HomeMy WebLinkAbout950320.tiffRESOLUTION
RE: APPROVE SHELTER AND CASE MANAGEMENT FUNDING DISTRIBUTION PLAN OF
WELD COUNTY SUBMITTED BY INTERAGENCY STRATEGIC PLANNING COMMITTEE
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 Interagency Strategic Plan Committee has presented the Shelter and Case
Management Funding Distribution Plan of Weld County, under the Weld County Department of
Social Services, to the Board of County Commissioners of Weld County, for consideration and
approval, and
WHEREAS, after review, the Board deems it advisable to approve said plan, 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 the Shelter and Case Management
Funding Distribution Plan of Weld County, under the Weld County Department of Social Services,
be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 1st day of March, A.D., 1995.
ATTEST:
Weld County Clerk to the Board
APPRO)S TO FORM:
r�
unty Attorne `
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, CQLORADO
Dale K. Hall, Chairman
FXCIISFII r)ATF (1F SIC;NINC;
Barbara J. KirkmeyerPro-Tem
(AYF)
George'E. Baxter
Constance L. Harbert
,V/lJ t12? Jib
W. I-. Webster
950320
SS0021
SHELTER AND CASE MANAGEMENT
FUNDING DISTRIBUTION PLAN
OF WELD COUNTY
A. Calendar Year 1995 Distribution Plan for
Shelter and Case Management Resources
B. Calendar Year 1996 Plan for Shelter Resources
C. Calendar Year 1996 Plan for Case
Management Resources
February 22, 1995
Submitted by: Interagency Strategic
Planning Committee
950320
A. THE CALENDAR YEAR 1995 DISTRIBUTION PLAN
OF SHELTER AND CASE MANAGEMENT RESOURCES
1. We recommend that the funding distribution for Shelter and Case Management
be provided for Calendar Year 1995 be as follows:
A. $40,000 for Shelter plus $20,000 for Case Management which totals
$60,000
B. The Shelter and Case Management Funding be based upon the actual
percentage of total clients served, in addition, shelter funding
will also be based on the factor of hours in operation for each
shelter.
C. The Client Reimbursement Rate be as follows:
Shelter = $12.41/Client/Night
Case Management = $315 per unit cost
D. Client stays by agency for reimbursement be as follows:
1. Shelter = 30 day optimum stay
2. Case Management = No maximum limit established
2. We recommend that Guadalupe Center be included for Case Management
funding.
3. We recommend the job description of a case manager be adopted as a
standard among those agencies receiving case management resource.
4. We recommend that the shelter and case management formulas be applied to.
a. Weld County Resources
b. Federal and State Resources received by Weld County
1
9$03?n
CALENDAR YEAR 1995 FUNDING -- WELD COUNTY
Shelter
Agency Name
Number of
Client/Nights
%
= $
Final Total With Facility
Difference Factor Included
1.
Guadalupe Center
11,318
50%
=
$20,000
$16,000
(80%
or
19
hr.
facility)
2.
Transitional House
7,335
33%
=
13,200
15,200
(100%
or
24
hr.
facility)
3.
A Woman's Place
3,813
17%
=
6,800
8,800
(100%
or
24
hr.
facility)
4.
WIRS
-0-
-0-
_
-0-
-0-
5.
TOTAL
22,466
100%
=
$40,000
$40,000
CALENDAR YEAR 1995 FUNDING -- WELD COUNTY
Case Management
Agency Name
Number of
Clients/Units %
=
$
1. Guadalupe Center
40 13%
=
$ 2,600
2. Transitional House
65 21%
=
$ 4,200
3. A Woman's Place
100 33%
=
$ 6,600
4. WIRS
99 33%
=
$ 6,600
5. TOTAL
304 100%
_
$20,000
2
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FEDERAL PROJECTIONS
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Expense/Shelter
1. Household Supplies
2. Office Supplies
3. Repair and Maintenance
4. Building Improvement
5. Insurance
6. Utility Costs
7. Food
s. Transportation
9. Personnel Costs
10. Resident Emergency
11. Audit and Legal
12. Other
13. Total
14. Clients Night of Service
15. Average Cost/Unit of Service
16. Average Cost of Actual Nights of Service
Provided (Line 13 divided by Line 14)
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950320
CASE MANAGEMENT UNIT OR SERVICE COST 1995 WITH ALL AGENCIES
A Woman's
Place
Greeley
Transitional
House
Guadalupe
Center
WIRS
Total
Personnel
$20,558
$20,242
$20,000
$22,171
Costs
Transportation
432
500
-0-
$20,558
$20,674
$20,500
$221718
$83,903
(257)
(25%)
(24%)
(26%)
Clients Served
100
65
40
99
304
(33%)
(21%)
(13%)
(33%)
Average Cost
Per Unit
$ 205
$ 318
$ 513
$ 224
$ 315
Note: WIRS personnel costs include overhead expenses for the case management
staff. All other agencies had its overhead costs included in the shelter
formula.
