HomeMy WebLinkAbout20232899.tiffCnW'ac og-i6-1C
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.
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)
P ss-Around emorandum; July 5, 2023 - CM ID Vari tiko
GOY)
ID/2/2-3 p%/a3
2023-2899
44120095
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.
Perry L. Buck, Pro -Tern
Mike Freeman, Chair
Scott K. James
Kevin D. Ross
Lori Saine
Approve Schedule
Recommendation 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 -3J
This Memorandum of Understanding made and entered into the '? day of ocNobeV, 2023, 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 -3J, 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
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 Lisa Clark at lisaclark@re3j.com.
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
Ben Palmer
Director of Early Childhood &
Special Education
303-536-2006
benj aminpalmer(a,re3 j . com
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 ddr..44) .�C,lo•or
Weld Coun Clerk to the Boa
By:
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Deputy Cl :J to ' e Mike Freeman, Chair
3
ONTRACTOR:
OCT 0 2 2023
Weld County School District RE -3J
1101 4th Avenue
Hudson, Colorado 80642
GT A. kabenhoi-st
By: Greg A. Ra nherst(Sep 15, 202308:58 MDT)
Greg Rabenhorst, Superintendent
Date:
Sep 15, 2023
02.°,2J- (F 99
SIGNATURE REQUESTED: Weld/RE-3J
Keenesburg-Hudson Transportation MOU 23-24
Final Audit Report
2023-09-15
Created: 2023-09-14
By: Windy Luna (wluna@co.weld.co.us)
Status: Signed
Transaction ID: CBJCHBCAABAApcAfg5-ILBtHLnEKmDL4Apa7PRF2rdym
"SIGNATURE REQUESTED: Weld/RE-3J Keenesburg-Hudson
Transportation MOU 23-24" History
t Document created by Windy Luna (wluna@co.weld.co.us)
2023-09-14 - 7:46:29 PM GMT
E'.► Document emailed to gregrabenhorst@re3j.com for signature
2023-09-14 - 7:47:46 PM GMT
t Email viewed by gregrabenhorst@re3j.com
2023-09-15 - 2:57:25 PM GMT
ase Signergregrabenhorst@re3j.com entered name at signing as Greg A. Rabenhorst
2023-09-15 - 2:58:10 PM GMT
S Document e -signed by Greg A. Rabenhorst (gregrabenhorst@re3j.com)
Signature Date: 2023-09-15 - 2:58:12 PM GMT - Time Source: server
d Agreement completed.
2023-09-15 - 2:58:12 PM GMT
Powered by
Adobe
Acrobat Sign
ntr ct F
Entity Information
Entity Name* Entity ID*
WELD COUNTY SCHOOL DISTRICT @00000099
RE -33
Contract Name*
WELD COUNTY SCHOOL DISTRICT RE -3J
(KEENESBURG/HUDSON) MEMORANDUM OF
UNDERSTANDING
Contract Status
CTB REVIEW
❑ New Entity?
Contract ID
7392
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) KEENESBURG/HUDSON SCHOOL DISTRICT RE -3J 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 -
Hu manServices@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
09/25/2023
Due Date
09/21/2023
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*
06/03/2024
Renewal Date
08/01/2024
Committed Delivery Date 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 (8336)
Follow up
Flagged
Contract # 8336 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 -3J Contract Name: WELD COUNTY SCHOOL DISTRICT RE -3J,
KEENESBURG/HUDSON, MEMORANDUM OF UNDERSTANDING - ESSA Contract Amount: $0.00 Contract ID: 8336
Contract Lead: WLUNA
Department: HUMAN SERVICES ! ;JI .�3 /
(Q —
Review Date: 6/2/2025
Renewable Contract: YES jdAa,e\=;1
Renew Date: 8/1/2025
Expiration Date:
Tyler Ref #:
Thank -you
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 11:07 AM
CTB
HS -Contract Management
FAST TRACK - CW School District Transportation MOU RE -3 (CMS #8336)
_RE -31 Keenesburg-Hudson Transportation MOU 23-24 (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 -3, Keenesburg/Hudson, Tyler ID# 2023-2899, originally CMS #7392. 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# 8336).
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 Hainley
Cc: HS -Contract Management
Subject: RE: ON School District Transportation MOU"s
Date: Monday, June 3, 2024 3:59:08 PM
Attachments: imaae002.png
imaae004.ioq
imaae001.onq
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
wlunalalweld.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 #: 20232899
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 (9772)
Contract # 9772 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 -3J Contract Name: WELD COUNTY SCHOOL DISTRICT RE -31,
KEENESBURG/HUDSON, MEMORANDUM OF UNDERSTANDING - ESSA Contract Amount: $0.00 Contract ID: 9772
Contract Lead: WLUNA �
Department: HUMAN SERVICES h„1V Q 97 17 Z
aS� ova c R-evierect
207.3-2V9
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
3-2478
Provider2
WELD COUNTY SCHOOL DISTRICT
RE -1 (Gilcrest)
Term
AUGUST' I , 2023 and is in
PERPETUITY
9771
2023-2096
EATON SCHOOL DISTRICT RE -2
JULY 1, 2023 and is in
PERPETUITY
2023-2)
99
WELD COUNTY SCHOOL DISTRICT
RE -3J (Keenesburg/Johnstown)
AUGUST 1, 2023 and is in
PERPETUITY
9773
2023-2897
WELD COUNTY SCHOOL DISTRICT
RE -4 (WINDSOR)
AUGUST 1, 2023 and is in
PERPETUITY
023=2901
WELD COUNTY SCHOOL DISTRICT
RE -5J (JOHNSTOWNMAILLIKEN)
AUGUST 1, 2023 ar
PERPETUITY
9775
2023-2391
WELD COUNTY SCHOOL DISTRICT
#6 (GREELEY)
AUGUST 1, 2023 and is in
PERPETUITY
RE -7
1TY SCHOOL DISTR
E ‘/ALLEY/KEFISE
JULY 1, 2023 and is
PERPETUITY
9777
2023-2479
WELD COUNTY SCHOOL DISTRICT
RE -8, (FORT LUPTON)
AUGUST 1, 2023 and is in
PERPETUITY
RI
NL
IDOL DIS
ND)
AUGUST 1, 2023 a
PERPETUITY
9780
2023-2515
WELD COUNTY SCHOOL DISTRICT
RE10J, (BRIGGSDALE)
AUGUST 1, 2023 and is in
PERPETUITY
023-28!
WELD COUNTY SCHOOL DISTRICT
lRIE)
AUGUST 1, 2023 andis ii
PERPETUITY
9782
2023-2900
PAWNEE SCHOOL DISTRICT RE -12
AUGUST 1, 2023 and is in
PERPETUITY
774
RE
HOOL DIST
`ALLEY)
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 II ®O
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