HomeMy WebLinkAbout20233551.tiff RESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR CHILD WELFARE AND
ADULT PROTECTIVE SERVICES HOTLINE,AND AUTHORIZE CHAIR TO SIGN-
PROWERS COUNTY
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 Memorandum of Understanding for a
Child Welfare and Adult Protective Services Hotline 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 Prowers County,commencing January 1,2024,and ending
December 31,2024,with further terms and conditions being as stated in said memorandum of
understanding,and
WHEREAS,after review,the Board deems it advisable to approve said memorandum of
understanding,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 Memorandum of Understanding for a Child Welfare and Adult
Protective Services Hotline 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 Prowers County,be,and hereby is,approved.
BE IT FURTHER RESOLVED by the Board that the Chair be,and hereby is,authorized
to sign said memorandum of understanding.
The above and foregoing Resolution was,on motion duly made and seconded,adopted
by the following vote on the 6th day of December,A.D.,2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY,COLORADO
ATTEST: �) G1 J4-4.4;,A
?
GMike Freeman,Chai
Weld County Clerk to the Board
OPerry L.B k,Pro-Tam
BY: OA-V)1
Deputy Clerk to the Board
,..`Sc tt K.James
APP':VED .r O FORM: f ��USED
��,.►,,. e D.Ross -_-
County ttorney ,', .
Saine
Date of signature:12 I Z'I Z3 �(�f �
cc:I_(S D 2023-3551
O2/12/2y HR0095
Urtha16 1 7\oZ
BOARD OF COUNTY COMMISSIONERS
PASS AROUND REVIEW
PASS-AROUND TITLE:Memorandum of Understanding(MOU)with Prowers County for Hotline Calls
DEPARTMENT:Human Services DATE: November 20,2023
PERSON REQUESTING: Jamie Ulrich,Director,Human Services
Brief description of the problem/issue:The Department is requesting to enter into a MOU with Prowers County
to continue to purchase Call Coverage Services through it's Hotline County Connection Center for Child Welfare
and Adult Protection Service(APS)related hotline calls. Weld County will continue to complete the final
disposition of each call which includes screening,assessment and decision making.
The MOU term date is January 1,2024 to December 31,2024.
What options exist for the Board?
• Approval of the MOU with Prowers County for hotline calls.
• Deny approval of MOU with Prowers County for hotline calls.
Consequences:Weld County will need to find another source for coverage of hotline calls.
Impacts:Weld County Area Agency on Aging and Child Welfare will not receive hotline call
referrals.Older Americans and Children will not receive the needed services that Weld
County is able to provide.
Costs(Current Fiscal Year/Ongoing or Subsequent Fiscal Years):
• Total cost=Call coverage services will be provided at a cost of$24.00 per report for both APS and Child
Welfare.
• Funded through Child Welfare and Adult Protective Services allocations.
Recommendation:
• Approval of the Memorandum of Understanding and authorize the Chair to sign.
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L.Buck,Pro-Tem
Mike Freeman,Chair rw._f"
Scott K.James 947
Kevin D.Ross \41
Lori Saine
Pass-Around Memorandum;November 20,2023-CMS ID 7629 2023-3551
\Z/U) Hrom
MEMORANDUM OF UNDERSTANDING
Between
WELD COUNTY
and
PROWERS COUNTY
INTRODUCTION:
This Memorandum of Understanding("MOU")is entered into by and between Prowers County,
Colorado body corporate and politic by and through its Board of County Commissioner("Prowers
County'),and Weld County,Colorado("Weld County")a body corporate and politic by and through its
Board of County Commissioners.Prowers County and Weld County shall jointly be referred to as the
"Parties."
I
URPOSE:
1. This MOU is developed in partnership between Prowers County and Weld County,with confirmation
by the State of Colorado("State"),for Prowers County to manage and administer calls to the hotline
regarding persons that reside in Weld County,Colorado.
