HomeMy WebLinkAbout20082802.tiff RESOLUTION
RE: APPROVE COLORADO WORKS PROGRAM AGREEMENT FOR SERVICES AND
LEASE AND AUTHORIZE CHAIR TO SIGN
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 for
Services and Lease 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 the
Weld County Probation Department, commencing July 1, 2008, and ending June 30, 2009, with
further terms and conditions being as stated in said agreement and lease, and
WHEREAS, after review, the Board deems it advisable to approve said agreement and
lease, 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 for Services and Lease 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 the Weld County Probation
Department be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement and lease.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 20th day of October, A.D., 2008, nunc pro tunc July 1, 2008.
BOARD OF COUNTY COMMISSIONERS
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E, , WELD COUNTY, COLORADO
ATTEST: �` , iii /►` fL�- G'"'
1861 (� Q William H. Jerke, Chair
Weld County Clerk to tt B. -". ' L
O FilsI EXCUSED
Robert M •e•, Pro-Tem
Deputy Cler o the Board
Willi Garcia
,I,ROAD AS M:
Davik. Long
oun Attorney (o� Ay�
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Date of signature: azAd9
2008-2802
HR0079
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MEMORANDUM
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> _„, DATE: October 16, 2008
11116 1'�� TO: William H. Jerke, Chair, Board of County Commis ione s
�•FROM: Judy A. Griego, Director, Human Servic p e
COLORADO RE: Colorado Works Program Agreement for ervices and Lease
between the Weld County Department of Human Services
and the Probation Department 19th Judicial District
Enclosed for Board approval are Colorado Works Program Agreements for Services and Lease
between the Weld County Department of Human Services and the Probation Department 19th
Judicial District. 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:
Maximum Contract
No Contractor Number to be Served Amount
1 Probation Department 19th 100 eligible youth and
Judicial District 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 111h
Avenue,Greeley,Colorado,or the Weld County
Southwest Administration Building at 4209 WCR 24 '/2, 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.
2008-2802
Contract No.: PY08/09-CWP-25A
COLORADO WORKS PROGRAM AGREEMENT FOR SERVICES AND
LEASE BETWEEN WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND
PROBATION DEPARTMENT 19TH JUDICIAL DISTRICT
This Agreement and Lease, made and entered into the �-tfr day of Sept-nil,. 2008, by and
between the County of Weld, a political subdivision of the State of Colorado, by and through the Board of
County Commissioners of the County of Weld, on behalf of the Weld County Department of Human
Services, hereinafter referred to as "Human Services", and Probation Department 19th Judicial District,
hereafter referred to as"Probation".
WITNESSETH
WHEREAS, required approval, clearance and coordination has been accomplished from and with
appropriate agencies; and
WHEREAS, the County of Weld has provided Human/Social Services fund resources for
education, training, and support services for Weld County's low-income families;and
WHEREAS, positive youth development and the strengthening of families are major goals for
Colorado including Weld County; and
WHEREAS, meeting the needs of at-risk youth and their families in Weld County is a critical
issue; and
WHEREAS, Human Services and Probation agree to a common planning goal of "intervening
successfully with families in the least intrusive manner while maximizing safety before they enter the child
welfare and juvenile justice systems; and upon entry into the child welfare systems,to expedite the positive
resolution of their treatment or case plans" ;and
WHEREAS, Human Services and Probation agree that that a multi-disciplinary approach will
assist in building a strong collaborative system on behalf of at-risk youth and their families;and
WHEREAS, Probation is dedicated to develop and participate in the Multidisciplinary Youth
Assessment Team (MYAT) with other agencies and school districts that are recognized experts in their
respective fields and that are contractors under MYAT,as a"MYAT Partner"; and
WHEREAS, Probation has the expertise and wishes to commit the appropriate staff and
managerial support on behalf of MYAT to plan,collaborate,provide case management, and related services
required of MYAT; and
WHEREAS,Human Services wishes to enter into an agreement and lease with Probation to enable
Probation facilitate the positive development of youth and the strengthening of families through MYAT.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as
follows:
Page 1 of 27
Contract No.: PY08/09-CWP-25A
1. Term
This Agreement shall become effective on July 1, 2008, upon proper execution of this Agreement
and will expire June 30, 2009, subject to the termination provisions set forth in Paragraph 15,
below.
