTY COURTHOUSE 200 SE 7th Street, Room 100

Topeka, Kansas 66603

PROPOSAL NO. 014-2018 VENDOR~--------------

DATE MAILED 03-26-2018 ADDRESS ______________ __

CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

I. INTRODUCTION AND PROJECT SUMMARY

The Kansas Expocentre is located on 88 acres in the heart of Topeka, Kansas. There are seven buildings on the property that host many different events including concerts, family shows, equestrian events, trade shows, weddings, and corporate events. Landon Arena is a 7, 777 seat, 22,400 square foot multipurpose arena and attached to a 44,500 square foot Exhibition Hall. Domer Arena is the Equestrian space that has three attached areas for its competitions, exercise area and 250 stalls sized at 135,000 square feet. Heritage Hall, 7,200 square feet, and Agricultural Hall, 20,000 square feet, are multipurpose community event spaces. Shawnee County is the owner of the Kansas Expocentre and Spectra by Comcast Spectacor (hereinafter referred to as "Spectra") manages the facilities pursuant to a management contract.

The Board of County Commissioners of Shawnee County, Kansas (hereinafter referred to as "Shawnee County" or the "County") plans to make renovations and significant site and building improvements at the Expocentre (hereinafter referred to as the "Project") Project funding has been appropriated as a result of a Y2 cent sales tax initiative which began in January of 2017. Shawnee County authorized the sale of Bonds to allow the Project to be designed and constructed within approximately three (3) years after beginning sometime in 2018. Likewise, Shawnee County has approved a Master Plan that was developed by the Project design team led by HTK Architects of Topeka. Schematic design is currently getting underway with the design team.

The Project will generally consist of approximately thirty million dollars in construction to renovate and make improvements at the current Expocentre. The Master Plan can be found at:

http://www .snco. us/ commission/ document/ expo masterplan presentation. pdf.

The Master Plan provides a framework and outline of Project elements and includes site work, parking expansions and renovations, building expansions and renovations. During schematic design the final location and scale of the building expansions will be explored. A diagram of the probable locations that will be explored is provided with this document.

Shawnee County is seeking well qualified geotechnical and testing firms to submit proposals to provide geotechnical consulting and testing services for the Project. The firm selected will provide services as directed and requested by the County.

1


SUBMIT PROPOSAL TO

SHAWNEE COUNTY COURTHOUSE 200 SE ih Street, Room 1 00


PROPOSAL NO. 014-2018 VENDOR. ______________ __


CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

This will be an open service contract specifically for the Project. Service calls will be placed as needed by phone and/or purchase orders throughout the contract period as needs are determined. A contract will signed by the successful firm and the County allowing authorized County departmental personnel and the design and construction team to order actual services as they are required.

II. SCOPE OF WORK

2.1 Scope of the Work: Shawnee County is seeking the services of a well qualified geotechnical firm to assist the County with renovations to the Kansas Expocentre_located in Topeka, Kansas. The scope of work includes but is not limited to the following:

2.1.1 Exploration Services; sampling and testing of soil including subsurface exploration.

2.1.2 Geotechnical Reporting and Recommendations for Site preparation for Buildings and Paving, Design recommendations for Foundation, Earth Retention, and paving sections.

2.1.3 Sampling and testing of construction materials; including but not limited to: Portland Cement Concrete, Hot Mix Asphalt, Structural Steel connections, masonry, reinforcing steel, sub grade and base material, etc.

2.1.4 Rock probing.

2.1.5 Provide written reports.

2 .1. 6 Other geotechnical services for the project as deemed necessary by the County.

2

----------------


SUBMIT PROPOSAL TO



PROPOSAL NO.

DATE MAILED

CLOSING 2:00P.M.

014-2018

03-26-2018

04-09-2018

VENDOR _______ __

ADDRESS ---------PHONE ________ _

III. PROPOSALS

3.1 Contents Of Proposal: The selection of the firm to complete the work will be made from the information provided. Proposals shall include the following elements in the order in which they appear in this document. This is required to enable the County to make an equitable comparison. A firm's failure to present its submittal in this manner may result in less consideration and lower rating scores. Proposals should include the following:

3 .1.1 Cover letter (please include RFP number and project name)

3.1.2 Title Page and Table of Contents

3.1.3 Project understanding and approach (2 pages maximum). Provide a description of your firm's approach to the project.

3.1.4 References. List a minimum of three (3) references for which geotechnical and testing services have been provided in the past three years including:

• General description of services provided • Date(s) services were provided • Name, address, and telephone number of contact person

3 .1. 5 Staffing Information.

• Provide resumes ofstaffthat would be assigned to work on the Project and their responsibilities.

• Provide an organizational chart for your firm.

3.1.6 Fees. Provide anticipated fees and project rates for the following services. Rates and fees shall include all field, laboratory, engineering, administration, insurance, bonding, labor, mileage, equipment and material required to perform the work required.

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SUBMIT PROPOSAL TO

SHAWNEE COUNTY COURTHOUSE 200 SE ih Street, Room 100




CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

• Subsurface Explorations and Soil sampling and testing for project engineering and recommendations.

1. ( 6) preliminary borings to guide the schematic design process 2. (6) additional borings of final building site locations for final Project

design recommendations

• Design Consultation and Recommendations

1. Preliminary Project consulting utilizing expertise and knowledge of the site and use of existing information from previous projects

2. Schematic reporting and design recommendations 3. Final Project reporting and design recommendations of authorized

project

• Construction Services

1. Provide rate and fee schedules for all standard materials sampling and testing service

2. Provide rate and fee schedules for deep foundation verifications services 3. Material compressive strength testing, concrete and masonry 4. Structural steel connection sampling and testing 5. Sampling inspections for reinforcing steel material & placement m

concrete and masonry 6. Excavation activities and material sampling and testing 7. Rock probing, sampling and testing 8. Provide written report oftest results

3.1.7 Firm Response Times. The Project requires that the Geo-Technical firm timely report to the Project site with qualified personnel and proper equipment to test conditions for various construction types and materials. State the minimum advance notice time required to schedule testing services and the amount of time needed to submit a written report of the test results to the County for the above proposed services.

4


SUBMIT PROPOSAL TO



PROPOSAL NO. 014-2018

DATE MAILED 03-26-2018

VENDOR~-------------

ADDRESS ------------------CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

3.1.8 Other Information. Include any other items that your firm wishes the County to consider in evaluating your firm's qualifications.

3 .1.9 Attach signed copies of the Equal Employment Opportunity Agreement and Shawnee County Contractual Provisions Attachment and

3.2 Deadline for Submission of Proposals: Six (6) copies of the proposal shall be received not later than 2:00 PM, Central Standard or Daylight Savings Time, whichever is in effect, on April 9, 2018, addressed as follows:

Shawnee County ATTN: James Crowl

200 SE 7th Street, Rm 100 Topeka, KS 66603

Phone 785.251.4042 [email protected]

Proposals received prior to the closing date shall be kept secured and sealed until closing. Shawnee County shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the closing date because it was not properly identified on the outside of the envelope or container. Late proposals will be retained unopened in the file and will not receive consideration.

3.3 Inquiries regarding this RFQ: All inquiries requesting clarification of the Request to be addressed in writing to Shawnee County (FAX 785 .251.4902) (email: [email protected]) prior to 2:00 PM on April 2, 2018. E-mail is the preferred method. Impromptu questions will be permitted and spontaneous unofficial answers provided, however the firm should clearly understand that the only official answer or position of Shawnee County will be in writing in an email and will be sent to all firms responding to the Request. Failure to properly notify Shawnee County via email or fax of any conflicts or ambiguities in the Request may result in items being resolved in the best interest of Shawnee County. Any modification to this Request as a result of any written answers to written questions, shall be made in writing by addendum and email/mailed to all firms who received the original request from the County. Only written communications are binding.

5


SUBMIT PROPOSAL TO




DATE MAILED 03-26-2018 ADDRESS. ______________ __

CLOSING 2:00P.M. 04-09-2018 PHONE. ________________ _

3.4 Signature of Proposals: Each proposal shall give the complete mailing address of the firm and be signed by an authorized representative by original signature with his or her name and legal title typed below the signature line. Each proposal shall include the firm's Federal Employer's Identification Number.

3.5 Acknowledgment of Addenda: All firms shall acknowledge receipt of any addenda to this Request. Failure to acknowledge receipt of any addenda may render the proposal to be non-responsive. Changes to this Request shall be issued only by the County in writing.

3.6 Withdrawal of Proposals: A proposal may be withdrawn on written request from the firm to the County via email or fax prior to the closing date.

3.7 Proposal Disclosures: At the time of closing, only the names of those who submitted proposals shall be made public information. Interested firms or their representatives may be present at the opening of the proposals at the following location:

Shawnee County Commission Office 200 SE 7th Street, Room B 11 Topeka, KS 66603

3.8 Evaluation of Proposals: The County's Selection Committee will review the proposals and the firm(s) to be interviewed, if required, will be notified. The Committee may interview some or all of the firms submitting a proposal. The Committee shall recommend a preferred firm to the Board of County Commissioners who shall make the ultimate decision. Firms not selected to move forward in the process or be interviewed, will also be notified.

Each firm's proposal will be considered in the best interest of the County as determined by the Selection Committee or their designees with technical assistance from the design team. Consideration will focus upon but is not limited to:

• Qualifications. The County will rate each proposal based upon each firm's ability to provide the services as required in this RFP.

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SUBMIT PROPOSAL TO



PROPOSAL NO. 014-2018 VENDOR ------------------DATE MAILED 03-26-2018 ADDRESS ______________ __

CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

• Experience. The County will rate each proposal based upon each firm's skill and experience in completing projects of a similar size and scope, preferably for a public entity.

• Responsiveness. The County will rate each firm's response times that will provide adequate service and attention to the Project. Consideration will be given to the firm's overall work commitment to other projects which could delay performance.

• Overall Response. The County will rate each firm's overall response to this Request.

• Costs. The County will rate each firm's costs for providing the work necessary to complete the project.

3.9 Timeline: The following dates are provided for informational purposes only and are subject to change without notice.

Event Date RFQ Issuance March 26, 2018 Questions from vendors due on or before 2:00 PM (CST) April 2, 2018 Proposals submitted on or before 2:00PM (CST) April9, 2018 Review of proposals April9-ll, 2018 County Commission approval anticipated Aprill6, 2018 Preliminary Consulting (Existing Information and Knowledge) Aprill6-18, 2018 Schematic Design Borings and Recommendations May 14,2018 Final Project Location Borings and Recommendations July 16, 2018 Construction Services As needed

IV. CONDITIONS TO PROPOSALS/CONTRACT REQUIREMENTS

4.1 By submitting a proposal, each firm agrees to the following conditions:

4.1.1 The County anticipates entering into a contract with the firm who submits the proposal judged by the County to be most advantageous. Firms understand and

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SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE ________________ __

agree that that this RFP does not constitute an offer or a contract with the firm. An official contract or agreement is not binding until proposals are reviewed and accepted by the Selection Committee and a formal contract is executed by the firm and the Board of County Commissioners.

4.1.2 The County reserves the right to reject all proposals, to abandon the project, or to re-advertise for and solicit other proposals. The County may, in its discretion, waive any informalities and irregularities contained in this RFP, a proposal or in the manner of a proposal's submittal and award a contract thereafter. The County further reserves the right to negotiate any and all terms of the proposal.

4.1.3 The firm agrees that their proposal and statement of fees and costs shall be valid for at least ninety (90) calendar days following submission of the proposal to the County.

4.1.4 The firm agrees to the terms and conditions contained in the County's Contractual Provisions Attachment (copy attached hereto.)

4.1.5 The firm agrees to provide the County with all information as described in this RFP. Charges for services will be based on the proposal submitted. The County must specifically approve any deviation from the submitted proposal.

4.1.6 The agreement between the County and the firm will be a non-exclusive, which means the County is not precluded from hiring other Geo-Technical and Testing firms should there be a conflict of interest or because of large volume of work or if the County wants an second independent opinion of test results. If the situation should arise where additional Geo-Technical and Testing firms are needed, it will not be considered a cancellation of this agreement.

4.1. 7 Proposal Reference Number: The above-number has been assigned to this Request and MUST be shown on all correspondence or other documents associated with this Request and MUST be referred to in all communications. All communications must be via email to the address below to insure accurate information and complete dissemination to all interested parties. The single point of contact for all inquiries as to the Request for Qualifications process shall be directed to:

8


SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

Shawnee County ATTN: James Crowl

200 SE 7th Street, Rm 100 Topeka, KS 66603

Phone 785.251.4042 james.crowl@snco. us

No communication is to be had with any other County, design team or Spectra employee regarding this Request for Qualifications unless otherwise stated. Violations of this provision may result in the rejection of a firm's proposal.

4.1.8 Negotiated Procurement: The County reserves the right to negotiate any part of this RFP and any subsequent contract with the selected firm. The firm's proposals are to demonstrate to the County the qualifications of the firm and its ability to provide cost effective geotechnical services for the Project. The Selection Committee will review all proposals and make a recommendation to the Board of County Commissioners for its final decision.

4.1.9 Appearance Before Committee: Any firm may be required to appear before the Selection Committee and/or Board to explain the firm's understanding and approach to the Project and/or respond to questions concerning the proposal and their qualifications; or, the County may award the proposal without conducting interviews. The County reserves the right to request information from firms as needed. No additional revisions will be made after the specified cut-off time unless requested by the County.

4.1.1 0 Cost of Preparing Proposal: The cost of developing and submitting the proposal is entirely the responsibility of the firm. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this Request.

4.1.11 Open Records Act: Once submitted, all proposals become the property of Shawnee County. The Kansas Open Records Act requires all information contained in proposals to become open for public review once a contract is signed or all proposals are rejected.

9


SUBMIT PROPOSAL TO



PROPOSAL NO.

DATE MAILED

CLOSING 2:00P.M.

014-2018

03-26-2018

04-09-2018

VENDOR~--------------ADDRESS ______________ __

PHONE ________________ _

4.1.12 County's Insurance: Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property nor shall Shawnee County establish a "self-insurance" fund to protect against any loss or damage. Subject to the provisions of the Kansas Tort Claims Act, the firm shall bear the risk of any loss or damage to any of its personal property.

4.1.13 Firm's Insurance. Prior to beginning any work on the Project, Firm shall procure, and maintain as required, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the project. The cost of such insurance shall be included in the Firm's proposal.

• Coverages and minimum limits shall be as follows:

o Commercial General Liability: [ISO "occurrence" form or its equivalent] $2,000,000 per occurrence limit and products -completed operations limit. Any general aggregate limit should be at least $1 million.

o Business Auto Coverage: (Owned, hired and non-owned autos) $1,000,000 per occurrence limit.

o Workers Compensation and Employers Liability: Workers compensation limits as required by the statutes of the state of Kansas and employers liability limits of $500,000/$500,000/$500,000. When workers compensation insurance policy is applicable "other states" coverage is required.

o Professional Liability: Minimum limits to be $1,000,000 each claim I annual aggregate.

o Coverage Limits. Coverage limits for General and Auto Liability exposures may be met by a combination of primary and umbrella policy limits.

o Exposure Limits: The above are minimum acceptable coverage limits and do not infer or place a limit on the liability of the Contractor nor has the County assessed the risk that may be applicable to Contractor. Contractor shall assess its own risks and if it deems appropriate and/or prudent maintain higher limits and/or broader coverages. The firm's insurance shall be primary and any

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SUBMIT PROPOSAL TO



PROPOSAL NO. 014-2018 VENDOR -------------------DATE MAILED 03-26-2018 ADDRESS ______________ __

CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

insurance or self-insurance maintained by the County shall be excess and not contribute with the coverage maintained by contractor

• Additional Insured. The County shall be listed by ISO endorsement or its equivalent as an additional insured for the Project. Any and all coverage available to the named insured is applicable to the additional insured. The firm's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability

• Verification of Coverage

o A certificate of insurance accompanied by an additional insured ISO form endorsement (CG 20 10; and CG 20 37) or equivalent effecting the coverage required by the County which includes products and completed operations.

o The insurance coverages are to be provided by Kansas authorized insurance companies with a Best's rating of at least A-: VII. Those not admitted must be approved by County.

o Any self-insurance or self-insured retentions must be specified on the certificate of insurance. In addition, the name, address, and telephone number of the claims office must be indicated on the certificate or separate attached document. Any and all deductibles or self-insurance in the above describes coverages shall be the responsibility and at the sole risk of the firm. The County may require written guarantees for payment procedures of self-insured losses and related investigations, claims administration and cost of defense.

o The commercial general liability policy shall not contain an endorsement excluding contractual or completed operations liability.

o When any of the foregoing insurance coverages are required to remain in force after final payment, an additional certificate with appropriate endorsements evidencing continuation of such coverage shall be submitted along with the application for final payment.

11


SUBMIT PROPOSAL TO

SHAWNEE COUNTY COURTHOUSE 200 SE 7th Street, Room 1 00


PROPOSAL NO. 014-2018 VENDOR ______________ __

DATE MAILED 03-26-2018 ADDRESS ______________ _

CLOSING 2:00P.M. 04-09-2018 PHONE ________________ __

o Any coverage provided by a Claims-Made form policy must contain a three year tail option, extended reporting period, or must be maintained for three years post contract.

• Cancellation. Each insurance policy required by this clause shall not be suspended, voided, or canceled by either party; except after thirty (30) days' written notice has been given to the County.

• Subcontractors. All coverages for subcontractors shall be subject to all of the requirements stated herein.

4.1.14 Independent Contractor: Both parties, in the performance of this contract, shall be acting in their individual capacities and not as agents, employees, partners, joint ventures or associates of one another. The employees or agents of one party shall not be construed to be the employees or agents of the other party for any purpose whatsoever.

4.1.15 Indemnification: The firm shall agree to indemnify and hold harmless the County, its departments and divisions, its employees and agents, from any and all claims, liabilities, expenses or lawsuits caused by the firm's breach of contract or the negligent performance by firm (or by any person acting for the agency/fum or for whom the firm is responsible).

4.1.16 Contract Payments: The County will require a payment schedule based on defined and measurable deliverables which will be negotiated with the successful Proposer. Under no circumstances will payments be made in advance of work performed. The Proposer may be required to provide a total not-to-exceed amount for the project. No payment for extra services shall be made unless services and their costs have been previously authorized in writing and approved by the County as a written change order.

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SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE --------------------

4.1.17 The firm accepts full responsibility for payment of unemployment insurance, workers compensation and social security as well as all income tax deductions and any other taxes or payroll deductions required by law for its employees engaged in work authorized by this contract.

4.1.18 Conflict of Interest: The firm shall not knowingly employ, during the period of this contract or any extensions to it, any professional personnel who are also in the employ of Shawnee County and who are providing services involving this contract or services similar in nature to the scope of this contract to Shawnee County. Furthermore, the firm shall not knowingly employ, during the period of this contract or any extensions to it, any Shawnee County employee who has participated in the making of this contract until at least one year after his/her termination of employment with the Shawnee County.

4.1.19 Copies of individual proposals may be obtained under the Kansas Open Records Act by calling 785.251.4042 to request an estimate of the cost to reproduce the documents and remitting that amount with a written request to the above address, or a firm may make an appointment by calling the above number to view the proposal file. Upon receipt of the funds, the documents will be mailed. Information in proposal files shall not be released until a contract has been executed or all proposals have been rejected.

Shawnee County invites your firm to submit a proposal utilizing the items covered in Section 3.1 Contents Of Proposal, which outlines the objectives and submissions required for the proposal.

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SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE ________________ __

Equal Employment Opportunity Agreement

Shawnee County, Kansas requires that all contracts of Shawnee County and its agencies include specific provisions to ensure equal employment opportunity and that all firms provide evidence of the adoption of an equal employment opportunity program. To comply with these requirements, all persons wishing to enter into a contract with the Shawnee County shall complete and sign this agreement. The firm agrees to:

1. Comply with K.S.A. 44-1030 requiring that:

(A) The firm shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract because of race, religion, color, sex, disability unrelated to such person's ability to engage in the particular work, national origin or ancestry;

(B) In all solicitations or advertisements for employees, the firm shall include the phrase, "equal opportunity employer," or a similar phrase to be approved by the County;

(C) If the firm fails to comply with the manner in which the Firm reports to the County in accordance with the provisions ofK.S.A. 44-1031, the Firm shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting agency;

(D) If the firm is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the County which has become final, the firm shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting agency; and

(E) The firm shall include the provisions of paragraphs (A) through (D) in every subcontract or purchase order so that such provisions will be binding upon such subcontractor or vendor.

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SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

2. Guarantee that during the performance of any agreement the firm and its sub-contractors, vendors, and suppliers shall comply with all provisions of the Civil Rights Act of 1866 as amended, Civil Rights Act of 1964 as amended, Equal Employment Opportunity Act of 1972 as amended, Executive Order 11246, Age Discrimination in Employment Act of 1967 as amended, Americans with Disabilities Act of 1990 and Rehabilitation Act of 1973 as amended, Equal Pay Act of 1963 and any regulations or amendments thereto.

3. Submit to the County a written affirmative action program, a certificate of compliance or such other certificate as is acceptable to the County which is evidence of the adoption of an affirmative action program.

The firm agrees to maintain a current and accurate plan on file with the County and shall update the plan as needed.

Company Name Company Address

Signature and Title Date

Submit with your proposal

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SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE ________________ __

CONTRACTUAL PROVISIONS ATTACHMENT

1. TERMS HEREIN CONTROLLING PROVISIONS It is expressly agreed that the terms of each and every provision in this Attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION If, in the judgment of the Financial Officer, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, Shawnee County may terminate this agreement at the end of its current fiscal year. Shawnee County agrees to give written notice of termination to firm at least thirty (30) days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice shall not be required prior to ninety (90) days before the end of such fiscal year. Firm shall have the right, at the end of such fiscal year, to take possession of any equipment provided Shawnee County under the contract. Shawnee County will pay to the firm all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by Shawnee County, title to any such equipment shall revert to firm at the end of Shawnee County's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the firm.

4. DISCLAIMER OF LIABILITY Neither Shawnee County nor any departments or divisions thereof shall hold harmless or indemnify any Firm.

5. ANTI-DISCRIMINATION CLAUSE The firm agrees: (a) to comply with all federal, state, and local laws and ordinances prohibiting unlawful and to not unlawfully discriminate against any person because of race, religion, creed, color, age, sex, disability, national origin or ancestry in the

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SUBMIT PROPOSAL TO



PROPOSAL NO. 014-2018 VENDOR ------------------DATE MAILED 03-26-2018 ADDRESS ______________ __

CLOSING 2:00P.M. 04-09-2018 PHONE ________________ __

admission or access to, or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer;" and (c) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor. The Firm understands and agrees that the failure to comply with the requirements of this paragraph may constitute a breach of contract, and the contract may be cancelled, terminated or suspended, in whole or in part by Shawnee County.

6. ACCEPTANCE OF CONTRACT This contract shall not be considered accepted, approved or otherwise effective until the legally required approvals and certifications have been given.

7. ARBITRATION, DAMAGES, WARRANTIES Notwithstanding any language to the contrary, no interpretation shall be allowed to find Shawnee County or any department or division thereof has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, Shawnee County shall not agree to pay attorney fees or late payment charges, and no provision will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY TO CONTRACT By signing this contract, the representative of the firm thereby represents that such person is duly authorized by the firm to execute this contract on behalf of the firm and that the firm agrees to be bound by the provisions thereof.

9. RESPONSIBILITY FOR TAXES Shawnee County shall not be responsible for, nor indemnify an firm for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. INSURANCE Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property to which this contract relates. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the firm shall bear the risk of any loss or damage to any personal property in which the firm holds title.

17

FIRM:


SUBMIT PROPOSAL TO





CLOSING 2:00P.M. 04-09-2018 PHONE ________________ _

AUTHOmZEDSIGNATURE: __________________________ __

Submit with your proposal

18

A. ENTRY EXPANSION B. EQUINE EXPANSION (PEMBl

C. POTENTIAL MULTIPURPOSE EXPANSION C1. PEMB (DETACHED FROM LANDON)

C2. STRUCTURAL STEEL (ATIACHED TO LANDON)

D. POTENTIAL MULTIPURPOSE EXPANSION D1. POTENTIAL CONNECTION A to D

E. POTENTIAL OPEN AIR PROTECTION CANOPY F. PARKING LOT & DRIVE REPLACEMENT & MODIFICATION G. PROPOSED LOADING/UNLOADING LANE H. PROPOSED PARKING EXPANSION - RV * ANTICIPATED PRELIMINARY EXPLORATION LOCATIONS

-

EVELYN Z. WILSON Chief Judge

KANSAS DISTRICT COURT Shawnee County Courthouse

200 S.E. 7th, Suite 406 Topeka, Kansas 66603-3922

(785) 233-8200 Ext. 4018 Fax (785) 291-4917

TO: Shawnee County Commissioners /'1L FROM: Charles Hydovitz, District Court Administrator (/(7r DATE: 3/20/18 SUBJECT: DIVISION 11 FURNITURE ($10,346.40)

CHARLES L. HYDOVITZ District Court Administrator

The instant request is for new office furniture in Division 11 (chambers and administrative support areas). The cumulative cost is $10,346.40, which is under State Pricing guidelines.

This project has been budgeted for using our FY 2018 appropriations.

Thank you for your support and favorable consideration.

~--------------------------------------------------------------------------------------

Furnishings Proposal

Date: 3/20/2018

Charles Hydovitz

Shawnee County

200 SE 7th Street Suite 406

Topeka KS 66603

BA designs 4119 sw southgate l=!r .• topeka. ks 66609 topeka: (785) 267-8100 I badesiqpsllc;,com

20180320_SHCO J RIOS FURNITURE REV

Item No. Qty. Product Unit List Unit Sell Extended Sell

-

1T1

I ~

PULL

LOCK

FINISH APPLICATION

FINISH

2

RIM PROFILE

FINISH APPLICATION

FINISH

PAINT COLOR

3

FINISH

FRAME PAINT COLOR

4

LAMINATE COLOR

5

UPHOLSTERY GRADE

2

5

2

PRIMARY UPH PATTERN CC

FINISH

6

20180320_SHCO J RIOS FURNITURE REV.sp4

ECN2273CSFW2 $ 3,735.00 $ 1,680.75

ESCALADE,22DX73W,CREDENZA,STORAGE

FLUID,SATIN NICKEL

RANDOM CORE,INSTALLED,BLACK

STANDARD

AUTUMN

WW2436MCCW $ 2,263.00 $ 1,0 18.35

$ 1,680.75

$ 1,018.35

WAVEWORKS,24DX36W,MOBILE COMPUTER CART,WOOD

SOFTENED

MATTE/SATIN

AUTUMN

BLACK

N60SGW $ 535.00 $240.75 $ 481.50

TAG,SQUARE TABLE,WOOD TOP

AUTUMN

CINDER

I ON3684BCOFL $ 668.00 $ 300.60 $ 1,503.00

UNIVERSAL,36WX84H,BOOKCASE,OPEN,FREESTANDING,LAM

AUTUMN 2

N59BB $ 1,078.00 $485.10 $ 970.20

ACQUAINT,GUEST,FULLY UPH BACK,ARMS

GRADE 6

ESSENCE RAVEN

AUTUMN

INSTALL $0.00 $ 1,000.00 $ 1,000.00

DELIVERY AND INSTALLATION

Page 1 of 2

Furnishing~I?roposal

Date: 3/20/2018 .

Charles Hydoviti ·

Shawnee CountY 200 SE 7th Street' Suite 406 Topeka KS 66603·

Item No. 9tv.

20180320_SHCO J RIOS FURNITURE REV.sp4

Product

BA destgns 4119 sw southgate dr., topeka, ks 66609 topeka: (785) 267-8100 I bag~signsllc com

20180320_SHCO J RIOS FURNITURE" REV

Unit List Unit Sell Extended Sell

Subtotal: $ 6,653.80

GRAND TOTAL: $6,653.80

Page 2 of2


Date: 3/20/2018

Charles Hydovitz

Shawnee County


BA designs 4119 sw southgate dr .. topeka, ks 66609 topeka: (785) 267-8100 1 badesignsllc com

Topeka KS 66603 20180320_SHCO J RIOS AAWORKSTATION

-

I


NAC7019TBRA $426.00 $ 191.70

ACCESSORIES,70 I/8WX19 I/2H,TACKBOARD,RAILROAD

TACKBOARD FABRIC GRO GRADE A

FABRIC PATTERN COLOR DUNE GECHO

2 WWIS72TCL $ 517.00 $ 232.65

WAVEWORKS, I SDX72W,TRANSACTION COUNTER,HPL

RIM PROFILE

TOP LAMINATE GROUP

LAMINATE COLOR

SOFTENED PVC,AUTUMN 2

STANDARD LAMINATE

AUTUMN 2

CHASSIS LAMINATE COLOI AUTUMN 2

3 WW1868VHR2L $ 1.~43.00 $ 604.35

WAVEWORKS, 18WX68H,STORAGE,FF,RIGHT,LAMINATE

PULL

LOCK

SWEEP,PLATINUM METALLIC

RANDOM CORE,INSTALLED,SILVER

DRAWER/DOOR LAMINAT AUTUMN 2


4 WW231SPUBBFL $ 719.00 $ 323.55

$ 191.70

$ 232.65

$ 604.35

$ 323.55

WAVEWORKS,23DXISW,PEDESTAL,BOX/BOX/FILE,UNDERSURF ACE, LAM

PULL

GROMMET

LOCK


NO GROMMET




5 WW2328EPL $257.00 $ 115.65

WAVEWORKS,23DX28H,END PANEL,LAMINATE

GROMMET

MODIFIED DEPTH

GROMMET,ROUND,RIGHT

NO MODIFIED DEPTH (STANDARD)


$ 115.65

20180320_SHCO J RIOS AA WORKSTATION.sp4 Page 1 of 4


Date: 3/20/2018

Charles Hydovitz

Shawnee County


BA dc;s1gns 4119 sw southgate dr .. topeka. ks 66609 topeka: (785) 267-8100 I badesjgosllc com

Topeka KS 66603 20180320_SHCO J RIOS AAWORKSTATION


6 WW2442WSSDL $ 281.00 $ 126.45

WAVEWORKS,24DX42W,SURFACE,RECTANGULAR,HPL

SUPPORT MAIN

RIM PROFILE SOFTENED PVC,AUTUMN 2

GROMMET GROMMET,CENTER

WIRE MANAGER COLOR NO WIRE MANAGER

MODIFIED DEPTH NO MODIFIED DEPTH (STANDARD)

MODIFIED WIDTH 40 1/4 (1022.5 MM)

TOP LAMINATE GROUP STANDARD LAMINATE

LAMINATE COLOR AUTUMN 2

7 WW2472WSSDL $455.00 $ 204.75

WAVEWORKS,24DX72W,SURFACE,RECTANGULAR,HPL

SUPPORT MAIN

RIM PROFILE SOFTENED PVC,AUTUMN 2

GROMMET GROMMET,LEFT & CENTER

WIRE MANAGER COLOR NO WIRE MANAGER

MODIFIED DEPTH NO MODIFIED DEPTH (STANDARD)

MODIFIED WIDTH NO MODIFIED WIDTH (STANDARD)

TOP LAMINATE GROUP STANDARD LAMINATE

LAMINATE COLOR AUTUMN 2

8 WW28CPFSL $ 3S.OO $ 15.75

WAVEWORKS,28H,FILLER STRIP,LAMINATE


9 WW291SPUBBFL $ 768.00 $ 345.60

$ 126.45

$ 204.75

$ 15.75

$ 345.60

WAVEWORKS,29DX I SW,PEDESTAL,BOXIBOXIFILE,UNDERSURF ACE,LAM

PULL

GROMMET

LOCK


NO GROMMET




20180320_SHCO J RIOS AA WORKSTATION.sp4 Page 2 of4


Date: 3/20/2018

Charles Hydovitz

Shawnee County


Topeka KS 66603

B·A designs 4119 sw southgate dr .. topeka, ks 66609 topeka: (785) 267-8100 I badesjgnsllc com

20180320_SHCO J RIOS AAWORKSTATION


-

10

GROMMET

MODIFIED DEPTH

WW2928EPL $ 254.00 $ 114.30

WAVEWORKS,29DX28H,END PANEL,LAMINATE

NO GROMMET



II

SUPPORT

RIM PROFILE

GROMMET

WIRE MANAGER COLOR

MODIFIED DEPTH

MODIFIED WIDTH

TOP LAMINATE GROUP

LAMINATE COLOR

12

WW3072WSSDL $534.00 $ 240.30

WAVEWORKS,JODX72W,SURFACE,RECTANGULAR,HPL

MAIN

SOFTENED PVC,AUTUMN 2

GROMMET,RIGHT & CENTER

NO WIRE MANAGER


NO MODIFIED WIDTH (STANDARD)

STANDARD LAMINATE

AUTUMN 2

WW7227MPL $271.00 $ 121.95

$ 114.30

$ 240.30

$ 121.95

WAVEWORKS,72WX27H,MODESTY PANEL,FULL,LAMINATE

SUPPORT

GROMMET

MAIN

NO MODESTY GROMMET

MODIFIED WIDTH NO MODIFIED WIDTH (STANDARD)


13 WW7238HBH2L $ 1,168.00 $ 525.60 $ 525.60

WAVEWORKS,72WX38H,HIGHBACK ORGANIZER,FULL BACK,L AMINATE

LOCK RANDOM CORE,INSTALLED,SILVER



14 INSTALL

DELIVERY AND INSTALLATION

$0.00 $ 530.00 $ 530.00

20180320_SHCO J RIOS AA WORKSTATION.sp4 Page 3 of4


Date: 3/20/2018

Charles Hydovitz

Shawnee County

200 SE 7th Street Suite 406 Topeka KS 66603

Item No. Qty. Product

BA designs 4119 sw southgate dr .. topeka, ks 66609 topeka: (785) 267-8100 I badesjgnsllc com

20180320_SHCO J RIOS AA WORKSTATION

Unit List Unit Sell Extended Sell

Subtotal: $ 3,692.60

GRAND TOTAL: $3,692.60

20180320_SHCO J RIOS AA WORKSTATION.sp4 Page 4 of 4

E Shawnee County

Department of Public Works 1515 N.W. SALINE STREET • SUITE 200 • TOPEKA, KANSAS 66618-2867

MEMORANDUM

DATE: March 7, 2018

TO: Board of County Commissioners

FROM: Michael M. Welch, P.E. ?jfft{({_J-' Civil Engineer II

RE: Contract Award & Approval

785-251-6101 FAX 785-251-4920


COUNTY ENGINE!=R

Bridge Replacement Project No. S-121041.00 NW Dondee Lane over Break Neck Branch ofHalfday Creek, OSN 328 0.40 mi South ofNW 43rd Street

The following bids were received by the Board of County Commissioners at 2:00P.M. on March 6, 2018, for the replacement of the culvert on NW Dondee Lane over Break Neck Branch of Half day Creek with a new bridge:

Klaver Construction Co., Inc. Bettis Asphalt & Construction Co., Inc.

