HomeMy WebLinkAbout20232947.tiffRESOLUTION
RE: APPROVE GRANT APPLICATION FOR CASE MANAGEMENT RETENTION AND
SIGN -ON BONUS PHASE THREE (3), AND STATEMENT OF ASSURANCE FORM,
AND AUTHORIZE DEPARTMENT OF HUMAN SERVICES TO SUBMIT
ELECTRONICALLY
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 Grant Application for the Case
Management Retention and Sign -On Bonus Phase Three (3), and a Statement of Assurance
Form, from 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, to the Colorado
Department of Health Care Policy and Financing, with further terms and conditions being as
stated in said application and form, and
WHEREAS, after review, the Board deems it advisable to approve said application and
form, 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 Grant Application for the Case Management Retention and
Sign -On Bonus Phase Three (3), and a Statement of Assurance Form, from 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, to the Colorado Department of Health Care Policy and
Financing, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that Kelly Morrison, Department of Human
Services, be, and hereby is, authorized to electronically submit said application and form.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 4th day of October, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dd,c4.4,) je140 ,A
Weld County Clerk to the Board
.1,JaA4,6
Deputy Clerk to the Board
AP .' ED A
County orney
Date of signature: I q 123
Mik-__ -eman, Chair1O-&?,W
L. Bu; , Pro-Tem
tt K. James _
D. Ross
cc :1-(5 D, I \cT ((P/cD)
loiA/.23
2023-2947
HR0095
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Colorado Department of Health Care Policy & Financing (HCPF) Case Management
Retention Payment Grant Application Round #3.
DEPARTMENT: Human Services DATE: September 26, 2023
PERSON REQUESTING: Jamie Ulrich, Director, Human Services
Brief description of the problem/issue: The Department is requesting to apply for the Health Care Policy &
Financing (HCPF) Case Management Retention Payment Grant Application Round #3. In direct response to
the Case Management Agency (CMA) Request for Proposal (RFP), HCPF has created a retention grant to
encourage staff to remain employed with current CMAs through the transition phase.
What options exist for the Board?
Approval of the (HCPF) Case Management Retention Payment Grant Application.
Deny approval of (HCPF) Case Management Retention Payment Grant Application.
Consequences: Weld County CMA employees will not receive a retention payment.
Impacts: Weld County CMA employees may desire to seek other employment options.
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years):
Total Grant if awarded = Estimated $120,300.00.
Funded through Colorado Department of Health Care Policy & Financing (HCPF).
Recommendation:
• Approval to submit an application electronically for funding for the Case Management Retention Payment
Grant and authorize the Department to sign the subsequent Agreement if awarded.
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L. Buck, Pro-Tem
Mike Freeman, Chair
Scott K. James
Kevin D. Ross
Lori Saine
Pass -Around Memorandum; September 26, 2023 - CMS ID Not in CMS 2023-2947
10/4 vYLU0RJ
, - �5 � co � oR ,a � o
�
� ; Department of Health Care
. � � Policy Et Financing
Case Management Retention & Sign-on Bonus
Phase 3 Grant Application & Statement of
Assurance Form
Thc purpose of the retent�on payments being oftered areto encouroge Casc F�anayc� s to
remain emplpyed with their cuRent cese menaqement aqency sinqle eritry c�ofnt or
community centered txierd throu�aut thelr companies' trar,sitfon phases The Sign on
Borus is far CMAs awardetl through CMRD to hke on the CMs needed to take m the work
of the �ew contracts Pnortty for ihis fund�ng
should be grven ta CM staff wno are reta�ned from ihe mcommg o� outgang ager►aes
and have malntained thefr work throughout the CMA transltiona.
kclly.r.morrisa�63(p�mail.com Sw�l� l � n:,. i•u•it a D�aH savad
� ncicates reGwretl question
Email •
hmornson�nreld pov
Leqal Business Name : '
Wefd CDunty DHS-AAA
Authorited Representatives Name and Title: '
KNty Morrison
Phone number ^
970•40�•6786
FULL Buslness Address: '
31 S N 11 tlt AVE G►EEIly, CO
The applicant aganization listed above hereby accepts the conditions of the `
Case Managemem Retent�on grant prograrn and agrees to [he following
assurances:
The retentio� gnnt funds requested �n the application w+B be adrnmfstered in
Q accordance wnh all appNcable nahrtes, regulations, program plans, �d
requrements delineated in this applicatio� .
