HomeMy WebLinkAbout20232857.tiffRESOLUTION
RE: APPROVE 2023-2024 LOW-INCOME ENERGY ASSISTANCE PROGRAM (LEAP)
OUTREACH INCENTIVE PROGRAM AGREEMENT AND PLAN, AND AUTHORIZE
CHAIR TO SIGN
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 the 2023-2024 Low -Income Energy
Assistance Program (LEAP) Outreach Incentive Program Agreement and Plan 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 the Colorado Department of Human
Services, commencing October 1, 2023, and ending September 30, 2024, with further terms and
conditions being as stated in said agreement and plan, and
WHEREAS, after review, the Board deems it advisable to approve said agreement and
plan, 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 2023-2024 Low -Income Energy Assistance Program (LEAP) Outreach
Incentive Program Agreement and Plan 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 the Colorado Department of Human Services, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement and plan.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 27th day of September, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dedwo�
Weld County Clerk to the Board
BY: . O0.A, u.) k
Deputy Clerk to the Board
APPRM:
y Attorney
Date of signature: 10 I o 3i z 3
cc: Hsi)
►0/13 /23
Mike F man, Chair
K. James
Ross
ro-Tem
i Saine
2023-2857
HR0095
CbflCkt 1`403
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: 2023-24 Low -Income Energy Assistance Program (LEAP) Outreach Incentive
Program Agreement and Plan
DEPARTMENT: Human Services DATE: September 19, 2023
P ERSON REQUESTING: Jamie Ulrich, Director, Human Services
Brief description of the problem/issue:
S ince, 2020, the Department has participated in the State's Low -Income Energy Assistance Program (LEAP)
Outreach Incentive Program. The State is offering county departments of Human Services an allocation of
$20,000.00 to participate in the Outreach Incentive Program for the 2023-2024 heating season, which runs from
October 1, 2023 through April 30, 2024. The goals of the Program are to increase enrollment in LEAP and decrease
denials of applications for failure to provide verification of information. The Department plans to partner with United
Way of Weld County (UVVWC) once again to develop and implement the LEAP outreach campaign.
What options exist for the Board?
• Approval of the 2023-24 LEAP Outreach Incentive Program Agreement and Plan.
• Deny approval of 2023-2024 LEAP Outreach Incentive Program Agreement and Plan.
Consequences: Weld County will not receive the additional allocation of $20,000.00 for the LEAP
Program and Administration.
Impacts: Weld County clients will not have access to the additional funding for LEAP Outreach Incentive
Program.
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years):
• Total funding = $20,000.00.
• Funded through Colorado Department of Human Services.
Recommendation:
• Approval of the 2023-2024 LEAP Outreach Incentive Program Agreement and Plan 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
Scott K. James
Kevin D. Ross
Lori Saine
\k-cr 1/4
Vca [MaLL
Pass -Around Memorandum: September 19, 2023 - CMS ID 7403
2023.2857
/z1 de 0695
Karla Ford
From:
Sent:
To:
Subject:
yes
Lori Saine
Weld County Commissioner, District 3
1150 O Street
PO Box 758
Greeley CO 80632
Phone: 970-400-4205
Fax: 970-336-7233
Email: Isaine@weldgov.com
Website: www.co.weld.co.us
In God We Trust
Lori Saine
Tuesday, September 19, 2023 1:26 PM
Karla Ford
RE: Please Reply - DHS PA 6 UPDATED: PA FOR ROUTING: Low -Income Energy
Assistance Program (LEAP) Outreach Incentive (CMS ID 7403)
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: Karla Ford <kford@weld.gov>
Sent: Tuesday, September 19, 2023 11:23 AM
To: Lori Saine <Isaine@weld.gov>
Subject: Please Reply - DHS PA 6 UPDATED: PA FOR ROUTING: Low -Income Energy Assistance Program (LEAP) Outreach
Incentive (CMS ID 7403)
Importance: High
Please advise if you approve recommendation to put on agenda. Thanks!
Karla Ford j
1
COLORADO
Department of Human Services
2023-2024 LEAP Outreach Incentive Program Agreement
County Responsibilities:
• Submit a plan for meeting the outreach goats to the State LEAP Office by September
15, 2023.
