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Home My WebLink About20232901.tiffCory‘vacFlpk -7yH0 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: July 5, 2023 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Child Welfare SFY 2023-24 Memorandum of Understanding (MOU) Template and Provider List for School Stability for Students in Foster Care Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of the Department's Child Welfare SFY 2023-24 Memorandum of Understanding (MOU) Template and Provider List for School Stability for Students in Foster Care. Ensuring school stability and academic success for children and youth in foster care is an important joint responsibility of child welfare agencies and school districts. Under state and federal law students in out -of -home placements should remain in their school of origin unless doing so is not in his or her best interest. In these cases, the Department and County School Districts must collaborate to provide necessary transportation when students remain in their school of origin. To support this effort, the Every Student Succeeds Act (ESSA) allows child welfare agencies the use of ESSA transportation funds to transport eligible children and youth, within reason, to their school of origin. When this occurs, the Department and School Districts may bill the Colorado Department of Human Services and one another for transportation provided. The Department wishes to enter into Memorandums of Understanding (MOUs) with 12 Weld County School Districts, listed below, to outline how school placement decisions will be made through a Best Interest Determination (BID) process and how transportation cost sharing between the County and School District will be reimbursed. # Z CMS ID School District RE -1 (Gilcrest) 2 RE -2 (Eaton) 3 RE -3 (Keenesburg) 4 RE -4 (Windsor) 5 RE -5 (Johnstown Milliken) 6 RE -6 (Evans -Greeley) 7 RE -7 (Platte Valley) 8 RE -8 (Fort Lupton) Pass -Around Memorandum; July 5, 2023 - Clv ID Vari 2023-2901 o/ Z/Z3 PRIVILEGED AND CONFIDENTIAL 9 RE -9 (Ault -Highland) 10 RE -10 (Briggsdale) 11 RE -11 (Prairie) 12 RE -12 (Pawnee) I do not recommend a Work Session. I recommend approval of the MOU template and list of providers and authorize the Chair to Sign approved MOUs. Approve Recommendation Perry L. Buck, Pro-Tem Mike Freeman, Chair Scott K. James Kevin D. Ross Lori Saine Schedule Work Session Other/Comments: Pass -Around Memorandum; July 5, 2023 - CMS ID Various Page 2 MEMORANDUM OF UNDERSTANDING SCHOOL STABILITY FOR STUDENTS IN FOSTER CARE BETWEEN THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND WELD COUNTY SCHOOL DISTRICT RE -5J ,viThis Memorandum of Understanding made and entered into the L,—dayof O('QX2023, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human Services, hereinafter referred to as the "County Department" and Weld County School District RE -5J, hereinafter referred to as the "School District". 1. BACKGROUND Ensuring school stability and academic success for children and youth in foster care is an important joint responsibility of child welfare agencies and school districts. Under state and federal law, when a student in an out -of -home placement (Student) changes foster care placement, the Student should remain in his or her school of origin unless doing so is not in his or her best interest, in which case the Student must be immediately enrolled in a new school. Local child welfare agencies (County Department) and local education agencies (School District) must collaborate to provide necessary transportation when Students remain in their schools of origin. 2. BEST INTEREST DETERMINATIONS When an out -of -home placement results in a potential school change for the Student, the County Department will conduct a Best Interest Determination (BID). The County Department will give the School District at least 3 school days' notice when possible. BIDs will be conducted by the County Department in accordance with applicable statute and regulation. The School District will provide the input of individuals who know the Student and can speak to his/her school experience and needs prior to or by participating in BID. The School District will have the opportunity to offer input regarding best interest, although the ultimate determination will be decided by the County Department. When the Student remains in his or her school of origin, which is the presumption, the School District and County Department will collaborate to ensure that necessary transportation is provided. When the County Department determines that it is not in the best interest of a Student to remain in his or her school of origin, the School District will transfer the education records of the Student to the new school without delay. 