2. Scope of Services
Services shall be provided by Probation in compliance with Exhibit A, "Scope of Services,", a
copy of which is attached hereto and incorporated herein by reference.
3. Payment Schedule
a. Payment, on behalf of Probation, shall be made on the basis of Exhibit B, "Payment
Schedule," a copy of which is attached hereto and incorporated herein by reference.
The Agreement Budget shall establish the maximum reimbursement, which will be paid
from Human/Human Services funds during the duration of this agreement.
b. Unless otherwise instructed in Exhibit B, the County of Weld, on behalf of Probation
shall submit an itemized monthly billing to Human Services for all costs incurred
pursuant to Exhibit A of this Agreement in accordance with criteria established by
Human Services. Probation shall submit all itemized monthly billings to the Human
Services no later than the fifteenth (15) day of the month following the month the cost
was incurred. Billings must be signed by Probation.
Failure to submit monthly billings in accordance with the terms of this agreement shall
result in Probation's forfeiture of all rights to be reimbursed for such expenses.
c. Payments to Probation shall be made monthly by Human Services upon receipt of such
itemized billings as required under Exhibits A, and B.
d. Reimbursement of costs incurred pursuant to this Agreement is expressly contingent
upon the availability of Weld County funds to Human Services.
e. Human Services shall not be billed for, and reimbursement shall not be made for, time
involved in activities outside of those defined in Exhibit A, and B. Work performed prior
to the execution of this Contract shall not be reimbursed or considered part of this
Agreement.
4. Financial Management
At all times from the effective date of this Contract until completion of this Contract, Probation
shall comply with the administrative requirements, cost principles and other requirements set forth
in the Financial Management Manual adopted by the State of Colorado. The required annual audit
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Contract No.: PY08/09-CWP-25A
of all funds expended under General Assistance must conform to the Single Audit Act of 1984 and
OMB Circular A-133.
5. Payment Method
Unless otherwise provided in the Scope of Services and Payment Schedule:
a. Probation shall provide proper monthly invoices and verification of services performed
for costs incurred in the performance of the agreement.
b. Human Services may withhold any payment if Probation has failed to comply with the
Financial Management Requirements, program objectives, contractual terms, or reporting
requirements.
6. Assurances
Probation shall abide by all assurances as set forth in the attached Exhibit C, which is attached
hereto and incorporated herein by reference.
7. Compliance with Applicable Laws
At all times during the performance of this contract, Probation shall strictly adhere to all
applicable federal and state laws, orders, and all applicable standards, regulations, interpretations
or guidelines issued pursuant thereto. This includes the protection of the confidentiality of all
applicant/recipient records, papers, documents, tapes and any other materials that have been or
may hereafter be established which relate to this Contract. Probation acknowledges that the
following laws are included:
-Title VI of the Civil Rights Act of 1964,42 U.S.C. Sections 2000d-I
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.
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Contract No.: PY08/09-CWP-25A
Any person who feels that s/he has been discriminated against has the right to file a complaint
either with the Colorado Department of Human Services or with the U.S. Department of Health
and Human Services, Office for Civil Rights.
8, Certifications
Probation certifies that, at the time of entering into this Contract, it has currently in effect all
necessary licenses, approvals, insurance, etc. required to properly provide the services and/or
supplies covered by this contract.
9. Monitoring and Evaluation
Probation and Human Services agree that monitoring and evaluation of the performance of this
Agreement shall be conducted by Probation and Human Services. The results of the monitoring
and evaluation shall be provided to the Board of Weld County Commissioners.
Probation shall permit Human Services, and any other duly authorized agent or governmental
agency, to monitor all activities conducted by Probation pursuant to the terms of this Agreement.
The monitoring agency may in its sole discretion deem it necessary or appropriate, to examine
program data, special analyses, on-site checking, formal audit examinations, or any other
reasonable procedures. All such monitoring shall be performed in a manner that will not unduly
interfere with agreement work.
10. Modification of Agreement
All modifications to this agreement shall be in writing and signed by both parties.