5
9503?0
B. CONCERNING YEAR 1996 DISTRIBUTION PLAN
OF SHELTER RESOURCES
We recommend that a revised funding formula be used for 1996 funding. The
revised funding formula would incorporate two steps:
* Establishing a base amount to agencies through the method of
Shelter funding distribution developed in 1995.
* Creating a new method to provide incentives for increased
efficiencies.
1. The base amount would:
a. be calculated by using the two factors of: actual percentage
of total client nights of services; and the differences in
operation by agency
b. use a universal client rate as calculated in 1993, 1994, and
1995;
c. use a maximum client stay by agency for reimbursement of 30
days (optimum)
d. be allocated $30,000.
2. The incentive amount would:
a. be based on the agency's own performance not by comparing
performance among Shelter and safe houses;
b. be based on 5 criteria developed through the Interagency
Strategic Planning Committee and be agency specific. The
c. be based on the composite score of all 5 criteria;
d. be based on maximizing the point value as dictated by
composite scores;
e. be allocated $10,000;
f. be based on the performance period of: July 1, 1994 through
June 30, 1995.
3. Total Shelter funding to agencies would be: the base amount
($30,000) plus incentive amount ($10,000) or $40,000.
4. We recommend that any new agency that wishes to participate in
shelter resources for 1996 must:
a. meet the definitions for a shelter and serve the homeless as
defined by the Emergency Shelter Grant (ESG); and
6
9503?0
b. submit its letter of intent to participate through the regular
budget process for Weld County; and
c. understand that the agency will participate only in the base
allocation awards and not in the incentive awards until the
following year of 1997 which includes a performance period of
July 1, 1995, through June 30, 1996.
5. This shelter funding formula be applied and subject to fund
availability to:
a. Weld County resources
b. Federal/State resources through Weld County
6. Example of Calculation is provided.
7
950320
SHELTER FORMULAS
Funding Formula Criteria
1. COST OF SHELTER PER NIGHT - The actual cost of sheltering one
individual for one night exclusive of supportive services. Rate of
inflation based on Consumer Price Index (CPI) for Denver/Boulder
Metro Area Housing Costs.
Criteria
+2 Equal to Last Year (adjusted for rate of inflation)
+1 Up to 3% More than Last Year (adjusted for rate of inflation)
0 3% Increase from Last Year (adjusted for rate of inflation)
- 1 Greater than 3% More and Less than 10% More than Last Year
(adjusted for rate of inflation)
- 2 At least 10% Greater than Last Year (adjusted for rate of
inflation)
2. FINANCIAL MANAGEMENT OF ORGANIZATION (GOOD USE OF FUNDS) - The
management capabilities of the organization determined by an
independent audit. The independent audit will include a review to
determine the good management practices of criteria in their
management letter as follows:
a.
b.
c.
d.
e.
Budgeting Process
Financial Reporting to the Board
Cash Flow Management
Insurance Coverage
Internal Control Systems
Criteria
+2 Has Received Unqualified Independent Financial Audit for Past
Three Years
+1 Has Received Unqualified Independent Financial Audit for Past
Two Years
0 Has Received Unqualified Independent Financial Audit for Past
Year
-1 Has Received Qualified Independent Financial Audit for Past
Year
- 2 Has not Corrected Management and Financial Issues Identified
in Previous Independent Financial Audit for Past One Year
3. ORGANIZATION'S ABILITY TO MAKE APPROPRIATE USE OF COMMUNITY
RESOURCES - The extent to which an organization has been successful
in securing matching funds -public, private, and in kind
contributions (as defined by Emergency Shelter Grant Criteria), in
relationship to overall funding.
