HomeMy WebLinkAbout20090228.tiffRESOLUTION
RE: APPROVE COLORADO WORKS PROGRAM AGREEMENT AND AUTHORIZE CHAIR
TO SIGN - WELD COUNTY SCHOOL DISTRICT NO. 6
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Colorado Works Program Agreement
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Human Services, and Weld County
School District No. 6, commencing July 1, 2008, and ending June 30, 2009, with further terms and
conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Colorado Works Program Agreement between the County of Weld,
State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf
of the Department of Human Services, and Weld County School District No. 6 be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 28th day of January, A.D., 2009, nunc pro tunc July 1, 2008.
Weld County Clerk to the B
I
BY.A \tit)/
Dept Clerk t. the Board
Date of signature.
BOARD OF COUNT,,COMMISSIONERS
ELD ,+UNTY, LORADO
ougla
can P. Conway
a .Kir e r
David E Long
tfS
2009-0228
HR0080
MEMORANDUM
DATE: January 26, 2009
WIlD TO: William F. Garcia, Chair, Board of County Commissioners
FROM: Judy A. Griego, Director, Human Services r ep rt t C 1
COLORADO RE:
Colorado Works Program Agreement for Services and Lease
between the Weld County Department of Human Services
and School District No. 6
Enclosed for Board approval are Colorado Works Program Agreements for Services and Lease
between the Weld County Department of Human Services and School District No. 6. This
Agreement was presented at the Board's August 20, 2008, Work Session. The Agreement
continues the development of Multidisciplinary Youth Assessment Team (MYAT) under a pro-
active approach to assist Human Services and the community in meeting the needs of at -risk
youth and their families in Weld County by connecting or developing positive alternatives for
youth and families, strengthening families, and preventing these youth from entering the Child
Welfare or Youth Corrections systems.
The major provisions of this Agreement are as follows:
No
Contractor
Number to be Served
Maximum Contract
Amount
1
School District No. 6
100 eligible youth and
families per 40 -hour FTE
$42,848.00 per year
Human Services will provide "Office Space", as located in either the Weld County Department
of Human Services Building at 315 North 11 `" Avenue, Greeley, Colorado, or the Weld County
Southwest Administration Building at 4209 WCR 24''A, Longmont, Colorado
The term of this Agreement is from July 1, 2008 through June 30, 2009.
If you have questions, please give me a call at extension 6510.
2009-0228
COLORADO WORKS PROGRAM AGREEMENT
This Agreement, by and between the County of Weld, a political subdivision of the State
of Colorado, by and through its Board of County Commissioners, on behalf of the Weld County
Department of Human Services (collectively, "Human Services") and Weld County School
District No. 6 ("School District"), a public school district, is effective :Tv ,1 , 2006Yi
BACKGROUND INFORMATION
A. Human Services administers educational and training activities under the
Colorado Works Program, including a Multidisciplinary Youth Assessment Team "MYAT", to
serve at -risk youth and their families in Weld County by developing positive alternatives,
strengthening families and preventing these youth from entering the Child Welfare or Youth
Corrections systems.
B. Among the goals of the MYAT program are to work collaboratively with schools
and other agencies to assist clients in developing coping skills and strategies, which includes
developing appropriate relationships with community resources.
C. Under the MYAT program, Human Services contracts with various agencies and
school districts ("MYAT Partners") to provide case management and other services.
D. Human Services wishes to contract with School District to be a MYAT Partner,
and School District agrees to provide services as set forth below.
NOW TI IEREFORE, in consideration of the mutual agreements set forth herein, Human
Services and School District agree as follows:
AGREEMENT
1. Background Information. The foregoing Background Information is
incorporated herein by reference.
2. Term. The term of this Agreement shall begin on July 1, 2008, and will expire
June 30, 2009, or as any other provisions for termination contained herein may allow.
3. Scope of Services.
a. School District agrees to:
i. provide a 40 hour FTE employee to provide case management and related
services pursuant to the MYAT program (the "School District Employee"). The
School District Employee shall:
Page 1 of 28
(a)
have the qualifications mutually agreed upon by the parties hereto;
(b) serve a minimum of 100 eligible youth and their families through
contacts, follow-up and case management services;
(c) participate in required activities of the MYAT program and
document such participation on appropriate time sheets;
(d) provide data entry into the MYAT data system to document
progress in meeting the minimum involvement described in subparagraph
ii above;
(e) abide by Colorado Revised Statute (C.R.S.) 26-6-104, requiring
criminal background record checks for all employees, contractors, and
sub -contractors;
(1) provide the above and those additional services outlined in Exhibit
A, which is attached hereto and made a part hereof by reference.
ii. designate a supervisor to:
(a) provide oversight of hours worked and performance of the School
District employee;
(b) participate in monthly meetings with Human Services personnel
responsible for the MYAT program to actively participate in the planning
and implementation of MYAT;
(c) provide to the School District Employee information and training
concerning MYAT Operational Procedures as set forth in Exhibit B, which
is attached hereto and made a part hereof by reference; and
(d) participate in conflict resolution procedures where appropriate.
b. Human Services agrees to:
i. administer, organize the planning and implementation of the programs to
be offered, provide written policies as approved by the Board of County
Commissioners and document the outcomes of the MYAT program;
ii. assign a Manager(s) to assist in the development and implementation of
the MYAT Assessment Team and assignment of cases for the School District
Employee;
Page 2 of 28
iii. be responsible for the identification and referral of youth and families to
the Multidisciplinary Youth Assessment Team; and
iv. manage biweekly meetings between the School District Employee and the
Human Services Manager(s) and monthly meetings between the School District
supervisor and the Human Services Manager(s).