11. Remedies
The Director of Human Services or designee may exercise the following remedial actions should
s/he find Probation 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 Probation. These remedial actions are as follows:
a. Withhold payment to Probation 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 Probation 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 Probation due to omission, error, fraud, and/or defalcation shall be
recovered from Probation by deduction from subsequent payments under this Agreement
or other agreements between Human Services and Probation, or by Human Services'
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Contract No.: PY08/09-CWP-25A
initiation of a civil action to recover the funds as a debt due to Human Services or
otherwise as provided by law.
12. Representatives
For the purpose of this Agreement, the individuals identified below are hereby designated
representatives of the respective parties. Either party may from time to time designate in writing a
new or substitute representative(s):
For Human Services: For Probation Department 19th Judicial District:
Mark Lindquist, Manager 2 Kevin Nelan, Chief Probation Officer
Name Title Name Title
13. Notice
All notices required to be given by the parties hereunder shall be given by certified or registered
mail to the individuals at the addresses set forth below. Either party may from time to time
designate in writing a substitute person(s)or address to whom such notices shall be sent:
To: Human Services: To: Weld County Probation
Judy A. Griego, Director Kevin Nelan,
Chief Probation Officer
P.O.Box A 934 9th Avenue
Greeley,CO 80632 Greeley,CO 80631
14. Litigation
Probation shall promptly notify Human Services in the event that Probation learns of any actual
litigation in which it is a party defendant in a case, which involves services provided under this
Agreement. Probation, 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,
15. 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.
Page 5 of 27
Contract No.: PY08/09-CWP-25A
///��' /// COUNTY OF WELD COLORADO,
ATTEST: JV BY AND THROUGH THE BOARD OF
Weld County Clerk to the Board COUNTY COMMISSIONERS OF THE
COUNTY OF WELD, ON BEHALF OF
THE WELD COUNTY DEPARTMENT OF
HUMAN SERVICES
By:
Depu ' Clerk to the Board
BY:
APPROVED AS TO FORM: William H. Jerke, Chairman
Cou Attorn OCT 2 0 2008
APPROVED: 1 i
By:
Chair, ilie o a d Chil n Commission, Weld County
APPROVED AS TO SUBST NCE:
� ��
BY: BY:A. On go, Dire •r, Wel ounty Susan Elton, Director of Human Resources
�e,artm - of Huma Service Weld County, Colorado
Page 6 of 27
Contract No.: PY08/09-CWP-25A
SIGNED this 15"day of October,2008.
Probation Departmen °i Ju ial D' trict
BY: )L C
Kevin A. Nelan,Chief Probation Officer
19°i Judicial District Probation Department
Email Address: kevin.nelan@judicial.state.co.us
Page 7 of 27
Contract No.: PY08/09-CWP-25A
EXHIBIT A
SCOPE OF SERVICES
1. Scope of Services
A. Human Services administers and funds educational and training activities under the
Colorado Works Program, as described in 9CCR 2503-1, Section 3.600 of the Colorado
Department of Human Services' Staff Manual, and Section 6.030 of the Weld County
Department of Human Services Operations Manual. Human Services has determined that
it is appropriate and advisable to:
I) Continue the development of MYAT through its collaborative efforts with
Probation 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 altematives for youth and families,
strengthening families, and preventing these youth from entering the Child
Welfare or Youth Corrections systems.
2) Continue the MYAT collaborative environment among Probation, Human
Services and other agencies and schools contracted by Human Services to
participate in MYAT in order to assist clients in developing coping skills and
strategies, which include developing appropriate relationships with community
resources.
3) Continue Probation's and Human Services' efforts to develop MYAT quality
services and evidence-based practices and outcomes in the areas of:
a. A community-wide system to meet the needs of youth and families in
conflict or in need of positive youth development.
b. 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
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Contract No.: PY08/09-CWP-25A
juvenile delinquency issues including assessment, case
management, supervision, restorative justice, and other related
activities.
c. 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..
4) Continue the expansion of quality services and outcomes of MYAT, which is
housed at Human Services in partnership with Probation:
B. Probation 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 Probation to provide various levels of expertise from its
organization to meet the planning and implementation needs for this project.
