HomeMy WebLinkAbout20031405.tiff RESOLUTION
RE: APPROVE ADDITION TO OPERATIONS MANUAL, SECTION 5.000, GENERAL
ASSISTANCE PROGRAMS POLICIES AND PROCEDURES
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 Section 5.000, General Assistance
Programs Policies and Procedures for the Weld County Department of Social Services Operations
Manual, and
WHEREAS, after review, the Board deems it advisable to approve said additional section,
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, ex-officio Board of Social Services, that Section 5.000, General Assistance
Programs Policies and Procedures for the Weld County Department of Social Services Operations
Manual be, and hereby are, added and approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 4th day of June, A.D., 2003.
BOARD OF COUNTY COMMISSIONERS
_�A WE COUNTY, COLOR DO
ATTEST: f��'�"�f
�aa ` vid . Long, Chair
Weld County Clerk tot ;o= c H:,k r'?3v
i��F "$ R bert D. sden, Pro-Tem
BY: -— d c °s_ YiC�_
Deputy Clerk to the Boer �P
M. J. eile
AP- - • D TO . -M: ' ' t'LLJ
William H. Jer
ounty Attorney
Glenn V ad
Date of signature:
2003-1405
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General Assistance Policies and Procedures
5.000 General Assistance
Added 6/03
State law allows counties the option of a having a general assistance
program and, if established, to determine the benefit level. General
Assistance programs provide temporary and emergency assistance for
applicants for Federal/State categorical assistance programs and help for
some medical indigents. General Assistance programs are totally funded
by county funds for services,not personnel or administrative costs.
Expenditures from this program are not covered by Colorado Works
(TANF), Old Age Pension, Aid to Needy Disabled, or other Federal/State
means.
5.001 Description of General Assistance Programs
Added 6/03
Under Colorado State Rule Section 3.100.24, Volume III, Income
Maintenance,the Department"may provide,by means of its own funds,
items which are needed by recipients and which are not included in the
standards of assistance. Such provision for"unmet need" shall not be
deducted as income in the budgeting process".
The Department's General Assistance programs consist of:
A. Shelter: Short-term and emergency housing to individuals and
families who are homeless and/or victims of domestic violence
through contractual arrangements with shelters.
B. Shelter Case Management: Short-term case management
services to individuals and families who are receiving shelter care
and are considered homeless and/or victims of domestic violence
through contractual arrangements with shelters.
C. Dental: Partial funding for emergency or non-routine dental
services, which are not covered by Medicaid, for public assistance
recipients who are receiving categorical assistance. Services are
provided through contractual arrangements with the Weld County
Dental Society.
D. Vision: Partial funding for vision examinations and eyeglasses,
which are not covered by Medicaid, for public assistance recipients
who are receiving categorical assistance. Services are provided
through contractual arrangements with the Weld County
Optometrists and Ophthalmologists Society.
E. Kind: Emergency assistance for applicants and recipients of
public assistance, as deemed appropriate by the Department, when
other services or funds are not available.
General Assistance Policies and Procedures
F. Prescription: Short-term, emergency assistance for prescriptions
for categorical program recipients when Medicaid or other services
are not available.
G. Burial: Households or individuals who are indigent and lack
sufficient funds for burial may qualify for this assistance.
Relatives make applications. Policies, procedures, and payments
set forth in Colorado State Department of Human Services
regulations Volume III, "Categorical Burials" will be followed for
General Assistance Burials except that the person is not eligible for
"'Categorical Burial" because they are not receiving categorical
public assistance. Categorical Burial Assistance will be pursued
whenever possible for individuals or households who are eligible
for public assistance or are public assistance recipients.
H. Refund: Promissory notes will be created to recover General
Assistance expenditures from individuals who benefit from
services rendered under Section 5.001 and when the Department or
the City of Greeley/Weld County Housing Authority believes the
recipient will have the ability to repay the funds within a
reasonable period of time, as follows:
1) The City of Greeley/Weld County Housing Authority will
be responsible for refund actions with individuals receiving
services under Section 5.001, A and B.
2) The Department will be responsible for refund actions with
individuals receiving services under Section 5.001, C
through F.
5.010 Shelter Services
Added 6/03
The purpose of shelter services is to provide funding for short-term and
emergency housing assistance to individuals and families who are
homeless and/or victims of domestic violence. These services will be
provided through shelter facilities that:
A. Meet the definition for a shelter and serves the homeless as defined
by the Emergency Shelter Grant regulations under the Federal
Department of Housing and Urban Development.
B. Have the ability to provide such shelter services in a proper and
satisfactory manner, as prescribed by the County.
C. Participate in Weld County's Shelter and Case Management
Funding Formula, which is an approved plan by the Board of
General Assistance Policies and Procedures
County Commissioners to distribute shelter and case management
resources provided under general fund resources.