4. Office Space. Human Services will provide, at no cost to School District, one
work space to the School District Employee, located at its Greeley location, 315 North 11`h
Avenue. Human Services shall provide, own and maintain all office equipment within the office
space, including without limitation, telephones, filing cabinets and computer systems, furniture
and supplies. In consideration of the use of such office space, School District agrees:
a. to use ordinary care when using the office space and to keep it in clean and
sanitary condition; and
b. to use the office space only for MYAT program related purposes;
c. to allow authorized Human Services personnel to enter into the office space at any
reasonable time; and
d. to be liable to Human Services for all loss, injury or damage to the premises
resulting from the conduct of the School District Employee.
5. Payment. During the term of this Agreement, Human Services agrees to pay
School District a maximum of $42,848.00, in monthly installments of $3,570.66, subject to the
following conditions:
a. School District has not materially breached the provisions of this Agreement;
b. School District shall submit monthly billings, reviewed and signed by School
District's authorized representative to Human Services for costs and services provided
pursuant to the terms of this Agreement no later than the 15`h day of each month in a form
approved by Human Services, and in the event such billing is not timely submitted,
Human Services shall not be required to make payment; and
c. School District shall comply with financial administrative requirements as
identified to it by Human Services.
d. Human Services shall pay the monthly billings submitted by School District for
those services identified in this Agreement.
c. School District agrees to cooperate with Human Services with respect to its
financial management requirements, program objectives and reporting requirements, and
Page 3 of 28
to provide such information as is requested by Human Services in order for Human
Services to comply with such requirements , as set forth in the Financial Management
Manual adopted by the State of Colorado and other applicable state and federal law.
6. Compliance with Applicable Laws. At all times during the term of this
Agreement, School District shall strictly adhere to and comply with all applicable federal and
state laws, orders and regulations as they currently exist or may hereafter be amended, including
but not limited to all applicable laws and regulations respecting discrimination School district
acknowledges that the following laws are included:
- Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1
et. seq. and its implementing regulation, 45 C.F.R. Part 80 et. seq.; and
- Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. Section
794, and its implementing regulation, 45 C.F.R. Part 84; and
- the Age Discrimination Act of 1975, 42 U.S.C. Sections 6101 et. seq.
and its implementation regulation, 45 C.F.R. Part 91; and
- Title VII of the Civil Rights Act of 1964; and
- the Age Discrimination in Employment Act of 1967; and
- the Equal Pay Act of 1963; and
- the Education Amendments of 1972; and
- Immigration Reform and Control Act of 1986, P.L. 99-603;
and all regulations applicable to these laws prohibiting discrimination because of race,
color, national origin, and, sex, religion and handicap, including Acquired Immune
Deficiency Syndrome (AIDS) or AIDS related conditions, covered under Section 504 of
the Rehabilitation Act of 1973, as amended, cited above. Included if 45 C.F.R. Part 74
Appendix G 9, which requires that affirmative steps be taken to assure that small and
minority businesses are utilized, when possible, as sources of supplies, equipment,
construction and services. This assurance is given in consideration of and for the purpose
of obtaining any and all federal and/or state financial assistance.
7. Certifications School District assures and certifies that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared
ineligible or voluntarily excluded from covered transactions by a federal
department or agency.
b. Have not, within a three-year period preceding this Agreement, been
convicted of or had a civil judgment rendered against them for commission of
fraud or a criminal offense in connection with obtaining, attempting to obtain, or
Page 4 of 28
performing a public (federal, state, or local) transaction or contract under a public
transaction; violation of federal or state antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by
a government entity (federal, state, or local) with commission of any of the
offenses enumerated in this paragraph of this certification; and
d. Have not within a three-year period preceding this Agreement, had one or
more public transactions (federal, state, and local) terminated for cause or default.
8. Monitoring and Evaluation. School District and Human Services agree that
monitoring and evaluation of the performance of this Agreement shall be conducted by both
parties, and the parties further agree to assign oversight responsibilities to evaluate the MYAT
program to the Weld County Families, Youth and Children's Commission ("FYC"). School
District shall cooperate with FYC and Human Services with respect to such monitoring and
evaluation, and it acknowledges that the results thereof shall be provided to the Board of Weld
County Commissioners. School District shall permit Human Services and any other duly
authorized agent or governmental agency to monitor all activities conducted by School District
pursuant to the terms of this Agreement, including examination of program data, special
analyses, on -site checks, formal audit examinations or other reasonable procedures. All such
monitoring shall be performed in a manner that will not unduly interfere with services to be
provided hereunder. Evaluation by FYC will, at a minimum, document and review the following
areas:
a. If the project successfully reduced the number of open cases in the child
welfare system or adjudicated youth in the juvenile justice system.
b. If the project successfully reduced high cost services, such as out -of -home
placement, detention, or DYC Commitment.
c. If the project successfully re -focused resources within Human Services
and District 6 to continue the MYAT project.
d. If the project successfully developed a better system design to meet the
needs of the youth and families in regards and, at a minimum, to:
1) Keep families together through a better utilization of existing
community resources to avoid the opening of a case in the child welfare
and juvenile justice systems.
2) Graduate youth from school or GED, if appropriate.
Page 5 of 28
3) Affect positive wage gains for youth.
4) Improve the ability of families to access and maintain services as
documented by outcomes of treatment plans.
e. If the project successfully reduced the number of minority youth entering
the child welfare and adjudicated as a youth offender.
9. Termination. This Agreement may be terminated at any time by either party upon thirty
(30) days written notice. In addition, this Agreement may be terminated immediately if funding
for this program becomes unavailable.
10. Relationship of the Parties. Nothing herein shall create or be construed as creating a
partnership, joint venture or agency relationship between the parties, and no party shall have the
authority to bind the other in any respect. School District shall be the employer of all persons
providing services under paragraph 3.a. of this Agreement, shall have the sole responsibility for
paying salary, including benefits and shall maintain such general liability, workers' compensation
and unemployment insurance coverage as are required by the State of Colorado.