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:
I) Youth who are not involved with child welfare or juvenile justice system and are aged ten
through seventeen years of age;and
2) Youth and families experiencing conflicts regarding alcohol and drugs, suicidal ideation,
runaway behaviors,depression,truancy, and/or disobedience; and
3) Youth from families who are applicants of or receiving TANF, Medicaid, and Food
Stamps and have incomes below 185%of poverty level;or
4) Youth from families who are non-custodial parents and are unemployed or
underemployed and have incomes below 185%of poverty level;or
5) 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 and Lease of Office Spaces
A. Human Services will 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 project.
B. Human Services will assign its Manager(s) to assist in the development and
implementation of the assessment team and assignment of cases for Probation.
C. Human Services will be responsible for the identification and referral of youth and
families the MYAT Assessment Team,and assignment of cases to Probation.
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Contract No.: PY08/09-CWP-25A
D. Human Services will manage biweekly meetings to be held between Probation MYAT
Employee and, at least monthly, the assigned Probation managerial/supervisory staff
person with Human Services Manager(s) to promote quality communication and resolve
implementation issues.
E. Human Services will administer and provide finding 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.
F. Human Services,as the Lessor,will provide"Office Space", as located in either the Weld
County Department of Human Services Building at 315 North lit" Avenue, Greeley,
Colorado, hereinafter referred to as "the Premises" or located in the Weld County
Southwest Administration Building at 4209 WCR 24 '/2, Longmont, Colorado, hereinafter
referred to as"the Southwest Premises", as follows:
1) Human Services, as the Lessor, will provide one work space to Probation, as
Lessee, which will be located at the Premises.
2) In consideration of leasing of the aforesaid, covenants and agrees as follows:
a. Human Services will charge no rent to Probation for use of the Office
Space;
b. Probation agrees to use ordinary care when using the Office Space;
c. Probation may not sublet any part of the Office Space;
d. Probation may not use the Office Space for any purpose other than
conducting the business and duties under the MYAT Agreement;
e. Probation shall keep the Office Space clean and in sanitary condition;
f Probation shall allow Human Services any reasonable hour of the day
to enter into or upon the Office Space.
g. Human Services shall pay all utilities and trash removal expenses.
3) Furthermore,the parties hereto agree as follows:
a. That no assent, express or implied,to any breach of any one or more of
the covenants or agreements hereof shall be deemed or taken to be a
waiver or any succeeding or other breach;
b. That Probation agrees to indemnify, save, and hold harmless Human
Services from any and all loss, injury, or damage whatsoever, to all
office equipment, furniture, equipment, office supplies or an other
personal property owned by Probation or its employees as the result of
fire, flood, inclement weather, or other casualty, other than by
negligence of Human Services;
c. That Human Services shall own and maintain the filing cabinets and
computer systems including computers, modems, printers, and
associated computer equipment, used in the Office Space, unless
provided by Probation;
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Contract No.: PY08/09-CWP-25A
d. That Probation's employees shall escort all MYAT clients to and from
the Office Space and reception area;
e. Human Services shall pay for the use of the telephones and all
miscellaneous office supplies used by Probation, including
photocopying for purposes of MYAT functions only.
4. Role of Probation
A. Probation agrees to participate in the four functions of the project as follows:
1) As a policy and program developer and planning partner for the project by
attending, at least monthly,meetings with assigned Human Services Managers.
2) 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 FTE commitment by Probation. Probation
agrees to comply with the MYAT Operational Guidelines, as revised and
attached as Exhibit D.
3) As a case manager to provide intervention, connection skills for program
services, and post-participation services,as appropriate and recommended by
MYAT. Probation assigned employees will assist clients in finding counseling,
basic needs and other related family support information and services. This may
include information on linkages to other organizations providing community
resources and family support.
4) As a community resource for appropriate services, including Medicaid services,
to meet the requirements of treatment plans.
B. Probation agrees to commit a 40-hour FTE.
C. Probation will directly supervise and manage its employee(s) assigned to MYAT, in
order to meet the 40-hour FTE participation requirement. and will further assure that it
will promote a positive team environment by actively engaging the resolution of concerns
with each member of MYAT.
D. Probation will initially train and provide ongoing training to its MYAT Team Member(s)
and MYAT Supervisor/Manager regarding the MYAT Operational Procedures, as revised
and as attached herein.