5.010.1 General Organization
Added 6/03
Shelter services involve three major entities:
A. The Weld County Department of Social Services (Department)
B. The City of Greeley/Weld County Housing Authority(Housing
Authority)
C. The Board of County Commissioners (The Board), acting as the
Board of Social Services and acting as the Weld County Housing
Authority Board.
5.010.2 General Description
Added 6/03
A. The Board organized all housing and related services under the
Housing Authority.
B. The Board adopted and approved a Weld County Shelter and Case
Management Funding Formula distribution methodology.
C. The Housing Authority contracts for shelter services with agencies
that are able to provide shelter services and meet the Board's
criteria and participate in the Weld County Shelter and Case
Management Funding Formula.
D. The Department refers directly to the appropriate shelter facilities
those individuals and families who are homeless and/or victims of
domestic violence.
5.010.3 Eligibility Criteria
Added 6/03
A. An individual or family who does not have a place to stay for the
night and does not have the financial resources to secure a place to
stay; and
B. An individual or family who meets the admittance criteria of the
specific shelter.
5.010.4 Functions of the Department
Added 6/03
A. The Department will transfer its annual finding for shelter services
to the Housing Authority the first week of the new calendar year to
the Housing Authority for financial management.
General Assistance Policies and Procedures
B. The Department will identify, from monthly billing sheets received
from the Housing Authority, those individuals who are clients
receiving public assistance.
5.010.5 Functions of Housing Authority
Added 6/03
A. The Housing Authority will identify those agencies that meet the
appropriate criteria of shelter and contract with such agencies for
purposes of shelter services. These shelter services will be
available to those individuals or families who meet the eligibility
criteria as identified in Section 5.010.3 of the Department's
Operations Manual.
B. The Housing Authority will provide financial management of the
shelter funds including:
1. Providing monthly reimbursement of services conducted by
shelters on behalf of eligible individuals or families as
identified in Section 5.010.3 and for a maximum period of
thirty(30) days per incident; and
2. Monitoring of overall performance standards of the shelter,
through contracts, and as established for Emergency Shelter
Grant contracts between the County of Weld and the
Colorado Department of Local Affairs and through the
Weld County Shelter and Case Management Distribution
Formula; and
3. Reporting timely expenditures and client identification
information from shelters to the Department on a monthly
basis; and
4. Returning appropriated funds not spent or encumbered by
shelters at the end of each calendar year to the Department
that the monies were appropriated; and
5. Obtaining promissory notes and pursuing recovery from
individuals who benefited from shelter services that were
paid with General Assistance Payments, if the individual
has the ability to repay the funds within a reasonable period
of time. These recovered funds will be returned to the
Department no later than the end of each calendar year
when the Housing Authority receives the monies. Housing
Authority will establish the criteria by which promissory
notes will be pursued with an individual and establish
contract criteria with shelters to obtain promissory notes
by January 1, 2004.
General Assistance Policies and Procedures
5.010.6 Transfer Authority of Shelter Funds Under General Assistance to
Housing Authority
Added 6/03
For Calendar Year 2004, the Department will transfer shelter funds under
its General Assistance Budget to the Housing Authority for the purposes
provided in Section 5.010 through 5.010.5. This transfer will be for the
reimbursement of shelter costs on behalf of Department clients and will
not include personnel or administrative reimbursement for the Housing
Authority.
The Calendar Year 2004 funding is $40,000.
5.020 Shelter Case Management Services
Added 6/03
The purpose of Shelter Case Management Services is to provide funding
for short-term case management assistance for those individuals and
families who are homeless and/or victims of domestic violence. Short-
term case management assistance is intended to help individuals and
families obtain permanent housing, access to support groups, and other
community resource referrals. These services will be provided through
shelter facilities that:
A. Meet the definition for a case management provider and serves the
homeless as defined by the Emergency Shelter Grant regulations
under the Federal Department of Housing and Urban
Development.
B. Have the ability to provide such case management services in a
proper and satisfactory manner, as prescribed by the County.
C. Participate in the Weld County Shelter and Case Management
Funding Formula, which is an approved plan by the Board of
County Commissioners to distribute shelter and case management
resources provided under general fund resources.
5.020.1 General Organization
Added 6/03
Shelter Case Management Services involve three major entities:
A. The Weld County Department of Social Services (Department)
B. The City of Greeley/Weld County Housing Authority(Housing
Authority)
General Assistance Policies and Procedures
C. The Board of County Commissioners (The Board), acting as the
Board of Social Services and acting as the Weld County Housing
Authority Board.
5.020.2 General Description
Added 6/03
A. The Board organized all housing and related services under the
Housing Authority.