11. Insurance. In addition to the above, School District shall, at all times during the term of
this Agreement, maintain such liability insurance as is necessary to meet its liabilities under the
Colorado Governmental Immunity Act. Upon request, School District shall furnish Human
Services with a certificate of insurance. School District shall give Human Services timely
notification in writing of any pending or threatened claims against School District arising
hereunder.
12. Governmental Immunity; Limitation of Liability. Each party to this agreement shall
be responsible for its own negligence and that of its directors, officers, employees, agents and
representatives. Notwithstanding any other provision of this Agreement to the contrary, no term
or condition hereof shall be construed or interpreted as a waiver, express or implied, of any of the
immunities, rights, benefits, protection or other provisions of the Colorado Governmental
Immunity Act, C.R.S. §24-10-101 et seq., as now existing or hereafter amended. The provisions
of this Agreement shall be controlled, limited and otherwise modified to limit the liability of the
parties hereto to the above cited law.
13. No Pecuniary Interest. No member of the School District's Board of Education, officer
or employee of School District shall have any pecuniary interest, direct or indirect, in this
Agreement or the payment provided for hereunder. School District certifies that Federal
appropriated funds have not been paid or will be paid, by or on behalf of the District to any
person for influencing or attempting to influence an officer or employee of an agency, a Member
of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any federal grant, the
making of any federal loan, the entering into of any cooperative agreement, and the extension,
Page 6 of 28
continuation, renewal, amendment, or modification of any Federal contract, loan, grant, or
cooperative agreement.
The Appearance of Conflict of Interest applies to the relationship of School District with
Human Services when the District also maintains a relationship with a third party and the two
relationships are in opposition. In order to create the appearance of a conflict of interest, it is
not necessary for School District to gain from knowledge of these opposing interests. It is only
necessary that School District know that the two relationships are in opposition. During the term
of the Agreement, School District shall not enter any third party relationship that gives the
appearance of creating a conflict of interest. Upon learning of an existing appearance of a
conflict of interest situation, School District shall submit to Human Services, a full disclosure
statement setting forth the details that create the appearance of a conflict of interest. Failure to
promptly submit a disclosure statement required by this paragraph shall constitute grounds for
Human Services' termination, for cause, of its contract with School District.
14. Records. School District will maintain sufficient and adequate records to provide
accurate disclosure of the status of the funds received under this Agreement for three (3) years or
the completion and resolution of an audit to assure compliance with the terms hereof and to
permit any duly authorized agent to audit and monitor said records. School District agrees to
maintain confidentiality of the records created by it pursuant to this Agreement. School District
shall protect the confidentiality of all applicant records and other materials that are maintained in
accordance with this Contract. Except for purposes directly connected the administration of the
Child Protection, no information about or obtained from any applicant/recipient in possession of
School District shall be disclosed in a form identifiable with the applicant/recipient or a minor's
parent or guardian. School District shall have written policies governing access to, duplication
and dissemination of, all such information. School District shall advise its employees, agents
and subcontractors, if any, that they are subject to these confidentiality requirements. School
District shall provide its employees, agents, and sub -contractors, if any, with a copy or written
explanation of these confidentiality requirements before access to confidential data is permitted.
To insure the confidentiality of the records, School District agrees that no records shall be
removed from the leased offices for any purpose. This obligation to protect confidential
information shall survive the termination of this Agreement.
Human Services assures that sufficient, auditable, and otherwise adequate records that
will provide accurate, current, separate, and complete disclosure of the status of the funds
received under the Agreement are maintained for three (3) years or the completion and resolution
of an audit. Such records shall be sufficient to allow authorized local, Federal, and State auditors
and representatives to audit and monitor School District.
All such records, documents, communications, and other materials shall be the property
of Human Services and shall be maintained by it in a central location as custodian for a period of
four (4) years from the date of final payment under this Contract, or for such further period as
Page 7 of 28
may be necessary to resolve any matters which may be pending, or until an audit has been
completed with the following qualification: If an audit by or on behalf of the federal and/or state
government has begun but is not completed at the end of the four (4) year period, or if audit
findings have not been resolved after a four (4) year period, the materials shall be retained until
the resolution of the audit finding.
15. Funds. School District acknowledges that the source of funds to be used under this
Agreement is Colorado Works Program and that nothing contained herein shall create an
obligation on the part of Weld County to expend funds not otherwise appropriated.
16. Notice. For purposes of this Agreement, the individuals identified below are designated
representatives of the respective parties. All notices required to be given by the parties hereunder
shall be hand delivered or sent by certified or registered mail to such representatives at the
addresses set forth below. Either party may change its representative by giving notice as
described herein.
If to Human Services:
If to School District:
Mark Lindquist, Manager 2 and Judy Griego, Director
Weld County Department of Human Services
P.O. Box A
Greeley, CO 80632
John Gates, Director of School Safety
1025 9th Avenue
Greeley, CO 80631
17. Legal Authority. Each party hereto warrants that it has the legal authority to enter into
this Agreement and that it has taken all actions required by its procedures, by-laws and/or
applicable law to exercise that authority and to lawfully authorize its undersigned signatory to
execute this Agreement.
18. Modification and Amendment. This Agreement is subject to such modifications as
may be required by changes in federal or state law or their implementing regulations. Any such
required modification shall automatically be incorporated into and be a part of this Agreement on
the effective date of such changes as if fully set forth herein. Except as provided above, no
modification of this Agreement shall be effective unless agreed to in writing by both parties.
19. Assignment. This Agreement may not be assigned by either party without the express
written consent of the other party hereto.
