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Portland Area Shares Methodology

Portland Area Shares Methodology. NPAIHB Quarterly Meeting April 18, 2012 Ocean Shores, WA. Portland Area Office of Environmental Health and Engineering (OEHE). Facilities Appropriation (FEHSA). Functions and Funding Methodology. Budget Structure. OEHE Methodology.

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Portland Area Shares Methodology

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  1. Portland Area Shares Methodology NPAIHB Quarterly Meeting April 18, 2012 Ocean Shores, WA

  2. Portland Area Office of Environmental Health and Engineering (OEHE) Facilities Appropriation (FEHSA) Functions and Funding Methodology

  3. Budget Structure

  4. OEHE Methodology Recommendation - Fund Distribution Workgroup Using workload and dollar amounts from FY just completed, make payments to all Tribes as soon as allowance for current FY is received. Status All payments for 2012 will be made based on 2011 workload, in accordance with the recommendations of the Fund Distribution Workgroup, June 8, 2007

  5. Total FSA, M&I and EQ Appropriation

  6. Facilities Support Account (FSA) • Uses: • Facilities operations (utilities, Waste disposal, grounds keeping) • Salaries for Professional Support • Facility Operations (Mechanics, Grounds Keepers) • Facility Expertise (Architect/Engineer) • Biomedical Expertise • Project Management • Real Property Management • Training (Facilities and Bio-med) • Distribution Methodology: • FSA is based on historical funding for Federally operated sites. This amount is adjusted in relation to overall increases or decreases in the appropriation. • Lines 1,2,3,11,12,13,14,15,17 in Book 1 of Budget Books

  7. Maintenance & Improvement (M&I) • Use: Maintenance and Repair of Real Property, does not include “increases” to square footage (i.e expansion) • Distribution Methodology: • Modified Univ. of Oklahoma Formula • Factors include: • Replacement Value of Facility • Size of Facility • Intensity of Use • Type of Construction (concrete, wood, etc.) • Locality • Lines 43, 44 in Book 1 of Budget Book, full formula available in Book 4 pg. 29

  8. Medical Equipment Funds (EQ) Use: Replacement and Upgrade for Medical Equipment, for existing IHS and Tribal Facilities Distribution Methodology: Tribal Share = Total Funds appropriated * [(0.5* CWF) + (0.5* FSF)] CWF = Clinical Workload at facility Total Clinic workload of all IHS and tribal facilities FSF = Individual Facility Size Total Size of all IHS and Tribal Facilities Line 59 in Book 1 of Budget Books

  9. M&I and EQ Distribution Full Detail on Distribution and Calculations in Book 4 of Budget Books

  10. Total EHSA Appropriation • 2012 reflects a rescission of .02% incurred in FY 2011 • 2013 will reflect the rescission of .016% incurred in FY 2012 • * SFC Funding in 2012 was reduced nationally by $16M, and by $850,000 in Portland Area

  11. Environmental Health Service (EHS) • Program Planning - Consultation with Tribes on priorities • Environmental Health Management - Facility Plan Reviews; Policy Development; Program/Project Development and Evaluation • Epidemiology – Disease investigation/surveillance • Community Injury Prevention – Surveillance, Project management, Technical assistance. • Comprehensive Surveys - Head Starts; Casinos; Schools; Food Service; Sanitation Facilities. • Training - Food Handler Training, OSHA/Bloodborne pathogens • Institutional – X-ray surveys, hazards/safety audits, Infection Control/Occupational Health Program Lines 61-68 in Book 1 of Budget Books

  12. EHS Workload Based on total number of facilities, and facility type. 155 - STILLAGUAMISH TRIBE, WA   Facility Worker Code Facility Name Day 05  STILLAGUAMISH TRIBAL HEALTH STATION  6.15 13  STILLAGUAMISH METHODONE CLINIC  1.25 23  STILLAGUAMISH CHILD CARE AND KITCHEN  3.00 26  STILLAGUAMISH-ANGEL OF THE WINDS-CWS  4.50 28  STILLAGUAMISH CSS  2.00 31  STILLAGUAMISH O&M ORGANIZATION  3.10 44  STILLAGUAMISH ELDERLY NUTRITION PROGRAM  2.25 46  STILLAGUAMISH SMOKE SHOP  1.00 47  STILLAGUAMISH ESPRESSO   2.50 47  STILLIAGUAMISH ANGEL OF THE WINDS CASINO - 2.50 47  STILLAGUAMISH ANGEL OF THE WINDS CASINO - EDR   2.50 47  STILLAGUAMISH ANGEL OF THE WINDS CASINO - 2.50 48  STILLAGUAMISH ANGEL OF THE WINDS CASINO - 1.00 48  STILLAGUAMISH ANGELS OF THE WINDS CASINO - 1.00 49  STILLAGUAMISH ANGEL OF THE WINDS CASINO  2.50 Total Facilities: 15 Total Worker Days: 37.75