• Ensure that the county is staffed with someone who is trained to assist clients with
filling out their LEAP applications either in the county's lobby, over the phone, or
through use of virtual toots.
• Provide the State LEAP Office with the name(s) and contact information for the
individual(s) who wilt assist LEAP applicants or otherwise act as the county's LEAP
outreach representatives.
• Use any funds remaining after ensuring direct LEAP application assistance is available
to engage in targeted outreach, such as engagement at community events and sharing
LEAP information with community centers.
• If the county's LEAP program is administered by Goodwill Colorado, the county will
assist Goodwill Colorado by providing the information available and necessary to
process an application for LEAP.
• Provide two performance measure goals and track your county's performance as
explained in the LEAP Outreach Incentive Program Operation Memo.
• Accurately track and code any expenditures related to the Outreach Incentive
Program to the following in CFMS:
Program #:
Program Description:
Function 4:
Function Description:
L305
LEAP Outreach Incentive Program
5200
IM LEAP Outreach
State LEAP Office Responsibilities:
• Allocate S20,000.00 to the county to fund the Outreach Incentive Program. Funds will
be available from October 1, 2023 through September 30, 2024.
• Be available to answer all county questions and assist with any matters that may arise
as a result of implementing the Outreach Incentive Program.
• Oversee and monitor the outcomes of the Outreach Incentive Program by measuring
the number of applications denied for failure to provide verification of information.
• Make outcomes information available to the county upon request.
Theresa
Kullen
Digitally signed by Theresa
Kullen
Date: 2023.10.03 09:28:43
-06'00'
County Representative Name Et Signature
Mike Freeman, BOCC Chair SEP 2 7 2323
WELD County State LEAP Office
1575 Sherman Street, Denver, CO 80203 P 303.866.5700 www.cotorado.gov/CDHS
Jared Polis, Governor I Michelle Barnes, Executive Director
Weld County Plan
2023-24 LEAP Outreach Incentive Program
Goals to be Met:
The identified goals for the LEAP Outreach Incentive Program are:
• Obtain a 5% increase from program year 2022-23 in website page views to www.unitedwav-
weld.org/LEAP.
• Obtain a 1% increase from program year 2022-23 in successful LEAP applications submitted with
all questions answered and all verification provided.
Action Plan
To meet the above goals, the Weld County Department of Human Services (WCDHS) will enter a
contract with United Way of Weld County (UWWC) to provide LEAP outreach services to vulnerable low-
income families and individuals, who are eligible for the Heating Fuel Assistance
Program and the Crisis Intervention Program.
UWWC will develop and implement a LEAP outreach campaign, with a focus on informing the
community about LEAP. This campaign will primarily focus on meeting the above goals through activities
such as:
Utilizing LEAP promotions such as social media, radio ads, flyers, etc., that will lead people to
www.unitedway-weld.org/LEAP to obtain more information and to apply.
Utilizing the web page www.unitedway-weld.org/LEAP where people may obtain information on
the LEAP program.
Coordinating with other agencies, organizations, and groups to facilitate participation of
potentially eligible persons with emphasis on the most vulnerable populations including older
adults, disabled, home -bound, and non-English speaking residents.
Providing access to Heating Fuel Assistance Program information and application forms. UWWC
will identify locations in the county, such as community action programs, Social Security offices,
and low-income housing sites for distribution and acceptance of applications.
Providing an effective county -wide information and referral system involving local agencies and
organizations.
Providing a referral system to weatherization and other energy conservation programs.
Providing special efforts to meet the needs of vulnerable populations, including aiding in
completing applications and assisting applicants with securing the required verification.
Providing regular communication with cooperating agencies to identify concerns, problems, and
new opportunities to improve outreach.
Working with utility companies to refer eligible customers to LEAP.
Ensuring all outreach materials are distributed to various community agencies targeting
vulnerable populations.
Complying with all reporting requirements set forth by the Colorado Department of Human
Services (CDHS).
Anticipated Outreach Activities
.
Utilize the 2-1-1 information and referral system.
Exposure at community and United Way events.
Work with United Way staff to create and/or distribute marketing materials not available
through the State.