20. Force Majeure. Neither party to this Agreement will be deemed to be in breach thereof
if it is or it reasonably determines it is prevented from performing any of its duties or obligations
for any reason beyond such party's control, including without limitation flood, storm, strikes,
acts of God or the public enemy or statute, ordinance, regulation, rule or action of any applicable
governmental entity.
Page 8 of 28
21. Third Party Beneficiaries. It is expressly understood and agreed that the enforcement
of the terms and conditions of this Agreement and all rights of action relating to such
enforcement shall be strictly reserved to School District and Human Services. Nothing contained
herein shall give or allow any claim or right of action whatsoever by any third person.
22. Complete Agreement; Binding Effect. This Agreement constitutes the complete
agreement of the parties with respect to the subject matter hereof. This Agreement shall be
binding upon and inure to the benefit of the parties hereto, their successors and permitted assigns.
23. Governing Law. This Agreement shall be construed and enforced in accordance with
the laws of the State of Colorado.
24. Severability. If any provision of this Agreement is found by a court of competent
jurisdiction to be illegal or unenforceable for any reason, such clause or provision shall be
modified to the extent necessary to make this Agreement legal and enforceable. If it cannot be so
modified, such clause or provision shall be severed from the remainder of the Agreement to
allow the remainder to remain in full force and effect.
25. Waiver. The waiver of any breach of a term, provision or requirement of this
Agreement shall not be construed or deemed as a waiver of any subsequent breach of such term
or any other provisions hereof.
26. Remedies. The Director of Human Services or designee may exercise the following
remedial actions should s/he find School District substantially failed to satisfy the scope of work
found in this Agreement. Substantial failure to satisfy the scope of work shall be defined to
mean incorrect or improper activities or inaction by School District. These remedial actions are
as follows:
a. Withhold payment to School District until the necessary services or corrections in
performance are satisfactorily completed;
b. Deny payment or recover reimbursement for those services or deliverables which
have not been performed and which due to circumstances caused by School
District cannot be performed or if performed would be of no value to the Human
Services. Denial of the amount of payment shall be reasonably related to the
amount of work or deliverables lost to Human Services;
c. Incorrect payment to School District due to omission, error, fraud, and/or
defalcation shall be recovered from School District by deduction from subsequent
payments under this Agreement or other agreements between Human Services and
Page 9 of 28
District 6, or by Human Services' initiation of a civil action to recover the funds
as a debt due to Human Services or otherwise as provided by law.
27. Litigation. District 6 shall promptly notify Human Services in the event that District 6
learns of any actual litigation in which it is a party defendant in a case, which involves services
provided under this Agreement. District 6, within five (5) calendar days after being served with a
summons, complaint, or other pleading which has been filed in any federal or state court or
administrative agency, shall deliver copies of such document(s) to the Human Services' Director.
The term "litigation" includes an assignment for the benefit of creditors, and filings in
bankruptcy, reorganization and/or foreclosure.
Page 10 of 28
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date set forth
below:
WELD COUNTY SCHOOL DISTRICT NO. 6
By:
Attest:
Wayne ads, Chief Operations Officer
Secretary
Date: 7
_2 Z
COUNTY OF WELD COLORADO, BY AND
Attest: " ""` `" t' ````"''" THROUGH THE BOARD OF COUNTY
lerk to the Board COMMISSIONERS OF THE COUNTY OF
By:
ON BEHALF OF THE WELD COUNTY
DEPARTMENT OF HUMAN SERVICES
arc is Chairman
JAN C
1 Le
'(i 1 .�j �,lu
Debi y Cleric to the Board ii\t
/9siaVE j': v' FORM:
unty Attorney
APPROVED:
By:
fi
/
0
Chair, Families, Youth and Children Commission, Weld County
APPROVED AS TO SUBSTANCE:
I•i •
By:
Judy A. Griego, Director, Wekl,County
Department of Human Services
Page 11 of 29
EXHIBIT A
SCOPE OF SERVICES:
ADDITIONAL REQUIREMENTS
1. Scope of Services School District would be unable to provide full participation to this
project without program development funds to be made available under this Agreement.
Resources from this Agreement will allow School District to provide various levels of
expertise from its organization to meet the planning and implementation needs for this
project. Human Services and School District shall continue to develop and School
District shall deliver quality services and evidence -based practices and outcomes in the
areas of:
a. Specific treatment plans that incorporate access to existing community services
and the development of new service alternatives to address:
drug and alcohol issues including utilization of Detox,
youth services, education groups, support groups,
Alcoholics Anonymous, assessment and testing; and
mental health issues including assessment, individual
treatment, medication evaluations, psychological
evaluations; and
mediation/mentoring issues including family group
conferencing, mediation, teen parenting classes; and
educational and employment issues including interfacing
with schools and facilitating extracurricular recreational
activities; and
faith Based and community issues including collaborative
between various agencies and coordination of mentoring,
counseling and other activities especially for south Weld
County; and
juvenile delinquency issues including assessment, case
management, supervision, restorative justice, and other
related activities.
b. Case management services including interviewing, making appropriate home
visits, accepting the assignment of specific cases for purposes of connecting
services outlined in the treatment plan for families and youth, reporting the
outcomes of such treatment plans, and identifying gaps, duplication, outcomes,
and system modification needs.
Page 12 of 28
2. Eligible Youth. Human Services shall be responsible for identifying and referring
youth and their families who are eligible for the project. The eligible youth and their
families include:
a. Youth who are not involved with child welfare or juvenile justice system and
are aged ten through seventeen years of age; and
b. Youth and families experiencing conflicts regarding alcohol and drugs, suicidal
ideation, runaway behaviors, depression, truancy, and/or disobedience; and
c. Youth from families who are applicants of or receiving TANF, Medicaid, and
Food Stamps and have incomes below 185% of poverty level; or
d. Youth from families who are non -custodial parents and are unemployed or
underemployed and have incomes below 185% of poverty level; or
e. Youth from families who meet the eligibility standards under Sections 6.002.1,
D; Section 6.009.3; and Section 6.027.4, Weld County Department of Human
Services' Operations Manual.