  13. Sanitation Facilities Construction (SFC) Partner with tribes, housing authorities, utility commissions, and community organizations to: • Design and construct water supply, sewer & solid waste disposal facilities. • Inventory sanitation deficiencies affecting Indian homes and communities. • Provide technical consultation and training on water & waste disposal systems • Assist in developing operation and maintenance capabilities

  14. Sanitation Facilities Construction (SFC) Typical Program Resource Allocation for a 4-year project Year 1 = 0%, Year 2 = 20%, Year 3 = 50%, Year 4 = 30% Lines 71, 72, 73,74 & 78 in Book 1 of Budget Books

  15. SFC Workload

  16. Public Health Emergency Management (PHEM) No resources allocated, auxiliary duty for EHS Director • Assists in the development of COOP plans for Federal Sites, and participates in mock drills. • Liaison with State & Federal agencies during emergency events. • Coordinate deployments for Commissioned Officers • All Hazards emergency planning

  17. Title I Example (Quileute)

  18. Title I Example (Quileute)

  19. OEHE Administrative Fee • Analogous to SUA but Different in application • Reflects required support for all tribes on proportional basis • For those tribes that retain OEHE shares a 12.5% administrative fee is charged to cover the functions needed to support the retained programs • Human Resources, Procurement, Finance

  20. Budget Book Distribution • Tribal Chairs • Tribal Health Directors • CEO’s at Service Units For CD copy Contact: Rena Macy503-414-7778 rena.macy@ihs.gov

  21. Questions ?’s Richard R. Truitt, P.E., Director (OEHE) Phone: (503) 414-7777 E-mail: richard.truitt@ihs.gov CDR Patrick Craney, P.E., Director (DSFC) Phone: (503) 414-7772 E-mail: Patrick.Craney@ihs.gov CDR Celeste Davis, REHS, Director (EHS) Phone: (503) 414-7774 E-mail: Celeste.davis@ihs.gov CDR Mathew Martinson, P.E., Director (DHFE) Phone: (503) 414-7780 E-mail: mathew.martinson@ihs.gov

  22. Portland Area OfficeTribal Shares Methodology Services Appropriation

  23. Budget Structure

  24. Area Shares vs. Program Funding Services Appropriation • The Portland Area Shares Methodology represents each tribes share of the Area Office which they are authorized to assume pursuant to the Indian Self Determination & Education Assistance Act (ISDEAA). • Tribal program funds are distributed on the recurring base amounts reflected on their annual funding agreements.

  25. Area Shares Methodology • Established through Tribal Consultation • In 1992 amendments to the Indian Self Determination & Education Assistance Act authorized IHS to enter into compacts for Self-Governance demonstration projects. • In 1994 amendments provided Title1 access to resources. • In 1995 The “70/30 formula” for tribal shares. • In 2000 corrections to methodology was made to prevent diminishment of administrative support for Direct Service Tribes which established the Service Unit Administration (SUA) amounts.

  26. Area Shares Methodology • Health Services dollars • Does not determine OEHE shares – Line 67 • Separate methodologies more appropriate for the type of funding

  27. Goals of Tribal Shares Methodology • Reflects one methodology for all Tribes: fairness & consistency • Identifies each Tribe’s share of the funding that had previously supported Area Office functions but which they have now assumed – including funding received for Tribes newly restored • Prevents diminishment of health services to Tribes that choose to continue to have a federally-operated clinic • Allows for annual updates to accurately reflect available resources • Easily understood

  28. Lines 1 - 69 • Reflect the programs and services the Area Office had at a moment in time • Most services remain, some do not, some new ones • During negotiations Tribes decide what they want the Area to continue to provide e.g., DIRM, Business Office,