Q Tlx appkcent rr�eets ail eligiGGty requremertts d the grant as outlinexi in the Case
Ma��ager Retentbn Payments Memo
The AppAcant u�derstands it is meir responsibiltty to make the mrtfal paymerrts to
O each quaified staff and subrnit invoices for re�nburs�ernent
The AppMcarN understands ihe 100'� of t he Gross reterrtion grant funds wU qo
Q t9rectly to each qual{f�e0 staf! and any outstar�ng tarrs. (ees, anNor admlrvsvative
expenses entued are the rcspo�slbilrty of the app�lcarn organ�zauon to mver.
The a�lecant w�l povtAe documentallon that each stafi recerving th� retmt�on
Q bc�us rtieets ttte el�gibility criterie using Detx3rtment requested form or one with ihe
s�un� infcxrnatbn of the ageocy's cfwcksl ny
Each el�gible staff must have completed requ�rea trairrng and De �n good standing
O ,Mth aqency performance standards .
Q Applicanl must h�ve an approved 6rana Appllcatlon,'Artestation form with the
Department to be etigfble for reimbursemem
AppiicuK understartds that the funds re�ested in thts apphcation are likey th�
Q rnax� mum emant tliat cen be paid, the department mey not have additionai funds
evaileble fa costs irnokxd abrnre the requested amount
a AppOcarn agrees to develop a procedure for retentlon of Case Managemerrt ctaff
through the Case Management Redesign contract transitan.
IF ANY FII�IN6S Of MI.SUSE OF FUNDS ARE QiSCOVERED, REfENTION FUNOS
MUST BE RETURNED TO THE COLOfiADO DEPARTMENT OF HEALTH CARE POLICV
Q AND FINAN�ING (the Department) The Department rnay terrnr�ate a grant award
upon tMrty (30) days' nonce if it is deemed by the Department that the reaqent ts
not futfilkng the reQuireme�ts of Me funded progrern �s spec�fied .
The eppbcant wYl cooperoie wlth any ezaMnetion of records wrth respect to such
Colorado Departmart of Heakhcare Pdicy and Finar�ng (the Department), the
Q Off�ce of eHeahh Innovaron (QeHI), the 5tate of Colorado, a any audrtas on tts
behaf(; or (ul any othe► state agency. commissan, a aepartmeru �n the lawful
e�rerc�se of rts q�nsdiction and authonty
OAll in(annation contairxd in this applicatio� is lrue and accurate .
AppUcaru unAerstands that tund�ng tnat cannot be used for dVact staff payments
Q rnay be used for reterit�an actrvrties such as trainings, team budd�ng or other �uch
act�vities.
OAppUcarrt understands that al1 unused funding must be retuixd to the DepartmerA
and is sub�ect to fircancial re,rlew ar� audits corrducted hry the Department
Please identiry i1 your orgamzauon frts one or rnore ot the following categories •
� Small buslness (500 a fewer empbyees)
Q M�norityowned busirx�
� Womarrowned bus�ness
� Veterer�owned buamess
Business that employs peoplz with disabilitles (etriploys any Home and Corrrnunit�r
� Based Servlces Waiver member in Competttive Integratetl Employrr�nt (GE))
Q Other
What is your SAM rwmber. If you have not yet completed this, please type "in '
process'
MKKI(T9U9MTV5
PleasE provide a txief descrfption of non rnonetary incentives this agency is
providing it's stati to align with the {xxpose ot this grant?