3. Role of Human Services
a. Human Services will be responsible for the identification and referral of youth
and families the MYAT Assessment Team, and assignment of cases to School
District.
b. Human Services will manage biweekly meetings to be held between School
District MYAT Employee and, at least monthly, the assigned District 6
managerial/supervisory staff person with Human Services Manager(s) to
promote quality communication and resolve implementation issues.
c. Human Services will administer and provide funding for direct services to
MYAT clients, as authorized by Human Services, and which are not duplicative
of existing community resources, identified as a result of the MYAT
recommended treatment plan options.
4. Role of School District
a. In addition to the services set forth in the Agreement, School District agrees to
participate in the following functions of the project as follows:
Page 13 of 28
1) As a member of MYAT to enter into a Memorandum of Understanding
with Human Services outlining how its employees will meet the
expectations of the MYAT Operational Guidelines, as revised, and to
develop appropriate treatment plans for youth and families through PTE
commitment by School District. District 6 agrees to comply with the
MYAT Operational Guidelines, as revised and attached as Exhibit D.
2) School District employees shall escort all MYAT clients to and from
the Office Space and reception area;
3) School District will assure that it will promote a positive team
environment by actively engaging in the resolution of conflicts/concerns
with each member of MYAT.
b. School District agrees to manage its own MYAT Team Member's or MYAT
Supervisor's/Manager's relationship and team conflict issues with another
MYAT Partner through their MYAT Team Members and/or MYAT
Supervisor/Managers within 30 calendar days of the reported incident. District
6 agrees to make available a report of the resolution reached by all parties to
Human Services within five working days upon the conclusion of its resolution
Page 14 of 28
EXHIBIT B
MYAT OPERATIONAL GUIDELINES
1. Multidisciplinary Youth Assessment Team Operational Guidelines
Human Services and the MYAT Partner developed policies and procedures to
document "full participation" by MYAT Partner and regarding MYAT treatment,
assessment, and the assignment of cases.
2. Vision of MYAT
The success of the MYAT concept has been directly related to the strength of the
MYAT team approach to providing support and intervention to Weld County families.
That strength is a product of a multidisciplinary team that staffs every case providing
insight from a broad range of professional perspectives. The team also provides
members additional resources and programming, insight into contracted agency
operations, co -case management, and a safe supportive environment to express
concerns or frustrations.
In order to support the success of MYAT, each team member must commit themselves
to support an environment in which various opinions are encouraged and discussed with
an open mind and without malice. The goal of the team process must be guided by best
practice in order to provide the best possible services to the family. Client family
dynamics may be complicated and the correct sequencing must be utilized in order to
enable families to make positive change. The team provides feedback and insight into
the underlying trauma that may be driving the family system and what resources are
currently available to address those issues.
3. MYAT Intake Procedures
The MYAT Intake Procedures provide guidelines for intake and treatment for eligible
clients, as identified in Human Services.
A. Walk-in clients: The Human Services Intake Duty Worker will initially meet
with the family of the youth as they arrive. The duty worker would determine if
they meet Human Services eligibility criteria for services.
B. If the family does not meet Human Services criteria then the Human Services
Duty Worker will call the "On Call" MYAT Case Manager assigned for duty
that day. If there is more than one Case Manager on duty this day, then the case
will go to the Case Manager who can respond immediately.
Phone inquiries: The Human Services Intake Duty Worker may get phone
inquiries as well as walk-ins. The duty worker would determine if they meet
Page 15 of 28
Human Services eligibility criteria for services. If the family does not meet
Human Services criteria then the Human Services Duty Worker will transfer the
call to the MYAT Case Manager assigned for duty that day. The Human
Services Duty Worker will provide the appropriate information to the MYAT
worker at that time. The call should not be transferred without providing the
appropriate information to the MYAT worker.
The MYAT Case Manager will meet and greet the family of the youth in the
Human Services lobby area and escort them back to the MYAT office area.
E. The initial meeting between the MYAT Case Manager and the family should, at
a minimum, contain the following elements:
1) Provide calm assurance, de-escalate emotions, and provide empathic
support.
2) Explore and identify the presenting problem and precipitating factors as
to why the family is seeking assistance. Attempt to get as much history
as possible.
3) Inquire as to what procedures or resources that have been used or
contacted in the past to remedy this situation. Confirm eligibility.
4) Explain the MYAT program and what the program is designed to do for
youth and families in need. Provide a brochure or other handouts that
provide additional education regarding the program that the family can
take home with them.
5) Explain that there will be some amount of paperwork involved to initiate
services.
6) Explain and have the family sign necessary forms such as Release of
Information (ROI), and disclosure forms.
7) The initial screening process will include completion of the CYO-LSI
assessment.
8) Discuss and document a preliminary plan for treatment.
9) Give the family a list of community resources and direct them to specific
resources that they may contact.
10) Explain that their case will be staffed within a week and a specific
MYAT team member will be assigned to work with them based upon
their specific needs, and it may or may not be the Case Manager seeing
them that day.
Page 16 of 28
11) Once a case is assigned to a specific Case Manager the designated CM
will contact them, initiate individual services and continue with the
treatment plan.
12) There may be occasions when after the first initial session with the on -
call Case Manager that the issues or crisis that brought the family in can
be resolved without further intervention or sessions. If this is the case
then the Case Manager will document this into the record and notify the
client that he/she will make a follow up contact with the family to check
on progress.