2. Prowers County,through its Hotline County Connection Center("HCCC"),agrees to answer and
process Child Welfare("CW")related and APS related hotline calls on behalf of Weld County("Call
Coverage Services").Prowers County will perform the tasks outlined in this MOU as they relate to Call
Coverage Services.Weld County will perform the tasks identified in the MOU to assist the HCCC with
successfully receiving the Hotline calls so Weld County can complete the final disposition of each call.
TERM,AMENDMENT,TERMINATION:
1. Term of MOU:
a. This MOU becomes effective January 1,2024 for the period of 12 months,ending December 31,
2024.
b. The parties shall notify each other at least 30 days prior to expiration of the MOU to execute an
extension.
2. Amendments:
a. The Parties may request changes to this MOU,which shall be effective only upon the written
agreement of the Parties.
b. Any changes,modifications,revisions,or amendments to this MOU shall be incorporated by written
instrument,executed and signed by the Parties,and will be effective in accordance with the terms
and conditions contained herein.
3. Termination:
a. Any party may,at its sole discretion,terminate or cancel the MOU upon 30 days'written notice to
the other party.
TE FOR SERVICES:
1. The calculations used to determine the rate of the Call Coverage Services are based on an annual
projection of the number of Child Protection Program Area 5,Program Area 4,and Institutional reports
taken and an equivalent number of Other Child Welfare("Other CW")Inquiry related call reports.For
purposes of this MOU,10 Other CW calls will equal one report.
a. Projected numbers of Program Area 5,Program Area 4,Institutional,Other CW,and APS reports
will be based on a combination of information from the Results Oriented Management data base and
the actual numbers of calls received through the HCCC for the previous 12 months.
age 1 of 4
02G02g-C3'561
2. Weld County is allocated twelve free reports,child abuse/neglect or APS reports,each quarter fora total
of 48 free reports of any type per year.
3. Prowers County has entered into agreements with other Colorado counties to provide the same services
as contemplated in this MOU.In the event the HCCC must expend additional funds to accommodate
adding additional positions to take calls on behalf of all of the other counties including Weld County,
the cost of that expansion maybe proportionately distributed amongst all of the counties that receive
HCCC Call Coverage Services.Should this situation arise,Weld County will be notified 60 days in
advance of any additional costs required for HCCC's services so it can determine whether to terminate
the MOU.
4. Prowers County will invoice for the Call Coverage Services.Invoices shall include a description of the
services performed as Weld County may request.Weld County will submit payment for services
satisfactorily performed within 60 days of receipt.
5. The rates of Call Coverage Services provided to Weld County per the terms of the MOU are:
Estimated number of Child Abuse/Neglect Reports Jan 2024—Dec 2024 5,186
C/W Inquiries 2,300 Divided by 10 230
Total Estimated Reports 5,416
Less the Allotment of Reports(12 per quarter) -48
Total Estimated Reports to be billed 5,368
Rate per Report 5 24.00
Estimated Investment for C/W Reports S 128,832.00
Estimated number of APS reports Jan 2024—Dec 2024 562
Rate per APS Report $ 24.00
Estimated Investment for APS reports $ 13,488.00
Total Investment for Call Coverage services $142,320.00
6. Weld County will be billed quarterly for actual number of reports taken,less the allotted reports of 12
1 reports of any type per quarter.
OINT RESPONSIBILITIES SHARED BETWEEN WELD COUNTY AND PROWERS COUNTY HCCC:
I. Both Prowers County and Weld County acknowledge that the State of Colorado Department of Human
Services must approve this MOU prior to final execution.
2. This MOU was preceded by an official request for Call Coverage Services from the Board of County
Commissioners for Weld County.
3. Both panics understand that nothing in this MOU supersedes or replaces each party's requirements and
responsibilities to follow and adhere to all requirements as set forth in state and federal statute,Volume
7 Rules and/or Division of Child Welfare Policy.
ENERAL RESPONSIBILITIES OF PROWERS COUNTY HCCC:
1. The Prowers County HCCC will make the appropriate routing changes and take all calls for Weld
County on a full-time basis.Full-time is defined as 7 days per week,24 hours a day including holidays.
All next step decisions regarding Hotline call records will be left to the discretion of Weld County.