Utilize existing email distribution groups to increase exposure and disseminate LEAP
information.
Utilize print, broadcast, and social media to increase exposure and disseminate LEAP
information.
Utilize the Colorado Department of Human Services Outreach Toolkit.
Distribute created collateral to other agencies for distribution through their networks.
Distribute promotional flyers through Weld Food Bank emergency food boxes and the mobile
food pantry.
Other activities to be determined.
COLORADO
Department of Human Services
OPERATION MEMO
Title:
LEAP
Outreach
Incentive
Program
Office/division:
OES/FEAD
FEAD
Memo
number:
OM-FEA-2023-0007
Program
area:
LEAP
Outcome:
funding.
Counties
may opt
into
the
LEAP
Outreach
Incentive
Program,
unlocking
additional
Pertinent
statute/rule:
C.R.S.
§ 40-8.5-101;
C.R.S.
§ 40-8.7-101,
et
seq.
Keywords:
Assistance,
Outreach,
Heat,
Home
Incentive,
Low -Income
Energy
Assistance
Program,
LEAP,
Energy
Issue
2023P
date:
September
5,
Effective:
Oct.
1,
2023
Expires:
Sept.30,
2024
Intended Recipients
This communication has been sent to all directors of county departments of human/social
services. Please forward pertinent information to staff members as you deem necessary.
Purpose
This operation memo invites county departments of human/social services to participate in
the LEAP Outreach Incentive Program. Counties who timely complete and return the attached
agreement to participate in the Outreach Incentive Program will be allocated $20,000.00 for
the 2023-2024 heating season (October 1, 2023 through April 30, 2024). The goals of the
Outreach Incentive Program are to increase enrollment in LEAP and decrease denials of
applications for failure to provide verification of information.
Action
All counties are invited to participate in the Outreach Incentive Program. To participate, the
county must complete and return the attached LEAP Outreach Incentive Program Agreement
and the county's plan to increase enrollment and decrease denials for the upcoming heating
season to Randa Alshami at Randa.alshami®state.co.us no later than Friday, September 15th
2023.
Participating counties will be allocated $20,000.00 in addition to their usual allocation for
LEAP Program and Administration. Counties are strongly encouraged to use these funds to hire
staff that can assist LEAP applicants in their county office lobbies, through a direct phone
1575 Sherman Street, Denver, CO 80203 P 303.866.5700 www.colorado.gov/CDHS
Jared Polis, Governor I Michelle Barnes, Executive Director
line, or through use of virtual tools Funds will be available from October 1, 2023 through
September 30, 2024
Performance Measures
We will be measuring the effectiveness of the Outreach Incentive Program during this
program year. When you submit your outreach plan to us, you must include a
minimum of two performance measures you will be striving to meet with the funding
and how the activities in your plan will equate to measurable goals. The goal
measures MUST equate to increased program participants/enrollment for your county.
You know your county better than us and you know what effective strategies will be
best implemented in your county. Some examples of measurable goals you may want
to consider:
.To increase the number of applications your county receives by X%
.To review all failure to provide verification denials and assist your
administenng agency by following up with the denied household and helping
them gather and submit the venfication needed which would result in
enrolled households by X% and reducing denials by X%.
YOU MUST TRACK YOUR GOALS THROUGHOUT THE PROGRAM YEAR and be prepared to
inform the state of your progress in meeting your goals.
Background
Applications for home heating assistance have suffered a nationwide downward trend over
the past several years. The State LEAP Office launched an Outreach Incentive Pilot Program
for the 2020-2021 heating season Colorado has saw a steady increase in applications over the
last few heating seasons compared to years prior We believe this increase is partially
attributed to the efforts of counties who opted to participate in the Outreach Incentive
Program -increasing outreach efforts and committing to decreasing the number of applications
denied for failure to provide verification of information
Counties hired additional staff to work in their lobbies to assist clients in completing their
LEAP applications, sent letters, brochures, applications and information sheets to charity
organizations, churches, and community access centers, sent text messages to clients to
remind them of information request deadlines, and traveled to community centers and events
with program information and applications
Due to the success of the pilot, LEAP has decided to launch the Outreach Incentive Program
again for the 2023-2024 heating season
Attachments
N/A
Supersedes
1575 Sherman Street, Denver, CO 80203 P 303 866 5700 www Colorado gov/CDHS
Jared Polls, Governor I Michelle Barnes, Executive Director
Weld County Plan
2023-24 LEAP Outreach Incentive Program
Goals to be Met:
The identified goals for the LEAP Outreach Incentive Program are:
• Increase the number of applications submitted with all questions answered and all verification
provided, and
• Decrease the number of applications denied for failure to provide verification of information.