8
950320
Criteria
+2 Has Increased Matching Funds by 10% from Previous Year
+1 Has increased Matching Funds by Less than 10% from Previous
Year
O Has Equaled Matching Funds from the Previous Year
-1 Has Received up to 15% Less Matching Funds from Previous Year
- 2 Has Received 15% Less Matching Funds from Previous Year
4. WHAT OTHER COMMUNITIES PAY FOR SIMILAR SHELTER - A comparison of the
costs (based on definition of cost of shelter per night) of similar
services in comparable communities. Agencies will identify
comparable programs.
Criteria
+2 Costs of Services at Least 10% Less than Comparable Programs
+1 Costs of Services up to 10% Less than Comparable Programs
O Costs of Services Equal to Comparable Programs
-1 Costs of Services up to 15% more than Comparable Programs
- 2 Costs of Services 15% More than Comparable Programs
5. POPULATION TO BE SERVED - Shelter utilization based on agency's
definition of shelter utilization
Utilization = Number of Beds X 365 Days
Criteria
+2 Maintained Utilization of 90% or More for Past Year
+1 Maintained Utilization between 80% and 90% for Past Year
O Maintained Utilization of 80% for Past Year
- 1 Maintained Utilization between 70% and 80% for Past Year
- 2 Maintained Utilization of 70% or less for Past Year
9
9503?0
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15,150
12,850
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6,250
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$10,000
Example +
Composite Overall
Score for Incentive
Awards
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$12,000
11,400
6,600
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EnEzai
Agency Name
1. Guad. Center
2. Trans. House
3. AWP
4. WIRS
5. Total Base
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Note for (1):
9503?0
C. CONCERNING CALENDAR YEAR 1996
DISTRIBUTION PLAN OF CASE MANAGEMENT
We recommend that a revised funding formula be used for 1996 funding. The
revised funding formula would incorporate two steps:
* Establishing a base amount to agencies through the method of
case management distribution developed in 1995.
* Creating a new method to provide incentives for increased
efficiencies.
1. The base amount would:
a. be calculated by using the active percentage of total clients
served in case management;
b. use a universal client rate as calculated in 1995;
c. use no maximum client stays in case management
d. be allocated $15,000.
2. The incentive amount would:
a. be based on the agency's own performance not by comparing
performance among Shelters or safe houses;
b. be based on 4 criteria developed through the Interagency
Strategic Planning Committee and be agency specific. The
c. be based on the composite score of all 4 criteria;
d. be based on maximizing the point value as dictated by
composite scores;
e. be allocated $5,000;
f. be based on the performance period of: July 1, 1994 through
June 30, 1995.
3. Total case management funding to agencies would be: the Base Amount
($15,000) plus Incentive Amount ($5,000).
4. We recommend that any agency that wishes to participate in case
management resources for 1996 must:
a. meet the definition for a provider of case management for the
homeless, as defined by the Emergency Shelter Grant (ESG)
regulations; and
b. submit its letter of intent to participate through the regular
budget process for Weld County; and
11
9503?()
c. understand that the agency will participate only in the base
allocation awards and not in the incentive awards until the
following year of 1997 which includes a performance period of
July 1, 1995, through June 30, 1996.
5. This case management funding formula be applied and subject to fund
availability, to:
a. Weld County
b. Federal and State Resources through Weld County
6. Example of calculation is provided.
12
9503?0
CASE MANAGEMENT FORMULA
CASE MANAGEMENT DEFINITION
1. Contractual intensive plan developed between client and caseworker to:
a. identify the goals and responsibilities of client including seven
basic client expectations and responsibilities;
b. identify the responsibility of caseworker in order for client to
achieve goals;
c. identify timelines to accomplish goals and responsibilities.
2. The time frame must be documented in the case plan and the case plan
should do the following:
a. problem solve obstacles;
b. modify or change plan;
c. advocacy;
d. make sure client has need appropriate as well as available resources
to achieve goals.
FUNDING FORMULA CRITERIA
1. MINIMUM CASE MANAGEMENT - The agency will meet the minimum case management
definition for those clients in case management as verified by a 10%
random sample of cases (maximum of 15 cases) conducted by an independent
audit, based on volunteer (unpaid) graduate internships.
Criteria
+2 Maintained Minimum Case Management Criteria for Past Three Years
+1 Maintained Minimum Case Management Criteria for Past Two Years
0 Maintained Minimum Case Management Criteria for Past Year
- 1 Has Not Maintained Minimum Case Management Criteria for Past Year
- 2 Has Not Maintained Minimum Case Management Criteria for Past Two
Years
2. MEASURABLE OUTCOMES - The agency will complete a case management plan and
goal with a client who is in case management and achieving the 7 basic
client responsibilities as verified by a 10% random sample of cases
(maximum of 15 cases) conducted by an independent audit, based on
volunteer (unpaid) graduate internships.