13) Upon completion of the session with the family the MYAT Case
Manager will document the following information in the main logbook.
a) Client number (example: MY001).
b) Primary client name (the youth's last name).
c) MYAT staff name that provided the initial session, and if another
staff was assigned to the case then that individual would be entered
in the log at the staffing session.
14) The MYAT Case Manager will open a chart on this family, file all
available documents in the chart, and put the chart in the designated
MYAT records file. This should be done before the Case Manager
leaves for the day.
4. The MYAT Staffing Case Conference
The MYAT Staffing Case Conference procedures define the process and provide
guidelines for staff to review client cases, assign Case Managers to specific cases,
discuss treatment planning, referrals and treatment progress for MYAT clients and their
families.
A. Case conferences or client staffing will occur, at minimum, once per week at a
regular designated time and day. Additional client conferences may occur at the
discretion of the team per the unique needs of a particular client case.
B. The staffing conference will include but not necessarily be limited to the
following outline and presentation of the client cases:
1) Review the presenting problems and why the client/family sought
services.
2) Identify the priority needs of the client and their family.
3) Identify the client's strengths, and resources available to assist with their
problem.
Page 17 of 28
4) Review the assessment information and discuss level of care needs.
5) Identify possible barriers that may block further progress.
6) What will this client need to be successful?
7) How can the MYAT team be best utilized to assist this client?
8) Develop a plan for treatment with specific goals and objectives to
include anticipated length of service and estimated number of sessions.
9) Assign a member of the team to be the primary case manager for this
client.
10) Reports follow up activities and information on past and present cases.
The staffing conference may also determine that some of these cases are
presenting with symptoms and or problems that are beyond the scope of the
MYAT Team. If this occurs then the case conference will include appropriate
referrals to indicated agencies that can best meet the needs of the client.
D. The designated primary case manager assigned to a particular case will be
responsible to contact the client to agree upon the recommended course of
treatment and to follow up with any indicated referrals.
5. MYAT Home Visits
These policies and procedures provide guidelines for staff when services are provided
out of the Human Services office location.
A. A home visit may be recommended upon initial intake, or at any time during the
clients care. However, the decision to proceed and initiate home visits will be
made at the first available case staffing conference and upon consensus of the
MYAT team.
The rationale, goals, and objectives for home visits will be discussed with the
client/family and documented in the client's record.
C. The client/family must agree to allow home visits to occur and this must be
acknowledged by signature in the treatment plan. If the client/family does not
wish to cooperate with recommendations for home visits then the MYAT team
will explore alternative treatment options.
D. The treatment plan will identify the schedule, frequency, and number of sessions
recommended to meet goals for the home visits.
E. The following are safety guidelines that MYAT Partner staff members are
expected to follow when they are providing services out of the office:
Page 18 of 28
1) Staff is advised to not enter any location where they feel threatened or
unsafe.
2) Always call ahead to confirm appointment. Do not show up
unexpectedly.
3) On first visit inquire if there are weapons in the home. Request that they
be secured during your visits.
4) Whenever possible, try to make appointments during daylight hours.
This may not always be possible because of clients who work during the
day. All appointments should be concluded by 9 p.m.
5) Do not wear expensive or "flashy" clothing and/or jewelry. Dress
conservatively.
6) Carry a minimal amount of money and valuables. Whenever possible,
the MYAT Partner staff person should secure purses or other personal
items in the trunk of a vehicle before arriving for an appointment.
7) Always document and update your schedule on the sign out sheet that is
posted and available for the MYAT supervisor.
8) All incidents of threats or other aggressions made against you during
your appointments are to be reported to the MYAT supervisor and your
agency program manager.
6. MYAT Treatment Planning
These policies and procedures assure that each client/family is involved in and has a
role in planning the direction of their individual plan.
A. Initial preliminary treatment goals will be established in collaboration with the
client/family during the intake meeting. It is suggested that the client and family
themselves identify specific treatment goals that they are willing to work
towards.
B. The treatment plan will be individualized for each client. The preliminary
treatment plan should be developed during the first intake session. During the
case staffing session, additional input will be provided to the MYAT case
manager regarding other possible areas to be included in the revised treatment
plan. A treatment plan will be developed and finalized in collaboration between
the MYAT case manager and the client/family.
Page 19 of 28
C. The treatment plan is to be signed and dated by the client/family and the primary
MYAT case manager assigned to this particular case.
The treatment plan should include goals that are, expressed in the words of the
client/family, appropriate to the client's age and culture, based upon strengths
and needs.
E. The treatment plan should include objectives that are measurable, achievable
and time limited.
F. The treatment plan should be reviewed and revised as frequently as indicated by
changes to the clients' circumstances and progress. A treatment plan should be
reviewed at a minimum of once every 30 days.
7. MYAT Follow -Up Client Outcomes
These policies and procedures provide the guidelines for the MYAT case managers to
conduct follow up services and to track client outcomes.
A. At a minimum, the MYAT program will be reviewed at the end of each phase
by the FYC Commission to review the following outcomes:
1) If the project successfully reduced the number of open cases in the child
welfare system.
2) If the project successfully reduced the number of adjudicated youth in
the juvenile justice system.
3) If the project successfully reduced high cost services, such as out -of -
home placement, detention, or DYC Commitment.
4) If the project successfully re -focused resources within Human Services
and the MYAT Partner to continue the MYAT project.
5) If the project successfully developed a better system design to meet the
needs of the youth and families in regard to:
a) Keep families together through a better utilization of existing
community resources to avoid the opening of a case in the child
welfare and juvenile justice systems.
b) Graduate youth from school or GED.
c) Affect positively wage gains for youth.
Page 20 of 28
d) Improve the ability of families to access and maintain services as
documented by outcomes of treatment plans.
6) If the project successfully reduced the number of minority youth entering
the child welfare system.