Employee engagement, we�lnesa programs, protessbnai aeve+opment
opportunnies,transparent comrnurrcatlon
All Current SEPs, CCBs and PCMAs pk+ase llll out this next section to request tl�e
Case Manaqement retention funds for your elipible staff.
Ehy tilr �,teff eir ^esr Man5ris, Cesr n , nnag�=r�x-r : � Su;�rviscrs arx� Cnsr Aldes ihat have
been empieyed witn your agency 6 montns o� lon� inis is to ?ncourage they stay
thrwgA the end of your transnirn phase.
All current Case Management Agercles w � l� be eUg�ble for up to S100Q retention •
t�nds fo� each eHqiae staff.
How much aro you acklny par Cas4 hlana 9ar SupaMsing statt?
fl a different amount (less than S1Q00) per staff pfease mark "otner ' wfiA tt�e
amount you �re requesiln9.
Q wi � a�� or S�000 P� ���a+� sc�rr
O �
AH a�rrent Case Management Agencfes w � l' be ehgible tor up to S � OOC recenUon �
funds fo� each eligible staff.
How much aro you ackY�g px Car.o Mana gor atatt?
ff a drfferent amount (less than S1Q00) per statf please mark `other" wrth the
amountyou are reyues [my
Q Full artioisit ot S7000 prr eliglbk staft.
Q �Uier
All current Case Management Agencles will be ehgible for up to S1000 retemlon '
tunds for each eliGiMe s'aff
How much aro you asklny por CasQ AkJo statt?
If a drfferen! amount (less than ;1Q00) pe� sta/f please merk "other' ►vrth the
amount you are requestmg.
Q Full arnourtt ol $1Q00 per eilgibtc staft
Q OthK
How many Case Management Superv�sor staff are you requesUng the above `
dailar arnount for payment�
3
How many Case Manaqemerrt stafi are yau requestinp the above ddiar amount '
Icr payment�
25
How many Case Management sTaff are you requesting the above dotiar amount '
far payment'
CA = 2
All Caaa Managamont Agancios that havv rocaiwd intont to award lottora outcido
ot DSA 10i12. Please NI out thls neut soctbn to request the Case Manaqenment
siyn-on sorx,s ror your afglb�o stan.
EMy�ble staff are Case Mangers, Case managernent Superv�sors and Case Wdes that
began wak a*ter the implertientaran ot yo� new contract. HCPf rccomrtxnds they have
worked under the new contract for et teest 3 monttn
All current Case Menaqement Aqencles w �l! be el� q �ble for up to S1 S00 Siqrt-on
Bonus funds �o� each elglble staff.
Naw much arc you askinp per Case Manaper Supervisinq staN''
fI a dlfferenr arnounr (le^>s rhan S1500) per staf�preasN maik `other ' wlfh the amovnl
you are requesi�ng.
Q Fuil arnount ot $1500 per ellqiWe stait.
Q ottler
Clear selaction
Ail current Case Ma�ageme�t Agercres w � li be ehgible for up to S ' 5Q(' S�c,n -on
BOf1US fundS fOr eaCl1 eligible Siat(.
How much are rou askinp p�r Gsa Mana p�ar staff?
l/ a d�Iferen[ amount (less �han S 1500) per stallplease mark 'other' wlth the amount
you ere request�r4
Q Full arnourrt of Sl S00 per diQbk staff.
� omer
clear seler_ tion
All curren[ Case Management Agencles wtll be eliglble for up to $ 1500 Slgnon '
Bonus tunds for each eliglble statf.
How much ere you ssking per Caae Aid� ataM.
!► a d�tferenc amount (less than S150U) per staJl please marK 'other' wrtA the
emount rou ere requesNnp.
Q Full ernant o( S1500 per digbk staN.