Engineer's Estimate

$ 195,639.43 $ 353,434.65

$ 222,978.50

The financial impact of this request is an expenditure of $195,639.43. Funding for this request will come from the Special Bridge Fund, (Account No. 27SCOOO 202). No detrimental budgetary implications are anticipated as a result of the approval of this request.

The Public Works Department recommends that the bid of Klaver Construction Co., Inc., in the amount of $195,639.43, for the replacement of the culvert on NW Dondee Lane over Break Neck Branch of Halfday Creek with a new bridge, be accepted and the contract awarded accordingly.

cc: Tom Vlach Project File

. I

TO: Board of County Commissioners 200 S.E. 7th St., Room B-11 Topeka, Kansas 66603

DOCUMENT 330 BID FORM

Project No. and Description: Project No. S-121041.00, NW Dondee Lane over Break Neck Branch to Halfday Creek. County Bridge No. OSN 328

1. The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter· into an agreement with Owner in the form included in the contract Documents to perform and furnish all Work as specified or indicated in the Contract Documents for the Contract Price and be complete by the Calendar Completion Dates indicated in this Bid and in accordance with the other terms and conditions of the Contract Documents.

2. Bidder accepts all of the terms and conditions of the Invitation to Bid and Instructions to Bidders, including without limitation those dealing with the disposition ofBid security. This Bid will remain subject to acceptance for thirty (30) days after the day of Bid opening. Bidder will sign and submit the Agreement with the Bonds and other documents required by the Bidding Requirements within ten days after receipt of the award of contract and Contract Documents from the Owner ..

3. In submitting this Bid, Bidder represents, as more fully set forth in the Agreement, that:

a. Bidder has examined copies of all the bidding Documents and of the following Addenda (receipt of all which is hereby acknowledged):

Date Number

None_:,.-----------'---

b. Bidder has familiarized itself with the nature and extent of the Contract Documents, Work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost, progress, performance or furnishing of the Work.

c. Bidder has studied carefully all reports and drawings of subsurface conditions and drawings of physical conditions which are identified in the Supplementary Conditions as provided in paragraph 4.2 of the General Conditions, and accepts the determination set forth in the Supplementary Conditions (if applicable) of the extent of the technical data contained in such reports and drawings upon which Bidder is entitled to rely .

. 330-1 CALENDAR COMPLETION DATE

1/1110

I I I I

d. Bidder has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) all such examinations, investigations, explorations, tests and studies (in addition to or to supplement these referred to in (c) above) which pertain to the subsurface or physical conditions at the site or otherwise may affect the cost, progress, performance or furnishing of the Work as Bidder considers necessary for the performance or furnishing of the Work at the Contract Price, by the Calendar Completion Date and in accordance with the other terms and conditions of the Contract DocU:ments, including specifically the provisions of paragraph 4.2 of the General Conditions; and no additional examinations, investigations, explorations, tests, reports or similar information or data are or will be required by Bidder for such purposes.

e. Bidder has reviewed and checked all information and data shown or indicated on the Contract Documents with respect to existing Underground Facilities at or contiguous to the site and assumes responsibility for the accurate location of said Underground Facilities. No additional examinations, investigations, explorations, tests, reports or similar information or data in respect of said Underg:~;ound Facilities are or will be required by Bidder in order to perform and furnish the Work at the Contract Price, by the Calendar Completion Date and in accordance with the other terms and conditions of the Contract Documents, including specifically the provisions ofparagraph 4.3 of the General Conditions.

f. Bidder has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents.

g. Bidder has given Engineer (either the Design Engineer or the County Engineer as defined in Article 2 of the Agreement) written notice of all·conflicts, errors or discrepancies that it has discovered in the Contract Documents and the written resolution thereof by :gngineer is acceptable to Bidder.

h. This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any person, firm or corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other bidder or over Owner.

330-2 CALENDAR COMPLETION DATE

111/10

Project No. and Description: Project No. S-121041.00, NW Dondee Lane over Break Neck Branch to Halfday Creek. County Bridge No. OSN 328

4. Bidder will complete the Work for the following price(s):

Item Unit No. Description Quantity Unit Price Extension 1 Clearing & Grubbing 1 LS 35:.22.~ 3 522.~ 2 Removal ofExisting Structures 1 LS '2 322. ~ z 322..~ 3 Removal of Large Trees 6 Each 3&,[.73-- 2 170.~ 4 Pavement Removal 219 yd2 4."8- '9 2'1. M 5 Unclassified Excavation 959 _yd3 8.Cj_§ 85'92.M 6 Supplementary Borrow Material 105 yd3 1"1. ~ 2 6(.)2. ~

7 Embankment 798 yd3 2. 5._i 2 62(.,.'!2-

8 Class I Stone Riprap 16 yd2 ib9. ~ I IO"L '13 9 Mobilization 1 LS 13 47b.~ l3.4?ch~ 10 . Object Marker (Type 3) 4 Each i Cl () • .QQ. 400.~

11 9" Asphaltic Concrete 219.4 yd2 56.~ 12 {)(o 7. EE

12 Temporary Seeding and Mulching 0.17 Acre 5 060.~ 856.~ 13 Soil Erosion Mix 2.1 ' Lbs. 5Cl. ~ 105. ~ 14 Silt Fence or Hay Bales 100 lin. ft. I().~ I oo6.~ 15 Biodegradable Log (20") 100 lin. ft. 10. ee. I ODD.~ 16 Temporary Ditch Check (Rock) 20 yd3 75, 11. I 5Cl"L 'W-17 Erosion Control (Class 2, Type E) 89 __yd2 10.~ 8'10.~ 18 Seeding, Fertilizing and Mulching 0.17 Acre 8 OtJD. !lE. 13~0.~

19 Traffic Control 1 LS l 560.~ 1 soc . .!S!

20 Class ill Excavation 175 yd3 5.~ 87~. ~ 21 Concrete Grade 4.0 (AE) 171.4 __yd3 5-43. ~ q.3 l'lD. l! 22 Reinforcing Steel (Gr. 60) 36,750 Lbs. 0 . .:1Q 33 675. E!

23 Foundation Stabilization 40 yd3 3S.e£ I 4D().EE

24 Class ll Stone Riprap 196 'yd2 52. 43 10. 27(0. 'Y. 25 26 27 28 29 30 31 32 '

33

TOTAL BID ............................................................................................. $ 43

l't5, G,39.-I


1/1/10

I I I I ~

5. Quantities are estimated. Final payment will be based on actual quantities unless otherwise stated in the Contract Documents.

6. Bidder agrees that the Work will be substantially complete by the calendar completion date for substantial completion given in the Agreement and General Conditions.

7. Bidder accepts the provisions of the Agreement for Liquidated Damages in the event of failure to complete the work by the calendar completion date.

8. The following documents are attached to and made a condition of this Bid:

a. Required Bid Security in the form of a certified or bank check or a bid bond in accordance with the provisions of the Instructions to Bidders.

b. List of Subcontractors/Suppliers.

9. The terms used in this Bid which are defined in the General Conditions included as part of the ~ontract Documents have the meanings assigned to them in the General Conditions.

SUBMITTED on _,__(Y)......~.cr~r'->=c..."'-~'----"(p""'-----------'' 2 0 18 .

Name ofBidder · 1 a(n) corpora ·h:o~'"' .

(individual,partnership,corporation)

Address of Bidder

Gzo-- 532-3183 Telephone Number

By: --1¥-1)*. -f:Lf;Jj--'c(.4-·.,__ /-'(._:b~----- , (Corporate Seal) fiecrfers;n

Title


1/1/10

I I I

Project Number: S-121 041.00 ----~-----------------------

Contractor's Name: 1..(\ave.r Cons-t. C.o.., :rt'\C..

List of Subcontractors/Suppliers

The Bidder is required to furnish the following information in accordance with the provisions of Section 100, Instructions to Bidders for ALL Subcontractors. Each Supplier performing more than

10 % ofthe Total Bid shall also be furnished. Do not list alternate subcontractors/suppliers for the same work. The Contractor shall list only one subcontractor/supplier for each such portion of Work as is defined by the Contractor in his bid. Contractor shall not substitute any person as subcontractor/supplier in the place of a subcontractor/supplier listed below, except as provided in Section 100.

The Bidder understands that if he fails to specify a subcontractor/supplier for any portion of the Work to be performed under the contract or specifies more than one subcontractor/supplier for the same portion of the Work, he shall be deemed to have agreed that he is fully qualified to perform that portion himself and that he shall not be permitted to sublet or subcontract that portion of the Work, except as provided in Section 100.

Subcontractor:

Amount:

Subcontractor: bet]"(.s As~~l-t · Amount: T'v\1'dHn l11Cl'0.:sc.J Sev-eY\ HVYlJ('d ~ve~t.ee.n .(1JI4r?

(words) t?t V\ol 2ao Cc V\10

Subcontractor: "1fa. .(] {Vl~{\a. e. m-'C .... ~

($ ·:8'1' I Z3'3, ~ )

($ 13 7/7. ~ )

Amount: Of)c. 'f\l)lhJ.:s01 oz/ ?:ve. \ IMJred ()ollg1'5 orn.A Zero Ce"''t:) ($ (,5DtJ-~ ) (words)

Subcontractor: 3>L :Ser J ~·cL7 Amount: h'"c::..1\'\buS<'i~nd TW<r> HuV'\Jrd h'.te. O.:~~ll"'r5

(words) 4r-J Zero (e n"fj

Subcontractor: Amount:

(words)

Subcontractor:

($ 5 205, ~ )

($ _______ )

Amount: ----------------------------------- ($ ___________ ) (words)


1/1110

,

I I I I I I I

Project Number: S-121041.00 ----~----------------------Contractor's Name: r 1\ r /' ,-. ~~ o,. vu LOY\S-t. L.O. J 7-VlC....

List of Subcontractors/Suppliers (cont.)

Supplier Name: flooc..re t e 5uppk1

Material: . ~l.fif.dy M\'i LoAc...(' e. t d

SupplierName: Gnrfer LJcJtte.r') Material: \3e1'" Qxc''~ 5tc.e.\

Supplier N arne:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

Supplier Name:

Material:

--------------------------------------------------------

--------------------------------------------------------

--------------------------------------------------------

----------------------~---------------------------------

--------------------------------------------------------

--------------------------------------------------------

--------------------------------------------------------

--------------------------------------------------------

---------------------------------------------------------


1/1/10

I ~

I

CONSENT TO ACTION OF BOARD OF DIRECTORS OF

KLAVER CONSTRUCTION COMPANY. INC.

The directors of the above corporation, organized and existing under and

by virtue of the laws of the State of Kansas, by this written statement signed by all of the

directors of the corporation, do hereby consent to the following actions in lieu of holding

a special meeting of the directors.

"RESOLVED that Klaver Construction Company, Inc. organized and existing in the State of Kansas, hereby authorizes, empowers and directs the following officers:

Joshua Alan Smith, President David Sherwood, Vice President Roger McClellan, Vice President Lanny Gridley, Vice President & Chief Financial Officer Stephen Llamas, Secretaryffreasurer N. Jean Adelhardt, Assistant Secretary

to carry out all powers and duties enumerated in K.S.A. 17-61 02, including but not limited to, the power and authority to sign and execute on behalf of said Corporation all bids, contracts, change orders, receipts, releases or other instruments and when properly executed, shall bind Klaver Construction Company, Inc. Said powers and authority shall continue in full force and effect until December 31, 2018 or until written notice of its revocation, whichever comes first.

Dated this 12th day of December, 2017.

CERTIFIED COPY OF RESOLUTION

WE, the undersigned JOSHUA ALAN SMITH, President, and DAVID SHERWOOD, Vice President, do hereby certify that the following is a true, complete and correct copy of a certain resolution of the Board of Directors of Klaver Construction Company, Inc., a corporation duly organized and existing under the laws of the State of Kansas, which resolution was duly adopted by said Board unanimously, on December 12, 2017, and is set forth in the minute book of said Corporation and the said resolution has not been rescinded, repealed or modified and is in full force and effect as of the date of this certification. ·

.. RESOLVED that Klaver Construction Company, Inc. organized and existing in the State of Kansas, hereby authorizes, empowers and directs the following officers:

Joshua Alan Smith, President David Sherwood, Vice President Roger McClellan, Vice President Lanny Gridley, Vice President & Chief Financial Officer Stephen Llamas, Secretary/Treasurer N. Jean Adelhardt, Assistant Secretary

to carry out all powers and duties enumerated in K.S.A. 17-6102, including but not limited to, the power and authority to sign and execute ori behalf of said Corporation all bids, contracts, change orders, receipts, releases or other instruments and when properly executed, shall bind Klaver Construction Company, Inc. Said powers and authority shall continue in full force and effect until December 31, 2018 or until written notice of its revocation, whichever comes first.

IN WITNESS WHEREOF, we have hereunto subscribed our names and affixed the seal of said corporation, on this the 12th day of December, 2017.

KLAVER CONSTRUCTION COMPANY, INC.

II

~

I I I I I I I

DOCUMENT 530 AGREEMENT

SHAWNEE COUNT~ CONTRACT# C..\Oler .. ~O\~

THIS AGREEMENT is dated as of the day of in the year 20ll. by and between Shawnee County, Kansas (hereinafter called Owner) and J<h uer Cot, rlv-:dion Co M4af\V Inc... (hereinafter called Contractor).

Owner abd ccfli-&actor in consideration of the mutual covenants hereinafter set forth, agree as follows:

Article 1. Work.

Contractor shall complete all Work as specified or indicated in the Contract Documents. The Project for which the Work under the Contract Documents is to be performed is: Project No. S-121041.00 NW Dondee Lane over Break Neck Branch to Halfday Creek

Article 2. Engineer.

The project has been designed by Finney & Turnipseed, Transportation & Civil Engineering, L.L.C. The Design Engineer (Specify Design Engineer, County Engineer or Owner's Project Representative) is hereinafter designated as the Engineer and is to act as Owner's project representative, assume all duties and responsibilities and have the rights and authority assigned to Engineer in the Contract Documents in connection with completion of the Work in accordance with the Contract Documents.

Article 3. Calendar Completion Date Contract.

3 .1. This is a Calendar Completion Date contract. The Work will commence with an issuance of a Work Order by the Owner on April L 2018 provided the Contractor complies with the required submittal times for the executed Agreement and its counterparts, and be substantially completed on or before June _li_, 2018 and completed and ready for final payment and acceptance in accordance with paragraph 14.13 of the General Conditions on or before June 22, 2018 .

3 .2. Liquidated Damages. Owner and Contractor recognize that time is of the essence of this Agreement and that Owner will suffer financial loss if the Work is not completed by the calendar completion dates specified in paragraph 3.1 above. They also recognize the delays, expense and difficulties involved in proving in a legal proceeding the actual loss suffered by Owner if the Work is not completed on time. Accordingly, instead of requiring any such proof, Owner and Contractor agree that as liquidated damages for delay (but not as a penalty) Contractor shall pay Owner according to the following schedule:

530-1 1/1/10 (CALENDAR COMPLETION DATE)

I I I I I I I I I I I I I I I I I ll II _,

Contract Amount Substantial Completion Final Payment and Liquidated Damages Acceptance Liquidated

Damages

$0 to $500,000 $500.00 $500.00 $500,000.01 to $750.00 $500.00

$1,000,000 $1,000,000.01 to $1,000.00 $500.00

$$1,500,000 $1,500,000.01 to $1,250.00 $625.00

. $2,000,000 $2,000,000.01 to $1,500.00 $750.00

$5,000,000 $5,000,000.01 to $2,000.00 $1,000.00

$10,000,000 $10,000;000.01 and up $3,000.00 $1,500.00

For each day that expires after the date specified in paragraph 3.1 for Substantial Completion until the work is certified by the engineer as Substantially Complete and after certification of Substantial Completion if Contractor neglects, refuses or fails to complete the remaining Work by the calendar completion date for Final Payment and Acceptance. The Owner shall deduct the accrued liquidated damages from the final payment due to the Contractor.

Article 4. Contract Price.

4.1. Owner shall pay Contractor for completion of the Work in accordance with the Contract Documents in current funds as per the Contractor's Bid, which is attached as an exhibit to this Agreement.

Article 5. Payment Procedures.

Applications for Payment shall be in accordance with Article 14 of the General Conditions.

5.1. Progress Payments. Owner shall make progress payments on account of the Contract Price on the basis of Contractor's signed Applications for Payment as recommended by Engineer within thirty-five (35) days following the end of the period for which payment is being requested, provided the application for payment is submitted within seven (7) days following the end of the period. Period shall end on the last calendar day of each month. All progress payments will be based on the number of units or estimated percentage of the Work completed in accordance with paragraph 14.1 ofthe General Conditions.

5.1.1. Prior to Substantial Completion, progress payments will be made in an amount equal to the percentage indicated below, but, in each case, less the aggregate of payments previously made and less such amounts as Engineer shall determine, or Owner may withhold, in accordance with paragraph 14.7 of the General Conditions.

530-2 111/10 (CALENDAR COMPLETION DATE)

I l I I

(1) 90% of Work completed. If the project has been 50% completed as determined by Engineer, and if the character and progress of the Work have been satisfactory to Owner and Engineer upon written request by the Contractor, Owner, may determine that as long as the character and progress of the Work remain satisfactory to them, that the retainage on account of Work completed be reduced or eliminated. Reduction or elimination of the retainage will be at the sole discretion of the Owner.

(2) 0 % of materials and equipment not incorporated in the Work (but delivered, suitably stored and accompanied by documentation satisfactory to Owner as provided in paragraph 14.2 of the General Conditions).

5.1.2. Upon Substantial Completion, in an amount sufficient to increase total payments to Contractor to 95% of the Contract Price, less such amounts as Engineer shall determine, or Owner may withhold, in accordance with paragraph 14.7 of the General Conditions.

5.2. Final Payment. Upon final completion and acceptance of the Work in accordance with paragraph 14.13 of the General Conditions, Owner shall pay the remainder of the Contract Price as recommended by Engineer as provided in said paragraph 14.13.

5.3. Interest. All monies not paid when due hereunder shall not bear interest.

Article 6. Contractor's Representations.

In order to induce Owner to enter into this Agreement, Contractor represents that he fully complies with the requirements stated in paragraphs 3b. through 3g. of the Bid Form, which is attached as an exhibit to this Agreement.

Article 7. Contract Documents.

The Contract Documents which comprise the entire agreement between Owner and Contractor concerning the Work consist of the following:

7 .1. This Agreement.

7 .2. Performance and other Bonds contained in this Project Manual.

7.3. Work Order.

7.4. General Conditions contained in this Project Manual.

7.5. Supplementary Conditions contained in this Project Manual, if any.

7.6. The City of Topeka and Shawnee County Standard Technical Specifications, current edition, with any addenda thereto.

7.7. Specifications contained in this Project Manual, if any.

7.8. Project Drawings, bearing the following title: Project No. S-121041.00, NW Dondee Lane over Break Neck Branch to Halfday Creek

7.9. Addenda _____ to ____ ,inclusive.

7.10. Contractor's Bid, including all attachments to Bid, which is attached as an exhibit to this Agreement.

530-3 1/1/10 (CALENDAR COMPLETION DATE)

I I I I I I I l I I I I I

I I I I I

7.11 Wage Rate Determination.

7.12. The following which may be delivered or issued after the Effective Date of the Agreement and are not attached hereto: All Change Orders and other documents amending, modifying, or supplementing the Contract Documents pursuant to paragraphs 3.4 and 3.5 of the General Conditions.

r-·

There are no Contract Documents other than those listed above in this Article 7. The Contract Documents may only be amended, modified or supplemented as provided in paragraphs 3.4 and 3.5 of the General Conditions.

Article 8. Suspension of Contractor.

8.1. Contractor may be placed on Owner's "List of Suspended Contractors" for a period of time from the date of written notification by Owner if Contractor fails to perform in accordance with specific provisions stated in paragraph 8.2 of this Article 8. The period of Suspension shall be established as follows:

First Suspension -1 year Second Suspension - 2 years Third Suspension - Permanent

During the period of suspension, the Contractor will not be permitted to submit a bid to Owner to perform Work either directly or indirectly or as a subcontractor.

8.2. The Contractor shall be suspended upon written notification by Owner:

8.2.1. If Contractor exceeds the date established for substantial completion or final payment and acceptance as indicated in paragraph 3.1, or

8.2.2. Upon occurrence of any of the events stated in paragraph 15.2 of the General Conditions.

8 .2.3. If Contractor fails to complete any outstanding "One-Year Correction Period" work, as defined in paragraph 13.12 of the General Conditions, on previously completed projects within 90 calendar days of written notification by the Owner, the Contractor will be placed on-Owners "List of Suspended Contractors", as defined in paragraph 8.1, Article 8. Suspension of Contractor, and shall remain suspended until such time as the corrective work has been certified as complete in writing by the Owner.

Article 9. Miscellaneous.

. .--

9.1. Terms used in this Agreement which are defined in Article 1 of the General Conditions will have the meanings indicated in the General Conditions.

9.2. No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically but without limitation moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents.

530-4 111/10 (CALENDAR COJvlPLETION DATE)

J

J

9.3. Owner and Contractor each binds itself, its partners, successors, assigns and legal representatives to the other party hereto, its partners, successors, assigns and legal representatives in respect of all covenants, agreements and obligations contained in the Contract Documents.

IN WITNESS WHEREOF, Owner and Contractor have signed this Agreement in triplicate. One counterpart each has been delivered to Owner, Contractor and Design Engineer. All portions of the Contract Documents have been signed or identified by Owner and Contractor or by Design Engineer on their behalf.

OWNER: Shawnee County, Kansas

By: ____________________ __

Chair, Board of County Commissioners

Attest: _________ __ Shawnee County Clerk

Dme: ____________________ _

530-5

[CORPORATE SEAL]

1/1/10 (CALENDAR COMPLETION DATE)

(

I



CONTRACTUAL PROVISIONS ATTACH!\'IENT The undersigned parties agree that the following provisions are hereby incorporated ihto the contract to which it is attached and made a part thereof, said contract being dated the ___ day of , 201_.

!. TERMS HEREIN CONTROLLING PROVISlONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT 'WITH KANSAS LAW. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the Stale of Kansas, U.S.A., to the exclusion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and fm· the payment of the charges hereunder, County may terminate this agreement at the end of its cm1·ent fiscal year. County agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its cun·ent fiscal year. In the event this agreement is tenninated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the contract pum1ant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCLAIMER OF LlABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnify any contractor for any liability whatsoever.

5. ANTI-DISCRIMINATION CLAUSE. The contractor agrees: (a) to eomply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in ·the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 and K.S.A. 44-11\6; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the coniractor is found guilty of any violation of such acts by tl1e Kansas Human Rights Commission, such violation shall constitute a breach of contract; (f) if the contracting agency determines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if (e) or (f) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a contractor who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fiscal year:

900

6. ACCEPTANCE OF CONTRACT. This contract shall not be considered acpepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed :hY the Board of

County Commissioners of the County of Shawnee, Kansas.

7. ARBITRATION, DAMAGES, WARRANTIES. Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY TO CONTRACT. By signing this document, the representative of the contractor thereby represents that such person is duly authorized by the contractor tO\ execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

9. RESPONSIBILITY FOR TAJI.'ES. The County shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

I 0. INSURANCE. The County slmll not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance" fund .to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of any loss or dama p -sana proJler!y to which vendor or lessor holds title.

c . · .huahin~J~e

Date:


Chair

Date:

ATTEST:


0 ' '

'

'

Public Health Prt:vc:nt. Promote. Protecl.

Shawnee County Health Department

Shawnee County Health Department Linda K. Ochs, Director

2600 SW East Circle Dr., Topeka, KS 66606

Ph. 785.251.5600 I Fax 785.251.5696 www.shawneehealth.org

March 20, 2018

TO: Board of County Commissioners of the County of Shawnee, Kansas

FROM: Linda K. Ochs, Director rJ.y.o RE: Apply for the Kansas Department of Health and Environment Aid-to-Local

Grants for State Fiscal Year 2019

Action requested: Approval for the Shawnee County Health Department (SCHD) to apply for the Kansas Department of Health and Environment (KDHE) Aid-to-Local grants for State Fiscal Year 2019.

The KDHE Aid-to-Local grants which are being applied for include: State Formula; Child Care Licensing; Chronic Disease Risk Reduction; Maternal and Child Health; Immunizations; and Public Health Emergency Preparedness - Local and Regional.

Of special note:

• As part of the grant application for the Maternal and Child Health grant, a Data Use Agreement with the University of Kansas Center for Research, Inc. needs to be signed and is included in the grant application. This Data Use Agreement will allow SCHD staff to enter required data into the Data Application and Integration Solution for the Early Years (DAISEY) system. The use of this system is required by KDHE.

• Also included in the grant application is a Deputization Memo of Understanding with GraceMed. Per Centers for Disease Control and Prevention requirements, only Federally Qualified Health Centers (FQHC) and Rural Health Clinics may use publicly purchase vaccines to vaccinate underinsured children unless a local health department (LHD) has been "deputized" to also receive and administer these vaccines to this population. Deputization is affirmed based on a Memorandum of Understanding between the LHD and a FQHC and KDHE.

SCHD is requesting a total grant amount of$987,367.

In State Fiscal Year 2018 SCHD received $956,968 in Aid-to-Local grants.

LKO/klw Attachment C: Betty Greiner, Director of Administrative Services

Edith Gaines, SCHD Finance Officer

Leading the Way to a Healthier Shawnee County

To be completed by KDHE- date received: __ _

Aid to Local Grant Application Signature PageSHAWNEE COUNTY Kansas Department of Health and Environmen£ONTRACT # C\cJ-cJct &'"

Grant Period: July 1, 2018- June 30, 2019

1000 SW Jackson, Suite 340 Topeka, Kansas 66612-1365

This form, complete with signatures, is required to complete your Aid to Local application package. Send this page as an attachment to [email protected].

All applications are due March 31, 2018.


Name of Organization--------

2600 SW East Circle Dr Street Address/PO Box ----------

city Topeka Zip Code 66606

Name of Director Linda K. Ochs

Primary contact Linda K. Ochs

Telephone of Primary Contact 785-251-561 0

Signatures:

President/Chairman Local Board of Health or Board of Directors

Date:-------

Child Care Licensing Program

Chronic Disease Risk Reduction (CDRR)

Community-Based Primary Care Clinic

CRI Public Health Preparedness

Disease Intervention

Family Planning

HIV Prevention Program- Community

Immunization Action Plan

Maternal & Child Health

Pregnancy Maintenance Initiative (PMI)

Public Health Emergency Preparedness (PHEP)

Regional PHEP (RPHEP)

Ryan White

Special Health Care Needs {SHCDN)

State Formula

Teen Pregnancy Targeted Case Management

Total Funds Requested:

Administrator /Director

Date: 3 i:;.o It \)" l

167,342

81,908

35,823

427,979

119,796

33,685

120,834

987,367

I

Kansas Health and Environment, Child Care Licensing

SFY19 Aid To Local Grant Application

1. Name of County/City Applying for the Child Care Licensing ATL award:

Shawnee County

2. What counties will be served if multicounty? N/A

3. Complete the table for all child care licensing surveyors

First and Highest Degree License(s) Other Last Name of Held Training

Education/Focus

Ann Bartlow Bachelor's/Eiem. Ed/Early Childhood None None

Becky Springer Bachelo~s/Human Services Cosmetology None

Janet Wooton Bachelor's/Home Economics Registered Sanitarian None Jennifer Zimmerman Bachelor's/Earty Childhood Education Pharmacy Tech None

4. Describe Recruitment Plan

See#5

Primary or

Assistant

Surveyor

Primary

Primary

Primary

Primary

% FTE Years as

CCL

Surveyor

100 17

100 29.5

100 14.75

100 10

5. Describe Traditional Recruitment Activities, i.e. county fairs, brochures, hospital baby fairs.

We have developed a flyer for stay-at-home moms that we will be distributing through events that our Community Health

Kansas Health and Environment, Child Care Licensing SFY19 Aid To Local Grant Application

6. Describe Non-traditional Recruitment Activities, i.e. working with local organizations to offer a grant

for new child care applicants.

None

7. Describe Community Outreach Activities to promote community awareness ofthe importance of

regulation and quality child care.

Child Care Licensing Surveyor Qualifications 2018-2019

Complete for each individual that is conducting Child Care licensing Surveys/Investigations.

Contracting Health Department -Lead County -----=S!!h~aw!.!.!!ne~e=---------------

County(s} Surveyed -----=S!!h~aw!.!.!!n~ee::...._ _________________ _

SurveyorName ---~A~n~n~B~a~rt~lo~w~--------------------

Primary c:::J Assistant D %FTE 100

Highest Degree -~Ba~c=.!.h~e~lo!.!.r....::'s:....__ ______________ _

Field Elementary Education-Early Childhood

Number of Credits Hours in Early Childhood or Child Development __ ..:.2:.!:!0 _________ _

Number of Credit hours in Health 0

License Held None

Credential ___ ___,N...:.;o=..:n..:..:e=---------

Number of years in Child Care Licensing 17


Complete for each individual that is conducting Child Care Licensing Surveys/Investigations.

Contracting Health Department -Lead County Shawnee

County(s} Surveyed __ __:,!S.!.!ha!!:w!!!..!..!:ne~e~------------------

SurveyorName __ ~B~e~c~kyLS~p~rBin~g~e~r ____________________ __

Primary c::J Assistant D %FTE 100

Highest Degree --~Ba:=..:c::.!.h!!::ec!.!lo::.!.r...:'s'-----------------

Field Human Services

Number of Credits Hours in Early Childhood or Child Development __ ...!:8!...__ ________ _

Number of Credit hours in Health_~6!__ ____ _

License Held ____ C~o~s~m'-!.!e~t~o.!!:lo~go.Ly _____ _

Credential __ ....;N~o~n'-!.!e=-----------

Number of years in Child Care Licensing 29.5



Contracting Health Department -Lead County Shawnee

County(s) Surveyed __ _.::!S!!ha!:!.:w!!!.!.!.ne~e=---------------------

Surveyor Name ___ :!..!Ja:!..!.n!.!:e:.!:.t.!.W~o~o:!..!t:.\:!o!!n _________________ _

Primary [:'] Assistant D %FTE 100

Highest Degree -B~a~c:.!.!h~e~lo~r'..:s _______________ _

Field Home Economics

Number of Credits Hours in Early Childhood or Child Development __ ..:1~0 _________ _

Number of Credit hours in Health _ ____,1'-"6'----------

License Held None

Credential __ Registered Sanitarian

Number of years in Child Care Licensing 14.75



Contracting Health Department -Lead County __ ---::.S!.!.ha!:!:w~ne~e=--------------

County{s) Surveyed __ ___:!.S~ha~w!.!.n~e~e"--------------------

SurveyorName __ ~Je~n~n~if~e~r~Z~im~m~e~rm~an~----------------

Primary c=J Assistant D %FTE 100

Highest Degree ---'B~a~c~hc:e~lo~r·~s _______________ _

Field Early Childhood Education

Number of Credits Hours in Early Childhood or Child Development --~6~0 _________ _

Number of Credit hours in Health _ ___.2'""0'"'"+ ________ __

License Held --~N~o:!..!n~e _______ _

Credential __ .!..P~h~ar~m~a~C::..~:V....!T'-!::e~c!.!h ---------

Number of years in Child Care Licensing ___ .:::.10,__ ______ __

An electronic copy of this form is available at "www.kdheks.gov/doc_lib/index.html"

Detailed Budget for Grant Funds 1. LOCAL AGENCY: Shawnee County Health Department SFY 2019 July 1, 2018 -June 30, 2019 2. PROGRAM: Child Care Licensing

Formulas are set to round numbers Annual Salary %of TOTAL to the nearest dollar. for Grant Time Requested Match

Period Worked 3. Personnel

(Name and Position of employee) Ann Bartlow, CCL Surveyor 48,090 100% 24,045 24,045 48,090 Ed Kalas, Health Protection Division Mngr 84,657 35% 14,815 14,815 29,630 Clara Norris, Account Clerk II 36,213 40% 7,242 7,243 14,485 Becky Springer, CCL Team Leader 69,680 100% 34,840 34,840 69,680 Janet Wooton, CCL Surveyor 38,688 100% 19,344 19,344 38,688 Jennifer Zimmerman, CCL Surveyor 41,038 100% 20,519 20,519 41,038

FICA (7.65%) 241,611 9,241 9,242 18,483 Retirement (9.39%) 241,611 11,343 11,344 22,687 Other Benefits (2.96%) 241,611 3,576 3,576 7,152 Health & Life Ins ($9,422 per FTE) 4.75 FTE 22,377 22,378 44,755

Category Total 167,342 167,346 334,688 4. Travel Mileage 200 200

Category Total 200 200 5. Supplies Office Supplies 1,200 1,200

Category Total 1,200 1,200 6. Capital Equipment (ITEMIZE)

Category Total 7. Other (ITEMIZE) Telephone (Monthly service for 4 smart phones and 4 Mi-Fis) 3,650 3,650 Contractual Services (Copier lease, credit card processing, shredding) 1,200 1,200 Professional Liability Insurance 2,100 2,100 Vehicle Insurance 2,000 2,000 Vehicle Maintenance 1,700 1,700 Gasoline 2,200 2,200 Computer Software/Hardware 200 200

Category Total 13,050 13,050

GRAND TOTAL 167,342 181,796 349,138

Chronic Disease Risk Reduction Coalition Members Coalition Name and County: Heartland Healthy Neighborhoods- Shawnee County

Coalition Members and/or partners: By listing your name on this form you are acknowledging that you or your organization are an AUIVE member of the coalition and/or a work group and that you contribute to progress in at least one of the following areas: tobacco prevention and control, physical activity/nutrition (PAN) promotion, or worksite wei/ness (WW). If not affiliated with an organization simply list your name.

Main social institutions representation:

K-12 Schools

mmunity

Business

Media

Health Agency

USD 501 USD 437 USD 345

Topeka Topeka, Auburn Topeka

Antioch Family Life Center I Topeka Mt. Zion Missionary Topeka Baptist Church

BCBS American Heart Assoc Hy-Vee Washburn University YMCA

Shawnee County City of Topeka

Topeka- Shawnee Co. Topeka- Shawnee Co. Topeka Topeka Topeka

Topeka, Rossville, Silver Lake Topeka

Metro Voice I Topeka - Shawnee Co. WIBW Topeka Capital Journal KSNT

Shawnee County Health I Topeka- Shawnee Co. Department

Tobacco Tobacco Tobacco

Tobacco/PAN Tobacco/PAN

Tobacco, PAN, WW Tobacco, PAN, WW PAN Tobacco, WW PAN, WW

Gina Scali/Misty Kruger Jayme Lindstrom Claudia Welch

Pastor T.D. Hicks Pastor Delmar White

Missty Lechner Virginia Barnes, Michelle Shima Amber Groeling T aNiqua Ward Joe Hodgeson

Tobacco, PAN, WW I Shelly Buhler Tobacco, PAN, WW Karen Hiller

Tobacco/PAN Tobacco/PAN Tobacco/PAN Tobacco/PAN

Tobacco, PAN, ww

Lee Hartman Eric lves Morgan Chilson Brittany Moore

Linda Ochs, Craig Barnes, Kay Powell, Teresa Fisher, Amanda Monhollen, Missy Middendorf

*Could be law enforcement, city administrator, etc. If working on Physical Activity and Nutrition, must include planning/transportation representation.