7) If the project successfully reduced the number of adjudicated minority
youth.
B. The MYAT case manager assigned to a particular client/family will be
responsible to conduct follow up contacts upon completion of the agreed upon
course of treatment. The follow up contacts are to occur at one (1) week, one
(1) month, three (3) months, and six (6) months post discharge.
C. The MYAT case manager assigned to a particular client/family will document
the results of the follow up contacts using the designated follow up contact
sheet. The follow up contact sheet will be placed in the client's record and a
copy will be kept in the follow up file for analysis of trends.
8. MYAT Activity Sheet/Activities Guidelines
These policies and procedures establish standard guidelines for each MYAT agency
describing activities that count toward the FTE hours of the MYAT worker(s).
Beginning October 1, 2002, activity sheets will be turned in by the 15th of the month to
the MYAT team supervisor. The activity sheets will cover the time frame of the 16`h
through the 15th of the next month. One activity sheet will be turned in for each MYAT
worker.
A. The MYAT agency will use the designated activity sheet provided by Human
Services to document activities related to each case.
All work done by MYAT agency personnel related to the MYAT project would
count toward the FTE hours, as provided in Exhibits A, B, and D. For example,
if a Iluman Services referral was sent to a MYAT agency for brief intervention,
evaluation or assessment that cannot be done by the primary MYAT team
member(s) assigned to the MYAT project, it would count toward the FTE hour
requirement.
C. Primary services related to the MYAT project include: any client contact, direct
services (counseling/groups), paperwork, documentation of activities, data entry,
travel time, home visits, case management activities, case consultation,
collateral contacts, any MYAT client or administrative staffing, and duty days at
Human Services.
Page 21 of 28
9. MYAT Guidelines Related to the MYAT Contracted FTE
These policies and procedures provide guidelines related to the MYAT contracted FTE.
A. Participation in the MYAT project is not intended to cost the participating
agency additional resources. Therefore, any out of pocket cost, which is pre -
approved by the Human Services MYAT supervisor, would be billable to the
MYAT project.
B. Approved expenses by the MYAT team will be billed to Human Services
MYAT project treatment plan fund using the designated Human Services form.
Examples of types of eligible activities may be paying under the treatment plan
may be for the payment of participation fees for a youth to participate in an after
school activity or in purchasing of uniforms or equipment for a youth.
C. The primary MYAT member(s) assigned to the team will have their benefits
covered by the MYAT Partner to include sick and vacation leave or any other
legally binding leave status such as worker compensation or Family Medical
Leave Act (FMLA). The MYAT Partner ensures that its employees assigned to
perform the duties of this Contract will not exceed the number of paid holidays
established annually and published by resolution of the Board of County
Commissioners, and will not exceed 12 days of sick leave for a 40 hour per
week FTE and 10 days of sick for a 32 hour per week FTE; and 12 days of
vacation leave for a 40 hour per week FTE and 10 days of vacation for a 32 hour
per week FTE for each year commencing July 1, 2004, as part of the definition
of full time participation by the MYAT Partner through its FTE. The
employees performing the duties of the MYAT Partner only and shall not be
entitled to any salary or benefits from the County.
D. Licensing activities performed by a MYAT Partner who has a 46 hour per week
FTE to ensure that they are in compliance with agency licensing standards shall
be counted toward the 46 -hour FTE. For example, if educational training,
clinical supervision, or attendance at a staff meeting is required to maintain their
status of expertise the MYAT worker and clinical supervisor's time spent in
such activities will count toward the FTE hours (not to exceed one hour per
week for each worker/supervisor).
Page 22 of 28
E. Training hours will be capped at 24 hours annually for all primary MYAT
workers.
F. For a MYAT Partner who has a 32 hour per week FTE, attendance at the MYAT
agency staff meetings is counted toward the FTE hours, as well as attendance at
staff meetings at member agencies (not to exceed 2 hours per week).
6. MYAT team members will follow the Weld County Department of Human
Services Operations Manual while engaged in contracted MYAT program
duties.
10. Confidentiality
All client information and records obtained in the course of screening, evaluation, and
treatment shall be kept confidential. Substance abuse client information shall be
safeguarded pursuant to Federal law (42 CFR, part 2); mental health client information
shall be safeguarded pursuant to Colorado Revised Statues.
A. Records and information regarding current or former clients are confidential.
Information and records may only be disclosed to individuals to whom the client
has given specific written consent.
B. Before making any disclosures of client information or records, MYAT case
managers will consult with the MYAT supervisor or their agency supervisor. An
exception may be made in the case of a medical emergency, which would
require an immediate response.
C. During the initial intake process, the MYAT case manager should secure
appropriate release of information (ROI) forms and discuss with the client who
may be in need of information.
D. The MYAT case manager should document in the clients chart any request for
the release of client information, the information released, to whom it was
released, and when it was released.
11. Fees for Services
These policies and procedures define the fee schedule for eligible clients referred to the
MYAT program.
A. All services performed by the MYAT team for clients will be documented and
recorded in the client's record.
Page 23 of 28
B. All services performed by the MYAT team will be at no charge to the client or
their family. These services are as follows:
1) Intake and assessment into the MYAT program
2) Individual or group education sessions performed on -site for clients or
their family.
3) Crisis intervention.
4) Home visits (approved by the MYAT team).
5) Case Management, referral, resource finding, treatment planning,
discharge planning.
6) Follow-up contacts.
If a client or their family arc determined to require a more intensive level of care
than that offered by the MYAT team, and a referral to another agency such as
mental health or substance abuse treatment is indicated, then the MYAT case
manager would assist the client with the referral and follow up with the
contacts. The client would then be subject to applicable fees as per the
respective agency's sliding fee scale for services.