Q �ther
How marry Case Management Supervlsor statf are you requesung the above dollar
amount for paymeM?
io
How many Case Management staft are yau request�ng the above dallar amount for
payment7
b3
How many Case Manaqernent Aide steff are you requestmq the above dollar
amax�t tor payment?
e
This hst svctio� is to� curront CCB, SEPs and PCMAs who arn NOT ablo io prorida
the abore retentlon tunds or bonusea to epec�fled staft members. Please fdl out
th� b�low soctan to apply for S500 for tha numb�r oi aach Caae Manaq�r, Casa
Managomant Suparvisor and Casa Alda yau hava staying through tnnsiCbns or
hirirq on if you a�� qanq to b�yin a n�vr CMA co�t►act.
Thesr (unds may f�e usc�ci �or ;taff n�ceniives e g Staff party/rvrrt ,auvitSi� iy iurn.ries
dur�ny mee+. urgs �x tra�n�ngs, team bcdklfny ou� ings etc These funds may a�ly to he
requsaed if you are unahk w rcquest the abare ntentlo� or banus hrWs.
How mamr otigi6la Caca Marr�gamont SupxWsorc, Caso Mangara i Caso Aldaa
are you repuestinq S500 for toward steti incernives. Piease list each wilfi a
num6er associst�d.
Eligibie slaff w�ll De ihose 1►sted above whom ere staymg with your agency
throughout iransitlons end/o� hiring on i( you receive a new contract .
You � ar�sw�
By adding you► rtame on this State{r►ent o( Assurances tlocument, the appll�ant •
attesis that all �nformatlon mdicated in tlu s dacumc�nt �s accurate and true . The
applicant signature mus! be the same as the authorized representative The
applicant agrees and acKnowledges mat by pnnt�ng me�r narne nere rc aas as
their slpnature n order for the appllcation to be valid.
Kelir Marison
� :: I.,:,r 'nrrti
� - . .. i 1 ' i : i4 "! �' ". IY �. i. - )�i".1F � - '7" '
Tn�aformwiatt�atedi�= �f2G� 5tata.eo �sFxe: ,f� . ee- a�,: r FQ{��! .LbUFP
Google Forms
� Q COLORADO
�� � Department of Health Care
Policy b Financing
INFORMATIONAL MEMO
Title : Case Manager Retention Payments Topic : Case Mana �er Retention
and Bonus Case Management Redesi �n Payments and Bonus Phase 3 Grant
Audience : Colorado Home and Sub -Topic : Case Mana�er Retention
Community Base Service ( HCBS ) Case Payments and Bonus Phase 3 Grant
Management A�encies ( CMA ) Application and Process
Supersedes Number : HCPF IM 23 - 015 and Division : Case Management and quality
HCPF IM 22 - 043 Performance Division
Effective Date : September 1 , 2023 Office : Office of Community Living
Expiration Date : October 31 , 2024 Program Area : Case Management
Key Words : Case Management Retention Payments , Case Mana �ement Redesi � n ,
Recruitment and Retention
Legal Authority : N / A
Memo Author : Nicolette Cordova
Informational Memo Number : HCPF IM 23 - 026
Issue Date : Au �ust 24 , 2023
Approved By : Bonnie Silva
HCPF Memo Series can be accessed on( ine : https : l lwww. Co(orCldo. 4ov/ hCpf lmemo - Serie5
Purpose and Audience :
The purpose of this Informational Memo is to inform Colorado Home and Community -
Based Services ( HCBS ) Case Management Agencies (CMA ) of the third round of the
Case Management retention payment and sign on bonus grant opportunity and
application processes .
Background :
Case Mana �ement Redesign ( CMRD ) refers to several initiatives aimed at simplifying
access to lon � - term services and supports , creating stability for the case mana�ement
system , increasing and standardizing quality requirements , ensurin � accountability ,
and achieving federal compliance . It was initiated in 2014 , with a federal requirement
for a conflict - free case mana �ement system and was further developed with input
HCPF IM 23-026
Page2of5
from stakeholders to create a more simplified system . The Colorado General Assembly
passed HB 21 - 1187 to implement this effort .