Weld County will be responsible to complete a review of all information in the Trails Hotline
Application("THA")and Trails to ensure appropriate disposition.
2. All next step decisions regarding Hotline call records will be left to the discretion of Weld County.
Weld County will be responsible to complete a review of alt information in THA and Trails to ensure
appropriate disposition.
3. Child Welfare Reports,which can be referred to as Referrals,taken by the HCCC will be entered into
the THA,submitted,and transferred to Weld County's Trails lobos.HCCC will notify Weld County of
age 2 of 4
a referral via email during business hours and by personal contact during after-hours(pursuant to
Volume 7 Rules).It will be the responsibility of Weld County to check the pending queue and manage
the final disposition of all records.
a. HCCC will provide the Hotline ID and/or Referral ID number(pursuant to Volume 7 Rules)to an
entity designated by Weld County.
4. If the HCCC believes the report is of an immediate response nature,the HCCC will notify Weld County
while information is being entered into the THA or CAPS.
5. Information and Referral(non-CW)calls will be sent to Weld County's Pending Incoming Hotline
Queue(pursuant to Volume 7 Rule).It will be the responsibility of Weld County to check the pending
queue and manage the feral disposition of all records.Call purpose will be included in the comments.
Callers will be redirected back to the Weld County main Department of Human Services number.Weld
County can request a brief synopsis.
6. If HCCC receives a call from law enforcement or medical personnel that requires immediate response
from Weld County,HCCC will transfer the call to a Weld County on-call designee.If the Weld County
on-call designee is not available,HCCC will take a message and continue to make attempts to notify the
County.If appropriate,the HCCC will take a report while notifying the County.
7. APS reports will be documented in the Colorado Adult Protection System,("CAPS")and in the THA.
Once complete,the record will be transferred to the County's Pending Incoming Hotline Queue.Weld
County will confirm receipt and update in the THA.
a. If an APS call is regarding an adult over 70 years old or an adult,18 years and older,that has an
Intellectual/Developmental Disability,the HCCC will document the call in the THA and advise the
reporter to call local law enforcement.The HCCC will then notify the County of the call.
b. Notification to Weld County that an APS report has been taken by the HCCC will be made by email
during both open and after-hours.
GENERAL RESPONSIBILITIES OF WELD COUNTY:
1. Weld County will provide an updated list of on-call Weld County employees'name(s)or designees and
telephone/cellphone numbers and email addresses at all times.The on-call list will include backup
contact name(s)and number(s)and email addresses in case the first employee is unable to answer within
the notification time frame as outlined in Volume 7 Rules.If the designee changes,it is Weld County's
responsibility to immediately inform the HCCC of the change and to provide the required contact
information.
2. Weld County will notify the HCCC of any special circumstances where Weld County staff will be
unavailable by email(business hours)or voice telephone/celiphone(i.e.employees are in court,
meetings,training after-hours,etc.)Weld County should make every attempt to identify another entity
that can receive notifications.This can be any entity designated by Weld County.
ENERAL PROVISIONS:
I. This MOU is not intended to create any agency or employment relationships between the parties,nor is
it intended to create any third-party rights or beneficiaries.
2. Nothing contained herein shall be construed as a waiver of any party or any immunity at law including
immunity granted under the Colorado Governmental immunities Act.
3. No modification or waiver of this MOU or of any covenant,condition,or provision herein contained
shall be valid unless in writing and duly executed by the party to be charged therewith.
4. This MOU and the parties conduct hereunder shall be subject to local,state and federal laws and
regulations,including requirements associated with confidentiality of information and HIPAA privacy
requirements.
age 3of4
i'.
ii
5. The Parties to this MOU are subject to the provisions of Colorado Constitution,Article X,Section 20
regarding multiple fiscal year obligations.Therefore,no obligation extending beyond December 31,
2024 shall be enforceable unless and until County,acting through the Board,has adopted a budget for
2025 providing for payment of such obligations.Weld County shall immediately notify Prowers
County should funding under this MOU fail to be appropriated in such instance,Prowers County may
immediately terminate this MOU.