-continued-

List other common community organizations represented on your coalition such as clinics, hospitals, universities/colleges, day care centers, ethnic associations, housing authorities, libraries, neighborhood groups, parent organizations, recreational groups, service associations, social service agencies, veterans' groups.

GraceMed Topeka Shawnee County Public Library Harvesters Stormont Vail Health St. Francis Family Service and Guidance Center Valeo Behavioral Healthcare JAAA Meals on Wheels Topeka Housing Authority Florence Crlttenton K-State Extension Office

-Topeka - Shawnee Co. (all) Tobacco/PAN Tobacco/PAN/WW PAN Tobacco/PAN/WW PAN/WW ww Tobacco/WW PAN PAN Tobacco/PAN PAN/WW PAN

Alice Weingartner Lissa Staley, Greag Gaul Amy Plnger, Jessica Kejr Tracy O'Rouke, Lenora Kinzie Cathy Harris, Usa Alexander Anthony Bryan, Pam Manning T ami Wichman Elizabeth Rincon KlmWiilimas Trey George, Aubrey Coufal, Arnold Downing Dana Schoffelman Lisa Martin

List representation from specialized groups who are oriented around issues central to your mission. This may include organizations or individuals representing mental health, substance use disorders, tobacco, etc.

Sources:

Prevention And Recovery Services (PARS) Safe Streets Breakthrough House

Topeka

Topeka, Rossville Topeka

have direct youth representation or affiliation with a youth group?

Boy Scouts of America Boys and Girls Club

--Topeka- Shawnee County Topeka- Shawnee County

Tobacco

Tobacco Tobacco

Tobacco Tobacco

Lynn Smith

Irene Caballero, Kristi Pankratz Ashley Dill

Wayne Pancoast Dawn McWilliams, Tavari Carter

at your county demographics. Does your coalition reflect your community make up? Indicate underserved population groups which are represented. Iii Racial/ethnic minorities Iii People living in rural communities Iii People with less than a high school education D People who identify as LGBT Iii People with low income Iii Older adults il People with disabilities

Community Tool Box. Chapter 7, Section 2: Promoti'lg Participation Among Dive~ Groups. http:!/ctb.l::u.edu/enltabl!-of-contents/oarticipation/encouraging-lnvot.lemenYdNerse-partcipation/main

CDC National Center for Chronic Olseasa Prevention and Health Pmmotlon, Division of Community Health. A Practitioner's Guide JarMvanclng Health Equity: Community Strategies jorPreventilg Chronic Disease. https:!Jwww.cdc.gov/nctdphpldch/health·eq u!tv-guide/

Chronic Disease Risk Reduction SFV2019 Applicant Organization: Shawnee County Health

Department

Administration -Implementation Applicants Only Form

What county or counties will be served?

Shawnee County

Community Profile & Statement of Need- Provide a clear and specific description of the community that includes data from existing resources on community demographics and the prevalence of behaviors and/or chronic diseases. Provide a clear and full explanation of how the funds will benefit the community through the selected work plans. {Recommended length is no more than 500-700 words) Shawnee County, which covers 554.6 sq miles, is located in Northeast Kansas and has a total population

of 178,831, of which 84% live in urban areas and 14% is rural. Shawnee County houses the capitol city of

Kansas, Topeka, which has a population of 127,660 or 71% of the total population of Shawnee County.

The population distribution of different ethnic groups is as follows: 82.0% white, 10.8% Hispanic or

Latino, 8.0% Black/African-American, 1.1% Asian, and 5.2% two or more races. 71.3% of adults are

overweight or obese. 45.6% of adults reported consuming fruit less than 1 time per day. 23.4% of adults

reported consuming vegetables less than 1 time per day. 19.5 of adults do enough physical activity to

meet both the aerobic and strengthening exercise recommendations. 21.0% of adults who currently

smoke cigarettes.

In the past two years, there have been five residential fires associated with smoking in Shawnee County.

Research shows that drifting smoke can travel from one apartment to another through the ventilation

systems, plumbing, cracks in the drywall, and outlets. This causes serious health issues as a result of

unexpected secondhand smoke exposure. This work plan will look to increase the number of safe multi

unit properties with comprehensive smoke-free policies. Continuing the success of implementing a

smoke-free policy at all properties owned by the Topeka Housing Authority this work will focus on

additional multi-unit housing properties across Shawnee County. Hosting Lunch N Learns will be an

integral way to disseminate information to apartment managers across Shawnee County.

Training providers to be champions in their community against the harmful effects of tobacco use is

integral to the county's comprehensive tobacco plan. The BTl training gives providers the opportunity to

earn CEU's while giving them the tools they need to work with patients who are looking to quit tobacco.

After completing the training providers will be able to properly refer patients to the Kansas Tobacco

Quitline, SCRIPT services and FFS classes and be able to conduct brief tobacco interventions with their

patients. Additionally, hosting a Maternal Child Health Symposium in Topeka will be momentual in

changing provider and organizational norms related to tobacco use prevention and intervention.

Community Capacity - Describe plan for staff, partnership collaboration, resources, and necessary training and tools needed to support the work plans. (Recommended length is no more than 500-700 words)

1

The Shawnee County Health Department (SCHD) in partnership with Heartland Healthy Neighborhoods

(HHN), Stormont Vail Health, and St. Francis Health have completed the 2016 Community Health Needs

Assessment (CHNA) and will begin working to complete an addendum to the 2015 Community Health

Improvement Plan (CHIP). These assessments and plans bring together various partners in a wide variety

of fields to develop strategies, objectives, and opportunities for community involvement that align with

the goals of improving the health and well ness of Shawnee County.

The work plans selected for this grant application align with current objectives and data found within

the 2015 CHIP and the 2016 CHNA. Staff and partners will work with the appropriate organizations to

provide the correct research and resources to train personnel in order to achieve the goals outlined

within our work plans. Several of the partnerships needed to complete this work are already in place

and we will be capitalizing on already great working relationships with those partners.

We also plan to specifically partner with the Family Services division of the SCHD to integrate the

tobacco cessation requirements of the MCH grant with those we are pursuing via CDRR. This will allow

us to more directly and efficiently partner with local Maternal Care organizations and providers. This will

also allow us to participate more within the Shawnee County Fetal Infant Mortality Review group and

increase our ability to collaborate.

Health Equity - Provide details on community plan for engaging and impacting populations experiencing preventable health inequities and how your community will work to advance health equity community wide. The Heartland Healthy Neighborhoods coalition has just recently created a workgroup specifically

targeting health equity issues in the Shawnee County community. The specific workplans chosen for

FY19 focus on engaging and impacting populations experiencing health inequities we can prevent. For

example, our smoke-free multi-unit housing work plan will be focusing on residents who live in multi

unit housing complexes. 21% of housing units in Shawnee County are multi-unit housing and research

shows that drifting smoke can travel from one apartment to another through the ventilation systems,

plumbing, cracks in the drywall, and outlets. Research also shows that individuals with low

socioeconomic status are more likely to use tobacco products, as such; an individual who lives in either a

cost-assisted multi-unit housing or private multi-unit housing should not have their health affected by a

neighbor who decides to use tobacco products because they might not be able to afford to live

somewhere else. Work will continue to host additional community health forums in underserved areas

of our community in order to address the direct needs of the community members living in those areas.

Additional work will be done to enagage the faith-based community that has typically been overlooked

in data collection for the CHNA and CHIP. SCHD staff have recently undergone Community ASsessment

for Public Health Emergency Response (CASPER) training. SCHD in collaboration with HHN plan to use

the CASPER process to gather household based information in the areas of the community with noted

health inequities. The data collected through the CASPER process will be added for future CHNA's and

will allow us to gather relevant data that could greatly impact our community in realtime.

2

2

3

4

5

6

7

Please complete salary spreadsheet & enter information in blue highlighted columns. Brown shaded fields will automatically populate based on information entered.

Chronic Disease Risk Reduction Salary Worksheet

::J:_ 0 0

CX) 0

Chronic Disease Risk Reduction SFY2019 Applicant Organization: Shawnee County Health

Department

Cessation (3) - Establish tobacco cessation screening, referral and counseling

systems targeting healthcare providers serving women during the perinatal

period. Examples of interventions include: increasing KanQuit online enrollment using a "warm handoff"

model in WIC clinics; implementation of an evidence-based smoking cessation program (i.e. SOPHE

Smoking Cessation Reduction in Pregnancy Treatment- SCRIPT®, Baby and Me Tobacco Free- BMTF)

or establishing a Brief Tobacco Intervention training policy requirement.

Multi-year SMART Objective- Multi-year Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The multi-year objective will lead to progress on required performance measures and

be clearly tied to the work plan. By June 30th, 2019, increase the number of referral system platforms to cessation services for pregnant

and post-partum women from 0 to 1.

Annual Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The annual objective should ultimately lead to progress on multi-year objective and required performance measures. By June 30th, 2019, increase the number of referral system platforms to cessation services for pregnant

and post-partum women from 0 to 1.

Target Population - describe and quantify the group of people this activity will help. Please use existing data sources. See list of recommended data sources found in the request for proposal. Maternal Care organizations in Shawnee County (n=28}

Pregnant and Post-Partum women in Shawnee County (n=2,188}(2016 pregnancies}

Target Organizations- describe and quantify- List organizations this activity will impact. If you plan to help students, then the organization would be the schools you plan to work with. If you want to work with employees, then the organization would be their employer. Shawnee County Maternal Care organizations (n=28}

Members of HHN's Healthy Babies workgroup (n=23}

Action Steps- 5-10 steps- Action steps are purposeful, logical and will lead to significant progress on objectives. -Compile and update database of all maternal care organizations and providers located in Shawnee

County

-Draft letter to be sent to all maternal care organizations providers

-Share BTl training with maternal care organizations

-Offer FFS trainings

-Offer SCRIPT trainings

-Work with coalition partners to increase awareness of Kansas Quitline, SCRIPT, and FFS services as well

1

as cessation options available to tobacco users

-Create workgroup and plan MCH/Tobacco Symposium

Create referral system to Kansas Quitline, FFS classes, SCRIPT, and additional MCH resources

-Follow-up with providers who have not completed the BTl training

-Utilize media and community contacts to recognize those organizations and providers who have taken

the BTl training and are taking part in the referral system.

-Host MCH/Tobacco Symposium in Spring 2019 for Shawnee County Maternal Health organizations and

providers

Performance Measures and Data Sources - Required performance measures for each work plan are

provided here. Include data sources and baseline value for each performance measure. Applicant may

Jist additional measures to track throughout the year to demonstrate progress. Focus on a few

important measures.

1. Number of health care provider organizations that establish a systems change to adopt or

improve practices for tobacco dependence treatment during pregnancy including screening,

referring, and providing brief tobacco dependence treatment.

Data Source: SCHD Internal Database, KDHE BTl reports, organization policies

Baseline Value: 1

2. Number of healthcare provider organizations that establish a new policy, systems or

environment change that includes the KDHE "Brief Tobacco Intervention" web-based provider

training.

Data Source: SCHD Internal Database, KDHE BTl reports, organization policies

Baseline Value: 1

3. Number of hea/thcare providers in target locations who complete the KDHE "Brief Tobacco

Intervention" web-based provider training.

Data Source: KDHE- BTl Database

Baseline Value: 5

4. Number of women who are currently pregnant, planning pregnancy or currently breastfeeding

who enroll in the Kansas Tobacco Quitline.

Data Source: KDHE- Tobacco Quitline Reports

Baseline Value:#

5. If SCRIPT or BMTF selected: Number of staff who successfully complete SCRIPT or BMTF

program training.

Data Source: SCHD- MCH Internal Database

Baseline Value: 0

6. If SCRIPT or BMTF selected: Number of women who participate in SCRIPT or BMTF program.


2

Baseline Value: 0

7. If SCRIPT or BMTF selected: Number of women who abstain from smoking throughout pregnancy.


Baseline Value: 0

Additional Performance Measures

Proposed Performance Measure: Click here to enter text. Data Source: Click here to enter text. Baseline Value: Click here to enter text.


Communication interventions can be powerful tools for promoting and facilitating change and shaping social norms related to healthy outcomes. An effective health communication intervention delivers strategic, culturally appropriate messages that are impactful and sustained and that are integrated into an overall program effort. Typically, effective health communication interventions and counter-marketing strategies employ a wide range of efforts. In this section, describe proposed earned

media, social media, public relations efforts, and paid media activities.

Earned Media- Describe activities to capitalize on local interventions, national reports/data releases and current events to generate at least four instances of earned media.

Great American Smokeout- Local presentations are down in the schools gives the

opportunity to discuss tobacco use prevention interventions with the media.

Kick Butts Day- National Campaign give us the opportunity to discuss tobacco use prevention

interventions with the media. County Health Ran kings- Annual release of County Health Ran kings. This gives us the

opportunity to discuess specific interventions happening in our community with the media.

Infant Morality Awareness Month- Every September is Infant Mortality Awareness Month,

smoking while pregnant is a leading risk factor for SIDS and lowbirthweight babies.

Messaging will be disseminated to the media during this month to discuss tobacco use

prevention interventions.

Describe activities for at least two public relations efforts geared toward policy makers and focused on

priority policy issues.

Letters to Legislators- Letters are mailed out to local legislators twice a year (March and

September).

3

Board of Health- Quarterly updates are given to the Shawnee County Board of Health

related to the work and progress of CDRR activities.

Describe activities for any social media activities. The Shawnee County Health Department currently designates Tuesday's as 'Tobacco Tuesdays' on all

social media platforms. Pregancy, Infant Mortality and Smoking specific information will be shared

out via the regularly scheduled posting structure and when necessary related to specific local events,

forums, or national releases.

Optional Paid Media - Describe activities to perform proposed paid media activities including paid contact content on social media.

Click here to enter text.

Describe integration of Kansas Tobacco Quitline and Brief Tobacco Intervention (BTl} promotion in proposed tobacco control activities. Promotion of the Brief Tobacco Intervention web-based training to local providers must be incorporated into the tobacco work plan you choose to implement. A brief description of the BTl training can be found in the Chronic Disease Risk Reduction request for proposal.

BTl training opportunities will continue to be held with community partners and the

information will be disseminated routinely at HHN- Healthy Babies workgroup meetings and

the Fetal Infant Mortality Review meetings. Kansas Tobacco Quitline materials are shared at

every Shawnee County Parks and Recreation facility and are shared at every health fair that

the Shawnee County Health Department and Heartland Healthy Neighborhoods participates in. Information is also shared with the media during any media interview conducted

regarding tobacco use prevention interventions.

Evidence and Long-Term Impact- Describe how work plan is evidence based, linked to sustainable policy, systems or environmental changes, shows synergy with other work in the community, and appears very likely to produce significant long term positive impact. (Recommended length is no more than 500-700 words)

In 2016, 16.2% of women reported smoking during pregnancy in Shawnee County, which is nearly 1 in 6

pregnant women. This percentage is higher than the state of Kansas in which 11.1% women reported

smoking while they were pregnant. According to Shawnee County's Community Health Needs

Assessment, decreasing infant mortality and tobacco use are two of the top priorities within Shawnee

County. Fetal mortality rates are 35% higher among smoking mothers than nonsmoking.

Research shows that smoking during pregnancy adversely affects the health of both the mother and her

baby. Maternal smoking can result in miscarriages, premature delivery, and sudden infant death

syndrome. Smoking during pregnancy nearly doubles a woman's risk of having a low birth weight baby,

and low birth weight is a key predictor for infant mortality. In addition, smoking also increases the risk of

preterm delivery. Low birth weight and premature babies face an increased risk of serious health

problems during the infant period, as well as chronic lifelong disabilities such as cerebral palsy, mental

retardation, and learning problems.

Research shows the combined use of medication and counseling almost doubles the smoking abstinence

4

rate compared with either medication or counseling alone. This activity will give maternal care (MC)

providers the training they need to complete a brief tobacco intervention with their patients who use

tobacco and then how to properly refer patients to the Kansas Tobacco Quitline, SCRIPT programs, and

Freedom From Smoking (FFS) classes held in the community. FFS trainings will be offered to MC

organizations to have a trained facilitator on staff to focus on pregnant and post-partum women. A

referral system will be created to ensure women are getting the cessation services they need the most,

whether that be in the form of group classes through FFS or one-on-one counseling through the Kansas

Quitline. SCHD will also be sending the MCH Team Leader to a SCRIPT training in March 2018. She will be

working to implement SCRIPT at the SCHD as well as other community partners and MC organizations

who wish to implement the program. The variety of options will make it easy for any pregnant or post

partum women to quit tobacco. Research shows that Quitlines are among the most cost effective

preventive services and can reach the largest number of tobacco users with proper promotion and

clinical referrals. In the United States only 1-2% of tobacco users take advantage of the Quitline network

because they are unaware of its availability and the services it offers. This will also increase the

promotion of the Kansas Quitline so that more tobacco users are aware of the services it offers.

To broaden the reach of tobacco cessation trainings and to further educate MC organizations and their

providers in Shawnee County and the region we propose hosting a Maternal-Child Health Symposium in

the Spring of 2019. This symposium will focus on the issues of infant mortality and low birth weight

babies two ofthe primary maternal health issues in Shawnee County. Tobacco use is a leading risk factor

for both health issues and as such will be a primary focus of the symposium. We are proposing to offer

sessions around BTl integration, motivational interviewing, current MCH trends, Fetal Infant Mortality

Review updates, health equity issues and breaking the poverty cycle.

5


Department

Physical Activity & Nutrition (1): Establish new food policy councils and/or implement one or more food policy council priorities that advance policy,

system, and environmental changes to support a healthy food system and improved food access.

Multi-year SMART Objective- Multi-year Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The multi-year objective will lead to progress on required performance measures and be clearly tied to the work plan.

By June 30, 2019 increase the number of food policy councils created to serve the Topeka

Shawnee County region from 0 to 1.

Annual Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The annual objective should ultimately lead to progress on multi-year objective and required performance measures.

By June 30, 2019 increase the number of food policy councils created to serve the Topeka

Shawnee County region from 0 to 1.

Target Population - describe and quantify the group of people this activity will help. Please use existing data sources. See list of recommended data sources found in the request for proposal. Shawnee County residents {n=178,406)

Target Organizations - describe and quantify- List organizations this activity will impact. If you plan to help students, then the organization would be the schools you plan to work with. If you want to work with employees, then the organization would be their employer. City/County Policy Makers {n=39) {county commissioners, city council members, mayors and human

resources officials), farms {n=826), food retail {n=377){retail establishments, grocery stores,

Conveinience stores, "Big Box Stores", farmers markets), food manufacturing and distribution {n=19),

school districts {n=S) and campuses {n=2), and all residents of Shawnee County {n=178,406).

Action Steps- 5-10 steps- Action steps are purposeful, logical and will lead to significant progress on objectives.

1. Convene Farm and Food Policy Taskforce- identify key stakeholders.

2. Gather releveant research, model structures and data to create talking points for engaging

community and stakeholders.

3. Review 2017 Food System Assessment with Taskforce.

4. Define preliminary Council Structure, Goals, Vision, Priorities, Recruitment, and Outcomes.

5. Additional data analysis and assessments.

6. Finalize Structure, Goals, Vision, Priorities, Recruitment, and Outcomes.

1

7. Draft resolution and seek passage by City and County governing bodies if necessary.

8. Plan first meeting and formally establish Farm and Food Policy Council.

Performance Measures and Data Sources - Required performance measures for each work plan are provided here. Include data sources and baseline value for each performance measure. Applicant may list additional measures to track throughout the year to demonstrate progress. Focus on a few

important measures.

1. If the work plan involves establishing new food policy council(s) report: Number of jurisdictions

covered by newly formed food policy councils. Data Source: City Council Resoultions, County Commission Resolutions, Food Policy Council (FPC)

Bylaws

Baseline Value: 0

2. Number and type of food policy council priorities implemented that advance policy, system, and environmental change to support healthy food system and food access.

Data Source: FPC Bylaws

Baseline Value: 0

3. Number of adults impacted by the food policy council priorities implemented that advance policy, systems, and environmental change to support healthy food system and food access.

Data Source: FPC Database

Baseline Value: 0

4. Number of food policy council priorities addressing needs of the disparate population(s).

Data Source: FPC Bylaws, FPC Database

Baseline Value: 0




Communication interventions can be powerful tools for promoting and facilitating change and shaping social norms related to healthy outcomes. An effective health communication intervention delivers strategic, culturally appropriate messages that are impactful and sustained and that are integrated into an overall program effort. Typically, effective health communication interventions and counter-marketing strategies employ a wide range of efforts. In this section, describe proposed earned media, social media, public relations efforts, and paid media activities.

2

Earned Media- Describe activities to capitalize on local interventions, national reports/data releases

and current events to generate at least four instances of earned media.

County Health Rankings- Annual release of County Health Ran kings. This gives us the

opportunity to discuss specific interventions happening in our community with the media.

National Nutrition Month- March is National Nutrition Month. Capitalizing on media

attention during the month of March would give us the opportunity to discuss possible food

sy~tem interventions in our community with the media.

Farmer's Market Week- The first full week of August is Farmer's Market Week. This would

give us tohe opportunity to discuss the plethora of farmers markets in Topeka/Shawnee

County and how they impact the food system.

Release of the 2018 Shawnee County CHIP addendum- Shawnee County's 2015 Community

Health Improvement Plan will be getting an update in the Fall of 2018 to include additional

findings from the 2016 Community Health Needs Assessment. Great opportunity to discuss

what interventions are taking place in the community.




September).



Describe activities for any social media activities. The Shawnee County Health Department currently designates Friday's as ,Nutritional Fridays' on all social media platforms. Food System and Nutritional specific information will be shared out via the regularly scheduled posting structure and when necessary related to specific local events or forums.



Evidence and Long-Term Impact - Describe how work plan is evidence based, linked to sustainable policy, systems or environmental changes, shows synergy with other work in the community, and appears very likely to produce significant long term positive impact. (Recommended length is no more than 500-700 words)

Poor nutrition is one of the three main risk factors leading to most chronic diseases. Based on

our local 2016 Community Health Needs Assessment (CHNA), adults consuming the

recommended number of fruits and vegetables and obesity were identified as two of the top

health priorities. A key element to obesity is adequate nutrition and the access to healthy,

nutritious foods. Access to healthy food was also identified as an top health issue according

to our local2017 Food System Assessment (FSA). According to the 2017 FSA 30,834 people in

Shawnee County reside in food deserts, 15% of Shawnee County residents are food-insecure,

3

and 9,900 children (22.6%} live in househoulds that are food in-secure.

Food Policy Councils (FPC} are one possible intervention that reflect the diverse interests and

needs of the food system for a community. FPC's foster communication and civic action at the

grassroots and allow a chance for strategic partnerships to shape the nature of the food

system that affects so much of their lives. Creating a FPC is listed in Shawnee County's 2015

Community Health Improvement Plan (CHIP} as a primary "Opportunity for Community

Action" under Strategy 2 (Build a healthier food system; improve nutritional quality of the

food supply and food safety) of the Healthy Eating, Active living (HEAL) workgroup. As

mentioned earlier the HEAL workgroup has completed a FSA in 2017. The FSA will help the

newly formed Farm and Food Policy Taskforce to create priorities that will have the greatest

impact on the current health inequities related to the food system in Shawnee County. In

2015, nine census tracts within Shawnee County met the definition of a food desert;

approximately 30,000 people live in those nine census tracts. In addition, approximately

16,000 Shawnee County students (K-12} qualify for free or reduced price meals at school.

Having a FPC, with cross-sectoral representation, to serve in an advisory capacity and offer

recommendations to local lawmakers on policy initiatives will have a tremendous impact on

community members with limited access to healthy food options, and food in general.

In February 2018 the United Way of Greater Topeka in partnership with Heartland Healthy

Neighborhoods- Healthy Eating Workgroup, American Heart Association, LaClair Consulting

and the Shawnee County Health Department began convening the Farm and Food Council

Taskforce. This taskforce was developed to help clarify intentions as to the need of a Food

Policy Council in Topeka-Shawnee County, begin the work of identifying key stakeholders,

and assisting on this proposed grant narrative. After the initial meeting the Taskforce

membership was increased to include members of the following organizations: K-State

Extension Office, USD 501, Reser's Fine Foods, Harvesters, Hy-Vee, Washburn University, and

Heartland Visioning. This Taskforce plans to meet monthly until the establishment of a

formal Farm and Food Policy Council. Furthermore, conversations during the data gathering

and creation of the FSA via local Food, Education, Agriculture, Solutions, Together (FEAST)

events have already shown the community's readiness to embrace change in the local food

system. A number of local businesses and organizations have already began to look at their

internal food system policies to implement changes that promote local food production and

access to healthier food options. A FPC in Shawnee County will be able to continue the work

of monitoring and assessing, communicating and coordinating efforts, and researching and

recommending potential interventions that will positively impact the Shawnee County food

system.

4


Department

Prevention (2) - Increase the number of communities that adopt, strengthen, and enforce policies that restrict youth access to tobacco products.

Multi-year SMART Objective- Multi-year Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The multi-year objective will lead to progress on required performance measures and be clearly tied to the work plan. By June 30, 2020 increase the proportion of Shawnee County jurisdictions from 2/6 to 6/6 implementing

tobacco retail strategies to reduce youth tobacco initiation, specifically increasing the minimum legal

age of purchase to age 21.

Annual Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The annual objective should ultimately lead to progress on multi-year objective and required performance measures. By June 30, 2019, increase the proportion of Shawnee County jurisdictions implementing Tobacco 21

{raising age of sale for tobacco/vaping similar products to age 21) from 2 of 6 to 4 of 6.

Target Population - describe and quantify the group of people this activity will help. Please use existing data sources. See list of recommended data sources found in the request for proposal. Youth population residing in Shawnee County, Kansas {n=11,455 youth, aged 16-21, 2010 census estimate).

Target Organizations -describe and quantify - List organizations this activity will impact. If you plan to help students, then the organization would be the schools you plan to work with. If you want to work with employees, then the organization would be their employer. City/County Policy Makers {n=39) {county commissioners, city council members, mayors and human

resources officials), school districts {n=S) and campuses (n=2), retail trade sector owners (n=637), and all

residents of Shawnee County {n=178,406).

Action Steps- 5-10 steps- Action steps are purposeful, logical and will lead to significant progress on objectives. l.Shawnee County Health Department {SCHD) staff and Heartland Healthy Neighborhoods {HHN}

coalition members will continue coalition building outreach to identify key stakeholders in each of the 4

remaining Shawnee County jurisdictions to generate support for Tobacco 21.

2.Support HHN efforts to create a Tobacco 21 taskforce led by the SCHD to coordinate efforts for

support and implementation.

3.Support Tobacco 21 taskforce efforts to contact City/County government policy makers to assess for

interest in moving forward with implementing tobacco strategies to reduce youth tobacco initiation,

specifically adoption of a Tobacco 21 policy.

4.SCHD staff and taskforce members will provide education to appropriate staff/policy makers in each

jurisdiction in collaboration with residents and other stakeholders. Examples include a variety of printed

1

educational materials and letters summarizing Tobacco 21 resolution as community progress.

S.Provide technical assistance to cities/townships via information such as a toolkit (sample language,

sample action and implementation steps and education on Tobacco 21 resolution) and other available

resources as they move through discussion or implementation of the resolution.

6.Provide technical assistance to law enforcement officials in regards to enforcement, compliance

checks and identifying funding for the latter via best practices (ex: Reward and Reminder, We Card,

etc.).

?.Support implementation efforts by providing retailer education and support as necessary, coordinate

communication with KDOR and other state and local governmental departments as appropriate

Performance Measures and Data Sources - Required performance measures for each work plan are provided here. Include data sources and baseline value for each performance measure. Applicant may list additional measures to track throughout the year to demonstrate progress. Focus on a few important measures.

1. Number of youth who participate in retail-related strategies for tobacco use prevention.

Data Source: meeting minutes, attendance rosters of events and activities Baseline Value: 3

2. Number of policies passed during grant period that restrict youth access to tobacco products, including restrictions on flavored tobacco products, proximity of retailer to a school, or age of purchase. Data Source: County Commission agendas, City Council agendas, minutes, city clerk offices,

meeting minutes

Baseline Value: 2

Proposed Additional Performance Measures Proposed Performance Measure: Click here to enter text. Data Source: Click here to enter text. Baseline Value: Click here to enter text.


Communication interventions can be powerful tools for promoting and facilitating change and shaping social norms related to healthy outcomes. An effective health communication intervention delivers strategic, culturally appropriate messages that are impactful and sustained and that are integrated into an overall program effort. Typically, effective health communication interventions and counter marketing strategies employ a wide range of efforts. In this section, describe proposed earned media, social media, public relations efforts, and paid media activities.

Earned Media- Describe activities to capitalize on local interventions, national reports/data releases and current events to generate at least four instances of earned media.

2




interventions with the media. Kick Butts Day at the Capitol has become an annual event and a

great opportunity to get youth involved in tobacco use prevention advocacy.

County Health Rankings- Annual release of County Health Rankings. This gives us the


T21 in Additional Communities- Capitalize on the media attention when other local

communities or states pass T211egislation.

Describe activities for at least two public relations efforts geared toward policy makers and focused on priority policy issues.


September).




social media platforms. Tobacco 21 specific information will be shared out via the regularly scheduled

posting structure and when necessary related to specific local events or forums.


Billboards- Billboards will be used to advertise tobacco 21 as well as the Kansas Tobacco Quitline.

Billboards are a cost effective way to advertise to a large number of people everday. Billboards will be

focused in the areas with the highest rates of smoking and locations where tobacco 211egislation is

being pursued.

Evidence and Long-Term Impact - Describe how work plan is evidence based, linked to sustainable policy, systems or environmental changes, shows synergy with other work in the community, and appears very likely to produce significant long-term positive impact. (Recommended length is no more than 500-700 words) An overarching principle of public health is prevention. Preventing tobacco use among youth has wide

ranging and lifelong health benefits. According to the National Survey on Drug use and Health more than

95% of long-term smokers started before age 21 and nearly 90% started before the age of 18. A data

review conducted by the Greater KC Chamber of Commerce, indicates that young people aged 18-21 are

a significant source of tobacco products for those in the 15-17 age group. Raising the minimum legal

age to 21 to purchase tobacco products has the potential to be an effective strategy to reduce tobacco

use among young people by decreasing the number of eligible buyers in high school, and ultimately

preventing more youth from ever starting the habit of smoking and tobacco use.

Increasing the age of sale for tobacco products from 18 to 21 will be a significant public health success

3

by preventing the initiation of tobacco use among youth. Nicotine is incredibly addictive and youth are

more susceptible to this addiction because their brains are still developing. In 2015 the Institute of

Medicine (10M) released its report detailing the potential public health benefits of enacting a

nationwide Tobacco 21 policy. Among the astounding results was a 25% drop in youth smoking

initiation, a 12% drop in overall smoking rates, and a 16% drop in SIDS cases, an impact that would be

recognized immediately. Their conservation estimate is that if age 21 were adopted throughout the U.S.

it would prevent 4.2 million years of life lost to smoking in kids alive today.

Momentum is growing across the nation for the Tobacco 21 initiative. As of February, 2018, 5 states

and over 290 municipalities, have passed Tobacco 21 policies. In Kansas, 19 municipalities have passed

Tobacco 21 policies. National support for this initiative is strong with certain polls reporting 75% of U.S.

adults, including 70% of smokers, on board with this policy. Topeka/Shawnee County has been at the

forefront of addressing tobacco related issues, leading the way in preventing tobacco use through

smoke-free policies (Washburn University and Topeka Housing Authority) and advocating for the

inclusion of electronic cigarette devices to be included in tobacco policy (USD 501, 437, 345, and City of

Topeka).

SCHD has had much success in working with governmental partners in moving forward various health

and policy initiatives such as the clean indoor air policies and healthy concessions/vending. Heartland

Healthy Neighborhoods (HHN) has been an invaluable partner in moving health initiatives forward in

Shawnee County and will be the primary convener of the Tobacco 21 taskforce for this project.

Developing and building upon partnerships with local law enforcement officials will be paramount to

building strong enforcement into the resolution.

In addition youth will play an important role in moving Tobacco 21 forward. During the deliberations in

other areas of the state, such as Olathe, Overland Park, and Garden City, as well as locally in Topeka

youth partners provided valuable testimony and support for the effort. The SCHD has a long and

successful history of partnership with several youth led organizations and school districts in

Topeka/Shawnee County. SCHD and HHN are dedicated to working with Shawnee County school

districts via their well ness councils to develop RESIST chapters that will empower students to advocate

for the de-normalization of tobacco use among Shawnee County youth. Students and youth will

participate in activities such as education and engagement, data collection, and media advocacy.

Additionally, long term these partnerships will be valuable in creating opportunities for earned media

and communications (Increasing public and decision-makers knowledge of chronic disease and generate

buy-in) and helping create knowledge of the role tobacco plays in chronic disease. It is also hoped that

by having more deliberate partnerships with youth groups we can build new partnerships with youth

advocates around physical activity and nutrition.

4


Department

Secondhand Smoke {1) - Increase the number of multi-unit dwellings with

smoke-free policies in combination with cessation support.

Multi-year SMART Objective- Multi-year Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The multi-year objective will lead to progress on required performance measures and be clearly tied to the work plan. By June 30th 2021, increase the number of multi-unit housing properties in Shawnee County with a

smoke-free ordinance from 3 to 15.

Annual Objective must be SMART- Specific, Measurable, Achievable and Time-bound. The annual objective should ultimately lead to progress on multi-year objective and required performance

measures. By June 30th 2019, increase the number of multi-unit housing properties in Shawnee County with a

smoke-free policy from 3 to 6.

Target Population - describe and quantify the group of people this activity will help. Please use existing data sources. See list of recommended data sources found in the request for proposal. Shawnee County Residents in Multi-Unit Housing (n=38,533) (2013 Census)

Target Organizations - describe and quantify- List organizations this activity will impact. If you plan to help students, then the organization would be the schools you plan to work with. if you want to work with employees, then the organization would be their employer. Multi-Unit housing properties in Shawnee County (n=68)

Action Steps- 5-10 steps- Action steps are purposeful, logical and will lead to significant progress on

objectives. l.Contact City of Topeka Housing Specialist, Topeka Board of Realtors, and Apartment Council of Topeka

regarding status of ownership of multi-unit housing already in Topeka.

2.Have research completed and model policies available prior to meeting with property managers and

representatives. Resources from HUD and the Tobacco Control Legal Consortium will be used as

resources for creating appropriate model policies.