E. Probation will demonstrate, through a written report to the assigned Human Services
Manager(s),that the MYAT Team Member and MYAT Supervisor/Manager have:
I) Received a copy of the MYAT Operational Procedures by October 1,
2008.; and
2) Been initially trained;and
3) Received ongoing training,at least, annually;and
4) Received updates of changes to the MYAT Operational Procedures as
they are issued;and
5) Demonstrated his/her competency of the MYAT Operational
Procedures,at least annually.
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Contract No.: PY08/09-CWP-25A
F. Probation agrees to assign staff to be housed at the Department according to lease
provisions provided and abide by the applicable policies of the Weld County Code
governing the use of Weld County buildings,telephone and computer equipment.
G. Probation 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. St. Vrain 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 .
5. Weld County Families,Youth,and Children Commission:
Human Services and Probation agree to assign oversight responsibilities to the Weld County
Families, Youth, and Children's (FYC) Commission to evaluate the implementation of the MYAT
program.
At a minimum,the FYC Commission will document and review,at least at the end of each phase:
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 Probation 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.
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.
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Contract No.: PY08/09-CWP-25A
EXHIBIT B
PAYMENT SCHEDULE
1. Community Investment
Human Services has the opportunity to invest, according to § 26-2-707.5, Colorado Works
resources in developing a MYAT program through a collaborative partnership in the interest of
positive youth development and the strengthening of families for eligible Colorado Works
Program youth and families.
2. Payment Requirements
Expenses incurred by Probation, in association with said project prior to the term of the
Agreement, are not eligible Human Services expenditures and shall not be reimbursed by Human
Services. Payment pursuant to this Contract, if Weld County funds, whether in whole or in part, is
subject to and contingent upon the continuing availability of Weld County funds for the purposes
hereof. In the event that said funds, or any part thereof, become unavailable as determined by
Human Services, Human Services may immediately terminate this Contract or amend it
accordingly.
3. Youth and Families to be Served
Probation agrees to serve a minimum of 100 eligible youth and families through contacts, follow-
up and case management services on a yearly basis unless Probation does not provide a full year
of services. The number of eligible youth and families will be prorated based on the time period
that Probation provided MYAT services.
4. Reimbursement
Human Services agrees to pay the County of Weld on behalf of Probation a maximum of
$42,848.00 for a 40-hour FTE. This reimbursement to Probation will be made in twelve (12)
installments of$3,570.66, if Probation meets the requirements of full participation on a monthly
basis,as follows:
A. The assigned Probation supervisor/manager will meet at least once per month with
Human Services Manager(s)responsible for the MYAT program to actively participate in
the planning and implementation of MYAT.
B. Probation assigned employees who comprise the 40-hour FTE shall participate in the
required activities of MYAT as demonstrated in time sheets.
C. Probation assigned employees shall provide quality data entry into the MYAT data
system to document progress in meeting the minimum involvement of 100 eligible youth
and families through contacts, follow-up and case management services.
5. Billing
Probation agrees to bill Human Services monthly.
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Contract No.: PY08/09-CWP-25A
EXHIBIT C
ASSURANCES
1. Probation agrees it is an independent organization and its employees do not become employees of
Weld County and shall not be entitled to any employee benefits as Weld County employees,as the
result of the execution of this Agreement.
2. Weld County, the Board of County Commissioners of Weld County, its officers and employees,
shall not be held liable for injuries or damages caused by any negligent acts or omissions of
Probation or its employees, volunteers, or agents while performing duties as described in this
Agreement. Probation shall indemnify, defend, and hold harmless Weld County, the Board of
County Commissioners of Weld County, its employees, volunteers, and agents for any actions
taken by Probation employees, volunteers and agents. Probation shall provide adequate liability
and worker's compensation insurance for all its employees, volunteers, and agents engaged in the
performance of the Agreement. Upon request, Probation shall provide Human Services with the
acceptable evidence that such coverage is in effect.
3. No portion of this Agreement shall be deemed to constitute a waiver of any immunities the parties
or their officers or employees may possess, nor shall any portion of this Agreement be deemed to
have treated a duty of care with respect to any persons not a party to this Agreement.
4. No portion of this Agreement shall be deemed to create an obligation on the part of the County of
Weld, State of Colorado,to expend funds not otherwise appropriated in each succeeding year.