3. TRANSPORTATION TO REMAIN IN THE SCHOOL OF ORIGIN Short-term transportation to allow a Student to remain in the school of origin will be arranged by the County Department. The County Department and School District will collaborate to provide ongoing transportation to allow the Student to remain in the school of origin. Regardless of 1 which party arranges, provides or funds the transportation (or any disputes pertaining thereto), the parties shall ensure that transportation is provided when necessary for the Student to remain in the school of origin. 4. COST SHARING FOR TRANSPORTAION TO REMAIN IN THE SCHOOL OF ORIGIN The provision of transportation to allow a Student to remain in his or her school of origin may result in costs that exceed what the School District would otherwise pay to transport the student to school if the student were not in foster care (Additional Costs). The State Department of Human Services (State Department) will reimburse 80% of the Additional Costs for Students to remain in their schools of origin. The County Department and the School District will equally share the remaining 20% of Additional Costs (10% to each party). If the School District incurs the Additional Costs by providing transportation directly, the School District will invoice the County Department to reflect the following: a) 100% of the total Additional Costs. b) 10% credit of the total Additional Cost for the School District's portion. c) 90% Net Due to the School District from the County Department. Invoices for the County Department should be sent to Doug Hainley at Hainlejd@weld.gov. If the County Department incurs the Additional Costs by providing transportation directly, paying mileage to a caregiver, or by providing another form of private transportation, the County Department upon receiving an invoice from the transportation vendor will: a) Invoice the School District for the 10% share of the Additional Costs. Invoices for the School District should be sent to Michael Everest, payables(&,weldre5j.org. POINTS OF CONTACT The primary point of contact for accomplishing the objectives of this MOU, including day-to-day communications, are: County Department School District Doug Hainley Mental Health and Support Services Supervisor 970-400-6210 Hainlejd@weld.gov 2 Tabatha Miller Executive Director, Student Support Services 970-587-6815 Tabatha. mil ler(a6weldre 5 j . org 5. INFORMATION SHARING In addition to collaborating to make Best Interest Determinations and facilitate the immediate enrollment of students in out -of -home placements through the transfer of education records, the County Department and School District shall immediately disclose information that is relevant to the health and safety of the Student or anyone else to the fullest extent allowed by applicable law, specifically including but not limited to C.R.S. § 19-1-303(2) (allowing "school personnel" to obtain "any information required to perform their legal duties and responsibilities" from any agency that performs duties under Title 19 of Colorado Revised Statutes) and 20 U.S.C § 1232g(b)(1)(I) (allowing schools to disclose confidential information to "appropriate persons if the knowledge of such information is necessary to protect the health or safety of the student or other persons'). At a minimum, the County Department will notify School District within 3 school days when children enrolled in the district enter or change out -of -home placements, so that the School District can fulfill its other obligations toward students in out -of -home placements (which are outside the scope of this agreement). 6. TERM The term of this MOU shall commence on August 1, 2023 and shall be perpetual. 