It is crucial to keep the local expertise and knowledge of Colorado Case Management
( CM ) staff throughout the CMRD transition process . To facilitate this , HCPF has
created a retention payment �rant to encourage staff to remain employed with
current CMA throughout their companies ' transitions .
Information :
HCPF has contracted with Public Consulting Group ( PCG ) to manage the grant
application process for additional retention payments to CMA CM staff . The first
retention payment grant was completed April 2023 . The second - round retention
payment grant concluded on Aug . 15 , 2023 . This memo therefore supersedes IM 22 -
043 �t HCPF IM 23 - 015 . This memo outlines the instruction to receive a third retention
payment grant (for all CMAs ) and sign on bonus grant (for incoming agencies only ) .
Case Management Retention Payment Three :
Each CMA may submit a � rant application for qualifying CMA staff beginning Friday,
Sept . 1 , 2023 , and ending Friday , Sept . 15 , 2023 . To be eligible , staff must be
performing job duties of Case Aide , Case Manager or Case Manager Supervisor at least
50% of their working hours .
For CMAs servin � multiple service areas and / or holding multiple CMA contracts with
HCPF , a sin �le grant application should be submitted . HCPF will process the
applications and provide approval or denial to applying CMAs by Saturday, Sept .
30 , 2023 . CMAs approved for the grant will complete a grant agreement with PCG
and receive a lump sum payment from PCG in the manner in the agreement . CMAs
approved for the grant must submit periodic reports to PCG using the HCPF - requested
forms and / or one with the same information of the agency ' s choosing .
For the CMAs awarded a contract through CMRD and applying for CM sign on bonus
funds ( incoming CMAs ) , a one - page project work plan is required with the application .
This should include a project timeline with an estimated number of CMs receiving a
sign on bonus , payment disbursement plan , dates of payments to staff, and a short
description of how your payment plan structure will encourage CMs to continue CM
activities within your organization .
CMAs are responsible to pay the retention payments and sign on bonus to eligible staff
within the time frames specified in their workplans .
HCPF IM 23-026
Page 3 of 5
HCPF expects these funds are used to support the retention of CM staff during this
transition period. CMAs will develop an internal procedure to incentivize retention of
CMs to achieve HCPF's goals through the transition of CMRD through July 2024.
It is also HCPF's expectation that the CMAs awarded the new contracts will use the
sign on bonus through the 5.01 ARPA retention and sign on bonus grant to encourage
new CM talent to apply as well as keep the local knowledge of CMs to provide high
quality case management after CMRD completion. However, priority for this funding
should be given to CM staff who are retained from the incoming or outgoing agencies
and have maintained their work throughout the CMA transitions.
Eligibility:
Outgoing CMAs are eligible for the retention bonus amount defined below. Incoming
CMAs with CMRD transitions are eligible for both the retention bonuses and the sign on
bonuses. All incoming and outgoing CMAs will apply for the up -front retention bonus
and/or sign -on bonus grant payments on the same application at the same time as it
pertains to their eligibility.
Retention Bonus:
Up to $1000 per Case Aide, Case Manager and Case Manager Supervisor who has been
with the CMA for 6 months or longer. HCPF encourages agencies to pay this in the last
month of their contract, depending on the CMA phase of transition, to ensure staff
retention throughout the contract period. CMAs may also choose to break up their
payments to staff to incentivize staff retention.
Requirements for $1000 retention funds:
Staff must be employed at the applying CMA for six months or longer at the
time of the retention payment to be eligible.
Staff must have completed required training and be in good standing with the
applying agency's performance standards.
CMA executive leadership must fill out the Grant Application and check each
Statement of Assurance with approval from the Department to receive
payment.