Action Plan
To meet the above goals, the Weld County Department of Human Services (WCDHS) will enter a
contract with United Way of Weld County (UWWC) to provide LEAP outreach services to vulnerable low-
income families and individuals, who are eligible for the Heating Fuel Assistance
Program and the Crisis Intervention Program.
UWWC will develop and implement a LEAP outreach campaign, with a focus on informing the
community about LEAP. This campaign will primarily focus on meeting the above goals through activities
such as:
Coordinating with other agencies, organizations, and groups to facilitate participation of
potentially eligible persons with emphasis on the most vulnerable populations including older
adults, disabled, home -bound, and non-English speaking residents.
Providing access to Heating Fuel Assistance Program information and application forms. UWWC
will identify locations in the county, such as community action programs, Social Security offices,
and low-income housing sites for distribution and acceptance of applications.
Providing an effective county -wide information and referral system involving local agencies and
organizations.
Providing a referral system to weatherization and other energy conservation programs.
Providing special efforts to meet the needs of vulnerable populations, including aiding in
completing applications and assisting applicants with securing the required verification.
Providing regular communication with cooperating agencies to identify concerns, problems, and
new opportunities to improve outreach.
Working with utility companies to refer eligible customers to LEAP.
Ensuring all outreach materials are distributed to various community agencies targeting
vulnerable populations.
Complying with all reporting requirements set forth by the Colorado Department of Human
Services (CDHS).
Anticipated Outreach Activities
• Utilize the 2-1-1 information and referral system.
• Exposure at community and United Way events.
• Work with United Way staff to create and/or distribute marketing materials not available
through the State.
• Utilize existing email distribution groups to increase exposure and disseminate LEAP
information.
• Utilize print, broadcast, and social media to increase exposure and disseminate LEAP
information.
• Utilize the Colorado Department of Human Services Outreach Toolkit.
• Distribute created collateral to other agencies for distribution through their networks.
• Distribute promotional flyers through Weld Food Bank emergency food boxes and the mobile
food pantry.
• Other activities to be determined.
Contract Form
Entity Information
Entity Name* Entity ID*
COLORADO DEPARTMENT OF @00003650
HUMAN SERVICES
Contract Name *
CDHS LOW-INCOME ENERGY ASSISTANCE PROGRAM
OUTREACH INCENTIVE (LEAP)
Contract Status
CTB REVIEW
New Entity?
Contract ID
7403
Contract Lead *
SADAMS
Contract Lead Email
sadams@weld.gov;cobbx
xlk@weld.gov
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description *
CDHS LOW-INCOME ENERGY ASSISTANCE PROGRAM OUTREACH INCENTIVE (LEAP). ADDITIONAL FUNDING FOR
2023-2024. TERM OCTOBER 1, 2023 TO SEPTEMBER 30,2024.
Contract Description 2
PA ROUTING THROUGH NORMAL PROCESS. ETA TO CTB 09/21 /2023.
Contract Type *
GRANT
Amount*
$20,000.00
Renewable *
NO
Automatic Renewal
Grant
IGA
Department
HUMAN SERVICES
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 *
09/27/2023
Due Date
09/23/2023
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
Contact Info
Review Date *
07/30/2024
Committed Delivery Date
Renewal Date
Expiration Date*
09/30/2024
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head
SUE BJORLAND
DH Approved Date
09/22/2023
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
Finance Approver
CHERYL PATTELLI
Legal Counsel
BYRON HOWELL
Finance Approved Date Legal Counsel Approved Date
09/25/2023 09/25/2023
Tyler Ref*
Originator
SADAMS
Hello