7. SIGNATURES COUNTY: ATTEST Weld Cou By: 3 BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ike Freeman, Chair OCT 023 Weld County School District RE -5J 110 South Centennial Drive, Suite A Milliken, Colorado 80543 Tabatha Mi/Gej- BY• Tabatha Miller (Sep 25, 2023 15:05 MDT) Date: Tabatha Miller, Executive Director, Student Support Services Sep 25, 2023 020023 a 1 SIGNATURE REQUESTED: Weld/School District Transportation (ESSA) MOU RE -5J (Johnstown -Milliken) Final Audit Report 2023-09-25 Created: 2023-09-25 By: Windy Luna (wluna@co.weld.co.us) Status: Signed Transaction ID: CBJCHBCAABAA6z6iab5rMwoPuWOft-nby3ry-zZrW3Vg "SIGNATURE REQUESTED: Weld/School District Transportatio n (ESSA) MOU RE -5J (Johnstown -Milliken)" History n Document created by Windy Luna (wluna@co.weld.co.us) 2023-09-25 - 5:13:34 PM GMT PD Document emailed to tabatha.miller@weldre5j.org for signature 2023-09-25 - 5:15:13 PM GMT in Email viewed by tabatha.miller@weldre5j.org 2023-09-25 - 9:04:54 PM GMT 6© Signer tabatha.miller@weldre5j.org entered name at signing as Tabatha Miller 2023-09-25 - 9:05:54 PM GMT 4 Document e -signed by Tabatha Miller (tabatha.miller@weldre5j.org) Signature Date: 2023-09-25 - 9:05:56 PM GMT - Time Source: server Agreement completed. 2023-09-25 - 9:05:56 PM GMT Pawned by Adobe Acrobat Sign Contract Form Entity Information Entity Name* Entity ID* WELD COUNTY SCHOOL DISTRICT @00003325 RE -5i Contract Name * WELD COUNTY SCHOOL DISTRICT RE -5) (JOHNSTOWN/MILLIKEN) SCHOOL DISTRICT TRANSPORTATION (ESSA) MEMORANDUM OF UNDERSTANDING Contract Status CTB REVIEW ❑ New Entity? Contract ID 7440 Contract Lead * WLUNA Contract Lead Email wluna@weldgov.com;cob bxxlk@weldgov.com Parent Contract ID Requires Board Approval YES Department Project # Contract Description * (CONSENT) WELD COUNTY SCHOOL DISTRICT RE -5) SCHOOL DISTRICT TRANSPORTATION (ESSA) MEMORANDUM OF UNDERSTANDING FOR SCHOOL STABILITY FOR CHILDREN AND YOUTH IN FOSTER CARE. DISTRICT AND COUNTY COST SHARING. TERM: AUGUST 1, 2023 AND SHALL BE PERPETUAL. Contract Description 2 SCHOOL DISTRICT WAS ON APPROVED PA ROUTED TO CTB ON 07/06/2023. Contract Type* Department AGREEMENT HUMAN SERVICES Amount* $0.00 Renewable* YES Automatic Renewal Grant IGA Department Email CM- HumanServices@weldgov. com Department Head Email CM-HumanServices- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL DGOV.COM Requested BOCC Agenda Date* 10/02/2023 Due Date 09/28/2023 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date" 05/31/2024 Committed Delivery Date Renewal Date" 08/01/2024 Expiration Date Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 09/25/2023 Approval Process Department Head Finance Approver Legal Counsel JAMIE ULRICH CONSENT CONSENT DH Approved Date Finance Approved Date Legal Counsel Approved Date 09/25/2023 09/25/2023 09/25/2023 Final Approval BOCC Approved Tyler Ref # AG 100223 BOCC Signed Date Originator WLUNA BOCC Agenda Date 10/02/2023 Cheryl Hoffman From: Sent: To: Subject: Follow Up Flag: Flag Status: noreply@weldgov.com Thursday, June 6, 2024 11:51 AM CM-ClerktoBoard; Windy Luna; Lesley Cobb; CM-HumanServices-DeptHead Fast Tracked Contract ID (8338) Follow up Flagged Contract # 8338 has been Fast Tracked to CM -Contract Maintenance. You will be notified in the future based on the Contract information below: Entity Name: WELD COUNTY SCHOOL DISTRICT RE -5J Contract Name: WELD COUNTY SCHOOL DISTRICT RE -5J (JOHNSTOWN/MILLIKEN) SCHOOL DISTRICT TRANSPORTATION MEMORANDUM OF UNDERSTANDING (ESSA) Contract Amount: $0.00 Contract ID: 8338 Contract Lead: WLUNA Department: HUMAN SERVICES &,38 / Review Date: 6/2/2025 Renewable Contract: YES Renew Date: 8/1/2025 Expiration Date: Tyler Ref #: Thank -you 0240,e -ono/ Cheryl Hoffman From: Sent: To: Cc: Subject: Attachments: Follow Up Flag: Flag Status: Good morning CTB, FAST TRACK ITEM: Windy Luna Thursday, June 6, 2024 11:17 AM CTB HS -Contract Management FAST TRACK 8338 - CW School District Transportation MOU RE -5J Johnstown/Milliken _School District Transportation MOU RE -5J (Johnstown -Milliken) (e).pdf; No Changes - Julie R..pdf Follow up Flagged Attached please find the Memorandum of Understanding between Weld County and Weld County School District RE -5J, Johnstown/Milliken, Tyler ID# 2023-2901, originally CMS #7440. The term of this agreement is August 1St, 2023 and is Perpetuity. There