13
9503?0
Criteria
+2 Achieved more than 80% Efficiency in Completing Case Management Plan
and Goal with Client
+1 Achieved more than 65%, but less than 80% Efficiency in Completing
Case Management Plan and Goal with Client
O Achieved 65% Efficiency in Completing Case Management Plan and Goal
with Client
- 1 Achieved more than 50%, but less than 65% Efficiency in Completing
Case Management Plan and Goal with Client
-2 Achieved 50% or less Efficiency in completing Case Management Plan
and Goal with Client
3. NUMBER OF CLIENTS SERVED - Agency's actual households served in Case
Management who committed to the seven basic client responsibilities in the
past year
Criteria
+2 5% Increase in Clients Served in Past Year or Maintained 100%
+1 Less than 5% Increase in Clients Served in Past Year
O Served Same Number of Clients as in Past year (unless at 1007)
- 1 Less than 10% Decrease in Clients Served in Past Year
- 2 10% Decrease in Clients Served in Past Year
4. COST OF CASE MANAGEMENT - Actual Cost of Case Management per
Family/Individual (exclusive of counseling and shelter costs) Rate of
inflation based on annual cost of living rate established by county
Criteria
+2 Equal to Last Year (adjusted for rate of inflation)
+1 Up to 3% More than Last Year (adjusted for rate of inflation)
0 3% Increase from Last Year (adjusted for rate of inflation)
- 1 Greater than 3% More and Less than 10% More than Last Year (adjusted
for rate of inflation)
- 2 At Least 10% Greater than Last Year (adjusted for rate of inflation)
14
9S03?p
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Note for (1):
9S03?0
APPENDIX A
S H E L T E R E X P E N S E D E F I N I T I O N S
The following costs items will be considered from the shelter providers:
HOUSEHOLD SUPPLIES - Supplies which are used for the benefit of residents which
are served by the shelter.
OFFICE SUPPLIES - Supplies which are used for the administration of the shelter
program.
REPAIR AND MAINTENANCE EXPENSES - Routine repair costs to the shelter. Includes
janitorial costs for the shelter, if paid.
BUILDING IMPROVEMENT COSTS - major system replacement consisting of: electrical,
plumbing heating or roof replacement.
INSURANCE - Property and casualty and liability coverage.
UTILITY COSTS - heating costs, electricity, water, sewer, telephone, associated
with the operation of the shelter.
FOOD - the net cost of providing meals for the residents of the shelter.
TRANSPORTATION - resident transportation for transporting the residents to and
from the shelter. Also includes operation of an agency vehicle or bus passes.
Transportation may also include staff travel expenses relating to the
administration of the shelter.
PERSONNEL COSTS - Salaries and wages for staff necessary to operate the shelter.
Employee benefits for the above defined staff including:
* FICA
* Tax
* Health
* Workers Compensation
* Unemployment Insurance
* Any Agency Provided benefits for the shelter staff
Costs may reflect shared duties between shelter staffing and case
management staffing; however, the hours must be broken out separately.
RESIDENT EMERGENCY EXPENSES - Expenses for resident supplies such as: diapers,
baby formula, car repair, eye glasses, etc.
AUDIT AND ACCOUNTING EXPENSES - for the operation of the shelter. Fees that are
paid to an outside firm or individual for audit and accounting fees.
OTHER - Other expenses must be identified and the relationship of the item to the
operation of the shelter must be explained.
1
950229
CASE MANAGEMENT DEFINITIONS
The following costs items will be considered from the agencies providing case
management services.
PERSONNEL COSTS - Salaries and wages for staff necessary for the case management
program.
Employee benefits for the above defined staff including:
* FICA
* Tax
* Health
* Workers Compensation
* Unemployment Insurance
* Any Agency -Provided benefits for the case management
staff
Costs may reflect shared duties between shelter staffing and case
management staffing; however, the hours must be broken out separately.
TRANSPORTATION EXPENSES - For transporting clients to referral agencies as part
of the case management plan.
TERMS
Case Management
Clients served - All members of a family served by a case management program as
a unit.
Cost of the program - The hard dollar costs of operating a case management
program.