Sign -on Bonus:
HCPF IM 23-026
Page 4 of 5
Up to $1500 per Case Aide, Case Manager and Case Manager Supervisor for sign on
bonus with the CMA awarded a contract through the CMRD process (incoming agencies
only). Sign -on bonuses are intended for CMA's current staff and the staff they are
recruiting from outgoing agencies who are experienced in their field to continue
working after the new contract start dates. Sign -on bonus dollars may also be used for
staff retention and recruitment activities such as training, staff development, meals,
or other such activities when or if the agency is not allowed or able to provide
individual payments to staff.
Requirements for $1500 sign on bonus funds:
Staff must be hired by a CMA who has been awarded a new CMA contract
through the CMRD.
Staff must be hired in the role of Case Aide, Case Manager or Case Manager
Supervisor.
CMA executive leadership must fill out the Grant Application and check each
Statement of Assurance with approval from the Department to receive
payment.
One hundred percent of the gross funds must go to the staff receiving the retention
and bonus payment whenever possible and as outlined in the workplan. The CMA is
responsible for completing the proper withholding of employment taxes or other fees
required with the retention payment through their payroll system. PCG will provide
payment in a lump sum to approved CMAs and track their spending reports
accordingly.
Grant applications open: Friday, Sept. 1, 2023
Grant applications closed: Friday, Sept. 15, 2023
Grants Award Notification: Saturday, Sept. 30, 2023
Lump Sum Payments to CMAs: Sunday, Oct. 15, 2023
CMA reports to PCG:
Because this is a lump sum amount, all incoming and outgoing CMAs will be required
to submit quarterly reports outlining use of funds between award and September
2024. Report content will be communicated by and with the contractor, PCG and will
be due in the following timeframes:
HCPF IM 23-026
Page 5 of 5
- Monday, Jan. 15, 2024
- Monday, April 15, 2024
- Monday, July 15, 2024
- Sunday, Sept. 15, 2024
Suggested Staff Retention Payment Structure will depend on CMA Transition Phases:
• Oct. 1 to Oct. 31, 2023
• Feb. 1 to Feb. 28, 2024
• June 1 to June 30, 2024
Suggested Staff Sign on Bonuses for CMs continuing CM after transition to CMA
awarded a contract through CMRD completion
• 2 to 3 months after new contract start date
ATTENTION:
Funds will NOT be granted if the application/attestation has not been filled out in its
entirety by the authorized representative signing the form. Funds may not be used for
any payments or activities completed prior to HCPF application approval.
HCPF values the contributions CMA staff provide to the Home and Community -Based
Services (HCBS) community and retaining their expertise throughout CMRD.
Attachment(s):
None
Department Contact:
Nicolette Cordova
Nicolette.Cordova@state.co.us
PROJECT WORK PLAN WELD COUNTY CMA
September 8, 2023
Project timeline:
March 1, 2024- September 30,2024
Expected number of employees eligible for payment: Case Managers, Leads, Case Aides, Supervisors
81
Payment Disbursement Plan:
Payment will be made in the sum of $500.00 to all qualifying staff at the completion of
three months of employment
Payment will be made in the sum of $800.00 to all qualifying staff at the successful
completion of six months of employment
The remaining funds ($15K) will be used for the following:
o Cover taxes and benefits for each of the 500.00/800.00 payments given
o Team building group lunches
o Training
o Team building meeting/retreat
o Swag for staff with the new Division and/or CMA logo to assist with developing a
strong sense of team identity.
Items to enhance day to day activities completed by staff. Examples:
• A stylus for the touchscreen laptop
• Noise canceling headsets to allow for concentration in the office
• Footrest for under the desk
• Protective cases for laptops going into the community
As with any start-up there will be a period that staff will need to transition into their new
roles. Staff will experience new process and procedures, engagement with new coworkers
and members and current staff may feel a loss of community, being physically separated from
the rest of the division. By providing an initial payment at three months, another at six
months, and funding to provide teambuilding activities and conveniences of the job we will
boost morale, incentivize employees, and ensure that staff feel rewarded and appreciated.
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