are no changes to the MOU at this time and it is being Fast Track in CMS for tracking purposes only (CMS# 8338). Thank you, Windy Luna Contract Administrative Coordinator Weld County Dept. of Human Services 315 N. 11th Ave., Bldg A PO Box A Greeley, CO 80632 (970) 400-6544 wluna@weld.gov Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Julie Rudley To: Windy Luna; Doug Hainlev Cc: HS -Contract Manaaement Subject: RE: CW School District Transportation MOU"s Date: Monday, June 3, 2024 3:59:08 PM Attachments: jmage002.ong imaae004.ioq imageo0l.ong No changes —can we also change these to be in perpetuity? Julie Rudley (she/her) Child Welfare Resource Manager Weld County Department of Human Services 822 7th St Suite 150 970-400-6291 Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. Vision: The people of Weld County are connected to the resources needed to thrive in the community and feel safe and empowered. Mission: Engaging and partnering with the community to improve the safety, health and well- being of individuals and families through the delivery of responsive and collaborative services. From: Windy Luna <wluna@weld.gov> Sent: Monday, June 3, 2024 9:44 AM To: Doug Hainley <Hainlejd@weld.gov>; Julie Rudley <jrudley@weld.gov> Cc: HS -Contract Management <HS-ContractManagement@co.weld.co.us> Subject: CW School District Transportation MOU's Good morning Doug and Julie, We have received expiry notices for the School District Transportation MOU's. I have attached an example for Gilcrest. These are for the Every Student Succeeds Act (ESSA's). Last year the agreements that were signed and executed are in perpetuity. Would you like to request any changes to these agreements this year? If not I can set these for review in one year. Thank you, Windy Luna Contract Administrative Coordinator Weld County Dept. of Human Services 315 N. 11th Ave., Bldg A PO Box A Greeley, CO 80632 (970) 400-6544 wlunaWweld.gov Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. Review Date: 6/1/2026 Renewable Contract: YES Renew Date: 8/1/2026 Expiration Date: Tyler Ref #: 20232901 Thank -you Houstan Aragon From: Sent: To: Subject: noreply@weldgov.com Wednesday, July 16, 2025 1:31 PM CM-ClerktoBoard; Windy Luna; Lesley Cobb; CM-HumanServices-DeptHead Fast Tracked Contract ID (9774) Contract # 9774 has been Fast Tracked to CM -Contract Maintenance. You will be notified in the future based on the Contract information below: Entity Name: WELD COUNTY SCHOOL DISTRICT RE -5J Contract Name: WELD COUNTY SCHOOL DISTRICT RE -5J (JOHNSTOWN/MILLIKEN) SCHOOL DISTRICT TRANSPORTATION MEMORANDUM OF UNDERSTANDING (ESSA) Contract Amount: $0.00 Contract ID: 9774 Contract Lead: WLUNA Department: HUMAN SERVICES r, w _1 1,D �a5� V aCkr1Z-e\fre-Wed 2073-Z t-i 2.1 nS Houstan Aragon From: Sent: To: Cc: Subject: Good afternoon CTB, FAST TRACK ITEMS: Windy Luna Wednesday, July 16, 2025 1:27 PM CTB HS -Contract Management FAST TRACK ITEMS: Memorandums of Understanding with various School Districts Attached please find thirteen (13) Memorandums of Understanding between Weld County and various School Districts, along with the email confirmation stating that no changes are needed for the current year. To assist with your review, I've included a table below outlining the information for each agreement. CMS ID Tyler ID JULY 1, 2023 and is in PERPETUITY 9771 2023-2096 EATON SCHOOL DISTRICT RE -2 Y SCHOOL Dl urg/Johnstow JSTI yETUr 9773 2023-2897 WELD COUNTY SCHOOL DISTRICT RE -4 (WINDSOR) AUGUST 1, 2023 and is in PERPETUITY Y .SCHOOL D iTO N/MILLIF GUST 1, 2023 a RPETU►TY 9775 2023-2391 WELD COUNTY SCHOOL DISTRICT #6 (GREELEY) AUGUST 1, 2023 and is in PERPETUITY 9777 2023-2479 WELD COUNTY SCHOOL DISTRICT RE -8, (FORT LUPTON) AUGUST 1, 2023 and is in PERPETUITY 9780 2023-2515 WELD COUNTY SCHOOL DISTRICT RE10J, (BRIGGSDALE) AUGUST 1, 2023 and is in PERPETUITY iUST PETE 9782 2023-2900 PAWNEE SCHOOL DISTRICT RE -12 AUGUST 1, 2023 and is in PERPETUITY Please let me know if you need anything further. Best regards, Windy Luna COUNTY, CO Windy Luna Administrative Contract Coordinator Weld County Department of Human Services Desk: 970-400-6544 315 N. 11th Ave., Greeley, CO 80631 O x 000 Join Our Team IMPORTANT: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 2 Hello