Average Stay in the Program The average number of weeks in which clients are
served by the case management program.
Optimal Stay in the Program - The time which has been determined by the agency
as necessary for the completion of a case management plan by clients served.
Clients Nights of Stay - Is an actual night of stay for each individual served
and is based on prior Calendar year.
2
950.?0
APPENDIX B
CASE MANAGER
PROFILE DESCRIPTION
GENERAL STATEMENT OF DUTIES
Positions provide assessment and provision of case management services to clients
served by the various shelters in Weld County. Determines if barriers to self-
sufficiency exists and if so, the type and extent of the barriers. Evaluates the
employment potential and available resources for potential achievement of self-
sufficiency. Develops a case management plan with each client; provides and
arranges for needed services; counsels clients regarding barriers to employment
and monitors their progress to achieve self-sufficiency. Coordinates a full
range of services for an assigned caseload of clients from intake to self-
sufficiency.
DUTIES
Develops with the client a written plan for achieving self-sufficiency based on
specific short-term and long-term goals regarding employment, training,
education, extended health care and child care benefits, child support, mental
illness, substance abuse and housing services. Monitors and modifies the case
plan and provides or arranges the supportive services as needed.
Interviews clients to determine what specific types of barriers to self-
sufficiency exists. Makes referrals to the appropriate resource such as, a
physician, housing authorities, mental health agencies, substance abuse treatment
facilities, employment, education, and training agencies.
Provides counseling to clients regarding employment barriers, family and marital
conflict, child conflict, and/or any other social problems confronting the
clients. Identifies action necessary to provide for the best interests of the
client and his/her family.
Uses interviewing techniques and skills to:
(1) Assesses the current financial situation, work history, and
education and skill level of public assistance clients;
(2) Identifies specific barriers that prevent clients from living
independently of public assistance;
(3) Communicates to the client the goals of the self-sufficiency
program;
(4) Reinforces client self-esteem by continually providing positive
feedback concerning client's progress toward self-sufficiency.
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Level I
Case Mangers are expected, at a minimum, to be a Level I case manager. This is
the training or developmental level of professional case managers positions.
Incumbents are expected to have a basic working knowledge of case management and
human behavioral sciences. Requires practical knowledge of cultures, national
mores and socio-economic factors.
RESPONSIBILITY
Decisions regarding the overall case management plan are made with the supervisor
and/or lead worker. Close, detailed supervision is provided before and during
the course of work on aspects of the assignment pertaining to assessment and
direct provision of counseling services. Incumbents keep supervisor and/or lead
worker informed of the progress of each case.
PERSONAL WORK RELATIONSHIPS
Contracts are with professionals from other public and private organizations.
The information is necessary of ongoing evaluation of progress and to develop new
resources and opportunities for clients.
PHYSICAL EFFORT, WORK ENVIRONMENT
Work is performed mainly in a standard office or clinical environment.
MINIMUM QUALIFICATIONS
Level I
Education: Bachelor's degree, behavioral sciences, or appropriately related
degree.
Experience: No requirement.
Substitutions: Full-time professional, high level technical and/or para-
professional work which provided the same kinds, amounts, and
levels of knowledge that would be obtained through the
required education may substitute on a year for year basis for
the required education.
NOTE: When using a combination of experience and education to
qualify, the education must have strong emphasis in the
human behavioral science fields.
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COLORADO
CLEr„
(;DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
GREELEY, COLORADO 80632
Administration and Public Assistance (303) 352-1551
Child Support (303) 352-6933
Protective and Youth Services (303) 352-1923
Food Stamps (303) 356-3850
FAX (303) 353-5215
TO: Dale Hall, Chairman, Board of Weld County Commissionerss
FROM: Judy A. Griego, Director, Weld County Departme
Social Services (iL
SUBJECT: Weld County Plan for Distribution of Shelter Ca Manag
Resources Under the Weld County Department o ocia ServicMs
DATE: February 27, 1995
Enclosed for Board approval is a local plan, which encompasses a number of
recommendations concerning the distribution of general assistance resources
under the Weld County Department of Social Services for homeless Weld County
residents.
The local plan is being presented to you for Board approval by the
Interagency Strategic Planning Committee which was formed, in part, by the
Board to propose shelter and case management funding recommendations. The
plan is a culmination of many hours of work and of effort among funding and
servicing agencies.
If you have any questions, please telephone me at extension 6200.
JAG:jac
Enclosure
950320
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