6. All three of the authorizing and confirming agencies listed below must agree to the conditions set forth
in the proceeding document before the MOU can be finalized.
7. All signatories have the appropriate delegation of authority to sign this MOU.
8. This MOU is subject to all applicable federal,state and local laws,regulations and rules,whether now in
force or hereafter enacted or promulgated.If any term or provision of this MOU is held to be invalid or
illegal,such term or provision shall not affect the validity or enforceability of the remaining terms and
provisions.Meeting the terms of this MOU shall not excuse any failure to comply with all applicable
laws and regulations,whether or not these laws and regulations are specifically listed herein.
9. No third-Party Beneficiary.It is expressly understood and agreed that enforcement of the terms and
conditions of this MOU,and all rights of action relating to such enforcement,shall be strictly reserved
to the Parties,and nothing contained in this MOU shall give or allow any such claim or right of action
by any other or third person or entity on such MOU.It is the express intention of the parties hereto that
any person or entity,other than the Parties,receiving services or benefits under this MOU shall be
deemed to be incidental beneficiaries only.
10.Each Party agrees to be responsible for its own liability incurred as a result of its participation in this
MOU.In the event any claim is litigated,each Party will be responsible for its own expenses of
litigation or other costs associated with enforcing this MOU.No provision of this MOU shall be
deemed or construed to be a relinquishment or waiver of any kind of the applicable limitation of liability
provided to each Party by the Colorado governmental Immunity Act,C.R.S.§24-101-10t et seq.and
Article XI of the Colorado Constitution.
Approving Entities Approving Entities
DEC 0 6 20Z1igned: ,�gn ��
ame:Mike Freeman,Chair Name: / is—16,1,jj
itle: Board of County Commissioners Title:DI rr., it
ntity:Weld County,Colorado Entity: tj 15 ( titP(1<
State Confirmation
ate:
igned:A n n M Digitally signed by
Ann M Williams
ame: —Date:2023,-12.07
itle: Will i a m s 12:03:48-07'00'
ntity:
,age 4 of 4 020023-3�.�
Contract Form
Entity Information
Entity Name* Entity ID* ❑New Entity?
PROWERS COUNTY @00029041
Contract Name* Contract ID Parent Contract ID
PROWERS COUNTY HCCC 2024 MEMORANDUM OF 7629
UNDERSTANDING
Contract Lead" Requires Board Approval
Contract Status WLUNA YES
CTB REVIEW
Contract Lead Email Department Project#
wluna@weldgov.com;cob
bxxlk@weldgov.com
Contract Description*
PROWERS COUNTY HOTLINE COUNTY CONNECTION CENTER(HCCC)MEMORANDUM OF UNDERSTANIDNG FOR
CHILD WELFARE AND ADULT PROTECTIVE SERVICES CALL COVERAGE SERVICES. TERM:JANUARY 1,2024
THROUGH DECEMBER 31,2024.
Contract Description 2
PA ROUTING THROUGH NORMAL PROCESS. ETA TO CTB 11/27/2023.
Contract Type* Department Requested BOCC Agenda Due Date
AGREEMENT HUMAN SERVICES Date* 12/02/2023
12/06/2023
Amount* Department Email
$142,320.00 CM- Will a work session with BOCC be required?*
HumanServices@weldgov. NO
Renewable"
com
NO Does Contract require Purchasing Dept.to be
Department Head Email included?
Automatic Renewal CM-HumanServices-
DeptHead@weldgov.com
Grant
County Attorney
GENERAL COUNTY
IGA ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
DGOV.COM
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 Review Date* Renewal Date
10/31/2024
Termination Notice Period Committed Delivery Date Expiration Date*
12/31/2024
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head Finance Approver Legal Counsel
JAMIE ULRICH CHERYL PATTELLI BYRON HOWELL
DH Approved Date Finance Approved Date Legal Counsel Approved Date
11/22/2023 11/26/2023 11/27/2023
Final Approval
BOCC Approved Tyler Ref#
AG 120623
BOCC Signed Date Originator
WLUNA
BOCC Agenda Date
12/06/2023
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