5. If any section, subsections, paragraph, sentence, clause, or phrase of this Agreement is for any
reason held or decided to be unconstitutional, such decision shall not affect the validity of the
remaining portions. The parties hereto declare that they would have entered into this Agreement
and each and every section, subsection, paragraph, sentence, clause, and phrase thereof
irrespective of the fact that any one or more sections, subsections, paragraphs, sentences, clauses,
or phrases might be declared to be unconstitutional or invalid.
6. No officer, member or employee of Weld County and no member of their governing bodies shall
have any pecuniary interest, direct or indirect, in the approved Agreement or the proceeds thereof.
7. Probation assures that its employees, volunteers, and agents will comply with the Title VI of the
Civil Rights Act of 1986 and that no person shall, on the grounds of race, creed, color, sex, or
national origin, be excluded from participation in, be denied the benefits of, or be otherwise
subjected to discrimination under this approved Agreement.
8. Probation 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 Probation.
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9. All such records, documents, communications,and other materials shall be the property of Human
Services and shall be maintained by Probation, in a central location as custodian, on behalf of
Human Services, for a period of four(4)years from the date of final payment under this Contract,
or for such further period as 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.
10. Probation assures that authorized local, federal and state auditors and representatives shall, during
business hours, have access to inspect any copy records, and shall be allowed to monitor and
review through on-site visits, all contract activities, supported with funds under this Agreement to
ensure compliance with the terms of this Agreement. Contracting parties agree that monitoring
and evaluation of the performance of the Agreement shall be conducted by appropriate funding
sources. The results of the monitoring and evaluation activities shall be provided to the
appropriate and interested parties.
1 I. This Agreement shall be binding upon the parties hereto, their successors, heirs, legal
representatives, and assigns. Neither Probation nor Human Services may assign any of its rights
or obligations hereunder without the prior written consent of both parties.
12. Probation certifies that Federal appropriated funds have not been paid or will be paid, by or on
behalf of Probation, 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, continuation, renewal, amendment, or modification of any Federal
contract, loan, grant,or cooperative agreement.
13. Probation assures that it will fully comply with the Colorado Works Program regulations
promulgated, and all other applicable federal and state laws, rules and regulations. Probation
understands that the source of funds to be used under this Agreement is: Colorado Works
Program.
14. Probation 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 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;
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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
paragraph 11(b)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.
15. The Appearance of Conflict of Interest applies to the relationship of Probation with Human
Services when Probation 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
Probation to gain from knowledge of these opposing interests. It is only necessary that Probation
know that the two relationships are in opposition.
During the term of the Agreement, Probation 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, Probation 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 Probation.
16. Probation 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 Probation shall be disclosed in a form identifiable with the
applicant/recipient or a minor's parent or guardian. Probation shall have written policies
goveming access to, duplication and dissemination of, all such information. Probation shall
advise its employees, agents and subcontractors, if any, that they are subject to these
confidentiality requirements. Probation 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.
17. Proprietary information for the purposes of this contract is information relating to a party's
research, development, trade secrets, business affairs, intemal operations and management
procedures and those of its customers, clients or affiliates, but does not include information (1)
lawfully obtained from third parties, (2) that which is in the public domain, or (3) that which is
developed independently.
Neither party shall use or disclose directly or indirectly without prior written authorization any
proprietary information concerning the other party obtained as a result of this Contract. Any
proprietary information removed from the State's site by Probation in the course of providing
services under this Contract will be accorded at least the same precautions as are employed by
Probation for similar information in the course of its own business.
18. Probation certifies it will abide by Colorado Revised Statute (C.R.S.)26-6-104, requiring criminal
background record checks for all employees, contractors,and sub-contractors.
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EXHIBIT D
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.
C. 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 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.
D. 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.
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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.
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.
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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.
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.
C. 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.
B. 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.
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E. The following are safety guidelines that MYAT Partner staff members are expected to
follow when they are providing services out of the office:
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.
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.
D. 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.
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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.
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.
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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 16th through the 15th of the 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.
B. 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 Human
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.
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
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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).
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).
G. 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.
B. All services performed by the MYAT team will be at no charge to the client or their
family. These services are as follows:
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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.
C. If a client or their family are 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 Human 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.
C. 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.
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.
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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.
C. 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.
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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.
E. 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.
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.
C. 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 of the program, including
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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.
[. 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.
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