3.Make contact with each property to identify the appropriate person with whom to discuss the

adoption of a new smoke-free policy in order to plan the best method to use for successful

implementation.

4.Help each individual property in steps to implement the policy; including but not limited to holding

informational meetings, developing tenant surveys as needed, offering best practices and support,

notification of tenants, etc.

S.Utilize media and community contacts to recognize those properties that adopt policies to help keep

their tenants healthy and safe.

1

Performance Measures and Data Sources - Required performance measures for each work plan are provided here. Include data sources and baseline value for each performance measure. Applicant may list additional measures to track throughout the year to demonstrate progress. Focus on a few important measures.

1. Proportion of multi-unit housing complexes with 100% smoke-free policies in all units,

including balconies and patios where applicable. Data Source: meeting minutes, multi-unit housing property database

Baseline Value: 3/68

2. Proportion of multi-unit housing complexes with partial smoke-free policies. Partial smokefree policies include apartment complexes that have smoke-free units but policies do not cover 100% of all units (i.e. only some buildings or sections of buildings have smoke-free units).

Data Source: meeting minutes, multi-unit housing property database

Baseline Value: 0/68

3. Proportion of units covered by smoke-free policies in multi-unit housing complexes. Data Source: policy handbooks, multi-unit housing property database

Baseline Value: 897 total

4. Proportion of multi-unit housing residents covered by smoke-free policies. Data Source: multi-unit housing property database

Baseline Value: 1449 total

5. Number of multi-unit housing complexes that serve low-income residents with all or some rental units being smoke-free (i.e. Public Housing Authorities, Section B).

Data Source: multi-unit housing property database

Baseline Value: 2




Communication interventions can be powerful tools for promoting and facilitating change and shaping social norms related to healthy outcomes. An effective health communication intervention delivers strategic, culturally appropriate messages that are impactful and sustained and that are integrated into an overall program effort. Typically, effective health communication interventions and counter-marketing strategies employ a wide range of efforts. In this section, describe proposed earned media, social media, public relations efforts, and paid media activities.

2

Earned Media- Describe activities to capitalize on local interventions, national reports/data releases

and current events to generate at least four instances of earned media.




interventions with the media.

County Health Rankings- Annual release of County Health Ran kings. This gives us the


National TIPS Campaign- Messageing will be sent out regarding the TIPS campaign to media

and community partners.




September).




social media platforms. Smokefree multi-unit Housing specific information will be shared out via the

regularly scheduled posting structure and when necessary related to specific local events or forums.



Evidence and Long-Term Impact - Describe how work plan is evidence based, linked to sustainable policy, systems -or environmental changes, shows synergy with other work in the community, and appears very likely to produce significant long term positive impact. (Recommended length is no more than 500-700 words} Tobacco related illnesses are the number one cause of preventable deaths in Kansas and the nation; an

estimated 3,800 Kansans die each year from tobacco related illnesses, costing more than $927 million in

medical expenditures and $863 million in lost productivity. Secondhand smoke exposure will also

increase the chance for lung cancer and heart disease showing that the risks of tobacco reach more than

just tobacco users. Approximately 53,000 people die annually in the United States from diseases caused

by secondhand smoke. According to Shawnee County's Community Health Needs Assessment (CHNA),

decreasing tobacco use is one of the top priorities within the community. Usage bans are a proven

MAPPS strategy. Research shows that drifting smoke can travel from one apartment to another through

the ventilation systems, plumbing, cracks in the drywall, and outlets. This causes serious health issues as

a result of unexpected secondhand smoke exposure.

3

According to the 2013 Kansas Adult Tobacco Survey 1 in 4 adults who lived in multi-unit housing were

exposed to secondhand smoke in the past year. The same survey said that 67% of Kansas adults who

lived in multi-unit housing favored rules prohibiting smoking in shared common areas. 21.6% of the

housing units in Shawnee County are in multi-unit housing complexes (2013 Census) (Kansas Avg.-

17.7%). Research shows that multi-unit housing smoke-free ordinances will reduce maintenance costs,

reduce turn-over time and costs, and reduce fire risk. In the past two years, there have been five

residential fires associated with smoking in Shawnee County. Smoking is the number one cause of home

fire deaths in the United States.

4

Detail Budget for Grant Funds SFY 2019 July 1, 2018- June 30, 2019

Local Agency: Shawnee County Health Department

Formulas are set to round numbers to the nearest dollar.

Program: Chronic Disease Risk Reduction (CDRR)

Annual Salary %of Name/Position for Grant Time

Period Worked

?A~dl.i~~ Amanda Monhollon/Health Promotion CoorcJi $43,160.00 50

: ... Adclt:rile·· ,.,.,_•,'· ~>- -:

Linda Ochs/Director $83,533.00 5

'Aclcl uile •,;f .<- Craig Barnes/Community Health Outreach & 'iJ $58,573.00 15

,<AddL'h1~: ~ \~ :· i ,- ,. ' ,. . '

Vacant/Epidemiologist $43,160.00 20

Adst Uije Melisa Middendorf/MCH Team Leader $71,470.00 10

Salary Total

Benefits

r"~~.§l!~~~ Health & Life Insurance ($9,422 per FTE)

-~t.~~~i,J-{Q~: KPERS (9.39%)

r'J\dciliri~ Unemployment (.27%), Workers' Comp (2.6%), Other (.09%) 'r _'->".,';_ >-'> ,· ·.··~ /<-f':

Total

$21,580.00

$4,177.00

$8,786.00

$8,632.00

$7,147.00

$50,322.00

Total

$9,422.00

$3,850.00

$4,724.00

$1,490.00

CategoryTotal $19,486.00

Travel Total

./J\ddLiti~i; Travel/ Accommodations/Subsistence $1,000.00 i;,,·! ;.p',-,/<i-··:' ""'"·•

'•'•r<,. .. ;,·.,

Add Line Training $1,000.00 . '_·: >"'}··.:,

CategoryTotal $2,300.00

Supplies Total

$950.00

Supplies Total $950.00

Subcontractors Total

Capital Equipment Total

Paid Media/Other (Itemize)

Grantees Total Requested Share From Grant

$.00 $21,580.00

$.00 $4,177.00

$.00 $8,786.00

$.00 $8,632.00

$.00 $7,147.00

$.00 $50,322.00

Grantees Total Requested

Share From Grant

$.00 $9,422.00

$.00 $3,850.00

$.00 $4,724.00

$.00 $1,490.00

$.00 $19,486.00


$.00 $300.00

$.00 $1,000.00

$.00 $1,000.00

$.00 $2,300.00


$.00

$.00

Grantee Share

$950.00

$950.00

Total Requested From Grant

Total Requested from Grant

:Addline: Paid Media- Tobacco $2,500.00 $0.00 $2,500.00

·•·•··1\dcfi.ill~. Paid Media- PAN $250.00 $0.00 $250.00

}A:d~Lifle Graphic Design- Food Policy Council Logo $2,000.00 $0.00 $2,000.00 "•,-;.J"'

: ; t <.; •• : i ·. F \·- :. ~ .· •

P,dd Line Speakers/Presenters $1,200.00 $0.00 $1,200.00 ., __ •.•••• _,.•>.:·•:

Facility Rental- Tobacco $600.00 $0.00 $600.00 ·Add Line. l_···.: ••.•••• -........ :

<AC!dunE! Facility Rental- PAN $500.00 $0.00 $500.00

-_---···--J\c:!CiLiri~ Printing- Food System Assessments $800.00 $0.00 $800.00

''ft.daLiri~ SCRIPT Participant Guides & Materials $1,000.00 $0.00 $1,000.00 ',:,·.,:.~;'/;:."-

. AdC1Line Administrative lndirects (25.02%) 20,493 20,493 $0.00

··~··: ,

Other Items Total 29,343 20,493 $8,850.00

I GRAND TOTAL $102,401.00 $20,493.00 $81,908.00

KDHE use only: Audited by:._! ________ .....~

COMPLETION INSTRUCTIONS FOR DETAILED BUDGET FOR GRANT FUNDS The budget is the plan for necessary financing to achieve the process and outcome objectives. The plan for financing should receive serious consideration so that few changes will occur to budget line items during the administration of the grant. If for some reason, during the grant award period a variance of more than 1 Oo/o to a line item should occur, an amended budget should be filed with Kevin Shaughnessy at [email protected] or by contacting him at (785) 296-1507. 1. Enter the name of the organization requesting the grant award. 2. Under Personnel enter each employee and their position or "VACANT" if not currently filled.

· Annual Salary for Grant Period is the total salary that the Local Agency pays each employee for the year. • o/o of Time Worked should be the percentage of time that position spends on the program. · Total will automatically calculate salary*% · "Grantees Share" is the amount provided by local agency (enter the amount). · Total requested from grant is the amount you are requesting from KDHE. · Retirement and F.I.C.A. should be shown as separate items and are based on the total salary(ies) for the program. Please indicate the percentage

rate used for retirement, insurance, etc., as each Local Agency differs in these areas. Please identify the salaries used in calculating retirement, insurance, etc.

3. Include only meals, lodging, transportation and other miscellaneous expenses. Do not include salary of employee during travel. 4. Expendable supplies include all types of supplies. Do not include capital items. 5. Subcontractors are outside organizations or individuals hired to implement a portion of the selected work plan(s). 6. Expenditure items in the "Other" category would include contractual services such as consultants, rental of equipment, etc. Each projected expen

diture item in the "Other" category should be listed separately.

Indirect cost and contributions are acceptable as part of the Local Match Only, after the agency has submitted an annual indirect cost proposal which meets KDHE requirements. Items included in the indirect cost computation cannot be included as direct cost items.

Immunization Action Plan SFY2019 Application

local Health Department Name l~,;,s:.;.:;ha~wn:.;.:;e;;:.e ,;;;;Co;;.::.un:.;:;tY~H.:.::e.::::alt~h ,;;;;De~p~art::.:;m:::;en.:.:.,t ------------......1 Name of Person Completing Application ~lc.;;;;ar~rie;;.D;.;e;;;;.lfs;;;.... ______________ .....,~

Section 1 (To be completed by all Local Health Departments. Please answer questions one and

two to declare if you are submitting a MOU for Deputization and how or if you are applying for

the Immunization Action Plan funds.)

1. Memorandum Of Understanding (MOU) for deputization of local health departments to

vaccinate underinsured children. (please check only one box)

[Z] Our health department intends to vaccinate underinsured children with publicly

funded vaccines and the executed MOU has been uploaded.

D Our health department does not intend to vaccinate underinsured children with

publicly funded vaccines.

2. Application for Immunization Action Plan Funding.

ill Our health department is applying for the lAP funds directly through the lAP

application.

D Our health department is applying for the lAP funds through the MCH application.

(Please save and close this form at this point and submit with your Aid To Local Package)

DOur health department is not applying for the lAP funds. (Please save and close this

form at this point and submit with your Aid To Local application package)

0 Please stop here if you are applying for the Immunization Action

Plan as part of a Maternal Child Health application or if you are not

applying for the Immunization action plan through either

application process.

Section 2 (To be completed only by those Local Health Departments who are applying for the

Immunization action Plan Funds directly from the Kansas Immunization Program.)

1. Required agreements and Grantee responsibilities related to the lAP grant will be listed

on the Notice of Grant Award that will be received by approved recipients. By agreeing to

this section, the Grantee acknowledges that these requirements should be reviewed prior

to accepting grant award, and complied with while contracted as lAP provider. (Please

check the "agree" box below)

[Z]Agree

2. The Local Health Department (LHD) will target 80 percent immunization coverage rate for

4:3:1:3:3:1:4 series and 90% immunization coverage rate for each single antigen for all

24-35 months by 2 year olds receiving LHD services. (Please check the "agree" box below)

[Z]Agree

3. The LHD will assure progress toward the Healthy People 2020 for the following adolescent

(13 to 15 year olds) vaccines; 1Tdap, 2Varicella, 1MCV4, 2 or 3(per ACIP

Recommendation) HPV (males and females). (Please check the "agree" box below)

[l]Agree

4. The LHD will assure at least one staff person who is assigned immunization responsibility

attends the Annual Kansas Immunization Conference. (Please check the "agree" box below)

[L]Agree

5. Briefly describe plans for identifying activities to improve immunization rates for both

children and adolescents being served by your health department.

Shawnee County Health Department (SCHD) will continue to offer walk-in immunizations Monday-Friday and provide ACIP recommended vaccinations for VFC and private clients. SCHD will also continue to offer lunch and late clinic hours one day per week. SCHD will also offer ACIP recommended vaccines to WIC children and their siblings at the WIC clinic location.

At every immunization visit, the SCHD immunization nurses will offer all ACIP recommended vaccines that the child or adolescent has not received.

Nurses will provide reminder magnets with the recommended return date to parents/guardians of all children and adolescents due back within the next year. The immunization clerical staff will also print mailing labels and the nurse will prepare a postcard to be sent when the child is due back. The postcard is filed into the month after the child is due and a nurse will review the records of anyone with a postcard due to be sent. If the child has already received the immunizations, the mailing label is shredded and the postcard can be used for another patient. If the child has not received the need immunizations, the postcard reminder is sent.

A quarterly assessment through CoCasa of children and adolescents due for immunizations will be reviewed and postcard reminders will be sent to patients who have not returned or have not received the immunizations elsewhere. We will also "MOGE" according to KIP guidelines.

6. Briefly describe training plan for assuring grantee staff develop and maintain skills for best

practices related to all aspects of immunization delivery including storage and handling,

vaccine safety and proper immunization schedules.

All immunization nurses and any nurses responsible for on-call duty will complete the CDC Shipping and Handling training annual. All nurses providing immunizations will also be required to complete the CDC Vaccine for Children training each year. Maternal Child Health and WIC staff will also receive training annually on current vaccine recommendations.

Immunization nurses will attend relevant trainings through webinars and staff meetings. Vaccine sales representatives will also provide training and information about the correct use of their products.

Staff members will also attend the KIP annual conference and be responsible for sharing that important information with their coworkers.

MEMORANDUM OF UNDERSTANDING BETWEEN

GraceMed Health Clinic, Inc.

AND

SHAWNEE COUNTY CONTRACT #. <!.t C8' -@ l8""


AND

Kansas Department of Health and Environment, Kansas Immunization Program

FOR

Deputizing and Oversight of Public Health Departments to Provide Vaccines for Children (VFC) Purchased

Vaccine to Entitled Underinsurcd Children

The Centers for Disease Control and Prevention (CDC), the Health Resources and Services Administration (HRSA}, the Centers for Medicare & Medicaid Services (CMS) and the Department of Health and Human Services have issued guidance regarding depulization by Federally Qualified Health Centers (FQHCs) and RuraJ Health Clinics (RHCs} of other VFC providers in their state to authorize those providers to immunize the federally vaccine-eligible children category of underinsured children.

Background: In many states, the capacity of FQHC/RHCs to serve underinsured children is not sufficient to meet the need ofunderinsured children entitled to VFC vaccine. Until underinsurance among children is eliminated by full implementation of the Patient Protection and Affordable Care Act (ACA), extending VFC authol"ity to other VFC providers serves as a bridging mechanism by which underinsured children will have increased access to VFC vaccine at additional provider sites.

In conformance with VFC Depulization Guidance dated June 6d'2015, and as may be revised, 1. The undersigned Federally Qualified Health Centers/Rural Health Clinics hereby confer authority to (i.e., deputize) the VFC providers listed in Appendix A to serve as their agents in immunizing federally vaccine-eligible children who are underinsured as defined under subsection 1928(b)(2){A)(iii) of the Social Security Act, with the understanding that-

a) such other VFC providers have been identified by the undersigned VFC awardee Kansas Department of Health and Environment, Kansas Immunization Program and approved by the CDC for such designation;

b) Kansas Department of Health and Environment, Kansas Immunization Program and CDC retain their respective responsibilities for oversight of all VFC operations by such deputized VFC providers, including oversight of their roles in immunizing underinsured children;

c) federally purchased vaccine for use by deputized VFC providers in immunizing underinsured children is provided directly by CDC's vaccine distribution system to the deputized providers;

d) Kansas Depat1ment of Health and Environment, Kansas Immunization Program and/or CDC may remove any deputized VFC provider from Appendix A in their roles of VFC program oversight in which case such provider shall lose deputization status;

c) each undersigned FQHCIRHC must comply with the requirements of such VFC Deputization Guidance; any undersigned FQHCIRHC may withdraw from this MOU with 90 days written notice to the undersigned Kansas Department of Health and Environment, Kansas Immunization Program official; and

f) each deputizing FQHC/RHC retains all of its authorities as a VFC provider, including the ability to immunize underinsured children.

2. Bach deputized VFC provider listed in Appendix A shall comply with the requirements in such VFC Depulization Guidance, this depulization MOU, and with all other applicable VFC program requirements, including-

a) agt-eement to vaccinate "walk-in" VFC-eligible underinsured children as defined under subsection 1928(b)(2XA)(iii) of the Social Security Act;

b) screening for VFC eligibility, including for undecinsured status, at every visit by any child less than 19 years of age;

c) reporting to the VFC awardee; in manner and time as decided by the awardee, all requirements set forth in the guidance; and

d) compliance with any additional VFC requirements as the VFC awardee Kansas Department of Health and Environment, Kansas Immunization Program or CDC may from time to time impose.

We, the undersigned, have read and agree to the terms and conditions set forth in this MOU and will retain a copy of this MOU.

By: FQHC or RHC

clinic: GraceMed Health Clinic, Inc.

Director: ._.&lttp W.Llll$~. D1rec:/zr-a ~wt.i!:j /:JtJ t-,1~ Date: January 22, 2018

By: Local Health Department Clinics

clinic:_ Shawnee County Health Department

Kevin J. Cook, Chair Date:, ______ _ Board of County Commissioners

Shawnee County, Kansas On behalf of each of the VFC providers listed in Appendix A

I hereby acknowledge the responsibilities as delineated above: Kansas Department of Health and Environment, Kansas Immunization Program

VFC Manager: _____________________ _

Date:----,-------cc: Centers for Disease Control and Prevention, Immunization Services Division

I I l I I

Appendix A:

List of Local Health Department Prescribing Providers

Gianfranco Pezzino, MD I.

2.

3.

4.

5.

6.

7.

8.

9.

10. ______________________________________________ __

·~

·' Rov. 09/l013

A1TAaiMENTTO SHAWMD COONrY CONTRAcr C,__ __

CONfBACDJAL PROYJllQNB AnACHMINT The undlfllipd p~~~dcs IIIAO that !he fbllowing provillonJ an: hereby incorpontcd into ~ QOI'Itnlct 10 \\hich it il attached lllld mecle • pert them~( llid contraet beiDa dated tbc -- day or _____ __. 20_.

I. 1)RMa lllyD! COtm!OLIJNG £l!Ol'JIIOI!I. It II exprculy qmcl that tbc ICmll or each and evay provision in lhil attachmont ahall pmail and eootrDI f1'ff:l lhc bini or any other canflic:tins provllion In Ill)' ocher document rdalin&IO lllld • put or lhe conlrll:t in \\hich Ibis ltlld1mcm Is lm:otp!Died.

2. Aqt!lpqN1' wag K4Nw LAw. It is qRCd by and between the undenlsned that Ill diaputa lllld 1111t1m whllloowr llrisiq uzxlcr, In coonecticxl with or lacldent 10 Ibis c:ontl8ct lhall be litlplfd, lilt .U.In and bol'oro • Court loclfcd In the Stile or ICinsu, u.s.A., 10 tbe exclll!ian ottbe Courll of Ill)' otbcr stites or country. AD eontnctual qreementa lhlll be subject to, ~by, and conslnled acconiing to tho Im orlho &.~e ofKansu.

3. IUMJNATION DYE IO LACK OJ!' FtJNW!G t\Pl'B()PBJATIQN. Shawneo County ia .ubjcct ID the ICanAs C.lh Baia Law, K.S.A. 10.1101 •t6W/. It In lhejudsment of tho Pinancial AdmiDlstralor, Audit-Pioanc:e Office, sufficient tUnda are not appnJpriJicd 10 continue the ftlnctlon pcrfbnned In lhls esrccmcnt and l'or the payment of the chirps hcmlndcr, County IIIII)' lennlnatc Ibis qreementlllhe end of ill ouneot fiQI year. County ..- to &ivo writlal naCicc of termination ID conlrlctor at Jeut thirty (30) daya prior to the end of ill cur=t fbcal year. In the OYelll lhil apomcnt i.l lemtinalcd pumwrt to Ibis ~County wiD pey to tho contn1c1or Ill RSUIIr eontnllltUil JIII)'IIIOills ineurmllhrou&h lhe end of llldl fiaca1 .,_. The termillltioa or lho eoo~ACt pum1111t 10 lhia Jlllllllllh lball no1 CIUie any pen~~lty 10 be charF:I to the County or the COIIInletOr.

4. DI'Qa\WQ Of Lwm.rry, Neither the County of Shawnee nor any depanment lhaeof all hold larmleu or indemnify any - tbr enylilbllity~.

5. Alm-DIIggMmAIIO!! CU1.111. The contJBctor qrocs: (a) to comply with lho ~Act Apilllt DilcrlmlnatiCII (K.S.A. +t-1001 •t Mq.) and cite !C.- Ap DIICrimillllion In Emplo}menl Act. (K.S.A. 44-1 I II d 6W/.) lllld the applicable pnwisi0111 f1l the Americ1n1 Wilh DiabRitia Act (42 U.S.C. 12101 rt .rrq.) [ADA) lllld to not discriminate qainst any petiOli because of 11100, rdisian, color, SQ, dinbUity, llllionii orlsln or 1nccs1ry, or qe In the admlalon ofto or IRIIment or mpiO)'IIICill in, ill JIRIII'IIIII or acliritiel; (b) to lncludo In all solicitallarw or lllhertilemeall tbr emplo)oecs, tbc pnr"equaa opparlllllicy 1111ployer"; (c) to comply 'With tho reportina requiremeols Ill out in K.S.A 44-1031 .ad K.S.A. +t-lll6; (d) to Include llac proylsionl in fNCfY llllbconlnlct or ~ onlcr ro thlt !bey arc bindU. upon IUoh subconlnlelor or 'ICIIdor; (c) thlt 1 fili!UR to CCIIIply with tbD reportfns requimnentl of(e) aboYe or iflho conlniCtor il fblmd ply of uy violllion or lllch ~ by lhe ~ H111111111 Risbts Commisllon, IIICh violation lhall CGIIItltute •!nidi of cantmct (t) if tbD CCIIIhelins ap:ncy dctemlina that tbo conlnlc:tor has ~ eppl~ pnMsfOIII of ADA, IIIII Wllltion shall constitulc • breech of COIIIl'IICI; (&) if (o) or (I) occun, tho con1n1et may bo cancelled, tamiuled or llllpellded in wbolo or In pll1 by tbD County. l'lrtlcs to Ibis Clllltnl:tlllldenlllld tbat IUbJccliona (b) tbrouah (e) of Ibis pafi8I'IPb --5 arc not ...,iceble ID a COIItnlctOr who employs li=Mr Ibm lbur employca or wlme concr.et with t1w: County totals S5,000 or lea durin& tm. fiKal yar.

7. ABBJT,MVQJ!, D"MAGIS. 'WNUJANIIIS. Notwithstandina any lanauaae lo !be coatnuy. no i.ntcrpretltion niJ be allowed to find the County hu qt"CeCI to bindins l!blllation. or tho paymaat ot ciiDiqel or penlllies upon tbe ~~CCU~m~oe of • continplcy. Flllther, !be County lhall not qrco to pey aaomey fees and late ~~and no provisions wiU be slvon cffeat which llleDiptl to ae1uc1e. madiry, diaclaim or lllhelwiso 1111empc to 1iml1 Implied w.mnlia of merdllnllbility and rdnest tor. pllticul• pu!pDie.

8. Bmp!mAV'(I'B AtaHOR!JX To COtmW;r. By lipiq Ibis documeut. tbc ~ of the contractor tbcrcby sqnsems that lllch ~ il duly llllborit.cd by !be conlnlctor to OXCCUIII Ibis docummt 011 behllt of the eonlnKlCor and thlt the conlnlciOr .-to be botmd by the prorisbla thano£

9. ~lOB TAXq The ComUy lhall not be responsible tbr, nor IndemnifY a -tnlctof for, any fedCI'III, stale or loc:al liMI which may be lmpoted or levied upon tho .ubjcct ma1tcr of Ibis con1r1ct.

10. brsgRANCJ. Tho Couaty lhall not be RqUiRd to purdlua. any inlurance apinllloa or dlmlp to any pcriOIIII property lo which tbit contmct relatca, nor lhall this con1n1ct nqulre !be County to allblilh • "MMf·iiiSUI'IIICe" lbnd 1o protect aplmc III'J INCh loa ar dlmaac· Subject to tho provisions of the Klnsa Tort Claims Act (JC.S.A. 75-15101 11 ~rq.}, the Wlldor or Jeuor nU belt the risk of any loA or dlmlp to any pOIIOIIal prop«ty 1o which vendor or Ies.. boldl Iitle.

;;rc:;;J;;;<l/drt~ 'bAfec.h:r a.P (Q,,rnLttJdy DPv~~rer-

7/:!rJ I ;)o;s Dlle: •

BOARD OJ!' COVNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS

Kevin J. Cook, Chlir

Date:

ATTEST:

Cyulbia A. Beet, Shlwnee County am:

An electronic copy of this form is available at "www.kdheks.gov/doc_lib/index.html"

Detailed Budget for Grant Funds 1. LOCAL AGENCY: Shawnee County Health Department SFY 2019 July 1, 2018 -June 30, 2019 2. PROGRAM: Immunization Action Plan



(Name and Position of employee) Charlotte Frampton, LPN 52,020 25% 12,801 204 13,005 Leslie Gurtler, RN 68,808 25% 17,202 17,202 Marla Rice, RN 55,288 25% 13,822 13,822 Vacant, Clinical Services Team Leader 49,360 25% 12,146 194 12,340

FICA (7.65%) 56,369 1,908 2,405 4,313 Retirement (9.39%) 56,369 2,343 2,950 5,293 Other Benefits (2.96%) 56,369 738 931 1,669 Health & Life Ins ($9,422 per FTE) 1 FTE 4,637 4,785 9,422

Category Total 34,573 42,493 77,066 4. Travel Travel/Accommodations/Subsistence 625 625 Training 625 625

Category Total 1,250 1,250 5. Supplies

Category Total 6. Capital Equipment (ITEMIZE)

Category Total 7. Other (ITEMIZE)

Category Total

GRAND TOTAL 35,823 42,493 78,316

SFY2019 Maternal & Child Health (MCH) Grant Application

Grant Submission Deadline: March 315\ 2018 at 5 p.m. CST

AGENCY: Shawnee County

All questions are REQUIRED to be completed. Failure to answer all questions will result in an Incomplete Application.

SECTION A - Administration 1. List your MCH program staff names, positions and email addresses that will be

supported with your MCH grant (Grant Award & Match). **Note the staff member who is the Primary Point of Contact** Fisher, Teresa-MCH Division Manager, [email protected] Primary Point of contact Middendorf, Melisa-MCH Team Leader, [email protected] Macha, Connie-Office Assistant II, [email protected] Franklin, Regina-LMSW, [email protected] Dabney, Debbie-RN, [email protected] Mejias-Martinez, Jennifer-Interpreter, [email protected] Vacant LMSW Vacant RN

2. Attach an Agency Organizational Chart that clearly identifies where the MCH program falls within the agency and the staff associated.

3. Describe your process for verification of staff licensure. Shawnee County Health Department (SCHD) verifies all professional licenses at the time of hire. The county HR department verifies professional licenses before sending applications through for interviews. After initial hire, staff is responsible for maintaining their professional license. We have a Administravie support Specialist at SCHD that will check for professional licenses to make sure they are up to date. She keeps a data file with all staff and their professional licenses and expiration dates. An email is sent to staff and their immediate supervisor when a professional license is about to expire. Staff is required to submit a copy of their license upon renewal to this person for tracking purposes. CPR licenses are maintained through an internal list kept at our at agency. CPR trainings are held throughout the year and staff are notified by the trainer when they need to attend before their license expires. Driver licenses are maintained through our county HR department. Staff are required to submit a copy of new license once received.

4. Describe your process/tracking of mandated training for the MCH grant. SCHD uses the KS Train program through KDHE among other methods of training. According to Policy and Procedure

20.20 all SCHD staff are required to do the following basic training each year: * Health Insurance Portability and Accountability Act (HIPAA) * Customer Service * Sexual Harassment * Whistleblower * Fire/Tornado/Severe Weather Safety * Cultural Competency * Continuity of Operation Plan (COOP) * Bloodborne Pathogen

1/31/2018 9:44AM 11Page

SFY2019 MCH Grant Application Grant Submission Deadline: March 315

t, 2018 at 5 p.m. CST

* Internet, Americans with Disability Act (ADA), Injury Prevention * Personal Protection Equipment-Fit Test (as needed per position) * Packing/Shipping Specimens (as needed per position) * Incident Command System (ICS) (as needed per position) * Supervisor/Manager Training

All ofthese trainings are documented in KS Train for staff attendance.

For specific MCH mandated trainings: * MCH Navigator Trainings- staff are required to submit documentation of the courses that they took including the course name, the date completed and their signature- the MCH Team Leader keeps a copy of this documentation in each staff member's personal file- the MCH Team Leader gives staff the due date for required training (initial hire vs. yearly) *All MCH staff must complete the Addressing Tobacco Use in Kansas: Brief Tobacco Intervention Online Training and turn in their certificate of competition to their supervisor. See next question for more info. * Annual Governor's Public Health Conference or statewide conference- make staff aware of the conference(s) available and send number of staff that wish to attend if funding available (sending at least one)- upon return from the conference staff are required to turn in their certificate of attendance to the MCH Team Leader and do a short presentation of information they learned at a team meeting * Quarterly technical assistance training sessions -the MCH Team Leader is required to attend these trainings either online or in-person and updates the Division Manager upon completion to share information learned * Fall Regional Home Visitor Training- staff are notified of the required training, register themselves on KS Train and submit a certificate of attendance to the MCH Team Leader and do a short presentation of the information learned at a team meeting if not all staff attended.

5. List staff that have taken the Brief Tobacco Intervention Online Training. Include when training was completed. Melisa Middendorf, RN 1/22/18 Debbie Dabney, RN 1/25/18 Jennifer Mejias-Martinez, Interpreter 1/22/18 Regina Franklin, LMSW 2/27/18 Teresa Fisher, RN 2/27/18

6. Describe your staff evaluation process. Performance appraisals are done yearly by the employee's supervisor, on the employee's anniversary date. This date coincides with the position they hold within the agency. The performance appraisal process is designed to be a strengths-based tool to evaluate a staff member's performance. It is strictly evaluating their performance, not their behavior. Employees are evaluated on Core Areas- standards that each employee in our agency is held to. They are also evaluated on Critical Areas- these are specific to each position description and vary for each job. Supervisors are also evaluated on Supervisor Attributes. Employees review the performance appraisal with their supervisor and have the option to add any comments they would like to (whether positive or negative). Comments are always included to the employee from the direct supervisor, the division manager, and the agency director. The performance appraisal is maintained in the employee's personal file (both the agency and supervisor).

In addition to the written annual performance appraisal, the MCH team leader will be conducting both supervisor visits with each staff member and chart audits for each staff member. A written form has been developed that she will use. Both supervisor visits and chart audits will be conducted at least twice a year for each staff member. The team leader will review her findings with each staff member and keep a written record in their personal file and also provide a copy to each staff member.

1/31/2018 9:44AM 21Page

SFY2019 MCH Grant Application Grant Submission Deadline: March 315\2018 at 5 p.m. CST

7. Describe your MCH staff professional development plan. Staff in the MCH program complete a professional development plan every January. The staff member identifies areas where they need more education. During the year the staff person and supervisor identify trainings that are appropriate to the topic(s) the staff member chose. The trainings might be webinars, face-to-face trainings, conferences or reading written material on a topic. The employee and supervisor review this development plan during the year to determine whether needs are being met or if the plan needs any changes. The MCH Team Leader keeps a copy of the plan in the staff member's personal file and also provides a copy to each staff member.

8. Describe your process for orienting and training new staff to the MCH program. New staff orientation is personalized depending on the amount of prior experience in position and with public health. Orientation and training can be as short as a few weeks to as long as multiple months, up to a year. Staff must pass a drug screen and a physical before securing employment. Background checks (KBI, Child Abuse Registry and motor vehicle) checks are completed before applicant is offered position.

New staff attend orientation at the county level on the first day. This orientation involves Human Resources information. Staff then go to the health department for the initial department orientation. This orientation covers information about the different departments of the health department, their locations, the different staff, including administration, the employee policy and procedure manual, meeting schedules, computer/phone information, ethical standards, HIPAA and media relations. New staff sign confidentiality statements, code of ethics, cell phone use forms. Once staff complete the agency orientation they are released to the MCH program Team Leader.

MCH program orientation is based on experience/knowledge base of staff member. If staff are new to MCH/home visitation then orientation will be very intense, lengthy and thorough, lasting weeks longer. If staff have prior experience/knowledge base then orientation will be shorter. Each orientation is individualized to the staff person. Orientation consists of videos, written instruction, reading material, webinars, trainings, shadowing current staff, visiting other programs/agencies in the community, etc. The MCH Team Leader has a very detailed orientation written out that she and the new employee work to complete over the course of the next weeks. This is kept in staff personal files and a copy is given to each staff member.

The MCH Team Leader will be utilizing the KDHE Maternal and Child Health Aid to Local Program Local Agency Orientation and Initial Training Checklist found in the MCH Manual for all new hires. This orientation checklist will be kept in the staff member's personal file housed with the MCH Team Leader.

9. Describe how your agency will assure cultural competence/sensitivity within all MCH services provided by staff.

Typically all SCHD staff are required to attend an annual cultural competency training provided by an outside source. Additional trainings are provided for MCH staff as available. Staff members that are of a different culture play an integral role in helping to educate other team members. These staff members help provide education on different cultural views, philosophies, beliefs, etc. that can help the staff members better understand a certain culture. For example we serve many Hispanic clients and rely on our Spanish staff members to help educate about their culture and how it relates to parenting and child-rearing. On a broader scope, we work daily in the culture of poverty with our clients. Poverty simulations and various trainings on this issue are always encouraged for staff to attend and some are required. These help educate the staff on the day-to-day challenges our clients face. During team meetings and/ or Individual supervision, MCH staff have a case conference to discuss client(s) and cultural sensitive issues that potentially could arise during home visitation.

SECTION B - Insurance and Billing

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1. List the contracts your agency has in place with insurance and systems for third party billing (reimbursement for services from both private and public). Insurance Contracts: Aetna, BCBS, Century, Coventry, Medicaid/KanCare (including Amerigroup, Sunflower State Health Plan, and United Healthcare), Medicare, United Health Care Commercial Insurance, and United Care Medicare Advantage Plan. Our local health department doesn't have a third party billing system.