B. The Board adopted and approved a Weld County Shelter and Case
Management Funding Formula distribution methodology.
C. The Housing Authority contracts for Shelter Case Management
Services with agencies that are able to provide shelter and case
management services, meet the Board's criteria, and participate in
Weld County's Shelter and Case Management Funding Formula.
D. The Department refers directly to the appropriate shelter facilities
those individuals and families who are homeless and/or victims of
domestic violence.
5.020.3 Eligibility Criteria
Added 6/03
A. An individual or family who does not have a place to stay for the
night and does not have the financial resources to secure a place to
stay; and
B. An individual or family who meets the admittance criteria of the
specific shelter; and
C. An individual who requires case management services and meets
the admittance criteria of such service.
5.020.4 Functions of the Department
Added 6/03
A. The Department will transfer its annual funding for Shelter Case
Management Services to the Housing Authority the first week of
the new calendar year to the Housing Authority for financial
management.
B. The Department will identify, from monthly billing sheets received
from the Housing Authority, those individuals who are clients
receiving public assistance.
5.0203 Functions of Housing Authority
Added 6/03
A. The Housing Authority will identify those agencies that meet the
appropriate criteria of shelter and case management services and
General Assistance Policies and Procedures
contract with such agencies for purposes of Shelter Case
Management Services. These shelter services will only be
available to those individuals or families who meet the eligibility
criteria identified in Section 5.020.3 of the Department's
Operations Manual.
B. The Housing Authority will provide financial management of the
Shelter Case Management Services funds including:
1. Providing monthly reimbursement of case management
services conducted by shelters on behalf of eligible
individuals or families as identified in Section 5.020.3 and
for a maximum period of thirty(30) days per incident; and
2. Monitoring of overall performance standards of the shelter,
through contracts, and as established for Emergency Shelter
Grant contracts between the County of Weld and the
Colorado Department of Local Affairs and through Weld
County's Shelter and Case Management Distribution
Formula; and
3. Reporting timely expenditures and client identification
information to the Department on a monthly basis; and
4. Returning appropriated funds not spent or encumbered by
shelters at the end of the calendar year to the Department
that the monies were appropriated; and
5. Obtaining promissory notes and pursuing recovery from
individuals who benefited from case management services
that were paid with General Assistance Payments, if the
individual has the ability to repay the funds within a
reasonable period of time. These recovered funds will be
returned to the Department no later than the end of each
calendar year when the Housing Authority receives the
monies. Housing Authority will establish the criteria by
which promissory notes will be pursued with an individual
and establish contract criteria with shelters to obtain
promissory notes by January 1, 2004.
5.020.6 Transfer Authority of Shelter Case Management Funds Under
General Assistance to Housing Authority
Added 6/03
For Calendar Year 2004, the Department will transfer shelter funds under
its General Assistance Budget to the Housing Authority for the purposes
provided in Section 5.020 through 5.020.5. This transfer will be for the
reimbursement of Shelter Case Management Services costs on behalf of
General Assistance Policies and Procedures
Department clients and will not include personnel or administrative
reimbursement for the Housing Authority.
The Calendar Year 2004 funding is $20,000.
DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
GREELEY, CO. 80632
Website:www.co.weld.co.us
' Administration and Public Assistance(970)352-1551
Child Support(970)3524933
V ill 9 O
•
COLORADO MEMORANDUM
TO: David E. Long, Chair Date: May 30, 2003
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services (At 01,
RE: Addition of Section 5.000,General Assistari e Programs Policies and
Procedures,Weld County Depaitiuent of Social Services Operations
Manual
Enclosed for Board approval is an addition of Section 5.000, General Assistance Programs
Policies and Procedures,Weld County Depaitinent of Social Services Operations Manual.
These policies and procedures were reviewed and discussed at the Board's Work Session of May
28, 2003.
The purposes of Section 5.000 are to:
1. Add or clarify County policies and procedures as they relate to programs funded by
County funds. State and federal funds are not involved. Reference: Sections 5.000 -
5.001, General Assistance and Description of General Assistance Programs.
2. Specifically add Section 5.010—5.020.6, which refer to Weld County's Shelter and
Shelter Case Management Program. These policies and procedures outline certain
decisions by Weld County regarding the program, which include:
A. The City of Greeley/Weld County Housing Authority assume administrative and
financial management of the shelter and case management program, developed
under the Weld County Shelter and Case Management Funding Formula
distribution methodology.
B. At the beginning of each Calendar Year,the Department will transfer its General
Assistance funds, through a check to the Housing Authority, for the purposes of
shelter($40,000) and case management($20,000).
C. The transfer authority be effective Calendar Year 2004.
Reference: Section 5.010 through Section 5.020.6.
If you have any questions,please telephone me at extension 6510.
2003-1405
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