  29. Column APAO Budget • A historical benchmark that began in FY 1995/96 • Starting point for calculation of the rest of the methodology • Mandatories added each subsequent year • Different from Area Office operating budget • Column A minus all shares taken • Plus non-recurring funds and assessment funds

  30. Column A, PAO Budget $11,174,665

  31. Column B • Congressional Earmarks • Site Specific • Diabetes Consultants – Indian Health Care Improvement Act (IHCIA)

  32. Column CArea Office Residual • Inherent Federal Functions (not contractible by Tribes) • What the Area Office will continue to be responsible for, once all Tribes have taken 100% of shares • These responsibilities have greatly expanded/changed • Information Technology • 9/11 – Security Costs • Homeland Security Presidential Directive 12 (HSPD-12) • Health Insurance Portability & Accountability Act of 1996 (HIPAA) • Government Performance and Results Act (GPRA)

  33. Column DService Unit Administration (SUA) • Funding required to support federally-operated service units beyond the shares left by Tribes who choose to have a Federal facility • IHS still required to provide services to Direct Service Tribes.

  34. SUA Calculation Factors • New Workload Study - Time Spent on SU/Tribes/Area Office • Value Time S&B • Divide by Total Budgets for 7 SU • 13.3% Admin Cost for Program Support • 1.6% Admin Cost for CHS Program

  35. SUA Example Wellpinit Service UnitSpokane Tribe $1,333,949 Recurring Base $1,423,600 CHS Base • x 13.3% x 1.6% • $177,415 $ 22,778 • $177,415 + $22,778 = $200,193 • Spokane 106(a)(1) – $157,749 • SUA Needed $ 42,444

  36. What does SUA Pay For? Administrative Support for Federal Service Units and misc. programs without associated shares • Financial services • Budget, Travel, Payments, reconciliation, Collections • Property and Supply • Acquisitions - Federal purchasing • Personnel - Recruitment, hiring, benefits, payroll • Supervision - Evaluation, appeals, discipline, policy development and enforcement, governance • EEO

  37. Column E106(a) (1) Amount • Column A – columns b, c, and d = e • Section of P.L. 93-638 which reads • SEC. 106 [25 USC 450j-1]. (a)(1) The amount of funds provided under the terms of self-determination contracts entered into pursuant to this Act shall not be less than the appropriate Secretary would have otherwise provided for the operation of the programs or portions thereof for the period covered by the contract, without regard to any organizational level within the Department of the Interior or the Department of Health and Human Services, as appropriate, at which the program, function, service, or activity or portion thereof, including supportive administrative functions that are otherwise contractible. is operated. • 70/30 calculation determines Tribal shares • 30% of funding divided by 40 • 70% divided based on 1998 user population

  38. Column FTitle I Retained • What it costs to administer a Title I contract that is additional to a Title V compact • Area Staff responsible for proposal review, negotiations, amendments, audit review, resolution and payments. • This amount is subtracted from Title I Tribes 106(a)(1) amount • Title V Tribes do not leave shares to support T1 Retained

  39. Column GFundable Amount • Tribal Shares available for contracting/compacting • Title I Tribes 70/30 share of column E minus a pro rata share of Title I retained

  40. Column GFundable Amount • Forty Tribes • No Fundable Amount for Tribes with an Associated SUA • Takes all their shares to support SU & Title I contracts • If Tribes with an SUA amount take shares, the SU will assist in providing administrative support necessary for the operation of that SU

  41. Column G, Fundable amount $7,159,864

  42. Direct Service Tribes • It requires All Yakama, Colville, Spokane, Warm Springs, Shoshone Bannock 106(a)(1) amounts plus the SUA to support these operating units • Yakama, Colville, Ft. Hall, Warm Springs, Wellpinit, Western Oregon, NPAIHB, Healing Lodge of the Seven Nations. • 43 Tribes have to leave $798,533 to support SUA

  43. Individual Tribal Shares • Where you look to see your Tribe’s share amounts • Newly recognized Tribes received a specific amount for base funding and shares • Have to track separately • Can not reduce contracted shares

  44. Individual Tribal Shares

  45. Individual Tribal Shares

  46. Footnotes and Background Information • Tracks historical changes to the methodology • Describes how AIDS, Alcohol and Substance Abuse, CHS Purchase of Service funding amounts are distributed • Tables on last three pages

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