2. Attach a schedule of fees/sliding fee scale for services your agency provides. (This is NOT the Poverty Guidelines KDHE provides) D N/A- No Billable services provided (MCH Home Visiting Only)

3. Describe how your agency will facilitate the on-site enrollment of clients into insurance and Medicaid. Shawnee County Health Department staff will assist any client with filling out and obtaining Medicaid. MCH staff always provide Medicaid applications when they attend health fairs or other community events. Any MCH staff who home visits a client will assist with bringing out an application, completing it, and submitting it. The KDHE Out Station Eligibility Specialist who is assigned to Shawnee County will stop by the Health Department Building and pick up completed applications to submit so they may be processed faster than mailing them. MCH staff may be called on to help a walk in client to our Health Department to complete an enrollment application for Medicaid services.

SECTION C - MCH Data 1. Attach a current DAISEY Terms of Use Agreement signed by your agency for SFY19

(electronic or handwritten signatures are acceptable).

2. Which method will your agency use to enter data into DAISEY? C8J Direct Enter Client Level Data D Aggregate Entry

3. Describe your plan for collecting the data (ex. enter directly into DAISEY during the visit on a tablet/computer (real-time data); complete paper form that are later entered into DAISEY daily, weekly ... ). LMSW's and RN's will collect the information from the clients. The data will be collected on paper. Once the forms are complete, the Office Assistant II, the Division Manager or the Team Leader will enter the data into DAISEY. The DAISEY forms are typically entered daily after each visit. BAM -We currently are having the participants complete the paperwork prior to the session starting. Our OA II and Team Leader have been entering all the data into DAISEY the next day. We hope to be using tablets to collect required data sometime. Our goal is to have data entered within a week of each session.

4. Describe how your agency will use MCH data to improve programs/services provided. Various MCH data is used to serve as program indicators internally within our department. We select 4-6 data points to use. These program indicators are reported on quarterly during the calendar year and are reported to our Board of County Commissioners who ultimately oversees the work of our Health Department. These indicators are also typically made available for the public to view to help communicate the work of our Local Health Department.

Internally, we collect data for each quarterly progress report and compare the data of the current quarter to that of the past quarter(s). When a dramatic swing is seen in any of the data points (either negative or positive) the MCH Team Leader works to learn more about the change. This typically involves discussing clients with each staff member to learn

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more about the reasons behind the change. This can also serve as educational opportunities for both staff and clients regarding certain health behaviors (i.e. smoking, immunizations, breastfeeding, etc.).

We measure the effectiveness of our program by analyzing our goals, objectives and measures we set to determine if we have met them or not. We also look at county, state and national benchmarks to see where we are at compared to them. We use data from Kansas Health Matters, Kansas Department of Health and Environment, and CDC.

SECTION D- Program Effectiveness 1. Describe MCH program goals, the objectives towards meeting the goals and how

outcomes will be measured. Program goals: 1. Pregnant women will deliver healthy babies

2. Children will be healthy and well-developed 3. Parents will be nurturing and competent 4. Families will be self-sufficient

Objective 1: 100% of pregnant MCH clients will be screened for tobacco use. Outcome measure: •Percent of pregnant MCH clients receiving a tobacco screen during their enrollment in our program

Objective 2: 100% of infants enrolled in First Steps will be current with recommended immunizations. Outcome measure: •Percent of infants receiving services who are current with recommended immunizations

Objective 3: 100% of clients (infants and children} served in the MCH programs have a medical home. Outcome measure: •Percent of MCH clients (infants and children} who have a medical home

Objective 4: 90% of pregnant women enrolled in the First Steps program will receive adequate prenatal care from the time of initial appointment to delivery.

Outcome measure: •Percent of pregnant women in First Steps program receiving adequate prenatal care from the initial

appointment of delivery

Objective 5: 100% of pregnant moms and new parents will be given Safe Sleep education

Outcome measure: •Percent of MCH clients that receive documented Safe Sleep education

Objective 6: 80% of BaM participants will initiate breastfeeding.

Outcome Measure: • Percent of BaM participants that initiate breastfeeding per the BaM Birth Outcome

Card.

2. How will you monitor progress towards meeting your program goals, objectives and outcome measures? (ex. review DAISEY Data Reports monthly) MCH will monitor progress toward meeting our program goals, objectives, and outcome measures by analyzing data produced both by the DAISEY database system and our own internal data reporting system. Reports from DAISEY are

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used for quarterly progress reports, while also looked at monthly for any incorrect data entries that need to be "cleaned up". SCHD continues to be involved in the Community Health Needs Assessments every 3-5 years. This is done in conjunction with St. Francis Health Center and Stormont Vail. MCH will continue to monitor data from sources such as Kids Count, Kansas Health Matters, the Kansas Department of Health and Environment data, and other data sources. We will compare our data from clients we serve and compare it to data found from other data sources as mentioned and also MCH 2020 goals.

3. How will you measure client satisfaction? Client satisfaction will be monitored by surveys designed by First Steps social workers and Child Health Nurses for their individual programs. The surveys for First Steps will be given to the clients once a quarter and at the completion of the program. Surveys for Child Health clients will be given to every 5 clients or 20% of the total clients seen monthly.

BaM participants = Each BaM participant is handed and asked to fill out a survey at the conclusion of each session they attend. Each survey has a few questions that are directly related to the session content, speaker, activities, etc. These results are also shared with the facilitator for that session by the Team Leader emailing this information to them. We will review the additional feedback provided to determine what changes we may want to make in our sessions. Our Health Department recently implemented a new Consumer Feedback Form. If a consumer has feedback, positive or negative, they will be encouraged by the staff whom they share this information with to complete a form. There is a drop box for the forms in the SCHD WIC lobby area. Home visitors are encouraged to also have these with them at visits to share with our clients.

4. Describe how you will utilize client feedback to make improvements to your agency. The client surveys that we do, give clients an opportunity to give feedback about the particular service(s) they are receiving. By reviewing the feedback, we are able to determine what needs are being met or those that need more attention. We adapt our services based on this feedback, whether it be adding in additional topics, changing up how the education is provided or other ideas that we come up with to help meet clients' needs. We review the surveys from home visits and BaM to determine what participants like or dislike and how we can alter the sessions to get a better response and meet participant's needs. For BaM a survey for each session is handed out to each participant at the end of the class. The BaM staff read over these and discusses the answers from participants. These results are also shared with the facilitator for that session. Each family that participates in on-going services within our programs fills out a Family Interest Tool early in their visits. This tool helps the family determine what they would like out of the services and helps drive the visitor to tailor their services to meet the needs/wants of the family. This tool enables the family to help plan out future visits in regards to topics they want to discuss or work on with their visitor. SCHD will use the new Consumer Feedback Form as another means to receive feedback from clients. These forms will go directly to the Team Leader/ Supervisor of the program the consumer is receiving services from will be given the form. The Corporate Compliance and Quality Improvement work group will also review these. This is a new policy so the data is not available to determine how well it works for improvements to our agency.

SECTION E - Community Needs Assessment 1. List the top priorities from your most recent community needs assessment.

Healthy Eating and Active Living Adults who are obese/overweight Access to grocery stores/healthy food· Education on healthy eating Exercise regularly/access to exercise options Community events on healthy lifestyles Education on active living

Babies and Youth

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Low Birth Weight/Infant Mortality Teen Births Pregnant mothers who smoke/abuse drugs Childhood Immunizations

Access to Care and Chronic Conditions People without health insurance/affordable care People without a medical home or primary care provider Oral, dental health Awareness of available healthcare resources Transportation services Diabetes, arthritis, heart disease, COPD, etc.

Social Determinants Poverty indicators Violent crimes rates

Mental Health and Substance Abuse Adults with mental health problems such as depression, schizophrenia Access to mental health services

2. How do your MCH services address needs identified in your most recent community needs assessment? Low Birth Weight= one of our program goals is the delivery of healthy babies, so we provide education about prenatal care, the importance of full-term deliveries, nutrition for two and other factors that would leave to a healthy delivery with an ideal birth weight

Infant Mortality= one of our program goals is the delivery of healthy babies so we want to try to help assure that they not only are born alive and healthy, but that they also see their first birthday- through our on-going services that serve families during their first year (or anytime we have an opportunity to interact with them), we are addressing educations topics such as preventative care, immunizations, breastfeeding, safe sleep, safety in general and other factors related to infant mortality- we also have implemented a Fetal Infant Mortality Review (FIMR) program in Shawnee County- our MCH RNs provide the chart abstractions and our MCH LMSWs provide the maternal interviews- through this process we convene a Case Review Team (CRT) monthly to review the de-identitifed cases to determine if there are any gaps in services in our community or common trends among cases- the CRT then makes yearly recommendations to the Community Action Team (CAT)/Healthy Babies which functions through our Heartland Healthy Neighborhoods coalition to work to implement any of these recommendations within our community in the hopes to reduce our infant mortality rate

Teen Births =we don't have the opportunity to engage with them before they become typically, we usually become engaged with them after they are pregnant or have given birth- we do provide education on birth spacing and family planning options available to help prevent subsequent births

Pregnant Mothers who Smoke/Abuse Drugs= all clients are screened for tobacco, alcohol and any other drug use- if clients report they are using any of these, education is provided regarding what the use means to both the mother and their unborn child- we utilize local community resources to refer the mother to for additional support to help stop their habit of choice

Childhood Immunizations= the childhood recommended immunization schedule is reviewed with each client to make sure infants are up-to-date and if they are not, it is addressed- if the parent is anti-vaccine, the staff provides education regarding the importance of vaccines to try to change their view- if insurance is a barrier, clients are referred to the SCHD immunization clinic- for clients we see up until age 1, it is hoped that they will have received their full set of

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immunizations during the first year, then they will be current until age 2 and will hopefully continue receiving the recommended immunizations during their childhood.

3. What gaps/disparities related to the MCH needs were identified in your most recent community needs assessment? Access to care (health insurance, medical home, dental health, transportation)

Mental health services and access to Social determinants (poverty and crime)

SECTION F - Population Served 1. Select all populations that will be served/addressed by your MCH program for SFY19?

~Women/Maternal Health D Adolescent Health ~ Perinatal/Infant Health D Children with Special Health Care Needs (CSHCN) ~ Child Health ~ Cross-Cutting/Life Course

2. Estimated Numbers to be served in the grant period:

230 Prenatal/Pregnant Woman

280

so

200

75

0

Of the Prenatal/Pregnant Woman, Estimated number to be served 180

by perinatal community collaborative (BaM)

Post-Partum Woman

Woman (23-44 years, not counted in Prenatal and Post-Partum Woman categories above)

Infant ( < 1 year)

Child (1-11 years)

Adolescent {12-22 years)

0 Of the Infants, Children and Adolescents, Estimated number with Special Health Care Needs

3. Will your agency provide services to the undocumented/uninsured population?

~Yes D No

4. Identify the county of your agency. If a Multi-County agency, list all counties included

in the MOA/MOU. Shawnee

SECTION G - Population Domains Gl - Woman/Maternal Health

State Priority: Women have access to and receive coordinated, comprehensive care and services before, during and after pregnancy.

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Measure: Percent of preterm births ( < 37 weeks gestation)

1. Are you providing the Becoming a Mom® prenatal education classes? ~Yes D No D No, but interested and would like more information

2. Describe the services your program will provide the population. Note the strategies, screening tools, curriculums used and note whether or not they are evidence-based. As part of your description, include detail related to the state priority and measures listed above. **If you are not providing direct services for this population, how are you assuring their needs are met within the community?

State Priority: Women have access to and receive coordinated, comprehensive care and services before, during and after pregnancy.

Measure: The MCH program will track the percent of women with a past year preventive medical visit. The MCH program will track the percent of preterm births that occur with clients and BaM participants.

First Steps Prenatal and Postpartum Program promotes the continued improvement in the health, safety, and well-being of all pregnant and newly parenting mothers and children in Shawnee County, especially those low-income and at-risk families. These Services are family-centered, community-based, collaborative, comprehensive, flexible, coordinated, culturally competent and developmentally appropriate. First Steps Prenatal and PostPartum Program makes a special effort to build community capacity to deliver such enabling services as care coordination, transportation,and home visiting, which complement and help ensure the success of State Medicaid and SCHIP (KanCare) Medical Assistance Programs. Two licensed master social workers (LMSW) and two registered nurses (RN) provide the services. The minimum service delivery is monthly visits by either an LMSW or an RN. Visit frequency is determined by needs of client.

Education and anticipatory guidance is provided on topics such as but not limited to: o fetal development o child development o bonding o breast feeding 0 nutrition 0 Assessments 0 Case Management

0 Depression support 0 Relationship issues 0 Domestic violence issues 0 Advocacy 0 Support & Guidance 0 Referrals

0 Health Promotion 0 Pregnancy nursing support 0 Newborn home visit 0 Nutrition counseling 0 Birth Control information 0 Other services as needed

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A newborn home visit is done to assess the needs of new babies and their mothers and to provide a transition from hospital to home. Anticipatory guidance and education are provided: physical assessment of baby and/or mother, social assessment of baby and/or mother, weight check and assessment for baby and/or mother, prenatal weight gain, prenatal care, nutrition assessment for baby and/or mother, breastfeeding, infant care, infant growth and development, well-child visits. Immunizations for baby and/or mother, family planning, postpartum care, safety, car seat use, SID, community resources.

•LMSWs utilize the Nursing Child Assessment Satellite Training (NCAST) curriculum. "Promoting First Relationships" is used during the postpartum period and "Promoting Maternal Mental Health During Pregnancy" is used during the prenatal period. (Research-based) •LMSWs and RNs utilize the Edinburgh Depression Screen. (Evidence-based)

•LMSWs do a Kempe assessment, if not already done by referral source, on each new client that serves as a screening tool for child abuse and neglect risk. (Evidence-based)

•LMSWs complete the Family Interest tools for each client.

•MCH will work to connect women to a medical home and educate women on the importance of preventive medical care.

• MCH staff work to connect pregnant women to a prenatal provider (if not already connected) upon immediate enrollment in the program. •MCH staff will be looking at having a training on administering the Adverse Childhood Experiences, ACE questionnaire to their clients.

The BaM program offers classes to all pregnant women in Shawnee County. We utilize the "Becoming a Mom" curriculum as developed by March of Dimes in addition to supplemental information that has been compiled by KDHE. These are group classes taught at community settings. Through these classes smoking surveys and depression screens are completed by each participant. We also refer participants to any community resources they may need, including a prenatal care provider if not already connected. We follow the curriculum guidelines as designed by KDHE for class session topics.

G2 - Perinatal/Infant Health State Priority: Families are empowered to make educated choices about infant health

and well-being. Measure: Breastfeeding (A Percent of infants who are ever breastfed and B. Percent of

infants breastfed exclusively through 6 months) Measure: Number of Safe Sleep (SIDS/SUID) trainings provided to professionals

1. Describe the services your program will provide the population. Note the strategies, screening tools, curriculums used and note whether or not they are evidence-based. As part of your description, include detail related to the state priority and measures listed above. **If you are not providing direct services

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for this population, how are you assuring their needs are met within the

community? State Priority: Families are empowered to make educated choices about infant health and well-being.

Measure: MCH will track numbers of mothers who initiate breastfeeding and exclusively breastfeed through 6 months. MCH will track the number of Safe Sleep trainings provided to professionals. MCH will track the number of BaM participants who initiate breastfeeding.

First Steps Prenatal and Postpartum Program promotes the continued improvement in the health, safety, and well-being of all pregnant and newly parenting mothers and children in Shawnee County, especially those low-income and at-risk families. These Services are family-centered, community-based, collaborative, comprehensive, flexible, coordinated, culturally competent and developmentally appropriate. First Steps Prenatal and PostPartum Program makes a special effort to build community capacity to deliver such enabling services as care coordination, transportation,and home visiting, which complement and help ensure the success of State Medicaid and SCHIP (KanCare) Medical Assistance Programs. Two licensed master social workers {LMSW) and two registered nurses (RN) provide the services. The minimum service delivery is monthly visits by either an LMSW or an RN. Visit frequency is determined by needs of client.

Education and anticipatory guidance is provided on topics such as but not limited to: o Fetal development o Child development o Bonding o Breast feeding 0 Nutrition

0 Assessments 0 Case Management 0 Depression support 0 Relationship issues 0 Domestic violence issues 0 Advocacy

0 Support & Guidance

0 Referrals 0 Health Promotion 0 Pregnancy nursing support 0 Newborn home visit 0 Birth Control information

0 Other services as needed

A newborn home visit is done to assess the needs of new babies and their mothers and to provide a transition from hospital to home. Anticipatory guidance and education are provided: physical assessment of baby and/or mother, social assessment of baby and/or mother, weight check and assessment for baby and/or mother, prenatal weight gain, prenatal care, nutrition assessment for baby and/or mother, breastfeeding, infant care, infant growth and development, well-child visits, immunizations for baby and/or mother, family planning, postpartum care, safety, car seat use, SIDS, community resources.

•LMSWs utilize the Nursing Child Assessment Satellite Training {NCAST) curriculum. "Promoting First Relationships" is used during the postpartum period and "Promoting Maternal Mental Health During Pregnancy" is used during the prenatal period. (Research-based)

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• LMSWs and RNs utilize the Edinburgh Depression Screen. (Evidence-based)

• LMSWs do a Kempe assessment, if not already done by referral source, on each new client that serves as a screening tool for child abuse and neglect risk.

•LMSWs complete the Family Interest tools for each client.

•Family Health Division Manager is a Certified Safe Sleep Instructor for the state of Kansas through the Kids Network.

• MCH staff attend safe sleep trainings that are offered in our area and are part of our Fetal Infant Mortality Reiview (FIMR) team where safe sleep/ SIDS/ABC's of sleep are discussed •MCH educates mothers on the benefits of breastfeeding for both mother and baby.

•MCH collaborates with WIC, Breastfeeding Peer Counselors and the local breastfeeding clinics.

•MCH staff support mothers breastfeeding desires and goals and they work to identify and reduce barriers related to mothers goals.

The BaM program works to offer classes to all pregnant women in Shawnee County. We utilize the "Becoming a Mom" curriculum as developed by March of Dimes in addition to supplemental information that has been compiled by KDHE. These are group classes taught at community settings. Through these classes smoking surveys and depression screens are completed by each participant. We also refer participants to any community resources they may need, including a prenatal care provider if not already connected. We follow the curriculum guidelines as designed by KDHE for class session topics. BaM staff work with participants to address any barriers identified (i.e. returning to work, breast pump, etc.). Staff will also work to connect participants with a WIC breastfeeding peer counselor and/or the local breastfeeding clinics for additional guidance and support.

G3 - Child Health State Priority: Developmentally appropriate care and services are provided across the

lifespan. Measure: Developmental screening (Percent of children, ages 10 through 71 months,

receiving a developmental screening using a parent-completed screening tool) Measure: Child Injury (Rate of hospitalization for non-fatal injury per 100,000 children ages

0 through 9) Measure: Percent of children 6 through 11 and adolescents 12 through 17 who are

physically active at least 60 minutes per day

1. Describe the services your program will provide the population. Note the strategies, screening tools, curriculums used and note whether or not they are

evidence-based. As part of your description, include detail related to the state priority and measures listed above. **If you are not providing direct services for this population, how are you assuring their needs are met within the community?

State Priority: Developmentally appropriate care and services are provided across the lifespan.

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Measure: MCH will track the number of children who receive a developmental screening completed by a parent. The developmental screening tool used will be an ASQ-3 and ASQ SE-2.

MCH is doing ASQ-3's and ASQ SE-2's on every age appropriate child in the program. {Evidence-based)

MCH will continue to assess each client and their child{ren) for medical homes. If the client or their child{ren) don't have a medical home the worker will explore the barriers to obtaining a medical home. MCH will assist clients with obtaining health insurance either through Medicaid or ACA or Health Access.

MCH educates parents on safety issues related to infancy and toddlers using "The Injury Prevention Program" developed by the American Academy of Pediatrics.

MCH provides plug covers, door knob covers, and cabinet locks to clients.

MCH provides Pack n Plays and Sleep Sacks for clients who don't have a safe sleep environment for their babies. SCHD was a recipient from the KIDS Network that provided the MCH program with several Pack n Play cribs for distribution.

MCH staff will collaborate and have a presence at the new Topeka Rescue Mission Children's Palace {education/services to be provided on: oral health, injury/safety, exercise, healthy eating, immunizations, Safe Sleep, vision screenings,

referral source for community resources, weight checks for infants/children).

Vision screening with the SPOT vision screener {as used by the Lion's Club) to do vision screenings for clients and community partners. We also will collaborate with the Lion's Club if they need additional help for a particular screening event.

Offer Safe Sleep training to parents and providers in the community.

Offer What To Do When Your Child Gets Sick education/books to parents both at home visits and community presentations.

MCH has an RN visit the Topeka Shawnee County Public Library's Learn and Play Bus two times a month to talk to participants about child development, safety, oral health, vision screenings, and hand washing.

G4 - Adolescent Health State Priority: Communities and providers support physicat social, and emotional

health. Measure: Bullying (Percent of adolescents, 12 through 17, who are bullied or who bully

others) Measure: Adolescent well-visit (Percent of adolescents, 12 through 17, with a preventive

medical visit in the past year) Measure: Percent of children 6 through 11 and adolescents 12 through 17 who are

physically active at least 60 minutes per day

1. Describe the services your program will provide the population. Note the strategies, screening tools, curriculums used and note whether or not they are

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evidence-based. As part of your description, include detail related to the state priority and measures listed above. **If you are not providing direct services for this population, how are you assuring their needs are met within the community?

We do not provide direct services to this population. In our community, Family Service and Guidance Center is the primary agency that serves this population. Should we receive any community inquiries about this population regarding the social or emotional health we would refer them to this agency. We have multiple providers in our community who provide well-visit services to this population. Depending on the insurance the individual has, we would refer to either a private provider or Grace Med who serves as the safety net clinic for our community.For Drug Addicted teens who are seeking help we refer to Shawnee Regional Prevention and Recovery Services, (PARS).

GS - Children with Special Health Care Needs State Priority: Services are comprehensive and coordinated across systems and

providers. Measure: Medical home (Percent of children with and without special health care needs

having a medical home)

1. Describe the services your program will provide the population. Note the strategies, screening tools, curriculums used and note whether or not they are evidence-based. As part of your description, include detail related to the state priority and measures listed above. **If you are not providing direct services for this population, how are you assuring their needs are met within the community? We do not provide direct services to this population. Shawnee County Infant Toddler Services is the direct service provider for this population. They are well-known in our community and providers typically refer any concerns to them for a further evaluation. Staff also provide referrals to them if an infant/child requires a further evaluation. Parents can also self-refer to this program for an evaluation. For those children beyond 3 year old, our community school districts offer preschools for this population of children. They would be referred by the home visitor if a concern is noted while visiting the family.

G6 - Cross-Cutting/Life Course State Priority: Services and supports promote healthy family functioning. State Priority: Information is available to support informed health decisions and

choices State Priority: Professionals have the knowledge and skills to address the needs of

maternal and child health populations Measure: Smoking during Pregnancy and Household Smoking (A. Percent of women who

smoke during pregnancy; B. Percent of children who live in households where someone smokes)

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Measure: Percent of children living with parents who have emotional help with parenthood

Measure: Percent of adults who report that it is somewhat difficult or very difficult to understand information that doctors, nurses and other health professionals tell them

1. Describe the services your program will provide the population. Note the strategies, screening tools, curriculums used and note whether or not they are evidence-based. As part of your description, include detail related to the state priority and measures listed above. **If you are not providing direct services for this population, how are you assuring their needs are met within the community?

State Priority: Services and supports promote healthy family functioning Professionals have the knowledge and skills to address the needs of maternal and child health populations

Measure: MCH will track the percent of women who smoke during pregnancy and the percent of children who live in households where someone smokes. •MCH will track the number of BaM participants who smoke during their pregnancy by utilizing the Smoking History

Survey for Pregnant Women and Initial Survey.

•MCH staff set smoking/tobacco goals with clients, if they are agreeable about reducing or eliminating use. Goals are re-visited at subsequent home visits. Referrals are made if client agrees to quit.

•Education is provided on second-hand smoke for families where children are residing in the same household.

•MCH staff are trained facilitators for the Freedom From Smoking Cessation classes. • MCH Team leader is planning to attend the training on Smoking Cessation and Reduction in Pregnancy Treatment {SCRIPT) in March, 2018. •Staff utilizes a variety of oral health education materials for both pregnant women and infants. Staff is expected to assess any dental needs the client may have, including finding dental care. The importance of oral health care during both pregnancy and infancy is a part of the education staff provides.

•MCH staff are responsible for determining insurance coverage of each client {mom and/or baby), referrals are to be made, KanCare applications are done at home visits and coordination with the KDHE Outreach Specialist responsible for Shawnee County is expected.

•The BaM program is offering classes to all pregnant women in Shawnee County. We plan to offer an evening class in April, 2018 to accommodate participants who need an evening time. We will refer participants to any community resources they may need, including a prenatal care provider if not already connected. We will follow the curriculum guidelines as designed by KDHE for class session topics. BaM staff will collect smoking data through surveys for each client. Community information will be made available to participants regarding smoking cessation options that are available in our community and will help refer them if needed. Staff also provide education regarding oral health during pregnancy and the community options available to them if needed. Staff also help determine insurance coverage of each participant, provide KanCare applications if needed and will coordinate with the KDHE Outreach Specialist responsible for Shawnee County if needed.

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•Shawnee County Health Department is working with Blue Cross Blue Shield on their referral process known as Healthify. Once this is up and running, we will be able to work closer with local physicians on referrals for smoking cessation for their clients.

2. For each tobacco intervention program, select a response that applies to your ag (T b I t f P I' t d th I ft h d 'd ) ency. o acco n erven 1on roqrams are 1s e on e e - an s1 e.

Select a Response that applies to your a~ ency Currently

Tobacco Intervention Programs Utilizing

2/3/5 A's ~ American Lung Association ~ Baby and Me Tobacco Free (BMTF) D

Smoking Cessation and Reduction D in Pregnancy Treatment (SCRIPT)

Other ~

3. List Other Tobacco Intervention Programs KanQuit

SECTION H - Special Health Services

Plan to Would like more N/A

Implement information

D D D

D D D

D IZI D

~ D D

D D D

1. How would you provide outreach to community service and medical providers in your area to share information about the KS-SHCN services, eligibility requirements, the Special Bequest Commission, and the Special Health Services Family Advisory Council (SHS-FAC)? At this time we don't have enough staff to provide services to additional groups. TARC and Cappers have a large presence in our community and we refer to them when needed.

2. What supports could you offer to outreach clinics in your area? Select all that apply D Assistance with scheduling D Provide physical location for clinic D Assistance with completing client

information for specialists D Interpreter services DProviding childcare

3. Do you currently utilize Telehealth services? DYes 1Z1 No

D Transportation assistance

D Other

4. Do you have an interest in providing Telehealth services? DYes ~No

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5. Have you ever heard of the Kansas Resource Guide?

~Yes DNo

SECTION I - MCH Referrals 1. What is the process for referring for services outside the program?

Shawnee County has been selected to do a pilot for an Integrated Referral & Intake Systems, known as IRIS. This is a web based community referral system that is housed on a secure, HIPPA compliant server at the University of Kansas. Meetings are just starting up for community partners on this new system and the MCH department plans to be involved.

Currently,some of our referrals are formal while others are informal. For home visitation programs, consent is signed for referral to the program- internal form signed and faxed to program the client is referred to- a follow-up phone call is done to assure the referral was received For clients who are being transitioned out of our long-term programs into another, follow-up is done to assure client is enrolled in the other program before we discontinue our services (phone call to other program and/or client and possible transition visit with other program) For one-time home visits, not a great deal of follow-up is done, mainly due to time constraints- for a formal home visitation referral that is made- those are faxed and we do make sure the fax has gone through to the other program -if the client (either mom or baby) needs additional referrals (i.e. pediatrician, etc. a follow-up phone call would be done to assure the referral was taken care of) For clients receiving on-going services, staff would follow-up at subsequent home visits to determine if the client utilized the referral and any problems they encountered and if they hadn't utilized it, to determine why not and re-refer

2. Describe the process for follow-up and tracking referrals All of the referrals (both formal and informal) are tracked in the DAISEY database so that we can review to see who we made referrals to and how many referrals were made.

If a referral needs follow-up (meaning what action resulted for DAISEY, i.e. accepted services, declined services or lost to follow-up) we have developed an internal tracking form that each staff member receives after the initial DAISEY paperwork is entered and the referral stays in the system as "in progress". Staff then turns their form in once a result is obtained and the referral is updated in the DAISEY system and submitted. Shawnee County has been selected to do a pilot for an lntegreated Referral & Intake Systems, known as IRIS. This is a web based community referral system that is housed on a secure, HIPPA compliant server at the University of Kansas. Meetings are just starting up for community partners on this new system and the MCH department plans to be involved.

SECTION J -Immunization Action Plan 1. Are you requesting "Immunization Action Plan" (IAP) funds made available by the

Bureau of Disease Control and Prevention?

~Yes D No

2. Describe immunization services your agency will provide with your Immunization Action Plan (IAP) funds Please see the lAP application

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SECTION K- Communications and Promotions 1. How will you promote your MCH services to the community?

MCH is very well established in Shawnee County but we will continue promoting our program. Our agency posts messages on the SCHD Facebook page and Twitter. Our program is listed on the Shawnee County Health Department website. We are also listed on the Early Childhood Collaboration (ECC) website. MCH is promoted through Heartland Healthy Neighborhoods Healthy Babies workgroup, which also serves as the Fetal Infant Mortality Review Community Action Team. Successful Connections, who is the umbrella agency for home visitation in our community promotes MCH to moms at Stormont Vail hospital who have just given birth. The WIC program also promotes our services to their clients. We are members of the Early Childhood Collaborative, Early Childhood Collaborative Executive group, and the Shawnee County Drug Endangered Children group. We also work with University of Kansas St. Francis Campus to collaborate services for at risk mothers at the time of baby's birth and offer follow-up home visitation services. The new Learn and Play Bus through Topeka Shawnee County Public Library will be promoting our services through fliers on the bus. We also are a community partner on the bus with a rotating schedule with other partners to provide various services to the patrons that visit the bus.

We advertise and recruit participants for our BaM classes through our WIC program, home visitation services, local OB/GYN offices, and other community meetings staff attend. We will use our Health Departments Facebook page to promote BaM classes. We are planning to offer a BaM class at a local Topeka Public school that has a high number of pregnant women attending there. We hope to partner with the Topeka Public Schools first then expand to other local high schools in Shawnee County. We anticipate using Healthify, the referral service of Blue Cross Blue Shield that is being started in our community. We hope to educate physicians about our programs so they can refer to us utilizing Healthify.

2. What are your planned outreach activities? (be sure to also include immunization outreach activities) MCH staff will participate in health fairs throughout the year that target moms, infants and families.

MCH will continue working with the Healthy Babies/FIMR CAT work group through Heartland Healthy Neighborhoods.

For Child Abuse Awareness month in the spring we will collaborate with community partners to participate in activities and community messaging.

MCH will continue providing information to be posted on SCHD's Facebook page and Twitter.

Due to the delayed opening, our plan is still to work with the Topeka Rescue Mission Children's Palace to offer health assessments, education classes, immunization records review, developmental screenings and home visitation services to their clients who are pregnant and/or parenting children from ages 0-5.

SCHD is one of the community partners who is on the new Learn and Play Bus through Topeka Shawnee County Public Library on a rotating schedule. The RN visits the bus and leads activities for the participants that include: Vaccinations -review of what they need, Vision Screening/referral, Home Visitation- referral source, WIC- info about who's eligible, how to schedule appointment, What to do when your child gets sick books- group or individual lesson and books to caregivers, Safe Sleep Training- group or individual lesson, Developmental Screening- ASQ, Blood pressure checks- for moms, Weight checks I growth charts- infants/toddlers, Healthy Eating I Cooking- future activity possibly, Car seat check lane- future activity possibly, Dental lesson- future activity possibly, Hand washing lesson- future activity possibly.

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All MCH staff are trained vision screeners and are available to provide these services to any community agency or partner that asks. We also have made ourselves available to the Lions Club should they need any help with vision screening.

BaM -we plan to offer these to any pregnant woman in Shawnee County- we plan to let community partners know of the classes and share brochures for them to hand out to potential BaM clients. We will utilize media outlets and social media to share with the community. A future proposed activity may involve delivering these classes at a local high school.

Immunization outreach activities include offering childhood immunizations and seasonal flu vaccinations. The Immunization program also coordinates with school nurses to provide information to parents about extended clinic hours for required school vaccinations. We provide social media updates about pertinent vaccination information. The immunization program offers immunizations at the WIC clinic to any child due for shots. We also vaccinate any WIC family member against seasonal flu. The Immunization program will be providing vaccinations at the Back to School Fair at The Salvation Army this year. We provide BaM participants and their support person flu vaccine (seasonal), and the Tdap when they attend the Shawnee County sessions.

3. How will you target and recruit clients? MCH receives referrals for home visitors from WIC Grace Med, Successful Connections, Stormont Vail Hospital, and

various other sources in the community. We continue to receive more referrals than we can assign to staff. We target pregnant and newly delivered moms out of WI C. We have a working relationship with our WIC department to give us written and verbal referrals daily. University of Kansas Health System St. Francis Campus has been going through many changes the past 6 months and some staff that we used to receive referrals from have left. We plan to continue to reach out to them and work on getting the referral process back to the way it was prior to staff changes there. MCH works on recriutment by deciding the best way to promote our services to the client when we call for the first time and we have a template letter staff can use to reach out by mail. We plan to use our BaM participants also for referrals to MCH home visitation.

SECTION L- Collaborative Partnerships 1. Describe collaboration with local partners (community based health, community

coalitions, local schools, social service providers, local Chronic Disease Risk Reduction

(CDRR) grantee, etc.) to ensure services are provided. (Include statewide initiatives for

breastfeeding, safe sleep, smoking, birth outcomes/Becoming a Mom Prenatal education) CDRR- Our Health Department is our CDRR recipient for Shawnee County. Discussions are taking place now for MCH and our CDRR staff to work together on maternal and post-partum referral systems for smoking cessation. In addition to the MCH staff tracking their clients who smoke and children who live in a household where someone smokes, they will also work with CDRR to increase the number of referral systems to cessation services for pregnant and postpartum women who live in Shawnee County. We are planning to utilize the Healthify platform through Blue Cross and Blue Shield that is available in Shawnee County for referrals. The MCH Team Leader is going to SCRIPT training in March 2018 to add another resource for our staff to utilize in referring clients for smoking cessation. She will be working to implement SCRIPT at the SCHD as well as other community partners who wish to implement the program.

Grace Med- The prenatal component of Grace Med provides referrals for MCH. We collaborate on shared clients, discussing concerns about clients and working as a team to help women have a healthy pregnancy.

WIC- WIC provides referrals for MCH for both home visitation and BaM.

