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
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Deputy Clerk to the Board
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Date of signature: I q 123
Mik-__ -eman, Chair1O-&?,W
L. Bu; , Pro-Tem
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D. Ross
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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
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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