12. Mileage Reimbursement
These policies and procedures provide guidelines for staff to be reimbursed for mileage
for case management services and home visits.
A. MYAT staff will use the Human Services County Expense Account Sheet to
record their mileage and submit the completed sheet to the IIuman Services'
MYAT Supervisor. Expense Account sheets are not to go through the MYAT
Partner agencies.
B. Home visits and other case management trips are to be recorded in the client's
record.
The reimbursement for mileage for the program is equivalent to the mileage
provided to Weld County employees as established yearly by the Board of
County Commissioners.
Page 24 of 28
13. MYAT Case Manager Duty Schedule
These policies and procedures provide a current work schedule that will identify the
MYAT case manager(s) on duty during the week.
A. The MYAT case manager duty day schedule will be updated weekly and will be
posted for the following week no later than Friday afternoon.
B. A typical MYAT duty schedule will be from Monday through Friday. The time
of day may vary between respective agencies. The hours of duty and availability
of each duty worker will be posted on the duty schedule.
C. A copy of the duty schedule will be given to the Human Services' MYAT
Supervisor, a copy will be posted for the YIC duty workers, and a copy will be
posted in the MYAT case managers workstations.
D. It shall be the responsibility of the respective agencies MYAT case manager to
notify the Human Services supervisor of any revisions or changes to their
weekly schedule as they may occur.
E. When a MYAT case manager is not in the building during their noted duty times
then they will be required to sign out on the sheet indicated for that purpose.
14. Client Grievance and Complaint Procedure
These policies and procedures are to insure a standard practice in processing client
grievances and complaints. This process will allow clients to complain about the type
of care received, the quality of the care received, the person providing the care, or other
concerns regarding the services provided by the MYAT case manager or team.
A. A client, to include their family, may initiate a complaint or grievance.
B. If the complaint or grievance can be addressed and handled satisfactorily
between the person(s) involved then the issue could be resolved without further
intervention. However, the case manager(s) involved with the client complaint
would still be required to advise the Human Services supervisor that a complaint
was initiated and how the matter was addressed and resolved.
Page 25 of 28
If the complaint or grievance cannot be addressed between the parties involved
then the client will be given additional options as follows:
1) They can address their complaints directly to the Human Services
MYAT supervisor. If the client is not satisfied with the resolution of the
supervisor then they may appeal the decision to the next level of
supervision within the Human Services.
D. Upon intake into the MYAT program all clients will be provided with
mandatory disclosure of their rights to include the process for filing complaints
and grievances.
15. MYAT Referral Process
These policies and procedures assist clients in obtaining services that are needed but do
not meet current eligibility criteria for Human Services.
A. The MYAT case manager will assess the client's needs. In the event that
assessment indicates that the client's needs cannot be met within the scope of
the MYAT team, or it would be in the client's better interests to obtain services
from other programs in the community, the MYAT case manager will assist the
client with a referral to alternative treatment options.
B. Staff is to assure that the appropriate release of information forms is completed
and a copy placed in the client's record prior to referral to outside agencies or
programs.
C. Referrals for continuing care and/or for services outside the scope of the MYAT
team will be part of and documented in the client's discharge plan.
D. In the event that a MYAT case manager is unclear regarding the appropriateness
of any referral to the MYAT program they are to consult available team
members and/or the MYAT supervisor.
F. Upon the request of an authorized governmental entity, as directed by Federal
and/or State statute or regulation, any documentation from the MYAT case file
will be released.
Page 26 of 28
16. MYAT Database
These policies and procedures document demographic information, and outcome
evaluation information for clients whom the MYAT program has served.
A. The MYAT case manager assigned to a case is responsible for completing the
database form on their respective clients.
B. The intake/admit portion of the database form is to be completed at the time of
intake.
The discharge portion of the database form is to be completed within three (3)
working days of the client's termination of services.
D. The follow-up portion of the database form is to be completed at the following
intervals. One week post -discharge, one month post -discharge, three months
post -discharge, and 6 months post -discharge.
E. The completed portions of the database form will remain in the client's record.
A copy of each completed portion of the clinical database is to be turned in to
the Human Services' designated person immediately upon completion, who will
enter and record the data into a computer database. This database will allow for
query and study of the program outcomes on an on -going basis.
F. Please refer to the attached database form for details on the information to be
collected and recorded.
17. Roles and Responsibilities of MYAT Partner Agencies
These policies and procedures identify the roles and responsibilities of the MYAT
Partner Agencies as follows:
A. Comply with MYAT policies and procedures as outlined in the Agreement and
Exhibit A, MYAT Operational Manual.
B. Commit one FTE, as provided in Exhibits A, B, and D, to work as a case
manager in a Multidisciplinary Youth Assessment Team which involves
collaborating with team members in the design, implementation, and revisions
Page 27 of 28
of the program, including development of polices and procedures, design and
utilization of assessment and evaluation instruments, and treatment plans.
C. Provide interviews and crisis intervention to client and family by telephone
and/or face-to-face contact.
D. Provide case management services to family, which may involve visits to
school, home, or other community agencies.
E. Participate as a team member in case staffing conferences.
F. Maintenance of client charts and timely documentation of reporting data.
G. Learning and utilizing community resources to assist in client treatment as
needed.
H. Consultation and coordination with other professionals concerning client's
treatment needs.
L Attend supervisory sessions, agency staff meetings and in-service trainings and
assure that participation is met in mandatory unit meetings.
J. Recommend changes to improve such MYAT Operational Procedures and
present such recommendations in writing to other MYAT Partners for comment
and concurrence.
K. Assure that its MYAT employee, as a MYAT Team Member, will complete an
orientation process to introduce him/herself to other MYAT Team Members in a
spirit of cooperation and interest in each other's expertise and backgrounds.
Page 28 of 28
Hello