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Hospitals- Stormont Vail- a formal partnership exists and we receive referrals for newborn home visits on any mother who is either (1) Kempe screen positive or (2) a NICU discharge. University of Kansas Health System St. Francis Campus has been going through many changes the past 6 months and some staff that we used to receive referrals from have left. We plan to continue to reach out to them and work on getting the referral process back to the way it was prior to staff changes there.

Successful Connections is now under Child Care Aware of Eastern Kansas and they continue to employ two assessors who visit moms in the hospital after they give birth. The Successful Connections staff discuss home visitation with the moms and offer a referral to the program that fits the family best. They serve as the central referral intake point for Shawnee County. All clients they see are told about the newborn home visit offered by SCHD MCH program.

Early Childhood Collaboration (ECC)- ECC is a collaboration of community programs who work with pregnant women and children. Program information is shared at the monthly meetings. The mission of the ECC is to create a comprehensive service delivery system dedicated to ensuring a coordinated community response in serving families with children, prenatal to school age.

The Heartland Healthy Neighborhood-Healthy Babies work group functions as the FIMR Community Action Team. The Healthy Babies group will develop work plans based on the Case Review Team's recommendations to achieve its' goal to decrease fetal and infant mortality in Shawnee County. Healthy Babies will also continue looking at ways to increase breastfeeding initiation and duration rates, increase early and adequate prenatal care and reduce the number of infant deaths due to SUID (sudden unexplained infant death). A number of strategies and action steps have been identified that this community team of advocates will work on over the next 3-5 years as part of the community health improvement plan. Each year new recommendations are received. Some of the recent work the team has done centers around: family planning, postpartum appointments made by the delivering facility before discharge when there is a fetal or infant demise before discharge, mental health disparities among pregnant women, working more collaboratively with school districts when there is a pregnant student and access to primary care providers. This particular partnership is comprised of many different agencies and organizations. Some ofthese include: Stormont Vail, University of Kansas St. Francis Campus, Childcare Aware of NE Kansas, New Dawn Wellness and Recovery, Valeo, DCF, KVC, etc. The MCH Division Manager is a certified safe sleep instructor for the state of Kansas. She keeps staff informed of the latest changes and updated recommendations in order for them to be able to educate their clients. She is available for any group wishing to have her speak about these topics.

All MCH staff are currently certified facilitators for the Freedom From Smoking classes/curriculum. They use this information to share in one-on-one client settings also. We have trainings available in our community (although not utilized) that target pregnant and postpartum women. We are working on a community-wide referral system to help increase the usage of this option.

MCH receives direct referrals in to our home visitation programs from DCF. Our services are known to them, especially those with our social workers and they often refer high-risk clients into these services.

We collaborate with the WIC breastfeeding peer counselors. We communicate via KWIC notes to keep them updated on clients that may need additional support or education from them. Both of the hospitals also have bf clinics I follow-up clinics that we refer our clients to use if they need additional breastfeeding services/support that we are unable to provide.

Presenting BaM to our community has led us to partnerships with WIC, Grace Med, Stormont Vail hospital, Baker University School of Nursing, K-State Research and Extension program from their Expanded Food and Nutrition Education program for guest facilitators that we plan to continue to partner with in the future. We plan to partner with

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our local school districts to bring BaM classes to one of the high schools where a high number of pregnant women

attend.

2. How will you develop additional partnerships to fill gaps in services? SCHD will continue to monitor the Community Needs Assessment that is conducted every 3 years to review the findings. Upon review, we will analyze to determine what needs are currently being met in our community and those that are not. Once a need is identified as not being met, we anticipate we would invite community partners and stakeholders together to fully discuss the need and pool our resources. These resources could be money, time, staff, etc.

We try to keep up-to-date with any new agencies, businesses, etc. that open in our community and invite those individuals to any relevant community meetings so that rapport and relationships can be developed.

We are aware that engagement rates for teens in home visitation programs are lacking in our community. We feel that if there was more information provided about these services by a trusted individual in their life (i.e. ob/gyn or school counselor) that they may be more willing to engage. This is additional work that we hope to follow-though on during

this next year.

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~Opt In D Opt Out Option

If you choose to Opt In, All questions below require answers.

SECTION M - Home Visitation Services 1. Will Home Visiting be the only MCH service your agency provides?

DYes ~No

2. Estimated Numbers to be served in the grant period:

so Prenatal/Pregnant Woman

230 Post-Partum Woman

3. When and where will MCH Home Visiting services be provided (select all that apply):

~ Prenatal ~Post-Partum

~In the Home ~In the Clinic ~In the Hospital ~In the School ~In a Community Setting (library, restaurant, park, etc.)

4. Who will be providing the home visiting service? (List all home visitors, email addresses and credentials if applicable) Middendorf, Melisa Franklin, Regina Dabney, Debbie Mejias-Martinez, Jennifer

Vacant

MCH Team Leader LMSW RN Interpreter

RN and LMSW

[email protected] [email protected] [email protected] [email protected]

5. Who will supervise the home visitor(s)? (Provide name, position, email and credentials) Melisa Middendorf, RN, BSN- Maternal Child Health Team [email protected]

6. Describe how the MCH HV Supervisor will assure the home visitor(s) complies with KDHE requirements (refer to the Kansas MCH Service Manual - Home Visiting Section) The MCH HV Supervisor will assure the home visitor staff complies by using the MCH Manual, specifically section 410. This means following the Home Visitor responsibilities, the orientation requirementss, and the training requirements found in the MCH Manual. The MCH HV Superivisor keeps the MCH service manual in her office to often refer to as needed. Quarterly chart audits and Client Visit reviews, where the supervisor accompanies the staff member to a home visit, are done for each staff member. MCH HV supervisor also meets with staff for Individual supervision two times a month or more often as needed to discuss current case loads and any needed trainings for staff to be able to their jobs better. Daily paperwork for DAISEY is turned into the MCH HV Supervisor prior to our OAII entering the data to assure completeness.

7. Describe how you'r agency will partner with other home visiting programs in your community (Parents as Teachers, Early Head Start, Healthy Families America, etc.) Clients are assessed to determine if they are receiving additional home visitation services. Due to the nature of our home visitation programs, we are viewed in our community as an equal to Parents as Teacher, Early Head Start, Healthy

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Families and others. It is a norm in our community that a client would not receive home visitation services from our program and any of the other home visitation programs in our community. We do partner with them however when we are ready to transition clients out of our services. We have a set referral process for sending the referral and then following up with the receiving entity to make sure it was received. Shawnee County has a strong early childhood collaboration in which all home visitation partners work together- it has been in existence for over 20+ years.

8. What topics will be addressed during the visit? (Include the source of the materials) Alcohol/Substance Abuse • When available, staff takes training offered on this at various conferences • Clients are assessed for any past and/or current use • Clients are assessed regarding their decision to stop using and/or get help • Goals and treatment plan re-visited at subsequent visits to see if meeting • Referrals made to local community resources

Behavioral Health • Basic screen completed for alcohol, drugs, smoking or other substance use • Depending on the information known about the client, their history may be able to be reviewed regarding any

mental health or substance abuse issues or concerns • Based on the client's needs and wishes, a plan could be developed that may include referrals for medication,

counseling, etc. • Plans would be re-visited at subsequent visits to determine if client was keeping appointments or had

encountered barriers that need to be addressed Breastfeeding • Handouts from the local WIC program, various breastfeeding coalitions throughout the US, La Leche League and

Medela are used • "Your Guide to Breastfeeding" from the Department of Health and Human Services (DHHS) is utilized for clients • Staff have become trained and knowledgeable about "High 5 for Mom and Baby" and prepare clients prior to

delivery about what to expect in the hospital • New MCH staff members are sent to certified breastfeeding educator class iffunding is available- at a minimum

new staff attend the WIC Breastfeeding class that is offered that provides a general breastfeeding overview • Clients are assessed for their decision on breastfeeding • Client breastfeeding goals are reviewed by staff and ways identified to help meet those are discussed • Working conditions/pumping are discussed with client to determine if they need help approaching their

employer I what the laws are I accessing a breast pump • Benefits of breastfeeding for both mom and baby are reviewed with clients • If needed, myths are dispelled regarding breastfeeding • American Academy of Pediatrics (AAP) Patient Education for Children, Teen and Parents- reproducible

handouts • "The New Mom's Handbook"- by Positive Promotions

Child Development • ASQ-3 developmental screenings are done by staff per the recommended periodicity schedule • ASQ SE 2 developmental screenings are done by staff per the recommended periodicity schedule • ASQ-3 "Learning Activities" are used during home visits for teaching purposes with parents • Center of Disease Control (CDC) "Learn the Signs. Act Early." developmental milestones handouts utilized for

infants • Development assessed at each month for on-going clients • Zero to Three "Your Baby's Development" handouts are used • Zero to Three "Healthy Minds: Nurturing Your Child's Development" are used • Developmental Milestones Checklist- adapted from developmental surveillance items recommended by the

following:

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Hagan, JF, Shaw JS, Duncan PM, eds. 2008. Bright Futures: Guidelines for Health Supervision of Infants, Children,

and Adolescents, Third Edition. Elk Grove, IL: AAP

Car Seat Safety

• Clients are educated during pregnancy and infancy regarding the type of car seat their infant should be riding in,

including location of car seat and infant in car • "Car Seat Recommendations for Children" handout from the Kansas Traffic Safety Resource office is used with

clients • Referrals are made for the local "Car Seat Checkup Events" sponsored by Safe Kids Shawnee County

Family Violence • Clients are asked during the course of their visit if they feel safe or have any concerns for themselves and/or

including location of car seat and infant in car • A safety plan would be done with the client if they so desire • Efforts are made to meet a client at a safe/neutral location is at all possible so that she can speak freely about

her situation {current or past) • The local Center for Safety and Empowerment would be utilized if the client needed further information or a

safe place to stay • A brochure could be used for the above mentioned local resource- it could be mailed, dropped off, or whatever

works best for the client to receive the information in a safe manner

Father Involvement

• Fathers are always encouraged to take part in home visits if the mother desires them to be involved at the visit • If the mother has chosen for dad to be involved at the visits, the visitor would include dad in all conversations,

handouts discussed, ask him if he had any questions, give ideas to both he and mom about how he can be involved in various aspects of the pregnancy, labor/delivery and infant care, assess his knowledge and comfort

of being a dad, etc. • "Ten Tips on Being a Good Dad" by Noodle Soup is used • "Positive Parenting Be There ... Be a Dad" by Noodle Soup is used • "Positive Parenting Adjusting to Being a New Dad" by Noodle Soup is used • "Just for Dad" by March of Dimes is used • Referrals could be made to the local fatherhood programs available in our community if desired

Health Care Coverage/Medicaid Eligibility • Insurance status assessed at initial visit or next subsequent visit • Staff work with the KDHE Out Stationed Eligibility Specialist assigned to Shawnee County to help with any

processing or eligibility questions for clients

Immunizations • Clients assessed at an early visit to determine their willingness to vaccinate their baby • If needed, myths are dispelled regarding immunizations • Utilize the Kansas Immunization Program postcard for the immunizations needed and when they get them

during the first year • Staff are educated yearly by the Immunization Team Leader and the Advisory Committee on Immunization

Practices {ACIP) recommendations are reviewed • Assessed at on-going visits to determine if meeting recommended periodicity schedule

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Infant Care • Staff provide ASQ-3 developmental screenings and ASQ SE-2 Social Emotional developmental screenings • Mom and/or father assessed for knowledge of infant care/child development • ASQ-3 "Learning Activities" are used during home visits for teaching purposes with parents • Center of Disease Control {CDC) "Learn the Signs. Act Early." developmental milestones handouts utilized for

infants • Development assessed at each month for on-going clients • Zero to Three "Your Baby's Development" handouts are used • Zero to Three "Healthy Minds: Nurturing Your Child's Development" are used • "Your Baby's First Year" by Childbirth Graphics is used • Developmental Milestones Checklist- adapted from developmental surveillance items recommended by the

following: Hagan, JF, Shaw JS, Duncan PM, eds. 2008. Bright Futures: Guidelines for Health Supervision of Infants, Children, and Adolescents, Third Edition. Elk Grove, IL: AAP

• AAP Patient Education for Children, Teen and Parents- reproducible handouts • Various handouts from Noodle Soup from their "Positive Parenting" series • "The New Mom's Handbook"- by Positive Promotions • Bright Futures Guidelines for Health Supervision of Infants, Children, and Adolescents pocket guide

Injury prevention/safety • "Your Baby's First Year" by Childbirth Graphics covers many topics, including baby safety • AAP Patient Education for Children, Teen and Parents- reproducible handouts • Poison Control handouts • Lead poisoning handout from Environmental Protection Agency (EPA) • Shaken Baby Syndrome handout from Department of Children and Families (DCF) • Secondhand Tobacco Smoke handout from EPA • Various child seat handouts from Safe Kids Kansas • AAP handouts- tipp (The Injury Prevention Program)- based on age of child • The "Period of Purple Crying" handout- 2nd dose given at home visit • "The New Mom's Handbook"- by Positive Promotions • Visual inspection of home done by home visitor to assess home safety and determine any concerns or areas

needed for safety-proofing

Labor/Childbirth • "Pampers Childbirth" Education handouts are utilized for clients to learn about childbirth education. There are

client handouts and also an educator guide which are utilized. • "The Stage of Labor" video series are utilized for clients to be educated on childbirth. We have English and

Spanish versions. We also have a teen edition. • Provided at any point in the pregnancy when mom and/or partner desire. • Provided frequently in segments at subsequent home visits. • "Birth Companion" from Childbirth Graphics utilized • Prenatal- "My Pregnancy Handbook" covers multiple topics, including childbirth • March of Dimes Fact Sheet used • Having client make a Birth Plan if they so desire- different models used from Pampers and March of Dimes • Hospital tours coordinated at both delivering hospitals with clients as delivered

Lifestyle risk factors/prenatal exposure • A very basic lead assessment would be done by the visitor for each client to assess the home they reside in and

if there are any occupational hazards • "Kansas Healthy Homes and Lead Hazard Prevention Program" brochure from Kansas Healthy Homes can be

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used for more information and where to direct clients • All clients' smoking history {past and current) is assessed at the beginning of services • Clients are assessed to determine their desire to stop tobacco use and help to develop a treatment plan • Clients are referred to a variety of program including the "KanQuit" line or the locai"Freedom from Smoking"

classes • "Living Smoke-free for You and Your Baby" is used from the American Cancer Society

Medical Home • LMSWs and RNs provide education on this topic • All education is provided one-on-one with the client at their home visit {or wherever the visit takes place)

• Medical homes are assessed typically at the initial visit • Clients not having a medical home are either referred to the medical home they were assigned to by their MCO

if applicable or to a provider in the community • Education is provided regarding the importance of a medical home, including what one is used for, in addition to

information about preventative care

Nutrition • Prenatal- "My Pregnancy Handbook" covers multiple topics, including nutrition • United States Department of Agriculture {USDA) My Plate program and the My Pyramid program handouts used

for prenatal, breastfeeding and postpartum • Infant- The Bright Futures Nutrition family fact sheets and Bright Futures Nutrition pocket guide are utilized-

from the National Center for Education in Maternal and Child Health at Georgetown University • AAP Patient Education for Children, Teen and Parents- reproducible handouts • Various brochures from AAP • How and when to introduce solids to infants • Messages from WIC reinforced- annual meeting with WIC staff to hear their current nutrition messages

Oral Health • Discussed prenatally and postpartum • "Two Healthy Smiles" used prenatally- from National Maternal and Child Oral Health Resource Center of

Georgetown University • "A Healthy Smile For Your Baby" used for infants- from National Maternal and Child Oral Health Resource

Center of Georgetown University • "Baby's Firth Teeth- Tooth Eruption Patterns- used for infants • Select handouts from "Oral Health Kansas" are used for infants • Staff attend the Oral Health workshops offered by the Head Start Association when possible • AAP Patient Education for Children, Teen and Parents- reproducible handouts • Various handouts from Kansas Cavity Free Kids • When and how to start oral care for infants • Importance of oral health care during pregnancy • Bright Futures Oral Health pocket guide

Parenting • CDC "Positive Parenting Tips for Healthy Child Development" are used • ASQ-3 "Learning Activities" are used during home visits for teaching purposes with parents • Zero to Three "Healthy Minds: Nurturing Your Child's Development" are used • The "Period of Purple Crying" handout- 2nd dose given at home visit • Various handouts from Noodle Soup from their "Positive Parenting" series

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• "What To Do When Your Child Gets Sick" book -Institute for Healthcare Advancement • Bright Futures "Family Tip Sheets"- from the National Center for Education in Maternal and Child Health at

Georgetown University • "Keys to Caregiving" series (Infant States, Cues, Behavior, Modulation and Feeding is More than Just Eating" and

"How to Promote Good Sleep Habits"- published by Nursing Child Assessment Satellite Training • Parenting knowledge assessed- including any previous difficulties, if known any past DCF involvement and the

circumstances surrounding it

Postpartum Care • "The New Mom's Handbook"- by Positive Promotions • 6 week postpartum checkup- try to assure it is scheduled and received (hard for one-time clients, but followed

up for ongoing clients)

Postpartum Depression • Edinburgh Depression Screen- universal screen for all delivered women • March of Dimes Fact Sheet used • "Breaking the Silence" booklet from Noodle Soup • "Baby Blues and You" from Noodle Soup • "Depression During and After Pregnancy" from Health Resources and Services Administration (HRSA)

• Coordination with ob/gyn if needed for meds

Preconception/lnterconception • March of Dimes Fact Sheet used • All education is provided one-on-one with the client at their home visit (or wherever the visit takes place) • "Taking Care of Mom" booklet by HRSA • Importance of pregnancy spacing, folic acid, family planning between babies

Prenatal Care • "My Pregnancy Handbook" by Positive Promotions used • March of Dimes Fact Sheet used • StorkNet's pregnancy guide • Handouts from Noodle Soup "Positive Pregnancy" series • "What To Do When You're Having a Baby" book- from Institute for Healthcare Advancement • "Taking Care of Mom" booklet by HRSA • Basic screen for alcohol, drugs, smoking or other substance use

Preterm Labor • Staff review the signs and warning symptoms of preterm labor with all prenatal clients • The "Preterm Labor" handout produced by the March of Dimes is used to educate clients during their pregnancy • Clients are instructed to discuss preterm labor with their doctors so that they have knowledge of when/if they

should go to the hospital

Reproductive health/family planning • Client assessed as to what method she may want, what has worked/not worked in past, importance offamily

planning. • Discuss the importance of spacing children at least 2 years apart and why. • The Food and Drug Administration (FDA) Office of Women's Health "Birth Control Guide" is used by staff to

educate clients on methods available, effectiveness, uses, risks. • Discussed during pregnancy. • Re-visited with on-going clients during the postpartum period (goal is to have clients make their 6 week

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postpartum checkup and get started on a method at that time).

Safe Sleep • Sleep environment assessed • Handouts, door hangers from Eunice Kennedy Shriver National Institute of Child Health and Human

Development • Risk reduction opportunities discussed

Smoking Cessation/Second-hand Exposure • "Living Smoke-Free for You and Your Baby"- prenatal and postpartum • Kansas Quit Line • Client's current use assessed- goals set by client • Goals re-visited at subsequent visits to see if meeting

State/Local Resources • Early Childhood Collaboration Website utilized for clients and staff regarding upcoming events, trainings,

education topics, etc. • "Oh Baby" Resource Guide utilized for pregnant women to access services in our community related to their

pregnancy • Community Resources Council local resource guide utilized as a comprehensive listing for our community • Community Resource List- published internally as a general resource guide for a variety of subjects relevant to

client use • Clients are assessed at each visit regarding the needs of themselves and/or their family to determine what

resources are needed • Collaboration with the KDHE Outreach Stationed worker for KanCare

Suicide Prevention • Clients would be assessed through questions if there was any history of suicide attempt in their past • Clients would also be assessed if they report having any current suicidal thoughts • Staff would work to help put a safety plan together with client if needed • Staff would utilize Stormont Vail West or the ER if immediate intervention was needed with client

Teen Pregnancy Prevention • All education is provided one-on-one with the client at their home visit (or wherever the visit takes place) • Client assessed as to what method she may want, what has worked/not worked in past, importance of family

planning. • Subsequent teen pregnancies are discussed with current teen clients to prevent subsequent pregnancies

spacing, birth control, life changes as a teen parent, etc. • The Food and Drug Administration (FDA) Office of Women's Health "Birth Control Guide" is used by staff to

educate clients on methods available, effectiveness, uses, risks. • Discussed during pregnancy. • Re-visited with on-going clients during the postpartum period (goal is to have clients make their 6 week

postpartum checkup and get started on a method at that time).

Weight Management • Client assessed as to what weight loss she may want, what has worked/not worked in past, importance of a

healthy weight.

• Staff will refer client to free/low cost exercise programs in the community. • Staff will refer client to registered dietician to assess dietary intake/needs.

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SFV2019 MCH Grant Application Grant Submission Deadline: March 315\2018 at 5 p.m. CST

Well Child • Kan Be Healthy flier from Kansas Department of Health and Environment {KDHE) Kansas Medical Assistance

Program {KMAP) • Assessed at on-going visits to determine if meeting recommended periodicity schedule

Well Woman • LMSWs and RNs provide education on this topic • All education is provided one-on-one with the client at their home visit {or wherever the visit takes place) • Yearly exams are recommended for clients, along with help getting them into a medical home

Education and anticipatory guidance is provided on topics such as but not limited to:

o fetal development o child development o bonding o breast feeding 0 nutrition

0 Assessments 0 Case Management

0 Depression support

0 Relationship issues 0 Domestic violence issues

0 Advocacy

0 Support & Guidance 0 Referrals 0 Health Promotion 0 Pregnancy nursing support 0 Newborn home visit 0 Nutrition counseling

0 Birth Control information 0 Other services as needed

1/31/2018 9:44AM 29 I Page

SFY2019 MCH Grant Application Grant Submission Deadline: March 3l5

t, 2018 at 5 p.m. CST

D Opt In 1ZJ Opt Out Option

If you choose to Opt In, All questions below require answers.

SECTION N - Special Health Care Needs (SHCN) Satellite Office Special Health Care Needs Satellite Office Responsibilities would include:

• Sending application update to clients • Entering applications into data system • Share new resources for the Navigational Tool Kit • Provide holistic Care Coordination services per program training and guidelines • Participate in mandatory trainings:

o New satellite offices: 2 day in-person training in July and 2 on-site visits per year o Existing satellite offices: 1 day in-person training in July and 1 on-site visit per year o ALL satellite offices: participate 6 times a year in video-conference trainings

1. Select the service area you are interested in serving as a SHCN Satellite Office? DOur County Only D More than our county/serve as a region

2. How many hours per week could your agency dedicate to Care Coordination? D 5 hours/week D 10 hours/week D 15 hours/week D 20+ hours/week

***List staff names that contributed to the completion of this application:

Attachment Section Be sure to attach the following attachments when submitting to KDHE: D Agency Organizational Chart that clearly identifies where the MCH

program falls within the agency and the staff associated D Schedule of fees/sliding fee scale for services your agency provides

(This is NOT the Poverty Guidelines KDHE provides) D DAISEY Terms of Use Agreement signed by your agency for SFY19

(electronic or handwritten si natures are acce table)

1/31/2018 9:44AM 30 I Page

TERMS OF USE AGREEMENT Data Application and Integration Solution for the Early Years

Kansas Department of Health and Environment

This Terms of Use Agreement ("Agreemenf') is between the Kansas Department of Health and Environment (KDHE) Shawnee County Health Department identified as a Participating Agency (P A) in the KDHE Family Health Comprehensive System {FHCS) and the University of Kansas Center for Research, Inc. (KUCR) on behalf of the University of Kansas Center for Public Partnerships and Research (KU-CPPR).

1. Purpose KDHE is working with service providers to build upon existing efforts and infrastructure to ensure Kansas communities can effectively coordinate, improve and track health outcomes across Kansas.

1.1 KDHE has contracted with the University of Kansas Center for Research, Inc. (KUCR) on behalf of the KU Center for Public Partnerships and Research (KU-CPPR) to utilize Data Application Integration Solution for the Early Years (DAISEY), a web-based shared measurement application for integrating information across participating agencies in a community. DAISEY will consolidate these data for the purpose of centralized data storage and single-source reporting. DAISEY provides PAs the capacity to fulfiJI funder reporting requirements and provides access to shared data for reporting and analysis to improve practice and services to children and families.

1.2. KU-CPPR will maintain the DAISEY data management system on a InP AA compliant server, create, maintain and secure access to the system for PAs, and provide technical assistance in using the application per its contractual terms with KDHE.

1.3. Use of DAISEY is contingent upon PA's acceptance of this Terms of Use Agreement.

2. Terms In order to meet contractual obligations and function as a PA within the KDHE FHCS, PA is required to meet the following terms.

2.1.MOA If data will be shared with other community agencies, PA shall sign the Memorandum of Agreement (MOA) established within your FHCS Community of Care. All PAs within a community are required to sign the FHCS Community MOA provided by KDHE. This MOA ensures that all PAs agree to and follow through with standard data governance requirements. This ensures that shared data will be protected consistently across PAs.

2.2.Ifan MOA does not exist, KDHE and its contractor, KU-CPPR will not share PA's client identifying information with other community agencies.

2.3. Confidentiality DAISEY users at KDHE, KU-CPPR and PA will all be required to agree to the Integrated Confidentiality and Data Security Agreement before accessing DAISEY. This is to ensure that users keep information confidential. Declining the Integrated Confidentiality and Data Security Agreement will result in deactivation of the user's account. Breach of confidentiality will result in termination of user accounts.

Bureau ofFamily Health I 1000 SW Jackson, Topeka. KS 666121785-296-1300 I [email protected] I www.lcdhcks.govlbfh

2.4. Authorization/HIP M Notification

3. Data

2.4.1. PA shall obtain appropriate data sharing authorizations from any individual whose data is shared in DAISEY. KDHE will provide Authorization for Release of Information and Information Use Notice forms and guidance on the use of the forms.

2.4.2. If data will be shared with other community agencies pursuant to an MOA, PA shall ensure that only data from individuals who consent to share their data with other PAs will be shared. PAs shall ensure that their staff follow the DAISEY Individual Data Sharing Declined Protocol.

2.4.3. PA shall retain copies of these documents for documentation and data security purposes and provide them to KDHE upon written request

DAISEY input consists of personally identifiable demographic information on children, families, and households; information contained in measurement and assessment instruments; and aggregate information from organizational reports (herein referred to as "Data"). The P A, KDHE and its contractor, KU-CPPR shall follow all federal, state and local laws and regulations applicable to the collection, sharing and distribution of the Data.

4. How Data May Be Used PA and KDHE agree to use and access DAISEY solely for the purposes stated in this Agreement.

4.1. To fulfill KDHE requirements and provide KDHE with program data for use as determined by KDHE, limited to those uses allowable by federal and state law.

4.2. To generate de-identified, aggregate level reports to improve service delivery, coordination, and client satisfaction.

4.3. By PAs for internal Continuous Quality Improvement and other service and program improvement initiatives.

4.4. For purposes of scholarly research and analysis, including use in professional presentations and publications by KDHE. KU-CPPR, and/or PAs, using only de-identified and aggregate level data. Reports, presentations or: other materials produced by PAs using DAISEY data shall include the following disclaimer, "The views expressed and conclusions drawn are solely those of the authors/presenters and do not reflect an endorsement by or view of the Kansas Department of Health and Environment "

5. Data Security KDHE and KU-CPPR ensure that DAISEY provides secure data entry, integration and storage for early childhood program data. It is maintained on a secure, HIPAAIFERPA-compliant server. This server must be certified HIP AA compliant to fulfill the install requirements and is maintained on a server that addresses three areas in the HIP AA Security Standards Matrix to protect covered entities using or storing protected health information (Pin). The system has HIPAA compliant safeguards in place for administrative, technical, and physical security of data to ensure the proper handling, access, storage and recovery of Pill. It is also configured to restrict access to users to protected information residing in the database. ·

Bureau ofFamily Health 11000 SW Jackson, Topeka, KS 666121785-296-1300 1 [email protected] I www.kdheks.govlbfh

6. Data Governance DAISEY is governed by established KU-CPPR data governance policy and procedures and all relevant KU privacy and security policies are available upon written request. KDHE retains the right to apply its own data governance policies as appropriate.

7. Protection ofData KDHE and its contractor (KU-CPPR) will:

7.1. Ensure that all employees with access to the Data understand and acknowledge the confidentiality of program data, and the trust and confidence placed with them by providing access and contact to this information.

7 .2. Exercise the utmost diligence to protect and safeguard confidential information as well as personally identif'IBble client level information.

7.3. Notify the PA as soon as reasonably possible but no later than ten (10) days after discovering any breach or suspected breach of security or of any disclosure of the data to any unauthorized individual or entity.

8. Limitations on Disclosure 8.1. To the extent permitted by law, KDHE and its contractor will not use or disclose the Data for

any purpose not expressly stated in this Agreement without advance written approval of the PA.

8.2. KDHE will notify the PA within ten (I 0) days upon receipt of any request or demand for disclosure of the Data. KDHE, through KU-CPPR., will maintain Data associated with this funding stream for a minimum of five years post entry.

9. Term and Termination 9.1. This Agreement is effective upon the signature ofPA, KDHE andKUCRand shall remain in

effect until terminated by any party to this Agreement by giving thirty (3 0) days written notice to the other parties or upon the completion ofKDHE's contract with KUCR, whichever is earlier.

9.2. KDHE reserves the right to immediately revoke this Agreement and PA's access to the DAISEY data management system upon the PA's failure to comply with any term or provision of this Agreement or the community Memorandum of Agreement

10. Misc:eUaneons Terms 1 0.1. The PA may not assign this Agreement without the prior written consent ofKDHE. This

Agreement may only be amended in writing and signed by both parties.

10.2.All terms of this Agreement extend to any and all agents acting on behalf ofPA.

Bureau ofFamily Health I 1000 SW Jackson, Topeka, KS 666121785-296-1300 I [email protected] I www.kdhcks.gov/bfh

THE PARTIES, through their duly authorized representatives, assent to the tenns and conditions of this Agreement and have executed it as of the date shown below.

Shawnee County Health Department By:

Kevin J. Cook Chair, Board of County Commissioners of Shawnee County, Kansas

Date

Alicia M. Reed, Director of Research Administration University of Kansas Center for Research, Inc.

Date

Read and Acknowledged:

Randi Hanns, Associate Researcher Senior, University of Kansas Center for Public Partnerships and Research

Date

Kansas Department of Health and Environment By:

Sarah Fischer Children and Families Section Director

Date

Bureau of Family Health 11000 SW Jackson, Topeka, KS 666121785-296-13001 [email protected] I www.kdheks.gov/bfh

FUNCTIONAL ORGANIZATIONAL CHART FOR SHAWNEE COUNTY HEALTH DEPARTMENT

Board of County Commissioners

Health Officer

Administrative I HIPAA Privacy Officer Medical Records

Financial and Administrative

Division Finance

Purchasing/Payroll Maintenance

Billing Risk Management and Quality Improvement

Family Health Division

Nurse Family Partnership Newborn Nursing Visits

First Steps Fetal Infant Mortality

Review

Clinical Services Division

Communicable Disease Investigations Immunizations

STI/HIV Tuberculosis Clinic

WIC Support Services

*Functions Across All Areas* Strategic Planning

Performance Improvement Health Promotion

Health Protection Division

Environmental Health Child Care Licensing

Emergency Preparedness/

Medical Reserve Corp

Community Health Outreach and Planning

Division Public Information

Community Relations Specialist

Accreditation Health Promotions Community Health

Planning Epidemiology

ORGANIZATIONAL CHART FOR SHAWNEE COUNTY HEALTH DEPARTMENT

Family Size

1

2

3

4

5

6

7

Discount Fee

For each add' I

person, add $348

to Monthly ($4180 Annual income)

Shawnee County Health Department Linda Ochs, Director

Maternal and Child Health (MCH) 2600 East Circle Dr. Topeka, KS 66606 Ph. 785.251.5647 I Fax 785.251.5695

www.shawneehealth.org

DISCOUNT AND PAYMENT GUIDELINES 2017

In the diagram below are guidelines to be used when discussing fees for services. Please remember that we do not refuse service because of inability to pay.

INCOME RANGES ARE BASED ON THE FEDERAL INCOME GUIDELINES MONTHLY INCOME

100% 80% 60% 40% 20% 0% Disc Disc Disc Disc Disc Disc

0 $1860 $1961 $2061 $2162 $2262 $1859 $1960 $2060 $2161 $2261 AND ABOVE

0 $2505 $2640 $2775 $2911 $3046 $2504 $2639 $2774 $2910 $3045 AND ABOVE

0 $3149 $3319 $3489 $3660 $3830 $3148 $3318 $3488 $3659 $3829 AND ABOVE

0 $3794 $3999 $4204 $4409 $4614 $3793 $3998 $4203 $4408 $4613 AND ABOVE

0 $4438 $4678 $4918 $5157 $5397 $4437 $4677 $4917 $5156 $5396 AND ABOVE

0 $5082 $5357 $5632 $5906 $6181 $5081 $5356 $5631 $5905 $6180 AND ABOVE

0 $5727 $6036 $6346 $6655 $6965 $5726 $6035 $6345 $6654 $6964 AND ABOVE

$0.00 $6.00 $12.00 $18.00 $24.00 $30.00 Prenatal Risk Reduction (RN/SW)

$8.00 $16.00 $24.00 $32.00 $40.00 Nutritional Counseling (RD)

$12.00 $24.00 $36.00 $48.00 $60.00 Newborn Home Visit (RN)

The payment guidelines have been explained to me and I have had an opportunity to ask questions. Effective 4/1/2017

Signature Date

Leading the Way to a Healthier Shawnee County

SFY2019 Maternal & Child Health (MCH) Budget

AGENCY NAME: Shawnee County Health Department

Salary- MCH % of Time Worked in Annual Program

Name Position Salary (match & request) Teresa Fisher Family Health Div. MQr. $66,290.00 50% Connie Macha Office Assistant II $26 062.00 100% Melissa Middendorf MCH Team Leader $71,469.00 100% Vacant LMSW $41 '101.00 100% Jennifer Mejias Martinez Interpreter $42,785.00 20% Regina Franklin LMSW $45 385.00 95% Debbie Dabney RN $66,144.00 100% Vacant RN $47,278.00 100%

Salary- MCH --Category Total

Salary -lAP % of Time Worked in Annual Program

Name Position Salary (match & request)

Salary -lAP-- Category Total

Salary - SHCN % of Time Worked in Annual Program

Name Position Salary (match & request)

Salary- SHCN --Category Total

Benefits FICA (7.65%) KPERS (9.39%) Health & Life Insurance ($9,422 per FTE) Other (2.96%)

Benefits-- Category Total

Travel (mileage and travel reimbursement) MileaQe Travel/Accommodations/Subsistence

Travel-- Category Total

Training (conference registration, training opportunities/professional development. .. ) TraininQ

Training-- Category Total

Agency Match Amount

$2,131.00 $1,676.00 $4,136.00 $2,643.00 $550.00

$2,772.00 $4,253.00 $3 040.00

$21,201.00

Agency Match Amount

Agency Match Amount

Agency Match Amount $1.621.00

$1,991.00

$3,964.00

$628.00

$8,204.00

Agency Match Amount $5,000.00

$100.00

$5,100.00

Agency Match Amount $1,100.00

$1,1.00.00

Agency Match Amount

Requested Grant Amount

$31,014.00 $24 386.00 $60,186.00 $38,458.00 $8,007.00 $40,344.00 $61,891.00 $44,238.00

$308,524.00



Requested Grant Amount $23.603.00

$28,970.00 $57,750.00

$9,132.00

$119,455.00




Office Supplies $2,100.00 Educational Supplies $4,000.00

Supplies-- Category Total $6,100.00

Agency Match Requested Grant Capital Equipment (itemize) Amount Amount

Capital Equipment-- Category Total

Agency Match Requested Grant Health Services Amount Amount

Health Services-- Category Total

Agency Match Requested Grant Supplies - Other Medical Amount Amount

Supplies -Other Medical --Category Total

Agency Match Requested Grant Other (promotional items; ) Amount Amount

Professional Liabilitly Insurance $3,700.00

Telephone (5 smart phones w/ hot spot $45.80 ea. Per month, 1 smart $3,200.00

Repairs/Maintenance (scale calibration) $75.00

Contractual (copier lease, storage, shredding, FIMR state data) $2,100.00

Printing/Advertising $500.00 Administrative lndirects (25.02%) $119,911.00

Other-- Category Total $129,486.00

GRAND TOTAL $171,191.00 $427,979.00

PHEP SFY2019 Application

Health Department: Shawnee County

Health Department Administrator: Linda Ochs

Contact information for Health Department Administrator: 2600 SW East Circle Dr., Topeka, KS 66606, [email protected], 785-251-5610

Preparedness Administrative Point of Contact: Ed Kalas

Contact information for the Administrative Point of Contact: 1515 NW Saline, Topeka, KS 66618, [email protected], 785-251-5755

Preparedness Fiscal Point of Contact: Nancy Mitchell

Contact information for the Fiscal Point of Contact: 2600 SW East Circle Dr., Topeka, KS 66606, [email protected], 785-251-5667

PHEP Region your agency participates in: Northeast Comer Regionalization Initiative

HCC Region your agency participates in: Northeast Kansas Healthcare Coalition

Application prepared by: Ed Kalas Date application completed: 3/7/2018

Kansas Association of Local Health Departments Public Health Emergency Preparedness Program

Projected Local In-Kind Match, 2018-2019

Projected In-Kind Match for: Shawnee County Health Department

In-kind match expenses projected between July 1, 2018 and June 30, 2019.

Please e-mail the completed form to [email protected] as soon as possible but no later than Friday, March 9, 2018. If you determine that you

have no in-kind match to contribute, please return the form indicating a total of $0.00.

Item Description Number of Hours/ Dollar Value Square Footage Count

Volunteer Hours·MRC Volunteers hours through the MRC 134 hours x $22.14/hr (Nat'l MRC rate $3,000 as of April2016)=$2,966.76 est.

Costs of administration needed to run the program 25.02% oftotal direct costs $36,683 Administrative Indirect including administrator, finance staff, building costs, etc

Salary and benefits for the division manager in charge of 416 hours x $40.70 = 16,931 x 1.2 $22,201 Division Manager Cost the program above what the grant pays (benefits)= 20,317 + (9,422x20%-

health & life insurance) Additional Program Costs Mileage, Travel, Medical Supplies, Program Supplies, $4,227

Office Supplies, Computer Software, Contractual, Memberships, Printing, Insurance, Telephone, Training

Total: $66,111 ------------

Signature: ['d.M)~ t /<!~ Date: 6/ "f}J 8

!

'

PREP SFY20 19 Budget Name of Health Department:


Draft budget for application B d C 1 d b Nancy Mitchell, Accountant II & Quinton Unruh, D C 1

d u get omp ete y: EPCO Specialist ate ~mp ete :

This summary table self-populates using data from the totals on the other worksheets

Category

Salaries (ttl includes fringe benefits) Supplies Equipment Travel - In State Travel - Out of State Other Contractual Consultant TOTAL

Note: For application

120185 pnrposes use same amonnt as awarded for the 2017-2018 Budget Period

2018-2019 Projected Budget

$ 111,166

$ 8(

$ $ ISO $ 5,000 $ 3,400 $ $ $ --- _119,796

$ 64,875 $ 184,671

Instructions: 1. Complete your organizations information at the top. 2, Fill in your projected Budget Award AmounL 3. Click on. ea.ch individual tab ..;.d fill in the appropriate information. 4. The totals will auto populate to the summary page to allow yon to ensure that your projected budget and projected budget award match.

3/14/2018

"'

3/20/2018

Regional PHEP SFY2019 Application

Name ofPHEP Region: Northeast Comer Regionalization Initiative

Name ofPHEP Coordinator or Subject Matter Expert(s): Quinton Unruh

Contact information for PHEP Coordinator or Subject Matter Expert(s): 2600 SW East Circle Drive, Topeka, KS 66606, [email protected], 785-251-5661

PHEP Region Fiscal Agent: Nancy Mitchell

Contact information for the PHEP Region Fiscal Agent: 2600 SW East Circle Drive, Topeka, KS 66606, [email protected], 785-251-5667

Choose all counties that are part of the PHEP Region:

DAllen DAnderson X Atchison DBarber DBourbon X Brown

DChase DChautauqua DCherokee DCheyenne DC lark Delay

DC loud DCoffey DComanche DCowley DCrawford DDecatur

DDickinson X Doniphan DEdwards DElk DEllis DEllsworth

DFinney DFord DFranklin DGeary DGove DGraham

DGrant DOray DGreeley DGreenwood DHamilton DHarper

DHarvey DHaskell DHodgeman X Jackson X Jefferson OJ ewell

DJohnson DKearny DKingman DKiowa DLabette DLane

DLeavenworth DLincoln DLinn DLogan DLyon(FHCHC) DMarion

X Marshall DMcPherson DMeade DMiami DMitchell DMontgomery

DMorris DMorton X Nemaha DNeosho DNess DNorton

DOsage DOsbome DOttawa DPawnee DPhillips 0 Pottawatomie

DPratt DRawlins DReno DRepublic DRice ORiley

DRooks DRush DRussell DSaline DScott DSedgwick

DSeward X Shawnee DSheridan DSherman DSmith DStafford

DStanton DStevens DSurnner DThomas DTrego DWabaunsee

DWallace 0 Washington DWichita DWilson DWoodson DWyandotte

Application prepared by: Ed Kalas Date application completed: 3/7/2018

Regional SFY20 19 Budget Region: Northeast Comer Regionalization Initiative (NCRI) Fiscal Agent for Region:

Draft budget for application B d C 1

d b Nancy Mitchell, Accountant II & Quinton Unruh, EPCO D C 1 n get omp ete y: Specialist ate omp eted:

This summary table self-populates using data from the totals on the other worksheets

Note: For application

33685 purposes use same amount as awarded for the 2017-2018 Budget Period

Instructions:. 1. Complete your organizations information at the top 2, Fill in your projected Budget Award Amount.


3/14/2018

2018-2019 Projected Bndeet

3. Click on each individual tab and f'illio the appropriate info.rmation, 4. • Th·~ totals will ~ut~ populate to the summary page to allow you to ensure that your projec*ed. budget and proj~cted budget award match. .

$ 28,388

$

i $ 550

Travel - Out of State $ 1,500 Other $ 3,247 Contractual $ Consultant $ TOTAL $ 33,685

'Match (Optional) $ -~ TOTAL $ 33,685

3/20/2018

FY2019 State Formula Survey

.· \<' ·<-~ '~ .

\. G.~H~r~u~rdrmatioh ·

Your feedback is very important and will be used to inform statewide public health systems efforts

including workforce development and accreditation readiness as well as assist in identification of

needs. KDHE has partnered with multiple organizations in the creation of this survey in an attempt

to consolidate questions and reduce the number of surveys administered to local health

departments throughout the year. Completion of all survey questions is required in order for your

health department to be eligible for a State Formula award. All responses which include a dollar

amount should be rounded to the nearest whole dollar.

If you have any questions about this survey, please contact Cristi Cain at 785-296-6549 or

[email protected]. Thank you for your participation!

* 1. Name of person completing application

* 2. E-mail address of person completing application

* 3. County

S U () .... U .. N\:f e._

* 4. Zip Code

* 5. Phone Number

* 6. Total SFY2017 OJuly 1, 2016 to June 30, 20170 Local Tax Revenue Amount provided to department from

local government DAd Valorem, other taxes, special projects, etc.O

c ~. 12~ 1 1 g I

1

* 7. Which of the following, if any, did State Formula funds help support? Dcheck all that applyD

D Community health assessment

D Community health improvement plan

D Strategic plan

0 Workforce development plan

D Quality improvement plan

I{J We did not use State Formula for any of the above.

* 8. How confident are you that your Board of Health supports the work of your health department?

(X( Very confident

0 Somewhat confident

0 Not at all confident

9. If not at all confident, please explain

* 10. Does someone from your health department plan to attend the 2018 Governor's Public Health

Conference?

'cfYes

0 No

* 11. Have you ever used Skype for Business at your health department?

O Yes

1J No

12. Please explain if you have had any issues with using Skype for Business or why you have not used it.

~~ soH~~~ n..A.~ -to be1 O.ffrc.J 11 d -4 \ "s.+c....l.L. d b ~ C:ov...n \-~ X. T

* 13. Can your health department easily install new software like Skype?

0 Yes

fJ No

2

14. If no, please explain.

* 15. How likely are you to attend an intensive, free 2.5 day grant workshop in western Kansas provided by

the Health Resources and Services Administration (HRSA)?

0 Verylikely

0 Somewhat likely

~ Not at all likely

* 16. How likely are you to send staff to an intensive, free 2.5 day grant workshop in western Kansas

provided by HRSA?

0 Very likely

)r)' Somewhat likely

0 Not at all likely

* 17. Public Health Connections Dmonthly newslettero is a valuable resource for the Kansas public health

system.

0 Strongly agree

(f) Agree

O Disagree

0 Strongly disagree

* 18. Which of the following sections of Public Health Connections are your highest priority Ochoose twoD?

KJ Articles D Training

Accreditation corner D Upcoming events

D Preparedness corner D News and resources

!5l1 Funding opportunities D Job postings

* 19. How useful is the Behavioral Risk Factor Surveillance System DBRFSSD county-level data to you?

({;J Very useful

0 Somewhat useful

0 Not at all useful

0 I am not familiar with it

3

* 20. What do you think are the most pressing issues in the Kansas public health system?

r~V\,d-P'\<j, re_a.&. ,1"\.I:I.&S; h.,,. 11'\j ~u..~ e.mptcen4es, .scJa.l'•e.s


* 21. How many unduplicated individuals does your health department employ? (exclude those whose work

is entirely dedicated to home health/home care business)

* 22. How many unduplicated individuals who are entirely dedicated to home health/home care business

does your health department employ?

* 23. How many full time equivalents DFTEsD does your health department employ? ONate: FTE represents

hours worked, not individuals. One 01.00 FTE equals a full-time 40 hour/week position. 0.5 FTE equates to

a half-time workload or 20 hours/week.D

* 24. Please list how many of the following professionals your health department employs. Please use

percentages for personnel who serve more than one professional role. For example, if you have someone

who serves as a preparedness coordinator half time and a health educator half time, enter .50 in each box.

Accreditation coordinator I • )l5'

~======================~ Administrator

Analyst

APRN

Breastfeeding Peer

Counselor

Child Care Licensing

Surveyor

Community Health

Analyst/Planner

Community Health Worker

Dietician

I

0

0

0

0

4

Epidemiologist 0 Facilities/Maintenance

Health Educator

Home Health Professional 0 Interpreter

IT 0

Laboratorian 0 LPN

Nurse Aide 0 Office profession (finance,

1 HR, biller, bookkeeper) . f 7 , 7 ~

~======================~ Pharmacist

Physician

Physician Assistant

Prenatal/Newborn Home

Visitor

Preparedness CoordinatorL

Public Information

Officer/Communications

Quality Improvement

Coordinator/Other Ql

Position

RN

Sanitarian

0

0

/J

Social Worker c<c ..............;, ______ ___.! Workforce Development

Professional

Other

If other was entered,

please specify here

I · ~ I

* 25. How many new positions did your health department add between July 1, 2016 and June 30, 2017?

5

* 26. How many positions did you lose between July 1, 2016 and June 30, 2017?


* 27. List the amounts your health department received for SFY2017 DJuly 1, 2016-June 30, 20170 from each

of the following funding sources Denter 0 for sources from which you have no funding and round to whole

dollar amountsD:

Total Aid to Local funds

Denter total amount on

KDHE ATL list of grant

award sO

Other federal funds NOT

included on the ATL list of

grant awards Ofunding

originating from the federal

government, e.g. WICD s'* 7 f I ;z. ~ ~------~~~)~----~'--------------------------~

Other state funds NOT

included on the ATL list of

grants Dfunding originating

1 from the stateo . 3 'S r. <6L.f .;l

~======================~ Local city/county ~4 la.c,, ?tl

Fees for service

Private foundations

Donations/gifts

Other

* 28. Please indicate which services your health department provides:

Stopped offering prior to

Currently offer Have never offered Stopped offering in 2017 2017

Becoming a Mom (;; 0 0 0 Breastfeeding support fiJ 0 0 0 Car seats 0 '® 0 0 Case management '© 0 0 0 Childcare provider

'P 0 () 0 licensing

6


Currently offer Have never offered Stopped offering in 2017 2017

Chronic disease 0 0 0 6 management

Chronic disease VJ 0 0 0 prevention

Dental education 0 ){) 0 0 Dental preventive 0 @ 0 0 services

Dental restorative 0 ~ 0 0 services

Diabetes education 0 ·o 0 'Xi Disease

~ () 0 0 investigation/follow-up

Early Detection Works 0 0 0 ~ Environmental (water -m testing, nuisance 0 0 0 inspections, etc.)

Family

~ planning/women's 0 () 0 health

Foot care 0 0 0 Q(, Health education 1:9 0 0 0 Health promotion }() 0 0 0 Health screening ~ 0 0 0 Healthy Start Home

0 () ~ 0 Visitors

Home health 0 0 0 ox: Hospice 0 () 0 ~ Immunizations ~ 0 0 0 Injury prevention 0 ¥ 0 0 KanBe Healthy 0 0 0 e§ screening

Laboratory services 0 (~ 0 0 Navigator 0 0 0 f§ Pre/post-natal services 0 0 0 ~ Preparedness ~ 0 0 0 School health services

~ 0 0 ~ School inspections 0 0 0

7

Senior services

STI testing/counseling

WIC

Worksite wellness

Other

Currently offer

0 r9 (~

/:5 0

29. If other, please specify here

Have never offered Stopped offering in 2017

0 0 0 0 0 0 0 0 0 0


~ 0 0 0 0

30. If you responded that your local health department stopped offering a service in 2017, please explain

why you no longer offer the service.

H.ea. ~..._,"~ s-t-o.C'-tredl.(.c.ho,f'\ If\

h fte+-

* 31. What percentage of your organization's staff time is spent providing direct clinical services to clients?

0 0-25% 0 76-99%

0 26-50% 0 100%

'P 51-75%

* 32. What percentage of your organization's staff time is spent on administrative duties?

~0-25% 6-26-50%

0 51-75%

()

0

76-99%

100%

* 33. What percentage of your organization's staff time is spent participating in/leading community public

health initiatives?

~ 0-25%

0 26-50%

0 51-75%

0 76-99%

0 100%

8

* 34. Does your health department contract with the Kansas Statewide Farmworker Health Program?

0 Yes 0 No, but we are interested in more information

~No

* 35. Approximately what percentage of your total clients/patients speak a primary language other than

English?

0 0% 0 51-75%

~ 1-25% 0 76-99%

26-50% 0 lOOo/o

* 36. How does your health department deal with the need for interpretation/translation? Please select all

that apply.

D Bilingual provider

~ Interpreter on staff

)rJ Bilingual staff pulled from normal position

~ Phone/video line interpretation service

0 Patient needs to bring his/her own interpreter

D Program provides interpretation (such as Kansas Statewide

Farmworker Health Program)

D Non-bilingual staff use dictionaries and hand signals

D We have no need for interpretation/translation


Social Determinants of Health/Community ·Involvement/Adverse Childhood Experiences

* 37. What is your level of understanding about the social determinants of health?

~High level of understanding

0 Moderate level of understanding

0 Low level of understanding

* 38. How high of a priority is it for you to receive technical assistance for addressing social determinants of

health in your community?

~ High priority

0 Moderate priority

0 Low priority

0 Not a priority

9

* 39. What percentage of public health initiatives in your community are you involved with?

0 0-25% 0 76-99%

0 26-50% 0 100%

?§ 51-75%

* 40. What percentage of public health initiatives in your community do you lead?

0 0-25% 0 76-99%

¢26-50% 0 100%

0 51-75%

* 41. My health department has the capacity currently to play a key role in community public health

initiatives.

~Strongly agree

0 Agree

O Disagree

0 Strongly disagree

* 42. Are there skills/resources you need to more effectively lead community-level public health initiatives? If

so, please describe.

* 43. Have you implemented strategies in your community to address Adverse Childhood Experiences

DACEsD/childhood trauma?

0 Yes

No

~Currently developing

* 44. What is your level of interest in implementing strategies to address Adverse Childhood Experiences

DACEsD/childhood trauma?

'rfJ Very interested

0 Somewhat interested

0 Not at all interested

10


Kansas Information for Communities

* 45. How often do you use the Kansas Information for Communities OKICD website?

0 Frequently 06+ times per yearo

0 Occasionally 03-5 times per yearo

0 Rarely 01-2 times per yearo

~ Notatall

* 46. How helpful is the Kansas Information for Communities website?

O Very helpful

0 Somewhat helpful

O Not at all helpful

~ Have not used the site

* 47. How interested would your health department staff be in receiving training/technical assistance about Kansas Information for Communities?

0 Very interested

Q Somewhat interested

0 Not at all interested

~ I do not know about KIC

Disease Investigation


* 48. Tell us about your staff who conduct disease investigations:

Number of full time

disease investigation staff LI ____ O ____________________ ___, Number of part time

disease investigation staff

Number of staff trained to

conduct disease

investigations (answer

should equal total of full

and part-time staff)

7

7 11

* 49. What barriers do you encounter with regard to disease investigation?


Billing/Health Information

*50. To what sources of revenue do you bill for services (within the limitations of the payer/service)? (select

all that apply)

':EJ Private insurance

~ Medicare

~ Medicaid/CHIP/KanCare

51. Other source of revenue (please specify)

0 Workers' compensation

I:Z( Self pay

0 Other (please specify below)

* 52. Do you have plans to install an EHR in the next 18 months?

0 Yes, we are installing our first EHR now

~Yes, we are shopping for our first EHR now

0 We have an EHR but are shopping for a new one

0 We would like an EHR system, but cannot find the funding or make a decision

0 An EHR is not in our plans at this time

0 Does not apply- we have an EHR

12

*53. Does your department utilize the Kansas Health Information Network OKHINO or the Lewis and Clark

Information Exchange DLACIED for:

Yes No

Secure messaging with w 0 providers

Data exchange (sending

~ your data to KHIN or 0 LAC IE)

Patient information look-

(~ up (through KHIN or 0 LACIE portal)

* 54. What is your local health department's primary system to capture and store "patient/client health

information" in-house? Odoes not apply to billing recordsO

'f£ Paper records 0 An electronic health record (EHR) system

tJ Basic software (Word, Access, Excel) 0 A practice management system (PC-ACE Pro32, KIPHS, etc)

0 A federal or state provided system

0 Other (please specify)

*55. Please identify the specific EHR or practice management systems you currently use for tracking

patient/client health information.

I~ I p \-t-5

13

* 56. How is insurance claim information submitted? Dselect all that apply as a regular, standard practice-

ignore cases where you might have operated outside the normD

~ KIPHS

0 Paper forms (mailed or faxed)

D PC-ACE Pro32

D EHR

D TransactRX

D WPS

D Direct entry into online systems such as KMPA, EDIMidwest, or provider systems

D Other (please specify)

*57. How is insurance claim information collected and tracked? Dselect all that applyD

D D D D D D

KIPHS

Paper forms

PC-ACE Pro32

EHR

TransactRX

Excel or other Office software

Only tracked in KMAP, ED I Midwest, or other online submission systems

Other (please specify)

14

* 58. What systems do you use to regularly track financial/billing information as it relates to service fees and

insurance claims? (select all that apply)

FA t:... KIPHS

D Paper ledger

D EHR

D Quickbooks

D Excel

0 County system (name if known in box below)

D Other (please specify)

59. If you selected county system in the previous question, please specify

* 60. In terms of public health information and the systems mentioned above, are there areas you feel your

staff could use more training/additional support (e.g. software)?

15

* 61. Many non-profit hospitals are on a 3-year cycle for conducting a Community Health Needs

Assessment. Is your local hospital making plans to conduct an assessment in 2018?

0 Yes, the hospital is planning to conduct an assessment in the coming year and they have invited us to participate.

0 Yes, the hospital is planning to conduct an assessment but they have not invited us to participate.

~ Assessment completed in a previous year (health department participated).

0 Assessment completed in a previous year (health department did not participate).

0 There is a non-profit hospital in my community but they do not have plans to conduct a community health needs assessment.

0 There is a non-profit hospital in my community but we are not aware of any discussion about a community health assessment.

0 There is no non-profit hospital in my community but we still conducted a community health assessment in our community.

0 There is no non-profit hospital in my community and no community health assessment was conducted.

* 62. Does your health department plan to apply for Public Health Accreditation Board (PHAB) accreditation?

'rjl Yes, in 2018

O Yes, in 2019

We plan to apply, but are unsure about the date.

0 We have already applied.

0 We are accredited but have not started the reaccreditation

process.

0 0 0 My health department does not plan to apply for accreditation.

We are accredited and have started the reaccreditation

process.

* 63. If you do not plan to apply for accreditation or have not as of yet, what are the barriers you have

experienced? Dselect all that applyD

0 Lack of funding for application fee

0 Staff time commitment required

0 Process is overwhelming

0 Lack of understanding of requirements

0 Lack of support from Board of Health

0 Lack of support from staff

D Do not see the value of accreditation

0 Value of accreditation does not outweigh the costs of application Dapplication fee, staff time, etc.D

~ not currently meet all of the requirements for accreditation

D Have not completed prerequisites

0 Other (please describe below)

16

64. Other barrier (please describe)

* 65. Does your health department plan to use PHAB standards to improve your work, regardless of your

intent to formally seek accreditation?

~ Yes, we plan on it. 0 Have not considered

0 Considering, but have not decided 0 We are already using PHAB standards.

* 66. Have you developed the following plans and processes? If not, please indicate if technical assistance

and training would be helpful.

Need technical

Yes, between' 2013 assistance/training

Yes, in 2017 and 2016 No In process to complete

Community health D ;gf D D D assessment

Community health D P3f D D D improvement plan

Strategic plan tJ D D D D Workforce development D D D ~ D plan

Performance D D D '0 D management system

Quality improvement D D D ~ D plan

All Hazards Emergency D D D 05L D Operations Plan

Branding Strategy D D D ~ D

* 67. In which areaDsD do you have the greatest gaps and/or the greatest need for technical assistance?

Select top three

~ Conduct and disseminate assessments '¢., Improve access to healthcare

D Investigate health problems and environmental public health D Workforce development hazards

D Inform and educate about public health

0 Community engagement

D Develop public health policies and plans

0 Enforce public health laws

0 Performance management and quality improvement

D Conduct research and use evidence-based practices

D Administration and management

0 Engage with Board of Health and other policymakers

17

* 68. The health department has a process to systematically review department policies and procedures and

revise and date them as needed.

1;::· FY2019 State Formula Survey

Cross· Jurisdictional Sharing/Foundational Public Health Services

READ THIS FIRST: The Foundational Public Health Services DFPHSD is a model to define the basic

components needed to keep the public safe and healthy. Foundational Capabilities are the cross

cutting skills that need to be present everywhere for the system to work anywhere. They are the

essential skills and capacities which support the Foundational Areas. Foundational Areas are the

substantive areas of expertise or program-specific activities. The FPHS model states what should

be available, at a minimum, in every community with other services important to a community De.g.,

clinical servicesD still available to be provided if prioritized. Additional information about the Kansas

FPHS model can be found at the following webpage: http:l/www.khi.org/policy/article/17-16.

Cross-jurisdictional sharing DCJSD, a form of collaborative service delivery, is the deliberate

exercise of public authority to enable collaboration across jurisdictional boundaries to deliver

public health services. This sharing may be between counties, in partnership with the state, in

partnership with other municipalities, or other arrangements between governments.

More information about CJS can be at http:l/phsharing.org/.

If you have questions about the Foundational Public Health Services model or cross-jurisdictional

sharing, please contact Jason Orr or Charlie Hunt at the Kansas Health Institute at 785-233-5443

* 69. What is your level of understanding about the Kansas Foundational Public Health Services model?

0 High level of understanding

~ Moderate level of understanding

0 Low level of understanding

* 70. Please indicate your level of support for adopting the Kansas Foundational Public Health Services

model as a framework for public health in Kansas.

~O Strongly support

Somewhat support

0 Somewhat oppose

0 Strongly oppose

0 Need additional information to make a decision

18

* 71. Does your public health department currently deliver services in collaboration with aD other

governments De.g., other countieso; bO other departments within your jurisdiction Oe.g., other county

departmentsD; or co private entities Oe.g., a federally qualified health centerD?

YJ Yes

0 No

* 72. If yes, which of the following services do you share? Oselect all that applyD

~Communicable disease control

D Health promotion/chronic disease and injury prevention

D Environmental health

~ Maternal and child health services

~ Access to clinical care

D Other (please describe service and collaboration below)

73. If other, please describe service and collaboration

* 74. Do you anticipate developing new/additional cross-jurisdictional shared services in the next two to three

years?

\f;J Yes

0 No

* 75. Please provide any questions, comments, or concerns you may have in relation to 10 the adoption of

the Kansas Foundational Public Health Services model or 20 use of collaborative service delivery in your

jurisdiction.

When you click "Done" your responses will be recorded and you will be redirected to KDHE's website. Thank you!

19

PCN Vacant Position

1 HA1019A EPCO Specialist

2 HA1021 Epidemiologist

3 HA1029 Health Svcs Team Leader

4 HA1049 RN-NFP

5 HA1057 RN-MCH

2018 SCHD Vacant Positions

As of 02/28/18

Employee Status

Matheis, Matthew On Hold

Sommers, Kelly BCC Approval Needed

Delfs, Carrie Offered

Middendorf, Missy BCC Approval Needed

Middendorf, Missy On Hold 6 HA1078C Health Promotions Coordina Barnes, Craig Offered 7 HA1083 SW-MSW

8 HA1123A Interpreter- MCH

9 HA1125 HSHV

10 HA1147 ACII - Business Office

11 HA1151 ACII - Purchasing

Health Promotions

12 New Specialist

Count by Status

3 On Hold

Open to Bid

Open to County

Open to Public

1 Interviews

Open to Department

2 BCC Approval Needed

2 Offered

Waiting on HR 4 Eliminated

Heiserman, Karey Interviews

Mejias-Martinez, Jennifer Eliminated

Vega, Alexandria Eliminated Thomas, Jill Eliminated

Boyette, Sarah Eliminated

On Hold

LHD Budgeted FTEs 70.00

FTEs

1.00

1.00

1.00

1.00

1.00

1.00

1.00

1.00

SCHD Vacant 12.00

SCHD Filled 58.00


Personnel Budget Lookup Table

Calendar Year 2018

Name Position Description 1 . / Mitchell, Nancy Accountant II 0,1 r~C:::. ~~ QJ:

-'~U:J: ..... ·~ef>'idtH'1,t~!'"":~-s~~~l'8i:fl."'---~;:,.6,~6.1:1-1-:- DofE- ~ Norris, Clara ACII "1~,.-

- ~;~;~:~·KJ~~hy :~:1

• Services Mngr 0 \.~/ Springer, Becky

Vacant (HA1080B)

Childcare Licensing Team Leader (.,t..L_ j '\ ' ._{0\1 ~fommunity Health

-outreach and

Planning Division

Manager Kruger,

Misty

Barnes, Craig

Bartlow, Ann

Wooton, Janet

Community Health Planner

l=lealth Prorflotions CoorEiinator

Daycare Licensing Surveyor

Daycare Licensing Surveyor

Zimmerman, Jennifer Daycare Licensing Surveyor

Behm, Stephen Dietician

Beier, Barbara Dietician

Johnson, Mary Dietician

Patton, Jana Dietician

Dietician

Dietician

Env. Health Specialist I



~1_/

ttL II

CQ{ Dexv D;-e_~y' 0\&; I(). 15" .C:e . .r-1 D\e+~ De:+-v '£+/v £~Y E-t\

Summers, Kathy

Wiens, Donna

Larson, Gary

Simons, Timothy

Webb, Joseph

Graham, Kenneth

Andy

Kalas, Edward

Matheis, Matthew

Unruh, Quinton

Vacant (HA1021)

Epidemiologist

Sommers, Kelly

Fisher, Teresa

Ochs, Linda

Matthews, Edith

Jones, Janet

Env. Health Specialist II (:.~/ , /

Env. Protection Mngr DCJ-5 AtCJ-ed. t·~5 ·QV1 EPCO Specialist \lac__~ · EPCO Specialist D.t \=>f£-P / .. \Jf" D

Family Health Division Mngr

Family Services Div Mngr

Finance Officer

Health Info Mngt Systems

Vacant (New) Health

Promotions Specialist ..... .:-: .. ~:~.1...:~:.:.-::i:~,:;;.::::~..:~~::.::-.r,~,~-";;;.~,,, \!D.~~

Delfs (Turner), Carrie Health Services Team Leader

Gonzales, Bonnie Health Services Team Leader

Middendorf, Me lisa Health Services Team Leader

Powell, Kay Health Services Team Leader

-v~~exw~mii~driri~a---4~~e~amtt~nvy'StT=a~rtnH~o~mne~V~Is~lt~orr

~:~i:~~:,t:~~ricia :~~:~::~~:~~ \:)~~-- ·.?:!- / 0\e~ . .,..~:;:; Nelson, Sharon Intermittent '5~· Ft, , -1"5-VACANT (HAX011)

Die~~, Similra Alejos, Allison

Workman, Kristy ---LHD Director

LHD Support Specialist

Frampton, Charlotte LPN

Compton I, Robert Maintenance Tech II

McPeek, Charles

Callahan, Riley

Godsey, Paula

Horton, Michele

Logan, Lorelei

Macha, Connie

Melton, Sharon

Perez, Michelle

Rickerson, Jalayne

, ~Vacant (HA1163A) ~'6r\ Sanchez, Sandra

Henry, E Diane

Byers, Jayme

Dabney, Debbie

Deters, Elaine

Griffin, Marvena

Gurtler, Leslie

McCracken, Virginia

Miles, Deanna

Rice, Marla

Sullivan-Baker,

Cynthia

Maintenance Tech Team Leader

OAII

OAII

OAII

OAII

OAII

OAII

OAII

OAII

OAII

OAIII

Purchasing Specialist II

RN ~ RN I RN V

RN/

( RN V RNJ

RN/

RNsJ;,

RN/

Vacant (HA1049)

Middendorf, Melisa RN

Vacant (HA1057)

Sullivan-Baker,

Cynthia

Wurtz, Marla

€-abrera, Gregeria

Mejias Martinez,

Jennifer

Hayes, Vickie

Franklin, Regina

Heiserman, Karey

'-io,C~ RN

RN

S~aflisl'l T1 a11slaton KJ/

Spanish Translator -- .. L-(:Yh:~.r ·(; / Support Services Mngr ~ 7 / SW-MSW ~W

SW-MSW \)C\C-Otf\+

it Finance Sent

we lose an RD and hire an RN. $0 on the budget.

*BFPCs are paid the same as OAIIs. So I put the OAIIIndex, Step, and CBIZ.

Susan Mosier, MD, Secretary Department of Health & Environment Sam Brownback, Governor

TO:

FROM:

RE:

I.

II.

KHDE- Division of Management and Budget Attn: Kevin Shaughnessy 1000 SW Jackson Ave. - Suite 570 Topeka, KS 66612 [email protected]


Cet1ification of Maintenance of Effort Form

Amount of Local Tax Revenues included in Calendar Year 2017 Health Budget from last year's Certification form

Amount of Local Tax Revenues included in Calendar Year 2018 Health Budget

2.151.781

I certify that the above information is true and correct and represents the amounts contained in the Health Department budgets for Calendar Year 2018.

Division of Management and Budget

Local Health Official

/,oof(l.aclts. e2 Wco. u.s E-mail address or phone number

Curtis State Office Building, 1000 SW Jackson, Suite 570, Topeka, KS 66612-1368 Voice: 785-296-1507 Fax: 785-296-8465 e-mail: [email protected]

Shawnee County

AUDIT -FINANCE OFFICE Suite 201, Courthouse

200 SE 7th Street Topeka, KS 66603-3903

2018 BUDGET AS APPROVED ON 8-17-17

ADMINISTRATIVE SERVICES GENERAL EXPENSES CONTINGENCY CAPTIALOUTLAY AUDIT FINANCE BOARD OF COUNTY COMMISSIONERS COUNTY CLERK ELECTIONs•• FACILITIES MANAGEMENT HUMAN RESOURCES INFORMATION TECHNOLOGY TREASURER TOTAL· ADMINISTRATIVE SERVICES

lAW ENFORCEMENT COUNSELOR DEPARTMENT OF CORRECTIONS DISTRICT ATTORNEY DISTRICT COURTS DRUG COURT EMERGENCY MANAGEMENT SAFE STREETS SHERIFF TOTAL· LAW ENFORCEMENT

PUBUCWORKS APPRAISER PLANNING DEPARTMENT PUBLIC WORKS REGISTER OF DEEDS TOTAL· PUBLIC WORKS

PUBLIC HEALTH

2016

2,180,933 203,S93

1,000,000 492,490 296,230 805,087

1,410,460 612,115 248,188

3,036,297 457,721

10,743,114

S60,S71 21,213,094

3,7S8,383 2,346,682

15,000 263,488

1S,OOO 16,218,S7S 44,390,793

11681,094 294,003

8,225,528 204,0B1

10,404,706

2017

1,978,038 1,000,000 2,000,000

499,60S 367,022 767,167

1,096,682 662,566 411,742

3,137,117 S19,244

12,439,183

610,186 22,274,02S 3,8S9,909 2,385,02S

15,000 270,501

15,000 16,90S,624 46,335,270

1,7B1,B71 329,23S

8,477,444 224,451

10,B13,001

AMBULANCE 632,79B 3SO,OOO ANIMALSHELTER 120,000 130,000 COMMUNITY RESOURCES 3S,06S 3S,06S CONSERVATION DISTRICT 41,000 42,000 CORONER S3S,7B2 S3S,OOO "''ft!lli~c'(::"CHo·-·N•~·~···-·'--·"'--w-.,--.-·:z;'l.01~---~ss•

HEALTH CLINIC· GraceMed 2,ootrooo 1,27S,OOO HEALTHACCESS 100,000 10S,OOO EXTENSION COUNCIL 573,S12 582,312 MENTAL HEALTH· VALEO 1,626,S12 1,B26,512 MENTAL RETARDATION· TARC 935,6BS 970,6BS SERVICE PROGRAMS FOR THE ELDERLY 611,000 696,000. SOCIAL SERVICE GRANTS 211,327 221,931 TOTAL· PUBLIC HEALTH 9,S24,462 B,921,286

PARKS & RECREATION EXPOCENTRE- OPERATING 1,391,364 1,S33,310 EXPOCENTRE- CAPITAL OUTLAY 250,000 100,000 FAIR ASSOCIATION 61,000 61,000 PARKS & RECREATION*•• 13,038,029 13,382,767 NOXIOUS WEEDS 280,720 2B6 604 TOTAL· PARKS & RECREATION 15,021,113 15,363,6B1

DEBT SERVICE BOND DEBT SERVICE 6,211,663 6,14S,753 COP DEBT SERVICE 3 863 445 3,782,769 TOTAL· DEBT SERVICE 10,075,10B 9,928,522

SPECIAL LIABILITY FUND 150,000 100000 TOTAL BUDGET 100,309,296 103,900,943

ESTIMATED MILL LEVY 48.345 MILL LEVY INCREASE FROM PRIOR YEAR

2018

1,960,900 1,000,000 2,000,000

512,19S 371.094 839,466

1,472,081 703,412 422,949

3,303,815 527,306

13,U3,218

631,27B 23,246,197

4,002,9S9 2,384,171

1S,OOO 280,S79

15,000 17,854,693 48,429,877

1,924,1B7 277,27B

B,69S,S03 233,20S

11,130,173

3SO,OOO 130,000

35,06S 42,000

535,000

"""'""""'-. 2i15.,.,.78-889,000 105,000 582,312

1,826,512 970,685 696,000 221931

8,535,286

986,559

61,000 13,777,955

294,057 15,119,571

S,951,819 2,756,028 8,707~847

100,000 105,135,972

48.339 (0.006)

60,000,000

50,000,000

40,000,000

30,000,000

20,000,000

10,000,000

2018 SHAWNEE COUNTY BUDGET BY CATEGORY

•2016

•2017

•2018

FUNCTIONAL ORGANIZATIONAL CHART FOR SHAWNEE COUNTY HEALTH DEPARTMENT

Board of County Commissioners

Health Officer

Administrative I HIPAA Privacy Officer Medical Records

Financial and Administrative

Division Finance

Purchasing/Payroll Maintenance

Billing Risk Management and Quality Improvement

Family Health Division

Nurse Family Partnership Newborn Nursing Visits

First Steps Fetal Infant Mortality

Review

Director

Clinical Services Division

Communicable Disease Investigations Immunizations

STI/HIV Tuberculosis Clinic

WIC Support Services

*Functions Across All Areas* Strategic Planning

Performance Improvement Health Promotion

Health Protection Division

Environmental Health Child Care Licensing

Emergency Preparedness/

Medical Reserve Corp

Community Health Outreach and Planning

Division Public Information

Community Relations Specialist

Accreditation Health Promotions Community Health

Planning Epidemiology

ORGANIZATIONAL CHART FOR SHAWNEE COUNTY HEALTH DEPARTMENT

An electronic copy of this form is available at "www.kdheks.gov/doc_lib!index.html"

Detailed Budget for Grant Funds 1. LOCAL AGENCY: Shawnee County Health Department SFY 2019 July 1, 2018- June 30, 2019 -=2"-. :....PR:...:.O..::..G..::..:....:RA:....::..:.;Mc....: ..::..St;;.::ac.:.::te:...:.F....:o:..:..:rm.:..:.::..:ul.::.a ___________ _



(Name and Position of employee) Deanna Miles, RN 54,246 80% 42,512 885 43,397 Elaine Deters, RN 58,531 80% 45,870 955 46,825

FICA (7.65%) 90,222 6,762 140 6,902 Retirement (9.39% 90,222 8,300 172 8,472 Other Benefits (2.96%) 90,222 2,617 54 2,671 Health & Life Insurance ($9,422 per FTE) 1.6 FTE 14,773 302 15,075

Category Total 120,834 2,508 123,342 4. Travel

Category Total 5. Supplies

Category Total 6. Capital Equipment (ITEMIZE)

Category Total 7. Other (ITEMIZE)

Category Total

GRAND TOTAL 120,834 2,508 123,342

Shawnee 1 ~ounty '-' ~ r f; P.arKs+ -! recreation

March 19, 2018

To:

FROM:

RE:

Board of Commissioners Shawnee County \

John E. Knight, Director ~ Parks + Recreation

Mr. Jim Martin Agreement Administration

Purpose: Board of Commissioners authorization and execution on the attached volunteer agreement between Mr. Jim Martin and Shawnee County Parks + Recreation. Jim has offered to perform duties as an independent unpaid advisor by providing concepts for park facilities, in exchange reimbursement of ordinary business and professional expenses will be provided by the Parks+ Recreation budget and not exceed $2,500 per calendar year.

Justification: This Agreement will help cover business related materials and supplies incurred by Mr. Martin that normally would be provided through staff project related budget expenses. Jim understands all expenses must be substantiated by receipts or documentation and approved by the P+R Director.

JEK!blt Attachment

parks.snco.us

" .. , , · ,, • 3137 SE 29th Street • Topeka, KS 66605 • (785) 251-2600

SHAWNEE COUNTY CONTRACT NO. C \ 09, -2018

VOLUNTEER EXPENSE REIMBURSEMENT AGREEMENT

Tms AGREEMENT is between THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF SHAWNEE, KANSAS (County) and JAMES L. MARTIN, P.E. {Volunteer).

WHEREAS, Volunteer has offered to work as an independent unpaid advisor to Shawnee County Parks + Recreation providing concepts for park facilities, and

WHEREAS, the parties mutually desire that the Volunteer be reimbursed for actual out of pocket expenses incurred while providing said services.

Now, THEREFORE, in consideration of the mutual covenants contained herein the parties agree as follows.

1. Volunteer shall be reimbursed by County for any ordinary and necessary business and professional expenses incurred on behalfofthe County.

2. Reimbursement to Volunteer shall not to exceed $2,500.00 per calendar year.

3. Volunteer shall submit monthly invoices to Shawnee County Parks+ Recreation for travel, supplies or materials used to provide the volunteer services.

4. Under no circumstances will the County reimburse Volunteer for expenses incurred on behalf of the County that are not properly substantiated by receipts or other adequate documentation.

5. Mileage and meals will be reimbursed in accordance with the rates and in accordance with the procedures set forth in Shawnee County Home Rule Resolution No. 2008-11 (attached).

6. Volunteer must return any excess reimbursement no more than 120 days after receipt.

7. Volunteer acknowledges that he is not an employee of County and thereby Volunteer waives any and all claims to benefits otherwise provided to employees of the County, including, but not limited to: medical, dental, or other personal insurance, retirement benefits, unemployment benefits, and liability or worker's compensation insurance.

COUNTY BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS


PQ. b/;.shed 1'77......1

{11e fro 77 e uJ ..s; lTn.-1

l;;</aJ/of

HOME RULE RESOLUTION NO. H.R--2008-Jj_

WHEREAS, it is deemed expedient by The Board of County Commissioners of the

County of Shawnee, Kansas to prescribe limitations ~d procedures for travel · and the

reimbursement of travel expenses incurred by County officials and County employees;

NOW, THEREFORE, The Board of County Commissioners of the County of Shawnee,

Kansas, sitting in regular session on this I J' ~ay of IJ~_o 'J¥'-.-bRc , 2008, and intending to

exercise its powers ofhome rule legislation pursuant.to K.S.A. 19-lOla, does hereby resolve that

the following procedures and expense allowance be and are hereby prescribed for travel on

official business incurred by County officials and County employees:

1. No employee shall use a County-owned vehicle except in connection with official

County business. Employees may use a County-owned vehicle for commuting purposes only

where a bona fide non-compensatory business purpose exists.

2. All travel outside the State of Kansas and Jackson County, Missouri by County

officials and County employees on official business, other than Sheriff's deputies who are

transporting prisoners, must be approved by The. Board of County Commissioners of the County

of .Shawnee, Kansas prior to said travel. All travel inside the State of Kansas and Jackson

County, Missouri must be approved by the department head prior to said travel.

3. All claims for travel expenses shall show the date and hour of departure and

return, points visited, and purpos.e of travel. All claims shall be paid after the travel has

occurred.

4. Reimbursementfor air and rail transportation shall be limited to coach-class rates.

5. County officials and County employees, when traveling on official business, may

use privately-owned vehicles if approved by the department head, and will be reimbursed at the

rate of Forty-seven cents ($.47) per mile,· for a total not to exceed the cost of coach-class

commercial air rates with due regard for the exemption allowable to Shawnee County, Kansas.

Reimbursement at the state mileage rate will be paid to the Assistant Election Commissioner and

the supervising judges of the elections as provided by Kansas statute. All claims for mileage

reimbursement shall be submitted in substantial compliance with the Shawnee County Mileage

Log form attached hereto as Exhibit "A". Mileage claimed shall be that over "usually traveled"

routes and shall be based on that from official state road maps or on mileage published by the

American Automobile Association.

6. A car allowance of Two Hundred Fifty and No/100 Dollars ($250.00) per month

shall be paid to each member of The Board of County Commissioners ofthe County of Shawnee,.

Kansas, the Shawnee County Election Commissioner, the Public Works Director, the Shawnee

County Appraiser, and the Shawnee County Counselor for trav~l within Shawnee County. The

Public Works Director may .use a County-owned vehicle, if available, in lieu of receiving the

monthly car allowance.

7. County officials and County employees, when traveling on official business, shall

ascertain the availability of air transportation originating from the Metropolitan Topeka Airport.

Due diligence should be given to utilize those airlines and air transportation which service

Topeka directly. taking into consideration the costs, the avoidance ·of unnecessary delays,

excessive .absenc~ from the office, and hardship. Failure to comply with this provision may

result in non-reimbursement of transportation costs.

2

8. County officials and County employees, when traveling on official business in

privately~owned vehicles, may be reimbursed for turnpike and other tolls providing his or her

voucher is accompanied by the appropriate receipt. This reimbursement will be in addition to the

official mileage rate allowed.

9. . When a County-owned vehicle is used by County officials or County employees,

no mileage will be allowed, and only actual expense such as gasoline, toll charges, etc., will be

allowed.

10. Daily reimbursement for meals shall be made, at the election of the department

head, in one of these manners,. not to exceed Thirty-six and Noll 00 Dollars ($36.00) per day per

person:

a. On a per diem basis at the rate of Nine and No/100 Dollars ($9.00) for any. fraction of a quarter day in which the official travel begins and for each full quarter day thereafter. No quarter day allowance shall be paid for any fraction of a quarter day in which a traveler returns to his or her official station or domicile.

b. On an actual amount spent basis, not to exceed an average of Thirty-six and No/100 Dollars ($36.00) per day per person. The reimbursement under this provision shall not exceed the actual amount spent. Receipts shall be generally required prior to such reimbursement; but, this requirement may be waived by the department head if deemed appropriate, and if so waived shall be substituted by a signed statement by the person seeking reimbursement as to how the claimed funds were spent in accordance with this resolution.

The election as to which of these reimbursement methods to use, and any specific limitations to

place on the actual amount method, shall rest with the department head on a case-by-case basis.

11. Reimbursement for lodging will be made for the actual expense of the hotel's

lowest priced room available.

12. Reimbursement will be made for transportation to and from the airport by bus or

limousine, or by taxi if rio bus or limousine service is reasonably available. Public transportation

to and from points of o£ficial County business obligations is reimbursable.

3

I.

13. Each claim submitted must be signed by the claimant as well as signed and

authorized by the department head and must be accompanied by receipts for lodging. Any items

of expense not listed in this resolution should be supported by receipts and must be approved by

The Board of County Commissioners of the County of Shawnee, Kansas before payment.

14. Any previous resolution in conflict with the forgoing, including Home Rule

Resolution No. HR-2008-1 0 is hereby rescinded.

15. This resolution shall take effect upon publication in the official County newspaper.

ATTEST:

APPROVED AS TO FORM AND LEGALITY BY THE SHAWNEE COUNTY COUNSELOR'S OFFICE

DATE ft -If- 0 f BY L f2--


Mi~~ \fiCMillef}Vice-Chair

-f.bel.2~· Theodore D. Ensley, Member

4

Shawnee County Mileage Log

Employee Name: ____________ _ SupenrisorApprovru: _________________________ ___

Employee Signature:------------D&e: _______________________________________ _

Date Departure Destination Beginning Ending Mileage Mfieage Total Purpose Location Location Odometer Odometer Rate

Rea dine Rea dine

TOTAL - ---- -- -- --- ----

(Dep~ent Code} (Line Code) (Grant Code)

06-24..08

Rev. 09/2013 ATTACHMENT To


CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being dated the ___ day of ________ , 20_.

1. TERMS HEREIN CONTROLLING PROVISIONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A., to the exclusion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, County may terminate this agreement at the end of its current fiscal year. County agrees to give written notice oftermination to contractor at least thirty (30) days prior to the end of its current fiscal year. In the event this agreement is terminated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCLAIMER OF LIABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnifY any contractor for any liability whatsoever.

5. ANTI-DISCRIMINATION CLAUSE. The contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer''; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract; (f) if the contracting agency determines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if (e) or (f) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a contractor who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fiscal year.

6. ACCEPTANCE OF CONTRACT. This contract shall not be considered accepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed by the Board of County Commissioners of the County of Shawnee, Kansas.

7. ARBITRATION, DAMAGES, WARRANTIES. Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modifY, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. REPRESENTATIVE'S AUTIIORITY To CONTRACT. By signing this document, the representative of the contractor thereby represents that such person is duly authorized by the contractor to execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

9. RESPONSffiiLITY FOR TAXES. The County shall not be responsible for, nor indemnifY a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. INSURANCE. The County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of any loss or damage to any personal property to which vendor or lessor holds title.

Date: ~-IY-1?



Date:

ATTEST:


Shawnee 1 <2ounty '-" ~ r t; P.arKs+ ~ recreation Application for Volunteer Services

Meet you there!

E~ployerand/orSchooi:~~~~~~~~~~~~~~~~~~~~~~~~~

JobTHie/Skills or School interests:~~~~~~~~~'~~~~~~~~--~~~~~~~~~~

Is volunteer service required in any way? If yes, who requires it?-~~~~~~~~~-

Have you ever pled guilty or no contest to or been convicted of a crime? Yes __ No 7 If yes, please provide dates and details:~~~~~~~~~~~~~~~~~~~~~-

Volunteer Areas of Interest

(Volunteers are needed in many areas of Shawnee County. Please check all areas that interest you.) Parks and Trails Administrative __ Adopt-a-Park __ Office Assistant --Maintenance __ Receptionist __ Gardening

Cultural and Historical __ Old Prairi~Town

Students/Projects __ High school __ College __ Eagle Scout

Events Athletics Education Community Partnerships __ Coach __ Instructor --Visit Topeka __ Apple Festival

__ Tails on the Trail __ Tulip Festival

__ Gate Greeter __ Tutor Representative ~~corekeeper ·

__ Other( see web site) {jS9ST S"C~(? ~ -- ~g~~~~t~~oups/

~ecr-/J-e~ IV~-........ Volunteer Services Coordinator, Olivia Mayer olivia.mayer@snco. us 3025 SE Croco Rd, Topeka, KS 66605 785.251.2625 parks.snco.us

Waiver on back

1-'rP:~PMTP the Environment Develop new talents

Learn & Serve Raise Awareness

Meet new People Keep Active

YOUR VISION

2018 SCPR Volunteer Waiver and Release From

I want to volunteer my services to Shawnee County's Department of Parks + Recreation in 2018. I certify that I am in good mental and physical condition and I understand the inherent risks associated with acting as a volunteer, including the risk of physical injury. I further understand that I risk aggravating any preexisting physical condition I may have in the performance of these services. , \, , . ,--··,·_ ., '

J understand that while my volunteer _services ;will be at the directi?,n of-the. Board of County Commissioners of the Cour1ty of Shawnee; Kansas, the Shawnee County Parks + Recreation Departm~:ot, its officers and employees (collectively referred to herein as "Sh:awnee County"), I am nevertheless not an employee of Sha,wnee County within the meaning of the K.ansas Workers' ~_ompensa-do~ Act at the time of my performance of these volunteer services. I further understand that I am a volunteer and that no employee/ employer relationship is created between myself and Shawnee Cp1,11;1ty and that I will receive no compensation of any kind for my participation as a volunteer and that there is no promise of paid employment or future paid .. employtJ;J.ent.-

In consideration of Shawnee County allowing me to participate as a volunteer, I agree not to sue and forever release, waive and discharge Shawnee County and its respective employee~, direct~rs, and any associated or sponsoring agencies and entities (hereinafter referred collectively as "Releases") from ·any and alllj_ability to me or my personal representatives, assigns, heirs, children, dependents, spo9-se and relatives for any and all claims, causes of action, losses, judgments, liens, costs, demands or damages that are caused by or arise from any injury (including death) to me or my property regardless of the cause(s) of such injury. I assume all risks associated with my participation as a volunteer. I understand that the performance of these volunteer services may be hazardous, and I specifically waive any liability for injuries that may result from the negligence or carelessness of fellow volunteers and the public.

SCPR reserves th~ right to use event picture(s) for marketing to be used on Shawnee County's website, publications and social media sites.

I acknowledge that I have read this Volunteer Waiver and Release Form and that I am voluntarily executing it as of the date below and that this form shall encompass any volunteer work that I may perform for Shawnee County through December 31, 201 articipants st sign befi. being allowed to volunteer.

If volunteer is under age , a arent or guardian must sign below:

This is to certify that I, as par guardian with legal responsibility for this participant, do consent and agree to the above Volunteer Waiver and Release Fq~ on behalf of my minor child.

Parent/Guardian Printed Name:~._.-----,..--,---.,,.---------'------------------.. -~ ,.··

Parent/Guardian Relation (ex. mother/ father/ guardian): ___________________ _

Parent/Guardian Emergency Contact Phone: _________________________ _

Parent/Guardian Signature: _______________________________ _

Date Signed; __ _

Shawnee 1 ~ounty '-' ~ r t; P.arKS+ ~ recreation March 19, 2018

TO:

FROM:

Board of Commissioners Shawnee County

John E. Knight, Direct~ , Parks + Recreation J:2S'

RE: Capital City Christian Chamber of Commerce (C5) Agreement

Outdoor Adventure Division- Community Events

Purpose: Board of Commissioners authorization and execution on the attached agreement between the Capital City Christian Chamber of Commerce (C5

) and Shawnee County is requested. The agreement sets out the conditions for the 2018 Topeka Family Fun Fest activities at Garfield Park. Expenses are offset by a special event fee and a donation to the Shawnee County Parks and Recreation Foundation totaling $1,660.

Justification: The Master Plan Community Vision for Programming tells us "to reach out to people of all ages to encourage them to experience parks and recreation facilities through well designed programs that create a lifetime of memories." Further, the agreement suggests cooperating with groups wishing to improve the quality of life locally for future generations.

A portion of the funds generated through event operations ($1,160.00) will be deposited into the Shawnee County Parks + Recreation Foundation per Contract C300-2008 (facilities and programs) to help with providing future generations quality parklands and facilities. C5 impacts the community by organizing and offering these festivities in Garfield Park with the intentions of inspiring people to want to live, work, and play in Shawnee County.

JEK/blt WP Attachment

parks.snco.us

, , • 3137 SE 29th Street· Topeka, KS 66605 • (785) 251-2600

SHAWNEE COUNTY CONTRACT NO. C...\\ 0 -'d-o\<

CAPITAL CITY CHRISTIAN CHAMBER OF COMMERCE (CS) AGREEMENT FOR USAGE OF GARFIELD PARK FACILITIES AND PARKLAND

THIS AGREEMENT is entered into this ___ day of _____ , 2018, by and

between The Board of County Commissioners of the County of Shawnee, a duly organized

municipal corporation, hereinafter referred to as "County," and Capital City Christian Chamber of

Commerce (CS), LLC, hereinafter refeiTed to as "Organizer."

WHEREAS, the County is the owner of Garfield Park and operates the public park and facilities

located therein for the recreational use by the public and patrons of the park; and

WHEREAS, it would be of mutual benefit to the parties that certain rights, privileges and

covenants be granted by the County to the Organizer in exchange for the consideration to be paid for

services rendered by the Organizer for said rights, privileges and covenants, as they are hereinafter set

forth; and

WHEREAS, the Organizer wishes to conduct the Topeka Family Fun Fest, Saturday, March 31,

2018, hereinafter referred to as "Event" in Garfield Park, hereinafter refeiTed to as "Premises"; and

WHEREAS, Shawnee County Parks + Recreation (SCP+R) hereinafter refeiTed to as the

"Department" shall be the department responsible for car1ying out the responsibilities of the County; and

WHEREAS, the County and Organizer wish to set out terms and conditions regarding the

Event; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties

agree as follows:

1. EVENT DATE. The date of the Event shall be March 31, 2018.

2. TERM. Either party may terminate this Agreement before March 30, 2018, without

cause providing three (3) days written notice to the other party provided. Any violation of the terms of

this Agreement shall be grounds for immediate termination of this Agreement. In the event this

Agreement is terminated for any reason, the Organizer shall honor any financial commitment made prior

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to the te1mination. In addition, the INSURANCE and INDEMNIFICATION provisions of this

Agreement shall survive the te1mination of this Agreement.

3. LOCATION. The County does hereby assign to the Organizer the use of Garfield Park

as outlined in Attachment A for the Event detailed herein. The mutually agreed upon site includes open

space, park roads and parking lots, the named facilities but is not limited to Garfield Park Shelter,

Garfield Park Community Center including the gym.

4. USE OF PREMISES. The County and Organizer agree that Garfield Park is a public

entity first and foremost for the public enjoyment and use.

• Event is defined as the 2018 Topeka Family Fun Fest point of admission,

designated parking areas, Garfield Park and facilities which support the Organizer's activities and

include setup, operations and conclusion of such activities through the breakdown for times and dates set

forth in this Agreement.

a. Setup shall begin in the Garfield Gym after 4:30p.m., Friday, March 30.

b. Setup shall begin in the Garfield Shelter after 4:30 p.m., Friday, March 30.

c. Garfield facilities unlocked and parkland available 7:00 a.m. until 5:00 p.m.,

Saturday, March 31.

o Vendor setup may occur on Saturday, March 31, starting at 7:00a.m.

o Food truck vendors shall park along the South side of Lou Fieger Drive.

o Barricades shall be placed on Lou Fieger Drive at 8:00a.m.

d. Musicians shall occupy the Gazebo and provide P A sound system and operations

only occmTing between 8:30a.m. until3:00 p.m. on Saturday, March 31.

e. Event Organizer shall insure that any amusement rides, including inflatable (as

defined by the Kansas Amusement Ride Act, K.S.A. 44-1601 et. Seq.) are permitted,

maintained, inspected and operated in compliance with the Kansas Amusement Ride Act,

and shall provide the County with copies of inspection certificates, maintenance and

inspection records and safety instructions as required by KSA 44-1608. No amusement

ride, including inflatable, shall operate without prior county permission.

f. The County permits a temporary exception to County Code, Chapter 26, Art II.

Sec 21-59, only for the purpose of an educational archery range between 9:00 a.m. and

3:00p.m. on Saturday, March 31, 2018. The archery range must meet safety standards

approved by the Chief of Park Police, and be manned by a certified archery instructor.

2

g. Event activities and vendor operations shall occur between 9:00 a.m. and 3:00

p.m. on Saturday, March 31,2018.

h. Open space within Garfield Park shall serve as the location for the Easter Egg

Hunt (approximate start 9:00a.m.).

i. Post Event cleanup and completion of duties shall be completed by 5:00p.m.

5. RESPONSIBILITIES OF THE COUNTY:

a. In accordance with County Code, Chapter 21, Art II. Sec 21-55, Special Uses of

the Parks, the County does hereby grant the Organizer permission to host the Event in

Garfield Park, to allow temporary stluctures, u·affic conn·ol and activities listed herein

and in relation to the site plan detailed in Attachment A.

b. The Depru.1ment shall perform maintenance necessary and provide Garfield Pru.·k

and facilities in a safe and useable condition. The Department shall beru.· all costs and

expenses related to such maintenance outlined in the Master Plan Maintenance and

Facility Standards prior to the Event.

c. The Depru.1ment shall provide existing utilities and refuse service, and place

twenty (20) additional trash barrels in the pru.·k for the Event.

d. Provide tables and chairs from center if available and not outside during

inclement weather. The Organizer shall return tables and chairs post Event.

e. Provide one (1) staff during the Event for activity and pru.·k monitoring.

f. County hereby grants Organizer the right to use the Premises for an Event starting

at 9:00 a.m. (setup) through 5:00p.m. Any scheduled activities or vending should cease

by 3:00p.m., weather permitting, Saturday, March 31.

6. RESPONSIBILITIES OF ORGANIZER:

a. Organizer shall produce a family oriented event designed to capture community

interest and media attention.

b. Organizer shall provide all media campaigns and announcements.

c. Organizer agrees to not use or occupy the Premises in any manner deemed

hazru.·dous or for any unlawful purpose. Organizer shall comply with all state and federal

laws, County resolutions and any applicable Depru.tment standards, policies or facility

guidelines. Organizer shall provide an Emergency Action Plan (EAP) should such need

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arise due to weather, safety, or any other matter deemed necessary and pertinent to the

Event.

d. Organizer and County shall agree on additional portable restrooms and placement

of such on Friday, March 30, to accommodate the expected size of the crowd for the

Event on Saturday, March 31. Organizer is responsible for ordering, fees, service, and

removal of such by Monday, April 2.

e. Organizer agrees and understands that no alcohol or unlawful drugs are allowed.

f. Grants Department access to the Event and activities and permission to

photograph the Event for promotional purposes.

g. Provide volunteers for Event management including but not limited to parking,

traffic control, abiding by Parks + Recreation facility and maintenance standards, signage

and safety. Organizer agrees to cooperate by following Parks+ Recreation Policy for the

Volunteer Program abiding by the standards set forth for volunteer accountability and

recording of such details.

h. Organizer may contract with one (1) or more entities to provide or sell

photography rights of participants, vending operations, and/or promotional

commemorative items in connection with the Event as set forth in #4 above. The

contracts, sale of any such services and products shall be in accordance with applicable

federal, state and local laws and regulations.

7. ALTERATIONS AND IMPROVEMENTS. Organizer shall not make such alterations,

improvements, repairs and maintenance on or at the Event site without prior written Department

approval. The parklands and facilities will be returned to original condition and remain County propetty

after the end of the agreement, subject to the terms of the paragraph(s) following:

a. County assumes no liability for the acts of the Organizer performed during the

term of this Agreement.

b. The patties acknowledge and agree in writing upon what assets and propetty

placed or located at the Event shall be removed. All personal propetty brought onto or

placed at the Event by the Organizer or volunteers shall be at their own risk and the

County will not be liable for damages, theft, or by any other acts.

c. Any fees necessary to provide the Event in addition to those stated under

Financials shall be the responsibility of the Organizer.

4

8. INSURANCE. County is self-insured. The Organizer shall provide and maintain for the

duration of this Agreement, at its expense, a public liability insurance policy with a company licensed to

do business in the State of Kansas in the amount of at least One Million Dollars and Noll 00

($1,000,000.00) with respect to injury or death to any one person and One Million Dollars and No/100

($1 ,000,000.00) with respect to damages to facilities including Garfield Shelter, Gazebo and Community

Center. The certificate shall contain a provision that coverage afforded under the policy will not be

cancelled unless at least thilty (30) days prior written notice has been given to County. The certificate of

insurance naming County as the certificate holder and an additional insured shall be provided to County

for approval before March 23,2018, at the address listed below.

9. FINANCIALS. The Shawnee County Parks+ Recreation Master Plan provided details

of utilizing cost recovery associated with events, maintaining standards and park usage not directly

related to facility rentals. In meeting those requirements, the funds generated through event(s) operations

shall be deposited into the Shawnee County Parks and Recreation Foundation a 501 (c) (3) organization

per Contract C300-2008 (facilities and programs) for future upgrades and improvements throughout our

park system. The Organizer agrees to the following:

a. Organizer shall pay a $500 Special Event Fee (non-refundable) before the Event to

SCP+R payable at the location stated in paragraph 15.

b. Participant fees and proceeds shall become property of the Organizer.

c. Organizer agrees that in addition to the Special Event Fee (stated above) a donation

commitment of no less than One Thousand One Hundred and Sixty Dollars and

No/100 ($1,160.00) be made to the Shawnee County Parks and Recreation Foundation

by April30, 2018.

10. INDEMNIFICATION. The Organizer covenants and agrees to indemnify, protect,

defend, and save County hrumless from and against any and all claims, demands, liabilities, and costs,

including reasonable attomey's fees, arisin'g from damage or injury, actual or claimed, of whatsoever

kind or character, to property or persons occurring or allegedly occurring in, on, or about the Premises,

or arising as a result of the Event or any use thereof or program operated therefrom by the Organizer and

from all costs and expenses related thereto. Upon notice from County, Organizer shall defend County in

any action or proceeding brought thereon.

5

11. NON-DISCRIMINATION. Organizer agrees to not unlawfully discriminate against any

person because of race, religion, creed, color, age, sex, disability, national origin, or ancestry in the

admission or access to, or treatment in, any programs, activities, or events.

12. SURRENDER; WASTE. Nothing contained herein shall be construed to hold or to

make County a partner, joint venturer, or associate of Organizer, and neither party shall be deemed the

agent of the other, it being expressly understood and agreed that the relationship between the parties

hereto is and shall at all time remain contractual as provided by the terms and conditions of this

Agreement.

13. LIENS. Organizer shall keep the Premises free from any and all liens arising out of any

work performed, materials fumished, or obligations incurred by Organizer during the term of this

Agreement or any extension thereof. Organizer may not obtain ownership of or exclusionary rights in

the Premises, improvements or facilities of the Premises regardless of any financial investment it may

make in their development.

14. WAIVER. Failure of either party to complain of any act or omission on the part of the

other party, no matter how long the same may continue, shall not be deemed to be a waiver by said party

of any of said party's rights hereunder. No waiver by any party at any time, expressed or implied, of any

breach of any provision of this Agreement shall be deemed a waiver of breach of any other provision of

this Agreement or a consent to any subsequent breach of the same or any other provision. If any action

by either party shall require the consent and approval of the other party, the other party's consent to or

approval of such action on any one occasion shall not be deemed to be a consent to or approval of said

action on any subsequent occasion. Any and all rights and remedies which either party many have under

this agreement, upon any breach, shall be distinct, separate and cumulative and shall not be deemed

inconsistent with each other; and no one of them, whether exercised by said party or not, shall be

deemed to be an exclusion of any other.

15. NOTICE. Any notice by either party to the other shall be in writing and shall be deemed

to be given only if delivered personally or mailed by registered/certified mail as follows:

County: Organizer:

Mr. John E. Knight Mr. Lee Hartman

Shawnee County Parks + Recreation Capital City Christian Chamber of Commerce, LLC

3137 SE 291h Street PO Box 5724

Topeka, KS 66605 Topeka, KS 66605

6

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16. SEVERABILITY. The provisions of this agreement are severable. In the event any

paragraph or portion of the agreement is declared illegal or unenforceable, the remainder of the

agreement shall remain in effect and binding upon parties.

17. ENTIRE AGREEMENT. The Contract Provisions Attachment (CPA), attached to this

agreement, is incorporated by reference and made a pmi of this Agreement. Together, this Agreement,

Attachment A and CPA represents the entire agreement and understanding between Organizer and the

County. No tetms, conditions, course of perfmmance, usage of trade, understandings, or agreements

purpmiing to modify, supplement, or explain any provision of this Agreement shall be effective unless

in writing, signed by representatives of both pruiies authorized to amend the Agreement.

By signing this Agreement, the Organizer representative hereby represents that he or she is duly

authorized by Capital City Christian Chamber of Commerce (C5), LLC, to execute this Agreement on

its behalf, and that Capital City Christian Chamber of Commerce (C5), LLC, agrees to be bound by the

provisions hereof.

IN WITNESS THEREOF, the pruiies have hereto executed this agreement as of the day and

year first above written.

(Signature Page Follows)

7

'

ATIEST:

Cynthia A. B~ Shawnee County Clerk

SHAWNEE COUNTY PARKS AND

N

BOARD OF COUNTY COMMISSIONERS

SHAWNEE COUNTY, KANSAS


CAPITAL CITY CHRISTIAN CHAMBER

Mr. Lee Hartman

8

Attachment A Site Map Page 1

Attachment A Site Map Page 2

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Entrance

Arrow Barricade I Target IJ Target Target

Shooter 111

Shooter #2

15'

Shooter #3

Target

Shooter #4

T 4'

Shooter IJ5

T 3'

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Rev. 09/2013 ATIACIIl\fENT TO


CONTRACTUAL PRQVISIONS AUACDMENJ The undersigned parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being dated the ___ day of _______ __, 20_.

I. TEBMS HEREIN CONTROLLING PROVISIONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREE~"{ WITH KANSA§ L.t..W. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A., to the exclusion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNPING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, County may terminate this agreement at the end of its current fiSCal year. County agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its current fiscal year. In the event this agreement is terminated pursuant to this paragraph, County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCLAIMER OF LIABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnify any contractor for any liability whatsoever.

S. ANTI-DISCJl!M!NATION CLAUS£. The contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44·1001 et seq.) and the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Oisabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex., disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract; (f) if the contracting agency determines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if (e) or ( t) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number S are not applicable to a contractor who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fiscal year.

6. ACCEPTANCE Of CONIRACf. This contract shall not be considered accepted, approved or otherwise effective until the required ap·provals and certifications have been given and this is signed by the Board of County Commissioners of the County of Shawnee, Kansas.

7. ARBITRATION. DAMAGE§. WARRANTIES· Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. R£PRESENTATIVE'S AVTHORITY To C9NIMCT. By signing this document, the representative of the contractor thereby represents that such person is duly authorized by the contractor to execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

9. REsPONSIBILITY FOR TAXJS. The County shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

I 0. INsuRANCE. The County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of any loss or damage to any personal property to ich vendor or lessor holds title.

By:

Title:

3 tr:JJ Date:

BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, KAl"'SAS


Date:

ATTEST:
